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California State University, Long BeachCalifornia State University, Long Beach

How to Complete the Absence and Additional Time Worked Report

How to Complete the Form

Absence and Additional Time Worked Report:

All header fields should be completed to assure the accuracy of the data reported in the PeopleSoft Timekeeping System. It is recommended that departmental timekeepers prepare the forms with accurate employee information or review upon receipt. Timekeepers should contact their ASM, the CMS HelpDesk for their HRIS Coordinator if uncertain of the correct employee header information.

Field Descriptions:

First line of the Form:

  • Pay Period: The affected pay period (month/year).
  • Unit: The employee’s attendance unit as indicated on their PeopleSoft job record.
  • Dept ID: The five-digit PeopleSoft department number. The cell is formatted to automatically add leading zeros.
  • Time Base/FTE: The full time equivalent of the employee’s appointment - up to two decimals, no fractions.
  • Indicate Alternate Work Schedule: Reflect if the employee is working an approved alternate work schedule, i.e. 4/10 with Friday off; 4/9/4 working 4 hours every Friday, less than full time, etc.

Second line – Employee specific Information:

  • Name: Last name, first name, and middle initial.
  • Employee ID#: The nine-digit employee’s identification number assigned by PeopleSoft. The cell is formatted so you do not need to type in the leading zeros.
  • Empl Record: The employee’s record number as used in PeopleSoft. The original hire action is employee record number zero (0). For multiple positions, the employee record number increments by one (1). This is important. Do not leave blank.

Time Reporting Code Legend

This section of the form contains the explanation of the valid time reporting codes for salaried employees. Note: Full description of each of the codes.

Not all employees qualify for each time reporting code. Timekeepers can contact their ASM for assistance or Payroll Services.

Middle Section/ Dates of Absences and Extra Time Worked

The next section is divided into three groupings of Time Reporting Code (TRC) entries:

First Group: The first group of TRC entries report hours that affect Leave Accounting balances such as Vacation and Sick Leave.

In the box provided for the appropriate date, indicate the number of hours of leave time taken or extra hours worked for each applicable Time Reporting Code. The field is formatted to allow up to 2 decimals. If the employee enters time electronically on the form, the total hours will sum in the TOTAL box for time entered into any of the date boxes for each TRC.

Second Group: The second group of TRC entries record informational items that will either trigger another action by Payroll (review of MPA for accuracy) or reflect other absences although paid, must be denoted on the employee's time sheet to account for their absence from the worksite.

In the box provided for the appropriate date, indicate the number of hours of leave time taken or extra hours worked for each applicable Time Reporting Code. If the employee enters time electronically on the form, the total hours will sum in the TOTAL box for time entered into any of the date boxes for each TRC.

Third Group: The third group of TRC entries reflects codes that generate pay. (Note: when the time is entered into the PeopleSoft timekeeping system, hours reported for these codes will result in a pay warrant for the employee.)

In the box provided for the appropriate date, indicate the number of hours of leave time taken or extra hours worked for each applicable Time Reporting Code. If the employee enters time electronically on the form, the total hours will sum in the TOTAL box for time entered into any of the date boxes for each TRC.

Fourth Group: The fourth group is for recording time taken under Family Medical Leave (FML) on an intermittent basis. This is for tracking purpose only. Leave balances taken under FML still need to be accounted for in the First Group.

Approval Signatures

  • Employee Signature/Date: Self-explanatory
  • Substantiation of Supervisor that extra hours have been worked: Signature required when using codes CTPR, CTST, OTPR, and/or OTST. Check appropriate box.
  • Supervisor Signature/Date: Self-explanatory
  • Comments: Optional

After the timesheet/"Absence & Additional Time Worked Report" is signed, it is forwarded to the designated timekeeper per division/college operational procedures. Contact your ASM for details.

NOTE:

All timesheets /Absence & Additional Time Worked Reports must be retained by the department/division or college office for five years for audit inspection on demand.