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How to Complete the Absence and Additional Time Worked Report

Process Scope and Definition: This document describes the new Absence and Additional Time worked Report and process flow supporting PeopleSoft. This form is also referred to as an Absence Request or timesheet.

Process Purpose: A new form has been implemented effective July 1, 2001, for ASMs/Departments to document absences and report time eligible for additional time worked. This form replaces previous State of California STD Form 634.

Process Owner: Payroll, Departmental Timekeepers and ASMs.

Form: Refer to Administration & Finance or CMS Website.

Legacy Relationship: Prior to July 1, 2001, CSULB used the State of California, STD 634 form: Absence and Additional Time Worked Report, to report exception time for salaried employees. The new CSULB developed Absence and Additional Time Worked Report contains the Time Reporting Codes & Pay Generating Codes that correlate to the CMS baseline PeopleSoft system.

Important Process Details:

  • For ease of data entry on the part of the departmental Timekeepers, the Absence and Additional Time Worked Report was designed in a format similar to the Time Reporting Codes contained on the Salaried Employee Attendance Report (Excel spreadsheet for upload to PeopleSoft HR.)
  • The forms are not pre-printed by Payroll with employee data. However, it is recommended that the Department Timekeeper complete the top section for their salaried employees to assure the accuracy and completeness of the PeopleSoft required employee information.
  • All the Time Reporting Codes tied to hours worked that result in additional pay for the employee, such as overtime, shift differential, etc., are included on this form. When hours are reported for those codes, the employee will receive an additional paycheck.
  • For other payments not tied to the number of hours worked, see the new form: Additional Pay Voucher.

Process Flow:

The employee or timekeeper (in the absence of the employee) completes the Absence & Additional Time Worked Report. The employee and supervisor each sign the form. The original form is forwarded to the departmental timekeeper.

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The Departmental Timekeeper collects all employee forms and enters the form information on the Salaried Employee Attendance Report (Excel Spreadsheet). The timekeeper follows internal division procedures prior to submitting the electronic Attendance Report to Payroll. (Contact your ASM for details.)

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The ASM or designee retains the original signed forms for five years for audit inspection upon demand. Note: if the timesheet authorizes additional pay, forward that document separately to Payroll. The ASM or designee emails the spreadsheet with all salaried employees time to SAL_TS@CSULB.EDU by the close of the pay period.

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 on the Salaried Employee Attendance Report (spreadsheet). It is recommended that each departmental timekeeper prepare the forms with accurate employee information, then prints or emails these forms each month for their salaried employees.

NOTE:

If the departmental timekeeper does not know the current information for their employees, contact either your division/college ASM, the CMS HelpDesk, or the HRIS Coordinator who can assist with such requests.

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. This information ties the employees to your time reporting spreadsheet.
  • Dept ID: the five-digit PeopleSoft department number. The cells are formatted so you only have to type in the last 3 digits.
  • Time Base/FTE: the full time equivalence of the employee’s appointment - up to two decimals, no fractions.
  • Indicate Alternate Work Schedule: reflect if the employee is working an approved alternate workschedule, i.e. 4/10 with Friday off; 4/9/4 working 4 hours every Friday, 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 zeroes.
  • 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 these.

Not all employees qualify for each time reporting code. If you have questions, please contact your ASM.

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 tracks his/her time via computer using Excel, 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 tracks his/her time via computer using Excel, the total hours will sum in the TOTAL box for time entered into any of the date boxes for each TRC.

The Last Group: The last group of TRC entries reflects codes that generate pay. (Note: when the time is submitted to payroll via the Salaried Employee Attendance form, any 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 tracks his/her time via computer using Excel, the total hours will sum in the TOTAL box for time entered into any of the date boxes for each TRC.

Reminder: when submitting hours that result in pay for the employee, please send a hardcopy of this form to Payroll. (If you want to override the default-funding source, please complete a HR Account Code Override form. Contact the HRIS Coordinator, CMS Help Desk or Budget Office for additional details.)

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.