Time & Absence Approval Help and FAQs

Absence Approval Help

• Enter absences on behalf of my employees
  • 1. Log into SJSU @ Work
    2. Navigate to Manager Self Service → Time Management → Report Time → Manager Absence Entry
    3. Click the EmplID for the employee for which you wish to enter absences
    4. The current pay period defaults
    5. Select the type of absences in the Absences Name field (Please note: For absence types Sick-Bereavement and Sick-Family Care, you will be required to Add Comments.)
       • To report full day:
         1. Select the Begin and End Dates; you may span a weekend, as the system will only count the days the employee is actually scheduled to work
       • To report a partial day:
         1. Select the Begin Date and make the End Date the same
         2. Select Partial Hours in the Partial Days field
         3. Enter the hours/minutes for the day; round according to the Personnel/Payroll information Management System Conversion Chart
    6. To report additional absences, click the plus button to insert a new row
    7. Click Calculate Duration to view total hours taken
    8. Click Submit/Approve
• Approve absences

  • Absences must be approved by 5pm on the first working day of the following pay period.

    1. Log into SJSU @ Work
    2. Navigate to Manager Self Service → Time Management → Approve Time and Exceptions → Approve Reported Absences
    3. Select the employees for which you wish to approve absences; click Select All to select all employees
    4. Click Continue
    5. Review the entries and comments to confirm accuracy
    6. Check the Approve box to approve the entry
       • If the entry is not accurate, select Needs Corr from the Review Status drop down menu to return the entry to the employee for correction; enter comments for the employee
    7. Click Submit
• Approve absences on behalf of someone else

  • If your direct reports have staff reporting to them, you can approve absences on their behalf. In addition, if you are set to be an alternate approver for someone, you can approve for them. Remember, absences must be approved by 5pm on the first working day of the following pay period.

    For Alternate Approvers

    The employees who report to the person you are an alternate approver for will appear in your main list of employees to approve. Follow the steps under Approve Absences steps.

    Approving indirect reports

    1. Log into SJSU @ Work
    2. Navigate to Manager Self Service → Time Management → Approve Time and Exceptions → Approve Reported Absences
    3. Scroll to the far right column of the employee list; employees with their own direct reports will have an org chart icon in that column
    4. Click the org chart icon
    5. Select the employees for which you wish to approve absences; click Select All to select all employees
    6. Click Continue
    7. Review the entries and comments to confirm accuracy
    8. Check the Approve box to approve the entry
       • If the entry is not accurate, select Needs Corr from the Review Status drop down menu to return the entry to the employee for correction; enter comments for the employee
    9. Click Submit
• Become an alternate approver (or to stop being an alternate approver)

  • To become an alternate approver, send an email to Terryn Ashley with the following information:

    • Your name and employee ID
    • The approver’s name and employee ID
• Get access to approve absences
  • Employees in positions that other employees report to are automatically granted access to approve absences. However, if you become an alternate approver but don’t already have the access, submit a Security Access Request Form to the CMS Security Team to request the access.

Hourly Time Approval Help

• Approve Hourly Time

  • Hourly approvers will receive a notification to approve once reported time has been processed by Payroll. You will not be able to approve prior to that notification.

    1. Log into SJSU @ Work
    2. Navigate to Manager Self Service → Time Management → Approve Time and Exceptions → Payable Time
    3. Enter the Group ID (DeptID in most cases) to approve for all employees in the department OR enter the EmplID (SJSU ID) for an individual employee
    4. Click Get Employees
    5. The current week defaults; change it by updating the Start and End Dates then click Refresh
    6. The number of hours to approve displays; to see more details click on the employee’s name
    7. Click the checkbox to select the entry for approval or click Select All to select all entries
    8. Click Approve
• Enter time on behalf of my hourly employees

  • Training is required to obtain access to enter hours on behalf of hourly employees. Contact University Personnel  for more information.

    1. Log into SJSU @ Work
    2. Navigate to Manager Self Service → Time Management → Report Time → Timesheet
    3. Enter the Group ID (DeptID in most cases) to enter for all employees in the department OR enter the EmplID (SJSU ID) for an individual employee
    4. Click Get Employees
    5. The current week defaults; change it by updating the Start and End Dates then click Refresh
    6. Click the name of the employee for which you wish to enter time
    7. Enter the number of hours worked each day; ensure there is only one number after the decimal point (e.g. .3, .4, .5; not .25)
    8. Click Submit
• Get access to approve hourly time
  •  Submit a Security Access Request Form to the CMS Security Team