Absence Reporting System. Administrator s Guide

Transcription

1 Absence Reporting System Administrator s Guide Updated May 2008

2 Absence Reporting System Administrator User s Guide How to Use This Guide The ARS Administrator User s Guide is designed to provide information on two facets of the Absence Reporting Program: 1. Tools on how to use the online reporting systems, and 2. Information regarding paid time off accruals The Table of Contents provides easy access to key information and tools in the guide. Throughout the text of the guide you will find definitions of key terms and addresses for pertinent websites. As updates are made to the ARS system and to paid time off policies, it is important that you check for updates to this guide at If you need assistance in editing a record for your organization, please use the online request system located at You can also contact University Human Resources at ARS@hr.rutgers.edu. Updated May 2008 ii

3 Table of Contents ARS Application Overview of the Application... 1 Using ARS... 1 The ARS Menu... 2 Application Access... 4 Main Menu Screen... 5 Create Absence List... 6 Edit / Delete Today s Absence List... 7 Display Today s Absence List... 9 Days Remaining Report Absence Details Create / Modify Your Organization Chart View Holidays Year End Reports Paid Time-Off Accruals Paid Time Off Vacation Administrative Leave Personal Holidays Sick Leave Compassionate Leave Paid Leave of Absence Holidays Frequently Asked Questions Updated May 2008 iii

4 ARS Application Overview of the Application The Absence Reporting System (ARS) is a web based application giving authorized users at Rutgers University the ability to electronically keep track of absence information, including days remaining, as well as create hard copies of absence records without manual intervention. Some major benefits of this application include: The ability for users to view their own absence record and the absence records of selected employees within their organization. This will allow the user to see how many days they have remaining and which days they have taken off without having to ask someone to manually calculate an up to date record. The ability for Administrators to send an of all absences tracked in the system to their organization, supervisor, etc. Access to ARS The application is accessed through one main menu screen from which various processing options may be selected. Permission to access data is restricted to individuals who are responsible for submitting absence cards and have: 1. Been approved as attendance Administrators by their department 2. Been granted Administrator access by UHR 3. Received training in the ARS application There is also a general view for all employees with valid NetID/passwords to log in and view their own absence records and the absence records of employees reporting to them within their organization. Using ARS Rutgers employees who have been authorized by their department, trained, and approved by UHR can use ARS Administrator functions. All Rutgers staff with a valid NetID/password can use this system to view their own absence information. In addition, Managers in the system are able to view absence information for designated employees who report to them. The system allows Administrators of the system the ability to: 1. Add / Update / Delete / View employee ARS information. The data is stored in an online database. All data is retained and used in ongoing absence recording. All record information for past fiscal years will be retained in the database. Updated May

5 2. Maintain an organizational chart for their department. At any time, an Administrator may alter the manager information for any employee. 3. Create / View / Edit / Print daily absence information for staff members within their Organization. 4. Create / View / Print employees yearly absence records. This allows the Administrator to create the records without manually filling out the form for each user. The system also allows all users the ability to view their own absence records, see how many days they have remaining, and which days they have taken off. The system also allows managers to view the absence records of any employee for whom they are the designated manager in ARS. Administrators WILL NOT be able to: Make changes to employee record information (e.g., job class, etc.). Transfer the absence record information to University Human Resources (UHR) electronically. At the end of each fiscal year, Administrators will need to print out the Absence Records, have employees and department management sign them, and retain them in the department records. Note: Administrators should not edit their own absence information. The ARS Menu The log on screen prompts for input of your NetID and password. Upon successful validation, you will be presented with a Main Menu screen that offers the following options: View Your Absence Record: This option is available to all users (including Non Administrators). It allows a user to view his/her own days left (AL, PH, Vacation and Sick) and also displays a list of which days the user has taken off. Display Today s Absence List: This option allows users to view the absences in their department for the current day only. Departments that regularly send out s with absence information to their employees should copy and paste this table into the body of their . Log Off: This option logs you out of the system. For security reasons, it is recommended that you also close the browser window. Updated May

6 As Administrators, you will be presented with the following additional options: Create Absence List: Choose this option to add absences to ARS. Absences can only be added for the current fiscal year. During Year End completion, an option to edit records for the previous fiscal year will be available for a limited time. Note: This option will not be available for Fiscal Year due to the modified reconciliation process. Edit / Delete Today s Absence List: This option allows Administrators to modify or delete absences for the current day. On this screen, you will NOT see past or future absences. Days Remaining Report: This option allows Administrators to view the number of different days (PH, AL, Vacation, Sick) that their department s employees have remaining. Administrators can update or delete absences for an employee. Create / Modify Your Organization Chart: This will allow Administrators to set up the reporting hierarchy for their department to control who is able to view absences. Note: You must update this chart whenever an employee s manager changes so that their new manager will be able to view absences for them. View Holidays: This option gives Administrators the ability to view the holidays for the current fiscal year. End of Year Report: This option allows the Administrator to: 1. Print the absence records for the current or past fiscal year for a specific employee or all employees in the department. 2. Generate a detailed list of absences for a specific employee from for the current or past fiscal year. Updated May

7 Application Access Open a browser session on your PC using your internet browser and enter the following URL in the address box: Login Screen 1. Click the Log In to ARS button. 2. On the Rutgers Central Authentication Service screen, enter your NetID in the box labeled NetID, and your password as indicated. 3. Click the LOGIN button Updated May

8 Main Menu Screen Upon successful validation, you may choose from one of the options available depending on the action you wish to perform. All options are explained in more detail on the following pages. Updated May

9 Create Absence List Select this option to add absences to ARS. Only active employees in your department will be displayed, along with options to create different types of absences. If you have already added absences for today, they will be displayed at the top of the screen. 1. Select the name from the drop down of the person for whom would like to add an absence. Then choose a date for the employee (must be from the current fiscal year), absence type, and the length. If you choose an absence type of Other, you should fill in the Other Description field. Repeat this process for each absence you need to enter. Note: If you enter a note in the Other Description field for any absence type other than Other, ARS will not retain the note. 2. Choose Submit & Add More to continue adding absences. Once you have finished adding and submitting absences, click on Submit & Back to Main Menu. Updated May

10 Edit / Delete Today s Absence List Select this option to view all the absences that you have entered for this day. On this screen, you will only see the current day s absences, even if you have added future absences. You may edit or delete absences from this screen. To change an absence, choose a new absence type from the Type dropdown box. To modify the length, choose a length from the Length dropdown box. If you choose a type of Other, please enter the description in the Other Descr field. To complete the update, click the Update button. If you do not wish to save any changes, click either the Back or the Cancel and Back to List button. Note: If you choose to modify an absence of type Other and change it to a new type, any information in the Other Descr will be lost when you click Update. Updated May

11 Edit/Delete Today s Absence List (continued) If you attempt to add an absence with a length of more than 2 days, the absence will not be saved and an error message will be displayed: If you attempt to add an absence for an employee who has no days remaining for that particular absence type, the absence will be saved and an error message will be displayed: Clicking any of the Delete links will cause a prompt to pop up in case you have accidentally clicked the link (see example below). If you are sure you want to delete the absence, click the OK button. Otherwise, click Cancel. Note: Once you have clicked OK, the absence is deleted from the system. This CANNOT be undone. Updated May

12 Display Today s Absence List This option displays today s absences without displaying the absence type field. This is useful for departments that regularly send out s to their employees about absences within the department. The Administrator can copy and paste this list into that . To copy and paste this list into an 1. Click and hold the left mouse button directly below the horizontal line. 2. Drag the cursor to the end of the table and release the button. 3. Press Ctrl+C or click Edit Copy from the file menu. 4. Open an Press Ctrl+V or click Edit Paste from the file menu. Updated May

13 Days Remaining Report This option allows you to view the number of days that employees within the department have left for the current fiscal year. Note: Days remaining will include AL and PH days provided as of July 1 and any Vacation and Sick time accrued in full calendar month increments. On this screen, Administrators can also edit the absences submitted for a particular employee. To edit the absences, choose one of the Edit links under the Absences column. See example on page 11. To edit the number of days, click into one of the boxes, delete the current value, and replace it with a new value. To submit your changes, click the Update button. To cancel out, click the Cancel & Back to the List button. Note: After running the monthly update for the very first time, all fields will become View Only. The Edit Days option is for start up purposes only. Updated May

14 Absence Details The Absence Details page for a specific employee functions similarly to the Edit / Delete Today s Absence List, except that the absences are for one specific person and the range can span the whole fiscal year. Clicking on the Add new absences button will bring you directly to the Create Absence List screen (above). Current days remaining totals are displayed at the bottom of the screen. Updated May

15 Create / Modify Your Organization Chart This option is chosen to set up or update the organizational hierarchy of your unit. Organizational reporting relationships are determined through University Human Resources; Administrators can identify specific managers to view employee records. For this system to function properly for managers and Administrators, the organization chart must be kept up to date. To assign a manager to a person, select the manager name from the dropdown box to the right of the employee s name. To submit your changes, click the Update Org Chart button. To cycle through the pages, either use the Next Page link (or Previous Page) or choose the page from the list. Note: Before moving to a new page, you must commit any changes for the current page to the database. Do this by clicking Update Org Chart. Updated May

16 View Holidays This option allows you to view the holidays available for the current fiscal year. Updated May

17 Year End Reports This option allows the Administrator to: 1. Generate and print an absence card for a specific employee. 2. Generate and print absence cards for all employees in the department. 3. Generate a detailed absence list for an employee. To generate a specific absence card, choose the employee s name from the dropdown box. Then choose the fiscal year for the absence record. Finally, click Generate Absence Card. See example on page 15. To generate all absence cards, choose the fiscal year and then click Print Absence Cards for All Employees in the Selected Fiscal Year. To generate a detailed Absence List, choose the employee s name and the fiscal year and click Generate Absence Details. See example on page 16. Updated May

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20 Paid Time-Off Accruals For more information and assistance on accrual rules for employees, please contact University Human Resources at or go to Paid Time Off Administrative Leave accrual rules apply Bereavement Leave no accrual rules Jury Duty no accrual rules Personal Holidays accrual rules apply Sick Leave accrual rules apply University Holidays no accrual rules Vacation accrual rules apply Leave of Absence (full or partial pay) accrual rules apply Compassionate Leave no accrual rules Compensatory Leave no accrual rules Vacation Vacation allowance is computed on a fiscal year basis. A fiscal year at Rutgers is July 1 through June 30. Vacation is earned in days per month worked based upon length of and employment category and is prorated for part time staff. All regular salaried staff of Rutgers University are eligible to earn vacation days. Regular salaried staff employees accrue vacation days for each full calendar month worked; the number of days accrued depends on the employee s status at the time of accrual. Vacation days are accrued during one fiscal year for use the following fiscal year. Full time 10 month staff employees accrue vacation on the same per month worked basis as full time 12 month employees except no time is accrued during July and August. Part time staff accrue vacation on the same basis as full time staff except that it is prorated according to the percentage of time appointed. Part time Accrual Example A 60% 12 month staff employee hired last fiscal year works 22.5 hours a week (37.5 hrs x.60 = 22.5). At the beginning of the next fiscal year, the employee will have access to 9 vacation days to use that year (1.25 x 12 months x.60 = 9). Updated May

21 Vacation Upon Status Change from Part time to Full time and from Full time to Part time: A change in job status from part time to full time, or from full time to part time, will affect vacation accrual. Part time to Full time Example A 50%, 12 month staff employee who normally earns 7.5 vacation days per year changes to full time status on March 1. At the beginning of the next fiscal year, the employee will have access to 10 vacation days to use that year (1.25 x 8 months x x 4 months = 10). Full time to Part time Example A full time, 12 month staff employee who normally earns 15 vacation days a year changes to a 60% part time employee on November 1. At the beginning of the next fiscal year, the employee will have access to 11 vacation days to use that year (1.25 x 4 months x 8 months x.60 = 11). NL (Exempt) Employees, Doctors Council (formerly USP&D) Service Earning Break Year Accrual Less than one fiscal year of and hired after the first working day of the fiscal year Less than one fiscal year of and hired on the first working day of the fiscal year One through four fiscal year of Five through nineteen fiscal years of Over nineteen fiscal years of One day for each full month of 1.25 days for each full month of 1.25 days for each full month of (maximum of days for each full month of (maximum of days for each full month of (maximum of 25 At the completion of four years of during a fiscal year the employee will earn 1.66 days for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day At the completion of nineteen years of during a fiscal year the employee will earn 2.1 days for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day Note: NL is the no limit designation for exempt employees. They are not eligible for overtime compensation. Updated May

22 NE (Non-exempt), Non-aligned Employees Service Earning Break Year Accrual Less than one fiscal year of and hired after the first working day of the fiscal year Less than one fiscal year of and hired on the first working day of the fiscal year One through ten fiscal years of Eleven through twenty fiscal years of Over twenty fiscal years of One day for each full month of 1.25 days for each full month of 1.25 days for each full month of (maximum of days for each full month of (maximum days for each full month of (maximum 25 As of July 1, 2008, at the completion of ten years of during a fiscal year the employee will earn 1.66 days for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day At the completion of 20 years of during a fiscal year the employee will earn 2.1 days for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day. Note: NE is the non exempt designation used for employees. They are eligible for overtime compensation. URA-AFT (Effective July 1, 2008) Service Earning Break Year Accrual Less than one fiscal year of and hired after the first working day of the fiscal year Less than one fiscal year of and hired on the first working day of the fiscal year One through ten fiscal years of Eleven through twenty fiscal years of Over twenty fiscal years of One day for each full month of 1.25 days for each full month of 1.25 days for each full month of (maximum of days for each full month of (maximum days for each full month of (maximum 25 As of July 1, 2008, at the completion of ten years of during a fiscal year the employee will earn 1.66 days for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day At the completion of 20 years of during a fiscal year the employee will earn 2.1 days for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day. Updated May

23 EOF Counselors Service Earning Break Year Accrual Less than one fiscal year of and hired after the first working day of the fiscal year Less than one fiscal year of and hired on the first working day of the fiscal year One through four years of Five through nineteen years of Over nineteen fiscal years of One day for each full month of 1.25 days for each full month of 1.25 days for each full month of (maximum of days for each full month of (maximum of days for each full month of (maximum of 25 At the completion of four years of during a fiscal year the employee will earn 1.66 days for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day At the completion of nineteen years of during a fiscal year the employee will earn 2.1 days for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day AFSCME (Local 888, COLT), IUOE Service Earning Break Year Accrual Less than one fiscal year of and hired after the first working day of the fiscal year Less than one fiscal year of and hired on the first working day of the fiscal year One through twelve fiscal years of Thirteen through twenty years of Over twenty fiscal years of One day for each full month of 1.25 days for each full month of 1.25 days for each full month of (maximum of days for each full month of (maximum of days for each full month of (maximum of 25 At the completion of twelve years of during a fiscal year the employee will earn 1.66 days for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day At the completion of twenty years of during a fiscal year the employee will earn 2.0 days for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day Note: AFSCME is the maintenance and office / clerical / laboratory labor union. Updated May

24 FOP Primary Service Earning Break Year Accrual Less than one fiscal year of and hired after the first working day of the fiscal year Less than one fiscal year of and hired on the first working day of the fiscal year One through twelve fiscal years of Thirteen through 20 fiscal years of Over 20 fiscal years of One day for each full month of 1.25 days for each full month of 1.25 days for each full month of (maximum of days for each full month of (maximum of days for each full month of (maximum of 25 At the completion of twelve years of during a fiscal year the employee will earn 1.66 day for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day At the completion of twenty years of during a fiscal year the employee will earn 2.0 day for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day Note: FOP, Fraternal Order of Police, is the labor union for police officers, lieutenants, and sergeants FOP Superior-Lieutenants Service Earning Break Year Accrual Less than one fiscal year of and hired after the first working day of the fiscal year Less than one fiscal year of and hired on the first working day of the fiscal year One through five fiscal years of Six through nineteen years of Over nineteen fiscal years of One day for each full month of 1.25 days for each full month of 1.25 days for each full month of (maximum of days for each full month of (maximum of days fore each full month of (maximum of 25 At the completion of five years of during a fiscal year the employee will earn 1.66 day for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day At the completion of nineteen years of during a fiscal year the employee will earn 2.0 days for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day Updated May

25 FOP Superior Sergeants and Detectives Service Earning Break Year Accrual Less than one fiscal year of and hired after the first working day of the fiscal year. Less than one fiscal year of and hired on the first working day of the fiscal year. One through twelve fiscal years of Thirteen through twenty fiscal years of Over 20 fiscal years of One day for each full month of 1.25 days for each full month of 1.25 days for each full month of (maximum of days for each full month of (maximum of days for each full month of (maximum of 25 At the completion of twelve years of during a fiscal year the employee will earn 1.66 days for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day At the completion of twenty years of during a fiscal year the employee will earn 2.0 days for each full month for the remainder of the fiscal year rounded up or down to a tenth of a day Information regarding the regulations guiding the use of vacation time and the carrying over of vacation time can be found at Updated May

26 Administrative Leave Regularly appointed staff employees are granted.5 Administrative Leave (AL) days after each full calendar month of employment up to maximum of 3 days in the first fiscal year. 10 month staff are granted.5 AL days after each full month up to a maximum of 2.5 AL days. Thereafter, 3 AL days (or 2.5 AL days for 10 month staff employees) are granted at the beginning of each fiscal year. Part time staff employees are granted AL days on the same basis as full time staff except that the amount of AL days is prorated according to the percentage of time appointed. Part time Accrual Example A 50%, 12 month staff employee hired last fiscal year would have access to 1.5 AL days at the beginning of the current fiscal year (3 x.50 = 1.5). Administrative Leave is available for the employeeʹs personal use. Prioritization for use is based on emergencies, religious observances, and personal business other than university holidays. Administrative Leave must be requested in advance, unless there is an emergency. Administrative Leave days are not cumulative, and unused balances at the end of the year are forfeited. Always refer to the appropriate Collective Negotiations Agreements at for any variations or additional details concerning university policy on AL days. Personal Holidays 2 Personal Holidays (PH) days are granted after 6 months of regular employment for both 12 month and 10 month staff employees. Thereafter, 2 PH days are available as of the beginning of each fiscal year, July 1. Note: FOP Primary and Superior Units are granted 3 PH days. Part time staff employees are granted PH on the same basis as full time staff except that it is prorated according to the percentage of time appointed. Part time Accrual Example A 50%, 12 month staff employee hired last fiscal year would have access to 1 PH day at the beginning of the current fiscal year (2 x.50 = 1). Staff employees are eligible for Personal Holiday time after 6 months of employment. Updated May

27 Like Administrative Leave, prioritization for use is based on emergencies, religious observances, and personal business other than university holidays. Personal Holidays are not cumulative, and unused balances at the end of the year are forfeited. Always refer to the appropriate Collective Negotiations Agreements at for any variations or additional details concerning university policy on Personal Holidays. Sick Leave Full time 10 month staff employees accrue sick time on the same per calendar month worked basis as full time 12 month employees except no time is earned in July and August. Part time staff accrue sick time on the same basis as full time staff except that it is prorated according to the percentage of time appointed. Part time Accrual Example A part time 60% 12 month nonaligned staff employee was hired February 1 last fiscal year. If no sick leave days were used, the employee would have access to 3 sick leave days at the beginning of the current fiscal year (5 months x 1 x.60 = 3). Change in Job Status A change in job status from part time to full time, or from full time to part time, will affect sick leave accrual. Part time to Full time Example A 50%, 12 month nonaligned staff employee who normally earns 7.5 sick leave days per year changes to full time status March 1. Effective March 1, the employee will accrue 1.25 sick leave days per month. Full time to Part time Example A full time, 12 month nonaligned staff employee who normally earns 15 sick days a year changes to a 60% part time status November 1. Effective December 1, the employee will accrue.75 sick leave days per month (1.25 x.60 =.75). Carry Over Accrued but unused Sick Leave is cumulative and carries over month to month and year to year. Updated May

28 AFSCME (Local 888, COLT) hired before July 1, 2000 Service First year of Subsequent fiscal years of Earning One day for each full calendar month of. If hired on July 1, or the first working day of the fiscal year, 1.25 days for each full calendar month of 1.25 days for each full calendar month of AFSCME (Local 888) hired on or after July 1, 2000 Service First twelve years of Over twelve years of Earning One day for each full month of 1.25 days for each full calendar month of AFSCME (Local 1761, COLT) hired on or after July 1, 2000 Service First seven years of Over seven years of Earning One day for each full month of 1.25 days for each full calendar month of effective the first July 1 after the 7 th year of has been completed. URA-AFT effective December 15, 2007 Service First year of Subsequent fiscal years of Earning One day for each full calendar month of. If hired on July 1, or the first working day of the fiscal year, 1.25 days for each full calendar month of 1.25 days for each full calendar month of IUOE Staff hired before July 1, 1999 Service First fiscal year of Subsequent fiscal years of Earning One day for each full calendar month of. If hired on July 1, or the first working day of the fiscal year, 1.25 days for each full calendar month of 1.25 days for each full calendar month of Updated May

29 IUOE Staff hired on or after July 1, 1999 Service First twelve years of Earning One day for each full month of Over twelve years of 1.25 days for each full calendar month of Non-aligned and MPSC Staff, Doctors Council (formerly USP&D), and EOF Staff (hired before July 1, 2002) Service First fiscal year of Subsequent years of Earning One day for each full calendar month of. If hired on July 1, or the first working day of the fiscal year, 1.25 days for each full calendar month of 1.25 days for each full calendar month of EOF Staff hired on or after July 1, 2002 Service All Earning One day for each full month of FOP-P & FOP-S hired before October 15, 2001 Service First fiscal year of Subsequent years of Earning One day for each full calendar month of. If hired on July 1, or the first working day of the fiscal year, 1.25 days for each full calendar month of days for each full calendar month of FOP-P & FOP-S hired on or after October 15, 2001 Service All Earning One day for each full month of Updated May

30 Compassionate Leave The Compassionate Leave Program allows donation of available sick or vacation time to a bank for use by employee or an eligible family member who is experiencing a catastrophic illness for a prolonged period of time. The program is available for AFSCME Local 888, MPSC, and URA AFT employees only. Rules for Donation: Up to 50 sick or vacation days may be donated per person Minimum of 15 sick and 15 vacation days must remain for employee s own use Rules for Receiving Donated Days: Must be employed by Rutgers for at least one year Requested time for self or immediate family member suffering catastrophic health condition for a prolong period of time Must have exhausted all available paid time off Maximum of 30 days received per fiscal year Once approved, University Human Resources will subtract the days donated in the Absence Reporting System from donors and add the days to recipient s records. Paid Leave of Absence (Full or Partial Pay) Employees who receive pay for a whole calendar month accrue vacation and sick time for that month. Employees who are not in pay status for a whole calendar month do not accrue vacation or sick time for that month. Employees who receive pay for at least one day of a month accrue vacation and sick time for that month only upon return from leave of absence. Upon an employee s return from leave of absence status, sick and vacation time will accrue at the end of the month that the employee returned to full active status. Updated May

31 Holidays The regular staff university holidays are: Independence Day Martin Luther King, Jr. s Birthday Memorial Day Labor Day Thanksgiving Day The day after Thanksgiving Christmas Day New Year s Day One full holiday or two half holidays and three additional holidays will be determined each year by Rutgers, usually during the year end holiday season. Updated May

32 Frequently Asked Questions How can I revise or remove Administrator access? ARS Administrator access can be revised, expanded, or deleted by completing a new Administrator access request form and returning it to University Human Resources as instructed on the form. Why doesn t an employee in my department appear on my ARS list? Rutgers employees are organized in ARS according to their Reporting Relationship Code. All employees who are active or on leave and are assigned a Reporting Relationship Code for which you have Administrator access should appear on your ARS list. If a current employee in your department does not appear on your list, it may be due to the following: 1. The employee has an incorrect Reporting Relationship Code. To correct the Reporting Relationship Code, the employee s department must submit a revised Personnel Data Record (PDR) to the Payroll Department. 2. You do not have Administrator access to the employee s Reporting Relationship Code. To obtain Administrator access to an additional Reporting Relationship Code, complete a new Administrator access request form and return it to University Human Resources as instructed on the form. How can I correct an employee s accrual information in ARS? An ARS Administrator cannot correct accrual information in ARS. The Administrator should request assistance from UHR by: 1. Completing the ARS Request To Edit a Record online form located on the UHR website at 2. Listing the incorrect information on the edit form under Current Information on ARS column. 3. Entering the correct information under the Requested Edit on ARS column of the edit form. 4. Clicking the Submit button. When the change has been made, you will be notified by a member of the Human Resources staff. Updated May

33 How can I edit employees sick or vacation days for the current year? To edit absences (vacation and/or sick : 1. Select the Days Remaining Report on the ARS main menu. 2. Locate the employee record on the Days Remaining Report. 3. Select Edit under the Absences column for the employee record. 4. Edit or delete the absence(s). 5. To add new absences, select Add new absence. How can I calculate partial days for a full time employee? Divide the number of hours absent by the number of hours in a designated work day. For example, an employee who works 7.5 hours a day whose absence is 4 hours is recorded as.53 (4 divided by 7.5 =.53). In some cases it is necessary to round (e.g. 5.5 divided by 7.5 =.733 or.73). 35 Hour Week/7 Hour Day 37.5 Hour Week/7.5 Hour Day 40 Hour Week/8 Hour Day Hours Days Hours Days Hours Days Formula: 1 divided by hours per day = 1 hour How do I record absences for part time salaried employees in ARS? ARS records absences in fractions of full time equivalent days. To record an absence for a part time employee, divide the number of hours the employee is absent by his or her full time designated workday (7, 7.5, or 8). For example, if an employee whose full time designated workday is 7.5 hours takes vacation time for a day he or she is scheduled to work 4.5 hours, it is recorded as.6 (4.5 divided by 7.5). How do I record absences for full time salaried employees with modified work weeks in ARS? To record an absence for an employee with a modified work week, use the same formula as you would use for a part time employee (see above). For example, if an employee whose fulltime designated workday is 7 hours takes vacation time for a day he or she is scheduled to work 8.75 hours, it is recorded as 1.25 (8.75 divided by 7). Updated May

34 Can unused AL or PH days be carried into the next fiscal year? No. AL and PH days must be used by the following June 30. Can unused vacation days be carried into the next fiscal year? Rutgers University allows for the carry over of up to 25 unused vacation days into a subsequent fiscal year with the approval of the employee s department. The approval is at the sole discretion of the employee s department and should only be granted if work requirements or special circumstances make if difficult for the employee to use all of his or her vacation days. Starting July 1, 2008 and going forward, employees can only carry over the maximum of their yearly accrual rate. For example, if an employee accrues 15 days per year, he or she can only carry over 15 days. However, if a department s carry over policy is less than 15 days, the employee must abide by his or her own department s policy. Does an employee receive payment for unused paid time off upon termination of employment? The university makes a lump sum payment for unused accrued vacation days at the time of separation. AL, PH, and sick days are not paid out. If an employee leaves the university and is rehired in the future, will they be able to use the balance of sick days he or she had upon leaving? The remaining balance may be used while employed with the university, but it will not be used in calculating sick leave payout at retirement. Contact University Human Resources to request a verification letter to be sent to your department. What are the sick time and vacation accrual rates for staff? Please visit the UHR website for a summary of accrual information for staff paid time off information. The Paid Time Off section of this guide also provides accrual rules and information. Updated May

35 Notes: Updated May