PeopleSoft Leave Accruals - Manager Self-Service
PeopleSoft’s Leave Accrual System was implemented to allow tracking of paid time off
through the Payroll System. Your employees will request to take accrual time through
the PeopleSoft Time & Labor Timesheet. You will be notified through email and must
approve or deny the request depending on available accrual balances and departmental
coverage. The employee will be notified through email when you take action on the
request. Approved time will be sent to PeopleSoft Payroll during the pay period that it
becomes current. Current balances (as of the latest pay period end date) will be displayed
on employee’s pay advices. Balances are also available through the PeopleSoft online
inquiry page (detailed later in this document).
Manager Self-Service Instructions:
Menu Navigation: Manager Self Service >> Time Management
Through PeopleSoft Manager Self Service you will be able to:
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Set your preferred searching options for the Managers Search Page
Approve or Deny time requested by your employees.
Enter time for an employee (when needed).
Make adjustments to time entered by an employee.
View all requested time for a specific week or month.
View employees’ balances.
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Setting Default Options for Manager Self-Service:
Menu Navigation: Manager Self Service >> Time Management >> Manager Search Options
Through PeopleSoft Time and Labor setup, the “GROUP” contains all employees that
report directly to you.
 Select your GROUP ID and then click SAVE. (GROUP ID is the last 5 digits of
your Position Number.)
After updating your GROUP ID, all employees that report directly to you will now be
defaulted-in when accessing the “Approve Time” or “Report Time” pages.
NOTE:
Depending on the structure of your department and your responsibilities in approving
time, you may have access to other managers’ GROUP ID’s but you should set your own
GROUP ID here as the default Value.
John R. Doe
Select the Group ID.
(Last 5 digits of your
Position Number.)
Save when done.
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Email from Employee Requesting Time Off:
When an employee requests time off, you will receive an email to approve the time. This email
is generated from the PeopleSoft Time and Labor system using the employee’s email as the
FROM address:
From: employee_name@bc.edu
manager_name@bc.edu
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Approving Reported Time:
Menu Navigation: Main Menu >> Manager Self Service >> Time Management >>
Approve Time and Exceptions >> Reported Time
John R. Doe
Employee 1 Name
Employee 2 Name
Employee 3 Name
Option 1: Click on the employee’s name to
approve/deny each of the daily time entries
individually; or to review the request in more
detail via the Reported Time Detail page.
Option 2: Click “Select All” to approve/deny
all requested time at once.
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NOTES on Using the Approve Reported Time Page:
 Listing of employees will default from your GROUP ID, which is defined on the
Manager’s Search Options. You may change the GROUP ID to another available
value and then press GET EMPLOYEES. (You will need to do this when
approving time for employees of another manager in your department.)
 Only employees that need time approved will show on the Search Page. If you
need to report time or adjust time for an employee, use the “Report Time” page.
 Time to be approved defaults to all unapproved time from the first day of last
month.
 If you need to approve past time, you can change the View By field to be: “All
Time Before” and then click REFRESH.
 You can choose to approve all requested time at once for an employee on this
page, or click on the employee’s name to approve each of the daily time entries
individually. This will open the Reported Time Detail page (shown on Page 6),
starting with the first day that needs approval for that employee.
 If you don’t Approve, Deny or Remove requested time, it will remain in the status
of “Needs Approval” until you take some form of action on it.
 An email will be sent to the employee indicating that the time has been Approved,
Denied or Modified.
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Using the Reported Time Detail Page:
Employee1 Name
Click link for detailed help at any time.
BC Leave Balance Detail
(Click “BC Leave Balance Detail” to view
your employee’s Accrual balances as of the
last payroll.)
 Select days to approve then click the “Approve Selected” or “Deny Selected”
button.
(You may select dates individually by clicking the appropriate checkboxes, or all at
once by clicking “Select All”.)
 An email is sent to the employee indicating the action on the selected time.
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Using the Reported Time Search Page:
Menu Navigation: Main Menu >> Manager Self Service >> Time Management >>
Report Time >> Timesheet
John R. Doe
Employee 1 Name
Employee 2 Name
Employee3 Name
Employee 4 Name
Employee 5 Name
Approve Reported Time
Click on Employee’s name to view full
details, or to make entries for an
employee on the Reported Time Detail
page.
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NOTES on Using Reported Time Search Page:
 All active Time and Labor employees that report directly to you show on this
search page.
 The employees listed are defaulted from your GROUP ID, which is defined on the
Manager’s Search Options page. You may change the GROUP ID to another
available value and then press GET EMPLOYEES.
(You will need to do this when approving time for employees of another manager
in your department.)
 Navigate to this page when needing to enter accrual time or adjust accrual time
for individual employees.
 Select an employee to open their Reported Time Detail Page, and enter the
accrual time or accrual adjustment for that person.
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Reported Time Detail Page:
Employee Name
Enter time in hours for
the appropriate date(s).
Select the Time
Reporting Code, and
click Submit.
BC Leave Balance Detail
(Clicking here will return you to the
Report Time Search Page.)
 Use this page to enter time or make adjustments for an employee.
 To report time for an employee: Use codes VAS, VBS, SCS(weekly only),
or PES(weekly only).
 To adjust an employee’s time: Use Codes VAJ, VBJ, SCJ(weekly only), or
PEJ(weekly only).
 Positive and negative numbers are acceptable. For example: (- 7.00) VAJ will
decrease the employees vacation time by 7 hours.
 Use code LVS to add or subtract standard hours that are used as the basis of
the employee’s accruals. For example: A 35 hour/week employee was on leave
but accrued vacation time for an extra week. Entering (- 35.00) with code ‘LVS’
will remove 1 week of accruals for the employee. **NOTE: The LVS code is
to be used by Leave Accrual Administrators only. Please contact your
department’s Leave Accrual Administrator, if you need to adjust the hours basis
of an employee’s accruals.
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Viewing Time Calendars (Weekly or Monthly Views):
Managers can view a graphical representation of their employees’ Time Calendars either directly
on-screen, or via an exported Excel spreadsheet.
The Time Calendars tool allows Managers to view an employee, or team summary of all Reported
Time for a particular Week or Month. This view will display all days, or months for the period of
time you request.
Menu Navigation:
Manager Self Service >> Time Management >> View Time >> “Weekly Time Calendar” or
“Monthly Time Calendar”
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The On-Screen view appears. (In this case, a Weekly Time Calendar):
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Viewing Employee Balances:
Menu Navigation 1: Select “BC Leave Balance Detail” link from the employee’s Approve Time
Detail Page or Report Time Detail Page
Menu Navigation 2: BC Custom >> Inquire >> Leave Balance Details
Search for employee.
Leave Hours Balances are ‘As Of’
this date.
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NOTES on Viewing Employee Balances:
 You can search for your employees by Employee ID or Last Name.
 Balances are current (as of the last accrual process date).
 The employee’s “Maximum Vacation Balance” is the threshold for vacation
accruals. NOTE: Once an employee’s vacation accrual balance exceeds the
Maximum Vacation Balance, forfeiting of hours occurs.
 You can forecast the employee’s vacation payout at termination by clicking the
“Forecast Vacation Payout at Termination” button on the page, and following the
instructions. NOTE: Final payout is determined by the rules of the employee’s
Benefit Plan.
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