Approving Absences and Time Worked

This article covers how managers approve absence entries and time worked entries submitted by employees who report to them.

1. Log in to your portal, access Titan Online, and locate the Manager Self Service section.

View How Do I Access Human Resources article for more details about accessing Manager Self Service.

2. Select Approve Time and Absences.

manager self service

Approve Time and Absences Overview

The Click for Instructions link in the header provides both quick and detailed instructions.

Missing an employee on your list? Contact Payroll at 657-278-2521 or payroll@fullerton.edu.

A list of all of the employees who report to you appears. By default, the list is sorted by the Name field. You may click on a column name to change the sort order.

A column at the far right indicates whether the employee listed is a manager and you can click on the view employee's direct reports icon to view the employees that report to that manager.

For hourly/intermittent employees, the Current Period Absence column will indicate both their absence entry status and time worked status.

Column Descriptions
Column Description
EmplID
The employee’s Campus-Wide ID/Employee ID.
Empl Rcd
The employee record number of the position.
Current Period Absence

Indicates the status of the employee’s absence entry and/or time worked entry for the current month. Values include:

  • None: no absence entries or time worked entries have been submitted.
  • Sub: the employee has submitted an absence entry and/or a time worked entry.
  •  Appr: the employee’s submitted absence entries and/or time worked entries have been approved by a manager.
Name
The name of the employee.
Status
The employee’s status.
Dept ID
The department ID to which the employee reports.
Dept Name The name of the department to which the employee reports.
Position
The position number for the employee’s position.
Job Code
The job code for the employee’s position.
Job Title
The job title for the employee’s position.

3. Place a checkmark next to the employee(s) whose entries you wish to review/approve. Then click Continue.

If you choose "Select All" at the bottom of the screen, you will be able to review all submitted entries for your employees. It will ignore employees who have not yet submitted entries or entries that you have already approved.

  1. Place a checkmark next to the employee(s) whose entries you wish to review/approve.
  2. You have the option to Select All employees who have submitted entries at the bottom of the page.
  3. Then click Continue at the bottom of the page.

4. Check the Review Status for each entry.

Review Status is not available for time worked entries; you will need to check with your department timekeeper to confirm that they have reviewed the time worked entry for accuracy.

The Review Status is not a required field for approving entries.  Managers may approve entries without a Review Status and/or change the Review Status.

All of the absence entries and time worked entries for the employee(s) that you selected appear in a list.

Check the Review Status column for each entry to identify if your department timekeeper has reviewed the entry.

  • Reviewed: indicates that the department timekeeper has reviewed the entry for accuracy.
  • Needs Corr: indicates that the department timekeeper has found a problem with the entry that the employee needs to correct.
Column Descriptions
Column
Description
EmplID
The employee’s Campus-Wide ID/Employee ID.
Rcd#
The employee record number of the position.
Name
The name of the employee.
TRC
The time reporting code for the entry.
**Only applicable to hourly/intermittent employees and faculty on a Faculty Additional Employment work break appointment.
Absence Name
The type of absence.
Begin Date
The starting date of the absence.
End Date
The ending date of the absence.
Duration
The duration of the absence or the total hours worked for the pay period.
Unit Type
What unit the duration is in (i.e. Hours, Days, etc).
Approve
Allows manager to place a check mark to mark the entry as approved.
Review Status
Indicates whether the absence entry has been reviewed by either the timekeeper or the manager. Values include: Reviewed or Needs Corr. The status may also be blank.
Entry Comments
Indicates if there are any comments associated with the entry.
Add Comment
Allows manager to add a comment.

Hourly/intermittent employees and faculty on a Faculty Additional Employment Work Break appointment may have multiple rows in a single pay period as both their absence entries and time worked entries appear in the list.

Time worked entries will indicate a total number of hours worked for the pay period.

If you wish to view the time worked entry in more detail, click on the link in the TRC column.

5.1. Review the entries and then click Return to Approval Page.

time reporting code detail

6. If there is a problem with an absence entry, change the Review Status to Needs Corr.

Problem with a time worked entry? You will need to contact the employee directly and let them know what needs to be modified.

7. Click Add Comment to add a comment for an absence entry.

If you marked the entry as "Needs Corr," you should enter a comment telling the employee what needs to be corrected. Once you click Submit, the employee will receive an email with your comment.

7.1. Enter your comment. Then click Save Comments.

approval comments

8. If there are comments for an entry, click Entry Comments.

8.1. Review the comment. Then click Return to Entry page.

absence event comments

9. Place a checkmark in the Approve column for each entry that you are ready to approve. Then click Submit.

Only have entries that you marked as "Needs Corr?" Just click Submit to save your changes and then click Return to Employee List.

  1. Place a checkmark in the Approve column for each entry that you want to approve.
  2. Click Submit.

10. Your approval is successful. Click OK.

approval success

If all of the entries you selected were marked as approved, you will be taken back to the Approve Time and Absences screen.

If you did not approve all of the selected entries, you will be taken back to the list of entries you selected.

11. The entries you approved are marked as Appr on the Approve Time and Absences screen.

approve time and absences screen

Need More Help?

For questions about your specific entries or reporting requirements for your position, contact your department timekeeper or Payroll at 657-278-2521 or payroll@fullerton.edu.

For training and how-to assistance, contact IT Training at 657-278-5647 or ittraining@fullerton.edu.

For technical assistance, contact the IT Help Desk at 657-278-7777 or helpdesk@fullerton.edu.