CTO - Compensatory Time Off Balances and Non Regular Time Reporting

Issue: Compensatory Time Off (CTO) balances did not carry over as anticipated for all Wave 3 campuses and has caused some non-regular time entry issues for March 2025. An interim fix was applied Friday, 03/28/2025 by the Chancellor’s Office. However, some adjustments may still be needed.

Solution: By 4/7/2025 (Monday), for employees reporting CTO or Shift Differential for March, please submit the employee first and last names, CHRS ID, dates, Time Reporting Code (e.g. CTPR) and hours to the appropriate Payroll Technician.

Payroll will need to manually enter and audit for correct CTO balances and non-regular time for all employees by April 15^th.

Manager Self Service - Navigation

Managers/Approvers accomplish tasks using the Compass Icon (NavBar) in the upper right corner

The Approvers and Managers training guide is updated frequently with links to guides, videos, tips and fixes for issues that impact Approvers. Please bookmark this link.

• Favorites are essential for Managers/Approvers.
• Unable to view or approve future absences? Edit Search.

Approvers for Absence Management versus Time and Labor

It is important to understand the Absence Management and Time & Labor operate very differently and CHRS imposes certain limitations based on these operations. The Training Matrix for Timekeepers and Managers/Approvers offers a visual tool to clarify who can approve what in these two distinct modules.

Absence Management - Approver can only be the 'Reports To'

• For Absence Management (AM), the approver is the 'Reports To' for the position. This is determined by CHRS Position Management (contact: Budget) and is a one-to-one relationship in the system.
• Timekeepers can review absences and edit absences, but they cannot approve them and are not the backup for absence approvals.
• Delegation: If the manager will be out, the manager can work with Payroll to temporarily 'delegate' Absence Approval of their department to another department manager, or the manager's manager, for a limited period of time. During this time, only the delegated manager will see incoming absence requests and the employee's manager will not. This is because absence management uses a one-to-one relationship for approving absences.
• When an employee submits an “absence request” in CHRS, their "reports to" will be notified via email.
• No notifications are available for “No Leave Taken” submissions.

Time & Labor - Approvers are part of a 'Dynamic Group'

For Time & Labor (TL), approvers are part of a “dynamic group” that can view all employees in a group, such as a Dept ID.

• Because approvers can view all employees in the group, they must carefully select only the employees they wish to approve.
• Unlike Absence Management, TL is a group-to-group relationship. Anyone in the approver group can view and approve anyone in the TL employee group.
• No notifications are available for TL submissions.

Some features of CHRS differ from our previous system, and we are all in the process of adapting to the new setup.

Mobile Access

As of March 25, CHRS can be accessed via mobile devices. Duo is needed for authentication.

• 4/4/2025: the ability to enter time from a phone seems to be unavailable temporarily. Further information will be posted when available.
• Mobile access issues are supposed to be fixed by the CO for the May time period.

CSU Time and Timesheets

CSU Time defaults to the Timesheet for all employees. Salaried employees (who receive their pay around the 1st of each month) should ignore options not used in the past. They do not need to enter REG time for their role.

• Student and hourly employees (who are paid around the 15th of the month) should follow their practice of submitting (REG) hourly time in the timesheet.
• Non-exempt employees that need to report non-regular time (e.g., CTO, shift differential) will use the Timesheet to do so.

Employees Not Displaying in Payable Time for Approver

Issue: Some approvers cannot see all employee names on the Approver’s Payable Time (i.e., employee’s timesheet) screen. The Chancellor’s Office is working with Payroll to resolve this situation.

Work Around: By 4/4/2025 (Friday), to fix this issue, Approvers should submit the employee’s reported time.

Instructions – Also available as CHRS Enter Elapsed Time for Employees

Anticipated Result:

• When an approver enters time on behalf of an employee, or submits the timesheet on behalf of the employee, the system will automatically approve the time. The time will skip “pending” approval because it is already approved.
• These instructions are a work around for approvers who cannot see all employee names pending approval when attempting to Approve Time.

Step 1: Navigate to Timesheet

Navigation: Compass (NavBar) > Menu > Manager Self Service > Time Management > Report Time > Timesheet

Step 2: Enter Search criteria for the employee(s).

1. For example, enter the Department ID Number in the Department field.
2. In “Change View,” type in 03/01/2025 to select March dates.
3. Click Get Employees

You will see a list of employees below “Change View.” The list may include active and inactive, salaried and hourly employees.

Step 3: Optional: Click the Reported Hours header to toggle the sort order. Click again to sort from larger to smaller.

Step 4: Click the employee’s Last Name for which you wish to submit/approve time. The timesheet view will open.

Please approve any negative entries. Negative entries occur when hours are changed after approval. The approver needs to approve the change (e.g., negative entries) in order for the balance to reflect the correct hours.

Note: If salaried employees (who receive pay around the 1st of the month) have accidentally added Regular (REG) time to the Timesheet, do not approve it. See CHRS Go-Live Updates > CSU Time and Timesheetsfor more information.

Step 5: Navigate to the appropriate pay period:

1. Select the desired Date.
2. Click the Refresh button (green arrows in a circle) to update the timesheet to the selected date.
3. Click Previous Week or Next Week to select the week within that period or View By month rather than week.

Step 6: You can view the time submitted by the employee. (You can also edit their time.)

Note: If you wish to edit or enter time, rather than submit/approve, follow the steps in CHRS Enter Elapsed Time for Employees, beginning with Step 6.

Step 7: Click Submit.

Step 8: MSS Statement message occurs. Click OK.

Step 9: Press OK to refresh.

Congratulations! You have submitted and approved the employee’s time.

Step 10: Optional: Click Previous Employee or Next Employee to select another employee.