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A Unified Approach to Absence Management

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Driven by the Human Resources/Payroll Transformation Initiative, Rutgers will replace fragmented time off processes—including those for vacation, sick, personal, administrative, bereavement, and jury duty—with a new self-service capability.  

  • Current Kronos users will continue using Kronos. 
  • All other staff will submit absence requests through the new process. 
  • Approvals will be reviewed and approved by an individual’s manager, or an authorized “absence manager” will review and approve the request within the new system. 
  • If a staff member is sick or otherwise unable to report an unscheduled absence into the system, they may contact a designated “absence keeper,” who will then record the absence on their behalf.  
  • For leaves of absence—including medical, family, military, and personal leave, among others, to help staff during unique circumstances—the system will integrate directly with Payroll. All leave-related requests, approvals, and reporting will continue to be processed through OneSource.  

Improving, not just unifying 

The new system will standardize and streamline the way all departments process and manage requests for time off. For example:  

  • Time off will be reported in both days and hours—except compensatory (comp) time, which must be reported in hours.  
  • All balances will be maintained in days except New Jersey Earned Sick Leave and comp time.  
  • The new system will eliminate more than 900 per-pay-period sick-time entries that are currently completed manually.  
  • The ability to interact with the university’s payroll system will reduce the potential for errors.  
  • There will be better visibility for viewing absence balances and managing existing absences, and paid absences will be shown on pay slips. 
  •  The new system will maintain—and provide payouts for—comp-time-earned balances.  

Training will be available well in advance of the go-live date.  

If you have any questions about Absence Management, check out the related list of frequently asked questions. You may also reach out to the project team at transformhrp.finance@rutgers.edu.