Employee Self Service – HRS
Unclassified Leave
Reggie Brown
Randi Case
Lorenzo Jackson
Angela Stuckey
What is HRS?
•UW System's Human Resource System (HRS)
•An integrated system for all human resources,
benefits and payroll operations across all UW
Campuses.
•Went live on April 18, 2011.
•Electronic Absence Management Module.
•Full implementation of Employee & Manager
Self Service (ESS/MSS) will be completed by
May, 2013.
What does ESS/MSS Mean to Me?
•Unclassified staff will now report absences online.
•No more paper leave reports for the current month. Late
reports will still be reported on the paper forms.
•Supervisors will review and verify absence entries.
•Supervisors will approve reported absences.
What does ESS/MSS Mean to Me?
•Each division or department will continue to use its
current method of “requesting” an absence.
•The HRS “Request Absence” screens are used the same
as “reporting absences” on your paper leave report.
•A leave report is due monthly, regardless of whether or
not any leave time is used.
Leave Reporting Information
•You must establish a standard work week for reporting
purposes.
•Your official schedule should include:
 Classes
 Office hours
 Other regularly-scheduled obligations
 Time for research or other self-directed work
required by your appointment
Leave Reporting Information
•For full-time employees, leave is to be reported in 4-hour
increments as follows:
Less than 2 hours
Report 0 hours
2 to 6 hours
Report 4 hours
Over 6 hours
Report 8 hours
Part-Time Employees report actual leave used.
How Do I Enter Absences in HRS?
How Do I Enter Absences in HRS?
How Do I Enter Absences in HRS?
How Do I Enter Absences in HRS?
How Do I Enter Absences in HRS?
•Will have to login again.
•“Request Absence” Screen:
Entering Leave
• Leave Reports are due monthly, regardless of
whether or not any leave time is used during the
month, per the UW-System Administration Policy
outlined in UPG #10.
• Employees will report “No Leave Taken” to
indicate they do not have any absences to report.
Entering Leave
•Enter leave usage for the month either by:
Entering “No Leave Taken,” or
Enter leave used on specific days.
•When entering “No Leave Taken,” use the first
day of the month, and you only make that one
entry.
Example of “No Leave Taken”
03/01/2012
03/01/2012
•Enter the Start Date (use
the first day of the month.
•Select “No Leave Taken”
from the “Absence Name”
drop-down menu.
•Enter the End Date
(same as the Start Date).
•“Submit” form to
complete request.
Example of Entering an Absence
1. Enter Start Date
2. Select appropriate Absence Name
Example of Entering an Absence
3. Enter End Date
 Same as start date
4. Select Entry Type as Hours
Per Day
5. Enter 4 or 8 hours in Hours
Per Day field
6. Click Calculate End Date or
Duration
7. Click Submit
Example of Entering an Absence
• Click OK
to go back to “Request Details” page.
• If done, click on “Sign Out.”
View Absence Balances Link on “Request
Absence” Screen:
View Absence Balances
Enter a Full Week of Absences
•Enter a full week of Absence on day by day basis:
Follow the instructions to complete absence entry
for each day of absence.
The system cannot properly calculate leave usage
if not entered using the daily method.
What Happens After I Submit an Absence?
•Once you click the Submit button you do not have access to
edit your request until your manager has pushed back the
absence.
•Your supervisor will receive the absence request, and either:
Approve: Supervisor has approved your absence request.
Push Back: Supervisor has reviewed your request, and
determined it requires editing.
•Employees are responsible for reviewing the Portal to see
if your absences have been “Approved” or “Pushed Back.”
How Do I Check the Status of My Absence
Request?
Select the View Absence Request History link on “Request Absence” page.
How Do I Check the Status of My Absence
Request?
What does the Absence Request History
Status Mean?
•Saved: Employee saved this request; requires submission to
route request to supervisor. *not recommended action*
•Submitted: Employee sent this request to supervisor; awaiting
for supervisor to take action.
•Approved: Supervisor approved request.
•Push Back: Employee must edit the absence request
Edit the Absence
•Select View Absence Request History link on “Request Absence ” page.
•Click the Edit button to the far right of the entry that says “Push Back.”
Edit the Absence
•Update incorrect field
•Click Submit
What if I Submitted an Incorrect Absence
Request in HRS?
•Reminder - once you click the Submit button you do not have
access to edit your request unless your manager has pushed back
the absence.
Best practice: check your balances first, by clicking on the
“View Absence Balances” link, and review your request before
submitting it for approval.
•If an absence is incorrectly submitted, please contact Human
Resources for assistance.
How do I Report Leave If I Have Multiple
Jobs?
•Multiple jobs, with only the primary position earning leave:
Ex. 100% Faculty employee has an ad-hoc position for one month in the
semester
Report leave to the primary position
Enter “No Leave Taken” to the secondary position
•Multiple jobs, with more than one job earning leave:
Ex. 50% Lecturer & 50% Coach
Split leave across positions, as appropriate for FTE
•Summer Session/Summer Service Positions (Faculty & Academic StaffInstructional only):
Please contact Human Resources
How Do I Report Legal Holidays?
•Legal Holidays are loaded for all Unclassified Employees
by the UW Service Center.
•Employees do not report leave for a Legal Holiday.
•Managers do not need to approve the Legal Holiday
absence.
When UW Service center loads Legal Holiday, it will
automatically be approved.
Will HRS Warn Me If I Do Not Have Enough
Leave Left?
• HRS will NOT warn you if you
do not have enough leave.
 The current balance for a
particular leave type is displayed
on the “Request Absence” page
when requesting an absence.
 Or, select the link on the
“Request Absence” page titled
View Absence Balances which
displays available hours for each
of your leave types.
 If leave type is overused, will
result in Leave Without Pay.
ESS Employee Expectations
•Enter ALL absences by the 1st of the next month- failure to
comply will result in inaccurate leave balances and sick leave
may be reduced.
•Submit “No Leave Taken” using the first day of the month.
•Enter Absences as taken – After the fact!
•Review Earnings Statements on the Portal to ensure payments
and leave balances are correct.
QUESTIONS?
Lets Get Started!
SUPERVISORS/BACKUP
SUPERVISORSAPPROVING TIME
• To log in to the My UW
System Portal, you need to go
to https://my.wisconsin.edu/
• On the Select Your
Organization page, choose
University of Wisconsin –
Whitewater.
Login Page
• You will be taken to
your campus login
page where you can
enter your campus
username and
password.
Locate the Manager Self Service Module and Click the Absence Request Link.
This will take you to the Absence Request page which shows any Pending
absence requests for classified and unclassified.
Choose the absence you wish to approve by
double clicking on the employee’s name. The
Absence Details page will appear.
Approving Leave
• Make sure that the hours
requested does not say 0.
If it does, push it back.
• If you would like the employee
to change something (for
example, the employee picked
No Leave Taken for the month,
when in fact the employee did
call in sick), click push back.
Approving Unclassified Leave
•If correct and you approve, click on the Approve
button.
•You can optionally leave comments for the
employee in the Approve Comments Box.
•You can also select Deny if you deny this request.
Approving Unclassified Leave
• You will need to also approve
“No Leave Taken.”
• All unclassified leave should be
approved by the 5th of the month.
• Best practice--approve leave on a weekly
basis.
QUESTIONS?
Lets Get Started!