University of Wisconsin System
HRS Project
Unclassified Employee TL/AM Entry
Supervisor Approval
Welcome
What is HRS?
• UW System's Human Resource System (HRS)
• An integrated system for all human resources,
benefits and payroll operations across all UW
• Went live on April 18, 2011
• TL/AM – Time & Labor / Absence Management
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Who are Unclassified?
• Faculty
• Academic Staff – Instructional
• Academic Staff – Non-instructional
• Limited Appointments
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Who is eligible to earn sick leave?
Employees who are covered by the WRS or are not covered by the
WRS but are expected to work at least one-third of full-time (21% for
an annual appointment and 28% for an academic year appointment)
for at least one year (includes visiting faculty whose home institution
does not provide sick leave.)
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Paid Leave Information
(Prorated if less than 100%)
 Legal Holidays, Vacation, and Personal Holiday
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
Legal Holidays (all unclassified employees): 9 paid Legal
Holidays per year: New Year’s Day, Martin Luther King Jr. Day,
Memorial Day, July Fourth, Labor Day, Thanksgiving, Christmas
Eve, Christmas Day, New Year’s Eve. (9 month employees only
earn Legal Holidays that occur during the Academic Year.)

12 month employees only
• Personal Holiday: 36 hours each fiscal year; must use by end
of fiscal year (6/30/XX) or hours are lost.
• Vacation: 176 hours each fiscal year; prorated depending on
start date. May immediately use vacation. May carryover
vacation for one fiscal year.

9 month (academic year) employees only
• Not eligible for personal holiday or vacation
Paid Leave Information
(Prorated if less than 100%)
 Sick Leave

Qualifying Unclassified staff are given 176 hours of Initial Sick Leave
Entitlement for use during the 1st 18 months of employment. Then Sick Leave
will begin to accrue at the rate of 8 hours per paycheck for 12 month
employees and 10.6 hours per paycheck for 9 month employees.

Sick leave accumulates without limit provided leave is reported completely,
accurately and in a timely manner.
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Employees may not use sick leave before it’s earned.

If you fail to turn in one or more leave reports during a fiscal year, your sick
leave balance may be reduced at the end of the fiscal year (sick leave earned
during fiscal year will be capped at 8.5 days for twelve-month employees and
6.4 days for nine-month/academic year employees).

If you miss work due to illness for 5 or more consecutive days, must provide
written physician certification (does not apply to FMLA approved absences).
University Personnel Guideline #10
http://www.Wisconsin.edu/ohrwd/download/upg/UPG10.pdf
The accrual of sick leave is a benefit that may provide
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The valuable benefit of sick leave
Sick Leave is a very valuable and generous benefit. Not only can it be used for
appropriate illnesses, but upon retirement (or if an employee has 20 years of
WRS creditable service upon termination and is not yet eligible for a retirement
benefit) unused sick leave is converted to a credit to pay for post-retirement
health insurance premiums. Employees with 15 years of adjusted continuous
State of WI/ or UW service are eligible for the Supplemental Health Insurance
Conversion Credit (SHICC) program. SHICC provides a match of sick leave
hours based on your full years of adjusted continuous service.
Sick leave is also converted to credits to pay for health insurance premiums of
employees placed on layoff and is converted and available to eligible family
members of a deceased employee who was carrying family coverage at the
time of death.
Additional information is available in the Department of Employee Trust Funds
Sick Leave Conversion Credit Program brochure.
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Unclassified ESS
Employee Self Service (ESS)
Absence Management
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Reporting Absences
• Employees will continue to request time off from
their supervisors as they do now.
• HRS’ ‘Request Absence’ screens are used the
same as “reporting absences” on your leave
sheet.
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Leave Reporting Rules

Must establish a standard 40 hour work week (prorated if part-time) that
is approved by your department chair or supervisor for reporting
purposes. You may change official schedule whenever necessary.

Full-time employees report sick leave in half and full days
During each work day, if you miss: < 2 hrs
Report Leave of: 0 hrs
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2-6 hrs
4 hrs
6+ hrs
8 hrs

Part-time appointees report actual hours missed

The employee deadline for entry into HRS is by the 5th of every month
even if no leave is used. Leave reports and leave balances are available
in the Time and Absence box of the My UW portal:
https://my.wisconsin.edu.
Login to My UW system
• my.wisconsin.edu
• Do not share your login and password.
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Multiple Jobs
If an employee has multiple jobs, they will see this screen and need to select
the job that they are reporting leave for. “No Leave Taken” must be reported
on each job record that was active during the reporting month.
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“Reporting” Absences
• Click on ‘Enter Absence’ in the ‘TIME AND ABSENCE’ box
• No more paper leave statements. (Except for past reports prior to training.)
Look for missing
reports here!
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Reporting Absences – Half Day Example
• Enter Start Date
• Select appropriate Absence Name:
• Screen will change based on type of absence taken
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Completed “Request Absence”
for a Half Day leave
Enter:
• End Date
• Entry Type
(Hours Per Day)
• Hours Per Day
(Appears)
Click “Calculate”
Click “Submit”
Reporting Absences – Full Day Example
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Reporting Absences – One Week Example
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Absence Management:
Reporting No Absences
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No Leave Taken
• Use the 1st day of the month as the start and end date of the
absence request.
• If new to the position this month, enter your first day (Hire/Transfer Date).
(Hint: Use calendar button to select date)
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Absence Name: Click the drop-down and select No Leave Taken.
End Date: Enter the same date as the Start Date.
Original Start Date – leave BLANK
Click the Submit button.
Absence Name: No Leave Taken (UNC)
• Select “No Leave Taken (UNC)”
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Complete Form and Submit
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Absence Management:
Supervisor/Chair/Manager
Approval
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MSS Absence Approval
• Sign into ‘My UW System’. (my.wisconsin.edu)
• Locate the ‘Manager Time and Approval’ box.
• A list of employees with absences ready for approval will
be seen by clicking on the ‘Absence’ tab.
• Only employees who have entered absences will be
listed.
• Click on ‘Approve Absence’.
• You will be automatically directed to the HRS log in
screen and you will need to log in again for security
purposes.
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Manager Time and Approval
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Reported Absence Approval
• This will bring you to the ‘Absence Requests’ screen.
• The list of employees and requests changes based on the “*Show
Requests by Status” selected. Default status is ‘Pending’.
• All Staff that report to the supervisor will appear.
• To review and approve an absence request, click on the employee’s
name. This opens a “Request Details” page.
• Click on the appropriate action to take on this request (Approve,
Deny, or Push Back).
• Approve – Verify the employee has enough leave time available
• Deny – Not to be used at this time
• Push Back – Used when the date/time/type requested does not match prior
approved request
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“Absence Request” Page
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“Request Details” Page
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Employee – Verification & Push Back
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Employee – Verify Absence Approvals
• Check for Absence approvals at My UW System.
• Verify all absences have been ‘Approved’.
• Rework shows an Absence was “Push Back”.
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Handle a “Push Back”
• Click Enter Absence
• Towards the bottom is View Absence Request History
• Click the Edit button to the far right on the absence that
says “Push Back”
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Edit the Absence
• Revise absence request and submit again.
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Employee Best Practices
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Enter Absences as taken – After the fact.
Enter ALL absences by the 5th of the next month.
Do NOT enter legal holidays. System loads these automatically.
Be sure to post a “No Leave Taken” using the first day of the
month if no leave was used during the pay period. (if the 1st
falls on a holiday choose the next day)
Sick Leave choice is – Sick Leave (UNC) NOT Hourly Sick Leave
All “leave reports” must be submitted timely for all jobs or sick
leave will be reduced.
It’s each employee’s responsibility to enter this information for
themselves monthly.
NOTIFY HR of any/all Supervisory changes!
Supervisors Approval Best Practices
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Approve Absences as submitted (weekly).
Approve ALL absences by the 10th of the next month.
Approve Absences after the fact only.
Work with employees to correct errors.
Approvals are necessary so employees’ leave balance is
correct.
• It’s very important to encourage your employees to enter
this information timely. Reminders will not be sent by the
Human Resources Office.
• NOTIFY HR of any/all Supervisory changes!
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Who to Request Assistance from:
Jen Schermitzler
Payroll & Benefits
Specialist
715-232-2644
schermitzlerj@uwstout.edu
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Jo Johnson
Payroll & Benefits
Program Supervisor
715-232-2610
johnsonjol@uwstout.edu
Resources Available to You
HRS Online Tutorials
General Information about Self-Service
https://uwservice.wisc.edu/hrs/index.php
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Resources Available to You
HRS Knowledge Base
HRS Online Knowledge Base
http://kb.wisc.edu/hrs/
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Searchable
How to/step by step documentation on time entry
How to/step by step documentation on time approval
Supported by the UW-System HRS project
General HRS support documentation
Questions
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