University of Wisconsin System
HRS Project
Student Supervisor Training
April 2011
The University of Wisconsin System's Human
Resource System, or HRS, is a new integrated
system for all human resources, benefits and
payroll operations across all University of
Wisconsin campuses.
The system is ready to “Go Live” on
April 18, 2011.
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HRS…….Where are you?
ALL student employees & their Supervisors
will enter & approve hours worked via
My UW Portal
Having trouble getting into the Portal?
Here are some TROUBLE-SHOOTING TIPS!
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Do not use a bookmark for this page; in fact if you have a bookmark I suggest deleting it.
Open a fresh browser window and type http://my.wisconsin.edu
Use only your username ‘smithj’ (not smithj@my.uwstout.edu).
Use the password you use for D2L and Access Stout. (Limit: 15 attempts -then locked out for 30 minutes)
If that doesn’t work, please clear your browser cache and reopen your browser (or try another computer to see if it
works).
• To clear browser cache in Internet Explorer:
Tools menu / Internet Options / General Tab / Browsing history / Delete (check all boxes)
Contact ASK5000: website / email / call
What do STUDENTS need to know so
they get paid?
• How to access the timekeeping system.
My UW Portal http://my.wisconsin.edu
Attachment A
• How to record hours worked.
WEB CLOCK
Attachment B &C
• What to do if they forget to punch.
MISSED PUNCH FORM
Form #1
• When they will be paid.
Student Employment Brochure
• How to check their Earnings Statements.
• Provide students the resources that are available.
http://www.uwstout.edu/finaid/studentjobs/indexstudent.cfm
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STUDENT
Resources
UW Service Center online tutorial (WEB CLOCK):
https://uwservice.wisc.edu/hrs/training/ess.php
Knowledge Base
• Logging into My UW Portal:
http://kb.wisc.edu/hrs/page.php?id=16692
• Student Web Clock (EE w/multiple jobs):
http://kb.wisc.edu/hrs/page.php?id=17207
• Student Web Clock (EE w/one job):
http://kb.wisc.edu/hrs/page.php?id=16883
• Check Earning Statements:
http://kb.wisc.edu/hrs/page.php?id=17208
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What do SUPERVISORS need to know so
their student employees get paid?
• How to access the students’ timecards.
My UW Portal
Manager Time and Approval
• Timecards can be approved daily &/or weekly.
• Students cannot get paid without Supervisor approval.
• Approve ALL timecards by Student Payroll Schedule
deadlines.
Calendar & Payroll Schedule
• Use the resources that are available.
• Follow the Best Practices for Time Approval.
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SUPERVISOR
Resources
UW Service Center online tutorial:
https://uwservice.wisc.edu/hrs/training/mss.php
• Time and Absence Terminology / Approval of Employee Time
KNOWLEDGE BASE
• Logging in to My UW System Portal:
http://kb.wisc.edu/hrs/page.php?id=16692
• Enter time or correct an error / exception.
http://kb.wisc.edu/hrs/page.php?id=17220
Attachment D
• Approving time with NO exceptions:
http://kb.wisc.edu/hrs/page.php?id=17186
Attachment E
• Approving time with exceptions:
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http://kb.wisc.edu/hrs/page.php?id=17168
Attachment F
Supervisors Time Approval
Best Practices
• DO NOT approve directly from the Approve Payable Time page!
• You are only seeing payable hours.
• Click on the Employee’s Name to view more details.
Click on the
employee’s name
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Supervisors Time Approval
Best Practices
• Do NOT approve time from this screen
• Exceptions cannot be seen.
• Click on Adjust Reported Time to go to the timesheet
Click on Adjust
Reported Time link
Supervisors Time Approval
Best Practices
• Exceptions
appear with
stopwatch icon
• Double click on
icon to view the
type of
exceptions and
their severity
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Supervisors Time Approval
Best Practices
• Allow the
exception if
possible (low
or medium
severity).
• If exception is
High Severity,
go back to
timesheet and
correct.
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Return to the Previous Page
(the timesheet) to correct
High Severity Exceptions
?s
• In the first weeks after go-live you shouldn’t make
any guesses. If you are unsure about anything or
need help … Call Ext. 2140.
• If you feel like you are unable to see one of your
employees and can’t approve their time; you may
need to be set up as the employee’s timecard
approver … Email: johnsondo@uwstout.edu
Doreen Johnson
UW-Stout Student Payroll
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CHANGES ON
STUDENT WORK AUTHORIZATIONS
Job codes have been eliminated.
 #11560 Office Assistant
Job descriptions are ONLY needed.
 Limited to 30 characters
 Be specific - Eng & Tech Office Assistant-WS
TWO (2) Supervisor Names must be identified:
 PRIMARY Supervisor
 BACK UP Supervisor
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ONLY ACCOUNT ADMINISTRATOR must sign
MISC. KRONOS NOTES
• LAST KRONOS APPROVAL = 4/11 @ 9:00 A.M.
• STUDENTS continue to enter time in KRONOS
thru MIDNIGHT Sat. 4/16.
• RECOMMEND Supervisors correct ALL timecard
errors in KRONOS on FRI. 4/15
for the week of 4/10-4/16 otherwise Supervisors will need to make
those corrections in HRS on 4/18.
• STUDENTS will report hours worked 4/17-4/18 a.m. to
Supervisors for timesheet entry in HRS.
• FY 2010-11 KRONOS reports will be available for
approximately 6 months after GO-LIVE.
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Q&A
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