University of Wisconsin System
HRS Project
9-Month FASL (Unclassified)
Employee TL/AM Entry
Fall 2015
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
• Full implementation of Employee & Manager Self
Service by June 2012 at UWRF
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Who are FASL?
• Faculty
• Academic Staff - Instructional
• Academic Staff - Non-instructional
• Limited Appointments
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Updating
Emergency
Contacts
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Updating Emergency Contacts
In MY UW System (employee portal)
• Click on Update my personal information
• In HRS click on change emergency contacts
• Click on Add an Emergency Contact
• Enter person’s name
• Click on Add a Phone Number
• Select Phone Type
• Enter phone number including area code
• Click Save
FASL ESS
Employee Self Service (ESS)
Absence Management
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Reporting Absences
• Each division/department will continue to use its
current method of “requesting” an absence
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Guidelines for Reporting Absences
For *100% FASL Staff, Sick Leave can be taken by using
the following guidelines:
Up to 2 hours = No need to report absence
2 hours up to 6 hours = Report 4 hours
6 to 8 hours = Report 8 hours
*If you work less than 100%, you should report actual hours absent.
For More Information on the FASL Leave Policy,
please see the following link:
Sick Leave Policy:
http://www.uwsa.edu/ohrwd/policies/upg10.pdf
Failure to enter your leave reports each month,
could result in Sick Leave Reduction.
Sick Leave is the only leave
allowed for 9 Month Employees.
Holidays that fall within the 9
month period are paid and do
NOT need to be entered by you –
they are entered automatically.
Employee Best Practices
• Enter Absences as taken
• Enter ALL absences by the 5th of the next month (UNC)
• Be sure to post “No Leave Taken” using the first day of
the month (even if falls on a holiday or weekend)
if you didn’t take any time off in that academic pay calendar month.
• All “leave reports” must be submitted or sick leave will be
reduced
• Take your time and be patient
***Supervisors approve by 10th of the month***
NOTIFY HR of any/all
Supervisory changes!
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Login to My UW system
• Located on UW-Platteville’s website
-Click on “Faculty and Staff”
-Then Under ‘Quick Links’ select “My UW System
(Employee Portal)”
Reporting Absences
• From Portal, click on ‘Enter Absence’ in the
‘TIME AND ABSENCE’ box
THINGS TO REMEMBER FOR
SICK LEAVE REQUESTS:
• Don’t span across weekends or over holidays
• Don’t span leave over two months
(Example: VAC request for September 30-October 2) – do 2 separate
requests
Absence
Management:
Sick Leave
Please Note: Sick Leave cannot be used before it is Earned
ACADEMIC PAY PERIODS FOR 2015-16
Find on Human Resources page under Self Service Tab>University Employee Self Service
When entering sick leave, please pay attention to the academic
payroll calendar:
-Dates of leave cannot span over weekends, holidays or into the next
academic payroll calendar
Academic Calendar Example:
Have a Doctor’s Appointment on September 24 so will be reporting
sick leave - this absence actually counts for October time (see
calendar). Then you do NOT have to report “No Leave Taken” for
October.
Note: You will need to do a “No Leave Taken” Report for September.
Reporting Absences - Half Day Example
• Enter Start Date
• Select appropriate Absence Name: ‘Sick Leave (UNC)’ ONLY
System
automatically
enters Legal
Holidays
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Completed “Request Absence”
for a Half Day leave Enter:
• End Date
•
Entry Type defaults to
“Hours Per Day”
•
Hours Per Day window
appears, put in Hours
there and in Duration.
Click “Calculate” Which
will fill in .00 behind.
Click Submit – Supervisor
can now Approve - If you
make a mistake – they can
also ‘push it back’ to you
to correct.
Absence Management:
Reporting No Absences
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No Leave Taken
• Start Date: The first day of the month.
• A Basis (12 month employee) and C Basis (9 month employee)
ALWAYS set to the First Day of the Month.
• If new to the position this month and it’s AFTER the first, THIS MONTH
ONLY, enter your first day (Hire/Transfer Date). Hint: Use calendar button to
select date.
• Absence Name: Click the drop-down and select No Leave Taken
• End Date: Enter the same date as the Start Date
• Click the Submit button
Absence Name: No Leave Taken (UNC)
• Select “No Leave Taken (UNC)”
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Complete Form and Submit
For new employees, starting after the first
of the Payroll Month for this FIRST MONTH
ONLY - use the first day on your contract
for the start/end day of absence–
After that you will ALWAYS use the first of
the month for both start and end dates.
Example: 9/1/15-9/1/15 “No Leave Taken”
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Make a Mistake? Here’s what you should do:
-Ask Supervisor to “Push Back” to you or
-Contact Human Resources/Payroll and ask them to “Push Back” to you
-Go to My Portal > Absence Requests > View Absence Request History > find your request
> click on Edit, make changes and hit Submit to save or Cancel to cancel request
-If already approved by Supervisor, you’ll have to call Human Resources at 608-342-1176
and ask them for assistance
Resources Available to You
HRS Online Tutorials
General Information about Self-Service
https://uwservice.wisc.edu/
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Paid in the Summer Months for
Summer Session/Service (outside of 9 month contract)?
• You will receive a notice in the spring/summer with attachment and
directions for summer session/service for reporting Sick Leave and No
Leave Taken
• Paper copy report (only)
• Fill out the report and get to your supervisor by the date indicated in the
email sent in the spring/summer
• Summer Service/Session (3 months) counts as 1 Leave Report for Sick Leave
Reduction
• DO NOT enter your summer session/service online
Sabbatical Leave?
• Employees are required per State Statutes to enter Leave Reports each
month while on Sabbatical because you are still in ACTIVE status in the HRS
System and are earning leave.
Resources Available to You
HRS Knowledge Base
HRS Online Knowledge Base
http://kb.wisc.edu/hrs/
• 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
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UW of Wisconsin System
Employee Benefits Home Page
Look here for premiums, benefit summaries and other information
https://www.wisconsin.edu/ohrwd/benefits/
This link is also found on the UW-Platteville Human Resources Page
Questions