University of Wisconsin System
HRS Project
12 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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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 (Both Start and End Date) if you didn’t take any
time off for the month
• All “leave reports” must be submitted or sick leave could
be reduced
• Take your time and be patient
***Supervisors approve by 10th of the month***
• NOTIFY HR of any/all Supervisory
and Backup Approver changes!
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Login to My UW system
• Located on UW-Platteville’s website
-Click on Faculty and Staff (under shortcut section)
-Then Select “My UW System (Employee Portal)” under Quick Links
Reporting Absences
• Click on ‘Enter Absence’ in the ‘TIME AND ABSENCE’ box
Leave Balances for Full Time 12 Month Employees
Sick Leave = 176 hours given for the first 18 months of employment; after first 18
months, earn 8 hours per month (Based on 100%).
Vacation = 176 hours from 7/1/15 – 6/30/16 (Prorated based on start date)
These can be carried over the until 6/30/17. They must be used or converted to ALRA
(see later slide on details of when people are eligible for this).
Personal Holiday = 36 hours of leave (must be used by 6/30/XX, or is LOST)
NOTE: When employee leaves employment, they should look at last earning statement
to determine how much leave is available in the *“Ending Earned Balance” column, not
the “Available Balance” column. Leave reports must caught up to date before last day
of employment with UW-Platteville.
* Remember this is for leave entered, approved and when Payroll Processing Period
occurs which happens about the 3rd week of the month.
It’s a good idea to
keep track of your
absences/balances
when you start.
Guidelines for Reporting Absences
For *100% FASL Employees, Absences can be taken by
using the following UW-System Guidelines:
Personal Holidays
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
must be used by
June 30 or they
will be lost!
*If you work less than 100%, you should report actual hours absent.
For More Information on the FASL (Unclassified) Leave Policy, please see the
following links:
Vacation, Holiday and Catastrophic Leave Policy:
http://www.uwsa.edu/ohrwd/policies/upg9.pdf
Sick Leave Policy:
http://www.uwsa.edu/ohrwd/policies/upg10.pdf
IMPORTANT:
If you fail to report even one month of Leave Reports, your
sick leave could be reduced.
• Each month you either report an absence or “No Leave
Taken” for the month.
• Either way, you must report something each month by
the 5th of the following month. Example: September is
due on October 5 at the latest.
THINGS TO REMEMBER FOR ANY
TYPE OF 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
• When requesting a leave request for more than one day, be sure:
-Using same type of leave
-Using same amount for “Hours Per Day” (all 8 hours or all 4 hours)
If NOT, then do separate requests.
Absence
Management:
Sick Leave
SICK LEAVE
REQUEST
NOTE:
*Use actual day(s)
*Entry Type should default
to ‘Hours per Day’
*Current balance is as of
the last pay statement
*Remember Guidelines for
leave hours
SICK LEAVE REQUEST
(continued)
After click ‘Calculate’ –
duration space pops up
Click Submit – Supervisor
can now Approve - If you
make a mistake – they can
also ‘push it back’ to you
to correct.
Absence
Management:
Vacation
Request
ONE DAY VACATION
REQUEST
NOTE:
*Use actual day(s)
*Entry Type should default to
‘Hours per Day’
Click Submit –
Supervisor can
now Approve If you make a
mistake – they
can also ‘push it
back’ to you to
correct.
*Current balance is as of the last
pay statement
*Remember Guidelines for leave
hours
Example:
Thanksgiving week
– System will
automatically put
in Holiday
Multiple Day
VACATION
REQUEST
NOTE:
*Use actual day(s)
* Don’t span over holidays,
weekends or into two
months (end of the month)
*Entry Type should default to
‘Hours per Day’
*Current balance is as of the
last pay statement
*Remember Guidelines for
leave hours
Multiple Day
VACATION
REQUEST
(cont.)
After click ‘Calculate’ –
duration space pops up
Click Submit – Supervisor
can now Approve - If you
make a mistake – they can
also ‘push it back’ to you
to correct.
Reporting Absences - Half Day Example
• Enter Start Date
• Select appropriate Absence Name:
• Screen will change based on type of absence taken
System
automatically
enters Legal
Holidays
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Completed “Request Absence”
for a Half Day Leave. Use 8 hours for Full Day
Enter:
•
Absence Name
• End Date Appears
• Entry Type should default to
‘Hours per Day’
• Hours Per Day Box (appears)
• Click “Calculate”
• Click “Submit”
Click Submit – Supervisor
can now Approve - If you
make a mistake – they can
also ‘push it back’ to you
to correct.
PERSONAL HOLIDAYS
*Enter hours as you would sick leave or vacation
*Personal Holidays must be used by the end of the Fiscal Year (6/30/XX) or
they will be lost. 100% employees get 36 hours of personal time per year
regardless of when you start your position. (Example: start on 5/25/15 –
need to use the 36 hours of personal time (if 100%) by 6/30/15 or lose them.
*Don’t span over holidays, weekends or over two months. (Example:
Vacation request for Monday, September 29 – Friday, October 3 – need to do
two requests: One for September 29-30 and one for October 1-3)
Absence Management:
Reporting No Absences
for Previous Month
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No Leave Taken
• Start Date: The first day of the month. (Example: 9/1/15)
• 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 starting AFTER the first of the month, 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)”
ALWAYS USE
FIRST OF THE
MONTH FOR BOTH
START AND END
DATES FOR “NO
LEAVE TAKEN”
Click Submit –
Supervisor can now
Approve - If you make a
mistake – they can also
‘push it back’ to you to
correct.
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NOTE:
For new employees,
FIRST MONTH ONLY use the first day on your
contract [Only if date is
AFTER the First] for the
start/end day of
absence.
New Employees
Mary-Alice is a new 12-month employee –
she started on March 22 so will use that date
for her “No Leave Taken” report for March
because it’s after March 1.
After that she will ALWAYS use the first of
the month for both start and end dates.
Example: 4/1/14 - 4/1/14
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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, call Human Resources at 608-342-1176 and ask for
assistance.
WHAT IS ALRA?
ANNUAL LEAVE RESERVE ACCOUNT (ALRA) INFORMATION
Twelve-month faculty, academic staff, and/or limited employees who have
completed 10 or more years of continuous service as of the prior fiscal year end
(ALRA Counter of 120 as of 6/30/2014) are able to convert up to 40 hours of
vacation each year.
Employees completing 25 or more years (ALRA Counter of 300 or greater as of
6/30/14) may convert up to 80 hours. These hours will be placed in the Annual
Leave Reserve Account (ALRA) and can be used at any time or paid out upon
termination or retirement.
Human Resources receives notice of who is eligible for this and will send a notice
out to staff affected by it.
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 also found on the UW-Platteville Human Resources Page
Questions