Time & Labor & Absence Management
Approving Employee Submitted Time
For managers who supervise employees who enter time
via: Webclock, Student, & Classified Timesheets
Log into the Portal
• Employees will log in to the My UW System portal at
https://my.wisconsin.edu/.
• For non UW-Madison employees, the Work Record
tab can be found on the far right hand side of the
page.
Approving Time - Managers
Click on Approve Payable Time to
go into HRS to approve
employee’s submitted work time.
Employees have entered time.
What happens next?
 Your employees have entered their time worked.
 As a supervisor, you will need to approve their
submitted time so it can be processed for payroll.
 When approving time, there are two
circumstances that can occur related to the
approval: exceptions or no exceptions.
Finding Your Employees in HRS
• If you supervise more than one
employee, you can look up the
employees using the Group ID. You
can also look up an employee
individually by Employee ID
(Empl ID).
• As a HRS security measure, when
searching for employees, you will
only have access to the employees
you supervise.
• After entering the Group ID or
Employee ID, click on "Get
Employees" button.
TIP: Verify the dates are set for the
correct pay period.
Exceptions in HRS Time Approval
When approving time in HRS, there are two circumstances
that can occur related to the approval:
No Exceptions:
• Via a nightly process, HRS searches
through employees timesheet and
checks for time entries that need
special review. No exceptions
means no problems were found.
Exceptions:
• Via a nightly process, HRS searches
through employees timesheet and
checks for unusual events or
entries. Exceptions mean some
entries were discovered that need
to be reviewed and resolved
before payroll is processed.
Approving Time: No Exceptions
 After you approve an
employee’s time, the
process called Time
Administration will run.
 Time Administration goes
through the employee’s
timesheet entries and
checks for unusual entries
called exceptions.
 If no exceptions are found,
after the time is approved,
it will go to payroll for
processing.
Time Administration with No Exceptions
TA
Time Administration Process (TA)
TA processes time five times/day (9am, 11am, 1pm, 3pm &
overnight) and checks for results needing resolution in Time Entry
Employee
submits
their timesheet.
TA
Supervisor
reviews
and
approves
timesheet.
TA
Payroll runs
and the
employee
receives a
paycheck.
Approving Time – No Exceptions
 The approval screen will show the number of hours an
employee worked. In this example, no exceptions occurred
so the employee time can be approved.
 You can select the checkboxes individually by date or click the
Select All hyperlink. After the checkboxes have been have
been checked, click the Approve button.
Approval of Time – No Exceptions
HRS will verify you want
to approve the time and
then give a confirmation
the process is complete.
Approving Time: Exceptions
 If Time Administration identifies
exceptions:
 You will need to determine
whether the entries under
review should be corrected or
allowed and reapprove the time.
 Remember you will need to wait
until Time Administration runs to
view the changes.
 Time Administration process will
keep repeating itself until all
the exceptions have been
resolved.
Time Administration with Exceptions
TA
Time Administration Process (TA)
TA processes five times/day and checks for results needing
resolution in Time Entry
Employee
submits
their timesheet with
errors.
TA
Supervisor
reviews and
corrects
errors and
submits.
TA
Supervisor
approves
corrected
timesheet.
TA
Payroll runs
and the
employee
receives a
paycheck.
Time Administration will keep sending exceptions until
they are allowed or corrected.
When an Exception Occurs
HRS will indicate an
exception on the
Timesheet with a
small stopwatch icon.
 Double-click the
stopwatch icon.
 Adjust the time as
necessary.
When an Exception Occurs (cont.)
• Clicking the stopwatch
allows you to view the
severity level of the
exception.
• Low or Medium severity
level will still create payable
time, if Allow is checked.
• When Time Administration
runs that evening, the
adjusted time will be reevaluated and the exception
will be cleared.
• High severity: make
corrections in the Timesheet
and wait for Time Admin to
process overnight. The
correction of the time data
will clear the exception and
you will be able to approve
the time.
Clicking this link will
take you back to the
Timesheet.
When an Exception Occurs (cont.)
Clean up Exceptions
button:
• Do not use the Clean
up Exceptions button,
as you will get an
error that states,
“Page data is
inconsistent with
database.”
Do not use this
button to fix
exceptions.
Submit the Adjusted Time
• After you’ve adjusted the
time, the next step is to
Submit the time to be
reprocessed.
Note: you are not approving
the employee's adjusted
timesheet.
• The automated process of
Time Administration (TA)
must run before you can
approve the adjusted
time.
Notice, this button
is the Submit
button and not the
Approve button.
Approval of Adjusted Time
• After Time Administration has run, you can Approve the
employee’s adjusted time.
• To approve this employee's time for the rest of the pay period,
select the checkboxes.
• Click the Approve button.
Final Approval of Adjusted time
HRS will verify you want
to approve the adjusted
time and then give a
confirmation the
process is complete.
Resources
• You can retake this course at anytime as a refresher
• Contact your supervisor or payroll coordinator
• Knowledge Base documents:
http://kb.wisc.edu/hrs/index.php
• Contact the Help Desk:
608-264-4357
help@doit.wisc.edu