University of Wisconsin System
HRS Project
Student Supervisor Training
Welcome
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” April 18, 2011.
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The Role of a Supervisor with HRS
• Student time reporting will happen via
HRS time reporting. A supervisor should know
enough about the timecard to assist their
students.
• Students are only paid if their time is approved.
• Student time approval will happen via HRS time
approval. This is the primary responsibility of
student supervisors.
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What do you need to know so
that your students get paid?
To Help/Support Your Students:
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What is the role of the campus portal in time entry?
What does a student timesheet look like?
What does a student webclock look like?
What are time reporting codes? Will your students need
to use them?
• Are there any best practices to stress?
• What resources are available?
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What do you need to know so
that your students get paid?
To Complete Time Approval Responsibilities:
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What is the role of the campus portal in approving time?
What is a time entry exception?
Can you correct a time entry exception?
How do I approve time?
Are there best practices for the approval of time?
When might you need help from your Payroll
Coordinator?
• What resources are available?
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Resources Available to You
HRS Online Tutorials
HRS Online Tutorials
• Online presentations (without audio)
• Present key concepts, navigation, introduce time entry screens, and
Paycheck/Earnings Statements
Employee/Student Time Entry (Employee Self-Service)
https://uwservice.wisc.edu/hrs/training/ess.php
Manager Approval (Manager Self-Service)
https://uwservice.wisc.edu/hrs/training/mss.php
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
Student Time Entry Resources
A.) Service Center online tutorials:
https://uwservice.wisc.edu/hrs/training/ess.php
• Student timesheet
• Webclock (if this is an option for your campus)
B.) HRS Online Knowledge Base
• Logging in to My UW System Portal:
http://kb.wisc.edu/hrs/page.php?id=16692
• Student Timesheet step by step: http://kb.wisc.edu/hrs/page.php?id=16896
• Webclock step by step: http://kb.wisc.edu/hrs/page.php?id=16883
• Check Earning Statement: http://kb.wisc.edu/hrs/page.php?id=17208
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Student Time Entry Best Practices
• Enter time DAILY, if possible.
• Enter time AT LEAST WEEKLY on the last day
worked if daily time entry is not possible
• Enter time using Standard Time entry or 24 Hour
Clock entry.
• Standard Time Example: 7:15 A
• 24 Hour Clock Example: 0715
• Standard Time Entry requires AM, A, PM or P
entries to indicate time of day AND colons.
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Supervisor Approval of Student Time
Suggested Resources:
A.) Service Center online tutorial:
https://uwservice.wisc.edu/hrs/training/mss.php
• Time and Absence Terminology
• Approval of Employee Time
B.) HRS Online Knowledge Base
• Logging in to My UW System Portal:
http://kb.wisc.edu/hrs/page.php?id=16692
• Approving time with no exceptions:
http://kb.wisc.edu/hrs/page.php?id=17186
• Approving time with exceptions: http://kb.wisc.edu/hrs/page.php?id=17168
• Check Earning Statement: http://kb.wisc.edu/hrs/page.php?id=17208
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Supervisors Time Approval Best Practices
Take your time.
Look for exceptions to be sure your employee is paid.
Exceptions are documented in several places:
An employee with no exceptions:
http://kb.doit.wisc.edu/hrs/page.php?id=17186
An employee with exceptions:
http://kb.doit.wisc.edu/hrs/page.php?id=17168
Approval of Employee Time from UW Service Center Online Tutorial:
https://uwservice.wisc.edu/hrs/training/mss.php
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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
• Not recommended to approve time from this screen
• No Exceptions can 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
When Do You Need Help From
Your Payroll Coordinator?
• If you are unsure about or need help fixing an
exception on a timesheet. Don’t guess. Ask for
help from your Payroll Coordinator.
• If you feel like you are unable to see one of your
employees and can’t approve their time, call your
Payroll Coordinator. They may need to assign you
as the employee’s approver.
• If you are unsure about anything regarding time
approval, please check with your Payroll
Coordinator.
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Other Campus Considerations
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Questions
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