MANAGER SELF SERVICE (MSS)
IMPORTANT REMINDERS FOR
APPROVING ABSENCES AND TIMESHEETS
Please follow these steps every single time you approve.
QUESTIONS?
Contact Hollie Moore
(608) 342-1178 / grayh@uwplatt.edu
UW-PLATTEVILLE SUPERVISOR REFERENCE GUIDE FOR
APPROVING ABSENCES AND TIMESHEETS
***Login the My UW System from the UW-Platteville Home page***
Where do I go on MY UW System to approve my employee’s absences and timesheets?
1.) Click on Manager Self Service – Time Management
2.) Once you click on this, it will have you sign on to Oracle. Once signed in, this page will
come up:
3.) Click on “Approve Time and Exceptions”
4.) The following steps are necessary to make sure your employees are filling the timesheets out
correctly, making sure they will get paid for the correct amount of hours physically worked.
UW-PLATTEVILLE SUPERVISOR REFERENCE GUIDE FOR
APPROVING ABSENCES AND TIMESHEETS

Step One – Review and Approve Absences
Click on Absence Requests (see below)
This page will then appear:
At this time you will want to do the following checks:
1.) Make sure the start and end dates are the same unless the employee has requested multiple days
off in a row
Reminder: Can only be requested Mondays-Fridays and cannot be entered over a weekend into the
following week. The system will think you want to get paid on the weekend.
2.) Click on the employees name / request to make sure the employee has entered it correctly. If
the employee entered it correctly the following request will look like this:
UW-PLATTEVILLE SUPERVISOR REFERENCE GUIDE FOR
APPROVING ABSENCES AND TIMESHEETS
3.) Once you have reviewed the request closely, you have the TWO options:
If everything is entered correctly and the employee has enough hours in their absence
balance, you may go ahead and approve this request.
If the employee wished to CANCEL their request, we ask that you actually “push back” the
request so that the employee can cancel their request and it will keep a cleaner record in the
computer system.
If the employee entered their request incorrectly (amount of hours, in the incorrect spot, or
for more than one day at a time) – you must push the request back to the employee
BEFORE it is APPROVED, so that they can adjust their request or cancel it if they wish to
do so.
PLEASE NOTE:
If the supervisor approves hours without reviewing them first, the only individual who can edit or
void/cancel the request is the payroll coordinator.
UW-PLATTEVILLE SUPERVISOR REFERENCE GUIDE FOR
APPROVING ABSENCES AND TIMESHEETS
CAN THE SUPERVISOR ENTER AN ABSENCE REQUEST FOR THE EMPLOYEE?
Yes!
Under Manager Self Service, instead of approve time, click REPORT TIME and then click
absence request:
Select your personal Supervisor Group or the Supervisor Backup Group, which will automatically
come up (depending on who you are entering for):
Then select the employee’s name and click “continue” and then fill out the absence request the
same way the employee would fill it out themselves. If you are unsure of how to do this, please
refer to the Reference Guide for Entering timesheets and absences for classified staff.

Step Two – Check and Fix Exceptions
An exception could mean:
o The employee punched his/her time incorrectly (entered in or out on the wrong day or in
the wrong in and out box, put PM instead of AM or vice versa, etc.)
o It could also mean that the employee worked over 12 hours in one shift. This is legitimate
for some employees on campus because of their schedules, but sometimes it can mean the
employee entered his/her time wrong, which is why you are given this exception warning
and it’s important to double check if you are unsure.
o If the employee worked over their regular scheduled hours based off of their FTE % (in
most cases –this would only come up for exempt employees and will still only pay the
employee for their set scheduled hours – in this case, you can just OK the exception as it is
just an alert to the supervisor and will not pay over their exempt FTE percentage).
UW-PLATTEVILLE SUPERVISOR REFERENCE GUIDE FOR
APPROVING ABSENCES AND TIMESHEETS
Choose Group ID by clicking on magnifying glass next to field and choose the Supervisor or
Backup Supervisor option depending on who you are approving for. Then click on the ‘Get
Employees’ box.
If zero names appear, then there are currently no exceptions or time administration still needs to run
from when the employee entered the information, so please always check this before approving an
employee’s timesheet.
If there are exceptions – you must click on each name and look at what it is telling you. These
exceptions have to be cleared before you approve any absences or timesheet entry.
Please note: If there is a “missed punch”, the employee or you will have to fix the timesheet
and resubmit. After this is done, you must wait until the next time admin is done running. Time
Administration runs at 9am, 11am, 1pm, and 3pm and it usually takes about 45 minutes to urn.
After it runs, you will be able to go into payable time to approve your employee(s) time.

Step Three – Review and Approve Payable Time
When reviewing payable time, it will only include the hours your employee physically work, not
absences. It is important that the hours physically worked, match the hours requested off and equal
the employee’s total reported hours. Click on ‘Aprrove payable time’, then make sure you have the
correct ‘Group ID’ for the employees that you want to approve. Once the correct Group ID is
UW-PLATTEVILLE SUPERVISOR REFERENCE GUIDE FOR
APPROVING ABSENCES AND TIMESHEETS
selected, click on “Get Employees”.

HOW TO APPROVE PAYABLE TIME
o Click on the first employee in the list.
o Time needing to be approved will be displayed by date in ‘Approval Details’.
o For each employee:

Verify the time listed in the timesheet is correct. Compare to scheduled time, if possible.
o To approve all time click ‘Select All’ this should put a check mark in all the boxes.
o
o
o
o
o
Click ‘Approve’.
Confirm the approval.
Verify there was a ‘saved’ confirmation.
To access the next employee’s time, click ‘Next Employee’ at the top of the page.
Repeat the above steps for each employee.
Ex.) If the employee worked 6 hours and took 2 hours vacation, you should only be approving 6
hours on the timesheet (not 8). If the employee took the full day off, you should have zero hours to
approve on the timesheet for that day.
 If these hours do not match (too much or too little) it could cause the employee to get paid
overtime when they shouldn’t or it could cause them to not get paid enough.
 When reviewing the employee’s time to be approved – the total hours will include their
regular hours plus any hours they would be receiving a differential for such as Night Diff,
Weekend Diff, Overtime, etc.
 If the employee makes an adjustment to their timesheet, sometimes you will notice a
negative number and a positive number for the same day – all must be approved if they
balance each other out.
UW-PLATTEVILLE SUPERVISOR REFERENCE GUIDE FOR
APPROVING ABSENCES AND TIMESHEETS
Approving Time after adjustments have been made (see picture below).
All negatives and positive times must be approved to adjust the times that have already been
approved.
UW-PLATTEVILLE SUPERVISOR REFERENCE GUIDE FOR
APPROVING ABSENCES AND TIMESHEETS
HOW TO ADJUST AN EMPLOYEE’S TIMESHEET FOR THEM:
Click on one of
the Adjust
Reported Time
Links and this
will bring you
to the
employee’s
timesheet to see
exact hours
entered and to
fix them if
necessary.
LAST STEP: REVIEW HOURS APPROVED
As a supervisor you should always make sure you have approved all hours for all of your
employees. A way to check this would be to go to “VIEW TIME” and then click on
“PAYABLE TIME DETAIL”
Search employees under your GROUP ID and CLICK “Get Employee” and click on each employee
individually and it will look similar to the picture on the next page.
You will be able to see if the employee needs time approved and if nothing comes up for that day,
you know the employee never entered their hours and you will need to get ahold of them or enter it
for them.
UW-PLATTEVILLE SUPERVISOR REFERENCE GUIDE FOR
APPROVING ABSENCES AND TIMESHEETS