University of Wisconsin System
HRS Project
12 Month - Unclassified Employee
TL/AM Entry
Fall 2014
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 Unclassified?
• Faculty
• Academic Staff - Instructional
• Academic Staff - Non-instructional
• Limited Appointments
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Unclassified 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
5
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 will 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 “M” from A-Z Index
-Then Select “My UW System (Employee Portal)”
Reporting Absences
• Click on ‘Enter Absence’ in the ‘TIME AND ABSENCE’ box
Guidelines for Reporting Absences
For *100% Unclassified Staff, 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 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
Absence
Management:
Sick Leave
SICK LEAVE
REQUEST
NOTE:
*Use actual day(s)
*ALWAYS select ‘Hours per
Day’ in Entry Type
*Current balance is as of
the last pay statement
*Remember Guidelines for
leave hours (see slide 8)
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)
*ALWAYS select ‘Hours per Day’
in Entry Type
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 (see slide 8)
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)
*ALWAYS select ‘Hours per
Day’ in Entry Type
*Current balance is as of the
last pay statement
*Remember Guidelines for
leave hours (see slide 8)
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 (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 5/25/14 –
need to use the 36 hours of personal time (if 100%) by 6/30/14 or lose them.
*Don’t span over hoildays, 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: 9/1/14)
• 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, 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
• Original Start Date - leave BLANK
• 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 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.
After that she will ALWAYS use the first of
the month for both start and end dates.
Example: 2/1/14 - 2/1/14
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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, you’ll have to call Human Resources at 608-342-1176
or Payroll at 608-342-1178 and ask them for assistance. (Hollie Moore=Classified and
Jane Laufenberg=Unclassified)
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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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 6/30/2013) 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
6/30/13) 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.
Questions