University of Wisconsin System
HRS Project
Unclassified Employee TL/AM Entry
Manager Approval
Spring 2012
(Manager Self-Service)
Who are Unclassified?
• Faculty
• Academic Staff
• Limited Appointments
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Leave Reporting
• Multiple appointments
• Within the same Institution/Campus a separate leave
report for each appointment will be located on your
portal for each appointment.
• In different Institutions/Campuses, you may or may not
be live with Employee Self Service so please review your
portal and contact appropriate campus if necessary.
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Less than Full Time Unclassified
Employees
• If you are a less than full time Unclassified
employee, your time is reported in actual time in
increments of quarter hours.
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Reporting Absences
• Each division/department will continue to use its
current method of “requesting” an absence
• HRS’ ‘Request Absence’ screens are used the
same as “reporting absences” on your leave sheet
and should be updated as they are taken for best
work practices.
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Absence Management:
Reporting No Absences
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Login to My UW system
• Located on For Faculty and Staff > My UW System
Absence Management:
Supervisor/ Chair/Manager
Approval
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MSS Absence Approval
• Sign into ‘My UW System’. my.wisconsin.edu to enter
your Portal site
• Login using user name and password
• Locate the ‘Manager Time and Approval’ box.
• A list of employees with absences ready for approval will
be seen by clicking on the ‘Absence’ tab.
• Only employees who have entered absences will be
listed.
• Click on ‘Approve Absence’.
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Manager Time and Approval
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Reported Absence Approval
• This will bring you to the ‘Absence Requests’ screen.
• The list of employees and requests changes based on the “*Show
Requests by Status” selected. Default status is ‘Pending’
• All Staff (Classified/Unclassified) appear
• To review and approve an absence request, click on the
employee’s name. This opens a “Request Details” page.
• Click on the appropriate action to take on this request (Approve,
Deny, or Push Back).
• Approve – Verify the employee has enough leave time available
• Deny – Not to be used at this time
• Push Back – Used when the date/time/type requested does not match prior
approved request
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“Absence Request” Page
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“Request Details” Page
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Employee – Verification & Push Back
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Employee – Verify Absence Approvals
• Check for Absence approvals at My UW System
• Verify all absences have been ‘Approved’
• Rework shows an Absence was “Push Back”
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Handle a “Push Back”
• Click Enter Absence
• Towards the bottom is View Absence Request History
• Click the Edit button to the far right on the absence that
says “Push Back”
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Edit the Absence
• Change what was incorrect and resubmit
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Employee Best Practices
• Enter Absences as taken – After the fact!
• Enter ALL absences entered and approved by supervisor by the 5th
of the next month
• Be sure to post a “No Leave Taken” using the first day of the pay
period
• All “leave reports” must be submitted or sick leave will be reduced
• Take your time and be patient
• NOTIFY HR of any/all Supervisory changes!
• Contact your Payroll Coordinator before you record any leave
without pay transactions.
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Supervisors Approval Best Practices
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Approve Absences as submitted (weekly)
Approve ALL absences by the 5th of the next month
Approve Absences after the fact only!
Work with employees to correct errors
Approvals are necessary so employees’ leave is correct
Take your time and be patient
NOTIFY your Payroll Coordinator of any/all Supervisory
changes!
When to Request Assistance from:
Audrey Beckwith, Payroll Coordinator COOP-Extension
Sreekumari Nair, Payroll Coordinator - all other Divisions.
• Missing an Employee? If you are unable to see one of
your employees, email your HR Manager.
• Not Sure on Approval? If you are unsure about anything
regarding absence approval, please email your Payroll
Coordinator.
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Resources Available to You
HRS Online Tutorials
General Information about Self-Service
https://uwservice.wisc.edu/hrs/index.php
UW-Extension – Payroll & Benefits Training website
http://www.uwex.edu/payroll/training.html
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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
Questions