Transcript Time & Labor And Absence Management Classified Timesheet

Time & Labor & Absence Management
Entering Time Worked
Classified Employee Timesheet
This icon represents a
navigation path.
This icon represents
a place to slow down
& make special note
of a particular best
practice or direction.
This icon represents a
warning.
This icon represents a
key concept or idea.
The most important question is…
You will be entering your
time worked via a HRS
HOW DO
I
GET
PAID?
Timesheet.
The Steps to Receive a Paycheck
You are (or were) hired
•When you are hired, a schedule is assigned to you.
Now you can enter time
•Now that you have a schedule, you are able to access the
HRS System and report time via the online timesheet.
Your time is approved
•Your supervisor will approve your time.
•Your approved time will be sent to Payroll.
You will be paid!
•Payroll processes your time and you receive your pay.
Time Entry Deadlines
First day of
pay period
First day of
pay period
It is recommended employees enter
and submit their time each day. If this
is not possible, employees should at
least enter their time weekly.
Best Practices for Entering Time Worked
To avoid not being paid, please note the
following best practices:
 Employees should enter and submit their time
each day.
 Employees must at least enter and submit
their time weekly, on the last day worked in
the week.
 On the last day of the pay period, ALL time
entries must be submitted for timely payroll
processing.
How did I get here?
Where in HRS do you go to
enter time worked?
 The next slide will review
basic HRS navigation.
Log into the Timesheet
• Employees will log in to the My UW System portal at
https://my.wisconsin.edu/.
– Madison users can optionally log in to the My UW
Madison Portal at https://my.wisc.edu.
• For employees at UW-Madison, the My UW-Madison home
page opens.
– Click on the Work Record tab.
• For non UW-Madison employees, the Work Record
tab can be found on the far right hand side of the
page.
Log into the Timesheet (cont.)
• Employees will log in to the My UW System portal at
https://my.wisconsin.edu/.
– Madison users can optionally log in to the My UW
Madison Portal at https://my.wisc.edu.
• For employees at UW-Madison, the My UW-Madison home
page opens.
– Click on the Work Record tab – HRS Self Service
Links.
• For non UW-Madison employees, the Work Record
tab can be found on the far right hand side of the
page.
Classified Employees: Types of Time Reporters
Punch
Exception
Elapsed
Exception
Punch
Positive
Classified Perm
(non-exempt)
Classified Perm (exempt)
Student Help Classified
LTE
Vet Tech 1
Food Service Asst 1
IS Network Services
Specialist
Student Help
Any employee using a
physical time clock
Assigned Schedule with
“in” and “out” punches.
Enter deviations from
this schedule.
Assigned schedule with
sum of hours worked.
Enter deviations from
this schedule
No Assigned Schedule (in
most instances).
Enter hours including all
“in” and “out” punches
The date entered here will give you the Time
Period in which that date falls. For example, if
you enter 10/28, it will give you the Time Pay
Period that begins on 10/24.
These links will allow you to view time entered
for either the Previous or Next Time Pay Period.
Click on the comment bubble to include a
Theto(+)
will add
row
Use the drop down list
choose
the aappropriate
message regarding your time. Your supervisor
the (-)
will that
delete
a
time
reporting code and
for your
duties
day.
IN: Enter
thetime,
time will
you be
first
report
to your
approving
your
able
to read
yourjob.
row.
message.
OUT: Enter the time you leave your job for the
IN: Enter the time you return to your job from
and will
not
return
shift.
OUT: Enter theday
time
you
leave
yourfor
jobanother
for
lunch,that
class
etc.
lunch, class, or any other reason and plan on
Click
on this button after entering your time each day.
returning.
You canUse
go back
and change
yourtime
entries
and
re-submit
this button
to clear
out of
ALL
fields
up untilthat
the last
day
of
the
pay
period.
Even
though
your
contain information.
timesheet is filled out with your schedule, you may still
need to enter yourThe
lunch
break
still until
needTime
to Administration (this
Summary
of and
Hoursyou
willwill
be blank
The
Balances
willbeen
show
the amount of Sick, Vacation, etc.
occurs
nightly) has
run.
submit your timesheet.
and
allon
thethis
leave
and number
of hours
Click
linktypes
to reference
the hours
youavailable.
have reported
to your supervisor for this time pay period.
Punch Exception Timesheet
The date entered here will give you the Time
Period in which that date falls. For example, if
you enter 10/28, it will give you the Time Pay
Period that begins on 10/24.
These links will allow you to view time entered
for either the Previous or Next Time Pay Period.
Elapsed Exception Timesheet
Use the drop down list to choose
the
appropriate
The (+)
will
add a row
These fields will be filledtime
in with
your
scheduled
reporting code for yourand
duties
on will
the days
the (-)
delete a
hours. They can be changed
if
your
hours
worked
reported in this row.
row.
differs from your schedule.
The Summary of Hours will be blank until Time Administration (this
occurs nightly) has been run.
The Balances will show the amount of Sick, Vacation, etc.
Click
this
linkyour
to reference
the
hours
youavailable.
have reported
Click on this button
after
entering
time
day.
and
allon
the
leave
types
and each
number
of hours
tochange
your supervisor
for this
time pay period.
You can go back and
your entries
and re-submit
up until the last day of the pay period.
The date entered here will give you the Time
Period in which that date falls. For example, if
you enter 10/28, it will give you the Time Pay
Period that begins on 10/24.
These links will allow you to view time entered
for either the Previous or Next Time Pay Period.
Click on the comment bubble to include a
Use the drop down list to choose the appropriate
message regarding your time. Your supervisor
Theyour
(+) duties
will add
a row
time
reporting code for
that
day.
IN: Enter
thetime,
time will
you be
first
report
to your
approving
your
able
to read
yourjob.
and the (-) will delete a
message.
row.
OUT: Enter the time you leave your job for
the
IN: Enter the time you return to your job from
and will
not
return
shift.
OUT: Enter theday
time
you
leave
yourfor
jobanother
for
lunch,that
class
etc.
lunch, class, or any other reason and plan on
returning.
Click
on this button after entering your time each day.
You can go back and change your entries and re-submit
up until the last day of the pay period.
Punch Positive Timesheet
The Summary of Hours will be blank until Time Administration (this
The
Balances
willbeen
show
the amount of Sick, Vacation, etc.
occurs
nightly) has
run.
Use this button
Click
toon
clear
this
time
linktypes
to
outreference
ofand
ALLnumber
fields
the hours
youavailable.
have reported
and
all
the
leave
of hours
that containto
information.
your supervisor for this time pay period.
Best Practices for Timesheet Entry
 Standard Time Entry:
 Need Colons
 Need AM/PM or A/P
indicator
 24 Hour Clock Entry:
 Military Time
Standard Time Entry Examples
24 Hour Clock Entry Examples
7:15A
0715
3:00P
1500
4:45PM
1645
11:45AM
1145
Best Practices for Timesheet Entry cont.
 TIPS:
 Indicate if your entered time is AM or PM.
• You can use A’s and P’s or 24 Hour Clock time.
 Colons are not necessary when using 24
Hour Clock time.
 If you use Standard Time entry, you will need to
use colons.
Do You Want Step by Step Directions?
 To see the step by step directions
visit the Knowledge Base’s online
directions at:
 Punch Exception Timesheet:
http://kb.doit.wisc.edu/hrs/pag
e.php?id=17198
 Elapsed Exception Timesheet:
http://kb.doit.wisc.edu/hrs/pag
e.php?id=17189
 Punch Positive Timesheet:
http://kb.doit.wisc.edu/hrs/pag
e.php?id=17200
Bernard is Busy
• Bernard is a busy campus employee.
– He works part-time at Food Services as
a cook.
– Additionally, he is employed part-time
as member of the campus catering
team.
• Bernard knows he uses a Timesheet
for both jobs, but he is unsure how
to distinguish between the two jobs
when he goes to enter his time.
When You Have More than One Job
You can see from the Timesheet, this employee works at two locations on
campus. When entering time worked, it is important to select the correct job.
Two identifiers to help with the correct job selection are the Working Title and
Department Description.
Do You Want Step by Step Directions?
 To see the step by step
directions visit the Knowledge
Base’s online directions at:
 http://kb.doit.wisc.edu/hrs/page.
php?id=17188
Time Reporting Codes
 Time Reporting Codes
(TRCs) indicate the
different types of
circumstances an employee
may work under.
 The TRC will be chosen if
the work is something other
than “Regular Hours”.
 If no TRC is selected, time
entered is treated as
Regular Hours.
John the Vet Technician
 John, who is a veterinary technician,
might need to designate his time as
something other than the default,
Regular Hours.
Above is a small sample
of his regular (hours)
schedule.
John the Vet Technician
 For Example, If John had Call Back
duty on Saturday, then he would
have to choose an option from the
TRC drop down list.
Above, you can see John
selected CB050 – Call Back and
entered the total number of
Call Back hours he worked.
Unique Time Reporting Codes
 Also included on the
Timesheet as Time
Reporting Codes are:
Floating Holiday
Comp Time
 Employees must remember
to enter these as TRCs and
NOT as absences.
Floating Holiday
The
could choose
to do the following:
 Inemployee
this example,
the employee
would like to take
Delete the regularly scheduled hours and enter the quantity
a floating holiday on 12/22 and 12/23.
of Floating Holiday hours.
OR
Leave the regular hours as is:
With either option, the Time Reporting Code of Floating
Holiday must be entered.
Do You Want Step by Step Directions?
 To see the step by step
directions visit the Knowledge
Base’s online directions at:
 http://kb.wisc.edu/hrs/page.php
?id=17223
Designating Comp Time
 If you would like Overtime to go towards Comp Time
rather than receiving the Overtime pay, this must be
entered on the timesheet using a Rule Element.
The final result on the timesheet.
Clicking on the Magnifying Glass for
Rule Element 1 will bring up your
choices for this field.
Your only choice is Compensatory
Time for Overtime or COMP.
This will tell HRS to take your
Overtime and convert it to
Compensatory Time.
Using Comp Time
 If the employee would like to use Comp Time,
the process is a little different, but still done on
the timesheet using a TRC.
The employee completes the following process:
1.
2.
3.
4.
Adds a Row
The employee would likeThis
to use
2 hours
employee
usually works
Chooses the Comp Time Taken TRC until 4:30 p.m. each day.
of their Comp time on 1/28 to cover
Enters a Quantity of 2.0
leaving 2 hours early on Friday.
On Friday, the employee
Clicks the Submit button
decides to work until 2:30
p.m. and use 2.0 hours of
Comp Time.
Utilizing Timesheet Links
 The bottom of the timesheet contains a list of
links that can be helpful.
Notice
theTime
statement
informs:
The next day,
after
Administration
what
you seecan
is only
as the
has run, the
employee
check
accurate
lasttheir
running
Summary of
Hours as
tothe
verify
of Time
Floating Holiday reported time
usingAdministration.
Time Reporting
Legal Holiday Hours
Regular Hours Codes was reported correctly.
This particular pay period happened to have 2
Legal Holidays in it.
You DO NOT have to enter codes for these.
HRS will automatically separate Legal Holidays
from Regular Time.
Do You Want Step by Step Directions?
 To see the step by step directions
visit the Knowledge Base’s online
directions at:
 Designating Comp Time: NonExempt Employees:
http://kb.wisc.edu/hrs/page.php?i
d=16859
 Designating Comp Time - Exempt
Employees:
http://kb.wisc.edu/hrs/page.php?i
d=16741
Paycheck & Earning Statement
• Your earning statements will be accessible through the
Payroll Information module in the My UW Portal.
– The Payroll Information module contains both your earning
and tax statements.
– Your earning statements will be listed in order by the date
you were paid, with the most recent earning statement at
the top.
– For older earning statements you can use the numbered
page links or the Previous and Next links under the list of
earning statements.
• Clicking on an earning statement will open it as a .pdf
which you can view, print, or save.
Resources
• You can retake this course at anytime as a
refresher.
• Contact your supervisor or payroll
coordinator.
• Knowledge Base documents.
• Contact the Help Desk.