Transcript Slide 1

Time & Labor & Absence Management
Requesting Time Off
Employee Self-Service (ESS) Absence Entry
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navigation path.
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a place to slow down
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practice or direction.
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warning.
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key concept or idea.
Requesting Time Off
• Check with your manager to determine
his/her method for requesting time off.
• Two options available:
1. Request time off via HRS. Your manager will either
Approve, Deny, or Push Back the request in HRS.
2. Request time off by another method (email,
calendar, etc.) Once your manager gives the
approval, then you record the absence in HRS at
the same time when you submit your timesheet or
leave report.
How Do I Enter Time Off in HRS?
The Absence Entry and Approval Process
Employee
• Enter and Submit Request
• Adjust Timesheet if necessary
• Sends request to manager
HRS
Manager
Views
Requests
• Approves
• Denies
• Pushes Back
• Adjusts Employee Timesheet if necessary
Manager
Words of Warning
If you left the UW System suddenly with
-17 hours, you would owe UW System 17 hours
worth of pay.
Conversely, if you have a positive earned
balance, you will be paid out the remaining
vacation hours.
Accessing the Portal - Entering an Absence
• All employees (except UW-Madison) will log in to the My
UW System portal at https://my.wisconsin.edu/.
– The Work Record tab can be found on the far right
hand side of the page.
• Madison users log in to the My UW Madison Portal at
https://my.wisc.edu.
– Click on the Work Record tab – HRS Self Service
Links.
HRS Absence Request Page - Steps to Follow
1. Select Time and Absence from the Portal.
2. On the HRS Absence Request page:
a) Enter the Start Date
b) Select the Absence Name (i.e. Vacation, Sick, etc.)
3. Enter the End Date
4. Select All Days in the Partial Days field
5. Enter the number of hours per day in the Hours Per Day
field.
6. Click the Calculate End Date or Duration button
7. Click the Submit button to send the absence to your
manager for approval.
HRS Absence Request Page
Always enter the Start Date of the absence
you are requesting.
Select an Absence Name (such as: Sick,
Vacation, etc.) from the drop down list.
Once the absence name is selected,
corresponding absence options will appear.
This is the first screen you will see when
accessing the HRS Absence Request page.
HRS Absence Request Page (cont.)
After selecting
an Absence,
Current
Balance
type of
End Date:
You canthe
enter
the last
work for
daythe
of your
absence you
have chosen
willare
appear
forthe
your
reference.
absence,
IF you
taking
same
absenceThis
typewill
help you identify if you have enough hours available.
(Vacation) and the same number of hours (8 hours
per
day).
After
you
have entered the hours per day, click on the
Calculate End Date or Duration button. By clicking this
button, you can verify the hours are correct. For example, if
Select
Days
in that
the Partial
you entered a Start Date
andAllEnd
Date
spannedDays
twofield.
weeks, HRS will calculate 8 hours every day, not just work
days. By utilizing this button, you can verify the hours are
the number
of hours
per day will
in the
Oncecorrect.
you have clicked onEnter
the Submit
button,
your absence
Hours
Day field.
For
example,
you
go comments
directly toyou
yourtype
manager
for Per
approval.
Any
here
will
be seen
by your
Manager
when
want to use 8 hours of vacation per day.
they go in to approve the request.
It is NOT recommended to use the Save for Later button. If
used, you must remember to go back into HRS and either
Submit or cancel the request.
Viewing Balances
In the first column, you will see
the Entitlements or absence
The Request Absence page
types.
displays a hyperlink –
View Absence Balances.
This allows you to view how
much time is available in
each absence “bucket”.
In the next column, you will see your
absence balance(s) in Hours as of the
most recent confirmed Payroll.
Absence Scenario
There are many different reasons why one may not be
able to be present at work. HRS has tried to
accommodate entering absence requests for many
different situations.
Partial Day Absence Request
Scenario #1
Marsha is not feeling well in
the morning at work. She
decides to leave work at
noon to go
homeMarsha
to rest.left
Before
work, she entered
the Start Date and
the absence of Sick
Leave.
She selected All Days in the Partial
Days field.
Partial Day Absence Request
Scenario #1
MARSHA
Marsha entered the End Date,
therefore, she does not need to
In the
Days Hours
enter
theAll
Duration.
field, Marsha fills in
how
hours this
she value for
HRS
willmany
calculate
will be
gone
each day
Marsha
upon
clicking
on the
of her date
Calculate
Endrange
Date or Duration
(1/24/2010).
button.
Marsha will only be
gone for half of an
8 hour day, she enters
4 hours.
Submitting an Absence
Once you submit an Absence request, you
will see a Submit Confirmation verifying
the Absence was successfully submitted.
The Request Details displays the Absence
request.
The example shows, the Marsha has
requested 4 hours of sick leave.
Partial Day Absence Requests
Check Your Timesheet!
After clicking on the Submit button, Marsha sees she is
appropriately reporting 8 hours on 1/24.
Employees will see the requested
4.0 ofabsences
regular
time
4.0
sick
leave.of time
reflected
a separate
row
Employees
will
then
needand
toinfill
inofthe
amount
and their regularlyIfscheduled
hours day absence,
taking
a partial
they did work
on their partial
day of
absence.
Otherwise,
will still appear. it is best practice for the
they will be overstating their time.
employee to go in and
at their
In the example above, HRSimmediately
will add the look
8.0 hours
of
timesheet.
regularly scheduled time and
4.0 hours of sick time.
Incorrectly reporting 12.0 hours of work time on 1/24.
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=16688
How Do I Know if an Absence is Approved,
Denied or Pushed Back?
The following slides will help you understand how to
check the status of your absence requests.
You will also learn how to proceed from the decision
your manager may have made.
Submitted Absence Status
After you’ve logged in from the Portal and select Request an Absence,
click the View Absence Request History hyperlink to view the status of
your absence request(s). Your manager either Approved, Denied, or Push
Back your request.
Approve, Deny, Push Back
It is your responsibility to check in
Notice you can see the Absence Name
HRS to see if your absences are
and the Status along with the dates
Approved, Denied, or Pushed Back.
you requested off.
Saved: These Vacation
requests have been
Submitted:
Your
Approved:
You
‘Saved
for Later’.
Manager
has
not
may
the
I If
you take
see this
status
Denied:
You
yet
looked
atmay
thisnot
absence
you
IMMEDIATELY go in and
take
the absence
you
request.
Push
Back:
You
need
requested.
SUBMIT the absencetoor it
requested.
make
some
changes
to
will
be
lost
completely.
Choose the Absence Request History link
your request.
to check on the status of your absence
requests.
Click on the Edit button.
Approve, Deny, Push Back
Click on the Edit button
to modify your original
request.
You will be taken back to
your original request.
Here you can read the
Manager comments,
modify the request, add
additional comments and
resubmit the request.
If the Edit button is
grayed out, you will not
be able to go back and
Edit the request.
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=16787
Available Resources
• Contact your supervisor and/or payroll coordinator
• Knowledge Base documents
– http://kb.wisc.edu/hrs/index.php
• Contact the Help Desk:
– Phone: 855-489-7877 or 608-890-1501
– Email: [email protected]