Transcript Document

University of Wisconsin System
HRS Project
Unclassified Employee TL/AM Entry
Manager Self-Service
(Manager Approval Process)
Agenda
• ESS/MSS Overview
• Absence Reporting
• Report Absences
– No Leave Taken
– Half Day Absence request
– Full Day Absence request
– One Week Absence request
• Employee Best Practices
• Review Absence Submissions
• Frequently Asked Questions
• Additional Resources
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Welcome
What is HRS?
• UW System's Human Resource System (HRS)
• An integrated system for all human resources, benefits and
payroll operations for UW System
• Went live on April 18, 2011
• TL/AM – Time & Labor / Absence Management
• Full implementation of Employee & Manager Self
Service
2012/2013
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What is ESS/MSS?
Employee Self-Service, or
ESS, is an HRS capability
that enables employees to
report time worked and/or
leave electronically, which
is then sent to a supervisor
for review and approval
online.
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Manager Self-Service, or
MSS, is an HRS capability that
enables supervisors to review
their employee’s electronic
time and absence entries for
validation and approval online.
Benefits of ESS/MSS
• Employees will have the ability to enter absence through HR
Self Service on the Portal
• Improved time and absence reporting transparency for
supervisors and employees.
• Increased management in time/absence entry for
supervisors.
• Minimized duplicate time & absence entry from a paper form
to the online form.
• Significant reduction in paper use.
• Secured method to enter absences.
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Who are Unclassified?
Employees paid on monthly basis:
 Faculty
 Academic Staff - Instructional
 Academic Staff - Non-Instructional
 Limited Appointments (i.e. Directors, Administrators, etc.)
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Process Overview
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Employees will enter their monthly absences or certify that they have not taken time using
a People Soft System known as Absence Management Self-Service.
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Supervisors/Managers/Approvers will approve employees monthly absence or certify that
employees have not taken time electrically.
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The goal of AM is to facilitate employee absence entry.
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AM is configured so that employees are able to enter all absences they are eligible to
report.
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The system is designed to track “absences reported” or “time incurred”.
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It is not intended to replace the current practices for requesting absences.
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Some entries will require the use of a “Comments” feature.
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An exception to the use of Absence Management is Catastrophic Leave and Unpaid
Leave of Absences which must be handed in the Payroll Office.
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Each employee has a designated reviewer known as a Primary/Manager Approver or a
designated back up approver, who is responsible for certifying the absences.
Absence Reporting Considerations
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You must establish a standard work week for reporting purposes.
Your official schedule should total 40 hours per week (pro-rated for part-time)
including:
– Classes
– Office hours
– Other regularly scheduled obligations
– Time for research or other self-directed work required by your appointment.
Default schedule for all unclassified employees is Monday through Friday, 7:45
a.m. – 4:30 p.m.
With the approval of your supervisor you may file an alternate schedule.
A leave report is due monthly, regardless of whether any leave time is used
during the month.
Absence Reporting
Whether you are a new or existing employee, it’s
important to recognize that:
• Sick leave, vacation and personal holidays are important
elements of the UW System total compensation package.
• Accountability for proper leave use and reporting are
essential to ensure the on-going availability of these
valuable benefits.
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Earned Leave – Twelve-Month Employees
• Full-time, twelve-month employees earn 22 days (176 hours) of vacation
per year. Institutional guidelines concerning sick leave vary, as do
departmental guidelines.
• Thirty-six hours per year of personal holiday leave are granted. You have
until the end of the fiscal year to use them or they are lost.
• Nine legal holidays
 NOTE: If you are employed on a part-time basis, your leave time is pro-rated
consistent with your percentage of employment.
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Absence Types
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Sick Leave (UNC)
Vacation Leave (UNC)
Personal Holiday Hours (UNC)
Vacation Carryover Hours (UNC)
Jury Duty (UNC) For Tracking Only
ALRA (UNC) Processed through the payroll office only
Legal Holiday Hours – Not reported by employee except
under special circumstances
Leave of Absence – Processed through the payroll office only.
Hourly Sick Leave (UNC) DO NOT USE.
Note: UNC means Unclassified
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Reporting Time Away
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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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Log Into My UW Portal & HRS
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Logging in to My UW System portal at
https://my.wisconsin.edu/
Click the UW Extension radio button.
Click the Select button.
Note: You must have a valid username and password provided by a
UW System campus.
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Log in to My UW System
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Log in to the MY UW System portal at https://my.wisconsin.edu
Click on University of Wisconsin – Extension
Click on the “Select” Button
Login to My UW System
• Located on For Faculty and Staff > My UW System
Approving Absences
• Click on ‘Approve Absence’ in the ‘MANAGER TIME AND APPROVAL’
Module.
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Absence Management
Absence Management:
Supervisor/Chair/Manager
Approval
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MSS Absence Approval
• Sign into ‘My UW System’ at http://my.wisconsin.edu to
enter your Portal site.
• Login using user name and password.
• Locate the ‘Manager Time and Approval’ module.
• 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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This will display a list of employee’s reporting to you. Employee’s reporting
to you is populated automatically by the system via TL Security.
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
John Doe
Jane Doe
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“Request Details” Page
Check the current balance to
make sure the employee has
the time to use.
Check the “Hours Per Day” is
selected for entry type with the
amount of hours in the Hours Per
Day box.
If multiple days are being
requested, check to see that
duration is calculating the correct
amount of hours based on what
has been entered in the hours per
day box and the date range is
accurate.
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Absence Management
Employee – Verification &
Push Back
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Employee – Verify Absence Approvals
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Check for Absences approvals at My UW System
Verify all absences have been “Approved”
Rework shows an Absence was “Push Back”
Absence Status
Absence Status
The status of an absence request can be reviewed on the Absence Request History page.
Absence Status types include:
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Saved
Submitted
Approved
Push Back
Denied
Cancelled
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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Balances
Approvers have access to employee leave balances within their department groups. The balances
can be seen through “Manager Self Service>Time Management>View Time>Absence Balances”
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Log Out of HRS
Best Practice for Logging Out HRS System:
– Be sure to “sign out” in the upper right hand corner of the HRS and
close the browser.
– NOTE: If you do not see the sign out in HRS, click on Manager Self
Service.
– Be sure to “log out” in the upper right hand corner of the My UW
System portal and close the browser.
– Not practicing these steps can cause the next person to login to pull up
your personal information and absences.
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Employee Best Practices
• Enter Absences as taken – After the fact!
• Make sure 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
• Don’t be afraid to ask questions
• NOTIFY HR and Payroll 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
Don’t be afraid to ask questions
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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FAQ’s
Manager Self-Service (MSS)
Frequently Asked Questions
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Reasons to Push Back Absences.
Absences to Push Back
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Missing Hours Per Day Entry
Low Hours on Current Balance
No Leave Taken - Does not show Start and End Dates the Same (1st Day of Month)
Start Date and End Date Cross Over the Weekend
Start Date and End Date Cross Over to the Next Month
Start Date and End Date Cross Over Legal Holiday
Sick Leave Hourly Absence Type is Reported
Future Dated Absences are Reported
Only Duration Hours Show on Reported Absence
Legal Holidays are Entered Involving the State Legal Holiday (i.e. Memorial Day)
What is the Difference Between Push
Back and Denied?
• Denied: Approver does not allow absence requested. The
UW System policy is not to deny absences since the
employee is only reporting absences taken.
• Push Back: Approver requests employee to make some
changes to request. Can input comments prior to push back
to employee; employee can edit request.
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What if a new employee’s absences
are not being approved?
Approvers are not seeing their employee’s absence requests to be
approved.
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TL Security is setup correctly for the employee.
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The Approver was provisioned the correct security roles.
Impact:
Access to the employee’s leave reporting for the pay period/month they were hired will
be impacted. ESS employees will not be able enter their absences online.
Future pay periods/months will be fine, the employee should be able to access their
portal to report their first months absence taken or absence not taken.
Options:
The employee’s reported absence for the first month will need to be entered by the
approver.
The employee can submit a paper leave report (generic) to the payroll office.
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What if an employee reported time
overlapping two months?
Do not cross months when entering a date range for an
employee’s absence request.
Example: An absence request is entered for an employee with a
date range of ‘01/21/13’ to ‘02/08/13’.
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The system will apply the absence takes and update the
employee’s leave balances incorrectly.
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Best Practice: If you use date ranges, use them only within a
given month and don’t cross a date range from one month into
another.
What if an employee terminates
employment?
Retirement, Resignation, Appointment Ended.
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Departments must notify Human Resources (HR)and Payroll Office
when an employee has terminated employment.
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Leave payouts are processed on the final paycheck.
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The payroll needs sufficient time to verify that no overpayment has
occurred.
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The payroll needs sufficient time to verify that all leave
balances are accurate.
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If an employee separates and has overdrawn leave, a deduction
must be made from the final paycheck.
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Is there an electronic notification
when an absence is pushed back?
• There is no electronic notification to alert the employee when the
approver has Pushed back an absence for edit.
• It is the employee/approver responsibility to ensure the leave is reported
correctly/approved correctly.
• Comments can be used by the employee and/or approver to facilitate the
exchange of information about the absences submitted.
• Email the employee an absence has been pushed back.
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What if I am unable to see my
employee’s absences to approve?
 The absence request may have already been approved.
 The absence request was ‘Saved’ by the employee, not
‘Submitted’.
 The absence request was not routed to the expected
Approver(s), because…
 The employee’s TL Security page was updated with the
new Approver(s) after the absence request was entered.
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Do I need to use the Deny button?
To keep a cleaner record in the computer system, we ask that
you actually “push back” the request so that the employee can
edit their request and it will keep a cleaner record in the
computer system.
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When do you need help from your
Payroll Coordinator?
• If you are unsure about or need help fixing anything on a
timesheet. Don’t guess. Ask for help from your Payroll
Coordinator.
• If you feel like you are unable to see one of your employees
and cannot approve their absence, call your Payroll
Coordinator. They may need to assign you as the
employee’s approver.
• If you are unsure about anything regarding time approval,
please check with your Payroll Coordinator.
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What absence types do I approve?
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Vacation (including vacation carryover)
Sick Leave (UNC)
Personal Holiday
ALRA
NO LEAVE TAKEN – The first day of the month as the start and end
date.
• Legal Holiday will automatically generate. Do not need to approve
except under special circumstances.
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When does an employee not report
absences online?
• Catastrophic Leave.
• Family Medical Leave: If an employee is taking an unpaid
leave of absence.
• Worker’s Compensation for Injury.
• Intermittent Leave.
Note: Paper Leave Reports Must Be Completed and Submitted on the Current
Payroll to Ensure the Salary and Leave is Correct.
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Is there a penalty for prior missing
leave reports at the fiscal year end?
• If unclassified employees fail to turn in one or more leave
reports during a fiscal year, their sick leave balance may be
reduced at the end of the fiscal year.
• Penalty for sick leave earned during fiscal year will be
capped at 8.5 days for twelve-month employees and 6.4
days for nine-month/academic year employees).
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What if an unclassified employee has only
eight Sick leave hours left on balance?
• Employees may not use sick leave before it’s earned.
• Employee will have to use another absence type.
• Sick leave accumulates without limit provided leave is
reported completely, accurately and in a timely manner.
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Why are leave balances different in the
portal from the earnings statement?
•The portal has more up-to-date information.
•The balances on your earnings statement are current up to the point of the payroll
calculation.
•Any changes to your record after that point will not be reflected on your earnings
statement.
•The earnings statement and portal provide you with the most current balances that
you can use going into the next month. (example, the earnings statement shows the
amount of sick leave that you earned in that time period included in your sick leave. You cannot
use that time until the next month)
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Do legal holidays get approved?
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Legal Holidays are generated in HRS automatically and the employee does
not have to enter a legal holiday absence request.
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Supervisors don’t need to approve Legal Holiday absences for an employee
except under special circumstances. (ex. Unclassified staff located in local
governmental or non-governmental buildings that observe paid holidays
different from those observed by university employees).
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Legal Holidays are not generated and pushed to the employee’s absence
management pages until the first week of the month after the holiday(s) is
recognized. (ex. The ‘MLK’ holiday (01/21/13) is not going to be generated
and pushed until the first week of February)
Management Terminology
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Absences: Absences from work must be taken as paid or unpaid leave. Use of leave
must be approved by the employee's supervisor. Leave benefits vary by employee type.
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Absence Request: In HRS, Absence Request is not meant to be used for asking for time
off from your supervisor, but as a means of “Reporting” an absence after it has been taken.
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AM – Absence Management – A module in People Soft where leave requests are entered
and are approved. Leave taken, entitlements, and balances are stores in AM.
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Approved - Indicates time was entered or approved by a Manager (Time entered by
Payroll using Absence Event will also reflect a status of “Approved”).
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Approver – An employee given access and authority to review absences information for a
specified group of employees.
Management Terminology- Cont.
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Balance – Absence Adjustments + Entitlements – Takes = Absence Balance.
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Deny: Approver does not allow absence requested. Can input comments
prior to pushing request back to employee; employee can edit request.
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Employee ID (EmplID) – A unique 8 digit (Ex: 00890012) employee number
that identifies him/her within the Time and Labor/Absence system. UWS =
Person ID.
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Employee Self Service (ESS) – ESS is an acronym for Employee Self
Service. Students and employees will enter time worked via ESS.
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Finalized - Indicates the final Absence Management process was run.
(Changes to time entered in this status will require an adjustment by Payroll.)
Management Terminology- Cont.
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Jury Duty Take – Jury Duty when called to serve at a Superior, Municipal or
District Court.
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LWOP – Leave of Absence without Pay (LWOP) Time off taken or granted
when no paid leave is available.
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Manager Self Service (MSS) – MSS is an acronym for Manager Self
Service. Supervisors will review and approve time entered via MSS.
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No Leave Taken – No leave taken for a pay period. If no other absence
events have been reported for the month, this event must be submitted to
indicate full time attendance.
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Personal Holiday – A compensated day off designated by the employee.
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Management Terminology- Cont.
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Professional Development Leave – Time off for employees to participate in
programs and activities intended to better the employee’s skills ad abilities,
pursuant to the respective UW Extension policy.
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Push Back: Approver requests employee to make some changes to request.
Can input comments prior to pushing request back to employee; employee can
edit.
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Sick Leave – Earned time to compensate time off due to a employee’s personal
illness or the illness or bereavement of eligible family members.
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Takes – Take is the HRS term for all the different types of absence, i.e. Vacation,
Sick, etc. used.
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WC – Worker’s Compensation – Absence as the result of an-on-the-job injury.
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
The UW System Unclassified Personnel Guidelines
http://www.uwsa.edu/hr/upgs/upg.htm
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Resources Available to You
HRS Online Tutorials
UW System Delivered Video Training:
The Absence Management training videos are great source of information of Absence SelfService and provide step-by-step walk through the online absence reporting and the online
absence approval processes.
Employee Self Service – Enter a Half Day
https://uwservice.wisc.edu/docs/tutorials/half-day-absence-unclassified/player.html
Employee Self Service – Enter a Full Day Absence
https://uwservice.wisc.edu/docs/tutorials/full-day-absence/player.html
Manager Self Service – MSS – Approve, Deny, or Push Back Employee
https://uwservice.wisc.edu/docs/tutorials/mss-approve-deny-request/player.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?
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