Transcript University Staff Bi-Weekly Timesheet and Absence Requests

Supervisor Approval InstructionsBi-weekly Payable Time & Absence
Requests
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
• How to log on to My UW-System
(Employee Portal)
– From UW-Platteville’s homepage, you can click on ‘Faculty
and Staff’, then under ‘Quick Links’, click on My UW System
(employee portal)
or….
– Click on ‘Shortcuts’, go to ‘A to Z Index’, click on ‘M’, then
select ‘My UW System (Employee Portal)’
– Select ‘UW-Platteville’ as your Organization, click ‘Go’
– Enter ‘NetID’ and ‘Password’, this will be the same log-in
information as your email.
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
• This is what My UW System looks like:
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
How to approve my bi-weekly employee’s absence requests and
payable time?
•
Go to the Manager Time And Approval section in My UW System and
click on “Manager Self Service-Time Management”. You may have to log
in again with the same username and password as your email.
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
This is what that screen will look like:
Then click on ‘Approve Time and Exceptions’
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
The following steps are necessary to make sure your
employees are being paid for their Absences and their
Payable Time:
• Step One – Review and Approve Absences
•
Click on Absence Requests (see below)
This page will then appear:
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
At this time you will want to do the following checks:
1. Click on the employees name/request to make sure the employee
has entered it correctly.
2. Make sure the start and end dates are correct for the time that the
employee wants to take time off for. Reminder: Absences can not
span over weekends or holidays. The only exception is that the
employee normally works on those days.
3. Make sure that the ‘Entry Type’ states ‘Hours Per Day’.
4. Make sure that the amount of hours requested is correct. ‘Exempt’
employees need to record their time off in either 4 or 8 hour
increments total. ‘Non-Exempt’ employees need to record their
time off in the 0.25 increments.
5. Make sure that they have enough balance to cover the amount that
they are requesting. If everything is correct….
6. Click on ‘Approve’.
See the next slide for what it will look like:
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
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Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
If there is something wrong with the request, you will need to ‘Push
Back’ that request for the employee to ‘Edit’. Please inform the
employee that you did that so they know to ‘Edit’ it. You will also
need to ‘Push Back’ requests if any employee needs to make a
change or void the request. Do no use the ‘Deny’ button, only use
the ‘Approve’ or ‘Push Back’ buttons.
Please note: If the supervisor approves hours without reviewing them first,
the only individual who can edit or void/cancel the request is the payroll
coordinator.
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
Can the supervisor enter an absence request for the employee?
YES!
Under ‘Manager Self Service’, instead of ‘Approve Time and
Exceptions’, click on ‘REPORT TIME’
Select your personal Supervisor Group or the Supervisor Backup
Group, which will automatically come up (depending on who you
are entering for): The ‘B’ code is for the employees that you are the
Main Approver for. The ‘C’ code is for the employees that you are
the Back-up Approver for.
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
Then select the employee’s name and click ‘Continue’ and then fill
out the absence request the same way the employee would fill it out
themselves. If you are unsure of how to do this, please refer to the
Absence/Time Sheet instructions for University Staff.
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
Step Two – Check and Fix Exceptions
•
An exception could mean:
– The employee punched his/her time incorrectly (entered in or out on
the wrong day or in the wrong in and out box, put PM instead of AM
or vice versa, etc.)
– It could also mean that the employee worked over 12 hours in one
shift. This is legitimate for some employees on campus because of
their schedules, but sometimes it can mean the employee entered
his/her time wrong, which is why you are given this exception
warning and it’s important to double check if you are unsure.
– If the employee worked over their regular scheduled hours based off
of their FTE % (in most cases –this would only come up for exempt
employees and will still only pay the employee for their set
scheduled hours – in this case, you can just OK the exception as it is
just an alert to the supervisor and will not pay over their exempt FTE
percentage).
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
Choose Group ID by clicking on magnifying glass next to field and
choose the Supervisor or Backup Supervisor option depending on
who you are approving for. Then click on the ‘Get Employees’ box.
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
If zero names appear, then there are currently no exceptions or time
administration still needs to run from when the employee entered
the information, so please always check this before approving an
employee’s timesheet.
If there are exceptions – you must click on each name and look at
what it is telling you. These exceptions have to be cleared before you
approve any absences or timesheet entry.
• Please note: If there is a “missed punch”, the employee or you
will have to fix the timesheet and resubmit. After this is done, you
must wait until the next time admin is done running. Time
Administration runs at 9am, 11am, 1pm, and 3pm and it usually
takes about 45 minutes to run. After it runs, you will be able to
go into payable time to approve your employee(s) time.
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
Step Three – Review and Approve Payable Time
When reviewing payable time, it will only include the hours your
employee physically work, not absences. It is important that the
hours physically worked, match the hours requested off and equal
the employee’s total reported hours. Click on ‘Approve payable time’,
then make sure you have the correct ‘Group ID’ for the employees
that you want to approve. Once the correct Group ID is selected,
click on ‘Get Employees’.
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
How to approve ‘Payable Time’
– Click on the first employee in the list.
– Time needing to be approved will be displayed by date in ‘Approval Details’.
– For each employee:
• Verify the time listed in the timesheet is correct. Compare to scheduled
time, if possible.
– To approve all time click ‘Select All’ this should put a check mark in all the
boxes.
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Click ‘Approve’.
Confirm the approval.
Verify there was a ‘Saved’ confirmation.
To access the next employee’s time, click ‘Next Employee’ at the top of the
page.
– Repeat the above steps for each employee.
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
Example: If the employee worked 6 hours and took 2 hours vacation, you
should only be approving 6 hours on the time sheet (not 8). If the employee
took the full day off, you should not see any hours to approve for that day.
•
If these hours do not match (too much or too little) it could cause the
employee to get paid overtime when they shouldn’t or it could cause
them to not get paid enough.
•
When reviewing the employee’s time to be approved – the total hours
will include their regular hours plus any hours they would be receiving a
differential for such as Night Diff, Weekend Diff, Overtime, etc.
•
If the employee makes an adjustment to their timesheet, sometimes
you will notice a negative number and a positive number for the same
day – all must be approved.
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
Approving Time after adjustments have been made (see picture
below): All negative and positive times must be approved to adjust
the time that have already been approved.
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
How to adjust an employee’s timesheet for them:
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
How to adjust an employee’s time sheet for them if they are not
showing up on the ‘Approve Payable Time’ screen.
Go to ‘Report Time’ and click on ‘Timesheet’.
Click on ‘Get Employees’ as you normally would for the other
screens, find the employee and click on their name. Enter the
employee’s IN and OUT times, but be aware that if the employee
only has one IN and one OUT, they need to be entered in the first ‘IN’
and the last ‘OUT’…leave the middle two rows blank. Once the hours
are entered, click on the ‘Submit’ button at the bottom.
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
Last Step: Review Hours Approved
As a supervisor you should always make sure you have approved all hours for
all of your employees. A way to check this would be to go to ‘View Time’
and then click on ‘Payable Time Detail’.
Search employees under your ‘Group ID’ and click ‘Get Employee’…then click
on each employee individually and it will look similar to the picture on the
next page.
You will be able to see if the employee needs time approved and if nothing
comes up for that day, you know the employee never enter any hours for
that day and you will need to get ahold of them or enter it for them.
Supervisor Instructions:
Bi-Weekly Payable Time/Absence Request
When the ‘Status’ states the following:
‘Needs Approval’ = means that you still need to approve
‘Approved’ = means that you have successfully approve the hours
‘Taken by Payroll’ = means that the hours were successfully approved
and taken by payroll to be paid.
Questions