university of wisconsin system hrs project 9-month unclassified employee tl/am entry fall 2014

University of Wisconsin SystemHRS Project

9-Month Unclassified Employee TL/AM Entry

Fall 2014

WelcomeWhat is HRS?

• UW System's Human Resource System (HRS)• An integrated system for all human resources,

benefits and payroll operations across all UW• Went live on April 18, 2011

• TL/AM - Time & Labor / Absence Management• Full implementation of Employee & Manager Self

Service by June 2012 at UWRF

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Who are Unclassified?

• Faculty

• Academic Staff - Instructional

• Academic Staff - Non-instructional

• Limited Appointments

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Unclassified ESS

Employee Self Service (ESS)Absence Management

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Reporting Absences

• Each division/department will continue to use itscurrent method of “requesting” an absence

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Sick Leave Policy:http://www.uwsa.edu/ohrwd/policies/upg10.pdf

For *100% Unclassified Staff, Absences can be taken by using the following guidelines:

Up to 2 hours = No need to report absence2 hours up to 6 hours = Report 4 hours6 to 8 hours = Report 8 hours

*If you work less than 100%, you should report actual hours absent.

For More Information on the Unclassified Leave Policy, please see the following link: Sick Leave is the

only leave allowed for 9 Month Employees

Guidelines for Reporting Absences

Employee Best Practices• Enter Absences as taken• Enter ALL absences by the 5th of the next month (UNC)

• Be sure to post “No Leave Taken” using the first day ofthe pay period if you didn’t taker any time off in that academic pay calendar month.• All “leave reports” must be submitted or sick leave will bereduced

• Take your time and be patient

NOTIFY HR of any/all Supervisory changes!

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***Supervisors approve by 10th of the month***

Login to My UW system• Located on UW-Platteville’s website. -Click on “M” from Campus Resources -Then Select “My UW System (Employee Portal)”

Reporting Absences

• Click on ‘Enter Absence’ in the ‘TIME AND ABSENCE’ box

Absence Management:

Sick Leave

ACADEMIC PAY PERIODS FOR 2014-15

https://www.uwplatt.edu/files/human-resources/2014-15academiccal.pdf

When entering sick leave, you need to pay attention to the academic payroll calendar:

-Dates of leave cannot span over weekends, holidays or into the next academic payroll calendar

Academic Calendar Example: Have a Doctor’s Appointment on September 22 so will be reporting sick leave - this absence actually counts for October time (see calendar). Then you do NOT have to report “No Leave Taken” for October.

Reporting Absences - Half Day Example

• Enter Start Date

• Select appropriate Absence Name: ‘Sick Leave (UNC)’ ONLY

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System automatically enters Legal

Holidays

Completed “Request Absence”for a Half Day leave

Enter:• End Date• Entry Type (Hours Per Day)• Hours Per Day

(appears), put in Hours

Click “Calculate”

Click Submit – Supervisor can now Approve - If you make a mistake – they can also ‘push it back’ to you

to correct.

Absence Management:Reporting No Absences

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No Leave Taken

• Start Date: The first day of the month.• A Basis (12 month employee) and C Basis (9 month employee) ALWAYS set to the First Day of the Month.

• If new to the position this month, THIS MONTH ONLY, enter your first day (Hire/Transfer Date). Hint: Use calendar button to select date.

• Absence Name: Click the drop-down and select No Leave Taken

• End Date: Enter the same date as the Start Date

• Original Start Date - leave BLANK

• Click the Submit button

Absence Name: No Leave Taken (UNC)

• Select “No Leave Taken (UNC)”

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Complete Form and Submit

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For new employees, FIRST MONTH ONLY - use the first day on your contract for the

start/end day of absence– After that you will ALWAYS use the first of the month for both start and end dates.

Example: 2/1/14-2/1/14 “No Leave Taken”

Make a Mistake? Here’s what you should do:-Ask Supervisor to “Push Back” to you or-Contact Human Resources/Payroll and ask them to “Push Back” to you-Go to My Portal > Absence Requests > View Absence Request History > find your request > click on Edit, make changes and hit Submit to save or Cancel to cancel request-If already approved by Supervisor, you’ll have to call Human Resources at 608-342-1176 or Payroll at 608-342-1178 and ask them for assistance

Resources Available to You

HRS Online Tutorials

General Information about Self-Service

https://uwservice.wisc.edu/

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Worked Summer Session/Service?

• You will receive a notice in the spring/summer with attachment and directions for summer session/service for reporting Sick Leave and No Leave Taken

• Paper copy report (only)

• Fill out the report and get to your supervisor by the date indicated in the email sent in the spring/summer

• DO NOT enter your summer session/service online

Resources Available to You

HRS Knowledge Base

HRS Online Knowledge Basehttp://kb.wisc.edu/hrs/

• 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

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Questions