Time & Labor & Absence Management Entering Time Worked

HRS Timesheet

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HOW DO I GET PAID?

The most important question is…

You will be entering your time worked via

a HRS Timesheet.

You are (or were) hired.• When you were hired, a schedule is assigned to you.

Now you can enter time worked.• You are able to access the HRS System and report time via the HRS

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 & you’ll receive your paycheck.

The Steps to Receive a Paycheck

Time Entry Deadlines

It is recommended employees enter and submit their time each

day. If this is not possible, employees should at least enter

their time weekly.

First day ofpay period

First day ofpay period

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.

Best Practices for Entering Time Worked

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 (except UW-Madison) will log in to the My UW System portal at https://my.wisconsin.edu/. 

• Click the Work Record tab on the far right hand side of the page.

Log into the Timesheet UW-Madison employees• UW Madison users can optionally log in to the My

UW Madison Portal at https://my.wisc.edu.• The My UW-Madison home page opens. –Click on the Work Record tab and click HRS Self

Service Links.–Click the Timesheet hyperlink.

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.

IN: Enter the time you first report to your job.

OUT: Enter the time you leave your job for the day and will not return for another shift.

OUT: Enter the time that you leave your job for lunch, class, or any other reason and plan on returning.

IN: Enter the time you return to your job from lunch, class etc.

Click on the comment bubble to include a message regarding your time. Your supervisor approving your time will be able to read your message.

Use the drop down list to choose the appropriate time reporting code for your duties that day.

Use this button to clear time out of ALL fields that contain information.

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.

Click on this link to reference the hours you have reported to your supervisor for this time pay period.

The (+) will add a row and the (-) will delete a row.

The Summary of Hours will be blank until Time Administration (this occurs nightly) has been run.

HRS Punch Positive Timesheet

Standard Time Entry: Need Colons Need AM/PM or A/P

indicator

24 Hour Clock Entry: Military Time

Best Practices for Timesheet Entry

Standard Time Entry Examples 24 Hour Clock Entry Examples

7:15A 07153:00P 1500

4:45PM 164511:45AM 1145

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.

Best Practices for Timesheet Entry cont.

To see the step by step directions visit the Knowledge Base’s online directions at:http://kb.doit.wisc.edu/hrs/page.

php?id=16896

Do You Want Step by Step Directions?

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 student is employed 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.

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

Do You Want Step by Step Directions?

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.

• You can retake this course at anytime as a refresher• Contact your supervisor or payroll coordinator• Knowledge Base documents:

http://kb.wisc.edu/hrs/index.php• Contact the Help Desk:

608-264-4357 help@doit.wisc.edu

Resources