Time & Labor & Absence Management Requesting Time Off Employee Self-Service (ESS) Absence Entry

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Time & Labor & Absence Management Requesting Time Off Employee Self-Service (ESS) Absence Entry. When you see. This icon represents a place to slow down & make special note of a particular best practice or direction. This icon represents a navigation path. This icon represents a warning. - PowerPoint PPT Presentation

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Slide 1

Time & Labor & Absence Management

Requesting Time Off

Employee Self-Service (ESS) Absence Entry

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When you seeThis icon represents a place to slow down & make special note of a particular best practice or direction.This icon represents a navigation path.This icon represents a warning.This icon represents a key concept or idea.

2Check with your manager to determine his/her method for requesting time off. Two options available:Request time off via HRS. Your manager will either Approve, Deny, or Push Back the request in HRS.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. Requesting Time Off

How Do I Enter Time Off in HRS?

4The Absence Entry and Approval Process5

Words of WarningIf 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.

6Accessing the Portal - Entering an AbsenceAll 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.

To login to the My UW System Portal, go to the web address http://my.wisconsin.edu. When you visit this page, you will be asked to select the campus for which you work. Click the radio button for your university and click the Select button at the bottom of the page to be taken to your university's portal login page. UW-Madison users will access the same modules through the Work Record tab in the UW-Madison My UW Portal at https://my.wisc.edu.

Having selected your campus, you will now be at your university's login page. Each University of Wisconsin campus uses their own set of login credentials, and each login screen will look different.

If you don't remember your campus login information, or require help logging in, you should contact your campus' local help desk for support.

KB: 16896

7HRS Absence Request Page - Steps to FollowSelect Time and Absence from the Portal.On the HRS Absence Request page:Enter the Start DateSelect the Absence Name (i.e. Vacation, Sick, etc.)Enter the End DateSelect All Days in the Partial Days fieldEnter the number of hours per day in the Hours Per Day field.Click the Calculate End Date or Duration buttonClick the Submit button to send the absence to your manager for approval.You can choose to enter the Date Range of your absence by entering the End Date of your absence. The Start Date would be the first day of your absence, the End Date would be the last day of your absence.

8HRS Absence Request Page

This is the first screen you will see when accessing the 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.9

HRS Absence Request Page (cont.)End Date: You can enter the last work day of your absence, IF you are taking the same absence type (Vacation) and the same number of hours (8 hours per day).

After selecting an Absence, the Current Balance for the type of absence you have chosen will appear for your reference. This will help you identify if you have enough hours available.Select All Days in the Partial Days field.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 you entered a Start Date and End Date that spanned two weeks, HRS will calculate 8 hours every day, not just work days. By utilizing this button, you can verify the hours are correct.

Enter the number of hours per day in the Hours Per Day field. For example, you want to use 8 hours of vacation per day.Any comments you type here will be seen by your Manager when they go in to approve the request.Once you have clicked on the Submit button, your absence will go directly to your manager for approval.

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.You can choose to enter the Date Range of your absence by entering the End Date of your absence. The Start Date would be the first day of your absence, the End Date would be the last day of your absence.

10Viewing Balances

In the first column, you will see the Entitlements or absence types.

The Request Absence page 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.Point out the Allocated balance and the Earned Balance to understand how much they can still take.

You can see the balance for the absence bucket you are requesting from, but what about the other buckets? Where can you check on those balances?11

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.Too many women??12

Partial Day Absence Request Scenario #1Marsha is not feeling well in the morning at work. She decides to leave work at noon to go home to rest.

Before Marsha left work, she entered the Start Date and the absence of Sick Leave.She selected All Days in the Partial Days field.Following three slides will be demos to show when going over the quiz.Seed data of in/out time reporters for them to use in this example

Will have to correct all punches for that day to reflect the partial absence. If this is not done, they will be overstating their hours worked.

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Partial Day Absence Request Scenario #1In the All Days Hours field, Marsha fills in how many hours she will be gone each day of her date range (1/24/2010).

Marsha will only be gone for half of an 8 hour day, she enters 4 hours.MarshaMarsha entered the End Date, therefore, she does not need to enter the Duration.

HRS will calculate this value for Marsha upon clicking on the Calculate End Date or Duration button.

Show them how to view balances

Absence Tip SheetBreak down 2 most common scenarios in the web course and then have a tip sheet for less common, FMLA, Workers Comp14

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.

Reinforce Balance levels here.

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Partial Day Absence RequestsCheck Your Timesheet!Employees will see the requested absences reflected in a separate row and their regularly scheduled hours will still appear.

After clicking on the Submit button, Marsha sees she is appropriately reporting 8 hours on 1/24.

4.0 of regular time and 4.0 of sick leave.

If taking a partial day absence, it is best practice for the employee to go in and immediately look at their timesheet.

Employees will then need to fill in the amount of time they did work on their partial day of absence. Otherwise, they will be overstating their time.

In the example above, HRS will add the 8.0 hours of regularly scheduled time and 4.0 hours of sick time. Incorrectly reporting 12.0 hours of work time on 1/24.If they are an "In" and "Out" time reporter (Punch), they will have to correct all punches for that day to reflect the partial absence. If this is not done, they will be overstating their hours worked.

They are seeing timesheets and how to adjust things without having any info on timesheetschicken before egg dilemma16

To see the step by step directions visit the Knowledge Bases online directions at:http://kb.wisc.edu/hrs/page.php?id=16688

Do You Want Step by Step Directions?

Partial Day of Absence 17How 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.

Transition Slide18Submitted Absence Status

After youve 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. Transition Slide19

Choose the Absence Request History link to check on the status of your absence requests.

Approve, Deny, Push BackNotice you can see the Absence Name and the Status along with the dates you requested off.Saved: These Vacation requests have been Saved for Later.If you see this status IMMEDIATELY go in and SUBMIT the absence or it will be lost completely.Submitted: Your Manager has not yet looked at this request.Approved: You may take the absence you requested. I It is your responsibility to check in HRS to see if your absences are Approved, Denied, or Pushed Back.

Denied: You may not take the absence you requested.Push Back: You need to make some changes to your request.

Click on the Edit button.Use the Warning Icon for the Saved Statusif you see this, go in and Submit it or it will go into HRS limbo and nobody will approve it.20

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.

Click on the Edit button to modify your original request.

Approve, Deny, Push Back21

To see the step by step directions visit the Knowledge Bases online directions at:http://kb.doit.wisc.edu/hrs/page.php?id=16787

Do You Want Step by Step Directions?

Enter Multiple Absence Takes22

Contact your supervisor and/or payroll coordinatorKnowledge Base documentshttp://kb.wisc.edu/hrs/index.phpContact the Help Desk:Phone: 855-489-7877 or 608-890-1501Email: servicecenter@sc.wisc.edu

Available Resources

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