Time & Labor & Absence Management

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

When you see…

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• Check with your manager to determine his/her method for requesting time off.

• Two options available:1. Request time off via HRS. Your manager will

either Approve, Deny, or Push Back the request in HRS.

2. 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?

The Absence Entry and Approval Process

Employee •Enter and Submit Request

•Adjust Timesheet if necessary

HRS•Sends request to manager

Manager Views

Requests

•Approves•Denies•Pushes Back

Manager•Adjusts Employee Timesheet if necessary

Words of Warning

If 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.

Accessing the Portal - Entering an Absence• All 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.

HRS Absence Request Page - Steps to Follow

1. Select Time and Absence from the Portal.2. On the HRS Absence Request page:

a) Enter the Start Dateb) Select the Absence Name (i.e. Vacation, Sick, etc.)

3. Enter the End Date4. Select All Days in the Partial Days field5. Enter the number of hours per day in the Hours Per Day

field.6. Click the Calculate End Date or Duration button7. Click the Submit button to send the absence to your

manager for approval.

HRS 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.

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.

Viewing 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.

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.

Partial Day Absence Request Scenario #1

Marsha 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.

Partial Day Absence Request Scenario #1

In 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.

MARSHA

Marsha 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.

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.

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.

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

id=16688

Do You Want Step by Step Directions?

How 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.

Submitted Absence Status

After you’ve 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.

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

Approve, Deny, Push Back

Notice 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.

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 Back

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

php?id=16787

Do You Want Step by Step Directions?

• Contact your supervisor and/or payroll coordinator

• Knowledge Base documents– http://kb.wisc.edu/hrs/index.php

• Contact the Help Desk:– Phone: 855-489-7877 or 608-890-1501– Email: servicecenter@sc.wisc.edu

Available Resources