Unclassified Employee TL/AM Employee Self-Service

1. Unclassified Employee TL/AM Employee Self-Service

2. Absence Reporting Considerations • You must establish a standard work week for reporting purposes. • Your official schedule should total 40 hours per week (pro-rated for part-time) including: • Classes • Office hours • Other regularly scheduled obligations • Time for research or other self-directed work required by your appointment. • Default schedule for all unclassified employees is Monday through Friday, 7:45 a.m. – 4:30 p.m. • With the approval of your supervisor you may file an alternate schedule. • A leave report is due monthly, regardless of whether any leave time is used during the month.

3. Agenda • ESS/MSS Overview • Absence Reporting • Report Absences • No Leave Taken • Half Day Absence request • Full Day Absence request • One Week Absence request • Employee Best Practices • Review Absence Submissions • Frequently Asked Questions • Additional Resources

4. Welcome What is HRS? • UW System's Human Resource System (HRS) • An integrated system for all human resources, benefits and payroll operations for UW System • Went live on April 18, 2011 • TL/AM – Time & Labor / Absence Management • Full implementation of Employee & Manager Self Service 2012/2013

5. What is ESS/MSS? Employee Self-Service, or ESS, is an HRS capability that enables employees to report time worked and/or leave electronically, which is then sent to a supervisor for review and approval online. Manager Self-Service, or MSS, is an HRS capability that enables supervisors to review their employee’s electronic time and absence entries for validation and approval online.

6. Benefits of ESS/MSS • Improved time and absence reporting transparency for supervisors and employees. • Increased management in time/absence entry for supervisors. • Minimized duplicate time & absence entry from a paper form to the online form. • Reduced paper timesheets and paper leave reports • Secured method to enter time and absences.

7. Who are Considered Unclassified? Employees paid on monthly basis: • Faculty • Academic Staff - Instructional • Academic Staff - Non-Instructional • Limited Appointments (i.e. Directors, Administrators, etc.)

8. Process Overview Absence Management Employee Self Service brings many exciting improvements including the following features for unclassified employee: • 24/7 access with up-to-date leave balances and leave usage information. • Personalized, user friendly self-service reporting and approval pages that are simple to learn and use. • Absence information keyed • Key as you go! Don’t wait until the end of the month. • Eligible employees to view absence balances through Self Service on the PeopleSoft My UW Extension Portal. • Approvers to review and approve absences electronically. • Absences Management is part of the HRS System.

9. Absence Reporting Whether you are a new or existing employee, it’s important to recognize that: • Sick leave, vacation and personal holidays are important elements of the UW System total compensation package. • Accountability for proper leave use and reporting are essential to ensure the on-going availability of these valuable benefits.

10. Earned Leave – Twelve-Month Employees • Full-time, twelve-month employees earn 22 days (176 hours) of vacation per year. Institutional guidelines concerning unused vacation carryover provisions vary, as do departmental guidelines. • Thirty-six hours per year of personal holiday leave are granted. You have until the end of the fiscal year to use them or they are lost. • Nine legal holidays • NOTE: If you are employed on a part-time basis, your leave time is pro-rated consistent with your percentage of employment.

11. Types of Leave • Sick Leave (UNC) • Vacation Leave (UNC) • Personal Holiday Hours (UNC) • Vacation Carryover Hours (UNC) • Jury Duty (UNC) For Tracking Only • ALRA (UNC) Processed through the payroll office only • Legal Holiday Hours – Not reported by employee except under special circumstances • Leave of Absence – Processed through the payroll office only. • Hourly Sick Leave (UNC) DO NOT USE. Note: UNC means Unclassified

12. Reporting Time Away

13. Reporting Leave • Each division/department will continue to use its current method of “requesting” an absence. • HRS’ ‘Request Absence’ screens are used the same as “reporting absences” on your leave sheet and should be updated as they are taken for best work practices.

14. Log Into My UW Portal & HRS Logging in to My UW System portal at https://my.wisconsin.edu/ • Click the UW Extension radio button. • Click the Select button. Note: You must have a valid username and password provided by a UW System campus.

15. Log in to My UW System • Log in to the MY UW System portal at https://my.wisconsin.edu • Click on University of Wisconsin – Extension • Click on the “Select” Button

16. Login to My UW System - Cont. • Located on For Faculty and Staff > My UW System

17. Reporting Leave • Click on ‘Enter Absence’ in the ‘TIME AND ABSENCE’ box

18. Missing Leave Report • No more paper leave statements! (Except for prior report before ESS Go Live and unpaid LOA) • Click on “Outstanding Missing Leave Reports” Link • Document will open showing the prior missing leave report.

19. Unclassified Missing Monthly Absences • Missing / Past Due Leave Reports • If you are not sure if you have a past due leave report, you can find out by checking on your UW System Portal. • A Outstanding Missing Leave Report link appears under the Leave Reports tab in the Time and Absence module if there is a missing leave report. • Click on the link to display a list of the prior missing leave reports. • Missing / Online Absences • An Outstanding Missing Leave Report link appears under the Leave Reports tab in the Time and Absence module if there is an online absence missing. • Click on the link to display the list of the prior missing monthly absences.

20. Reporting Absences Online Employee Self-Service (ESS) Enter No Leave Taken

21. Absence Name: No Leave Taken Where do I go to report an absence?

22. Absence Name: No Leave Taken- Cont. Start Date always appears as the Current Date

23. Absence Name: No Leave Taken - Cont. How to enter “No Leave Taken” for the month: Follow the 4 steps below: • Start Date: Enter the first of the month that you are reporting for (Ex. 10/1/2012, 11/1/2012). Both the start and end date (if it pops up) should be the same. • A Basis (12 month employee) set to the first day of the month. • If new to the position this month, enter your first day (Hire/Transfer Date). (Hint: Use calendar button to select date) 2. Absence name - “No Leave Taken” 3. End Date: Enter the first of the month that you are reporting for again. The End Date must equal the Start Date (use the first day of the month). 4. Click the Submit button and Confirm. *NOTE: Filter by Type – (Field is not used)

24. Example: No Leave Taken - Cont. • Select “No Leave Taken (UNC)”

25. Complete Form and Submit - Cont. Example of Employee Starting in the Middle of the Month

26. Example of No Leave Taken

27. Reporting “Half Day Absence” Employee Self-Service (ESS) Enter Half Day Absence

28. Reporting Absences – Half Day Example • Enter Start Date • Select appropriate Absence Name: • Screen will change based on type of absence taken

29. Completed “Request Absence” for a Half Day leave Enter: 1. Start Date 2. Absence Name 3. End Date 4. Entry Type (Click Down Arrow) (Select Hours Per Day) • Hours Per Day (Appears) • Enter Number of Hours (Fill in Hours Per Day Box; Do Not Touch Duration Box) 7. Click “Calculate End Date or Duration” 8. Click “Submit”

30. Example of Entering Full Day Absence Employee Self-Service (ESS) Enter Full Day Absence

31. Reporting Absences – Full Day Example Enter Start Date and Absence Name. Then complete the rest of the fields before clicking “Submit”. For one Day: Enter Start/End Date the same “Duration” field should default to ‘8’ after “Calculate” button is clicked Be sure to click “Submit”

32. Example of Entering Full Week Absence Employee Self-Service (ESS) Enter Full Week Absence

33. Example of Full Week Entry Before Submission One week Monday – Friday Do not include Weekend Clicking “Duration” calculated 40 hours Click “Submit”

34. Absence Management Supervisor/ Chair/Manager Approval

35. MSS Absence Approval • Sign into ‘My UW System’. my.wisconsin.edu to enter your Portal site • Login using user name and password • Locate the ‘Manager Time and Approval’ box. • A list of employees with absences ready for approval will be seen by clicking on the ‘Absence’ tab. • Only employees who have entered absences will be listed. • Click on ‘Approve Absence’.

36. Approving Absences • Click on Approve Absence in the MANAGER TIME AND APPROVAL’ Module. John Doe Jane Doe

37. Reported Absence Approval • This will bring you to the ‘Absence Requests’ screen. • The list of employees and requests changes based on the “*Show Requests by Status” selected. Default status is ‘Pending’ • All Staff (Classified/Unclassified) appear • To review and approve an absence request, click on the employee’s name. This opens a “Request Details” page. • Click on the appropriate action to take on this request (Approve, Deny, or Push Back). • Approve – Verify the employee has enough leave time available • Deny – Not to be used at this time • Push Back – Used when the date/time/type requested does not match prior approved request

38. “Absence Request” Page

39. “Request Details” Page Check the current balance to make sure the employee has the time to use. Check the “Hours Per Day” is selected for entry type with the amount of hours in the Hours Per Day box. If multiple days are being requested, check to see that duration is calculating the correct amount of hours based off of what has been entered in the hours per day box and the date range is accurate.

40. APPROVAL PROCESS Employee – Verification & Push Back

41. Employee – Verify Absence Approvals • Check for Absence approvals at My UW System • Verify all absences have been ‘Approved’ • Reworkshows an Absence was “Push Back”

42. Handle a “Push Back” • Click Enter Absence • Towards the bottom is View Absence Request History • Click the Edit button to the far right on the absence that says “Push Back”

43. Edit the Absence • Change what was incorrect and resubmit

44. Employee Best Practices • Enter Absences as taken – After the fact! • ALL absences must be entered and approved by supervisor by the 5th day of the next month • Be sure to post a “No Leave Taken” using the first day of the month • All absences must be submitted or sick leave will be reduced • Communicate to your supervisors if you are unable to enter absences • Take your time and be patient • Don’t be afraid to ask questions. • NOTIFY HR and Payroll of any/all Supervisory changes! • Contact your Payroll Coordinator to record any leave without pay transactions.

45. Log Out of HRS Best Practice for Logging Out of Systems: • Be sure to “sign out” in the upper right hand corner of the HRS and close the browser • NOTE: If you do not see the sign out in HRS, click on Employee Self Service • Be sure to “log out” in the upper right hand corner of the My UW System portal and close the browser. • Not practicing these steps can cause the next person to login to pull up your personal information and absences.

46. Supervisors Approval Best Practices • Approve Absences as submitted (weekly) • Approve ALL absences by the 5th of the following month • Approve Absences after the fact only! • Work with employees to correct errors • Approvals are necessary so employees’ leave is correct • Take your time and be patient • Don’t be afraid to ask questions • NOTIFY your Payroll Coordinator of any/all Supervisory changes!

47. When to Request Assistance from: Audrey Beckwith, Payroll Coordinator - COOP-Extension. Sreekumari Nair, Payroll Coordinator - all other Divisions. • Missing an Employee? If you are unable to see one of your employees, email your Payroll Coordinator. • Not Sure on Approval? If you are unsure about anything regarding absence approval, please email your Payroll Coordinator.

48. FAQ’S Employee Self-Service (ESS) Frequently Asked Questions

49. What types of leave do I report? • Vacation • Sick Leave • Personal Holiday • ALRA • Jury Duty • No Leave Taken NOTE: All employees are required to report No leave Taken when no leave is taken during the month.

50. What types of leave is handled by payroll? • FMLA • Military • Catastrophic • Leave of Absence Note: Current process for reporting these types of leave will not change.