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

1. Time & Labor & Absence ManagementRequesting Time Off Employee Self-Service (ESS) Absence Entry

2. 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. This icon represents a key concept or idea.

3. Requesting Time Off • Check 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, thenyou record the absence in HRS at the same time when you submit your timesheet or leave report.

4. How Do I Enter Time Off in HRS?

5. The Absence Entry and Approval Process

6. The HRS Absence Request and Approval Process To request an absence, you must also understand the different “buckets” of time you can take from and what happens as time is removed and earned.

7. Allocated vs. Earned Example • Vacation/Legal Holiday Allocation • Amount of Vacation and Legal Holiday given to the employee at the beginning of the calendar and/or fiscal year based on employee data. • Vacation/Legal Holiday Earned Balance • This is the amount of Vacation and/or Legal Holiday that an employee earns per pay period based on paid hours or hours worked. • Allocated vs. Earned • You can take ALL or parts of your allocated balance at any time during the year, however, it is recommended to notuse in excess otherwise you may not have enough legal holiday hours needed to be paid for remaining holidays.

8. Vacation Allocation: • 120 hours – 40 hours = 80 hours Allocated vs. Earned Example • Vacation Allocation= • 120 hours • Earned Vacation Balance • = 23 hours • Vacation Earned Balance: • 23 hours – 40 = -17 hours When the 40 hours of vacation time is subtracted from the 23 hours of Earned time in the bucket, you end up with -17 hours. Is this okay? Can you still take vacation? The time will also come out of your Earned Vacation bucket. You don’t have quite as much time in this bucket: 23 hours. When you take the 40 hours of vacation, the time will come out of your Allocated Vacation bucket. You want to take a week’s vacation, which equals 40 hours according to your regular schedule. You have a pretty full bucket ofAllocated Vacationtime: 120 hours.

9. Allocated vs. Earned Example So, even though your Earned Vacationbucket sprang a leak and you lost 17 hours, you will earn it back over time from your Allocated Vacation bucket. You will earn the -17 hours back from the 80 you have left in your Allocated Vacation bucket. Yes, you can still take vacation! This is because your Allocated Vacation bucket still has water in it.

10. Words of Warning Once your full Vacation and/or Legal Holiday Allocation buckets are empty, they cannot be filled up again until the new fiscal or calendar year.

11. 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.

12. Accessing the Portal - Entering an Absence • All employees 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. • Click on the Work Record tab – Time and Absence

13. HRS Absence Request Page Alwaysenter 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. This is the first screen you will see when accessing the HRS Absence Request page.

14. HRS Absence Request Page (cont.) After selecting an Absence, the Current Balancefor the type of absence you have chosen will appear for your reference. This will help you identify if you have enough hours available. End Date:You can enter the last work day of your absence, IFyou are taking the same absence type (Vacation) and the same number of hours (8 hours per day). 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. Select All Days in the Partial Days field. Once you have clicked on the Submit button, your absence will go directly to your manager for approval. DO NOTuse the Save for Later button. If used, you mustremember to go back into HRS and either Submit or cancel the request. 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.

15. Viewing Balances In the first column, you will see the Entitlements or absence types. In the next column, you will see your absence balance(s) in Hours as of the most recent confirmed Payroll. The Request Absence page displays a hyperlink – View Absence Balances. This allows you to view how much time is available in each absence “bucket”.

16. 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.

17. Partial Day Absence Request Scenario #1 Before Marsha left work, she entered the Start Date and the absence of SickLeave. Marsha is not feeling well in the morning at work. She decides to leave work at noon to go home to rest.

18. Partial Day Absence Request Scenario #1 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. 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.

19. 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.

20. Partial Day Absence Requests Check Your 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 hoursof sick time. Incorrectly reporting 12.0 hours of work time on 1/24. Employees will see the requested absences reflected in a separate row and their regularly scheduled hours will still appear. If taking a partial day absence, it is best practice for the employee to go in and immediately look at their timesheet. 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.

21. 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.

22. 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.

23. Approve,Deny,Push Back 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. I Choose the Absence Request History link to check on the status of your absence requests. Approved: You may take the absence you requested. Notice you can see the Absence Name and the Status along with the dates you requested off. Submitted: Your Manager has not yet looked at this request. Denied: You may not take the absence you requested. It is your responsibilityto check in HRS to see if your absences are Approved, Denied, or Pushed Back. Push Back: You need to make some changes to your request. Click on the Editbutton.

24. Approve,Deny,Push Back Click on the Editbutton to modify your original request. 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 grayedout, you will not be able to go back and Edit the request.

25. 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