HRS Manager Self-Service (MSS)

1. HRS Manager Self-Service (MSS) Classified Employees - UHS

2. Outline • Types of Time Reporters • UHS Approval Timeline • Payable Time Approvals • Without Exceptions • With Exceptions • Absence Approvals • Reviewing Absence Balances

3. Types of Time Reporters There are four types of time reporters who will utilize a timesheet • Punch exception employees include classified permanent nonexempt employees such as Medical Program-Assoc, Financial Spec., and Custodians. Their timesheets will be the punch timesheet with a populated scheduled • Auto-lunch • No-lunch • Out/In Lunch • Punch positive employees include student help, classified LTE’s andclassified permanent nonexempt employees who do not have a populated schedule in HRS. • Elapsed exception employees include Classified Permanent exempt employees, such as IS Network Specialist and Nurse Clinicians. Their timesheets will be the elapsed timesheet with a populated schedule. • Elapsed positive employees include Unclassified hourly employees, such as our hourly physicians. Their timesheet will be the blank elapsed timesheet.

4. Time and Labor Application Overview

5. UHS Approval Timeline • Time Entry Due Dates: • Employees must enter and submit all time entries by 5 pm on the last Friday of the pay period • Supervisors must fix exceptions and approve all time by 11 am on the Monday after the pay period ends. Week 1 of Pay Period Week 2 of Pay Period Payable time and absences that are NOT APPROVED by a supervisor will not be paid. Please develop a reminder schedule for yourself so that you do not miss any deadlines resulting in employees not receiving payment.

6. Approving Payable Time • Log in to the My UW portal at: https://my.wisc.edu • Click on Work Record Tab • Manager Time& Approval

7. Approving Payable Time Click on Approve Payable Time

8. Approving PayableTime Complete Group ID to get employees you supervise Tip: Once you populate the group ID click on Save Selection Criteria. Next time you open this window your group ID will be populated Click on get employees NOTE: The Start Date and End Date defaults to the current pay period that needs approval

9. Approving Payable Time NOTE: If you do not see your Employee in the list click on View All View defaults to 1-8 names Click on the employee’s name to view and/or approve the employee’s time

10. Approving Payable Time Click on Adjust Reported Time to view employee’s actual timesheet

11. Approving Payable Time Review employee’s reported hours for accuracy. If you make a change to the timesheet you MUST submit back to run through Time Admin before you can approve Click on OK

12. Approving Payable Time To approve the above hours click on Return to Approval Details NOTE: You cannot approve hours from this screen

13. Approving Payable Time Check individual days or Select All Click on Approve to approve selected days

14. Approving Payable Time Click on OK Click on OK If this page is returned with zero hours You have successfully approved the employee’s time

15. Review and Approve Exceptions Time is entered and submitted by employees. Time Administration processes runs to analyze the entered time according to UW rules. Exceptions are created for time which meets specific criteria, such as punch time reporter whose IN is later than the scheduled shift or a punch reporter whose shift is longer than twelve hours Navigate to : MyUW > Work Record > Manager Time and Approval Click Exceptions

16. Review and Approve Exceptions Enter Group ID Tip: Once you populate the group ID click on Save Selection Criteria. Next time you open this window your group ID will be populated Click Get Employees Click the open box(es) under the allow, or click the Allow All button Review the listed exceptions. If the exceptions do not require further investigation, they may be allowed Click Save WARNING: Review all HIGH severity exceptions on employee’s time sheet to determine whether the exception should actually be allowed or time reported needs correction.

17. Review and Approve Exceptions Exceptions have been approved and have been removed from employee’s timesheet

18. Review and Approve Exceptions through the Timesheet Click on employee’s name Click on Adjust Reported Time to view timesheet

19. Review and Approve Exceptions through the Timesheet Review reported hours for accuracy Click on an exception icon

20. Review and Approve Exceptions through the Timesheet Check individual exceptions or Allow All Click Save Exceptions have been cleared Scroll down and click on Return to approval details to approve time Note: If an exception was created due to incorrect time entered, correct the time on timesheet and submit. When the next Time Admin runs, the time will be evaluated, and exception will be cleared. Confirm the exception has been cleared after the Time Admin process, and approve hours.

21. Questions?

22. Approving Absences Click on Manager Time an Approval Click on Approve Absence

23. Approving Absences Click on employee’s name Note: Before approving check employee’s balance for sufficient time Click Approve

24. Approving Absences Click Yes Click OK Once approved, employee’s name drops off of your pending requests Note: You cannot make a change to an absence request that you have approved. Contact the UHS HR office if a change needs to be made to an approved request.

25. Approving Absences from Timesheet Click Approve Absence

26. Approving Absences from Timesheet Click on employee’s name Click Yes Click Approve Click OK

27. Approving Absences from Timesheet Note: You cannot make a change to an absence request that you have approved. Contact the UHS HR office if a change needs to be made to an approved request.

28. Push Back/Deny Absences Click Yes Type in reason for push back or denial Click OK You were gone on 4/10 – please correct Click Push Back Click OK

29. Entering an Absence for an Employee Path: MyUW > Work Record > Manager Time and Approval Click Manager Self Service – Time Management Click Absence Request

30. Entering an Absence for an Employee NOTE: Only managers who are authorized for more than one group of employees will see this screen Click Continue Click Radial button for group to view Click Continue Click Radial button for employee Click Continue

31. Entering an Absence for an Employee Enter Start Date of absence (required) Enter EndDate of absence (required) Indicate Absence Name (required) Click Calculate End Date or Duration Click Submit

32. Entering an Absence for an Employee Click OK Click Time Sheet to review for any needed adjustments Request submitted by employee Request approved by manager

33. Entering an Absence for an Employee On 4/13 employee submitted 8.5 hours worked , then requested 8.0 hours vacation. Hours worked must be removed Delete Hours worked Enter Quantity Enter Time Reporting Code Note: Since an adjustment has been made to reported time, timesheet has to submitted to run through a Time Admin process Click Submit Once Time Admin has processed, check for exceptions and approve time

34. Questions?

35. Checking Employee Absence Balances Log in to the MyUW portal at https://my.wisc.edu Navigate to Work Record > Manager Time and Approval > Approve Absence link

36. Checking Employee Absence Balances Click View Absence Balances Click Continue

37. Checking Employee Absence Balances NOTE: Only managers who are authorized for more than one group of employees will see this screen Click the Radial button For group you want to view Click Continue

38. Checking Employee Absence Balances Note: Current balances do not reflect absence requests that have not been processed by payroll Click the Radial button for employee you want to view balances on Click Continue

39. Questions?

40. Resources • This powerpoint and training videos can be accessed at anytime as a refresher on the UHS intranet HR page: http://int.uhs.wisc.edu/hr/index.shtml • HRS Processing notifications from the UW Service Center: http://twitter.com/#!/HRSProcessing • Knowledge Base documents: http://kb.wisc.edu/hrs/index.php • Punch Exception Timesheet Entry (Manager): https://kb.wisc.edu/hrs/page.php?id=16836 • Punch Positive Timesheet Entry (Manager): https://kb.wisc.edu/hrs/page.php?id=16832 • Elapsed Exception Timesheet Entry (Manager): https://kb.wisc.edu/hrs/page.php?id=16824 • Approve an Absence (Manager): https://kb.wisc.edu/hrs/page.php?id=17247 • Pushing Back an Absence Request (Manager): https://kb.wisc.edu/hrs/page.php?id=17866 • Deny an Absence Request (Manager): https://kb.wisc.edu/hrs/page.php?id=17846 • Enter and Absence Take (Manager): https://kb.wisc.edu/hrs/page.php?id=17763 • Enter Partial Day Absence (Manager): https://kb.wisc.edu/hrs/page.php?id=17790 • Enter Absences with Multiple Take Types (Manager): https://kb.wisc.edu/hrs/page.php?id=17819 • Checking Employee Absence Balances (Manager): https://kb.wisc.edu/hrs/page.php?id=18200 • Contact UHS HR Office: Lynn Sullivan Amanda Suncar 2-1102 0-2860lksulliv@uhs.wisc.eduapsuncar@uhs.wisc.edu