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Student Supervisor Session April 2011

Detailed guide for students and supervisors at the University of Wisconsin on changes to the human resource system (HRS) in April 2011, including payroll cutover timeline, accessing the new Web Clock system, supervisor responsibilities, and time entry methods.

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Student Supervisor Session April 2011

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  1. Student Supervisor Session April 2011

  2. What is HRS? The University of Wisconsin Human Resource System (HRS) is a new integrated system for all human resources, benefits and payroll operations across all University of Wisconsin campuses.

  3. Student Payroll Cutover Timeline April 2011 • 3rd -9th – special payroll (in Kronos) • 10th -16th – Kronos still used • 17th - hours transfer to HRS; Kronos locked (If you have students scheduled to work on 4/17, you will need to enter their hours for them after go-live.) • 18th – HRS goes live!

  4. What’s Changing For Students • New payroll schedule – still biweekly, paydays are now Thursdays. • New Web Clock System (functionality similar to Kronos). • Time will be rounded to the nearest quarter of an hour.

  5. Accessing the Web Clock(for Students) • Log in to the My UW System portal: https://my.wisconsin.edu/.

  6. Select UW-Superior

  7. Log in with UW-Superior user ID and password

  8. Welcome, Julius Caesar

  9. Accessing the Web Clock(for Students) From the Portal: • Locate the “Time and Absence” module(available 4/18) • Click on the “Web Clock” link

  10. Using the Web Clock • Students with multiple jobs will choose their job beforethey can record their time

  11. Using the Web Clock • Select the appropriate Punch Type from the drop down menu: "In" to clock in, or "Out" to clock out.

  12. Knowledge Base: Student Resources • Logging into My UW Portal:http://kb.wisc.edu/hrs/page.php?id=16692 • Student Web Clock (multiple jobs):http://kb.wisc.edu/hrs/page.php?id=17207 • Student Web Clock (one job):http://kb.wisc.edu/hrs/page.php?id=16883

  13. Supervisor Responsibilities • Show students how to use the Web Clock • Enter/edit students’ hours (if necessary) • Approve students’ hours

  14. Accessing the System • Log in to the My UW System portal: https://my.wisconsin.edu/. • Locate the “Manager Time and Approval” module • Click the “Approve Payable Time” link.

  15. Approving Time

  16. Search for your employee(s) on the “Approve Time for Time Reporters” Page Search by Name or Group ID, etc. Make sure dates are correct. Click “Get Employees” to search.

  17. Search Tips • By name – case sensitive; use caps • By Group ID – click the magnifying glass icon to view your Group IDs. • Employee ID – not the same as student ID

  18. IMPORTANT: • Only employees with submitted time that has gone through Time Administration (a system process that runs three times in a 24 hour period) will appear when you search.  Anticipated run times are 10:00AM, 2:00PM, and 6:00PM.

  19. DO NOT approve directly from the “Approve Payable Time” page! You are only seeing payable hours. • Click on the Employee’s Name to view more details

  20. Before approving, you MUST look for exceptions: • Click on “Adjust Reported Time” to go to the timesheet.

  21. Exceptions appear with stopwatch icon Double click on icon to view the type of exceptions and their severity.

  22. What Are “Exceptions”? Exceptions can include: • Missed in or out punches – must be fixed • Long shifts (>12 hrs) – can be allowed

  23. Allow the exception if correct (for example, a 12-hr shift) To allow, check the allow box and click Save. Do not use this button Missed or incorrect punches must be corrected on the timesheet.

  24. Entering Time • Enter or correct the time in the appropriate In or Out box. • Use the second Out box for the end of the day/shift. • Use the plus sign to the far right to add a row • Click submit (bottom of timesheet) once hours are correct and click OK on the confirmation.

  25. Methods for Time Entry

  26. IMPORTANT: If you make any changes to a timesheet, you will need to wait for Time Administration to run again in order to approve the changes. If there are still exceptions you will need to repeat this process again. Anticipated run times are 10:00AM, 2:00PM, and 6:00PM.

  27. How to Approve After you fixed any exceptions on the timesheet, scroll down and click the “Return to Approval Details” link.

  28. How to Approve Select the days you wish to approve (usethe “Select All” optionwhen appropriate) Click the Approve button.

  29. When to Approve • You can approve daily. • At a minimum, it is recommended you approve weekly. • The approval deadline is Tuesday of the week after the period closes.

  30. Knowledge Base: Supervisor Resources • Logging in to My UW System Portal: http://kb.wisc.edu/hrs/page.php?id=16692 • Enter time or correct an error / exception:http://kb.wisc.edu/hrs/page.php?id=17220 • Approving time with NO exceptions: http://kb.wisc.edu/hrs/page.php?id=17186 • Approving time with exceptions:http://kb.wisc.edu/hrs/page.php?id=17168

  31. Changes to Note • Work-study earning periods have changed: the academic year award can no longer be earned in the summer. • Lump sums scheduled prior to go live will be paid a week earlier. • Forms and handbooks will be updated over the summer. • Access to Web Clock is from any computer.

  32. Stay tuned . . .

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