Unclassified Employee TL/AM Entry Supervisor Approval

1. Unclassified Employee TL/AM EntrySupervisor Approval

2. What is HRS? UW System's Human Resource System (HRS) An integrated system for all human resources, benefits and payroll operations across all UW Went live on April 18, 2011 TL/AM – Time & Labor / Absence Management Welcome

3. Faculty Academic Staff – Instructional Academic Staff – Non-instructional Limited Appointments Who are Unclassified?

4. Who is eligible to earn sick leave? Employees who are covered by the WRS or are not covered by the WRS but are expected to work at least one-third of full-time ( 21% for an annual appointment and 28% for an academic year appointment) for at least one year (includes visiting faculty whose home institution does not provide sick leave.)

5. Paid Leave Information(Prorated if less than 100%) • Legal Holidays, Vacation, and Personal Holiday • Legal Holidays (all unclassified employees): 9 paid Legal Holidays per year: New Year’s Day, Martin Luther King Jr. Day, Memorial Day, July Fourth, Labor Day, Thanksgiving, Christmas Eve, Christmas Day, New Year’s Eve. (9 month employees only earn Legal Holidays that occur during the Academic Year.) • 12 month employees only • Personal Holiday: 36 hours each fiscal year; must use by end of fiscal year (6/30/XX) or hours are lost. • Vacation: 176 hours each fiscal year; prorated depending on start date. May immediately use vacation. May carryover vacation for one fiscal year. • 9 month (academic year) employees only • Not eligible for personal holiday or vacation

6. Paid Leave Information(Prorated if less than 100%) • Sick Leave • All Unclassified staff are given 176 hours of Initial Sick Leave Entitlement for use during the 1st 18 months of employment. Then Sick Leave will begin to accrue at the rate of 8 hours per paycheck for 12 month employees and 10.6 hours per paycheck for 9 month employees. • Sick leave accumulates without limit provided leave is reported completely, accurately and in a timely manner. • Employees may not use sick leave before it’s earned. • If you fail to turn in one or more leave reports during a fiscal year, your sick leave balance may be reduced at the end of the fiscal year (sick leave earned during fiscal year will be capped at 8.5 days for twelve-month employees and 6.4 days for nine-month/academic year employees). • If you miss work due to illness for 5 or more consecutive days, must provide written physician certification (does not apply to FMLA approved absences).

7. University Personnel Guideline #10 http://www.wisconsin.edu/hr/upgs/upg10.pdf The accrual of sick leave is a benefit that may provide

8. The valuable benefit of sick leave Sick Leave is a very valuable and generous benefit.  Not only can it be used for appropriate illnesses,  but upon retirement  (or if an employee has 20 years of WRS creditable service upon termination and is not yet eligible for a retirement benefit) unused sick leave is converted to a credit to pay for post-retirement health insurance premiums.   Employees with 15 years of adjusted continuous State of WI/ or UW service are eligible for the Supplemental Health Insurance Conversion Credit (SHICC) program.  SHICC provides a match of sick leave hours based on your full years of adjusted continuous service.  Sick leave is also converted to credits to pay for health insurance premiums of employees placed on layoff and is converted and available to eligible family members of a deceased employee who was carrying family coverage at the time of death. Additional information is available in the Department of Employee Trust Funds Sick Leave Conversion Credit Program brochure.

9. Employee Self Service (ESS) Absence Management Unclassified ESS

10. Employees will continue to request time off from their supervisors as they do now. HRS’ ‘Request Absence’ screens are used the same as “reporting absences” on your leave sheet. Reporting Absences

11. Leave Reporting Rules • Must establish a standard 40 hour work week (prorated if part-time) that is approved by your department chair or supervisor for reporting purposes. You may change official schedule whenever necessary. • Full-time employees report sick leave in half and full days • During each work day, if you miss: < 2 hrs 2-6 hrs 6+ hrs • Report Leave of: 0 hrs 4 hrs 8 hrs • Part-time appointees report actual hours missed • The employee deadline for entry into HRS is by the 5th of every month even if no leave is used. Leave reports and leave balances are available in the Time and Absence box of the My UW portal: https://my.wisconsin.edu.

12. my.wisconsin.edu Do not share your login and password. Login to My UW system

13. Multiple Jobs If an employee has multiple jobs, they will see this screen and need to select the job that they are reporting leave for. “No Leave Taken” must be reported on each job record that was active during the reporting month.

14. Click on ‘Enter Absence’ in the ‘TIME AND ABSENCE’ box No more paper leave statements. (Except for past reports prior to training.) “Reporting” Absences Look for missing reports here!

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

16. Completed “Request Absence” for a Half Day leave Enter: • End Date • Entry Type (Hours Per Day) • Hours Per Day (Appears) Click “Calculate” Click “Submit”

17. Reporting Absences – Full Day Example

18. Reporting Absences – One Week Example

19. Absence Management: Reporting No Absences

20. Use the 1st day of the month as the start and end date of the absence request. If new to the position this month, enter your first day (Hire/Transfer Date). (Hint: Use calendar button to select date) Absence Name: Click the drop-down and select No Leave Taken. End Date: Enter the same date as the Start Date. Original Start Date – leave BLANK Click the Submit button. No Leave Taken

21. Select “No Leave Taken (UNC)” Absence Name: No Leave Taken (UNC)

22. Complete Form and Submit

23. Absence Management: Supervisor/Chair/Manager Approval

24. Sign into ‘My UW System’. (my.wisconsin.edu) 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’. You will be automatically directed to the HRS log in screen and you will need to log in again for security purposes. MSS Absence Approval

25. Manager Time and Approval

26. 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 that report to the supervisor will 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 Reported Absence Approval

27. “Absence Request” Page

28. “Request Details” Page

29. Employee – Verification & Push Back

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

31. 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” Handle a “Push Back”

32. Revise absence request and submit again. Edit the Absence

33. Enter Absences as taken – After the fact. Enter ALL absences by the 5th of the next month. Do NOT enter legal holidays. System loads these automatically. Be sure to post a “No Leave Taken” using the first day of the month if no leave was used. (if the 1st falls on a holiday choose the next day) Sick Leave choice is – Sick Leave (UNC) NOT Hourly All “leave reports” must be submitted timely for all jobs or sick leave will be reduced. It’s each employee’s responsibility to enter this information for themselves monthly. NOTIFY HR of any/all Supervisory changes! Employee Best Practices

34. Approve Absences as submitted (weekly). Approve ALL absences by the 10th of the next month. Approve Absences after the fact only. Work with employees to correct errors. Approvals are necessary so employees’ leave balance is correct. It’s very important to encourage your employees to enter this information timely. Reminders will not be sent by the Human Resources Office. NOTIFY HR of any/all Supervisory changes! Supervisors Approval Best Practices

35. Who to Request Assistance from: Jen Schermitzler Payroll & Benefits Specialist-Advanced 715-232-2644 schermitzlerj@uwstout.edu Monica Winter Payroll & Benefits Specialist-Advanced 715-232-2223 winterm@uwstout.edu Jo Johnson Payroll & Benefits Program Supervisor 715-232-2610 johnsonjol@uwstout.edu

36. General Information about Self-Servicehttps://uwservice.wisc.edu/hrs/index.php Resources Available to YouHRS Online Tutorials

37. HRS Online Knowledge Basehttp://kb.wisc.edu/hrs/ Searchable How to/step by step documentation on time entry How to/step by step documentation on time approval Supported by the UW-System HRS project General HRS support documentation Resources Available to YouHRS Knowledge Base

38. Questions