When you see…

1. Time & Labor & Absence ManagementApproving Employee Submitted Absences For managers who supervise employees who are eligible for paid time off

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. The Absence Entry and Approval Process

4. Requesting Time Off • Inform the staff of your preferred method for requesting time off. When utilizing ESS Absence, there are two options available: • Request time off via HRS. You will either Approve, Deny, or Push Back the request within HRS. • Request time off by another method (email, calendar, etc.) Once you give the employee approval, thenthe employee will record the absence in HRS as the same time when he/she submits a timesheet or leave report.

5. An Employee Submitted an Absence… Now what?

6. Accessing the Portal - Entering an Absence • All employees (except UW-Madison) 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. • Madison users log in to the My UW Madison Portal at https://my.wisc.edu. • Click on the Work Record tab – HRS Self Service Links.

7. MyUW Portal Login for Managers Look for the Manager Time and Approval section Clicking on the Absence tab will display employee absence requests that require approval. Clicking on Approve Absence will take you into HRS to approve the submitted absence requests.

8. Pending Absence Page Pending Absence Page The list of employee’s who have submitted an absence request. By clicking on the blue hyperlinked employee name, you will be taken to the following screen to Approve, Deny, or Push Back an absence. Let’s take an in-depth look at the Absence Approver page. • Notice you can see the: • Absence Name (type), • Start and End Date and • When the absence request was submitted.

9. Absence Approver Page This is the screen you will see when Approving, Denying or Pushing Back absence requests. You can view the available balance for the type of absence requested. The comments from an employee on the Absence Request page will be displayed for you to read and respond (if necessary). Click the button to either Approve, Deny, or PushBackthe absence request.

10. Approve, Deny, or Push Back? If you choose to “Push Back” an absence request you are telling the employee that they may need to make a change to their request and then resubmit. Deny: Choosing this option means that you will not allow your employee to take their requested absence. The employee is responsible for checking through the Portal if their request is denied. Approve: Choosing this option will allow the employee to take their absence request. The employee is responsible for checking through the Portal if their request is approved. Push Back: What does this mean? For example, push back could be used when an employee does not have enough Personal Holiday leave and needs to take Vacation instead. This would be a reason to “Push Back” a request.

11. Approval Warnings HRS will show a warning and a confirmationbefore an absence is approved.

12. Do You Want Step by Step Directions? • To see the step by step directions visit the Knowledge Base’s online directions at: • http://kb.wisc.edu/hrs/page.php?id=16740

13. Keep in Mind… It is important to keep up with approving your employees’ absence requests. If you get behind, their absence balances will not be up to date and their pay may not be accurate.

14. Viewing Absence Request Status • Notice you can see the: • Absence Name (type), • Start and End Date and • When the absence request was submitted. • You can view absence requests by: • Accessing HRS through the My UW Portal -Approve Absence link or • Following the HRS navigation path shown to the left. • Either way, you will end up on the same screen to approve absence requests. From the Show Requests by Status field, you can choose to see Pending, Approved, or Denied Absences. Remember to click on the Refresh button once you make your selection.

15. Viewing Employee Leave Balances • You can view absence requests by: • Accessing HRS through the My UW Portal -Approve Absence link or • Following the HRS navigation path shown to the left. • Either way, you will end up on the same screen you were on to approve absence requests. To check an employee’s balances, enter the date on which you would like to start searching. Then, click on the Continue button. Before approving absences, it is recommended that managers check to make sure their employees have enough leave time to take the absence they are requesting.

16. Viewing Employee Leave Balances In the first column, you will see the Entitlements,or absence types an employee may have available to them. You will onlyhave access to the employees that report to you. Choose an employee by clicking on the radio button next to their name. Then click on Continue. In the next column, you will see their balance in Hours as of the last running of Time Administration.

17. Warning! The only sure way of knowing that an employee will be paid for an absence is for the employee and/or manager to check the Employee Leave Balances page manually.

18. Approve,Deny,Push Back Saved: These Vacation requests have been ‘Saved for Later’. The employee must remember to go in and submit them. Denied: The employee may not take the absence they requested. Push Back: Indicates that the employee needs to make some changes to their request. The employee clicks on the Editbutton to make changes to the request. Notice when the employee accesses the Absence Request History page, they can see the Name and the Status of their absences along with the dates for which they requested off. Saved: Indicates the employee chose to ‘Save for Later’. Employees should NOT USE the ‘Save for Later’ option. Requests will be lost in HRS if the employee does not remember to go back and Submit. It is the employee’s responsibility to check in HRS to see if their absences are Approved, Denied, or Pushed Back. Approved: The employee may take the absence they requested. Submitted: Indicates that the Manager has not yet looked at this request.

19. Approve,Deny,Push Back The employee clicks on the Editbutton to modify their original request. If the Edit button is grayedout, they will not be able to go back and Edit the request. • The employee will be taken back to their original request. • Here they can: • Read the Manager comments, • Modify the request, • Add additional comments and • resubmit the request.

20. Contact your payroll coordinator • Knowledge Base documents: http://kb.wisc.edu/hrs/index.php • Contact the Help Desk: Phone: 855-489-7877 or 608-264-4357 Email: help@doit.wisc.edu • Available Resources