9 month Unclassified Absence Management

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 Full implementation of Employee & Manager SelfService by June 2012 at UWRF

Who are FASL? Faculty Academic Staff - Instructional Academic Staff - Non-instructional Limited Appointments

Employee Self Service (ESS) Absence Management Each division/department will continue to use its current method of “requesting” an absence

Employee Best Practices Enter Absences as taken Enter ALL absences by the 5th of the next month (UNC) Be sure to post “No Leave Taken” using the first day of the month (Both Start and End Date) if you didn’t take any time off for the month All “leave reports” must be submitted or sick leave could be reduced Take your time and be patient ***Supervisors approve by 10 th of the month*** NOTIFY HR of any/all Supervisory and Backup Approver changes!

Entering Absences How to log on to My UW-System (Employee Portal)  From UW-Platteville’s homepage, you can click on ‘Faculty and Staff’, then under ‘Quick Links’, click on My UW System (employee portal) or….  Click on ‘Shortcuts’, go to ‘A to Z Index’, click on ‘M’, then select ‘My UW System (Employee Portal)’ – Select ‘UW-Platteville’ as your Organization, click ‘Go’ – Enter ‘NetID’ and ‘Password’, this will be the same log-in information as your .

Entering Absences This is what My UW System looks like:

Entering Emergency information Click on “Update my personal information”

Entering Emergency information Click on “Change emergency Contacts”. Click “Add an Emergency Contact” Enter information Click Save when finished

Entering Absences Where do I go to request an absence request? Go to the Time and Absence section in My UW System and click on “Enter absence”.

Entering Absences This is what the Absence Screen looks like:

Leave Balances for Full Time 9 Month Employees Sick Leave = 176 hours given for the first 18 months of employment; after first 18 months, earns hours per month (Based on 100%).

Fiscal Year Paid Leave

Guidelines for Reporting Absences For More Information on the FASL (Unclassified) Leave Policy, please see the following links: Sick Leave Policy:

Guidelines for Reporting Absences  *100% FASL Employees, Absences can be entered by using the following UW-System Guidelines: Less than 2 hours = No need to report absence 2 hours up to 6 hours = Report 4 hours 6 to 8 hours = Report 8 hours  *If you work less than 100%, you should report actual hours absent.

Guidelines for Reporting Absences If you fail to report even one month of Leave Reports, your sick leave could be reduced. Each month you either report an absence or “No Leave Taken” for the month. Either way, you must report something each month by the 5 th of the following month. Example: September is due on October 5 at the latest.

THINGS TO REMEMBER FOR ANY TYPE OF LEAVE REQUESTS: Don’t span across weekends or over holidays Don’t span leave over two months (Example: Sick request for September 30-October 2) – do 2 separate requests When requesting a leave request for more than one day, be sure: -Using same amount for “Hours Per Day” (all 8 hours or all 4 hours) If NOT, then do separate requests.

Explanation of Leaves – Jury Duty When missing work for jury duty make sure to enter a leave request of jury duty. This will note the absence but will not use any paid time as there is no balance associated with jury duty.

Explanation of Leaves – Leave w/o Pay Leave without pay needs to be approved prior to taking the time off.

Explanation of Leaves – Sick leave Sick is meant to be used when you or a family member is sick. To view sick leave policy click hyperlink. olicies/ops/bn3.pdf olicies/ops/bn3.pdf

Entering Absences Entry instructions for a one day or partial day absence: 1.‘Start Date’: Click on the calendar and select what day you are taking time off. 2.‘Absence Name’: Click on the down arrow and select what type of leave you want to use. 3.Now the ‘End Date’ shows up…select the same date as your ‘Start Date’. 4.‘Hours Per Day’: Enter how many hours you want to use that day.  100% appointment: Less than 2 hours = No need to report absence2 hours up to 6 hours = Report 4 hours6 to 8 hours = Report 8 hours  Less than 100% appointment: You need to enter your Absence Request off in the 0.25 increments. Example, 1 hour and 45 minutes off equals 1.75

Entering Absences 5.Click on the ‘Duration’ button. Verify that the amount of time your are wanting to take off is correct. 6.Click on ‘Submit’ Always make sure you have enough leave to use. Check your earning statement to see your latest balances.

Academic Pay Periods

Entering Absences When entering sick leave, please pay attention to the academic payroll calendar: -Dates of leave cannot span over weekends, holidays or into the next academic payroll calendar Academic Calendar Example: Have a Doctor’s Appointment on September 24 so will be reporting sick leave - this absence actually counts for October time (see calendar). Then you do NOT have to report “No Leave Taken” for October. Note: You will need to do a “No Leave Taken” Report for September.

Entering Absences Sick leave (UNC)

Entering Absences Entry instructions for a multiple day request: 1.‘Start Date’: Click on the calendar and select what day your are wanting to start taking time off for. 2.‘Absence Name’: Click on the down arrow and select what type of leave you want to use. 3.Now the ‘End Date’ shows up…select the date that you want your leave to end on. Please do NOT cross over your normal days off or Legal Holidays. Requests must be entered Mondays - Fridays. (Ex. If you would like Wednesday - Wednesday off, you must make one request for Wednesday- Friday and one request for Monday- Wednesday the next week. 4.Hours Per Day’: Enter how many hours you want to use each day.  100% appointment: Less than 2 hours = No need to report absence2 hours up to 6 hours = Report 4 hours6 to 8 hours = Report 8 hours  Less than 100% appointment: You need to enter your Absence Request off in the 0.25 increments. Example, 1 hour and 45 minutes off equals 1.75

Entering Absences 5.Click on the ‘Duration’ button. Verify that the amount of time your are wanting to take off is correct. 6.Click on ‘Submit’ Always make sure you have enough leave to use. Check your earning statement to see your latest balances.

Entering Absences Sick leave (UNC) 04/05/2016

Entering a no leave taken Start Date: The first day of the month. C Basis (9 month employee) ALWAYS set to the First Day of the Month. If new to the position this month and it’s AFTER the first, THIS MONTH ONLY, 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 Click the Submit button

Entering a no leave taken 1.‘Start Date’: Click on the calendar and select the first of the month you are wanting to enter a “No Leave Taken”. 2.‘Absence Name’: Click on the down arrow and select “No Leave Taken”. 3.Now the ‘End Date’ shows up…select the first of the month again. 4.Click Submit.

Entering a no leave taken 03/01/

Changing Submitted Absence Requests Want to change, fix or cancel an absence request that you submitted? First check to see if it has been approved. You can see this by clicking on the ‘View Absence Request History’ link from your Request Absence page.

Changing Submitted Absence Requests Once you click on that link you will see: Under Status: If it states ‘Approved’, your payroll contact for them to fix. Please include the details of what needs to be fixed, such as date, leave type, hours, etc. or if it needs to be voided. If it states ‘Submitted’, ask your supervisor to ‘Push Back’ that request for you to ‘Edit’.

Changing Submitted Absence Requests Once it has been ‘Pushed Back’, click on the ‘Edit’ button to the right, fix what needs to be fixed, then click on the ‘Submit’ button. If you are not wanting to take the time off, you want that request voided, click on ‘Cancel’ button to void the request.

Viewing days previously entered – Click on Absence Request History Absences will display (1) If absence is out of date ranges (2) – Type in new dates and click refresh (3) 1 2 3

Retrieving Earning Statements From the employee portal – Scroll down to Payroll information Click on the date of the “earning statement” you want to view. – You can access your W2 by clicking on “Tax Statements” in the same area. Then click on the year of the W-2 you want to view.

Resources Available to You HRS Online Knowledge Base 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

UW of Wisconsin System Employee Benefits Home Page Look here for premiums, benefit summaries and other information

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