Non Exempt Time Sheet & Absence Instructions

Non Exempt Instructions 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 email.

Non Exempt Instructions This is what My UW System looks like:

Non Exempt Instructions Where do I go to request an absence request? Go to the Time and Absence section in My UW System and click on “Launch full app”, then on the next screen, click on ‘Enter Absence’. If an absence is being requested, please request the absence first and then enter and/or adjust your timesheet after the absence is requested and pending approval.

Non Exempt Instructions This is what the Absence Screen looks like:

Non Exempt Instructions Entry instructions for a one day or partial day absence: ‘Start Date’: Click on the calendar and select what day you are wanting to take some time off for. ‘Absence Name’: Click on the down arrow and select what type of leave you want to use. Now the ‘End Date’ shows up…select the same date as your ‘Start Date’. ‘Hours Per Day’: Enter how many hours you want to use that day. You need to enter your Absence Request off in the 0.25 increments. Example, 1 hour and 45 minutes off equals 1.75 Click on the ‘Duration’ button. Verify that the amount of time your are wanting to take off is correct. Click on ‘Submit’ Always make sure you have enough leave to use. Check your earning statement to see your latest balances. See the next slide for what it will look like:

Non Exempt Instructions

Non Exempt Instructions Entry instructions for a multiple day request: ‘Start Date’: Click on the calendar and select what day you are wanting to start taking time off for. ‘Absence Name’: Click on the down arrow and select what type of leave you want to use. 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. ‘Hours Per Day’: Enter how many hours you want to use. You need to enter your Absence Request off in the 0.25 increments. Example, 1 hour and 45 minutes off equals 1.75 hours. Click on the ‘Duration’ button. Verify that the amount of time your are wanting to take off is correct. Click on ‘Submit’ Always make sure you have enough leave to use. Check your earning statement to see your latest balances. See the next slide for what it will look like:

Non Exempt Instructions Note: The multiple day requests can only be used if using the same leave type and the same amount of hours per day. Otherwise, you will need to enter different requests.

Non Exempt Instructions Entry instructions for a Floating Legal Holiday: ‘Start Date’: Click on the calendar and select what day you are wanting to take some time off for. ‘Absence Name’: Click on the down arrow and select Legal Holiday. Now the ‘End Date’ shows up…select the same date as your ‘Start Date’. ‘Hours Per Day’: Enter how many hours you want to use that day. You need to enter your Absence Request off in either 4 or 8 hour increments total if you are full time. If you are off less than 2 hours, you do not need to record anything If you are off 2 hours up to 6 hours, you need to record 4 hours leave If you are off 6 or more hours, you need to record 8 hours leave Click on the ‘Duration’ button. Verify that the amount of time your are wanting to take off is correct. Click in the ‘Requestor Comments Section’ and then enter what Holiday you are using the Floating Legal Holiday for. Click on ‘Submit’ Always make sure you have enough leave to use. Check your earning statement to see your latest balances. See the next slide for what it will look like:

Non Exempt Instructions 1 3 2 4 5 6 7

Non Exempt Instructions 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 Self Service>Time Reporting>View Time>Absence Request History

Non Exempt Instructions Once you click on that link you will see: Under Status: If it states ‘Approved’, email 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’.

Non Exempt Instructions 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.

Non Exempt Instructions Where do I look to see what Absences I have entered in the past or future? From the Request Absence page, click on ‘View Absence Request History’. Then you can change the ‘From’ and ‘Through’ dates to see what you are looking for. Once you have the dates entered, click on the ‘Refresh’ button. You can also see what status they are in.

Non Exempt Instructions How do I fill out my time sheet? Go to the Time and Absence section in My UW System and click on “Launch full app”. Once there, click on ‘Timesheet’.

Non Exempt Instructions

Non Exempt Instructions Here is what your timesheet will look like. Enter your IN and OUT times and then click on the ‘Submit’ button at the bottom. Once you click on the ‘Submit’ button, you can verify the amount of hours that you worked that day in the ‘Punch Total’ column.

Non Exempt Instructions COMMON TIMEHSEET SENARIOS How to enter time with a lunch: How to enter time without a lunch: Same entry method whenever you just have 1 IN and 1 OUT per line. How to enter time when working part of the day & taking an Absence: How to enter time with lunch and an absence:

Non Exempt Instructions COMMON TIMEHSEET SENARIOS What if you come back to work later that same day and do not take a break to add on to the hours worked or to make up hours? Scroll all the over to the right and click on the + button. Then enter the extra hours. How to enter an overnight shift: If your shift ends on a Thursday morning and you come in again on Thursday night, you would add a row by clicking on the “+” symbol on the far right hand side of the screen. Always enter your break times on the day they actually land on (see picture below):

Non Exempt Instructions COMMON TIMEHSEET SENARIOS How to enter Standby hours on a day that you are not working: When you enter standby hours, most of the time you enter in units of 8. So enter 8, 16, 24 hours in the quantity box. Just to let you know – if over 12 hours the system automatically will generate a time bomb on the left hand side of the timesheet. This is just a soft warning to the supervisor that your standby hours are over the 12 hour mark. Whenever any hours are over 12, we get this warning so we are sure to double check the hours for accuracy. How to enter Standby hours when you worked that day: Go to the far right hand side of the screen and click the “+” button. Then put in the hours worked for that day. This will tell the computer that you will get your hourly rate and the standby differential rate. You cannot enter it on the same line, otherwise it will not process your hours correctly. It should look like this after you click the submit/save button:

Non Exempt Instructions COMMON TIMEHSEET SENARIOS How to enter Call Back hours: Put in the actual hours you were called back into work and even if it was less than 2 hours, you want to make sure you select the Time Reporting Code “CB200 – Call Back 2 Hour Minimum” so it gives you the 2 hours’ worth of pay. That is why selecting this code is very important.

Non Exempt Instructions If ‘IN’ and ‘OUT’ boxes are grayed out: Click on the ‘View By’ down arrow and select ‘Day’ instead of ‘Time Period’. Then click on the calendar and select what day you want to enter hours for, then click on refresh . It will then look like the below. Enter your IN and OUTs for that day then submit. You will have to do the whole pay period this way. Next pay period, it will look normal.

Non Exempt Instructions LEGAL HOLIDAY SCENARIOS When it’s a legal holiday, how do I enter my time for that day? The system generates your legal holiday hours based off of your FTE. If you are full-time / 1.0 FTE, the system would automatically generate 8 hours for you that day and you do not have to enter any hours. If you are less than 100%, the system will pay according to your FTE (percentage of appointment). Such as if you are a 60% employee, the system will pay you 4.75 hours of Legal Holiday for that day. Worked Full Day— This will pay them for working 8 hours. The system will leave the 8 hours of LH in your balance for you to take off at a later time. Worked Partial Day— This will pay them for working 5 hours and taking 3 LH. They will get to take the 5 LH that they worked off at a later time.

Non Exempt Instructions LEGAL HOLIDAY SCENARIOS Worked Partial Day….But worked extra during the week so you do not want to use any LH and want use the full 8 hours on a different day— This will pay them for working 5 hours. They will get to take the 8 LH that they worked off at a later time. Worked on a day that is not a holiday and then crosses over into a new day, which is a holiday. Will get paid the 10 hours of legal holiday and get to take the 8 hours off at a later time. Same concept for vise versa. Monday is the holiday

Non Exempt Instructions LEGAL HOLIDAY SCENARIOS You do not want to use any Legal Holiday…it is your normal day off. This will leave the LH hours in your balance to use at a later date. What if you normally have a 10 hour shift and it’s a legal holiday? The system will only pay up to 8 hours on a legal holiday. If you would like to complete the 10 hour shift you would either have to request 2 hours of leave (which would be requesting an absence) or you would make up the 2 hours throughout the week to complete your usual work week. Worked part of the day and used some of the ‘Floating’ Legal Holiday.

Non Exempt Instructions Some important payroll information: You cannot flex outside of the week if you are full time. This is a FLSA law. If you work more than 40 hours in one week, that needs to be paid at time and a half. Holiday rules for when a Holiday falls on a weekend: If the Holiday falls on a Saturday, it is considered a floating holiday that you can take off when you want just as if it was a vacation day. It will still need to be approved by your department. If the Holiday falls on a Sunday, we are closed on Monday. Always remember that if you make any changes once you have submitted your timesheet, please make sure that you double check to make sure that everything is correct. For example: You submitted your time sheet that you were working on a certain day, but then you end up taking the day off….make sure you go to your time sheet and remove the working time.

Non Exempt Instructions How can I tell if my supervisor has approved by timesheet? From the menu to the left, under ‘Self Service’ click on ‘Time Reporting’. Once there click on ‘View Time’.

Non Exempt Instructions Then click on ‘Payable Time Detail’. Here will see what status your timesheet is in. • ‘Needs Approval’ means that your supervisor has not approved that time. ‘Approved’ means that your supervisor has approved that time. ‘Taken by Payroll’ means that it has been approved and has gone to the payroll office to process. • Please be sure to notify your supervisor if you change any previously submitted times, because they will have to approve the changes. • Logout of HRS and close all browser windows especially when using a shared computer. If you are using a lab computer, be sure to take the same steps in addition to logging off the computer completely.

Non Exempt Instructions Earning Statements: Earning Statements can be found on the employee portal under the ‘Payroll Information Section’. The most current three statements will be shown, if you want to see more, click on the ‘See all payroll information’ link at the bottom of that section. Payment is received on the second Thursday following the end of a pay period. Once in a while it may be a different day due to holidays. Bi-Weekly Payroll Schedule can be found on the Human Resources web site, click on Employee Self Service, then select University Employee Self Service.

Questions