Supervisor Approval Instructions- Absence Requests

Supervisor Instructions: Approving Absence Requests To approve your employee’s time off: From the My UW Employee Portal: Click on ‘Approve Absence’-

Supervisor Instructions: Approving Absence Requests Please be aware that all Absences whether you are the Main Approver or the Back-up will appear here. So make sure you only approve for who you need to approve for. Communication is important between the Main Approver and Back-up, the Main Approver will need to notify the Back-up when they will not be able to approve payroll so the Back-up will have to do that in their place.

Supervisor Instructions: Approving Absence Requests At this time you will want to do the following checks: Click on the employees name/request to make sure the employee has entered it correctly. Make sure the start and end dates are correct for the time that the employee wants to take time off for. Reminder: Absences can not span over weekends or holidays. The only exception is that the employee normally works on those days. Make sure that the ‘Entry Type’ states ‘Hours Per Day’. Make sure that the amount of hours requested is correct. ‘Exempt’ employees need to record their time off in either 4 or 8 hour increments total. ‘Non-Exempt’ employees need to record their time off in the 0.25 increments. Make sure that they have enough balance to cover the amount that they are requesting. If everything is correct…. Click on ‘Approve’. See the next slide for what it will look like:

Supervisor Instructions: Approving Absence Requests 2 5 3 4 6

Supervisor Instructions: Approving Absence Requests If there is something wrong with the request, you will need to ‘Push Back’ that request for the employee to ‘Edit’. Please inform the employee that you did that so they know to ‘Edit’ it. You will also need to ‘Push Back’ requests if any employee needs to make a change or void the request. Please note: If the supervisor approves hours without reviewing them first, the only individual who can edit or void/cancel the request is the payroll coordinator.

Supervisor Instructions: Approving Absence Requests Can the supervisor enter an absence request for the employee? YES! Under ‘Manager Self Service’, instead of ‘Approve Time and Exceptions’, click on ‘REPORT TIME’, then click on ‘Absence Request’ Select your personal Supervisor Group or the Supervisor Backup Group, by clicking on the magnifying glass. Then select the ‘B’ or ‘C’ code; the ‘B’ code is for the employees that you are the Main Approver for. The ‘C’ code is for the employees that you are the Back-up Approver for.

Supervisor Instructions: Approving Absence Requests Then click on Select next to the employee’s name and then fill out the absence request the same way the employee would fill it out themselves. If you are unsure of how to do this, please refer to the Absence/Time Sheet instructions for University Staff.

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