1 Student Supervisor Session April 2011

2 What is HRS? The University of Wisconsin Human Resource System (HRS) is a new integrated system for all human resources, benefits and payroll operations across all University of Wisconsin campuses.

3 Student Payroll Cutover Timeline April rd -9 th – special payroll (in Kronos) 10 th -16 th – Kronos still used 17 th - hours transfer to HRS; Kronos locked (If you have students scheduled to work on 4/17, you will need to enter their hours for them after go-live.) 18 th – HRS goes live!

4 What’s Changing For Students New payroll schedule – still biweekly, paydays are now Thursdays. New Web Clock System (functionality similar to Kronos). Time will be rounded to the nearest quarter of an hour.

5 Accessing the Web Clock (for Students) Log in to the My UW System portal:

6 Select UW-Superior

7 Log in with UW-Superior user ID and password

8 Welcome, Julius Caesar

9 Accessing the Web Clock (for Students) From the Portal: Locate the “Time and Absence” module (available 4/18) Click on the “Web Clock” link

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11 Using the Web Clock Students with multiple jobs will choose their job before they can record their time

12 Using the Web Clock Select the appropriate Punch Type from the drop down menu: "In" to clock in, or "Out" to clock out.

13 Knowledge Base:tudent Resources Knowledge Base: Student Resources Logging into My UW Portal: Student Web Clock (multiple jobs): Student Web Clock (EE one job):

14 Supervisor Responsibilities Show students how to use the Web Clock Enter/edit students’ hours (if necessary) Approve students’ hours

15 Accessing the System Log in to the My UW System portal: Locate the “Manager Time and Approval” module Click the “Approve Payable Time” link.

16 Approving Time

17 Search for your employee(s) on the “Approve Time for Time Reporters” Page Search by Name or Group ID, etc. Make sure dates are correct. Click “Get Employees” to search.

18 Search Tips By name – case sensitive; use caps By Group ID – click the magnifying glass icon to view your Group IDs. Employee ID – not the same as student ID

19 IMPORTANT: Only employees with submitted time that has gone through Time Administration (a system process that runs three times in a 24 hour period) will appear when you search. Anticipated run times are 10:00AM, 2:00PM, and 6:00PM.

20 DO NOT approve directly from the “Approve Payable Time” page! You are only seeing payable hours. Click on the Employee’s Name to view more details

21 Before approving, you MUST look for exceptions: Click on “Adjust Reported Time” to go to the timesheet.

22 Exceptions appear with stopwatch icon Double click on icon to view the type of exceptions and their severity.

23 What Are “Exceptions”? Exceptions can include: Missed in or out punches – must be fixed Long shifts (>12 hrs) – can be allowed

24 Allow the exception if correct (for example, a 12-hr shift) To allow, check the allow box and click Save. Missed or incorrect punches must be corrected on the timesheet. Do not use this button

25 Entering Time Enter or correct the time in the appropriate In or Out box. Use the second Out box for the end of the day/shift. Use the plus sign to the far right to add a row Click submit (bottom of timesheet) once hours are correct and click OK on the confirmation.

26 Methods for Time Entry

27 IMPORTANT: If you make any changes to a timesheet, you will need to wait for Time Administration to run again in order to approve the changes. If there are still exceptions you will need to repeat this process again. Anticipated run times are 10:00AM, 2:00PM, and 6:00PM.

28 How to Approve After you fixed any exceptions on the timesheet, scroll down and click the “Return to Approval Details” link.

29 How to Approve Select the days you wish to approve (use the “Select All” option when appropriate) Click the Approve button.

30 When to Approve You can approve daily. At a minimum, it is recommended you approve weekly. The approval deadline is Tuesday of the week after the period closes.

31 Knowledge Base: Resources Knowledge Base: Supervisor Resources Logging in to My UW System Portal: Enter time or correct an error / exception: Approving time with NO exceptions: Approving time with exceptions:

32 Changes to Note Work-study earning periods have changed: the academic year award can no longer be earned in the summer. Lump sums scheduled prior to go live will be paid a week earlier. Forms and handbooks will be updated over the summer. Access to Web Clock is from any computer.

33 Stay tuned...