For managers who supervise employees who are eligible for paid time off Time & Labor & Absence Management Approving Employee Submitted Absences For managers who supervise employees who are eligible for paid time off

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The Absence Entry and Approval Process Employee Enter and Submit Request Adjust Timesheet if necessary HRS Sends request to manager Manager Views Requests Approves Denies Pushes Back Manager Adjusts Employee Timesheet if necessary

Inform the staff of your preferred method for requesting time off. When utilizing ESS Absence, there are two options available: 1.Request time off via HRS. You will either Approve, Deny, or Push Back the request within HRS. then 2.Request time off by another method ( , calendar, etc.) Once you give the employee approval, then the employee will record the absence in HRS as the same time when he/she submits a timesheet or leave report. Requesting Time Off

Now what? An Employee Submitted an Absence…

Accessing the Portal - Entering an Absence All employees (except UW-Madison) will log in to the My UW System portal at – 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 – Click on the Work Record tab – HRS Self Service Links.

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

Pending Absence Page Notice you can see the: Absence Name (type), Start and End Date and When the absence request was submitted. Pending Absence Page

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 Push Back the absence request.

ApproveDenyPush Back Approve, Deny, or Push Back? “Push Back” 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.

Approval Warnings

 To see the step by step directions visit the Knowledge Base’s online directions at:  ?id= ?id=16740 Do You Want Step by Step Directions?

Keep in Mind…

Viewing Absence Request Status From the Show Requests by Status field, you can choose to see Pending, Approved, or Denied Absences. You can view absence requests by: Approve Absence OR 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. Notice you can see the: Absence Name (type), Start and End Date and When the absence request was submitted.

Viewing Employee Leave Balances 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. Then, click on the Continue button. You can view absence requests by: Approve Absence OR 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.

Viewing Employee Leave Balances

Absence Buckets

= Classified Personal Holiday Bucket = Classified Sick Leave Bucket = Classified Vacation Carryover Bucket = Classified Allocated Vacation Bucket

Warning! employee and/or manager to check the Employee Leave Balances page manually. 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.

ApproveDenyPush Back Approve, Deny, Push Back

Contact your payroll coordinator Knowledge Base documents: Contact the Help Desk: Phone: or Available Resources