University of Wisconsin System HRS Project 9-Month FASL (Unclassified) Employee TL/AM Entry Fall 2015

Welcome 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 Self Service by June 2012 at UWRF 2

Who are FASL? Faculty Academic Staff - Instructional Academic Staff - Non-instructional Limited Appointments 3

FASL ESS Employee Self Service (ESS) Absence Management 4

Reporting Absences Each division/department will continue to use its current method of “requesting” an absence 5

Sick Leave Policy: Failure to enter your leave reports each month, could result in Sick Leave Reduction. For *100% FASL Staff, Sick Leave can be taken by using the following guidelines: Up to 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. For More Information on the FASL Leave Policy, please see the following link: Sick Leave is the only leave allowed for 9 Month Employees. Holidays that fall within the 9 month period are paid and do NOT need to be entered by you – they are entered automatically. Guidelines for Reporting Absences

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 (even if falls on a holiday or weekend) if you didn’t take any time off in that academic pay calendar month. All “leave reports” must be submitted or sick leave will be reduced Take your time and be patient NOTIFY HR of any/all Supervisory changes! 26 ***Supervisors approve by 10 th of the month***

Login to My UW system Located on UW-Platteville’s website -Click on “Faculty and Staff” -Then Under ‘Quick Links’ select “My UW System (Employee Portal)”

Reporting Absences From Portal, click on ‘Enter Absence’ in the ‘TIME AND ABSENCE’ box

THINGS TO REMEMBER FOR SICK LEAVE REQUESTS: Don’t span across weekends or over holidays Don’t span leave over two months (Example: VAC request for September 30-October 2) – do 2 separate requests

Absence Management: Sick Leave Please Note: Sick Leave cannot be used before it is Earned

ACADEMIC PAY PERIODS FOR Find on Human Resources page under Self Service Tab>University Employee Self Service

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.

Reporting Absences - Half Day Example Enter Start Date Select appropriate Absence Name: ‘Sick Leave (UNC)’ ONLY 8 System automatically enters Legal Holidays

Completed “Request Absence” for a Half Day leave Enter: Click Submit – Supervisor can now Approve - If you make a mistake – they can also ‘push it back’ to you to correct. End Date Entry Type defaults to “Hours Per Day” Hours Per Day window appears, put in Hours there and in Duration. Click “Calculate” Which will fill in.00 behind.

Absence Management: Reporting No Absences 12

No Leave Taken Start Date: The first day of the month. A Basis (12 month employee) and C Basis (9 month employee) ALWAYS set to the F irst 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

Absence Name: No Leave Taken (UNC) Select “No Leave Taken (UNC)” 14

Complete Form and Submit 15 For new employees, starting after the first of the Payroll Month for this FIRST MONTH ONLY - use the first day on your contract for the start/end day of absence– After that you will ALWAYS use the first of the month for both start and end dates. Example: 9/1/15-9/1/15 “No Leave Taken”

Make a Mistake? Here’s what you should do: -Ask Supervisor to “Push Back” to you or -Contact Human Resources/Payroll and ask them to “Push Back” to you -Go to My Portal > Absence Requests > View Absence Request History > find your request > click on Edit, make changes and hit Submit to save or Cancel to cancel request -If already approved by Supervisor, you’ll have to call Human Resources at and ask them for assistance

Resources Available to You HRS Online Tutorials General Information about Self-Service 29

Paid in the Summer Months for Summer Session/Service (outside of 9 month contract) ? You will receive a notice in the spring/summer with attachment and directions for summer session/service for reporting Sick Leave and No Leave Taken Paper copy report (only) Fill out the report and get to your supervisor by the date indicated in the sent in the spring/summer Summer Service/Session (3 months) counts as 1 Leave Report for Sick Leave Reduction DO NOT enter your summer session/service online

Sabbatical Leave? Employees are required per State Statutes to enter Leave Reports each month while on Sabbatical because you are still in ACTIVE status in the HRS System and are earning leave.

Resources Available to You HRS Knowledge Base 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 30

UW of Wisconsin System Employee Benefits Home Page Look here for premiums, benefit summaries and other information This link is also found on the UW-Platteville Human Resources Page

Questions