1. Non Exempt Time Sheet & Absence Instructions

2. 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 .

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

4. 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.

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

6. 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:

7. Non Exempt Instructions

8. 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:

9. 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.

10. Bi-Weekly University Staff Employees Legal Holiday
We are paid 9 Legal Holidays each year. Those are:
New Year’s Day
Martin Luther King Day
Memorial Day
July 4th
Labor Day
Thanksgiving
Christmas Eve
Christmas Day
New Year’s Eve

11. Bi-Weekly University Staff Employees Legal Holiday
Entry of LH:
University Staff Non-exempt: must enter time in .25 increments (e.x. 2.00, 2.25, 2.50, 2.75, etc.).  

12. Bi-Weekly University Staff Employees Legal Holiday
Legal Holiday Earned
The amount of legal holiday time earned is based on the employee’s FTE percentage, and is calculated by multiplying the annual allocation of 72 hours by their FTE – see examples below: 
100% employee receives 8 hours per holiday with a total of 72 hours per year.
80% employee receives 6.5 hours per holiday (72 * .8 = 6.5 hours/holiday)
60% employee receives 4.75 hours per holiday (72 * .6 = 4.75 hours/holiday)

13. Bi-Weekly University Staff Employees Legal Holiday
ATTENTION--- Only Full time employees will have their legal holidays automatically loaded by the system. Part-time employees will need to enter their legal holidays using the absence request page.

14. Bi-Weekly University Staff Employees Legal Holiday
Where do I go to enter a Legal Holiday?
Click on Time and Absence section in My UW System and click on “Enter absence”. You will use this procedure for all Legal Holiday entries, whether it is a on the Legal Holiday itself or a floating LH taken on a different day.

15. Non Exempt Instructions
Entry instructions for a Legal Holiday or 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 0.25 hour increments.
Click on the ‘Calculate End Date or 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:

16. Non Exempt Instructions1 3 2 4 5 6 7

17. Non Exempt Instructions
Want to change, fix or cancel an absence request that you submitted?
 You can do this by clicking on Self Service>Time Reporting>View Time>Absence Request History

18. Non Exempt Instructions
Once you click on that link you will see:
When changing or voiding an Absence Request, you will need to click on the ‘Cancel’ button.
On the next screen scroll down towards the bottom and click on ‘Cancel Absence’. Then click on ‘Yes’, then ‘OK’.

19. Non Exempt Instructions
Once you have ‘Canceled’ the request it is voided at this time.
If you want to change the request, please click on the ‘Absence Request History’ link in the gray bar towards the top of the page.
Now you will be able to click on the ‘Edit’ button to fix your absence request.

20. Non Exempt Instructions
Once you have ‘Edited’ the request to fix what needed to be changed, please click on the ‘Submit’ button towards the bottom.
Then click on ‘Yes’ and ‘OK’.

21. 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.

22. 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’.

23. Non Exempt Instructions

24. 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.

25. 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:

26. 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):

27. 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:

28. 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.

29. 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.

30. Bi-Weekly University Staff Employees Legal Holiday
Employees working the legal holiday:
Full Time Employees who report to work on an observed legal holiday for a full or partial day should have the pre-loaded absence event voided or adjusted by ing Hollie Moore at with what needs to be adjusted or voided.
When entering your worked time on the timesheet, please still make sure to select ‘Holiday Worked’ in the ‘Time Reporting Code’ column.
Example 1: If an employee worked 4 hours on a legal holiday, they would enter their IN and OUT times as usual and then select ‘Holiday Worked’ as the ‘Time Reporting Code’. Then the employee would the payroll office to let them know that they need us to change the LH from 8 hours to 4 hours instead.
Example 2: If an employee worked the whole day on a legal holiday, they would enter their IN and OUT times as usual and then select ‘Holiday Worked’ as the ‘Time Reporting Code’. Then the employee would the payroll office to let them know that they need us to void the LH.

31. Bi-Weekly University Staff Employees Legal Holiday
Deferring the legal holiday:
Full Time employees who do not wish to have any legal holiday hours charged on an observed legal holiday should have the absence voided.  This will allow them to earn the legal holiday but leave the LH hours earned in their Legal Holiday balance to use at a later date.
Example 1:  If an employee puts in 40 hours of work in a week containing a legal holiday and they do not wish to use any legal holiday hours; the employee would the payroll office asking us to void the LH. The 8 hours of legal holiday will be earned but there will be no usage for the period, leaving the 8 LH hours to use at a later date.
Example 2: If an employee worked extra hours that week and they only want to use part of their LH earnings for that holiday. The employee would the payroll office asking us to adjust the amount of hours of LH that they do want to use. This will leave the remaining LH hours in their balance to use at a later date.

32. Bi-Weekly University Staff Employees Legal Holiday
Calendar Year End Balances:
If there is not enough Legal Holiday balance remaining to support the automatic load, some or all of the Legal Holiday take will be unpaid.  
The employee will then need to enter a Vacation or Personal Holiday request to make up the missing hours. Please make sure that you have enough VN or PH to cover those hours.

33. Non Exempt Instructions
WORKING ON A LEGAL HOLIDAY SCENARIOS
When it’s a legal holiday, how do I enter my time for that day?
Worked Full Day— This will pay you for working 8 hours of Holiday Worked which pays an extra ½ time pay for that day. You will have to request to have the LH voided so you can take that time off at a later time as floating LH.
Worked Partial Day— This will pay you for 5 hours of Holiday Worked and taking 3 LH. You will have to request that the automatic load of LH be changed to the amount 3 hours instead of 8. You will get to take the 5 LH that you worked off at a later time.

34. 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 you for working 5 hours of Holiday Worked. You will have to request that the automatic load of the LH be voided, so you will get to take the 8 LH 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. Please make a request to have your automatic load of LH voided. Same concept for vise versa.
Monday is the holiday

35. Non Exempt Instructions
LEGAL HOLIDAY SCENARIOS
You do not want to use any Legal Holiday…it is your normal day off. your payroll person to have the LH voided so you can use at a later time as a Floating LH.
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.

36. 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.

37. 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’.

38. 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.

39. 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.

40. Questions