Unclassified ESS Training for Absence Reporting

1. Unclassified ESS Training for Absence Reporting Fall 2012

2. Agenda • ESS/MSS Overview • Report absences • Half Day Absence request • Full Day Absence request • One Week Absence request • No Leave Taken • Review absence submissions • Frequently Asked Questions • Employee expectations • Additional Resources

3. What is HRS? • Human Resource System (HRS) centralized system for HR, Benefits, and Payroll transactions utilized across all UW-System institutions since April 18, 2011. • Includes Time and Labor module for employees to electronically report time • Includes Absence module for employees to electronically report absences

4. What is ESS/MSS? • Manager Self-Service, or MSS, is an HRS capability that enables supervisors to review their employee’s electronic time and absence entries for validation and approval online. • Employee Self-Service, or ESS, is an HRS capability that enables employees to report time worked and/or leave electronically, which is then sent to a supervisor for review and approval online.

5. Benefits of ESS/MSS • Improved time and absence reporting transparency for supervisors and employees • Increased management in time/absence entry for supervisors • Minimized duplicate time & absence entry from a paper form to the online form • Increased time entry methods, including an automatic punch in/out system for Classified/LTE/Student non-exempt employees • Reduced paper timesheets and paper leave reports • Secured method to enter time and absences

6. What Does ESS/MSS Mean to Me? • Classified staff will report time and absences online. • Unclassified staff will report absences online. • Supervisors will review and verify time and/or absence entries. • Supervisors will approve hours worked and/or reported absences. • Only hours approved will be paid to employee

7. Who is Considered Unclassified Staff? • Employees paid on monthly basis: • Faculty • Academic Staff: Instructional • Academic Staff: Non-instructional • Limited Salary Appointments (i.e. Directors, Administrators, etc.)

8. Leave Reporting Considerations • You must establish a standard work week for reporting purposes. • Your official schedule should total 40 hours per week (pro-rated for part-time) including: • Classes • Office hours • Other regularly scheduled obligations • Time for research or other self-directed work required by your appointment. • Default schedule for all unclassified employees is Monday through Friday, 7:45 a.m. – 4:30 p.m. • With the approval of your department chair or supervisor, you may file an alternate schedule. • A leave report is due monthly, regardless of whether any leave time is used during the month. • For more information, please reference UPG #10 http://www.uwsa.edu/hr/upgs/upg10.pdf

9. Employee Self-Service (ESS) Unclassified Absence Reporting

10. How Do I Report Absences? • Each division/department will continue to use its current method of “requesting” an absence: • Request time off via email, calendar, etc. • Once your manager gives the approval, thenyou record the absence in HRS by the 5th of each month.

11. How Do I Enter Absences in HRS? • Login to My UW System Portal • https://my.wisconsin.edu/

12. How Do I Enter Absences in HRS? • Select Enter Absence under the Time and Absence box on the portal.

13. How Do I Enter Absences in HRS? • Redirected to the Request Absence Page within HRS to submit an Absence request • Request Absence screen is equivalent to “reporting absences” on your leave report.

14. How Do I Enter Absences in HRS? On the HRS Absence Request page: • Enter the Start Date • Select the Absence Name (i.e. Vacation, Sick, etc.) • Enter the End Date • Select Hours per Day in the Entry Type field • Enter the number of hours per day in the Hours Per Day field: • Click the Calculate End Date or Duration button • Enables employees to verify the hours entered are correctprior to submission. • Correct entry if entry did not produce expected results. • Click the Submit button to send the absence to your manager for approval.

15. Employee Self-Service (ESS) Enter Half Day Absence

16. Example of Entering Half Day Absence • Enter Start Date • Select appropriate Absence Name • Screen will change based on type of absence taken

17. Example of Entering Half Day Absence (cont.) • Enter End Date • Select Entry Type as Hours Per Day • Enter Number of hours in Hours Per Day field for half day • Enter ‘0’ if leave <2 hrs • Enter ‘4’ hrs if leave 2-6 hrs • Enter ‘8’ hrs if leave >6 hrs • Click Calculate End Date or Duration • Click Submit

18. Employee Self-Service (ESS) Enter Full Day Absence

19. Example of Entering Full Day Absence • Enter Start Date • Select appropriate Absence Name • Screen will change based on type of absence taken

20. Example of Entering Full Day Absence (cont.) • Enter End Date • Same as start date • Select Entry Type as Hours Per Day • Enter 8 hours in hours per day field • Click Calculate End Date or Duration • Click Submit

21. Employee Self-Service (ESS) Enter Full Week of Absence

22. Example of Entering Full Week of Absence • Enter a full week of Absence on day by day basis • Follow the ‘Enter a Full Day of Absence’ protocol to complete this Absence entry • Utilize this method, so if there is a change in absence, it is easier to adjust

23. Example of Entering Full Day Absence • Enter Start Date • Select appropriate Absence Name • Screen will change based on type of absence taken

24. Example of Entering Full Day Absence (cont.) • Enter End Date • Same as start date • Select Entry Type = Hours per Day • Click Calculate End Date or Duration • Click Submit • Repeat process for remaining days of the week

25. Employee Self-Service (ESS) Enter No Leave Taken

26. Entering No Leave Taken • Leave Reports are due monthly, regardless of whether any leave time is used during the month, per the UW-System Administration Policy outlined in UPG 10 • Employees must report ‘No Leave Taken’ to indicate they did not report an absence for a pay period

27. Entering No Leave Take: Overview • Select Start Date as first day of the month • If new to the position this month, enter your first day (Hire/Transfer Date) • Hint: Use calendar button to select date • Select Absence Name as No Leave Taken. • Enter End Date equal to the Start Date. • Leave Original Start Date BLANK • Click the Submit button.

28. Example of Entering No Leave Taken Select the No Leave Taken option

29. Example of Entering No Leave Taken • Enter the End Date equal to Start Date • Use the first day of the month • Submit form to complete request

30. Employee Self-Service (ESS) Review Absence Submissions

31. What Happens After I Submit an Absence? • Your supervisor will receive the absence request, and either: • Approve: Supervisor has approved your absence request. • Push Back: Supervisor has review your request, and determine it requires edit. • Employees are responsible for reviewing the Portal to see if your absences are Approved or Pushed Back.

32. How Do I Check the Status of My Absence Request? • Select ‘View Absence Request History’ link on Absence Request page.

33. How Do I Check the Status of My Absence Request?

34. What does the Absence Request History Status Mean? • Status Explanation: • Saved: Employee saved this request; requires submission to route request to supervisor *not recommended action* • Submitted: Employee sent this request to supervisor; awaiting for supervisor to take action. • Approve: Supervisor approved request. • Push Back: Employee must edit the absence request • Denied: Employee cannot take their requested leave. *not recommended action*

35. Review Absence in ‘Push Back’ Status • Check for Absence approvals on Portal • Verify all absences have been ‘Approved” • Requests with a status of Rework, equivalent to Push Back status, requires action • Select Enter Absence to update leave request in Rework or Push Back status

36. Edit the Absence • Select View Absence Request Historylink on Absence Request page • Click the Edit button to the far right on the absence that says “Push Back”

37. Edit the Absence • Update incorrect field • Click Submit

38. Employee Self-Service (ESS) Frequently Asked Questions

39. What if I submitted an incorrect Absence Request in HRS? • Once you click the Submit button you do not have access to edit your request until your manager has pushed back the absence. • Best practice: review your request before submitting it and check your balances by clicking on the View Absence Balances link. • Your manager will need to rectify an incorrect submitted absence request that has been applied to your leave balance.

40. How do I Report Leave If I Have Multiple Jobs? • Multiple jobs, with the primary position only earning leave • Ex. 100% Faculty employee has an ad-hoc position for one month in the semester • Report leave to the primary position • Enter ‘No Leave Taken’ to the ad-hoc position • Multiple jobs, with more than one job earning leave • Ex. 50% Clinical Assist. Professor & 50% Coach • Split leave across positions, as appropriate • Summer Session/Summer Service Positions (Faculty & Academic Staff-Instructional only) • Report all absence hours to the primary academic year position,with leave dated in May • Report ‘No Leave Taken’ on other summer positions

41. How do I Report Leave If I Work an Alternate Work Schedule? • If you have an approved alternate schedule (i.e. four, 10 hour days a week) you must report your hours based on that schedule • For example, if you were absent on a 10 hour day, you must report 10 hours of leave

42. How Do I Report Legal Holidays? • Legal Holidays are loaded for all Unclassified Employees by the UW Service Center the month following the legal holiday, to align when other leave is reported by employees. • For example, the Memorial Day holiday will be loaded in June, before the June payment is processed. • Employees do not report leave for a Legal Holiday. • Managers do not need to approve the Legal Holiday absence. • When UW Service center loads Legal Holiday, it will be automatically approved.

43. What is the difference between Allocated and Earned balances? • Allocated Balancesare the amount of Vacationand/or Legal Holiday given to the employee at the beginning of the fiscal year based on employee data. • Employees are entitled to use allocated amount through the end of the fiscal year, assumed they do not go on an extended period of leave or depart from the position. • It is recommended to not use in excess of what you have earned, otherwise you may not have enough legal holiday hours needed to be paid for remaining holidays. • Once your full Vacation and/or Legal Holiday Allocation buckets are empty, they cannot be filled up again until the new fiscal year. • Earned balances amount of Vacation and/or Legal Holiday that an employee earns per pay period based on paid hours or hours worked.

44. Will HRS Warn Me If I Do Not Have Enough Leave Left? • HRS will NOT warn you if you do not have enough leave. • Current balance for a particular leave type is displayed on the Absence Request Page when requesting an absence. • Link on the Absence Request Page titled ‘View Absence Balances’ which displays available hours for each of your leave types.

45. Employee Self-Service (ESS) Employee Expectations

46. ESS Employee Expectations • Enter ALL absences by the 5th of the next month- failure to comply will result in inaccurate leave balances and sick leave may be reduced • Enter Absences as taken – After the fact! • Submit “No Leave Taken” using the first day of the month • Communicate to your supervisors if you are unable to enter absences • Review Earnings Statements on the Portal to ensure payments correct • Contact HR to seek benefits and guidance on FMLA, and notify your supervisor if you are going on medical leave (FMLA) • Contact your supervisor if you have questions on absence entry

47. Employee Self-Service (ESS) Additional Resources

48. Additional Training Resources • Self-Service Training Materials • UW Service Center ESS/MSS Resources • Knowledge Base Materials • Entering a Partial Day Absence • Enter a Full Day Absence Take • Unclassified No Leave Taken • Update a Pushed Back Absence Request • Review Absence Request History

49. Questions? • Contact your supervisor for questions. • Contact HR@uwp.edu for additional training assistance.