University of Wisconsin System HRS Project 12 Month -
Unclassified Employee TL/AM Entry Fall 2014
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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
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Who are Unclassified? Faculty Academic Staff - Instructional
Academic Staff - Non-instructional Limited Appointments 3
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Unclassified ESS Employee Self Service (ESS) Absence Management
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Reporting Absences Each division/department will continue to
use its current method of requesting an absence 5
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Employee Best Practices Enter Absences as taken Enter ALL
absences by the 5 th of the next month (UNC) Be sure to post No
Leave Taken using the first day of the month (Both Start and End
Date) if you didnt take any time off for the month All leave
reports must be submitted or sick leave will be reduced Take your
time and be patient ***Supervisors approve by 10 th of the month***
NOTIFY HR of any/all Supervisory and Backup Approver changes!
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Login to My UW system Located on UW-Plattevilles website -Click
on M from A-Z Index -Then Select My UW System (Employee
Portal)
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Reporting Absences Click on Enter Absence in the TIME AND
ABSENCE box
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Vacation, Holiday and Catastrophic Leave Policy:
http://www.uwsa.edu/ohrwd/policies/upg9.pdf Sick Leave Policy:
http://www.uwsa.edu/ohrwd/policies/upg10.pdf For *100% Unclassified
Staff, Absences can be taken by using the following UW-System
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 Unclassified Leave Policy, please see the
following links: Guidelines for Reporting Absences Personal
Holidays must be used by June 30 or they will be lost!
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Absence Management: Sick Leave
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SICK LEAVE REQUEST NOTE: *Use actual day(s) *ALWAYS select
Hours per Day in Entry Type *Current balance is as of the last pay
statement *Remember Guidelines for leave hours (see slide 8)
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After click Calculate duration space pops up Click Submit
Supervisor can now Approve - If you make a mistake they can also
push it back to you to correct. SICK LEAVE REQUEST (continued)
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Absence Management: Vacation Request
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Click Submit Supervisor can now Approve - If you make a mistake
they can also push it back to you to correct. ONE DAY VACATION
REQUEST NOTE: *Use actual day(s) *ALWAYS select Hours per Day in
Entry Type *Current balance is as of the last pay statement
*Remember Guidelines for leave hours (see slide 8)
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Example: Thanksgiving week System will automatically put in
Holiday
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Multiple Day VACATION REQUEST NOTE: *Use actual day(s) * Dont
span over holidays, weekends or into two months (end of the month)
*ALWAYS select Hours per Day in Entry Type *Current balance is as
of the last pay statement *Remember Guidelines for leave hours (see
slide 8)
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After click Calculate duration space pops up Click Submit
Supervisor can now Approve - If you make a mistake they can also
push it back to you to correct. Multiple Day VACATION REQUEST
(cont.)
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Reporting Absences - Half Day Example Enter Start Date Select
appropriate Absence Name : Screen will change based on type of
absence taken 8 System automatically enters Legal Holidays
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Completed Request Absence for a Half Day Leave. Use 8 hours for
Full Day Enter: Absence Name End Date Appears Entry Type (Hours Per
Day) Hours Per Day Box (appears) Click Calculate Click Submit Click
Submit Supervisor can now Approve - If you make a mistake they can
also push it back to you to correct.
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PERSONAL HOLIDAYS *Enter hours as you would sick leave or
vacation *Personal Holidays must be used by the end of the Fiscal
Year (6/30/XX) or they will be lost. 100% employees get 36 hours of
personal time per year regardless of when you start your position.
(Example: start on 5/25/14 need to use the 36 hours of personal
time (if 100%) by 6/30/14 or lose them. *Dont span over hoildays,
weekends or over two months. (Example: Vacation request for Monday,
September 29 Friday, October 3 need to do two requests: One for
September 29-30 and one for October 1-3)
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Absence Management: Reporting No Absences for Previous Month
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No Leave Taken Start Date: The first day of the month.
(Example: 9/1/14) 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, 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 Original Start Date -
leave BLANK Click the Submit button
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Absence Name: No Leave Taken (UNC) Select No Leave Taken (UNC)
14 ALWAYS USE FIRST OF THE MONTH FOR BOTH START AND END DATES FOR
NO LEAVE TAKEN NOTE: For new employees, FIRST MONTH ONLY - use the
first day on your contract for the start/end day of absence Click
Submit Supervisor can now Approve - If you make a mistake they can
also push it back to you to correct.
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New Employees 15 Mary-Alice is a new 12-month employee she
started on March 22 so will use that date for her No Leave Taken
report for March. After that she will ALWAYS use the first of the
month for both start and end dates. Example: 2/1/14 - 2/1/14
Mary-Alice is a new 12-month employee she started on March 22 so
will use that date for her No Leave Taken report for March. After
that she will ALWAYS use the first of the month for both start and
end dates. Example: 2/1/14 - 2/1/14
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-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, youll have to call Human Resources at 608-342-1176 or
Payroll at 608-342-1178 and ask them for assistance. (Hollie
Moore=Classified and Jane Laufenberg=Unclassified) Make a Mistake?
Heres what you should do:
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Resources Available to You HRS Knowledge Base HRS Online
Knowledge Base http://kb.wisc.edu/hrs/ 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
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Twelve-month faculty, academic staff, and/or limited employees
who have completed 10 or more years of continuous service as of the
prior fiscal year end (ALRA Counter of 120 as of 6/30/2013) are
able to convert up to 40 hours of vacation each year. Employees
completing 25 or more years (ALRA Counter of 300 or greater as of
6/30/13) may convert up to 80 hours. These hours will be placed in
the Annual Leave Reserve Account (ALRA) and can be used at any time
or paid out upon termination or retirement. Human Resources
receives notice of who is eligible for this and will send a notice
out to staff affected by it. WHAT IS ALRA? ANNUAL LEAVE RESERVE
ACCOUNT (ALRA) INFORMATION