Exempt Time Sheet & Absence Instructions

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 .

Exempt Instructions This is what My UW System looks like:

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 “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.

Exempt Instructions This is what the Absence Screen looks like:

Entry instructions for a one day or partial day absence: 1.‘Start Date’: Click on the calendar and select what day you are wanting to take some time off for. 2.‘Absence Name’: Click on the down arrow and select what type of leave you want to use. 3.Now the ‘End Date’ shows up…select the same date as your ‘Start Date’. 4.‘Hours Per Day’: Enter how many hours you want to use that day. You need to enter your Absence Request off in either 4 or 8 hour increments total if you are full time. If you are off less than 2 hours, you do not need to record anything If you are off 2 hours up to 6 hours, you need to record 4 hours leave If you are off 6 or more hours, you need to record 8 hours leave 5.Click on the ‘Duration’ button. Verify that the amount of time your are wanting to take off is correct. 6.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: Exempt Instructions

Entry instructions for a multiple day request: 1.‘Start Date’: Click on the calendar and select what day you are wanting to start taking time off for. 2.‘Absence Name’: Click on the down arrow and select what type of leave you want to use. 3.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. 4.‘Hours Per Day’: Enter how many hours you want to use. Same rules apply for multiple requests regarding the 4 or 8 hour increments. 5.Click on the ‘Duration’ button. Verify that the amount of time your are wanting to take off is correct. 6.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:

Exempt Instructions Certification of Serious Injury or Illness of a Current Servicemember or Veteran for Military Caregiver Leave (UWS Certification of Serious Injury or Illness of a Current Servicemember or Veteran for Military Caregiver Leave (UWS 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

Exempt Instructions Want to change, fix or cancel an absence request that you submitted? First check to see if it has been approved. You can see this by clicking on the ‘View Absence Request History’ link from your Request Absence page.

Exempt Instructions Once you click on that link you will see: Under Status: If it states ‘Approved’, your payroll contact for them to fix. Please include the details of what needs to be fixed, such as date, leave type, hours, etc. or if it needs to be voided. If it states ‘Submitted’, ask your supervisor to ‘Push Back’ that request for you to ‘Edit’.

Exempt Instructions Once it has been ‘Pushed Back’, click on the ‘Edit’ button to the right, fix what needs to be fixed, then click on the ‘Submit’ button. If you are not wanting to take the time off, you want that request voided, click on ‘Cancel’ button to void the request.

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.

Exempt Instructions How do I fill out my time sheet? Go to the Time and Absence section in My UW System and click on “Timesheet”.

Exempt Instructions Here is what your timesheet will look like. Make sure each week equals 40 hours if you are full time. If hours are correct, please click on the ‘Submit’ button at the bottom. If you take any time off, enter your Absence Request and then always go to your time sheet to make sure that it is correct. Such as adding the 4 hours worked if you took ½ day off. Also, if you submitted you’re your time sheet and then later decided to take a day off, you will need to go to your time sheet and the 8 hours worked to 0 hours.

Exempt Instructions LEGAL HOLIDAY SCENARIOS When it’s a legal holiday, how do I enter my time for that day? The system generates your legal holiday hours based off of your FTE. If you are full-time / 1.0 FTE, the system would automatically generate 8 hours for you that day and you do not have to enter anything. If you are less than 100%, the system will pay according to your FTE (percentage of appointment). Such as if you are a 60% employee, the system will pay you 4.75 hours of Legal Holiday for that day. Worked Full Day— This will pay them for working 8 hours. The system will leave the 8 hours of LH in your balance for you to take off at a later time. Worked Partial Day— This will pay them for working 4 hours and taking 4 LH. They will get to take the 4 LH that they worked off at a later time.

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 them for working 4 hours. They will get to take the 8 LH that they worked off at a later time. You do not want to use any Legal Holiday…it is your normal day off. This will leave the LH hours in your balance to use at a later date.

Exempt Instructions LEGAL HOLIDAY SCENARIOS Using a full 8 hours of ‘Floating’ Legal Holiday. Worked part of the day and used some of the ‘Floating’ Legal Holiday.

Exempt Instructions Some important payroll information: 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.

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’.

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.

Exempt Instructions Earning Statements: Earning Statements can be found on the employee portal under the ‘Payroll Information 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.

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