Time & Labor & Absence Management Requesting Time Off Employee Self-Service (ESS) Absence Entry

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Check with your manager to determine his/her method for requesting time off. Two options available: 1.Request time off via HRS. Your manager will either Approve, Deny, or Push Back the request in HRS. then 2.Request time off by another method ( , calendar, etc.) Once your manager gives the approval, then you record the absence in HRS at the same time when you submit your timesheet or leave report. Requesting Time Off

How Do I Enter Time Off in HRS?

The Absence Entry and Approval Process Employee Enter and Submit Request Adjust Timesheet if necessary HRS Sends request to manager Manager Views Requests Approves Denies Pushes Back Manager Adjusts Employee Timesheet if necessary

Words of Warning If you left the UW System suddenly with -17 hours, you would owe UW System 17 hours worth of pay. Conversely, if you have a positive earned balance, you will be paid out the remaining vacation hours.

Accessing the Portal - Entering an Absence All employees (except UW-Madison) will log in to the My UW System portal at – The Work Record tab can be found on the far right hand side of the page. Madison users log in to the My UW Madison Portal at – Click on the Work Record tab – HRS Self Service Links.

HRS Absence Request Page - Steps to Follow 1.Select Time and Absence from the Portal. 2.On the HRS Absence Request page: a)Enter the Start Date b)Select the Absence Name (i.e. Vacation, Sick, etc.) 3.Enter the End Date 4.Select All Days in the Partial Days field 5.Enter the number of hours per day in the Hours Per Day field. 6.Click the Calculate End Date or Duration button 7.Click the Submit button to send the absence to your manager for approval.

HRS Absence Request Page Start Date Always enter the Start Date of the absence you are requesting. Absence Name Select an Absence Name (such as: Sick, Vacation, etc.) from the drop down list. Once the absence name is selected, corresponding absence options will appear.

HRS Absence Request Page (cont.) End Date: IF same absence type same number of hours End Date: You can enter the last work day of your absence, IF you are taking the same absence type (Vacation) and the same number of hours (8 hours per day). After selecting an Absence, the Current Balance for the type of absence you have chosen will appear for your reference. This will help you identify if you have enough hours available. All Days Select All Days in the Partial Days field. After you have entered the hours per day, click on the Calculate End Date or Duration button. By clicking this button, you can verify the hours are correct. For example, if you entered a Start Date and End Date that spanned two weeks, HRS will calculate 8 hours every day, not just work days. By utilizing this button, you can verify the hours are correct. Enter the number of hours per day in the Hours Per Day field. For example, you want to use 8 hours of vacation per day. Any comments you type here will be seen by your Manager when they go in to approve the request. Once you have clicked on the Submit button, your absence will go directly to your manager for approval. It is NOT recommended to use the Save for Later button. If used, you must remember to go back into HRS and either Submit or cancel the request.

Viewing Balances

Absence Scenario

Partial Day Absence Request Scenario #1 Marsha is not feeling well in the morning at work. She decides to leave work at noon to go home to rest. Start Date Before Marsha left work, she entered the Start Date and the absence of Sick Leave. All Days She selected All Days in the Partial Days field.

Partial Day Absence Request Scenario #1 MARSHA End Date Marsha entered the End Date, therefore, she does not need to enter the Duration. HRS will calculate this value for Marsha upon clicking on the Calculate End Date or Duration button.

Submitting an Absence Submit Confirmation Once you submit an Absence request, you will see a Submit Confirmation verifying the Absence was successfully submitted. Request Details The Request Details displays the Absence request. The example shows, the Marsha has requested 4 hours of sick leave.

Partial Day Absence Requests Check Your Timesheet!

 To see the step by step directions visit the Knowledge Base’s online directions at:  ?id= ?id=16688 Do You Want Step by Step Directions?

How Do I Know if an Absence is Approved, Denied or Pushed Back? The following slides will help you understand how to check the status of your absence requests. You will also learn how to proceed from the decision your manager may have made.

Submitted Absence Status After you’ve logged in from the Portal and select Request an Absence, click the View Absence Request History hyperlink to view the status of your absence request(s). Your manager either Approved, Denied, or Push Back your request.

ApproveDenyPush Back Approve, Deny, Push Back I

 To see the step by step directions visit the Knowledge Base’s online directions at:  php?id= php?id=16787 Do You Want Step by Step Directions?

Contact your supervisor and/or payroll coordinator Knowledge Base documents – Contact the Help Desk: – Phone: or – Available Resources