Time & Labor & Absence Management Entering Time Worked Classified Employee Timesheet

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HOW DO I GET PAID? The most important question is… You will be entering your time worked via a HRS Timesheet.

You are (or were) hired When you are hired, a schedule is assigned to you. Now you can enter time Now that you have a schedule, you are able to access the HRS System and report time via the online timesheet. Your time is approved Your supervisor will approve your time. Your approved time will be sent to Payroll. You will be paid! Payroll processes your time and you receive your pay. The Steps to Receive a Paycheck

Time Entry Deadlines each day at leastweekly It is recommended employees enter and submit their time each day. If this is not possible, employees should at least enter their time weekly. First day of pay period

To avoid not being paid, To avoid not being paid, please note the following best practices: each day  Employees should enter and submit their time each day. enter and submit their time weekly, on the last day worked in the week  Employees must at least enter and submit their time weekly, on the last day worked in the week. ALL time entries must be submitted for timely payroll processing  On the last day of the pay period, ALL time entries must be submitted for timely payroll processing. Best Practices for Entering Time Worked

How did I get here?  Where in HRS do you go to enter time worked?  The next slide will review basic HRS navigation.

Log into the Timesheet Employees will log in to the My UW System portal at – Madison users can optionally log in to the My UW Madison Portal at For employees at UW-Madison, the My UW-Madison home page opens. – Click on the Work Record tab. For non UW-Madison employees, the Work Record tab can be found on the far right hand side of the page.

Log into the Timesheet (cont.) Employees will log in to the My UW System portal at – Madison users can optionally log in to the My UW Madison Portal at For employees at UW-Madison, the My UW-Madison home page opens. – Click on the Work Record tab – HRS Self Service Links. For non UW-Madison employees, the Work Record tab can be found on the far right hand side of the page.

Punch Exception Classified Perm (non-exempt ) Vet Tech 1 Food Service Asst 1 Assigned Schedule with “in” and “out” punches. Enter deviations from this schedule. Elapsed Exception Classified Perm (exempt) IS Network Services Specialist Assigned schedule with sum of hours worked. Enter deviations from this schedule Punch Positive Student Help Classified LTE Student Help Any employee using a physical time clock No Assigned Schedule (in most instances). Enter hours including all “in” and “out” punches Classified Employees: Types of Time Reporters

Click on the comment bubble to include a message regarding your time. Your supervisor approving your time, will be able to read your message. Pay Period The date entered here will give you the Time Period in which that date falls. For example, if you enter 10/28, it will give you the Time Pay Period that begins on 10/24. Pay Period These links will allow you to view time entered for either the Previous or Next Time Pay Period. first IN: Enter the time you first report to your job. OUT: for the day and will not return for another shift OUT: Enter the time you leave your job for the day and will not return for another shift. plan on returning OUT: Enter the time that you leave your job for lunch, class, or any other reason and plan on returning. IN: Enter the time you return to your job from lunch, class etc. Use the drop down list to choose the appropriate time reporting code for your duties that day. Use this button to clear time out of ALL fields that contain information. this time pay period Click on this link to reference the hours you have reported to your supervisor for this time pay period. + - The (+) will add a row and the (-) will delete a row. The Summary of Hours will be blank until Time Administration (this occurs nightly) has been run. The Balances will show the amount of Sick, Vacation, etc. and all the leave types and number of hours available. Click on this button after entering your time each day. You can go back and change your entries and re-submit up until the last day of the pay period. Even though your timesheet is filled out with your schedule, you may still need to enter your lunch break and you will still need to submit your timesheet. Punch Exception Timesheet

Click on this button after entering your time each day. You can go back and change your entries and re-submit up until the last day of the pay period. Pay Period The date entered here will give you the Time Period in which that date falls. For example, if you enter 10/28, it will give you the Time Pay Period that begins on 10/24. Pay Period These links will allow you to view time entered for either the Previous or Next Time Pay Period. + - The (+) will add a row and the (-) will delete a row. The Balances will show the amount of Sick, Vacation, etc. and all the leave types and number of hours available. The Summary of Hours will be blank until Time Administration (this occurs nightly) has been run. this time pay period Click on this link to reference the hours you have reported to your supervisor for this time pay period. Use the drop down list to choose the appropriate time reporting code for your duties on the days reported in this row. These fields will be filled in with your scheduled hours. They can be changed if your hours worked differs from your schedule. Elapsed Exception Timesheet

Pay Period The date entered here will give you the Time Period in which that date falls. For example, if you enter 10/28, it will give you the Time Pay Period that begins on 10/24. Pay Period These links will allow you to view time entered for either the Previous or Next Time Pay Period. first IN: Enter the time you first report to your job. OUT: for the day and will not return for another shift OUT: Enter the time you leave your job for the day and will not return for another shift. plan on returning OUT: Enter the time that you leave your job for lunch, class, or any other reason and plan on returning. IN: Enter the time you return to your job from lunch, class etc. Click on the comment bubble to include a message regarding your time. Your supervisor approving your time, will be able to read your message. Use the drop down list to choose the appropriate time reporting code for your duties that day. Use this button to clear time out of ALL fields that contain information. Click on this button after entering your time each day. You can go back and change your entries and re-submit up until the last day of the pay period. Click on this link to reference the hours you have reported to your supervisor for this time pay period. Punch Positive Timesheet + - The (+) will add a row and the (-) will delete a row. The Summary of Hours will be blank until Time Administration (this occurs nightly) has been run. The Balances will show the amount of Sick, Vacation, etc. and all the leave types and number of hours available.

Time Entry Details  Standard Time Entry:  Need Colons  Need AM/PM or A/P indicator  24 Hour Clock Entry:  Military Time Best Practices for Timesheet Entry

Time Entry Details  TIPS:  Indicate if your entered time is AM or PM. You can use A’s and P’s or 24 Hour Clock time.  Colons are not necessary when using 24 Hour Clock time.  If you use Standard Time entry, you will need to use colons. Best Practices for Timesheet Entry cont.

 To see the step by step directions visit the Knowledge Base’s online directions at:  Punch Exception Timesheet: e.php?id= e.php?id=17198  Elapsed Exception Timesheet: e.php?id= e.php?id=17189  Punch Positive Timesheet: e.php?id= e.php?id=17200 Do You Want Step by Step Directions?

Bernard is Busy Bernard is a busy campus employee. – He works part-time at Food Services as a cook. – Additionally, he is employed part-time as member of the campus catering team. Bernard knows he uses a Timesheet for both jobs, but he is unsure how to distinguish between the two jobs when he goes to enter his time.

When You Have More than One Job Working Title Department Description You can see from the Timesheet, this employee works at two locations on campus. When entering time worked, it is important to select the correct job. Two identifiers to help with the correct job selection are the Working Title and Department Description.

 To see the step by step directions visit the Knowledge Base’s online directions at:  php?id= php?id=17188 Do You Want Step by Step Directions?

 Time Reporting Codes (TRCs) indicate the different types of circumstances an employee may work under.  The TRC will be chosen if the work is something other than “Regular Hours”.  If no TRC is selected, time entered is treated as Regular Hours. Time Reporting Codes

 John, who is a veterinary technician, might need to designate his time as something other than the default, Regular Hours. John the Vet Technician Above is a small sample of his regular (hours) schedule.

 For Example, would  For Example, If John had Call Back duty on Saturday, then he would have to choose an option from the TRC drop down list. John the Vet Technician CB050 – Call Back Above, you can see John selected CB050 – Call Back and entered the total number of Call Back hours he worked.

Timesheet  Also included on the Timesheet as Time Reporting Codes are: must remember NOT  Employees must remember to enter these as TRCs and NOT as absences. Unique Unique Time Reporting Codes Floating Holiday Comp Time Floating Holiday Comp Time

 In this example, the employee would like to take a floating holiday on 12/22 and 12/23. Floating Holiday The employee could choose to do the following:  Delete the regularly scheduled hours and enter the quantity of Floating Holiday hours. OR Leave the regular hours as is:  With either option, the Time Reporting Code of Floating Holiday must be entered. The employee could choose to do the following:  Delete the regularly scheduled hours and enter the quantity of Floating Holiday hours. OR Leave the regular hours as is:  With either option, the Time Reporting Code of Floating Holiday must be entered.

 To see the step by step directions visit the Knowledge Base’s online directions at:  ?id= ?id=17223 Do You Want Step by Step Directions?

Overtime to go towards Comp Time Rule Element  If you would like Overtime to go towards Comp Time rather than receiving the Overtime pay, this must be entered on the timesheet using a Rule Element. Designating Comp Time Compensatory Time for Overtime Your only choice is Compensatory Time for Overtime or COMP. This will tell HRS to take your Overtime and convert it to Compensatory Time. Compensatory Time for Overtime Your only choice is Compensatory Time for Overtime or COMP. This will tell HRS to take your Overtime and convert it to Compensatory Time. The final result on the timesheet. Rule Element 1 Clicking on the Magnifying Glass for Rule Element 1 will bring up your choices for this field.

use Comp Time  If the employee would like to use Comp Time, the process is a little different, but still done on the timesheet using a TRC. Using Comp Time The employee completes the following process: 1.Adds a Row 2.Chooses the Comp Time Taken TRC 3.Enters a Quantity of Clicks the Submit button The employee completes the following process: 1.Adds a Row 2.Chooses the Comp Time Taken TRC 3.Enters a Quantity of Clicks the Submit button This employee usually works until 4:30 p.m. each day. On Friday, the employee decides to work until 2:30 p.m. and use 2.0 hours of Comp Time. This employee usually works until 4:30 p.m. each day. On Friday, the employee decides to work until 2:30 p.m. and use 2.0 hours of Comp Time. The employee would like to use 2 hours of their Comp time on 1/28 to cover leaving 2 hours early on Friday.

 The bottom of the timesheet contains a list of links that can be helpful. Utilizing Timesheet Links Legal Holiday Hours Regular Hours Floating Holiday This particular pay period happened to have 2 Legal Holidays in it. DO NOT You DO NOT have to enter codes for these. HRS will automatically separate Legal Holidays from Regular Time. This particular pay period happened to have 2 Legal Holidays in it. DO NOT You DO NOT have to enter codes for these. HRS will automatically separate Legal Holidays from Regular Time. after Summary of Hours The next day, after Time Administration has run, the employee can check the Summary of Hours to verify their reported time using Time Reporting Codes was reported correctly. last running of Time Administration. Notice the statement informs: what you see is only as accurate as the last running of Time Administration.

 To see the step by step directions visit the Knowledge Base’s online directions at:  Designating Comp Time: Non- Exempt Employees: d= d=16859  Designating Comp Time - Exempt Employees: d=16741 Do You Want Step by Step Directions?

Paycheck & Earning Statement Your earning statements will be accessible through the Payroll Information module in the My UW Portal. – The Payroll Information module contains both your earning and tax statements. – Your earning statements will be listed in order by the date you were paid, with the most recent earning statement at the top. – For older earning statements you can use the numbered page links or the Previous and Next links under the list of earning statements. Clicking on an earning statement will open it as a.pdf which you can view, print, or save.

You can retake this course at anytime as a refresher. Contact your supervisor or payroll coordinator. Knowledge Base documents. Contact the Help Desk. Resources