1. Supervisor Approval Instructions- Bi-weekly Payable Time & Absence Requests

2. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request 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 email.

3. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request This is what My UW System looks like:

4. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request How to approve my bi-weekly employee’s absence requests and payable time? Go to the Manager Time And Approval section in My UW System and click on “Manager Self Service-Time Management”. You may have to log in again with the same username and password as your email.

5. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request This is what that screen will look like: Then click on ‘Approve Time and Exceptions’

6. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request The following steps are necessary to make sure your employees are being paid for their Absences and their Payable Time: Step One – Review and Approve Absences Click on Absence Requests (see below) This page will then appear:

7. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request At this time you will want to do the following checks: 1.Click on the employees name/request to make sure the employee has entered it correctly. 2.Make sure the start and end dates are correct for the time that the employee wants to take time off for. Reminder: Absences can not span over weekends or holidays. The only exception is that the employee normally works on those days. 3.Make sure that the ‘Entry Type’ states ‘Hours Per Day’. 4.Make sure that the amount of hours requested is correct. ‘Exempt’ employees need to record their time off in either 4 or 8 hour increments total. ‘Non-Exempt’ employees need to record their time off in the 0.25 increments. 5.Make sure that they have enough balance to cover the amount that they are requesting. If everything is correct…. 6.Click on ‘Approve’. See the next slide for what it will look like:

8. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request 2 3 4 5 6

9. If there is something wrong with the request, you will need to ‘Push Back’ that request for the employee to ‘Edit’. Please inform the employee that you did that so they know to ‘Edit’ it. You will also need to ‘Push Back’ requests if any employee needs to make a change or void the request. Do no use the ‘Deny’ button, only use the ‘Approve’ or ‘Push Back’ buttons. Please note: If the supervisor approves hours without reviewing them first, the only individual who can edit or void/cancel the request is the payroll coordinator.

10. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request Can the supervisor enter an absence request for the employee? YES! Under ‘Manager Self Service’, instead of ‘Approve Time and Exceptions’, click on ‘REPORT TIME’ Select your personal Supervisor Group or the Supervisor Backup Group, which will automatically come up (depending on who you are entering for): The ‘B’ code is for the employees that you are the Main Approver for. The ‘C’ code is for the employees that you are the Back-up Approver for.

11. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request Then select the employee’s name and click ‘Continue’ and then fill out the absence request the same way the employee would fill it out themselves. If you are unsure of how to do this, please refer to the Absence/Time Sheet instructions for University Staff.

12. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request Step Two – Check and Fix Exceptions An exception could mean: – The employee punched his/her time incorrectly (entered in or out on the wrong day or in the wrong in and out box, put PM instead of AM or vice versa, etc.) – It could also mean that the employee worked over 12 hours in one shift. This is legitimate for some employees on campus because of their schedules, but sometimes it can mean the employee entered his/her time wrong, which is why you are given this exception warning and it’s important to double check if you are unsure. – If the employee worked over their regular scheduled hours based off of their FTE % (in most cases –this would only come up for exempt employees and will still only pay the employee for their set scheduled hours – in this case, you can just OK the exception as it is just an alert to the supervisor and will not pay over their exempt FTE percentage).

13. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request Choose Group ID by clicking on magnifying glass next to field and choose the Supervisor or Backup Supervisor option depending on who you are approving for. Then click on the ‘Get Employees’ box.

14. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request If zero names appear, then there are currently no exceptions or time administration still needs to run from when the employee entered the information, so please always check this before approving an employee’s timesheet. If there are exceptions – you must click on each name and look at what it is telling you. These exceptions have to be cleared before you approve any absences or timesheet entry. Please note: If there is a “missed punch”, the employee or you will have to fix the timesheet and resubmit. After this is done, you must wait until the next time admin is done running. Time Administration runs at 9am, 11am, 1pm, and 3pm and it usually takes about 45 minutes to run. After it runs, you will be able to go into payable time to approve your employee(s) time.

15. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request Step Three – Review and Approve Payable Time When reviewing payable time, it will only include the hours your employee physically work, not absences. It is important that the hours physically worked, match the hours requested off and equal the employee’s total reported hours. Click on ‘Approve payable time’, then make sure you have the correct ‘Group ID’ for the employees that you want to approve. Once the correct Group ID is selected, click on ‘Get Employees’.

16. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request How to approve ‘Payable Time’ – Click on the first employee in the list. – Time needing to be approved will be displayed by date in ‘Approval Details’. – For each employee: Verify the time listed in the timesheet is correct. Compare to scheduled time, if possible. – To approve all time click ‘Select All’ this should put a check mark in all the boxes. – Click ‘Approve’. – Confirm the approval. – Verify there was a ‘Saved’ confirmation. – To access the next employee’s time, click ‘Next Employee’ at the top of the page. – Repeat the above steps for each employee.

17. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request Example: If the employee worked 6 hours and took 2 hours vacation, you should only be approving 6 hours on the time sheet (not 8). If the employee took the full day off, you should not see any hours to approve for that day. If these hours do not match (too much or too little) it could cause the employee to get paid overtime when they shouldn’t or it could cause them to not get paid enough. When reviewing the employee’s time to be approved – the total hours will include their regular hours plus any hours they would be receiving a differential for such as Night Diff, Weekend Diff, Overtime, etc. If the employee makes an adjustment to their timesheet, sometimes you will notice a negative number and a positive number for the same day – all must be approved.

18. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request Approving Time after adjustments have been made (see picture below): All negative and positive times must be approved to adjust the time that have already been approved.

19. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request How to adjust an employee’s timesheet for them:

20. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request How to adjust an employee’s time sheet for them if they are not showing up on the ‘Approve Payable Time’ screen. Go to ‘Report Time’ and click on ‘Timesheet’. Click on ‘Get Employees’ as you normally would for the other screens, find the employee and click on their name. Enter the employee’s IN and OUT times, but be aware that if the employee only has one IN and one OUT, they need to be entered in the first ‘IN’ and the last ‘OUT’…leave the middle two rows blank. Once the hours are entered, click on the ‘Submit’ button at the bottom.

21. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request Last Step: Review Hours Approved As a supervisor you should always make sure you have approved all hours for all of your employees. A way to check this would be to go to ‘View Time’ and then click on ‘Payable Time Detail’. Search employees under your ‘Group ID’ and click ‘Get Employee’…then click on each employee individually and it will look similar to the picture on the next page. You will be able to see if the employee needs time approved and if nothing comes up for that day, you know the employee never enter any hours for that day and you will need to get ahold of them or enter it for them.

22. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request When the ‘Status’ states the following: ‘Needs Approval’ = means that you still need to approve ‘Approved’ = means that you have successfully approve the hours ‘Taken by Payroll’ = means that the hours were successfully approved and taken by payroll to be paid.

23. Questions