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Absence and Timesheet Entry & Approval Processes (HRS Self-Service)

Information found here relates to absence and timesheet self-service processes (entry and approval) for employees and supervisors.

Updating Time Approvers for Absences and Timesheets

  • Complete the request form to update time approvers for all employee types EXCEPT Student Employees
  • Student Employee time approver changes are to be completed by the Student Employment Employing Unit Coordinator for the corresponding department.
  • Time Approver Changes Request Form


Absence and Time Administration (TA) Process

Absence Processing

  • Absence enter and approval process is real time - supervisor can approve immediately; absence will show on timesheet immediately (even if not yet approved)
  • Employee can tell status of absence request on timesheet and in Request Absence, View Absence Request History
  • Absence will not show as payable time (in the Summary of Hours on timesheet) until after the absence process runs
  • Absence process runs immediately before Time Administration (TA)

Time Administration (TA - Timesheet) Processing

  • Entry and usage rules are checked and the system evaluates and processes the reported time entered
  • Payable Time is created after TA runs. All "Reported Time" that has been entered into HRS since the last TA process has been run, for the current or prior pay periods, will be evaluated by TA and either Payable Time or Exceptions will be created.
  • Payable Time will be approved by the employee's supervisor. In HRS, Payable Time is the type of time that is approved on the timesheet. It is separate from Absence approvals.
  • Exceptions are created when TA evaluates the reported time and the system is unable to determine how to recate payable time or the way the time has been reported is incomplete or "breaks the rules."
  • TA process typically takes one (1) hour to evaluate. TA Runs 7 times every day, 7 days a week: 4:00am, 9:00am, 11:00am, 1:00pm, 3:00pm, 7:00pm, and overnight

 

Payroll Schedule (monthly and bi-weekly)

Approval Schedule (bi-weekly)

 

Reference Materials

University Staff Temporary and Student Employees

University Staff Nonexempt

Nonexempt Academic Staff (AS) and Exempt University Staff

Faculty and Exempt Academic Staff

Approver
Timesheet Entry Guide - Hourly Only Time Entry Guide Requesting Absence Requesting Absence Absence and Timesheet Approval Guide
(all employees)

Paid via Lump Sum Timesheet Entry Guide
Requesting Absence AS Time Entry Guide
Temporary and Student
Approval Guide
Entering Comp Time
Earned and Used (NE)

9-Month AS Legal Holiday

12-Month AS Legal Holiday

12-Month AS Floating Legal Holiday

Filtering Approve Payable Time for Hourly Approvals

Reports Guide

Night Shift Employees (NE) 12-Month AS Comp Time Earning and Using
Time Reporting Codes (TRC)
General Legal Holiday  (NE) Exempt University Staff ONLY
HRS Basic Terminology
Part-Time Employees ONLY
Legal Holiday Reference
Requesting Absence and
Timesheet Management
Night Shift (5:00pm - 1:00am)
Employees ONLY
Legal Holiday Reference
Using "Extra" Legal Holiday
(Floating Holiday)
Floating Holiday Reference
University Police and Power Plant
Legal Holiday Reference
Electing to Convert Vacation to Banked Leave
(only occurs in December; requires eligibility)
Using "Extra" Legal Holiday
(Floating Holiday)
Floating Holiday Reference

Time Reporting Codes (TRC)
Electing to Convert Vacation to Banked Leave
(only occurs in December; requires eligibility)
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KB Document References

KB Document References.pdf — PDF document, 303 kB (311205 bytes)

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NonExempt CT

Non-Exempt CT.pdf — PDF document, 278 kB (285643 bytes)

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Exempt CT

Exempt CT.pdf — PDF document, 230 kB (236387 bytes)

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Night Shift Examples

Night Shift Employees.pdf — PDF document, 545 kB (559080 bytes)

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Exempt TRC

TRC Codes - Exempt EEs.pdf — PDF document, 217 kB (223161 bytes)

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Non-Exempt TRC

TRC Codes - Non-Exempt EEs.pdf — PDF document, 218 kB (223501 bytes)

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HRS Terminology

HRS Terminology.pdf — PDF document, 72 kB (74688 bytes)

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Reports Guide

Reports for Supervisors.pdf — PDF document, 691 kB (707758 bytes)

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Non-Exempt LH Reference

Non-Exempt LH.pdf — PDF document, 524 kB (536953 bytes)

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Exempt LH Reference

Exempt LH.pdf — PDF document, 324 kB (332629 bytes)

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PP and UP LH Reference

PP and UP LH.pdf — PDF document, 701 kB (718594 bytes)

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Request Absence

Request Absence.pdf — PDF document, 815 kB (834954 bytes)

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Part-Employee LH Reference

Part Time LH.pdf — PDF document, 70 kB (72264 bytes)

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NS LH Guide

NE Night Shift LH.pdf — PDF document, 620 kB (635641 bytes)

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Absence and Timesheet Approval Guide

AbsTimesheetApprovalGuide.pdf — PDF document, 1187 kB (1215513 bytes)

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University Staff Continuous and Project Entry Guide

UnivStaffEntryGuide.pdf — PDF document, 1094 kB (1121006 bytes)

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University Staff Temporary and Student Entry Guide

TempStudentEntryGuide.pdf — PDF document, 994 kB (1018387 bytes)

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Using Legal Holiday (NE)

NE Using LH.pdf — PDF document, 280 kB (287396 bytes)

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Using Floating Holiday (E)

E Using LH.pdf — PDF document, 290 kB (297043 bytes)

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Temporary and Student Employee Approval Guide

TempStudentApprovalGuide.pdf — PDF document, 977 kB (1001046 bytes)

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Change HRS Absence and Timesheet Approvers

Filed under:
Use this to request a change in absence or time approvers for University, Faculty, Academic Staff or Limited Term Employees. If you need to make a change to Student Employees, work directly with the Student Employment Unit Coordinator associated with your department student hires.

Read More…

Univ Staff Exempt

UnivStaffExempt.pdf — PDF document, 719 kB (736967 bytes)

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Banking Leave

Banking Leave.pdf — PDF document, 468 kB (479363 bytes)

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Lump Sum Timesheet Entry Guide

LumpTSEntryGuide.pdf — PDF document, 656 kB (672463 bytes)

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Filter Hourly Jobs

Supv Filter Hourly Jobs.pdf — PDF document, 124 kB (127245 bytes)

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AS Nonexempt TS Entry

AS NE EntryReferenceGuide.pdf — PDF document, 1121 kB (1148177 bytes)

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9-Month AS nonexempt Legal Holiday

9-Month AS NE Legal Holiday Hours.pdf — PDF document, 436 kB (446622 bytes)

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12-Month AS nonexempt Legal Holiday

12-Month AS NE Legal Holiday Hours.pdf — PDF document, 315 kB (323240 bytes)

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12-Month AS nonexempt Comp Time

12-Month AS NE CT.pdf — PDF document, 395 kB (405076 bytes)

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Human Resources - University of Wisconsin Oshkosh
328 Dempsey Hall • 800 Algoma Blvd. • Oshkosh WI 54901 • Office Hours: Monday-Friday: 7:45 a.m. - 4:30 p.m.