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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.

 

Open Office Hours Schedule

  • Open Office hours are available for all employees and supervisors needing assistance with absence/timesheet entry and approval. This is not for full training. On-line videos and handouts are available for viewing below.
  • Open office hours for assistance are the first Monday and the second Thursday of each biweekly payroll. View the Payroll schedule below for the pay period dates.
  • Employees and supervisors are welcome to stop in the Human Resources office, call, or email for assistance and someone will assist you as quickly as possible. All are also welcome to request assistance at anytime.

 

 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 creted 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)

 

KnowledgeBase (KB) On-Line Reference (https://kb.wisc.edu/hrs/)

  

HRS Self-Service How-To Training Videos

 

LTE and Student
Employees
Non-Exempt Employees
(ADA, Custodian, Trades, USA)
Biweekly Exempt
(Approvers, Many IT Staff)
Unclassified Exempt
(Faculty, Academic Staff)
Approvers
of All Classifications

Timesheet Entry

Absence and Timesheet Entry

Absence and Timesheet Entry*

Faculty/Academic Staff Absence Entry

Manager Absence and Timsheet Approval

 *NOTE: The Exempt Timesheet is in whole hours per day, not in/out times. Exempt emlpoyees must add a row to indicate night and  weekend differentials and overtime/comp time. See Time Reporting Code handout for details on which codes to utilize.

Video Segments
HRS System Processes Biweekly Absence Entry
Manager Absence Approval
Manager Timesheet Approval

 

Reference Materials

LTE and Student
Employees
Non-Exempt Employees
(ADA, Custodian, Trades, USA)
Exempt
(Supervisors, Many IT Staff)
Exempt
(Faculty, Academic Staff)
Approver
Entering Time Reference Guide Time and Absence Reference Guide Time and Absence Reference Guide Requesting Absence Approval Reference Guide (all employees)
Requesting Absence Requesting Absence LTE and Student Approval Reference Guide
Entering Comp Time Earned and Used (NE) Entering Comp Time Earnd and Used (E) Reports Guide
Night Shift Employees Reference (NE) General Legal Holiday Reference (E) Time Reporting Codes (TRC) - Non-Exempt
General Legal Holiday Reference (NE) Part-Time Employees ONLY
Legal Holiday Reference
Time Reporting Codes (TRC) - Exempt
Part-Time Employees ONLY
Legal Holiday Reference
University Police and Power Plant
Legal Holiday Reference
HRS Basic Terminology
University Police and Power Plant
Legal Holiday Reference
Using "Extra" Legal Holiday (Floating Holiday)
Floating Holiday Reference
Using "Extra" Legal Holiday (Floating Holiday)
Floating Holiday Reference
Time Reporting Codes (TRC) - Exempt
Time Reporting Codes (TRC) - Non-Exempt
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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.