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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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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.