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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.

 

Assistance is Available

  • Assistance is available for all employees and supervisors for entry and approval. This is not for full training. On demand videos and references are available for viewing below.
  • Employees and supervisors are welcome to contact Human Resources for assistance. If your issue is directly related to an adjustment that needs to be made please email the details to Jodi for biweekly or Brenda for monthly as listed below:
    • Main Desk Area: 920/424-1166
    • Biweekly Payroll Issues: Jodi Anthony; 920/424-2070; anthonyj@uwosh.edu
    • Monthly Payroll Issues:   Brenda Rens; 920/424-1412; rensb@uwosh.edu

 

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 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

 

Temporary and

 Student Employees

University Staff

 (ADA, Custodian, Trades, USA)

University Staff Exempt

 (Approvers, Many IT Staff)

Approvers

of All Classifications

Timesheet Entry

Absence and Timesheet Entry

Absence and
Timesheet 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

Temporary

and Student Employees

University Staff

(ADA, Custodian, Trades, USA)

University Staff Exempt

(Supervisors, Many IT Staff)

Exempt

(Faculty, Academic Staff)

Approver
Timesheet Entry Guide Time and Absence Entry Guide Requesting Absence and
Timesheet Management
Requesting Absence Absence and Timesheet Approval Guide
(all employees)
Requesting Absence Using "Extra" Legal Holiday
(Floating Holiday)
Floating Holiday Reference
Temporary and Student
Approval Guide
Entering Comp Time
Earned and Used (NE)
Electing to Convert Vacation to Banked Leave
(only occurs in December; requires eligibility)
Reports Guide
Night Shift Employees (NE) Time Reporting Codes (TRC)
General Legal Holiday  (NE) HRS Basic Terminology
Part-Time Employees ONLY
Legal Holiday Reference
Night Shift (5:00pm - 1:00am)
Employees ONLY
Legal Holiday Reference
University Police and Power Plant
Legal Holiday Reference
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)
Document Actions

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

AbsenceRequest.pdf — PDF document, 719 kB (737131 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, 1033 kB (1058016 bytes)

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University Staff Continuous and Project Entry Guide

UnivStaffEntryGuide.pdf — PDF document, 1046 kB (1071420 bytes)

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University Staff Temporary and Student Entry Guide

TempStudentEntryGuide.pdf — PDF document, 875 kB (896257 bytes)

Document Actions

Using Legal Holiday (NE)

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

Document Actions

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, 897 kB (919290 bytes)

Document Actions

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)

Document Actions

Banked Leave

Banking Leave.pdf — PDF document, 473 kB (485024 bytes)

Document Actions
Document Actions

Human Resources - University of Wisconsin Oshkosh
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