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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

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.