1. Access your Timesheet via the Time and Absence tile through MyUW.
   
2. From the Time and Absence screen, select Request Absence. 
3. Select an Absence Name from the drop down list. 
   1. Notice Current Balance populates for the type of leave requested.
      
4. Enter the Start Date and End Date of the absence. 
   1. If the absence is more than one day DURING THE SAME WEEK (i.e. Monday through Friday), enter a date range.
   2. Do NOT indicate a date range that includes weekend dates unless the weekend dates are part of your regularly scheduled work days. 
   3. Do not change the reason, this field is not used. 
   4. Full-time Exempt employees enter number of hours taken in Hours Per Day using the following guide: 
      

      Hours Missed	Leave Reported
      0 to < 2 hours	0 hours
      2 to 6 hours	4 hours
      > 6 hours	8 hours

       
      1. Full-time exempt employees need to enter hours in four or eight hour increments, unless the leave is for an approved FMLA request, in which case they may need to work with the CHM Payroll Coordinator - Lisa Wesley to process their leave time. 
      2. Part-time employees leave can be in any increment. However, all leave will be rounded to the nearest quarter hour.
      3. The duration filed will default to the total number of hours requested based on the hours per day and the date range.
   5. Full-time Nonexempt employees enter the total number or hours rounded to the nearest quarter hour (ie: 4.25 for 4 hours and 15 minutes).
   6. Click Submit.
      1. Repeat previous steps as needed.
   7. Click "Yes."

Legal Holiday - Automatic Load 

Full Time employees (FTE 1.0) will have 8 hours of legal holiday automatically loaded to the timesheet within a few weeks of the actual holiday. If you are not working on this day due to the holiday observation, no change needs to be made to the timesheet. 

WARNING: If time has already been submitted for the observed date prior to the legal holiday time hours being loaded. the time will need to be removed or an exception will be created. 

Full time employees (FTE 1.0) with a prepopulated schedule whose scheduled hours fall on the observed holiday will have a maximum of 8 legal holiday hours automatically loaded. 

Part-time employees (< 1.0) may NOT have legal holiday hours automatically loaded and may need to enter them manually. Follow steps for entering an absence. 

Floating Legal Holiday Absence Used 

Floating Legal Holiday hours are observed holidays that fall on a Saturday or non-scheduled day. These hours are available for use at any time during the year. While available for use, the hours are not actually earned until the  pay period in which the observed holiday occurs. If you leave the position before the hours are actually earned, you will need to pay back the overused hours. 

If you work on a legal holiday, the hours are available to use at another time. Follow these steps to use the hours. 

1. Navigate to the timesheet. 
2. On the row with the date of the absence, select the absence type of Legal Holiday from the Time/Absence Code drop down list.
3. Enter the number of hours being requested in the Quantity field. 
4. Click Submit.
   1. Reported hours will be updated to reflect all Time and Absence hours entered for the time period
   2. The Needs Approval icon will appear in the Status column 

Pre-Populated with More than 8 Hours on Holiday (Full time Employee)

A maximum of 8 hours will be loaded through the automatic load process. Additional time will need to be covered with another absence type (or worked), or the hours over 8 will be unpaid. 

1. Navigate to the timesheet.
2. On the row with the legal holiday, click the plus sign to add a row. 
3. Select the absence type to be used from the Time/Absence code drop down 
4. Enter the number of hours being requested in the Quantity field.
5. Click Submit.
   1. Reported Hours will be updated to reflect all Time and Absence hours entered for the time period.
   2. The Needs Approval icon will appear in the Status column. 
      

1. Navigate to the timesheet.
2. On the row with the date of the absence, select the absence type from the Time/Absence Code drop down list. Absence types appear at the bottom of the list. 
3. Enter the number of hours being requested in the Quantity field. 
4. Click the plus sign next to the date of the absence to add another row.
    
5. Repeat steps 2 - 4 as needed.
6. Click Submit. 
   1. Reported hours will be updated to reflect all Time and Absence hours entered for the time period. 

Depending on the timesheet view you are using, the Copy from Previous button will allow you to copy time and absences from the previous period, week, or day. Once the time is copied, you can make any changes necessary before submitting your time. 

Copy from Previous will pull in timesheet data which may include schedule variations and absences from the previous period. Therefore, it is important that you are checking the time entered is correct. 

If there is un-submitted time on the current timesheet, when the button is used, the un-submitted time will be overwritten. Make sure you are submitting your time every time you enter it.

If there is submitted time on the timesheet when the Copy from Previous button is pushed, a warning will appear asking if you wish to continue.

If you request an absence but did not have enough hours prior to the start of the pay period for that absence type, a warning message similar to the one below may display.

NOTE: This warning will only display upon submissions of a single absence request which exceeds the available balance.

Examples of when this warning will display

• At the start of the pay period you have 4 hours of vacation time. On Monday you request 6 hours of vacation - You will see the warning message.
• At the start of the pay period you have 4 hours of vacation time. On Monday you request 2 hours of vacation time and on Tuesday you request 4 hours of vacation time. You will NOT see the warning message because you did not exceed the available hours in a single request.