Topics Map > Payroll/Benefits
Leave Reporting
Process on reporting Leave and Absences.
ENTERING ABSENCES:
·
Go to my.wisc.edu and log into MY UW.
·
Select Time
and Absence.
·
From the Time and Absence screen, select Request Absence if it isn’t already
selected.
·
If you use a one-time password device for HRS,
you will need to enter a one-time password before continuing.
·
This will bring you to the Request Absence screen.
· Select an Absence Name from the drop-down list.
·
Notice Current
Balance populates for the type of leave requested.
·
Enter the Start
Date and End Date of the
absence.
·
If the absence is for more than one day DURING
THE SAME WEEK, i.e. Monday through Friday, enter a date range. DO NOT indicate a date range that includes
weekend dates unless the weekend dates are part of your regularly scheduled
work days. SEE EXAMPLES BELOW.
·
Do not
change the reason unless you are using vacation, personal holiday, or legal
holiday in lieu of sick leave. Then select the corresponding “in lieu of sick”
reason code. All others should remain as “select absence reason.”
·
Enter number of hours taken in Hours Per Day using the guide that is
on your paper leave reports.
·
Full-time employees need to enter hours in four
or eight hour increments, unless the leave is for an approved FMLA request, in
which case they need to work with their Payroll Coordinator to process their
leave time.
·
Part-time employees leave can be in any
increment. However, all leave will be rounded to the nearest quarter hour.
·
The duration field will default to the total
number of hours requested based on the hours per day and the date range.
·
Click “Submit”
·
Click “Yes”
To enter another absence request,
click “Request Absence“ at the top of the page to start the second absence
request.
EXAMPLE #1:
If absence
request is for vacation for Friday, January 12 to Friday, January 19, 2018, employee
needs to enter TWO separate absence requests – one for each week.
Start Date: Monday, 01/12/18
End Date: Monday, 01/12/18
Enter 8.0 hours
in HOURS PER DAY.
Then “CALCULATE
END DATE OR DURATION”. Total should
show 8.0 hours vacation requested.
Then Submit.
Start Date: Monday, January 15, 2018
End Date: Friday, January 19, 2018
Enter 8.0 hours
in HOURS PER DAY.
Then “CALCULATE
END DATE OR DURATION”. Total should be
40.0 hours vacation requested.
Then Submit.
If employee
submitted this request as ONE request, HRS would calculate 8.0 hours/day for
EACH day including weekends, etc. causing the employee to overuse intended
leave.
EXAMPLE #2:
If absence
request is for January 16 to January 19, 2018, and the employee wants to use
two different types of leave such as vacation and personal holiday, the
employee will need to enter TWO absence requests – one for each type
leave.
Vacation
Start Date: 01/16/18
End Date: 01/17/18
Enter 8.0 hours
in HOURS PER DAY.
Then “CALCULATE
END DATE OR DURATION”. Total shows 16.0
hours vacation requested.
Then Submit.
Personal
Holiday
Start Date: 01/18/18
End Date: 01/19/18
Enter 8.0 hours
in HOURS PER DAY.
Then “CALCULATE
END DATE OR DURATION”. Total shows 16.0
hours personal holiday requested.
Then Submit.
LEGAL HOLIDAYS:
·
Legal holidays will automatically load based on
your FTE. Employees do not need to enter
legal holidays if the hours are correct.
·
If employee is less than 1.0 FTE, the employee
will receive a prorated amount based on FTE.
·
If an employee needs to void or change the
number of hours worked for a legal holiday, contact your payroll
representative.
·
If there is a floating holiday that occurs in
the fiscal year, select Legal Holiday
(UNC) as the absence type when that floating holiday is used.
NO LEAVE TAKEN:
·
If the employee has not taken any Leave during a
given month, the employee must submit an absence request for No Leave Taken (UNC).
·
The Start date and End date must be the same
date.
o
Best practice is to enter the 1st of the month
for A-basis employees and the first day of the pay period for C-basis
employees. The C-basis calendar is available on the L&S Gateway: https://kb.wisc.edu/ls/page.php?id=29943.
·
Employee needs to select an Absence Name from
the drop-down list of “No Leave Taken (UNC)”. Reason should remain blank.
·
If there is a Legal Holiday during a month such
as Labor Day, Thanksgiving, etc., and the employee has not taken any other
leave during the month, the employee still needs to submit a “No Leave Taken
(UNC)” request.
·
Managers will be required to approve the No
Leave Taken request, just as with any other absence request.
·
If employee does not enter a No Leave Taken
absence take for a month in which no leave was used, the Leave Report will be
considered “missing” for that month, which may result in Sick Leave Reduction.
C-Basis employees who work in the summer:
·
Further information is forthcoming in early
summer.
Additional Resource:
·
Request Absences through ESS (Employee
Self-Service) – KB # 17773: https://www.kb.wisc.edu/page.php?id=17773
·
Absence Help Page: https://uwservice.wisconsin.edu/help/time-absence/
·
Time and Absence Video: https://uwservice.wisconsin.edu/docs/pd/mss-dashboard/index.html