AM - Entering a Partial Day Absence (Employee)

GENERAL DESCRIPTION:

This document will describe the process for an employee to enter a single partial day absence as well as a multiple day absence.

PROCESS CONSIDERATIONS:
  • Before using this guide, an employee should know the following:

    • Campus login ID and password for My UW System Portal



PROCEDURE STEPS:

Enter time as an employee:

  1. Employees at all campuses except Madison will log in to the My UW System portal at My Wisconsin. UW-Madison employees will log in to the My UW Madison portal instead at https://my.wisc.edu. For more information on logging into the My UW System portal, please see UWSC Support - Logging in to the My.Wisconsin.edu / My.Wisc.edu System Portal .
  2. For employees at UW-Madison, the My UW-Madison home page opens. Click on the Time and Absence tile.

  3. To request an absence, click on the Enter Absence link.


    NOTE: After clicking on the Enter Absence link, a second log in will be required which includes the employee's Net ID and Password. After completing the second log in, the Request Absence page will appear.



Requesting a Partial Day Absence:

  1. You will now see the Request Absence page. This is where you fill out the specific information for your absence request. *Note: If you are employed at more than one job you may see another page before Request Absence that lists your jobs. You should pick the job you want to submit an absence for from that list.

    Absence Request

    • Start Date (required): The first work day you will be absent. You can enter the date by typing it in the format MM/DD/YYYY or by clicking the calendar icon Calendar Icon Image and selecting the correct day
    • Filter by Type: Leave it set to All. Absences are classified into categories such as "Vacation", "Sick Leave", etc. You can filter the list of absences by selecting a category so you will only see the related absences.
    • Absence Name (required): Select the name of the specific absence you will taking, such as Vacation.
    • Current Balance: Once you select an absence name, the current leave balance for the absence will be displayed. *Note: This balance only reflects approved absence requests. If you have unapproved absences, they will not be reflected in the Current Balance.
    • Requestor Comments: You may optionally enter comments about the absence for your supervisor. *Note: There is a spell check icon Spell check icon image to the right of the Requestor Comments box.
  2. After selecting an Absence Name, more fields will appear for you to fill out.

    Note: This is a request absence for one partial day. 

    Absence Name

    • End Date (required): The last work day of your absence. 
    • Reason: This field is not used.
    • Entry Type: Entry Type of Hours per Day will use the quantity of hours entered for each day of the absence, regardless of Work Schedule. Entry type of None will use the employees assigned Work Schedule to determine the number of hours.
    • Hours Per Day: This field indicates the number of hours of Absence requested for each day of the absence request.
    • Duration: Instead of entering an End Date, you may enter the Duration of your absence in hours. Example: If you work 8 hours a day, and will be absent for 4 hours that day, you would enter 4 hours. 

    IMPORTANT: All partial day absences in a single request must be the same length (hours per day). If you wish to request multiple partial day absences with different lengths, you will need to submit multiple absences requests. 

    After entering either an End Date or a Duration for your absence, click the Calculate End Date or Duration button and the system will fill in the blank field for you.

    Calculate End Date or Duration Button

    IMPORTANT: After clicking on Calculate End Date or Duration, you must review the "Duration" in hours before submitting the absence. Ensure the number of hours is as you expected, if not review and correct your entry before submitting.

  3. After filling out the required fields, click submit.

    Submit Button

    This will submit the request to your supervisor for approval. Once you have submitted the absence request, you cannot make any changes to it.  A confirmation box will appear.  Click the OK button to continue.

    Submit Confirmation

  4. You will now see the Request Details page which lists the details of the request and its status. Because your request has just been submitted, its status will say Pending.

    Request Details

  5. IMPORTANT: When submitting a partial day absence, you MUST go back to your timesheet to make sure your hours are being reported correctly. If you do not you may end up under- or over- reporting your hours.

    Correcting your timesheet:

    • Navigate to your timesheet through the Portal.
    • The absence request will appear on the timsheet as soon as it is submitted.
    • Verify that the hours in your timesheet for partial absence days are correct. Fix the timesheet if necessary by entering the correct time that you worked and submitting it.


Requesting Multiple Partial Day Absence:

  1. You will now see the Request Absence page. This is where you fill out the specific information for your absence request. *Note: If you are employed at more than one job you may see another page before Request Absence that lists your jobs. You should pick the job you want to submit an absence for from that list.

    Absence Request

    • Start Date (required): The first work day you will be absent. You can enter the date by typing it in the format MM/DD/YYYY or by clicking the calendar icon Calendar Icon Imageand selecting the correct day.
    • Filter by Type: Leave it set to All. Absences are classified into categories such as "Vacation", "Sick Leave", etc. You can filter the list of absences by selecting a category so you will only see the related absences.
    • Absence Name (required): Select the name of the specific absence you will taking, such as Vacation.
    • Current Balance: Once you select an absence name, the current leave balance for the absence will be displayed. *Note: This balance only reflects approved absence requests. If you have unapproved absences, they will not be reflected in the Current Balance.
    • Requestor Comments: You may optionally enter comments about the absence for your supervisor. *Note: There is a spell check icon Spell check icon image to the right of theRequestor Comments box.
  2. After selecting an Absence Name, more fields will appear for you to fill out.

    Note: This is a request absence for multiple partial days. 

    Absence Name

    • End Date (required): The last work day of your absence. It is acceptable to enter a range, up to but not longer than one working week.  
    • Reason: This field is not used.
    • Entry Type: Entry Type of Hours per Day will use the quantity of hours entered for each day of the absence, regardless of Work Schedule. Entry type of None will use the employees assigned Work Schedule to determine the number of hours.
    • Hours Per Day: This field indicates the number of hours of Absence requested for each day of the absence request. 
    • Duration: Instead of entering an End Date, you may enter the Duration of your absence in hours. Example: If you were to be absent for 4 hours each day for 2 days, you would enter a duration of 8 hours. 

    IMPORTANT: All partial day absences in a single request must be the same length (hours per day). If you wish to request multiple partial day absences with different lengths, you will need to submit multiple absences requests

    After entering either an End Date or a Duration for your absence, click the Calculate End Date or Duration button and the system will fill in the blank field for you.

    Calculate End Date or Duration Button

    IMPORTANT: After clicking on Calculate End Date or Duration, you must review the "Duration" in hours before submitting the absence. Ensure the number of hours is as you expected, if not review and correct your entry before submitting.

  3. After filling out the required fields, click Submit.

    This will submit the request to your supervisor for approval. Once you have submitted the absence request, you cannot make any changes to it.  A confirmation box will appear.  Click the OK button to continue.

    Submit Confirmation

    You will now see the Request Details page which lists the details of the request and its status. Because your request has just been submitted, its status will say Pending.

    Request Details

    IMPORTANT: When submitting a partial day absence, you MUST go back to your timesheet to make sure your hours are being reported correctly. If you do not you may end up under- or over- reporting your hours.

    Correcting your timesheet:

    • Navigate to your timesheet through the Portal.
    • The absence request will appear on the timsheet as soon as it is submitted.
    • Verify that the hours in your timesheet for partial absence days are correct. Fix the timesheet if necessary by entering the correct time that you worked and submitting it.


ADDITIONAL RESOURCES:

Related KBs

Related Links
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    Keywords:HRS leave vacation sick furlough off sabbatical self-service request management FMLA ALRA take takes training paid time off PTO Family Medical Leave Absence Management   Doc ID:16688
    Owner:Sandy R.Group:Human Resource System (HRS)
    Created:2011-01-27 18:00 CSTUpdated:2017-06-08 13:41 CST
    Sites:Human Resource System (HRS)
    Feedback:  3   7