AM - Approve an Absence - Manager

This process explains how to approve an employee's absence request as a manager or supervisor.

Procedure At-A-Glance
Category: Approving Absences
Audience: UW Absence Approvers; Managers; Supervisors
Overarching Process: Absence Management
Navigation: MyUW System Portal / MyUW Portal (UW-Madison)
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General Description

This procedure outlines the steps for approving an employee's submitted absence request. Absences must be approved for employees to be paid for them.

Process Inputs

  • Employee ID (Empl_ID) Number

Process Outputs

  • Approved Absences

Process Considerations

  • Managers should always remember to review an employee's absence balances before submitting a take on an employee's behalf. The balance for the employee is displayed on the request.


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    Procedure Steps

    Before using this guide, a manager/supervisor should know the following: Campus Login ID and Password for MyUW System Portal (or MyUW Portal)
    1. Log in to the My UW System portal at Note: UW-Madison employees can optionally log in to the My UW Madison portal instead. For more information on logging into the My UW System portal, please see UWSC Support - Logging in to System Portal .

    2. Locate the Manager Time and Approval module and click the Approve Absence link.

      Manager Time and Approval module from the My UW System Portal

    3. You will be taken to the Absence Requests page. This page will show any Pending absence requests by default. Choose the absence you wish to approve by clicking on the employee's Name.

      Absence Requests page with Pending absence requests

      *Note: you can view any requests you have approved or denied by changing the Show Requests By Status field to what you want to view ("Approved" or "Denied") and then click the Refresh button.

    4. The Absence Details page will appear. Click on the Approve button to approve the absence request. You can optionally leave comments for the employee in the Approver Comments box.

      Request Details page with the Approve button on the bottom of the page highlighted

      NOTE: This balance only reflects the balance as of the last Earnings Statement (i.e. confirmed payroll). Absences approved or taken since the last payroll are not reflected in this balance.

      You should always verify that your employees have available hours of leave to take before approving any absence requests.

    5. You will see the Approval Confirmation page. Click Yes to approve the absence.

      Approval Confirmation message with the Yes button pointed out

    6. This warning message will appear if the employee has already submitted time on the date of the absence request.

    7. Acknowledge the warning message.

    • Go to the employee’s timesheet and review the reported time, both the reported time and absence request on that day is correct.
    • If the reported time (including the absence request) is correct, then nothing needs to be done to the employee's timesheet.
    • If the reported time (including the absence request) is not correct, adjust the reported time on the employee's timesheet as needed.
    Best Practice: When making changes to reported time on an employee’s timesheet which has already been submitted, first delete the line being updated and then enter the updated reported time.
    • Note: If the reported time being updated was also approved and an adjustment to the employee’s reported time was made on the employee’s timesheet, be sure to go to Payable Time and approve any negative offsets that may be generated by the Time Admin job.

         8.  Approve the absence request.

    • On the next Approve Confirmation page click OK to finish approving the absence.

    Approve Confirmation message

    Related Policies, Jobaids, and Forms

    Related Policies
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    Related Jobaids:
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    Related Forms:
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    Keywords:management approve time off sabbatical FMLA personal holiday vacation sick leave take takes ALRA bpa business process analysis   Doc ID:17247
    Owner:Sandy R.Group:Human Resource System (HRS)
    Created:2011-03-09 19:00 CDTUpdated:2016-08-03 09:10 CDT
    Sites:Human Resource System (HRS)
    Feedback:  1   0