AM - Entering Absences via UWS Absences page for University Staff (Classified) employees (Payroll Coordinators)

GENERAL DESCRIPTION:

This procedure will describe the general steps for entering absences through the UWS Absences page from a Timesheet for University Staff (Classified) employees.

PROCESS CONSIDERATIONS:
  • It is recommended that Absence entry is completed before the hours worked are entered on the timesheet. After entering the employee absences you can then go to the employee's timesheet to adjust or add hours worked to complete the timesheet entry.  
  • It is recommended that Absence and Time entry is completed on a weekly basis in order to distribute the workload for exception resolution and time approvals throughout the pay period.
  • Absence, Time and Payroll processing schedule: https://uwservice.wisconsin.edu/docs/publications/pay-uncl-bw-calendars-2017.pdf
  • For University Staff employees: Upon saving the Absence Entry the hours will be displayed on the University Staff timesheet in HRS just as they were entered in Absence Management (i.e. no rounding or other rules applied). The Absence Entry will be populated in Time & Labor as "Payable Time" once the Absence Calc and AM to TL/PY Conversion process has run (this process runs daily).



PROCEDURE STEPS:

  1. Log in to HRS.

  2. Go to Main Menu > Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > UWS Absences 

  3. You will be directed to the Absence Events search page. There are multiple ways to search for employees including:

    1. Group ID – use the magnifying glass to select your Group ID which will retrieve all of the employees to which you are assigned as the "Payroll Coordinator"
    2. Department – use this field to search for employees in a specific department – you may also narrow your Group ID by adding the Department criteria if you are assigned to multiple departments.
    3. Pay Group – use the magnifying glass to search for employees in a specific Pay Group
    4. EmplID – use this field to search for a specific employee by Employee ID (Person ID)
    5. Last Name – use this field to search for a specific person by Last Name or the first few letters of their last name
  4. 9.2 AM Initial Search Criteria Page

  5. Once you have entered your selection criteria click the Get Employees button


  6. 9.2 Get Employees AM Pic

  7. The employee or the list of employees that match the selection criteria should appear. Check the Select box next to the employee's name and click the Request Absence button to continue.
  8. You may select multiple employees from the list by clicking Select All or by individually selecting the check boxes by each name. By doing this you will be able to navigate to all the selected employees from the Enter Absence Events page rather than returning to the search page for each employee.

  9. Once you have selected the employee or employees that you would like to enter absences for click Request Absence

  10. 9.2 Replace Request Absence

  11. If you have entered your selection criteria incorrectly, or want to perform another search click Clear Selection Criteria and enter your search criteria again

  12. Request Absence will take you to the Enter Absence Events page:

To enter an Absence Take:

  1. For a full day absence or partial day absence enter the Event From Date. You may key the date as MMDDYY or click on the calendar icon to select the date.
  2. Tab or click to the To Date and the date will default to the same date as Event From Date.  It is acceptable to enter a range, up to but not longer than one working week.  

  3. Tab or click to the Absence Take and use the drop down menu to select the Absence Take

    • NOTE: Absence Takes listed in the drop down menu are based on the employee's Absence eligibility group as of the Event From Date
  4. Once you select the Absence Take the employee's available balance will appear in the Balance column.

  5. https://kb.wisc.edu/images/group61/shared/9.2_Warning_Sign.png  WARNING! Please check that there are enough hours in the balance for the Absence Take selected. If you enter a take for which there is no available balance, the hours will pass as UNPAID.

  6. Enter the number of hours in quarter hour increments in the Hours field. If no hours are entered, the system will use the employee's scheduled hours for the day, but it is recommended to always enter the hours reported on the timesheet.
    • NOTE: Classified consideration – if the employee has a zero hour schedule, any hours must be entered in Hours (since there are no scheduled hours for the system to refer to)

  7. Select an Absence Reason if applicable (not required)
  8. Process Action – leave as "Normal"

  9. Comments may be entered to add any details necessary regarding the absence (not required)
  10. Absences entered on this page by the Payroll Coordinator will automatically have the Approve? check box checked

  11. 9.2 Replace Absence Event Entry

  12. Additional absences may be entered by clicking on the "+" sign and repeating the steps above
    • Additional Absence(s) may be entered for the same date if the employee is using multiple take types on the same date.

    9.2 Replace Add a Row

  13. If your entry is complete and you have no other employees in your selection click OK to save which will take you back to the selection page OR you may click Apply to save and review your entry

  14. If you have additional employees in your selection click Save and Go to Next Employee
  15. If you need to correct an absence entry see the Correcting Absence Entries section below

NOTE: Immediately following the absence entry, the Timesheet should be reviewed and updated where necessary based on absences entered. For information on how absence entry impacts the Timesheet see the Job Aid below "Absence Impacts to the Timesheet".


To enter a Multiple Day Absence (Date Span)

  1. For a Multiple Day absence that enter the Event From Date. You may key the date as MMDDYY or click on the calendar icon to select the date.

  2. Tab or click to the To Date and the date will default to the same date as Event From Date. Change this date as follows:
    • For University Staff (Classified) employees – the Event From Date and To Date must only span their scheduled days based on the employee's Work Schedule

    • https://kb.wisc.edu/images/group61/shared/9.2_Warning_Sign.png  WARNING: Unscheduled days CANNOT be included in the date span.

    • Tab or click to the Absence Take and use the drop down menu to select the Absence Take.

    • Once you select the Absence Take the employee's available balance will appear in the Balance column.

    • https://kb.wisc.edu/images/group61/shared/9.2_Warning_Sign.png  WARNING: Please check that there are enough hours in the balances for the Absence Take selected. If you enter a take for which there is no available balance, the hours will pass as UNPAID.

    • If you are entering a date span, do not use the Hours field. The system will use the employee's scheduled hours for each day of the date span.
      • Classified consideration – if the employee has a zero hour schedule, you must enter each day of the absence as a new row.
    • Select an Absence Reason if applicable (not required)

    • Process Action – leave as "Normal"
    • Comments may be entered to add any details necessary regarding the absence (not required)

    • Absences entered on this page by the Payroll Coordinator will automatically have the Approve? check box checked
    • Additional absences may be entered by clicking on the Plus sign and repeating the steps above

    • If your entry is complete and you have no other employees in your selection click OK to save which will take you back to the selection page OR you may click Apply to save and review your entry.
    • If you have additional employees in your selection click Save and Go to Next Employee

    • If you need to correct an absence entry see the Correcting Absence Entries section below.

NOTE: Immediately following the absence entry, the Timesheet should be reviewed and updated where necessary based on absences entered. For information on how absence entry impacts the Timesheet see the Job Aid below "Absence Impacts to the Timesheet".


Correcting Absence Entries:

If you have entered an absence in error, there are different methods that should be used to make the correction depending on the timing of the entry/correction.

If you discover the error before you save the entry you may:

  1. Correct the data by making changes to the fields and save your changes
  2. Delete the row or rows by using the Minus sign and re–enter the absence and save your changes
  3. Click the Reverse Unapplied Changes button and all rows will cleared
  4. Click Cancel and no updates or changes will be saved

If you discover the error after you save the entry and before the next Absence Calc you may:

  1. Correct the data by making changes to the fields and save your changes
  2. Delete the row or rows by using the Minus sign and re–enter the absence and save your changes
  3. Void the row, by changing the Process Action to Void, add a new row with the Plus sign, enter the absence and save your changes

If the error is to the Absence Date and/or the Absence Take type, and you discover the error after an Absence Calc has run you MUST:

  • VOID the absence, by changing the Process Action to Void, add a new row with the Plus sign, enter the absence and save your changes.

    NOTE: DO NOT correct or change the data in the existing row! This will cause calculation issues!

If the error is to the Absence Hours only, and you discover the error, the system will not allow you to VOID, update the hours as necessary.


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    Keywords:UWS Absences Leave Take Vacation SickPersonal Holiday Sabbatical FMLA LWOP Furlough Classified   Doc ID:17469
    Owner:Sandy R.Group:Human Resource System (HRS)
    Created:2011-03-24 18:00 CSTUpdated:2017-06-09 08:48 CST
    Sites:Human Resource System (HRS)
    Feedback:  2   2