AM - Employees Requesting Absences through Self Service (ESS) - Annual "A" Basis and "C" Basis Faculty/Academic Staff/Limited Appointment (FA/AS/LI)

GENERAL DESCRIPTION:

Employees will record absences (or No Leave Taken) through Absence Self-Service. This document outlines the procedure for submitting a full day, partial day, or a date range absence as an employee. This procedure will also instruct the employee on how to enter absences using multiple types of leave. There is also a section on how to cancel and edit an absence through Self-Service.

PROCESS CONSIDERATIONS:

  • Employees should always review their absence balances before submitting any absence requests. The employee's balance will display on the page once they have selected the Absence Name.  Absences can be entered in a single day date range or multiple day date range.  The range should only include work days.    If no leave is reported using the No Leave Taken Take -- Enter a SINGLE day. 
  • Full time staff are to report in 1/2 day increments.  Hours entered in other increments than 4 or 8 will round according to the rules (0, 4 or 8).  Hours greater than 8 will process as entered
  • Part time staff are to report hour for hour.  Hours reported in fractions will round to the nearest .25 hour.  


PROCEDURE STEPS:

Before using this guide, an employee should know the following:
  • Campus login ID and password for My UW System Portal
  1. Log in to the My UW System portal.  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 .  Note: UW-Madison employees will log onto the My UW-Madison portal instead.
  2. Locate the Time and Absence module and click the Enter Absence link.     NOTE: If employed at more than one job, one should select the job they wish to enter an absence for from a list before entering an absence.




  3. The Request Absence page will display. Fill out the specific information for the absence request. Enter the Start Date of the absence and select the Absence Name from the drop down menu. 
Request Absence
  • Start Date (*REQUIRED): The first work day of the absence, enter the date using the format MM/DD/YYYY or by clicking the calendar icon Calendar icon and selecting the correct day.
  • Filter by Type: Leave this set to 'All'. Absences are classified into categories such as Sick Leave, Vacation, etc. The list of absences can be filtered by selecting a category so only related absences appear.
  • Absence Name (*REQUIRED): Select the specific type of absence that will be taken.  NOTE: If No Leave Taken for the month, please skip to step 5.
  • Current Balance: Once an absence name is selected, the current leave balance for the absence will be displayed.
  • Requestor Comments: An employee may optionally enter comments about the absence for their supervisor.  Note: There is a spell check icon Spell check button to the right of the Requestor Comments box.
4.  After selecting an Absence Name, more fields will appear to be filled out.

  • End Date (*REQUIRED): The last work day of  the absence. *NOTE: Either enter an End Date, or fill out the Duration field. Only ONE of these methods should be used. It is acceptable to enter a range, up to but not longer than one working week.  Do not enter days within a date range that are not worked such as a weekend. 
  • Reason: This field is not used.
  • Entry Type: Leave this set to 'Hours Per Day'.
  • Hours Per Day (*REQUIRED): Number of hours per day that the absence was taken. This can be 8 hours if full days are taken, or 4 hours if partial days are taken.  Should not be more than a 1 day value.  Part-time staff should enter actual hours taken. 
  • Duration (*REQUIRED): Total number of hours for the absence. Example: If 8 hours a day is typically worked, and will be absent for 2 days, a duration of 16 hours would be entered. *NOTE: Either enter a Duration, or fill out the End Date field. Only ONE of these methods should be used.
  • Current Balance: Once an absence name is selected, the current leave balance for the absence will be displayed.  This will not change dynamically, it is a static balance. 
  • 9.2_Warning_Sign.png  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. 

5. For more information on how to enter different types of absences, click the following Absence links:
No Leave Taken
Full Day

Partial Day
Multiple Date Range
NOTE: Hours Per Day, Duration, and End Date can vary based on the absence type.

6. After filling out the required fields, click Submit.  This will submit the request to your supervisor for approval. Once the absence request is submitted, no further changes can be made by the requester.

7. Once the Submit button is clicked, a page asking if you want to submit your request will appear. Click the Yes button.

Submit Confirm

8. Next the confirmation page will appear. Click the OK button.
Submit Successfully Completed

9. Next is the Request Details page which lists the details of the request and its status. Since the request has just been submitted, its status will say Pending.



If you later need to cancel or change an absence request that you have submitted through self-service, you can do so. See Cancel/Edit an Absence.



NO LEAVE TAKEN

  • If there was No Leave Taken for the month, this is selected from the Absence Name drop down.
  • The Start Date can be any date within the period. Use the following link to find the C Basis calendars for the "period".  
  • When selecting the End Date in the next step, choose the same day as the Start Date. ***IMPORTANT -  IT MUST BE A SINGLE DAY.  Do not enter a date range when choosing the No Leave Taken Take.   
  • Reason: This field is not used.

No Leave Take

Once this is filled out, click to go to the next step

FULL DAY

  • 8 hours per day for one day
  • If the absence is for more than one consecutive days, see instructions for entering a 'Multiple Date Range'.
  • Enter Start Date, Hours Per Day and Duration.  Since it is a Full Day absence, 8 hours should be entered in Hours Per Day AND Duration.  Clicking on the Calculate End Date or Duration Button in the example below will result in the End Date of 12/15/2016.
Click to go to next step

PARTIAL DAY

  • 4 hours per day for one day
  • Enter Start Date, Hours Per Day and Duration.  Since it is a Partial Day absence, fewer than 8 hours should be entered for Hours Per Day AND Duration.  Clicking on the Calculate End Date or Duration Button in the example below will result in the End Date of 12/15/2016.

9.2_Warning_Sign.pngNOTE: Part time employees should report their actual hours worked.  For example if a part time employee works 6.5 hours in a day, this amount should be entered.  The system will round to the nearest .25 hour.

Click to go to the next step

MULTIPLE DAY RANGE

  • A certain number of hours over a CONSECUTIVE date range.  If an employee works only during weekdays, weekends SHOULD NOT be included in the date range.  Therefore, only one week should be entered at a time.
  • Number of hours per day is usually 8, signifying a whole day was taken.  If only 4 hours are taken per day, Hours Per Day would be 4.  Takes should reflect the actual time taken.  If 20 hours are to be taken sporadically over the week, the number of hours should be entered by day (See Full Day or Partial Day).
9.2_Warning_Sign.png ONLY include work days in the date range (NOT WEEKENDS)
  • Enter Start Date, End Date and Hours Per Day.  The example below has a date range starting on 12/5/2016 (Monday) and ending on 12/9/2016 (Friday) and 8 for 'Hours Per Day', the system will automatically calculate 40 hours.  If the 'Hours Per Day' have more than 8 hours, more than 8 hours will deduct each day of the date range (max of 16 hours per day).  Always check the Duration box to be sure the number of hours is expected.

Click to go to next step


CANCEL/EDIT AN ABSENCE

Cancel an Absence
9.2_Warning_Sign.png Note: You will not be able to cancel or edit absences when payroll is being confirmed. If you believe you should be able to edit or cancel and are unable to do so, please check back later.
  1. Log in to the My UW System portal.  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 .  Note: UW-Madison employees will log onto the My UW-Madison portal instead.
  2. Click the Time and Absence tile, then click the Edit/ Cancel Absence button.

  3. portal.jpg

  4. Click the Cancel button for the absence you wish to cancel.

Cancelabsence1

  1. The cancel absence window opens. Click the Cancel Absence button.

  2. cancelabsence2faasli.jpg
  3. Click Yes to confirm the cancel.

  4. Click OK. The request details screen appears.

  5. Click Absence Request History to cancel or edit another absence request, or click Sign Out if you are finished.

  6. cancelabsence4

    Edit an Absence
  7. Select the absence request that you want to edit by clicking on the Edit button next to that absence. This opens the Absence Details page.
    Note: The edit button only becomes active for an absence that you have submitted and canceled through self-service.

  8. editabsence1
  9. Make the changes to the absence: Absence Name, End Date or Hours per day. Click the Calculate End Date or Duration button if necessary.

  10. editabsence2faasli.jpg
  11. Click the Submit button.

  12. Click the Yes button to confirm the submission of the absence request.

  13. Click OK.
    The Request details screen appears.

  14. Click Absence Request History to cancel or edit an absence request, or click Sign Out if you are finished.


ADDITIONAL RESOURCES:


Related KBs: Related Links:
  • N/A




Keywords:HRS leave vacation sick furlough off sabbatical self service request management FMLA ALRA personal holiday takes duration take absences paid time off PTO self-service absence request balance balances end date hours ESS Unclassified   Doc ID:17773
Owner:Sandy R.Group:Human Resource System (HRS)
Created:2011-03-31 18:00 CSTUpdated:2017-12-01 15:16 CST
Sites:Human Resource System (HRS)
Feedback:  2   6