TL - MSS Report Punch Time
This procedure offers steps for entering punch time through Manager Self Service (MSS).
Procedure At-a-GlanceCategory: Steps for entering time.
Audience: Managers, supervisors, payroll coordinators, Service Center staff.
Overarching Process: N/A
Jump to Procedure Steps (below)
Jump to Timesheet Periods (below)
Jump to Employee with Multiple Jobs Steps (below)
Jump to Entering Time in the Punch Timesheet Steps (below)
Jump to How to Tell if the Timesheet Schedule includes Lunch Steps (below)
Jump to Using the Clear button (below)
Jump to Time Format (below)
Jump to Overtime and Differentials for FLSA Nonexempt Employees (below)
Jump to Entering Punch Times Steps (below)
Jump to Time Reporting Codes (below)
Jump to Taskgroup/Task Profile ID (below)
Jump to Shift which Spans Two Days Steps (below)
Jump to Shift which Ends at Midnight Steps (below)
Jump to Reporting Time Outside of Scheduled Shift Steps (below)
Jump to Change Lunch Times in Punch Timesheet (below)
Jump to Stand-by Pay Steps (below)
Jump to Call-back Steps (below)
Jump to Comp Time Accrual and Usage (below)
Jump to Time Entry for Employee Without an Assigned Work Schedule (Students and LTE's) or People in Punch Positive Workgroups Steps (below)
Jump to Overtime and Differentials for FLSA Nonexempt Hourly Employees (below)
Jump to Work on Legal Holiday (below)
Jump to Employees with Alternate Work Week Schedules Steps (below)
Jump to Using TRC K9 Overtime - Straight time Steps (below)
Jump to Related Policies/Job Aids (below)
This procedure offers steps for entering punch time through Manager Self Service (MSS). This procedure assumes you have entered absence takes before entering time in the timesheet. Managers, supervisors, payroll coordinators, and Service Center staff will follow this procedure when entering time for employees. Note: Faculty/Academic Staff/Limited Appointment (FA/AS/LI) (Unclassified) employees will not be enrolled in Time & Labor and will not report time except for FA/AS/LI (Unclassified) Hourly employees.
To perform this procedure, please follow these steps:
1. Supervisors at all campuses except Madison will access the timesheet through the My UW System portal. UW-Madison supervisors will log in to the My UW Madison portal instead.
Log in to the My UW System portal at https://my.wisconsin.edu/. For more information on logging into the My UW System portal, please see UWSC Support - Logging in to My.Wisconsin.edu System Portal.
The My UW home page opens. Click on the Work Record tab. All campuses will have a Work Record tab. The image shown is for My UW-Madison.
The Work Record tab opens. (The screen shot below shows a partial view.) Locate the Manager Time and Approval module.
Click the Manager Self Service - Time Management link.
After selecting the Manager Self Service - Time Management link, a second authentication will occur which will use the supervisor's Net ID and password.
After the logon, you will be at the Manager Self Service - Time Management page. Click the Report Time link.
Click the Timesheet link.
After completing this procedure, to access other Time and Labor pages, please refer to user procedure TL - Navigation in Time and Labor for instructions.
2. Payroll coordinators will access the timesheet by clicking Manager Self Service > Time Management > Report Time > Timesheet.
3. Enter your search criteria or use the look-up icon to select your employees. You may enter a specific employee ID (EmplID), search for an employee by Last Name and First Name (the timesheet requires all CAPS for the names), or search by Group ID. The search results will depend on your look up parameters. Looking up one employee will give that employee's search result, whereas looking up a group of employees will yield a list of employees in the search result. The examples below relate to group searches but the navigation steps apply to single or multiple employee search results.
Best Practice: Use only the Group ID in the selection criteria when selecting employee's timesheets to review. Using additional selection criteria may result in some employees being inadvertently filtered out of the search results.
4. If you want to select the group of employees assigned to you, use the Group ID look-up. The Group ID search is based on the following:
- “A” Static Groups - Payroll Coordinator
- “B” Static Groups - UW Supervisor
- “C” Static Groups - UW Supervisor Backup
- “D” Static Groups -Non UW Supervisor
- “E” Static Groups -Non UW Supervisor Backup
5. Groups A-E are formed based on the data that is entered on the TL - Create and Maintain Time and Labor Security page in Time and Labor. These groups contain all of the employees for which you are assigned as either the Payroll Coordinator, Supervisor/Supervisor Backup, or Non UW Supervisor/Non UW Supervisor Backup.
These groups can be identified as Static groups in the Group Look-up and should be used in most cases since these are your direct reports. These groups only contain the people for whom you have been identified on the TL Security Page.
You may have multiple groups assigned depending on each employee’s TL Security Page Setup. For example, if you are the payroll coordinator for your division, but also supervise and are a backup supervisor to employees, you would have 3 groups from the above listing created. You would have an “A” Static Payroll Coordinator Group, a “B” Static Supervisor Group, and a “C” Static UW Supervisor Backup Group.
These groups are not driven from the department security that you may have. So if you are the Supervisor in the BioChem Department (A073000) but also supervise students in Chemistry (A481500), you may have employees from both departments in your “B” Static Supervisor Group as long as you are listed as the supervisor for those employees on the TL Security Page.
In the example below, the Group ID reflects the employee has an "A" Static Group as a Payroll Coordinator and also a "B" Static Group as Supervisor of other employees.
“F” Dynamic Groups – Payroll Coordinators (based on department security)
6. Group F is only created if you also have one of the "A" - "E" groups. It is a Dynamic group and will contain everyone who is in that department. This group is only for those who have HR security access; if your HR security is for A481000, you will only see people in A481000 in this group. For example, if you are a payroll coordinator for A171000, you would see everyone in A171000 in this group even if you aren’t assigned as the payroll coordinator on all of the employees TL Security Page.
In the example below, because the employee has one of the A-E Static Groups assigned, the employee also sees an "F" Dynamic Group.
7. You may also do look ups or narrow the look up parameters by including Business Unit, Job Code, Department, and Workgroup. If you have employees at more than one location, you could choose Business Unit to narrow your selection by campus. You can further limit the search by choosing Department. If you are responsible for a specific type of employee, you can further limit the search by choosing a workgroup for University Staff (classified) or student employees. If you use the same search each time, you may save your commonly used search in manager search options. Please refer to user procedure TL - MSS Time Management User Preferences for steps.
8. In the example below, the search criteria includes Last Name JONES, Business Unit UWEAU, and Workgroup STH00NPP00.
9. Click Get Employees.
10. Choose the date for which the time entry will be made. It may also be necessary to change the date's View By selection. If the employee is a new hire, rehire, returning from a work break, or if the employee had a job change which changed the workgroup from punch to elapsed or elapsed to punch, select View By: Day or Week. Please refer to user procedure TL - Using Timesheet View By procedure for more detail.
11. Click Get Employees or Refresh.
12. If the employee has multiple jobs, the employee's name and each job will be listed. In the above search, the results show three students who have more than one position.
13. Determine the job for which you are entering time by Working Title and Empl Rcd Nbr and click the employee name hyperlink.
14. You are taken to the timesheet. The timesheet page is for the two week period which includes the date chosen from the previous page. The timesheet page will display as either an elapsed timesheet or a punch timesheet. For an overview of each type of timesheet, please refer to user procedures TL - Elapsed Exception Timesheet Entry (Employee & Manager) , TL - Elapsed Positive Timesheet Entry (Employee & Manager) , TL - Punch Exception Timesheet Entry (Employee & Manager) , and TL - Punch Positive Timesheet Entry (Employee & Manager) .
1. The default timesheet view is for a two week time period, defined by the biweekly pay periods.
2. If you want to see the timesheet for a day or week, select the View By drop down and choose the view you want.
Note: If the employee is a new hire, rehire, returning from a work break, or if the employee had a job change which changed the workgroup from punch to elapsed or elapsed to punch, or if the employee's TL Security record was changed with a mid-period date, select View By: Week. Please refer to user procedure TL - Using Timesheet View By procedure for more detail.
3. At the Date field, select the day or week you want to view and click Refresh.
4. If the timesheet has a default work schedule and the schedule accurately reflects the times and hours worked with no deviations to the employee's time for the period, click Submit to submit the employee's time. Note: If the employee has absence takes for the time period, absence information should be entered before submitting time in the timesheet.
Timesheet with no change to schedule
5. If the employee worked hours which are different from the default work schedule, the day's In/Out (punch timesheet) times must be changed. The next steps will show how to enter or make changes in the punch timesheet.
1. If your employee search was for one employee who has multiple jobs, click the Previous Employee or Next Employee hyperlink at the top of the timesheet to go to the employee's previous or next Empl Rcd. If your employee search was for a group of employees, click Next Employee to move to the next employee in your group selection. (Note: At HRS implementation, the sort for Next Employee will be alphabetical by first name. This will be changed in the near future to be alphabetical by last name and Empl ID.)
2. The timesheet retains the time period from the previous screen.
3. Enter time for the employee's other job(s), remembering to click Submit before exiting the timesheet.
The punch timesheet has four In/Out fields. The first In field must be used for the shift begin time. The last Out field must be used for the shift end time.
|NOTE: Using the first Out field instead of the Out field to the far right will result in overstated hours for the day. Do not enter a day's In and Out times as shown below.|
1. If the employee's lunch is at a designated time, the first Out field will reflect when the lunch meal begins. The second In field will reflect when the lunch meal ends.
Punch timesheet with designated lunch times
2. If the employee's default work schedule includes a lunch period which may be taken at any time during the work day, the first In and last Out fields will be populated with shift start and end times. The Punch Total amount will be higher than the Scheduled hours. For example, someone who has a 30 minute lunch will have 8.50 as the day's Punch Total but Scheduled Hours will show 8.00. Please refer to user
Punch timesheet with "auto lunch"
3. Refer to user procedure TL - Lunch Punch for more information.
If the employee worked hours which are completely different from the defaulted work schedule, you may clear the defaulted times by clicking the Clear button that is located beneath the time period dates.
|Warning!||NOTE: Using the Clear button will clear the entire timesheet, not just a single row of data. Please see the section below "Entering punch times" for how to clear a single row of punches if the employee has an assigned schedule.|
Note: If the employee's work schedule is going to be different from the default work schedule for a period of time, time entry can be simplified by assigning the correct work schedule for the employee. Please refer to user procedure Document 15616 is unavailable at this time. for more information.
Time may be entered in one of two formats: using the 24-hour clock or standard clock.
Using the 24-Hour Clock
1. Using the 24-hour clock, enter 0745 and time will display as 7:45:00AM after clicking Enter or after selecting Submit. 1630 will display as 4:30:00PM.
0745 before and after
1630 before and after
1. You may also enter time using standard time formats.
2. Hours may be entered as 8a, 8am, 8A, or 8AM. After clicking Enter or Submit, the time will display as 8:00:00AM.
8a before and after
3. If minutes and seconds are included, hours/minutes/seconds must be separated by colons.
Examples: 8:15a, 8:15am, 8:15A or 8:15AM will display as 8:15:00AM
8:15a before and after
8:15:30a, 8:15:30am, 8:15:30A, or 8:15:30AM will display as 8:15:30AM
8:15:30a before and after
8:15p, 8:15pm, 8:15P, or 8:15PM will display as 8:15:00PM
8:15p before and after
Overtime and differentials are automatically calculated through the Time Administration process for nonexempt/hourly employees. Please refer to user procedures TL - Night and Weekend Differentials for FLSA Exempt Employees and TL - Overtime for FLSA Exempt Employees for FLSA exempt employees. It is not necessary to use overtime or differential TRCs for FLSA nonexempt/hourly employees. Rules have been built within Time Admin which will analyze the employee type, time worked and absences, time of day worked, etc., and then automatically generate overtime and differential pay, as applicable.
2. When FLSA nonexempt hourly employees enter In and Out punch times in the timesheet, the reported time will be rounded to quarter hours in payable time. Please refer to TL - Rounding of Reported Time to Payable Time in HRS for more information on how reported time will be rounded to payable time.
Note: "Unit" TRCs, such as Stand-By, require whole number amounts in the Quantity field.3. If the employee did not work on a scheduled day and no absence was reported on the scheduled day, delete the default hours for the day, enter 0 or 0.00 Quantity. The examples below show a timesheet with a default schedule and how to change it to reflect the employee did not work and did not use an absence on Tuesday.
Timesheet with default schedule
Timesheet with Tuesday scheduled hours removed and using Quantity 0.00
NOTE: Even though you may not be finished with time entry, click Submit after entering 0.00 Quantity; otherwise, if you add or delete a line or choose elements from Rule Element 1 or Rule Element 2, the 0.00 Quantity will disappear and the defaulting hours will once again appear in the timesheet. Also, merely deleting the row of hours from the timesheet does not technically remove the defaulting assigned hours, thus the hours must be replaced with 0.00 Quantity.
2. If the employee worked hours which should go to another TRC, select the TRC from the drop down list. If more than one TRC is needed for the day, add a row for the date. Please refer to user procedure TL - Time Reporting Codes Overview for more information.
If the reported time is to go to a Taskgroup or Task Profile other than the default value, click on the respective look up and choose from the selections. At this time, only UW Madison Athletics, UW Madison Housing, and UW Stout will use Taskgroup and Task Profile ID. Please refer to user procedure TL Taskgroup/Task Profile Reference Setup for more information.
Timesheet before changes for second shift
2. Click the '+' button to the far right of the timesheet to add a new row for 1/3.
A new row is added for 01/03/2011
3. Add the start time for the second shift.
4. If the second shift ends before midnight, enter the Out time in the far right Out punch.
5. If the second shift ends after midnight but does not take the place of the Tuesday shift, scroll to the far right to add a row for Tuesday, 01/04/2011.
6. Enter the Out punch for the second shift in the far right Out field on the new row. After clicking Submit, the Tuesday time will be sorted to show the row with the 6:30AM Out punch above the regular Tuesday shift row.
Time entered on new row and before being submitted
Time entered on new row after being submitted
7. If the second shift takes the place of the scheduled shift on Tuesday, remove the Tuesday hours and enter a final Out time on Tuesday, along with lunch In/Out times, if applicable.
Remove Tuesday hours
Second shift Out punch on Tuesday morning, no lunch punches.
Second shift Out punch on Tuesday morning, with lunch punches included
8. Since the second shift Out punch is earlier than the normal shift start of 7:45AM, it is necessary to indicate the normal Tuesday shift was not worked.
9. Click '+' to add a row for Tuesday, 01/04/2011.
10. In the Quantity field for Tuesday, 01/04/2011, enter 0.00 hours.
If the employee's shift ends at midnight, the shift Out time may be entered in one of two ways. It can be entered on the same day, using 11:59:59p/P/pm/PM instead of 00:00. Or the shift out time may be entered on the next day.
Shift end time on the same day
Shift end time on the next day
If an employee has to work the scheduled shift plus an additional shift or a shift in place of the scheduled shift or does not work a scheduled shift, follow the steps below to modify the timesheet.
Working Additional Shift Same Day1. The employee is assigned to a scheduled shift.
2. If the employee is working an additional shift on the same day, scroll to the far right of the timesheet and click '+' to add a new row.
3. A new row on the same day is available for the second shift.
4. Enter the additional shift hours in the first In and last Out fields. Include lunch In/Out times, if applicable.
Working Additional Shift That Spans Into Next Day1. The employee is assigned to a scheduled shift.
2. If the employee is working an additional shift which will start on one day and go into the next day, scroll to the far right of the timesheet and click '+' to add a new row.
3. A new row on the same day is available for the second shift.
4. Enter the second shift start time in the first In field. Scroll to the far right of the timesheet again and click '+' to add a new row for the next day.
5. If the employee will still be working the next day's regular shift, delete the next day's regular shift from its first row and enter the times in the day's second row.
6. Enter the additional shift's end time in the next day's first row Out field.
7. If the additional shift will replace the next day's scheduled hours, simply remove the next day's In/Out times and put the additional shift's end time in the next day's last Out field.
Not Working a Scheduled Shift
1. If the employee is not working a scheduled shift and not using an absence on the scheduled day, the scheduled hours must be removed and replaced with 0.00 quantity.
2. If the additional shift work is anything other than Regular hours, choose the applicable Time Reporting Code from the TRC drop-down list.
Please reference the Time Reporting Code by group listing. TRCsbygroupsemployeetimesheetview.xls
3. Click Submit to save your changes.
If the employee has an assigned lunch time or an auto lunch and the employee took a different amount of lunch, the lunch time will have to be changed. Please refer to user procedure TL - Lunch Punch for more information.
Stand-by is entered by using a TRC and quantity or punch times, depending on how a union pays stand-by pay.
Stand-by pay for Unions That use the 8 Hour Shift Concept
1. Stand-by pay is entered as units in the Quantity field. One unit of Stand-by equals eight (8) hours.
2. If the employee is on Stand-by on a day which was also worked, add a new row by scrolling to the right of the timesheet and clicking the '+' button.
3. Select the Stand-by Time Reporting Code.
4. Enter a quantity between 1 and 3, depending on the number of Stand-by hours.
5. Add additional rows for each day of Stand-by.
Stand-by pay for Unions That do not use the 8 Hour Shift Concept
1. Stand-by pay may be entered as a quantity in the Quantity field or as a span of time in the punch In/Out fields.To the top
2. If the employee is on Stand-by on a day which was also worked, add a new row by scrolling to the right of the timesheet and clicking the '+' button.
3. Select the Stand-by Time Reporting Code and a quantity or punch In and Out times.
4. Add additional rows for each day of Stand-by.
If the employee was on Stand-by and called back to work, or if the employee was just called back to work, and if time is already entered for the day, add a row for the day of call-back, enter In and Out times for the period of call-back work, and select the Call-back Time Reporting Code from the drop-down. The Time Administration rules will process the appropriate required hours. For example, if the employee only works for an hour but the union rules call for them to get 2 ½ hours paid, then the Time Admin rule will create the additional payment. In like manner, if the employee works over the minimum required amount (4 hour of work in contract) or greater, the employee would still use the code, but the rule will see they worked over the required minimum and will create payable time for the actual worked hours.
Time Entry for Employee Without an Assigned Work Schedule (Students and University Staff Temporary (LTE's)) or People in Punch Positive Workgroups
Example of punch timesheet without assigned work schedule
2. Enter time for the employee in the same manner you would for someone with an assigned schedule. In the punch timesheet, enter the shift start in the first In field and the shift end in the last Out field.
3. In the punch timesheet, if the employee took a lunch break, enter lunch Out and In times in the middle fields. Lunch may also be recorded by entering shift In and Out times and then selecting the lunch period from Rule Element 2.
|NOTE: Do not use lunch punch In and Out times along with a Rule Element 2 selection. If this is done, the Rule Element 2 lunch amount will be deducted twice.|
4. The Time Reporting Code is left blank if the worked hours are going to Regular time. If the employee did work which should go to another TRC, use the TRC drop-down to select the TRC from the list. Please refer to user procedure TL - Time Reporting Codes Overview for more information.
5. After entering time, click Submit to save your work.
Overtime and differentials are automatically calculated through the Time Administration process for FLSA nonexempt hourly employees. Please refer to user procedures TL - Night and Weekend Differentials for FLSA Exempt Employees and TL - Overtime for FLSA Exempt Employees for FLSA exempt employees.
In the example below, an FLSA nonexempt hourly employee worked on Sunday and the work week's total worked hours were over 40. After Time Admin runs, the time is analyzed and rules are applied. Overtime and differentials are reflected in payable time.
Payable time view after Time Admin
If an employee works on a holiday, the time must be entered on the timesheet to assure correct pay for the holiday work. Please refer to user procedures TL - Work on Legal Holiday and TL - Legal Holidays in Time & Labor for more information.
2. In the example where an employee's alternating schedule is 45-35 (45 hours in week 1 and 35 hours in week 2), the first 40 hours of week 1 will have blank TRC. Then, the next 5 hours will be assigned to TRC ALTWK. Any hours in excess of 45 in week 1 will be assigned to the blank TRC and will be processed as overtime. Another possibility is, some units would pay the five hours (over 40) in the schedule as comp time, which is then used during the following week.
2. In the example below, the employee has canine duty on Monday.
Timesheet before adding TRC K9OT1
3. Scroll to far right of the timesheet and click '+' to add a row for Monday 3/28.
4. Select TRC K9OT1 from the TRC drop-down and enter Quantity 0.75. Timesheet after adding the Monday and entering the TRC and Quantity.
- TL - Using Timesheet View By
- TL - Timesheets and Time Reporters
- TL - Time Reporting Codes Overview
- TL - Timesheet Shift Spanning Two Days
- TL - Timesheet Time Format
- TL - Lunch Punch
- TL - Work on Legal Holiday
- TL - MSS Weekly Time Calendar
- TL - Overtime Multiple Jobs and Comp Time Policy
- TL - Rounding of Reported Time to Payable Time in HRS