Entering FA/AS/LI Leave Reports for employees working Summer Session or Service (payroll coordinator) in HRS

Overview

FA/AS/LI employees working during the Summer Service or Summer Session will need to report leave ONCE during the summer at the person level. If multiple jobs exist, only 1 entry is needed per person. More than 1 entry will be ignored. A template of the Summer Leave Reports will be available on MyUW Portal for those that need a paper form. Staff using Employee self- service should follow the instructions on their portal help page. This document is designed for payroll coordinators to enter summer leave reports. Employees can find information about entering summer leave reports on the portal help page.

Process Considerations:

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Instructions

To Enter Summer Leave Submitted (UWS_U_S_NOTAKE) take during Summer Session or Summer Service, please follow these steps:

1. Navigate to: Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > UWS Absences.

2. Search for your employee(s) either by Empl ID or Group ID.

  • If only 1 summer job exists, select the check-box with the Summer Service/Session Empl Record.
  • If more than 1 summer jobs exists, concurrently, select either job.
  • If more than 1 summer job exists, successively, select either job.

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  • Enter the Summer Leave Submitted (UWS_U_S_NOTAKE) absence using a date within their employment time frame. Please do not use a date range for this take.  Use only a single day.  
  • Click OK on the UWS Absence page to finalize the absence entry.

Summer Submitted


To Enter Sick Leave take during Summer Session or Summer Service, please follow these steps:

1. Enter the "Summer Leave Submitted" on the Summer Job:
  • Navigate to: Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > UWS Absences.
  • Search for your employee(s) either by Empl ID or Group ID.
  • Select the check-box with the Summer Service or Summer Session Empl Record.
  • Enter the "Summer Leave Submitted" absence using the date(s) of the absence.
  • Click OK on the UWS Absences page to finalize the absence entry.

  • Enter the "Summer Sick Leave" on the C Basis Job:
  • Navigate to: Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > UWS Absences.
  • Search for your employee(s) either by Empl ID or Group ID.
  • Select the check-box with the C Basis Empl Record.

  • Enter the Sick Leave absence using the date(s) as of the prior Spring term dated before the effective date of the Short Work Break.

Note: Summer employees report hour for hour and may be recorded in increments other than 4 or 8 hours even for 100% FTE employees.

Summer Sick Leave Take

  • In the Comments section enter when the Sick Leave occurred during the Summer Serv/Session and the actual date of the absence.

Comment

  • Click OK for the Comment section.
  • Click OK on the UWS Absences page to finalize the absence entry.

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Additional Resources

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    Get Help

    • Click HERE to contact UW Shared Services - Service Operations Department or HERE for the UWSS IT HelpDesk if you have any issues with these instructions.

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