Exempt Employee Time & Absence Reporting

Transcription

1 Exempt Employee Time & Absence Reporting Updated May 2015

2 Exempt Time and Absence Training Things To Know Before Reporting Time... 2 When to Enter Time... 2 Troubleshooting Contact Information... 2 Accessing ESS through mypoint... 3 Entering Absences... 4 Entering a Full Day or Less of Absence... 5 Entering Multiple Consecutive Days of Absences... 6 Absence Request Guidelines... 7 Editing or Removing Requests... 7 Entering Time Worked Scenarios of Time Entered... 9 Common Icons and What They Mean... 9 Accessing Earning Statements Updated May

3 THINGS TO KNOW BEFORE REPORTING TIME 1 2 WHAT IS ESS? ESS (Employee Self Service) is housed within the Human Resources System (HRS). The program allows for employees to enter their time and absences electronically and for managers to approve through the same system. ESS streamlines the approval process resulting in a quick turnaround time and less chance of human error. HOW TO SIGN IN ESS will work utilizing the Net ID Username and Password that you use to access your through the mypoint System. Thorough instructions are included on Page 3. 3 WHEN TO ENTER TIME Time should be entered daily to ensure the schedule is up-to-date. All time for the pay period should be entered no later than 4 pm on the last Friday of the pay period. If corrections need to be made, those must be entered no later than 10 am on the Monday following the end of the pay period. If you make any corrections to your timesheet following the final submittal, please contact your supervisor. Expected absences should be entered and approved prior to the date of absence. Unexpected absences should be entered on the day you return. If this happens at the end of a pay period, contact your supervisor. ACCESSING ESS QUESTIONS? Contact Tina Rajski at or trajski@uwsp.edu Updated May

4 ACCESSING ESS THROUGH MYPOINT Via mypoint, under the Administrative tab, click on My UW System. Access the page using your UW credentials. This is the same information used to access your account. Please note you may need to click on your institution prior to entering your credentials. Updated May

5 ENTERING ABSENCES Scroll to the Time and Absence section, click Enter Absence. You can access the Enter Absence screen two different ways, as shown below. Enter the Start Date of the Absence and Absence Name. Then complete the rest of the required fields prior to submitting for approval. Updated May

6 ENTERING A VACATION REQUEST FOR FULL WORKDAY OR LESS 1. Dates: Always make sure the Start Date and End Date are the same. 2. Absence: Select what type of leave you would like to use from the drop down menu. 3. Current Balance: Make sure your request does not exceed the current balance. 4. Entry Type: Always select Hours Per Day. 5. Hours Per Day: This field is required when entry type is Hours Per Day. Select the amount of time you would like off for that day. Always record time in 4 or 8 hour time frames. 6. Duration: Click End Date or Duration and the system will calculate the total number of hours and fill in the duration box. Once all of the information has been entered and reviewed click Submit. The form will be routed to your supervisor who will Approve, Deny or Push Back. Please Note: The Save For Later button should not be utilized. Updated May

7 ENTERING A MULTIPLE DAY VACATION REQUEST 1. Dates: Always make sure the Start Date and End Date correctly represent the number of days you would like off. 2. Absence: Select what type of leave you would like to use from the drop down menu. 3. Current Balance: Make sure your request does not exceed the current balance. 4. Entry Type: Always select Hours Per Day. 5. Hours Per Day: This field is required when entry type is Hours Per Day. Select the amount of time you would like off for that day. Always record time in 4 or 8 hour time frames. 6. Duration: Click End Date or Duration and the system will calculate the total number of hours and fill in the duration box. Once all of the information has been entered and reviewed click Submit. The form will be routed to your supervisor who will Approve, Deny or Push Back. Please Note: The Save For Later button should not be utilized. Updated May

8 Time Frame for Request Requests should be submitted as 4 or 8 hours. ABSENCE GUIDELINES Weekend Requests Requests must be entered as Monday-Friday and should not include weekend dates unless you typically work weekends. Example: If you would like Wednesday to Wednesday off you will submit two requests; one for Wednesday to Friday and another for Monday to Wednesday. Working partial days for more than one consecutive date Review Multiple Day Vacation Requests on page 6. You do not need to be gone the full 8 hours to use this form. Example: If you are looking to use 4 hours of vacation for 5 days, enter your dates of vacation and 4 hours per day and the system will complete the 20 hours in the duration space. Changing submitted requests If your supervisor has not reviewed the absence request, you can contact them to Push Back. This will send the request back for you to edit and re-submit. If your supervisor has already submitted the absence request, you will need to contact your Payroll contact for them to fix. When contacting your payroll contact, please include what needs to be changed. If a request has been Pushed Back by your supervisor you can edit the details by clicking, View Absence Request Details and Edit on the specific request. Updated May

9 ENTERING TIME WORKED The Timesheet is accessed similar to how an absence request is placed. See page 3 for guidance on finding your timesheet through mypoint. Scroll to the Time and Absence section, click on Timesheet. OR Under Self Service, click Report Time and Timesheet. Updated May

10 Enter the number of hours you have worked for the day, not to exceed 8. Please note if you are taking a partial day, it should be recorded as 4 or 8 hours as shown below. If you have to work on a holiday: ENTERING LEGAL HOLIDAYS Taking a Floating Legal Holiday Once Time is entered, scroll down the page and click the Submit button. Verify total hours shown against total hours worked. This field will not be updated until the timesheet is submitted. Employees have until 4 pm on the last Friday of the pay period to get their time and absences entered. COMMON ICONS AND WHAT THEY MEAN Timesheet has an entry error that requires attention from either you or your supervisor. The icon will appear next to the day that the error occurred. After an absence has been submitted, you will see the following symbol next to the date of which it was requested. It will also show next to that date if it is pending approval, approved, or denied. Updated May

11 PAY STATEMENTS Bi-Weekly Payroll Schedule can be found through mypoint, refer to page 3, or by accessing the Human Resources link at Under Payroll Information click on the Earning Statement you would like to view. Please Note: This is also where electronic W-4 statements can be found. Simply click Tax Statements to view. Updated May