Manager Self-Service Training

Transcription

1 Manager Self-Service Training 1. Accessing Manager Self Service via the My UW Portal (my.wisc.edu): If the widget is not on your home screen, you can access it by clicking on the +Add more to home link at the top of the page: You have the option to search by its name in the search box or by utilizing the A-Z list. You may also find it under Work in the Categories section. When you click on either Approve Time or Approve Absence, you will be redirected into HRS- PeopleSoft. If you are required to use a one-time password authentication device (keychain FOB or smartphone app), you will be prompted to do so. If you are already logged in to HRS-PeopleSoft, an additional login may not be required. *If you approve both time and absences, we recommend approving absences first, then going back to approve time. More on this later in the training.

2 2. Approving Absences Click on the Approve Absence button to go into HRS-PeopleSoft and retrieve a list of your employees who have submitted leave time for approval. When you click on the employee s name, you can get a detailed account of the leave submission. On this screen, you can see the date that the request was made for, what type of leave they are requesting, the current balance of that particular leave type (as of the last payroll), and how many hours they are requesting for that day. From this screen, you are able to approve the absence, deny the absence, or do a push back for edits by the employee.

3 3. Approving Time Click on the Approve Time button to go into HRS-PeopleSoft to retrieve a list of your employees who have submitted time for approval. The best way to pull up a current list of your employees is to utilize the Group ID search. You will see either a B number or a C number or maybe both. B is a list of employees for whom you are the direct supervisor, and C is a list of employees for whom you are the backup. If you are missing employees, please contact your HR department to have them add the appropriate employees. The start and end dates automatically default to the pay period that is currently calculating if you need to adjust prior pay periods (keeping in mind that you may or may not have the ability to do so), you will need to adjust the dates accordingly.

4 When you click get employees, you will get a list of your employees who have submitted time for that pay period. From this screen, you have the ability to select employees to approve by clicking the box next to their name. There is also a Select All button at the end of the list if you are satisfied with all of the time submissions. If you want to see the details for what an employee has submitted, you can click on their name to get to the Approval Details screen. Here you can see how many hours were submitted on which particular day. You also have the option to approve individual days on this screen. The Adjust Reported Time link will take you to the employee s timesheet if you have questions about the hours reported, or need to change hours for an employee who is locked out of the time sheet.

5 4. Exceptions Use the Exceptions link on the Manager Self Service menu in HRS-PeopleSoft to manage any errors on an employees timesheet. You will get a screen similar to that of the Approve Payable Time search screen, and use your same Group ID to look up any employees that may have any exceptions. Exceptions occur when employees make an error on their timesheet, such as using the wrong out punch box, not clocking out at all, indicating that they worked over 12 hours in one day, or 40 hours in one week. Here is an example: This employee did not clock out on Wednesday the 11 th, which caused an error. The system will not clock them out until Friday the 13 th at 6:23, which is why the hours calculated for the 11 th are You would need to talk to the employee to fix this error before the exception will clear and the hours will appear on the Approve Payable Time screen. Exceptions with a high severity will block the time to appear on the Approve Payable Time screen and will need to be corrected in order to pay. Low severity exceptions include clocking out early or coming in later than scheduled work hours, and will pay regardless of whether they are cleared or not. *Note: Payroll Time runs are at 9 a.m., 11 a.m., 1 p.m., and 3 p.m. daily during the payroll week, in addition to an overnight run. Any changes to payroll clearing exceptions or approving absences will not appear on the Approve Payable Time page until after a time run occurs. For example, if you needed to clear an exception (error) on a timesheet in order for the time to appear to approve, and you did that at 10:45 a.m., you would not see the time appear until after the 11 a.m. run.

6 5. Holidays Employees do not need to submit requests for legal holidays the system loads those automatically and submit to the Approve Payable Time screen as time worked instead of an absence. They do not show up on a timesheet, but the employee can find the hours by clicking on Summary of Hours at the end of their time sheet. To see the legal holiday on the Approve Payable Time screen, click on the employee s name to see the Approval Detail. If an employee works on a legal holiday, you will need to make sure they clear the holiday on the time sheet before entering the time worked: