Academic Staff and Limited Employee Self Service ESS

Academic Staff and Limited Employee Self Service (ESS) Payroll

Agenda • Transition to Employee Self-Service • Accessing Employee Self-Service • Requesting an Absence • Viewing Leave Balances • Cancel/Edit an Absence • Reporting “No Leave Taken” 2

Transition to Employee Self-Service • Paper leave reports will be discontinued • All staff are expected to start using employee self-service effective with your March leave report • Leave should be entered by the 5 th of the following month • Supervisors will be expected to review and approve leave by the 10 th of the month 3

Accessing Employee Self-Service 1. 2. 3. 4. Employee Self-Service can be accessed through your My. UW portal. Employees can access the My. UW Madison portal at: https: //my. wisc. edu/ Select your institution from the organization drop down list and click Go. Note: you can check the box remember my selection to make access easier in the future. Enter you Net. ID and password and click Login. Click on the Time and Absence Tile. 4

Notes: • No entry is required for legal holiday. It will automatically load. • Employee will always have one missing leave report. Limitation: Only one type of absence can be entered on a single request. If you have several types of absences to submit for the same absence (e. g. , personal holiday, sick leave, vacation), you will need to submit a request for each type of absence. 5

View Leave Balances 1. 2. 3. 4. 5. Select “Absence Name” and choose appropriate leave take Reason: no entry required Hours per day: enter the appropriate number of hours for absence Start date: select the date the absence occurred End date: select the same date as the start date Note: the start and end date should always be the same day – do NOT use a date range 6. Duration: no entry required – field will auto populate 7. Comments: no entry required 8. Click on the “Submit” button at the upper right of the page Note: click “Yes” to verify that the request should be submitted 6

Instructions for Leave Reporting Leave for full-time Academic Staff and Limited employees shall be charged in increments of 4 and 8 hours. • Absences of less than 2 hours should not be reported. • Absences of between 2 hours and 6 hours shall be charged as 4 hours. • Absences of more than 6 hours shall be charged as 8 hours. Exception: Leave for part-time staff and employee’s with approved FMLA should enter absences as actual hours used. Note: Absences need to be entered by employees by the 5 th of every month. Supervisors will approve absences by the 10 th of every month. 7

View Leave Balances Note: leave balances are also available in the UW Portal 8

Edit/Cancel Absence Request Note: if you edit or cancel a request OR if you submit any additional requests after your absences have been approved, please notify your supervisor to review and review any updated/new absence requests. 9

How to Record No Leave Taken: Select “No Leave Taken” in the Absence Name 10

Recording No Leave Taken Continued Note: The start date and end date should be the same. Do not use a date range. “No Leave Taken” must be entered if the employee hasn’t taken any leave OR the only leave for the month were Legal Holidays. Note: The No Leave Taken entry should be made for a single day within the month. It is recommended to use the first day of the month, unless that day is a legal holiday. 11

After using My UW System Portal, Sign Out using the link in the upper right and close the browser if you are using a public computer to ensure that your personal data is kept private. 12

Resources • Time and Absence Help: https: //uwservice. wisconsin. edu/help/time-absence/ • Requesting an Absence: https: //uwservice. wisconsin. edu/docs/publications/monthly_enter_absence. pdf • Edit/Cancel an Absence: https: //uwservice. wisconsin. edu/docs/publications/cancel_edit_absence_monthly. pdf • View Absence Balances: https: //uwservice. wisconsin. edu/docs/publications/view_absence_balances_monthly. pdf • View Absence Request History: https: //uwservice. wisconsin. edu/docs/publications/review_absence_hx_monthly. pdf 13

Questions? 14