Manager Time & Absence Approval

Transcription

1 Manager Time & Absence Apprval Updated May 2015

2 Manager Time and Absence Apprval Things T Knw Befre Apprving Time... 2 Timeline... 2 Trubleshting Cntact Infrmatin... 2 Accessing MSS thrugh mypint Reviewing Timesheet... 4 Apprving Absences Viewing Absence Request Histry... 7 Viewing Absence Balance... 8 Reviewing Payable Time Crrecting Time Entry Allwing Exceptins Apprving Payable Time Updated May

3 THINGS TO KNOW BEFORE REPORTING TIME 1 WHAT IS MSS? MSS (Manager Self Service) is hused within the Human Resurces System (HRS). The prgram allws fr managers t apprve time and absences electrnically. 2 HOW TO SIGN IN MSS will wrk utilizing the Net Id Username and Passwrd that yu use t access yur thrugh the mypint System. Thrugh instructins are included n Page 3. 3 APPROVAL TIMELINE Apprvers review/reslve time exceptins (by 10am Mnday). Apprve payable time if n exceptins (by 10am Mnday). Apprvers review and reslve time exceptins n apprved/crrected time (after 2pm Mnday) FINAL DEADLINE t apprve payable time (by 4pm Mnday). The abve is the wrst case f apprval f payable time. IF ALL THE TIME HAS BEEN ENTERED CORRECTLY, REVIEW AND APPROVAL WILL ONLY NEED TO BE DONE ONCE. ALLOW FOR OVERNIGHT PROCESSING 4 Time Administratin must run t check fr any crrectins. If absences have been apprved please DO NOT apprve timecards immediately as this will result in negative time. ACCESSING ESS QUESTIONS? Cntact Tina Rajski at r trajski@uwsp.edu Updated May

4 ACCESSING MSS THROUGH MYPOINT Via mypint, under the Administrative sectin, click n My UW System. Access the page using yur UW credentials. This is the same infrmatin used t access yur accunt. Please nte yu may need t click n yur institutin prir t entering yur credentials. Updated May

5 Click n Manager Self Service Time Management under Manager Time and Apprval. REVIEWING TIMESHEET On the Manager Self Service menu page in HRS, click the Timesheet link. Best practice is t review the emplyee s timesheet befre apprving absences t ensure the requested absences d nt put the emplyee in vertime status. Updated May

6 APPROVING ABSENCES On the Manager Self Service menu page in HRS, click Apprve Time and Exceptins, then the Absence Requests link. Althugh the system calls it an absence request, HRS is used t reprt absences that have already been apprved thrugh yur unit s nrmal prcess. Click n Absence Request as shwn belw. A list f all requests will be displayed. Here yu can view the start and end date f absence and when it was submitted. Check the fllwing: Make sure the start and end dates are the same unless the emplyee has requested multiple days ff in a rw. As a reminder, emplyees can nly be requested Mnday-Friday and cannt be entered ver a weekend int the fllwing week. Yu can click n the emplyees name/request t view t make sure the emplyee has entered it crrectly. If the emplyee entered it crrectly the request will lk like this: Updated May

7 Once yu have reviewed the request yu have three ptins: Apprve: If everything is entered crrectly and the emplyee has enugh hurs in their absence balance, yu may g ahead and apprve their request. Deny: If the hurs cannt be apprved due t staffing r lack f hurs, yu may deny the request. Try t use Push Back in place f Deny. This will allw the emplyee t crrect. Push Back: Sends the request back t the requestr. This is ften used if there is an errr that needs attentin frm the emplyee. Please Nte: If the supervisr apprves hurs withut reviewing them first, the nly individuals wh can edit r vid the request is the payrll crdinatr. Can the supervisr enter an absence fr the emplyee? Yes. Under Manager Self Service, instead f apprve time, click Reprt Time and then click Absence Request : Updated May

8 Then select the emplyee s name, click cntinue and then fill ut the absence request the same way the emplyee wuld fill it ut themselves. If yu are unsure f hw t d this, please refer t the Reference Guide fr Entering timesheets and absences fr university staff. VIEWING ABSENCE REQUEST HISTORY While it is the emplyee s respnsibility t check t see if their absences have been apprved, denied r pushed back, it is best fr yu t let them knw when yu ve denied r pushed back an absence and let them knw why. Yu can view the absence request histry in HRS t see the status f absences by clicking n the View Absence Request Histry link frm the Absence Requests page. Updated May

9 VIEWING ABSENCE BALANCES T check the emplyee s balances, click n the View Absence Balances link frm the Absence Requests page. Enter the date n which yu wuld like t start searching. Best practice is t use the last date f the previus pay perid t ensure accuracy. Entering a prir date will shw yu balances as f that pay perid. The first clumn, Entitlement Name, lists the types f absences the emplyee earns. The secnd clumn lists the Balances as f the last Time Administratin prcess. Updated May

10 REVIEWING AND APPROVING PAYABLE TIME On the Manager Self Service menu page in HRS, click the Timesheet link. Yu will nw be able t search fr yur emplyees. Yu can search by Grup ID, Emplyee ID, r Name. Name searches use all CAPITAL LETTERS fr Last Name, First Name, r bth. Grup ID searches use the magnifying glass icn t find yur Grup ID number. Use Grup ID B (primary supervisr) r Grup ID C (back-up supervisr) Tip: yu can save yur search criteria as a time saver. Click the Get Emplyees buttn t search using yur search criteria. Depending n yur search criteria, ne r mre emplyees will be returned. Select the timesheet by clicking the Emplyee s Name. If yu need t view ther timesheets fr this persn, use the Previus Time Perid and Next Time Perid links. Nn-exempt emplyees: Time shuld be reprted in quarter-hur increments. (see the fllwing guidelines) 7:53 am t 8:07 am = 8:00 am = :08 am t 8:22 am = 8:15 am = :23 am t 8:37 am = 8:30 am = :38 am t 8:52 am = 8:45 am = :53 am t 9:07 am = 9:00 am = 0900 Start, stp and lunch times shuld be in the apprpriate bxes. (see examples) Fr a shift withut a break, the first in bx and the last ut bx shuld be used. Fr a shift with a break, the first in bx and the last ut bx shuld be used fr start/stp times and the center in and ut bxes fr the break. Exempt emplyees: Time shuld be reprted as ttal hurs wrked per day (see the fllwing example). Updated May

11 All emplyees: Yu will need t review the status f each day t determine whether the emplyee has submitted their timesheet r if just the pre-filled wrk schedule is shwing. New status hurs cannt be apprved, submitted status hurs can. T review timesheets fr ther emplyees, click the Return t Select Emplyee link t enter new search criteria OR if yur previus search pulled up multiple emplyees use the Next Emplyee buttn at the tp f the page. Watch fr time! T much r t little culd cause the emplyee t get paid vertime when they shuldn t r it culd cause them t nt get paid enugh. CHECKING AND CORRECTING EXCEPTIONS On the Timesheet page, yu can see what dates have exceptins by lking fr the Exceptins icn,. Exceptins need t be crrected r apprved befre yu re able t apprve payable time. Updated May

12 Exceptins are created when the system detects errrs, including: missed punches, incrrectly entering am/pm, hurs in a day ttaling mre than 24, schedule deviatins, and mre. Exceptins must be either crrected r apprved. Crrecting exceptins: exceptins that are due t time entry errrs will need t be crrected. Example: punch hurs greater than 12 exceptins shuld be crrected if the exceptin is due t a missed r incrrect punch (see instructins in Crrecting Time Entry sectin). Exceptins need t be reslved befre time can be apprved. CORRECTING TIME ENTRY If the emplyee s timesheet is inaccurate r entered incrrectly, best practice is t have the emplyee crrect the timesheet themselves. If there are exceptins n the emplyee s timesheet, allw apprximately tw hurs after crrecting/allwing exceptins fr HRS prcessing (after HRS Time Administratin prcess is cmpleted). If yur emplyee is unable t crrect their wn timesheet, yu may d it fr them. When crrecting a timesheet (fr a nn-exempt emplyee), enter the time using 24 hur time r standard time (see the fllwing examples). If yu use 0000 r 12:00AM as an ut punch this must g n the next day. Use the + sign t create a new rw. Use the Submit buttn t save any changes r crrectins that yu make. Submitting will update the reprted hurs field. ALLOWING EXCEPTIONS If the exceptin cannt be reslved by crrecting the timesheet, yu can allw it by clicking n the exceptin icn, selecting the exceptin, and clicking Allw and then Save. Updated May

13 APPROVING PAYABLE TIME After allwing exceptins and/r crrecting the timesheet, yu will need t wait until the next Time Administratin prcess is cmplete befre yu will able t apprve the payable time. Time Administratin runs apprximately every 2 hurs thrughut the day. Review the timesheet befre yu apprve time. On the Manager Self Service menu page in HRS, click the Payable Time link. Yu will nw be able t search fr yur emplyees and apprve their time. Yu can search by Grup ID, Emplyee ID, r Name. Name searches use all CAPITAL LETTERS fr Last Name, First Name, r bth. Grup ID searches use the magnifying glass icn t find yur Grup ID number. Use Grup ID B (primary supervisr) r Grup ID C (back-up supervisr). Tip: yu can save yur search criteria as a time saver. Click the Get Emplyees buttn t search using yur search criteria. The date range fr finding an emplyee's submitted time will default t the current pay perid. If yu need t apprve time fr a different pay perid, cntact Human Resurces. If there is time awaiting yur apprval, emplyee s names will display. Only emplyees wh have time waiting t be apprved will be listed. Click n the Emplyee's Name. Updated May

14 After clicking an Emplyee s Name, yu will see the Apprve Payable Time page. This page will shw yu any time that has yet t be apprved fr that emplyee. Yu shuld make sure that the infrmatin appears crrect. Several items may appear n the Payable Time screen and can be distinguished by the Time Reprting Cde (TRC) field (see list f exempt and nn-exempt Time Reprting Cdes). If anything appears t be incrrect, click n the Adjust Reprted Time link t be taken back t the emplyee s timesheet. After reviewing the emplyee s timesheet, yu can return t the Payable Time screen by clicking n the Return t Apprval Details buttn. If everything is crrect, click the Select check bx fr the days yu want t apprve r click the Select All buttn. Click the Apprve buttn t apprve an emplyee's time. Updated May

15 Yu will see an Apprval Verificatin message. Click OK if yu are sure yu want t apprve the time. Finally, yu will see the Save Cnfirmatin page. Click OK again. After clicking OK, yu will be brught back t the emplyee s jb fr which yu just apprved time. T review timesheets fr ther emplyees, click the Return t Apprval Summary link t enter new search criteria OR if yur previus search pulled up multiple emplyees use the Previus Emplyee and/r Next Emplyee buttns at the tp f the page. Updated May