Time & Labor & Absence Management

Approving Employee Submitted Time

For managers who supervise employees who enter time via: Webclock, Student, & Classified Timesheets

When you see…

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Log into the Portal• Employees will log in to the My UW System portal

at https://my.wisconsin.edu/.  – Madison users can optionally log in to the My UW

Madison Portal at https://my.wisc.edu.• For employees at UW-Madison, the My UW-Madison

home page opens. – Click on the Work Record tab.

• For non UW-Madison employees, the Work Record tab can be found on the far right hand side of the page.

Click on Approve Payable Time to go into HRS to approve

employee’s submitted work time.

Approving Time - Managers

Employees have entered time. What happens next?

Your employees have entered their time worked.

As a supervisor, you will need to approve their submitted time so it can be processed for payroll.

When approving time, there are two circumstances that can occur related to the approval: exceptions or no exceptions.

• If you supervise more than one employee, you can look up the employees using the Group ID. You can also look up an employee individually by Employee ID (Empl ID).

• As a HRS security measure, when searching for employees, you will only have access to the employees you supervise.

• After entering the Group ID or Employee ID, click on "Get Employees" button.

TIP: Verify the dates are set for the correct pay period.

Finding Your Employees in HRS

Exceptions in HRS Time ApprovalWhen approving time in HRS, there are two circumstances that can occur related to the approval:

No Exceptions:• Via a nightly process, HRS

searches through employees timesheet and checks for time entries that need special review. No exceptions means no problems were found.

Exceptions:• Via a nightly process, HRS

searches through employees timesheet and checks for unusual events or entries. Exceptions mean some entries were discovered that need to be reviewed and resolved before payroll is processed.

After you approve an employee’s time, the process called Time Administration will run.

Time Administration goes through the employee’s timesheet entries and checks for unusual entries called exceptions.

If no exceptions are found, after the time is approved, it will go to payroll for processing.

Approving Time: No Exceptions

Time Administration with No Exceptions

Employee submits their time- sheet.TA TA

TATime Administration Process (TA)

TA processes time three times/day and checks for results needing resolution in Time Entry

Approving Time – No Exceptions

The approval screen will show the number of hours an employee worked. In this example, no exceptions occurred so the employee time can be approved.

You can select the checkboxes individually by date or click the Select All hyperlink. After the checkboxes have been have been checked, click the Approve button.

Approval of Time – No Exceptions

HRS will verify you want to approve the time and then give a confirmation the process is complete.

To see the step by step directions visit the Knowledge Base’s online directions at:http://kb.doit.wisc.edu/hrs/page.

php?id=17186

Do You Want Step by Step Directions?

If Time Administration identifies exceptions: You will need to determine

whether the entries under review should be corrected or allowed and reapprove the time.

Remember you will need to wait until Time Administration runs to view the changes.

Time Administration process will keep repeating itself until all the exceptions have been resolved.

Approving Time: Exceptions

Employee submits their time- sheet with errors.

Time Administration with Exceptions

TA

TA TA TA

Time Administration will keep sending exceptions until they are allowed or

corrected.

Time Administration Process (TA)TA processes three times/day and checks for results

needing resolution in Time Entry

When an Exception Occurs

HRS will indicate an exception on the Timesheet with a small stopwatch icon.

Double-click the stopwatch icon.

Adjust the time as necessary.

• Clicking the stopwatch allows you to view the severity level of the exception.

• Low or Medium severity level will still create payable time, if Allow is checked.

• When Time Administration runs that evening, the adjusted time will be re-evaluated and the exception will be cleared.

• High severity: make corrections in the Timesheet and wait for Time Admin to process overnight. The correction of the time data will clear the exception and you will be able to approve the time.

When an Exception Occurs (cont.)

Clicking this link will take you back to the Timesheet.

Clean up Exceptions button:

• Do not use the Clean up Exceptions button, as you will get an error that states, “Page data is inconsistent with database.”

When an Exception Occurs (cont.)

Do not use this button to fix exceptions.

Submit the Adjusted Time

• After you’ve adjusted the time, the next step is to Submit the time to be reprocessed.

Note: you are not approving the employee's adjusted timesheet.

• The automated process of Time Administration (TA) must run before you can approve the adjusted time.

Notice, this button is the Submit button and not the Approve button.

Approval of Adjusted Time• After Time Administration has run, you can Approve the

employee’s adjusted time.

• To approve this employee's time for the rest of the pay period, select the checkboxes.

• Click the Approve button.

Final Approval of Adjusted time

HRS will verify you want to approve the adjusted time and then give a confirmation the process is complete.

To see the step by step directions visit the Knowledge Base’s online directions at:http://kb.doit.wisc.edu/hrs/page.

php?id=17168

Do You Want Step by Step Directions?

• You can retake this course at anytime as a refresher

• Contact your supervisor or payroll coordinator

• Knowledge Base documents: http://kb.wisc.edu/hrs/index.php

• Contact the Help Desk: 608-264-4357 help@doit.wisc.edu

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