Time & Labor & Absence Management Entering Time Worked Classified Employee Timesheet The most important question is… You will be entering your time worked via a HRS HOW DO I GET PAID? Timesheet. Time Entry Deadlines First day of pay period First day of pay period It is recommended employees enter and submit their time each day. If this is not possible, employees should at least enter their time weekly. Best Practices for Entering Time Worked To avoid not being paid, please note the following best practices: Employees should enter and submit their time each day. Employees must at least enter and submit their time weekly, on the last day worked in the week. On the last day of the pay period, ALL time entries must be submitted for timely payroll processing. Log into the Timesheet • Employees will log in to the My UW System portal at https://my.wisconsin.edu/. • For non UW-Madison employees, the Work Record tab can be found on the far right hand side of the page. The date entered here will give you the Time Period in which that date falls. For example, if you enter 10/28, it will give you the Time Pay Period that begins on 10/24. These links will allow you to view time entered for either the Previous or Next Time Pay Period. Click on the comment bubble to include a Theto(+) will add row Use the drop down list choose the aappropriate message regarding your time. Your supervisor the (-) will that delete a time reporting code and for your duties day. IN: Enter thetime, time will you be first report to your approving your able to read yourjob. row. message. OUT: Enter the time you leave your job for the IN: Enter the time you return to your job from and will not return shift. OUT: Enter theday time you leave yourfor jobanother for lunch,that class etc. lunch, class, or any other reason and plan on Click on this button after entering your time each day. returning. You canUse go back and change yourtime entries and re-submit this button to clear out of ALL fields up untilthat the last day of the pay period. Even though your contain information. timesheet is filled out with your schedule, you may still need to enter yourThe lunch break still until needTime to Administration (this Summary of and Hoursyou willwill be blank The Balances willbeen show the amount of Sick, Vacation, etc. occurs nightly) has run. submit your timesheet. and allon thethis leave and number of hours Click linktypes to reference the hours youavailable. have reported to your supervisor for this time pay period. Punch Exception Timesheet The date entered here will give you the Time Period in which that date falls. For example, if you enter 10/28, it will give you the Time Pay Period that begins on 10/24. These links will allow you to view time entered for either the Previous or Next Time Pay Period. Elapsed Exception Timesheet Use the drop down list to choose the appropriate The (+) will add a row These fields will be filledtime in with your scheduled reporting code for yourand duties on will the days the (-) delete a hours. They can be changed if your hours worked reported in this row. row. differs from your schedule. The Summary of Hours will be blank until Time Administration (this occurs nightly) has been run. The Balances will show the amount of Sick, Vacation, etc. Click this linkyour to reference the hours youavailable. have reported Click on this button after entering time day. and allon the leave types and each number of hours tochange your supervisor for this time pay period. You can go back and your entries and re-submit up until the last day of the pay period. Best Practices for Timesheet Entry Standard Time Entry: Need Colons Need AM/PM or A/P indicator 24 Hour Clock Entry: Military Time Standard Time Entry Examples 24 Hour Clock Entry Examples 7:15A 0715 3:00P 1500 4:45PM 1645 11:45AM 1145 Best Practices for Timesheet Entry cont. TIPS: Indicate if your entered time is AM or PM. • You can use A’s and P’s or 24 Hour Clock time. Colons are not necessary when using 24 Hour Clock time. If you use Standard Time entry, you will need to use colons. Time Reporting Codes Time Reporting Codes (TRCs) indicate the different types of circumstances an employee may work under. The TRC will be chosen if the work is something other than “Regular Hours”. If no TRC is selected, time entered is treated as Regular Hours. John the Vet Technician John, who is a veterinary technician, might need to designate his time as something other than the default, Regular Hours. Above is a small sample of his regular (hours) schedule. John the Vet Technician For Example, If John had Call Back duty on Saturday, then he would have to choose an option from the TRC drop down list. Above, you can see John selected CB050 – Call Back and entered the total number of Call Back hours he worked. Unique Time Reporting Codes Also included on the Timesheet as Time Reporting Codes are: Floating Holiday Comp Time Employees must remember to enter these as TRCs and NOT as absences. Floating Holiday The could choose to do the following: Inemployee this example, the employee would like to take Delete the regularly scheduled hours and enter the quantity a floating holiday on 12/22 and 12/23. of Floating Holiday hours. OR Leave the regular hours as is: With either option, the Time Reporting Code of Floating Holiday must be entered. Designating Comp Time If you would like Overtime to go towards Comp Time rather than receiving the Overtime pay, this must be entered on the timesheet using a Rule Element. The final result on the timesheet. Clicking on the Magnifying Glass for Rule Element 1 will bring up your choices for this field. Your only choice is Compensatory Time for Overtime or COMP. This will tell HRS to take your Overtime and convert it to Compensatory Time. Using Comp Time If the employee would like to use Comp Time, the process is a little different, but still done on the timesheet using a TRC. The employee completes the following process: 1. 2. 3. 4. Adds a Row The employee would likeThis to use 2 hours employee usually works Chooses the Comp Time Taken TRC until 4:30 p.m. each day. of their Comp time on 1/28 to cover Enters a Quantity of 2.0 leaving 2 hours early on Friday. On Friday, the employee Clicks the Submit button decides to work until 2:30 p.m. and use 2.0 hours of Comp Time. Utilizing Timesheet Links The bottom of the timesheet contains a list of links that can be helpful. Notice theTime statement informs: The next day, after Administration what you seecan is only as the has run, the employee check accurate lasttheir running Summary of Hours as tothe verify of Time Floating Holiday reported time usingAdministration. Time Reporting Legal Holiday Hours Regular Hours Codes was reported correctly. This particular pay period happened to have 2 Legal Holidays in it. You DO NOT have to enter codes for these. HRS will automatically separate Legal Holidays from Regular Time. Paycheck & Earning Statement • Your earning statements will be accessible through the Payroll Information module in the My UW Portal. – The Payroll Information module contains both your earning and tax statements. – Your earning statements will be listed in order by the date you were paid, with the most recent earning statement at the top. – For older earning statements you can use the numbered page links or the Previous and Next links under the list of earning statements. • Clicking on an earning statement will open it as a .pdf which you can view, print, or save. Resources • You can retake this course at anytime as a refresher. • Contact your supervisor or payroll coordinator. • Knowledge Base documents. • Contact the Help Desk.