Process Considerations:

• Managers should always remember to review an employee's absence balances before submitting a take on an employee's behalf. The balance for the employee will display when you select the absence type.

Instructions

To perform this procedure, please follow these steps:

Before using this guide, an employee should know the following:

• Campus login ID and password
  

To enter an absence for an employee

1. Log in at https://my.wisconsin.edu/. Note: UW-Madison employees can optionally login to the My UW Madison portal instead.
2. Locate the Manager Time and Approval module and click the Manager Self Service – Time Management link.
3. In the Manager Self Service menu, click the Request Absence link.
4. Enter a date on or before the date the absence will occur in the As Of field. You can enter the date in the format MM/DD/YYYY or select a date from a calendar by clicking the calendar
5. You will now lookup the group ID you would like to process for.  You may have only one Group ID, but if you are also a backup approver you might have a second Group ID.  Click on the Magnifying glass to lookup the Group ID(s) that are available to you.
   
6. Leave the field blank or enter the first few letters of your group if you know them and then click Lookup, and click on the Time Reporter Group you would like to record time for.
   
7. Click Refresh Employees to see the employees in this group and then Select the employee you would like to report time for.
   
8. Enter the Start Date for the employee's absence. You can enter the date in the form of MM/DD/YYYY or select a date from a calendar by clicking the calendar icon.
   
9. Select the appropriate absence from the Absence Name drop down menu.
   
   
10. Notice that after selecting an Absence Name, several more fields appear. The Current Balance for the select absence will also appear.   NOTE: This balance only reflects the balance as of the last Earnings Statement (i.e. confirmed payroll). Absences approved or taken since the last payroll are not reflected in this balance.
    
    
11. Enter the End Date for the employee's absence. You can enter the date in the form of MM/DD/YYYY or select a date from a calendar by clicking the calendar icon. Enter the hours per day of the request, and then click Calculate End Date or Duration.
    NOTE:  For partial day absences, enter the number of hours per day (ie. 4 Hours Per Day).  These are the number of hours that will be processed on each day.
    
    
12. Click the Submit button.
13. You will now see a confirmation message. Click the OK button.
14. After the confirmation page, you will be taken to the Request Details page. The absence request has been successfully submitted. Notice that because you are a manager submitting this request on behalf of the employee, the request is automatically approved.

NOTE: If the employee would like to use more than one type of leave on a single day, this process must be followed twice; once for each absence type.

To Cancel an Absence Request for Your Employee

Note: You will not be able to cancel or edit absences when payroll is being confirmed. If you believe that you should be able to edit or cancel an absence and are unable to do so, please check back later.

1. Log in at https://my.wisconsin.edu/. Note: UW-Madison employees can optionally log in to the My UW Madison portal instead.
2. Locate the Manager Time and Approval module and click the Manager Self Service – Time Management link.
3. From the menu, navigate to Manager Self Service > Time Management > View Time > Employee Absence History. (Not shown)
4. You will now lookup the group ID you would like to process for.  You may have only one Group ID, but if you are also a backup approver you might have a second Group ID.  Click on the Magnifying glass to lookup the Group ID(s) that are available to you.
5. Click the Refresh Employees button to see the employees in this group.
6. Click the Select button next to the employee you would like to cancel a request for.
   
7. Click the Cancel button next to the absence you wish to cancel.
   
8. The Cancel Absence window opens. Optional: enter any comments you wish.
9. Click the Cancel Absence button.
   
10. Click Yes to confirm the cancel.
11. Click OK. The request details screen appears.

To Edit an Absence Request for Your Employee

NOTE: You can only edit absences that you originally submitted for the employee.

1. Login at https://my.wisconsin.edu/. Note: UW-Madison employees can optionally log in to the My UW Madison portal instead.
2. Locate the Manager Time and Approval module and click the Manager Self Service – Time Management link.
3. From the menu, navigate to Manager Self Service > Time Management > View Time > Employee Absence History. (Not Shown)
4. You will now lookup the group ID you would like to process for.  You may have only one Group ID, but if you are also a backup approver you might have a second Group ID.  Click on the Magnifying glass to lookup the Group ID(s) that are available to you.
5. Click the Refresh Employees button to see the employees in this group.
6. Click the Select button next to the employee you would like to edit a request for.
   
   
7. Select the absence you want to edit by clicking on the Edit button next to that absence.
   
8. Make the changes to the absence: Absence Name and/or hours.
9. Click the Calculate End Date or Duration button, and then click the Submit button.
10. Click the Yes button to confirm the submission of the absence request.
11. Click OK. The request details screen appears.
12. Click Absence Request History from the menu to cancel or edit another absence request or click Sign Out if you are finished.

Additional Resources

Related KBs:

• Logging into the My.Wisconsin.edu / My.Wisc.edu Portal