Reports/Pages

• Key Reports and Queries to reference each payroll processing week:
• AM Audit Report
• Navigate to: UW Absence Management Reports > AM Audit Report
• Receive through Cypress weekly or run ad-hoc
• Returns people who have changed empl. class
• Allows job coordinators to audit changes that impact absences
• Reference AM - Audit Report
• Leave Activity Summary
• Navigate to: UW Absence Management Reports > Leave Activity Summary
• Receive through Cypress following each Payroll Confirm or run ad-hoc
• Report of every employee’s leave balances
• Negative Allocated Balance Report
• Navigate to: UW Absence Management Reports > Negative Allocated Balance Report
• Run ad-hoc
• Identifies EEs with negative leave balances
• Employee Missing Leave Report
• Navigate to: UW Absence Management Reports > Employee Missing Leave Report
• FA/AS/LI (Monthly) employees run ad-hoc
• Reduces sick leave during Annual Processing
• Results by Calendar (Page) and Results by Calendar Group (2 views of same data)
• Navigate to: Global Payroll & Absence Mgmt. > Absence and Payroll Processing > Review Absence/Payroll Info > Results by Calendar
• Navigate to: Global Payroll & Absence Mgmt. > Absence and Payroll Processing > Review Absence/Payroll Info > Results by Calendar Group
• Utilize these pages as a tool for:
• Troubleshooting Absence issues
• Determining absences that were actually processed versus what was entered
• Reviewing Current absence data
• Reviewing Absence Data from a Point in Time
• Reviewing Historical Absence data
• Paid Hours Inquiry
• Validating University Staff legal holiday

Reference Viewing Absence Management Results by Calendar in HRS

When employee moves between departments

• Requires communication between departing and receiving departments
• Departing department should manage transfer of leave
• Receiving department should verify whether it was done correctly
• Include both departments in communication of transferring leave
• Reference UW System policies detailed protocol

Leave earned by paid hours

• Verify LWOP on Review Paycheck
• Please verify the LWOP is on the “Review Paycheck” screen (Main Menu > Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck); if it is not, then the query result is due to the reprocessing of a prior period for the employee and can be ignored.

• If there is LWOP on Review Paycheck
• Review Paid Hours Inquiry (Main Menu > Global Payroll & Absence Mgmt > Absence & Payroll Processing > UW Paid Hours Inquiry)
• Employees may appear to have unpaid time if the employee’s hours for the current period are not all entered/approved yet. The system is now using the actual hours processed for the current pay period to determine that period’s accruals; once all the time is approved and processed, the accruals will be “whole” for that period.  This will only impact employees nearing a zero balance for Vacation, so the impact should be minimal.
• If Paid Hours are correct, then employee has exceeded the balance and another Take Type should be used to avoid LWOP.
• Void the Absence Take and add a new row to use different Absence Take.

ESS/MSS

• When entering AM take, enter true begin and end date of each Absence take, ensuring to exclude the weekend for University Staff employees. FA/AS/LI absences can span the weekend and will calculate correctly.
• Employees should report Absence time first, then submit time – otherwise, the Payroll Coordinator or Supervisor will be responsible for:
• Modifying the time later, if needed

Additional Notes

• Absence entry is time-sensitive:
• For Retroactive job changes, Do NOT place an employee on a retroactive LOA until you have contacted UWSS Service Operations for assistance.
• Retroactive Absence entries require the identification of the Absence balance at the original point in time from Results by Calendar page.
• Entering adjustments off of current balance can create mistakes
• Unfulfilled balances at the time of the Absence entry can result in LWOP
• Do not overwrite a take entry by updating the take type
• Instead, void and enter a new row
• Avoids erasing previously entered information
• Allowable to change hours amount, but never the take type or date

Additional Resources

Related KBs:

• Viewing Absence Management Results by Calendar in HRS