Viewing Payable Time in HRS

Overview

After time is entered and Time Administration has run (4a, 6:15a, 9a, 11a, 1p, 3p and around 8p), the reported time becomes payable time. Payable time is created based on the rules and edits within the Time Administration process and will be processed in payroll to compensate the employee. Payable time may be reviewed through the Payable Time Summary page, Payable Time Details page, or the Approve Payable Time page. Payable Time may only be approved through the Approve Payable Time page and may not be approved through the Payable Time Summary or Detail pages.

You may click on the links below to navigate directly to a section:

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Instructions for Viewing Payable Time Detail Page

1. To view the payable time detail page, navigate to Manager Self Service > Time Management > View Time > Payable Time Detail. Supervisors will access this page through the MyUW Madison or MyUW System portal.
   
   
   
2. Enter Group ID, Empl ID, employee Last Name/First Name, Business Unit, Job Code, Department, Workgroup, or any combination of the selection criteria. For an overview of employee search options, please refer to user procedure Employee Search Options in HRS .
   • Best Practice: Use Empl ID to select a specific employee and the Group ID to review a number of employees. Be careful when using a combination of selection criteria that you don't inadvertently exclude an employee(s).
3. Click Get Employees. Depending on your selection criteria, one employee or a list of employees will appear below. Select an employee by clicking on the employee name hyperlink.

   One employee in selection results list
   
   
   
   Several employees in selection results list
   
   

4. You will then be taken to the Payable Time Detail page. Enter the Start and End Dates for the period you wish to review and click Refresh.

   Payable Time Detail page before Refresh
   
   

5. Payable Time Detail page after Refresh
   
   
6. The employee's payable time for the selected period is shown.
7. The payable time for each date will be listed.
8. If payable time is missing for a given date, there is likely an Exception which must be reviewed.  (See Reviewing and Approving Time and Absence Exceptions in HRS .) 
9. The day's time will show Status, Time Reporting Code, Type, Quantity, and Taskgroup.
10. Payable Time Status will be one of the following:
    
    

11. The most commonly seen statuses are listed below along with what each status means. A complete listing of statuses and meanings can be found in Report User Procedure Time and Labor Reports in HRS : 

    • Before payable time has been approved, Status will be NA - Needs Approval.
    • After payable time has been approved, Status will be AP - Approved.
    • If time is rejected by payroll for a specific reason, Status will be RP - Rejected by Payroll.
    • After payable time has been loaded to payroll, Status will be TP - Taken by Payroll.
12. The Time Reporting Code reflects how the hours were processed in Time Administration. Please refer to user procedure Time Reporting Codes (TRCs) in HRS  for a complete listing of Time Reporting Codes.
13. Type will be Hours, Units, or Amounts.
14. Quantity shows the number of hours, units, or amounts which processed to the specific Time Reporting Code.
15. Taskgroup shows the Taskgroup to which the hours processed. The default Taskgroup is UW_DEFAULT. 
16. If the payable time is not what was expected, go to the timesheet and review the hours which were entered. If necessary, make changes in the timesheet and then wait for Time Administration to process again.
17. After Time Administration has processed, review Payable Time Details again.

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Viewing Payable Time Summary

1. To view the payable time summary page, navigate to Manager Self Service > Time Management > View Time > Payable Time Summary. Supervisors will access this page through the My UW portal. Please refer to user procedure Navigation for Time and Labor in HRS  for instructions.
   
   
2. Enter Group ID, Empl ID, employee Last Name/First Name, Business Unit, Job Code, Department, Workgroup, or any combination of the selection criteria. For an overview of employee search options, please refer to user procedure Employee Search Options in HRS .
   • Best Practice: Use Empl ID to select a specific employee and the Group ID to review a number of employees. Be careful when using a combination of selection criteria that you don't inadvertently exclude an employee(s).
3. Click Get Employees. Depending on your selection criteria, one employee or a list of employees will appear below. Select an employee by clicking on the employee name hyperlink.
   
   
4. The Payable Time Summary page opens.
5. The Start Date defaults to the current pay period. Select the period of time for review and click Refresh. The view is by one week. To see the next week in a two week pay period, change the Start Date and click Refresh.

The Payable Time Summary is listed by Time Reporting Code and includes the TRC quantity for each day of the period.

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Viewing Payable Time for a Previous Period

1. To view payable time for a previous period, change the date to the period you wish to review and click Refresh.

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