Process Considerations:

• For FA/AS/LI employees: Absence Entries for FA/AS/LI employees are included in the daily Absence Calc.  They are not processed to the payroll unless the absence is  Unpaid (Leave w/o Pay or overused),  as well as Payouts or Paybacks at termination or transfer.  These will automatically process to the payroll during the bi-weekly payroll processing period.
• FA/AS/LI absences are currently recorded in arrears, but in HRS they may be entered and calculated for the current bi-weekly period if entered by the Absence Deadline for payroll processing.
• Link to Payroll Calendar: https://uwservice.wisc.edu/employee/payroll/

Instructions

1. 1. Log into HRS.

   2. Go to Main Menu > Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > UWS Absences

   3. You will now be at the Absence Events search page. There are multiple ways to search for employees including: 

      • Group ID – use the magnifying glass to select your Group ID which will retrieve all of the employees to which you are assigned as the "Payroll Coordinator" 
      • Department – use this field to search for employees in a specific department – you may also narrow your Group ID by adding the Department criteria if you are assigned to multiple departments 
      • Pay Group - use the magnifying glass to search for employees in a specific Pay GroupEmplID – use this field to search for a specific employee by Employee ID (Person ID)
      • Last Name – use this field to search for a specific person by Last Name or the first few letters of their last name
   4. Once you have entered your selection criteria click the Get Employees button
      
      
      • The employee or the list of employees that match the selection criteria should appear. Check the Select box next to the employee's name and click the Request Absence button to continue.
      • You may select multiple employees from the list by clicking Select All or by individually selecting the check boxes by each name. By doing this you will be able to navigate to all the selected employees from the Enter Absence Events page rather than returning to the search page for each employee.
      • Once you have selected the employee or employees that you would like to enter absences for click Request Absence
        
        
   5. If you have entered selection criteria incorrectly, or want to perform another search click Clear Selection Criteria
   6. Request Absence will take you to the Enter Absence Events page:
      

To enter a One Day or Partial Day Absence

1. For a full day or partial day absence, enter the Event From Date.

   • You may key the date as MM/DD/YYYY or click on the calendar icon to select the date

2. Tab or click to the To Date and the date will default to the same date as Event From Date

3. Tab or click to the Absence Take use the drop down menu to select the Absence Take

   • NOTE: Absence Takes listed in the drop down menu are based on the employee's Absence eligibility group as of the Event From Date.

4. Once you select the Absence Take the employee's available balance will appear in the Balance column

     NOTE: Be sure to check that there are enough hours in the balance for the Absence Take selected. If you enter a take for which there is no available balance, the hours will pass as UNPAID.

5. If the employee is taking a partial day absence, enter 4 hours  in the Partial Hours field.

   • FA/AS/LI employees with an 1.00 FTE have a default schedule of Monday – Friday, 8 hours per day.
   • FA/AS/LI staff are to report leave in 4 or 8 hour increments.

6. Select an Absence Reason if applicable (not required)

7. Process Action – leave as "Normal"

8. Comments may be entered to add any details necessary regarding the absence (not required)

9. Absences entered on this page by the Payroll Coordinator will automatically have the Approve? check box checked

   

10. Additional absences may be entered by clicking on the Plus sign and repeating the steps above

11. An additional Absence(s) may be entered for the same date if the employee is using multiple take types on the same date

    

12. If your entry is complete and you have no other employees in your selection click OK to save which will take you back to the selection page OR you may click Apply to save and review your entry

13. If you have additional employees in your selection click Save and Go to Next Employee

14. If you need to correct an absence entry see the Correcting Absence Entries section below 

FA/AS/LI - No Leave Taken

Note: When FA/AS/LI staff submit their Leave Report, it needs to be noted within HRS.

1. Enter the Event From Date. Best practice dictates to use the first day of the pay period. You may key the date as MMDDYY or click on the calendar icon to select the date.   ***Use only a SINGLE DAY date range****

2. Tab or click to the To Date and the date will default to the same date as Event From Date.

3. Select No Leave Taken.

4. Click the OK button.

   

Correcting Absence Entries

If you have entered an absence in error, there are different methods that should be used to make the correction depending on the timing of the entry/correction.

If you need to override the quarter hour rounding for Absence Takes  - meaning the rounding to 4 or 8 hours for Absence Takes for FA/AS/LI Full Time employees, please visit the following document: Overriding Absence Take Rounding for Faculty/Academic Staff/Limited in HRS

If you discover the error before you save the entry you may:

1. Correct the data by making changes to the fields and save your changes
2. Delete the row or rows by using the Minus sign and re-enter the absence and save your changes
3. Click the Reverse Unapplied Changes button and all rows will cleared
4. Click Cancel and no updates or changes will be saved

If you discover the error after you save the entry and before the next Absence Calc you may:

1. Correct the data by making changes to the fields and save your changes
2. Delete the row or rows by using the Minus sign and re-enter the absence and save your changes
3. Void the row, by changing the Process Action to Void, add a new row with the Plus sign, enter the absence and save your changes

If the error is to the Absence Date and/or the Absence Take type, and you discover the error after an Absence Calc has run you MUST:

1. VOID the absence, by changing the Process Action to Void, add a new row with the Plus sign, enter the absence and save your changes.

  NOTE: DO NOT correct or change the fields of a row that has been used in a Absence Calc! The sole exception is if the ONLY error is in Absence Hours field, you should update the field directly rather than VOIDING.  Never type over an absence type.

Additional Resources

Related KBs:

• Overriding Absence Take Rounding for Faculty/Academic Staff/Limited in HRS
• Running the Faculty, Academic Staff, Limited Appointee ("Unclassified") Leave Report in HRS
• Entering FA/AS/LI Leave Reports for employees working Summer Session or Service (payroll coordinator) in HRS
  

Related Links:

• Payroll Calendar
• For descriptions of FA/AS/LI Absence Takes: AMJobAid-AbsenceTakes.xlsx