Student Supervisor Training

1. Student Supervisor Training

2. Welcome The University of Wisconsin System's Human Resource System, or HRS, is a new integrated system for all human resources, benefits and payroll operations across all University of Wisconsin campuses. The system is ready to “Go Live” April 18, 2011.

3. The Role of a Supervisor with HRS • Student time reporting will happen via HRS time reporting. A supervisor should know enough about the timecard to assist their students. • Students are only paid if their time is approved. • Student time approval will happen via HRS time approval. This is the primary responsibility of student supervisors.

4. What do you need to know so that your students get paid? To Help/Support Your Students: • What is the role of the campus portal in time entry? • What does a student timesheet look like? • What does a student webclock look like? • What are time reporting codes? Will your students need to use them? • Are there any best practices to stress? • What resources are available?

5. What do you need to know so that your students get paid? To Complete Time Approval Responsibilities: • What is the role of the campus portal in approving time? • What is a time entry exception? • Can you correct a time entry exception? • How do I approve time? • Are there best practices for the approval of time? • When might you need help from your Payroll Coordinator? • What resources are available?

6. Resources Available to YouHRS Online Tutorials HRS Online Tutorials • Online presentations (without audio) • Present key concepts, navigation, introduce time entry screens, and Paycheck/Earnings StatementsEmployee/Student Time Entry (Employee Self-Service)https://uwservice.wisc.edu/hrs/training/ess.phpManager Approval (Manager Self-Service)https://uwservice.wisc.edu/hrs/training/mss.phpGeneral Information about Self-Servicehttps://uwservice.wisc.edu/hrs/index.php

7. Resources Available to YouHRS Knowledge Base HRS Online Knowledge Basehttp://kb.wisc.edu/hrs/ • Searchable • How to/step by step documentation on time entry • How to/step by step documentation on time approval • Supported by the UW-System HRS project • General HRS support documentation

8. Student Time Entry Resources A.) Service Center online tutorials: https://uwservice.wisc.edu/hrs/training/ess.php • Student timesheet • Webclock (if this is an option for your campus) B.) HRS Online Knowledge Base • Logging in to My UW System Portal: http://kb.wisc.edu/hrs/page.php?id=16692 • Student Timesheet step by step: http://kb.wisc.edu/hrs/page.php?id=16896 • Webclock step by step: http://kb.wisc.edu/hrs/page.php?id=16883 • Check Earning Statement: http://kb.wisc.edu/hrs/page.php?id=17208

9. Student Time Entry Best Practices • Enter time DAILY, if possible. • Enter time AT LEAST WEEKLY on the last day worked if daily time entry is not possible • Enter time using Standard Time entry or 24 Hour Clock entry. • Standard Time Example: 7:15 A • 24 Hour Clock Example: 0715 • Standard Time Entry requires AM, A, PM or P entries to indicate time of day AND colons.

10. Supervisor Approval of Student Time Suggested Resources: A.) Service Center online tutorial: https://uwservice.wisc.edu/hrs/training/mss.php • Time and Absence Terminology • Approval of Employee Time B.) HRS Online Knowledge Base • Logging in to My UW System Portal: http://kb.wisc.edu/hrs/page.php?id=16692 • Approving time with no exceptions: http://kb.wisc.edu/hrs/page.php?id=17186 • Approving time with exceptions: http://kb.wisc.edu/hrs/page.php?id=17168 • Check Earning Statement: http://kb.wisc.edu/hrs/page.php?id=17208

11. Supervisors Time Approval Best Practices Take your time. Look for exceptions to be sure your employee is paid. Exceptions are documented in several places: An employee with no exceptions: http://kb.doit.wisc.edu/hrs/page.php?id=17186 An employee with exceptions: http://kb.doit.wisc.edu/hrs/page.php?id=17168 Approval of Employee Time from UW Service Center Online Tutorial: https://uwservice.wisc.edu/hrs/training/mss.php

12. Supervisors Time Approval Best Practices • DO NOT approve directly from the Approve Payable Time page! • You are only seeing payable hours. • Click on the employee’s name to view more details. Click on the employee’s name

13. Supervisors Time Approval Best Practices • Not recommended to approve time from this screen • No Exceptions can be seen. • Click on Adjust Reported Time to go to the timesheet Click on Adjust Reported Time link

14. Supervisors Time Approval Best Practices • Exceptions appear with stopwatch icon • Double click on icon to view the type of exceptions and their severity

15. Supervisors Time Approval Best Practices • Allow the exception if possible (low or medium severity). • If exception is High Severity, go back to timesheet and correct. Return to the Previous Page (the timesheet) to correct High Severity Exceptions

16. When Do You Need Help From Your Payroll Coordinator? • If you are unsure about or need help fixing an exception on a timesheet. Don’t guess.Ask for help from your Payroll Coordinator. • If you feel like you are unable to see one of your employees and can’t approve their time, call your Payroll Coordinator. They may need to assign you as the employee’s approver. • If you are unsure about anything regarding time approval, please check with your Payroll Coordinator.

17. Other Campus Considerations

18. Questions