Faculty, Academic Staff, and Limited Absence Reporting

1 faculty , Academic staff , and Limited Absence Reporting Updated November 2017 Updated November 2017 1 faculty , Academic staff , and Limited Absence Reporting Things To Know Before Entering Absences .. 2 Troubleshooting Contact Information .. 2 Accessing ESS through myPoint .. 3 Entering Absences .. 4-5 Entering a Full Day or Less of Absence .. 6 Entering Multiple Consecutive Days of Absences .. 7 Editing or Cancelling Requests .. 8-9 Absence Request Guidelines .. 10 Accessing Earning Statements .. 10-11 Updated November 2017 2 THINGS TO KNOW BEFORE ENTERING ABSENCES ACCESSING ESS QUESTIONS?

2 Contact Lisa Nelson at or 1 WHAT IS ESS? ESS (Employee Self Service) is housed within the Human Resources System (HRS). The program allows for employees to enter their time and absences electronically and for managers to approve through the same system. ESS streamlines the approval process resulting in a quick turnaround time and less chance of human error. 2 HOW TO SIGN IN ESS will work utilizing the Net ID Username and Password that you use to access your email through the myPoint System. Thorough instructions are included on Page 3. Updated November 2017 3 ACCESSING ESS THROUGH MYPOINT Via myPoint, under the Administrative tab, click on My UW System.

3 Access the page using your UW credentials. This is the same information used to access your email account. Please note you may need to click on your institution prior to entering your credentials. Updated November 2017 4 ENTERING ABSENCES Select Launch Full App under the Time and Absence section as shown below: Click Enter Absence . Updated November 2017 5 Enter the Start Date of the Absence and Absence Name. Then complete the rest of the required fields prior to submitting for approval. If Reporting NO LEAVE TAKEN, use the 1st of the month for which you are Reporting as the start date.

4 For example, if you are Reporting leave for November, use November 1 as the start date. By entering NO LEAVE TAKEN on the 1st of the month, you will have satisfied your leave Reporting requirements for that month. No additional action is required if no leave was taken. If other leave (sick leave, vacation, personal holiday, or floating legal holiday) is taken, you need to choose the appropriate leave type from the Absence name dropdown. Legal Holidays will autofill on the date of the holiday. For example, Thanksgiving will be automatically filled; there is no need for you to manually report the holiday.

5 Updated November 2017 6 ENTERING A LEAVE REQUEST FOR FULL WORKDAY OR LESS Enter Start Date and Absence Name. Then, complete the rest of the required fields before submitting. 1. Dates: Always make sure the Start Date and End Date are the same. 2. Absence : Select what type of leave you would like to use from the drop down menu. 3. Current Balance: Make sure your request does not exceed the current balance. 4. Entry Type: Always select Hours Per Day. 5. Hours Per Day: This field is required when entry type is Hours Per Day. Select the amount of time you would like off for that day. Always record time in 4 or 8 hour time frames.

6 6. Duration: Click End Date or Duration and the system will calculate the total number of hours and fill in the duration box. Once all of the information has been entered and reviewed click Submit. The form will be routed to your supervisor who will Approve, Deny or Push Back. 1 2 3 4 5 6 Updated November 2017 7 ENTERING A MULTIPLE DAY LEAVE REQUEST 1. Dates: Always make sure the Start Date and End Date correctly represent the number of days you would like off. 2. Absence : Select what type of leave you would like to use from the drop down menu. 3. Current Balance: Make sure your request does not exceed the current balance.

7 4. Entry Type: Always select Hours Per Day. 5. Hours Per Day: This field is required when entry type is Hours Per Day. Select the amount of time you would like off for that day. Always record time in 4 or 8 hour time frames. 6. Duration: Click End Date or Duration and the system will calculate the total number of hours and fill in the duration box. Once all of the information has been entered and reviewed click Submit. The form will be routed to your supervisor who will Approve, Deny or Push Back. 1 2 3 4 5 6 Updated November 2017 8 EDITING OR CANCELLING A LEAVE REQUEST To edit or cancel an already submitted leave request, click the Edit/Cancel Absence button in the Time and Absence section of your myPoint.

8 (Follow the steps for Entering a Leave Request on page 4 to navigate to the screen below) Once on the Absence Request History page, you will see a yellow CANCEL button that is open for you to cancel the entry. In order to edit, you must first CANCEL the Absence . Updated November 2017 9 Click CANCEL Absence towards the bottom of the page to cancel the Absence . If you need to edit the Absence request, the yellow EDIT button will be open for you to EDIT and resubmit the Absence once you have cancelled it. Updated November 2017 10 Absence GUIDELINES Time Frame for Request Requests should be submitted as 4 or 8 hours.

9 Weekend Requests Requests must be entered as Monday-Friday and should not include weekend dates unless you typically work weekends. Example: If you would like Wednesday to Wednesday off you will submit two requests; one for Wednesday to Friday and another for Monday to Wednesday. Working partial days for more than one consecutive date Review Multiple Day Requests on page 7. You do not need to be gone the full 8 hours to use this form. Example: If you are looking to use 4 hours of leave for 5 days, enter your dates of vacation and 4 hours per day and the system will complete the 20 hours in the duration space.

10 Changing submitted requests If you need to edit or cancel an already submitted Absence request, you will click on the box that says Edit/Cancel Absence on your portal. PAY STATEMENTS Under Payroll Information click on the Earning Statement you would like to view if one of your last three earnings statements. Otherwise, click See all payroll information . Updated November 2017 11 Please Note: This is also where electronic W-4 statements can be found. Simply click Tax Statements to view.