Student Supervisor Training

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Student Supervisor Training
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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.

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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.

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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?

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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?

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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/train
  ing/ess.phpManager Approval (Manager
  Self-Service)https//uwservice.wisc.edu/hrs/train
  ing/mss.phpGeneral Information about
  Self-Servicehttps//uwservice.wisc.edu/hrs/index.
  php

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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

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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?id16692
• Student Timesheet step by step
  http//kb.wisc.edu/hrs/page.php?id16896
• Webclock step by step http//kb.wisc.edu/hrs/page
  .php?id16883
• Check Earning Statement http//kb.wisc.edu/hrs/p
  age.php?id17208

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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 715 A
• 24 Hour Clock Example 0715
• Standard Time Entry requires AM, A, PM or P
  entries to indicate time of day AND colons.

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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?id16692
• Approving time with no exceptions
  http//kb.wisc.edu/hrs/page.php?id17186
• Approving time with exceptions
  http//kb.wisc.edu/hrs/page.php?id17168
• Check Earning Statement http//kb.wisc.edu/hrs/p
  age.php?id17208

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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?id17186
• An employee with exceptions
• http//kb.doit.wisc.edu/hrs/page.php?id17168
• Approval of Employee Time from UW Service Center
  Online Tutorial
• https//uwservice.wisc.edu/hrs/training/mss.php

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Supervisors Time Approval Best Practices

• DO NOT approve directly from the Approve Payable
  Time page!
• You are only seeing payable hours.
• Click on the employees name to view more details.

Click on the employees name
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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
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Supervisors Time Approval Best Practices

• Exceptions appear with stopwatch icon
• Double click on icon to view the type of
  exceptions and their severity

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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
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When Do You Need Help From Your Payroll
Coordinator?

• If you are unsure about or need help fixing an
  exception on a timesheet. Dont guess. Ask for
  help from your Payroll Coordinator.
• If you feel like you are unable to see one of
  your employees and cant approve their time, call
  your Payroll Coordinator. They may need to
  assign you as the employees approver.
• If you are unsure about anything regarding time
  approval, please check with your Payroll
  Coordinator.

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Other Campus Considerations

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Questions