HRS Employee Supervisor - Approving Time

HRS Employee Supervisor – Approving Time

This document explains how to approve time for LTE employees in HRS (Human Resource System)

It is recommended that you approve your employee’s timesheet every Monday for the previous weeks time
When you correct a time exception or enter time in for your employee, you must wait for Time Administration to run
before you can approve this time
Time Administration will run nightly as well as twice daily (mid morning around 9am/10am and around mid afternoon-
2pm)
1. Log in to the My UW System portal at https://my.wisconsin.edu/. Click the University of Wisconsin – Extension radio
button and then click the Select button.

2. On the next screen, enter your UW-Extension username and password and then click the Login button

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HRS Employee Supervisor – Approving Time

3. Locate the Manager Time and Approval module and click the Manager Self Service - Time Management link.

4. A new window will open and you will be prompted to login into HRS PeopleSoft. Enter your UW-Extension
username and password (same as you entered for the My UW System Portal)

5. You will now be at the Manager Self Service Time Management page. Click the Exceptions link.

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HRS Employee Supervisor – Approving Time

6. This is the Manage Exceptions page. Click the little spy glass next to the Group ID textbox.

7. Here is an example of what your Group ID’s will look like:

In this example, this person is a primary supervisor (B7682) for some employees and a backup supervisor (C3828) for
others. Click the Group ID you wish to search on. You may only see one Group ID if you are only a primary or
backup supervisor.
8. Once you have entered the appropriate criteria, click the Get Employees button.

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HRS Employee Supervisor – Approving Time

IMPORTANT: The first step in approving time is to always check if your employees have
any exceptions in their reported time.

9. The exceptions for your employee(s) will appear in the Exceptions box.
o If the Allow check box is white or "active": the exception can be allowed. Check the Allow box for the
exceptions you want to allow and click the Save button.

o If the Allow check box is gray or "inactive": you must go to the employee's timesheet, amend the error and
resubmit the report.

IMPORTANT: You cannot resolve the errors that have gray or "inactive" Allow boxes on this page.
You must go into the employee's timesheet.

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HRS Employee Supervisor – Approving Time

10. If there are no exceptions for your employee(s), you will receive a "There were no employees found based upon
your selection criteria" message.

11. If you need to correct any time, please see the documentation title HRS Employee Supervisor – Enter and Correct
Time

12. This is the Approve Time for Time Reporters page. Fill in the information to find the employee(s) you want. The
date range for finding an employee's submitted time will default to the current pay period. If you want to change
the pay period, you can either enter the date in the format MM/DD/YYYY or select a date using the Calendar ( )
icon. Click on the Get Employees button.
IMPORTANT: Only employees with submitted time that has gone through Time Administration (a system
process that runs at least nightly) will appear when you search.

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HRS Employee Supervisor – Approving Time

13. You will either see a list of employees or the employee you searched for. Click on the employee's Name.

14. This is the Approve Payable Time page. This page will show you any time that has yet to be approved for the
employee. You should make sure that the information appears correct.
o If everything is fine, skip down to Step 17.
o If anything appears to be incorrect, click on the Adjust Reported Time link to be taken to the employee's
timesheet.

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HRS Employee Supervisor – Approving Time

15. On the Timesheet page, you can see what dates have exceptions by looking for the Exceptions ( ) icon. You will
need to make the necessary corrections. If you want, you can click on the Exceptions icon to get more details.

*Note: In the example above, the employee missed punches on two days. The employee forgot to enter an In
time on Tuesday and In/Out times on Friday. The supervisor would need to talk with the employee and enter in

the correct times.
IMPORTANT: If you make any adjustments, you will need to submit the time and wait for Time Administration to run

again in order to approve time. Make sure to make a note of these employees.

16. Click on the Return to Approval Details link on the bottom of the page to return to Approve Payable Time.

17. You can approve the employee's time on this page. When everything is correct, click the Select check box for the
days you want to approve or click the Select All button. Click the Approve button to approve an employee's time.

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HRS Employee Supervisor – Approving Time

18. You will see an Approval Verification message. Click OK if you are sure you want to approve the time.

19. Finally, you will see the Save Confirmation page. Click OK.

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HRS Employee Supervisor – Approving Time

20. After clicking OK, you will be brought back to the employee’s job that you just approved time for. If your search
pulled up multiple employees - On the Approve Payable Time page (from step 10), you will have links in the upper
right hand corner to go to "Next Employee" and/or go to "Previous Employee". These links depend on where in the
list of results on the Approve Time for Time Reporters page the employee you clicked on was. If they were the first
person in the list, you would only see a link to go to "Next Employee" if they were the last person in the list you
would only see a link to go to "Previous Employee". You can also use the "Return to Approval Summary" link to go
back to your search for people.

21. Once complete, click the Sign out link in the upper right hand corner and close the first web browser.

22. Now, sign out of the My UW System Portal

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