Self-Service Time Entry
Time Reporting Through Self Service – It's About TIME!
In Spring of 2011, the University of Wisconsin System will implement a new online time reporting process for classified permanent and project, student hourly, and Limited Term Employees through My UW System. The new process uses an electronic method of reporting hours worked that will allow employees to submit their time online for manager approval instead of through paper time sheets. Online time entry will feed directly into the payroll, human resource, and benefits system (HRS).
Online time reporting is a flexible, integrated solution that gives employees the power to easily manage their time. It is designed to support the time reporting needs of a wide range of employee types.
Time reporting into the payroll system will occur through online Timesheets, Webclock, or Timeclocks*.
- Timesheet is an electronic time sheet where employees report in/out time or total hours at the end of each day or on a weekly basis. Timesheet makes time entry easy so that the employee can get their time in the system with a minimal amount of hassle!
- Webclocks are online clocks that punch in/punch out. Time will be recorded with each punch in/out on a daily basis. The time pairs (punch in/out) are captured based on the server time.
- Timeclocks are external clocks where employees will swipe employee identification cards to punch in/punch out. Timeclocks can be integrated for those employees who need to clock in and out using a badge or identification card.
*Divisions and departments will decide the methods of time reporting for their employees.
The new online time entry will accomplish several goals, including sustainability by using a paperless method and greater efficiency through technological resources! Other key advantages of moving to the new system are:
- Once all phases of time entry have been implemented, there will be no manual entry for payroll, which will lead to a reduction of third party data entry errors.
- Empowering employees to manage, edit, and maintain time entry.
- Reduction of lost time sheets and decrease in late submissions.
- Ability to check the status of your timesheet throughout the payroll process.
- Continual access to 18 months of timesheet history online.
- Access to time reporting anytime, anywhere!
Manager Time Approval
As the new time entry rolls out, so does the online manager time approval in Self Service. Managers will have online access to view time entry, approve it, and submit time records instantly to payroll staff, eliminating the need to fax, mail, email, or deliver signed timesheets. This cuts the waiting time for payroll coordinators who wait on paper timesheets and ensures all time entry can be submitted quickly.
Implementation of Time Reporting Changes
Online time reporting will be rolled out in multiple phases following the initial implementation of HRS this spring. At go-live, the student time entry system, Kronos, will be decommissioned and student hourly employees will begin using the time entry function of Self Service on My UW System, as well as targeted Classified Early Adaptors of the new time reporting system. After the initial go-live of Self Service time reporting, it will continue to roll out to over a 12 month period. As soon as the timeline is finalized, it will be communicated to UW employees.
