University of Wisconsin–Milwaukee

FAQs

FAQ Categories for HRS Professionals:


HRS Security Access

  1. How will I access the new Human Resources System (HRS)?
  2. How will I get access to Self Service?
  3. How will I get access to HRS (Human Resources System) if I need to enter or view data on behalf of UWM employees?
  4. Will I need to be on campus in order to use the system?
  5. What will be the minimum security requirements for computers and applications accessing Human Resources System (HRS)?
  6. How can users help protect sensitive HRS data?
  7. Whom do I contact if I'm concerned about security or notice a security issue?
  1. How will I access the new Human Resources System (HRS)?

    All functions within the new Human Resources System (HRS) will be available online via a Web browser (see a complete list of compatible browsers.) UWM employees will use their ePantherID and password to log in to HRS.

  2. How will I get access to Self Service?

    All employees are automatically granted authorization to their own information via Self Service. There are no mandatory requirements for this access except a valid ePantherID and password. Employees will have access to their UWM Work Records and eProfile information through Self Service via the UW System portal at my.wisconsin.edu . Select "University of Wisconsin-Milwaukee" as your campus and then input your ePantherID and password. For more information regarding Self Service functionality available via HRS, please visit the UW System HRS Self Service Web page at uwservice.wisc.edu/hrs.

  3. How will I get access to HRS (Human Resources System) if I need to enter or view data on behalf of UWM employees?

    Individuals needing access to HRS (Human Resources System)to perform their job duties will receive authorization to modules providing additional duty-related functionality. The processes for requesting and granting access to additional modules are still in development. A Web module for requesting authorization will be available.

    For access to other functionality within the system, beyond Self Service, a brief online security training course is required. This applies to individuals who require duty-related functions within HRS. Examples include reporting or approving time, entering new hire data, accessing reports or other data within the system. These individuals will be contacted regarding the additional requirements for end-user training.

  4. Will I need to be on campus in order to use the system?

    Human Resources System (HRS) is available to all UWM employees using their ePantherID and password, anywhere, with an Internet connection. For staff requiring access to other people’s personal information, it is strongly recommended that they use secured campus-owned computers and networks.

  5. What will be the minimum security requirements for computers and applications accessing Human Resources System (HRS)?

    The minimum security requirements are in development. These requirements will most heavily impact those who access sensitive personal information. Details will be distributed to technical and administrative staff.

  6. How can users help protect sensitive HRS data?

    Since ePantherID/password is how the system is accessed, maintaining the integrity of ePantherID/password is the most important factor in protecting sensitive data. A common threat to login/password security is “phishing,” i.e., the attempt, typically via e-mail, to entice and individual to provide their credentials. Vigilance in identifying phishing attempts is one of the most important factors in protecting sensitive personal information.

    NEVER share your password with anyone. Knowledge of your password grants anyone the same authorizations you possess; to your personal information and other sensitive data. UWM policy requires all employees to take reasonable steps to protect passwords.

  7. Whom do I contact if I'm concerned about security or notice a security issue?

    Contact UWM Information Security at:

    Phone: 414-229-1100
    E-mail: osa-list@uwm.edu
    Online Web contact form

HR Organizational Department

  1. What is the difference between an HRS Organizational Department and IADS Major Department?
  2. Where can we find the list of HRS Organizational Departments?
  3. How do we add a new organizational department?
  1. What is the difference between an HRS Organizational Department and IADS Major Department?

    The HRS Organizational Department, like IADS Major Department, is the department an employee's job is housed within. The job and the employee who holds that job would count towards the department's FTE Head Count. The difference, however, is that we use IADS Major Departments for funding also. In HRS, the Organizational Department is separate from funding department (Chartfield as HRS term). The Organizational Department, an employee belongs to, does not affect how the employee gets paid. Therefore, an employee has one and only one Organizational Department, but can have multiple Chartfields contributing to the employee’s job.

  2. Where can we find the list of HRS Organizational Departments?

    The current list of HRS Organizational Departments is available online at the UWM HR website at http://www4.uwm.edu/hr/hrs/major_dept.cfm.

  3. How do we add a new organizational department?

    E-mail your request to hrs-dept-changes@uwm.edu with the new code, name of the major department and responses to the following questions:

    • Is this unit responsible for appointing employees regardless of the funding source?
    • Is the UDDS used when identifying employees not funding?
    • Is this a tenure granting department with a faculty executive committee?
    • Does this UDDS have more than three employees?
    • Is this UDDS used exclusively for funding?
    • Does this UDDS have a sub-department?
    • Is this UDDS a sub-department?
    • Are the employees and supervisor in the same UDDS?

Time & Labor

  1. How do I approve time?
  2. How to see if I am a Payroll Coordinator or Approver for an employee?
  3. I am not seeing my employees to approve their time?
  4. Why can a Payroll Coordinator not approve time through the Portal?
  5. How do I enter time?
  6. How do I change an employee’s time entry method from Web Clock to Timesheet?
  7. What is the procedure for any missed time prior to the April B Payroll?
  8. Why can a student not enter time trough the Portal, Timesheet tab?
  9. How can I change an employee’s schedule?
  1. How do I approve time?

    Please refer to the following KB to approve time:
    KB 15638: HRS Time and Labor - Approve Payable Time

  2. How to see if I am a Payroll Coordinator or Approver for an employee?
    1. Direct them to the following navigation: Time and Labor>Enroll Time Reporters>Maintain TL Security
    2. Search by emplid to pull up the approvers and payroll coordinators for the employee. If the approvers need to be changed please reference the following KB document:
      KB 17043 – HRS Time and Labor – Create/Maintain TL Security
  3. I am not seeing my employees to approve their time?
    • Validate payroll coordinator or Approver can see the employee’s timesheet.
      1. In order to see all of the employees listed in the supervisors group, please direct them to the following navigation: Manager Self Service>Report Time>Timesheet
      2. Search by group ID or emplid.
      3. All the employees the approver has access to approve time for will be listed here.
    • If the approver CAN see the employee listed here – The approver does have access to approve the employee’s time.
    • If the employee has not yet submitted their time or if the Time Admin process has not yet run, the approver will not be able to view these employees on the Manager Self Service>Time Management> Approve Time and Exceptions>Payable Time page
    • If the approver CAN NOT see the employee listed here – have them navigate to Time and Labor>Enroll Time Reports>Maintain TL Security.
    • Then search by the emplid they are trying to approve for.
    • This will show all the payroll coordinators and approvers that have access to approve time for this employee.
    • If the person is not an approver direct them to the KB document to add themselves as an approver:
      1. KB 17043 – HRS Time and Labor – Create/Maintain TL Security
    • If the person does not have access to add themselves as an approver, he/she may need to contact their central HR or PY office.
    • Once Time Admin has processed submitted time, please refer to the following KB Documents on time approval process:
      1. KB 15638: HRS Time and Labor - Approve Payable Time
  4. Why can a Payroll Coordinator not approve time through the Portal?
    • We experienced performance issues with this functionality in the UW System Portal
    • We have created an interim solution for accessing the key time reporting and approval links.
      • Please use the links at the top left as noted above rather than what was originally communicated.
      • By default the portlet will appear in the top left.
      • If it does not, please look for the HRS Self Service Links portlet farther down the page.
    • We will continue to work on a resolution and will provide updates as applicable.
  5. How do I enter time?
  6. How do I change an employee’s time entry method from Web Clock to Timesheet?

    Requests for switching time entry methods will have to go through OIM. Please use the following link to request a change:
    https://oim.iam.wisconsin.edu/xlWebApp/

  7. What is the procedure for any missed time prior to the April B Payroll?
    • Create a one-time additional pay for the employee. **PLEASE NOTE THIS PROCEDURE ONLY APPLIES TO THE FIRST PAYROLL IN HRS**
    • For any prior period time adjustments after the first biweekly payroll in HRS Confirms, please reference the following KB document:
  8. Why can a student not enter time trough the Portal, Timesheet tab?
    • We experienced performance issues with this functionality in the UW System Portal.
    • We have created an interim solution for accessing the key time reporting and approval links.
      • Please use the links at the top left of the Portal rather than what was originally communicated.
      • By default the portlet will appear in the top left.
      • If it does not, please look for the HRS Self Service Links portlet farther down the page.
    • We will continue to work on a resolution and will provide updates as applicable.
  9. How can I change an employee’s schedule?
    • Have the person navigate to Time and Labor>Enroll Time Reporters>Assign Work Schedule
    • Search by emplid to pull up the current schedule for the employee.
    • Click on the “+” sign to add a new effective dated schedule for this person.
    • Enter an effective date when the new schedule will take effect.
    • Select the magnifying glass to the right of the schedule ID field.
    • Search for a schedule ID that matches the employee’s shift and click on the schedule ID hyperlink to select that schedule.
    • Once the new schedule is selected you can click on the Show Schedule hyperlink on the new row to see calendar detail for that schedule.