New Human Resources System to launch April 18

The UW System will launch its new Human Resources System (HRS) on Monday, April 18.

The state-of-the-art HRS will handle a more than $2 billion annual payroll for UW System employees and improve how data about employees are entered, as well as how employees sign up for benefits, account for their time and leave, and view work records.

HRS will include many self-service features for employees, which will be found on the MyUW portal. The online self-service functions will allow employees to make time entry, access payroll documents and make changes to personal information at their convenience. On April 16, the Kronos system currently used to log hours will be taken down. Starting on April 18, the HRS self-service features will be the method of time reporting.

And among the many changes HRS will bring will be the way student hourly employees enter the time worked for their jobs and how student hourly supervisors approve that time. Supervisors of student hourly employees will use a “manager self-service” feature to approve their employees’ submitted time.

Access to both employee and manager self-service functions will be through the MyUW portal (http://my.wisc.edu/). The links to access these features will be located on the work record tab of MyUW; this is also where employees can find their earnings statements, tax records and other important resources related to their employment at UW–Madison.

As UW–Madison makes the switch to the new system, several deadlines must be met. All hours worked the week of April 10 must be recorded in Kronos by midnight on April 17, (if entry of time in Kronos for this week is missed, the time can be entered in HRS until the end of the pay period on April 23.)

Because Kronos will be shut down on April 16 and HRS self-service time reporting via MyUW does not begin until April 18, offline time recording processes will be needed for that interim time period.

Except for those using timeclocks, hours worked between midnight on April 17 and 9 a.m. on April 18 will need to be noted on a separate timesheet. Once students log in to HRS on April 18, hours worked can be added.

The following resources are being made available to help student hourly employees’ transition to HRS employee self-service:

• An online tutorial is available. Look for the presentation called “student timesheet.” Once the “student hourly timesheet” appears, simply click “view tutorial.” This tutorial will take approximately 20 minutes to view.
• Drop-in labs will be available for student hourly employees in the days leading up to the first student payroll in HRS. These lab sessions will give student hourly employees an opportunity to work with HRS support staff while entering and submitting directly into HRS the time they’ve worked. The dates and times for these drop-in labs will be listed online.