Employee Central Payroll Time Sheet

Transcription

1 User Guide SAP SuccessFactors Employee Central Document Version: Q August 5 PUBLIC

2 Content 1 Payroll Time Sheet for Employees Recording my Time Payroll Time Sheet - Features & Functions Duration-Based Time Recording Positive Time Recording with Duration-Based Times Negative Time Recording with Duration-Based Times Overtime Recording with Duration-Based Times Recording my Duration-Based On-Call Time Clock Time-Based Time Recording Deduction of Breaks from Clock Time Entries in your Time Sheet Positive Time Recording with Clock Times Negative Time Recording with Clock Times Overtime Recording with Clock Times Recording my Clock Time-Based On-Call Time How Far Back in the Past Can I Record or Update my Time Data? Changing Submitted or Already-Approved Time Sheets Premium Pay for my Recorded Time Recording my Allowances Payroll Time Sheet for Managers Approving my Employees' Time Sheets Approving Retroactive Changes to Submitted and Already-Approved Time Sheets Performing Time Recording On Behalf of my Employees Adding Allowances On Behalf of my Employees HR Administrators and the Payroll Time Sheet Assigning Time Recording Profiles to Employees Adjusting Time Recording Profiles Maintaining Admissibility Rules for Retroactive Time Sheet Changes Performing Time Recording On Behalf Managing Changes to the First Day of the Time Sheet Week Making Retroactive Changes to Submitted and Already-Approved Time Sheets on Behalf of Employees Managing Time Sheet Generation for Negative Time Recorders Managing the Import of Time Data from an External Time Recording System Using the Time Workbench P U B L I C Content

3 4 Payroll Time Sheet Reporting Content P U B L I C 3

4 What's New in This Guide Q Table 1: The following table summarizes changes to this guide for the Q release What's New Description More Info Updated section: Payroll Time Sheet - Features & Functions Information for employees added about recording time in the time sheet following a change to their time recording data Payroll Time Sheet - Features & Functions [page 9] Updated section: HR Administrators and the Payroll Time Sheet Link added to the new Administration Guide for Q2 2016: Recalculation in Time Management This guide provides an in-depth description of recalculation of employee time data including information on the reasons why recalculation is sometimes required, how to set up recalculation correctly in your Employee Central system, and recalculation specifics for Time Off and Payroll Time Sheet. HR Administrators and the Payroll Time Sheet [page 75] New section: Managing Changes to the First Day of the Time Sheet Week Information for time administrators managing changes to the first day of the time sheet week in employees' time sheets Managing Changes to the First Day of the Time Sheet Week [page 80]. Q Table 2: The following table summarizes changes to this guide for the Q release What's New Description More Info Updated section: Payroll Time Sheet - Features & Functions Information for employees about converting overtime recorded in their time sheet into 'Time Off in Lieu' Payroll Time Sheet - Features & Functions [page 9] Updated section: Recording my Attendance Time (Duration-Based) Information for employees whose attendance time is imported from an external time recording system Recording my Attendance Time (Duration-Based) [page 21] New sub-section: Deduction of Breaks from Clock Time Entries in your Time Sheet Information for employees about possible deduction of unpaid breaks from recorded time Deduction of Breaks from Clock Time Entries in your Time Sheet [page 40] 4 P U B L I C What's New in This Guide

5 What's New Description More Info Updated section: What's in my Time Sheet? (Negative Time Recording: Clock Based) Where a partial-day absence is recorded in Time Off for the selected day, the start and end times (plus the duration) of this absence are displayed in the DE TAILS area of the time sheet What's in my Time Sheet? (Negative Time Recording: Clock-Based) [page 49] Updated section: Recording Exceptions from my Planned Time Information for employees about changing breaks that are generated in their time sheet Information for employees about the recalculation of their time sheet when changes are made to it after it has been submitted Recording Exceptions from my Planned Time (Clock Times) [page 52] Updated section: Managing Time Sheet Generation for Negative Time Recorders Updated information for time administrators managing the process where time sheets for employees who record their time negatively are automatically generated: The Time Sheet Generate Working Time Job automatically recalculates failed time sheets and time sheets processed with errors in the current time sheet week. It also recalculates time sheets retroactively. Managing Time Sheet Generation for Negative Time Recorders [page 85] New section: Importing Time Data from an External Time Recording System Information for time administrators managing the import of external time data into the time sheets of employees who record their attendance time in an external time recording system Managing the Import of Time Data from an External Time Recording System [page 90]. Q Table 3: The following table summarizes changes to this guide for the Q release What's New Description More Info Restructured section: Duration-Based Time Recording Information for employees who record duration-based times in their time sheet Duration-Based Time Recording [page 16] New section: Clock Time-Based Time recording Information for employees who record clock times in their time sheet is grouped into four main sub-sections as listed below: Clock Time-Based Time Recording [page 38] What's New in This Guide P U B L I C 5

6 What's New Description More Info Recording clock times 1 - positive time recording Information for employees about recording clock times in their time sheet using a positive time recording method Positive Time Recording with Clock Times [page 42] Recording clock times 2 - negative time recording Information for employees about recording clock times in their time sheet using a negative time recording method Negative Time Recording with Clock Times [page 48] Recording clock times 3 - overtime recording Information for employees who record only overtime in their time sheet using clock times Overtime Recording with Clock Times [page 56] Recording clock times 4 - on-call time recording Information for employees who record on-call time in their time sheet using clock times Recording my Clock Time-Based On-Call Time [page 61] New Section: Managing Time Sheet Generation for Negative Time Recorders Information for time administrators managing the process where time sheets for employees who record their time negatively are automatically generated Managing Time Sheet Generation for Negative Time Recorders [page 85] Q Table 4: The following table summarizes changes to this guide for the Q release What's New Description More Info New section: Recording my On-Call Time Provides information for employees on how to record on-call time in their time sheet. This content is relevant only for employees who record duration-based times. Recording my Duration-Based On-Call Time [page 37] New section: Premium Pay for my Recorded Time Provides information for employees who want to record time in their time sheet that is paid at a premium. Premium Pay for my Recorded Time [page 65] New section: Recording my Allowances Provides information for employees about entering duration-based allowances directly in their time sheet that cannot be derived from times they record. Recording my Allowances [page 67] New section: Adding Allowances on Behalf of my Employees Provides information for managers about adding allowances in the time sheet on behalf of their employees. Adding Allowances On Behalf of my Employees [page 74] 6 P U B L I C What's New in This Guide

7 1 Payroll Time Sheet for Employees You're an employee. How can the Payroll Time Sheet help you? Using the time sheet, you can: Record your attendance times and/or overtime in a weekly time sheet (so-called 'positive' time recording scenario) Record exceptions to your planned working time (so-called 'negative' time recording scenario) Assign your attendance times, overtime, or exceptions to the relevant time types and cost centers View the time valuation results relevant for payroll Submit your time sheet for approval Withdraw already submitted but not-yet-approved time sheets or make amendments to approved time sheets Record your on-call times Record your allowances (where permitted by your organization) Tip Depending on your organization's rules and on how you actually record your time, you may also be able to use the Payroll Time Sheet to: Convert your calculated overtime into 'time off in lieu of overtime pay' Submit time sheets based on times you have recorded in an external time recording system which are automatically imported into your time sheet After approval, your time valuation results relevant for payroll processing are transferred to the payroll system. If approval is initially declined, you can make the necessary changes to your time sheet and resubmit it to your approver. So, you want to record your attendance, exceptions to your planned working time, overtime, on-call time, or allowances? How do you do it? First open your time sheet. You can do this in various ways: From your Home page, choose My Employee File Public Profile Time Sheet. On your Home page, in the My Info tile, choose My Info Go To - Time Sheet. From your Home page, choose My Employee File. Navigate to the Time Management block and click Edit Time Sheet. 1.1 Recording my Time There are a number of ways you can record your time in the Payroll Time Sheet, depending on the time recording variant and time recording method assigned to you. The remainder of this section introduces the time recording variants and time recording methods available in the Payroll Time Sheet for recording your time. Payroll Time Sheet for Employees P U B L I C 7

8 Time Recording Variants Firstly, there are two options for you to record your time in the time sheet, called time recording variants. You must use one of these variants. They are: Duration-Based Recording Here you record only the length of time you work each day, in hours and minutes. Start and end times of the recorded time are not recorded. Read Duration-Based Time Recording [page 16] to learn more about the possible ways to record your duration-based times in the time sheet. Clock Time-Based Recording Alternatively, you record only the start and end times of your working time each day. Read Clock Time-Based Time Recording [page 38] to learn more about the possible ways to record your clock-based times in the time sheet. Time Recording Methods Secondly, for your assigned time recording variant, you will actually record your time in the time sheet using one of the following time recording methods: Positive Time Recording A method of time recording where employees record all the hours they actually work (their attendance time ), in addition to overtime, absences, on-call time and allowances. With this method, you record all the hours you have actually worked. For example, you are an hourly-paid employee who records all his or her 'attendance times'. Negative Time Recording A method of time recording where employees record only deviations (exceptions) from their planned working time. Other exceptions such as on-call time, allowances and overtime can also be recorded using this method. As a negative time recorder, you may also have to record certain other types of attendance time as exceptions if required by your organization, exceptions that must be recorded for documentation purposes or for special payment, such as 'training' or 'administration duties'. For example, you record two days of external training on a Monday and Tuesday as an exception to your planned working time for that week which is Monday - Friday 09:00-17:00. Overtime Only Recording A method of time recording where employees record only the time they work that is in addition to their planned working time, plus on-call time and allowances. You record only your overtime hours. For example, as a salaried employee, you record only overtime worked in excess of your planned working time. Note It may also be the case that as an employee, you are required to record only absences, for example, for reporting/internal administrative purposes. This time recording method could apply, for example, if you are an executive level employee receiving a set compensation package, where no overtime is recorded or paid. In this case, you would not record any of your working time in the Payroll Time Sheet. As an employee recording your time in the time sheet, the Time Recording Profile assigned to you determines the type of time recording you can perform. You can check your Time Recording Profile in your Employee File, choosing Employment Information Job Information Time Information. 8 P U B L I C Payroll Time Sheet for Employees

9 What to Read Next... We suggest you firstly take a look at the section Payroll Time Sheet - Features & Functions [page 9]. This gives you a first overview of what you can do in the Payroll Time Sheet, depending on your assigned time recording variant and time recording method. Depending on how your organization has set up the Payroll Time Sheet, you will record your time in one of the six ways shown in this section. Then, to really get started with the Payroll Time Sheet, dive into the need-to-know information about the time recording variant and method you will use to record your time in the Payroll Time Sheet. Read either Duration- Based Time Recording [page 16] or Clock Time-Based Time Recording [page 38] to find out more. Finally, the following information is important for everyone recording time in the Payroll Time Sheet, independent of the time recording variant/method used: How Far Back in the Past Can I Record or Update my Time Data? [page 63] and Changing Submitted or Already-Approved Time Sheets [page 64] describe making changes to your time sheet data, including changes to past time data. Read Premium Pay for my Recorded Time [page 65] for more information on premium pay for time you have recorded. Read Recording my Allowances [page 67] to see how you can record allowances. 1.2 Payroll Time Sheet - Features & Functions The first two parts of this section contains overviews of the features and functions available to you in the Payroll Time Sheet. How you record your time and what you can do in your time sheet depends entirely on your assigned time recording variant and time recording method. Depending on your assigned time recording variant and time recording method, the tables in these first two parts below give you a quick overview of: How to record your time in the time sheet How your recorded times are approved When you can allocate your recorded times to an alternative (deviating) cost center Changing time sheets you have already submitted or which have already been approved In a third part, you can read more about how overtime you record can be converted to 'time off in lieu of overtime pay', if this feature is enabled by your organization. The final part of this section provides you with information about recording your time in the time sheet after changes to your time recording profile have been made in the middle of a time sheet week. Tip The tables show all possible time recording variants, time recording methods, and features available in the Payroll Time Sheet. Depending on how your organization organizes time recording for its employees and the role you perform, certain variants, methods and features may not be available to you as an employee. Payroll Time Sheet for Employees P U B L I C 9

10 Using my Timesheet: Duration-Based Time Recording Table 1 outlines the features and functions available to you in the Payroll Time Sheet when you record the duration of your times in hours and minutes. Table 5: Duration-Based Time Recording Record my time Get my time sheet approved Allocate my recorded time to an alternative cost center Withdraw an already submitted but not-yet-approved timesheet Make amendments to an already-approved timesheet Positive Time Recording Record the duration of your attendance times, overtime, on-call duty, and allowances in hours and minutes Submit your time sheet on a weekly basis for approval Yes Yes Yes Negative Time Recording Record the duration of exceptions to your planned working time in hours and minutes Record the duration of any on-call duty or allowances in hours and minutes Your time sheet is automatically submitted and approved if you have not recorded exceptions to your planned working time, nor any oncall duty or allowances When you have recorded and saved exceptions to your planned working time, or recorded and saved any oncall duty or allowances, your time sheet is automatically sent for approval Yes, for any exceptions to your planned working time you have recorded Yes, for any on-call duty or allowances you have recorded Yes Yes Overtime-Only Time Recording Record the duration of your overtime, and any oncall duty or allowances in hours and minutes Submit your time sheet on a weekly basis for approval Yes Yes Yes 10 P U B L I C Payroll Time Sheet for Employees

11 Using my Timesheet: Clock Time-Based Time Recording Table 2 outlines the features and functions available to you in the Payroll Time Sheet when you record the start and end times of your work. Table 6: Clock Time-Based Time Recording Record my time Get my time sheet approved Allocate my recorded time to an alternative cost center Withdraw an already submitted but not-yet-approved timesheet Make amendments to an already-approved timesheet Positive Time Recording Record the start and end times of your attendance, overtime, and oncall duty Submit your time sheet on a weekly basis for approval Yes Yes Yes Record the duration of your allowances in hours and minutes Negative Time Recording Record the start and end times of exceptions to your planned working time Record the start and end times of any on-call duty you have performed Record the duration of any allowances you are claiming, in hours and minutes Your time sheet is automatically submitted and approved if you have not recorded exceptions to your planned working time, nor any oncall duty or allowances When you have recorded and saved exceptions to your planned working time, or recorded and saved any oncall duty or allowances, your time sheet is automatically sent for approval Yes, for any exceptions to your planned working time you have recorded Yes, for any on-call duty or allowances you have recorded Yes Yes Payroll Time Sheet for Employees P U BL IC 11

12 Record my time Get my time sheet approved Allocate my recorded time to an alternative cost center Withdraw an already submitted but not-yet-approved timesheet Make amendments to an already-approved timesheet Overtime-Only Record the start Submit your time Yes Yes Yes Time Recording and end times of sheet on a weekly your overtime and basis for approval any on-call duty Record the duration of your allowances in hours and minutes Converting your Overtime Compensation into 'Time Off in Lieu of Overtime Pay' As an employee, 'time off in lieu of overtime pay' is one type of compensation you can receive for overtime you have worked - compensation as entitlement to paid leave, in addition to the regular entitlement you have to paid time off. 'Time off in lieu of overtime pay' is therefore simply one method by which you as an employee can be compensated for your overtime. If your organization has activated the 'time off in lieu' feature within the Payroll Time Sheet, there are three 'overtime compensation variants' that control how you receive compensation for your calculated overtime: Variant 1 - Payout All of your calculated overtime is paid out to you. No overtime is converted to 'time off in lieu'. Variant 2 - Payout and Time Off The portion of your calculated overtime that is paid at the normal hourly rate is paid out to you. The 'premium' portion of your calculated overtime is converted and posted to your 'time off in lieu' time account. Variant 3 - Time Off All of your calculated overtime is converted and posted to your 'time off in lieu' time account. If your organization has activated 'time in lieu of overtime pay', you will automatically be assigned one of the three 'overtime compensation variants' listed above. As an employee, you are not able to choose a variant yourself. For variants 2 and 3, the overtime posted to your 'time off in lieu' time account is available for you to take immediately. Tip In the Time Information section of your Job Information, the Default Overtime Compensation Variant field displays the 'overtime compensation variant' assigned to you. So, what information about my 'time off in lieu' can I see in the system? 12 P U B L I C Payroll Time Sheet for Employees

13 'Time off in lieu of overtime pay' is handled in the time sheet by background processes, just like any other overtime you record. You can view your 'time off in lieu' information in the system in two places: 1. In your time sheet when you submit it When you submit your time sheet for approval, you can see the number of hours posted to your 'time off in lieu' time account in the regular popup screen that appears after you press the Submit button. An example of a popup showing this information is shown below. 2. In Time Off You can also view the current balance of your 'time off in lieu' time account in Time Off. An example is shown below. Note Settings made by a time administrator in your time profile control what you can see in Time Off, including any 'time off in lieu' information. Example 'Time off in lieu' information in the 'submit time sheet' popup. 'Time off in lieu' time account balance in Time Off. Payroll Time Sheet for Employees P U BL IC 13

14 Recording your Time in the Time Sheet after a Mid-Week Change to your Time Recording Profile The main settings controlling your time recording and time valuation in the Payroll Time Sheet are defined in your time recording profile which is assigned in your Job Information. There may be situations when your time recording profile needs to be updated, for example, when your method of time recording changes. For instance, when you are promoted to a new position and change from recording all of your working time in the time sheet to recording only your overtime. A change to your time recording profile can be effective on any day of the week, so if for example you start a new position on the first day of the month and that day is in the middle of a time sheet week, your time recording in the time sheet will be affected. Basically then, the change to your time recording profile (because of such a position change for example), means that for the time sheet week when you change positions, you will have more than one time sheet to complete and submit, but only for that one week. In subsequent weeks, you will have a single time sheet per week to complete, based on your new time recording method. The example below shows you what needs to be done in the timesheet for a week where an employee's time recording profile is changed in midweek. Example An employee who records clock times in the Payrioll Time Sheet will be promoted to a new position effective 01 April As a result of this promotion, the employee must only record overtime in the time sheet, whereas in the current position all working time needed to be recorded. The employee's time recording profile is changed, effective 01 April 2016, to reflect this change to overtime-only time recording. The result is that for the original time sheet week of Sunday 27 March - Saturday 02 April, two time sheets need to be submitted: Sunday 27 March - Thursday 31st March 14 P U B L I C Payroll Time Sheet for Employees

15 For the time sheet week shown in the above picture, the employee firstly records time for all days up to, but not including, the date of the change of time recording profile - Friday 01 April. The employee records the working time for the current position using clock times for Monday to Thursday of this week. He then clicks the greyed out portion of the time sheet to navigate to the next time sheet period, which is shown in the picture below: Friday 01 April - Saturday 02 April Payroll Time Sheet for Employees P U BL IC 15

16 For the remainder of the time sheet week, Friday 01 April - Saturday 02 April, the employee must only record any overtime worked, based on the new time recording data effective 01 April. In this example, the employee has recorded 2 hours of overtime from 18:00-20:00 on Friday 01 April. The time sheet is still to be submitted. Note The information displayed when you click on the Why is this period shorter? link in the time sheet alerts you to the fact that for the currently-displayed time sheet week, more than one time sheet must be submitted because of a change made to your time recording data. 1.3 Duration-Based Time Recording This section of the guide is relevant for you if you record the duration of your work in the Payroll Time Sheet. 'Duration-based' time recording is a time recording variant based solely on the duration of the work you record for a specific period, for example, in hours and minutes for a given day of work. Start and end times of the recorded time are not considered. The time recording variant assigned to you in your time recording profile is also assigned in your work schedule and time profile. 16 P U B L I C Payroll Time Sheet for Employees

17 Tip Within the Details section of your time sheet you may see time sheet entries with a grey background that you cannot change or delete. These are time sheet entries made on your behalf by your manager or by an authorized time administrator. You may also notice certain time types in the drop-down menu of the Time Type field in the Details section that also have a grey background, are read-only, and cannot be selected to record time against. Settings made by your administrator in your time profile control which time types you can use in your time sheet. However, your manager or authorized administrator will be able to create time sheet entries on your behalf using the entire range of time types in the system. Where can I find the information I need to get started? One of the following subsections contains all the information you need to record your duration-based times in the time sheet: If you record the duration of all your working time ( attendance time ), in addition to overtime, absences, oncall time, and allowances, go here: Positive Time Recording with Duration-Based Times [page 17] If you record only the duration of on-call time, allowances, overtime or other types of attendance time that deviate from your planned working time, go here: Negative Time Recording with Duration-Based Times [page 25] If you record only the duration of overtime that is in addition to your planned working time, plus any on-call time or allowances, go here: Overtime Recording with Duration-Based Times [page 31] Read Recording my Duration-Based On-Call Time [page 37] for additional guidance when you record the duration of any on-call work you have performed Positive Time Recording with Duration-Based Times This section provides information for employees who perform 'positive' duration-based time recording, where all hours worked ( attendance time ), in addition to overtime, absences, on-call time, and allowances are recorded. If you are an employee who records 'duration-based' times using a positive time recording method, this is the section you need to learn more about recording your time in the Payroll Time Sheet. The following subsections will help you understand the layout of your time sheet, how to record your attendance time in it, and how to submit your time sheet for approval: What's in my Time Sheet? (Positive Time Recording: Duration-Based) [page 18] Recording my Attendance Time (Duration-Based) [page 21] Submitting my Recorded Time for Approval (Duration-Based) [page 24] Payroll Time Sheet for Employees P U BL IC 17

18 What's in my Time Sheet? (Positive Time Recording: Duration-Based) Your time sheet displays a calendar view of the current week. It is designed for employees who record durationbased attendance time and where relevant, overtime, on-call time, and allowances. The start day of the time sheet can be any day of the week, depending on how your organization has set up your time sheet. In the example in this section, Sunday is the first day of the time sheet week. The current day is marked in red. Calendar dates for non-working days are displayed with a grey background. The day of the week for a public holiday is marked with an asterix above the calendar date. Paid holidays are shown in a different color. The example below shows the time sheet for Susan Positive who records the duration of her times, in hours and minutes. She is a positive time recorder, meaning that she records all the hours she actually works (her attendance time ), in addition to overtime, absences, on-call time, and allowances. In this example, Sunday and Saturday are non-working days for Susan. 18 P U B L I C Payroll Time Sheet for Employees

19 Note The appearance of your time sheet may vary from that shown above, depending on individual system settings and on how your organization has set up your time sheet. There are four main areas of your time sheet: Data Entry Area A set of columns, one for each day of the displayed week, is your main data entry area of the time sheet. The selected day column is marked with a thin blue frame (for example on Thursday in the picture above) and is ready Payroll Time Sheet for Employees P U BL IC 19

20 for input. Click into the 'hours' and 'minutes' input fields directly below the day of the week and enter the duration of your attendance time for the selected day. Your entered time is then visualized in the day column. Your planned working time is also displayed in each day column, below the input fields. Clicking this 'planned working time link' in any day column transfers this planned time directly into your time sheet. Recording my Attendance Time (Duration-Based) [page 21] explains in more detail how to enter your attendance time in this area. Week Summary Area Here you can move backward and forward to another week by clicking the < and > symbols to the left and right of the current week display. The week summary area on the right side of the calendar view shows the: Current week, month and year Total hours recorded to date for the displayed calendar week Breakdown of the time valuation results for the displayed calendar week Current time sheet status For example, in the previous picture, Susan (as a positive time recorder) entered 40:00 hours of regular time in her time sheet. The time sheet has the status To be submitted. Depending on system settings, the week summary area might look slightly different for you. When you change your time sheet data, the results are automatically refreshed in the week summary area. Note The breakdown of the different types of time you see in the week summary area are known as time valuation results. They are created from the attendance time you record and from other time data, such as paid holidays and paid absences. Time valuation results represent how your attendance time is classified in preparation for later payroll processing. Time valuation results that are relevant for payroll are called time pay types. From the picture above, the time pay type Regular Time represents a payment to an employee of his or her regular houly rate. The actual display of time valuation results in your time sheet depends on how your organization has set up your time sheet. We provide only a general example here. Details Area Underneath the data entry area there is a DETAILS area for the selected day. You can also record your attendance time, overtime, on-call time, and allowances here. This area can be expanded (and collapsed again) by clicking the section header. If you already entered time in the time sheet for the week on display, you can see that time under Allocated Hours in the DETAILS area, automatically assigned to a default time type. If you have made time off requests for the selected day, you can also see a one-line summary of these requests here. The DETAILS area therefore allows you to: Record your daily attendance and overtime for the selected day over different time types, if you need to do this. You can also assign each time 'record' displayed in this section to an alternative (deviating) cost center, if required. See how the time you have entered for the selected day is allocated to different time types, for example, 'working time', 'business travel' or 'overtime'. 20 P U B L I C Payroll Time Sheet for Employees

21 Record your on-call time Record any allowances to which you are entitled Tip Where you have recorded a partial-day absence in Time Off for the selected day, the duration of this absence is displayed in the DETAILS area as shown in the picture below: You may also see additional fields in the DETAILS section depending on how your organization has set up your time sheet. Time Sheet Buttons At the bottom of the time sheet there are three buttons you can use to cancel all time entries that have not yet been saved, save your time sheet (including all time entries) in draft mode, and submit your time sheet for the displayed week to your approver. Note All time entries for a selected day are synchronized with each other. As a result, the input fields, 'planned working time link', and day columns for the selected day are locked for input when there are multiple time entries in the DETAILS area. You can see this in the previous picture. On Thursday, Susan Positive has recorded two types of time - 4:00 hours of Vocational Training and 4:00 hours of Working Time - under Allocated Hours in the DETAILS area. All other methods of entering time in the time sheet are locked for this day Recording my Attendance Time (Duration-Based) Use the Payroll Time Sheet to record your attendance time - performing positive time recording. Tip You may be an employee who records attendance time in an external time recording system, attendance time which is then imported into your time sheet. If so, the final part of this section contains information that is relevant for you. Payroll Time Sheet for Employees P U BL IC 21

22 As a positive time recorder, you can enter your duration-based attendance time in three main ways as described below: Use the day columns Click on a day column to select a day, move the cursor up and down in the day column, and click the position corresponding to the amount of time you want to enter. Use the input fields Click on a day column to select a day in the time sheet and enter your attendance time in hours and minutes directly in the input fields for this day. Note When using the day columns you can only enter time up to 10:00 hours per day, in increments of 30 minutes. However, by using the input fields you can enter arbitrary times, for example 13:47 hours per day. Use the 'Details' section Select a day in the calendar, and in the DETAILS area under Allocated Hours, enter time directly in the single time records to allocate your time across different time types and cost centers. The example below shows you how you can use the Allocated Hours section to do this: As a positive time recorder, you can also use the 'planned working time link' in the timesheet to record your attendance time. Here's how: Transfer your planned working time for the selected day into the time sheet by clicking the 'planned working time link' for that day which is displayed directly underneath the input fields, in blue. For example 8:00 hours for Monday to Friday, as shown in the example below. Planned working time is derived from your work schedule and is adjusted for public holidays, but is not adjusted for absences from work. Click Save Draft to save your current time entries without submitting the time sheet to your approver. After saving you can for example move forward or backward to the time sheet of another week and enter attendance time for that period. Note Depending on how your organization handles time recording (and assuming you have the appropriate permissions), you can also record any on-call time you have worked, or any allowances to which you are entitled, in your time sheet. Based on the time recording profile that is assigned to you, your time sheet might look a little bit different to the example shown below. The actual behavior of the time sheet also depends on the time recording profile. You can check your time recording profile in your Public Profile, choosing Employment Information Job Information Time Information. Example Susan Positive (Executive Vice President) is a salaried employee who records only her overtime in her time sheet. She has a planned weekly working time of 40:00 hours, Monday - Friday. You can see these planned working times (5 x 8:00 hours in the day columns) in the picture below: 22 P U B L I C Payroll Time Sheet for Employees

23 On Thursday of this week however, Susan attended a sales conference on behalf of the Corporate Executive Office (CEO). She spent 5:30 hours working at the conference funded from the CEO cost center, with business travel time of 4:00 hours charged to her normal cost center. She therefore needs to amend her time data for Thursday to make sure 5:30 hours of her time is allocated to the CEO cost center and the remaining 4.00 hours are recorded as business travel. She does this in the Allocated Hours section of the DETAILS area of her time sheet, as shown in the picture above. The total hours entered in this section are shown in the day column for Thursday, which is locked for entering data because there are multiple time entries in the Allocated Hours section of the time sheet for this day. As a result of these entries, the total time recorded in Susan's time sheet (displayed in the week summary area) is 41:30 hours. 40:00 hours is calculated as 'Regular Time', and 1:30 hours as 'Overtime 1.5'. Caution If your organization has integrated the Payroll Time Sheet with Employee Central Payroll, you may receive an error message when you save your time sheet for the very first time. If this is the case, contact your Payroll Time Sheet for Employees P U BL IC 23

24 supervisor or system administrator. It may be that some of your personal data which is required for payroll still needs to be entered into the system before you can successfully save your initial time sheet entries. Time Recording for Employees whose Attendance Time is Imported from an External Time Recording System What do I need to know when my attendance time is imported into my time sheet? For example, when my attendance time is automatically imported into my time sheet from a clock in/clock out time recording system that I use? If your organization uses a system where attendance times you record are automatically imported into your time sheet, you might be able to change these imported times once they are in your time sheet. This will depend entirely on the rules in force at your workplace and the settings your time administrator has made for your time sheet. However, you will always be able to add new attendance time records in your time sheet, above and beyond the attendance times that have been automatically imported into the time sheet for you. Furthermore, your time administrator or any authorized user can amend all time records in your time sheet on your behalf - both imported time records in your time sheet and records you have manually entered. Note For any given time sheet week, if you do not make any changes or additions to the imported time data, your time sheet is automatically submitted for approval - with the approval process following the defined workflow in place for your time sheet. If you do make changes to this imported data, you will have to manually submit your time sheet at the end of the time sheet week Submitting my Recorded Time for Approval (Duration-Based) Once you have entered your recorded attendance time for a given week, you can submit your time sheet for approval. The approver checks your time sheet and either approves it, or declines approval until you have made further changes. To submit the time sheet for approval, click the Submit button. A popup opens where you can add a comment for the approver. After clicking Submit again, the time sheet is sent to your approver. The time sheet status changes from To be submitted to To be approved and the time sheet approval request now appears in your Pending Requests under My Requests Waiting for Approval. Note Depending on your organization's rules, you may be able to change time entries in a time sheet you have submitted for approval (status To be approved) or a time sheet that has already been approved. See Related Information below for more details. 24 P U B L I C Payroll Time Sheet for Employees

25 After the approver has made a decision, you'll get an notification informing you whether your weekly time sheet was approved or not. Time sheets for which approval was declined are opened for corrections, so that you can make your changes and submit again. Related Information How Far Back in the Past Can I Record or Update my Time Data? [page 63] Changing Submitted or Already-Approved Time Sheets [page 64] Negative Time Recording with Duration-Based Times This section provides information for employees who perform 'negative' duration-based time recording, where only the duration of on-call time, allowances, overtime or other types of attendance time that deviate from an employee's planned working time is recorded. If you are an employee who records 'duration-based' times using a negative time recording method, this is the section you need to learn more about recording your time in the Payroll Time Sheet. The following subsections will help you understand the layout of your time sheet, how to record your time in it, and how to submit your time sheet for approval: What's in my Time Sheet? (Negative Time Recording: Duration-Based) [page 25] Recording Exceptions from my Planned Time (Duration-Based) [page 28] How Exceptions to my Planned Time (Duration-Based) are Approved [page 31] What's in my Time Sheet? (Negative Time Recording: Duration-Based) Your time sheet displays a calendar view of the current week. It is designed for employees who record only exceptions to their planned working time using duration-based times, and where relevant, overtime, on-call time, and allowances. This is negative time recording. The start day of the time sheet can be any day of the week, depending on how your organization has set up your time sheet. In the example in this section, Sunday is the first day of the time sheet week. The current day is marked in red. Calendar dates for non-working days are displayed with a grey background. The day of the week for a public holiday is marked with an asterix above the calendar date. Paid holidays are shown in a different color. The picture below provides an example of what your time sheet may look like if you are an employee who records only the duration of exceptions to your planned working time. It shows a time sheet for an employee who has a planned working time of 8:00 hours per day, Monday to Friday. This employee records only the duration of exceptions to her planned working time, in hours and minutes. Her planned times are automatically generated by the time sheet on a daily basis, which can be seen when the time sheet is opened. In this example, the time sheet is opened on Wednesday 14th October, and the generated working time for Monday to Wednesday is visualized in the day columns. The week summary area shows the time valuation for the week so far: 24:00 hours of 'Regular Time'. Payroll Time Sheet for Employees P U BL IC 25

26 The employee in this example has not recorded any exceptions in the time sheet so far this week. Therefore, no status for the time sheet is displayed. A status is displayed only when an exception is recorded, which requires approval. Note The appearance of your time sheet may vary from that shown above, depending on individual system settings and on how your organization has set up your time sheet. There are four main areas of your time sheet: Day Columns The selected day column is marked with a thin blue frame in the time sheet, for Wednesday in the picture above. There are seven day columns, one for each day of the displayed week, containing the calendar date and day at the top. Under the displayed day, the 'total recorded hours' for the selected day are shown in the grey box. The 'planned working time' for the employee is also displayed in each day column, below the 'total recorded hours'. Week Summary Area Here you can move backward and forward to another week by clicking the < and > symbols to the left and right of the current week display. The week summary area on the right side of the calendar view shows the: Current week, month and year 26 P U B L I C Payroll Time Sheet for Employees

27 Total number of hours generated, and manually recorded in addition to planned time, for the displayed calendar week to date Breakdown of the time valuation results for the displayed calendar week When you change your time sheet data, the results are automatically refreshed in the week summary area. Depending on system settings, the week summary area might look slightly different for you. Note The breakdown of the different types of time you see in the week summary area are known as time valuation results. They are created from the following possible time entries in your time sheet: Planned working time entries that are generated automatically for you as a negative time recorder Exceptions to your planned working time that you manually record, including any overtime Other times you record such as on-call time or allowances Other time data, such as paid holidays and paid absences Time valuation results represent how your time is classified in preparation for later payroll processing. Time valuation results that are relevant for payroll are called time pay types. For example, the Time Pay Type Regular Time represents a payment to an employee of the normal hourly rate. The actual display of time valuation results in your time sheet depends on how your organization has set up your time sheet. We provide only a general example here. Details Area Underneath the day columns there is a DETAILS area for the selected day. It can be expanded (and collapsed again) by clicking the section header. It is in this area, under Allocated Hours that you record exceptions to your planned working time. As a negative time recorder, your planned working time is generated for you on a daily basis. When you select a day column in the time sheet, the generated working time for that day is displayed under Allocated Hours in the DETAILS area. If you have made time off requests for the selected day, you can also see a one-line summary of these requests here. You can also record your on-call time and any allowances you have in this area of your time sheet. The DETAILS area therefore allows you to: Record exceptions to your planned working time for the selected day over different time types, if you need to do this. Tip You can also assign each manually recorded exception to your planned working time displayed in this section to an alternative (deviating) cost center. If you need to do this, simply enter a working time record and select a deviating cost center for this record. You cannot reassign generated working time to a deviating cost center. See your generated working time for each selected day, and deducted unpaid breaks if applicable. See how you have allocated your recorded exceptions for the selected day to different time types, for example, 'working time', 'business travel' or 'overtime'. Record your on-call time Record any allowances to which you are entitled Payroll Time Sheet for Employees P U BL IC 27

28 Tip Where you have recorded a partial-day absence in Time Off for the selected day, the duration of this absence is displayed in the DETAILS area as shown in the picture below: You may also see additional fields in the DETAILS section depending on how your organization has set up your time sheet. Time Sheet Buttons At the bottom of the time sheet there are two buttons you can use to Cancel all time entries that have not yet been saved and Save your deviating time sheet entries for the displayed week Recording Exceptions from my Planned Time (Duration-Based) Use the Payroll Time Sheet to record only exceptions to your planned time - performing negative time recording. Tip If you have only worked your planned working time for any given week, you do not need to open your time sheet for that week. Your planned times will be automatically generated for you and your time sheet will be automatically submitted. You enter exceptions to your planned working time using duration-based time recording as follows: 1. Select the day in the calendar for which you wish to enter the duration of your exception. 2. In the DETAILS area under Allocated Hours, specify the type of time you are recording in the Time Type field. 3. Enter the Duration of your exception time. The duration of the exception time you have just entered is now visualized in the selected day column of the time sheet and in the 'total recorded time' field for this day. 4. Save your entries. Result: Your entries are saved. At the end of the week, your time sheet will be automatically submitted to your approver for approval of the exceptions you have recorded. 28 P U B L I C Payroll Time Sheet for Employees

29 Note Depending on how your organization handles time recording (and assuming you have the appropriate permissions), you can also record any on-call time you have worked, or any allowances to which you are entitled, in your time sheet. Based on the time recording profile that is assigned to you, your time sheet might look a little bit different to the example shown below. The actual behavior of the time sheet also depends on the time recording profile. You can check your time recording profile in your Public Profile, choosing Employment Information Job Information Time Information. Example The example shows a timesheet for a negative time recorder - an employee working a rotating shift pattern who records only the duration of exceptions to his planned working time. In this example, he is scheduled to work a late shift of 7:30 hours on Monday, Wednesday, and Friday and an early shift of 8:30 hours on Tuesday and Thursday of this week. Premiums are paid for early and late shift working. Payroll Time Sheet for Employees P U BL IC 29

30 The employee opens his time sheet on Wednesday 14th October. The planned working time up to and including the current day is generated for the employee and is visualized in the day columns of the time sheet. He records 3:00 hours overtime on Monday and Wednesday, as shown in the picture below: The first two hours of overtime each day are paid at the 'Overtime 1.5' rate, and any further hours at the 'Overtime 2.0' rate. The resulting time valuations for this overtime are displayed in the week summary area, together with the generated 'Regular Time' so far this week (23:30 hours) and the applicable early and late shift premiums. In this example, no on-call time or allowances have been recorded. Note In this example, the time sheet has the status Changes to be approved. This status is shown only when a negative time recorder has entered and saved one or more exceptions in his or her time sheet which need to be approved. A workflow for this approval will be automatically created at the end of the time sheet week. Where no exceptions are entered, the time sheet of a negative time recorder shows no status. Caution If your organization has integrated the Payroll Time Sheet with Employee Central Payroll, you may receive an error message when you save your time sheet for the very first time. If this is the case, contact your 30 P U B L I C Payroll Time Sheet for Employees

31 supervisor or system administrator. It may be that some of your personal data which is required for payroll still needs to be entered into the system before you can successfully save your initial time sheet entries How Exceptions to my Planned Time (Duration- Based) are Approved Once you have entered and saved any exceptions to your planned time for a given week in your time sheet, it is automatically submitted for approval at the end of the week. You can see the corresponding status of the time sheet in the week summary area. The approver checks your time sheet and either approves it, or declines approval until you have made further changes. After the approver has made a decision, you'll get an notification informing you whether your weekly time sheet was approved or not. Time sheets for which approval was declined are opened for corrections, so that you can make your changes. Related Information How Far Back in the Past Can I Record or Update my Time Data? [page 63] Changing Submitted or Already-Approved Time Sheets [page 64] Overtime Recording with Duration-Based Times This section provides information for employees who perform overtime-only time recording, where only the duration of time they work in addition to their planned working time is recorded, plus any on-call time or allowances. If you are an employee who records 'duration-based' times using an overtime-only time recording method, this is the section you need to learn more about recording your time in the Payroll Time Sheet. The following subsections will help you understand the layout of your time sheet, how to record your overtime in it, and how to submit your time sheet for approval: What's in my Time Sheet? (Overtime Recording: Duration-Based) [page 32] Recording my Overtime (Duration-Based) [page 34] Submitting my Overtime for Approval (Duration-Based) [page 36] Payroll Time Sheet for Employees P U BL IC 31

32 What's in my Time Sheet? (Overtime Recording: Duration-Based) Your time sheet displays a calendar view of the current week. It is designed for employees who record only the duration of overtime and any on-call time or allowances to which they are entitled. The start day of the time sheet can be any day of the week, depending on how your organization has set up your time sheet. In the example in this section, Sunday is the first day of the time sheet week. The current day is marked in red. Calendar dates for non-working days are displayed with a grey background. The day of the week for a public holiday is marked with an asterix above the calendar date. Paid holidays are shown in a different color. The example below shows what your time sheet may look like if you are an employee who records overtime, and (where permitted) any on-call time or allowances using duration-based times, in hours and minutes. The employee has recorded 2:00 hours of overtime on Monday and 1:00 hour overtime on Tuesday. These 3:00 hours will later be paid at 1.5 times the normal overtime rate. The employee also recorded 4:00 hours on-call time on Sunday 4th October which is also shown in the picture below. No allowances have been recorded, and the time sheet is yet to be submitted for approval. 32 P U B L I C Payroll Time Sheet for Employees

33 Note The appearance of your time sheet may vary from that shown above, depending on individual system settings and on how your organization has set up your time sheet. There are four main areas of your time sheet: Data Entry Area A set of columns, one for each day of the displayed week, is your main data entry area of the time sheet. The selected day column is marked with a thin blue frame (for example on Sunday in the picture above) and is ready for input. Click into the 'hours' and 'minutes' input fields directly below the day of the week and enter the duration of your overtime for the selected day. Your entered time is then visualized in the day column. Recording my Overtime (Duration-Based) [page 34] explains how you enter your overtime in this area. Week Summary Area Here you can move backward and forward to another week by clicking the < and > symbols to the left and right of the current week display. The week summary area on the right side of the calendar view shows the: Current week, month and year Total hours recorded to date for the displayed calendar week Breakdown of the time valuation results for the displayed calendar week Current time sheet status When you change your time sheet data, the results are automatically refreshed in the week summary area. Depending on system settings, the week summary area might look slightly different for you. Note The breakdown of the different types of time you see in the week summary area are known as time valuation results. They are created from any overtime, on-call time, or allowances you record, and from other time data such as paid holidays and paid absences. Time valuation results represent how your time is classified in preparation for later payroll processing. Time valuation results that are relevant for payroll are called time pay types. For example, the time pay type Overtime 1.5 represents a payment to an employee of one and a half times the normal overtime rate. So, if the normal overtime rate is USD per hour, and the employee has worked 3 hours overtime calculated with the Time Pay Type Overtime 1.5, he or she will receive a gross payout in payroll of 3 hours x USD = USD The actual display of time valuation results in your time sheet depends on how your organization has set up your time sheet. We provide only a general example here. Details Area Underneath the data entry area there is a DETAILS area for the selected day. You can also record your overtime here, and any on-call time or allowances. This area can be expanded (and collapsed again) by clicking the section header. If you already entered overtime in the time sheet for the selected day, you can see that time under Allocated Hours in the DETAILS area, automatically assigned to a default time type. If you have made time off requests for the selected day, you can also see a one-line summary of these requests here. Payroll Time Sheet for Employees P U BL IC 33

34 The DETAILS area therefore allows you to: Record your recorded overtime for the selected day over different time types, if you need to do this. You can also assign each time 'record' displayed in this section to an alternative (deviating) cost center, if required. See how the overtime you have entered for the selected day is allocated to different time types, for example, 'working time' or 'business travel'. Record your on-call time Record any allowances to which you are entitled Tip Where you have recorded a partial-day absence in Time Off for the selected day, the duration of this absence is displayed in the DETAILS area as shown in the picture below: You may also see additional fields in the DETAILS section depending on how your organization has set up your time sheet. Time Sheet Buttons At the bottom of the time sheet there are three buttons you can use to cancel all time entries that have not yet been saved, save your time sheet (including all time entries) in draft mode, and submit your time sheet for the displayed week to your approver. Note All time entries for a selected day are synchronized with each other. As a result, the input fields and day columns for the selected day are locked for input when there are multiple time entries in the DETAILS area Recording my Overtime (Duration-Based) Use one of the following options to add your duration-based overtime into the time sheet, clicking the column of a day to make it ready for input. You can enter your overtime using duration-based time recording in three main ways: Enter your overtime in hours and minutes in the input fields of the selected day column. Move the cursor up and down in the bar chart area underneath the input field and click the position corresponding to the amount of overtime you want to enter for the selected day. 34 P U B L I C Payroll Time Sheet for Employees

35 Enter your overtime in the DETAILS section of the time sheet, under Allocated Hours. Here you can allocate your recorded overtime to the different time types and cost centers available for you. By entering a specific cost center here, you can ensure that the cost of overtime will be posted to this alternative cost center, deviating from your default cost allocation. Click Save Draft to save your current overtime entries without submitting the time sheet to your approver. Note Depending on how your organization handles time recording (and assuming you have the appropriate permissions), you can also record any on-call time you have worked, or any allowances to which you are entitled, in your time sheet. Example The picture below shows a time sheet for an employee who records only overtime. For the time sheet week shown in the above picture, Tom works a total of 5:00 hours overtime: 1:45 hours on Monday, 1:00 hours on Wednesday, and 2:15 hours on Thursday. Tom enters this overtime in his time sheet. Payroll Time Sheet for Employees P U BL IC 35

36 He is paid at the 'Overtime 1.5' rate for the first 4:45 hours of overtime worked, and receives the 'Overtime 2.0' rate for any hours worked beyond 4:45 hours. The time sheet program calculates the time valuation results based on his time sheet entries. These are displayed in the week summary area of the time sheet, showing the total recorded overtime of 5:00 hours and the split between the two applicable overtime rates. Note Depending on the time recording profile that is assigned to you, your time sheet might look a little bit different to the example shown here. The actual behavior of the time sheet, for example the overtime calculation, also depends on the time recording profile. You can check your time recording profile in your Public Profile, choosing Employment Information Job Information Time Information. In the Allocated Hours section you might also see additional fields depending on the set up of the time sheet by your organization. Caution If your organization has integrated the Payroll Time Sheet with Employee Central Payroll, you may receive an error message when you save your time sheet for the very first time. If this is the case, contact your supervisor or system administrator. It may be that some of your personal data which is required for payroll still needs to be entered into the system before you can successfully save your initial time sheet Submitting my Overtime for Approval (Duration- Based) Once you have entered your overtime recordings for a given week, you can submit your time sheet for approval. The approver checks your time sheet and either approves it, or declines approval until you have made further changes. To submit the time sheet for approval, click the Submit button. A popup opens where you can add a comment for the approver. After clicking Submit again, the time sheet is sent to your approver. The time sheet status changes from To be submitted to To be approved and the time sheet approval request now appears in your Pending Requests under My Requests Waiting for Approval. Note Depending on your organization's rules, you may be able to change time entries in a time sheet you have submitted for approval (status To be approved) or a time sheet that has already been approved. After the approver has made a decision, you'll get an notification informing you whether your weekly time sheet was approved or not. Time sheets for which approval was declined are opened for corrections, so that you can make your changes and submit again. 36 P U B L I C Payroll Time Sheet for Employees

37 Related Information How Far Back in the Past Can I Record or Update my Time Data? [page 63] Changing Submitted or Already-Approved Time Sheets [page 64] Recording my Duration-Based On-Call Time You can use the Payroll Time Sheet to record your duration-based on-call hours. On-call time is a specific type of working time, where as an employee you are not present at the workplace but are ready and available to be called into work for specific tasks, such as emergency maintenance or covering for unforeseen absences of colleagues. For this on-call availability (depending on how your organization handles oncall working), you normally receive an additional payment. Note On-call time you record in your time sheet is not working time, nor is it an absence. It is a special type of time category that does not normally count as 'productive' time. Depending on the rules in place in your organization, on-call time is normally not considered for overtime calculation, nor included in any calculation of overall working time. To add on-call time in your time sheet, proceed as follows: 1. Open the DETAILS area of your time sheet. 2. Click Add On-Call Time. Your time sheet is opened for you to record your on-call time. 3. Enter the type of on-call time you want to record in the Time Type field and add the Duration (hours/minutes) of this on-call time. 4. If required, add information on the Cost Center if you want to book your on-call time to a cost center different than your default cost center. 5. Click Save Draft to save your entries or clicksubmit to forward your time sheet for approval. Note A confirmation that your on-call time has been recorded appears in the week summary area of your time sheet, as shown in the example below. Example Here is an example for employee Irvi Singh. She records 5:00 hours of duration-based on-call time in her time sheet for Friday 31st July: Payroll Time Sheet for Employees P U BL IC 37

38 1.4 Clock Time-Based Time Recording This section of the guide is relevant for you if you record the start and end times of your work in the Payroll Time Sheet. 'Clock time-based' time recording is a time recording variant based solely on automatically generated and manually-entered start and end times of work within a specified period, for example, per day. Break times may or may not be deducted from clock times you record in your time sheet, depending on legal regulations, collective agreements, contracts, or other provisions in place within your organization. The time recording variant assigned to you in your time recording profile is also assigned in your work schedule and time profile. You can find more information about the deduction of breaks from your working time below. 38 P U B L I C Payroll Time Sheet for Employees

39 Restriction You cannot record the clock time 24:00, but 00:00 is possible. You cannot enter a clock time-based time segment which spans midnight. For example, 22:00-02:00 is not permissible. Tip Within the Details section of your time sheet you may see time sheet entries with a grey background that you cannot change or delete. These are time sheet entries made on your behalf by your manager or by an authorized time administrator. You may also notice certain time types in the drop-down menu of the Time Type field in the Details section that also have a grey background, are read-only, and cannot be selected to record time against. Settings made by your administrator in your time profile control which time types you can use in your time sheet. However, your manager or authorized administrator will be able to create time sheet entries on your behalf using the entire range of time types in the system. Where can I find the information I need to get started? One of the following subsections contains all the information you need to record your clock times in the time sheet: If you record the start and end times of all your working time ( attendance time ), in addition to overtime, absences, on-call time, and allowances, go here: Positive Time Recording with Clock Times [page 42] If you record only the start and end times of on-call time, allowances, overtime or other types of attendance time that deviate from your planned working time, go here: Negative Time Recording with Clock Times [page 48] If you record only the start and end times of overtime that is in addition to your planned working time, plus any on-call time or allowances, go here: Overtime Recording with Clock Times [page 56] Read Recording my Clock Time-Based On-Call Time [page 61] for additional guidance when you record the start and end times of any on-call work you have performed. Payroll Time Sheet for Employees P U BL IC 39

40 1.4.1 Deduction of Breaks from Clock Time Entries in your Time Sheet Deducting Unpaid Breaks from your Scheduled Working Time If you record your working time using clock times, deductions from your recorded time may be made for unpaid breaks. If unpaid breaks are to be deducted from your recorded clock times, this can happen in two different ways: (A) Automatic Deduction of Scheduled Unpaid Breaks Depending on your role, working conditions (for example shift working), and any workplace agreements in force in your organization, it may be that scheduled unpaid breaks are automatically deducted from the working time you record in your time sheet. The picture below shows a time sheet for an employee with a scheduled working time of 08:00-17:00, Monday to Thursday, and 08:00-13:45 on a Friday. Unpaid scheduled breaks are deducted from the time recorded by the employee each day. This example shows that on Wednesday scheduled unpaid breaks are automatically deducted between 10:00 and 10:15, and between 12:30 and 13:15. Overtime is also recorded by this employee between 17:00 and 19:00 on Wednesday and as you can see from the time sheet, 0:15 hours is deducted from this overtime for an additional scheduled unpaid break between 18:15 and 18: P U B L I C Payroll Time Sheet for Employees

41 Therefore, this example shows that unpaid scheduled breaks can be deducted both within and outside of your scheduled working time, depending of course on the legal regulations or collective agreements governing your working conditions. Changing automatically deducted breaks in your time sheet If enabled in your time profile, you can change any break that is automatically generated in your time sheet by amending the start and end times the selected break in the Details section of your time sheet. (B) Deducting additional unpaid breaks yourself You can also record your own unpaid breaks in the time sheet if required. Here's how: 1. Select the day in the calendar for which you wish to enter your unpaid break. Payroll Time Sheet for Employees P U BL IC 41

42 2. In the DETAILS area under Allocated Hours, select the type of break you wish to record in the Time Type field. 3. Enter the Start Time and End Time for your break. 4. Save your entries. Result: The 'total recorded time' for this day (visualized in the day column) is reduced by the time you have just recorded for your break Positive Time Recording with Clock Times This section provides information for employees who perform 'positive' clock time-based time recording, where the start and end times of all hours actually worked ( attendance time ), in addition to overtime, absences, on-call time and allowances, are recorded. If you are an employee who records 'clock-based' times using a positive time recording method, this is the section you need to learn more about recording your time in the Payroll Time Sheet. The following subsections will help you understand the layout of your time sheet, how to record your times in it, and how to submit your time sheet for approval: What's in my Time Sheet? (Positive Time Recording: Clock-Based) [page 42] Recording my Attendance Time (Clock Times) [page 45] Submitting my Recorded Time for Approval (Clock Times) [page 48] What's in my Time Sheet? (Positive Time Recording: Clock-Based) Your time sheet displays a calendar view of the current week. It is designed for employees who record clock-based attendance time, and where relevant, overtime, and on-call time. Tip Allowances can also be recorded but only using duration-based times, in hours and minutes. The start day of the time sheet can be any day of the week, depending on how your organization has set up your time sheet. In the example in this section, Sunday is the first day of the time sheet week. The current day is marked in red. Calendar dates for non-working days are displayed with a grey background. The day of the week for a public holiday is marked with an asterix above the calendar date. Paid holidays are shown in a different color. The example below shows the time sheet of an employee who records her times using clock times, entering a start and end time for each time entry she makes in her time sheet. She is a positive time recorder, meaning that she records all the hours she actually works (her attendance time ), in addition to overtime, absences, on-call time, and allowances. Saturday and Sunday are designated non-working days. For this week, the employee records her planned working time of Monday to Thursday 08:00-17:00 and Friday 08:00-13:45. Unpaid scheduled breaks totalling 1:00 hour are automatically deducted Monday to Thursday, and 0:15 hours deducted on a Friday. The employee therefore records a total of 37:30 hours planned working time, 42 P U B L I C Payroll Time Sheet for Employees

43 valuated as 'Base Pay' and displayed in the week summary area. In this example, no overtime, absences, on-call time, or allowances are recorded. Note The appearance of your time sheet may vary from that shown above, depending on individual system settings and on how your organization has set up your time sheet. There are four main areas of your time sheet: Day Columns The selected day column is marked with a thin blue frame in the time sheet, for Tuesday in the picture above. There are seven day columns, one for each day of the displayed week, containing the calendar date and day at the top. Under the displayed day, the 'total recorded hours' minus any unpaid scheduled (or recorded) breaks for the selected day are shown in the grey box. Your planned working time is also displayed in each day column, below the 'total recorded hours'. Clicking this 'planned working time link' in any day column transfers this planned time directly into your time sheet. Week Summary Area Payroll Time Sheet for Employees P U BL IC 43

44 Here you can move backward and forward to another week by clicking the < and > symbols to the left and right of the current week display. The week summary area on the right side of the calendar view shows the: Current week, month and year Total hours recorded to date for the displayed calendar week Breakdown of the time valuation results for the displayed calendar week Current time sheet status Depending on system settings, the week summary area might look slightly different for you. When you change your time sheet data, the results are automatically refreshed in the week summary area. Note The breakdown of the different types of time you see in the week summary area are known as time valuation results. They are created from the attendance time you record and from other time data, such as paid holidays and paid absences. Time valuation results represent how your attendance time is classified in preparation for later payroll processing. Time valuation results that are relevant for payroll are called time pay types. In the above example, the Time Pay Type Base Pay represents a payment to an employee of the regular hourly rate. The actual display of time valuation results in your time sheet depends on how your organization has set up your time sheet. We provide only a general example here. Details Area Underneath the day columns there is a DETAILS area for the selected day. This is where you record your attendance and overtime, and any on-call duty or allowances. This area can be expanded (and collapsed again) by clicking the section header. If you already entered time in the time sheet for the week on display, you can see that time under Allocated Hours in the DETAILS area, automatically assigned to a default time type. If you have made time off requests for the selected day, you can also see a one-line summary of these requests here. The DETAILS area therefore allows you to: Record your daily attendance and overtime for the selected day over different time types, if you need to do this. You can also assign each time 'record' displayed in this section to an alternative (deviating) cost center, if required. See how the time you have entered for the selected day is allocated to different time types, for example, 'working time', 'business travel' or 'overtime'. Record your on-call time Record any allowances to which you are entitled 44 P U B L I C Payroll Time Sheet for Employees

45 Tip Where you have recorded a partial-day absence in Time Off for the selected day, the start and end times (plus the duration) of this absence are displayed in the DETAILS area as shown in the picture below: You may also see additional fields in the DETAILS section depending on how your organization has set up your time sheet. Time Sheet Buttons At the bottom of the time sheet there are three buttons you can use to cancel all time entries that have not yet been saved, save your time sheet (including all time entries) in draft mode, and submit your time sheet for the displayed week to your approver. Note All time entries for a selected day are synchronized with each other. As a result, the planned working time links and day columns for the selected day are locked for input when there are multiple time entries in the DETAILS area Recording my Attendance Time (Clock Times) Use the Payroll Time Sheet to record the start and end times of your attendance - performing positive time recording. As a positive time recorder, you enter your clock time-based attendance time as follows: 1. Select the day in the calendar for which you wish to enter your clock times. 2. In the DETAILS area under Allocated Hours, specify the type of time you are recording in the Time Type field. 3. Enter the Start Time and End Time for your work. 4. Click Save Draft to save your entries or click Submit to forward your time sheet for approval. Result: The net duration of the clock times you have just entered are now visualized in the selected day column of the time sheet. This net duration of the recorded clock times is the duration of all recorded attendance times minus the duration of all unpaid breaks (scheduled and unscheduled breaks). Payroll Time Sheet for Employees P U BL IC 45

46 As a positive time recorder, you can also use the 'planned working time link' to enter your clock times. Here's how: Transfer your planned clock-based working time for the selected day into the time sheet by clicking the 'planned working time link' for that day which is displayed directly underneath the 'total recorded hours'. Planned working time is derived from your work schedule and adjusted for public holidays, but not for your absences from work. Click Save Draft to save your current time entries without submitting the time sheet to your approver. After saving you can for example move forward or backward to the time sheet of another week and enter attendance time for that period. Note Depending on how your organization handles time recording (and assuming you have the appropriate permissions), you can also record any on-call time you have worked, or any allowances to which you are entitled, in your time sheet. Based on the time recording profile that is assigned to you, your time sheet might look a little bit different to the example shown below. The actual behavior of the time sheet also depends on the time recording profile. You can check your time recording profile in your Public Profile, choosing Employment Information Job Information Time Information. Example This example shows a timesheet for an employee recording her time positively, using clock times. The current day is Thursday. She has already recorded her planned working time of 08:00-17:00 Monday - Thursday, and 08:00-13:45 for Friday. Scheduled unpaid breaks of 1:00 hour per day Monday - Thursday and 0:15 hours on a Friday are automatically deducted. 46 P U B L I C Payroll Time Sheet for Employees

47 For Wednesday of this week, this employee has also recorded overtime between 17:00 and 19:00. An unpaid scheduled break of 0:15 hours is automatically deducted from this overtime. As a result of these time recording entries made by the employee, the total time recorded in the employee's time sheet (minus deducted unpaid scheduled breaks) is 39:15 hours. These hours are valuated as 'Base Pay', with the overtime recorded for Wednesday valuated at 1:45 hours as 'Overtime Premium 50% (Overtime 1.5). She also receives a premium of 0:45 hours for the time recorded after 18:00 on Wednesday. Caution If your organization has integrated the Payroll Time Sheet with Employee Central Payroll, you may receive an error message when you save your time sheet for the very first time. If this is the case, contact your supervisor or system administrator. It may be that some of your personal data which is required for payroll still needs to be entered into the system before you can successfully save your initial time sheet. Payroll Time Sheet for Employees P U BL IC 47

48 Submitting my Recorded Time for Approval (Clock Times) Once you have entered your recorded clock times for a given week, you can submit your time sheet for approval. The approver checks your time sheet and either approves it, or declines approval until you have made further changes. To submit the time sheet for approval, click the Submit button. A popup opens where you can add a comment for the approver. After clicking Submit again, the time sheet is sent to your approver. The time sheet status changes from To be submitted to To be approved and the time sheet approval request now appears in your Pending Requests under My Requests Waiting for Approval. Note Depending on your organization's rules, you may be able to change time entries in a time sheet you have submitted for approval (status To be approved) or a time sheet that has already been approved. After the approver has made a decision, you'll get an notification informing you whether your weekly time sheet was approved or not. Time sheets for which approval was declined are opened for corrections, so that you can make your changes and submit again. Related Information How Far Back in the Past Can I Record or Update my Time Data? [page 63] Changing Submitted or Already-Approved Time Sheets [page 64] Negative Time Recording with Clock Times This section provides information for employees who perform 'negative' clock time-based recording, where only the start and end times of on-call time, overtime, or other types of attendance time that deviate from an employee's planned working time are recorded. If you are an employee who records 'clock-based' times using a negative time recording method, this is the section you need to learn more about recording your time in the Payroll Time Sheet. The following subsections will help you understand the layout of your time sheet, how to record your time in it, and how to submit your time sheet for approval: What's in my Time Sheet? (Negative Time Recording: Clock-Based) [page 49] Recording Exceptions from my Planned Time (Clock Times) [page 52] How Exceptions to my Planned Time (Clock Times) are Approved [page 56] 48 P U B L I C Payroll Time Sheet for Employees

49 What's in my Time Sheet? (Negative Time Recording: Clock-Based) Your time sheet displays a calendar view of the current week. It is designed for employees who record only exceptions to their planned working time using clock-based times, and where relevant, overtime, and on-call time. This is negative time recording. Tip Allowances can also be recorded but only using duration-based times, in hours and minutes. The start day of the time sheet can be any day of the week, depending on how your organization has set up your time sheet. In the example in this section, Sunday is the first day of the time sheet week. The current day is marked in red. Calendar dates for non-working days are displayed with a grey background. The day of the week for a public holiday is marked with an asterix above the calendar date. Paid holidays are shown in a different color. The picture below shows what your time sheet may look like if you are an employee who records only exceptions to your planned working time using clock-based times. It shows a time sheet for an employee assigned to an early and late rotating shift pattern, Monday to Friday. Entries based on the employee's planned working time are automatically generated in the time sheet on a daily basis, up to and including the current day. In this example, the time sheet is opened on Thursday. A planned working time of 32:00 hours for Monday to Thursday is automatically generated and shown in the time sheet day columns. Unpaid scheduled breaks (0:45 hours on early shifts and 0:30 hours on late shifts) have been automatically deducted. The week summary area shows the time valuation results for this time sheet up to Thursday - 32:00 hours 'Regular Time' and the corresponding early and late shift premiums. No on-call time or allowances have been recorded. The employee in this example has not recorded any exceptions in the time sheet so far this week. Therefore, no status for the time sheet is displayed. A status is displayed only when an exception is recorded, which requires approval. Payroll Time Sheet for Employees P U BL IC 49

50 Note The appearance of your time sheet may vary from that shown above, depending on individual system settings and on how your organization has set up your time sheet. There are four main areas of your time sheet: Day Columns The selected day column is marked with a thin blue frame in the time sheet, for Tuesday in the picture above. There are seven day columns, one for each day of the displayed week, containing the calendar date and day at the top. Under the displayed day, the 'total recorded hours' (minus unpaid scheduled breaks) for the selected day are shown in the grey box. The 'planned working time' for the employee is also displayed in each day column, below the 'total recorded hours'. Week Summary Area Here you can move backward and forward to another week by clicking the < and > symbols to the left and right of the current week display. 50 P U B L I C Payroll Time Sheet for Employees

51 The week summary area on the right side of the calendar view shows the: Current week, month, and year Total number of hours generated, and recorded in addition to planned time, for the displayed calendar week to date Breakdown of the time valuation results for the displayed calendar week When you change your time sheet data, the results are automatically refreshed in the week summary area. Depending on system settings, the week summary area might look slightly different for you. Note The breakdown of the different types of time you see in the week summary area are known as time valuation results. They are created from the following possible time entries in your time sheet: Planned working time entries that are generated automatically for you as a negative time recorder Exceptions to your planned working time that you manually record, including any overtime Other times you record such as on-call time or allowances Other time data, such as paid holidays and paid absences Time valuation results represent how your time is classified in preparation for later payroll processing. Time valuation results that are relevant for payroll are called time pay types. For example, the Time Pay Type Early Shift Premium represents an additional payment to an employee per hour of each early shift that is recorded. The actual display of time valuation results in your time sheet depends on how your organization has set up your time sheet. We provide only a general example here. Details Area Underneath the day columns there is a DETAILS area for the selected day. It can be expanded (and collapsed again) by clicking the section header. It is in this area, under Allocated Hours that you record exceptions to your planned working time, using clock times. As a negative time recorder, your planned working time including scheduled unpaid breaks (if defined) is generated for you on a daily basis, up to an including the current day. When you select a day column in the time sheet, the generated working time for that day and scheduled unpaid breaks are displayed under Allocated Hours in the DETAILS area. If you have made time off requests for the selected day, you can also see a one-line summary of these requests here. You can also record your on-call time and any allowances you have in this area of your time sheet. The DETAILS area therefore allows you to: Record exceptions to your planned working time for the selected day over different time types, if you need to do this. Note You can also assign each manually recorded exception to your planned working time displayed in this section to an alternative (deviating) cost center. If you need to do this, simply enter a working time record and select a deviating cost center for this record. You cannot reassign generated working time to a deviating cost center. See your generated working time for each selected day, and deducted unpaid breaks if applicable. Payroll Time Sheet for Employees P U BL IC 51

52 See how you have allocated your recorded exceptions for the selected day to different time types, for example, 'working time', 'business travel' or 'overtime'. Record your on-call time Record any allowances to which you are entitled Tip Where you have recorded a partial-day absence in Time Off for the selected day, the start and end times (plus the duration) of this absence are displayed in the DETAILS area as shown in the picture below: You may also see additional fields in the DETAILS section depending on how your organization has set up your time sheet. Time Sheet Buttons At the bottom of the time sheet there are two buttons you can use to Cancel all time entries that have not yet been saved, and Save any exceptions you have recorded for the displayed week Recording Exceptions from my Planned Time (Clock Times) Use the Payroll Time Sheet to record only exceptions to your planned time - performing negative time recording. Note If you have only worked your planned working time for any given week, you do not need to open your time sheet for that week. Your planned times will be automatically generated for you and your time sheet will be automatically submitted. You enter exceptions to your planned working time using clock time-based time recording as follows: 1. Select the day in the calendar for which you wish to enter your clock times for the exception. 2. In the DETAILS area under Allocated Hours, specify the type of time you are recording in the Time Type field. 3. Enter the Start Time and End Time for your work. The net duration of the clock times you have just entered are now visualized in the selected day column of the time sheet. This net duration of the recorded clock times is the duration of all recorded exception time minus the duration of all unpaid breaks (scheduled and unscheduled breaks). 52 P U B L I C Payroll Time Sheet for Employees

53 4. Save your entries. Result: Your entries are saved. At the end of the week your time sheet will be automatically submitted to your approver for approval of any exceptions you have recorded. Note Depending on how your organization handles time recording (and assuming you have the appropriate permissions), you can also record any on-call time you have worked, or any allowances to which you are entitled, in your time sheet. Based on the time recording profile that is assigned to you, your time sheet might look a little bit different to the example shown below. The actual behavior of the time sheet also depends on the time recording profile. You can check your time recording profile in your Public Profile, choosing Employment Information Job Information Time Information. Example The picture below is based on the example in the previous section. The employee reopens the timesheet on Thursday and enters overtime worked in this week so far: 15:00-16:00 on Tuesday and 22:00-23:00 Wednesday. Payroll Time Sheet for Employees P U BL IC 53

54 As a result of recording this overtime, the total time recorded so far this week is valuated in the week summary area as follows: 34:00 hours 'Regular Time', 2:00 hours 'Overtime 1.5', and shift premiums for each recorded hour. Note In this example, the time sheet has the status Changes to be approved. This status is shown only when a negative time recorder has entered one or more exceptions in his or her time sheet which need to be approved. A workflow for this approval will be automatically created at the end of the time sheet week. Where no exceptions are entered, the time sheet of a negative time recorder shows no status. Caution If your organization has integrated the Payroll Time Sheet with Employee Central Payroll, you may receive an error message when you submit your time sheet for approval for the very first time. If this is the case, contact your supervisor or system administrator. It may be that some of your personal data which is required for 54 P U B L I C Payroll Time Sheet for Employees

55 payroll still needs to be entered into your personal data before you can successfully submit your first time sheet for approval. Changing a generated break in your time sheet If enabled in your time profile, you can also change breaks that are generated for you in your time sheet, by amending the start and end times of such breaks in the Details section of your time sheet. Caution Changing a break in your time sheet has a direct impact on the attendance time that has been generated for you in your time sheet. When you change such a generated break, the generated working time on this day is also changed. In such cases, both the break and the associated attendance time are deemed to have been manually updated and therefore now require approval. For example, you have a generated working time of 09:00-17:00 for a given day, including a 1:00 hour generated lunch break between 12:00 and 13:00. On this day, you work through your lunch break and manually delete the scheduled lunch break. This obviously changes your attendance time on this day and your time sheet is updated with an extra 1:00 hour attendance time for this day. This additional hour is calculated as overtime in the time sheet and so requires approval. Recalculating your time sheet when changes are made to it after it has been submitted It may be the case that an absence is entered into the system by yourself or by somebody on your behalf (manager or supervisor) for a day or period in a time sheet that has already been submitted for payroll processing. Typical of this situation is the recording of an absence due to ill health, where the absence is entered in the system in the week after the date of the actual absence, in a different Sunday-Saturday time sheet period. Example You report an absence due to ill health to your manager by telephone, for a Friday of the current week. You return to work on Monday and enter your absence in Time Off. At the time you record this absence, your time sheet for the previous period has already been transferred to payroll. A time management recalculation event (TMRE) event is automatically started in the time sheet, triggered by the absence you have entered for the previous time sheet week. The time management recalculation event replaces the generated working time for the previous Friday with an absence, and the time sheet is auto-submitted for approval. No action apart from entering the actual absence in Time Off is required by you. Payroll Time Sheet for Employees P U BL IC 55

56 How Exceptions to my Planned Time (Clock Times) are Approved Once you have entered the exceptions to your planned clock times for a given week, they will be automatically submitted for approval at the end of the time sheet week. You can see the corresponding status of the time sheet in the week summary area. The approver checks your time sheet and either approves it, or declines approval until you have made further changes. After the approver has made a decision, you'll get an notification informing you whether your weekly time sheet was approved or not. Time sheets for which approval was declined are opened for corrections, so that you can make your changes. Related Information How Far Back in the Past Can I Record or Update my Time Data? [page 63] Changing Submitted or Already-Approved Time Sheets [page 64] Overtime Recording with Clock Times This section provides information for employees who perform overtime-only time recording, where only the start and end times of work they perform in addition to their planned working time is recorded, plus any on-call time or allowances. If you are an employee who records 'clock-based' times using an overtime-only time recording method, this is the section you need to learn more about recording your time in the Payroll Time Sheet. The following subsections will help you understand the layout of your time sheet, how to record your overtime in it, and how to submit your time sheet for approval: What's in my Timesheet? (Overtime Recording: Clock-Based) [page 56] Recording my Overtime (Clock Times) [page 59] Submitting my Overtime for Approval (Clock Times) [page 61] What's in my Timesheet? (Overtime Recording: Clock- Based) Your time sheet displays a calendar view of the current week. It is designed for employees who record only the clock times of overtime and any on-call time to which they are entitled. Tip Allowances can also be recorded but only using duration-based times, in hours and minutes. The start day of the time sheet can be any day of the week, depending on how your organization has set up your time sheet. In the example in this section, Sunday is the first day of the time sheet week. The current day is marked 56 P U B L I C Payroll Time Sheet for Employees

57 in red. Calendar dates for non-working days are displayed with a grey background. The day of the week for a public holiday is marked with an asterix above the calendar date. Paid holidays are shown in a different color. The example below shows what your time sheet may look like if you are an employee who records overtime and any on-call time using clock-based times. Here, the employee has recorded overtime on Monday between 17:00 and 19:00 and on Tuesday between 17:00 and 20:00. Deductions for scheduled unpaid breaks between 18:15 and 18:30 are automatically generated for both days. The total recorded overtime for Monday is 1:45 hours and 2:45 hours for Tuesday, with breaks deducted. As you can see in the week summary area, the total overtime recorded so far in the week is 4:30 hours. Overtime calculation rules defined in this example result in 3:45 hours of 'Overtime 1.5' and 0:45 hours of 'Overtime 2.0'. Note The appearance of your time sheet may vary from that shown above, depending on individual system settings and on how your organization has set up your time sheet. There are four main areas of your time sheet: Day Columns The selected day column is marked with a thin blue frame in the time sheet, for Tuesday in the picture above. There are seven day columns, one for each day of the displayed week, containing the calendar date and day at the Payroll Time Sheet for Employees P U BL IC 57

58 top. Under the displayed day, the net overtime recorded (minus unpaid scheduled breaks) for the selected day is shown in the grey box. Week Summary Area Here you can move backward and forward to another week by clicking the < and > symbols to the left and right of the current week display. The week summary area on the right side of the calendar view shows the: Current week, month and year Net total hours of overtime recorded to date for the displayed calendar week Breakdown of the time valuation results for the displayed calendar week Current time sheet status When you change your time sheet data, the results are automatically refreshed in the week summary area. Depending on system settings, the week summary area might look slightly different for you. Note The breakdown of the different types of time you see in the week summary area are known as time valuation results. They are created from the overtime you record, from any recorded on-call time or allowances, and from other time data, such as paid holidays and paid absences. Time valuation results represent how your time is classified in preparation for later payroll processing. Time valuation results that are relevant for payroll are called time pay types. For example, the time pay type Overtime 1.5 represents a payment to an employee of one and a half times the normal overtime rate. So, if the normal overtime rate is USD per hour, and the employee has worked 3 hours overtime calculated with the Time Pay Type Overtime 1.5, he or she will receive a gross payout in payroll of 3 hours x USD = USD The actual display of time valuation results in your time sheet depends on how your organization has set up your time sheet. We provide only a general example here. Details Area Underneath the day columns there is a DETAILS area for the selected day. This is where you record your overtime. This area can be expanded (and collapsed again) by clicking the section header. If you already entered overtime in the time sheet for the selected day, you can see that time under Allocated Hours in the DETAILS area, automatically assigned to a default time type. If you have made time off requests for the selected day, you can also see a one-line summary of these requests here. You can also record your on-call time and any allowances you have in this area of your time sheet. The DETAILS area therefore allows you to: Record your overtime for the selected day over different time types, if you need to do this. You can also assign each time 'record' displayed in this section to a different (deviating) cost center, if required. See how the overtime you have entered for the selected day is allocated to different time types, for example, 'working time' or 'business travel'. Record your on-call time Record any allowances to which you are entitled 58 P U B L I C Payroll Time Sheet for Employees

59 Tip Where you have recorded a partial-day absence in Time Off for the selected day, the start and end times (plus the duration) of this absence are displayed in the DETAILS area as shown in the picture below: You may also see additional fields in the DETAILS section depending on how your organization has set up your time sheet. Time Sheet Buttons At the bottom of the time sheet there are three buttons you can use to Cancel all time entries that have not yet been saved, Save your time sheet (including all time entries) in draft mode, and Submit your time sheet for the displayed week to your approver Recording my Overtime (Clock Times) Enter your clock time-based overtime into the Payroll Time Sheet. You enter your overtime using clock times as follows: 1. Select the day in the calendar for which you wish to enter your clock times for overtime. 2. In the DETAILS area under Allocated Hours, specify Overtime in the Time Type field. 3. Enter the Start Time and End Time for your overtime. The net duration of the clock times you have just entered are now visualized in the selected day column of the time sheet. This net duration of the recorded clock times is the duration of all recorded overtime minus the duration of all unpaid breaks (scheduled and unscheduled breaks). 4. Click Save Draft to save your current time entries without submitting the time sheet to your approver. After saving you can for example move forward or backward to the time sheet of another week and enter attendance time for that period. Note Depending on how your organization handles time recording (and assuming you have the appropriate permissions), you can also record any on-call time you have worked, or any allowances to which you are entitled, in your time sheet. Payroll Time Sheet for Employees P U BL IC 59

60 Example The example below shows a time sheet for an employee who records only overtime, using clock time-based time recording: In the time sheet shown above, the employee has recorded the following overtime so far this week: 17:00-20:00 on Monday and 17:00-19:00 on Tuesday and Wednesday. An unpaid scheduled break of 0:15 hours is automatically deducted from each period of overtime recorded, between 18:15 and 18:30. The time valuation results are displayed in the week summary area of the time sheet. 'Overtime 1.5' is paid for the first 2:00 hours of overtime each day, and 'Overtime 2.0' for any overtime in excess of 2:00 hours. Total recorded overtime is 6:15 hours after a total of 0:45 hours of breaks have been deducted. The time sheet is yet to be submitted for this week and no on-call time or allowances have been recorded. Note Depending on the time recording profile that is assigned to you, your time sheet might look a little bit different to the example shown here. The actual behavior of the time sheet, for example the overtime calculation, also depends on the time recording profile. You can check your time recording profile in your Public Profile, choosing Employment Information Job Information Time Information. 60 P U B L I C Payroll Time Sheet for Employees

61 Caution If your organization has integrated the Payroll Time Sheet with Employee Central Payroll, you may receive an error message when you save your time sheet for the very first time. If this is the case, contact your supervisor or system administrator. It may be that some of your personal data which is required for payroll still needs to be entered into the system before you can successfully save your first time sheet Submitting my Overtime for Approval (Clock Times) Once you have entered all your overtime for a given week, you can submit your time sheet for approval. The approver checks your time sheet and either approves it, or declines approval until you have made further changes. To submit the time sheet for approval, click the Submit button. A popup opens where you can add a comment for the approver. After clicking Submit again, the time sheet is sent to your approver. The time sheet status changes from To be submitted to To be approved and the time sheet approval request now appears in your Pending Requests under My Requests Waiting for Approval. Note Depending on your organization's rules, you may be able to change time entries in a time sheet you have submitted for approval (status To be approved) or a time sheet that has already been approved. After the approver has made a decision, you'll get an notification informing you whether your weekly time sheet was approved or not. Time sheets for which approval was declined are opened for corrections, so that you can make your changes and submit again. Related Information How Far Back in the Past Can I Record or Update my Time Data? [page 63] Changing Submitted or Already-Approved Time Sheets [page 64] Recording my Clock Time-Based On-Call Time You can use the Payroll Time Sheet to record your clock time-based on-call hours. On-call time is a specific type of working time, where as an employee you are not present at the workplace but are ready and available to be called into work for specific tasks, such as emergency maintenance or covering for unforeseen absences of colleagues. For this on-call availability (depending on how your organization handles oncall working), you normally receive an additional payment. Payroll Time Sheet for Employees P U BL IC 61

62 Note On-call time that you record in your time sheet is not working time, nor is it an absence. It is a special type of time category that does not normally count as 'productive' time. Depending on the rules in place in your organization, on-call time is normally not considered for overtime calculation, nor included in any calculation of overall working time. To add on-call time in your time sheet based on clock times, proceed as follows: 1. Open the DETAILS area of your time sheet. 2. Click Add On-Call Time. Your time sheet is opened for you to record your on-call time. 3. Enter the type of on-call time you want to record in the Time Type field and add the Start Time and End Time of this on-call time. 4. If required, add information on the Cost Center if you want to book your on-call time to a cost center different than your default cost center. 5. Click Save Draft to save your entries or click Submit to forward your time sheet for approval. Note A confirmation that your on-call time has been recorded appears in the week summary area of your time sheet, as shown in the example below. Example An employee records his time positively, and works 08:30-17:00 Monday to Friday with 1:30 hours per day deducted for unpaid scheduled breaks. He was on-call on the Sunday of this week and records his on-call time as shown in the picture below, from 08:00-17:00. The time sheet is not yet submitted. 62 P U B L I C Payroll Time Sheet for Employees

63 1.5 How Far Back in the Past Can I Record or Update my Time Data? You may be able to make changes to time sheets you have submitted in the past. These are also known as retroactive changes. Depending on your organization s policies, there may be a limit applied which allows you to record time data or change existing data in time sheets only within a specified period in the past. You may also, in addition, be able to update already approved time sheets. Again this depends on your organization s rules around changing past time sheet data. Where a time limit exists, it is calculated as a rolling period, according to the number of weeks in the past you are allowed to change your time sheet data. For example, changes are allowed in the previous three weeks and no earlier. Changing Submitted or Already-Approved Time Sheets [page 64] provides more information on the type of changes you can make to your past time sheet data, if your organization allows this. Payroll Time Sheet for Employees P U BL IC 63

64 For now, here is an example of how the period in the past within which you are allowed to change your time sheet entries is calculated: Example You record your time in a weekly time sheet, with Sunday as the first day of the time sheet week. You realize on Friday 27 March that you forgot to add two overtime hours for Thursday 05 March. Your organization has informed you that you are able to change your time sheet data up to three weeks in the past, meaning that you can make changes to any of your three weekly time sheets before the current timesheet week (Sunday 22 March Saturday 28 March). As Thursday 05 March lies within the time sheet week Sunday 01 March Saturday 07 March, and this week is three weeks in the past, you can add your missing overtime hours to the time sheet dated Sunday 01 March Saturday 07 March and resubmit it. However, if you had wanted to make a change in your time sheet data for 27 February (a week earlier), this would not be allowed as the time sheet containing 27 February is four weeks into the past. 1.6 Changing Submitted or Already-Approved Time Sheets As described in the previous section, and where your organization allows it, you can make changes to time sheets from previous periods. Here you can read about the two types of changes you can make to already submitted (but not-yet-approved) or approved time sheets, including time sheets for which you may have already received payment. Note Your organization may have created rules about how far in the past you can either withdraw or amend your time sheets. It may also not allow amendments to already approved time sheets in any situation. Here we assume that: Your organization allows you to amend time sheets that have already been approved The time sheet you want to update is within the allowed period for changes Withdraw an already submitted but not-yet-approved timesheet You can withdraw a submitted time sheet on the My Pending Requests screen. However, an easier option is available to withdraw an already submitted (but not-yet-approved) time sheet directly from the time sheet itself, make changes to it, and submit it again. Here s how: 1. Navigate to the not-yet-approved time sheet you want to update and click Withdraw. This opens up your existing time sheet for corrections, and changes the time sheet status from To be Approved to To be submitted. 2. Make the changes you want in the time sheet and click Submit. The status of the updated time sheet is now To be approved, and it is resent to your manager for approval. Make amendments to an already-approved timesheet 64 P U B L I C Payroll Time Sheet for Employees

65 You can also make amendments to an already-approved time sheet directly from the time sheet itself. Here s how: 1. Navigate to the approved time sheet you want to update and click Make Amendment. A new version of the time sheet is created and opened up for you to make your amendments. At this point, the time sheet has the status Draft Amendment. 2. Correct your time sheet and click Resubmit. Note You cannot save a draft of an amended time sheet. You can either resubmit the amended time sheet, or choose Discard which deletes the new version of the time sheet you have created. 3. Check your amendments in the Submit popup and click Submit. Clicking Submit changes the time sheet status to Amendment to be Approved and resends the time sheet to your manager for approval. You can still withdraw this amended time sheet, up until the time it is (re)approved by your manager. Withdrawing the time sheet at this point will delete the new version and the original approved time sheet remains valid. This applies also if your approver declines the new amended version you have resubmitted. Note If you are not allowed to make amendments to a time sheet that your manager has already approved but you still need to correct it, contact your Line Manager (or HR Administrator) directly and ask them to make these amendments on your behalf. 1.7 Premium Pay for my Recorded Time You can also use the Payroll Time Sheet to record time which is paid to you at a premium. A premium is a payment made to you for work that is compensated at a special rate. You may have to record working time for specific days such as Sundays, public holidays, for days off when you actually work, or for specific shifts you work. Depending on how your organization operates, you may receive a premium for time recorded for such days. A premium is a payment made to you for work that is compensated at a special rate. Note This document is therefore only relevant for you if your organization pays premiums for certain types of work you do, work you record directly in your weekly time sheet. When you record time for a period where a premium is applicable, the Payroll Time Sheet calculates the appropriate time valuation for the premium and sends it to payroll for processing. Any premiums paid to you are based on the length of time you record in your time sheet, and are calculated for you using special filters. These so-called 'time records filters' run automatically within your time sheet. They filter the time you have recorded in your time sheet using criteria such as work on a specific weekday, and differences between your working days and non-working days. Filters also calculate premium pay for you based on your individual shift patterns, if this shift work is subject to premium pay in your organization. Payroll Time Sheet for Employees P U BL IC 65

66 The result of this background filtering process is that your time sheet creates specific 'time pay types' containing information that payroll needs to pay you your premiums. Example Irvi Singh works in sales, for an organization that pays premiums for certain types of work employees performs. She records her time positively, using duration-based times. The example below shows how the time sheet for Irvi looks like after she has recorded time for which a premium is payable. In the time sheet week shown above, Irvi worked 4 hours on a Sunday, normally a day off for her. She also worked 2 hours overtime on Monday and 1 hour overtime on Tuesday. You can see how her time sheet looks after the time records filter has automatically evaluated her premium pay for these three days. A summary of this premium pay evaluation is displayed in the week summary area of her time sheet. This data is then transferred to payroll along with all other pay-related data from the time sheet shown in this example. 66 P U B L I C Payroll Time Sheet for Employees

67 1.8 Recording my Allowances Use the Payroll Time Sheet to record your allowances. Allowances are specific types of payment made to employees as compensation for special working conditions. Examples of allowance types include dirty work allowance, meal allowance, or extra pay for difficult or dangerous working conditions. Depending on how your organization handles paying its employees for special working conditions, and where your organization allows it, you may be able to enter allowances directly in your time sheet that cannot be derived from the times you record. You can only record the duration of your recorded allowance, in hours and minutes. Recording allowances using clock times is not possible in the Payroll Time Sheet. Alternatively, it may be the case that only your supervisor/manager is allowed to record allowances in your time sheet on your behalf. Note Allowances that are recorded on your behalf are displayed on your time sheet, but you cannot change or remove them yourself. However, whatever way your allowances are actually recorded, they are processed in your time sheet and transferred to payroll. You can record allowances in your time sheet as follows: 1. Open the DETAILS area of your time sheet. 2. Click Add Allowances. Your time sheet is opened for you to record your allowances. 3. Enter the allowance type in the Allowance Type field and add the Duration (in hours) of the time period for which this allowance applies. 4. If required, add information on the Cost Center if you want to book your allowance to a cost center different than your default cost center. 5. Click Submit to forward your allowance for approval. Note A message confirming that your allowance has been recorded appears in the week summary area of your timesheet, as shown in the example below: Example Here is an example of an employee Irvi Singh recording 8:00 hours of a Hardship Allowance in her time sheet. After clarification from her manager, she records this allowance for work she performed away from her office with special and difficult circumstances during this week. Payroll Time Sheet for Employees P U BL IC 67

68 68 P U B L I C Payroll Time Sheet for Employees

69 2 Payroll Time Sheet for Managers As a manager, what can the Payroll Time Sheet help me to do? 2.1 Approving my Employees' Time Sheets One of your tasks as a line manager is to view the requests for weekly time sheet approvals of your team and decide whether or not to approve them. When team members submit time sheet requests to you, they appear in your home screen in the To Do tile under Time Sheet Requests Waiting For My Approval on your home page. To view a request, click it. Here you can see an example: Payroll Time Sheet for Managers P U B L I C 69

70 The time sheet approval screen layout and contents are determined by how your organization has set up the time sheet for approvers. The above example shows you how an approval screen for an employee time sheet might look like. It contains a list of all the time valuation entries in a time sheet submitted for approval by Wilma Sown. Each time valuation entry consists of the time pay type, number of hours recorded against the time pay type, deviating cost center (if applicable), and booking date. The complete list of the time valuation entries you see on the approval screen is known as the time valuation result. Note When you approve an employee's time sheet, you are in effect approving the time valuation result from the time sheet. This result is the breakdown of all time valuation entries for the week in question - a breakdown of time 70 P U B L I C Payroll Time Sheet for Managers

71 recorded by your employee (and also of other time such as paid absences) which is mapped to the relevant time pay types, and listed by date. The time pay types you see on the approval screen are payroll-relevant time valuation entries. You must check the time valuation result calculated by the program and click the appropriate button on the approval screen to: Approve the request The time sheet status is changed from To be approved to Approved and the weekly time sheet is locked permanently against further corrections, unless you have the authorization to maintain your employees' time sheets on their behalf. Approving the time valuation result means that it will be sent to payroll and the employee will be paid based on the valuation result. Posting will be made to any deviating cost centers listed in the time valuation result. Where no deviating cost center is specified, posting will be made to the default cost center. Decline the request The time sheet status is changed from To be approved back to To be submitted. The weekly time sheet is opened again for data entry, and the employee can make the necessary corrections before submitting the time sheet for approval once more. Add and post a comment The time sheet status does not change when you post a comment. You can do that, for example, if you need to ask your employee for more information before approving or declining a time sheet. The employee who sent the request will receive a notification mail and can see the comment in the activity section of the request. The employee is also informed of your decision or comment by for all three cases listed above Approving Retroactive Changes to Submitted and Already-Approved Time Sheets Employees in your organization, where permitted, can withdraw and amend time sheets that have been submitted and/or approved in the past. Such changes to past time sheets are also called retroactive changes. Specific rules may exist to control these retroactive changes made to past time sheets by employees. As with time recording onbehalf (see next section), such rules that may apply to the employees do not apply to you when you want to change or update time sheets from your employees. Your employees can withdraw a time sheet they've submitted, update it and send it back to you for approval. They can also make amendments to a time sheet you have already approved, and resubmit it to you for approval of the amendments they have made. Written for your employees, Changing Submitted or Already-Approved Time Sheets [page 64] will help you understand the difference between withdrawing time sheets and making amendments to them. In both cases, as a manager, you must approve these changes to time sheets from previous periods: When an employee withdraws and resends a newer version of a past timesheet... The situation here is relatively simple because you haven't yet approved the timesheet your employee wants to change. The employee withdraws the original time sheet, updates it, and sends it back for your approval. The updated version appears in your approvals worklist with the original status To be approved. When an employee amends a timesheet you have already approved... Payroll Time Sheet for Managers P U B L I C 71

72 Where permitted, an employee can open an already-approved time sheet in the past (that lies within the period allowed for changes), make amendments to it and resubmit it to you so that you can approve the amended version. It could be the case that the time sheet has already been processed through payroll. This is not a problem, as the system is set up to handle payroll recalculations in these cases. The important thing for you as a manager is that you have the information you need to make the right approval decision on an amended time sheet you have previously approved. When an employee clicks the Make Amendments button on a time sheet, a new version of the time sheet is created. The old time sheet remains unchanged in the system with the original approved status. When your employee submits the amended version of the time sheet, you have to decide whether you can approve it or not. Helpful here, of course, is to be able to directly compare the time sheet you originally approved with the amended one you need to decide on. You can make this comparison directly on the approval screen by clicking the quick card icon in the Replaces field. This opens up a new screen where you can view the originally-approved time sheet. After you approve the amended version of the time sheet, the original version of the time sheet remains in the system with the updated status Cancelled and is replaced in the system by the new version. Data replication to payroll is always triggered and Employee Central payroll handles the processing of this changed data. Making correct approval decisions Helping your employees get their time and attendance data right is obviously an important part of your role. To help you achieve this and to make the correct approval decisions, the payroll time sheet component ensures there is always a direct connection (or reference) between original and amended time sheets. This allows you to compare old v new time sheets and get your approvals right, while giving you the transparency you need so that you can explain to your employees, for example, the direct effects amending time sheet data can have on their pay. Note How is the approval of timesheets for time periods in the past affected by a change of approver? The approving manager is the manager entered in the Supervisor field of the Job Information record valid on the day the time sheet is submitted. If the change of manager involves a new manager taking over responsibility within the employee s current org unit, then the new manager (as entered in the Supervisor field) will, from the date of this change, receive time sheet approval requests also for time periods in the past for this org unit. This is what you might expect to happen. However, if the change of approving manager is caused by the employee moving to a different org unit, you might also expect that time sheets submitted for time periods when the employee was in the previous org unit will go to the previous manager for approval. This is not the case. All time sheets submitted after the change in the Supervisor field are sent to the new manager, even those related to any previous org unit. But this is easily fixed. Where the employee has moved to a new org unit, as the new manager, you can simply delegate the approval requests for time periods in the past relating to the old org unit to the employee s previous manager. Example An employee has a new manager within his existing org unit who will approve his time sheets from February 01 onwards, in the current year. The employee submits a time sheet for a time period before the new manager was assigned, let s say the first working week in January of the current year. This time sheet is forwarded for approval to the new manager. 72 P U B L I C Payroll Time Sheet for Managers

73 Example An employee has a new manager due to a move to a new org unit. The new manager will approve his time sheets from February 01 onwards, in the current year. The employee submits a time sheet for a week in January involving the previous org unit. The new manager also receives this time sheet. As the new manager, you do not need approve this time sheet, but instead click Delegate and select the previous manager to pass this time sheet on to. 2.2 Performing Time Recording On Behalf of my Employees As a Line Manager with appropriate permissions, you can perform time recording on behalf of your employees. This will be useful, for example, when one of your employees is absent and unable to maintain his or her own time sheet data for a specific period, where time sheet data from the employee is required for an upcoming payroll run. Role-based permissions are activated in the system that let you carry out time recording on behalf of other employees. As an authorized user, these permissions allow you to take the same actions in the time sheet as the employee you want to perform time recording for. When performing time sheet recording on behalf of one of your own employees and where you are already the designated time sheet approver for this employee, the time sheet is automatically approved after you have submitted it. Note Your organization may have created rules about how far in the past employees can either withdraw yet-to-be approved time sheets or amend already-approved time sheets Important to know is that rules for employees covering the withdrawal and amendment of time sheets never apply to you when you carry out time recording on behalf of your employees. I am a line manager. How do I record time for one of my employees? 1. On your Home page, open the employee s file from the My Team tile, choose Actions, then Go to and click Time Sheet. 2. Enter the employee s times/time types for the required period(s) and click Submit. If you are already the designated approver for this employee s time sheet, submission results in the automatic approval of the time sheet. As the approver, you can view this is on-behalf-submission and automatic approval in the To Do tile on your Home page, under Recently Completed. Note If you maintain a time sheet on behalf of another employee for whom you are not the designated time sheet approver, the time sheet is set to status Pending after you submit it and a workflow is automatically started for the designated approver. Payroll Time Sheet for Managers P U B L I C 73

74 2.3 Adding Allowances On Behalf of my Employees You can record allowances on behalf of your employees. Allowances are part of an employee's remuneration that is compensation for special working conditions, such as shift work, high-risk work, unsociable hours and so on. Where your organization pays allowances, and depending on how this is set up at your workplace, your employees may be able to record their own allowances in their time sheet and submit them to you for approval. However, it may be one of your roles as manager to add allowances into time sheets on-behalf of your employees. Here's how you can do this: 1. On your Home page, open the employee s file from the My Team tile, choose Actions, then Go to and click Time Sheet. 2. Open the DETAILS section of your employee's time sheet. 3. Choose an Allowance Type from the available types, enter a Duration for the allowance, and click Submit. If you are already the designated approver for this employee s time sheet, submission results in the automatic approval of the time sheet. As the approver, you can view this is on-behalf-submission and automatic approval in the To Do tile on your Home page, under Recently Completed. Note If you maintain a time sheet on behalf of another employee for whom you are not the designated time sheet approver, the time sheet is set to status Pending after you submit it and a workflow is automatically started for the designated approver. 74 P U B L I C Payroll Time Sheet for Managers

75 3 HR Administrators and the Payroll Time Sheet As a HR Administrator, you are normally responsible for the following time-related tasks: Assigning Time Recording Profiles to Employees [page 75] Adjusting Time Recording Profiles [page 77] Maintaining Admissibility Rules for Retroactive Time Sheet Changes [page 78] Performing Time Recording On Behalf [page 80] Managing Changes to the First Day of the Time Sheet Week [page 80] Making Retroactive Changes to Submitted and Already-Approved Time Sheets on Behalf of Employees [page 84] Managing Time Sheet Generation for Negative Time Recorders [page 85] Managing the Import of Time Data from an External Time Recording System [page 90] The remainder of this chapter explains these tasks in more detail. Tip The Recalculation in Time Management Administration Guide is also relevant for HR administrators responsible for Time Management (Time Off & Payroll Time Sheet modules) in Employee Central. This guide provides an in-depth description of recalculation of employee time data including information on the reasons why recalculation is sometimes required, how to set up recalculation correctly in your Employee Central system, and recalculation specifics for Time Off and Payroll Time Sheet. You can find the most current version of this guide on the SAP Help Portal athttp://help.sap.com/cloud4hr. On the Success Factors HCM Suite page, under Product Information, choose Employee Central Administration Guides Recalculation in Time Management. 3.1 Assigning Time Recording Profiles to Employees A time recording profile must be assigned to all new employees recording their time in the Payroll Time Sheet. Time recording profiles bundle time sheet configuration settings for employees. They are assigned to each employee who records their time in the Payroll Time Sheet. Each employee's time recording profile contains the input time type groups, time recording variant, time recording method, and time valuations necessary for evaluation of their pay. Caution A time recording variant, holiday calendar, work schedule and time profile must already be assigned to each employee within the configuration of the Time Off module. HR Administrators and the Payroll Time Sheet P U BL IC 75

76 You must assign a time recording profile for each new employee who will record his of her times in the Payroll Time Sheet, as follows: 1. Select your employee and choose Public Profile Employment Information Take Action Change Job and Compensation Info. 2. Select the Job Information checkbox, specify a date from which this change is valid, and select an Event reason for the change. Restriction When you assign a time recording profile, you must set the effective date of the job info records to whichever day your organization has set as the first day of the time sheet week. 3. Scroll Down to the Time Information section and assign a time recording profile to the employee using the drop-down menu in the Time Recording Profile field. Caution You can only assign a time recording profile for an employee that matches the overall time recording variant assigned to the employee. You cannot, for example, assign a clock time-based time recording profile to an employee with a duration-based time recording variant. 4. Click Submit to save your changes. Result: The selected time recording profile is assigned to the selected employee, who can view it in his or her Job Information. 76 P U B L I C HR Administrators and the Payroll Time Sheet

77 An example of an assigned time recording profile is shown in the picture below, where the clock time-based Time Recording Profile CLT-OT-OT1.5_OT_2.0 matches the Time Recording Variant Clock Times: 3.2 Adjusting Time Recording Profiles Under certain circumstances, it might be necessary to change an existing time recording profile. To do this, choose Admin Center Manage Data. Search for the time recording profile you want to edit and choose Take Action Make Correction. HR Administrators and the Payroll Time Sheet P U BL IC 77

78 Caution You should not change a time recording profile that has already been used in your production system for a group of employees. This is because the parameters of the changed time recording profile will no longer match the ones previously used to generate the time valuation results for the employees existing time sheets, meaning that you can no longer reproduce how these time valuation results came about. To avoid this, create a new time recording profile with the adjustments and assign it to the relevant employees with an effective date in the future. 3.3 Maintaining Admissibility Rules for Retroactive Time Sheet Changes Depending on your organization s policies, employees may be able to make changes to time sheets they have already submitted and/or which have been approved. This is also known as retroactive time recording. For example, a time limit may be in force within your organization that allows employees to change their time sheet data only within a specified period in the past. Employees may also be able to update already-approved time sheets. Again this depends on your organization s rules around changing past time sheet data. Where a time limit exists, it is calculated as a rolling period, according to the number of weeks in the past that an employee is allowed to change his or her time sheet data. For example, changes are allowed in the previous three weeks and no earlier. How Far Back in the Past Can I Record or Update my Time Data? [page 63] and Changing Submitted or Already- Approved Time Sheets [page 64] contain information written for employees on this topic, including more details on the type of changes employees can make to past time sheet data (where permitted) and an example of how a time limit for retroactive time recording can be applied. Working with Time Recording Admissibility Rules 78 P U B L I C HR Administrators and the Payroll Time Sheet

79 As a HR Administrator, you may be required to create admissibility rules governing employees retroactive time recording in the system and apply them to employees within their time recording profiles. Here's some more information about this activity: Firstly, in Admin Tools, under Manage Data, you create the time recording admissibility rules you need. Two fields allow you to define what an employee is allowed to do when performing retroactive time recording: Past Weeks: here you can specify (as a rolling period) the number of weeks in the past that employees are allowed to submit, withdraw, or amend their time sheets. Amendments Allowed: use this field to allow/disallow changes to already-approved time sheets by employees Secondly, you can assign these time recording admissibility rules to your employees time recording profiles. You do this within an employee s Job Information, in the Time Information section. Example Below is an example of an employee's Time Information, with an assigned Time Recording Profile and Time Recording Admissibility rule. The employee records only overtime and is allowed to submit, withdraw, or amend her time sheet four weeks in the past. She is also permitted to make changes to already-approved time sheets. HR Administrators and the Payroll Time Sheet P U BL IC 79

80 Note Employees will only be able to view these assignments if the required permissions have been assigned. 3.4 Performing Time Recording On Behalf As a HR Administrator, you may be authorized to perform time recording on behalf of employees in your organization. You may also be allowed to record allowances for other employees. Performing Time Recording On Behalf of my Employees [page 73]describes on-behalf time recording by a manager in an employee's time sheet. Adding Allowances On Behalf of my Employees [page 74] describes on-behalf recording of allowances. 3.5 Managing Changes to the First Day of the Time Sheet Week The working week is different from country to country, for example Monday-Sunday in Germany and typically from Sunday-Saturday in the US. The working week may even be different between different employee groups within the same organization. To reflect this, you can configure the first day of the working week for time recording and time valuation in the Payroll Time Sheet. You do this by defining a seven-day period which begins on any specified day of the week and applying this defined period to the time recording profiles of employees. The weekly calendar in the time sheet UI reflects this respective week definition - the first day of the week is displayed as the start day of the time sheet. As well as determining the start day of the weekly calendar in the time sheet, this configuration also controls the start day of the time valuation period for weekly overtime calculation. 80 P U B L I C HR Administrators and the Payroll Time Sheet

81 Tip For information on configuring this first day, see Define First Day of the Time Sheet Week in the Payroll Time Sheet Implementation Guide. You can find the most current version of this guide on the SAP Help Portal athttp://help.sap.com/cloud4hr. On the Success Factors HCM Suite page, under Product Information, choose Employee Central Implementation Guides Payroll Time Sheet. The remainder of this section describes a number of day-to-day scenarios that you as a time administrator may need to deal with when changes are made to the first day of the week in employees' time sheets. 'Proactive' Assignment of Time Recording Profile with Different First Day of Week You can change the first day of the time sheet for an employee by assigning a new time recording profile with a different first day of the week within the employee's Job Information. This is possible only if no time sheets exist for the employee that are valid on or after the effective date of the new Job Information record. Where this is true, and depending on the actual old and new first days of the time sheet week (and on which day of the week the change of Job Information becomes effective), either one or two time sheets each with a validity period of less than seven days will be created as a result of the change. You can see an examples of this below, under Time Recording After Change of First Day of Week. However, if time sheet data already exists for the employee that are valid on or after the effective date of the new Job Information record, a 'retroactive' assignment of a new time recording profile to change the first day of the time sheet week would be required. This is currently not permitted, as explained next. 'Retroactive' Assignment of Time Recording Profile with Different First Day of Week Where time sheet data exists as stated above, a 'retroactive' assignment of a new time recording profile to define a new first day of the week is not permitted. This is because such a change is not managed by any automated recalculation process. However, if you must change the first day of the time sheet and time sheets already exist on or after the effective date of the change, you can delete the entire Employee Time Sheet instance using the Admin Center transaction Manage Data. The employees would then have to repeat time recording for the deleted time sheets. Time Recording After Change of First Day of Week In the time sheet UI, all instances of employee time sheet are visualized as 7-day periods, regardless of their actual validity period. The time sheet shows the first day of week as specified in the time recording profile based on the assigned Time Valuation Period. Within the 7-days period displayed in the time sheet, all days with a date outside HR Administrators and the Payroll Time Sheet P U BL IC 81

82 the validity period of the currently selected time sheet are greyed out and inactive. Employees can navigate between time sheet instances. The pictures below show examples of how the time sheet looks like after a change of the time sheet week from Monday-Sunday to Saturday-Friday, with an effective date of Friday, 01 April As you can see in these examples, two time sheets each with a validity period of less than seven days are created by the system as a result of the change: Note In these examples, a clickable information message explaining to employees why the currently-displayed time sheet week is shorter than the regular seven days is displayed in the time sheet summary area. Here you can see the original time sheet week from Mon-Sun, effective up to and including Thursday 31 March Any time sheet days after Thursday belong to the new time sheet week effective from Friday 01 April onward and are greyed out and inactive. 82 P U B L I C HR Administrators and the Payroll Time Sheet

83 When the employee navigates forward to the next time sheet, you can see the new time sheet week from Saturday to Friday in the above picture. A new time sheet is created only for Friday 01 April, because the employee must record time for this day. The period Saturday 26 March to Thursday 31 March is greyed out because it represents the previous time sheet period. HR Administrators and the Payroll Time Sheet P U BL IC 83

84 When the employee navigates forward for a second time, a full time sheet week from April 02-April 08 is displayed, with the first day of the week as Saturday 02 April. For all following weeks, the employee will see a full 7-day time sheet, with first day of the week remaining as Saturday. Time Sheet Generation After Change of First Day of Week The background jobs that generate time sheets for employees who record their time negatively or import external time records for positive time recorders will reflect any changes to the first day of week from the effective date of the change, in the same way as shown in the above pictures. 3.6 Making Retroactive Changes to Submitted and Already- Approved Time Sheets on Behalf of Employees Employees in your organization, where permitted, can withdraw a time sheet already submitted but not-yetapproved, update it and send it back to their supervisor/manager for approval. They can also make amendments to a time sheet that has already been approved and resubmit it for approval of the amendments they have made. Changing Submitted or Already-Approved Time Sheets [page 64] explains this concept to employees. 84 P U B L I C HR Administrators and the Payroll Time Sheet

85 Depending on how things are set up in your organization, you may as a HR Administrator also be authorized to make retroactive changes to employees' time sheets on their behalf (withdraw/make amendments). Tip Restrictions on retroactive time recording may apply to employees, depending on your organization's time sheet setup. These restrictions do not apply to you as a HR Administrator when you make retroactive changes to employees' time sheets on their behalf. 3.7 Managing Time Sheet Generation for Negative Time Recorders As a Time Administrator, if employees in your organization record their time in the Payroll Time Sheet using the negative time recording method, you will need to manage the process whereby working time for these employees is automatically generated, auto-approved and submitted to payroll for processing by two time sheet background jobs. Employees who use the negative time recording method do not need to make entries in their time sheet and do not need to submit a time sheet for weeks when they have not recorded any deviations (exceptions) from their planned working time. In these cases, the scheduled hours for the employee are automatically generated in the employee's time sheet and auto-approved. Two specific jobs perform these tasks, running automatically in the background. Tip The Recalculation in Time Management Administration Guide contains detailed information on using the Time Management Job Summary to access a summary of key data for all recalculation processes in Time Management. Find the most current version of this guide on the SAP Help Portal at On the Success Factors HCM Suite page, under Product Information, choose Employee Central Administration Guides Recalculation in Time Management. The remainder of this section is divided into three parts and answers the following questions: Which Time Management Background Jobs Generate Time Sheets for Negative Time Recorders? How can I use the Time Management Job Summary to Manage Time Sheet Generation for Negative Time Recorders? Where Can I find Error Messages in the Time Management Job Summary? Caution To run the two required time sheet background jobs described below, the TLMTriggerTasks job must already be configured in Provisioning for Time Off and be scheduled to run in your system. It must contain all required time sheet background jobs, including the Time Sheet Generate Working Time Job and the Submit Time Sheet Job. All time sheet background jobs will run automatically based on the configuration for the TLMTriggerTasks job in Provisioning. HR Administrators and the Payroll Time Sheet P U BL IC 85

86 Which Time Management Background Jobs Generate Time Sheets for Negative Time Recorders? Time Sheet Generate Working Time Job The Time Sheet Generate Working Time Job generates time sheet entries for employees using a negative time recording method. Only employees who are active according to their Employment Status in the Job Information are selected by this job. The job does not select employees who are on a leave of absence. Time sheet entries generated by this job are based on the planned working time per day, where no corresponding manual entries in the time sheet exist. The job also generates the time sheet if it does not exist so far in the specified period. The Time Sheet Generate Working Time Job is automatically triggered by the TLMTriggerTasks job, which is normally scheduled to run once per day, and generates planned working time up to and including the previous day. It also then triggers a valuation of the time sheet and saves it. Tip The Time Sheet Generate Working Time Job automatically recalculates failed time sheets and time sheets processed with errors in the current time sheet week. It also recalculates time sheets retroactively. Two typical scenarios where a retroactive calculation of a time sheet is performed by this job are listed below: Retroactive error correction An error occurs in the generation of a time sheet in the current time sheet week. Because of this error, a time management recalculation event (TMRE) is created to trigger an automatic recalculation (and regeneration) of the time sheet for the week in question, once the error has been corrected. Therefore, if this error is only corrected in the following time sheet week, the failed time sheet for the previous time sheet week will be generated retroactively. Retroactive record entered in Time Off For example, an employee returns to work after a sickness absence taken during the previous time sheet week. He records this absence in Time Off in the current time sheet week. This triggers a time management recalculation event, and the time sheet from the previous week is recalculated as a result. The same type of recalculation is triggered, for example, where an employee works on a day in the previous time sheet week that was already recorded as a day's holiday in Time Off. The employee cancels his holiday in Time Off only in the current time sheet week, triggering a recalculation processed by a time management recalculation event. Submit Time Sheet Job When the current time sheet week is over, a follow-on job, the Submit Time Sheet Job selects all time sheets of negative time-recording employees generated and saved by the Time Sheet Generate Working Time Job in the previous timesheet week (with status 'PENDING'), and submits them for payroll processing. Generated time sheets that have not been manually updated after they were generated are automatically submitted to payroll by the Submit Time Sheet Job and the regular approval workflow is bypassed. Where manual updates to a generated time sheet have been made (either by the employee or by a manager or time administrator on behalf of the employee), the time sheet is also submitted by the job. The relevant workflow setting in the employee's time recording profile then controls if the time sheet is automatically approved or whether an approval workflow is generated. This job runs after the Time Sheet Generate Working Time Job has ended, submitting all relevant time sheet entries. It runs each time the TLMTriggerTask is scheduled. 86 P U B L I C HR Administrators and the Payroll Time Sheet

87 Tip The Time Management Job Summary generates a view on these two jobs. It is available in the Admin Center, under Manage Data and provides a summary of key data for both background jobs for a Time Administrator with the required permissions to access it. Read on to find out more about the Time Management Job Summary and how it can help you manage the generation of time sheets for negative time recorders. How can I use the Time Management Job Summary to Manage Time Sheet Generation for Negative Time Recorders? The Time Management Job Summary provides you with a summary of key data for all time sheet background jobs. We don't recommend that you import, create, or change the Time Management Job Summary instances, but as a time administrator you are normally allowed to view and delete individual records in the summary, depending on the permissions assigned to you. As a time administrator, you will need to monitor these background jobs, ensure they run correctly, and correct any errors that may arise using the Time Management Job Summary to assist you. You can access the Time Management Job Summary in the Admin Center, under Manage Data. It contains the following information as shown in the picture below: Job Name - Name of job from which the Time Management Job Summary is generated Runtime (min) - time taken (in minutes) for completion of the job Start Time - time stamp for start of job End Time - time stamp for end of job Details - link to a log file (.csv file) with detailed information for the job Users Selected - total number of users processed in the job Time Sheets Selected - total number of individual time sheets processed in the job Time Sheets Changed - total number of time sheets changed during the run. The following changes are possible: (a) Change of time sheet status (b) Change of workflow action (c) New time sheet entry generated, for example, if an employee creates a new time sheet entry since the last job run Time Sheets Failed - total number of time sheets processed with an error External Code - a unique external code for the Time Management Job Summary Instance Id - instance Id of job that has processed the request Run Status - status of job. The following job execution statuses are possible: Running, Finished, and Finished with Errors HR Administrators and the Payroll Time Sheet P U BL IC 87

88 Here is an example of a Time Management Job Summary for the Submit Time Sheet Job: A log file (.csv file) for the time sheet job is available in the Details field. There is a row in the.csv file for each time sheet that was processed in the job run, either successfully or with an error. The log file includes the following information for each row in the.csv file: External Code - unique identifier of the time sheet User ID - of employee whose time sheet has been processed in the job First Name - of employee Last Name - of employee Start Date - of processed time sheet End Date - of processed time sheet Approval Status - approval status of processed time sheet. The following statuses are possible: To be Submitted, To be Approved, Approved Workflow Action - describes the outcome of the workflow for each time sheet in the job. Save is relevant for the Time Sheet Generate Working Time Job where the job output is saved to the database. Submit is relevant for the Submit Time Sheet Job where the job output is submitted to payroll. Error Message - provides you with more information about job errors for a specific time sheet All fields within the Time Management Job Summary are read-only. After you have corrected any errors, you may want to manually check certain timesheets to ensure that the correct time sheet entries and time valuation results have been generated for the current day (or period). You do this in the Admin Center, under Manage Data, opening the Employee Time Sheet object and searching for your required employee(s). Note We recommend searching for a specific time sheet within the.csv file by using the External Code of the time sheet itself. You can also search via User ID or Start Date. 88 P U B L I C HR Administrators and the Payroll Time Sheet

89 Tip All jobs run using the Q and subsequent releases of the Payroll Time Sheet are monitored using the Time Management Job Summary The Time Management Job Summary replaces the Time Sheet Job Summary. Time sheet job summaries already created in the system are not deleted or removed, but are retained and renamed in a future release. Where Can I find Error Messages in the Time Management Job Summary? The following errors may appear in the log file of the Time Management Job Summary: Configuration Errors These errors occur when the configuration of a time sheet is incomplete, has been changed, or where an error has occurred with time recording in the time sheet itself. Common errors as listed below can usually be corrected by adding the missing data to the configuration of the specified time sheet: 'No time recording profile is assigned to you. Please contact your administrator.' 'No time profile is assigned to you. Please contact your system administrator.' 'No main attendance time type is assigned to your time profile. Please contact your system administrator.' 'No holiday calendar is assigned to you. Please contact your system administrator.' 'No work schedule is assigned to you. Please contact your system administrator.' 'No time recording method is assigned to your time recording profile. Please contact your administrator.' 'There is more than one time recording profile assigned to you for this week.' 'The time recording profile assigned to you is not valid for the whole week. Please contact your administrator.' Payroll Integration Errors The following are examples of payroll-related issues in the time valuation for a time sheet that may trigger error messages: Employee Class is missing from the employee's employment data Company is missing from the employee's employment data Consistency Errors The following errors in the time valuation for a time sheet can occur due to consistency checks running on these jobs: Consistency error AMBIGUITY_DETECTED: A calculated time type group appears more than once as the result of a valuation rule (of the same profile). Consistency error INCALCULABLE_DETECTED: For each calculated time type group used as an input group in a valuation rule of a time profile, there must be another valuation rule which has that group as one of its result groups. Consistency error ENDLESS_RECURSION_DETECTED: There is an endless recursion when valuating a calculated time type group. The time type group calls the engine to get the rule where it is one of the results. HR Administrators and the Payroll Time Sheet P U BL IC 89

90 You also use the Time Management Job Summary to monitor a third Payroll Time Sheet background job, the Time Sheet Import External Times Job. This job imports time data recorded by employees in an external time recording system into their time sheets. For more information, see Managing the Import of Time Data from an External Time Recording System [page 90]. 3.8 Managing the Import of Time Data from an External Time Recording System You can import time data from an external time recording system into the Payroll Time Sheet. This section gives you an overview of the import process and outlines the tasks that a time administrator performs to ensure external time data is imported correctly into the time sheets of employees who record their attendance time in an external time recording system. Introduction As a time administrator, you can trigger the import of 'external' attendance data recorded by employees into Employee Central and generate time sheets for these employees based on this imported data. The Payroll Time Sheet then valuates these time sheet entries in the normal way. All imported time records will contain only working time. Restriction Currently, you can only import time data into the time sheets of employees with the following time recording attributes: Time Recording Variant: Duration Time Recording Method: Positive Note When the employment of an employee is terminated, the user for this employee becomes inactive in the Employee Central system. In all cases where this occurs, the external time records pertaining to this user will also be deleted from the time sheet database in the system. 90 P U B L I C HR Administrators and the Payroll Time Sheet

91 Import Process - Overview The import of external time data into the Payroll Time Sheet is acheived using a process with three distinct stages: Caution If your organization has implemented the OData API ExternalTimeRecord to upload time data directly from an external system into a 'staging area', you will not need fill and upload a template containing this external time data as described in Stages 1 and 2 below. 1: External time data - pre-processing and conversion Working time recorded outside of the Employee Central System is pre-processed and entered into an official template in the required format - for upload into your SAP SuccessFactors system. 2: External time data is uploaded to a specific staging area External time data contained in discreet 'external time records' are initially uploaded to a staging area in the SAP SuccessFactors system - using a generic import service available under Admin Center Import and Export Data. Depending on existing preconfiguration, as a time administrator you may only need to check if the external time data is being correctly imported into the staging area. Or you may be responsible for triggering the imports of external time data manually. This will depend on how your organization has actually set up the overall inport process. The user Id and date are used as the key business fields to identify the uploaded working time per employee. Each imported external time record contain the user ID of the employee, date of the external record, and the actual duration (in number of hours, for example, 7.5) of the working time recorded by the employee in the external system. Pre-processed time records for employees are contained in time segments, within each imported time record. One external time record per employee, per day is imported into the staging area. Each record can have multiple time segments within it, depending on how the employee records attendance time in the external system. Each individual imported time segment has its own unique External Code. If an import of external time data is successfully executed, it will appear in the staging area. Where an import fails, no data is imported into the staging area for this specific upload. Upon upload of external time data to the staging area, basic data checks are performed to ensure, for example, that time record includes a valid user ID and date, and that the time segments contain only duration-based time data in the correct format. You can check any error messages generated from these basic data checks in the log file of the import job. The status of an imported time record in the staging area is New. The status remains as New until the record is successfully imported into the time sheet. Tip We recommend that you do not change manually change the status of any uploaded time records in the staging area. 3: External time data is imported and converted in the staging area into time sheet entries for employees HR Administrators and the Payroll Time Sheet P U BL IC 91

92 The Time Sheet Import External Times job imports the external data from the staging area into the time sheet and creates time sheet entries - per employee for each given sheet week. Note This job is already configured in the time sheet, and runs automatically in the background on a daily basis. As a time administrator, you cannot change the pre-delivered settings that control the running of this background job. This can only be done in Provisioning. The Time Sheet Import External Times job performs the following time sheet generation tasks, based on a specifically designated 'import' time type in the employee's time profile: Creates new time sheet entries based on attendance time data for a particular week that has been uploaded into the staging area Updates existing time sheets that have not yet been approved, when new or additional attendance time data for the employee has been uploaded for the time sheet week in question Replaces time sheets which have already been approved when new or additional attendance time data for the week in question are uploaded retroactively (aka the 'Make Amendments' scenario). When time sheets for employees are created by this process, the Payroll Time Sheet valuates these time sheet entries in the normal way. Data checks are also performed in this third stage that identify, for example, when configuration or employee data is missing or when collisions occur with existing time records. Within the Time Sheet Import External Times job, each individual external time record has the following statuses: New - default status for all newly-created external time records Processed - external time record is successfully imported into the target time sheet Error - external time record is not imported into the specified employee time sheet due to an error. The error must be first corrected and the background job run again to import the external time record into the target time sheet Tip You can check the status of the external time record in the Admin Center, choosing Manage Data External Time Record record.. Search for the external time record you need to check, and take a look at the Status field for the Note As a time administrator, you can change existing time sheet entries created by this job. Depending on the rules in place in your organization, employees may also be able to make changes to time sheet entries created by this job. This is controlled by the Enabled in ESS scenario setting for the specifically designated 'import' time type defined in the employee's time profile. Submission & Approval of Time Sheets Containing Imported Time Data 92 P U B L I C HR Administrators and the Payroll Time Sheet

93 At the end of any given time sheet week, all time sheets created using the imported time data need to be submitted for approval. This can happen in two ways depending on the status of the time sheet when the Submit Time Sheet job runs: Where no changes are made to the imported time data in the time sheet - and where no additional attendances, on-call time or allowances have been recorded for the current time sheet week - the Submit Time Sheet job will automatically submit the time sheet for approval. An approval workflow is triggered by the job and the employee does not need to manually submit the time sheet. Where changes are made to the imported time data in the time sheet after import, the employee must trigger an approval workflow by manually submitting the time sheet. For more information on the Submit Time Sheet job, and on how you can monitor all time sheet background jobs including the Time Sheet Import External Times job using the Time Sheet Job Summary, see Managing Time Sheet Generation for Negative Time Recorders [page 85]. So, you now have an overview of how external time data is imported into Payroll Time Sheet and later submitted. Next, we describe some of the tasks you may have to perform to ensure that time data from an external time recording system is correctly imported into the time sheet. Time Administrator Tasks - Initial Upload of External Time Data into Staging Area Trigger Uploads As mentioned earlier, and depending on how your organization has actually set up the overall inport process, you may be responsible for triggering the imports of external time data manually, using the generic upload service available under Admin Center Import and Export Data. Check Uploads You will need to regularly check that the expected external time data is correctly uploaded into the staging area and that there are no failed imports. Check the error log of the relevant import job if you notice any expected external data have not been imported. Tip Alternatively, you can check the correctness of uploaded time data in the staging area, on an employee-byemployee basis, by opening an employee's time sheet for the week in question. Even if the Time Sheet Import External Times job has not yet run for the day you want to check, when the time sheet is opened, it displays the external time data held in the staging area for the employee. In this situation, you then have a number of options. You can: Correct any errors directly in the time sheet and save the time sheet on behalf of the employee. In this case, the Time Sheet Import External Times job will not import any of the time data in the current time sheet that you have just saved. View and check the current time sheet data, but don't save the time sheet. Here, the Time Sheet Import External Times job will run as scheduled and import all external time data held for the employee in the staging area that has not yet been imported for this time sheet week. The opportunity you have to view and save time sheet data directly in the time sheet (which currently resides in the staging area) can also be useful where there are errors with the two background jobs that import and submit HR Administrators and the Payroll Time Sheet P U BL IC 93

94 external time data. For example, if these jobs are not working for whatever reason, you could instruct your employees to go into their time sheets at the end of the week, and check, save, and submit their time sheets. An approval workflow would then be triggered for each of the time sheets. In this way, you can at least generate time sheets if the background jobs are not functioning as they should be. Error Handling in Staging Area You will also have to correct any errors generated by the basic data checks performed on the external data uploaded into the staging area. The import job contains an error log in a.csv file format which you will need to check. As mentioned earlier, examples of errors at this stage of the import process may include invalid user IDs or dates, or time segments containing time data in an invalid format. It also may be the case that time data is uploaded for an employee who does not exist in the Employee Central system. This will obviously require correction. Where the upload service generates an error for a given employee, you are able to change uploaded time data directly in the staging area. Example A error occurs during the creation of a time sheet by the Time Sheet Import External Times job. An employee's time sheet cannot be generated because the external time record does not contain the number of hours worked by the employee. As a time administrator in this situation, do not create an additional External Time Record, but modify the existing one by manually adding the missing hours within the external time record in the staging area. When the import job is run next, the time sheet for the employee will be successfully generated. Time Administrator Tasks - Time Sheet Generation using the Background Job The background job Time Sheet Import External Times automatically imports uploaded attendance time data from the staging area and creates time sheets for employees from this data. As a time administrator, you will need to perform the following task to ensure that time sheets for employees who record their attendance time in an external system are correctly generated: Correction of time management errors in background job You will need, for example, to correct errors such as collisions, missing employee data, or invalid data formats. The Time Management Job Summary provides you with a view on the Time Sheet Import External Times job, helping you to monitor the job itself and ensure it runs correctly. A log file (.csv file) for the job is available in the summary, including error messages for those time sheets in the job run with an error. For more information on the Time Management Job Summary, see Managing Time Sheet Generation for Negative Time Recorders [page 85]. Tip All jobs run using the Q and subsequent releases of the Payroll Time Sheet are monitored using the Time Management Job Summary The Time Management Job Summary replaces the Time Sheet Job Summary. Time sheet job summaries already created in the system are not deleted or removed, but are retained and renamed in a future release. 94 P U B L I C HR Administrators and the Payroll Time Sheet

95 3.9 Using the Time Workbench If you have the Access Workbench permission described in the Permissions chapter of the Time Off implementation guide, you can use the Time Workbench to manage aspects of users' time off. 1. Once you have the permission, you need to configure the people profile. You do this in the Admin Center by entering Configure People Profile in the Search field. 2. In the resulting screen, drag the blocks you need from the right to the left. Here's an example, showing the Time Management block in the correct position. 3. Now let's take a look at an employee's time information. The Administer Time link (highlighted) only appears if you have the Manage Time Off permission. Action it to view the employee's information in the time workbench. HR Administrators and the Payroll Time Sheet P U BL IC 95

96 4. The workbench includes four tabs: Time Record This shows absences and so on stored in the system for this employee. If the New Absence button appears top right (highlighted), you are authorized to enter absences for this employee - for example, if Marcus is sick and cannot access the system to enter the details himself. Time Accounts 96 P U B L I C HR Administrators and the Payroll Time Sheet

97 This shows the time accounts set up for the employee. Work Schedule You can view the employee's work schedule here. However, you can't change it, except to enter a temporary change of work schedule if you need to. The process for doing that is described in the chapter on. Time Alerts HR Administrators and the Payroll Time Sheet P U BL IC 97

98 Time alerts help you identify and correct things that go wrong when you are working with time off and time sheet. Here's an example: Here's what the various entries mean: Category This shows what the problem is. For example, Recalculate Absences shows that the problem is one that requires the amount of an absence to be changed. Message The text of the message in question. If there is more than one message, an information texts appears highlighting the fact. Click that text to display the messages. Date This is the date the message was generated. Actions Click Actions... to access what you can do to correct the problem. Clicking that triggers a job. When that has run, a confirmation message Job has finished appears at the top of the screen. If the problem is solved, the list will now be empty. If not, because, for example a time record is missing, you need to correct the problem. 98 P U B L I C HR Administrators and the Payroll Time Sheet

99 4 Payroll Time Sheet Reporting Two Employee Central standard reports for the Payroll Time Sheet are available to you as a Manager or HR Administrator: The Employee Times Overview and the Time Pay Types Overview. You can access these reports by clicking the Home drop-down menu and choosing Analytics EC Standard Reporting Time Management. You can download your reports to Microsoft Word, Microsoft PowerPoint, or Microsoft Excel. Note You need to be aware of the following points related to the time periods you choose before running either of these reports: You can use the existing time dimensions to filter either of these standard reports, for example Actual Calendar Week to Date or Calendar Month to Date (QMD). As employees report their time in the Payroll Time Sheet on a weekly basis, depending on the time period you want to report on, it may be the case that the output of the report contains data from incomplete time sheet weeks. Employees, where permitted by your organization, can amend approved and/or not-yet-approved time sheets. When an amended time sheet is approved, the original time sheet is cancelled, and data from this cancelled time sheet is filtered out from the reports. However, depending on the exact time you run either of these reports, it may be the case that there are amended time sheets in the system that have not yet been approved. Where this occurs, the original version of the time sheet is not yet cancelled and its data is also included in the report. This will lead to duplicate entries in the report output, which persist until the amended version of the time sheet is approved and the original version is cancelled. The two time sheet reports allow you to analyze both recorded times and the time pay types calculated from them: What is the Employee Times Overview and how do I use it? Employees record attendance times or overtime in the Payroll Time Sheet in the form of time types. With the Employee Times Overview, you can generate a list of attendance and absence time types recorded by employees. Report Characteristics Use the following characteristics in the Employee Times Overview to display and filter the report: Person Id Time Sheet Approval Status Deviating Cost Center Business Unit Company Cost Center Department Division Payroll Time Sheet Reporting P U BL IC 99

100 Location Employee Name Manager Time Type (code) Time Type (name) Caution Remember that any filter options you choose remain in place for all reports you then view, unless you reset the options. Time Dimensions Analyze the data in the Employee Times Overview along the following standard time periods: From mm.dd.year to mm.dd.year (free chooseable period) Current Month Current Month to Date Current Quarter Current Quarter to Date Current Year Current Year to Date Last Month Last Quarter Last Year Next Month Next Quarter Next Year Current Month To Go Current Quarter To Go Current Year To Go What is the Time Pay Types Overview and how do I use it? With the Time Pay Types Overview, you can generate a list of time pay types calculated by the time valuation engine. According to the configuration of the time sheet, the time evaluation calculates time pay types based on both times recorded by employees and times derived from an employee's work schedule and holiday calendar. Time pay types, for example regular time, regular overtime, overtime with premium, and business travel time, form the basis of an employee's payroll-relevant Time Valuation Result. Report Characteristics Use the following characteristics in the Time Pay Types Overview to display and filter the report: Person Id Time Sheet Approval Status 100 P U B L I C Payroll Time Sheet Reporting

101 Booking Date Deviating Cost Center Time Pay Type Business Unit Company Cost Center Department Division Location (Employee) Last Name (Employee) First Name Manager Caution Remember that any filter options you choose remain in place for all reports you then view, unless you reset the options. Time Dimensions Analyze the data in the Time Pay Types Overview along the standard time periods as described for the Employee Times Overview. Payroll Time Sheet Reporting P U BL IC 101

102 Important Disclaimers and Legal Information Coding Samples Any software coding and/or code lines / strings ("Code") included in this documentation are only examples and are not intended to be used in a productive system environment. The Code is only intended to better explain and visualize the syntax and phrasing rules of certain coding. SAP does not warrant the correctness and completeness of the Code given herein, and SAP shall not be liable for errors or damages caused by the usage of the Code, unless damages were caused by SAP intentionally or by SAP's gross negligence. Accessibility The information contained in the SAP documentation represents SAP's current view of accessibility criteria as of the date of publication; it is in no way intended to be a binding guideline on how to ensure accessibility of software products. SAP in particular disclaims any liability in relation to this document. This disclaimer, however, does not apply in cases of wilful misconduct or gross negligence of SAP. Furthermore, this document does not result in any direct or indirect contractual obligations of SAP. Gender-Neutral Language As far as possible, SAP documentation is gender neutral. Depending on the context, the reader is addressed directly with "you", or a gender-neutral noun (such as "sales person" or "working days") is used. If when referring to members of both sexes, however, the third-person singular cannot be avoided or a gender-neutral noun does not exist, SAP reserves the right to use the masculine form of the noun and pronoun. This is to ensure that the documentation remains comprehensible. Internet Hyperlinks The SAP documentation may contain hyperlinks to the Internet. These hyperlinks are intended to serve as a hint about where to find related information. SAP does not warrant the availability and correctness of this related information or the ability of this information to serve a particular purpose. SAP shall not be liable for any damages caused by the use of related information unless damages have been caused by SAP's gross negligence or willful misconduct. All links are categorized for transparency (see: P U B L I C Important Disclaimers and Legal Information

103 Important Disclaimers and Legal Information P U BL IC 103

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