TIME MANAGEMENT. Time Management Overview

Transcription

1 TIME MANAGEMENT Time Management Overview Time Management in IRIS supports processes for recording, reporting, and evaluating employee time and attendance. The Cross Application Time Sheet (CATS) interface is used for time entry, approval, and transfer of time functions. Features such as Planned Working Time, Work Schedules, and Work Schedule Rules contribute to the automation of time and attendance recordkeeping. The process of Time Evaluation examines each employee s time data in light of institutional policies and federal and state requirements. Automated processes include overtime calculation and maintenance of absence leave quotas.

2 Tips and Reminders For Time Entry (CAT2): Use the Further Selections button to expand selection criteria for the Selection area of the screen. Click on the Org Structure button to choose all employees in the department. When entering time in CAT2, the system will allow any number of hours worked to be entered. However, leave time entries are dependent on the Work Schedule Rule for the assignment. For example, the system will allow a maximum of 8 hours of leave to be entered on a scheduled work day for an employee whose work schedule rule is Monday through Friday, 8 hours per day. To add a line for time entry, click on the employee s name and click the add line icon. Click the Check Entries icon to verify the time entered. For example, if hours were entered on a scheduled non-working day, or hours beyond the work schedule rule were entered, a warning message will display at the bottom of the screen. TIME MANAGEMENT, last updated June 17, 2008 Page 2 of 32

3 The arrow periods. icons will scroll the CAT2 screen forward or backward two full pay To go further, change the key date to the date(s) needed. If CATS indicates that there is insufficient quota to enter an absence (particularly for a previous date) and PT50 shows sufficient quota, keep the following in mind: CATS adjusts the PT50 remaining quota by the amount of leave in CATS that has not been approved or transferred. Use CATS_DA with the option ALL selected to see for any unapproved hours in the past or future. Additionally, use ZVERXFER to check for hours not transferred in CATS. TIME MANAGEMENT, last updated June 17, 2008 Page 3 of 32

4 For Time Approval (CATS_APPR_LITE): A variant can be established for this process. Selection fields can be added to the Selection Criteria section of the screen by clicking on the Selection Fields icon. Select rows to be approved by clicking on the first record, holding the shift key, and clicking the last record to highlight the rows. Then click the Approve icon. You can also click the first record, hold down the Control key, and press A to select all records. For Time Transfer (ZCAT6): 1. Repeat Transfer can be completed if changes were made after the initial transfer was made. When processing the Repeat Transfer, click the Repeat Transfer button before entering the personnel numbers. 2. The ZVERXFER transaction can be used to verify time that has been transferred. Be sure to check the Display Transferred Time and the Display Time Not Transferred boxes. TIME MANAGEMENT, last updated June 17, 2008 Page 4 of 32

5 3. An error message indicating a collision means that there are two sets of time entered on the same day (example: 8 hours TDL and 8 hours Vacation). To correct, go back to the timesheet (CAT2) and remove the incorrect hours. Then approve and transfer the time again. For CATS_DA: 1. Click the yellow arrow to expand the icon row. 2. Click this arrow to minimize the icon row. 3. Click the Export icon to transfer the data to an Excel spreadsheet. For All Variants: When saving a variant, use the Org Unit number as the first part of the variant name. This will make it easier to locate the variant when performing a search. Variants for each time transaction must be created separately. If you enter individual PERNRs on your variant, employees will continue to show in the list after they have separated. Update your PERNR list periodically, or use the org unit as a selection parameter. TIME MANAGEMENT, last updated June 17, 2008 Page 5 of 32

6 Holiday Pay Information Holiday Time Entry Process Changes, as of July 2007: Holiday quota will be generated automatically and made available to all employees (campus and hospital) at least three weeks in advance of the holiday, or six weeks in the case of the bonus days. No negative balances will be allowed, since the quota is made available in advance of the holiday, and can be used immediately, Once the holiday quota has been made available, it can be taken at any time up to the end of the fiscal year. Individual departments must monitor these balances using PT_QTA10. Departments should use absence code 7150 (Holiday) for entry, drawing from the holiday quotas. Non-exempt employees: Departments should use 7150 on any day on which the employee is taking a holiday. There must be sufficient quota. The employee will be paid the regular hourly rate of pay for this time. Exempt employees: Although exempt employees will be paid their salary regardless of time entered, the holiday time should be entered. The 7150 entry will result in the time being posted as Exempt Holiday, as opposed to monthly salary, and will reduce the quota. If an employee is not eligible for a holiday, and did not work, the department simply enters no hours, Vacation, or Unpaid Leave, depending on the individual employee circumstances. If the employee works on that day, 1005 should be used for non-exempt employees. There should be no entry for exempt employees. Holiday quota type 07 will be available for use on July 1, Any quota balance of this type will expire on June 30 of each subsequent year and a new quota balance will start for each new fiscal year. If an employee is hired after the holiday quota is loaded and before the holiday, the department should contact the HR/Payroll Team for assistance. TIME MANAGEMENT, last updated June 17, 2008 Page 6 of 32

7 Work Schedule and Work Schedule Rule Information The Work Schedule and Work Schedule Rule found on Planned Working Time (Infotype 0007) determine which days an employee is normally scheduled to work. For most employees, this defaults to a standard 7.5 or 8 hours per day, Monday-Friday. With such a schedule, the hours can be used to complete the timesheet and make necessary corrections or changes for TDL, Vacation, or other absences. Here are points to remember: Though Saturday and Sunday are days off, Hours Worked can be entered in CAT2. Leave time cannot be entered, however, since the employee would not normally be at work on Saturday or Sunday. Leave time entries are dependent on the Work Schedule Rule. For example, the system will allow no more than 8 hours of leave to be entered on a scheduled work day for an employee whose Work Schedule is 8 hours per day, Monday - Friday. For those employees who work varied schedules, the more traditional Work Schedule can pose a problem. To accommodate such situations at the University, versions of these fixed Work Schedules have been created to allow time, as well as leave, to be entered 7 days a week, up to the appropriate number of hours for the employees. Currently, these flexible schedules accommodate 7.5, 8, 10, 12, and 24 hours per day, 7 days a week. With these schedules, leave can be entered on any of the days on the calendar. Work Schedule Change Time administrators or business officers change work schedules through a PA40 Action (FTE). System users who are changing a work schedule must pay careful attention to the effective date for such change. The Work Schedule change should always become effective on a date for which no time has yet been entered. Entering an effective date that occurs in a time period for which hours have already been entered will result in serious time entry errors. TIME MANAGEMENT, last updated June 17, 2008 Page 7 of 32

8 Quotas Quota Overview (PT50) To view balances and accruals (as well adjustments and converted balances): 1. Enter PT50 in the Command field on the SAP Easy Access screen. 2. Click the All button on the Selection dates tab. 3. Click Display Absence Quotas to see details of vacation and TDL balances. Entitl: Beginning Balance and all accruals Rem: Current Balance Requested: Time Taken Current Ab Quota Types: 01 Current Vacation 11 10/11 mo faculty vacation 02 TDL mo faculty vacation 07 Holiday 13 faculty member in staff position vacation TIME MANAGEMENT, last updated June 17, 2008 Page 8 of 32

9 4. Click the Expand button at the bottom of the screen to see further details. 5. Click the Accrual Information tab to view accruals by date. The first three or four entries on the Accrual Information tab are derived from information submitted during the conversion from HRS to IRIS HR/Payroll for employees whose records were converted. Employees hired after March 19, 2006, will have no such entries. Accruals are granted as soon as the first trial payroll has run. Faculty members (10-, 11-, and 12-month appointees) are granted all allowable vacation on July 1 or on the hire date for new faculty. The amount is prorated when the hire date is later than July 1. TIME MANAGEMENT, last updated June 17, 2008 Page 9 of 32

10 Display Absence Quota (PT_QTA10) This transaction can be used to produce absence reports for departments. 1. If using a variant, be sure to change the Period dates before running the report. 2. Choose which quotas should appear in the report in Quota Selection box. 3. Remember to change Key date fields each time this report is created to obtain the quota availability as of that date. Making the dates the same as the last day of the payroll cycle will take into account quota accrual and leave use as of the end of the cycle. 4. To find an employee s balance on a specific date in the past, set the Key date for deduction and Key date for entitlement fields to that date. TIME MANAGEMENT, last updated June 17, 2008 Page 10 of 32

11 Quota Compensation Payouts (PA30) TDL/vacation payouts for staff retirement and separation and terminal vacation payouts for faculty members are created through PA30. When an employee retires, the Retirement Office will complete the Retirement Action on PA40. The employee s department will handle the payouts. Time Quota Compensation (Infotype 0416) is for staff and faculty payouts. Payouts for postdoctoral scholars are created with Infotype Before creating quota payouts, users should review UK policy and procedure to determine eligibility. The employee may not be eligible for payout of the total balance. To create a quota payout for a staff member: 1. Enter PA30 in the Command field of the SAP Easy Access screen. (Some employees may complete this task with PA61.) 2. After entering the person ID, or conducting a search for the employee, press the Enter key to populate the screen with employee data. 3. Select Time Quota Compensation (0416), which is found under the UK Time Data Tab, or. enter the Infotype in the Direct selection box. 4. To create a record, click the Create icon. Depending upon the type of employee (nonexempt or exempt), an appropriate selection box will appear. The box below displays choices for non-exempt employees. TIME MANAGEMENT, last updated June 17, 2008 Page 11 of 32

12 2. Choose the appropriate payout type and press Enter. 3. The appropriate screen will display for the payment chosen. The date in Start field should be the employee s last working day. The balance available for payment is the amount in the Rem. column. 4. Enter the number of hours to be paid in the No. to compensate field. Press Enter and save. The record can be viewed for accuracy by clicking on the icon on PA Complete this process for each payment necessary. TIME MANAGEMENT, last updated June 17, 2008 Page 12 of 32

13 Note: In order to enter additional payouts, it may be necessary to remove the code from the STy field in the Direct selection section of the screen. This code will automatically populate as the code for the last payout type processed. Delete or change to the correct code before entering additional payouts. TIME MANAGEMENT, last updated June 17, 2008 Page 13 of 32

14 Time Entry, Approval, and Transfer Instructions for Time Entry (CAT2) Personnel responsible for entering time for payroll purposes may choose to do entries for individual employees or enter for groups of employees. Information on creating a variant to describe a group of employees is also included in this section. To complete Time Entry for one employee: 1. Enter CAT2 in the Command field of the SAP Easy Access screen. 2. The Time Sheet: Initial Screen will appear: 3. Click on the Data Entry Profile box and then click on the Possible Entries icon. Doubleclick on UK Biweekly Time. The Time Sheet: Initial Screen will now have Bi-weekly selected for the Data Entry Profile Field. Press Enter. TIME MANAGEMENT, last updated June 17, 2008 Page 14 of 32

15 4. Click on Personnel Selection. The Personnel Number Selection for Fast Data Entry will then appear. TIME MANAGEMENT, last updated June 17, 2008 Page 15 of 32

16 5. In the first Period field, key the beginning date of the pay period. Key the ending date of the pay period in the To field. 6. Enter the Personnel Number. 7. Click at the top left of the screen. The following screen will appear: TIME MANAGEMENT, last updated June 17, 2008 Page 16 of 32

17 8. In the Key Date field, enter the beginning date of the pay period for time being entered. Click the box to the left of the Personnel Number to highlight the line. 9. Click on the icon on the left side of the screen. This will bring up the Time Sheet: Data Entry View screen. TIME MANAGEMENT, last updated June 17, 2008 Page 17 of 32

18 10. In the Personnel Number field, enter the Personnel Number exactly as it is listed in line 1, or position the cursor on the Personnel Number and click the Add Line icon. 11. Click on the A/A Type field on the same line to choose the Absence/Attendance Code. Click on the possible entries icon to the right of the field. Double-click on the appropriate code. The selected A/A Type code will appear on the Time Sheet Data Entry View. Note: Only one A/A Type may be entered on one line. A new line must be started for each A/A Type. 12. Note the presence of the target hours for each day of the work week for this employee at the top of the time sheet. These hours are populated based on the Work Schedule entered when the employee was hired. Tab across the fields and enter time that would be paid under A/A Type If other A/A types need to be entered, start lines as required and complete entries. 13. Click at the top of the screen to save entries. Any error and warning messages will be displayed at the bottom of the screen. For example, if TDL or vacation hours were entered, but the balance is insufficient to cover the absence, an error message will appear. If this happens, click the at the top of the screen to change the form back to data entry so that corrections can be made. If the line needs to be deleted, right-click on the line and chose Delete Line. 14. After all corrections are completed, click at the top of the screen to save entries. 15. After time entries are saved, the system returns the user to the Time Sheet: Initial Screen. Following entry, time must be approved. TIME MANAGEMENT, last updated June 17, 2008 Page 18 of 32

19 Using TARGET HOURS for Easy Entry If you have groups of employees who regularly work a standard schedule, you can easily enter their time by having CATS copy their work schedules into the time entry grid. This employee s work schedule from Infotype 0007 indicates he works 8 hours a day, 5 days a week, Monday-Friday. If this is a consistent working schedule, you can copy this time into the grid, so that you do not have to enter it. Once the schedule is copied, you can edit for TDL, Vacation, or other absences. To copy the work schedule into the grid, select EDIT/Propose Times/Target Hours from the Menu, or use the Target Hours icon. Respond YES to the Target Hours dialog box, and the hours will be copied as Hours Worked (Attendance Type 1005). TIME MANAGEMENT, last updated June 17, 2008 Page 19 of 32

20 If you have selected a group of employees, this menu selection will copy the Work Schedule for all employees. Therefore, you may want extra variants to segregate the various groups if possible. TIME MANAGEMENT, last updated June 17, 2008 Page 20 of 32

21 Variant for Time Entry When users routinely enter time for the same group of employees, they may create and use a variant to save time. To create a Variant for Time Entry: 1. On the Personnel Number Selection for Fast Data Entry screen, click on. 2. Select the criteria for the Variant by clicking to the left of each desired field name in the Selection Options list. TIME MANAGEMENT, last updated June 17, 2008 Page 21 of 32

22 3. Click on the Choose icon to send to the Selection fields list and continue. 4. Enter the criteria data into the fields now appearing in the Selection area. 5. Click on the Save icon to save the settings as a Variant. 6. Enter a variant name. Include Org unit information and sufficient description and save. To use a Variant for Time Entry: 1. On the Time Sheet: Initial Screen, click on the button. 2. On the Personnel Number Selection for Fast Data Entry, click on the Variant icon to select the variant which describes the group of employees for which you wish to enter time. Then execute. 3. Select the employees for time entry. Click on the Enter Time icon and continue the time entry process on Time Sheet: Data Entry View. Following entry, time must be approved. TIME MANAGEMENT, last updated June 17, 2008 Page 22 of 32

23 Approve Working Times (CATS_APPR_LITE) To approve time for one employee: 1. Enter CATS_APPR_LITE in the Command field of the SAP Easy Access screen. 2. To approve hours for one employee, enter the Personnel Number in the field and execute. TIME MANAGEMENT, last updated June 17, 2008 Page 23 of 32

24 3. Review the times listed. Click each row that should be approved. To highlight all rows, click on the first row, hold down the shift key and click on the last row. Selected rows will then be highlighted. 4. Click on either the Approve or Reject icon. A system message will appear to confirm approval. Following approval, time must be transferred. TIME MANAGEMENT, last updated June 17, 2008 Page 24 of 32

25 Variant for Time Approval To create a variant for CATS_APPR_LITE: 1. Click on the Selection Fields icon. 2. Select the criteria by clicking on the selection box next to each desired field name in the Selection Options list. 4. Click on the Choose icon to send it to the Selection field list. 5. Click. 6. Enter the criteria data into the fields now appearing in the Selection Criteria area. 7. Enter a variant name. Include Org unit information and sufficient description and save. To approve time for several employees: 1. Click on the Selection Fields icon. 2. Select the variant for the group of employees whose time needs approval. 3. Click the execute icon. 4. Click on each time entry to select for approval. To highlight a group of rows, click on the first entry, hold down the Shift key and click on the last entry in the group. 5. Click on either the Approve or Reject icon. A system message will appear to confirm approval. Following approval, time must be transferred. TIME MANAGEMENT, last updated June 17, 2008 Page 25 of 32

26 Time Transfer (ZCAT6) To carry out the Time Transfer process for one employee: 1. Key ZCAT6 in the Command field of the SAP Easy Access screen. 2. To transfer time, enter the Personnel Number in the field and execute TIME MANAGEMENT, last updated June 17, 2008 Page 26 of 32

27 3. After execution, an output screen will display transferred time. The top section of the transfer screen will indicate how many records failed to transfer (unsuccessful postings), the number of total records in the transfer, and the number of successful postings. 4. Unsuccessful postings are highlighted in red. They require corrections through CAT2. Any changes must be reprocessed through release, approval and transfer. Transfer Note: If the first pass at initial transfer does not produce expected results, use Repeat Transfer. TIME MANAGEMENT, last updated June 17, 2008 Page 27 of 32

28 Variant for Time Transfer To create a variant for ZCAT6: 1. Click on the Multiple Selection icon. 2. For a large number of employees, click on the push button at the bottom of the Multiple Selection for Personnel number screen. 3. Choose the Organizational assignment tab and enter the desired field values (such as Personnel Area, Personnel Subarea, Employee Group, Employee Subgroup, Organizational Unit, and/or Cost Center values). 4. Click on the Start Search icon. TIME MANAGEMENT, last updated June 17, 2008 Page 28 of 32

29 5. Next click on the individual section boxes next to each employee or click on the Select All icon. 6. Click on the Copy icon or press Enter to copy the selected employees. 7. Execute. 8. Save to save the settings as a variant. 9. Enter a variant name. Include Org unit information and sufficient description and save. 10. Upon return to the Transfer Time Data Selection screen, execute. Note: You may create a variant for a small number of employees by entering their Personnel Numbers and then clicking on the execute icon. To use a variant for ZCAT6: 1. On the Transfer Time Data Selection screen, click on the Get Variant icon. 2. Double-click on the desired Variant. 3. Execute to transfer. TIME MANAGEMENT, last updated June 17, 2008 Page 29 of 32

30 Instructions for Display Working Times (CATS_DA) To display entered time: 1. Enter CATS_DA in the Command field of the SAP Easy Access screen 2. Enter the desired timeframe or use the Period drop-down list. 3. To display time for one employee, enter the Personnel Number in the field and click the icon. 4. The employee s time will display. Time status will be displayed in the Status field: Time in process, not released Time approved Time released for approval Time rejected 5. To choose more than one employee for display, click the Get Variant icon and doubleclick on the desired variant. To create a variant for time display: 1. Click on the Selection Fields icon. 2. Select the desired criteria field(s) by clicking on the selection box next to the field name in the Selection Options list. 3. Click on the Choose icon to send it to the Selection field list. Click. 4. Enter the criteria data into the fields now appearing in the Selection Criteria area. 5. Enter a variant name. Include org unit information and sufficient description and save. TIME MANAGEMENT, last updated June 17, 2008 Page 30 of 32

31 Time Transfer Verification (ZVERXFER) Time administrators can verify that time entered into CAT2 has been approved and properly transferred with a report generated with ZVERXFER. With this report, system users can see time that has been transferred successfully, time that has not been successfully transferred, or both. This report can be run for any grouping of people via variants which are set up and saved in much the same way as for CAT2 and other time transactions. 1. To run the report, enter ZVERXFER in the Command field of the SAP Easy Access screen. 2. Complete fields on Verify Transferred Time. Period. First select the time period for the report. Selection Criteria. The selection criteria can be expanded by pressing the Selection Fields icon. Following the same process as for CAT2, CATS_DA, etc., select all the fields you wish to use to select employees if they are not already displayed. Next select the organization unit, if any, you wish to check. Additional Criteria. Select whether you want to see all time that has been transferred, only time that did not get transferred, or both. If you wish to save this as a variant, do so in the usual fashion by clicking the Save naming the variant, and saving it again. icon, 3. Click on execute icon. TIME MANAGEMENT, last updated June 17, 2008 Page 31 of 32

32 Results. You will receive a screen that looks like the CATS_DA screen with all of the same information. There is an additional column on the right that indicates whether the time was transferred with a yes or no. All records indicating that the time did not transfer are sorted first. There are two reasons why an entry may be labeled as no. First, there is no corresponding record in IRIS for the absence or attendance code on the date in question. Second, while there is a corresponding record for the date and absence code, the hours are not the same. TIME MANAGEMENT, last updated June 17, 2008 Page 32 of 32