SBCUSD - Information Technology Department

Transcription

1 SBCUSD - Information Technology Department Revised: June 14, 2016

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3 Preface This manual is based on the SAP R/3 System. All rights reserved. No part of this publication may be reproduced or used in any form or by any means graphic, electronic, or mechanical, including photocopying, recording, taping, or in information storage and retrieval systems without written permission from the publisher. This participant guide is for internal distribution only. SAP is a registered trademark of SAP AG. Microsoft is a registered trademark and Windows is a trademark of Microsoft Corporation. About This Guide This participant guide is intended to supplement instructor led training for the SAP R/3 system. It is meant for you to use as a workbook during class and as a ready reference on the job. This guide is not designed for selfstudy, nor does it replace or replicate SAP R/3 online help and documentation. This participant guide includes several learning modules, each of which addresses a particular business activity or task. Each module builds on the previous module. Information regarding the execution of tasks in SAP R/3 is referenced in the participant guide. Course Prerequisites A basic understanding of the Windows environment is a prerequisite for this course. It is assumed that you can use a mouse, are familiar with basic Windows elements such as the title bar, menu bar, and scroll bars, and can select menu options and applications. SBCUSD Information Technology Page 1

4 Course Objectives Upon the completion of this course, you will be able to: Describe the Time Entry Process Login to SAP Time Entry Describe the Time Entry Initial Screen Describe the Time Entry Data Entry View Screen Display an employee s time sheet Enter absences onto a time sheet Enter attendance onto a time sheet Change data on a time sheet Display an employee s absence quotas (Sick and Vacation Time) Run various Time Entry reports SBCUSD Information Technology Page 2

5 Table of Contents Chapter 1: Introduction to Time Entry... 4 Lesson 1: Overview of the Time Entry Process... 5 Time Entry and Time Approval Guidelines... 7 Lesson 2: SMARTFind Express (eschoolsolutions) Lesson 3: Time Entry Terminology Chapter 2: Explain the CATS Time Sheet Lesson 1: Login to SAP and the Time Entry Screen Lesson 2: Adding Transactions to Your Favorites Folder Lesson 3: Explain the Time Sheet: Initial Screen Lesson 4: Explain the Time Sheet: Data Entry View Screen Chapter 3: Enter Employee Absences and Attendance Lesson 1: Setting Time Entry Default Settings Lesson 2: Displaying an employee s time sheet Displaying an employee s time sheet when employee appears on the list Displaying an employee s time sheet when employee does not appear on list Lesson 3: Entering absences onto an employees time sheet Lesson 4: Entering attendance onto an employees time sheet Lesson 5: Uploading personnel number(s) in the Time Sheet: Initial Screen (CAT2) Lesson 6: Changing an employee s time sheet Lesson 7: Display an employee s absence quotas Chapter 4: Generating Standard Reports Lesson 1: Running the Approved Positions for Employees Report (ZPOSITION) Lesson 2: Running the Time Sheet Data Report (ZCADO) Display and Print Time Sheet Data on the Report of Absence form Sending a Zcado report via and saving as Excel Lesson 3: Running the Display Absence Quota Information Report (PT_QTA10) Setup the PT_QTA10 report to see all your department employees Print the PT_QTA10 report for your employees Lesson 4: Running the Personal Work Schedule Report (PT63) Appendix Stop a Transaction Hide/Show Left Pane in PA20 (Object Manager) Warning or Error Messages Time Entry Contact List Frequently Asked Questions (FAQs) SBCUSD Information Technology Page 3

6 Chapter 1: Introduction to Time Entry Module Objectives Upon the completion of this module, you will be able to: Describe the Time Entry process Describe SAP and CATS terms Calendar for payroll dates SmartFindExpress (eschoolssolutions) SBCUSD Information Technology Page 4

7 Lesson 1: Overview of the Time Entry Process Employee attendance is tracked through the CATS (Cross Application Time Sheets) module in SAP. Attendance is tracked by either negative time (absences) or positive time (attendance). Absences and leaves will be tracked through CATS for contract employees. Attendances (or hours worked) will also be tracked for hourly and extra/additional duty positions. An employee s personnel area will determine how their attendance is processed. The District will use the "Classified Contract" and "Classified-Certificated Extra/Additional Duty, Non- Classified and Substitute" sign-in sheets for collecting time for both absences and attendance. You may use your own sign-in sheets as long as they contain all the same elements the district s sign-in sheets. Once the time is entered into SAP, a report is printed and the employee signs verifying that their absences and attendance has been posted into the CATS system correctly. The Time Administrator can make changes to the employee s time sheet up to two months in arrears and six months in the future. You must submit an IOC to Payroll to request an absence correction beyond the 60 day limit (e.g., You are in the CATS system for current month of March 2009 and you make changes into the CATS system back to January 9).Changes made after the close of a payroll cycle will be reflected on the employee s next paycheck. Attendance (positive time) must be entered into CATS for an employee to be paid! SBCUSD Information Technology Page 5

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9 Time Entry and Time Approval Guidelines These guidelines come from the SAP Payroll Team. If you have any questions please call (909) Time Entry Groups and When to Enter Their Time into SAP Note: All positive time entry must be entered into SAP or the employee will not get paid! Employee Group Classified Full Time Contract Employees (Main Position) Classified Full Time Contract Employees (Main Position) Classified Part Time Contract Employees (Main Position) Classified Part Time Contract Employees (Extra and Addl Duty) Positive Negative N P Attend/Abs Code WKDY (overtime) COTE/COTU (comp time earned/used) Payroll Period 1 st to 15 th 16 th to EOM* 1 st to 15 th 16 th to EOM* When Paid Time is Due Comments 15 th and EOM* 16 th and next business day after EOM 15 th and EOM* 16 th and next business day after EOM N 20 th to 19 th 9 th 2nd business day after the 19 th P ADDA EXTR COTE/COTU (comp time earned/used) 20 th to 19 th 9 th 2nd business day after the 19 th *End of Month. Permanent full time employees should appear on your Time Sheet: Initial Screen list (CAT2). If the employee s work schedule appears on the first row of the time sheet, then you only enter the hours they are absent from their jobs (e.g., SICK, VACA, Jury Duty, etc.). If the employee worked more hours than their normal work schedule, then you have to enter time worked that exceeds what is shown on the 1 st row of their time sheet. Part time employees should appear on your Time Sheet: Initial Screen list (CAT2). If the employee s work schedule appears on the first row of their time sheet, then you only enter the hours they are absent from their jobs (e.g., Sick, Vacation, Jury Duty, etc.). If the employee worked on another assignment outside of their normal work schedule, then enter the hours they worked. This includes extra duty work and noncontract hours, and comp time. SBCUSD Information Technology Page 7

10 Employee Group Classified Substitutes Non-Classified Employees Non-Classified positions: Recreation Aides Noon Duty Aides Certificated Contract Employees (Main Position) Certificated Contract Employees (Extra/Addl Duty) Certificated Adult Ed, ROP, and SUB Employees Certificated SUB Employees Positive Negative Attend/Abs Code Payroll Period When Paid Time is Due Comments P 20 th to 19 th 9 th 2nd business day after the 19 th N P ADDA or EXTR 1st to EOM* N & P 20 th to 19 th 9 th Use position number of absent employee when entering substitute s time. If entering time for long-term sub, enter the subs position number. 1st 1 st Permanent full time employees should appear on your Time Sheet: Initial Screen list (CAT2). If the employee s work schedule appears on the first row of the time sheet, then you only enter the hours they are absent from their jobs (e.g., Sick, Vacation, Jury Duty, etc.). 1 st to EOM* 1 st 2 nd business day after the 19 th 2nd business day after the 19 th Time must be entered into SAP with approved position number for the extra or additional duty. Check SUBS time worked with SmartFind Express. SFE enters time worked into SAP. SFE time will not appear on the SUBS time sheet. SBCUSD Information Technology Page 8

11 Employee Group Certificated Nonmanagement (Open Calendars) e.g., Resource Teachers, Program Facilitators, Program Specialists. Working Out of Class and Employees with Additional Contract Jobs Classified Management (Open Calendar) Certificated Management (Open Calendar) *End of Month. Positive Negative Attend/Abs Code Payroll Period When Paid Time is Due Comments N SCDO 1 st EOM* 1 st 1 st Employee should appear on your Time Sheet: Initial Screen list (CAT2). You must enter non-work days into SAP for open calendar positions so employee does not get over paid. N NWDY 1 st to 15 th 16 th to EMO* 15 th and EOM* 16 th and next business day after EOM Call Payroll at or for instructions on a case by case basis. You must enter non-work days into SAP for open calendar positions so employee does not get over paid. N NWDY 1 st to EOM* 1 st 1 st You must enter non-work days into SAP for open calendar positions so employee does not get over paid. SBCUSD Information Technology Page 9

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13 Additional Important Information Open Calendars Any non-management employee on an open calendar MUST have the days they are required to take off entered as an absence called SCDO Scheduled Day Off. If this is not done correctly the employee could be overpaid. If you have any questions regarding open calendars and/or with the number of SCDO s that are required, please call payroll for help. Administrators are also on an open calendar and MUST have the days they are required to take off entered as an absence called NWDY Non-Work Day. If this is not done correctly the employee could be overpaid. Working Out Of Class and Employees with Additional Contract Jobs Please call Payroll and they can explain the proper procedures of entering time on a case-by-case basis. Time Entry: It is highly recommended to enter time daily and have it approved prior to the due dates. This will take less time in the long run and allow for any problems to be solved in a timelier manner. It is also recommended to run the Z-Position Reports prior to starting Time Entry. This tool can save you time by showing you the start and end dates of jobs, the correct position number to use, as well as the budget. Shown in Chapter 4, Lesson 1. If you have a problem with a Position number not being valid for dates you are trying to enter, please contact the appropriate HR department. Position numbers are created based on the information you submit on the HR 29 and 30 forms. SBCUSD Information Technology Page 11

14 Lesson 2: SMARTFind Express (eschoolsolutions) Certificated Time Administrators MUST enter absences into the SAP CATS system for employees who use the SmartFind Express system to report their absences and request a substitute teacher. Time Administrators DO NOT have to enter attendance for the substitute teachers that were called to work via the Express system. SmartFind Express is interfaced with SAP ONLY for certificated substitute attendance which will post automatically. Time Administrators DO have to login to the SmartFind Express system daily to review employee absences and substitute attendance and make corrections if necessary. Contact HR Certificated at (909) if you need training and/or assistance with the SmartFind Express system. Classified Time Administrators MUST enter absences into SAP CATS system for employees/managers who use the SmartFind Express system to report their absence. Time Administrators MUST also enter attendance into SAP for Classified employees who use the SmartFind Express system. Classified substitute attendance is entered as positive hours in the SAP CATS system. Contact HR Classified at (909) for training and/or assistance with the SmartFind Express system. Do not let a substitute begin work without a job number! An employee and substitute can change their phone number in SmartFind Express. They cannot change their address. Contact the Payroll department to change the address. SBCUSD Information Technology Page 12

15 Lesson 3: Time Entry Terminology These terms are used to describe the different areas and tasks performed in CATS. Absence/Attendance Type Describes the reason for the absence or attendance (e.g., SICK for absence). Attendance types will automatically populate when you enter the position number. CAT2 Transaction used to enter time and absences for district employees. Cost Center The budget code number (Budget number) to which this employee s wage is charged. This cost center is automatically linked to the position. Data Entry Profile Determines the method of data entry and the layout of the Time Sheet: Data Entry View screen. Key Date Determines the period for which you should enter or display times. Leave Compensation The financial compensation for leave entitlement that has not been used. Leave Entitlement The number of days or hours of leave an employee is entitled for the current fiscal year. Contractual provisions govern an employee s leave entitlement. For example: number of sick days available. Negative Time Entering only time absent from planned worked schedule. For example: sick leave or vacation leave. Payroll Cycle The Payroll cycle is the cutoff date in which to submit employee time and time corrections. For example: attendance due dates. Period Work Schedule The time each employee is expected to be at work as defined in the HR Master Data system. For example: a full-time classified employee usually works Monday through Friday, 8:00 am to 4:30 pm. Position Assigned characteristics and attributes of a job. Positions are assigned to organizational units and are linked one to the other. Positive Time SBCUSD Information Technology Page 13

16 Entering actual time worked. For example: hourly employees or an extra or additional duty assignment. Quotas Determines an employee s entitlement to his/her sick, vacation, and all other leaves. Time Administrator The person assigned to enter time (attendance and/or absences) for employees under his/her jurisdiction. Time Reporting Method This is the method of reporting attendance and absences in the CATS system (e.g., post positive time for attendance or negative time for absences). SBCUSD Information Technology Page 14

17 Chapter 2: Explain the CATS Time Sheet Module Objectives Upon the completion of this module, you will be able to: Logging in to SAP and the Time Entry Screen Adding Transactions to your Favorites Explain the Time Sheet: Initial Screen Explain the Time Sheet: Data Entry screen Describe terms within the Time Sheet: Initial and Data Entry Screen SBCUSD Information Technology Page 15

18 Lesson 1: Login to SAP and the Time Entry Screen In this lesson you will learn how to login to SAP and the Time Entry screen. Step-by-Step 1. From your desktop, point to the SAP logon icon and double-click. The SAP Logon 740 screen displays. 2. Select SAP System and then click the Log On button. If this is missing, contact the HelpDesk at In the Client field, verify that 300 appears. 4. In the User field, enter your user name (e.g., first initial, middle initial and last name). 5. In the Password field, enter your password. If this is the first time you are logging in to SAP, your password is given by the IT Security Specialist at (909) Click on the Continue button or press the [Enter] key. The SAP Easy Access screen displays Standard Toolbar Application Toolbar SBCUSD Information Technology Page 16

19 Lesson 2: Adding Transactions to Your Favorites Folder Use the Insert Transaction function to add to the Favorites folder. These favorites will show on your SAP Easy Access screen. 1. Click on Favorites on the SAP Easy Access main menu bar (top left). 2. Click on Insert transaction. 3. Enter the transaction code you want to add to your Favorites folder. 4. Click on the Continue button. Change description of a transaction in the Favorites folder 1. Single click to highlight the transaction name in the Favorites folder that you want to change. 2. Click on the Change Favorites button. 3. Type a new name in the Change a favorite dialog box. 4. Click on the Continue button. Delete transaction in the Favorites folder: 1. Single click to highlight the Favorite you would like to delete. 2. Click on the Delete Favorites button Displaying Technical Names 1. Click Extras on the menu bar. 2. Click on Settings. 3. Click to place a check mark in Display technical names 4. Click on the Continue button. SBCUSD Information Technology Page 17

20 Lesson 3: Explain the Time Sheet: Initial Screen This lesson will describe the elements within the Time Sheet: Initial Screen and the Time Sheet: Data Entry View (time sheet) screen. Step-by-Step 1. In the Command field (if not showing, select the arrow), type CAT2 and then click on the Continue button. 2. If your parameters are set correctly, your employees will appear on the Time Sheet: Initial Screen. The Time Sheet: Initial Screen displays. Personnel Area (Per ) 1CCL=Classified 1TCT=Certificated 1CML=Classified Manager 1TMC=Certificated Manager CSN=Non Classified Sub Subarea (Su ) 187C=Teacher on C Track 215O=Open Calendar EE group (Employee Group) 1=Active EE subgrp (Employee Subgroup) 01=FT Salary 02=PT Salary 04= PT Hourly The Time Sheet: Initial Screen Column Headings Personnel No. Human Resources assigns the employee s personnel number. The SAP R/3 Human Resources module uses a personnel number instead of the employee s social security number to search for employees. Last Name / First Name This is the employee s name as stored in the Human Resources module. Report any errors to Human Resources - Certificated or Human Resources - Classified departments. Pers. Area (Personnel Area) This area describes the employee group in which this employee belongs (e.g., 1TCT for Certificated Teacher or 1CCL for Classified Regular Employee). Subarea (Personnel subarea) This term identifies whether the employee is a full-time, part-time, 9 month, 10 month, 11 month, or open calendar employee of the district (e.g., administrators and some certificated personnel). EE group (Employee Group) This column identifies whether the employee is active (1), separated (2), inactive, or retired from the District. EE subgroup (Employee Subgroup) SBCUSD Information Technology Page 18

21 This area identifies whether the employee is paid a salary or hourly wage (e.g., 01=FT Salary, 02=PT Salary, 04=PT Hourly). Cost ctr (Cost Center) This column identifies the budget number for School, Management, and Goal. Org.unit (Organizational Unit) This area identifies to what organization (department or school) this employee belongs (e.g., 774- Elementary Instruction or 102-Ramona-Alessandro Elementary School). TM Status This area displays the Time Management Status (e.g., Time evaluation of negative times (contract employees), of positive times (extra or additional duty). The Time Sheet: Initial Screen Application toolbar Enter Times Use this button to enter the Time Sheet: Data Entry View. Select the employee whose time you will be entering/changing before clicking this button. Select all persons Use this button to select all the employees from the Person selection area. Deselect all persons Use this button to deselect all the employees from the Person selection area. Sort ascending Use this button to sort the Person selection list in ascending order. Select the column in which to sort before clicking this button. Sort descending Use this button to sort the Person selection list in descending order. Select the column in which to sort before clicking this button. Settings Use this button to change the list of employees you are viewing by Time Administrator. SBCUSD Information Technology Page 19

22 Lesson 4: Explain the Time Sheet: Data Entry View Screen This lesson will explain the elements of the Time Sheet: Data Entry View screen. Step-by-Step 1. From the Time Sheet: Initial Screen window (CAT2), select an employee by clicking on the grey field to the very left of the employee number. 2. Click the Enter Times button. The Time Sheet: Data Entry View window displays. 3 Application Toolbar Elements of the Time Sheet: Data Entry View screen 8 at bottom 1. Target Hours Row The information shown along this row is the employee s scheduled work time. When posting absences, never post more hours than what appears in this row for any given date. It also shows the maximum number of hours a substitute and/or non-contract employee is approved to work. When posting attendance, never post more hours than what appears in this for any given date. 2. Total Column The value shown in this column gives you the total number of hours entered on that row. In the example above, 84.0 means that this employee is scheduled to work 84.0 hours in the month of December. 3. Data Entry Period The dates shown here identify the current time sheet month currently displayed. If you need to go to a previous month or future month, click the Previous/Next Screen buttons. 4. Pers.no. (Personnel Number) You will enter the employee s personnel number (located on the back of their Employee ID badge) in this field just before entering absence or attendance hours. 5. Name This column displays the employee s name. Make sure you are in the right time sheet before posting absences or attendance. SBCUSD Information Technology Page 20

23 6. A/A (Absence/Attendance Type) You will select the absence or attendance code from the list. The list will not be exactly the same for everybody. Make sure you press the [Enter] key after entering the Personnel No. and Position Number so the list populates with the correct codes. 7. Position You will enter the employee s position number for which you are posting absences or attendance in this field. Refer to the Approved Positions for Employees report (ZPosition) for this number. Instructions on how to run this report can be found in Chapter Horizontal Scroll Bar Use the horizontal scroll bar to display days in the month that are hidden from the current screen. When you point to the scroll bar and wait a few seconds, you will see a date reference. When you see the date in which you want to post time, click the scroll bar and you will be taken to that date in the time sheet. 9. Date Columns (TU 02/03) Each column represents a specific date on the calendar. Click in the date column for which the employee was absence or worked (attendance) and enter the number of hours absent or worked. The Time Sheet: Initial Screen Application toolbar Select all entries Use this button to select all of the of the entries you have made for the current employee/employees. Deselect all entries Use this button to deselect all of the of the entries you have made for the current employee/employees. Sort ascending Use this button to sort the Person selection list in ascending order. Select the column in which to sort before clicking this button. Sort descending Use this button to sort the Person selection list in descending order. Select the column in which to sort before clicking this button. Totals line on/off This button hides or displays the Totals line. Target hours on/off This button hides or displays the Target hours line. Weekdays on/off This button hides or displays the text from the column headings. For example: WE or FR. Detail time data After you have selected one line, this button will display the current line in its own screen. Long Text This function is presently disabled. SBCUSD Information Technology Page 21

24 Check entries This button will check to see if there are any errors in the information that has been entered. Check log Use this button to run a check for errors before saving. Legend This button displays all activity that has been performed. Settings Use this button to set the default view in the Time Sheet: Data Entry View (the defaults entered here set the parameters to display all of the employees you are responsible for entering time). Target hours Target hours are the expected or planned hours for the employee's main position. Reset entries This button resets the time sheet screen to its original settings. Insert line This button will insert a new line for you to enter absences. Delete line After you have selected a line, this button will delete the line from the time sheet. Copy line This button will duplicate a line from the time sheet. Split line This button will insert a line above the cursor with the same attendance type. Master Data Use this button to navigate to the Quota Overview (PT50) screen to view the current employee s quota for sick leave and vacation time. Additional Assignment This button is a shortcut to the ZPosition Report which displays any additional assignments. Previous Screen/Next Screen Use these buttons to move forward to future time sheet periods or backward two time sheet periods. SBCUSD Information Technology Page 22

25 Chapter 3: Enter Employee Absences and Attendance Module Objectives Upon the completion of this module, you will be able to: Set up Time Entry Default Parameters Select an employee s time sheet Enter and save employee absences and attendance SBCUSD Information Technology Page 23

26 Lesson 1: Setting Time Entry Default Settings You will use this procedure to set your default list of employees so they will automatically appear every time you enter the Time Sheet Initial Screen. First you will need to set up your default settings. Once the parameters are set, the employees you are responsible to enter time for will automatically appear on your Time Sheet: Initial Screen. If this list is incorrect, contact HR Certificated at or HR Classified at to have it corrected. Step-by-Step Each time you move to a different site, you will need to change your default parameters to display the new site's list of employees 1. From the SAP Easy Access menu, click System on the Menu bar. Point to User profile, then point and click on Own data. 2. Click on the Parameters tab. 3. Scroll through the list and verify that the three codes listed below appear in the list and that your administrator code and group code are listed in the Parameter value column. If they do not appear, enter them on the next available row at the bottom of the list. Parameter ID CVR SAZ SGR Parameter Value Z_TMADM [your 3-digit administrator code]* [your 4-digit group code]* *The Payroll Department maintains this list. Their telephone number is Your SAP instructor will look these codes up for you in class. L01 ELEM 4. Check within the Parameter ID column to see if there is an ID named VSR. If there is such an ID it must be deleted. 5. To delete this ID, click to the left of VSR. This will highlight the entire line in yellow. 6. Once highlighted, click on the Delete Line button. 7. Click the Save button. The next time you enter transaction code CAT2, the Z_TMADM profile will automatically display and your list of employees will appear. SBCUSD Information Technology Page 24

27 Lesson 2: Displaying an employee s time sheet In the following exercise you will perform the steps to enter the time sheet screen in CATS. Step-by-Step 1. In the Command field, enter CAT2 and then press the [Enter] key. If your parameters are set correctly, your employees will appear on the Time Sheet: Initial Screen. Refer to Lesson 1 in this chapter (page 29) for instructions on how to set your default settings so your employees will automatically appear in this screen. The Time Sheet: Initial Screen displays. Personnel Area (Per ) 1CCL=Classified 1TCT=Certificated 1CML=Classified Manager 1TMC=Certificated Manager CSN=Non Classified Sub Subarea (Su ) 187C=Teacher on C Track 215O=Open Calendar EE group (Employee Group) 1=Active EE subgrp (Employee Subgroup) 01=FT Salary 02=PT Salary 04= PT Hourly SBCUSD Information Technology Page 25

28 Displaying an employee s time sheet when employee appears on the list 1. If necessary, enter CAT2 in the Command (SAP Easy Access screen). 2. From the Time Sheet: Initial Screen, highlight the employee s name by clicking the gray box to the left of their name. 3. Click the Enter times button from the Application toolbar. If the employee s name does not appear on the list, refer to the Displaying an employee s time sheet when employee does not appear on the list instructions that follow next in this lesson. The Time Sheet: Data Entry View displays. The personnel No, Position No., and Work Hours come from the zposition report. To close the time sheet without saving changes, click the Cancel button and then click OK to cancel time recording. SBCUSD Information Technology Page 26

29 Displaying an employee s time sheet when employee does not appear on list Use this procedure to enter absences and attendance for an employee that does not appear on your Time Entry Initial Screen. Step-by-Step 1. From the SAP Easy Access menu, enter CAT2 in the command field and press [Enter]. 2. Click the Settings button on the Application toolbar. 3. Click on the Persons tab. 4. Click on the Report pers. select option button. Make sure that the Variant sel. report field is blank. 5. Click the Continue button. 6. Click the Person Selection button (lower-left corner of screen). 7. In the Personnel number field, enter the employee's personnel number if you have it, if you do not then use the button to find person by name. 8. Click the Execute button. 9. Select the employee and click the Enter Times button. SBCUSD Information Technology Page 27

30 Lesson 3: Entering absences onto an employees time sheet Use the steps in this lesson to enter absences (sick, vacation, jury duty, etc.) onto an employee s time sheet. Contract, Full and Contract Part Time employees. Before you begin entering hours onto an employee s time sheet, run the Approved Positions for Employees report (ZPosition). The instructions to run this report are found in Chapter 4. Posting Non-Working Days and Scheduled Days Off It is extremely important that you post non-working days (NWDY) for all management employees and scheduled days off (SCDO) for all Classified and Certificated employees that work an open calendar as well as partial contract and job share employees. Failure to do so could over pay an employee and this overpayment will be deducted from your site s budget! Common absence code types Absence Types Sick, Illness Out of Sick Leave Vacation Out of Vacation Leave Funeral Leave (Classified) Bereavement (Certificated) Jury Duty Personal Necessity Scheduled Day Off (Certificated)** Non-working Day (Managers)*** Furlough Day Off Compensation (Comp) Time Used**** Code SICK OOSL VACA OOVL FUNR BVMT JURY PERS SCDO NWDY FRLO COTU **It is imperative that you enter SCDO codes for staff who work an open calendar (e.g., Program Facilitators and Program Specialists). ***It is imperative that you enter NWDY for certificated and classified managers so they do not get over paid!!! ****Full time classified only. SBCUSD Information Technology Page 28

31 Step-by-Step 1. Display the employee s time sheet (CAT2). Refer to Lesson 2 in this chapter for step-by-step instructions on how to display an employee s time sheet. 2. Click in the first available cell below the Pers.no. column. 3. Enter the employee s personnel number or employee ID (same # as the cell directly above). 4. Click in the first available cell below the Position column, and enter the employee's position number. Refer to the Approved Positions for Employees (Zposition) report. 5. Press the [Enter] key. This will populate the A/A drop-down list with the appropriate codes. Some employees have multiple position numbers. Make sure you enter the correct position number for the hours you are posting. 6. Click in the first available cell below the A/AType (Attendance/Absence Type) column. 7. Click the List button and select the desired absence code from the list (e.g., SICK, VACA- Vacation, SCDO-Scheduled day off). The Absence Codes vary according to their position/title/classification. For instance, absence types for certificated personnel will have slightly different absence codes than classified personnel or management. 8. Click in the date column (e.g., TH 12/03) in which you want to enter time absent for the employee. 9. Enter the number of hours the employee was absent. Minutes entered must be a percentage of an hour. Example: =.75 (45 mins divided by 60) =.25 (15 mins divided by 60). Do not enter more hours than what is displayed on the Target Hours line. SBCUSD Information Technology Page 29

32 10. Press the Enter key. You will receive an error message if the hours you are posting exceed their quota, the hours do not coincide with the employee s planned work schedule, or if you entered two entries on one date. (Refer to the Warning or Error messages section in the Appendix). To correct the error, change the number of hours entered or the Absence Type and then press the Enter key. To make a note about the absence or attendance after you have input hours, click once on the cell, then select the Long Text icon in the tool bar. Make your note, it saves automatically, use the back arrow to continue. Use the Long Text icon to read the note. 11. Continue entering absences for the entire attendance period on the same time sheet. Use the Prev Screen/Next Screen month. buttons if you need to enter time in the previous month or next Use the same row in the time sheet for different days when the absence type is the same, however use a different row when the absence code changes. If you need to delete an entire row, select the row by clicking the gray box at the far left of the row and then click the Delete Line button. 12. Click on the Check button to see if there are any errors. 13. Click the Save button. You will see Your data has been saved on the status bar. 14. Repeat Steps 1-13 until all employee absences and attendance have been posted. 15. Click the Back button to return to the SAP Easy Access Menu. 16. After all absences and attendance hours have been posted for all employees at your site, run the Time Sheet Data Report (ZCADO) and have employee review and sign. Refer to Chapter 4, Lesson 2 on how to run this report. SBCUSD Information Technology Page 30

33 Lesson 4: Entering attendance onto an employees time sheet Use the steps in this lesson to enter attendance (part time hourly, extra duty/additional assignment, etc.), subs and non-contract employees onto an employee s time sheet. There are also instructions on how to import multiple employees at one time. Common Attendance Codes (A/A field) Attendance Types Overtime** School Business* Comp Time Earned Extra Duty (Class. and Cert.) Additional Duty (Cert Only) Classified Substitute Overtime*** Code WKDY SBUS COTE EXTR ADDA SUBS OVTM *Worked outside of planned work schedule (e.g., Saturday). **For permanent part time employees working additional hours in their main assignment less than 8 hours. ***For full time classified employees who work beyond their 8-hour day. Step-by-Step 1. Display the employee s time sheet. Refer to Lesson 2 in this chapter for instructions on how to display an employee s time sheet. Employee not showing on your time sheet is also in Lesson Click in the first available cell below the Pers.no. column. Enter the employee s personnel number or employee ID (same # in the cell directly above). 3. lick in the first available cell below the Position column, and enter the employee's position number. Refer to the Approved Positions for Employees (Zposition) report. Some employees have multiple position numbers. Make sure you enter the correct position number for the hours you are posting. 4. Click in the first available date column (e.g., TH 12/02) in which you want to enter time worked for the employee. 5. Enter the number of hours the employee worked. SBCUSD Information Technology Page 31

34 Minutes entered must be a percentage of an hour. Example: =.75 (45 mins divided by 60 mins) =.25 (15 mins divided by 60 mins). Do not enter more hours than what appears on the Approved Positions for Employees (ZPosition) report. 6. Press the Enter key. You will receive an error message if the hours you are posting exceed their quota, the hours do not coincide with the employee s planned work schedule, or if you entered two entries on one date. (Refer to the Warning or Error messages section in the Appendix). To correct the error, change the number of hours entered or the Absence Type and then press the Enter key. 7. Verify that the A/A column automatically populated with the correct attendance code. If it didn t, click the drop-down arrow and select it. 8. Continue entering attendance for the entire attendance period on the same time sheet. Use the Prev Screen/Next Screen month. buttons if you need to enter time in the previous month or next Use the same row in the time sheet for different days when the attendance type is the same, however use a different row when the attendance code changes. If you need to delete an entire row, select the row by clicking the gray box at the far left of the row and then click the Delete Line button. 9. Click on the Check button to see if there are any errors. 10. Click the Save button. You will see Your data has been saved on the status bar. 11. Click the Back button to return to the SAP Easy Access Menu. 12. Run the Time Sheet Data Report (ZCADO) and have employee review and sign. Refer to Chapter 4, Lesson 1 on how to run this report. SBCUSD Information Technology Page 32

35 Lesson 5: Uploading personnel number(s) in the Time Sheet: Initial Screen (CAT2) See Chapter 3, Lesson 2 for displaying employees not on your time sheet From Time Sheet: Initial Screen (CAT2) 1. Drag over your list of personnel numbers (within Excel) and give the Copy command (e.g., Ctrl + C, Edit + Copy, Right-click + Copy). 2. Navigate to the Time Sheet: Initial (CAT2). 3. Click the Settings button. The Settings dialog displays. 4. Click the Persons tab. 5. Click the Report Pers Select option. 6. Click the Continue button. The Time Entry: Initial Screen redisplays. 7. Click the button. SBCUSD Information Technology Page 33

36 The Personnel Number Selection for Fast Entry screen displays. 8. In the Personnel Number field, click the Multiple Selections button. The Multiple Selection for Personnel Number dialog box displays. 9. Click the Upload from clipboard command. The copied personnel numbers will fill the column. 10. Click the Copy button. The Personnel Number Selection for Fast Entry redisplays. 11. Click the Execute button. The Time Sheet: Initial Screen redisplays. To display one time sheet with all the names on the list, select all the employees who now appear on your Time Sheet: Initial screen and then click the Enter Times button. SBCUSD Information Technology Page 34

37 Lesson 6: Changing an employee s time sheet This lesson will show you the steps to correct an employee s time sheet (e.g., change VACA to SICK or 6 hours worked to 8 hours worked). You can make a change to the current, future, and previous month. If you need to make a correction beyond these limits, you must submit an IOC to the Payroll Department with the reason why and a Payroll Technician will have to correct the time sheet. If the Time Approver (Site Administrator) has already approved the time sheet, a corrected time sheet will reappear on their screen for another approval. The time sheet on the approver s screen will state change in the reason column. If the change will affect an employee s pay, the correction will appear on their next paycheck. 1. From the SAP Easy Access screen, enter CAT2 into the command field and press [Enter]. The Time Sheet: Initial Screen displays. 2. Select the employee and open their time entry screen. Refer to Lesson 2 in this chapter for instructions on how to display an employee s time sheet. 3. If necessary, navigate to the month that needs the correction. 4. Click in the field you wish to change and make any corrections as needed (e.g., changing the hours from 6 to 8, or absence type from sick leave to family leave). If you need to delete an entire row, select the row by clicking the gray box at the far left of the row and then click the Delete Line button. 5. Click the Save button. You will see Your data has been saved on the status bar. SBCUSD Information Technology Page 35

38 Lesson 7: Display an employee s absence quotas This lesson will show you the steps to display an employee s absence quotas while displaying an employee s time sheet. Step-by-Step From Time Sheet: Data Entry screen 1. Display the employee s time sheet. Refer to Lesson 2 in this chapter for instructions on how to display an employee s time sheet. 2. Click the Abs Att Quota button from the Application toolbar. 3. In the Personnel no. field, verify the employee's personnel number and press [Enter]. The Quota Overview screen displays. 4. Within the Selection Dates tab, select the From Today button (bottom of screen). SBCUSD Information Technology Page 36

39 5. Select the Absence quotas tab to display the details of each type of absence quota for nonmanagement employees. OR select the Attendance quotas tab for management employees. In the Column: Quota text: SICK Leave Rollover and VACA Leave Rollover are hours that rolled over from the previous school year. PERS-Personal Necessity Leave are the 7 days you get each year to use toward personal necessity or personal business. Entitl: Number of hours you had at the beginning of the current school year. Rem.: Displays the available sick or vacation time you have remaining. Requested: How many sick and vacation hours you have used this year. Contact the Payroll Department if you feel these figures are in error. 6. Click the Back button until you return to the Time Sheet: Data Entry Screen. SBCUSD Information Technology Page 37

40 Chapter 4: Generating Standard Reports Module Objectives Upon the completion of this module, you will be able to: Run the Approved Positions for Employees report (ZPosition) Run the Time Sheet Data report (ZCADO) Run the Absence Quota report (PT_QTA10) Run the Personal Work Schedule report (PT63) SBCUSD Information Technology Page 38

41 A quick review of the reports used (the following pages explain how to run them): ZPOSITION: this report is used to show an employees approved position(s). The first column tells if this is the Main, Additional, Extra, Classified Sub, CerTificated Sub or Unidentified Position. Position ID is very important; this tells HR what job the employee did at your site. And then, the Rate, the Hours allowed to work and the budget they are paid from for this position are listed. ZCADO: This report is used mainly to show employees what is on their absence list for the next paycheck. It is also used to show time approved. Have them sign and return this report, or make changes if necessary, so their paychecks are correct. PT_QTA10: This report is used to show employees their available sick and vacation time. PT63: This report displays the date, day of the week, hours they are scheduled to work and start and end times for the employee displayed. This report would provide valuable information if you are unsure of what hours/days an employee is hired to work If any of the reports fail to print in landscape, click the Properties button at the bottom of the Print dialog box and select X_65_132 in the Format field. See #11 under the ZCADO report for further details. Also check your printers dialog (properties) area. SBCUSD Information Technology Page 39

42 Lesson 1: Running the Approved Positions for Employees Report (ZPOSITION) Run this report to display personnel and position numbers for all employees who report to your site. Step-by-Step 1. From the SAP Easy Access screen, click the (create new session) icon. 2. In the command field, enter ZPOSITION. Now this report and your time entry are open at the same time. 3. Click the Enter button or press the [Enter] key. The Approved Positions for Employees parameters screen displays. 4. In the Period area, select Current Month. Delete dates 5. In the Other Period area, delete the dates in both date fields. 6. In the Restriction on Selection area, next to the Organizational Unit field, click on the Multiple selection button. Do not change these fields! These fields were populated to exclude the classified and certificated substitutes (994/995) and employees no longer working for the district ( ) from the ZPosition Report. 7. In the Single Vals tab, enter your school site number. 8. Click on the Copy button (bottom left corner of the dialog box). This will return you to the parameters screen. SBCUSD Information Technology Page 40

43 9. Scroll down the screen until you see the Position Type Selection area. 10. Click to place a check mark next to the Main Position option. This will ensure that all employee s main position appear on the report. Use the other options if they apply. 11. Click the Execute button. 12. The employee s ID number, personnel number (Pers.no), position numbers (Pos ID) and Hours (Hour ) are shown on this screen. Explanation of Position Types (Pos Typ): M=Main Position A=Additional Assignment E=Extra Duty C=Classified Substitute T=Certificated Substitute U=Unidentified. 13. To print, click the icon in the Standard Toolbar, click,. You can sort your list by clicking on the heading to highlight it, and then right click to get the options. Sample of the Approved Positions for Employees Report 14. Click the Back button twice to return to the SAP Easy Access menu. SBCUSD Information Technology Page 41

44 Lesson 2: Running the Time Sheet Data Report (ZCADO) Run this report to display and analyze time sheet data and print the information on the SBCUSD Report of Absence form. Have your employees review the data on the form and sign it for your records. This is a good way to see what will be approved. Step-by-Step Display and Print Time Sheet Data on the Report of Absence form 1. From the SAP Easy Access screen, enter ZCADO in the command field. 2. Click the Enter button or press the [Enter] key. The Time Sheet: Display Time Sheet Data screen displays. /MASTER 3. In the Reporting period area, select Other period and then enter the beginning and ending dates of the payroll reporting period (e.g., 01/01/2009 to 01/15/2009 or 02/01/2009 to 02/28/2009). 4. In the Display variant field, click in the blank white box, then click the possible entries button, select. This will print one employee per page. SBCUSD Information Technology Page 42

45 5. In the Time administrator field, enter your 3-digit code (e.g., L01, RS4). If you want a print out of just 1 employee, leave the Time Administrator field blank and enter the employee s Personnel number in the Personnel number field (top of screen). 6. Click the Execute button. A list of employee absences/attendance displays. Right-click on any column heading to hide columns, hide totals, sort, and set filters, etc. 7. Insert a stack of the SBCUSD Report of Absence forms* into your printer. You may have to experiment a little to determine which direction to insert the forms into the tray. 8. Click the Print button on the Standard toolbar. The print dialog box displays. 9. In the Output device field, verify that Local appears. If not, click the list button and select it. 10. In the Number of pages area, select Print all to print all employees or Print from page to print or reprint selected pages. SBCUSD Information Technology Page 43

46 To hide the SAP Cover Sheet: click (bottom of Print dialog box), click the next to Cover Sheets, double click on SAP Cover Page, select Do not Print from the SAP Cover Sheet drop-down list (refer to screen shot below). You can select Show Selected Print Parameters if you want to see your settings on your print screen. 11. Click the button to send the report to the printer. If the report fails to print in landscape, click the Properties button at the bottom of the Print dialog box and select X_65_132 in the Format field. 12. Hand the printouts to your employees and have them verify that the information is correct. SBCUSD Information Technology Page 44

47 13. If the information is correct, have them sign the form, keep a copy for your records. If the information is not correct, research the issue and make corrections to the employee s time sheet. After the corrections have been made, reprint the report and have the employee sign it. File the signed form along with the other signed forms. Sample of employee time sheet printed on the SBCUSD Report of Absence form The next page has a blank Report of Absence for you to print out and use. If you open the manual electronically, you can print that page only. To filter the Attendance Exceptions (errors, cautions, okays, undefined), right click on the Exceptions heading and select Set Filter. A good reason to use this would be that you only want the ok (approved) data to show on a print out. SBCUSD Information Technology Page 45

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49 SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT Report of Absence I hereby certify the above to be true and correct. School or Location Payroll Period Signature of Employee Signature of Supervisor

50 Sending a Zcado report via and saving as Excel Step-by-Step 1. Open Zcado. 2. Input Personnel Number. 3. Select Reporting Period you want. 4. Click the Execute button. 5. Select the Print Preview button 6. Select the Spreadsheet button. 7. Select Excel and then click the button. The Save As screen opens. 8. Save this where you want it, then it opens. If you get a message asking if you are sure you want to open it, click Allow. 9. Go to File>Share> >Send as Attachment. Fill in the Message fields. SBCUSD Information Technology Page 46

51 Lesson 3: Running the Display Absence Quota Information Report (PT_QTA10) This report is used to view employee s entitled time, used time, and remaining time. Furlough hours/days are not tracked on this report. Step-by-Step 1. From the SAP Easy Access screen, enter PT_QTA10 in the command field. 2. Click the Enter button or press the [Enter] key. The Display Absence Quota Information screen displays. 3. In the Period area, select the Current year, make sure the date fields are blank. If you want a certain time period select Other period, and then enter the beginning and ending dates of the desired period in the calendar fields. 4. In the Personnel number field, enter the employee s personnel number. To see your entire department information, see the instructions below. 5. Click the Execute button. The Display Absence Quota Information screen displays. 6. To print this report, click the Print button and then click the button. 7. Click the Back button twice to return to the SAP Easy Access screen or enter /n in the Command field and press the [Enter] key. SBCUSD Information Technology Page 47

52 Setup the PT_QTA10 report to see all your department employees 1. Follow steps 1 through 3 to go to this report screen. 2. Click on the tab (top left of screen). 3. Scroll down the Selection options list on the left side and find the Time Recording Administrator (see picture below). 4. Double click on it. This will insert the Time Recording Administrator field under the Selection fields column (right side). 5. Click on the Continue button in the bottom left corner. This brings up the Selection Screen which now has Time recording administrator at the bottom. 6. Click in the Time recording administrator field and enter your time recording admin code. OR Click in the Time recording administrator field, and then on the icon. 8. Scroll down the list until you find your site code and double click on it. You should now see your admin code in this field. 9. Click the Execute button. The Display Absence Quota Information screen displays with all your department employees. SBCUSD Information Technology Page 48

53 Print the PT_QTA10 report for your employees By default, the printed document will look like the report you see on the screen. To print a separate page for each employee listed, you must change the printer default setting. 1. With the Display Absence Quota Information screen displayed (see previous page), select the Choose button (top of screen). The Choose Layout screen opens. 2. Click on /IND LIST. The Choose Layout screen disappears and you see the Absence quotas displayed. 3. Click the Print button on the Standard toolbar. The print dialog box displays. 4. Click on the Continue icon to process the print job. The print job will print your employee s quotas on separate pages. SBCUSD Information Technology Page 49

54 Lesson 4: Running the Personal Work Schedule Report (PT63) Run this report to display employee s work schedule. Step-by-Step 1. From the SAP Easy Access screen, enter PT63 in the command field. 2. Click the Enter button or press the [Enter] key. The Personal Work Schedule parameters screen displays 3. In the Period area, select the period you would like to display (e.g., Other period 02/01/2013 to 03/01/2013). 4. In the Personnel number field, enter employee s personnel number 5. Click the Execute button. The Personal work schedule screen displays. This report displays the date, day of the week, hours they are scheduled to work and start and end times for the employee displayed. This report would provide valuable information if you are unsure of what hours/days an employee is hired to work. SBCUSD Information Technology Page 50

55 Appendix Information found in this appendix Stop a Transaction Hide Left Pane in PA20 (Display HR Master Data) Error Messages Who to contact when you have questions Frequently Asked Questions SBCUSD Information Technology Page 51

56 Stop a Transaction You may have accidently run a job that you want to stop. This will instruct you on how to force quit any transaction in SAP. Step-by-Step 1. Click on the button (top left corner) above the Standard Toolbar. 2. Click on Stop Transaction. This stops any transaction in SAP, it does not have to be a report; any transaction will be terminated when using the Stop Transaction feature. Hide/Show Left Pane in PA20 (Object Manager) If you need more screen, you can hide the Object Manager screen when in Display HR Master Data (PA20). This is with the Object Manager open. To close it, click in the command box, and then on Settings to Hide Object Manager. You can also resize this manager by dragging the side lines. SBCUSD Information Technology Page 52

57 This is with the Object Manager closed. To open it, click in the command box, and then on Settings to Show Object Manager. SBCUSD Information Technology Page 53

58 Warning or Error Messages If an employee has surpassed or has not been assigned a quota limit, an error message will appear, thus not allowing the entry to be saved. You can check the employee's quota by clicking on the Master Data button, or by accessing transaction PT50 from the SAP Easy Access screen. If you have made two separate entries on one date, the system will give you an error warning. If you made a mistake, you can fix the error. However, there are employees that job share or have two positions and the system may have given you the error erroneously. If this is the case, keep pressing <ENTER> to get SAP to accept the hours entered and save. A YELLOW "W" is just a "warning" notice: You will be able to save your document by continuing to press <ENTER> until the Yellow warning goes away (e.g., hours not during planned working time). A RED "E" is an "error" notice: You will not be able to save until you have fixed the error. SBCUSD Information Technology Page 54

59 Time Entry Contact List Please contact the following department for answers to: Training and Support Information Technology Login to use SAP Information Technology, Security Desk SmartFind Express Help HR Certificated HR Classified Employees missing from your Time Sheet Initial Screen HR Certificated HR Classified Attendance/Absence Codes SAP Payroll Desk Position Numbers Fiscal Services, Position Control... (909) or Frequently Asked Questions (FAQs) Question: When I try to access CAT2, SAP tells me that I do not have authorization. Check to make sure you are in Client 300. Contact: Security Specialist: [email protected] Question: When I go into CAT2, my list of employees is missing or is not correct. Make sure the default settings are set up correctly as instructed in the Time Entry Training Manual, especially after the client is refreshed. Contact Information Technology [email protected] SBCUSD Information Technology Page 55

60 Question: I am trying to enter positive time for my employee. SAP says "position is not approved for employee " Access your ZPosition Report and confirm the start and end dates of the employee's position before contacting HR. Contact: HR Certificated HR Classified Question: I have a new employee that isn't showing up on my Time Entry list or there are employees missing. Contact: HR Certificated HR Classified Question: The quota is missing from one of my employees, or the quota is incorrect. Contact: SAP Payroll Question: When I am in CAT2, the target hours (the hours it shows per day that my employee is allowed to work) are incorrect. Contact: HR Certificated HR Classified Question: My employee's Personal Necessity/Extended Leave has been approved, but it is not in the system. You do have the approved paperwork. Check transaction PT50 to make sure that the quotas are indeed missing, and if they are missing: Contact: SAP Payroll You do not have the approved paperwork. Contact: HR Certificated HR Classified SBCUSD Information Technology Page 56