Shared Services/ Accounting TACS Adjustpay USER GUIDE Course No

Transcription

1 Shared Services/ Accounting TACS Adjustpay USER GUIDE Course No

2 TABLE OF CONTENTS Page I. OVERVIEW 4 II. ACCESS TO TACS Adjustpay 5 A. How to obtain a Logon ID & Password 6 B. Access from TACS 7 III. HOW TO LOGON 8 A. Special instructions for a first time user 9 B1. What to do if user changes finance number/work location 10 B2. What to do if you cannot log on 10 IV. SYSTEM AVAILABILITY 11 V. PAYROLL ADJUSTMENTS 12 A. Explanation of Base Card Panel 14 B. Explanation of Higher Level Card Panel 16 C. Explanation of buttons on Adjustment Entry Panel Clear Button Delete Button Print Panel Button Leave Balance Button (Lv Bal) Remarks Button Save Button New: Buttons (SSN, YR/PP/WK) 32 D. Explanation of Menu Bar System Profile Forms 37 a. Certification Reprint 38 b. Blank Form c. Worksheet Help Adjustment Entry Logoff 44 2

3 Page E. Hours Code Definitions 45 F. Enter hours changes 46 G. Examples of hours changes 47 H. Error Messages 54 3

4 I. OVERVIEW TACS Adjustpay is a web-based application to automate and re-engineer the Form 2240 (Pay, Leave and Other Hours Adjustment Request). Currently, the supervisor, manager, or postmaster completes a paper Form 2240, signs, obtains the signature of the employee, and submits the form to the District Accounting Office for entry into the Adjustment Processing System (APS), B50M. TACS Adjustpay will enable the supervisor, manager, or postmaster to enter a minimum amount of information into the TACS Adjustpay application, which has the look and feel of TACS, through a Graphical User Interface (GUI). Access to TACS Adjustpay will be available from the TACS main menu screen. Appropriate messages will be displayed at the top of the panel to notify the user of the status of their entry. Upon system acceptance of the entry, the user will print a document for their signature and the employee s signature for filing and retention. Any errors (exceptions) after an adjustment has been successfully submitted will be handled at the Eagan ASC. Currently, TACS Adjustpay is designed for adjustments to non-rural employees. 4

5 II. ACCESS TO TACS ADJUSTPAY In this part of the User Guide, you will learn how to obtain a Logon ID and Password using the provided link to the Form The Form 1357 requires supervisor approval and will be submitted to Security at the Eagan IT/ASC, 2825 Lone Oak Parkway, Eagan, MN Once you have your Logon ID and Password, you will be given instructions on how to access TACS Adjustpay from TACS. The user will be able to easily access TACS from TACS Adjustpay and vice versa by clicking on a TACS button or TACS Adjustpay button. 5

6 II.A. HOW TO OBTAIN A LOGON ID & PASSWORD You will find the form online at: or as a document file at Note: Please print all entries except for signatures. Incomplete information may cause delays in implementation or return of this form. Section A: User Identification 1. Print your full name. 2. Enter your Social Security Number. 3. Enter your Budget Authorization Code. 4. Enter your Finance Number. 5. Enter your official job title. 6. Enter your employment status. 7. Specify your work organization, e.g. IRMD; Phoenix Division; Central Region, Finance; Systems and Programming, San Mateo PDC. 8. Enter your USPS or company mailing address (include ZIP+4). 9. Enter your PEN and commercial phone numbers. 10. Enter your MSC Codes and MSC Name, if applicable. 11. Read and understand the User Responsibility Agreement Statement * and Privacy Act Statement (printed below) before signing and dating this document. 12. Your manager must read and understand the Manager Responsibility Agreement Statement * prior to affixing his/her name, Social Security Number, signature, date, and phone number. Section B: Computer Access Requested 13a. Please check, circle, and describe the support that you will require. Specify any system compilers or other special software required in support of your request. Include all data access (CICS transaction IDs, IDMS codes, etc.) requirements of any special security required of the system or data. Include any support services (data entry, etc.) needed. Estimate the number of service hours required per week in support of your request. Special access request to the DDE/DR system will require DDE/DR Functional System Coordinator to supply the access code and user type. Include the ISP System name (ISP System/Subsystem Name/lndex Name) if known. 13b. Enter the name of the application(s) or resources to which access is sought. 13c. Specify if applications or files within applications are sensitive or proprietary. 13d. Specify the appropriate access level to applications and files. READ access allows a user to read and copy, but not to change a filename or it's contents. WRlTE access allows a user to change the contents of or delete a file, to create files within a catalog or directory, and may permit renaming and relocating files. EXECUTE access allows a user to execute or use a program file, but generally not to see or change it. ALLOCATE access allows a user to delete, rename, catalog uncatalog, or archive a file. Section C: Computer Access Approvals 14a-d. The Contracting Officer's Representative (COR) will complete this block - reference the ASM, (Administrative Support Manual ); Procurement Manual (PM); and Handbook AS-8O5, ADP Security. If the contractor has not been screened, the contractor must complete and attach Forms 2025 and 2181 with this request. 15. The COR will complete Block 14 before entering his/her name, signature, date, and phone number. 16. To approve grants of access, the Functional System Coordinator enters his/her name, signature, date, and phone number. 17. Computer Systems Security Officer (CSSO) or the person (Logon ID Administrator) responsible for assigning a logon ID to a user enters his/her name, signature, phone number, and date. The Logon ID Administrator must also indicate in the upper left hand corner of Form 1357-S where the original of this Form 1357-S will be kept and in the upper right hand corner the Logon ID assigned. Form 1357, Section 13a. should read, Employee needs access to GROUP 11. Also, include your existing logon ID for TACS and the mainframe if you have one. 6

7 II.D. ACCESS FROM TACS All TACS Adjustpay Users will have access to the TACS Timekeeping application. The Adjustpay button is located on the TACS Home Page only. When the User clicks on <Adjustpay> it will then display the TACS Adjustpay logon screen. 7

8 III. HOW TO LOG ON After entering the Address as described previously, you will see this screen. Type in your User (logon) ID and Password, click on the <Logon> button, or <Enter> on your keyboard. 8

9 This is the first screen in TACS Adjustpay. Your logon and password are linked to the Mainframe. Approximately every 30 days you will be prompted to change your password. When that occurs, enter your new password in the Change Password box and retype your new password in the Retype Password box. The User ID and Password are not case sensitive, which means that you can use all Upper case letters or a combination of Upper and Lower case letters. III.B. SPECIAL INSTRUCTIONS FOR A FIRST TIME USER 9

10 When users enter TACS Adjustpay through their Logon ID and Password for the first time, they will be directed to a Profile panel. Fill in the required fields (*) and click on the Update button or press the <Enter> key. The panel will automatically show your User ID. Tab from box to box. Work Number: Enter your work number (Area code first) and extension if you have one. CC: Mail Address: The cc: Mail address we re looking for is your: Last Name, First Name and Middle Initial. Site/Facility: This is your physical work location (i.e. AMC Chicago) State: Tab to the State box, then use the drop down menu to select your state. If you type I for Illinois, the drop down will take you to the first I state alphabetically (Idaho), then click on your state. When you click on the Update button this information will be saved. 10

11 III.B.1. WHAT TO DO IF USER CHANGES FINANCE NUMBER/WORK LOCATION Should the user relocate to a new finance number and/or work location, you can access your profile to update the information. This is very important if your phone number changes so that you can be contacted for information. To update your profile, click the Profile button when it appears on the blue Menu Bar across the top of any screen. This will take you to the Profile panel with your current information where changes may be updated to your record. III.B.2. WHAT TO DO IF YOU CANNOT LOGON Once users have a Logon ID and Password they should be able to logon to TACS Adjustpay as instructed above. If you are unable to log on after applying these instructions, contact the Accounting Help Desk at SHARED ( ). 11

12 IV. SYSTEM AVAILABILITY TACS Adjustpay is available from Day 5 (Wednesday) of Week 1 through Day 7 (Friday) of Week 2 each pay period from: 6:00 a.m. to 7:00 p.m. Central Time 9:00 p.m. to 4:00 a.m. Central Time The system will be used for input of basic hour adjustments that reflect changes for the prior 14 pay periods from the current pay period. No adjustments can be input for the current pay period. Pay adjustments older than 14 pay periods must be submitted to the Imaging Center. All pay adjustments for employees who did not receive pay for a full pay period must be submitted to the Imaging Center. 12

13 V. PAYROLL ADJUSTMENTS Logon using the instructions from III. (see sample screen below). After the user logs onto TACS Adjustpay, a Warning screen will be displayed. Please read the warning, and if you agree, press <Enter> to indicate I agree 13

14 The next screen will be the New SSN screen. Enter the SSN, Year, Pay Period, and Week of the employee s record you wish to adjust. Click the Get Data button with your left mouse button, or <Enter>. Note: When you click the Reset button on this panel, all data will be cleared. 14

15 V.A. EXPLANATION OF BASE CARD PANEL Each employee who has been paid by the USPS has a Base Card. When the user requests a SSN and a Year/Pay Period/Week, a Base Card will display with the history for that individual populated on both the History: (left side) of the panel, as well as the Change To: (right side) side of the panel (see example below). The employee s SSN, Name, YR/PP/WK, and Employee Status are listed on the top line. The light gray tab indicates the Base Card. When selected, it continues into the full card, which means the Base Card is being looked at. Paid At: indicates the employee s actual RSC, Level and D/A as paid for that pay period. This does not necessarily match current information. 15

16 History: displays the current hours history for the employee for that year, pay period, and week. In the History: is a Description of the hours, the Hours Code (Hrs Cd) and the Hours Paid (Hrs Pd). A plus (+), minus (-), or blank next to the Hrs Cd indicates whether the corresponding hours are added, subtracted, or have no impact on the hours paid. Prior to any manual update, the Change To: side (right side) of the panel duplicates the History: hours information. The Change To: side is the ONLY place on the Base Card panel where changes can be made. Specific information on how to enter hours changes can be found in Chapter V.F Note: The Add Higher Level Card is indicated on the Higher Level tab. This indicates the person does not have Higher Level history. When entering an adjustment which includes Higher Level, click on the Add H/L Card tab and enter the RSC:, Level:, and HLLD: for the Higher Level assignment, then proceed to input the Change To: Description and Hrs Cd fields. 16

17 V.B. EXPLANATION OF HIGHER LEVEL CARD PANEL Below is a Higher Level Card with Annual Leave at Higher Level 06. The same information is displayed on the Higher Level Card as on the Base Card. For example, the SSN, Name, YR/PP/WK, and Employee Status are the same. The Paid At: information is different, which in this case shows that the employee was paid at RSC P, Level 06. For the purpose of demonstration, the Base Card is also displayed at the left. Since all of the hours for the pay period and week are on the Higher Level Card, there are no Hours fields shown on the Base Card. 17

18 V.C. EXPLANATION OF BUTTONS ON THE ADJUSTMENT ENTRY PANEL There are 8 buttons on the right side of the panel. The first group relate to the current information on the Change To: side of the panel. The second group enables the user to request a new SSN or YR/PP/WK for the current SSN if making multiple adjustments for the same employee. 18

19 V.C.1. CLEAR BUTTON The Clear button enables the user to return to the original data (the Change To: fields with original history data without submitting the transactions to TACS Adjustpay). Panel A This is the way the screen looked when first displayed. Change To: information is an exact duplicate of History: information. Panel B This screen shows the Workhours were changed from to and the Annual Leave FMLA changed from to The Crossfoot: Number changes after pressing the <Tab> key. 19

20 By clicking the Clear button, the changes made in Panel B will revert back to the original screen as in Panel A. 20

21 V.C.2. DELETE BUTTON The message,! Adjustment Pending for this SSN/YRPPW, indicates that an adjustment has been entered, submitted, and is pending until Week 2, Day 7 of the Pay Period in TACS Adjustpay. As in the example below, hours of AL FMLA was changed to hours and the workhours were adjusted to Click on the Delete button when an adjustment was entered and it is incorrect. For example, you changed AL FMLA TO for an employee on Tuesday, submitted the action and received the certification. However, on Wednesday you realized that you wanted it to be hours of SLDC. If you click on the Delete button, it will change the hours back to how it was displayed originally, and it should match the History: or left side of the panel. 21

22 In order for the user to change the AL FMLA to SLDC, click on the <Delete> button and it will delete the pending adjustment as shown below. The message,! Delete Successful is now displayed in the message field. Delete actions are allowed until COB Week 2, Day 7 of each pay period. 22

23 The adjustment of 8.00 hours of SL DC is now entered and submitted. The panel below reflects the change to SL DC. 23

24 V.C.3. PRINT PANEL BUTTON The Print Panel button enables the user to print a snapshot of the Adjustment Entry Panel. The user may choose to print the full panel, which includes Remarks, to retain with the adjustment documentation. When the user is on the Base Card panel and clicks on the Print Panel button, only the base card information will print. If the Higher Level Card panel needs to be printed, click on the Higher Level Card and then click on the Print Panel button. 24

25 V.C.4. LEAVE BALANCE BUTTON (Lv Bal) Many of the adjustments that the user will encounter relate to leave. To assist in making these adjustments, a Leave Balance panel is available. Click on the Lv Bal button for leave information regarding both the Adjustment Pay Period and the Current Pay Period. After clicking on the Lv Bal button, the screen will be displayed as above. Click on Refresh to update the leave correctly. 25

26 The Adjustment Pay Period is the one selected by the user to view/adjust. The Current Pay Period reflects leave balances for the employee as of the last paid Pay Period. Click the Back to Adjustment button to go back to the adjustment currently being input. 26

27 V.C.5. REMARKS BUTTON Depending upon the size of your PC monitor, there will be a difference is what you can view as you look at the screen. Due to this, a Remarks button is available where it is easily viewed. By clicking on the Remarks button the cursor will go to the Remarks box where the user may insert notes. Do not use hyphens or apostrophes in the Remarks box. The remarks serve several purposes. First, they assist in refreshing the user s memory as to why the adjustment was created. Second, they serve as a paper trail for any future investigations. When the certification document is printed, any remarks typed into the Remarks: box will appear on this form providing information to the employee. 27

28 This is an example of how the Adjustment Panel will look when remarks have been entered. 28

29 V.C.6. SAVE BUTTON When you Click the Save button, the information/changes you have entered into TACS Adjustpay will filter through the Mainframe adjustment system. If the data is accepted, the Adjustment Certification Panel will appear on the screen. If the data is NOT accepted, an error message will appear in the Message Area. The example below is one where the data was NOT accepted, with error message,! AAB HOURS DO NOT CROSSFOOT TO 40. (CROSSFOOT=048.00). 29

30 After reducing the workhours by the exact number of annual leave hours and returning to a Crossfoot: of hours, the adjustment below was accepted. 30

31 The TACS Adjustpay Adjustment Certification screen below will appear when the data is accepted. The User must have Adobe Acrobat installed on their PC in order to print forms. Click on the Print button. The entire TACS Adjustpay Adjustment Certification document will print. The document requires both the User and the Employee signatures. Keep on file attached to support documentation for the normal timekeeping retention requirement of 3 years. 31