Transcript Document

Controllers Office-Payroll
Updated 3/8/13
CalTime to PPS
From a Timekeeper perspective: The timing of exempt employee
leave reporting and how does the leave usage make its way to PPS.
CalTime to PPS
CalTime
– is a standardized timekeeping system currently used to report leave usage
for exempt employees.
– provides an easy and accessible way to submit leave usage electronically
so that leave usage can be reported into our Payroll Personnel System
(PPS).
– Allows employees to view leave balances in real time.
Payroll Personnel System (PPS)
– Is the system of record for leave accruals, usage, balances, and pay related
information. This means leave such as vacation, sick leave, and comp-time
should always be kept accurate. CalTime should be kept in sync with PPS.
– Leave balances in PPS are referenced when calculating termination
vacation payout.
Data Flow: CalTime to PPS
CALTIME
PPS
1. Employee enters leave
2. Employee approves time-sheet
3. Supervisor reviews and approves
time-sheet
4. Timekeeper reviews and signs off
on time-sheet (time-sheet is locked)
Leave Usage appears in PPS and leave
balance is adjusted
5. Leave Usage is batched to PPS
Note: This is an example of how leave usage is reported for the current month. Prior
month adjustments require a different process.
Timing: How does leave usage
get into PPS
Employee
approves
Timecard
Supervisor
approves
Time card
Timekeeper signs
off on timecard
Leave is
electronically
sent to PPS *
Leave
Usage is
in PPS
Jan.
1st of month 5th of month
10th of month
1/14/13
01/15/13
Feb.
1st of month 5th of month
10th of month
02/13/13
02/14/13
Mar.
1st of month 5th of month
10th of month
03/14/13
03/15/13
Apr.
1st of month 5th of month
10th of month
04/15/13
04/16/13
May
1st of month 5th of month
10th of month
05/14/13
05/15/13
Jun.
1st of month 5th of month
10th of month
06/13/13
06/14/13
*Note: The example above is based on the January –June 2013 Payroll Deadline Calendar. Leave usage is
electronically batched from CalTime to PPS on the same date as the AYSO deadline date on the Payroll
calendar. http://controller.berkeley.edu/payroll/Schedules/OPTRSDeadlineScheduleJanthroughJune2013.pdf
Leave: Caltime compared to
PPS
Caltime
PPS
When is Leave
Accrued
1st of the month
1st of the month. However, accrued
leave will appear in PPS the day after
the MO and MA OPTRS final deadline.
When can you
report leave
Anytime
Semi-monthly pay cycle (leave is
reported for prior month)
Leave balance
adjustments after
pay period has
closed and timesheets are locked
Adjustments are made in Adjustments are made in Caltime and
Caltime and then must be then must be manually process in PPS
manually processed in PPS
When can
employee use the
leave
They can use leave as
soon as it is accrued on
their time-sheet
They can use leave as soon as they
have accrued it
Who sees the
balances
Employees, Supervisors,
and Timekeepers
Only timekeepers that have access to
PPS
Leave Usage Adjustments for
prior pay periods
Example of best practice:
FEBRUARY
MARCH
Employee enters
accurate leave usage
February Leave
usage is sent to PPS
Example of practice (not best) that requires an adjustment:
FEBRUARY
MARCH
Employee enters
leave usage
February Leave
usage is sent to PPS
APRIL
Employee needs to
correct usage for
February
Leave Usage Adjustments for
prior pay periods Continued.….
Example of practice (not best) that requires adjustment:
FEBRUARY
MARCH
Employee enters
leave usage
February Leave
usage is sent to PPS
APRIL
Employee needs to
correct usage for
February
When this happens…additional steps are necessary
1. Timekeeper must perform a ‘historical edit’ in CalTime (for edit tutorial,
go to http://caltime.berkeley.edu/training/timekeepers.html)
2. The timekeeper should ensure that the employee and supervisor are
informed of the edit.
3. Timekeeper must manually enter leave adjustment in PPS
Leave Balance Reset
What is a leave balance Reset?
• A leave balance reset is defined as an adjustment to the total leave
(comp time or vacation or sick leave) balance.
• Typically this is done when the balance has been identified as
incorrect and we cannot locate when the actual error took place.
• Perhaps one of the following occurred
– Caltime is correct but PPS is not
– PPS is correct and Caltime is not
– PPS and Caltime are both incorrect
Leave Balance Reset
continued…
What does the timekeeper do when faced with the following?
Error
What
How
CalTime is correct but
PPS is not
Process balance
adjustment only in PPS
http://controller.berkele
y.edu/payroll/LeaveRepo
rting/LeaveAccrualandUs
ageReporting.htm
PPS is correct and
CalTime is not
Process balance
adjustment only in Caltime
http://caltime.berkeley.e
du/training/timekeepers.
html
PPS and CalTime are
both incorrect
Process balance
adjustment in both PPS
and Caltime
See both links above
Leave Reporting
CALTIME
Name of Report
Date available
Leave Usage genie Anytime
Where is report
CalTime
PPS
Name of Report
Date available
Time Benefits Roster Day after the SM OPTRS final
deadline (see payroll deadline
calendar)
BAIRS leave report Day after the SM OPTRS final
deadline (see payroll deadline
calendar)
Where is report
Page Center
BAIRS reporting EDW
Note: If you are comparing leave usage in Caltime to PPS. It is best to run the PPS report
immediately after the SM cycle closes (see payroll deadline calendar). When you run your
leave usage genie in Caltime, it should be for the pay period of the prior month
(remember we report leave usage in arrears).
Additional information
Caltime:
• Training materials may be found at
http://caltime.berkeley.edu/training/timekeepers.html
• A more detailed overview of leave usage in Caltime may be found at
http://caltime.berkeley.edu/training/timekeepers.html
• Additional questions can be emailed to [email protected]
Payroll Personnel System (PPS):
• Training materials pertaining to leave balances, usage, and reporting may be
found at
• http://controller.berkeley.edu/payroll/LeaveReporting/LeaveAccrualandUsageRe
porting.htm
• Additional questions can be emailed to [email protected]