Transcript Document

Time Management
HR_TM_300
Time Management
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Course Prerequisites and Roles
•Prerequisites
 UK_100 - IRIS Awareness and
Navigation
 HR_200 - HR Overview
•Roles
 Users responsible for the recording
and reporting of working times and
absences
 Supervisors needing to understand
the overall process, especially the
approval of time
 Users needing to display leave
accrual and balance information
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Course Content
• Unit 1 - Time Management Overview
• Unit 2 – CATS Time Entry
• Unit 3 – CATS Time Entry with Cost Allocation
• Unit 4 – Selection Variants
• Unit 5 – Approval & Transfer of Time
• Unit 6 – Absence Quotas
• Unit 7 – Displays & Reports
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Course Learning Objectives
• Become familiar with the IRIS Time Management
processes and terminology
• Gain an understanding of and be able to execute the
three steps involved in the time entry process
• Create selection variants for working with multiple
employees
• Be able to understand and work through various system
messages
• Learn how to display absence
quotas (leave balances) and
process various pay-outs upon
separation or retirement from
the University
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Unit 1
Time Management
Overview
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Time Management
• Time Management provides support for all processes
involved in the planning, recording, and reporting of
employee working times (attendances) and absences.
• Time Management is integrated with Personnel
Administration to obtain and validate information on
working hours and leave quotas for absences.
• There is also integration with Payroll.
Hours entered,
approved, and transferred are automatically released to
the Payroll Department to be processed.
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Key Benefits
• Default Target Hours for hourly employees (based on
their work schedule) can be easily applied to the time
entry screen to lessen the amount of manual data entry.
• Overtime is automatically calculated by the system based
on all hours entered within one week’s time.
• Vacation, TDL, Holiday and Military leave is maintained in
IRIS (excluding Post Doc Scholars and Housestaff
employees).
• Many on-line reporting capabilities
are available.
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Key Time Management Infotypes
• Planned Working Time (0007)
• Absences (2001)
• Attendances (2002)
• Time Quota Compensation (0416) – Vacation, TDL, and
Holiday Payouts
• Quota Corrections (2013) – Employee Relations use only
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Time Management Data
• Certain time-related data is established in an employee’s
IRIS-HR master data record (Personnel Administration
area) and is used throughout the time entry process:
 Planned Working Time (daily Target Hours)
 Period Work Schedule
 Absence Quotas (Vacation, TDL, Holiday/Bonus Days, and
Military Leave balances)
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Infotype 0007 - Planned Working Time
• This infotype displays the normal work schedule
information for an employee, which is also used to
determine an hourly employee’s Target Hours.
• The Time Mgmt status determines how the employee will
be paid; by actual times entered (biweekly employees) or
by the planned times (monthly employees).
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Work Schedule Rules
• Some examples:
 FI1C = 8 h/d – 40 h/w – M-F
 FI2C = 7.5 h/d – 37.5 h/w – M-F
Fixed Work
Schedule Rules
 FL1C = 8 h/d – 40 h/w – S-S
 FL2C = 7.5 h/d – 37.5 h/w – S-S
 FL3C = 10 h/d – 40 h/w – S-S
 FL4C = 12 h/d – 40 h/w – S-S
 FL6C = 24X7 flex
Flexible Work
Schedule Rules
• If Target Hours are used, the number of hours per day in
the rule will be “entered” on the days noted in the rule.
• Any number of hours worked can be entered on any day,
but a Warning message will appear if the hours entered
exceed the hours listed or are on a day not in the rule.
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Flexible Work Schedule Rules
• Flexible Work Schedule Rules allow for a more varied work
schedule outside the default set-up in the Planned Working
Time Infotype (0007) for a period of time or indefinitely.
• They mainly allow leave to be entered up to 7 days a week
and up to the appropriate number of hours per day for the
employee. For example,
 If an employee is set to 8 h/d – 40 h/w – M-F, you cannot
enter more than eight hours of vacation/TDL on any day
Monday through Friday.
 So, if this employee works four 10-hour days (Saturday
through Tuesday) and needs to claim/use ten hours of
vacation or TDL on any of those four days, you would need to
change to the 10 h/d – 40 h/w – S-S schedule.
 NOTE:
This must be changed using the “FTE Change” action
in PA40 by the main HR employee in the department.
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Work Schedule Rule Warning
• Do not change a Work Schedule Rule effective on a date in
which time has already been entered!
 Doing so would cause IRIS to change the hours which have
already been entered to values much greater than might be
expected or desired!
• Change a Work Schedule Rule effective on a date on which
time has not already been entered on/past that date!
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IRIS Payroll Schedules
• The IRIS Biweekly/Monthly Payroll Schedules are available
on the UK Payroll web site:
 http://www.uky.edu/EVPFA/Controller/prlhome
• For each Payroll Period, the schedules include:
 Dates when HR documents are due in Compensation in order
for employees to be paid that Pay Period
 Dates/Time Input Deadlines for Preliminary, Trial & Final
Payroll Runs
 Payroll Period Begin, End, and Pay Dates
 Payroll Period Numbers - based on the calendar year
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IRIS Payroll Schedules Example
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Payroll Locks
• Used during Biweekly and Monthly payroll processing
• Starts with the Trial Payroll Run up to the Final Payroll Run
• Allows Payroll/IRIS HR Team to either make corrections
and/or run payroll
• Time may be entered (CAT2) and approved
(CATS_APPR_LITE), but cannot be transferred (ZCAT6).
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Time Evaluation
• Automatic process run nightly that:
 Analyzes attendances/absences and compares that with the
employee’s Period Work Schedule and other employee
master data
 Reports any errors
 Calculates overtime
 Maintains quota accruals and usage
Employee Master Data
Period Work Schedule
Time Recording
Time
Evaluation
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Cross Application Time Sheet - CATS
• SAP-recommended module/interface for entering time
into the system so that it can be processed for Payroll
• Main “gateway” into the time entry area of the system
• Same look and feel as other IRIS screens and transactions
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Three-Step Time Entry Process
1. Time is entered in CATS using CAT2.
2. Time is approved in CATS using CATS_APPR_LITE.
3. Time is transferred from CATS to IRIS-HR using ZCAT6.
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Unit 1 Summary
Any questions related to:
• Time Management overview and key benefits
• Time Management data and Infotypes
• Planned Working Time
• Period Work Schedule
• Work Schedule Rule
• IRIS Payroll Schedules
• Payroll Locks
• Time Evaluation
• Time Entry Process
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Unit 2
CATS Time Entry
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Time Entry Basics
• Time can be entered on a daily basis or once per pay
period, just as long as it is entered by the required time
input deadlines listed on the Payroll Schedule.
• Time can be entered in increments of one one-hundredth
of an hour (.01 hour) – quarter of an hour increments
would be ideal (0.25).
• Attendance/Absences Types of any kind need to be
entered on separate lines.
• Time entered in CATS for hourly
employees must match the employee’s
signed “IRIS Daily Time Record”.
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IRIS Daily Time Record (Hourly Employees)
• Payroll has three approved versions of the Daily Time
Record (time sheet) - available on the UK Forms site:
http://www.uky.edu/IRIS/HR/hr_forms.html
 Timesheet – Hospital
 Timesheet – Campus
 Timesheet – Campus (without Cost Allocation)
• Other versions must be approved by Payroll prior to use.
• May be completed “on-line” (in Excel) – the Total values
will automatically be calculated as the time is entered.
• Frequently used Attendance/Absence Types are listed at
the bottom for easy reference.
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IRIS Daily Time Record Example
• Week 1 - “Campus (Without Cost Allocation)” version:
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Data Entry Profiles and the Key Date
• A Data Entry Profile field determines the layout of the CAT2
Time Sheet: Data Entry View screen.
 UK Biweekly Time – two weeks for hourly employees
 UK Monthly Time – a month for salaried employees
 UK Biweekly Time with Cost Allocation – for hourly employees
who have all or part of their time temporarily charged to a
different cost object other than the default allocation
established for the employee/position (Infotype 0027)
 UK Monthly Time with Cost Allocation – Currently not used
 PM…/Facilities… profiles are for Physical Plant/Housing
employees
• The Key Date field indicates the beginning date of the pay
period – this field must always be accurate!
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Hourly Employee Time Entry
1. Enter transaction code CAT2
2. Click on the Possible Entries
icon in the Data Entry Profile
field
2
3. Double-click on the UK
Biweekly Time profile
4. Press the Enter key
3
NOTE: This Initial Screen
appears only the first time
you enter CAT2 after
logging into IRIS.
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Hourly Employee Time Entry
5. Enter the first date of the
payroll period in the Key
date field:
5
 For the Biweekly profiles,
the Key date is always a
Sunday
 For the Monthly profiles,
the Key date is always the
first day of the month
6. Click on the Personnel
Selection pushbutton to
choose an employee
6
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Hourly Employee Time Entry
7. Enter the employee’s
Personnel Number in
the Selection section
– or use the Possible
Entries icon to search
if unknown
8
8. Click on the Execute
icon in the
Application Toolbar
7
NOTE: Multiple
Employee selection is
possible, but will be
covered in the Selection
Variants unit.
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Hourly Employee Time Entry
9. Click on the green Select
All Persons icon in the
Application Toolbar – OR
- click on the gray box
to the left of the
Personnel Number
column to select the
employee
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10
10.Click on the Enter Times icon (pencil) also in the
Application Toolbar, which will take you to the Time
Sheet: Data Entry View screen
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Attendance/Absence Types
• Attendance/Absence Types are used to associate the type
of compensation with the hours entered.
• The types listed are specific for each employee, based on
their Organizational Assignment master data.
• 1xxx = Attendance Types
• 3xxx = Shift Differential/On Call (Attendance Types)
• 7xxx = Absence Types (Vacation, TDL, Holiday, etc…)
• For example:
 1005 = Regular Hours Worked
 3311 = Diff Evening Shift
 7150 = Holiday
 7170 = Vacation
 7180 = Full Sal Sick (TDL) – Employee
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Attendances/Absences
• Can be recorded in partial day or full day amounts
• Some attendances/absences influence pay:
 Hours in excess of 40 hours per week (overtime)
 Shift differential
 Unpaid leave
• Some absences influence quota balances:
 Vacation
 Temporary Disability Leave (TDL)
 Holiday/Bonus Days
 Military Leave
• Other absences are for statistical purposes:
 Jury Duty
 Funeral Leave
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Absence Types for Faculty
• For faculty, only vacation leave is maintained in IRIS.
• Absence Type codes used to record faculty vacation leave
should be as follows:
 7172 – Vacation – 12 mo. Faculty
 7174 – Vacation – 10/11 mo. Faculty
 7178 – Vacation – Faculty in Administrative Position
• Any unused hours on June 30
of a fiscal year will not be
usable after that date for any type of faculty.
th
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Hourly Employee Time Entry
11.Click on the Target Hours icon
11
Gray Target Hours row
is only
a “forecast” of time worked based
on Infotype 0007
12
12.Click the Yes pushbutton in the Target hours pop-up
window
13.If no changes need to be made to the time displayed,
click on the Save icon
in the Standard Toolbar
• Alternatively, time may be entered manually.
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Hourly Overtime - Non-Exempt Employees
• An hourly employee’s total number of hours worked daily
are entered in the regular Hours Worked row (1005).
• Only actual hours worked will apply toward overtime
calculations.
• Any Absence Types considered “non-working” hours
(such as vacation, TDL, Holiday, etc…) do not factor into
overtime calculations.
• IRIS automatically calculates the overtime per week (based
on federal and state requirements using averages
weighted rate algorithm), and the employee will
automatically be paid accordingly.
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Hourly Overtime - Non-Exempt Employees
• For employees with multiple assignments, the system will
recognize where (in which assignment) the overtime
occurred and then apply the correct rate.
• Hours in excess of 40 that are worked in a prime
assignment are charged to that assignment’s department.
• Other hours over 40 are distributed to other assignment
departments on a pro rata basis.
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Hourly Overtime
• Any time the number of hours entered on a day exceeds
the Target Hours, the following Warning message will
display when the Save icon is clicked.
• If the hours entered are accurate, click on the Continue
icon (green checkmark) to accept and save the data.
Click on the Cancel
icon to cancel the
Save and return to
the time sheet
1
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University Differential Pay Rates
• The approved differential pay rates for the University are
maintained in a table in IRIS.
• For example:
 3311 - Diff Evening Shift
 3312 - Diff Night Shift
 3331 - Call Pay
$0.75
$1.25
$0.63
• Enter the number of hours along with the appropriate
Attendance Type.
• Regular Hours Worked (1005) must be entered also!
 Example:
If an employee works an 8-hour shift and four of
those hours should also be paid with the Evening Shift
Differential pay, enter “8” hours of 1005 AND “4” hours of
3311 for that day.
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Unit 2 Exercise
• Complete the following exercise:
 2.1 – CATS Time Entry – Hourly Employee
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Exception Time
• Exception Time is any time not considered as regular
Hours Worked (1005).
• For example:
 Vacation Leave
 Temporary Disability Leave
 Holiday/Bonus Day Leave
 Funeral Leave
 Military Leave
 Family Medical Leave
 Jury Duty
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Hourly Employee Exception Time
1. Enter the employee’s Personnel Number in the next
available row and press Enter (name will appear)
2. Enter the appropriate Attendance/Absence Type
3. Tab to the desired date and enter the number of hours
4. Edit the hours in the Attendance Type 1005 row
accordingly and press Enter
5. Click on the Save icon
in the Standard Toolbar
TIP: Use the Tab or
Shift+Tab key(s) to
scroll forward/back
through the columns
Use Possible Entries icon
to search for those A/A
Types applicable to this
employee
1
4
2
3
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Insufficient Quota Message
• This message is received when the Save icon is clicked and
an employee does not have enough Vacation, TDL,
Holiday, or Military Leave quota for the hours entered.
• It is also received if an employee has not completed their
“new hire” orientation period and Vacation time is entered,
even though Vacation quota is accrued.
 TDL and Holiday quota may be entered during this period.
• The appropriate adjustments need to be made before the
system will save the data.
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Displaying Totals Row
• Nothing in the Target Hours row will change during time
entry, thus it does not reflect the Total number of hours
you have entered for an employee.
• Click on the Totals Row On/Off icon in the Application
Toolbar to see the true Total number of hours you have
entered.
Totals Row
On/Off icon
Total number of hours
you have entered for
this employee
Target
Hours
row
Total
Hours
row
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Hourly Employee - Exception Time Tip
• To eliminate the need to always adjust the regular Hours
Worked row (1005):
1. Enter your Exception Time FIRST;
2. Then click on the Target Hours icon in the Application
Toolbar to bring in the regular Hours Worked row (1005).
3. The system will have automatically made the necessary
adjustments in the 1005 row.
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Unit 2 Exercise
• Complete the following exercise:
 2.2 – CATS Time Entry – Hourly Exception Time
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Salaried Employee Time Entry
• It is necessary to enter ONLY Exception Time using the
UK Monthly Time Data Entry Profile.
• If a salaried employee works all regular hours the entire
month, no action is necessary in IRIS – the system will
automatically pay them their monthly salary.
• Exception Time of any kind needs to be entered on
separate lines using the appropriate Absence Types.
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Salaried Employee Exception Time
• Instead of the Target Hours row, the Totals row is
displayed as the top row on the screen.
1. Enter the Personnel Number and press the Enter key
2. Enter the appropriate Attendance/Absence Type
3. Enter the hours on the appropriate date(s)
4. Click on the Save icon
• There is no need to adjust any Regular Hours.
The Time
Evaluation process will handle all the adjustments.
This Total is from the hours manually entered
on this screen – the remaining (133.33) hours
for the month will still be paid automatically
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Holiday Leave Time Entry
• Holiday leave is entered using Absence Type of 7150 on
the date in which Holiday quota is used – whether it’s on
the actual holiday or not – for both hourly and salaried
employees.
• Examples of Holiday leave taken ON the actual holiday:
• Hourly =
• Salaried =
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Holiday Leave Time Entry
• If an hourly employee works on a holiday, that time is
entered with Attendance Type 1005.
• If a salaried employee works on a holiday, nothing is done
in CATS (the employee is automatically paid for that day).
• The non-holiday day in which an hourly/salaried employee
uses the Holiday quota is still entered with Absence Type
7150.
• Hourly example:
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Holiday Leave Time Entry
• If an hourly employee is not eligible for holiday leave
and/or regular time pay ON a holiday, enter nothing on
that day.
 Alternatively, for reporting purposes, you may use Absence
Type 7420, Unpaid Leave, and the correct number of hours
ON the actual holiday.
• If a salaried employee is not eligible for holiday leave
and/or regular time pay ON a holiday, you must use
Absence Type 7420, Unpaid Leave, ON the actual holiday.
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Unit 2 Exercise
• Complete the following exercise:
 2.3 – CATS Time Entry – Salaried Exception Time
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Making Changes to Time Entered
• For both hourly and salaried employees, follow the same
steps for normal time entry, making sure you indicate the
correct Data Entry Profile and Key Date on the Initial
Screen – save your changes.
• ALL time changes must be approved and transferred also!
• IRIS will automatically adjust any pay/quota-related
issues caused by the change.
• If the “Payroll Correction Final Run” has
already occurred, the adjustments will
be on the next pay period’s pay stub/
remuneration statement.
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Posting to Future Pay Periods
• Posting future time is also possible, and the process is
the same for both hourly and salaried employees.
• Follow the same steps for normal time entry, making
sure you indicate the correct Data Entry Profile and Key
Date on the Initial Screen - save your changes.
• Future postings of Absence time DO affect leave quota
immediately!
 For example, if you record a week’s vacation for an
employee 3 months from now but in the meantime the
employee is taking vacation and actually records more
than the quota available, the system will not allow you to
enter the time they’re taking now. You can enter only
what is available in IRIS at the present time.
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Unit 2 Summary
Any questions related to:
• Cross Application Time Sheet (CATS)
• Data Entry Profiles
• Attendance/Absence Types
• Hourly employee Time Entry
 IRIS Daily Time Record,
Exception Time, Overtime,
Shift Differential Rates
• Salaried employee Time Entry
• Holiday Leave Time Entry
• Prior pay period changes
• Posting to future pay periods
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Unit 3
CATS Time Entry with
Cost Allocation
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Cost Allocation
• Routine cost distribution for a position/employee is
established in HR Infotype 0027 (Cost Distribution).
• Using a Cost Allocation Data Entry Profile prompts the
system to temporarily override Infotype 0027.
Infotype 0027
Acct #1 = 50%
Acct #2 = 50%
Cost Allocation
Acct #3 = X # of hours (on Time Sheet)
Acct #1 = 50% of remaining (0027)
Acct #2 = 50% of remaining (0027)
• Only WAGES are impacted by using this profile – a Journal
Voucher (FV50) would need to be processed to move the
benefits costs of the associated wages to the correct cost
object.
• Use transaction PA30 - Infotype 0027 to override wages,
taxes, benefits, etc…
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Cost Allocation
• Currently available only with the UK Biweekly Time with
Cost Allocation Data Entry Profile in transaction CAT2
• Provides additional columns to enter various types of
costs objects: Cost Center, WBS Element, Fund, etc…
• An hourly employee can be used in either the UK Biweekly
Time or UK Biweekly Time with Cost Allocation Data Entry
Profile – the only difference is the presence or absence of
these columns.
• The remainder of the CATS Time Entry process is the
same.
• Can allocate both regular hours worked and overtime, but
not on the same assignment (PERNR) – Contact HR
Compensation for overtime cost allocation.
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Regular Hours Worked Cost Allocation
• Using the employee’s main assignment (PERNR), click on
the Target Hours icon
or manually enter the
employee’s regular Hours Worked (1005) to be charged to
the position’s default cost distribution (established in
Infotype 0027).
• On the next available row, enter the main assignment’s
Pers.No., the desired cost object, A/A Type 1005, and the
number of hours on the appropriate dates – then Save.
Cost Object
Allocated Hours
Personnel Number
Attendance Type 1005
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Unit 3 Exercise
• Complete the following exercise:
 3.1 – CATS Time Entry with Cost Allocation - Hourly
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Unit 3 Summary
Any questions related to:
• Explanation of Cost Allocation
• Entering Cost Allocation information in CATS
 Regular Hours Worked Allocations
 Overtime Allocations
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Unit 4
Selection Variants
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Selection Variants
• Creating and saving selection variants allows you to
easily retrieve various groupings of employees/students.
• Two methods:


By Personnel Numbers;
By Enterprise Structure values, which will capture and
retrieve the most current list of active employees/students
• You can have as many selection variants as needed in any
transaction.
• Selection variants created in one transaction code cannot
be copied to another transaction code – even if they
contain the same search criteria – they must be created
separately in each transaction code.
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Creating by Personnel Numbers – Option 1
• Click on the Multiple Selection icon to the far-right of the
Personnel Number field
• Enter individual Personnel Numbers on each line, using the
Possible Entries icon to search if necessary
• Click on the Execute icon in the lower-left corner
Green light
indicates
multiple
selections are
now active
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Creating by Personnel Numbers – Option 2
• Click on the Multiple Selection pushbutton
• Select the Organizational Assignment tab
• Enter various selection criteria which will retrieve the
desired employees/Personnel Numbers
• Press the Enter key
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Creating by Personnel Numbers – Option 2
• Click in the appropriate checkboxes to select your
employees
• Press the Enter key
• The Personnel Numbers are copied back to the Multiple
Selection for Personnel Number pop-up window
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Creating by Personnel Numbers – Option 3
• You can copy and paste a list of Personnel Numbers from
an external application such as Excel:
1. Select your data in the Excel spreadsheet and click on the
Copy icon
2. Click on the Upload from clipboard icon in the IRIS
window
Personnel Numbers
are pasted here
1
2
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Creating by Enterprise Structure Values
• Use any combination of the Enterprise Structure selection
fields listed below in creating your selection variant(s):
Selection Field
Example Values
Personnel Area
Campus, STEPS, Hospital
Personnel Subarea
Regular FT, Regular PT, Temp PT
Employee Group
Staff, Student, Faculty
Employee Subgroup
Exempt Monthly, Non-exempt 40, Nonexempt 37.5
Organizational Unit
Department number
• You can also use the Multiple Selection icon
, located to
the right of each field, to indicate multiple values – A
green light on the icon
indicates multiple values exist.
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Creating by Enterprise Structure Values
• Example variants:
Variant
Name 
Personnel Area
Personnel Subarea
Employee Group
Employee Subgroup
Organizational Unit
30000119-BW
30000119-MO
1000
1000
(Main Campus)
(Main Campus)
0001
0001
(Reg FT)
(Reg FT)
A
A
(Staff)
(Staff)
05
03
(40 h/w)
(Exempt Monthly)
30000119
30000119
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Creating by Enterprise Structure Values
• In CAT2 click on the Further selections pushbutton
• Click on the gray boxes to the left of the desired
Selection options
• Click on the top arrow icon to move the fields to the
Selection fields column
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Creating by Enterprise Structure Values
•
•
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Enter the appropriate
criteria in the
Selection section
fields – Remember
you can use the
Multiple Selection
icons to the right of a
field to indicate
multiple values for a
field
Click on the Save icon
to save the values
entered
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Saving a Variant
•
•
•
Enter a Variant name
(must be unique in
IRIS and in this tcode) and Meaning,
which is just a longer
description for the
variant
Click on checkbox
next to Protect
variant to prevent
others from making
changes to your
variant
Click on the Save icon
to save the variant
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Unit 4 Exercise
• Complete the following exercise:
 4.1 – Creating CAT2 Variants
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Using a CAT2 Variant
1. Click on Get Variant icon
1
2. Enter Variant name and/or
Created by (default value)
3. Click on the Execute icon
2
3
4
4. Double-click on the
desired Variant name
If only ONE variant is saved in this transaction code, Step #4 is void – IRIS
will automatically display the values on the initial screen!
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Using a CAT2 Variant
5
5. Click on the Execute
icon to generate the
list of employees
matching the listed
values in the variant
Values will default
from variant
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Inserting a Row with Multiple Employees
• To give ALL employees (hourly/salaried) on your time
sheet an additional blank row simultaneously:
 click on the LT column header box to select that column
 click on the Target Hours icon – the system will copy the
employee’s Personnel Number and Name
• Repeat this step for each additional row needed.
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Inserting a Row with Multiple Employees
• Some other Insert Row
2
options:
1. Place cursor on any row
for an employee
2. From the Menu Bar
select Edit  Edit Rows
 Insert Row
3. OR Right-click on row
and choose Insert Row
from menu
4. OR click on the
employee’s name, then
click on the Insert Row
icon
in the Toolbar
1
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New row is inserted
and ready for edits
75
Unit 4 Exercise(s)
• Complete the following exercise(s):
 4.2 – Using CAT2 Variants
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Deleting a Variant
1. Enter the desired transaction code
2. From the menu bar select Goto  Variants  Delete
3. Double-click on the variant you wish to delete
3
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Deleting a Variant
4. Select Only in current clients and click on the Continue
pushbutton
5. Click on the Yes pushbutton to delete
System message will appear in the status bar 
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Unit 4 Summary
Any questions related to:
• Selection variants and their benefit in the time entry
process
• Creating and using a selection variant for CAT2
• Deleting a variant
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Unit 5
Approval & Transfer
of Time
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Time Approval
• Time entered in CATS must be approved on-line by an
employee assigned to the security role Time Approver.
Ideally, time should be approved by someone other than
the timekeeper, however the ability to approve time is part
of the timekeeper’s access.
• If any time changes are made (using CAT2) after the
approval process, those changes must also be approved.
• Employees/Students will not be paid for any
time that has not been approved on-line.
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Processing Status
• Time is automatically “stamped” with a Processing status
as different actions are performed in the system.
• For example, the most commonly used are:
 20 – Time which has been entered and saved in CAT2 and is
now ready to be approved
 30 – Time which has been approved with CATS_APPR_LITE
 50 – Time which was previously approved, but was altered
due to changes in CAT2
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Reporting Period
• There are several different options for the Reporting
Period field in the approval transaction:
 All, Other Period, Current/Other Payroll Period, etc…
• These options also work hand-in-hand with the
Processing Status values
 The All option is the most preferred and is not pay periodspecific – For example:
 If the Processing Status is 20 (Released for approval), only time
that needs approval will display, whether it’s in the current pay
period or not – this will also capture any retro changes that you
may have made to prior pay period time
 If the Processing Status is a range from 20 to 60, ALL time for
an employee will display, whether it needs approval, has been
approved, has been changed since approval, etc…
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Time Approval for One Employee
1. Enter t-code
CATS_APPR_LITE
5
2
2. In the Reporting
Period fields choose
All
3
3. Enter the employee’s
Personnel Number
4. Ensure 20 is in the
Processing Status
fields
5. Click on the Execute
icon
4
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Time Approval for One Employee
6. Select all rows to be approved by clicking on first row to
select then press the Ctrl + A keys on your keyboard
7. Click on the Approve icon in the Application Toolbar
7
Notice Status
icon change
Status Bar displays 
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Creating a CATS_APPR_LITE Variant
•
•
Click on the Selection
Fields icon in the
Application Toolbar –
This is the same as
clicking on the Further
Selections pushbutton
in CAT2
The remainder of the
steps are the same as
listed in the Selection
Variants unit
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Using a CATS_APPR_LITE Variant
3
1. Click on the Get
Variant icon in the
Application Toolbar
1
2. Double-click on the
desired variant in the
pop-up window
2
3. Click on the Execute
icon in the
Application Toolbar
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Unit 5 Exercise
• Complete the following exercise:
 5.1 – Creating/Using CATS_APPR_LITE Variants
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Time Transfer
• After time data has been entered and approved in CATS, it
must then be transferred to IRIS-HR for Time Evaluation
and payroll processing.
• Absence time data is transferred into Infotype 2001.
• Attendance time data is transferred into Infotype 2002.
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Time Transfer for One Employee
1. Enter transaction code ZCAT6
2. Enter the employee’s Personnel Number
3. Click on the Execute icon
3
2
If processing a Repeat
Transfer, click on this
pushbutton first, then enter
the Personnel number and
click on the Execute icon
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Time Transfer for One Employee
• Be patient with this process - It may take a few
seconds/minutes to complete, depending on the amount
of data needing transferred.
• Ideal scenario is to
have matching totals
in the Number of
data records read
and Number of
successful postings
lines – If so, this
process is complete
– Exit the transaction.
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Time Transfer for One Employee
• Any unsuccessful postings will need to be corrected in
CAT2 – then also approved and transferred.
On
03/20/2006
both 1005 and
7170 time were
entered - All
other days with
a “green light”
did transfer!
• Bad cost allocation, collision with time already in Infotypes
2001/2002, or (as in the example above) conflicting time
entries on the same date are just a few of the possible
reasons for an unsuccessful transfer.
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Creating a ZCAT6 Variant
1. Click on the Multiple
Selection icon to the
far-right of the
Personnel number
field
1
2. For a large number
of employees, click
on the Multiple
selection pushbutton
(demonstrated here)
Enter single Pernrs if small
number of employees – Then
click on the Execute icon in the
lower-left corner
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93
Creating a ZCAT6 Variant
3
4
3. Select the
Organizational
assignment tab
4. Enter the desired field
values
To add multiple
values to a field:
Enter the first value,
then click on the
green “=“ icon 
Enter the other
value(s)  Click on
the Copy icon
5
5. Click on the Start
search icon
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Creating a ZCAT6 Variant
6. Click on the individual selection boxes next to the
desired employees – or the green Select All icon in the
Application Toolbar
7. Click on the Copy icon
in the Application Toolbar
(or press the Enter key) – The Pernrs will copy to the
Multiple Selection window
8. Click on the Execute icon, then the Save icon
6
8
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Using a ZCAT6 Variant
1. Click on the Get Variant icon
2. Double-click on the desired Variant name
3. Click on the Execute icon
3
1
2
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Unit 5 Exercise
• Complete the following exercise:
 5.2 – Creating/Using ZCAT6 Variants
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Verifying Transferred Time - ZVERXFER
Can be saved
as a variant!
Enter data in all
three sections –
Click on the
Execute icon
to generate the
report
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Verifying Transferred Time
• Time not transferred will be listed first.
• Two reasons for a “No” transfer:
 No corresponding record in IRIS for the Attendance or
Absence code on the date in question
 There is a corresponding record, but the hours do not match
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Unit 5 Exercise
• Complete the following exercise:
 5.3 – Verify Transferred Time
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Unit 5 Summary
Any questions related to:
• Time Approval
 Processing Status
 Reporting Period
 Time approval for one employee
 Creating and using an approval variant
• Time Transfer
 Time transfer for one employee
 Creating and using a transfer
variant
 Verifying transferred time
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Unit 6
Absence Quotas
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Absence Quotas
• The term Absence Quota refers to the balance of hours an
employee has available for Vacation, Temporary Disability
Leave, Holiday/Bonus Days, and Military Leave.
• Absence quotas will be listed on the pay stubs, and will be
as of the date of the final payroll run.
 Any changes to quota balances after the final payroll run will
be reflected on the following pay period’s pay stub.
• Employee Relations is responsible for making major
adjustments to absence quotas (For example, converting
TDL to Vacation quota).
• Normal usage/reduction of quotas occurs from the time
being entered in CAT2 with the appropriate Absence Type.
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Absence Quotas
• Vacation and TDL quota accruals occur on the last day of
a pay period - available for usage the 1st day of the
following pay period.
• An employee must be in a paid status for at least 50% of a
pay period in order to receive their Vacation and TDL
quota accruals for that pay period.
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Vacation Leave Quota
• IRIS will automatically adjust accrual amounts as annual
vacation allowances increase for an employee (based on
years of service and employment status).
• Any unused vacation quota at the end of a fiscal year will
be available for an additional 12 months (to June 30th of
the next FY). The system will make the quota unusable at
the end of that time period.
• IRIS will not accept entry of vacation leave if quota is not
available.
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Temporary Disability Leave (TDL) Quota
• There is no “use it or lose it” rule with TDL.
• Staff may convert TDL quota to vacation quota.
 Refer to Human Resources Policy and Procedure Number
87.0: Conversion of Temporary Disability Leave http://www.uky.edu/HR/policies/hrpp087.html
 Employee Relations will process the actual conversion in July
based on the existing request form.
• IRIS will not accept entry of TDL
leave if quota is not available.
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Holiday Leave Quota
• Holiday quota will be generated automatically and made
available at least three weeks in advance of a holiday – six
weeks in the case of the bonus days.
• Once available, Holiday quota will be available in the
system up to the end of the current fiscal year, however
departments should still follow HR Policy and Procedure
Number 83.0: Holiday Leave.
 It will be up to the department to monitor these balances
using PT_QTA10.
• IRIS will not accept entry of Holiday leave if quota is not
available.
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Military Leave Quota
• Military Leave quota covers a two week time period for
annual training purposes.
• The quota is manually created by Employee Relations
when leave is approved.
• Absence Type 7402 is used to record this leave.
• IRIS will not accept entry of Military leave
if quota is not available.
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Displaying Absence Quotas
• Appropriate department users and business officers will
have access to display absence quotas for employees
within their organizational unit(s).
• Transactions available: PT_QTA10 and PT50
• The reports will provide:
 Employee’s Personnel Number and Name
 Type of quota - Vacation, TDL, Holiday, and Military Leave
 Entitlement hours (cumulative balance), Requested hours
(time taken) and Remaining hours (current balance)
• All balances are in Hours only.
• Contact the Employee Relations Office regarding any
absence quota concerns or errors.
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Displaying Absence Quotas – PT_QTA10
Allows you to add other fields
to the Selection section (i.e.
Organizational Unit)
Enter multiple
values for a
field by clicking
on the Multiple
Selection icon
to the right of
the field
Can be saved as a
Selection Variant!
See next slide for
more on these
Key dates
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Displaying Absence Quotas – PT_QTA10
• Key date for deduction – displays all quota used to this
date.
• Key date for entitlement – displays all quota earned to
this date.
• Dates will default to current date when transaction is first
accessed, but may be different if a Selection Variant is
used, in which case you would want to check/change the
dates accordingly.
• Dates that are the same as the last day of the payroll cycle
will take into account quota accrual and leave usage as of
the end of the payroll cycle.
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Displaying Absence Quotas – PT_QTA10
Click on line
to select,
then click on
Display icon
for further
details
Sort (2)
Filter
Current Layout icon – click to
alter how report is displayed –
Then Save in order to be able to
Choose layout in the future
Save as spreadsheet
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Download to spreadsheet
112
Unit 6 Exercise
• Complete the following exercise:
 6.1 – Display Absence Quota Information
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Quota Overview – PT50
Enter the Person ID
(or use the Possible
Entries icon to
search) then press
the Enter key
Click on the All
pushbutton to
select all periods
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Quota Overview – PT50
• Click on the Display Absence Quotas tab to display all
absence quotas by type (Vacation-TDL-Holiday).
• Ignore Absence Quota Types 04/Vacation (Legacy
Transfer) and 06/Holiday – They are no longer being
used.
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Quota Overview – PT50
• Click on the Expand pushbutton in the lower-left corner to
see validity dates.
• The Deduction to column lists the “expiration date”.
• Click on the Collapse pushbutton
to hide the
additional information.
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Quota Overview – PT50
• Click on the Accrual information tab to display all
accruals.
Balances loaded
during conversion
just prior to the
IRIS HR go-live
Accruals
generated each
pay period
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ESS – Leave Balance Statement
• Statement is a snapshot of the current balances as of
today, no matter when you go into the statement.
• Days that have been taken in the current fiscal year are
displayed.
• Prior fiscal years are not displayed.
• No future absences are reflected.
• No future accruals are reflected.
• From your IRIS Launch Pad screen:
 Click on Employee Self-Service; then
 Click on Working Time
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ESS – Leave Balance Statement
Click on PDF for a
printable version
Current balances
as of 09/01/07
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Quota Compensation
• Upon separating/retiring from the University, eligible
staff may be paid for all or a portion of their accumulated
Vacation, TDL and Holiday quotas.
• An employee must be in a paid status for at least 50% of
a pay period in order to receive their Vacation and TDL
quota accruals for that pay period.
• The next payroll run will pay for the number of hours
specified in this transaction.
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Quota Compensation
• If balances are greater than what the employee is
entitled to or they are terminating at the beginning of a
pay period, then the quota they will accrue at the end of
the final pay period is not important.
• If balances are not above the maximum leave the
employee is entitled to, then the last accruals need to be
included in the compensation.

Accruals normally do not become available until the payroll
cycle begins with the first trial run - However, in this
situation…
1. The HR termination action for the employee should be
processed first;
2. Then the Quota Compensation transaction should be
processed the following day or later so that Time Evaluation
has time to recognize the termination and generate the
accruals “early”, if all other eligibility rules have been met.
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Quota Compensation Types
• HOLN (Non-exempt)/HOLE (Exempt) – Holiday quota
• TDLN (Non-exempt)/TDLE (Exempt) – 22 day lump sum
option – must be processed first before the Retirement
Contribution Component (if applicable)
• TDRN (Non-exempt)/TDRE (Exempt)– Retirement
Contribution Component – assuming the employee has
sufficient hours and is otherwise eligible for this
compensation
• VACN (Non-exempt)/VACE
(Exempt) – Vacation quota
• VACL – (N/A after 12/31/06!)
• VAFS – Faculty in Staff
Position Vacation quota
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122
Quota Compensation
• For an employee retiring from UK, you may have up to
two (2) transactions for TDL compensation:
1. 22 day lump sum option (22 days X # hrs/day) – do first
2. Retirement Contribution Component (10% of remaining
amount after 22 day payout) – In the No. to compensate
field, enter the total number of hours remaining – IRIS will
automatically compensate the number of hours at the
appropriate hourly rate (calculated for exempt employees,
actual for non-exempt) X 10%.
• The following steps listed for processing a Vacation
payout also apply to TDL and Holiday leave payouts.
• See the HR Policy and Procedures Manual for any other
information regarding leave payouts.
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Quota Compensation
1. Enter transaction code PA61
2. Enter the employee’s Person ID and press the Enter key
3. On the Att./Abs./Quota Info. tab click on gray box just
left of the Time Quota Compensation (0416) infotype
4. Click on the Create icon in the Application Toolbar
4
2
3
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124
Quota Compensation
5. Double-click on the desired quota type (regular Vacation
in this example)
6. Enter the Start date and then the number of HOURS
eligible in the No. to compensate field
7. Click on
the Save
icon
Start date is equal to
the last active date for
the employee
7
6
Available
balance
5
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Quota Compensation
• When processing a different payout type it will be
necessary to clear out the Sty field at the bottom of the
PA61 screen and the top of the Overview screen. The
code for the last payout type will remain in the field.
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Quota Compensation Overview
• Click on the Overview icon
in the Application Toolbar
to review the payouts you have processed.
• If you need to make any adjustments to the information
entered, click on the gray box to the left of the row to
select, and then click on the Change icon – Make changes,
then Save.
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Unit 6 Exercise
• Complete the following exercise:
 6.2 – Time Quota Compensation
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Unit 6 Summary
Any questions related to:
• Absence Quotas Overview
• Vacation Leave Quota
• Temporary Disability Leave (TDL) Leave Quota
• Holiday Leave Quota
• Military Leave Quota
• Displaying absence quotas
• Quota overview
• Quota Compensation
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Unit 7
Displays & Reports
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Displaying Time Entries – CATS_DA
• Used to display employee time data prior to transfer
1. Choose appropriate
Reporting Period (All,
Other Period, Current
Payroll Period, etc…)
3
1
2
2. Enter the Personnel
Number
3. Click on Execute icon
Use the Multiple
Selection icon to
select multiple
PERNRS
END RESULT
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Displaying Time Entries – CATS_DA
• Click on the Additional Functions icons (yellow arrows)
to display/hide sets of various function icons.
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Display of Time & Quota Leave Statements
• Transaction code is Z_TIMERPT
• Optional transaction used to create summary reports of
employee time or leave quota usage information.
• Run to check for accuracy, print for distribution to
employees, or for departmental files
• Can display information for one pay period or a wide
range of time
• Top portion of both reports lists the employee’s name and
other Organizational Assignment information, as well as
their absence quotas.
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Display of Time Statement – Z_TIMERPT
1. Select the appropriate
Period
4
2. Enter values in the
Selection section
You can also click on the
Further selections
pushbutton to add other
Selection Fields to this
section
1
2
3. To see only time worked,
click in the white
checkbox next to Daily in
the bottom section
3
4. Click on the Execute icon
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Display of Time Statement
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135
Display of Quota Statement – Z_TIMERPT
1. Select the appropriate
4
Period
2. Enter values in the
Selection section
You can also click on the 1
Further selections
pushbutton to add other
Selection Fields to this
section
2
3. To see only absence data,
click in the white
checkbox next to Leave in
the bottom section AND
enter “*” in the types
fields
4. Click on the Execute icon
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136
Display of Quota Statement
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137
Remuneration Statement
• The Remuneration Statement (report) displays Total
Earnings, Taxes, Post Tax Deductions, Pre Tax Deductions
and Employer Contributions.
• The report is available after each of the three payroll runs
and is identical to the pay stub, minus the absence quotas.
• Departments often run this report to verify that the time
entry and payroll processes were successful for their staff.
• This statement can also be generated when an employee
has a question about their pay check.
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Remuneration Statement
1. Enter transaction code
PC00_M10_CEDT
2. Enter desired Payroll
Period and Selection
Criteria
4
2
3. In the Parameters
section:
1. Form name = ZDZ1
2. Print retroactive runs –
leave blank to see only
the current payroll run
(remove the default “X”)
3
4. Click on the Execute icon
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Remuneration Statement Example
Name & home
address display
here
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140
Check Pay Report – ZHR_CHECKPAY
• Quick reference report developed to identify employees
who did not get processed in the payroll run
 Continue to review the Remuneration Statement for details
regarding employee pay!
• Specific for a single payroll period and payroll area
• Available after the first payroll run for a pay period
• If a new Infotype 0008, Basic Pay, was created during the
pay period, the employee will be listed twice on the report.
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Check Pay Report – ZHR_CHECKPAY
• Select Payroll Period
• Employment Status = 3 (Active Employees)
• Select Payroll area – B1 (Biweekly) or M1 (Monthly)
• Enter Organizational unit
• Click on the Execute icon
• TIP:
Use the Multiple
Selection icon to the farright of any Selection
Criteria field to indicate
multiple values, if
applicable
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Check Pay Report – ZHR_CHECKPAY
• Total Gross column is most important – If $0.00, the
employee is not getting paid for the selected pay period –
Reasons for $0.00 Total Gross:
 It is an hourly employee and hours have not yet been entered
 Infotype 0003, Payroll Status, may still be locked for new
hires
 A payroll error has occurred and requires master data
correction
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Employees Cost Distribution Objects Report
• Provides a report on the cost distribution for employees
that will be processed in payroll – either from Infotype
0027 or 1018.
1. Enter transaction
code ZCOSOBJ
2. Enter the desired
Period and Selection
options, etc…
3. Click on the Execute
icon
to generate
the report
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Employees Cost Distribution Objects Report
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145
Unit 7 Summary
Any questions related to:
• Displaying time entries – CATS_DA
• Display of Time & Quota Leave Statements
• Remuneration Statement
• Check Pay Report
• Employees Cost Distribution Objects Report
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146
Course Summary
You should now be able to:
• Recognize and understand the terminology and key
foundational components in Time Management
• Execute Time Entry
• Create and use selection variants
• Approve and transfer time
• Understand and display absence quotas
• Process quota pay-outs
• Display time entries and any
time-related reports
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HR_TM_300 Assessment
• Use the following:


Assessment name on your Data Sheet
Assessment “IRIS Daily Time Record”
1. Enter the time
2. Approve the time
3. Transfer the time
4. Notify the instructor when
the final transfer log is
displayed on your screen!
• Please complete the IRIS “Course Evaluation” form before
leaving. Thanks!
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