Transcript Document
Time Management HR_TM_300
HR_TM_300 Time Management v7 1
Course Prerequisites and Roles
• Prerequisites UK_100 - IRIS/SAP 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 HR_TM_300 Time Management v7 2
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 HR_TM_300 Time Management v7 3
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 work through various system messages • Learn how to display absence quotas (leave balances) and process various pay-outs upon termination or retirement from the University HR_TM_300 Time Management v7 4
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 HR_TM_300 Time Management v7 6
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, and Holiday/Bonus Day leave is both accrued and tracked in IRIS (excluding Faculty, Post Doc Scholars and Housestaff employees) • Many on-line reporting capabilities are available HR_TM_300 Time Management v7 7
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 HR_TM_300 Time Management v7 8
Time Management Data
• Some time-related data is established in an employee’s IRIS-HR master data record 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) HR_TM_300 Time Management v7 9
Infotype 0007 - Planned Working Time
• Normal work schedule information for an employee Used to determine an hourly employee’s Target Hours • The Time Mgmt status determines how the employee will be paid; by actual times entered or by the planned times in the work schedule HR_TM_300 Time Management v7 10
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 HR_TM_300 Time Management v7 11
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 • Mainly allows leave to be entered up to 7 days a week and up to the appropriate number of hours per day for the employee: 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: Changed only through an FTE Change action in PA40 by the main HR employee in the department HR_TM_300 Time Management v7 12
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 HR_TM_300 Time Management v7 14
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) HR_TM_300 Time Management v7 16
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 Evaluation HR_TM_300 Time Management v7 Time Recording 17
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 HR_TM_300 Time Management v7 18
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 HR_TM_300 Time Management v7 19
Unit 2
CATS Time Entry
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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 HR_TM_300 Time Management v7 21
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” HR_TM_300 Time Management v7 22
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 • Lists the commonly used Attendance/Absence Types at the bottom for easy reference HR_TM_300 Time Management v7 23
IRIS Daily Time Record Example
• Week 1 - “Campus (Without Cost Allocation)” version: HR_TM_300 Time Management v7 24
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
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Enter transaction code CAT2 Click on the Possible Entries icon in the Data Entry Profile field Double-click on the UK Biweekly Time profile 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.
6.
Enter the first date of the payroll period in the Key date field: 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 Click on the Personnel Selection pushbutton to choose an employee 6 HR_TM_300 Time Management v7 5 27
Hourly Employee Time Entry
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Enter the employee’s Personnel Number in the Selection section – or use the Possible Entries icon to search if unknown Click on the Execute icon in the Application Toolbar 8 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 10 9 10.
Click on the Enter Times icon (pencil) also in the Application Toolbar, which will take you to the
Sheet: Data Entry View
screen
Time
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Attendance/Absence Types
• Attendance/Absence Types are used to associate the type of compensation with the hours entered • 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 HR_TM_300 Time Management v7 30
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 • Other absences are for statistical purposes: Jury Duty Military Leave Funeral Leave HR_TM_300 Time Management v7 31
Hourly Employee Time Entry
11.
Click on the Target Hours icon Gray Target Hours row is only a “forecast” of time worked based on Infotype 0007 11 12 12.
Click the Yes pushbutton in the window
Target hours
pop-up 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
• An employee’s total number of hours worked daily are entered in the regular Hours Worked row (1005) • IRIS automatically calculates the overtime (based on federal and state requirements using averages weighted rate algorithm) per week and the employee will automatically be paid accordingly • 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 HR_TM_300 Time Management v7 33
Hourly Overtime
• Any time the number of hours entered on a day exceeds the Target Hours, you will receive the following Warning message screen when you click on the Save icon • If the hours entered are accurate, click on the Continue icon (green checkmark) to accept and save the data 1 HR_TM_300 Time Management v7 Click on the Cancel icon to cancel the Save and return to the time sheet 34
University Differential Pay Rates
• The approved differential pay rates for the University are maintained in a table in the IRIS system • Some examples: 3311 - Diff Evening Shift 3312 - Diff Night Shift $0.75
$1.25
• 3331 - Call Pay Attendance Type $0.63
Enter the number of hours along with the appropriate • 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 HR_TM_300 Time Management v7 35
Unit 2 Exercise
• Complete the following exercise: 2.1 – CATS Time Entry – Hourly Employee HR_TM_300 Time Management v7 36
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 HR_TM_300 Time Management v7 37
Hourly Employee Exception Time
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Enter the employee’s Personnel Number in the next available row and press Enter (name will appear) Enter the appropriate Attendance/Absence Type Tab to the desired date and enter the number of hours Edit the hours in the Attendance Type 1005 row accordingly and press Enter Click on the Save icon in the Standard Toolbar Use Possible Entries icon to search for those A/A Types applicable to this employee TIP: Use the Tab or Shift+Tab key(s) to scroll forward/back through the columns 4 1 2 3 HR_TM_300 Time Management v7 38
Insufficient Quota Message
• 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 • • 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 HR_TM_300 Time Management v7 39
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 Target Hours row Total number of hours you have entered for this employee Total Hours row HR_TM_300 Time Management v7 40
Hourly Employee - Exception Time Tip
• To eliminate the need to always adjust the regular Hours Worked row (1005): 1.
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3.
Enter your Exception Time FIRST Then click on the Target Hours icon in the Application Toolbar to bring in the regular Hours Worked row (1005) The system will have automatically made the necessary adjustments in the 1005 row HR_TM_300 Time Management v7 41
Unit 2 Exercise
• Complete the following exercise: 2.2 – CATS Time Entry – Hourly Exception Time HR_TM_300 Time Management v7 42
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 HR_TM_300 Time Management v7 43
Salaried Employee Exception Time
• Instead of the Target Hours row, the Totals row is displayed as the top row on the screen • 1.
2.
3.
Enter the Personnel Number and press the Enter key Enter the appropriate Attendance/Absence Type 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 HR_TM_300 Time Management v7 44
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 = HR_TM_300 Time Management v7 45
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 entered with Absence Type 7150 • Hourly example: HR_TM_300 Time Management v7 46
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 HR_TM_300 Time Management v7 47
Unit 2 Exercise
• Complete the following exercise: 2.3 – CATS Time Entry – Salaried Exception Time HR_TM_300 Time Management v7 48
Change to Prior Pay Period
• 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 • The time changes must also be approved and transferred • 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 HR_TM_300 Time Management v7 49
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 HR_TM_300 Time Management v7 50
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 HR_TM_300 Time Management v7 51
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) • Time entry using a Cost Allocation Data Entry Profile prompts the system to temporarily override Infotype 0027 Cost Allocation Infotype 0027 Acct #3 = X # of hours (on Time Sheet) Acct #1 = 50% Acct #1 = 50% of remaining (0027) Acct #2 = 50% 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… HR_TM_300 Time Management v7 53
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 • 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 HR_TM_300 Time Management v7 54
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 Allocated Hours Cost Object Personnel Number Attendance Type 1005 HR_TM_300 Time Management v7 55
Unit 3 Exercise
• Complete the following exercise: 3.1 – CATS Time Entry with Cost Allocation - Hourly HR_TM_300 Time Management v7 56
Unit 3 Summary
Any questions related to: • Explanation of Cost Allocation • Entering Cost Allocation information in CATS Regular Hours Worked Allocations Overtime Allocations HR_TM_300 Time Management v7 57
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 HR_TM_300 Time Management v7 59
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 HR_TM_300 Time Management v7 60
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 HR_TM_300 Time Management v7 61
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 HR_TM_300 Time Management v7 62
Creating by Personnel Numbers – Option 3
• You can copy and paste a list of Personnel Numbers from an external application such as Excel: 1.
2.
Select your data in the Excel spreadsheet and click on the Copy icon Click on the Upload from clipboard icon in the IRIS window 1 Personnel Numbers are pasted here HR_TM_300 Time Management v7 2 63
Creating by Enterprise Structure Values
• Use any combination of the Enterprise Structure selection fields listed below in creating your selection variant(s): Selection Field Personnel Area Personnel Subarea Employee Group Example Values Campus, STEPS, Hospital Regular FT, Regular PT, Temp PT Staff, Student, Faculty 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 HR_TM_300 Time Management v7 64
Creating by Enterprise Structure Values
• Example variants: Variant Name Personnel Area Personnel Subarea Employee Group 30000119-BW 1000 (Main Campus) 0001 (Reg FT) A (Staff) 30000119-MO 1000 (Main Campus) 0001 (Reg FT) A (Staff) Employee Subgroup 05 (40 h/w) 03 (Exempt Monthly) Organizational Unit 30000119 30000119 HR_TM_300 Time Management v7 65
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 HR_TM_300 Time Management v7 66
Creating by Enterprise Structure Values
• 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 HR_TM_300 Time Management v7 67
Saving a Variant
• Enter a Variant name (must be unique in IRIS and in this t code) 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 HR_TM_300 Time Management v7 68
Unit 4 Exercise
• Complete the following exercise: 4.1 – Creating CAT2 Variants HR_TM_300 Time Management v7 69
Using a CAT2 Variant
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Click on Get Variant icon Enter Variant name and/or Created by (default value) Click on the Execute icon 1 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 HR_TM_300 Time Management v7 71
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 HR_TM_300 Time Management v7 72
Inserting a Row with Multiple Employees
• Some other Insert Row options: 2 1.
2.
3.
Place cursor on any row for an employee From the Menu Bar select Edit Edit Rows Insert Row OR Right-click on row and choose Insert Row from menu 1 4.
OR click on the employee’s name, then click on the Insert Row icon in the Toolbar New row is inserted and ready for edits HR_TM_300 Time Management v7 73
Unit 4 Exercise(s)
• Complete the following exercise(s): 4.2 – Using CAT2 Variants HR_TM_300 Time Management v7 74
Deleting a Variant
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3.
Enter the desired transaction code From the menu bar select Goto Variants Double-click on the variant you wish to delete Delete 3 HR_TM_300 Time Management v7 75
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 HR_TM_300 Time Management v7 76
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 HR_TM_300 Time Management v7 77
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 • 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 HR_TM_300 Time Management v7 79
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 HR_TM_300 Time Management v7 80
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 period specific – 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… HR_TM_300 Time Management v7 81
Time Approval for One Employee
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Enter t-code CATS_APPR_LITE 5 In the Reporting Period fields choose All Enter the employee’s Personnel Number Ensure 20 is in the Processing Status fields Click on the Execute icon 3 4 HR_TM_300 Time Management v7 2 82
Time Approval for One Employee
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Select all rows to be approved by clicking on first row to select then press the Ctrl + A keys on your keyboard Click on the Approve icon in the Application Toolbar 7 Notice Status icon change Status Bar displays HR_TM_300 Time Management v7 83
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 HR_TM_300 Time Management v7 84
3
Using a CATS_APPR_LITE Variant
2 1 1.
2.
3.
Click on the Get Variant icon in the Application Toolbar Double-click on the desired variant in the pop-up window Click on the Execute icon in the Application Toolbar HR_TM_300 Time Management v7 85
Unit 5 Exercise
• Complete the following exercise: 5.1 – Creating/Using CATS_APPR_LITE Variants HR_TM_300 Time Management v7 86
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 HR_TM_300 Time Management v7 87
Time Transfer for One Employee
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Enter transaction code ZCAT6 Enter the employee’s Personnel Number 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 HR_TM_300 Time Management v7 88
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 HR_TM_300 Time Management v7 89
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 HR_TM_300 Time Management v7 90
Creating a ZCAT6 Variant
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Click on the Multiple Selection icon to the far-right of the Personnel number field 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 2 HR_TM_300 Time Management v7 1 91
Creating a ZCAT6 Variant
3 5 4 3.
4.
Select the Organizational assignment tab 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.
Click on the Start search icon HR_TM_300 Time Management v7 92
6
Creating a ZCAT6 Variant
6.
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Click on the individual selection boxes next to the desired employees – or the green Select All icon in the Application Toolbar Click on the Copy icon in the Application Toolbar (or press the Enter key) – The Pernrs will copy to the Multiple Selection window Click on the Execute icon, then the Save icon 8 HR_TM_300 Time Management v7 93
Using a ZCAT6 Variant
1.
2.
3.
Click on the Get Variant icon Double-click on the desired Variant name Click on the Execute icon 3 1 2 HR_TM_300 Time Management v7 94
Unit 5 Exercise
• Complete the following exercise: 5.2 – Creating/Using ZCAT6 Variants HR_TM_300 Time Management v7 95
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 HR_TM_300 Time Management v7 96
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 HR_TM_300 Time Management v7 97
Unit 5 Exercise
• Complete the following exercise: 5.3 – Verify Transferred Time HR_TM_300 Time Management v7 98
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 HR_TM_300 Time Management v7 99
Unit 6
Absence Quotas
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Absence Quotas
• 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 HR_TM_300 Time Management v7 101
Absence Quotas
• Vacation and TDL quota accruals occur on the last day of a pay period - available for usage the 1 st 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 HR_TM_300 Time Management v7 102
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 15 months (to September 30 th of the next FY) The system will make the quota unusable at the end of that time period – unless an extension is granted If an extension is granted, Employee Relations must be notified so they can make the necessary adjustments in IRIS • IRIS will not accept entry of vacation leave if quota is not available HR_TM_300 Time Management v7 103
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 HR_TM_300 Time Management v7 104
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, Number 83.0: Holiday Leave using PT_QTA10 however departments should still follow HR Policy and Procedure It will be up to the department to monitor these balances • IRIS will not accept entry of Holiday leave if quota is not available HR_TM_300 Time Management v7 105
Military Leave Quota
• Military Leave for annual training purposes is monitored via a quota manually created by Employee Relations when leave is approved • IRIS will not accept entry of Military leave if quota is not available HR_TM_300 Time Management v7 106
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 HR_TM_300 Time Management v7 107
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 HR_TM_300 Time Management v7 108
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 HR_TM_300 Time Management v7 109
Displaying Absence Quotas – PT_QTA10
Click on line to select, then click on Display icon for further details Sort (2) Current Layout icon – click to alter how report is displayed – Then Save in order to be able to Choose layout in the future Filter Save as spreadsheet Download to spreadsheet HR_TM_300 Time Management v7 110
Unit 6 Exercise
• Complete the following exercise: 6.1 – Display Absence Quota Information HR_TM_300 Time Management v7 111
Quota Overview – PT50
Enter the Person ID (or use the Possible Entries icon to search) then press the Enter key HR_TM_300 Time Management v7 Click on the All pushbutton to select all periods 112
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 HR_TM_300 Time Management v7 113
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 HR_TM_300 Time Management v7 114
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 HR_TM_300 Time Management v7 115
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 HR_TM_300 Time Management v7 116
ESS – Leave Balance Statement
Click on PDF for a printable version HR_TM_300 Time Management v7 Current balances as of 09/01/07 117
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 HR_TM_300 Time Management v7 118
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.
2.
The HR termination action for the employee should be processed first 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 HR_TM_300 Time Management v7 119
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 • VACL – (N/A after 12/31/06!) • VACN (Non-exempt)/VACE (Exempt) – Vacation quota HR_TM_300 Time Management v7 120
Quota Compensation
• For an employee retiring from UK, you may have up to two (2) transactions for TDL compensation: 1.
2.
22 day lump sum option (22 days X # hrs/day) – do first 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 HR_TM_300 Time Management v7 121
Quota Compensation
1.
Enter transaction code PA61 2.
3.
4.
Enter the employee’s Person ID and press the Enter key On the Att./Abs./Quota Info. tab click on gray box just left of the Time Quota Compensation (0416) infotype Click on the Create icon in the Application Toolbar 4 2 3 HR_TM_300 Time Management v7 122
5
Quota Compensation
5.
6.
7.
Double-click on the desired quota type (regular Vacation in this example) Enter the Start date and then the number of HOURS eligible in the No. to compensate field Click on the Save icon the employee 6 Available balance HR_TM_300 Time Management v7 123
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 HR_TM_300 Time Management v7 124
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 HR_TM_300 Time Management v7 125
Unit 6 Exercise
• Complete the following exercise: 6.2 – Time Quota Compensation HR_TM_300 Time Management v7 126
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 • Quota overview • Displaying absence quotas Quota Compensation HR_TM_300 Time Management v7 127
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.
Enter the Personnel Number 2 3.
Click on Execute icon Use the Multiple Selection icon to select multiple PERNRS END RESULT HR_TM_300 Time Management v7 129
Displaying Time Entries – CATS_DA
• Click on the Additional Functions icons (yellow arrows) to display/hide sets of various function icons HR_TM_300 Time Management v7 130
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 HR_TM_300 Time Management v7 131
Display of Time Statement – Z_TIMERPT
1.
2.
3.
4.
Select the appropriate Period Enter values in the Selection section 4 You can also click on the Further selections pushbutton to add other Selection Fields to this section To see only time worked, click in the white checkbox next to Daily in the bottom section 1 2 Click on the Execute icon 3 HR_TM_300 Time Management v7 132
Display of Time Statement
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Display of Quota Statement – Z_TIMERPT
1.
2.
3.
4.
Select the appropriate Period Click on the Execute icon 4 Enter values in the Selection section You can also click on the Further selections pushbutton to add other Selection Fields to this section 1 To see only absence data, click in the white checkbox next to Leave in the bottom section AND enter “*” in the types fields 2 3 HR_TM_300 Time Management v7 134
Display of Quota Statement
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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 HR_TM_300 Time Management v7 136
Remuneration Statement
1.
2.
3.
4.
Enter transaction code PC00_M10_CEDT Enter desired Payroll Period and Selection Criteria 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”) Click on the Execute icon 4 2 3 HR_TM_300 Time Management v7 137
Remuneration Statement Example
Name & home address display here HR_TM_300 Time Management v7 138
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 HR_TM_300 Time Management v7 139
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 far right of any Selection Criteria field to indicate multiple values, if applicable HR_TM_300 Time Management v7 140
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 HR_TM_300 Time Management v7 141
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.
2.
Enter transaction code ZCOSOBJ Enter the desired Period and Selection options, etc… 3.
Click on the Execute icon to generate the report HR_TM_300 Time Management v7 142
Employees Cost Distribution Objects Report
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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 HR_TM_300 Time Management v7 144
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 HR_TM_300 Time Management v7 145
HR_TM_300 Assessment
• Use the following: Assessment name on your Data Sheet Assessment “IRIS Daily Time Record” 1.
2.
3.
4.
Enter the time Approve the time Transfer the time 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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