Time Management HR_TM_300. Time Management-V8-06/08 1. Prerequisites. Roles. UK_100 - IRIS Awareness and Navigation HR_200 - HR Overview

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1 Time Management HR_TM_300 Time Management 1 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 Time Management 2 Time Management-V8-06/08 1

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 Time Management 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 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 Time Management 4 Time Management-V8-06/08 2

3 Unit 1 Time Management Overview Time Management 5 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. Time Management 6 Time Management-V8-06/08 3

4 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. Time Management 7 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 Time Management 8 Time Management-V8-06/08 4

5 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) Time Management 9 Infotype 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). Time Management 10 Time Management-V8-06/08 5

6 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. Time Management 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. 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. Time Management 12 Time Management-V8-06/08 6

7 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! Time Management 13 IRIS Payroll Schedules The IRIS Biweekly/Monthly Payroll Schedules are available on the UK Payroll web site: 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 Time Management 14 Time Management-V8-06/08 7

8 IRIS Payroll Schedules Example Time Management 15 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). Time Management 16 Time Management-V8-06/08 8

9 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 Time Recording Time Management 17 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 Time Management 18 Time Management-V8-06/08 9

10 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. Time Management 19 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 Time Management 20 Time Management-V8-06/08 10

11 Unit 2 CATS Time Entry Time Management 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. Time Management 22 Time Management-V8-06/08 11

12 IRIS Daily Time Record (Hourly Employees) Payroll has three approved versions of the Daily Time Record (time sheet) - available on the UK Forms site: 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 ti be calculated l as the time is entered. Frequently used Attendance/Absence Types are listed at the bottom for easy reference. Time Management 23 IRIS Daily Time Record Example Week 1 - Campus (Without Cost Allocation) version: Time Management 24 Time Management-V8-06/08 12

13 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! Time Management 25 Hourly Employee Time Entry 1. Enter transaction code CAT2 2. Click on the Possible Entries icon in the Data Entry Profile field 3. Double-click on the UK Biweekly Time profile 4. Press the Enter key 2 3 NOTE: This Initial Screen appears only the first time you enter CAT2 after logging into IRIS. Time Management 26 Time Management-V8-06/08 13

14 Hourly Employee Time Entry 5. 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 6. Click on the Personnel Selection pushbutton to choose an employee 5 6 Time Management 27 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. 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. Time Management 28 Time Management-V8-06/08 14

15 Hourly Employee Time Entry 9. Click on the green Select 9 All Persons icon in the Application Toolbar OR 10 - click on the gray box to the left of the Personnel Number column to select the employee 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 Time Management 29 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 Time Management 30 Time Management-V8-06/08 15

16 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 Time Management 31 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 th of a fiscal year will not be usable after that date for any type of faculty. Time Management 32 Time Management-V8-06/08 16

17 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 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. Time Management 33 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. Time Management 34 Time Management-V8-06/08 17

18 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. Time Management 35 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. 1 Click on the Cancel icon to cancel the Save and return to the time sheet Time Management 36 Time Management-V8-06/08 18

19 University Differential Pay Rates The approved differential pay rates for the University are maintained in a table in IRIS. For example: Diff Evening Shift $ Diff Night Shift $ Call Pay $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. Time Management 37 Unit 2 Exercise Complete the following exercise: 2.1 CATS Time Entry Hourly Employee Time Management 38 Time Management-V8-06/08 19

20 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 Time Management 39 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 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 Time Management 40 3 Time Management-V8-06/08 20

21 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. Time Management 41 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. Target Hours row Totals Row On/Off icon Total number of hours you have entered for this employee Total Hours row Time Management 42 Time Management-V8-06/08 21

22 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. Time Management 43 Unit 2 Exercise Complete the following exercise: 2.2 CATS Time Entry Hourly Exception Time Time Management 44 Time Management-V8-06/08 22

23 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. Time Management 45 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 Time Management 46 Time Management-V8-06/08 23

24 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 = Time Management 47 Holiday Leave Time Entry If an hourly employee works on a holiday, that time is entered with Attendance Type 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 Hourly example: Time Management 48 Time Management-V8-06/08 24

25 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. Time Management 49 Unit 2 Exercise Complete the following exercise: 2.3 CATS Time Entry Salaried Exception Time Time Management 50 Time Management-V8-06/08 25

26 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. Time Management 51 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. Time Management 52 Time Management-V8-06/08 26

27 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 Time Management 53 Unit 3 CATS Time Entry with Cost Allocation Time Management 54 Time Management-V8-06/08 27

28 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 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 Time Management 55 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. Time Management 56 Time Management-V8-06/08 28

29 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 Time Management 57 Unit 3 Exercise Complete the following exercise: 3.1 CATS Time Entry with Cost Allocation - Hourly Time Management 58 Time Management-V8-06/08 29

30 Unit 3 Summary Any questions related to: Explanation of Cost Allocation Entering Cost Allocation information in CATS Regular Hours Worked Allocations Overtime Allocations Time Management 59 Unit 4 Selection Variants Time Management 60 Time Management-V8-06/08 30

31 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. Time Management 61 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 Time Management 62 Time Management-V8-06/08 31

32 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 Time Management 63 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 Time Management 64 Time Management-V8-06/08 32

33 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 1 Personnel Numbers are pasted here 2 Time Management 65 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 Employee Subgroup Organizational Unit Example Values Campus, STEPS, Hospital Regular FT, Regular PT, Temp PT Staff, Student, Faculty Exempt Monthly, Non-exempt 40, Nonexempt 37.5 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. Time Management 66 Time Management-V8-06/08 33

34 Creating by Enterprise Structure Values Example variants: Variant Name BW MO Personnel Area Personnel Subarea Employee Group 1000 (Main Campus) 0001 (Reg FT) A (Staff) 1000 (Main Campus) 0001 (Reg FT) A (Staff) Employee Subgroup 05 (40 h/w) 03 (Exempt Monthly) Organizational Unit Time Management 67 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 Time Management 68 Time Management-V8-06/08 34

35 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 Time Management 69 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 Time Management 70 Time Management-V8-06/08 35

36 Unit 4 Exercise Complete the following exercise: 4.1 Creating CAT2 Variants Time Management 71 Using a CAT2 Variant 1. Click on Get Variant icon 2. Enter Variant name and/or Created by (default value) 3. Click on the Execute icon 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! Time Management 72 Time Management-V8-06/08 36

37 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 Time Management 73 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. Time Management 74 Time Management-V8-06/08 37

38 Inserting a Row with Multiple Employees Some other Insert Row 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 2 New row is inserted and ready for edits Time Management 75 Unit 4 Exercise(s) Complete the following exercise(s): 4.2 Using CAT2 Variants Time Management 76 Time Management-V8-06/08 38

39 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 Time Management 77 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 Time Management 78 Time Management-V8-06/08 39

40 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 Time Management 79 Unit 5 Approval & Transfer of Time Time Management 80 Time Management-V8-06/08 40

41 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. Time Management 81 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 Time Management 82 Time Management-V8-06/08 41

42 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 h d 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 Time Management 83 Time Approval for One Employee 1. Enter t-code CATS_APPR_LITE 2. In the Reporting Period fields choose All 3. Enter the employee s Personnel Number 4. Ensure 20 is in the Processing Status fields 5. Click on the Execute icon Time Management 84 Time Management-V8-06/08 42

43 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 Time Management 85 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 Time Management 86 Time Management-V8-06/08 43

44 Using a CATS_APPR_LITE Variant Click on the Get Variant icon in the Application Toolbar 2. Double-click on the desired variant in the pop-up window 3. Click on the Execute icon in the Application Toolbar Time Management 87 Unit 5 Exercise Complete the following exercise: 5.1 Creating/Using CATS_APPR_LITE Variants Time Management 88 Time Management-V8-06/08 44

45 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 Attendance time data is transferred into Infotype Time Management 89 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 Time Management 90 Time Management-V8-06/08 45

46 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. Time Management 91 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. Time Management 92 Time Management-V8-06/08 46

47 Creating a ZCAT6 Variant 1. Click on the Multiple Selection icon to the far-right of the 1 Personnel number field 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 2 Time Management 93 Creating a ZCAT6 Variant 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. Click on the Start search icon Time Management 94 Time Management-V8-06/08 47

48 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 Time Management 95 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 Time Management 96 Time Management-V8-06/08 48

49 Unit 5 Exercise Complete the following exercise: 5.2 Creating/Using ZCAT6 Variants Time Management 97 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 Time Management 98 Time Management-V8-06/08 49

50 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 Time Management 99 Unit 5 Exercise Complete the following exercise: 5.3 Verify Transferred Time Time Management 100 Time Management-V8-06/08 50

51 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 Time Management 101 Unit 6 Absence Quotas Time Management 102 Time Management-V8-06/08 51

52 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. Time Management 103 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. Time Management 104 Time Management-V8-06/08 52

53 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 30 th 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. Time Management 105 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 - 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. Time Management 106 Time Management-V8-06/08 53

54 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. Time Management 107 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. Time Management 108 Time Management-V8-06/08 54

55 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. Time Management 109 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 Time Management 110 Time Management-V8-06/08 55

56 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 h case you would want to check/change h 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. Time Management 111 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 Time Management 112 Time Management-V8-06/08 56

57 Unit 6 Exercise Complete the following exercise: 6.1 Display Absence Quota Information Time Management 113 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 Time Management 114 Time Management-V8-06/08 57

58 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. Time Management 115 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. Time Management 116 Time Management-V8-06/08 58

59 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 Time Management 117 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 Time Management 118 Time Management-V8-06/08 59

60 ESS Leave Balance Statement Click on PDF for a printable version Current balances as of 09/01/07 Time Management 119 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. Time Management 120 Time Management-V8-06/08 60

61 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 i 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. Time Management 121 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 Time Management 122 Time Management-V8-06/08 61

62 Quota Compensation For an employee retiring from UK, you may have up to two (2) transactions for TDL compensation: 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. Time Management 123 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 Time Management 124 Time Management-V8-06/08 62

63 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 7 Start date is equal to the last active date for the employee 6 Available balance 5 Time Management 125 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. Time Management 126 Time Management-V8-06/08 63

64 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. Time Management 127 Unit 6 Exercise Complete the following exercise: 6.2 Time Quota Compensation Time Management 128 Time Management-V8-06/08 64

65 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 Time Management 129 Unit 7 Displays & Reports Time Management 130 Time Management-V8-06/08 65

66 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 ) 2. Enter the Personnel Number 3. Click on Execute icon 3 END RESULT 2 1 Use the Multiple Selection icon to select multiple l PERNRS Time Management 131 Displaying Time Entries CATS_DA Click on the Additional Functions icons (yellow arrows) to display/hide sets of various function icons. Time Management 132 Time Management-V8-06/08 66

67 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. Time Management 133 Display of Time Statement Z_TIMERPT 1. Select the appropriate Period 2. Enter values in the Selection section You can also click on the Further selections pushbutton to add other Selection Fields to this section 3. To see only time worked, click in the white checkbox next to Daily in the bottom section 4. Click on the Execute icon Time Management 134 Time Management-V8-06/08 67

68 Display of Time Statement Time Management 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 Further selections pushbutton to add other Selection Fields to this section 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 Time Management 136 Time Management-V8-06/08 68

69 Display of Quota Statement Time Management 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. Time Management 138 Time Management-V8-06/08 69

70 Remuneration Statement 1. Enter transaction code PC00_M10_CEDT 2. Enter desired Payroll Period and Selection Criteria 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 ) 4. Click on the Execute icon Time Management 139 Remuneration Statement Example Name & home address display here Time Management 140 Time Management-V8-06/08 70

71 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 g 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. Time Management 141 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 Time Management 142 Time Management-V8-06/08 71

72 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 Time Management 143 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 Enter transaction code ZCOSOBJ 2. Enter the desired Period and Selection options, etc 3. Click on the Execute icon to generate the report Time Management 144 Time Management-V8-06/08 72

73 Employees Cost Distribution Objects Report Time Management 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 Time Management 146 Time Management-V8-06/08 73

74 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 Time Management 147 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! Time Management 148 Time Management-V8-06/08 74