Payroll Support And Time Recording
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Payroll Support and Time Recording
Welcome and Ground Rules Have fun and enjoy the opportunities to contribute to SBBC’s future success! Turn off or silence cell phones and pagers Do not read or send email messages during class time Keep side discussions to a minimum Do not interrupt the person speaking We will start, break, and end on time All unanswered questions will be placed in the “Parking Lot” and answers will be distributed later
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Logistics
Before we get started ...
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Classroom Materials
Exercises (Let Me) BRITE
Concepts (Tell Me)
Demonstration (Show Me) s
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Course Objectives At the end of this course, participants will be able to: Describe the relationship between positions and payroll Create absences and attendance on an employee’s primary position Create attendance on secondary positions Interpret basic payroll data to assist in answering employees’ questions and concerns about their paychecks Execute relevant reports
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Agenda
Lesson
Time
One: Introduction to Payroll Support and Time Recording Two: Time Recording Three: Payroll Support Four: Reporting Five: Summary
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Intro ducti on to Pa yro ll Su pport and Time Re cord ing
Lesson Objectives At the end of this lesson, participants will be able to: Identify his/her role within the payroll process Describe the overall time recording and payroll process Recognize the importance of daily and accurate time entry
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Key Terminology CATS
Cross Application Time Sheets – enter attendance and absence transactions into SAP for either a single or multiple employees on a single screen for the entire payroll period.
KRONOS/ COMPASS
External time keeping systems from which time will be imported into SAP.
Retro or Adj. (Adjustments)
An adjustment made to an employee’s pay for a prior pay period. This term will eliminate ‘Difference from pre’ from the pay statement.
Perpetual Calendar
A continuing calendar that crosses over fiscal years without interruption and is not tied to the school calendar. Each Perpetual Calendar pay period consists of 14 calendar days/10 weekdays (starting on Mondays and ending on Sundays) and is paid on the Friday after the pay period ends.
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Key Terminology Manager Self Service (MSS)
Workplace for administrators to approve absence requests for vacation and sick personal time, time entries, and personnel actions.
Employee Self Service (ESS)
Workplace for employees to view personal information, request changes, and submit absence requests for vacation and sick personal reasons to manager for approval.
Business Intelligence (BI)
Repository of SAP information for the purpose of reporting.
Salaried Employee Contracted salaried employee with a work schedule rule assigned. Example – Teacher, Principal, Office Manager Hourly Employee w/Work Schedule
Contracted hourly employee with a work schedule rule assigned. Example – Custodian, Cafeteria Worker
‘True’ Hourly Employee
Non-contract employee with no assigned work schedule. Example – Substitute Teacher, Temporary Worker
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Roles Roles involved in the Payroll Support and Time Recording processes: Site Payroll Contacts School-Based Administrators District-Based Administrators Payroll Department Super Users Employee Self Service (all employees)
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Responsibilities for Payroll Contacts Responsibilities include: Enter attendance and absences into CATS Timesheet according to payroll schedules Display personnel data Research and communicate payroll issues to management and/or employees Run reports for audit documentation
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Organizational Chart
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Time Recording Process (DRAFT)
Start
Payroll Contact
KRONOS/ COMPASS
Enters/ Updates Time via CAT2
Time Imported into CAT2
Administrator Reviews Time in MSS
Approve
Payroll Dept
Employee
Processes Payroll
Receives Payment
Finish
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Payroll Area AA Calendar – 2008 (DRAFT) Month
Pay Pd
Period Begin
Period End
Time Entry/ Approval Deadline
Time and Payroll Run
Pay Date
April
8
Mon
03/31/08
Sun
04/13/08
Sat
04/12/08
Mon
04/14/08
Fri
04/18/08
May
9
Mon
04/14/08
Sun
04/27/08
Sat
04/26/08
Mon
04/28/08
Fri
05/02/08
May
10
Mon
04/28/08
Sun
05/11/08
Sat
05/10/08
Mon
05/12/08
Fri
05/16/08
May
11
Mon
05/12/08
Sun
05/25/08
Sun
05/25/08
Tue
05/27/08
Fri
05/30/08
June
12
Mon
05/26/08
Sun
06/08/08
Sat
06/07/08
Mon
06/09/08
Fri
06/13/08
June
13
Mon
06/09/08
Sun
06/22/08
Sat
06/21/08
Mon
06/23/08
Fri
06/27/08
AA Most instructional, paraprofessionals, and substitute teachers
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Payroll Area BB Calendar – 2008 (DRAFT) Month
Pay Pd
Period Begin
Period End
Time Entry/ Approval Deadline
Time and Payroll Run
Pay Date
April
8
Mon
03/24/08
Sun
04/06/08
Mon
04/07/08
Tue
04/08/08
Fri
04/11/08
April
9
Mon
04/07/08
Sun
04/20/08
Mon
04/21/08
Tue
04/22/08
Fri
04/25/08
May
10
Mon
04/21/08
Sun
05/04/08
Mon
05/05/08
Tue
05/06/08
Fri
05/09/08
May
11
Mon
05/05/08
Sun
05/18/08
Mon
05/19/08
Tue
05/20/08
Fri
05/23/08
June
12
Mon
05/19/08
Sun
06/01/08
Mon
06/02/08
Tue
06/03/08
Fri
06/06/08
June
13
Mon
06/02/08
Sun
06/15/08
Sat
06/16/08
Tue
06/17/08
Fri
06/20/08
BB Most non-instructional, 241/242 day, and color track instructional
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Lesson Summary Congratulations! You should now be able to: Describe the payroll contact’s role within the payroll process Describe the overall time recording and payroll process Recognize the importance of daily and accurate time entry
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Knowledge Check As a time recorder, your responsibilities do not include: A. B. C. D.
Running reports Creating absence transactions Recording pay increases Editing time
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Knowledge Check KRONOS and COMPASS will continue to be used in the school system after the implementation of SAP ECC 6.0 (“new” SAP). A. True B. False
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Knowledge Check Time will be entered or changed for an employee in CAT2 in which of the following situations? A. An employee with a work schedule rule assigned takes a sick leave day B. An employee’s hours which were imported from KRONOS need to be adjusted C. A true hourly employee, with no work schedule rule assigned, has time that needs to be entered D. All of the above
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Questions?
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Agenda
Lesson
Time
One: Introduction to Payroll Support and Time Recording Two: Time Recording Three:Payroll Support Four: Reporting Five: Summary
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Time Re cord ing
Lesson Objectives At the end of this lesson, participants will be able to: Identify the role of COMPASS and KRONOS within the SAP time recording process Display absence quota information per employee Add attendance/absence transactions Change attendance/absence transactions Delete attendance/absence transactions Display time sheets
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Key Terminology Attendance
Period of time employee is present at work.
Absence
Period of time employee is away from work.
Accrual
Amount of leave hours the employee ‘earns’ over time, based on his/her calendar and contract provisions. This includes the four (4) days of Sick Leave given at the beginning of the contract year, as well as the leave hours accrued each pay period.
Absence Quota
Total accumulation of leave hours the employee has accrued or earned over time (multiple pay periods/years).
Absence Quota Type
A breakdown of employee time-off entitlements according to reason for entitlement, such as annual leave (VAC) and sick leave (SCK).
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Key Terminology Primary Position
Employee’s “main” job.
Secondary Position
Assignments above and beyond the employee’s primary position, such as Aftercare Worker, Days Beyond, or Tutor; these assignments can exist outside of the employee’s primary position org unit.
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Transaction Codes PT50
Quota Overview, used to review Sick Leave, Vacation Leave, Military Leave and Comp Time Balances
CAT2
Record Working Times – used to record absences (such as Sick and Vacation) and attendances (such as additional hours for primary or secondary positions)
CAT3
Display Working Times – view only version of CATS
PA20
Display Employee Data – view only version of an employee’s infotypes and subtypes
PUOC_10
Display Off-cycle Workbench (pay statements)
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Infotypes Infotype
Screen containing a set of data grouped according to subject matter, which can be identified by its four-digit code; for example, the Planned Working Time Infotype 0007
Infotype 0554
Infotype that stores hourly rate per assignment (secondary positions, including Sub Teacher assignments)
Infotype 2001
Infotype that stores employee absence data; will be “display only” as data is maintained through CATS
Infotype 2002
Infotype that stores employee attendance data; will be “display only” as data is maintained through CATS
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Time Administration Process
1 Time punches from Kronos
2 Time from COMPASS
Time Approver Payroll Contact
Employee
Time Recording Subsystems
Broward County Public Schools Area: Time Management Process : Time Recording and Approval - BPDDTM0010
4 Time sheet
3 Review Punches and make corrections as needed
5 Time entered into SAP via CATS (CAT2)
Non-HR
HR Data
No
6 Time Approved
SAP
Yes
Interface
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7 Data stored in SAP as attendances and absences IT 2001 & 2002
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Time Charged to Financial Objects
Key Improvements in Time Administration Time recording via CATS (Cross Application Time Sheet) Single point of time entry Absences and attendances can be entered for a single or multiple employees on the same screen for the entire payroll period CATS will replace the current ZA71 screen and eliminate use of PA61 Enhancements will allow display of leave balances and validation of secondary positions of employees Overtime will be system calculated for both primary and secondary positions Time from external systems (KRONOS & COMPASS) will be interfaced via CATS in SAP Provides the ability to require District-wide systematic approval of time before it is paid
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Time Administration Process – COMPASS NO major changes to the current process. DIS PLV You will no longer be able to use DIS (Disability) in COMPASS; use PLV (Unpaid Leave) instead.
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Time Administration Process – KRONOS Schools No changes to the current processes. Continue to make corrections to time for substitute teachers in KRONOS. You will still make changes in SAP via CATS for exceptions after time from KRONOS has been pulled into CATS.
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Time Administration Process – KRONOS Vehicle Maintenance and Materials & Logistics Departments ONLY Employees in these departments who currently use KRONOS will continue to do so. However, after Go-Live, the Payroll Contact will enter absences directly in SAP via CATS (do not enter absences in KRONOS).
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PT50: Quota Overview Display sick, vacation, comp time, and military quotas for a specific employee:
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PT50: Quota Overview The employee’s information displays:
1
2
3
4 Payroll Support & Time Recording
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PT50: Quota Overview The Absence quotas tab displays the detailed quota information:
5
6
7 Payroll Support & Time Recording
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PT50: Quota Overview The Accrual information tab displays the detailed accrual information:
8
9
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Simulation PT50: Quota Overview Let’s verify the amount of leave Felicity Johnson has available. Using the simulation for transaction PT50, let’s find the following: Sick leave remaining Vacation leave remaining Military leave remaining
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Demonstration PT50: Quota Overview Let’s verify the amount of leave Consuela Stone has available. Using transaction PT50, let’s find the following: Sick leave remaining Vacation leave remaining Military leave remaining
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Exercise PT50: Quota Overview You want to verify the amount of leave Michael Vernon has available. Using transaction PT50, enter his personnel number from your data sheet and find the following: Sick leave remaining Vacation leave remaining Military leave remaining
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Cross Application Time Sheets (CATS) Timeline (DRAFT) Daily Start
Payroll Contact Enters Time via CAT2
Friday a.m.
Friday p.m.
Monday a.m.
Monday a.m.
Payroll Contact Reviews/ Updates Time in CAT2
Administrator Approves Time in MSS
Payroll Contact Makes Final Changes in CAT2
Administrator Approves Final Time Changes in MSS
Finish
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CAT2: Record Working Times Options for entering time in CAT2: No Cost Override (BCPS-2) – time entered will be charged to the standard budget for the employee’s position Cost Override (BCPS-1) – time entered will be charged to a different budget than the standard budget for the employee’s position (reclassification) Secondary Position – time entered for the employee’s secondary position/assignment
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CAT2: Record Working Times – No Cost Override Maintain time sheets to add, change, and delete attendance and absence per employee:
1 2
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CAT2: Record Working Times – No Cost Override 3
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CAT2: Record Working Times – No Cost Override Select the variant to choose employees for whom you wish to enter time: 4
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CAT2: Record Working Times – No Cost Override This is only a sample of what a variant drop down might look like.
5 6
7
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CAT2: Record Working Times – No Cost Override Record time for employees: 8
9
10 11
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CAT2: Record Working Times – No Cost Override Record time for employees: 15
12
13
14
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Simulation CAT2: Record Working Times – No Cost Override Let’s enter time for Barron Marco, Sean Winton, and Consuela Stone. Using transaction CAT2, enter the following time for Tuesday, February 19th: Barron Marco:10 hrs VAC Sean Winton: 7.5 hrs SPR Consuela Stone: 2.5 hrs REG
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Demonstration CAT2: Record Working Times – No Cost Override Let’s enter time for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CAT2, enter the following time for Monday of this week:
Thomas: 6.0 ABS Felicity: 2.0 REG Eva: 5.0 SCK & 2.5 PLV Donna: 7.5 VAC
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Exercise CAT2: Record Working Times – No Cost Override You need to enter time for Yvonne Hilliard. Using transaction CAT2, select her personnel number and enter the following time: Monday: 3.0 SCK Tuesday: 5.0 SPR Wednesday: 2.0 REG
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Instructions for Adding Text in CATS Timesheet
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Instructions for Adding Text in CATS Timesheet
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Instructions for Adding Text in CATS Timesheet
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Instructions for Adding Text in CATS Timesheet
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CAT2: Record Working Times – Cost Override A cost override allows time/dollars to be moved from one budget to another Examples for when a cost override is required: A pool sub needs time charged to a different functional area or fund A teacher, whose salary is paid by a grant, goes out on TDA; the time for the substitute needs to be charged to that grant, not the standard sick functional area A retired principal works for the area office and then is sent to another location; his time will need to be reclassified to the appropriate budget
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CAT2: Record Working Times – Cost Override Code
Digits
Organizational Unit
8
Format 6 + Location + Org Subunit Example: 62811000
Cost Center
10
Business Area + Type + Location + Zero* Example: 3252311510
Fund
4
Functional Area
16
Example: 1000
Function + Activity + Seven Zeros Example: 5101000000000000
Grant
14
Grant Type + Location owner + Dept Grant # + . + Location of expenses Example: C97800001.1751
WBS Element (Work Breakdown Structure)
16
Grant Type + Location owner + Dept Grant # + WBS + . + Location of expenses Example: C9780000101.1751
* In most cases Payroll Support & Time Recording
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CAT2: Record Working Times – Cost Override Maintain time sheets to add, change, and delete attendance and absence per employee:
1 2
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CAT2: Record Working Times – Cost Override Select the variant to choose employees for whom you wish to enter time: 3
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CAT2: Record Working Times – Cost Override Record time for employees: 8
9
10 11
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CAT2: Record Working Times – Cost Override Record time for employees: 15
12
13
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14
61
Simulation CAT2: Record Working Times – Cost Override Let’s enter time for Karen Simpson. As a pool substitute teacher, her time is normally charged to the functional area 5701000000000000. This week, a teacher is on TDA, and Karen’s time needs to be charged to accountability. Using transaction CAT2, select her personnel number 90009 and enter the following cost override for time:
Rec. CCtr (Cost Center) = 3450312410 RecFund (Fund) = 1000 Rec.Func.Ar (Functional Area) = 6400121090000000 Monday of this week = 7.5 REG hours
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Demonstration CAT2: Record Working Times – Cost Override Let’s enter time for Samantha Woods. As a pool substitute teacher, her time is normally charged to the functional area 5701000000000000. This week, a teacher is on TDA, and Samantha’s time needs to be charged to TDIF. Using transaction CAT2, select her personnel number and enter the following cost override for time:
Rec. CCtr (Cost Center) = 3318126710 RecFund (Fund) = 1000 Rec.Func.Ar (Functional Area) = 5719620080000000 Monday of this week = 7.5 REG hours
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Exercise CAT2: Record Working Times – Cost Override You need to enter a cost override for time for Robert Monroe. Using transaction CAT2, select his personnel number and enter the following time:
Rec. CCtr (Cost Center) = 3318126710 RecFund (Fund) = 1000 Functional Area = 6400121090000000 Tuesday of this week = 7.5 REG hours
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CAT2: Record Working Times – Secondary Positions
1 2
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CAT2: Record Working Times – Secondary Positions Select the variant to choose employees for whom you wish to enter time: 3
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CAT2: Record Working Times – Secondary Positions Record time for employees: 8
9
10 11
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CAT2: Record Working Times – Secondary Positions Record time for employee: 14
12
13
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Simulation CAT2: Record Working Times – Secondary Positions Let’s enter time for Karen Simpson for her additional assignment as a substitute teacher for Nob Hill. Using transaction CAT2, select her personnel number 90009 and enter the following time for Monday, February 4th: RGR = 4.50 hours Position # = 80032049
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Demonstration CAT2: Record Working Times – Secondary Positions Let’s enter time for Lillian May for her additional extended day with student contact assignment. Using transaction CAT2, select her personnel number from the data sheet and enter the following time for Monday of this week: RGR = 2.5 hours
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Exercise CAT2: Record Working Times – Secondary Positions You need to enter time for the additional assignment for Michael Vernon. Using transaction CAT2, select his personnel number and enter the following time for Monday of this week: RGR = 3.0 hours
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CAT2: Record Working Times-Changes/Deletions Maintain time sheets to add, change, and delete attendance and absence transactions per employee:
1 2
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CAT2: Record Working Times – Changes/Deletions Select the variant to choose employees for whom you wish to enter time: 3
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CAT2: Record Working Times – Changes/Deletions Note the time entered for Monday, January 28th: 8
9
10 11
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Simulation CAT2: Record Working Times – Changes/Deletions Let’s modify the time entered for Barron Marco, Sean Winton, and Consuela Stone. Using transaction CAT2, make the following changes/deletions. Barron Marco:10 hrs VAC – Delete hours Sean Winton: 7.5 hrs SPR – Change to 5.0 hours Consuela Stone: 2.5 hrs REG – Change to 3.0 hours
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Demonstration CAT2: Record Working Times – Changes/Deletions Let’s modify the time entered for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CAT2, enter the following time for Monday of this week:
Thomas: 6.0 ABS – Delete hours Felicity: 2.0 REG – Change to 2.5 hours Eva: 5.0 SCK & 2.5 PLV – Delete hours Donna: 7.5 VAC – Change to SCK
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Exercise CAT2: Record Working Times – Changes/Deletions You need to modify the time entered for Yvonne Hilliard. Using transaction CAT2, select her personnel number and change the following: Monday: 3.0 SCK – Change to 4.0 hours Tuesday: 5.0 SPR – Delete hours Wednesday: 2.0 REG – Change to 2.5 hours
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CAT2- Termination Procedure
Create PLV record for two weeks from the termination date Contact the Payroll Department to lock the employee record Note: This process is replacing PA40 Stop Payment Action
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CAT3: Display Working Times Display time sheets per employee:
1
2
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CAT3: Display Working Times Select the variant to choose employees for whom you wish to display time: 3
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CAT3: Display Working Times Display time sheets per employee: 8
9
10
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Simulation CAT3: Display Working Times Let’s view the time sheets for Barron Marco, Sean Winton, and Consuela Stone. Using transaction CAT3, we’ll select the personnel numbers and view the data entered for Tuesday, February 19th: Barron Marco: 10 hrs VAC Sean Winton: 7.5 hrs SPR Consuela Stone: 2.5 hrs REG
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Demonstration CAT3: Display Working Times Let’s view the time entered for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CAT3, view the following time for Monday of this week:
Thomas: 6.0 ABS – Deleted Felicity: 2.0 REG – Changed to 2.5 hours Eva: 5.0 SCK & 2.5 PLV – Deleted Donna: 7.5 VAC – Changed to SCK
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Exercise CAT3: Display Working Times Let’s view the time you entered for Yvonne Hilliard. Using transaction CAT3, select her personnel number and review the following time: Monday: 3.0 SCK – Changed to 4.0 hours Tuesday: 5.0 SPR – Deleted Wednesday: 2.0 REG – Changed to 2.5 hours
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MSS Time Approval (Future Functionality)
From the Portal: Click Manager Self-Service Click Team Click Approve Time Sheet Data Click Review Review time entered and click Save
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Reporting Structure for Time Approval (Future Functionality)
Organizational Unit = O
CHIEF OF ORG UNIT
Job =C SUBCHIEF
Position (Primary) =S
Person (Holder) =P
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Position (Primary) =S
Person (Holder) =P
SUBCHIEF
Position (Primary) =S
Person (Holder) =P
86
Overstaffed Position (Secondary) =S
People (Holders) =P
Lesson Summary Congratulations! You should now be able to: Display quota information per employee Enter attendance/absence transactions Change attendance/absence transactions Delete attendance/absence transactions Display time sheets
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Knowledge Check What transaction code would you use to display sick, vacation, comp time, and military quotas? B. C. D. E.
CAT2 CAT3 PT50 None of the above
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Knowledge Check When viewing an employee’s quota, which button must you select in order to ensure accurate and up-to-date information? B. C. D. E.
From Today Current Period Current Calendar Year All
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Knowledge Check In CAT2 you can enter primary position absences and secondary position time worked in the same screen. B. True C. False
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Knowledge Check Which of the following examples would require a cost override in CAT2? B. A pool sub needs time charged to a different functional area or fund C. A teacher is out sick D. All of the above E. None of the above
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Knowledge Check You can make changes to an employee’s time sheet in CAT3. B. True C. False
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Questions?
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Agenda
Lesson
Time
One: Introduction to Payroll Support and Time Recording Two: Time Recording Three: Payroll Support Four: Reporting Five: Summary
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Pa yroll Su pport
Lesson Objectives At the end of this lesson, participants will be able to: Display employee master data (PA20) Describe the new perpetual calendar and changes to the pay statement Display off-cycle workbench (PUOC_10)
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Transaction Codes & Infotypes PA20
Display Employee Data
PUOC_10
Display Off-Cycle Workbench (view pay statements)
Infotype
Screen containing a set of data grouped according to subject matter, which can be identified by its four-digit code; for example, the Planned Working Time Infotype 0007
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Object Manager
2 1
3
4
5 6 Payroll Support & Time Recording
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Object Manager
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PA20: Display HR Master Data 1
2 3
5
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4
Infotype 0007: Planned Working Time
1
2
3
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Infotype 0014: Recurring Payments/Deductions
1 2
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Infotype 0103: Display Bond Purchases (New!)
1
2
3
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Infotype 0104: Display Bond Denominations (New!)
1
2
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Infotype 0236: Display Credit Plans (New!)
1
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Infotype 0015: Additional Payments
1 2
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Infotype 0019: Monitoring of Tasks
1
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Infotype 0041: Date Specifications
1
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2
108
Infotype 0210: Withholding Information W4/W5
1 2
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Infotype 0554: Hourly Rate per Assignment
1
2
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Infotype 2001: Absences
1 2
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Infotype 2002: Attendances
1 2
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Infotype 0008: Basic Pay 6
1
2 3
4 5 Payroll Support & Time Recording
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Infotype 0008: Basic Pay Details
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Key Payroll Changes Significant Payroll Design Changes Perpetual Calendar “All Days Paid” Concept Major Enhancements Easier-to-understand pay statements “Difference from Pre” eliminated and replaced with distinct line items and a “Retro” column Set biweekly pay dates Sick and Vacation leave summary updated on pay statement on perday period basis TSA deductions can either be a fixed amount or percentage of salary Up to five direct deposit financial institutions on one pay statement
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Perpetual Calendar Standard biweekly pay dates, every other Friday, after the pay period ends, unless Friday is a bank holiday in which case payment will be distributed the day before Standard 14-day pay periods, which start on Mondays & end on Sundays Perpetual Calendar crosses fiscal years and is not tied to the school calendar Pay dates set for years to come Does not change the number of pay periods for the various calendars
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All Days Paid Concept Annual contract salary is not changing, but is being redistributed to prevent paying employees in advance Affects only contract salaried employees All days between first and last day of contract, excluding weekends, are considered to be “Paid Days,” including worked days, holidays, paid and unpaid days Salary will be distributed among all “Paid Days” to provide equal paychecks for employees, except for first and last paychecks Annual Contract Salary, hourly rate for additional positions, and sick leave payout will not be affected
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Work Days versus Paid Days SEPTEMBER 2007 S
M
T
W
Th
FACTS
F
S 1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
Unpaid Holiday 4 days worked in each of weeks 1 & 2 5 days worked in each of weeks 3 & 4
Payroll Support & Time Recording
20 paid days in the month 18 work days in the month Employee paid $3,000 per month
$3,000/18 days = $166.67 per work day $3,000/20 days = $150 per paid day
Week
Salary based
Salary based
Ended
on work days
on paid days
9/7
$666.68
$750
-$83.32
9/14
$666.68
$750
-$166.64
9/21
$833.32
$750
-$83.32
9/28
$833.32
$750
$0.00
$3,000.00
$3,000
$0.00
118
Difference
Work Days versus Paid Days – Standard 196-day Calendar for 2007-08 Work Days Additional days between first and last days worked* Paid Days
196
FACTS
18
$32,700 Annual Salary 196 Work Days 214 Paid Days
214
*Equals days unpaid: 9/13/07, 11/23/07, 12/24/07 thru 12/28/07, 12/31/07, 1/02/08 thru 1/04/08, 1/20/08, 3/21/08, 3/31/08 thru 4/04/08
Salary
Days
Daily Rate
$32,700
196
$166.84
7.5
$22.24 Work Days
$32,700
214
$152.80
7.5
$20.37
Payroll Support & Time Recording
Hrs
Hourly Rate
119
Paid Days
What does this mean? Starting 2008-09 school year, the first and last paychecks for contract salaried employees (except for those on the 240+ day calendars) will be for only the actual days worked in the payroll period. 2008-09
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Sample First Pay Date Information in School Year 2008-09
August 2008 S
M
T
W
T
F
S
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
18
19
20
21
22
23
25
26
27
28
29
30
1
2
3
4
5
17 24 31
⌂
⌂
Est. School Start Date 8-18-08 Start/End of pay period Employee reports to work Employee receives check
Pay period begins on August 4 and ends on August 17 The 196-day employee starts work on August 11 (estimated) The employee is paid on August 22 for five days and September 5 for ten days Payroll Support & Time Recording
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Pay Statement – New Look! Detail on the pay statement will include: Absence type and hours taken in the pay period shown as part of the Earnings Summary Incentives paid shown as separate line items Position numbers and corresponding hourly rates Under the Leave Summary show: Earned, Fiscal YTD Used and Balance Leave balances to be updated by pay period, in fractions (i.e., for Sick Leave, half day accruals based on your work schedule) Eliminated from the pay statement: “Difference from Pre” – instead provide a “Retro” or “Adj.” column for each type of pay (primary, secondary, supplements…) “EQ Adjustments”
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122
PUOC_10: Off-cycle Workbench
1 2
4
3
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123
PUOC_10: Off-cycle Workbench Pay Statement (DRAFT) 5 6
7
8
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124
PUOC_10: Off-cycle Workbench Pay Statement (DRAFT)
9
10
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125
Simulation PUOC_10: Off-cycle Workbench Let’s display the pay statement for Peter Smith. Using transaction PUOC_10, we’ll select his personnel number and view the statement.
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126
Lesson Summary Congratulations! You should now be able to: Display employee master data (PA20) Describe the new perpetual calendar and changes to the pay statement Display off-cycle workbench (PUOC_10)
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127
Knowledge Check What transaction code is used to display employee master data, such as basic pay? A. B. C. D.
PUOC_10 PA20 CAT2 PT50
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128
Knowledge Check Which of the following statements is NOT true of the perpetual calendar? A. Pay dates are set for years to come B. Includes standard 14-day pay periods C. Crosses fiscal years and is not tied to the school calendar D. Changes all employees to a Year-Round calendar, receiving 26 pay checks per contract year E. All of the above
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129
Knowledge Check What transaction code is used to display an employee’s remuneration statement? A. B. C. D.
PUOC_10 PA20 CAT2 PT50
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130
Questions?
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Year Round Pay Option
Year Round Pay (YRP) Option pre-tax calculation
Per IRS regulations (IRS Code Section 409A): YRP selection is optional and must be made Annually prior to the first day of the contract calendar No changes can be made during the year; YRP option cannot be cancelled mid-year Early payouts will occur only for retirement, early termination, and Board approved leave; no hardship payouts are allowed
Amount is system-calculated Biweekly pays are calculated on gross Base Salary only Payments for Supplements, additional hours or positions and Longevity payout are not included in the calculation for the Year Round Pay Option summer checks
Amounts are fixed for the duration of the year
Health insurances, voluntary insurances (cancer, life, pre-paid legal, etc.), union dues, United Way, and other similar deductions will not be deducted from Year Round Pay Option summer checks
Taxes, garnishments, and TSAs will be deducted from Year Round Pay Option summer checks
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132
Simulation Employee Self Service Let’s use ESS to view a pay statement. For this scenario, we will log in as if we were Barbara Confidential.
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Lesson Summary Congratulations! You should now be able to describe the processes to access pay-related information in Employee Self Service (ESS): Update address View latest salary statement Request employment verification Update W-4 withholdings Request reprint of previous year’s W-2 Update bank deposit information Choose year round pay option
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Knowledge Check Employees can only view pay stubs in ESS that have been generated by the new SAP system after Go Live. A. True B. False
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135
Knowledge Check After implementation of the new SAP ECC 6.0 system employees will be able to access ESS and do the following: A. Update their Address B. Update their W-4 federal withholding selection C. View pay stubs from pay periods post go-live D. Update their bank account details for direct deposit E. All of the above
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Questions?
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Agenda
Lesson
Time
One: Introduction to Payroll Support and Time Recording Two: Time Recording Three: Payroll Support Four: Reporting Five: Summary
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138
Re portin g
Lesson Objectives At the end of this lesson, participants will be able to execute the following reports: Display Time Sheet Data (CADO) Time Management Report (ZTIM) Retroactive Changes to Time Data (ZHTM_TIMEDATA_CHNG) Attendance/Absence Data (S_AHR_61018660) Gross and Net Earnings (ZHPY_PAY59) Flexible Employee Data Report (BI Report) NEW! All reports will be available via the BRITE Portal!
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Key Terminology Business Intelligence (BI)
Repository of SAP information for the purpose of reporting.
Enterprise Central The transactional processing system of the SAP client Component (ECC) which runs beside the BI client and is used to process the day-to-day transactions, such as time entry and payroll processing. Portal
A point of access through a website to the SAP system. Users will access both ECC and BI through the BRITE portal.
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Reporting: SAP 6.0 (ECC) vs. BI SAP ECC SAP 6.0 can be used for simple look-ups of real-time data Data can be exported into Excel Easier access to data requires less printing of reports Business Intelligence (BI) BI’s reporting features offer more flexibility in queries and formatting than SAP transactions Pre-defined Excel formats help simplify reporting Actual data is extracted from SAP into BI nightly, so data is considered near real time
BI
Enter Data
(read only data)
Nightly Updates Payroll Support & Time Recording
142
Generate Reports
CADO: Display Time Sheet Data
3 1 2
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143
CADO: Display Time Sheet Data
6
5 4
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144
CADO: Display Time Sheet Data
7
8
9
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145
CADO: Display Time Sheet Data Note the changes:
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146
Simulation CADO: Display Time Sheet Data Let’s view the time entered for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CADO, we’ll select the personnel numbers and view the data entered for this year.
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Demonstration CADO: Display Time Sheet Data Let’s view the time entered for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CADO, we’ll select the personnel numbers and view the data entered for this year.
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148
Exercise CADO: Display Time Sheet Data Let’s view the time you entered for Yvonne Hilliard. Using transaction CADO, we’ll select her personnel number and view the data entered for this year.
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ZTIM: Time Management Report •
2. Enter Object ID which is your eight digit Org Unit number beginning with the number 6. 3. Enter in the Date Selection period 4. Enter the Payroll Area 5. Click the Execute button to get report
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Enter the transaction code ZTIM in the Fast Path.
ZHTM_TIMEDATA_CHNG: Retroactive Changes to Time Data 5 1 2
3
4
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151
ZHTM_TIMEDATA_CHNG: Retroactive Changes to Time Data
1
2
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152
S_AHR_61018660: Attendance/Absence Data 4 1
2
3
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153
S_AHR_61018660: Attendance/Absence Data 8 5 6
7
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154
ZHPY_PAY59: Gross and Net Earnings 3 1
2
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155
ZHPY_PAY59: Gross and Net Earnings
4 5
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156
Portal Reporting: Navigation (DRAFT) Navigate to both ECC (real time) reports and BI (near real time) reports via the BRITE Portal. 1
2
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157
Portal Reporting: Navigation (DRAFT) Reports will be grouped into functional areas. 3
Drill down within the report area to access the required report. For this example, we’ll select Flexible Employee Data.
Payroll Support & Time Recording
4
158
Portal Reporting: Navigation (DRAFT) Select report criteria through the Variable Entry screen. For this example, we’ll filter the report for a specific month and org unit.
5
6 7
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Portal Reporting: Navigation (DRAFT) The Flexible Employee Data report displays: 8 11 9 10
12
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Portal Reporting: Navigation (DRAFT) Note the changes to the Row selection:
15 13
14
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Portal Reporting: Navigation (DRAFT) Note the changes to Row order: 16 17
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Portal Reporting: Navigation (DRAFT) Note the changes to the Rows displayed: 19 18
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Portal Reporting: Navigation (DRAFT) To save the layout for the report: 20
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164
Simulation BI: Flexible Employee Data Now that we’ve seen some of the BI functionality, let’s go run the report and export the data to Excel.
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Lesson Summary Congratulations! You should now be able to execute the following reports: Display Time Sheet Data (CADO) Time Management Report (ZTIM) Retroactive Changes to Time Data (ZHTM_TIMEDATA_CHNG) Attendance/Absence Data (S_AHR_61018660) Gross and Net Earnings (ZHPY_PAY59) Flexible Employee Data Report (BI)
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166
Knowledge Check When executing a report in BI, you can: A. B. C. D.
Move rows Add free characteristics Export to Excel All of the above
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167
Questions?
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168
Agenda
Lesson
Time
One: Introduction to Payroll Support and Time Recording Two: Time Recording Three:Payroll Support Four: Reporting Seven: Summary
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169
Su mma ry
Key Concepts You should now be able to:
Describe the relationship between positions and payroll Create absences and attendance on an employee’s primary position Report attendance on secondary positions Execute relevant reports
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Questions?
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Welcome and Ground Rules Have fun and enjoy the opportunities to contribute to SBBC’s future success! Turn off or silence cell phones and pagers Do not read or send email messages during class time Keep side discussions to a minimum Do not interrupt the person speaking We will start, break, and end on time All unanswered questions will be placed in the “Parking Lot” and answers will be distributed later
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2
Logistics
Before we get started ...
Payroll Support & Time Recording
3
Classroom Materials
Exercises (Let Me) BRITE
Concepts (Tell Me)
Demonstration (Show Me) s
Payroll Support & Time Recording
4
Course Objectives At the end of this course, participants will be able to: Describe the relationship between positions and payroll Create absences and attendance on an employee’s primary position Create attendance on secondary positions Interpret basic payroll data to assist in answering employees’ questions and concerns about their paychecks Execute relevant reports
Payroll Support & Time Recording
5
Agenda
Lesson
Time
One: Introduction to Payroll Support and Time Recording Two: Time Recording Three: Payroll Support Four: Reporting Five: Summary
Payroll Support & Time Recording
6
Intro ducti on to Pa yro ll Su pport and Time Re cord ing
Lesson Objectives At the end of this lesson, participants will be able to: Identify his/her role within the payroll process Describe the overall time recording and payroll process Recognize the importance of daily and accurate time entry
Payroll Support & Time Recording
8
Key Terminology CATS
Cross Application Time Sheets – enter attendance and absence transactions into SAP for either a single or multiple employees on a single screen for the entire payroll period.
KRONOS/ COMPASS
External time keeping systems from which time will be imported into SAP.
Retro or Adj. (Adjustments)
An adjustment made to an employee’s pay for a prior pay period. This term will eliminate ‘Difference from pre’ from the pay statement.
Perpetual Calendar
A continuing calendar that crosses over fiscal years without interruption and is not tied to the school calendar. Each Perpetual Calendar pay period consists of 14 calendar days/10 weekdays (starting on Mondays and ending on Sundays) and is paid on the Friday after the pay period ends.
Payroll Support & Time Recording
9
Key Terminology Manager Self Service (MSS)
Workplace for administrators to approve absence requests for vacation and sick personal time, time entries, and personnel actions.
Employee Self Service (ESS)
Workplace for employees to view personal information, request changes, and submit absence requests for vacation and sick personal reasons to manager for approval.
Business Intelligence (BI)
Repository of SAP information for the purpose of reporting.
Salaried Employee Contracted salaried employee with a work schedule rule assigned. Example – Teacher, Principal, Office Manager Hourly Employee w/Work Schedule
Contracted hourly employee with a work schedule rule assigned. Example – Custodian, Cafeteria Worker
‘True’ Hourly Employee
Non-contract employee with no assigned work schedule. Example – Substitute Teacher, Temporary Worker
Payroll Support & Time Recording
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Roles Roles involved in the Payroll Support and Time Recording processes: Site Payroll Contacts School-Based Administrators District-Based Administrators Payroll Department Super Users Employee Self Service (all employees)
Payroll Support & Time Recording
11
Responsibilities for Payroll Contacts Responsibilities include: Enter attendance and absences into CATS Timesheet according to payroll schedules Display personnel data Research and communicate payroll issues to management and/or employees Run reports for audit documentation
Payroll Support & Time Recording
12
Organizational Chart
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13
Time Recording Process (DRAFT)
Start
Payroll Contact
KRONOS/ COMPASS
Enters/ Updates Time via CAT2
Time Imported into CAT2
Administrator Reviews Time in MSS
Approve
Payroll Dept
Employee
Processes Payroll
Receives Payment
Finish
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Payroll Area AA Calendar – 2008 (DRAFT) Month
Pay Pd
Period Begin
Period End
Time Entry/ Approval Deadline
Time and Payroll Run
Pay Date
April
8
Mon
03/31/08
Sun
04/13/08
Sat
04/12/08
Mon
04/14/08
Fri
04/18/08
May
9
Mon
04/14/08
Sun
04/27/08
Sat
04/26/08
Mon
04/28/08
Fri
05/02/08
May
10
Mon
04/28/08
Sun
05/11/08
Sat
05/10/08
Mon
05/12/08
Fri
05/16/08
May
11
Mon
05/12/08
Sun
05/25/08
Sun
05/25/08
Tue
05/27/08
Fri
05/30/08
June
12
Mon
05/26/08
Sun
06/08/08
Sat
06/07/08
Mon
06/09/08
Fri
06/13/08
June
13
Mon
06/09/08
Sun
06/22/08
Sat
06/21/08
Mon
06/23/08
Fri
06/27/08
AA Most instructional, paraprofessionals, and substitute teachers
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Payroll Area BB Calendar – 2008 (DRAFT) Month
Pay Pd
Period Begin
Period End
Time Entry/ Approval Deadline
Time and Payroll Run
Pay Date
April
8
Mon
03/24/08
Sun
04/06/08
Mon
04/07/08
Tue
04/08/08
Fri
04/11/08
April
9
Mon
04/07/08
Sun
04/20/08
Mon
04/21/08
Tue
04/22/08
Fri
04/25/08
May
10
Mon
04/21/08
Sun
05/04/08
Mon
05/05/08
Tue
05/06/08
Fri
05/09/08
May
11
Mon
05/05/08
Sun
05/18/08
Mon
05/19/08
Tue
05/20/08
Fri
05/23/08
June
12
Mon
05/19/08
Sun
06/01/08
Mon
06/02/08
Tue
06/03/08
Fri
06/06/08
June
13
Mon
06/02/08
Sun
06/15/08
Sat
06/16/08
Tue
06/17/08
Fri
06/20/08
BB Most non-instructional, 241/242 day, and color track instructional
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Lesson Summary Congratulations! You should now be able to: Describe the payroll contact’s role within the payroll process Describe the overall time recording and payroll process Recognize the importance of daily and accurate time entry
Payroll Support & Time Recording
17
Knowledge Check As a time recorder, your responsibilities do not include: A. B. C. D.
Running reports Creating absence transactions Recording pay increases Editing time
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18
Knowledge Check KRONOS and COMPASS will continue to be used in the school system after the implementation of SAP ECC 6.0 (“new” SAP). A. True B. False
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19
Knowledge Check Time will be entered or changed for an employee in CAT2 in which of the following situations? A. An employee with a work schedule rule assigned takes a sick leave day B. An employee’s hours which were imported from KRONOS need to be adjusted C. A true hourly employee, with no work schedule rule assigned, has time that needs to be entered D. All of the above
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20
Questions?
Payroll Support & Time Recording
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Agenda
Lesson
Time
One: Introduction to Payroll Support and Time Recording Two: Time Recording Three:Payroll Support Four: Reporting Five: Summary
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22
Time Re cord ing
Lesson Objectives At the end of this lesson, participants will be able to: Identify the role of COMPASS and KRONOS within the SAP time recording process Display absence quota information per employee Add attendance/absence transactions Change attendance/absence transactions Delete attendance/absence transactions Display time sheets
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Key Terminology Attendance
Period of time employee is present at work.
Absence
Period of time employee is away from work.
Accrual
Amount of leave hours the employee ‘earns’ over time, based on his/her calendar and contract provisions. This includes the four (4) days of Sick Leave given at the beginning of the contract year, as well as the leave hours accrued each pay period.
Absence Quota
Total accumulation of leave hours the employee has accrued or earned over time (multiple pay periods/years).
Absence Quota Type
A breakdown of employee time-off entitlements according to reason for entitlement, such as annual leave (VAC) and sick leave (SCK).
Payroll Support & Time Recording
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Key Terminology Primary Position
Employee’s “main” job.
Secondary Position
Assignments above and beyond the employee’s primary position, such as Aftercare Worker, Days Beyond, or Tutor; these assignments can exist outside of the employee’s primary position org unit.
Payroll Support & Time Recording
26
Transaction Codes PT50
Quota Overview, used to review Sick Leave, Vacation Leave, Military Leave and Comp Time Balances
CAT2
Record Working Times – used to record absences (such as Sick and Vacation) and attendances (such as additional hours for primary or secondary positions)
CAT3
Display Working Times – view only version of CATS
PA20
Display Employee Data – view only version of an employee’s infotypes and subtypes
PUOC_10
Display Off-cycle Workbench (pay statements)
Payroll Support & Time Recording
27
Infotypes Infotype
Screen containing a set of data grouped according to subject matter, which can be identified by its four-digit code; for example, the Planned Working Time Infotype 0007
Infotype 0554
Infotype that stores hourly rate per assignment (secondary positions, including Sub Teacher assignments)
Infotype 2001
Infotype that stores employee absence data; will be “display only” as data is maintained through CATS
Infotype 2002
Infotype that stores employee attendance data; will be “display only” as data is maintained through CATS
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Time Administration Process
1 Time punches from Kronos
2 Time from COMPASS
Time Approver Payroll Contact
Employee
Time Recording Subsystems
Broward County Public Schools Area: Time Management Process : Time Recording and Approval - BPDDTM0010
4 Time sheet
3 Review Punches and make corrections as needed
5 Time entered into SAP via CATS (CAT2)
Non-HR
HR Data
No
6 Time Approved
SAP
Yes
Interface
Payroll Support & Time Recording
7 Data stored in SAP as attendances and absences IT 2001 & 2002
29
Time Charged to Financial Objects
Key Improvements in Time Administration Time recording via CATS (Cross Application Time Sheet) Single point of time entry Absences and attendances can be entered for a single or multiple employees on the same screen for the entire payroll period CATS will replace the current ZA71 screen and eliminate use of PA61 Enhancements will allow display of leave balances and validation of secondary positions of employees Overtime will be system calculated for both primary and secondary positions Time from external systems (KRONOS & COMPASS) will be interfaced via CATS in SAP Provides the ability to require District-wide systematic approval of time before it is paid
Payroll Support & Time Recording
30
Time Administration Process – COMPASS NO major changes to the current process. DIS PLV You will no longer be able to use DIS (Disability) in COMPASS; use PLV (Unpaid Leave) instead.
Payroll Support & Time Recording
31
Time Administration Process – KRONOS Schools No changes to the current processes. Continue to make corrections to time for substitute teachers in KRONOS. You will still make changes in SAP via CATS for exceptions after time from KRONOS has been pulled into CATS.
Payroll Support & Time Recording
32
Time Administration Process – KRONOS Vehicle Maintenance and Materials & Logistics Departments ONLY Employees in these departments who currently use KRONOS will continue to do so. However, after Go-Live, the Payroll Contact will enter absences directly in SAP via CATS (do not enter absences in KRONOS).
Payroll Support & Time Recording
33
PT50: Quota Overview Display sick, vacation, comp time, and military quotas for a specific employee:
Payroll Support & Time Recording
34
PT50: Quota Overview The employee’s information displays:
1
2
3
4 Payroll Support & Time Recording
35
PT50: Quota Overview The Absence quotas tab displays the detailed quota information:
5
6
7 Payroll Support & Time Recording
36
PT50: Quota Overview The Accrual information tab displays the detailed accrual information:
8
9
Payroll Support & Time Recording
37
Simulation PT50: Quota Overview Let’s verify the amount of leave Felicity Johnson has available. Using the simulation for transaction PT50, let’s find the following: Sick leave remaining Vacation leave remaining Military leave remaining
Payroll Support & Time Recording
38
Demonstration PT50: Quota Overview Let’s verify the amount of leave Consuela Stone has available. Using transaction PT50, let’s find the following: Sick leave remaining Vacation leave remaining Military leave remaining
Payroll Support & Time Recording
39
Exercise PT50: Quota Overview You want to verify the amount of leave Michael Vernon has available. Using transaction PT50, enter his personnel number from your data sheet and find the following: Sick leave remaining Vacation leave remaining Military leave remaining
Payroll Support & Time Recording
40
Cross Application Time Sheets (CATS) Timeline (DRAFT) Daily Start
Payroll Contact Enters Time via CAT2
Friday a.m.
Friday p.m.
Monday a.m.
Monday a.m.
Payroll Contact Reviews/ Updates Time in CAT2
Administrator Approves Time in MSS
Payroll Contact Makes Final Changes in CAT2
Administrator Approves Final Time Changes in MSS
Finish
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CAT2: Record Working Times Options for entering time in CAT2: No Cost Override (BCPS-2) – time entered will be charged to the standard budget for the employee’s position Cost Override (BCPS-1) – time entered will be charged to a different budget than the standard budget for the employee’s position (reclassification) Secondary Position – time entered for the employee’s secondary position/assignment
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42
CAT2: Record Working Times – No Cost Override Maintain time sheets to add, change, and delete attendance and absence per employee:
1 2
Payroll Support & Time Recording
43
CAT2: Record Working Times – No Cost Override 3
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44
CAT2: Record Working Times – No Cost Override Select the variant to choose employees for whom you wish to enter time: 4
Payroll Support & Time Recording
45
CAT2: Record Working Times – No Cost Override This is only a sample of what a variant drop down might look like.
5 6
7
Payroll Support & Time Recording
46
CAT2: Record Working Times – No Cost Override Record time for employees: 8
9
10 11
Payroll Support & Time Recording
47
CAT2: Record Working Times – No Cost Override Record time for employees: 15
12
13
14
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48
Simulation CAT2: Record Working Times – No Cost Override Let’s enter time for Barron Marco, Sean Winton, and Consuela Stone. Using transaction CAT2, enter the following time for Tuesday, February 19th: Barron Marco:10 hrs VAC Sean Winton: 7.5 hrs SPR Consuela Stone: 2.5 hrs REG
Payroll Support & Time Recording
49
Demonstration CAT2: Record Working Times – No Cost Override Let’s enter time for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CAT2, enter the following time for Monday of this week:
Thomas: 6.0 ABS Felicity: 2.0 REG Eva: 5.0 SCK & 2.5 PLV Donna: 7.5 VAC
Payroll Support & Time Recording
50
Exercise CAT2: Record Working Times – No Cost Override You need to enter time for Yvonne Hilliard. Using transaction CAT2, select her personnel number and enter the following time: Monday: 3.0 SCK Tuesday: 5.0 SPR Wednesday: 2.0 REG
Payroll Support & Time Recording
51
Instructions for Adding Text in CATS Timesheet
Payroll Support & Time Recording
52
Instructions for Adding Text in CATS Timesheet
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53
Instructions for Adding Text in CATS Timesheet
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54
Instructions for Adding Text in CATS Timesheet
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CAT2: Record Working Times – Cost Override A cost override allows time/dollars to be moved from one budget to another Examples for when a cost override is required: A pool sub needs time charged to a different functional area or fund A teacher, whose salary is paid by a grant, goes out on TDA; the time for the substitute needs to be charged to that grant, not the standard sick functional area A retired principal works for the area office and then is sent to another location; his time will need to be reclassified to the appropriate budget
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CAT2: Record Working Times – Cost Override Code
Digits
Organizational Unit
8
Format 6 + Location + Org Subunit Example: 62811000
Cost Center
10
Business Area + Type + Location + Zero* Example: 3252311510
Fund
4
Functional Area
16
Example: 1000
Function + Activity + Seven Zeros Example: 5101000000000000
Grant
14
Grant Type + Location owner + Dept Grant # + . + Location of expenses Example: C97800001.1751
WBS Element (Work Breakdown Structure)
16
Grant Type + Location owner + Dept Grant # + WBS + . + Location of expenses Example: C9780000101.1751
* In most cases Payroll Support & Time Recording
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CAT2: Record Working Times – Cost Override Maintain time sheets to add, change, and delete attendance and absence per employee:
1 2
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58
CAT2: Record Working Times – Cost Override Select the variant to choose employees for whom you wish to enter time: 3
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59
CAT2: Record Working Times – Cost Override Record time for employees: 8
9
10 11
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60
CAT2: Record Working Times – Cost Override Record time for employees: 15
12
13
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14
61
Simulation CAT2: Record Working Times – Cost Override Let’s enter time for Karen Simpson. As a pool substitute teacher, her time is normally charged to the functional area 5701000000000000. This week, a teacher is on TDA, and Karen’s time needs to be charged to accountability. Using transaction CAT2, select her personnel number 90009 and enter the following cost override for time:
Rec. CCtr (Cost Center) = 3450312410 RecFund (Fund) = 1000 Rec.Func.Ar (Functional Area) = 6400121090000000 Monday of this week = 7.5 REG hours
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Demonstration CAT2: Record Working Times – Cost Override Let’s enter time for Samantha Woods. As a pool substitute teacher, her time is normally charged to the functional area 5701000000000000. This week, a teacher is on TDA, and Samantha’s time needs to be charged to TDIF. Using transaction CAT2, select her personnel number and enter the following cost override for time:
Rec. CCtr (Cost Center) = 3318126710 RecFund (Fund) = 1000 Rec.Func.Ar (Functional Area) = 5719620080000000 Monday of this week = 7.5 REG hours
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Exercise CAT2: Record Working Times – Cost Override You need to enter a cost override for time for Robert Monroe. Using transaction CAT2, select his personnel number and enter the following time:
Rec. CCtr (Cost Center) = 3318126710 RecFund (Fund) = 1000 Functional Area = 6400121090000000 Tuesday of this week = 7.5 REG hours
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64
CAT2: Record Working Times – Secondary Positions
1 2
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CAT2: Record Working Times – Secondary Positions Select the variant to choose employees for whom you wish to enter time: 3
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CAT2: Record Working Times – Secondary Positions Record time for employees: 8
9
10 11
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CAT2: Record Working Times – Secondary Positions Record time for employee: 14
12
13
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Simulation CAT2: Record Working Times – Secondary Positions Let’s enter time for Karen Simpson for her additional assignment as a substitute teacher for Nob Hill. Using transaction CAT2, select her personnel number 90009 and enter the following time for Monday, February 4th: RGR = 4.50 hours Position # = 80032049
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Demonstration CAT2: Record Working Times – Secondary Positions Let’s enter time for Lillian May for her additional extended day with student contact assignment. Using transaction CAT2, select her personnel number from the data sheet and enter the following time for Monday of this week: RGR = 2.5 hours
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Exercise CAT2: Record Working Times – Secondary Positions You need to enter time for the additional assignment for Michael Vernon. Using transaction CAT2, select his personnel number and enter the following time for Monday of this week: RGR = 3.0 hours
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CAT2: Record Working Times-Changes/Deletions Maintain time sheets to add, change, and delete attendance and absence transactions per employee:
1 2
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CAT2: Record Working Times – Changes/Deletions Select the variant to choose employees for whom you wish to enter time: 3
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CAT2: Record Working Times – Changes/Deletions Note the time entered for Monday, January 28th: 8
9
10 11
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Simulation CAT2: Record Working Times – Changes/Deletions Let’s modify the time entered for Barron Marco, Sean Winton, and Consuela Stone. Using transaction CAT2, make the following changes/deletions. Barron Marco:10 hrs VAC – Delete hours Sean Winton: 7.5 hrs SPR – Change to 5.0 hours Consuela Stone: 2.5 hrs REG – Change to 3.0 hours
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Demonstration CAT2: Record Working Times – Changes/Deletions Let’s modify the time entered for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CAT2, enter the following time for Monday of this week:
Thomas: 6.0 ABS – Delete hours Felicity: 2.0 REG – Change to 2.5 hours Eva: 5.0 SCK & 2.5 PLV – Delete hours Donna: 7.5 VAC – Change to SCK
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Exercise CAT2: Record Working Times – Changes/Deletions You need to modify the time entered for Yvonne Hilliard. Using transaction CAT2, select her personnel number and change the following: Monday: 3.0 SCK – Change to 4.0 hours Tuesday: 5.0 SPR – Delete hours Wednesday: 2.0 REG – Change to 2.5 hours
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CAT2- Termination Procedure
Create PLV record for two weeks from the termination date Contact the Payroll Department to lock the employee record Note: This process is replacing PA40 Stop Payment Action
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CAT3: Display Working Times Display time sheets per employee:
1
2
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CAT3: Display Working Times Select the variant to choose employees for whom you wish to display time: 3
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CAT3: Display Working Times Display time sheets per employee: 8
9
10
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Simulation CAT3: Display Working Times Let’s view the time sheets for Barron Marco, Sean Winton, and Consuela Stone. Using transaction CAT3, we’ll select the personnel numbers and view the data entered for Tuesday, February 19th: Barron Marco: 10 hrs VAC Sean Winton: 7.5 hrs SPR Consuela Stone: 2.5 hrs REG
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Demonstration CAT3: Display Working Times Let’s view the time entered for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CAT3, view the following time for Monday of this week:
Thomas: 6.0 ABS – Deleted Felicity: 2.0 REG – Changed to 2.5 hours Eva: 5.0 SCK & 2.5 PLV – Deleted Donna: 7.5 VAC – Changed to SCK
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Exercise CAT3: Display Working Times Let’s view the time you entered for Yvonne Hilliard. Using transaction CAT3, select her personnel number and review the following time: Monday: 3.0 SCK – Changed to 4.0 hours Tuesday: 5.0 SPR – Deleted Wednesday: 2.0 REG – Changed to 2.5 hours
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MSS Time Approval (Future Functionality)
From the Portal: Click Manager Self-Service Click Team Click Approve Time Sheet Data Click Review Review time entered and click Save
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Reporting Structure for Time Approval (Future Functionality)
Organizational Unit = O
CHIEF OF ORG UNIT
Job =C SUBCHIEF
Position (Primary) =S
Person (Holder) =P
Payroll Support & Time Recording
Position (Primary) =S
Person (Holder) =P
SUBCHIEF
Position (Primary) =S
Person (Holder) =P
86
Overstaffed Position (Secondary) =S
People (Holders) =P
Lesson Summary Congratulations! You should now be able to: Display quota information per employee Enter attendance/absence transactions Change attendance/absence transactions Delete attendance/absence transactions Display time sheets
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87
Knowledge Check What transaction code would you use to display sick, vacation, comp time, and military quotas? B. C. D. E.
CAT2 CAT3 PT50 None of the above
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Knowledge Check When viewing an employee’s quota, which button must you select in order to ensure accurate and up-to-date information? B. C. D. E.
From Today Current Period Current Calendar Year All
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Knowledge Check In CAT2 you can enter primary position absences and secondary position time worked in the same screen. B. True C. False
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Knowledge Check Which of the following examples would require a cost override in CAT2? B. A pool sub needs time charged to a different functional area or fund C. A teacher is out sick D. All of the above E. None of the above
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Knowledge Check You can make changes to an employee’s time sheet in CAT3. B. True C. False
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Questions?
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Agenda
Lesson
Time
One: Introduction to Payroll Support and Time Recording Two: Time Recording Three: Payroll Support Four: Reporting Five: Summary
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94
Pa yroll Su pport
Lesson Objectives At the end of this lesson, participants will be able to: Display employee master data (PA20) Describe the new perpetual calendar and changes to the pay statement Display off-cycle workbench (PUOC_10)
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Transaction Codes & Infotypes PA20
Display Employee Data
PUOC_10
Display Off-Cycle Workbench (view pay statements)
Infotype
Screen containing a set of data grouped according to subject matter, which can be identified by its four-digit code; for example, the Planned Working Time Infotype 0007
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Object Manager
2 1
3
4
5 6 Payroll Support & Time Recording
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Object Manager
Payroll Support & Time Recording
99
PA20: Display HR Master Data 1
2 3
5
Payroll Support & Time Recording
100
4
Infotype 0007: Planned Working Time
1
2
3
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101
Infotype 0014: Recurring Payments/Deductions
1 2
Payroll Support & Time Recording
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Infotype 0103: Display Bond Purchases (New!)
1
2
3
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103
Infotype 0104: Display Bond Denominations (New!)
1
2
Payroll Support & Time Recording
104
Infotype 0236: Display Credit Plans (New!)
1
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105
Infotype 0015: Additional Payments
1 2
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106
Infotype 0019: Monitoring of Tasks
1
Payroll Support & Time Recording
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Infotype 0041: Date Specifications
1
Payroll Support & Time Recording
2
108
Infotype 0210: Withholding Information W4/W5
1 2
Payroll Support & Time Recording
109
Infotype 0554: Hourly Rate per Assignment
1
2
Payroll Support & Time Recording
110
Infotype 2001: Absences
1 2
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111
Infotype 2002: Attendances
1 2
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112
Infotype 0008: Basic Pay 6
1
2 3
4 5 Payroll Support & Time Recording
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Infotype 0008: Basic Pay Details
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Key Payroll Changes Significant Payroll Design Changes Perpetual Calendar “All Days Paid” Concept Major Enhancements Easier-to-understand pay statements “Difference from Pre” eliminated and replaced with distinct line items and a “Retro” column Set biweekly pay dates Sick and Vacation leave summary updated on pay statement on perday period basis TSA deductions can either be a fixed amount or percentage of salary Up to five direct deposit financial institutions on one pay statement
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Perpetual Calendar Standard biweekly pay dates, every other Friday, after the pay period ends, unless Friday is a bank holiday in which case payment will be distributed the day before Standard 14-day pay periods, which start on Mondays & end on Sundays Perpetual Calendar crosses fiscal years and is not tied to the school calendar Pay dates set for years to come Does not change the number of pay periods for the various calendars
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All Days Paid Concept Annual contract salary is not changing, but is being redistributed to prevent paying employees in advance Affects only contract salaried employees All days between first and last day of contract, excluding weekends, are considered to be “Paid Days,” including worked days, holidays, paid and unpaid days Salary will be distributed among all “Paid Days” to provide equal paychecks for employees, except for first and last paychecks Annual Contract Salary, hourly rate for additional positions, and sick leave payout will not be affected
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Work Days versus Paid Days SEPTEMBER 2007 S
M
T
W
Th
FACTS
F
S 1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
Unpaid Holiday 4 days worked in each of weeks 1 & 2 5 days worked in each of weeks 3 & 4
Payroll Support & Time Recording
20 paid days in the month 18 work days in the month Employee paid $3,000 per month
$3,000/18 days = $166.67 per work day $3,000/20 days = $150 per paid day
Week
Salary based
Salary based
Ended
on work days
on paid days
9/7
$666.68
$750
-$83.32
9/14
$666.68
$750
-$166.64
9/21
$833.32
$750
-$83.32
9/28
$833.32
$750
$0.00
$3,000.00
$3,000
$0.00
118
Difference
Work Days versus Paid Days – Standard 196-day Calendar for 2007-08 Work Days Additional days between first and last days worked* Paid Days
196
FACTS
18
$32,700 Annual Salary 196 Work Days 214 Paid Days
214
*Equals days unpaid: 9/13/07, 11/23/07, 12/24/07 thru 12/28/07, 12/31/07, 1/02/08 thru 1/04/08, 1/20/08, 3/21/08, 3/31/08 thru 4/04/08
Salary
Days
Daily Rate
$32,700
196
$166.84
7.5
$22.24 Work Days
$32,700
214
$152.80
7.5
$20.37
Payroll Support & Time Recording
Hrs
Hourly Rate
119
Paid Days
What does this mean? Starting 2008-09 school year, the first and last paychecks for contract salaried employees (except for those on the 240+ day calendars) will be for only the actual days worked in the payroll period. 2008-09
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Sample First Pay Date Information in School Year 2008-09
August 2008 S
M
T
W
T
F
S
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
18
19
20
21
22
23
25
26
27
28
29
30
1
2
3
4
5
17 24 31
⌂
⌂
Est. School Start Date 8-18-08 Start/End of pay period Employee reports to work Employee receives check
Pay period begins on August 4 and ends on August 17 The 196-day employee starts work on August 11 (estimated) The employee is paid on August 22 for five days and September 5 for ten days Payroll Support & Time Recording
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Pay Statement – New Look! Detail on the pay statement will include: Absence type and hours taken in the pay period shown as part of the Earnings Summary Incentives paid shown as separate line items Position numbers and corresponding hourly rates Under the Leave Summary show: Earned, Fiscal YTD Used and Balance Leave balances to be updated by pay period, in fractions (i.e., for Sick Leave, half day accruals based on your work schedule) Eliminated from the pay statement: “Difference from Pre” – instead provide a “Retro” or “Adj.” column for each type of pay (primary, secondary, supplements…) “EQ Adjustments”
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PUOC_10: Off-cycle Workbench
1 2
4
3
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PUOC_10: Off-cycle Workbench Pay Statement (DRAFT) 5 6
7
8
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PUOC_10: Off-cycle Workbench Pay Statement (DRAFT)
9
10
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125
Simulation PUOC_10: Off-cycle Workbench Let’s display the pay statement for Peter Smith. Using transaction PUOC_10, we’ll select his personnel number and view the statement.
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Lesson Summary Congratulations! You should now be able to: Display employee master data (PA20) Describe the new perpetual calendar and changes to the pay statement Display off-cycle workbench (PUOC_10)
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Knowledge Check What transaction code is used to display employee master data, such as basic pay? A. B. C. D.
PUOC_10 PA20 CAT2 PT50
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Knowledge Check Which of the following statements is NOT true of the perpetual calendar? A. Pay dates are set for years to come B. Includes standard 14-day pay periods C. Crosses fiscal years and is not tied to the school calendar D. Changes all employees to a Year-Round calendar, receiving 26 pay checks per contract year E. All of the above
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Knowledge Check What transaction code is used to display an employee’s remuneration statement? A. B. C. D.
PUOC_10 PA20 CAT2 PT50
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130
Questions?
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Year Round Pay Option
Year Round Pay (YRP) Option pre-tax calculation
Per IRS regulations (IRS Code Section 409A): YRP selection is optional and must be made Annually prior to the first day of the contract calendar No changes can be made during the year; YRP option cannot be cancelled mid-year Early payouts will occur only for retirement, early termination, and Board approved leave; no hardship payouts are allowed
Amount is system-calculated Biweekly pays are calculated on gross Base Salary only Payments for Supplements, additional hours or positions and Longevity payout are not included in the calculation for the Year Round Pay Option summer checks
Amounts are fixed for the duration of the year
Health insurances, voluntary insurances (cancer, life, pre-paid legal, etc.), union dues, United Way, and other similar deductions will not be deducted from Year Round Pay Option summer checks
Taxes, garnishments, and TSAs will be deducted from Year Round Pay Option summer checks
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Simulation Employee Self Service Let’s use ESS to view a pay statement. For this scenario, we will log in as if we were Barbara Confidential.
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Lesson Summary Congratulations! You should now be able to describe the processes to access pay-related information in Employee Self Service (ESS): Update address View latest salary statement Request employment verification Update W-4 withholdings Request reprint of previous year’s W-2 Update bank deposit information Choose year round pay option
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Knowledge Check Employees can only view pay stubs in ESS that have been generated by the new SAP system after Go Live. A. True B. False
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Knowledge Check After implementation of the new SAP ECC 6.0 system employees will be able to access ESS and do the following: A. Update their Address B. Update their W-4 federal withholding selection C. View pay stubs from pay periods post go-live D. Update their bank account details for direct deposit E. All of the above
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Questions?
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Agenda
Lesson
Time
One: Introduction to Payroll Support and Time Recording Two: Time Recording Three: Payroll Support Four: Reporting Five: Summary
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138
Re portin g
Lesson Objectives At the end of this lesson, participants will be able to execute the following reports: Display Time Sheet Data (CADO) Time Management Report (ZTIM) Retroactive Changes to Time Data (ZHTM_TIMEDATA_CHNG) Attendance/Absence Data (S_AHR_61018660) Gross and Net Earnings (ZHPY_PAY59) Flexible Employee Data Report (BI Report) NEW! All reports will be available via the BRITE Portal!
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Key Terminology Business Intelligence (BI)
Repository of SAP information for the purpose of reporting.
Enterprise Central The transactional processing system of the SAP client Component (ECC) which runs beside the BI client and is used to process the day-to-day transactions, such as time entry and payroll processing. Portal
A point of access through a website to the SAP system. Users will access both ECC and BI through the BRITE portal.
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Reporting: SAP 6.0 (ECC) vs. BI SAP ECC SAP 6.0 can be used for simple look-ups of real-time data Data can be exported into Excel Easier access to data requires less printing of reports Business Intelligence (BI) BI’s reporting features offer more flexibility in queries and formatting than SAP transactions Pre-defined Excel formats help simplify reporting Actual data is extracted from SAP into BI nightly, so data is considered near real time
BI
Enter Data
(read only data)
Nightly Updates Payroll Support & Time Recording
142
Generate Reports
CADO: Display Time Sheet Data
3 1 2
Payroll Support & Time Recording
143
CADO: Display Time Sheet Data
6
5 4
Payroll Support & Time Recording
144
CADO: Display Time Sheet Data
7
8
9
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145
CADO: Display Time Sheet Data Note the changes:
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Simulation CADO: Display Time Sheet Data Let’s view the time entered for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CADO, we’ll select the personnel numbers and view the data entered for this year.
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Demonstration CADO: Display Time Sheet Data Let’s view the time entered for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CADO, we’ll select the personnel numbers and view the data entered for this year.
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Exercise CADO: Display Time Sheet Data Let’s view the time you entered for Yvonne Hilliard. Using transaction CADO, we’ll select her personnel number and view the data entered for this year.
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ZTIM: Time Management Report •
2. Enter Object ID which is your eight digit Org Unit number beginning with the number 6. 3. Enter in the Date Selection period 4. Enter the Payroll Area 5. Click the Execute button to get report
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Enter the transaction code ZTIM in the Fast Path.
ZHTM_TIMEDATA_CHNG: Retroactive Changes to Time Data 5 1 2
3
4
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ZHTM_TIMEDATA_CHNG: Retroactive Changes to Time Data
1
2
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S_AHR_61018660: Attendance/Absence Data 4 1
2
3
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153
S_AHR_61018660: Attendance/Absence Data 8 5 6
7
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154
ZHPY_PAY59: Gross and Net Earnings 3 1
2
Payroll Support & Time Recording
155
ZHPY_PAY59: Gross and Net Earnings
4 5
Payroll Support & Time Recording
156
Portal Reporting: Navigation (DRAFT) Navigate to both ECC (real time) reports and BI (near real time) reports via the BRITE Portal. 1
2
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Portal Reporting: Navigation (DRAFT) Reports will be grouped into functional areas. 3
Drill down within the report area to access the required report. For this example, we’ll select Flexible Employee Data.
Payroll Support & Time Recording
4
158
Portal Reporting: Navigation (DRAFT) Select report criteria through the Variable Entry screen. For this example, we’ll filter the report for a specific month and org unit.
5
6 7
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Portal Reporting: Navigation (DRAFT) The Flexible Employee Data report displays: 8 11 9 10
12
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Portal Reporting: Navigation (DRAFT) Note the changes to the Row selection:
15 13
14
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Portal Reporting: Navigation (DRAFT) Note the changes to Row order: 16 17
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Portal Reporting: Navigation (DRAFT) Note the changes to the Rows displayed: 19 18
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Portal Reporting: Navigation (DRAFT) To save the layout for the report: 20
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Simulation BI: Flexible Employee Data Now that we’ve seen some of the BI functionality, let’s go run the report and export the data to Excel.
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Lesson Summary Congratulations! You should now be able to execute the following reports: Display Time Sheet Data (CADO) Time Management Report (ZTIM) Retroactive Changes to Time Data (ZHTM_TIMEDATA_CHNG) Attendance/Absence Data (S_AHR_61018660) Gross and Net Earnings (ZHPY_PAY59) Flexible Employee Data Report (BI)
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Knowledge Check When executing a report in BI, you can: A. B. C. D.
Move rows Add free characteristics Export to Excel All of the above
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167
Questions?
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Agenda
Lesson
Time
One: Introduction to Payroll Support and Time Recording Two: Time Recording Three:Payroll Support Four: Reporting Seven: Summary
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169
Su mma ry
Key Concepts You should now be able to:
Describe the relationship between positions and payroll Create absences and attendance on an employee’s primary position Report attendance on secondary positions Execute relevant reports
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171
Questions?
Payroll Support & Time Recording
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