Payroll Support and Time RecordingPayroll Support and Time Recording
2Payroll Support & Time Recording
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
Welcome and Ground RulesWelcome and Ground Rules
3Payroll Support & Time Recording
LogisticsLogistics
Before we get started ...
4Payroll Support & Time Recording
ConceptsConcepts
DemonstrationDemonstrationss
ExercisesExercises
BRITE BRITE
Classroom MaterialsClassroom Materials
(Let Me)(Let Me)
(Tell Me)(Tell Me)
(Show Me)(Show Me)
5Payroll Support & Time Recording
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
Course ObjectivesCourse Objectives
6Payroll Support & Time Recording
AgendaAgenda
Lesson Time
One: Introduction to Payroll Support and Time Recording
Two: Time Recording
Three: Payroll Support
Four: Reporting
Five: Summary
Introduction to Payroll Support Introduction to Payroll Support and Time Recordingand Time Recording
8Payroll Support & Time Recording
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
Lesson ObjectivesLesson Objectives
9Payroll Support & Time Recording
Key TerminologyKey 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.
10Payroll Support & Time Recording
Key TerminologyKey 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
11Payroll Support & Time Recording
RolesRoles
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)
12Payroll Support & Time Recording
Responsibilities for Payroll ContactsResponsibilities 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
13Payroll Support & Time Recording
Organizational ChartOrganizational Chart
14Payroll Support & Time Recording
Time Recording Process (DRAFT)Time Recording Process (DRAFT)
Start
Payroll Contact
Enters/Updates Time
via CAT2
Administrator
Reviews Time in MSS
Approve
Employee
Receives Payment
Finish
Payroll Dept
Processes Payroll
KRONOS/COMPASS
Time Imported into
CAT2
15Payroll Support & Time Recording
Payroll Area AA Calendar – 2008 (DRAFT)Payroll Area AA Calendar – 2008 (DRAFT)
Month PayPd
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
16Payroll Support & Time Recording
Payroll Area BB Calendar – 2008 (DRAFT)Payroll Area BB Calendar – 2008 (DRAFT)
Month PayPd
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
17Payroll Support & Time Recording
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
Lesson SummaryLesson Summary
18Payroll Support & Time Recording
Knowledge CheckKnowledge Check
As a time recorder, your responsibilities do not include:
A. Running reports
B. Creating absence transactions
C. Recording pay increases
D. Editing time
19Payroll Support & Time Recording
Knowledge CheckKnowledge 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
20Payroll Support & Time Recording
Knowledge CheckKnowledge 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 ruleassigned takes a sick leave day
B. An employee’s hours which were importedfrom KRONOS need to be adjusted
C. A true hourly employee, with no workschedule rule assigned, has time thatneeds to be entered
D. All of the above
21Payroll Support & Time Recording
Questions?Questions?
22Payroll Support & Time Recording
AgendaAgenda
Lesson Time
One: Introduction to Payroll Support and Time Recording
Two: Time Recording
Three:Payroll Support
Four: Reporting
Five: Summary
Time Recording Time Recording
24Payroll Support & Time Recording
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
Lesson ObjectivesLesson Objectives
25Payroll Support & Time Recording
Key TerminologyKey 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).
26Payroll Support & Time Recording
Key TerminologyKey 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.
27Payroll Support & Time Recording
Transaction CodesTransaction 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)
28Payroll Support & Time Recording
InfotypesInfotypes
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
29Payroll Support & Time Recording
Time Administration ProcessTime Administration Process
Broward County Public SchoolsArea: Time ManagementProcess: Time Recording and Approval - BPDDTM0010
SA
PT
ime
App
rove
rP
ayro
ll C
onta
ctE
mpl
oyee
Tim
e R
ecor
ding
S
ubsy
stem
s
4Time sheet
5Time entered into SAP via
CATS (CAT2)
6Time
Approved
HR Data
Yes
3Review Punches
and make corrections as
needed
Interface
No
1Time punches from Kronos
2Time from COMPASS
7Data stored in SAP as
attendances and absences IT 2001 & 2002
Time Charged to Financial Objects
Non-HR
30Payroll Support & Time Recording
Key Improvements in Time AdministrationKey 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
31Payroll Support & Time Recording
Time Administration Process – COMPASS 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.
32Payroll Support & Time Recording
Time Administration Process – KRONOS 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.
33Payroll Support & Time Recording
Time Administration Process – KRONOS 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).
34Payroll Support & Time Recording
Display sick, vacation, comp time, and military quotas for a specific employee:
PT50: Quota OverviewPT50: Quota Overview
35Payroll Support & Time Recording
The employee’s information displays:
PT50: Quota OverviewPT50: Quota Overview
1
2
3
4
36Payroll Support & Time Recording
The Absence quotas tab displays the detailed quota information:
PT50: Quota OverviewPT50: Quota Overview
5
6
7
37Payroll Support & Time Recording
The Accrual information tab displays the detailed accrual information:
PT50: Quota OverviewPT50: Quota Overview
8
9
38Payroll Support & Time Recording
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
SimulationSimulation
39Payroll Support & Time Recording
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
DemonstrationDemonstration
40Payroll Support & Time Recording
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
ExerciseExercise
41Payroll Support & Time Recording
Start
Daily
Payroll Contact
Enters Time via CAT2
Friday a.m.
Payroll Contact Reviews/
Updates Time in CAT2
Monday a.m.
Administrator Approves Final Time Changes
in MSS
Finish
Monday a.m.
Payroll Contact Makes Final Changes in
CAT2
Cross Application Time Sheets (CATS) Timeline Cross Application Time Sheets (CATS) Timeline (DRAFT)(DRAFT)
Friday p.m.
Administrator Approves
Time in MSS
42Payroll Support & Time Recording
CAT2: Record Working TimesCAT2: 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
43Payroll Support & Time Recording
CAT2: Record Working Times – No Cost OverrideCAT2: Record Working Times – No Cost Override
1
2
Maintain time sheets to add, change, and delete attendance and absence per employee:
44Payroll Support & Time Recording
CAT2: Record Working Times – No Cost OverrideCAT2: Record Working Times – No Cost Override
3
45Payroll Support & Time Recording
Select the variant to choose employees for whom you wish to enter time:
CAT2: Record Working Times – No Cost OverrideCAT2: Record Working Times – No Cost Override
4
46Payroll Support & Time Recording
CAT2: Record Working Times – No Cost OverrideCAT2: Record Working Times – No Cost Override
This is only a sample of what a variant drop down might look like.
5
6
7
47Payroll Support & Time Recording
CAT2: Record Working Times – No Cost OverrideCAT2: Record Working Times – No Cost Override
8
10
11
Record time for employees:
9
48Payroll Support & Time Recording
12 13 14
CAT2: Record Working Times – No Cost OverrideCAT2: Record Working Times – No Cost Override
15
Record time for employees:
49Payroll Support & Time Recording
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
SimulationSimulation
50Payroll Support & Time Recording
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
DemonstrationDemonstration
51Payroll Support & Time Recording
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
ExerciseExercise
52Payroll Support & Time Recording
Instructions for Adding Text in CATS Timesheet Instructions for Adding Text in CATS Timesheet
53Payroll Support & Time Recording
Instructions for Adding Text in CATS TimesheetInstructions for Adding Text in CATS Timesheet
54Payroll Support & Time Recording
Instructions for Adding Text in CATS TimesheetInstructions for Adding Text in CATS Timesheet
55Payroll Support & Time Recording
Instructions for Adding Text in CATS TimesheetInstructions for Adding Text in CATS Timesheet
56Payroll Support & Time Recording
CAT2: Record Working Times – Cost OverrideCAT2: 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
57Payroll Support & Time Recording
CAT2: Record Working Times – Cost OverrideCAT2: Record Working Times – Cost Override
Code Digits Format
Organizational Unit 8 6 + Location + Org SubunitExample: 62811000
Cost Center 10 Business Area + Type + Location + Zero*
Example: 3252311510
Fund 4 Example: 1000
Functional Area 16 Function + Activity + Seven ZerosExample: 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
58Payroll Support & Time Recording
CAT2: Record Working Times – Cost OverrideCAT2: Record Working Times – Cost Override
1
2
Maintain time sheets to add, change, and delete attendance and absence per employee:
59Payroll Support & Time Recording
Select the variant to choose employees for whom you wish to enter time:
CAT2: Record Working Times – Cost OverrideCAT2: Record Working Times – Cost Override
3
60Payroll Support & Time Recording
CAT2: Record Working Times – Cost OverrideCAT2: Record Working Times – Cost Override
8
10
11
Record time for employees:
9
61Payroll Support & Time Recording
12 13 14
CAT2: Record Working Times – Cost OverrideCAT2: Record Working Times – Cost Override
15
Record time for employees:
62Payroll Support & Time Recording
CAT2: Record Working Times – Cost OverrideLet’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
SimulationSimulation
63Payroll Support & Time Recording
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
DemonstrationDemonstration
64Payroll Support & Time Recording
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
ExerciseExercise
65Payroll Support & Time Recording
CAT2: Record Working Times – Secondary PositionsCAT2: Record Working Times – Secondary Positions
1
2
66Payroll Support & Time Recording
Select the variant to choose employees for whom you wish to enter time:
CAT2: Record Working Times – Secondary PositionsCAT2: Record Working Times – Secondary Positions
3
67Payroll Support & Time Recording
CAT2: Record Working Times – Secondary PositionsCAT2: Record Working Times – Secondary Positions
8
10
11
Record time for employees:
9
68Payroll Support & Time Recording
12 13
CAT2: Record Working Times – Secondary PositionsCAT2: Record Working Times – Secondary Positions
14
Record time for employee:
69Payroll Support & Time Recording
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
SimulationSimulation
70Payroll Support & Time Recording
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
DemonstrationDemonstration
71Payroll Support & Time Recording
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
ExerciseExercise
72Payroll Support & Time Recording
CAT2: Record Working Times-Changes/DeletionsCAT2: Record Working Times-Changes/Deletions
1
2
Maintain time sheets to add, change, and delete attendance and Maintain time sheets to add, change, and delete attendance and absence transactions per employee:absence transactions per employee:
73Payroll Support & Time Recording
Select the variant to choose employees for whom you wish to enter time:
CAT2: Record Working Times – Changes/DeletionsCAT2: Record Working Times – Changes/Deletions
3
74Payroll Support & Time Recording
CAT2: Record Working Times – Changes/DeletionsCAT2: Record Working Times – Changes/Deletions
8
10
11
Note the time entered for Monday, January 28th:
9
75Payroll Support & Time Recording
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
SimulationSimulation
76Payroll Support & Time Recording
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
DemonstrationDemonstration
77Payroll Support & Time Recording
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
ExerciseExercise
78Payroll Support & Time Recording
CAT2- Termination ProcedureCAT2- 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
79Payroll Support & Time Recording
1
2
Display time sheets per employee:
CAT3: Display Working TimesCAT3: Display Working Times
80Payroll Support & Time Recording
Select the variant to choose employees for whom you wish to display time:
CAT3: Display Working TimesCAT3: Display Working Times
3
81Payroll Support & Time Recording
CAT3: Display Working TimesCAT3: Display Working Times
8
10
Display time sheets per employee:
9
82Payroll Support & Time Recording
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
SimulationSimulation
83Payroll Support & Time Recording
DemonstrationDemonstration
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
84Payroll Support & Time Recording
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
ExerciseExercise
85Payroll Support & Time Recording
MSS Time Approval (Future Functionality)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
86Payroll Support & Time Recording
Reporting Structure for Time ApprovalReporting Structure for Time Approval(Future Functionality)(Future Functionality)
Organizational Unit = O
Organizational Unit = O
Job = C
Job = C
Position (Primary)
= S
Position (Primary)
= S
Position (Primary)
= S
Position (Primary)
= S
Overstaffed Position
(Secondary) = S
Overstaffed Position
(Secondary) = S
Person (Holder)
= P
Person (Holder)
= P
Person (Holder)
= P
Person (Holder)
= P
People (Holders)
= P
People (Holders)
= P
SUB-CHIEF
SUB-CHIEF
SUB-CHIEF
SUB-CHIEF
CHIEF OF ORG UNIT
CHIEF OF ORG UNIT
Position (Primary)
= S
Position (Primary)
= S
Person (Holder)
= P
Person (Holder)
= P
87Payroll Support & Time Recording
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
Lesson SummaryLesson Summary
88Payroll Support & Time Recording
Knowledge CheckKnowledge Check
What transaction code would you use to display sick, vacation, comp time, and military quotas?
A. CAT2
B. CAT3
C. PT50
D. None of the above
89Payroll Support & Time Recording
Knowledge CheckKnowledge Check
When viewing an employee’s quota, which button must you select in order to ensure accurate and up-to-date information?
A. From Today
B. Current Period
C. Current Calendar Year
D. All
90Payroll Support & Time Recording
Knowledge CheckKnowledge Check
In CAT2 you can enter primary position absences and secondary position time worked in the same screen.
A. True
B. False
91Payroll Support & Time Recording
Knowledge CheckKnowledge Check
Which of the following examples would require a cost override in CAT2?
A. A pool sub needs time charged to a different functional area or fund
B. A teacher is out sick
C. All of the above
D. None of the above
92Payroll Support & Time Recording
Knowledge CheckKnowledge Check
You can make changes to an employee’s time sheet in CAT3.
A. True
B. False
93Payroll Support & Time Recording
Questions?Questions?
94Payroll Support & Time Recording
AgendaAgenda
Lesson Time
One: Introduction to Payroll Support and Time Recording
Two: Time Recording
Three: Payroll Support
Four: Reporting
Five: Summary
Payroll Support Payroll Support
96Payroll Support & Time Recording
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)
Lesson ObjectivesLesson Objectives
97Payroll Support & Time Recording
Transaction Codes & InfotypesTransaction 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
98Payroll Support & Time Recording
1
Object ManagerObject Manager
2
3
4
5
6
99Payroll Support & Time Recording
Object ManagerObject Manager
100Payroll Support & Time Recording
PA20: Display HR Master DataPA20: Display HR Master Data
1
2
3 4
5
101Payroll Support & Time Recording
Infotype 0007: Planned Working TimeInfotype 0007: Planned Working Time
2
3
1
102Payroll Support & Time Recording
Infotype 0014: Recurring Payments/DeductionsInfotype 0014: Recurring Payments/Deductions
1
2
103Payroll Support & Time Recording
Infotype 0103: Display Bond Purchases (New!)Infotype 0103: Display Bond Purchases (New!)
1
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Infotype 0104: Display Bond Denominations (New!)Infotype 0104: Display Bond Denominations (New!)
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Infotype 0236: Display Credit Plans (New!)Infotype 0236: Display Credit Plans (New!)
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Infotype 0015: Additional PaymentsInfotype 0015: Additional Payments
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Infotype 0019: Monitoring of TasksInfotype 0019: Monitoring of Tasks
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Infotype 0041: Date SpecificationsInfotype 0041: Date Specifications
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Infotype 0210: Withholding Information W4/W5Infotype 0210: Withholding Information W4/W5
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Infotype 0554: Hourly Rate per AssignmentInfotype 0554: Hourly Rate per Assignment
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Infotype 2001: AbsencesInfotype 2001: Absences
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Infotype 2002: AttendancesInfotype 2002: Attendances
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Infotype 0008: Basic PayInfotype 0008: Basic Pay
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Infotype 0008: Basic Pay Details Infotype 0008: Basic Pay Details
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Key Payroll ChangesKey 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 per-
day 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 CalendarPerpetual 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 ConceptAll 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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$0.00$3,000$3,000.00
$0.00$750$833.329/28
-$83.32$750$833.329/21
-$166.64$750$666.689/14
-$83.32$750$666.689/7
on paid dayson work daysEnded
DifferenceSalary basedSalary basedWeekUnpaid Holiday
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8765432
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SFThWTMS
SEPTEMBER 2007
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
FACTS
4 days worked in each of weeks 1 & 2
5 days worked in each of weeks 3 & 4
Work Days versus Paid DaysWork Days versus Paid Days
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Paid Days$20.377.5$152.80214$32,700
Work Days$22.247.5$166.84196$32,700
HourlyRateHrs
Daily RateDaysSalary
$32,700 Annual Salary
196 Work Days
214 Paid Days
FACTS
*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
Work Days 196Additional days between first
and last days worked* 18
Paid Days 214
Work Days versus Paid Days – Work Days versus Paid Days – Standard 196-day Calendar for 2007-08Standard 196-day Calendar for 2007-08
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What does this mean?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.
2008-092008-09
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August 2008August 2008
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
Est. School Start Date 8-18-08
Start/End of pay period
Employee reports to work
Employee receives check
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9876543
SFTWTMS ⌂
⌂
Sample First Pay Date Information in School Year 2008-09Sample First Pay Date Information in School Year 2008-09
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Pay Statement – New Look!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 WorkbenchPUOC_10: Off-cycle Workbench
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PUOC_10: Off-cycle Workbench PUOC_10: Off-cycle Workbench Pay Statement (DRAFT) Pay Statement (DRAFT)
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PUOC_10: Off-cycle WorkbenchPUOC_10: Off-cycle WorkbenchPay Statement (DRAFT)Pay Statement (DRAFT)
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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.
SimulationSimulation
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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)
Lesson SummaryLesson Summary
128Payroll Support & Time Recording
Knowledge CheckKnowledge Check
What transaction code is used to display employee master data, such as basic pay?
A. PUOC_10
B. PA20
C. CAT2
D. PT50
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Knowledge CheckKnowledge 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 tothe school calendar
D. Changes all employees to a Year-Roundcalendar, receiving 26 pay checks percontract year
E. All of the above
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Knowledge CheckKnowledge Check
What transaction code is used to display an employee’s remuneration statement?
A. PUOC_10
B. PA20
C. CAT2
D. PT50
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Questions?Questions?
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Year Round Pay OptionYear 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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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.
SimulationSimulation
134Payroll Support & Time Recording
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
Lesson SummaryLesson Summary
135Payroll Support & Time Recording
Knowledge CheckKnowledge Check
Employees can only view pay stubs in ESS that have been generated by the new SAP system after Go Live.
A. TrueB. False
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Knowledge CheckKnowledge 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 AddressB. Update their W-4 federal withholding
selectionC. View pay stubs from pay periods post
go-liveD. Update their bank account details for
direct depositE. All of the above
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Questions?Questions?
138Payroll Support & Time Recording
AgendaAgenda
Lesson Time
One: Introduction to Payroll Support and Time Recording
Two: Time Recording
Three: Payroll Support
Four: Reporting
Five: Summary
Reporting Reporting
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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)
Lesson ObjectivesLesson Objectives
NEW! All reports will be available via the BRITE Portal!
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Key TerminologyKey Terminology
Business Intelligence (BI)
Repository of SAP information for the purpose of reporting.
Enterprise Central Component (ECC)
The transactional processing system of the SAP client 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. BIReporting: SAP 6.0 (ECC) vs. BI
Generate Reports
Nightly Updates
BI (read only
data)
BI (read only
data)
Enter Data
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
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CADO: Display Time Sheet DataCADO: Display Time Sheet Data
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CADO: Display Time Sheet DataCADO: Display Time Sheet Data
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CADO: Display Time Sheet DataCADO: Display Time Sheet Data
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CADO: Display Time Sheet DataCADO: Display Time Sheet Data
Note the changes:
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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.
SimulationSimulation
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DemonstrationDemonstration
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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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.
ExerciseExercise
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ZTIM: Time Management ReportZTIM: Time Management Report
1. Enter the transaction code ZTIM in the Fast Path.
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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ZHTM_TIMEDATA_CHNG:ZHTM_TIMEDATA_CHNG:Retroactive Changes to Time DataRetroactive Changes to Time Data
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ZHTM_TIMEDATA_CHNG:ZHTM_TIMEDATA_CHNG:Retroactive Changes to Time DataRetroactive Changes to Time Data
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S_AHR_61018660: Attendance/Absence DataS_AHR_61018660: Attendance/Absence Data
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S_AHR_61018660: Attendance/Absence DataS_AHR_61018660: Attendance/Absence Data
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ZHPY_PAY59: Gross and Net EarningsZHPY_PAY59: Gross and Net Earnings
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ZHPY_PAY59: Gross and Net EarningsZHPY_PAY59: Gross and Net Earnings
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Portal Reporting: Navigation (DRAFT)Portal Reporting: Navigation (DRAFT)
Navigate to both ECC (real time) reports and BI (near real time) reports via the BRITE Portal.
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Portal Reporting: Navigation (DRAFT)Portal Reporting: Navigation (DRAFT)
Reports will be grouped into functional areas.
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Drill down within the report area to access the required report.
For this example, we’ll select Flexible Employee Data.
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Portal Reporting: Navigation (DRAFT)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.
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Portal Reporting: Navigation (DRAFT)Portal Reporting: Navigation (DRAFT)
The Flexible Employee Data report displays:
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Portal Reporting: Navigation (DRAFT)Portal Reporting: Navigation (DRAFT)
Note the changes to the Row selection:
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Portal Reporting: Navigation (DRAFT)Portal Reporting: Navigation (DRAFT)
Note the changes to Row order:
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Portal Reporting: Navigation (DRAFT)Portal Reporting: Navigation (DRAFT)
Note the changes to the Rows displayed:
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Portal Reporting: Navigation (DRAFT)Portal Reporting: Navigation (DRAFT)
To save the layout for the report:
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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.
SimulationSimulation
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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)
Lesson SummaryLesson Summary
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Knowledge CheckKnowledge Check
When executing a report in BI, you can:
A. Move rows
B. Add free characteristics
C. Export to Excel
D. All of the above
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Questions?Questions?
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AgendaAgenda
Lesson Time
One: Introduction to Payroll Support and Time Recording
Two: Time Recording
Three:Payroll Support
Four: Reporting
Seven: Summary
Summary Summary
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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
Key ConceptsKey Concepts
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Questions?Questions?