time recording and compensation

Time Recording and

Compensation

Broward County Public Schools June 2014

Time Recording and Compensation i 6/6/2014

Course Objectives

At the end of this course, participants will be able to:

Describe the Relationship Between Positions and Payroll

Create Absences and Attendances on Primary Positions

Create Attendances on Additional Assignments

Interpret Basic Payroll Data to Assist in Answering Employees’ Questions and Concerns about their Paychecks

Execute Relevant Reports

Time Recording and Compensation ii 6/6/2014

TABLE OF CONTENTS

i Course Objectives

1 Unit One: Introduction Structure of Broward County Public School System

The Time Recording Process

Time Recording and Payroll Support Roles

Responsibilities of the Payroll Contact

Key Terminology

Knowledge Check

6 Unit Two: Portal Navigation Prepare Your Computer

Navigation and Screen Elements

SAP Easy Access

Reports & Planning and Employee Self Service

Frequently Used SAP Icons and Buttons

Knowledge Check

13 Unit Three: Navigate and Display HR Master Data Infotypes

Display HR Master Data Overview

Knowledge Check

29 Unit Four: Time Recording The Time Recording Process

Key Terminology

Time Administration Process

Monday Morning Payroll Contacts’ Checklist

Absence Subtypes

Attendance Subtypes

Transaction Codes

Quota Overview (PT50)

CATS (Cross Application Time Sheet) Process Flow

CAT2 Time Sheet: Maintain Time

Newly Assigned Additional Assignment

Absence Collision Entries

CAT2 Entering Absences for a Range of Dates

CAT2 Changing Entries or Deleting Hours

Quick Access Information - MORE

CAT2 Adding Text/Notes in the Timesheet

Time Recording and Compensation iii 6/6/2014

29 Unit Four: Time Recording (Cont’d) CAT3 Display Working Times

CAT2 Cost Overrides

Cost Override Reminders

Cost Override Structure

Sample Cost Override Errors

Creating Variants

FMLA Intermittent Leave

Knowledge Check

76 Unit Five: Compensation Payroll Remuneration Statement Retro Analysis (PC00_M10_CEDT)

Off-Cycle Workbench (PUOC_10)

The All Days Paid (ADP) Concept

Year Round Pay Option

Knowledge Check

87 Unit Six: Reporting Reports Overview

Description of Time/Payroll Reports

CADO Display Timesheet Data

Time Management Report (ZTIM)

Gross and Net Earnings Report (ZHPY_PAY59

Overtime Report

Display Time Sheet Data (CADO)

Retroactive Time Data Changes Report (Z_HTM_TIMEDATA_ CHNG)

Attendance Overview Report (Z_ATT)

Absence Overview Report (Z_ABS)

Attendance/Absence Data: Calendar View Report (S_AHR_61018660)

Display Absence Quota Information (PT_QTA10)

Opt-Out/Opt-In Pay Advice Report

Knowledge Check

107 Unit Seven: Summary Course Summary

108 Next Steps

109 Information and Things to Remember Dual Access Time Entry (Date) Position

Helpful Tips Related to Time Entry

KRONOS Tips

Substitute Teachers Tips

Separation of Employment/Termination Procedures

Time Recording and Compensation iv 6/6/2014

119 Appendix

Payroll Schedules

Combined Payroll Calendar

Compensatory Time Matrix

Vacation Leave Accrual Matrix

Sick Leave Accrual Matrix

Sick Personal Reasons

HR Enterprise Structure

2013-14 Athletic Calendars

Entitlements for Basic Pay InfoType (IT0008)

Supplements WageTypes

Payroll Notification Adjustment Instructional

Payroll Notification Adjustment Non-Instructional

Off-Cycle Check Request

Off-Cycle Check Request - Escalation

Direct Deposit Authorization Form

SAP 6.0 User Access Form

Request for Reduction of Compensatory Time Hours

Notification of Calendar Changes

Payroll and Time Entry Business Practice Bulletin Payroll & Time Entry Business Practice Bulletin PR-100

Time Recording and Compensation 1 6/6/2014

Unit One

Introduction

Unit Objectives: At the end of this lesson, participants will be able to:

Describe the Organizational Structure of Schools and Departments

Understand the Time Recording Process

Identify Roles and Responsibilities within the Payroll/Time Management Process

Describe the Overall Time Recording and Payroll Process

Recognize the Importance of Accurate Daily Time Entry


The Structure of

Broward County Public Schools/Departments

Within SAP

The Broward County Public School System (BCPS) is one large company consisting of many organizational units (org unit). Each org unit owns various positions which are derived from specific jobs. A job is an integral part of a position, as a position takes on the attributes of the job.

Organizational Unit – Various schools, departments, and district offices (ex: SEMINOLE MIDDLE, ATHLETIC & STUDENT ACTIVITIES) within the school district.

Job – A general classification of attributes such as state job code, planned compensation, pay grade, and pay scale level used as the basis for creating jobs (ex: TEACHER-GRADE 5). One job can describe many positions; however, employees are assigned to positions, they are not assigned to jobs.

Position – An individual employee assignment (ex: TEACHER-GRADE 5 at Sandpiper Elementary). A position has a relationship to an organizational unit and a job. When an employee is assigned to a position, the employee inherits the attributes of the position as well as the organizational unit and job associated with the position (i.e., pay grade, state job code). A position must exist prior to hiring, transferring, and ultimately, paying an employee.

As a general rule of thumb, each position will be filled by one employee; however, in some cases it is possible for a position to be occupied by more than one person (e.g.: temporary or substitute positions).

The objects above (along with others not mentioned here) form a relationship in Organizational Management and integrate with Personnel Adminstration and Time Management to allow for the recording and evaluation of employee time data.


Time management for BCPS is maintained through the use of various documents such as the vacation/leave request form, overtime authorization form, substitute teacher daily attendance slips, and time cards. The Payroll Contact collects these documents and enters the time in SAP ECC 6.0 via the CATS Timesheet. BCPS also uses external timekeeping systems (COMPASS and KRONOS) to capture time for certain groups of employees who use their personnel number, biometric scan, and/or timecard to punch in and out at a terminal (clock). The Payroll Contact then reviews and edits the information as necessary. The data from COMPASS and KRONOS is imported into the CATS Timesheet weekly. Any corrections not made before the final pull (interface from COMPASS and KRONOS) must be made directly in the CATS Timesheet before the payroll checks are processed.


Time Recording

and Payroll Support Roles

A role may be attached to more than one BCPS Job

Payroll Contacts

School-Based Administrators

District-Based Administrators

ERP/Payroll Department Super Users

Employee Self Service (all employees)

Responsibilities

of the Payroll Contact

Enter Attendance and Absences Daily into the CATS Timesheet

Run and Review Reports Relevant for Time Management and Payroll

Maintain Accurate Documentation Required for Auditing Purposes

Research Payroll Issues as Requested by Staff

Monitor Quota Balances

Update Time Records as Needed to Ensure Employees Are Paid Correctly and in a Timely Manner

Advise Administrator/Principal of Discrepancies Relevant to Payroll

Work with the HR Action Processor to Ensure Timely Processing of Actions That Can Affect Payroll

Work with Super User Departments to Ensure Timely Processing of Any Activity That Can Affect Payroll


Key Terminology

Term Description

Business Intelligence (BI) Repository of data from the ECC SAP system that can be accessed for the purpose of reporting.

Cross Application Time Sheet (CATS)

A standard tool of SAP which provides a single central point of entry for collecting all time entries.

Data Entry Profile (CAT2)

BCPS-1: Select this profile when entering hours that require a cost center override. BCPS-2; Select this profile when entering hours that do not require a cost center override.

Employee Self-Service (ESS) Workplace for employees to review/change personal data relevant to payroll, benefits, and time management.

Exceptions Hours recorded to account for a deviation to an employee’s work schedule, such as SCK, VAC, PLV, and CMU.

Portal A point of access to information on the web. For most end users, the CATS Timesheet will be accessed through the BRITE portal.

Primary Position Refers to the regularly scheduled position for which an employee works the majority of the work week.

SAP ECC (Enterprise Central Component)

A storehouse for employee master data used for processing day-to-day functions, such as time entry and payroll processing.

Additional Assignment (formerly Secondary/ Additional Position)

Refers to a different position other than an employee’s primary position, such as Aftercare Worker, Days Beyond, or Tutor. These assignments can exist outside of an employee’s primary position org unit.

Variant

A customized selection of personnel numbers created by the user to avoid having to enter each personnel number separately. The variant can be changed at any time by the user.

Work Schedule Rule Located on IT0007 and is used to determine the employee’s work schedule, or number of hours an employee works per day.


Knowledge Check

As the Payroll Contact, your responsibilities do not include:

A. Running Reports

B. Creating Absence Transactions

C. Recording Pay Increases

D. Editing Time


Unit Two

Portal Navigation


Understand the different methods of accessing SAP via the Portal (WEBGUI and WINGUI)

Recognize the various components of SAP including the different tool bars and transaction codes

Navigate within the BRITE Reports Portal

Have a better understanding of the functionality available in ESS


Prepare Your Computer

Resource materials are available on the BRITE web site (http://www.broward.k12.fl.us/erp/) to

assist you in preparing your computer.

o The Budget, Finance, Human Resources, Payroll and Procurement tabs share links to Forms, Newsletters, Reference Docs & Schedules, and Reports Instructions.

Computer settings can be validated by referring to the documentation available on the ERP web site http://www.broward.k12.fl.us/erp/brite/support/updates/

o Questions regarding system requirements should be directed to your system administrator/technology liaison contact (TLC).

Navigation and Screen Elements

The BRITE portal is accessible through WEB/ERP. When logged into the portal, the main portal window displays the tabs you have access to, based on your assigned SAP business role. The welcome banner is gold and displays the user’s name. A confirmation message indicates “You are logged onto the BRITE Portal.”

1. To gain entry to the SAP Easy Access menu, click the SAP Access tab.

2. Click WEB GUI (tool bar displays buttons).

NOTE: PC users who have the SAP Logon client installed on their computer may click Windows GUI (tool bar displays icons).

Click ECC Production – XEP 500 – WebGUI (Repeat this step to open more than one session).

Note: The portal view of the Timesheet has a 20 minute time entry threshold before it times out.

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http://www.broward.k12.fl.us/erp/

http://www.broward.k12.fl.us/erp/brite/support/updates/


SAP Easy Access

After clicking the WEBGUI link, the SAP Easy Access menu appears. This is the point of entry for users to access SAP to perform daily functions and run reports as assigned to their business roles. Transaction codes (t-codes) within SAP enable users to go directly to a task and start the function in a single step rather than drilling down through menus or folders. Transaction codes consist of letters, numbers, or a combination of both. A transaction code can be typed into the fastpath (command field) or saved in Favorites for easier access. In addition to the t-codes, SAP navigation requires familiarity with other components in the system, including the five tool bars (menu, standard, title, application, and status). These tool bars vary in appearance – the HTML view displays buttons and the Windows view displays icons.

The menu bar displays options for transactions and provides selections for applications or system functions. Depending on the screen, the menu options change; however, System and Help are available on the menu bar for all screens.

The fastpath (command field) is used for quicker task access by entering the t-code then pressing the Enter key on the keyboard.

The system function bar displays buttons or icons for standard functions such as displaying master data or getting a variant.

The title bar displays the name of the current transaction.

The application tool bar includes buttons or icons relevant for the transaction.

The status bar displays system messages on the left side of the

bar ( indicates a hard error,

indicates a warning

message, and indicates confirmation. The right side of the bar displays the name of the server you are connected to and the data entry mode (INS - insert or OVR – overwrite).

NOTE: As windows open they may open and stack on top of each other or open in the same window. Minimize, maximize, or close windows using the icons in the top right (PC) or left (Mac) of your screen.

To exit a transaction, click icon or tab, then click the red to close the window.

SAP via Web GUI (HTML)

Status Bar

Menu, System Function &

Application Bars are Combined

Title Bar

Fastpath (Command

Field)

Status Bar

Title Bar

System Function Bar Fastpath (Command Field) Menu Bar

Application Tool Bar

SAP via Windows GUI


Reports & Planning and Employee Self-Service

1. The Reports & Planning tab is the gateway to BI and ECC reports. After clicking this tab, click

the HR & Payroll tab to gain access to the BRITE Reports portal.

2. The welcome banner is now white and displays the user’s name, but here the confirmation message displays that You are logged onto the BRITE Reports. The different color banners and log-on messages helps to distinquish between reports and the main portal. The Reports portal is the only portal with a white welcome banner.

3. To view available reports, click the HR & Payroll tab (see above).

4. Reports are grouped together by module or type. Reports pertaining to Payroll and Time Management can be found under the Payroll tab or the Time tab.

5. Click on the link for the

desired report, complete all necessary fields, then click execute to produce the report. NOTE: Click the red X to exit the reports window.

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Welcome PHYLLIS NEUMAN

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Welcome PHYLLIS NEUMAN

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6. The Employee Self-Service (ESS) tab is where employees can access their personal information. Employees can review/change personal data such as addresses, bank information and W-4 filing selections. They can also view their vacation and sick balances, view their salary (remuneration) statements, enroll in the Year Round Pay Option (if eligible), request W-2 reprints, Opt-Out/In of printed pay advices, perform training-related activities and confirm/update their benefits during the open enrollment period.

NOTE: Changes to Bank Information Should Be Made

BY NOON ON THE SATURDAY PRIOR TO THE PAYROLL PROCESSING DAY

To Ensure Direct Deposit To A New Account For The Next Scheduled Pay Day

7. To exit ESS, click a different tab or Log Off to log out of the portal.

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Frequently Used SAP Icons

and Buttons

Windows Entry

HTML Entry Function Description

Enter Times Provides access to the CATS Timesheet for time entry

Enter or Check Entries

Confirms the data you have selected or entered on the screen. Does not save the data

Save Saves data entered. Same function as Save in the Edit menu

Back Exits the current task without saving. Returns you to the previous screen or main menu screen

Exit Exits the current task without saving. Returns you to the previous screen or main menu screen

Cancel Exits the current task without saving. Same function as Cancel in the Edit menu

Execute/Copy Generates report or transaction, as requested

Get Variant Retrieves a list of available variants created by user(s) in a particular transaction

Display Displays requested master data by individual record

Overview Displays an overview (list) of related master data

Multiple Selection

Allows user to enter multiple objects (ex: multiple personnel numbers) for processing a particular task

Target Hours Used to enter 10 consecutive workdays of the same absence type


Knowledge Check

SAP Web GUI tool bar contains buttons and Windows GUI contains icons.

A. True

B. False


Unit Three

Navigate and Display

HR Master Data

Unit Objectives: At the end of this lesson, participants will be able to

display HR master data (PA20) relevant to Time

Management/Payroll on a number of infotypes such

as:

Absences (IT2001)

Attendances (IT2002)

One Time (Additional) Payments (IT0015)

Hourly Rates per Assignments (IT0554)

Planned Working Time (IT0007)

Basic Pay (IT0008)


Infotypes

Infotypes are sets of data grouped according to subject matter, such as organizational assignment,

planned working time, absences, attendances, and basic pay (www.sap-help.info). An infotype can be

identified by its four-digit code (ex: planned working time IT0007). The infotypes that you are authorized

to view or maintain are determined by the business role you are assigned in ECC. For a detailed list of

master data infotypes and description see Infotype Listings located at:

http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/reference_schedules/

Infotype Description

0001 Organizational Assignment

Stores org unit, position, job, payroll area, exempt status, personnel area, personnel subarea, employee subgroup, employee group

0007 Planned Working Time

Displays the work schedule assigned to an employee

0008 Basic Pay Displays master data relevant to an employee’s payroll, including hourly rate, entitlements such as degree incentives, and annual salary

0014 Recurring Payments/Deductions

Displays scheduled amounts paid or deducted during defined payroll periods (ex: supplements, insurance premiums, donations, TSA deductions, union dues, etc.)

0015 Additional Payments Displays one time additional payments paid during certain payroll periods (ex: CAP payments, compensatory time, perfect attendance and longevity awards, etc.)

0019 Monitoring of Tasks

Displays leave effective dates, sick/vacation leave accrual dates, probationary period end dates, various leaves of absence and disability end dates, end of layoff period, verify diploma, suspension without pay, etc

0041 Date Specifications Displays employment date, original employment, longevity date, adjusted leave accrual, RIP/RAP, bargaining unit, benefits coverage begin date, benefits termination date, bargaining unit date

0210 Display Withholding Info W4/W5 US (0210)

Displays employee’s filing status as well as federal, state, and local withholding allowances, tax exempt status, additional withholding

0554 Hourly Rate per Assignment

Stores additional position assignments (secondary positions) assigned to an employee

2001 Absences Stores absence entries (SCK, VAC, CMU, etc.)

2002 Attendances Stores attendance entries (REG, RGR, TDA, etc.)

http://www.sap-help.info/

http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/reference_schedules/


DISPLAY HR MASTER DATA OVERVIEW

Employee data is stored on infotypes and can be displayed via transaction PA20 (Display HR Master Data). Access to view the data contained within the infotypes is dependent on the role assigned.

NOTES:

In most cases the to the right of an infotype indicates viewable information (some exceptions include Addresses, Absences, Attendances, and Absence Quotas).

Procedure

1. From the BRITE Portal, click the SAP Access tab.

2. Click the ECC Production WebGUI link.

3. The SAP Easy Access window will display in a new window. Click in the fastpath field, type transaction code PA20 and press the enter key on your keyboard. Or, select the transaction code PA20 previously saved in Favorites.

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4. Object Manager can be used to search for and select data you want to display. You can hide or display the Object Manager via Menu > Settings > Show Object Manager or Hide Object Manager.

5. To view data on an infotype, type an employee’s personnel number in the Personnel no. field and press the enter key on your keyboard. The employee’s master data will appear.

6. Click the appropriate tab to display infotypes for a specific area Benefits, Payroll, Time, etc.

7. Use the left and right arrows to advance the tabs or the

icon to display the list of tabs.

8. Select the applicable period or click All (not all infotypes require period selection).

9. Click the

selection button to the left of the infotype.

10. Or, type the infotype number in the Direct Selection Infotype field.

NOTE: This is an alternative to selecting the tab and infotype in steps 6, 7 and 9.

11. Click the appropriate button to one record or to view a list of all records.

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Organizational Assignment

(Infotype 0001)

1. From the Display HR Master Data screen click the Organizational Assignment

infotype, then the button to view information pertaining to an employee’s current work location (or type 0001 in the Direct Selection field).

2. The information on this screen is grouped by Enterprise structure ( type of employee/ Personnel Area: CL01 and calendar: 251-day); Personnel structure (payroll area BB), and Organizational plan (exempt status – N).

Note: Exempt status N means non-exempt – an employee is eligible for overtime. Exempt status E means exempt - the employee is exempt from overtime.

Click the button twice to return to the Display HR Master Data screen.

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Withholding Information W4/W5 US

(Infotype 0210)

1. From the Display HR Master Data screen click the Payroll tab, click the selection button for Withholding Info W4/W5 US (0210), then click the

button to view the employee’s W4 Withholding Certificate values.

2. The following fields display:

Tax authority – Federal withholding

Filing Status – Single (01) or Married (02)

3. The Allowances display the number of withholding allowances an employee has elected.

4. Tax Exempt Indicator may be checked if an employee has declared on the W4 form that he is Exempt from Federal Withholding taxes. If selected, the exemption must be renewed each calendar year or the employee will be changed to filing status Single with one allowance.

5. Add. withholding displays the additional amount of Federal Withholding taxes (if any) that an employee has voluntarily requested to be deducted from each paycheck. Note: The W-5 filing status selection ended by law as of December 31, 2010. Therefore, the EIC status box may be checked for periods prior to January 1, 2011, but not after.

The navigation buttons at the top of the screen enables the following:

Overview: displays a basic list of an employee’s withholding allowances

Tax Infotype summary: displays the history of an employee’s withholding allowance elections

6. Click the button to return to the Display HR Master Data screen.

Note: Employees can review/revise their W4 selections via Employee Self Service.

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Basic Pay (Infotype 0008)

1. From the Display HR Master Data screen click the Basic

Pay infotype and the button.

2. The PS group (Pay Scale) group displays the pay grade for an employee and the level displays the step within the pay grade.

3. The Annual salary displays the annual pay for an employee.

4. The Wage Type fields display the various elements that make up the total hourly rate, (including Cafeteria and entitlement payments for Instructional personnel) and the monetary amounts associated with each.

5. The total hourly rate displays at the bottom of the screen and includes the standard hourly rate plus any additional payments.

6. The All Days Paid Rate displays the ADP hourly pay rate and the All Days Paid Days displays the number of ADP days from the beginning of the employee’s contract to the end, not counting Saturdays and Sundays.

7. The navigation buttons at the top of the screen enable the following:

Previous record: navigate to a previous record for the employee

Next record: navigate to the next record for the employee

Overview: displays a history of basic pay

Salary amount: displays periodic salary amounts (annual, monthly, etc.)

Payments and deductions: displays a list of all payments/deductions for the employee (see right)

8. Click to return to Display HR Master Data screen.

NOTE: The Semi-monthly WkHrs/period field noted in Infotype 0008 is required to generate the appropriate annual salary on the same screen, even though our employees are paid bi-weekly, not semi-monthly.

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Hourly Rate per Assignment (Infotype 0554)

1. From the Display HR Master Data screen, click the Hourly Rate per Assignment (0554)

infotype and the button to view a list of secondary or additional positions assigned to the employee

2. Click an entry to view.

3. Click the button.

4. The Hourly Rate per Assignment (0554) fields display:

Assignment – Indicates the order of the additional assignments as they were assigned.

Object Type – ‘S’ indicates position.

Position – Displays the position number and description of the position.

Valuation basis – Displays the hourly rate for the position.

Cost assignment – Specifies the cost assignment or distribution to be applied to the position during payroll processing.

5. The Organization Data fields display:

Organizational Unit – Displays the number of the org unit that owns the additional assignment.

Organization Text – Displays the name of the org unit that owns the additional assignment.

6. Click the button twice to return to the Display HR Master Data screen.

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Recur Payments/Deductions (Infotype 0014)

1. From the Display HR Master Data screen, click the Recur Payments/Deductions (0014)

infotype and the button to view a list of the employee’s recurring supplement payments/ deductions.

2. Click an entry from the list of recurring payments /deductions to view.


4. The Wage Type displays the type of recurring payment or deduction.

5. The Amount displays the dollar amount to be paid to or withheld from the employee’s paycheck, in addition to the frequency of the payment or deduction.

6. The Payment model displays how often the recurring payment or deduction will occur. Most voluntary recurring deductions (Supplemental Insurances, for example) are taken from the first 20 checks of the employee’s contract calendar. Supplemental payments (such as for Coaching or Department Chair) may be paid once, twice or multiple times throughout the year. If the Payment Model is blank, recurring payments or deductions will occur in every regular check received by the employee for the period indicated by the Start and End Dates. Note: If the Start and End Dates are not accurate, employees may experience recurring payments or deductions which exceed the quantity that should occur, resulting in an overpayment.

7. Click the Cost Assignment or the buttons to display the funding source (Fund,

Functional Area, Grant). Click the twice to cancel and exit cost assignment.

8. Click twice to return to the Display HR Master Data screen.

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Additional Payments (Infotype 0015)

1. From the Display HR Master Data screen,click the Additional Payments (0015)

infotype and the button.

2. Click an entry to view from the list of an employee’s additional payments such as A+ Bonus Recognition, Workshops, or Lead Money


4. The Wage Type displays the type of additional one-time payment the employee will receive.

5. The Amount displays the gross amount of the additional one-time payment.

6. Click the Cost Assignment

icon or the button to display the funding source (Fund, Functional Area,

Grant). Click the twice to cancel and exit cost assignment.

7. Click twice to return to the Display HR Master Data screen.

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Infotype 0015 Additional Payments is used for making payments which are not recurring. These types of payments are also referred to as “One Time Payments”.


Display Date Specifications (Infotype 0041)

1. From the Display HR Master Data screen click the Addtl Personnel Data tab.

2. Click the selection button for Date Specifications (0041)

then click the button.

3. The following date specifications may display:

Employment Date –most recent hire date

Adj. Leave Accrl Date – employee’s date for accruals

Longevity Date – date employee began working their respective bargaining unit

4. The additional date specifications display:

Ben. Cov. Beg Date – employee’s date to begin benefit coverage

Bargaining Unit Date – employee’s seniority date

Original Employ Date – employee’s first hire date

5. Click the button to return to the Display HR Master Data screen.

Monitoring of Tasks (Infotype 0019)

1. From the Display HR Master Data screen click the selection button for Monitoring of Tasks (0019).

2. Click the button to view the list of tasks for this employee.



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Examples of tasks include Probationary Ends, Short Term Leave Ends, Sick Leave Eff Date, Special Leave Ends, Stage 2 FMLA Ends, Suspens w/o Pay Ends, Temp Ends-Less 6 mos, Temp Ends-More 6 mos, Vac Leave Eff Date, Verifying Diploma

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5. Monitoring of Tasks detail includes:

Date – the date on which the task occurs

Processing indicator – the status could be New task, Task in process, or Task completed

6. The Chng (change) date indicates when the record was updated.

7. Click once to select a different task to view, or twice to return to the Display HR Master Data screen.

Planned Working Time (Infotype 0007)

1. From the Display HR Master

Data screen use the or to advance to the Time Management tab.

2. Click the selection button for Planned Working Time

(0007), then click the button.

3. AA (Bi-Weekly AA) represents the payroll area assigned to the employee.

4. The Work schedule rule represents the work schedule (hours per day/days per week) assigned to the employee.

5. Working time displays periodic work hours for the employee:

Employment percent – 100.00 (full-time)

Daily working hours – 7.50 per day

Weekly working hours – 37.50 per week (7.5 hours x 5 days)

Monthly working hrs – 122.50 per month (annual working hours / 12 months)

Annual working hours – 1470.00 per year (7.5 hours x 196 days)

6. Click once to select a different task to view, or twice to return to the Display HR Master Data screen.

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Absences (Infotype 2001)

1. On the Time Management tab, click the selection button for Absences (2001).

NOTE: The Absences and Attendances infotypes do not

display a check mark to indicate data exists on these infotypes.

2. Click the date Period to view (ex: Current Year).

3. Press the Enter key on your keyboard to populate the Direct selection Infotype field, then click inside the Sty field to display the matchode

icon.

4. Click the match code icon for a list of selectable absence subtypes (ex: SLO).

5. Double-click the absence type (ex: SLO Sick Leave - Other).

6. Click to view a list

of SLO absences or to see only the latest record.



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9. The Start and To dates define the date range for the absence.

10. The following detail displays:

Absence type –subtype and description

Absence hours –total hours for the absence

Absence days – the number of days for the absence

11. Click once to select a different entry, or twice to return to the Display HR Master Data screen.

Attendances (Infotype 2002)

1. To view an attendance, click Attendances (2002) and follow steps 2 – 8 for viewing Absences (above).

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9. The Start and To dates define the date range for the attendance.

10. The following detail displays:

Attendance type –subtype and description

Attendance hours –total hours for the attendance

Attendance days – the number of days for the attendance

11. Click once to select a different entry, or twice to return to the Display HR Master Data screen.

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NOTE: The attendance hours for the Primary position will always display as

REG here, but any overtime will display as OTP on the pay statement.


Knowledge Check

Which transaction code is used to display employee master data, such as basic pay?

A. PUOC_10

B. PA20

C. CAT2

D. PT50


Unit Four

Time Recording


Understand the Importance of Daily and Accurate Time Entry

Enter Absence/Attendance Hours

Change Absence/Attendance Hours

Delete Absence/Attendance Hours

Identify Absence Collisions

View Time Sheet Data

Display/Review Employee Absence Quota Information



Pay Frequency— Standard pay periods consist of 14 days; pay periods begin on Mondays and end on Sundays. SBBC maintains standard bi-weekly pay dates for each payroll area. Employees are paid every other Friday after the pay period ends, unless Friday is a bank holiday. When this occurs, direct deposits will be in employees’ accounts the day before the scheduled pay date. Paychecks and pay advices will be delivered to locations via the pony during the following week.

NOTES:

Exception Only Reporting: Salaried and hourly employees with a Work Schedule Rule assigned require only absences and additional hours worked to be entered daily.

Positive Reporting: True hourly employees (subs/temps), whose hours are not imported from KRONOS or COMPASS, require daily entry of hours worked.

Hours that are imported from KRONOS or COMPASS which need to be corrected after the interface must be adjusted in the Cross Application Time Sheet (CATS).

The Time Management (ZTIM) and Net Earnings (ZHPY_PAY59) Reports should be run and reviewed for discrepancies both before the payroll processing has been completed as well as after the paychecks have run. Reviewed copies of the final reports, signed by the Principal/Director, must be filed with all appropriate payroll paperwork for that pay period.


Key Terminology

Term Description

Absence Period of time employee is absent from work.

Absence Quota Total accumulation of leave hours an employee has accrued or earned over a period of 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).

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

Attendance Period of time employee is present at work, or performing work-related activitities (such as Temporary Duty Assignments/TDAs).

Cost Override Hours entered will be charged to a budget different than the standard budget assigned to the position to which hours are entered (reclassification).

No Cost Override Hours entered will be charged to the standard budget as assigned to the position to which hours are entered.

Primary Position Refers to the regularly scheduled position for which an employee works the majority of the work week.

Additional Assignment (formerly Secondary/ Additional Position)

Refers to a different position other than 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.

KRONOS Biometric timekeeping system used primarily by substitute teachers and part-time vocational/technical employees. Time-related data is uploaded into CATS through a weekly interface.

COMPASS Time card and work order system used primarily by Facilities, Maintenance and Transportation employees. Time-related data is uploaded into CATS through a bi-weekly interface.


Time Administration Process

Time recording in SAP ECC 6.0 will be maintained in the Cross Application Time Sheet (CATS). The timesheet provides a single point of time entry for absences and attendances and allows:

Absences and attendances to be entered for a single or multiple employees on the same screen for an entire payroll period.

Displaying of leave balances and valid additional assignments of employees.

Systemic calculation of overtime for both primary and additional assignments.

Time from KRONOS and COMPASS to be interfaced into SAP.

NOTE: Attendance subtypes OTP, OTS, and OTD should not be entered by Payroll Contacts unless directed by District Administration. Overtime is systematically calculated based on several factors including employee eligibility and total hours worked in a work week. Overtime eligibility is determined by the employee’s exempt status on Infotype 0001, not by the type of work performed. Teachers and other Instructional personnel are ineligible (exempt from overtime) and therefore do not get paid overtime rates on any position.

KRONOS

KRONOS hours are generally uploaded into SAP through an interface each week on Sunday afternoon.

The Payroll Contact and/or Substitute Coordinator should make corrections for substitute teacher hours in KRONOS. However, any changes not made before the hours are uploaded must be made in SAP via the timesheet.

If the KRONOS hours have been uploaded into SAP and the Payroll Contact enters time for the same date, a warning message will display stating that a record already exists for that date.

Payroll Contacts for Vehicle Maintenance and Materials & Logistics will enter absences directly into SAP via the timesheet (do not enter absences in KRONOS).

COMPASS

For greater clarity of information in the pay advice (remuneration statement), Payroll Contacts should use PLV (Unpaid Leave) instead of DIS (Disability).

COMPASS hours are generally uploaded into SAP through a bi-weekly interface on Friday mornings.

The Payroll Contact should make corrections in COMPASS. However, any changes not made before the hours are uploaded must be made in SAP via the time sheet (CATS).

If the COMPASS hours have been uploaded into SAP and the Payroll Contact enters time for the same date, a warning message will display stating that a record already exists for that date.


WORKER’S COMPENSATION

The Payroll Contact should enter PLV for all Workers' Comp absence hours

The Payroll Contact should notify Risk Management Department as soon as possible (via email) of all PLV entries relevant to the Workers' Comp absences. Include the employee's name, personnel number, number of hours entered, applicable dates, and the type of appointment.

After receiving notification from the Payroll Contact, Risk Management will change the PLV entry to Worker's Comp Paid (WCL) if the hours should be paid. If the hours should not be paid, Risk Management will instruct the Payroll Contact to change the hours to Worker's Comp Unpaid (WCU).

The Payroll Contact should make the changes in the CATS timesheet as instructed by Risk Management staff.

Questions regarding employees on Workers' Compensation should be directed to the Risk Management Department at (754) 321-1900.


Absence Subtypes

ABSENCE

SUBTYPE ABSENCE TEXT ABSENCE DESCRIPTION

ABS Official Leave Used to report hours taken for Jury Duty

BER Bereavement Leave Used to report hours taken for bereavement; hours are deducted from the sick leave quota; does not affect Good/Perfect Attendance awards or participation in the Sick Leave Buy Back program

CMU Comp Time Used Used to report compensatory time used

DEL Emergency Paid Leave

Used to report paid leave taken after the declared emergency period which is

associated with the declared emergency. Up to 10 days allowed; requires administrative approval. Use only when directed to do so by District administration

DEP Declared Emergency Day

Used to report a Board-approved paid day off that was the result of a

declared emergency. Use only when directed to do so by District administration

DEU Declared Emergency Unpaid

Used to report a Board-approved unpaid day off that was the result of a declared emergency. Use only when directed to do so by District administration

FLV Furlough Leave Unpaid

Used to replace rescinded furlough hours that were initially entered as PLV (unpaid leave); docks the employee’s pay but does not affect accrual

FND Furlough Not Docked Used to record furlough absence for Non-Exempt employees; does not dock pay, does not affect Good/Perfect Attendance awards or participation in the Sick Leave Buy Back program

FUR Unpaid Furlough Day Used to record unpaid furlough absences for Exempt Employees; docks pay, does not affect Good/Perfect Attendance awards or participation in the Sick Leave Buy Back program

MIL Military Leave Used to report hours used for Military Reserve/NationalGuard

PLV Unpaid Leave Used to record an unpaid absence; typically used when all applicable quotas have been exhausted. Docks pay.

SCK Sick Leave Used to report employee’s personal illness

SLB Sick Leave Bank Used by Payroll to report hours used from the sick leave bank

SLD Sick Leave Donated Used by Payroll to report donated sick leave hours

SLO Sick Leave Other Used to report an absence when employee is out due to family member’s illness

SMS Sick Miscellaneous Used to replace furlough absences initially reported as SCK, SLO, or SPR

SNP Suspension Without Pay

Used when an employee is suspended without pay

SPD Suspension With Pay Used when an employee is suspended with pay

SPR Sick Personal Reasons

Used when an employee is absent for personal reasons; hours are deducted from the sick leave quota and are limited based on bargaining unit agreements

VAC Vacation Leave Used to report absences for vacation time (annual leave)

WCL Worker’s Comp Paid Used by Risk Management only to report paid Worker’s Compensation hours

WCU Worker’s Comp Unpaid Used by Payroll Contacts as instructed by Risk Management to report unpaid Worker’s Compensation hours


Attendance Subtypes

ATTENDANCE

SUBTYPE ATTENDANCE TEXT ATTENDANCE DESCRIPTION

CMW Compensatory Time Worked Used to report compensatory time earned

DE0 Declared Emergency Straight Time Used during a declared emergency period. Pays eligible employee for overtime at the hourly rate of the position. Use only as directed by District Administration

DE1 Declared Emergency at 1 ½ Times Used during a declared emergencyperiod; pays eligible employee for overtime at 1.5 times the hourly rate. Use only as directed by District Administration

DE2 Declared Emergency Double-Time Used during a declared emergency period; pays eligible employee for overtime at 2 times the hourly rate.Use only as directed by District Administration

OTD Overtime Double Pays eligible employee for overtime at 2 times the hourly rate. Use only when directed by District Administration

OTP Overtime Premium Pays eligible employee for overtime at 1.5 times the hourly rate. Use only when directed by District Administration

OTS Overtime Straight Pays eligible employee for overtime at the hourly rate of the position. Use only when directed by District Administration

REG Regular Hours – Primary Position Will appear on pay advice for regular work schedule hours; also used to report hours worked on the primary position that exceed the work schedule and to report hours for Pool Subs

RGR Regular Hours –

Additional Assignments

Used to report hours on worked on additional position assignments

SUM Summer Hours Used to report hours worked during the summer (for calendars less than 240 days)

TDA Temporary Duty Authorization

Used to report work-related activities which occur at a location other than the employee’s regular worksite; entered into CATS for Instructional and School-based Administrative personnel only

UPY Unit Pay To pay for work performed by ‘unit’ rather than by hour (ex: Trip jobs for Transportation)

ZDH Prevent ADP/Holiday Pay Used to stop payment of ADP days and paid holidays, as needed


Transaction Codes

TRANSACTION CODES

Tcode Description

CAT2

Time Sheet: Maintain Times – Allows access to the Cross Application Time Sheet (CATS), which provides a single central point for collecting all time entries (both absences and attendances) and cost overrides (when applicable)

CAT3 Time Sheet: Display Times – Allows access to view the Timesheet; no updates possible

PA20 Display HR Master Data – Allows access to view an employee’s infotypes and subtypes

PT50 Quota Overview – Allows user to review an employee’s Sick, Vacation, Military, and Comp Time quotas

PUOC_10 Display Off-Cycle Workbench – View an employee’s Remuneration Statements (also known as pay advices or salary statements)

PT_QTA10 Display an employee’s Absence Quota Information

CADO

Display Time Sheet Data – Displays personnel number, employee’s name, date, type and number of hours entered, position number, cost override info (when applicable), status, and created/changed by information, for one or more employees; can be printed as a report

ZHPY_PAY59 Gross and Net Earnings Report – Provides payment information on a per pay period basis for an organizational unit; required for Audit documentation

ZTIM Time Management Report – Provides time-related information for an organizational unit by employee; required for Audit documentation

PC00_M10_CEDT Remuneration Statements – Provides analysis of per pay period retroactivity on an individual employee


QUOTA OVERVIEW (PT50)

Purpose

Use this transaction to display sick, vacation, comp time, and military quotas for a specific employee

Prerequisites

Basic BI/ECC navigation skill (see Payroll Reports Instructions on the BRITE webpage at http://www.broward.k12.fl.us/erp )

Menu Path

Select SAP Access tab WEB GUI ECC Production – XEP 500 – WEB GUI FAST Path PT50

Helpful Hints

Time Evaluation must have occurred before accruals are updated

The CATS transfer (2-hour updates) must have occurred before quota balances are updated

Procedure

1. Enter the employee’s Personnel No.

2. Press the Enter key on your keyboard to display the employee’s information.

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http://www.broward.k12.fl.us/erp


3. The employee’s Name, Personnel Area, EE (Employee) Subgroup, Cost Center, and WS (work schedule) rule display at the top.

4. The General Overview displays overall absence quotas for the employee, which include Military, Sick, Vacation and Comp Time Quotas, if applicable.

5. The Selection intervals defaults to the current month for the Deduction, Validity and Generation periods for the displayed quotas.

6. The date buttons adjusts the Selection Intervals accordingly:

From today – current date through 12/31/9999

Current period – current month

Calendar year – current calendar year

All – displays from the beginning of employment (or 1993, whichever is later) to 12/31/9999. However, if the employee has a future dated Leave of Absence or Termination, the validity period should not exceed the effective dates of those actions.

7. Click the button to see current and accurate data. (DO NOT change the period dates that default in after clicking the ALL button).

8. Click the Absence Quotas tab for detailed quota information:

Sick Leave Quota—sick balances by fiscal year. The oldest bucket available in SAP is FY 1993/94

Vacation Quota—available vacation hours; vacation hours that exceed the carry-over limits as specified by contracts will be forfeited (use or lose) if not used by June 30

th each year

Comp Time Quota—compensatory time quotas capped as allowed per contract; balances that exceed the amounts allowed will not be reflected here

Military Leave — quota is limited to 30 days per calendar year. Military quota displays for all eligible employee’s; however, only those serving in the military may use this time after submitting proper documentation

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9. Absence Quota descriptions:

Entitl. refers to the number of hours the employee is entitled to as of the current accrual period

Rem. refers to the number of hours remaining after absence record has been created

Requested refers to the number of absence hours requested by the employee

Compens. refers to the number of hours that have been paid out or adjusted by Payroll personnel

10. Click the Expand button to view quotas by fiscal/calendar year.

NOTE: Click the Collapse button to reverse the expand view

11. To read available quotas correctly refer to:

Sick Leave Quota – first line of Rem column.

Vacation Quota – last line of Rem column for the current year.

Compensatory Time Quota – last line of Rem column for the current year.

Military Leave – last line of Rem column for the current year.

12. Click the The Accrual information tab to view the accrual date, type and text of quota, and hours generated.

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13. The Generation period displays the date range from the employee’s start date through the end of time – this date range is triggered when the All button is selected under the Selection dates tab.

Sick hours accrue each pay period in half day increments and the sick quota bucket is depleted on a first-in, first-out basis when hours are used.

Four days of sick time are added to all eligible employees’ sick quota bucket at the beginning of the fiscal year (July 1). Eligible employees who start late will receive the 4 days as of the first day of their contract. The remaining annual sick hours will accrue in half day increments.

Vacation hours accrue in fractional increments each pay period based on the terms of the employee’s contract (total annual hours are divided by 26 bi-weekly accruals). Vacation hours accrued but not used by June 30

th will be capped based on the employee’s bargaining unit and

carried over into the next fiscal year’s vacation bucket. Any hours that exceed the carry-over limits as specified by contracts will be forfeited (use or lose) if not used by June 30

th each year.

NOTES:

The Correction button is standard SAP functionality but not currently being used by the District. Quota corrections can ONLY be made by the Payroll personnel.

The Attendance quotas tab is not used by the District.

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CATS (Cross Application Time Sheets)

Process Flow

NOTES: Salaried and hourly employees with a Work Schedule Rule assigned require only absence and

additional hours worked to be entered. True hourly employees (subs/temps) whose hours are not imported from KRONOS or COMPASS

require daily entry into CATS of hours worked. Hours that have been imported from KRONOS or COMPASS and require correction must be

adjusted in the Timesheet (CATS) in SAP. The backup Payroll Contact should enter time when the primary Payroll Contact is unavailable. Every Administrator should have a Substitute/Delegate authorized to approve time data in the

event they are unavailable to do so. If changes are made after the administrator approves the initial Time Management (ZTIM) report, the Payroll Contact must run a new report and the administrator must approve the changes.


CAT2 TIME SHEET: MAINTAIN TIME

FOR PRIMARY AND ADDITIONAL ASSIGNMENTS

ENTER HOURS WORKED BEYOND THE REGULAR WORK SCHEDULE ON THE PRIMARY

ASSIGNMENT IF:

The cost distribution (coding) is the same

The rate of pay is the same

ENTER HOURS WORKED ON AN ADDITIONAL ASSIGNMENT IF (this list is not all-inclusive):

The cost distribution is different than the coding assigned to the Primary assignment

The rate of pay is different from the Primary assignment rate

Hours are paid through Grant funding (reporting and tracking purposes)

Paying Before and After School Child Care Hours

Paying Summer School Hours

Paying FCAT Camp Hours or Facility Rental Hours

DO NOT enter hours on the Dual Access for Time Entry assignment; created for authorization purposes only

Helpful Hints

Hours should be entered on a daily basis, however, DO NOT enter time after the noon deadline on payroll run days.

DO NOT project attendance hours. Attendance hours (including TDAs) should never be projected unless specifically directed to do so through ERP/Payroll communications.

The timesheet (CATS) should be used for initial entry, changes and deletion of time data.

Before entering absences, verify the employee’s leave balance by clicking the More… button and selecting Display leave balances.

The absence and attendance subtypes available for entry in CATS is dependent on the type of employee being updated.

Overtime is calculated systematically, therefore the overtime subtypes (OTS, OTP, OTD, etc.), should never be used for entering time unless directed to do so through ERP/Payroll communications for unique circumstances (ex: declared emergency periods).

Use the No Cost Override (BCPS-2) profile if hours entered should be charged to the standard budget attached to the employee’s position/assignment.

Use the Cost Override (BCPS-1) profile if hours entered should be charged to a budget different than the standard budget attached to the employee’s position/assignment (ex: reclassification for substitute teachers).

Master data changes, including cost coding changes, are NOT to be made on payroll run days (typically Mondays) unless instructed to do so to correct previously entered data.

Personal variants are not mandatory but can be created if the user chooses to do so; variants should be updated as employees are hired, transferred, retired, terminated, etc.

COLLISIONS:

If attendance hours are entered on the same day as a full day’s absence, the system will display a warning message. This warning does not prevent user from saving the entry. No warning message will appear if a partial day’s absence and attendance hours are entered for the same day.

If more than 24 hours are entered for an employee for the same day, the system will display a hard stop message and not allow the hours to be saved.


CAT2 TIME SHEET: MAINTAIN TIME

Purpose

The Cross Application Time Sheet (CATS) is used to enter absence and attendance hours for employees. It can also be used for cost coding changes. The Timesheet can be accessed via the Web GUI or the Windows GUI.

Prerequisites


Menu Path

Select SAP Access tab WEB GUI ECC Production – XEP 500 – WEB GUI FAST Path CAT2

Procedure

1. Click inside the Data Entry

Profile field.

2. Click the dropdown icon; select the appropriate profile and double-click.

3. Click the button

or the icon.


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5. Click the button

or icon.

6. Remove your User ID from the Created by field and click the

icon.

7. Select the BCPS – Initial Variant and double-click.

NOTE: Do Not attempt to

change or save over the Initial

Variant. If you have created a personal variant, leave your user ID in the Created by field. Click

on the icon to display your personal variants

8. Enter the appropriate personnel number in the Personnel Number field. To enter multiple numbers, click on the multiple selection arrow

, enter appropriate

numbers, and click the Copy icon.

9. Click the button or .

10. Click the

button or icon .

11. Click the button

or icon to access the Timesheet.

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12. Note the Data Entry Period. If necessary, click the Previous Screen or Next Screen icon to change the period.The week of the year displays to the right. In this example, the time for week 2 of 52 within 2009 has been selected.

13. The ‘Clock’ icon represents the employee’s Target hours based on the assigned Work Schedule Rule (‘true hourly’ employees will display 24 in this row); the ‘Sum’ icon (∑) represents the employee’s Total hours entered for each date within the pay period for all positions at all org units.

14. To insert an entry row, type the personnel number in an active Pers No field for the applicable

employee(s) and press enter (if time was previously entered for this period, this step can be omitted). Employees name will appear in an open row below the name that is shaded.

NOTE: An entry row can also be inserted by right-clicking on the employee line item and selecting Insert Row or, clicking the More button and selecting Insert Row.

15. Click on the dropdown in the A/A Type field and double-click the appropriate subtype or type the applicable absence/attendance subtype in the A/A Type field.

16. Enter the number of hours for the applicable date(s).

17. Click the button or the icon to save your entries. NOTES: Hours should be entered in the Timesheet in quarter hour increments. If an employee’s absence hours exceed available quota, the remaining absence hours must be entered as PLV (Unpaid Leave). For example: Employee is out sick for a full day (7.5 hrs.) but only has a balance of 7.18 hours sick quota remaining. Only 7 hours should be reported as SCK and.50 hour should be entered as PLV. The remaining .18 hour of sick leave will be available for use once additional leave is accrued and the quota balance exceeds a quarter- hour. Hours displayed in the Target Hours row for employees who have an assigned work schedule will match the work schedule rule hours on IT0007. However, ‘true hourly’ employees who do not have an assigned work schedule will display 24 hours in the Target Hours row, but will only be paid for actual hours entered by the Payroll Contact.

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The open (blank) rows are available for entering new attendance and absence hours.


Newly Assigned Additional Assignment Does Not Appear

on Secondary Position Tab in CATS

An additional assignment generated within the current pay period will not appear in the list of available positions in the CATS timesheet until the period following the effective date of the assignment. Ex: Position 80032719 was assigned to employee as of 09/22/2010. When the Payroll Contact clicks on

the newly assigned position does not appear in the list of positions for the employee. Although the position does not appear on the pop-up when the secondary position button is activated, the Payroll Contact can enter the position number and hours in the timesheet.

However, the following pay period, the newly assigned position will be displayed when the secondary position button is activated


ABSENCE COLLISION ENTRIES

The system will accept more than one absence type on the same date.

The system will accept absences that exceed the total hours in the work schedule rule on the same date if done in multiple entries.

o The total number of absence hours entered in CATS should never exceed the employee’s work schedule rule on IT0007.

The system will not generate an error/warning message at the time the entry is made.

o Although the ‘check entries’ function will display the message that no errors were found, an error will occur in the payroll processing and the hours will not post.

1. The system will accept more than one entry of a full-day’s absence on the same date.

2. When hours are duplicated or exceed the work schedule, the system will display a collision warning message that a full-day absence already exists.

3. Do not enter the same absence type on the same date as two separate entries.

4. Although the system will not generate an error/warning message at the time the entry is made, an error will occur in the payroll processing and the hours will not post.

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CAT2 ENTERING ABSENCES FOR A RANGE OF DATES

Helpful Hints

May be used to enter up to 10 consecutive workdays of the same absence type at a time (ex: PLV for unpaid FMLA absences). Entry must be for a full day.

If the two week period is unpaid (PLV) and includes work days, paid holidays, and/or ADP days, the Target Hour function can be used to systematically enter the PLV hours.

ZDH can be entered on a different line to prevent payment for any paid holidays or ADP days that the employee is not entitled to receive.

When changing or removing entries that were created using the Range of Dates method, each entry must be changed/removed on an individual basis unless the subtype is being changed for all entries on the line (for example, changing 10 SCK days to 10 SLO days).

DO NOT use the Target Hours function to enter attendance hours. Time should be entered daily and attendance hours should never be projected unless directed by District Administration.

Procedure

1. Follow CAT2 – Maintain Time steps for entering time, then enter the personnel number in the open field.

2. Enter absence type (ex : PLV) and hours for first day’s absence.

3. Highlight the line.

4. Click the MORE button.

5. Select Target Hours.

6. Once Target Hours from the MORE button is selected, the hours entered will populate all work days for the full two week period using the same subtype.

NOTE: If a different subtype is needed within the same week, do not use the Target Hours function; instead enter the time daily using the appropriate subtypes.

7. Click the SAVE button to save

the entry.

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CAT2 CHANGING ENTRIES OR DELETING HOURS

Purpose

Use this procedure to record absence and attendance hours for employees.

Prerequisites

Basic BI/ECC navigation skill (see Payroll Reports Instructions on the BRITE webpage at http://www.broward.k12.fl.us/erp ).

Menu Path


Helpful Hints

Time should be entered daily.

Payroll changes should NOT be made on payroll run days (typically Mondays) unless required to prevent an overpayment, or when directed to do so via email from ERP/Payroll staff. All necessary changes should be made only during the period when the Correction Window is open.

Reducing or removing hours previously entered and paid will result in an overpayment to the employee.

All changes/deletions must be approved by the Administrator.

Changes and deletions to time entered previously must be reported to your Payroll Processor immediately. A Notification - Change/Deletion of Hours form must be completed, signed by the employee and submitted to the Payroll Processor as soon as possible. See appendices for the appropriate form.

To remove hours entered in the Timesheet, zero out the hours – do not delete the row. Deleting a row which may have had hours entered for other days in the same pay period could affect the employee’s pay and result in an under/overpayment.

Retroactive adjustments for hours previously paid will appear on the current pay check in the Retro column.

DO NOT attempt to remove or change any hours that were not entered by you. Attempting to remove or change hours for a position not belonging to your location will cause a “hard stop” – an error which cannot be bypassed.



Procedure

1. Enter transaction code CAT2 in the fastpath and press enter or double-click CAT2 from your User menu or Favorites menu.

2. Type the Data Entry Profile code and click the Enter key on your keyboard to update the screen; or select the data entry profile by clicking on the Matchcode button and double clicking the appropriate one. Click Enter on your keyboard to update the screen. BCPS-2 is used in this example, which is the standard default.

3. Click the Personnel Selectn button.

4. Click the Get Variant button to display the list of available variants.

5. Remove the User ID in the Created by field.

NOTE: If you have created a personal variant, leave your user ID In the Created by

field. Click on the icon to display your personal variants.

6. Click on the icon.

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7. Select the BCPS- Initial Variant

NOTE: Do Not attempt to change or save over the Initial Variant.

8. Click the icon.

9. Click the Execute button. Your Org Unit personnel will appear.

10. Select the employee(s) for whom you wish to enter time, then click the Enter Times button.

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11. Note the Data Entry Period. If necessary, click the Previous Screen or Next Screen icon to change the period.

12. The week of the year displays to the right. This example indicates time for week 4 of 52 within 2008.

13. The icon represents the employee’s Target hours based on the Work Schedule Rule assigned (‘true hourly’ employees will display 24 in this row), and the ‘Sum’ icon (∑) represents the employee’s Total hours entered for each date within the pay period (inclusive of all positions at all org units).

14. The open (blank) rows are available for entering different subtypes of attendance and absence hours.

o To modify an existing entry, click the cell with the hours or attendance/absence type, remove the current value, and type in the new value (or select from the drop down).

o To eliminate an existing entry, click the cell with the hours entered and remove the current value, then type in 0 (the field can also be left blank).

15. Click the button to complete.

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Quick Access Information – MORE . . .

Access MORE functionality in CATS:

The button on the far right in the CATS timesheet allows quick access to various functions:

Select All – Select All Persons

Deselect All – Deselect All Persons

Sort Ascending – Self explanatory

Sort Descending – Self explanatory

Totals Row On/Off – Hide/display

total hours per day row

Target Hours On/Off – Hide/display

scheduled ‘target hours’ row

Weekdays On/Off – Hide/display days of week along with dates

Detailed Time Data – Displays an overview of time entered

Long Text – Displays screen to enter notes

Check Entries – Indicates if an error exists

Legend – Explanation of time sheet icons

Target Hours – Quick method to enter like absences for the entire pay period (ex. 10 days SCK or 10 days VAC)

Insert Row – Insert an entry row

Delete Line – Delete a blank line that was entered by mistake. Never delete a line that contains entries; hours should be zeroed out

Copy Row – Copy an existing row


CAT2

ADDING TEXT/NOTE IN THE TIMESHEET

1. Changes to master data (including entering time) are only allowed on payroll processing days when the Correction Window is open

2. Place cursor in the hours field of the day for which text/note needs to be added

3. Go to the MORE button

4. Select Long Text; a text screen appears

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5. Compose the Text message

6. Click the Back button to return to Time Sheet

7. Click outside the field – note the entry of hours is RED indicating a text message has been added for this date.

8. Click the Save button.

NOTE: To view the text, highlight the hours field, go to the MORE button and click on Long Text. The saved text will appear.

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CAT3

DISPLAY WORKING TIMES

Purpose

Use this procedure to display employee time data in the Timesheet.

Prerequisites


Menu Path


Helpful Hints

Payroll Contacts can view all hours entered for their employees, including hours entered by and belonging to another location.

Procedure

1. Enter the Data Entry Profile

code or click the matchcode icon to select the profile from the list, then press the Enter key on your keyboard to update the screen (ex: BCPS-2 No Cost Center Override).


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3. Click the button

or icon for a list of available variants.


icon NOTE: If you have created a personal variant, leave your personnel number in the created

by field and click on the clock/green check mark icon to display your variants.

5. Select the BCPS – Initial Variant and double-click. NOTE: Do Not attempt to change or save over the Initial Variant.

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6. Click the Execute button.

7. When your org unit personnel appear, select the employee(s) for whom you wish to display time, then click Display Times.

8. Click the button

or the icon.

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9. Note the Data Entry Period. If necessary, click the Previous Screen or Next Screen icon to change the period.

10. The week of the year displays to the right (ex: week 2 of 52 within 2009).

11. The clock icon represents the employee’s Target hours based on the assigned Work Schedule Rule (“true hourly” employees will display 24 in this row) and the ∑ Sum icon represents the employee’s Total hours entered for each date within the pay period (for all positions at all org units).

12. Click the or button repeatedly to return to the Easy Access screen.

NOTE: If time entered is charged against the primary position, the number 0 will display in the position field. If time entered is charged against the additional assignment (secondary position), the position number will be displayed in the position field. Each employee will have only one “Sum” (∑) line even if they have multiple positions at multiple org units.

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CAT2 COST OVERRIDES

Purpose

Use this procedure to reclassify hours/dollars paid to employees.

Prerequisites


Menu Path


Helpful Hints

If a Cost Center is entered, a Functional Area must also be entered (and vice versa). Fund information is always required.

If Grants coding is entered, the Fund, Functional Area, and WBS Element must also be entered. Do not enter a Cost Center as that information is derived from the WBS Element and will cause a conflict in posting if it is manually entered.

Procedure

1. Enter the CAT2 transaction code in the fastpath and press enter or double-click CAT2 from your User Menu or Favorites menu.

2. Enter Data Entry Profile BCPS-1 and click the Enter key on your keyboard or click the Matchcode button, select the profile from the list, and click the Enter key on your keyboard to update the screen.

3. Click Personnel Selectn button.

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4. Click the Get Variant button to display the list of available variants.

5. Remove the personnel number in the Created by field.

NOTE: If you have created a personal variant, leave your personnel number in the created by

field and click on the clock/green check mark icon to display your variants.

6. Click on the icon.

7. Select Initial Variant and highlight it.

NOTE: Do Not attempt to change or save over the Initial Variant.

8. Click the icon.

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9. Click the Execute button. Your Org Unit personnel will appear.

10. Select the employee(s) for whom you wish to enter time, then click the Enter Times button.

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11. The week of the year displays to the right. In this example, time for week 2 of 52 within 2009 is displayed.

12. The icon represents the employee’s Target hours based on their assigned Work Schedule Rule (‘true hourly’ employees will display 24 in this row), and the ‘Sum’ icon (∑) represents the employee’s Total hours entered for each date within the pay period (for all positions at all org units).

13. The open (blank) rows are available for entering new attendance and absence hours.

14. In the first available row, enter the employee’s personnel number in the Pers. No. field. You can also right-click (on a Mac Control + click) on the employee line item, or click on the More button, and select Insert Row.

15. Enter the following fields for reclassification, as applicable:

Rec. CCtr (receiving cost center)

Receiver WBS element

RecFund (receiving fund)

Rec. FuncAr (receiving functional area)

Receiver Grant

16. Enter the A/A (attendance/absence type), the position, and the hours each day to be charged to the different budget.

17. Click the Save button. (NOTE: Clicking the Save button takes you out of the “Time Sheet: Data Entry View,” so complete all data entry on the selected employees before clicking Save.)

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COST OVERRIDE REMINDERS

Purpose

A cost override (reclassification) allows hours/dollars to be moved from one budget to another (ex: charging a substitute to a grant or a pool substitute to a different functional area or fund).

Helpful Hints

The location responsible for the expense should provide the Payroll Contact with the appropriate reclassification coding for a cost override. o Get this information early; coding changes should be made in CATS by the Friday before the

payroll is to be processed.

The administrator responsible for the employee whose time is being reclassified is responsible for approving the employee’s time. The administrator whose budget is impacted will not receive any notification via workflow showing the account coding change.

If a budget is charged inappropriately, the costs will be returned to the budget of the originator.

Accuracy is critical as coding entries are NOT validated in the CATS Timesheet; incorrect entries can result in errors during the processing of payments to employees, posting of payroll, liquidation of commitments for budget, etc. o When coding is not entered correctly, hours do not post timely; untimely posting of hours will

result in inaccurate budget reporting.

o Coding inaccuracies can result in the appearance of under or overpayments.

o Inaccurate cost overrides may result in duplicate time entry which could cause a true overpayment.

o If a Cost Center is entered, a Functional Area must also be entered (and vice versa). Fund information is always required.

o If Grants coding is entered, the Fund, Functional Area, and WBS Element must also be entered. Do not enter a Cost Center as that information is derived from the WBS Element and will cause a conflict in posting if it is manually entered.

Notify your Payroll Processor immediately to report all retroactive changes to hours previously paid, including coding changes. o This notice will enable the processor to make necessary adjustments to prevent an

overpayment from occurring.

Coding changes for KRONOS hours should be entered in KRONOS before the pull/interface. Changes must be made in the Timesheet (CATS) after the pull has occurred.

If you are notified via email regarding coding errors, corrections must be done immediately. o Notify your Payroll Processor when corrections have been made.

To display Cost Override data in CADO, click in the Layout field and select View with Cost Override fields.


Cost Override Structure

CODE DIGITS FORMAT

Organizational Unit 8 ‘6’ + Location number (4 digits)+ Org Suffix (3 digits) Example: 62811000

Cost Center 10 Business Area (4 digits) + Type (1 digit) + Location (4 digits) + Zero Example: 3252311510

Fund 4 Fund (4 digits) Example: 1000; 1040

Functional Area 16 Function (4 digits) + Activity (5 digits) + Seven Zeros Example: 5101000000000000

Grant 14 Grant Type (1 letter) + Grant Owner (4 digits) + Location/Dept Grant Number (4 digits) followed by a decimal point + Fiscal Year (4 digits) Example: C97800001.1011

WBS Element (Work Breakdown Structure)

16 (or 17)

Grant Type (1 letter) + Grant Owner (4 digits)+ Location/Dept Grant Number (4 digits) + WBS (2 digits) followed by a decimal point + Location of Expenses (4 or 5 digits - Departments may have an extra letter) Example: C9780000101.1751

Internal Order 10 OB Alpha (2 digits) + Type (I digit) + Location/Dept (4 digits) followed by 3 alpha-numeric digits Example: OB09613001


Sample Cost Override Errors


CREATING VARIANTS

Purpose

Use this procedure to create a personal variant.

Prerequisites


Menu Path

Select SAP Access tab WEB GUI ECC Production – XEP 500 – WEB GUI FAST Path TCode

Helpful Hints

Variants are to be used when accessing a transaction or report repetitively. Create a variant to avoid entering numerous personnel numbers each time you access the transaction or run a report.

You must first enter a transaction as variants are unique to each transaction; a variant created for CAT2 cannot be used for other transactions such as CADO. Also, variants created for BI reports are different from variants created for ECC reports.

DO NOT attempt to overwrite initial variants (such as BCPS in CATS) or variants created by other users. Be sure to protect your variants to prevent others from overwriting them.

Variants can be great time-savers, but only if they are kept up-to-date.

o Remove Personnel Numbers for employees no longer working at your location.

o Add Personnel Numbers for employees who are new hires or transferred to your location after the variant was initially set up.

o Rather than creating a variant for the entire org unit, set up smaller variants by dividing them into manageable groups such as Substitutes, Temps, After Care Workers, etc.

Procedure

1. Enter the transaction code (ex: CAT2) in the fastpath and press enter.

2. From the Personnel Number Selection for Fast Data Entry screen, click on the Get Variant button.

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3. Remove your personnel number from the Created by field.

Note: To bring up your existing variants it is not necessary to remove your personnel number from the ‘Created by’ field. Your personnel number will allow you to see all the variants that you have created.

4. Click the icon.

5. Select Initial Variant.

6. Click the icon.

7. Click on the Multiple Selection arrow to bring up the screen for entering multiple personnel numbers.

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8. Enter required personnel numbers under Select Single Value.

NOTE: Personnel numbers can be typed in manually, copied and pasted from a clipboard or uploaded from a text file.

9. Click the Copy icon.

10. Click on the Save As Variant button.

Note that the Selection area now indicates that information has been added in the Multiple Selection area. (Green box below arrow)

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11. Enter the Variant Name using the recommended naming convention:

Variant Name = Org Unit + Suborg number, i.e. 000

12. Enter the Meaning using the recommended naming convention:

Org Unit + Suborg + Description of variant.

13. Protect Variant field should have a check mark. This will prevent someone else from deleting or changing your variant.

14. Click the Save button.

TO CHANGE A VARIANT

NOTE: Please make changes to your own variants ONLY. DO NOT attempt to change or save over

the Initial Variant, or variants belonging to other users.

1. Select variant to be changed.

2. Add or delete appropriate personnel numbers.

3. Click on copy icon

4. Click Save button to overwrite old information.

NOTE: Do not remeove the check mark from the Protect Variant field.

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FMLA INTERMITTENT LEAVE

Purpose

Use this procedure to assign absence hours to the FMLA Workbench for employees on Intermittent FMLA leave

Prerequisites


Menu Path

Select SAP Access tab WEB GUI ECC Production – XEP 500 – WEB GUI FAST Path PTFMLA

Helpful Hints

Inform the appropriate Payroll Processor that the employee has been approved for Intermittent FMLA Leave.

The Leaves Department will verify eligibility and create the leave in SAP if approved. However, the Payroll Contact is responsible for assigning the Intermittent FMLA absences to the FMLA Workbench.

o The Payroll Contact enters absences (SCK, VAC, PLV) in the Timesheet (CATS) as the employee takes time off for doctor’s appointments, therapy, etc. The absences are automatically transferred to the FMLA Workbench.

FMLA absences for Instructional personnel must be reported as Unpaid, PLV must be entered for each day of the unpaid leave.

Absences must be unassigned (deselected) from the FMLA Workbench if they are deleted/removed from the Timesheet.

Any questions regarding leaves should be directed to the Leaves Department at (754) 321-3130. A manual is available on the Benefits webpage (http://www.broward.k12.fl.us/benefits/) with information on all types of leaves.

Procedure

1. A profile must be selected the first time the Workbench is accessed. Click the dropdown icon and double-click the BCPS_PYRL_CONTACT profile.

2. Click Execute.

3. Enter the employee’s personnel number in the Personnel No. field the press the Enter on the keyboard.

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http://www.broward.k12.fl.us/benefits/


4. Double-click on the applicable FMLA Request.

5. Click on the Absences tab to display absences available for selection.

6. Place a checkmark in the box next to the date(s) that reflects leave time for Intermittent FMLA.

7. Click the button or icon to complete.

8. A confirmation message that the record was saved should appear at the bottom of the page.

9. Click Exit or Back to return to the Easy Access screen.

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Knowledge 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

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

Primary position absences and additional assignment hours worked can be entered in the same screen in the Timesheet

A. True

B. False


Which of the following examples would require a cost override in CATS?

A. A Pool Sub whose time should be charged to a different Fund or

Functional Area

B. A Regular Sub replacing a Teacher attending a workshop

C. All of the Above

D. None of the Above

Time should be entered or changed (in CATS) for an employee in which of the following situations?

A. An employee with an assigned work schedule rule takes a sick leave day

B. Hours that were imported from KRONOS need to be adjusted

C. A true hourly employee with no work schedule rule assigned, has hours

that need to be entered

D. All of the above

Changes can be made to an employee’s time when using transaction CAT3

A. True

B. False


Unit Five

Compensation

Unit Objectives: At the end of this lesson, participants will:

Have a Better Understanding of How to Review and Analyze Data Pertinent to Retroactive Payments

Have a Better Understanding of the Various Components of the Paycheck

Have a Better Understanding of the All Days Paid Concept

Have a Better Understanding of the Year-Round Pay Option


PAYROLL REMUNERATION STATEMENT RETRO ANALYSIS

PC00_M10_CEDT

Purpose

Use this procedure to view an analysis of retroactivity by pay period. The analysis appears in the same format as a remuneration statement (also known as a salary statement or pay advice).

Prerequisites


Menu Path

Select SAP Access tab WEB GUI ECC Production – XEP 500 – WEB GUI FAST Path PC00_M10_CEDT

Helpful Hints

The analysis can be obtained for an entire org unit or individual employee.

Contact the appropriate Payroll Processor for assistance in analyzing the report.

Procedure

1. Enter transaction code PC00_M10_CEDT into the FastPath and click Enter (or add it to your Favorites and select it from the Favorites menu).

2. Click the Get Variant button or icon .


icon.



4. Select the Variant SBBC Org Unit Retro and click the green

check mark icon.

5. Enter the Payroll Area in both the Payroll period and Selection areas of the screen.

6. The Period defaults to Current period; if correct, leave as-is and go to step 8.

7. If you are running the report for a prior period, click the radio button for “Other Period” and enter the Pay Period and Year in question. Ex: 04 2009

8. Enter the employee’s Personnel Number; or, if you want to run for the entire Org Unit enter the 8-digit Organizational unit number.

9. The values in the “Parameters” section are assigned by the selected variant. Do not change these fields.

10. Click Execute or to generate the Remuneration Statements.

NOTE: If the check in question is an “Off-Cycle Correction”, and not a standard bi-weekly

paycheck, repeat steps 1 – 4 from above, then continue with the following step:


5. Enter the Payroll Area in both the Payroll period and Selection areas.

6. The period defaults to Current period; leave as-is.

7. Enter the employee’s Personnel Number.

8. The “Special run” field should be filled as follows:

Enter B in the first space

Enter 0 in the second space

Then enter the date of the Off-Cycle check in the third space

NOTE: the remaining information in this area should remain as defaulted – do not change.

9. Click Execute or to generate the Remuneration Statements.


OFF-CYCLE WORKBENCH (PUOC_10)

Purpose

Use this transaction to view details of an employee’s remuneration (pay) statement.

Prerequisites


Employee master data must exist and payroll processing must have occurred.

Menu Path

Select SAP Access tab WEB GUI ECC Production – XEP 500 – WEB GUI FAST Path PUOC_10

Helpful Hints

Accruals are updated each pay period, based on the employee’s work schedule.

The employee can also view their Remuneration (Salary) Statement in Employee Self Service.

Procedure

1. The History tab displays previous payments as well as the employee’s current payment. When the payroll checks have been completed there will be a Payment Number visible.

2. Payroll history: Click the Selection button to the left of the Pmt date for the pay statement you wish to view.

3. Click the Remuneration statement button to view the pay statement.

4. Click Print list to display a list of prior payments.

5. Press the Enter key on your keyboard to display the employee’s information.

NOTE: PM (Payment Method) codes: 3 = Payroll Check and 4 = Direct Deposit

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The following are questions that may be raised or answered by reviewing an employee’s remuneration statement:

6. Location/Position: Where is the pay statement being sent? Has a requested change in position occurred?

7. Tax Status: Is the correct tax status entered? Has a requested W-4 tax change occurred?

8. Earnings Detail: Is the primary earnings value correct? Has a requested change in pay occurred? Have supplements been included?

The Incentive descriptions appear without individual rates – the rates are included in the Primary pay rate.

Regular hours, Sick Leave, Vacation Leave, Paid Holidays and Misc Unpaid Leave (PLV) hours appear on the pay statement.

The rate appearing for the Primary position is based on the All Days Paid rate, while the rate for the additional position assignment hours is based on the hourly rate.

The Current column displays payment for the current pay period.

The Retro column displays retroactive payments.

The Misc Unpaid Leave (PLV) displays the number of hours absent with zero dollars paid to the employee for those absence hours. The pay check will not show a negative amount for PLV absences, but the total paid for the period will be less because of the unpaid hours.

9. Deductions: Are the correct deductions being withheld? Did the employee’s deduction begin or end as expected?

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10. Leave Summary section:

Beg Bal: Beginning absence balance (usually the same as the Ending Balance from the previous pay period).

Adjust: Adjustments to absence balance (see Note

1

below).

Earned: Entitlements earned this pay period.

Used: Hours used this pay period.

FYTD Used: Fiscal year-to-date quotas used.

End Bal: Ending quota balances.

NOTE1: Adjustments will appear in the adjustment column when absences are future-dated or

entered retroactively. For future-dated absences, adjustments appear for the period when the

absences are entered as well as for the period when the absences occur. Adjustments will also

appear in the Leave Summary section for Sick Leave Buy Back and Sick Leave Donation

deductions, as well as payouts for retirement.

11. Employees are allowed to have direct deposits with up to 5 banks which will appear on a single pay statement. For this example, the employee has just one bank designated for direct deposit.

COMP TIME BALANCES

Comp Time Balances: If the Comp Time balance exceeds the cap based on the employee’s bargaining unit, the excess comp time entered will appear as a negative adjustment on the pay stub. (ex: This employee had a total of 80.5 hours comp time earned but BTU-TSP employees are capped at 80 hours. Therefore, the system automatically adjusted a negative .5 hours for the comp time that exceeded the cap)

NOTE

2: Per the BTU-TSP contract, employees may exceed the cap of 80 hours with the permission of

the Superintendent or his designee as in the example above. In that case the location will have to maintain the Comp Time activity (Used and Worked/Earned) in excess of the cap in an external database. Once the employee is under the cap any future comp time earned can once again be entered into CATS.

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Absence Types appearing can include Vacation, Sick, Sick Personal

Reasons, Bereavement, and Comp Time, depending on the employee’s

bargaining unit.

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THE ALL DAYS PAID (ADP) CONCEPT (The All Days Paid concept only affects contract salaried employees)

All Days Paid (ADP days) are the Board approved days off between the start and end dates of an

employee’s calendar (excluding Saturdays and Sundays).

All days between the first and last day of an employee’s contract, excluding weekends, are considered to

be “Paid Days”. This includes scheduled worked days, paid holidays, and unpaid days off.

Salary is distributed among all “Paid Days” to provide equal paychecks for employees, except for the first

and last paychecks.

Hourly rates for additional positions, overtime, and sick leave payout are not affected by the ADP rate.

Due to the fluctuation in the start and end dates of the calendars from one year to the next, the number

of ADP days may change each year. The standard calendars may increase or decrease by one day, but

the year-round school calendars can increase or decrease by multiple days. An up-to-date schedule of

ADP days can be found on the BRITE website at http://www.broward.k12.fl.us/erp under Payroll

Reference Docs and Schedules.

A change in the number of ADP days in a calendar will result in a change to the employee’s per-pay-

period gross pay for the primary position. Employees may see a slight increase or decrease in their bi-

weekly paychecks, based on the number of ADP days.

A change in the number of ADP days will not affect the hourly rate for hours paid in excess of the regular

work schedule.

Understanding the All Days Paid Hourly Rate

To determine the All Days Paid hourly rate, divide the employee’s contractual annual salary (IT0008)

by the number of All Days Paid (this will vary by personnel subarea) to get a new ADP Daily Rate.

Then divide the ADP Daily Rate by the number of hours worked per day (IT0007 Work Schedule

Rule). An up-to-date schedule of ADP days can be found on the BRITE website at

http://www.broward.k12.fl.us/erp under Payroll Reference Docs and Schedules.

EXAMPLE: 196 Day Calendar (PSA0007) employee earning $42,570 annually

$42,570 divided by 215 ADP days equals $198 per day (ADP daily rate) $198 per day divided by 7.50 hours/day equals $26.40 (ADP hourly rate) The hourly rate used for additional and/or overtime hours will be computed as follows: Contractual annual salary ($42,570) divided by the number of contract days (196), divided by the number of hours worked per day (7.50) equals the hourly rate $28.96.




YEAR ROUND PAY OPTION

Year Round Pay is an optional plan offered to salaried employees on certain calendars

(9, 10 or 11 month calendars only). It is governed by IRS Code (Section 409A) and

therefore is subject to very stringent requirements.

Choosing the Year Round Pay option will spread the bi-weekly payments of an employee’s

gross contract salary for their primary position ONLY across a 12 month period starting from

the first day of their contract year.

For example, with the selection of YRP option, a 196-day employee will be paid as though on a 260-day calendar:

The first check will be for the number of days worked in the pay period (ex: 4 days)

The next 25 checks will consist of 10 days per pay period

The last check will be for the number of days worked in the pay period plus any applicable YRP the employee is entitled to

Health deductions will be based on the employee’s contract (196-day calendar has 20 deductions)

The bi-weekly payment amount will be system-generated (pre-tax) and cannot be changed.

ONLY the regular pay (contract salary) from the employee’s primary position will be spread

out over the summer months.

o Payment for overtime, comp time, additional positions, longevity or supplements will not

be included in the Year Round Pay calculation.

Note: This basis for calculation may cause the employee’s net pay to be different in

the summer than it was during the contract period.

Unpaid days taken during the contract year (PLV) will reduce the amount of the Year Round

Pay distribution during the summer months. In addition, changes in pay or changes in the

contract calendar during the school year may affect the Year Round Pay option deductions

and/or payments.

For employees who participate in the Year Round Pay option, a pre-tax Year Round Pay

deduction will appear on the bi-weekly paychecks.

o Since the Year Round Pay option is a pre-tax program, no taxes will be taken for the

YRP amount deducted from paychecks; therefore taxes will be taken at the time the

YRP is distributed during the summer months.

o Deductions such as taxes, garnishments, Tax Sheltered Annuities (TSA’s), and

Federation/FOPE dues will be taken from all checks including the summer checks.

o Other optional deductions, such as health care, disability or life insurance, prepaid legal, United Way, and other union dues will not be taken from the summer checks. This will cause the employee’s net pay to be different in the summer than it was during the contract year.


Enrollment in Year Round Pay

The Year Round Pay option is an annual election and must be selected before the start of

the contract year for the employee’s calendar.

o Employees who wish to continue the Year Round Pay option in subsequent years must

renew this election during the enrollment period each year.

There are two YRP enrollment periods during which time eligible employees can enroll through ESS: o Late spring (May to June) o Summer (July and August) o Employees who attempt to enroll after the contract calendar year has begun will be

informed that this option is not available until the enrollment period for the subsequent

contract year.

Cancellation of Year Round Pay

Due to IRS regulations, once the YRP option is selected, it may not be revoked during a

school year except for retirement, early termination/resignation, and certain long-term Board-

Approved Leaves, unless the employee has a qualified hardship. Please note that qualified

hardship criteria are extremely stringent based on IRS regulations.

Early payouts will be made for retirement, early termination/resignation, and Board-

approved leaves; payouts will be processed along with other final payments.

If an employee cancels participation in the YRP option due to a qualified hardship, the YRP

deductions will cease within two pay periods from the date the form was received and

approved by Payroll.

o Per IRS regulations for payment of Deferred Compensation, if the cancellation request is

submitted anytime between the start of the calendar and December 31st, the YRP

deductions less applicable taxes, garnishments, Tax Sheltered Annuities (TSAs) or

Federation/FOPE Dues will be refunded after January 1st of the following year.

o If the cancellation request is submitted from January 1 through June 30, the YRP

deductions will be refunded in the same calendar year.

o Employees who cancel participation in the YRP option will not be able to re-enroll in the

YRP option until the next school year.

o Forms for Hardship Cancellation requests and additional YRP information can be found

on the BRITE website.

NOTE: If the conditions for YRP are not clear, employees should seek additional

information before enrolling in the Year Round Pay option.


Knowledge Check

Which of the following statements is NOT true?

A. The Year-Round Pay selection is valid for 12 months

B. Employees can receive payout of Year-Round Pay funds whenever a request is made

C. All Days Paid (ADP days) are the Board approved days off between the

start and end dates of an employee’s calendar (excluding Saturdays and

Sundays)

D. Hourly rates for additional positions, overtime, and sick leave payout are

not affected by the ADP rate

E. All of the Above

Which Transaction Code should be used to view an employee’s remuneration statement?

A. PUOC_10

B. PA20

C. CAT2

D. PT50


Unit Six

Reporting

Unit Objectives: At the end of this lesson, participants will be able to

execute the following reports:

Time Management Report (ZTIM)

Gross and Net Earnings Report (ZHPY_PAY59)

Overtime Report (BI Report)

Display Time Sheet Data (CADO)

Attendance Report (Z_ATT)

Absence Report (Z_ABS)

Attendance/Absence Data (S_AHR_61018660)

Display Absence Quota Information (PT_QTA10)


Reports Overview

Report Name ECC 6.0 Transaction Code

Time Management Report ZTIM

Gross and Net Earnings (aka EARNINGS Report)

ZHPY_PAY59

Overtime Report N/A (BI Report)

Display Time Sheet Data CADO

Retroactive Changes to Time Data ZHTM_TIMEDATA_CHNG

Attendance Report Z_ATT

Absence Report Z_ABS

Attendance/Absence Data: Calendar View

S_AHR_61018660

Display Absence Quota Information PT_QTA10

Wage Type Reporter S_PH9_46000172

Supplement Report ZHPY_SUPPLMNT_REPORT


Description of Time/Payroll Reports

Time Management Report (ZTIM) Displays hours worked by employees within your organizational unit. The report can be run by pay period or other specified periods of time. Must be run and printed for each pay period, then reviewed, approved and signed by the Principal/Director, and retained at the location for audit purposes. Gross and Net Earnings Report (ZHPY_PAY59) (Also known as the EARNINGS report) Displays gross and net earnings for employees within your organizational unit for a specified pay period. Must be run and printed for each pay period, then reviewed, approved and signed by the Principal/Director, and retained at the location for audit purposes. Overtime Report Displays overtime hours and dollars paid to employees of a particular organizational unit. In addition to the employee’s name and personnel number, the report also displays position numbers, overtime rates, payroll area, and pay period dates. Must be run and printed for each pay period, then reviewed, approved and signed by the Principal/Director, and retained at the location for audit purposes. Display Time Sheet Data (CADO) Provides ‘real-time’ display of hours that have been entered and saved to the Timesheet (CATS). Also displays data interfaced from COMPASS and KRONOS. Attendance Report (Z_ATT) Displays attendances entered for employees for a specified time period. Absence Report (Z_ABS) Displays absences entered for employees for a specified time period. Attendance/Absence Data: Calendar View (S_AHR_61018660) Gives a graphic display of absences and/or attendances for an employee (or employees) for a specific period of time. Display Absence Quota Information (PT_QTA10) Displays absence quota information on an employee-by-employee basis or for an entire organizational unit for a specified period. Wage Type Reporter (S_PH9_46000172) Displays specific wage types (such as supplements, attendance, and one-time payments) from the payroll results on an employee-by-employee basis or for an entire organizational unit for a specified period. Supplement Report (ZHPY_SUPPLMNT_REPORT) Displays supplements paid to employees; can be run for one employee or the entire organizational unit.


TIME MANAGEMENT REPORT

(ZTIM)

Purpose

To generate an overall report of time-related activity during a particular period; can be run by organizational unit or personnel number.

Prerequisites


Menu Path

Select SAP Access tab WEB GUI ECC Production – XEP 500 – WEB GUI FAST Path ZTIM

-OR -

Select Reports & Planning tab HR & Payroll tab Time Time Management Report

Helpful Hints

Timesheet entries (CAT2) are transferred every two hours, beginning at 12:30 a.m. As a result of the multiple daily transfers, the Time Management Report is an “almost real-time” report. An updated report can be printed within 3 hours of entering time on employees.

The Time Management Report should be printed and reviewed every Monday morning prior to final processing of the payroll being processed on that day (AA or BB). This will allow time for the Payroll Contact to make necessary corrections during the correction window.

The final ZTIM report should be presented to the administrator for review, approval and signature no later than Wednesday of each week and retained at the location for audit purposes.

To print the ZTIM report for:

o Regular and Interim Substitute Teachers, use suffix “006” for the last 3 digits of the Org Unit.

o Food Service employees, use suffix “099” for the last 3 digits of the Org Unit.

o All other employees, including Pool Subs, use suffix “000” for the last 3 digits of the Org unit.

Procedure

1. Enter your eight-digit Org Unit number (ex: 612340000) in the Object ID field.

2. Enter the Data Selection period.

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3. Enter the Payroll Area.

NOTE: There are several options in the Report Type section from which to choose (ex: Show Userid for Time Update or Only Show Pernrs With Time to see only those employees with time entered).


5. If prompted by a Transfer dialog box, click either Cont. or Transfer.

6. The reports displays as shown here. Note the lines provided for the approver’s signature and the date approved.

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Web GUI

View Windows GUI

View

The Only Show Pernrs With Time option is not acceptable for audit purposes


GROSS AND NET EARNINGS REPORT

(ZHPY_PAY59)

Purpose

Report details all employees receiving a paycheck at the primary org unit for a particular pay period.

Prerequisites


Menu Path

Select SAP Access tab WEB GUI ECC Production – XEP 500 – WEB GUI FAST Path

ZHPY_PAY59

-OR -

Select Reports & Planning tab HR & Payroll tab Payroll Gross and net Earnings Reports

Helpful Hints

The Earnings Report should be printed and reviewed every Monday morning prior to final processing of the payroll being processed on that day (AA or BB). This will allow time for the Payroll Contact to make necessary corrections during the correction window.

The final Earnings report should be presented to the administrator for review, approval and signature no later than Wednesday of each week and retained at the location for audit purposes.

Review the report to verify that all employees due a paycheck are receiving one.

Review the report to verify that all employees not due a paycheck are not being paid. o If a check was generated for any employee who should not be receiving payment, notify the

appropriate Payroll Processor immediately.

Procedure

1. Click the Get Variant button.

2. Remove the information in the Created by field.

3. Click the Execute icon

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4. Locate and select the Earnings Report variant.

5. Click the icon.

6. Enter the Payroll Area.

7. Enter the 8-digit Org Unit number (ex: 61234000).

8. Enter the applicable period in the “In Period” field (refer to the payroll schedules).

9. Enter the Year (refer to the payroll schedules)


11. The work location, payroll area, pay period, start and end dates, and the check date will be displayed.

12. Other information displayed includes employees’ personnel numbers, names, distribution indicator, normal earnings, retroactive earnings, total gross and net amounts

Distribution Indicator ‘W’ indicates the pay statement is sent to the work location, and ‘H’ indicates the pay statement is sent to the employee’s home address.

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OVERTIME REPORT (BI)

Purpose

To provide a detailed report of hours and dollars paid on both primary and additional assignments.

Prerequisites

Basic BI/ECC navigational skill (see Reports Instructions located under each functional area such as Budget, Finance, Human Resources, Payroll, or Procurement on the BRITE webpage at http://www.broward.k12.fl.us/erp or web/erp).

Menu Path

From the Portal main screen select Reports & Planning Tab HR Payroll Tab Payroll or Time Overtime Report to open the Variable Entry screen.

Helpful Hints

Run report by the AA or BB payroll area for prior payroll periods; however do not run it before payroll has been processed for the current period and loaded into BI (normally Wednesday).

Running a report before this process is complete will produce a error.

Schools and locations should use their own organizational (org) unit # (ex: 61234000) when executing reports. Reports without an org unit number entered will yield district-wide results.

Use the dropdown match code icon to search for values from a list of possible entries for a

selected field (ex: click to the right side of the Organizational Unit field to display a list of schools and departments).

To save time, personal variants can be created and used when the same data for a group of employees is pulled on a regular basis. Personal variants are not visible to anyone else.

For step-by-step navigation instructions refer to the BI Reports Navigation Complete Manual 8102009 located at http://www.broward.k12.fl.us/erp/brite/reports/index.html.

The position number displayed in the Position column indicates the primary or additional assignment for which overtime was paid.

To display the primary position right-click Pers. No > Properties > Characteristic > Attributes > Position. (Mac users Cltr+click)

Do not remove the Start Date or End Date columns—the accuracy of the data in this report is dependent upon these columns.

The Start Date and End Date columns represent the payroll period that the overtime was recorded and paid. If hours are entered into SAP retroactively, the period showing when the overtime was paid may not be the actual payroll period during which the hours were worked.

You can “drill down” on individual employees to see additional detail.


http://www.broward.k12.fl.us/erp/brite/reports/index.html


Procedure

1. Click the Available Variants

down arrow and select Overtime Only.

2. Enter your 8-digit org unit

number or employee(s) personnel number (s).

3. Enter the prior payroll period

dates (ex: 03/22/2010 – 04/04/2010).

4. Enter the applicable Payroll

Area (AA or BB).

5. Click to validate your entries.

6. Click to produce the report.

7. On a multiple page report, use on the bottom of the report to advance to the next or last page.

8. For detailed printing or exporting instructions, refer to BI Reports Navigation Excerpt: 6 PDF Printing

11252009 and Export to Excel 3102009, respectively, located at: http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/REPORTS/payrollReports.asp.

9. To go back to the initial selection screen, select Filter > Variable Screen to return to your initial

search criteria in case you’d like a “do over.”

10. To go back to the selection (Variable Entry) screen, right-click (Mac users Ctrl+click) when the

cursor changes to the , select Filter > Variable Screen.

Overtime Report – Variant Attributes

Note: When using the overtime variant, users should not replace the default wage type values (7OTS,

7OTP, 7OTD) with any other wage types. 7OTP should not be replaced with 7SSS if the user wants to

capture OTP hours for employees on a 40-hour work schedule who have additional hours reported on an

additional assignment. Unless there are deviations to the employee’s work schedule during a particular

week (SCK, VAC, etc.), additional assignment hours will appear on the overtime report as 7OTP and not

7SSS. Therefore, 7SSS should be included with/added to the default wage type values to ensure all

hours are captured on the report.

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http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/REPORTS/payrollReports.asp


DISPLAY TIME SHEET DATA

(CADO)

Purpose

Used to display all attendances, absences, and coding changes entered in the Cross Application Time Sheet (CATS) for one or more employees.

Prerequisites


Menu Path

Select SAP Access tab WEB GUI ECC Production – XEP 500 – WEB GUI FAST Path CADO

-OR -

Select Reports & Planning tab HR & Payroll tab Time Display Time Sheet Data

Helpful Hints

Use this transaction to identify who created entries or made changes to entries in CATS – the user ID displayed on IT2001 and IT2002 reflects that of the person responsible for the transfer of hours, not the entry of hours.

Use this transaction to pull reports of specific subtypes (such as FND) entered for one or more employees.

Procedure

1. Enter the person(s) to be included on the report, using either personnel no. or employee status fields.

2. Select the Reporting period (ex: Current Year).

NOTE: To view data with cost overrides , place cursor in the Layout field and select View with Cost Override fields from the dropdown


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4. The report displays the personnel number, date, attendance or absence type, and hours for time entered in CAT2, accounting information (if time was reclassified), status of the time (30 – valid transaction, 60 cancelled transaction), and the creation date, created by, last changed and by whom.

5. Click the Choose detail button to display more detailed information related to the time entry.

6. Click the More button to display additional options—To total the hours column, select the column header, click More and click Display sum.

7. Click Back or Exit to return to the Easy Access menu.

8. To run the report based on specific Attendance/absence types, click More.

9. Click All parameters.

10. Follow steps 1 and 2 above; then enter the preferred Attendance/absence (CMW, OTP, TDA, etc.) type in the field(s) provided in the Other parameters section of the screen. For additional

Attendance/absence types click the Multiple Selection icon. Enter all applicable Attendance/absence types in the Multiple Selection pop-up

screen and click the Copy icon.


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ATTENDANCE OVERVIEW REPORT

(Z_ATT)

Purpose

Displays attendance entries for employees of a particular org unit; report can also be run by personnel number.

Prerequisites


Menu Path

Select SAP Access tab WEB GUI ECC Production – XEP 500 – WEB GUI FAST Path Z_ATT

-OR -

Select Reports & Planning tab HR & Payroll tab Time Attendance Overview

Helpful Hints

Report may include employees who did not have hours entered for the requested period.

Use the Data Selection Period fields for report dates (Period selection defaults to Other Period).

Procedure


2. Select the Attendance Report variant (Z_ATT ATT RPRT).

3. Click the choose icon.

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4. Enter the applicable Data Selection Period dates.

Note: If Other Period is chosen, repeat the date in the Data Selection and Person Selection date fields.

5. Enter the applicable personnel number or org unit number in the appropriate field(s).

6. For multiple employees click

the Multiple Selection icon.

7. Enter all applicable personnel numbers in the Multiple Selection for Personnel Number pop-up


Note: To create a report for the entire Org Unit, click Further selections, double-click Organizational

unit to move it to the right side of the screen, click the icon, then enter the Org Unit number.

8. Enter the desired Attendance Type (CMW, OTP, TDA, etc.) in the first field, leaving the second

field blank. Use the Multiple Selection icon to enter additional absence types.


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ABSENCE OVERVIEW REPORT

(Z_ABS)

Purpose

To display absences entered in CATS for a particular period; can be run by org unit or personnel number .

Prerequisites


Menu Path

Select SAP Access tab WEB GUI ECC Production – XEP 500 – WEB GUI FAST Path Z_ABS

-OR -

Select Reports & Planning tab HR & Payroll tab Time Absence Overview

Helpful Hints

Data can be displayed by personnel number or by organizational unit number.

Use the Data Selection Period fields for report dates (Period selection defaults to Other Period).

Procedure

1. Click the Get Variant button.

2. Remove the User ID from the Created by field.

3. Click the Execute icon.

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4. Scroll to bottom of window and select the Absence Report variant (Z_ABS ABS RPT).

5. Click the choose icon.

6. Enter the applicable Data Selection Period dates.

Note: If Other Period is chosen, repeat the date in the Data Selection and Person Selection date fields.

7. Enter the applicable personnel number or org unit number in the appropriate field(s).

8. For multiple employees click

the Multiple Selection icon.

9. Enter all applicable personnel numbers in the Multiple Selection for Personnel Number pop-up


Note: To create a report for the entire Org Unit, click Further selections, double-click Organizational

unit to move it to the right side of the screen, click the icon, then enter the Org Unit number.

10. Enter the desired Absence Type (SCK, VAC, SPR, etc.) in the first field, leaving the second field

blank. Use the Multiple Selection icon to enter additional absence types.


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ATTENDANCE/ABSENCE DATA: CALENDAR VIEW REPORT

(S_AHR_61018660)

Purpose

Display absences and/or attendances for one or more employees for a chosen period of time.

Prerequisites


Menu Path

Select SAP Access tab WEB GUI ECC Production – XEP 500 – WEB GUI FAST Path

S_AHR_61018660

-OR -

Select Reports & Planning tab HR & Payroll tab Time Attendance/Absence Data: Calendar View

Helpful Hints

Double-click on a specific date to bring up the corresponding absence/attendance screen.

Full days are marked with a upper case letter. Partial days are marked with a lower case letter.

The report should be run by Personnel Number(s) or an Organizational Unit number (ex: 61234000). If neither is entered the system will try to yield data for the entire District and a time-out error will occur.

The report defaults to a monthly format.

If the report is executed with multiple employee numbers it will display one page per employee.

Procedure

1. Choose the period or, if Other Period is selected enter the dates desired for the report.

Note: if Other Period is chosen, repeat the date in the Data Selection and Person Selection date fields.

2. Enter the employee’s Personnel number, Employment status, Personnel area, and/or Personnel

subarea. Use the Multiple Selection icon to enter additional information.

Note: To create a report for the entire Org Unit, click Further selections, double-click Organizational unit to move

it to the right side of the screen, click the icon, then enter the Org Unit number.

3. Select Attendance/absence types for evaluation.

4.Click Execute.

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5. View the period, personnel number and employee name, personnel area and subarea.

6. Double-click on a specific date to bring up the absence/attendance screen for that date. Click the button in the absence/attendance screen to return to this Calendar View.

7. The target hours are totaled by month, unless another period is selected in the Period displayed section of the selection screen.

8. Click Details.

Note: A summary of Key (description) subtypes appears in the Stats section of the report for the period selected. Key: C/c = Comp Time Used CMU

G/g = Additional Assignment – RGR O/o = Official Leave – ABS P/p = Compensatory Time - CMW R/r = Primary Position – REG S/s = Sick Leave U/u = Unpaid Leave – PLV

= Holiday or Day Off

Upper case letters indicate full days; lower case letters indicate partial days.

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DISPLAY ABSENCE QUOTA INFORMATION

(PT_QTA10)

Purpose

Use this transaction to display Absence Quota information.

Prerequisites


Menu Path

SAP Access tab WEB GUI ECC Production – XEP 500 – WEB GUI FAST Path PT_QTA10

Procedure

1. Click on (WEB GUI) or the Get Variant icon (Windows GUI).

2. Select the Display Abs Quota Info variant and click the

green check .

3. From the Period section, choose a date range for the report (today, current month, other period, etc)

4. Enter the Organizational Unit number (ex: 61234000) in the org unit field or run the report by personnel number (one or more). Other available selections include employment status, personnel area, personnel subarea, employee group, employee subgroup, and payroll area.

5. From the Quota Selection area, select the appropriate quota type from the dropdown (01 Sick Leave Quota, 02 Vacation Quota, 03 Compensatory Time Quota, 04 Military Leave, 05 Sick Leave

Transferred), then click the green check . The Quota Type field should be left blank to get a report of all available quota types.

6. From the Display section, choose the type of information you’d like displayed in the report: Only employees with selected quotas, all selected employees, only employees with entitlement, only employees with remaining balances, etc.

7. Click (WEB GUI) or the Execute icon (Windows GUI).

The report appears displaying personnel number, name, quota type, unit entitlement, hours used, compensated to key date, and total remaining.

NOTE: To view quota accrual information for individual employees, use transaction code PT50.



OPT-OUT/OPT-IN PAY ADVICE REPORT (BI)

Purpose

Use this procedure to display a report of employees who have chosen not to receive (“opted-out”) paper pay advices/pay stubs.

Prerequisites

Basic BI/ECC navigational skill (see Reports Instructions located under each functional area such as Budget, Finance, Human Resources, Payroll, or Procurement on the BRITE webpage at http://www.broward.k12.fl.us/erp or web/erp).

Menu Path

Select Reports & Planning tab Your Respective tab Payroll Opt-Out/Opt-In Pay Advice

Helpful Hints

BI Reports are updated on a nightly basis, therefore changes made today will not display on the report until tomorrow.

The *Date From/To (mm/dd/yyyy) is a mandatory field and must contain a date (ex: report can be run for one day, ex: 07/01/2010, or a range of dates, 07/01/2010 – 07/31/2010).

o For a list of active employees who are currently opted out, use today’s date to run the report.

o For a list of employees who should not have pay advices delivered to the location on pay day, run this report using the date after payroll is processed.

To display all employees within the org unit remove the “X” from the Opt Out field. In the Opt Out Valid To field add the pound sign (#) after the 12/31/9999 date (ex: (ex: 12/31/9999; #), or use the variant titled All Employees Opt-Out/Opt-In.

To display employees currently not opted out, remove the “X” from the Opt Out field. In the Opt Out Valid To field, add the pound sign (#) after the 12/31/9999 date (ex: (ex: 12/31/9999; #), or use the variant titled Employees Not Opted Out,

Not assigned with the pound sign (#) in the date fields indicates employees who have not opted out from receiving a paper pay advice. Not assigned with a date in the date fields indicates employees have opted in to receive paper pay advices.

The Valid from and Changed on columns display the date of each change. NOTE: Employees who opt-out/opt-in will have multiple lines.

Procedure

1. Enter the Date. Click to ensure that the date is in the correct format.

2. Enter organizational unit or employee(s) personnel # to execute report.

3. Click to view the results.

4. Drag and drop items from as desired to customize report.

5. Use on the bottom of the report to advance to the next or last page.

6. Save, print or export the report.



Knowledge Check

Payroll/Time recording reports are accessible from both the BI Portal and SAP Easy Access Menu.

A. True

B. False

Which reports must be printed, reviewed, approved and signed by the Principal/Director for each pay period and retained at the location for audit purposes?

A. Time Management Report (ZTIM)

B. Gross and Net Earnings Report (ZHPY_PAY59)

C. The Overtime Report

D. All of the Above

E. None of the Above


Unit Seven

Course Summary

Congratulations: You should now be able to:

Describe the Relationship Between Positions and Payroll

Create Absences and Attendances on an Employee’s Primary Position

Report Attendances on Secondary Positions

Execute Relevant Reports


Next Steps

Complete the Following:

Course Evaluation

Quia Quiz

Course Appraisal Online via ESS


nformation

and Things to Remember . . .

Dual Access Time Entry (Date) Position

Helpful Tips Related to Time Entry

KRONOS Tips

Substitute Teacher Tips



DUAL ACCESS

TIME ENTRY (DATE) POSITION

In order to enter time for personnel in an organizational unit that is not the same as the Payroll Contact’s primary organizational unit, the Payroll Contact must be assigned to a position belonging to the other organizational unit. In addition, the Payroll Contact role must be attached to that additional position. A Dual Access Time Entry (DATE) position (Job ID 16999996) has to exist for that additional organizational unit to fulfill this requirement. Listed below are the steps to follow when a Dual Access Time Entry position is needed to enter time for personnel belonging to another organizational unit.

DETERMINE IF A DATE POSITION ALREADY EXISTS IN THE REPORTING LOCATION:

First, the HR Action Processor (HRAP) at the reporting location should run a staffing report (ZHOM_STF) for the location that time needs to be entered against, to determine whether or not a Dual Access Time Entry position already exists in that organizational unit.

IF A DATE POSITION ALREADY EXISTS:

The HR Action Processor at the organizational unit owning the position should create an additional position assignment iForm for the Payroll Contact who will be entering time for the location that owns the position. NOTE: The rate on the DATE position will default to 1.00000.

The administrator who owns the position must approve the iForm. Once the iForm has been approved, the additional assignment will be created and the assignee will be granted the access needed to enter time.

IF A DATE POSITION DOES NOT EXIST IN THE REPORTING LOCATION:

The HR Action Processor at the organizational unit that will own the position must submit a “PRF Create” for a Dual Access Time Entry position.

The HR Action Processor will receive the position number once the position has been created.

The HR Action Processor should then submit an SAP User Authorization form to the ERP Department requesting that the Payroll Contact role be assigned to the newly created Dual Access Time Entry position.

The HR Action Processor at the organizational unit owning the position must create an additional position assignment iForm for the Payroll Contact who will be entering time for the location that owns the position. NOTE: The rate on the DATE position will default to 1.00000.

The administrator who owns the position must approve the iForm. Once the iForm has been approved, the additional assignment will be created and the assignee will be granted the access needed to enter time.


IMPORTANT FACTS TO REMEMBER ABOUT THE DUAL ACCESS TIME ENTRY (DATE) POSITION:

The person assigned to the Dual Access Time Entry position must also have the Payroll Contact role assigned to their primary position.

The Payroll Contact role cannot be assigned to a temporary position.

Under NO circumstances should hours ever be entered on a Dual Access Time Entry position.

If the Payroll Contact role is not assigned to the Dual Access Time Entry position, persons assigned to that position will not have the ability to enter time for the org unit.

Payroll Contact access will remain on the Dual Access Time Entry position once it has been assigned. This means that if the position is assigned to someone else, they will inherit the Payroll Contact access.

Food and Nutrition Services Managers who currently have a Dual Manager additional position do not have to take any further action; the necessary changes have already been made to that position.


HELPFUL TIPS RELATED TO TIME ENTRY

Back-up Payroll Contact

It is critical that all locations have at least one Back-up Payroll Contact who is allowed to get continuous

hands-on experience at time entry and other functions performed by the Payroll Contact. The Back-up

Contact must attend required training in order to get the payroll contact role assigned and be given

access to required transactions for time entry.

Additional Pay (TDAs)

If a TDA is entered on a non-work day or the number of hours entered exceed the employee’s work

schedule rule on IT007, the hours will be paid as additional straight time at the employee’s standard

hourly rate on IT0008. An over-payment will occur if the employee should not receive additional pay for

the event.

Future-Dated Attendance (TDAs)

Although entering future-dated attendance entries in CATS is prohibited, documentation for TDAs should

be submitted as quickly as possible. Per Board Policy 4007 regarding Temporary Duty Authorization

(TDAs), “temporary duty requests shall be presented for approval at least three (3) days in advance”.

Actual Work Schedule versus Work Schedule in SAP

If an employee physically works a schedule which does not match the work schedule on IT007 in SAP,

the employee must alter his/her work hours in any week with a scheduled day off to ensure the

required number of hours are worked. If the employee does not work the required number of hours, either

Sick, Vacation, Comp Time or PLV must be entered for the missed hours to ensure the work schedule

hours have been fulfilled.

Substitute and Temporary Employees

Do not enter time for Substitute or Temporary employees on a primary position unless the position

belongs to your org unit. The primary position for regular Substitute Teachers (80000191) belongs to Sub

Central/Instructional Staffing (69652000). The primary position for most Temporary employees

(80004712) belongs to Non-Instructional Staffing (69653008). Dollars for hours entered on these

positions are charged to Instructional and Non-Instructional Staffing budgets respectively.

Business Practice Bulletins

Please refer to Business Practice Bulletins (BPBs) for clarification on specific business practices. All

Business Practice Bulletins are located on the BRITE website:

http://www.broward.k12.fl.us/erp/brite/partnerbusinesspracticebulletins.html

http://www.broward.k12.fl.us/erp/brite/partnerbusinesspracticebulletins.html


KRONOS TIPS

KRONOS is a time-keeping system utilized in the District by certain hourly employees who do not have a work schedule. Most of the users are Substitute Teachers. For more in-depth information please visit the District’s KRONOS webpage at: http://kronos.browardschools.com/subteachers.html The following are some helpful tips.

Post “how to” instructions next to the clock to assist users.

Do not enter new employees into Sub Central’s FileMaker Pro Hourly Rate Assignment Creation database. Instead work with employees to ensure accurate punches.

o With a correct punch the IT0554 assignment for your org unit is automatically created in SAP overnight, saving time for everyone.

Review hours daily for each employee in KRONOS.

o Employees are not allowed to punch in earlier or punch out later than scheduled unless pre-approved to do so.

o Do not delete or change original punches – instead insert a line deducting the extra time with a comment explaining the change.

o Watch “in” and “out” punches carefully – a missed in-punch can make the sub’s out punch appear as the start-of-day punch.

Respond to emails regarding KRONOS immediately; when possible, correct punch errors the same day.

Account for employees in KRONOS daily; this takes less time than verifying for the entire pay period.

Refer to the guidelines for entering cost overrides in Fields 1 and 2 in KRONOS, as well as the Cost Override Structure for entering cost overrides in CATS.

Review the OptiSpool reports to catch and correct coding errors in KRONOS. Remember, there is no validation of coding in CATS and incorrect coding passed via the interface can result in under- or overpayment to employees.

KRONOS hours are interfaced into SAP/CATS on Sunday afternoon. Any edits made in KRONOS after the pull will not be uploaded into CATS.

Respond to emails regarding coding errors immediately.

o Verify that the coding is correct before entering it into CATS.

o Best practice – make corrections in CATS no later than the Friday before payroll is processed.

o If corrections are not made by Friday, they should be made during the payroll correction window to prevent possible under/overpayment to employees.

o Contact your Payroll Processer when retroactive changes are made in CATS.

http://kronos.browardschools.com/subteachers.html


Substitute Teachers Tips

There are three types of substitute teachers: Regular Substitute, Interim Substitute, and Pool Substitute. Although all substitute teachers clock in using the KRONOS time clock, each position is set up differently in SAP.

1. Regular Substitute Teachers are assigned to an overstaffed primary position (80000191 - Substitute Teacher) that belongs to Sub Central – 69652006 (hours MUST NOT be entered on this position).

Individual substitute teaching assignments for various schools are set up on Infotype 0554 (Hourly Rate per Assignment).

Time for these additional assignments should be entered with the subtype RGR and the appropriate substitute position number of the reporting org unit.

Hours are paid at the standard Sub Teacher hourly rate.

No FRS contribution is remitted to the State for hours worked. In addition, Sub Teachers have FICA Alt deductions instead of FICA (Social Security).

2. Interim Substitute Teachers are also assigned to an overstaffed primary position (80000191 - Substitute Teacher) that belongs to Sub Central – 69652006 (hours MUST NOT be entered on this position).

Interim substitute teaching assignments for various schools are set up on Infotype 0554 (Hourly Rate per Assignment).

Time for these interim positions should be entered with the subtype RGR and the appropriate substitute position number of the reporting org unit.

A Substitute Teacher who is employed to teach for an indeterminate number of days but at least 20 consecutive days or more, will, upon the recommendation of the Superintendent or designee, be paid the daily rate of a beginning teacher (Bachelor’s degree) with no experience.

No FRS contribution is remitted to the State for hours worked. In addition, Sub Teachers have FICA Alt deductions instead of FICA (Social Security).

3. Pool Substitute Teachers are assigned to a unique primary position belonging to the org unit where the pool sub works daily.

The Pool Substitute Teacher is hired by one location and works for that location only; the sub is guaranteed work every day that school is in session.

Hours for the Pool Sub position should be entered with the subtype REG; DO NOT enter a position number.

Hours are paid based on the Substitute Teacher salary schedule.

The District sends FRS contributions to the State for the hours worked. In addition, Pool Subs contribute to FICA (Social Security).

DO NOT enter hours on an additional position assignment for a Pool Sub.


Regular Substitute

to an Interim Substitute Teacher

If a substitute teacher changes positions (i.e. regular Substitute to Interim Substitute, regular Substitute to Pool Substitute) and hours were previously paid at the rate on the regular substitute position, specific steps must be followed in order to prevent an under or overpayment.

1. If all hours in the 2-week period should be paid at the Interim rate:

Replace the Regular substitute position number with the Interim substitute position number in the Timesheet (CAT2).

Save your entries.

All hours that were changed will be recalculated retroactively and paid at the rate of the new position.

Any change in dollars paid will appear in the “Retro” column on the next scheduled remuneration statement.

2. If part of the hours should be paid on the Regular Substitute position and part paid on the Interim

Substitute position:

Insert a new line for the employee, enter the correct Interim Substitute position number, then enter subtype RGR.

Zero out the hours on the incorrect line and enter the hours on the new line.

o DO NOT leave the same hours for the same days on both lines (one for each position) or the employee will be overpaid.

Note: These two steps must be done simultaneously to prevent a possible over or underpayment to the employee.

Save your entries




Regular/Interim Substitute to a Pool Substitute Teacher

1. If all hours in the 2-week period will be charged to the new Pool substitute position:

Remove the Regular or Interim substitute position number from the existing line in the Timesheet.

Change the Attendance Subtype in the existing line from RGR to REG.

Save your entries.

All hours on that line will be recalculated retroactively and paid at the rate of the Pool Sub position.

Any change in dollars previously paid will appear in the “Retro” column on the next scheduled remuneration statement.

2. If part of the hours should be paid on the Regular/Interim Substitute position and part paid on the Pool substitute position:

Insert a new line and enter the hours as appropriate on the new line for the Pool substitute position:

o Use attendance subtype REG for the Pool Sub position.

o DO NOT enter the position number; remember, the Pool Sub position is a primary position and therefore, the position number is not entered.

Zero out the hours on the original position (Regular/Interim sub) for the days which were changed to the Pool substitute position.

o DO NOT leave the same hours for the same days on both lines (one for each position) or the employee will be overpaid.

Note: These two steps MUST BE done simultaneously to prevent a possible over or underpayment to the employee.

Save your entries.




Sub Teacher/Interim Sub/Pool Sub to Permanent Teacher

When a Sub Teacher, Interim Sub, or Pool Sub is placed in a primary assignment and hours were previously paid at the rate of the substitute position, specific steps must be followed in order to circumvent errors during the payroll processing run.

1. If you have prior knowledge that a substitute teacher will become permanent on a specific date, do not enter hours on the additional assignment (sub position) beyond that specified date

2. The additional assignment will be delimited effective the day before the start date of the primary assignment. Therefore, do not enter hours on or beyond the effective date of the primary assignment

3. The Payroll Contact will lose all access for making changes to the additional assignment once it has been delimited

4. If hours have been entered and paid on the additional assignment beyond the date the employee became permanent, the system will retroactively pay the difference in the rate of the additional assignment and the primary assignment

a. If the hours reported were less than the primary assignment’s work schedule daily hours, an absence (SCK, PLV, etc) must be reported to cover the difference of the work schedule hours and the hours paid (Ex: RGR 6.00 hours reported on sub assignment and REG 7.50 paid on new primary assignment = 1.50 hours paid but not worked)

b. If the hours reported were greater than the primary assignment’s work schedule daily hours, an additional assignment position must be created to pay the hours reported above the 7.50 work schedule hours (Ex: 04/03/11 RGR 9.50 hours will require 2 hours to be entered on an additional assignment)

Permanent Teacher to Sub Teacher/Interim Sub/Pool Sub

When a Permanent Teacher is changed to a Regular, Interim, or Pool Sub, specific steps must be followed in order to circumvent errors during the payroll processing run.

1. Certain subtypes that are relevant for a primary assignment are not acceptable on an additional assignment. If you have prior knowledge that a permanent teacher will be reassigned from a regular-to temporary teacher assignment (regular sub, interim sub, pool sub) on a specific date, do not report hours (TDA, SCK, PLV, etc)on or beyond the effective date of the reassignment

2. If these subtypes have been entered, they must be removed from the employee’s record before the Action is completed

3. If the hours are not removed before the Action is completed, possible overpayments and/or errors will occur during the payroll process

4. The Payroll Contact loses access for making changes to an additional assignment once it has been delimited. Notify the appropriate Payroll Processor for assistance if exception hours need to be removed after the Action has been completed



A Separation of Employment action is initiated by the HR Action Processor at the location and processed by HRIS if the employee is terminating all employment with the District. Board approval is not necessary; but the appropriate administrator will receive notification of the action via Workflow.

Terminations must be Board approved. They are initiated in the system by the HR Action Processor at the location, approved by the Principal/Director, and processed by the appropriate Staffing Department

PLV should be entered as necessary until required approval is granted.

Enter PLV on work days to prevent payment

ZDH can be entered on ADP and/or paid holidays if it is determined that the employee should not be paid for those days

For terminations processed in a timely manner, do not enter PLV and/or ZDH past the effective date of the termination.

If an incorrect date is used for the termination, the employee could be under/over paid.

PLV is required for any unpaid days prior to the effective date of the action. Allow enough time for HRIS to complete the process (at least two weeks)

Contact the appropriate Payroll Processor to lock the employee’s record as soon as the separation/termination date is known

Before making a request to lock the employee’s record, verify that the employee does not have any other positions/supplements, etc for which payment is due, as no payment can be generated if the record is locked.


APPENDIX

Schedules:

Payroll Schedules

Combined Payroll Calendar

Compensatory Time Matrix

Vacation Leave Accrual Matrix

Sick Leave Accrual Matrix

Sick and Personal Reasons

HR Enterprise Structure

2013-14 Athletic Calendars

Entitlements for Basic Pay InfoType ( IT0008)

Supplement Wage Types

Forms ~ http://web/payroll/

Payroll Notification Adjustment Instructional

Payroll Notification Adjustment Non-Instructional

Off-Cycle Check Request

Off-Cycle Check Request - Escalation

Direct Deposit Authorization Form

SAP 6.0 User Access Form

Request for Reduction of Compensatory Time Hourss

Notification of Calendar Change

Payroll & Time Entry Business Practice Bulletin PR-100

http://web/payroll/

Human Resource Actions Processing v2 120 6/6/2014

Payroll Schedule

Human Resource Actions Processing v2 121 6/6/2014

Payroll Schedule

Payroll Time Recording Training v1 122 6/6/2014


VACATION LEAVE ACCRUAL MATRIX

VACATION LEAVE ACCRUAL

Type of Employee # of Years

credit Days per

month

Hrs per 26 checks VAC Hrs

per mo. Max. Hrs per Year

26

CLERICAL- 7.0 hrs/day 0 up to 5 yrs 1.00 3.23 7.00 84.0

Max. 50 days or 350 hrs per Year

5 up to 10 1.25 4.04 8.75 105.0

10 up to 15 1.50 4.85 10.50 126.0

15 & Over* 2.00 6.46 14.00 168.0

BTU-ESP CLASSROOM ASSISTANTS BTU-ESP TEACHER ASSISTANTS - 7.5 hrs

0 up to 5 yrs 1.00 3.46 7.50 90.0

Max. 50 days or 375 hrs per Year 5 up to 10 1.25 4.33 9.38 112.5

10 & Over 1.50 5.19 11.25 135.0

CONFIDENTIAL - 7.5 hrs 0 up to 5 yrs 1.00 3.46 7.50 90.0

Max. 50 days or 375 hrs per Year

5 up to 10 1.25 4.33 9.38 112.5

10 up to 15 1.50 5.19 11.25 135.0

15 & Over 2.00 6.92 15.00 180.0

CUSTODIAL- 8.0 hrs 0 up to 5 yrs 1.00 3.69 8.00 96.0

Max. 50 days or 400 hrs per Year**

5 up to 10 1.25 4.62 10.00 120.0

10 up to 15 1.50 5.54 12.00 144.0

15 up to 20* 1.75 6.46 14.00 168.0

20 & Over* 2.00 7.38 16.00 192.0

ADMINISTRATIVE- 7.5 hrs 0 up to 5 yrs 1.25 4.33 9.38 112.5

Max. 62.50 days or 468.75 hrs per Year 5 up to 10 1.50 5.19 11.25 135.0

10 & Over 2.00 6.92 15.00 180.0

ADMINISTRATIVE- 8.0 hrs 0 up to 5 yrs 1.25 4.62 10.00 120.0

Max. 62.50 days or 468.75 hrs per Year 5 up to 10 1.50 5.54 12.00 144.0

10 & Over 2.00 7.38 16.00 192.0

*Changes Effective 07/01/05: 16 & Over yrs **Changes Effective 07/01/06: max increased from 40 days


SICK LEAVE ACCRUAL MATRIX

SICK LEAVE ACCRUAL

Type of Employee 2010-2011 Calendar

4 days in First

Check (in hours)

1/2 Day per Check (in hours)

Months per

Year

Hrs per Day

Max. Sick Leave Hrs per Year

CAMPUS MONITORS 186 30 3.75 9 7.50 67.50

CLERICAL 186 28 3.50 9 7.00 63.00

INSTRUCTIONAL TEACHER ASSISTANT (BTU-ESP) SECURITY SPECIALISTS

196 30 3.75 10 7.50 75.00

CLERICAL 196 28 3.50 10 7.00 70.00

INSTRUCTIONAL 206 30 3.75 10.5 7.50 78.75

CLERICAL 216 a 28 3.50 11 7.00 77.00

INSTRUCTIONAL 216 a,b,d 30 3.75 11 7.50 82.50

CLASSROOM ASSISTANT (BTU-ESP)

186 30 3.75 9 7.50 67.50

SCHOOL FOOD SVC 189 28 3.50 9 7.00 63.00

TRANSPORTATION 192 30 3.75 9 7.50 67.50

FOOD SVC MANAGERS 204 28 3.50 10 7.00 70.00

CLERICAL 216A 28 3.50 11 7.00 77.00

ADMINISTRATIVE (ASPT) 216A 30 3.75 11 7.50 82.50

CONFIDENTIAL 220 30 3.75 11 7.50 82.50

CLERICAL 241 28 3.50 12 7.00 84.00

INSTRUCTIONAL ADMINISTRATIVE (ASPT)

240/241/242

30 3.75 12 7.50 90.00

CLERICAL 244 28 3.50 12 7.00 84.00

INSTRUCTIONAL ADMINISTRATIVE (ASPT)

244 30 3.75 12 7.50 90.00

CLERICAL 247 28 3.50 12 7.00 84.00

CONFIDENTIAL 251 30 3.75 12 7.50 90.00

MAINTENANCE/ CUSTODIAL 208/261 32 4.00 12 8.00 96.00


SICK PERSONAL REASONS (SPR)

Sick Personal Reasons – Employees shall be granted personal reasons days each school year, the number of days being determined by the employee’s Bargaining Unit contract as outlined in the chart below. Personal reasons absences shall be charged to the employees accrued sick leave. Employees shall not be required to give reason for personal leave, except that the leave is for “personal reasons”. See specific contracts for restrictions on usage.

PERSONNEL AREA TEXT SPR CAP DAYS

Admin (Non-Union: ASPT/ESMAB 6

Executive 4

School Based Administration 4

Special Salary 6

BTU-ESP Employees (PARAs) 6

Admin (Union: BTU-TSP) 6

Apprentices 6

Bus Attendants & Operators 6

Campus Monitors 6

Clerical Secretarial and Confidential 6

Custodial & Maintenance 6

Facilities 6

Food Service Mgrs & Workers 6

Instructional 6

Security Specialists 6

SIU 6

time recording and compensation

Documents