HR_TM_300

1
Time Management HR_TM_300
2
Course Prerequisites and Roles

• Prerequisites
• UK_100 - IRIS Awareness and Navigation
• HR_200 - HR Overview
• Roles
• Users responsible for the recording and reporting
  of working times and absences
• Supervisors needing to understand the overall
  process, especially the approval of time
• Users needing to display leave accrual and
  balance information

3
Course Content

• Unit 1 - Time Management Overview
• Unit 2 CATS Time Entry
• Unit 3 CATS Time Entry with Cost Allocation
• Unit 4 Selection Variants
• Unit 5 Approval Transfer of Time
• Unit 6 Absence Quotas
• Unit 7 Displays Reports

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Course Learning Objectives

• Become familiar with the IRIS Time Management
  processes and terminology
• Gain an understanding of and be able to execute
  the three steps involved in the time entry
  process
• Create selection variants for working with
  multiple employees
• Be able to understand and work through various
  system messages
• Learn how to display absence
  quotas (leave balances) and
  process various pay-outs upon
  separation or
  retirement from
  the University

5
Unit 1

• Time Management Overview

6
Time Management

• Time Management provides support for all
  processes involved in the planning, recording,
  and reporting of employee working times
  (attendances) and absences.
• Time Management is integrated with Personnel
  Administration to obtain and validate information
  on working hours and leave quotas for absences.
• There is also integration with Payroll. Hours
  entered, approved, and transferred are
  automatically released to the Payroll Department
  to be processed.

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Key Benefits

• Default Target Hours for hourly employees (based
  on their work schedule) can be easily applied to
  the time entry screen to lessen the amount of
  manual data entry.
• Overtime is automatically calculated by the
  system based on all hours entered within one
  weeks time.
• Vacation, TDL, Holiday and Military leave is
  maintained in IRIS (excluding Post Doc Scholars
  and Housestaff employees).
• Many on-line reporting capabilities
  are available.

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Key Time Management Infotypes

• Planned Working Time (0007)
• Absences (2001)
• Attendances (2002)
• Time Quota Compensation (0416) Vacation, TDL,
  and Holiday Payouts
• Quota Corrections (2013) Employee Relations use
  only

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Time Management Data

• Certain time-related data is established in an
  employees IRIS-HR master data record (Personnel
  Administration area) and is used throughout the
  time entry process
• Planned Working Time (daily Target Hours)
• Period Work Schedule
• Absence Quotas (Vacation, TDL, Holiday/Bonus
  Days, and Military Leave balances)

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Infotype 0007 - Planned Working Time

• This infotype displays the normal work schedule
  information for an employee, which is also used
  to determine an hourly employees Target Hours.
• The Time Mgmt status determines how the employee
  will be paid by actual times entered (biweekly
  employees) or by the planned times (monthly
  employees).

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Work Schedule Rules

• Some examples
• FI1C 8 h/d 40 h/w M-F
• FI2C 7.5 h/d 37.5 h/w M-F
• FL1C 8 h/d 40 h/w S-S
• FL2C 7.5 h/d 37.5 h/w S-S
• FL3C 10 h/d 40 h/w S-S
• FL4C 12 h/d 40 h/w S-S
• FL6C 24X7 flex
• If Target Hours are used, the number of hours per
  day in the rule will be entered on the days
  noted in the rule.
• Any number of hours worked can be entered on any
  day, but a Warning message will appear if the
  hours entered exceed the hours listed or are on a
  day not in the rule.

Fixed Work Schedule Rules
Flexible Work Schedule Rules
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Flexible Work Schedule Rules

• Flexible Work Schedule Rules allow for a more
  varied work schedule outside the default set-up
  in the Planned Working Time Infotype (0007) for a
  period of time or indefinitely.
• They mainly allow leave to be entered up to 7
  days a week and up to the appropriate number of
  hours per day for the employee. For example,
• If an employee is set to 8 h/d 40 h/w M-F,
  you cannot enter more than eight hours of
  vacation/TDL on any day Monday through Friday.
• So, if this employee works four 10-hour days
  (Saturday through Tuesday) and needs to claim/use
  ten hours of vacation or TDL on any of those four
  days, you would need to change to the 10 h/d 40
  h/w S-S schedule.
• NOTE This must be changed using the FTE
  Change action in PA40 by the main HR employee in
  the department.

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Work Schedule Rule Warning

• Do not change a Work Schedule Rule effective on a
  date in which time has already been entered!
• Doing so would cause IRIS to change the hours
  which have already been entered to values much
  greater than might be expected or desired!
• Change a Work Schedule Rule effective on a date
  on which time has not already been entered
  on/past that date!

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IRIS Payroll Schedules

• The IRIS Biweekly/Monthly Payroll Schedules are
  available on the UK Payroll web site
• http//www.uky.edu/EVPFA/Controller/prlhome
• For each Payroll Period, the schedules include
• Dates when HR documents are due in Compensation
  in order for employees to be paid that Pay Period
• Dates/Time Input Deadlines for Preliminary, Trial
  Final Payroll Runs
• Payroll Period Begin, End, and Pay Dates
• Payroll Period Numbers - based on the calendar
  year

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IRIS Payroll Schedules Example
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Payroll Locks

• Used during Biweekly and Monthly payroll
  processing
• Starts with the Trial Payroll Run up to the Final
  Payroll Run
• Allows Payroll/IRIS HR Team to either make
  corrections and/or run payroll
• Time may be entered (CAT2) and approved
  (CATS_APPR_LITE), but cannot be transferred
  (ZCAT6).

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Time Evaluation

• Automatic process run nightly that
• Analyzes attendances/absences and compares that
  with the employees Period Work Schedule and
  other employee master data
• Reports any errors
• Calculates overtime
• Maintains quota accruals and usage

Period Work Schedule
Employee Master Data
Time Recording
Time Evaluation
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Cross Application Time Sheet - CATS

• SAP-recommended module/interface for entering
  time into the system so that it can be processed
  for Payroll
• Main gateway into the time entry area of the
  system
• Same look and feel as other IRIS screens and
  transactions

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Three-Step Time Entry Process

1. Time is entered in CATS using CAT2.
2. Time is approved in CATS using CATS_APPR_LITE.
3. Time is transferred from CATS to IRIS-HR using
   ZCAT6.

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Unit 1 Summary

• Any questions related to
• Time Management overview and key benefits
• Time Management data and Infotypes
• Planned Working Time
• Period Work Schedule
• Work Schedule Rule
• IRIS Payroll Schedules
• Payroll Locks
• Time Evaluation
• Time Entry Process

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Unit 2

• CATS Time Entry

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Time Entry Basics

• Time can be entered on a daily basis or once per
  pay period, just as long as it is entered by the
  required time input deadlines listed on the
  Payroll Schedule.
• Time can be entered in increments of one
  one-hundredth of an hour (.01 hour) quarter of
  an hour increments would be ideal (0.25).
• Attendance/Absences Types of any kind need to be
  entered on separate lines.
• Time entered in CATS for hourly
  employees must match
  the employees
  signed IRIS Daily Time Record.

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IRIS Daily Time Record (Hourly Employees)

• Payroll has three approved versions of the Daily
  Time Record (time sheet) - available on the UK
  Forms site http//www.uky.edu/IRIS/HR/hr_forms.h
  tml
• Timesheet Hospital
• Timesheet Campus
• Timesheet Campus (without Cost Allocation)
• Other versions must be approved by Payroll prior
  to use.
• May be completed on-line (in Excel) the Total
  values will automatically be calculated as the
  time is entered.
• Frequently used Attendance/Absence Types are
  listed at the bottom for easy reference.

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IRIS Daily Time Record Example

• Week 1 - Campus (Without Cost Allocation)
  version

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Data Entry Profiles and the Key Date

• A Data Entry Profile field determines the layout
  of the CAT2 Time Sheet Data Entry View screen.
• UK Biweekly Time two weeks for hourly employees
• UK Monthly Time a month for salaried employees
• UK Biweekly Time with Cost Allocation for
  hourly employees who have all or part of their
  time temporarily charged to a different cost
  object other than the default allocation
  established for the employee/position (Infotype
  0027)
• UK Monthly Time with Cost Allocation Currently
  not used
• PM/Facilities profiles are for Physical
  Plant/Housing employees
• The Key Date field indicates the beginning date
  of the pay period this field must always be
  accurate!

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Hourly Employee Time Entry

1. Enter transaction code CAT2
2. Click on the Possible Entries icon in the Data
   Entry Profile field
3. Double-click on the UK Biweekly Time profile
4. Press the Enter key

NOTE This Initial Screen appears only the first
time you enter CAT2 after logging into IRIS.
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Hourly Employee Time Entry

• Enter the first date of the payroll period in the
  Key date field
• For the Biweekly profiles, the Key date is always
  a Sunday
• For the Monthly profiles, the Key date is always
  the first day of the month
• Click on the Personnel Selection pushbutton to
  choose an employee

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Hourly Employee Time Entry

1. Enter the employees Personnel Number in the
   Selection section or use the Possible Entries
   icon to search if unknown
2. Click on the Execute icon in the Application
   Toolbar

NOTE Multiple Employee selection is possible,
but will be covered in the Selection Variants
unit.
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Hourly Employee Time Entry

1. Click on the green Select All Persons icon in the
   Application Toolbar OR - click on the gray box
   to the left of the Personnel Number column to
   select the employee

1. Click on the Enter Times icon (pencil) also in
   the Application Toolbar, which will take you to
   the Time Sheet Data Entry View screen

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Attendance/Absence Types

• Attendance/Absence Types are used to associate
  the type of compensation with the hours entered.
• The types listed are specific for each employee,
  based on their Organizational Assignment master
  data.
• 1xxx Attendance Types
• 3xxx Shift Differential/On Call (Attendance
  Types)
• 7xxx Absence Types (Vacation, TDL, Holiday,
  etc)
• For example
• 1005 Regular Hours Worked
• 3311 Diff Evening Shift
• 7150 Holiday
• 7170 Vacation
• 7180 Full Sal Sick (TDL) Employee

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Attendances/Absences

• Can be recorded in partial day or full day
  amounts
• Some attendances/absences influence pay
• Hours in excess of 40 hours per week (overtime)
• Shift differential
• Unpaid leave
• Some absences influence quota balances
• Vacation
• Temporary Disability Leave (TDL)
• Holiday/Bonus Days
• Military Leave
• Other absences are for statistical purposes
• Jury Duty
• Funeral Leave

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Absence Types for Faculty

• For faculty, only vacation leave is maintained in
  IRIS.
• Absence Type codes used to record faculty
  vacation leave should be as follows
• 7172 Vacation 12 mo. Faculty
• 7174 Vacation 10/11 mo. Faculty
• 7178 Vacation Faculty in Administrative
  Position
• Any unused hours on June 30th of a fiscal year
  will not be usable after that date for any type
  of faculty.

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Hourly Employee Time Entry

• Click on the Target Hours icon
• Click the Yes pushbutton in the Target hours
  pop-up window
• If no changes need to be made to the time
  displayed, click on the Save icon in the
  Standard Toolbar
• Alternatively, time may be entered manually.

Gray Target Hours row is only a forecast of
time worked based on Infotype 0007
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Hourly Overtime - Non-Exempt Employees

• An hourly employees total number of hours worked
  daily are entered in the regular Hours Worked row
  (1005).
• Only actual hours worked will apply toward
  overtime calculations.
• Any Absence Types considered non-working hours
  (such as vacation, TDL, Holiday, etc) do not
  factor into overtime calculations.
• IRIS automatically calculates the overtime per
  week (based on federal and state requirements
  using averages weighted rate algorithm), and the
  employee will automatically be paid accordingly.

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Hourly Overtime - Non-Exempt Employees

• For employees with multiple assignments, the
  system will recognize where (in which assignment)
  the overtime occurred and then apply the correct
  rate.
• Hours in excess of 40 that are worked in a prime
  assignment are charged to that assignments
  department.
• Other hours over 40 are distributed to other
  assignment departments on a pro rata basis.

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Hourly Overtime

• Any time the number of hours entered on a day
  exceeds the Target Hours, the following Warning
  message will display when the Save icon is
  clicked.
• If the hours entered are accurate, click on the
  Continue icon (green checkmark) to accept and
  save the data.

Click on the Cancel icon to cancel the Save and
return to the time sheet
37
University Differential Pay Rates

• The approved differential pay rates for the
  University are maintained in a table in IRIS.
• For example
• 3311 - Diff Evening Shift 0.75
• 3312 - Diff Night Shift 1.25
• 3331 - Call Pay 0.63
• Enter the number of hours along with the
  appropriate Attendance Type.
• Regular Hours Worked (1005) must be entered also!
• Example If an employee works an 8-hour shift
  and four of those hours should also be paid with
  the Evening Shift Differential pay, enter 8
  hours of 1005 AND 4 hours of 3311 for that day.

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Unit 2 Exercise

• Complete the following exercise
• 2.1 CATS Time Entry Hourly Employee

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Exception Time

• Exception Time is any time not considered as
  regular Hours Worked (1005).
• For example
• Vacation Leave
• Temporary Disability Leave
• Holiday/Bonus Day Leave
• Funeral Leave
• Military Leave
• Family Medical Leave
• Jury Duty

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Hourly Employee Exception Time

1. Enter the employees Personnel Number in the next
   available row and press Enter (name will appear)
2. Enter the appropriate Attendance/Absence Type
3. Tab to the desired date and enter the number of
   hours
4. Edit the hours in the Attendance Type 1005 row
   accordingly and press Enter
5. Click on the Save icon in the Standard
   Toolbar

Use Possible Entries icon to search for those A/A
Types applicable to this employee
TIP Use the Tab or ShiftTab key(s) to scroll
forward/back through the columns
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Insufficient Quota Message

• This message is received when the Save icon is
  clicked and an employee does not have enough
  Vacation, TDL, Holiday, or Military Leave quota
  for the hours entered.
• It is also received if an employee has not
  completed their new hire orientation period and
  Vacation time is entered, even though Vacation
  quota is accrued.
• TDL and Holiday quota may be entered during this
  period.
• The appropriate adjustments need to be made
  before the system will save the data.

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Displaying Totals Row

• Nothing in the Target Hours row will change
  during time entry, thus it does not reflect the
  Total number of hours you have entered for an
  employee.
• Click on the Totals Row On/Off icon in the
  Application Toolbar to see the true Total number
  of hours you have entered.

Totals Row On/Off icon
Total number of hours you have entered for this
employee
Target Hours row
Total Hours row
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Hourly Employee - Exception Time Tip

• To eliminate the need to always adjust the
  regular Hours Worked row (1005)
• Enter your Exception Time FIRST
• Then click on the Target Hours icon in the
  Application Toolbar to bring in the regular Hours
  Worked row (1005).
• The system will have automatically made the
  necessary adjustments in the 1005 row.

44
Unit 2 Exercise

• Complete the following exercise
• 2.2 CATS Time Entry Hourly Exception Time

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Salaried Employee Time Entry

• It is necessary to enter ONLY Exception Time
  using the UK Monthly Time Data Entry Profile.
• If a salaried employee works all regular hours
  the entire month, no action is necessary in IRIS
  the system will automatically pay them their
  monthly salary.
• Exception Time of any kind needs to be entered on
  separate lines using the appropriate Absence
  Types.

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Salaried Employee Exception Time

• Instead of the Target Hours row, the Totals row
  is displayed as the top row on the screen.
• Enter the Personnel Number and press the Enter
  key
• Enter the appropriate Attendance/Absence Type
• Enter the hours on the appropriate date(s)
• Click on the Save icon
• There is no need to adjust any Regular Hours.
  The Time Evaluation process will handle all the
  adjustments.

This Total is from the hours manually entered on
this screen the remaining (133.33) hours for
the month will still be paid automatically
47
Holiday Leave Time Entry

• Holiday leave is entered using Absence Type of
  7150 on the date in which Holiday quota is used
  whether its on the actual holiday or not for
  both hourly and salaried employees.
• Examples of Holiday leave taken ON the actual
  holiday
• Hourly
• Salaried

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Holiday Leave Time Entry

• If an hourly employee works on a holiday, that
  time is entered with Attendance Type 1005.
• If a salaried employee works on a holiday,
  nothing is done in CATS (the employee is
  automatically paid for that day).
• The non-holiday day in which an hourly/salaried
  employee uses the Holiday quota is still entered
  with Absence Type 7150.
• Hourly example

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Holiday Leave Time Entry

• If an hourly employee is not eligible for holiday
  leave and/or regular time pay ON a holiday, enter
  nothing on that day.
• Alternatively, for reporting purposes, you may
  use Absence Type 7420, Unpaid Leave, and the
  correct number of hours ON the actual holiday.
• If a salaried employee is not eligible for
  holiday leave and/or regular time pay ON a
  holiday, you must use Absence Type 7420, Unpaid
  Leave, ON the actual holiday.

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Unit 2 Exercise

• Complete the following exercise
• 2.3 CATS Time Entry Salaried Exception Time

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Making Changes to Time Entered

• For both hourly and salaried employees, follow
  the same steps for normal time entry, making sure
  you indicate the correct Data Entry Profile and
  Key Date on the Initial Screen save your
  changes.
• ALL time changes must be approved and transferred
  also!
• IRIS will automatically adjust any
  pay/quota-related issues caused by the change.
• If the Payroll Correction Final Run has
  already occurred, the adjustments will
  be on the next pay
  periods pay stub/ remuneration
  statement.

52
Posting to Future Pay Periods

• Posting future time is also possible, and the
  process is the same for both hourly and salaried
  employees.
• Follow the same steps for normal time entry,
  making sure you indicate the correct Data Entry
  Profile and Key Date on the Initial Screen - save
  your changes.
• Future postings of Absence time DO affect leave
  quota immediately!
• For example, if you record a weeks vacation for
  an employee 3 months from now but in the meantime
  the employee is taking vacation and actually
  records more than the quota available, the system
  will not allow you to enter the time theyre
  taking now. You can enter only what is available
  in IRIS at the present time.

53
Unit 2 Summary

• Any questions related to
• Cross Application Time Sheet (CATS)
• Data Entry Profiles
• Attendance/Absence Types
• Hourly employee Time Entry
• IRIS Daily Time Record,
  Exception Time, Overtime,
  
  Shift Differential Rates
• Salaried employee Time Entry
• Holiday Leave Time Entry
• Prior pay period changes
• Posting to future pay periods

54
Unit 3

• CATS Time Entry with Cost Allocation

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Cost Allocation

• Routine cost distribution for a position/employee
  is established in HR Infotype 0027 (Cost
  Distribution).
• Using a Cost Allocation Data Entry Profile
  prompts the system to temporarily override
  Infotype 0027.
• Only WAGES are impacted by using this profile a
  Journal Voucher (FV50) would need to be processed
  to move the benefits costs of the associated
  wages to the correct cost object.
• Use transaction PA30 - Infotype 0027 to override
  wages, taxes, benefits, etc

56
Cost Allocation

• Currently available only with the UK Biweekly
  Time with Cost Allocation Data Entry Profile in
  transaction CAT2
• Provides additional columns to enter various
  types of costs objects Cost Center, WBS Element,
  Fund, etc
• An hourly employee can be used in either the UK
  Biweekly Time or UK Biweekly Time with Cost
  Allocation Data Entry Profile the only
  difference is the presence or absence of these
  columns.
• The remainder of the CATS Time Entry process is
  the same.
• Can allocate both regular hours worked and
  overtime, but not on the same assignment (PERNR)
  Contact HR Compensation for overtime cost
  allocation.

57
Regular Hours Worked Cost Allocation

• Using the employees main assignment (PERNR),
  click on the Target Hours icon or manually
  enter the employees regular Hours Worked (1005)
  to be charged to the positions default cost
  distribution (established in Infotype 0027).
• On the next available row, enter the main
  assignments Pers.No., the desired cost object,
  A/A Type 1005, and the number of hours on the
  appropriate dates then Save.

Allocated Hours
Cost Object
Personnel Number
Attendance Type 1005
58
Unit 3 Exercise

• Complete the following exercise
• 3.1 CATS Time Entry with Cost Allocation -
  Hourly

59
Unit 3 Summary

• Any questions related to
• Explanation of Cost Allocation
• Entering Cost Allocation information in CATS
• Regular Hours Worked Allocations
• Overtime Allocations

60
Unit 4

• Selection Variants

61
Selection Variants

• Creating and saving selection variants allows you
  to easily retrieve various groupings of
  employees/students.
• Two methods
• By Personnel Numbers
• By Enterprise Structure values, which will
  capture and retrieve the most current list of
  active employees/students
• You can have as many selection variants as needed
  in any transaction.
• Selection variants created in one transaction
  code cannot be copied to another transaction code
  even if they contain the same search criteria
  they must be created separately in each
  transaction code.

62
Creating by Personnel Numbers Option 1

• Click on the Multiple Selection icon to the
  far-right of the Personnel Number field
• Enter individual Personnel Numbers on each line,
  using the Possible Entries icon to search if
  necessary
• Click on the Execute icon in the lower-left corner

Green light indicates multiple selections are now
active
63
Creating by Personnel Numbers Option 2

• Click on the Multiple Selection pushbutton
• Select the Organizational Assignment tab
• Enter various selection criteria which will
  retrieve the desired employees/Personnel Numbers
• Press the Enter key

64
Creating by Personnel Numbers Option 2

• Click in the appropriate checkboxes to select
  your employees
• Press the Enter key
• The Personnel Numbers are copied back to the
  Multiple Selection for Personnel Number pop-up
  window

65
Creating by Personnel Numbers Option 3

• You can copy and paste a list of Personnel
  Numbers from an external application such as
  Excel
• Select your data in the Excel spreadsheet and
  click on the Copy icon
• Click on the Upload from clipboard icon in the
  IRIS window

Personnel Numbers are pasted here
66
Creating by Enterprise Structure Values

• Use any combination of the Enterprise Structure
  selection fields listed below in creating your
  selection variant(s)
• You can also use the Multiple Selection icon
  , located to the right of each field, to indicate
  multiple values A green light on the icon
  indicates multiple values exist.

Selection Field Example Values
Personnel Area Campus, STEPS, Hospital
Personnel Subarea Regular FT, Regular PT, Temp PT
Employee Group Staff, Student, Faculty
Employee Subgroup Exempt Monthly, Non-exempt 40, Non-exempt 37.5
Organizational Unit Department number
67
Creating by Enterprise Structure Values

• Example variants

Variant Name ? 30000119-BW 30000119-MO
Personnel Area 1000 (Main Campus) 1000 (Main Campus)
Personnel Subarea 0001 (Reg FT) 0001 (Reg FT)
Employee Group A (Staff) A (Staff)
Employee Subgroup 05 (40 h/w) 03 (Exempt Monthly)
Organizational Unit 30000119 30000119
68
Creating by Enterprise Structure Values

• In CAT2 click on the Further selections
  pushbutton
• Click on the gray boxes to the left of the
  desired Selection options
• Click on the top arrow icon to move the fields to
  the Selection fields column

69
Creating by Enterprise Structure Values

• Enter the appropriate criteria in the Selection
  section fields Remember you can use the
  Multiple Selection icons to the right of a field
  to indicate multiple values for a field
• Click on the Save icon to save the values entered

70
Saving a Variant

• Enter a Variant name (must be unique in IRIS and
  in this t-code) and Meaning, which is just a
  longer description for the variant
• Click on checkbox next to Protect variant to
  prevent others from making changes to your
  variant
• Click on the Save icon to save the variant

71
Unit 4 Exercise

• Complete the following exercise
• 4.1 Creating CAT2 Variants

72
Using a CAT2 Variant

1. Click on Get Variant icon
2. Enter Variant name and/or Created by (default
   value)
3. Click on the Execute icon

1. Double-click on the desired Variant name

If only ONE variant is saved in this transaction
code, Step 4 is void IRIS will automatically
display the values on the initial screen!
73
Using a CAT2 Variant

1. Click on the Execute icon to generate the list of
   employees matching the listed values in the
   variant

Values will default from variant
74
Inserting a Row with Multiple Employees

• To give ALL employees (hourly/salaried) on your
  time sheet an additional blank row
  simultaneously
• click on the LT column header box to select that
  column
• click on the Target Hours icon the system will
  copy the employees Personnel Number and Name
• Repeat this step for each additional row needed.

75
Inserting a Row with Multiple Employees

• Some other Insert Row options
• Place cursor on any row for an employee
• From the Menu Bar select Edit ? Edit Rows ?
  Insert Row
• OR Right-click on row and choose Insert Row from
  menu
• OR click on the employees name, then click on
  the Insert Row icon in the Toolbar

New row is inserted and ready for edits
76
Unit 4 Exercise(s)

• Complete the following exercise(s)
• 4.2 Using CAT2 Variants

77
Deleting a Variant

1. Enter the desired transaction code
2. From the menu bar select Goto ? Variants ? Delete
3. Double-click on the variant you wish to delete

78
Deleting a Variant

• Select Only in current clients and click on the
  Continue pushbutton
• Click on the Yes pushbutton to delete
• System message will appear in the status bar ?

79
Unit 4 Summary

• Any questions related to
• Selection variants and their benefit in the time
  entry process
• Creating and using a selection variant for CAT2
• Deleting a variant

80
Unit 5

• Approval Transfer of Time

81
Time Approval

• Time entered in CATS must be approved on-line by
  an employee assigned to the security role Time
  Approver. Ideally, time should be approved by
  someone other than the timekeeper, however the
  ability to approve time is part of the
  timekeepers access.
• If any time changes are made (using CAT2) after
  the approval process, those changes must also be
  approved.
• Employees/Students will not be paid for any
  time that has
  not been approved on-line.

82
Processing Status

• Time is automatically stamped with a Processing
  status as different actions are performed in the
  system.
• For example, the most commonly used are
• 20 Time which has been entered and saved in
  CAT2 and is now ready to be approved
• 30 Time which has been approved with
  CATS_APPR_LITE
• 50 Time which was previously approved, but was
  altered due to changes in CAT2

83
Reporting Period

• There are several different options for the
  Reporting Period field in the approval
  transaction
• All, Other Period, Current/Other Payroll Period,
  etc
• These options also work hand-in-hand with the
  Processing Status values
• The All option is the most preferred and is not
  pay period-specific For example
• If the Processing Status is 20 (Released for
  approval), only time that needs approval will
  display, whether its in the current pay period
  or not this will also capture any retro changes
  that you may have made to prior pay period time
• If the Processing Status is a range from 20 to
  60, ALL time for an employee will display,
  whether it needs approval, has been approved, has
  been changed since approval, etc

84
Time Approval for One Employee

1. Enter t-code CATS_APPR_LITE
2. In the Reporting Period fields choose All
3. Enter the employees Personnel Number
4. Ensure 20 is in the Processing Status fields
5. Click on the Execute icon

85
Time Approval for One Employee

• Select all rows to be approved by clicking on
  first row to select then press the Ctrl A keys
  on your keyboard
• Click on the Approve icon in the Application
  Toolbar
• Status Bar displays ?

Notice Status icon change
86
Creating a CATS_APPR_LITE Variant

• Click on the Selection Fields icon in the
  Application Toolbar This is the same as
  clicking on the Further Selections pushbutton in
  CAT2
• The remainder of the steps are the same as listed
  in the Selection Variants unit

87
Using a CATS_APPR_LITE Variant

1. Click on the Get Variant icon in the Application
   Toolbar
2. Double-click on the desired variant in the pop-up
   window
3. Click on the Execute icon in the Application
   Toolbar

88
Unit 5 Exercise

• Complete the following exercise
• 5.1 Creating/Using CATS_APPR_LITE Variants

89
Time Transfer

• After time data has been entered and approved in
  CATS, it must then be transferred to IRIS-HR for
  Time Evaluation and payroll processing.
• Absence time data is transferred into Infotype
  2001.
• Attendance time data is transferred into Infotype
  2002.

90
Time Transfer for One Employee

1. Enter transaction code ZCAT6
2. Enter the employees Personnel Number
3. Click on the Execute icon

If processing a Repeat Transfer, click on this
pushbutton first, then enter the Personnel number
and click on the Execute icon
91
Time Transfer for One Employee

• Be patient with this process - It may take a few
  seconds/minutes to complete, depending on the
  amount of data needing transferred.
• Ideal scenario is to
  have
  matching totals
  in the Number
  of
  data records read
  
  and Number of
  
  successful postings
  
  lines If so, this
  process
  is complete
  Exit the
  transaction.

92
Time Transfer for One Employee

• Any unsuccessful postings will need to be
  corrected in CAT2 then also approved and
  transferred.
• Bad cost allocation, collision with time already
  in Infotypes 2001/2002, or (as in the example
  above) conflicting time entries on the same date
  are just a few of the possible reasons for an
  unsuccessful transfer.

On 03/20/2006 both 1005 and 7170 time were
entered - All other days with a green light did
transfer!
93
Creating a ZCAT6 Variant

1. Click on the Multiple Selection icon to the
   far-right of the Personnel number field
2. For a large number of employees, click on the
   Multiple selection pushbutton (demonstrated here)

Enter single Pernrs if small number of employees
Then click on the Execute icon in the
lower-left corner
94
Creating a ZCAT6 Variant

• Select the Organizational assignment tab
• Enter the desired field values
• To add multiple values to a field Enter the
  first value, then click on the green icon ?
  Enter the other value(s) ? Click on the Copy icon
• Click on the Start search icon

95
Creating a ZCAT6 Variant

1. Click on the individual selection boxes next to
   the desired employees or the green Select All
   icon in the Application Toolbar
2. Click on the Copy icon in the Application
   Toolbar (or press the Enter key) The Pernrs
   will copy to the Multiple Selection window
3. Click on the Execute icon, then the Save icon

96
Using a ZCAT6 Variant

1. Click on the Get Variant icon
2. Double-click on the desired Variant name
3. Click on the Execute icon

97
Unit 5 Exercise

• Complete the following exercise
• 5.2 Creating/Using ZCAT6 Variants

98
Verifying Transferred Time - ZVERXFER
Can be saved as a variant!
Enter data in all three sections Click on the
Execute icon to generate the report
99
Verifying Transferred Time

• Time not transferred will be listed first.
• Two reasons for a No transfer
• No corresponding record in IRIS for the
  Attendance or Absence code on the date in
  question
• There is a corresponding record, but the hours do
  not match

100
Unit 5 Exercise

• Complete the following exercise
• 5.3 Verify Transferred Time

101
Unit 5 Summary

• Any questions related to
• Time Approval
• Processing Status
• Reporting Period
• Time approval for one employee
• Creating and using an approval variant
• Time Transfer
• Time transfer for one employee
• Creating and using a transfer
  variant
• Verifying transferred time

102
Unit 6

• Absence Quotas

103
Absence Quotas

• The term Absence Quota refers to the balance of
  hours an employee has available for Vacation,
  Temporary Disability Leave, Holiday/Bonus Days,
  and Military Leave.
• Absence quotas will be listed on the pay stubs,
  and will be as of the date of the final payroll
  run.
• Any changes to quota balances after the final
  payroll run will be reflected on the following
  pay periods pay stub.
• Employee Relations is responsible for making
  major adjustments to absence quotas (For example,
  converting TDL to Vacation quota).
• Normal usage/reduction of quotas occurs from the
  time being entered in CAT2 with the appropriate
  Absence Type.

104
Absence Quotas

• Vacation and TDL quota accruals occur on the last
  day of a pay period - available for usage the 1st
  day of the following pay period.
• An employee must be in a paid status for at least
  50 of a pay period in order to receive their
  Vacation and TDL quota accruals for that pay
  period.

105
Vacation Leave Quota

• IRIS will automatically adjust accrual amounts as
  annual vacation allowances increase for an
  employee (based on years of service and
  employment status).
• Any unused vacation quota at the end of a fiscal
  year will be available for an additional 12
  months (to June 30th of the next FY). The system
  will make the quota unusable at the end of that
  time period.
• IRIS will not accept entry of vacation leave if
  quota is not available.

106
Temporary Disability Leave (TDL) Quota

• There is no use it or lose it rule with TDL.
• Staff may convert TDL quota to vacation quota.
• Refer to Human Resources Policy and Procedure
  Number 87.0 Conversion of Temporary Disability
  Leave - http//www.uky.edu/HR/policies/hrpp087.htm
  l
• Employee Relations will process the actual
  conversion in July based on the existing request
  form.
• IRIS will not accept entry of TDL
  leave if
  quota is not available.

107
Holiday Leave Quota

• Holiday quota will be generated automatically and
  made available at least three weeks in advance of
  a holiday six weeks in the case of the bonus
  days.
• Once available, Holiday quota will be available
  in the system up to the end of the current fiscal
  year, however departments should still follow HR
  Policy and Procedure Number 83.0 Holiday Leave.
• It will be up to the department to monitor these
  balances using PT_QTA10.
• IRIS will not accept entry of Holiday leave if
  quota is not available.

108
Military Leave Quota

• Military Leave quota covers a two week time
  period for annual training purposes.
• The quota is manually created by Employee
  Relations when leave is approved.
• Absence Type 7402 is used to record this leave.
• IRIS will not accept entry of Military leave
  if quota
  is not available.

109
Displaying Absence Quotas

• Appropriate department users and business
  officers will have access to display absence
  quotas for employees within their organizational
  unit(s).
• Transactions available PT_QTA10 and PT50
• The reports will provide
• Employees Personnel Number and Name
• Type of quota - Vacation, TDL, Holiday, and
  Military Leave
• Entitlement hours (cumulative balance), Requested
  hours (time taken) and Remaining hours (current
  balance)
• All balances are in Hours only.
• Contact the Employee Relations Office regarding
  any absence quota concerns or errors.

110
Displaying Absence Quotas PT_QTA10
Allows you to add other fields to the Selection
section (i.e. Organizational Unit)
Enter multiple values for a field by clicking on
the Multiple Selection icon to the right of the
field
Can be saved as a Selection Variant!
See next slide for more on these Key dates
111
Displaying Absence Quotas PT_QTA10

• Key date for deduction displays all quota used
  to this date.
• Key date for entitlement displays all quota
  earned to this date.
• Dates will default to current date when
  transaction is first accessed, but may be
  different if a Selection Variant is used, in
  which case you would want to check/change the
  dates accordingly.
• Dates that are the same as the last day of the
  payroll cycle will take into account quota
  accrual and leave usage as of the end of the
  payroll cycle.

112
Displaying Absence Quotas PT_QTA10
Click on line to select, then click on Display
icon for further details
Current Layout icon click to alter how report
is displayed Then Save in order to be able to
Choose layout in the future
Sort (2)
Filter
Save as spreadsheet
Download to spreadsheet
113
Unit 6 Exercise

• Complete the following exercise
• 6.1 Display Absence Quota Information

114
Quota Overview PT50
Enter the Person ID (or use the Possible Entries
icon to search) then press the Enter key
Click on the All pushbutton to select all periods
115
Quota Overview PT50

• Click on the Display Absence Quotas tab to
  display all absence quotas by type
  (Vacation-TDL-Holiday).
• Ignore Absence Quota Types 04/Vacation (Legacy
  Transfer) and 06/Holiday They are no longer
  being used.

116
Quota Overview PT50

• Click on the Expand pushbutton in the lower-left
  corner to see validity dates.
• The Deduction to column lists the expiration
  date.
• Click on the Collapse pushbutton
  to hide the additional information.

117
Quota Overview PT50

• Click on the Accrual information tab to display
  all accruals.

Balances loaded during conversion just prior to
the IRIS HR go-live
Accruals generated each pay period
118
ESS Leave Balance Statement

• Statement is a snapshot of the current balances
  as of today, no matter when you go into the
  statement.
• Days that have been taken in the current fiscal
  year are displayed.
• Prior fiscal years are not displayed.
• No future absences are reflected.
• No future accruals are reflected.
• From your IRIS Launch Pad screen
• Click on Employee Self-Service then
• Click on Working Time

119
ESS Leave Balance Statement
Click on PDF for a printable version
Current balances as of 09/01/07
120
Quota Compensation

• Upon separating/retiring from the University,
  eligible staff may be paid for all or a portion
  of their accumulated Vacation, TDL and Holiday
  quotas.
• An employee must be in a paid status for at least
  50 of a pay period in order to receive their
  Vacation and TDL quota accruals for that pay
  period.
• The next payroll run will pay for the number of
  hours specified in this transaction.

121
Quota Compensation

• If balances are greater than what the employee is
  entitled to or they are terminating at the
  beginning of a pay period, then the quota they
  will accrue at the end of the final pay period is
  not important.
• If balances are not above the maximum leave the
  employee is entitled to, then the last accruals
  need to be included in the compensation.
• Accruals normally do not become available until
  the payroll cycle begins with the first trial run
  - However, in this situation
• The HR termination action for the employee should
  be processed first
• Then the Quota Compensation transaction should be
  processed the following day or later so that Time
  Evaluation has time to recognize the termination
  and generate the accruals early, if all other
  eligibility rules have been met.

122
Quota Compensation Types

• HOLN (Non-exempt)/HOLE (Exempt) Holiday quota
• TDLN (Non-exempt)/TDLE (Exempt) 22 day lump sum
  option must be processed first before the
  Retirement Contribution Component (if applicable)
• TDRN (Non-exempt)/TDRE (Exempt) Retirement
  Contribution Component assuming the employee
  has sufficient hours and is otherwise eligible
  for this compensation
• VACN (Non-exempt)/VACE
  (Exempt) Vacation quota
• VACL (N/A after 12/31/06!)
• VAFS Faculty in Staff
  Position Vacation
  quota

123
Quota Compensation

• For an employee retiring from UK, you may have up
  to two (2) transactions for TDL compensation
• 22 day lump sum option (22 days X hrs/day) do
  first
• Retirement Contribution Component (10 of
  remaining amount after 22 day payout) In the
  No. to compensate field, enter the total number
  of hours remaining IRIS will automatically
  compensate the number of hours at the appropriate
  hourly rate (calculated for exempt employees,
  actual for non-exempt) X 10.
• The following steps listed for processing a
  Vacation payout also apply to TDL and Holiday
  leave payouts.
• See the HR Policy and Procedures Manual for any
  other information regarding leave payouts.

124
Quota Compensation

1. Enter transaction code PA61
2. Enter the employees Person ID and press the
   Enter key
3. On the Att./Abs./Quota Info. tab click on gray
   box just left of the Time Quota Compensation
   (0416) infotype
4. Click on the Create icon in the Application
   Toolbar

125
Quota Compensation

1. Double-click on the desired quota type (regular
   Vacation in this example)
2. Enter the Start date and then the number of HOURS
   eligible in the No. to compensate field
3. Click on
   
   the Save
   icon

Start date is equal to the last active date for
the employee
Available balance
126
Quota Compensation

• When processing a different payout type it will
  be necessary to clear out the Sty field at the
  bottom of the PA61 screen and the top of the
  Overview screen. The code for the last payout
  type will remain in the field.

127
Quota Compensation Overview

• Click on the Overview icon in the Application
  Toolbar to review the payouts you have processed.
• If you need to make any adjustments to the
  information entered, click on the gray box to the
  left of the row to select, and then click on the
  Change icon Make changes, then Save.

128
Unit 6 Exercise

• Complete the following exercise
• 6.2 Time Quota Compensation

129
Unit 6 Summary

• Any questions related to
• Absence Quotas Overview
• Vacation Leave Quota
• Temporary Disability Leave (TDL) Leave Quota
• Holiday Leave Quota
• Military Leave Quota
• Displaying absence quotas
• Quota overview
• Quota Compensation

130
Unit 7

• Displays Reports

131
Displaying Time Entries CATS_DA

• Used to display employee time data prior to
  transfer

1. Choose appropriate Reporting Period (All, Other
   Period, Current Payroll Period, etc)
2. Enter the Personnel Number
3. Click on Execute icon

Use the Multiple Selection icon to select
multiple PERNRS
END RESULT
132
Displaying Time Entries CATS_DA

• Click on the Additional Functions icons (yellow
  arrows) to display/hide sets of various function
  icons.

133
Display of Time Quota Leave Statements

• Transaction code is Z_TIMERPT
• Optional transaction used to create summary
  reports of employee time or leave quota usage
  information.
• Run to check for accuracy, print for distribution
  to employees, or for departmental files
• Can display information for one pay period or a
  wide range of time
• Top portion of both reports lists the employees
  name and other Organizational Assignment
  information, as well as their absence quotas.

134
Display of Time Statement Z_TIMERPT

• Select the appropriate Period
• Enter values in the Selection section
• You can also click on the Further selections
  pushbutton to add other Selection Fields to this
  section
• To see only time worked, click in the white
  checkbox next to Daily in the bottom section
• Click on the Execute icon

135
Display of Time Statement
136
Display of Quota Statement Z_TIMERPT

• Select the appropriate Period
• Enter values in the Selection section
• You can also click on the Further selections
  pushbutton to add other Selection Fields to this
  section
• To see only absence data, click in the white
  checkbox next to Leave in the bottom section AND
  enter in the types fields
• Click on the Execute icon

137
Display of Quota Statement
138
Remuneration Statement

• The Remuneration Statement (report) displays
  Total Earnings, Taxes, Post Tax Deductions, Pre
  Tax Deductions and Employer Contributions.
• The report is available after each of the three
  payroll runs and is identical to the pay stub,
  minus the absence quotas.
• Departments often run this report to verify that
  the time entry and payroll processes were
  successful for their staff.
• This statement can also be generated when an
  employee has a question about their pay check.

139
Remuneration Statement

1. Enter transaction code PC00_M10_CEDT
2. Enter desired Payroll Period and Selection
   Criteria
3. In the Parameters section
4. Form name ZDZ1
5. Print retroactive runs leave blank to see only
   the current payroll run (remove the default X)
6. Click on the Execute icon

140
Remuneration Statement Example
Name home address display here
141
Check Pay Report ZHR_CHECKPAY

• Quick reference report developed to identify
  employees who did not get processed in the
  payroll run
• Continue to review the Remuneration Statement for
  details regarding employee pay!
• Specific for a single payroll period and payroll
  area
• Available after the first payroll run for a pay
  period
• If a new Infotype 0008, Basic Pay, was created
  during the pay period, the employee will be
  listed twice on the report.

142
Check Pay Report ZHR_CHECKPAY

• Select Payroll Period
• Employment Status 3 (Active Employees)
• Select Payroll area B1 (Biweekly) or M1
  (Monthly)
• Enter Organizational unit
• Click on the Execute icon
• TIP Use the Multiple
  
  Selection icon to the far-
  
  right of any Selection
  Criteria
  field to indicate
  multiple
  values, if
  applicable

143
Check Pay Report ZHR_CHECKPAY

• Total Gross column is most important If 0.00,
  the employee is not getting paid for the selected
  pay period Reasons for 0.00 Total Gross
• It is an hourly employee and hours have not yet
  been entered
• Infotype 0003, Payroll Status, may still be
  locked for new hires
• A payroll error has occurred and requires master
  data correction

144
Employees Cost Distribution Objects Report

• Provides a report on the cost distribution for
  employees that will be processed in payroll
  either from Infotype 0027 or 1018.
• Enter transaction
  
  code ZCOSOBJ
• Enter the desired
  
  Period and Selection
  
  options, etc
• Click on the Execute
  icon
  to generate
  the
  report

145
Employees Cost Distribution Objects Report
146
Unit 7 Summary

• Any questions related to
• Displaying time entries CATS_DA
• Display of Time Quota Leave Statements
• Remuneration Statement
• Check Pay Report
• Employees Cost Distribution Objects Report

147
Course Summary

• You should now be able to
• Recognize and understand the terminology and key
  foundational components in Time Management
• Execute Time Entry
• Create and use selection variants
• Approve and transfer time
• Understand and display absence quotas
• Process quota pay-outs
• Display time entries and any
  time-related
  reports

148
HR_TM_300 Assessment

• Use the following
• Assessment name on your Data Sheet
• Assessment IRIS Daily Time Record
• Enter the time
• Approve the time
• Transfer the time
• Notify the instructor when
  the
  final transfer log is
  displayed on your
  screen!
• Please complete the IRIS Course Evaluation form
  before leaving. Thanks!