TRANSACTIONS CHIEFS MEETING

1

• TRANSACTIONS CHIEFS MEETING
• August 26, 2004
• Presented by
• Office of Administration
• Bureau of Systems, Policy, and Program Planning,
• Ralph Perez-Bravo, Director
• Operations Division, Pat Krzykowski, Chief
• Applications Division, Dave Rotigel, Chief
• And
• Integrated Enterprise Systems (IES)

2
INTRODUCTION/AGENDA

• Pat Krzykowski, Chief
• Operations Division

3
AGENDA

• OA/BCPO Communications (Pat Krzykowski)
• Time Summit Update (Pat Krzykowski)
• Civil Service Issues with Actions Processing
  (Brian Hoffman)
• Grievance Processing (Lisa Galic)
• Changes to Central Services Transactions Status
  Page (Lisa Galic)
• Streamlining Payroll Rejection Process (Cheryl
  Maneval)
• Seniority Issues (Cindy Leiter)
• Review of Recent PA Alerts (Jacki Ellenberger)
• Online Pay Statement (Lynne Taylor)
• Org Publisher (Lynne Taylor)
• Reporting Updates (Judy Kuether)
• Future Meetings/Questions (Pat Krzykowski)

4
OA/BCPO COMMUNICATIONS(RE Nancy Dering Martins
memo to HR Directors dated 7/23/04)

• Agency end users should contact OA Operations
  staff regarding
• Instructions for actions input
• Questions related to Central Services
  Transaction Forms/Requests
• Questions related to Help Desk Tickets
• Retroactivity related to actions processing
• Mass actions processing (ex reorgs, pay
  changes, EBAs)
•                          
• Agency end users should contact BCPO staff
  regarding
• Advancements
• Back Pay Award after all actions completed
• Refunds
• Stop Payments and Reissues
• Direct Deposit returns from Treasury
• Salary Claims
• Garnishments
• Deferred Compensation Catch-ups after
  coordination through OA Operations
• Overpayments
• ZE Actions
•            

5
TIME SUMMIT UPDATE

• We asked for your concerns in the Time Management
  area and held a Time Summit in July
• We met with the IES team to prioritize all the
  issues and we continue to work on them, focusing
  on problems related to 24x7 operations.
• We believe the issues we resolve will be well
  received by your agency.
• By the end of this week, we will provide you with
  an informational alert and End User Procedure
  (EUP) on development of a new restricted view of
  the Wage Type Reporter that will be deployed to
  Timekeepers. We made an effort to have this
  available to help agency timekeepers deal with
  errors. The new version does not show SSN,
  garnishments, or HIPAA related wage types.
• More information will be provided on Time Summit
  issues as it becomes available.

6
SCSC ISSUES W/ACTIONS PROCESSING

• Brian Hoffman,
• State Civil Service Commission

7
GRIEVANCE PROCESSING

• Grievance Settlement Actions that can be
  performed by the Agency
• Retroactive new duty assignments (after IT0008
  removed by Operations Division, if required)
• Rehires that do not involve back pay awards other
  than retro regular pay
• Separations converted to Suspension or LWOP
• Changing reason code of separation except to
  Resignation - Contact Former Agency (formerly
  Resignation in Lieu of Discharge)
• Changing effective date of separation except
  where date is over 2 weeks later than what was
  incorrectly input (i.e. SCSC appeals)
• Changing absence type (i.e. sick leave to work
  related injury)

8

• Grievance Settlement Actions OA, Operations must
  perform
• Retroactive promotions that require input into
  IPPS Retro Replacement System
• Rehires that involve back pay awards 
• Rehires that involve "Establish IPPS EE" actions
  (rehire action will need to be changed from 1st
  physical day returned to actual rehire date)
• Make employee whole  
• Changing Reason for Action code from Dismissal
  to Resignation - Contact Former Agency (formerly
  Resignation in Lieu of Discharge)
• Central Services Transaction forms for Grievance
  Settlement Actions
• Central Services Transaction (CST) forms are
  required for all grievance settlement/back pay
  award actions to be processed by OA, Operations,
  along with a copy of the settlement.
• Data Sheet template (Word fillable form) is
  available on the OA, Operations website which can
  be uploaded to the CST form.
• Include the first physical date employee
  returned to work.

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Action for rehires when making employees whole
(prior to go-lives and conversion lines)

• PA40 action must be Rehire.
• Conversion lines cannot be changed or deleted.
• The system of record for actions prior to
  go-live is the IPPS Retro Replacement System.
• Rehire action will be processed effective the
  first physical day the employee returns to
  work.
• When the back pay award is ready to be processed
  by BCPO, the rehire date will be changed to the
  go-live date.

• An employee can have only one Customer Specific
  Status (Active, On Leave Without Pay, Withdrawn)
  at a time with the same effective date.
• IT0000 (Actions) will reflect the last action
  performed.
• When subsequent action to change Customer
  Specific Status is performed, the original action
  will be deleted.

Example An employee was rehired and placed on
LWOP using the same effective date. IT0000 will
reflect the LWOP action.
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• 1) Action after rehire action has been processed
  by OA, Operations.

2) OA, Operations will process LWOP action via
PA40.
3) IT0000 (Actions) will not show line of history
for Rehire Action.
11
REQUIRED DATA WHEN PROCESSING A REINSTATEMENT OR
MAKING AN EMPLOYEE WHOLE (complete the Data Sheet
Templete)
Personal Data Employees Full Name     SSN
   Birthdate Marital Status Address County
Code  Ethnic Origin Dependent Information Name  
    Gender Birth Date SSN
Benefits Enrollment Data Physician Name and
Physician ID Plan Type (Health, Dental,
Retirement, etc.)    Name of Benefit Plan
      Specify Employee or Employee Family
Coverage      
Employee Data Personnel Number       Reason for
Action Position Number Timekeeper Code Work
Schedule Rule/ Time Mgt Status       Pay Scale
Group and Level   Contract Type     CS Cert No.
Effective date of return (include first
physical date employee returned to
work    Holiday Hours Date Specifications
(Current Service, Adjusted Leave Service,
Longevity, Original Hire, Annual EPR, Annual
Increment, Pre-SAP Action Date, Retro Ben Eff
Dates)

• Tax Information
• Residence and Work Tax Areas
• Filing Status
• Allowances     

Bank Details Bank Key (Routing Number) Bank
Account Number Bank Control Key (Specify savings
or checking)
12
CHANGES TO CENTRAL SERVICES TRANSACTIONS STATUS
PAGE

• Modifications have been made to the Central
  Services Transactions status page to enhance
  tracking of tickets.
• You now have the ability to track a ticket from
  submission through OA, Operations and, if
  necessary, BCPO.
• When CSTs are submitted, they are stored in a
  database. When OA, Operations completes a
  ticket, the ticket is closed if no BCPO action is
  required.
• If BCPO action is required, the status of the
  ticket is changed to Closed HR, Pending BCPO.
• A web site has been developed for BCPO that links
  to our CST database. When a status has been
  changed to Closed HR, Pending BCPO, BCPO will see
  the ticket on their web page for action.
• Through BCPOs web site, they can drill down to
  the detail of the ticket and they can see
  comments OA, Operations adds to the ticket in the
  Resolution field.
• When BCPO reviews the ticket and takes necessary
  action, they change the status to Closed and
  include any BCPO comments which can be viewed via
  your status page, along with the OA, Operations
  Resolution field, by drilling down on the CST
  ticket number.

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PAYROLL REJECTION OVERVIEW

• In order for payroll to process the following
  infotypes must exist through 12/31/9999 with no
  breaks in time. After all new hires and rehires
  use the infotype overview report to verify the
  existence of the following infotypes

• IT0000 (Actions)
• IT0001 (Organizational Management)
• IT0002 (Personal Data)
• IT0006 PERM US01 (Addresses)
• IT0007 (Work Schedule)
• IT0008 (Basic Pay)
• IT0009 (Bank Details)

• IT0041 (Date Specifications) Z1 Z2 date types
  must exist
• IT0207 (Residence tax area)
• IT0208 (Work tax area)
• IT0209 (Unemployment)
• IT0210 FED (W-4 Withholding)

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PAYROLL REJECTION OVERVIEW

• PT_ERL00 - Time Evaluation Messages Display
  Report
• Time Advisors should run the report on Monday
  morning.
• Zero in on red hard errors, searching on message
  type E
• Auto Adjust
• Date Type not in IT0041
• No rule for key
• Not enough absence quota
• Full day to clean up time errors which will
  result in hard payroll errors if not cleaned up
  by Monday evening.

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PAYROLL REJECTION OVERVIEW

• Only those agencies that have rejections on
  payroll processing day will have access to PA30
  PA40 actions in SAP for the payroll area that is
  being processed.
• Payroll Rejections must be corrected by 12 noon
  on payroll processing day.
• If the error is not corrected, the employees
  record will be locked from payroll, and
  therefore, the employee will not be paid.
• It is stressed to correct errors as soon as
  possible since additional errors may result.
• Contact Cheryl Maneval at 705-9139 with any
  questions regarding payroll rejections.

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PAYROLL REJECTION OVERVIEW

• To provide more timely payroll rejections, 2
  waves of payroll simulation and payroll
  rejections will be provided to agencies effective
  September 2, 2004 (PA Z3/T3)
• Wave 1 An email will be sent to the agencies
  when the payroll rejections are uploaded.
  Common rejections will be researched by agencies.
  Complex rejections will require further research
  and will provide the following message, OA,
  Operations researching, instructions to follow
  during Wave 2.
• Wave 2 Complex payroll rejections will be
  researched by OA, Operations and sent to agency
  with detailed instruction on how to correct.

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WAVE 1 - Payroll Rejections for Agency Research

• Wave 1 rejections will be uploaded to the error
  reporting tool by 9 am to correct.
• Wave 1 errors are common errors which require
  re-executing the original action or using PA30
  action to correct.
• Wave 1 research resolution document will be
  included with the error.
• For example, There is an absence in the inactive
  period
• Research - absence that occurred after separation
  date.
• Resolution - delete or delimit the absence prior
  to separation date.

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WAVE 2 - Payroll Rejections for Agency Research

• Wave 2 rejections will be uploaded to the error
  reporting tool by 1030 am.
• Wave 2 errors require additional research which
  may include correction to Infotype 8 (Basic Pay).
• Wave 2 errors may require correction by OA,
  Operations due to the complexity.
• Wave 2 errors will include the reason for payroll
  error and a resolution for the error (current
  process).
• For example
• Reason for payroll Detail Position Attribute is
  missing from 9/1/94-7/12/04 for Position 22112.
• Resolution Via PO13, create the infotype for the
  missing time period.

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PAYROLL REJECTION TOOLS

• The following reports should be utilized when
  researching errors
• S_AHR_61015471 - Infotype Overview for Employee
  should be used for researching all PA Benefit
  errors. This also can be helpful when
  researching OM, as well as Time errors.
• PT_ERL00 Time Evaluation Messages Display
  should be used to determine the hard time
  evaluation errors that will stop the employees
  pay. When using this report, include message
  type E for hard time errors which result in
  payroll rejections. Time Advisors should be
  running this report on Monday morning to avoid
  additional payroll rejections on payroll
  processing day (i.e. Tuesday).
• S_AHR_61016380 Logged Changes in Infotype Data
  should be used to research deleted information
  which needs to be recreated (i.e. Infotype 6,
  Address, etc.).

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WAVE 1 - Payroll Rejections for Agency Research

• Customizing Error in absence/attendance type.
• Example 82 CP - combined leave or 86 DA -
  disability leave is no longer applicable for the
  employees new job.
• Time action was not completed before PA action
  was executed.
• Research Determine if a new duty action was
  processed and therefore, the employee is no
  longer entitled to the specific absence code that
  is mentioned in the above rejection. Review
  Infotype 2001, for the specified absence code to
  determine which dates are invalid after the new
  duty action was executed.
• Resolution Via PA61, delete the invalid absences
  and create the absences using a valid absence
  code.

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WAVE 1 - Payroll Rejections for Agency Research

• Infotype 0007 not found on.
• Infotype 7 includes the employees work schedule
  rule and time management status. This infotype
  must exist from the go-live/new hire date through
  12/31/9999 and should not have any time gaps.
• Research Review IT7 overview dates to
  determinewhat period of time the work schedule
  is missing.
• Resolution Via, PA30, create the infotype for
  this missing period.

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WAVE 1 - Payroll Rejections for Agency Research

• Customizing error in work schedule rule 1 ZC 99
  (work schedule).
• Example 1 ZC 99 BB392015 - Indicates there is a
  problem with the work schedule BB392015 on IT0007
  for the assigned employee.
• Research Did the employee move from a 75 hr to
  an 80 hr position (or vice versa) due to a new
  duty assignment and the work schedule was not
  updated? Resolution Execute the PA40 action,
  update the work schedule on infotype 7 and save
  infotype 8.
• Research Was infotype 7 directly updated and
  reflects a different number of work hours than on
  IT8? Resolution Execute the Employment
  Condition change effective the day the work
  schedule change is effective, update IT7 and
  IT8.
• Research Is the work schedule description on
  infotype 7 blank? If there is no text description
  to the right of the work schedule, this is an
  invalid work schedule for the position.
  Resolution Either re-execute the action or
  update via PA30 on infotype 7 (See Resolution 2).

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WAVE 1 - Payroll Rejections for Agency Research

• Hire date cannot be determined for Cost
  Calculation IT0041 has no Z1 value
• The Z1 (current service) date type must always
  exist on Infotype 0041 in order for benefits
  deductions to be calculated by the system.
• Research Determine if the Z1 date type exists on
  all lines of Infotype 0041. Also, verify Z2
  (Adj. Leave Service) date type exists.
• Resolution Via PA30, use the change icon and
  add Z1 date type and Z2 date type, if applicable.
  If this is a new hire action, the infotype will
  need to be created from the new hire date through
  12/31/9999.
• NOTE Z2 date type is needed in order for time
  evaluation to run nightly. Hard payroll error
  will occur on final payroll processing if Z2 date
  type is missing.

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WAVE 1 - Payroll Rejections for Agency Research

• Infotype 0207 Resident tax area is missing.
• This message indicates IT0207 is missing for a
  particular period of time, was not created, or
  has been deleted. This infotype must exist from
  the go-live/new hire date through 12/31/9999 and
  should not have any time gaps.
• Research Determine the time period IT0207 needs
  to be created.
• Resolution Via PA30, create the infotype for
  the missing time period.
• NOTE If this is a new hire action, verify that
  the following infotypes also exist 0006 PERM,
  0006 US01, 0007, 0008, 0009, 0041, 0207, 0208,
  0209, 0210 FED. Make sure all infotypes exist
  from the new hire date through 12/31/9999.

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WAVE 1 - Payroll Rejections for Agency Research

• Infotype 0210 W-4 for federal tax authority is
  missing.
• IT0210 FED is missing for a particular period of
  time, was not created, or has been deleted. In
  some cases Sty PA is created in error. This
  infotype must exist from the go-live/new hire
  date through 12/31/9999 and should not have any
  time gaps.
• Research Determine the time period IT0210 FED
  needs to be created.
• Resolution Via PA30, create the infotype for the
  missing time period.
• NOTE If this is a new hire action, verify that
  the following infotypes also exist 0006 PERM,
  0006 US01, 0007, 0008, 0009, 0041, 0207, 0208,
  0209, 0210 FED. Make sure all infotypes exist
  from the new hire date through 12/31/9999.

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WAVE 1 - Payroll Rejections for Agency Research

• Payment Method C in US not allowed for payments
  to persons
• Infotype 0009 is missing for either a period of
  time or if a new hire this was not created. This
  infotype must exist from the go-live/new hire
  date through 12/31/9999.
• Research Determine if the infotype is missing
  for a period of time or was not created at all.
• Research Via PA30, create this infotype for the
  missing period of time, making sure that this has
  an end date of 12/31/9999. If deleted in error
  and a previous payroll has already passed, create
  IT0009 effective the first day of the current pay
  period.

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WAVE 1 - Payroll Rejections for Agency Research

• Tax company COPA with tax authority.and tax
  type 01 does not exist
• Infotype 0207 has an invalid residence tax area
  (i.e. invalid state or used school district in
  error).
• Research If the employee lives out of state,
  verify if a reciprocal agreement exists with the
  state (see PA Alert 2004-18). Resolution If an
  agreement does exist, the state must be used (ex.
  NY) not an out of state township or municipality.
  If the agreement does not exist, you must use
  PA. You can submit a help desk ticket to request
  a reciprocal agreement be established. NOTE If
  employee separated must use PA.
• Research The tax area cannot be FED or a school
  district. Resolution Via PA30, use the change
  icon to enter a valid tax area.

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WAVE 1 - Payroll Rejections for Agency Research

• There is an absence in the inactive period!
• This error occurs when an absence is dated after
  the separation date.
• Research Determine what date the employee was
  placed in a withdrawn status. Review the
  absences to determine what absence(s) is/are
  effective after the employee is in withdrawn
  status.
• Resolution
• If this is a holiday, delete the absences that
  are effective after the separation date, OR
• If the employee has any leave usage for one day,
  verify that the separation date is correct. If
  it is correct, delete the absence. If the
  absence is correct, change the separation date,
  OR
• If employee is on long-term leave, and the
  absence type requires a quota balance (i.e., SO,
  SW, etc.), lock the 2012 (i.e., QRET, QSEP, etc),
  have OA, Operations run time evaluation, change
  the end date on the absence to the last day in
  active status, and unlock the 2012 (QRET, QSEP,
  etc), OR
• If employee is on long-term leave, and the
  absence type does not require a quota balance
  (i.e., IO, AO), change the end date of the
  absence to the last day in active status.

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WAVE 1 - Payroll Rejections for Agency Research

• WOC Error ALP table amount and position are
  missing for this employee record
• Research Does a position number or valuation
  basis exist on each higher class attendance
  record and is the position number valid? Also,
  if the employee has any absences, and the absence
  is coded HC, does the position number or
  valuation basis exist on the absence.
  Resolution Update the higher class and/or
  absences to reflect either a valid position or
  valuation basis.
• If the WOC records appear correct, determine if
  IT2010 exists for prior WOC hours. If so, please
  contact Cheryl Maneval immediately.

30
WAVE 1 - Payroll Rejections for Agency Research

• WOC Error Formula 6 (No data found in table
  ZHR_T_WOCFORMULA )
• Research Was the employee promoted into the same
  job to which receiving higher class?
• Resolution Verify that the employees effective
  date for the promotion is correct. Delete the
  invalid HC records.

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WAVE 1 - Payroll Rejections for Agency Research

• WOC Error No data found in ZHR_T_WOC table
• Research Check status of WOC approvals using
  CADO. Resolution Contact the supervisor or Time
  Advisor to approve/disapprove the WOC records.
  If they are all approved, refer to
  research/resolution 2.
• Research Does the Personnel Subarea that the
  employee is assigned, require a valuation basis
  and not the position number on the Higher Class
  record? Resolution Remove the position number
  on the Higher class records and add the valuation
  basis. Also correct any absences that are coded
  HC and require a valuation basis.

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WAVE 2 - Payroll Rejections for OA Research

• The following are examples of payroll rejections
  which require further OA research prior to
  sending to agency for correction
• Any hard error rejections from the PT_ERL00
  report
• Auto Adjust provide time alert
• No Rule for Key will identify position and
  problem
• Not enough absence quota will identify IT2013
  problem
• Date type not in IT0041 - Z2 Date Type Missing
• Payroll rejections dealing with IT0008
• Quotas need delimited due to employee moving from
  permanent position to non-permanent position.
• And other occasional payroll rejections.

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SENIORITY REMINDERS

• How is Seniority Updated in SAP?
• Seniority is based on time input and
• must be corrected via time updates
• Job/IT0552 is updated biweekly on
• Wednesday evening via batch run.
• BU seniority on PT_BAL00 is updated nightly
  based
• on time evaluation. BU Time Types (6020
  thru
• 6160) are maintained by Pay Period Ending
  Date.
• BU Seniority ZC date on IT0041 (D4, E4 L1)
  and
• MIL/IT0552 (military) updates real time
  (user)

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SENIORITY REMINDERS

• Error Reporting Tool Seniority Errors
• Job on IT0552 does not match job on IT0001
  did not save IT0552 during action or saved with
  wrong job
• Employee has an active IT0552 but current job
  does not earn seniority or seniority is covered
  by ZC Agreement Date on IT0041 (IT saved in
  error, employee moved to Mgmt or separated)
• Employee earns seniority but IT0552 JOB
• does not exist job not included under
• Additional Fields area of IT0552
• Dates on IT0552 does not match the dates
• for the job held dates do not align with dates
• employee held job

35
SENIORITY REMINDERS

• What Jobs Are NOT Covered By Seniority?
• Exclude Subarea (M, U, X, 4, 5 or 9)
• Exclude BU (EE7 or NM7)
• Exclude BU (DD4, EE4 LL1) use IT0041 ZC
• Verify job title against job title in the Header
  area.

36
SENIORITY REMINDERS

• What Jobs (Classes) Are NOT Covered By Seniority?
• Also exclude Confidential Positions
• Confidential Indicator is located on the Detail
  
• Position Attribute (9105) infotype.

37
SENIORITY ERRORS

• Research/Correct Seniority Hours gt 10 days
• If you have any errors, you have been provided
  with an excel report today.
• Report identifies any employees who have gt 10
  seniority days in any pay period for the
  following periods
• Z1 1/18/04 to 8/14/04
• Z2/T2 1/17/04 to 8/13/04
• Z3/T3 1/10/04 to 8/6/04
• All errors must be researched by PA using the
  PT_BAL00 report
• Errors must be referred to the Time Advisor for
  update via time correction.

38
SENIORITY ERRORS

• Step 1 Seniority Coordinator (PA) runs the
  PT_BAL00 report
• Run PT_BAL00 report using time types 6020 thru
  6160 for the payroll area period to determine if
  the employee has earned gt 10 seniority days on
  average. For example, if the employee is
  assigned to payroll roll area Z2, run the report
  for the period 1/18/04 thru 8/13/04. The
  employee should have no more than 150 days (15
  pay periods) during this period.
• Remember, the employee will have converted BU
  seniority from go live. Delete this amount to
  determine the total balance.
• Did the employee earn more than the entitled
  seniority days for the period(150 for this
  example)? If no, the seniority is correct.
• Is yes, the seniority is overstated and the Time
  Advisor must research the time record to
  determine why the employee is earning too many
  seniority hours.

39
SENIORITY ERRORS
NOTE Use the day after go live to avoid the
conversion amount. If the employee worked on the
go live date, contact Cindy Leiter for
additional information on processing the PT_BAL00
report.
40
SENIORITY ERRORS
Although the employee had 11 days of seniority on
PPE 5/7/05, the employee worked a total of 150
days over 15 pay periods. Therefore the
seniority record is correct.
41
SENIORITY ERRORS

• Step 2 Time runs PT_ERL00 report
• Determine if the employee has one of the
  following errors for the pay period ending date
  identified on the report
• Emp May Need OT Hours for the day (HJ)
• Paid Hrs Auto-Adjusted for TMS 7 or 9 (A3)
• Absence hours gt Scheduled hours (HH)
• Abs entry overlaps with Att Entry (IE)
• RT Abs Hrs gt Paid Period Plan Hrs (HQ)
• Time Advisor should research the error and
  correct the time.
• After CATS updates apply, if applicable and time
  evaluation run overnight, the PT_BAL00 will be
  updated and the record should be corrected.
• If no error is reflected on the PT_ERL00 report
  for the pay period ending date, refer to Step 3.

42
SENIORITY ERRORS

• Step 3 If the employee is assigned to a No
  Hours schedule (see report)
• Check the CAT3 record for the pay period ending
  date to determine if the employee has worked more
  RT hours than assigned to the position. For
  example, P7 employee should not have any more
  than 75.0 hours of attendance and absences.
• If greater than 75.0 hours, correct the record by
  coding the employee with appropriate OT (i.e.,
  T1, T2, etc.) to reduce the record to no more
  than 75.0 attendance and absence hours.
• If Step 3 does not resolve the issue, go to Step
  4

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SENIORITY ERRORS

• Step 4 - Rerun PT_BAL00 report using time type
  6018 for the pay period ending date to determine
  which day earned greater than 1.0 day. Research
  the time activity for that day using the
  following infotypes
• IT0007, Planned Working Time determine the
  daily planned working time
• IT2003 Substitution determine if a change
  occurred for the date to the planned working time
• IT2001 Absence determine if any absences hours
  occurred outside the planned working time which
  is increasing the seniority hours
• IT2002 Attendance - determine if any attendance
  hours occurred outside the planned working time
  which is increasing the seniority hours
• The Time Advisor may want to use the PA61
  (Maintain Time Data Week View) along with the
  date to see the total absences and attendances
  for that date.

44
SENIORITY ERRORS

• Final Notes
• Seniority earnings may reflect 2.0 or more for a
  particular day when using time type 6018 if an
  employee works more than 1 shift in a 24 hour
  period. Seniority always looks at the start of
  the shift time to apply the seniority hours. This
  is not an error, it just the way SAP displays the
  seniority for employees who work a shift over
  midnight.
• Some employees have transferred between payroll
  areas (i.e., Z3 to Z2, etc.) and as a result of
  late processing will have a record which reflects
  15 days. Again, check the record to make sure
  the employee has not earned gt 10 seniority days
  on average per pay period over the reporting
  period. Exception movement from Z3/T3 will
  result in an additional 5 days.
• The reports were run on August 16-17th.
  Therefore if time updates were completed since
  that period, seniority may have been corrected.
  If the record for the affected pay period ending
  date now reflects 10 seniority days or less,
  assume a time update has occurred and the
  seniority record is now correct.

45
REVIEW OF RECENT PA ALERTS

• IT0041 Monitoring of Dates
• General Information
• Z1 (Current Service) and Z2 (Adj Leave Service)
  must always exist
• ZE (Retirement Completion Date) must always be
  removed from the active record when an employee
  is being Rehired or Returned from Furlough
• New Hire action
• Z1 Current Service Defaults to Effective date
  of Action
• Z2 Adj Leave Service Defaults to Effective
  date of Action
• Z6 Original Hire Date Defaults to Effective
  date of Action
• Rehire/Return From Furlough
• Start date of new record Change to first day of
  the pay period the employee is being
  Rehired/Returned from furlough
• Z1 Current Service Must add/change date to
  Effective date of Action
• Z2 Adj Leave Service Must add/change date to
  Effective date of Action
• Z6 Original Hire Date Will have to add if
  employee was not previously separated in SAP
  should indicate the first day the employee was
  first hired with the Commonwealth
• ZE Retirement Completion Date If it exists,
  remove the entry

46
REVIEW OF RECENT PA ALERTS

• Additional Dates which may exist
• ZE (Longevity Date) and ZB (Annual Increment
  Date)
• These dates will automatically default on New
  Hire, Rehire and New duty assignments if the job
  the employee is being placed is eligible. It
  should default to the correct date.
• If a duplicate entry is created in the action,
  remove the entry which is no longer valid. If
  equal, remove one of the entries.
• Creating/Correcting records
• If no IT0041 record exists (wasnt saved during
  New Hire action)
• PA30 Create on IT0041
• Start date Effective date of the action
• End date 12-31-9999
• Add required entries and appropriate dates
• If dates are incorrect or need removed on IT0041
• PA30 change on IT0041 and select record which
  needs updated
• Select records which are incorrect and update as
  necessary
• If Z1 or ZE date affected, submit CST form
  to request retroactivity on IT0041
• If updates need made to dates as required by
  policy
• PA30 Copy on IT0041 and select record
• Insure start date reflects effective date of the
  change

47
REVIEW OF RECENT PA ALERTS

• New Hire/Rehire/Return from Furlough
• Always must save IT0207 (Residence Tax Area),
  IT0208 (Work Tax Area), IT0209 (UC) and IT0210,
  FED (W4/W5 Tax Info) refer to PA Alert 15
• Rehire/Return from Furlough on Employee who has a
  Conv-Sep record refer to PA Alert 4, 14 and
  21
• Users were required to create IT0027, ST01 when
  processing this type of action
• IES Payroll Team changed the configuration
  requirements on payroll errors
• Manual PA30 is no longer needed
• BPP will be updated in the future to reflect this
  change
• IT0007 (Work Schedule) and IT0008 (Basic Pay)
• Changes to the work schedule which affect the
  number of hours worked should NEVER be updated
  directly on IT0007. If so, IT0008 will reflect
  incorrect information and payroll will not run
  correctly. Employment Condition Change is the
  action used to update the records correctly. In
  addition, it is very important you save IT0007 on
  a New Hire action. Otherwise, the wkhrs/period
  field on IT0008 will be blank and payroll will
  error.

48
REVIEW OF RECENT PA ALERTS

• IT0009 (Bank Details) refer to PA Alert 4
• Other bank entries start date should always be
  the beginning of a pay period and cannot be
  earlier than the accounted to date on IT0003
• If updating the amount on an other bank entry,
  you must insure the prior record is delimited the
  day before. Otherwise, both deductions will be
  taken.
• If updating the bank key, account number or
  control key, the pre-note process will occur the
  next time pay processes and the employee will
  receive a paper check.
• Military Stipends and other Monthly recurring
  payments Refer to PA Alert 6
• Recurring payments which are paid on a monthly
  basis, are always paid the last pay of the month.
  Therefore, in order for an employee to receive a
  stipend for the month, the Supplemental Recurring
  Payment must be processed with a start date that
  falls within the pay period that will be paid on
  the last pay of the month.
• Partial, Pro-Rated payments are processed via a
  Supplemental One-time Payment action. You must
  insure that the Date of Origin entered on
  IT0015 falls within the pay period which will pay
  the last pay of the month the partial payment was
  earned. The date CANNOT be within the pay period
  which is paid the paydate prior to the employees
  first monthly payment. If it is, the monthly
  stipend will be reduced by the amount paid
  already that month.

49
REVIEW OF RECENT PA ALERTS

• Example
• Employee in Z2 begins military leave on 7/21/04
  and is entitled to a pro-rated stipend of 250
  for July and recurring payments of 500 beginning
  in August.
• PA40 One-Time Payment can be processed with a
  Start date of 7/21/04 on IT0000 BUT the Date of
  Origin on IT0015 must be 7/16/04 (or another day
  within the pay period 7/3/04-7/16/04) so that the
  payment falls in the pay period which pays 7/30,
  which is the last pay of the month. You cannot
  use the 7/21/04 eff date of the LWOP on IT0015
  because it falls within the pay period which pays
  on the 1st pay of the month which would then
  cause the August stipend to be reduced and only
  pay an additional 250.
• PA40 Supplemental Recurring Payment is processed
  with a Start date of 8/13/04 (last pay of the
  period which will pay on 8/27 which is the last
  pay of the month)
• New Duty Assignments IT2012, QHOL refer to PA
  Alert 5
• ONLY enter hours on this Infotype if the Holiday
  Quota for the employee needs adjusted due to the
  action being processed. Otherwise, you can
  bypass the infotype

50
ESS PAY STATEMENT

• Purpose Replace paper pay statement currently
  mailed to employees by Treasury with an online
  version accessible through ESS
• Pay statement information will be available
  through one menu item in ESS with three links
  that will provide access to distinct pay
  statement segments/information.
• Leave quotas data will be the most current
  information available at the point of the
  employee inquiry.
• Frozen biweekly seniority information will be
  displayed and may be accessed historically.
• Online statement will replace mailed Treasury
  paper statement for all Commonwealth employees on
  direct deposit that have Commonwealth-provided
  ESS access.

51
ESS PAY STATEMENT

• Benefits of online pay statement
• Real-time leave quota data means this data is
  always current and up-to-date.
• Gross to net payroll information is available up
  to ten days prior to pay day (Wednesday following
  pay period end date).
• More information available than on paper
  statement (e.g., online pay statement includes
  more YTD balances).
• Information from all three ESS services can be
  easily printed when necessary.
• Online pay statements are always available
  eliminates undelivered or lost paper statements.
• If needed, employees can use ESS Time Statement
  to review the detail of their absences
  attendances by day and pay period.

52
ESS PAY STATEMENT
Information presented in 3 groupings/links, each
with a separate print capability
53
A. ESS ONLINE PAY STATEMENT
Name Address
Name Address
54
B. ESS DISPLAY TIME QUOTAS
55
C. Other HR/Payroll/Time Data
56
C. Other HR/Payroll/Time Data
57
Paper Statement map to ESS Information
A Online Pay Statement B Display Time Quotas
C New ESS Service
A
Name Address
C
C
A
A
A
C
A
B
C
C
58
OTHER CONSIDERATIONS

• Employees who receive a pay check will continue
  to receive mailed statements.
• All employees will receive a mailed statement
  when they end Commonwealth employment.
• EUPs and BPPs will be provided to HR Offices by
  September 7th.
• To aid in implementation and ensure employee
  understanding and education, there will be a two
  week transition the statements will continue to
  be mailed during this time.
• OA will provide Communications for HR Offices to
  provide to employees.
• Exchange message will encourage review of online
  statement before mailed statements are suspended.

59
TIMELINE
9/7 - EUPs BPPs communicated to agencies
10/1 Final Z3/T3 paper statement for employees
with ESS access
8/25 Presentation to Unions
9/22 Z3/T3 pay data available online for 10/1
pay date
Oct 1
Sept 3 Sept 10 Sept 17
Sept 24
Aug 6 Aug 13 Aug 20
Aug 27
9/15 Z1/Z2/T2 pay data available online for
9/24 pay date
9/24 Final Z1/Z2/T2 paper statement for
employees with ESS access
60
ORG PUBLISHER

• Lynne Taylor,
• Applications Division

61
REPORTING UPDATES

• Types of Reporting
• Business Warehouse (BW)
• BW/HR Salaried and Wage Complements
• Updated Weekly as of 07/09/2004
• SAP Standard Reporting (R3)
• HR PA 40 Actions Report
• Appointments
• Separations
• Transfers
• Other Actions (leave without pay, etc)
• Report ID Y_DC1_32000565
• Updated as changes are being processed

62
REPORTING UPDATES

• Interim Reporting Information System (IRIS)
• Website www.hrm.state.pa.us/iris
• Table/views
• Current SAP tables/views 18
• Frozen Sap table/view 17 (available 09-06-04)
• Legacy Historical and Frozen
• Updated every Saturday
• Training
• As needed basis
• Interested participants contact, Jodi Dorman
  via e-mail jdorman_at_state.pa.us

63
REPORTING UPDATES

• Wage Complement Issue
• Wage positions without Work Contract
• Possible incomplete actions

64
REPORTING UPDATES

• Aide-To Relationship
• Allows Executive to delegate their TIME and LEAVE
  workflow items only to an aide
• Piloted four agencies
• Public Welfare
• Health
• General Services
• Environmental Protection
• Release to Agencies in the near future
• Human Resource Directors will be notified with
  instructions

65
FUTURE MEETINGS/QUESTIONS
Future Meetings Thursday, October 28, 2004, 900
a.m. to Noon Thursday, December 30, 2004, 900
a.m. to Noon
If you have any questions, please contact the OA,
Operations Division.
OA, Operations Division Contacts
Pat Krzykowski Management of Issues and
ESS Karen Malone Benefits, Retirement, Deferred
Compensation Lisa Galic Personnel
Administration Sheila Barder Time
Management Lisette Garcia Organization
Management Jayel Palmer Complement
Control Cheryl Maneval Payroll Rejections