HR TM 300 Slides 06-27-08 V8.ppt - University of...

Time Management-V8-06/08 1

Time ManagementHR_TM_300

Time Management 1

Course Prerequisites and RolesCourse Prerequisites and Roles•Prerequisites UK_100 - IRIS Awareness and

Navigation HR 200 HR Overview HR_200 - HR Overview

•Roles Users responsible for the recording

and reporting of working times and absences

Supervisors needing to understand

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Supervisors needing to understand the overall process, especially the approval of time

Users needing to display leave accrual and balance information


Course ContentCourse 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 ObjectivesCourse Learning Objectives•Become familiar with the IRIS Time Management

processes and terminology•Gain an understanding of and be able to execute the

th t i l d i th ti tthree 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

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Learn how to display absence quotas (leave balances) and process various pay-outs upon separation or retirement from the University


Unit 1Unit 1

Ti M t

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Time Management Overview

Time ManagementTime 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 PersonnelTime 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 BenefitsKey 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 basedOvertime is automatically calculated by the system based on all hours entered within one week’s 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 InfotypesKey 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 DataTime Management Data•Certain time-related data is established in an employee’s

IRIS-HR master data record (Personnel Administration area) and is used throughout the time entry process: Planned Working Time (daily Target Hours)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 Infotype 0007 -- Planned Working TimePlanned Working Time•This infotype displays the normal work schedule

information for an employee, which is also used to determine an hourly employee’s Target Hours.

•The Time Mgmt status determines how the employee willThe 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 RulesWork Schedule Rules•Some examples: FI1C = 8 h/d – 40 h/w – M-F FI2C = 7.5 h/d – 37.5 h/w – M-F

Fixed Work Schedule Rules

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

Flexible Work Schedule Rules

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•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.

Flexible Work Schedule RulesFlexible 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•They mainly allow leave to be entered up to 7 days a weekand 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

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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.


Work Schedule Rule WarningWork 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 y g gexpected or desired!

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•Change a Work Schedule Rule effective on a date on which time has not already been entered on/past that date!

IRIS Payroll SchedulesIRIS 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 P ll P i d B i E d d P D t

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Payroll Period Begin, End, and Pay Dates Payroll Period Numbers - based on the calendar year


IRIS Payroll Schedules ExampleIRIS Payroll Schedules Example

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Payroll LocksPayroll 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

d/ lland/or run payroll•Time may be entered (CAT2) and approved

(CATS_APPR_LITE), but cannot be transferred (ZCAT6).

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Time EvaluationTime Evaluation•Automatic process run nightly that: Analyzes attendances/absences and compares that with the

employee’s Period Work Schedule and other employee master data

Reports any errors Calculates overtime Maintains quota accruals and usage

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Employee Master Data Period Work Schedule

TimeEvaluation

Time Recording

Cross Application Time Sheet Cross Application Time Sheet -- CATSCATS•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

S l k d f l h IRIS d i•Same look and feel as other IRIS screens and transactions

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ThreeThree--Step Time Entry ProcessStep Time Entry Process1. 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 SummaryUnit 1 SummaryAny 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

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•Time Evaluation•Time Entry Process


Unit 2Unit 2

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CATS Time Entry

•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

Time Entry BasicsTime Entry Basics

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 employee’s

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p y p ysigned “IRIS Daily Time Record”.


IRIS Daily Time Record (Hourly Employees)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.html Timesheet – HospitalTimesheet 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 ill t ti ll b l l t d th ti i t d

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will automatically be calculated as the time is entered.

•Frequently used Attendance/Absence Types are listed at the bottom for easy reference.

IRIS Daily Time Record ExampleIRIS Daily Time Record Example•Week 1 - “Campus (Without Cost Allocation)” version:

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Data Entry Profiles and the Key DateData 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 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

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/ p y / gemployees

•The Key Date field indicates the beginning date of the pay period – this field must always be accurate!

Hourly Employee Time EntryHourly Employee Time Entry1. Enter transaction code CAT22. Click on the Possible Entries

icon in the Data Entry Profilefi ld

2field

3. Double-click on the UK Biweekly Time profile

4. Press the Enter key

3

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NOTE: This Initial Screenappears only the first time you enter CAT2 after logging into IRIS.


Hourly Employee Time EntryHourly Employee Time Entry5. Enter the first date of the

payroll period in the Key date field: For the Biweekly profiles 5 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

6. Click on the Personnel S l i hb

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Selection pushbutton to choose an employee

6

Hourly Employee Time EntryHourly Employee Time Entry7. Enter the employee’s

Personnel Number in the Selection section – or use the Possible

8

Entries icon to search if unknown

8. Click on the Execute icon in the Application Toolbar

7

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


Hourly Employee Time EntryHourly Employee Time Entry9. Click on the green Select

All Persons icon in the Application Toolbar – OR - click on the gray box

9

10

to the left of the Personnel Number column to select the employee

10.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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Sheet: Data Entry View screen

Attendance/Absence TypesAttendance/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.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

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3311 = Diff Evening Shift 7150 = Holiday 7170 = Vacation 7180 = Full Sal Sick (TDL) – Employee


Attendances/AbsencesAttendances/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

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Holiday/Bonus Days Military Leave

•Other absences are for statistical purposes: Jury Duty Funeral Leave

Absence Types for FacultyAbsence 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: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

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usable after that date for any type of faculty.


Hourly Employee Time EntryHourly Employee Time Entry11.Click on the Target Hours icon

12

11Gray Target Hours row is only a “forecast” of time worked based

12.Click the Yes pushbutton in the Target hours pop-up window

12a forecast of time worked based on Infotype 0007

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window13.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.

Hourly Overtime Hourly Overtime -- NonNon--Exempt EmployeesExempt Employees•An hourly employee’s total number of hours worked daily

are entered in the regular Hours Worked row (1005).

•Only actual hours worked will apply toward overtime•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.

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•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.


Hourly Overtime Hourly Overtime -- NonNon--Exempt EmployeesExempt 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 assignment’s department.

•Other hours over 40 are distributed to other assignment departments on a pro rata basis.

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Hourly OvertimeHourly 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 ContinueIf the hours entered are accurate, click on the Continue icon (green checkmark) to accept and save the data.

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Click on the Cancel icon to cancel the Save and return to

the time sheet1


University Differential Pay RatesUniversity 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

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Differential pay, enter 8 hours of 1005 AND 4 hours of 3311 for that day.

Unit 2 ExerciseUnit 2 Exercise•Complete the following exercise: 2.1 – CATS Time Entry – Hourly Employee

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Exception TimeException 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

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y Jury Duty

Hourly Employee Exception TimeHourly Employee Exception Time1. Enter the employee’s Personnel Number in the next

available row and press Enter (name will appear)2. Enter the appropriate Attendance/Absence Type3 Tab to the desired date and enter the number of hours3. Tab to the desired date and enter the number of hours4. Edit the hours in the Attendance Type 1005 row

accordingly and press Enter5. Click on the Save icon in the Standard Toolbar

Use Possible Entries icon to search for those A/A

TIP: Use the Tab or Shift+Tab key(s) to

ll f d/b k

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4

3

21

Types applicable to this employee

scroll forward/back through the columns


Insufficient Quota MessageInsufficient 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

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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.

Displaying Totals RowDisplaying 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 ApplicationClick on the Totals Row On/Off icon in the Application Toolbar to see the true Total number of hours you have entered.

Target Hours row

Totals Row On/Off icon

Total number of hours you have entered for

this employee

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Total Hours row


Hourly Employee Hourly Employee -- Exception Time TipException Time Tip• To eliminate the need to always adjust the regular Hours

Worked row (1005):1. Enter your Exception Time FIRST;2 Then click on the Target Hours icon in the Application2. Then click on the Target Hours icon in the Application

Toolbar to bring in the regular Hours Worked row (1005).3. The system will have automatically made the necessary

adjustments in the 1005 row.

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Unit 2 ExerciseUnit 2 Exercise•Complete the following exercise: 2.2 – CATS Time Entry – Hourly Exception Time

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Salaried Employee Time EntrySalaried 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 willmonth, 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 TimeSalaried Employee Exception Time• Instead of the Target Hours row, the Totals row is

displayed as the top row on the screen.1. Enter the Personnel Number and press the Enter key2 Enter the appropriate Attendance/Absence Type2. Enter the appropriate Attendance/Absence Type3. Enter the hours on the appropriate date(s)4. 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

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on this screen – the remaining (133.33) hours for the month will still be paid automatically


Holiday Leave Time EntryHoliday Leave Time Entry•Holiday leave is entered using Absence Type of 7150 on

the date in which Holiday quota is used – whether it’s on the actual holiday or not – for both hourly and salaried employees.

•Examples of Holiday leave taken ON the actual holiday:

•Hourly =

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•Salaried =

Holiday Leave Time EntryHoliday 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•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.

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•Hourly example:


Holiday Leave Time EntryHoliday 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 AbsenceAlternatively, 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 ExerciseUnit 2 Exercise•Complete the following exercise: 2.3 – CATS Time Entry – Salaried Exception Time

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Making Changes to Time EnteredMaking 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 period’s pay stub/

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p y p p yremuneration statement.

Posting to Future Pay PeriodsPosting 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 Keysure 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 week’s vacation for an

employee 3 months from now but in the meantime the employee is taking vacation and actually records more h h il bl h ill ll

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than the quota available, the system will not allow you to enter the time they’re taking now. You can enter only what is available in IRIS at the present time.


Unit 2 SummaryUnit 2 SummaryAny 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

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Salaried employee Time Entry•Holiday Leave Time Entry•Prior pay period changes•Posting to future pay periods

Unit 3Unit 3

CATS Ti E t ith

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CATS Time Entry with Cost Allocation


Cost AllocationCost 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 0027system to temporarily override Infotype 0027.

•Only WAGES are impacted by using this profile – a Journal

Infotype 0027Acct #1 = 50%Acct #2 = 50%

Cost AllocationAcct #3 = X # of hours (on Time Sheet)Acct #1 = 50% of remaining (0027)Acct #2 = 50% of remaining (0027)

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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…

Cost AllocationCost 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…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.

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•Can allocate both regular hours worked and overtime, but not on the same assignment (PERNR) – Contact HR Compensation for overtime cost allocation.


Regular Hours WorkedRegular Hours Worked Cost AllocationCost Allocation•Using the employee’s main assignment (PERNR), click on

the Target Hours icon or manually enter the employee’s regular Hours Worked (1005) to be charged to the position’s default cost distribution (established in Infotype 0027).

•On the next available row, enter the main assignment’s Pers.No., the desired cost object, A/A Type 1005, and the number of hours on the appropriate dates – then Save.

Allocated Hours

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Cost Object

Attendance Type 1005Personnel Number

Allocated Hours

Unit 3 ExerciseUnit 3 Exercise•Complete the following exercise: 3.1 – CATS Time Entry with Cost Allocation - Hourly

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Unit 3 SummaryUnit 3 SummaryAny questions related to:•Explanation of Cost Allocation•Entering Cost Allocation information in CATS Regular Hours Worked Allocations Overtime Allocations

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Unit 4Unit 4

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Selection Variants


Selection VariantsSelection Variants• Creating and saving selection variants allows you to

easily retrieve various groupings of employees/students.• Two methods: l b 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

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be copied to another transaction code – even if they contain the same search criteria – they must be created separately in each transaction code.

Creating by Personnel Numbers Creating by Personnel Numbers –– Option 1Option 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 necessaryPossible Entries icon to search if necessary•Click on the Execute icon in the lower-left corner

Green light indicates multiple

selections are now active

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Creating by Personnel Numbers Creating by Personnel Numbers –– Option 2Option 2•Click on the Multiple Selection pushbutton•Select the Organizational Assignment tab•Enter various selection criteria which will retrieve the

desired employees/Personnel Numbersdesired employees/Personnel Numbers•Press the Enter key

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Creating by Personnel Numbers Creating by Personnel Numbers –– Option 2Option 2•Click in the appropriate checkboxes to select your

employees•Press the Enter key

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•The Personnel Numbers are copied back to the Multiple Selection for Personnel Number pop-up window


Creating by Personnel Numbers Creating by Personnel Numbers –– Option 3Option 3• You can copy and paste a list of Personnel Numbers from

an external application such as Excel:1. Select your data in the Excel spreadsheet and click on the

Copy iconCopy icon2. Click on the Upload from clipboard icon in the IRIS

window1 Personnel Numbers

are pasted here

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2

Creating by Enterprise Structure ValuesCreating by Enterprise Structure Values•Use any combination of the Enterprise Structure selection

fields listed below in creating your selection variant(s):Selection Field Example Values

Personnel Area Campus, STEPS, HospitalPersonnel Subarea Regular FT, Regular PT, Temp PTEmployee Group Staff, Student, Faculty

Employee Subgroup Exempt Monthly, Non-exempt 40, Non-exempt 37.5

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•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.

Organizational Unit Department number


Creating by Enterprise Structure ValuesCreating 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)

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Employee Subgroup 05(40 h/w)

03(Exempt Monthly)

Organizational Unit 30000119 30000119

Creating by Enterprise Structure ValuesCreating 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• Click on the top arrow icon to move the fields to the

Selection fields column

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Creating by Enterprise Structure ValuesCreating 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

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• Click on the Save icon to save the values entered

Saving a VariantSaving a Variant• Enter a Variant name

(must be unique in IRIS and in this t-code) and Meaning, ) g,which is just a longer description for the variant

• Click on checkbox next to Protect variant to prevent

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others from making changes to your variant

• Click on the Save icon to save the variant


Unit 4 ExerciseUnit 4 Exercise•Complete the following exercise: 4.1 – Creating CAT2 Variants

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Using a CAT2 VariantUsing a CAT2 Variant1. Click on Get Variant icon2. Enter Variant name and/or

Created by (default value)

1

3. Click on the Execute icon

4

2

3

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4. Double-click on the desired Variant name

4

If only ONE variant is saved in this transaction code, Step #4 is void – IRIS will automatically display the values on the initial screen!


Using a CAT2 VariantUsing a CAT2 Variant

5. Click on the Execute icon to generate the list of employees matching the listed

5

Values will default from variant

matching the listed values in the variant

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Inserting a Row with Multiple EmployeesInserting 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 theclick on the Target Hours icon – the system will copy the

employee’s Personnel Number and Name

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•Repeat this step for each additional row needed.


Inserting a Row with Multiple EmployeesInserting a Row with Multiple Employees• Some other Insert Row

options:1. Place cursor on any row

for an employee

2

for an employee2. From the Menu Bar

select Edit Edit Rows Insert Row

3. OR Right-click on row and choose Insert Rowfrom menu

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from menu4. OR click on the

employee’s name, then click on the Insert Row icon in the Toolbar

1

New row is inserted and ready for edits

Unit 4 Exercise(s)Unit 4 Exercise(s)•Complete the following exercise(s): 4.2 – Using CAT2 Variants

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Deleting a VariantDeleting a Variant1. Enter the desired transaction code2. From the menu bar select Goto Variants Delete3. Double-click on the variant you wish to delete

3

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Deleting a VariantDeleting a Variant4. Select Only in current clients and click on the Continue

pushbutton

5. Click on the Yes pushbutton to delete

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System message will appear in the status bar


Unit 4 SummaryUnit 4 SummaryAny questions related to:•Selection variants and their benefit in the time entry

process•Creating and using a selection variant for CAT2•Deleting a variant

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Unit 5Unit 5

A l & T f

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Approval & Transfer of Time


Time ApprovalTime 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 p , y pp pof the timekeeper’s 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

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•Employees/Students will not be paid for any time that has not been approved on-line.

Processing StatusProcessing 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 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

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Reporting PeriodReporting Period•There are several different options for the Reporting

Period field in the approval transaction: All, Other Period, Current/Other Payroll Period, etc…

•Th ti l k h d i h d ith th•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 it’s in the current pay period or not – this will also capture any retro changes that you

h d i i d i

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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…

Time Approval for One EmployeeTime Approval for One Employee1. Enter t-code

CATS_APPR_LITE2. In the Reporting

Period fields choose

2

5

Period fields choose All

3. Enter the employee’s Personnel Number

4. Ensure 20 is in the Processing Statusfields

3

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fields5. Click on the Execute

icon 4


6. Select all rows to be approved by clicking on first row to select then press the Ctrl + A keys on your keyboard

7. Click on the Approve icon in the Application Toolbar

Time Approval for One EmployeeTime Approval for One Employee

77

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Status Bar displays

Notice Status icon change

Creating a CATS_APPR_LITE VariantCreating a CATS_APPR_LITE Variant• Click on the Selection

Fields icon in the Application Toolbar –This is the same asThis is the same as clicking on the Further Selections pushbutton in CAT2

• The remainder of the steps are the same as

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steps are the same as listed in the Selection Variants unit


Using a CATS_APPR_LITE VariantUsing a CATS_APPR_LITE Variant

1. Click on the Get Variant icon in the Application Toolbar

13

2. Double-click on the desired variant in the pop-up window

3. Click on the Execute icon in the Application Toolbar

2

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Unit 5 ExerciseUnit 5 Exercise•Complete the following exercise: 5.1 – Creating/Using CATS_APPR_LITE Variants

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Time TransferTime 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•Absence time data is transferred into Infotype 2001.•Attendance time data is transferred into Infotype 2002.

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Time Transfer for One EmployeeTime Transfer for One Employee1. Enter transaction code ZCAT62. Enter the employee’s Personnel Number3. Click on the Execute icon

2

3

If processing a Repeat

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p g pTransfer, click on this

pushbutton first, then enter the Personnel number and click on the Execute icon


Time Transfer for One EmployeeTime 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 readand Number of successful postingsli If hi

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lines – If so, this process is complete – Exit the transaction.

•Any unsuccessful postings will need to be corrected in CAT2 – then also approved and transferred.

On

Time Transfer for One EmployeeTime Transfer for One Employee

On 03/20/2006

both 1005 and 7170 time were

entered - All other days with a “green light” did transfer!

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•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.


Creating a ZCAT6 VariantCreating a ZCAT6 Variant1. Click on the Multiple

Selection icon to the far-right of the Personnel number 1Personnel numberfield

2. For a large number of employees, click on the Multiple selection pushbutton (demonstrated here)

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2

Enter single Pernrs if small number of employees – Then

click on the Execute icon in the lower-left corner

Creating a ZCAT6 VariantCreating a ZCAT6 Variant3. Select the

Organizational assignment tab

4 Enter the desired field4

3

4. Enter the desired field valuesTo add multiple values to a field: Enter the first value, then click on the green “=“ icon

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gEnter the other value(s) Click on the Copy icon

5. Click on the Start search icon

5


Creating a ZCAT6 VariantCreating a ZCAT6 Variant6. Click on the individual selection boxes next to the

desired employees – or the green Select All icon in the Application Toolbar

7 Cli k th C i i th A li ti T lb7. Click on the Copy icon in the Application Toolbar (or press the Enter key) – The Pernrs will copy to the Multiple Selection window

8. Click on the Execute icon, then the Save icon

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6

8

Using a ZCAT6 VariantUsing a ZCAT6 Variant1. Click on the Get Variant icon2. Double-click on the desired Variant name3. Click on the Execute icon

3 1

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2


Unit 5 ExerciseUnit 5 Exercise•Complete the following exercise: 5.2 – Creating/Using ZCAT6 Variants

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Verifying Transferred Time Verifying Transferred Time -- ZVERXFERZVERXFER

Can be saved as a variant!

Enter data in all

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three sections –Click on the Execute icon to generate the report


Verifying Transferred TimeVerifying 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 questionAbsence code on the date in question There is a corresponding record, but the hours do not match

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Unit 5 ExerciseUnit 5 Exercise•Complete the following exercise: 5.3 – Verify Transferred Time

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Unit 5 SummaryUnit 5 SummaryAny 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

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Creating and using a transfer variant

Verifying transferred time

Unit 6Unit 6

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Absence Quotas


Absence QuotasAbsence 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 beAbsence 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 period’s pay stub.•Employee Relations is responsible for making major

adjustments to absence quotas (For example, converting TDL to Vacation quota).

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•Normal usage/reduction of quotas occurs from the time being entered in CAT2 with the appropriate Absence Type.

Absence QuotasAbsence 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.

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Vacation Leave QuotaVacation 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

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IRIS will not accept entry of vacation leave if quota is not available.

Temporary Disability Leave (TDL) QuotaTemporary 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.html

Employee Relations will process the actual conversion in July based on the existing request form.

•IRIS will not accept entry of TDL

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•IRIS will not accept entry of TDL leave if quota is not available.


Holiday Leave QuotaHoliday 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.

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•IRIS will not accept entry of Holiday leave if quota is not available.

Military Leave QuotaMilitary Leave Quota•Military Leave quota covers a two week time period for

annual training purposes.

Th i ll d b E l R l i•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

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p y yif quota is not available.


Displaying Absence QuotasDisplaying 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 PT50Transactions available: PT_QTA10 and PT50•The reports will provide: Employee’s 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

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•All balances are in Hours only.•Contact the Employee Relations Office regarding any

absence quota concerns or errors.

Displaying Absence Quotas Displaying Absence Quotas –– PT_QTA10PT_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

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See next slide for more on these

Key dates

Can be saved as a Selection Variant!


Displaying Absence Quotas Displaying Absence Quotas –– PT_QTA10PT_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

d i hi h ld t t h k/ h th

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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.

Displaying Absence Quotas Displaying Absence Quotas –– PT_QTA10PT_QTA10Click on line

to select, then click on Display icon for further

Sort (2)

o u t edetails

Current Layout icon – click to alter how report is displayed –

Then Save in order to be able to Choose layout in the future

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Save as spreadsheetFilter Download to spreadsheet


Unit 6 ExerciseUnit 6 Exercise•Complete the following exercise: 6.1 – Display Absence Quota Information

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Quota Overview Quota Overview –– PT50PT50Enter the Person ID(or use the Possible

Entries icon to search) then press

Click on the All

the Enter key

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pushbutton to select all periods


Quota Overview Quota Overview –– PT50PT50• 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 beingTransfer) and 06/Holiday They are no longer being used.

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Quota Overview Quota Overview –– PT50PT50•Click on the Expand pushbutton in the lower-left corner to

see validity dates.

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•The Deduction to column lists the “expiration date”.•Click on the Collapse pushbutton to hide the

additional information.


Quota Overview Quota Overview –– PT50PT50• Click on the Accrual information tab to display all

accruals.

Balances loaded d i iduring conversion

just prior to the IRIS HR go-live

Accruals generated each

pay period

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ESS ESS –– Leave Balance StatementLeave 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.displayed.•Prior fiscal years are not displayed.•No future absences are reflected.•No future accruals are reflected.

•From your IRIS Launch Pad screen:

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Click on Employee Self-Service; then Click on Working Time


ESS ESS –– Leave Balance StatementLeave Balance Statement

Click on PDF for a printable version

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Current balances as of 09/01/07

Quota CompensationQuota 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% ofAn 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.

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Quota CompensationQuota 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…1 Th HR i i i f h l h ld b

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1. The HR termination action for the employee should be processed first;

2. 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.

Quota Compensation TypesQuota 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)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

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p q•VACL – (N/A after 12/31/06!)•VAFS – Faculty in Staff

Position Vacation quota


Quota CompensationQuota Compensation• For an employee retiring from UK, you may have up to

two (2) transactions for TDL compensation:1. 22 day lump sum option (22 days X # hrs/day) – do first2 Retirement Contribution Component (10% of remaining2. Retirement Contribution Component (10% of remaining

amount after 22 day payout) – In the No. to compensatefield, 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%.

• Th f ll i t li t d f i V ti

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• 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.

Quota CompensationQuota Compensation1. Enter transaction code PA612. Enter the employee’s Person ID and press the Enter key3. On the Att./Abs./Quota Info. tab click on gray box just

left of the Time Quota Compensation (0416) infotypeleft of the Time Quota Compensation (0416) infotype4. Click on the Create icon in the Application Toolbar

42

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3


Quota CompensationQuota Compensation5. Double-click on the desired quota type (regular Vacation

in this example)6. Enter the Start date and then the number of HOURS

eligible in the No. to compensate fieldeligible in the No. to compensate field7. Click on

the Save icon

7 Start date is equal to the last active date for

the employee

6

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5

Available balance

6

Quota CompensationQuota 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.

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Quota Compensation OverviewQuota 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 toentered, click on the gray box to the left of the row to select, and then click on the Change icon – Make changes, then Save.

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Unit 6 ExerciseUnit 6 Exercise•Complete the following exercise: 6.2 – Time Quota Compensation

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Unit 6 SummaryUnit 6 SummaryAny 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

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•Quota Compensation

Unit 7Unit 7

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Displays & Reports


Displaying Time Entries Displaying Time Entries –– CATS_DACATS_DA•Used to display employee time data prior to transfer1. Choose appropriate

Reporting Period (All, Other Period Current 1

3Other Period, Current Payroll Period, etc…)

2. Enter the Personnel Number

3. Click on Execute icon

2

Use the Multiple Selection icon to

l l i l

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END RESULT

select multiple PERNRS

Displaying Time Entries Displaying Time Entries –– CATS_DACATS_DA•Click on the Additional Functions icons (yellow arrows)

to display/hide sets of various function icons.

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Display of Time & Quota Leave StatementsDisplay 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•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 employee’s name and

other Organizational Assignment information, as well as their absence quotas

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their absence quotas.

Display of Time Statement Display of Time Statement –– Z_TIMERPTZ_TIMERPT1. Select the appropriate

Period2. Enter values in the

Selection section

4

Selection sectionYou can also click on the Further selectionspushbutton to add other Selection Fields to this section

3. To see only time worked,

1

2

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yclick in the white checkbox next to Daily in the bottom section


3


Display of Time StatementDisplay of Time Statement

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Display of Quota Statement Display of Quota Statement –– Z_TIMERPTZ_TIMERPT1. Select the appropriate

Period2. Enter values in the

Selection section

4

You can also click on the Further selectionspushbutton to add other Selection Fields to this section

3. To see only absence data, click in the white

1

2

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checkbox next to Leave in the bottom section ANDenter “*” in the typesfields


3


Display of Quota StatementDisplay of Quota Statement

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Remuneration StatementRemuneration 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 runsThe 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.

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Remuneration StatementRemuneration Statement1. Enter transaction code

PC00_M10_CEDT2. Enter desired Payroll

Period and Selection

4

Period and Selection Criteria

3. In the Parameterssection:1. Form name = ZDZ12. Print retroactive runs –

leave blank to see only

2

3

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leave blank to see only the current payroll run (remove the default “X”)


Remuneration Statement ExampleRemuneration Statement ExampleName & home address display here

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Check Pay Report Check Pay Report –– ZHR_CHECKPAYZHR_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!g g p y p y

•Specific for a single payroll period and payroll area

•Available after the first payroll run for a pay period

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•If a new Infotype 0008, Basic Pay, was created during the pay period, the employee will be listed twice on the report.

Check Pay Report Check Pay Report –– ZHR_CHECKPAYZHR_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

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Criteria field to indicate multiple values, if applicable


Check Pay Report Check Pay Report –– ZHR_CHECKPAYZHR_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:

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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

Employees Cost Distribution Objects ReportEmployees 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.

1 Enter transaction1. Enter transaction code ZCOSOBJ

2. Enter the desired Period and Selection options, etc…

3. Click on the Execute icon to generate

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gthe report


Employees Cost Distribution Objects ReportEmployees Cost Distribution Objects Report

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Unit 7 SummaryUnit 7 SummaryAny questions related to:•Displaying time entries – CATS_DA•Display of Time & Quota Leave Statements•Remuneration Statement•Check Pay Report•Employees Cost Distribution Objects Report

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Course SummaryCourse SummaryYou 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

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•Display time entries and any time-related reports

HR_TM_300 AssessmentHR_TM_300 Assessment• Use the following: Assessment name on your Data Sheet Assessment “IRIS Daily Time Record”

1. Enter the time2. Approve the time3. Transfer the time4. Notify the instructor when

the final transfer log is

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the final transfer log is displayed on your screen!

• Please complete the IRIS “Course Evaluation” form before leaving. Thanks!

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