About SMART System Management for Attendance in Real Time All full time hours are already in the system Hours need to be key & approve are; Leave including TDE Part time hourly Extra assignments SAP system has to run overnight to reflect any changes like leave balance Keying & Approval must be done in timely manner to produce an employees correct gross pay

Payroll Roster Listing of all employees within your organizational unit keyed by HR in SAP Three sections Full-time Part-time mainline Multiple Assignments  Timekeeper - update any changes ex. transferred, resigned, retired, new, etc.  Principal / Supervisor – review & approver signature on each page of the FULL TIME employee’s Roster  Send original via Green Payroll Bag, keep copies with your payroll

Example of Payroll Roster 1-1

Example of Payroll Roster 1-2

Review about Roster What do you need to do with Roster? ______________________________________ If you find a name of the employee resigned last pay period, what will you do? ______________________________________ If you cannot find a name of a new employee, what will you do? _________________________________________ What principal/supervisor needs to do with Roster? _________________________________________

Paper Timesheets

Multiple Assignments Other work assignments an employee has outside of their main organizational assignment Submit signed timesheets to timekeeper Timekeeper will key multiple assignment information into CATS Exception:If an employee performs a multiple assignment at an organizational unit other than their own:  Multiple assignment location will create timesheets, the employee & the principal sign the timesheet  The timesheet need to go to employee’s home location to be keyed & approved online Payroll will NOT issue a manual check for multiple assignment payments if an employee already has a check on the payday

Review about Timesheet1 You have a part time hourly employee. Does she need a timesheet? _______________________________________ Do you need to key part time hourly timesheets? _______________________________________ Your school has extended day. Do they need timesheets? _______________________________________ Do you need to key the extended day timesheets? ________________________________________

Review about Timesheet 2 You have an employee works other school during day, and come to your school to do community education. Who provide a timesheet? __________________________________ Who needs to sign? __________________________________ Who needs to key time? Who needs to approve? __________________________________ What do you need to do? __________________________________________

Leave forms Board Policy Manual as stated below:

Leave 12mo days of Sick Leave/school year (Jul-Jun) 11mo days of Sick Leave/school year (Aug-Jun) 10mo days of Sick Leave/school year (Aug-May) The first month of the school year, 1 day + 3 days = 4 days 1 day for the month + 3 days (Mar, Apr, May or Apr, May, Jun) Leave cannot use till you accrue To earn the leave for the month - work or have paid leave for 5 days. 12mo. – Annual leave Accrue twice a month Hours are depends on years of services

You can find this on our website under payment calendar, last page of regular payment calendar

Sick Leave – Sick Leave may be used for self, immediate family member, death of a relative There are absence codes in SAP for each to differentiate 2000 Sick Leave for Self 2001 Sick Leave for Family Member 2002 Sick Leave – Death of Relative – attach supporting doc. Dr’s Statement is required as of the 6th consecutive day of sick leave per contracts.

Personal Leave Each employee may use up to 6 days of “Sick Leave” for Personal Reasons per school year (7/1 – 6/30) Personal Leave reduces sick leave balance Please use the last column on the Roster, “Personal Leave used to FYTD” for your guide Over use of Personal Leave Key Leave without pay – mo. Employee – may change to AL with supervisor’s approval If you miss, payroll will key LWOP PL overuse

Personal Leave It is employees responsibility to keep track their personal leave usage. You can use the last column of the roster for your guide.

Annual Leave Annual Leave Cannot exceed 30 days per calendar year (1/1 – 12/31) Administrator – can use unlimited, but cannot carry over more than 62 ½ days (500hrs) on December 31 st Annual Leave in lieu of Sick – 1020 Should be used when employee has exhausted all sick leave and is on documented Sick Leave – Must be approved by the Supervisor (Board Policy Chapter 6 Human Resources 6.75) Dr’s Statement is required as of the 6th consecutive day

Temporary Duty Elsewhere (TDE) TDE is used when employees are absent from their work location but working at another location TDE leave form should have a supporting document Most common reasons for TDE Training 1210 Conferences 1230

Leave Without Pay (LWOP) Authorized Leave without Pay Use absence type 1101 Unauthorized Leave without Pay Use Absence type 1102 Important to use the correct type of LWOP for documentation with disciplinary issues  Please notify HR if you have any: Teachers – consecutive 5 days of Leave without pay Others – consecutive 10 days of Leave without pay

Leave without pay 1191 from outstanding Kelly Sub Report 1191 Leave Without Pay – payroll keys for outstanding leave for the Kelly Sub report Requests for any change - addressed in writing by the Principal to Andy McCrimmon, Director of HR Employee Support, for review If a change/removal of leave without pay is approved by HR - the Payroll Department will change entry The employee will see the change on the next regular pay period. No manual checks will be issued for a refund of leave without pay.

Exceptions The following processes are exceptions – needs documentation to support: On the Job Injury (OJI) - PY Court / Jury Duty - PY Leave Donation to/from a Family Member and a co-worker – see on our website under LEAVE FORMS for detail  Contact HR, Extended leave, Carol Marks –  Family Medical Leave (FMLA)  Military Leave  Sick Leave Pool  Send originals to payroll, keep a copy at your location.

Review about Leave Who needs to turn leave forms?________________ Do you need to key leave forms?________________ How many personal leave employee can use per school year? ______________ Who has annual leave? _______________________ Can you key leave without pay? ________________ Employee was out sick for 6 days, does he need Dr’s note? __________________

Attendances and Absences Hours

Conversion of minutes to decimal If you receive a TIMESHEET that has minutes written on it, use the chart below to convert: Check if the timesheets/leave forms are in minutes or decimals Remember, Leave is half hour increment, so 30 minutes = 0.5 minimum.

Attendance Type You can go back to 60 days. Older than 60days, send to payroll

Absence Type You can go back to 30 days. Older than 30days, send to payroll

Review keying A Teacher took a whole day sick leave. What hours are you keying in SAP? _______________ What is teacher’s half day in SAP? ____________ When a teacher has half day TDE and half day sick leave self in the same day, how you key? ___________________________________________ A teacher was late 1 hour 15 minutes. How many hours her leave form should have? ___________________________________________ Part time hourly employee worked 2 hours 45 minutes. What hours are you keying in SAP? ________________

Keying & Time Approval cut off Time Entry - should be Keyed in CAT2 - Before the cut off – 12PM on the Pre-Process day Refer to the SMART calendar & key daily DO NOT KEY on the “DO NOT KEY” day including SAT & SUN after the cut off!!! DO NOT KEY on the “DO NOT KEY” day including SAT & SUN after the cut off!!! Do NOT key beyond the pay period Do NOT key beyond the pay period Communicate with your Time Approver Time Approval - should be Approved – Before the cut off – 2PM on the pre-process day Refer to the SMART calendar Communicate with your Timekeeper

Internet site

IMPORTANT!!! If the Time Approver cannot approve by 2 PM, please contact your chief/supervisor to approve your payroll. If your chief/supervisor cannot approve, send an approval request with your Org number to: Bruce Scheeley – Kaoru Avery – Approval request must come from Time Approver.

Review cut off Do you suppose to wait to key everything till the cut off day? ______________________ How do you know it’s ok for you to key? _____________________ What time do you need to finish keying on the cut off day? ______________________ What time does your supervisor need to approve on the cut off day? _________________________ Your supervisor has emergency, and cannot approve payroll on the cut off day. What do you need to do? _______________________________________________

1.Attendance records (Timesheets) 5 fiscal years 2.Leave records (Leave Forms) 5 fiscal years 3.Payroll supporting documentation (Rosters) 5 fiscal years 4.Audit supporting documentation3 fiscal years RECORD RETENTION SCHEDULE SMART FILING PROCEDURES File you payroll documentation by pay period. Please label your file folder with the pay period and pay date. Example: Pay Period: 07/11/15 – 07/24/15 Pay Date: 07/31/15 All forms keyed during this pay period are kept together alphabetically

Your need to have folder per Pay Period & Pay Date MUST HAVE Signed copy of Roster Approved sign-in sheet Timesheets/Leave Forms (Alphabetical order) MUST CHECK Employees Accounted for on Roster Payroll keyed/approved by cut off Kelly Sub checked in timely manner Leave keyed in half hour increments or half day, full day Date/Times keyed must match forms No White-Out on any forms

Review filing What your payroll folder name should have? _____________________ What do you need in your payroll folder? 1.________________________ 2.________________________ 3.________________________ You keyed previous pay period leave form. Which payroll folder are you filing?__________________ Can you use white out on a leave form or a timesheet? ____________________

Regular Pay Calendar

Optional Pay Calendar

Your Role as a Timekeeper As a timekeeper, you are responsible for: Confirm accuracy of the Roster Printing and Collecting all paper Timesheets and enter time information into CAT2 Collecting all Leave forms and documentation, key into CAT2 Double check your entries in CATS_DA Communicate with your Time Approver for Time Approval Leave forms you cannot key, send to payroll with all supporting documents Keep up with Kelly Sub – leave form has to be turned in within 3 days of return Monitoring leave information and balances for all employees in your organizational unit Communicate with your payroll tech regarding any issues of your payroll

TRANSACTION CODE Timekeeper PA20 – Display HR Master Data – Employee info Y_SED_ – Timesheets – Print Timesheets CAT2 – Timesheet Maintain Time – Key Leave & Time CATS_DA – Display Working Time – View entries keyed PT_QTA10 – Leave Balances PT_BAL00 – Leave Accruals Y_SED_ – PCF Tracking

Display All Absences and Attendances CATS_DA – Display working time = view entries keyed Use this to double check your entries after you keyed to CAT2 Allows display of all absences and attendances been keyed By organization Number By dates By employee By attendance/ absence type You can sort, filter, and export to excel