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 Multiple assignments Overtime 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

Your Role as a Time Approver Hours need to be approved in timely manner Absences including TDE Attendances - Part Time hours & Multiple Assignments, ex. Extended day, Extra period, Community Ed…etc. Sign EACH pages of your Full Time Employees ROSTER – verify who’s working at your org Monitoring leave information for all employees in your org unit Understanding the duties and functions of your timekeeper

Payroll Roster

Example of Payroll Roster 1-1

Example of Payroll Roster 1-2

Timesheets

Multiple Assignments Other work assignments an employee has outside of their main organizational assignment Submit signed timesheets to Timekeeper Timekeeper will key multiple assignments 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

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 union 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 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 Payroll will key LWOP PL overuse

Personal Leave It is the employee’s responsibility to keep track their personal leave usage – Special Notes No.3 on the leave form, also EE can check ESS(Employee self service) You can use the last column of the Payroll Roster as 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 as a DCPS representative TDE leave form should have a supporting document Ex. Conference Agenda, , etc. 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 changes - 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 – for the leave types listed below:  Family Medical Leave (FMLA)  Military Leave  Sick Leave Pool  Send originals to payroll, keep a copy at your location

Keying Attendance and Absence 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.

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

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

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

IMPORTANT!!! If the Time Approver cannot approve by 2 PM, 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 a Time Approver

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 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

Internet site

TRANSACTION CODE Time Approver PA20 – Display HR Master Data – Employee info CATS_APPR_LITE – Approve Working Times – Review & Approve entries keyed CATS_DA – Display Working Time – View entries keyed PT_QTA10 – Leave Balances PT_BAL00 – Leave Accruals Y_SED_ – Timesheets – Print Timesheets Y_SED_ – PCF Tracking

Approve/Reject Time for Employees Transaction code CATS_APPR_LITE This transaction is used to approve and reject time for all employees within your organization All of the time entered since last time approvals will be listed Only DIRECT REPORTS will appear if “Show All Employees” box is NOT checked “Show All Employees” box must be checked if you have employees work multiple assignments in other locations To see other reports check the “Show All Employees” box and enter org keys to be shown if you’re responsible for multiple locations If you have issue of the entry, instead of reject, just skip approve the entry. Go to your timekeeper to change entry, then you can approve

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