Provided by the LAUSD Food Services Division Categorical Programs Time Reporting Hello, My name is _____________ Thank you for joining the Categorical Programs Time Reporting Training. Provided by the LAUSD Food Services Division 1/21/16

Overview Previously, Food Services staff time records were combined on one sheet per pay period and submitted to the Timekeeper With the implementation of the new reporting requirements, each Food Service employee will now submit a time record that will capture the 1st thru 15th of the month and the 16th-31st (Attachments A and B) To be in compliance with federal regulations, Food Service employees need to provide a breakdown of work performed under each federal program. (Read slide)

1st – 15th Dates of the Month Attachment A 1st – 15th Dates of the Month See here on Attachment A the first period of the month that reflects the 1st thru 15th. We will go over the different sections of the form later in the presentation.

16th – 31st Dates of the Month Attachment B Here you will see the second period of the month which is the 16th thru 31st.

Goal The goal of the new process is to be in full compliance with the new reporting regulations. REQUIRED: Documentation for Food Services Division staff paid 100% by the Division who work in multiple programs such as: National School Breakfast and Lunch Programs Child and Adult Care Feeding Programs Summer Food Services Program, etc. (read slide)

Pertinent Information on the Time Record First Step: Validate the employee’s information at the top of the form. Review the Employee’s Class Code, Name, Employee #, School Cost Center, and the Month and Year. The Food Services Manager will be in charge of reviewing the forms for accuracy. Now let’s talk about the pertinent information on the Time Record. First the Time Reporter should review the top of the form for: Class code, Employee name and number, cost center, and pay period. The Food Services Manager will review the form for accuracy.

Pertinent Information on the Time Record Second: Timekeepers should review the Time in and Time out section. The employee should be signing in at the start of the assignment and sign out at the time that he/she completes the day. This should be done each day they worked. Next, as shown in the screen shot, the form will capture when the employee signs in and out daily.

Pertinent Information on the Time Record Next: Review the columns titled Program, Fund, and Functional Area. Specifically, you will notice that each program already has a designated fund and functional area. There are 3 federal programs that fund Food Services employees. -National School Lunch and Breakfast Program which is shown as (NSLP and Alt- Food). NSLP also includes Grab and Go and Snack service -Child and Adult Care Food Program (CACFP) which is shown as CACFP on the form. CACFP funds Early Education Center and Infant care food service as well as the Supper Program. -Lastly, Summer Food Service Program which is shown on the form as SFSP and funds the summer food programs As shown on the slide, each program shows the correlating program, fund, and functional area. Notice in Grey the numbers 1, 2 and 4. These are short keys that you will enter into the CAT2 and ZCAT2 screen instead of the full Fund and Functional Area. We will go in to more detail about this in a moment.

Pertinent Information on the Time Record Employees will designate how much time is spent on each activity within each program. The Payroll Minutes to Decimals chart is on the form to assist employees with capturing their time correctly. Note: At the end of each program there is a sub-total section. Read Slide

Pertinent Information on the Time Record Read slide The subtotals of each program should then be combined in the TOTAL All Programs row on each day. NOTE: Time spent on a lunch break will not be factored in to the total hours worked.

Pertinent Information on the Time Record Lastly, the employee should sign and date the form. The employee’s supervisor (Food Services Manager/Area Food Services Supervisor) will sign the form as well. Note: Food Service Managers are expected to review staff records to ensure accuracy. Read slide Cafeteria staff should submit their time weekly to the Timekeeper to ensure adequate time is provided for him/her to input time. This can be done via e-mail or a hard copy can be provided. At the end of the pay period, the employee will sign off on the form and the original will be filed in the Cafeteria.

Modifications to Time Reporting Process Timekeepers will now need to specify the different fund and functional areas for each program. There are three areas that need to be considered during time reporting: Date A/A Type Column Receiver Cost Center, Receiver Fund and Receiver Functional Area (Read Slide)

Modifications to Time Reporting Process Here you see a snapshot of the CAT2 screen. The three areas to consider are: Date of entry A/A Type column. C) Fund/Functional Area The prior method of reporting time for multiple programs was to manually input the full Fund and Functional Area number however, as previously mentioned, SAP has been configured to simplify the process.

Short-Cut Codes and Fund/Functional Area Default To report categorical programs, use the following Short-Cut Codes: See here the short-cut keys that have been created. Let’s go through an example. If a time reporter needs to input time for the NSLP program, he/she would have had to input Fund 130-5310 and Functional Area 0000-3700-17025. Now instead of putting that number in, the time keeper can input short key ‘1’ in the A/A Type column on the screen. NOTE: Short-Cut code only records Regular time. Also, the short cut codes will not work with NON-FSD specific classifications. For example, the classification of HR Representative can be found outside of Food Services. Therefore if time inputted needs to be split between programs, it will be manually inputted. The short keys will not work. Let’s discuss this further.

CAT2- Reporting “RG” Using the Short-Cut Codes From the Time Sheet: Data Entry View:   Enter a short-cut code (1- 4) in the A/A Type column. Enter the hours on the desired date. On this example we are looking at time inputted on January 19th. When reporting regular time, use the short cut codes in the A/A Type column. Take the hours listed from each funding source and enter it for the correct date.

CAT2- Reporting “RG” Using the Short-Cut Codes Press Enter to populate the funding source. The Receiver Cost Center, Receiver Fund and Receiver Functional Area will default. Note: If the employee is in a “Pool” location, the Receiver Cost Center will be required to be entered by the time keeper. As you can see, once you hit “enter” the funding source will automatically pop up for the correct category using the short-cut code, hit SAVE button. Note: If the employee is in a “Pool” location, as you would normally do, the Receiver cost Center will be required to be entered by the time keeper. Short keys will not work for sub employees. Click the SAVE button.

Adjusting Time Entries-CAT2 Reporting When processing adjustments on the time sheet, you must “zero out” the existing time entries before creating the adjusting entries. Doing so will ensure that the correct categorical funds are being charged.   “Zero out” the existing time entry. Enter the adjustment on a new line (provide funding if needed). Press Enter to validate. Now let’s talk about adjusting time entries- CAT2 Reporting When processing adjustments on the time sheet, you must “zero out” the existing time entries before creating the adjusting entries. Doing so will ensure that the correct categorical funds are being charged. First “zero out” the existing entry, then enter the adjustments on a new line (provide funding if needed), and then press enter to validate. Let’s look at an example.

Example A: Adjusting short-cut codes, single adjustment Example A shows adjustments being made to time. Previously, when making adjustments to hours, time keepers could write over the hours inputted. With the short key in place the process is different. On 1/21, the initial entry populated the fund ending in 17025. You can see on 1/21, the timekeeper MUST input “0” on the time being adjusted. Next, a new line was entered with the correct short key and time time, which generated the correct program and fund. Now the fund correctly reflects 17127. (The funding line will default.)

Example B: Adjusting short-cut codes, multiple adjustments In Example B, to adjust more than one day, simply input zeros on all dates being adjusted. Start a new line and input the correct short-key and hours. Then, to validate, the funding line will default once you hit “enter”. (The funding line will default.)

Example C: Adjusting benefit codes (The benefit time will be charged to the location.) In example C, we are adjusting time inputted as regular to reflect time that is benefitted. Place a zero in the adjusted box, then start a new line using the benefit code. In this example illness is IL Benefit time will then not be charged through the federal funding lines but to the default funding source.

ZCAT2- Reporting “RG” Using the Short-Cut Codes Use ZCAT2 to report hours for FSD employees assigned to other locations.   (Figure C: Time Sheet) Use ZCAT2 to report hours for FSD employees assigned to other locations. An example of this is a Food Service Worker who is assigned additional hours at another site that is not their regular location. Hours entered in the ZCAT2 Screen (Figure C), must be based on the hours reported on the employee’s Time Record Sheet (Figure D): From the ZCAT2 screen: Type the Work Date (press Enter to validate). Enter a short-cut code (1- 4) (Press enter) Input the hours worked (press enter) The funding line will auto populate. (Figure D: Time Record Sheet)

ZCAT2- Reporting “RG” Using the Short-Cut Codes Press the ENTER key to populate the Receiver Fund and Receiver Functional Area. As you can see on this slide once you enter, the funding lines have auto populated. Click the icon on the top of the screen.

For assistance, please contact: Mimi Trinh at mimi. trinh@lausd For assistance, please contact: Mimi Trinh at mimi.trinh@lausd.net or call 213-241-0714 for assistance Last page: “Questions”, centered, calibri black, 44 font “Thank You”, centered, calibri black, 40 font “LAUSD Food Services Division~Nourishing Children to Achieve Excellence” Calibri, 18 font, Justified left LAUSD Food Services Division Nourishing Children to Achieve Excellence

Questions? Thank you! LAUSD Food Services Division Last page: “Questions”, centered, calibri black, 44 font “Thank You”, centered, calibri black, 40 font “LAUSD Food Services Division~Nourishing Children to Achieve Excellence” Calibri, 18 font, Justified left LAUSD Food Services Division Nourishing Children to Achieve Excellence