1. SMART TRAINING HANDBOOK
for
Time Approver
rev. 7/19/17

2. 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

3. 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.
Review & sign on the last page of each Rosters - 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

4. 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 & sign on the last page of each Rosters
Send original via Green Payroll Bag, keep copies with your payroll

5. Example of Payroll Roster 1-1

6. Example of Payroll Roster 1-2

7. Paper Timesheets Timekeeper prints timesheets
Employees have to complete – fill hours & sign
Three types of timesheets
Full-time – everyone except administrators & teachers
Part-time – need to key
Multiple Assignment – need to key
Timekeeper - key part time & multiple assignments hours in SAP
Time Approver - approves keyed hours in SAP
Part-time employee won’t have a check unless hours are keyed and approved before the cut off

8. 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

9. Leave forms
Board Policy Manual as stated below:

10. Leave 12mo. - 12 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 – end of the month
To earn the leave for the month - work or have paid leave for 5 days
12mo. – Annual leave
Accrue twice a month – middle and end of the month
Hours are depends on years of services

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

13. 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

14. 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 – 1101
12mo. Employee – may change to AL with supervisor’s approval
Payroll will key LWOP PL overuse

15. 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

16. Annual Leave Annual Leave - 1000 Annual Leave in lieu of Sick – 1020
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 31st
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 6.57)
Dr’s Statement is required as of the 6th consecutive day

17. Temporary Duty Elsewhere (TDE) 1210 - 1240
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

18. 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

19. 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 – fill out & send the “Request for adjustment of days keyed from Kelly Sub Report” to Tammy Sullivan at HR for review. Contact her if you don’t have a form.
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.

20. 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 Payroll Forms for detail
Contact HR, Extended leave, Tammy Sullivan :
Family Medical Leave (FMLA)
Military Leave
Sick Leave Pool
Send originals to payroll, keep a copy at your location
Refer to Appendices on policies and procedures for these exceptions.

21. Attendance and Absence Hours
Attendance = Working Time = Exact hours
can go back to key 60days
Absence = Leave time = Half hour increments (0.5)
Teacher with student contact (using Kelly Sub) – Half day (3.67) or Whole day (7.33)
When Teacher (7.33hrs/day) has 2 different types of leave in one day
One leave is 3.67, the other leave is 3.65
can go back to key 30 days

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

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

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

25. Keying & Approval cut off
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 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

27. IMPORTANT!!!
If you cannot approve by 2 PM, contact your chief/supervisor to approve your payroll
If your chief/supervisor cannot approve, send an approval request via with your Org number to payroll:
Bobbi Johns –
Kumar Shah –
Kaoru Avery –
Approval request must come from a Time Approver
If you cannot send a request, you need to be copied in the request .

28. 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: 07/16/16 – 07/29/16 Pay Date: 08/05/16
All forms keyed during this pay period are kept together alphabetically
RECORD RETENTION SCHEDULE
Attendance records (Timesheets) 5 fiscal years
Leave records (Leave Forms) 5 fiscal years
Payroll supporting documentation (Rosters) 5 fiscal years
Audit supporting documentation 3 fiscal years

29. Website

31. 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

32. 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

34. 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