Payroll Support and Time Recording. 2Payroll Support & Time Recording  Have fun and enjoy the opportunities to contribute to SBBC’s future success! 

Payroll Support and Time Recording

2Payroll Support & Time Recording  Have fun and enjoy the opportunities to contribute to SBBC’s future success!  Turn off or silence cell phones and pagers  Do not read or send email messages during class time  Keep side discussions to a minimum  Do not interrupt the person speaking  We will start, break, and end on time  All unanswered questions will be placed in the “Parking Lot” and answers will be distributed later Welcome and Ground Rules

3Payroll Support & Time Recording Logistics Before we get started...

4Payroll Support & Time Recording Concepts Demonstrations Exercises BRITE Classroom Materials (Let Me) (Tell Me) (Show Me)

5Payroll Support & Time Recording At the end of this course, participants will be able to:  Describe the relationship between positions and payroll  Create absences and attendance on an employee’s primary position  Create attendance on secondary positions  Interpret basic payroll data to assist in answering employees’ questions and concerns about their paychecks  Execute relevant reports Course Objectives

6Payroll Support & Time Recording Agenda LessonTime One: Introduction to Payroll Support and Time Recording Two: Time Recording Three: Payroll Support Four: Reporting Five: Summary

Introduction to Payroll Support and Time Recording

8Payroll Support & Time Recording At the end of this lesson, participants will be able to:  Identify his/her role within the payroll process  Describe the overall time recording and payroll process  Recognize the importance of daily and accurate time entry Lesson Objectives

9Payroll Support & Time Recording Key Terminology CATSCross Application Time Sheets – enter attendance and absence transactions into SAP for either a single or multiple employees on a single screen for the entire payroll period. KRONOS/ COMPASS External time keeping systems from which time will be imported into SAP. Retro or Adj. (Adjustments) An adjustment made to an employee’s pay for a prior pay period. This term will eliminate ‘Difference from pre’ from the pay statement. Perpetual Calendar A continuing calendar that crosses over fiscal years without interruption and is not tied to the school calendar. Each Perpetual Calendar pay period consists of 14 calendar days/10 weekdays (starting on Mondays and ending on Sundays) and is paid on the Friday after the pay period ends.

10Payroll Support & Time Recording Key Terminology Manager Self Service (MSS) Workplace for administrators to approve absence requests for vacation and sick personal time, time entries, and personnel actions. Employee Self Service (ESS) Workplace for employees to view personal information, request changes, and submit absence requests for vacation and sick personal reasons to manager for approval. Business Intelligence (BI) Repository of SAP information for the purpose of reporting. Salaried EmployeeContracted salaried employee with a work schedule rule assigned. Example – Teacher, Principal, Office Manager Hourly Employee w/Work Schedule Contracted hourly employee with a work schedule rule assigned. Example – Custodian, Cafeteria Worker ‘True’ Hourly Employee Non-contract employee with no assigned work schedule. Example – Substitute Teacher, Temporary Worker

11Payroll Support & Time Recording Roles Roles involved in the Payroll Support and Time Recording processes:   Site Payroll Contacts   School-Based Administrators   District-Based Administrators   Payroll Department Super Users   Employee Self Service (all employees)

12Payroll Support & Time Recording Responsibilities for Payroll Contacts Responsibilities include:   Enter attendance and absences into CATS Timesheet according to payroll schedules   Display personnel data   Research and communicate payroll issues to management and/or employees   Run reports for audit documentation

13Payroll Support & Time Recording Organizational Chart

14Payroll Support & Time Recording Time Recording Process (DRAFT) Start Payroll Contact Enters/ Updates Time via CAT2 Administrator Reviews Time in MSS Approve Employee Receives Payment Finish Payroll Dept Processes Payroll KRONOS/ COMPASS Time Imported into CAT2

15Payroll Support & Time Recording Payroll Area AA Calendar – 2008 (DRAFT) MonthPay Pd Period BeginPeriod EndTime Entry/ Approval Deadline Time and Payroll Run Pay Date April8Mon03/31/08Sun04/13/08Sat04/12/08Mon04/14/08Fri04/18/08 May9Mon04/14/08Sun04/27/08Sat04/26/08Mon04/28/08Fri05/02/08 May10Mon04/28/08Sun05/11/08Sat05/10/08Mon05/12/08Fri05/16/08 May11Mon05/12/08Sun05/25/08Sun05/25/08Tue05/27/08Fri05/30/08 June12Mon05/26/08Sun06/08/08Sat06/07/08Mon06/09/08Fri06/13/08 June13Mon06/09/08Sun06/22/08Sat06/21/08Mon06/23/08Fri06/27/08 AA  Most instructional, paraprofessionals, and substitute teachers

16Payroll Support & Time Recording Payroll Area BB Calendar – 2008 (DRAFT) MonthPay Pd Period BeginPeriod EndTime Entry/ Approval Deadline Time and Payroll Run Pay Date April8Mon03/24/08Sun04/06/08Mon04/07/08Tue04/08/08Fri04/11/08 April9Mon04/07/08Sun04/20/08Mon04/21/08Tue04/22/08Fri04/25/08 May10Mon04/21/08Sun05/04/08Mon05/05/08Tue05/06/08Fri05/09/08 May11Mon05/05/08Sun05/18/08Mon05/19/08Tue05/20/08Fri05/23/08 June12Mon05/19/08Sun06/01/08Mon06/02/08Tue06/03/08Fri06/06/08 June13Mon06/02/08Sun06/15/08Sat06/16/08Tue06/17/08Fri06/20/08 BB  Most non-instructional, 241/242 day, and color track instructional

17Payroll Support & Time Recording Congratulations! You should now be able to:  Describe the payroll contact’s role within the payroll process  Describe the overall time recording and payroll process  Recognize the importance of daily and accurate time entry Lesson Summary

18Payroll Support & Time Recording Knowledge Check As a time recorder, your responsibilities do not include: A.Running reports B.Creating absence transactions C.Recording pay increases D.Editing time

19Payroll Support & Time Recording Knowledge Check KRONOS and COMPASS will continue to be used in the school system after the implementation of SAP ECC 6.0 (“new” SAP). A.True B.False

20Payroll Support & Time Recording Knowledge Check Time will be entered or changed for an employee in CAT2 in which of the following situations? A.An employee with a work schedule rule assigned takes a sick leave day B.An employee’s hours which were imported from KRONOS need to be adjusted C.A true hourly employee, with no work schedule rule assigned, has time that needs to be entered D.All of the above

21Payroll Support & Time Recording Questions?

22Payroll Support & Time Recording Agenda LessonTime One: Introduction to Payroll Support and Time Recording Two: Time Recording Three:Payroll Support Four: Reporting Five: Summary

Time Recording

24Payroll Support & Time Recording At the end of this lesson, participants will be able to:  Identify the role of COMPASS and KRONOS within the SAP time recording process  Display absence quota information per employee  Add attendance/absence transactions  Change attendance/absence transactions  Delete attendance/absence transactions  Display time sheets Lesson Objectives

25Payroll Support & Time Recording Key Terminology Attendance Period of time employee is present at work. Absence Period of time employee is away from work. Accrual Amount of leave hours the employee ‘earns’ over time, based on his/her calendar and contract provisions. This includes the four (4) days of Sick Leave given at the beginning of the contract year, as well as the leave hours accrued each pay period. Absence Quota Total accumulation of leave hours the employee has accrued or earned over time (multiple pay periods/years). Absence Quota Type A breakdown of employee time-off entitlements according to reason for entitlement, such as annual leave (VAC) and sick leave (SCK).

26Payroll Support & Time Recording Key Terminology Primary Position Employee’s “main” job. Secondary Position Assignments above and beyond the employee’s primary position, such as Aftercare Worker, Days Beyond, or Tutor; these assignments can exist outside of the employee’s primary position org unit.

27Payroll Support & Time Recording Transaction Codes PT50 Quota Overview, used to review Sick Leave, Vacation Leave, Military Leave and Comp Time Balances CAT2 Record Working Times – used to record absences (such as Sick and Vacation) and attendances (such as additional hours for primary or secondary positions) CAT3 Display Working Times – view only version of CATS PA20 Display Employee Data – view only version of an employee’s infotypes and subtypes PUOC_10 Display Off-cycle Workbench (pay statements)

28Payroll Support & Time Recording Infotypes Infotype Screen containing a set of data grouped according to subject matter, which can be identified by its four-digit code; for example, the Planned Working Time Infotype 0007 Infotype 0554 Infotype that stores hourly rate per assignment (secondary positions, including Sub Teacher assignments) Infotype 2001 Infotype that stores employee absence data; will be “display only” as data is maintained through CATS Infotype 2002 Infotype that stores employee attendance data; will be “display only” as data is maintained through CATS

29Payroll Support & Time Recording Time Administration Process

30Payroll Support & Time Recording Key Improvements in Time Administration  Time recording via CATS (Cross Application Time Sheet)  Single point of time entry  Absences and attendances can be entered for a single or multiple employees on the same screen for the entire payroll period  CATS will replace the current ZA71 screen and eliminate use of PA61  Enhancements will allow display of leave balances and validation of secondary positions of employees  Overtime will be system calculated for both primary and secondary positions  Time from external systems (KRONOS & COMPASS) will be interfaced via CATS in SAP  Provides the ability to require District-wide systematic approval of time before it is paid

31Payroll Support & Time Recording Time Administration Process – COMPASS NO major changes to the current process. DIS  PLV You will no longer be able to use DIS (Disability) in COMPASS; use PLV (Unpaid Leave) instead.

32Payroll Support & Time Recording Time Administration Process – KRONOS Schools No changes to the current processes. Continue to make corrections to time for substitute teachers in KRONOS. You will still make changes in SAP via CATS for exceptions after time from KRONOS has been pulled into CATS.

33Payroll Support & Time Recording Time Administration Process – KRONOS Vehicle Maintenance and Materials & Logistics Departments ONLY Employees in these departments who currently use KRONOS will continue to do so. However, after Go-Live, the Payroll Contact will enter absences directly in SAP via CATS (do not enter absences in KRONOS).

34Payroll Support & Time Recording Display sick, vacation, comp time, and military quotas for a specific employee: PT50: Quota Overview

35Payroll Support & Time Recording The employee’s information displays: PT50: Quota Overview 1 2 3 4

36Payroll Support & Time Recording The Absence quotas tab displays the detailed quota information: PT50: Quota Overview 5 6 7

37Payroll Support & Time Recording The Accrual information tab displays the detailed accrual information: PT50: Quota Overview 8 9

38Payroll Support & Time Recording PT50: Quota Overview Let’s verify the amount of leave Felicity Johnson has available. Using the simulation for transaction PT50, let’s find the following:  Sick leave remaining  Vacation leave remaining  Military leave remaining Simulation

39Payroll Support & Time Recording PT50: Quota Overview Let’s verify the amount of leave Consuela Stone has available. Using transaction PT50, let’s find the following:  Sick leave remaining  Vacation leave remaining  Military leave remaining Demonstration

40Payroll Support & Time Recording PT50: Quota Overview You want to verify the amount of leave Michael Vernon has available. Using transaction PT50, enter his personnel number from your data sheet and find the following:  Sick leave remaining  Vacation leave remaining  Military leave remaining Exercise

41Payroll Support & Time Recording Start Daily Payroll Contact Enters Time via CAT2 Friday a.m. Payroll Contact Reviews/ Updates Time in CAT2 Monday a.m. Administrator Approves Final Time Changes in MSS Finish Monday a.m. Payroll Contact Makes Final Changes in CAT2 Cross Application Time Sheets (CATS) Timeline (DRAFT) Friday p.m. Administrator Approves Time in MSS

42Payroll Support & Time Recording CAT2: Record Working Times Options for entering time in CAT2:  No Cost Override (BCPS-2) – time entered will be charged to the standard budget for the employee’s position  Cost Override (BCPS-1) – time entered will be charged to a different budget than the standard budget for the employee’s position (reclassification)  Secondary Position – time entered for the employee’s secondary position/assignment

43Payroll Support & Time Recording CAT2: Record Working Times – No Cost Override 1 2 Maintain time sheets to add, change, and delete attendance and absence per employee:

44Payroll Support & Time Recording CAT2: Record Working Times – No Cost Override 3

45Payroll Support & Time Recording Select the variant to choose employees for whom you wish to enter time: CAT2: Record Working Times – No Cost Override 4

46Payroll Support & Time Recording CAT2: Record Working Times – No Cost Override This is only a sample of what a variant drop down might look like. 5 6 7

47Payroll Support & Time Recording CAT2: Record Working Times – No Cost Override 8 10 11 Record time for employees: 9

48Payroll Support & Time Recording 12 1314 CAT2: Record Working Times – No Cost Override 15 Record time for employees:

49Payroll Support & Time Recording CAT2: Record Working Times – No Cost Override Let’s enter time for Barron Marco, Sean Winton, and Consuela Stone. Using transaction CAT2, enter the following time for Tuesday, February 19 th :  Barron Marco:10 hrs VAC  Sean Winton: 7.5 hrs SPR  Consuela Stone: 2.5 hrs REG Simulation

50Payroll Support & Time Recording CAT2: Record Working Times – No Cost Override Let’s enter time for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CAT2, enter the following time for Monday of this week:  Thomas: 6.0 ABS  Felicity: 2.0 REG  Eva: 5.0 SCK & 2.5 PLV  Donna: 7.5 VAC Demonstration

51Payroll Support & Time Recording CAT2: Record Working Times – No Cost Override You need to enter time for Yvonne Hilliard. Using transaction CAT2, select her personnel number and enter the following time:  Monday: 3.0 SCK  Tuesday: 5.0 SPR  Wednesday: 2.0 REG Exercise

52Payroll Support & Time Recording Instructions for Adding Text in CATS Timesheet

56Payroll Support & Time Recording CAT2: Record Working Times – Cost Override  A cost override allows time/dollars to be moved from one budget to another  Examples for when a cost override is required:  A pool sub needs time charged to a different functional area or fund  A teacher, whose salary is paid by a grant, goes out on TDA; the time for the substitute needs to be charged to that grant, not the standard sick functional area  A retired principal works for the area office and then is sent to another location; his time will need to be reclassified to the appropriate budget

57Payroll Support & Time Recording CAT2: Record Working Times – Cost Override CodeDigitsFormat Organizational Unit86 + Location + Org Subunit Example: 62811000 Cost Center10Business Area + Type + Location + Zero * Example: 3252311510 Fund4 Example: 1000 Functional Area16Function + Activity + Seven Zeros Example: 5101000000000000 Grant14Grant Type + Location owner + Dept Grant # +. + Location of expenses Example: C97800001.1751 WBS Element (Work Breakdown Structure) 16Grant Type + Location owner + Dept Grant # + WBS +. + Location of expenses Example: C9780000101.1751 * In most cases

58Payroll Support & Time Recording CAT2: Record Working Times – Cost Override 1 2 Maintain time sheets to add, change, and delete attendance and absence per employee:

59Payroll Support & Time Recording Select the variant to choose employees for whom you wish to enter time: CAT2: Record Working Times – Cost Override 3

60Payroll Support & Time Recording CAT2: Record Working Times – Cost Override 8 10 11 Record time for employees: 9

61Payroll Support & Time Recording 121314 CAT2: Record Working Times – Cost Override 15 Record time for employees:

62Payroll Support & Time Recording CAT2: Record Working Times – Cost Override Let’s enter time for Karen Simpson. As a pool substitute teacher, her time is normally charged to the functional area 5701000000000000. This week, a teacher is on TDA, and Karen’s time needs to be charged to accountability. Using transaction CAT2, select her personnel number 90009 and enter the following cost override for time:  Rec. CCtr (Cost Center) = 3450312410  RecFund (Fund) = 1000  Rec.Func.Ar (Functional Area) = 6400121090000000  Monday of this week = 7.5 REG hours Simulation

63Payroll Support & Time Recording CAT2: Record Working Times – Cost Override Let’s enter time for Samantha Woods. As a pool substitute teacher, her time is normally charged to the functional area 5701000000000000. This week, a teacher is on TDA, and Samantha’s time needs to be charged to TDIF. Using transaction CAT2, select her personnel number and enter the following cost override for time:  Rec. CCtr (Cost Center) = 3318126710  RecFund (Fund) = 1000  Rec.Func.Ar (Functional Area) = 5719620080000000  Monday of this week = 7.5 REG hours Demonstration

64Payroll Support & Time Recording CAT2: Record Working Times – Cost Override You need to enter a cost override for time for Robert Monroe. Using transaction CAT2, select his personnel number and enter the following time:  Rec. CCtr (Cost Center) = 3318126710  RecFund (Fund) = 1000  Functional Area = 6400121090000000  Tuesday of this week = 7.5 REG hours Exercise

65Payroll Support & Time Recording CAT2: Record Working Times – Secondary Positions 1 2

66Payroll Support & Time Recording Select the variant to choose employees for whom you wish to enter time: CAT2: Record Working Times – Secondary Positions 3

67Payroll Support & Time Recording CAT2: Record Working Times – Secondary Positions 8 10 11 Record time for employees: 9

68Payroll Support & Time Recording 12 13 CAT2: Record Working Times – Secondary Positions 14 Record time for employee:

69Payroll Support & Time Recording CAT2: Record Working Times – Secondary Positions Let’s enter time for Karen Simpson for her additional assignment as a substitute teacher for Nob Hill. Using transaction CAT2, select her personnel number 90009 and enter the following time for Monday, February 4 th :  RGR = 4.50 hours  Position # = 80032049 Simulation

70Payroll Support & Time Recording CAT2: Record Working Times – Secondary Positions Let’s enter time for Lillian May for her additional extended day with student contact assignment. Using transaction CAT2, select her personnel number from the data sheet and enter the following time for Monday of this week:  RGR = 2.5 hours Demonstration

71Payroll Support & Time Recording CAT2: Record Working Times – Secondary Positions You need to enter time for the additional assignment for Michael Vernon. Using transaction CAT2, select his personnel number and enter the following time for Monday of this week:  RGR = 3.0 hours Exercise

72Payroll Support & Time Recording CAT2: Record Working Times-Changes/Deletions 1 2 Maintain time sheets to add, change, and delete attendance and absence transactions per employee:

73Payroll Support & Time Recording Select the variant to choose employees for whom you wish to enter time: CAT2: Record Working Times – Changes/Deletions 3

74Payroll Support & Time Recording CAT2: Record Working Times – Changes/Deletions 8 10 11 Note the time entered for Monday, January 28 th : 9

75Payroll Support & Time Recording CAT2: Record Working Times – Changes/Deletions Let’s modify the time entered for Barron Marco, Sean Winton, and Consuela Stone. Using transaction CAT2, make the following changes/deletions.  Barron Marco:10 hrs VAC – Delete hours  Sean Winton: 7.5 hrs SPR – Change to 5.0 hours  Consuela Stone: 2.5 hrs REG – Change to 3.0 hours Simulation

76Payroll Support & Time Recording CAT2: Record Working Times – Changes/Deletions Let’s modify the time entered for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CAT2, enter the following time for Monday of this week:  Thomas: 6.0 ABS – Delete hours  Felicity: 2.0 REG – Change to 2.5 hours  Eva: 5.0 SCK & 2.5 PLV – Delete hours  Donna: 7.5 VAC – Change to SCK Demonstration

77Payroll Support & Time Recording CAT2: Record Working Times – Changes/Deletions You need to modify the time entered for Yvonne Hilliard. Using transaction CAT2, select her personnel number and change the following:  Monday: 3.0 SCK – Change to 4.0 hours  Tuesday: 5.0 SPR – Delete hours  Wednesday: 2.0 REG – Change to 2.5 hours Exercise

78Payroll Support & Time Recording CAT2- Termination Procedure  Create PLV record for two weeks from the termination date  Contact the Payroll Department to lock the employee record Note: This process is replacing PA40 Stop Payment Action

79Payroll Support & Time Recording 1 2 Display time sheets per employee: CAT3: Display Working Times

80Payroll Support & Time Recording Select the variant to choose employees for whom you wish to display time: CAT3: Display Working Times 3

81Payroll Support & Time Recording CAT3: Display Working Times 8 10 Display time sheets per employee: 9

82Payroll Support & Time Recording CAT3: Display Working Times Let’s view the time sheets for Barron Marco, Sean Winton, and Consuela Stone. Using transaction CAT3, we’ll select the personnel numbers and view the data entered for Tuesday, February 19 th :  Barron Marco: 10 hrs VAC  Sean Winton: 7.5 hrs SPR  Consuela Stone: 2.5 hrs REG Simulation

83Payroll Support & Time Recording Demonstration CAT3: Display Working Times Let’s view the time entered for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CAT3, view the following time for Monday of this week:  Thomas: 6.0 ABS – Deleted  Felicity: 2.0 REG – Changed to 2.5 hours  Eva: 5.0 SCK & 2.5 PLV – Deleted  Donna: 7.5 VAC – Changed to SCK

84Payroll Support & Time Recording CAT3: Display Working Times Let’s view the time you entered for Yvonne Hilliard. Using transaction CAT3, select her personnel number and review the following time:  Monday: 3.0 SCK – Changed to 4.0 hours  Tuesday: 5.0 SPR – Deleted  Wednesday: 2.0 REG – Changed to 2.5 hours Exercise

85Payroll Support & Time Recording MSS Time Approval (Future Functionality) From the Portal:   Click Manager Self-Service   Click Team   Click Approve Time Sheet Data   Click Review   Review time entered and click Save

86Payroll Support & Time Recording Reporting Structure for Time Approval (Future Functionality) Organizational Unit = O Job = C Position (Primary) = S Overstaffed Position (Secondary) = S Person (Holder) = P People (Holders) = P SUB- CHIEF CHIEF OF ORG UNIT Position (Primary) = S Person (Holder) = P

87Payroll Support & Time Recording Congratulations! You should now be able to:  Display quota information per employee  Enter attendance/absence transactions  Change attendance/absence transactions  Delete attendance/absence transactions  Display time sheets Lesson Summary

88Payroll Support & Time Recording Knowledge Check What transaction code would you use to display sick, vacation, comp time, and military quotas? A.CAT2 B.CAT3 C.PT50 D.None of the above

89Payroll Support & Time Recording Knowledge Check When viewing an employee’s quota, which button must you select in order to ensure accurate and up-to-date information? A.From Today B.Current Period C.Current Calendar Year D.All

90Payroll Support & Time Recording Knowledge Check In CAT2 you can enter primary position absences and secondary position time worked in the same screen. A.True B.False

91Payroll Support & Time Recording Knowledge Check Which of the following examples would require a cost override in CAT2? A.A pool sub needs time charged to a different functional area or fund B.A teacher is out sick C.All of the above D.None of the above

92Payroll Support & Time Recording Knowledge Check You can make changes to an employee’s time sheet in CAT3. A.True B.False

Payroll Support

96Payroll Support & Time Recording At the end of this lesson, participants will be able to:  Display employee master data (PA20)  Describe the new perpetual calendar and changes to the pay statement  Display off-cycle workbench (PUOC_10) Lesson Objectives

97Payroll Support & Time Recording Transaction Codes & Infotypes PA20 Display Employee Data PUOC_10 Display Off-Cycle Workbench (view pay statements) Infotype Screen containing a set of data grouped according to subject matter, which can be identified by its four-digit code; for example, the Planned Working Time Infotype 0007

98Payroll Support & Time Recording 1 Object Manager 2 3 4 5 6

99Payroll Support & Time Recording Object Manager

100Payroll Support & Time Recording PA20: Display HR Master Data 1 2 3 4 5

101Payroll Support & Time Recording Infotype 0007: Planned Working Time 2 3 1

102Payroll Support & Time Recording Infotype 0014: Recurring Payments/Deductions 1 2

103Payroll Support & Time Recording Infotype 0103: Display Bond Purchases (New!) 1 2 3

104Payroll Support & Time Recording Infotype 0104: Display Bond Denominations (New!) 1 2

105Payroll Support & Time Recording Infotype 0236: Display Credit Plans (New!) 1

106Payroll Support & Time Recording Infotype 0015: Additional Payments 1 2

107Payroll Support & Time Recording Infotype 0019: Monitoring of Tasks 1

108Payroll Support & Time Recording Infotype 0041: Date Specifications 1 2

109Payroll Support & Time Recording Infotype 0210: Withholding Information W4/W5 1 2

110Payroll Support & Time Recording Infotype 0554: Hourly Rate per Assignment 1 2

111Payroll Support & Time Recording Infotype 2001: Absences 1 2

112Payroll Support & Time Recording Infotype 2002: Attendances 1 2

113Payroll Support & Time Recording Infotype 0008: Basic Pay 12 3 4 6 5

114Payroll Support & Time Recording Infotype 0008: Basic Pay Details

115Payroll Support & Time Recording Key Payroll Changes Significant Payroll Design Changes  Perpetual Calendar  “All Days Paid” Concept Major Enhancements  Easier-to-understand pay statements  “Difference from Pre” eliminated and replaced with distinct line items and a “Retro” column  Set biweekly pay dates  Sick and Vacation leave summary updated on pay statement on per- day period basis  TSA deductions can either be a fixed amount or percentage of salary  Up to five direct deposit financial institutions on one pay statement

116Payroll Support & Time Recording Perpetual Calendar  Standard biweekly pay dates, every other Friday, after the pay period ends, unless Friday is a bank holiday in which case payment will be distributed the day before  Standard 14-day pay periods, which start on Mondays & end on Sundays  Perpetual Calendar crosses fiscal years and is not tied to the school calendar  Pay dates set for years to come  Does not change the number of pay periods for the various calendars

117Payroll Support & Time Recording All Days Paid Concept  Annual contract salary is not changing, but is being redistributed to prevent paying employees in advance  Affects only contract salaried employees  All days between first and last day of contract, excluding weekends, are considered to be “Paid Days,” including worked days, holidays, paid and unpaid days  Salary will be distributed among all “Paid Days” to provide equal paychecks for employees, except for first and last paychecks  Annual Contract Salary, hourly rate for additional positions, and sick leave payout will not be affected

118Payroll Support & Time Recording $0.00$3,000$3,000.00 $0.00$750$833.329/28 -$83.32$750$833.329/21 -$166.64$750$666.689/14 -$83.32$750$666.689/7 on paid dayson work daysEnded DifferenceSalary based Week Unpaid Holiday 30 29282726252423 22212019181716 1514131211109 8765432 1 SFThWTMS SEPTEMBER 2007 20 paid days in the month 18 work days in the month Employee paid $3,000 per month $3,000/18 days = $166.67 per work day $3,000/20 days = $150 per paid day FACTS 4 days worked in each of weeks 1 & 2 5 days worked in each of weeks 3 & 4 Work Days versus Paid Days

119Payroll Support & Time Recording Paid Days $20.377.5$152.80214$32,700 Work Days $22.247.5$166.84196$32,700 Hourly RateHrs Daily RateDays Salary $32,700 Annual Salary 196 Work Days 214 Paid Days FACTS *Equals days unpaid: 9/13/07, 11/23/07, 12/24/07 thru 12/28/07, 12/31/07, 1/02/08 thru 1/04/08, 1/20/08, 3/21/08, 3/31/08 thru 4/04/08 Work Days196 Additional days between first and last days worked* 18 Paid Days214 Work Days versus Paid Days – Standard 196-day Calendar for 2007-08

120Payroll Support & Time Recording What does this mean? Starting 2008-09 school year, the first and last paychecks for contract salaried employees (except for those on the 240+ day calendars) will be for only the actual days worked in the payroll period. 2008-09

121Payroll Support & Time Recording August 2008   Pay period begins on August 4 and ends on August 17   The 196-day employee starts work on August 11 (estimated)   The employee is paid on August 22 for five days and September 5 for ten days Est. School Start Date 8-18-08 Start/End of pay period Employee reports to work Employee receives check 21 5432131 30292827262524 23222120191817 16151413121110 9876543 SFTWTMS ⌂ ⌂ Sample First Pay Date Information in School Year 2008-09

122Payroll Support & Time Recording Pay Statement – New Look! Detail on the pay statement will include:  Absence type and hours taken in the pay period shown as part of the Earnings Summary  Incentives paid shown as separate line items  Position numbers and corresponding hourly rates  Under the Leave Summary show: Earned, Fiscal YTD Used and Balance  Leave balances to be updated by pay period, in fractions (i.e., for Sick Leave, half day accruals based on your work schedule) Eliminated from the pay statement:  “Difference from Pre” – instead provide a “Retro” or “Adj.” column for each type of pay (primary, secondary, supplements…)  “EQ Adjustments”

123Payroll Support & Time Recording PUOC_10: Off-cycle Workbench 1 2 3 4

124Payroll Support & Time Recording PUOC_10: Off-cycle Workbench Pay Statement (DRAFT) 5 6 7 8

125Payroll Support & Time Recording PUOC_10: Off-cycle Workbench Pay Statement (DRAFT) 9 10

126Payroll Support & Time Recording PUOC_10: Off-cycle Workbench Let’s display the pay statement for Peter Smith. Using transaction PUOC_10, we’ll select his personnel number and view the statement. Simulation

127Payroll Support & Time Recording Congratulations! You should now be able to:  Display employee master data (PA20)  Describe the new perpetual calendar and changes to the pay statement  Display off-cycle workbench (PUOC_10) Lesson Summary

128Payroll Support & Time Recording Knowledge Check What transaction code is used to display employee master data, such as basic pay? A.PUOC_10 B.PA20 C.CAT2 D.PT50

129Payroll Support & Time Recording Knowledge Check Which of the following statements is NOT true of the perpetual calendar? A.Pay dates are set for years to come B.Includes standard 14-day pay periods C.Crosses fiscal years and is not tied to the school calendar D.Changes all employees to a Year-Round calendar, receiving 26 pay checks per contract year E.All of the above

130Payroll Support & Time Recording Knowledge Check What transaction code is used to display an employee’s remuneration statement? A.PUOC_10 B.PA20 C.CAT2 D.PT50

132Payroll Support & Time Recording Year Round Pay Option  Year Round Pay (YRP) Option  pre-tax calculation  Per IRS regulations (IRS Code Section 409A):  YRP selection is optional and must be made Annually prior to the first day of the contract calendar  No changes can be made during the year; YRP option cannot be cancelled mid-year  Early payouts will occur only for retirement, early termination, and Board approved leave; no hardship payouts are allowed  Amount is system-calculated  Biweekly pays are calculated on gross Base Salary only  Payments for Supplements, additional hours or positions and Longevity payout are not included in the calculation for the Year Round Pay Option summer checks  Amounts are fixed for the duration of the year  Health insurances, voluntary insurances (cancer, life, pre-paid legal, etc.), union dues, United Way, and other similar deductions will not be deducted from Year Round Pay Option summer checks  Taxes, garnishments, and TSAs will be deducted from Year Round Pay Option summer checks

133Payroll Support & Time Recording Employee Self Service Let’s use ESS to view a pay statement. For this scenario, we will log in as if we were Barbara Confidential. Simulation

134Payroll Support & Time Recording Congratulations! You should now be able to describe the processes to access pay-related information in Employee Self Service (ESS):  Update address  View latest salary statement  Request employment verification  Update W-4 withholdings  Request reprint of previous year’s W-2  Update bank deposit information  Choose year round pay option Lesson Summary

135Payroll Support & Time Recording Knowledge Check Employees can only view pay stubs in ESS that have been generated by the new SAP system after Go Live. A.True B.False

136Payroll Support & Time Recording Knowledge Check After implementation of the new SAP ECC 6.0 system employees will be able to access ESS and do the following: A.Update their Address B.Update their W-4 federal withholding selection C.View pay stubs from pay periods post go-live D.Update their bank account details for direct deposit E.All of the above

Reporting

140Payroll Support & Time Recording At the end of this lesson, participants will be able to execute the following reports:  Display Time Sheet Data (CADO)  Time Management Report (ZTIM)  Retroactive Changes to Time Data (ZHTM_TIMEDATA_CHNG)  Attendance/Absence Data (S_AHR_61018660)  Gross and Net Earnings (ZHPY_PAY59)  Flexible Employee Data Report (BI Report) Lesson Objectives NEW! All reports will be available via the BRITE Portal!

141Payroll Support & Time Recording Key Terminology Business Intelligence (BI) Repository of SAP information for the purpose of reporting. Enterprise Central Component (ECC) The transactional processing system of the SAP client which runs beside the BI client and is used to process the day-to-day transactions, such as time entry and payroll processing. PortalA point of access through a website to the SAP system. Users will access both ECC and BI through the BRITE portal.

142Payroll Support & Time Recording Reporting: SAP 6.0 (ECC) vs. BI Generate Reports Nightly Updates BI (read only data) BI (read only data) Enter Data SAP ECC   SAP 6.0 can be used for simple look-ups of real-time data   Data can be exported into Excel   Easier access to data requires less printing of reports Business Intelligence (BI)   BI’s reporting features offer more flexibility in queries and formatting than SAP transactions   Pre-defined Excel formats help simplify reporting   Actual data is extracted from SAP into BI nightly, so data is considered near real time

143Payroll Support & Time Recording CADO: Display Time Sheet Data 1 2 3

146Payroll Support & Time Recording CADO: Display Time Sheet Data Note the changes:

147Payroll Support & Time Recording CADO: Display Time Sheet Data Let’s view the time entered for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CADO, we’ll select the personnel numbers and view the data entered for this year. Simulation

148Payroll Support & Time Recording Demonstration CADO: Display Time Sheet Data Let’s view the time entered for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CADO, we’ll select the personnel numbers and view the data entered for this year.

149Payroll Support & Time Recording CADO: Display Time Sheet Data Let’s view the time you entered for Yvonne Hilliard. Using transaction CADO, we’ll select her personnel number and view the data entered for this year. Exercise

150Payroll Support & Time Recording ZTIM: Time Management Report 1. 1.Enter the transaction code ZTIM in the Fast Path. 2. Enter Object ID which is your eight digit Org Unit number beginning with the number 6. 3. Enter in the Date Selection period 4. Enter the Payroll Area 5. Click the Execute button to get report

151Payroll Support & Time Recording ZHTM_TIMEDATA_CHNG: Retroactive Changes to Time Data 1 2 3 4 5

152Payroll Support & Time Recording ZHTM_TIMEDATA_CHNG: Retroactive Changes to Time Data 2 1

153Payroll Support & Time Recording S_AHR_61018660: Attendance/Absence Data 1 2 3 4

154Payroll Support & Time Recording S_AHR_61018660: Attendance/Absence Data 5 6 7 8

155Payroll Support & Time Recording ZHPY_PAY59: Gross and Net Earnings 1 2 3

156Payroll Support & Time Recording ZHPY_PAY59: Gross and Net Earnings 4 5

157Payroll Support & Time Recording Portal Reporting: Navigation (DRAFT) Navigate to both ECC (real time) reports and BI (near real time) reports via the BRITE Portal. 1 2

158Payroll Support & Time Recording Portal Reporting: Navigation (DRAFT) Reports will be grouped into functional areas. 3 Drill down within the report area to access the required report. For this example, we’ll select Flexible Employee Data. 4

159Payroll Support & Time Recording Portal Reporting: Navigation (DRAFT) Select report criteria through the Variable Entry screen. For this example, we’ll filter the report for a specific month and org unit. 5 7 6

160Payroll Support & Time Recording Portal Reporting: Navigation (DRAFT) The Flexible Employee Data report displays: 9 11 10 8 12

161Payroll Support & Time Recording Portal Reporting: Navigation (DRAFT) Note the changes to the Row selection: 13 15 14

162Payroll Support & Time Recording Portal Reporting: Navigation (DRAFT) Note the changes to Row order: 17 16

163Payroll Support & Time Recording Portal Reporting: Navigation (DRAFT) Note the changes to the Rows displayed: 18 19

164Payroll Support & Time Recording Portal Reporting: Navigation (DRAFT) To save the layout for the report: 20

165Payroll Support & Time Recording BI: Flexible Employee Data Now that we’ve seen some of the BI functionality, let’s go run the report and export the data to Excel. Simulation

166Payroll Support & Time Recording Congratulations! You should now be able to execute the following reports:  Display Time Sheet Data (CADO)  Time Management Report (ZTIM)  Retroactive Changes to Time Data (ZHTM_TIMEDATA_CHNG)  Attendance/Absence Data (S_AHR_61018660)  Gross and Net Earnings (ZHPY_PAY59)  Flexible Employee Data Report (BI) Lesson Summary

167Payroll Support & Time Recording Knowledge Check When executing a report in BI, you can: A.Move rows B.Add free characteristics C.Export to Excel D.All of the above

169Payroll Support & Time Recording Agenda LessonTime One: Introduction to Payroll Support and Time Recording Two: Time Recording Three:Payroll Support Four: Reporting Seven: Summary

Summary

171Payroll Support & Time Recording You should now be able to:  Describe the relationship between positions and payroll  Create absences and attendance on an employee’s primary position  Report attendance on secondary positions  Execute relevant reports Key Concepts

Payroll Support and Time Recording. 2Payroll Support & Time Recording  Have fun and enjoy the opportunities to contribute to SBBC’s future success! 

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Payroll Support and Time Recording. 2Payroll Support & Time Recording  Have fun and enjoy the opportunities to contribute to SBBC’s future success! 

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