1. Food and Nutrition Service Payroll Support and Time Recording

2. F&NS Payroll Support & Time Recording2 At the end of this course, participants will be able to:  Describe payroll  Create absences and attendance  Interpret basic payroll data  Execute relevant reports Course Objectives

3. F&NS Payroll Support & Time Recording3 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

4. F&NS Payroll Support & Time Recording4 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) PA20 Display Employee Data – view only version of an employee’s infotypes and subtypes PUOC_10 Display Off-cycle Workbench (pay statements)

5. F&NS Payroll Support & Time Recording5 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

6. F&NS Payroll Support & Time Recording6 Display sick, vacation, comp time, and military quotas for a specific employee: PT50: Quota Overview

7. F&NS Payroll Support & Time Recording7 The employee’s information displays: PT50: Quota Overview 1 2 3 4

8. F&NS Payroll Support & Time Recording8 The Absence quotas tab displays the detailed quota information: PT50: Quota Overview 5 6 7

9. F&NS Payroll Support & Time Recording9 The Accrual information tab displays the detailed accrual information: PT50: Quota Overview 8 9

10. F&NS Payroll Support & Time Recording10 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

11. F&NS Payroll Support & Time Recording11 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

12. F&NS Payroll Support & Time Recording12 PT50: Quota Overview You want to verify the amount of leave Mary Jackson has available. Using transaction PT50, enter her personnel number from the data sheet and find the following:  Sick leave remaining  Military leave Exercise

13. F&NS Payroll Support & Time Recording13 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  Secondary Position – time entered for the employee’s secondary position/assignment

14. F&NS Payroll Support & Time Recording14 CAT2: Record Working Times – No Cost Override Maintain time sheets to add, change, and delete attendance and absence per employee: 2 1

15. F&NS Payroll Support & Time Recording15 Select the variant to choose employees for whom you wish to enter time: CAT2: Record Working Times – No Cost Override 3

16. F&NS Payroll Support & Time Recording16 CAT2: Record Working Times – No Cost Override 7

17. F&NS Payroll Support & Time Recording17 CAT2: Record Working Times – No Cost Override 10 11 Record time for employees: 89

18. F&NS Payroll Support & Time Recording18 12 1314 CAT2: Record Working Times – No Cost Override 15 Record time for employees: 16

19. F&NS Payroll Support & Time Recording19 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

20. F&NS Payroll Support & Time Recording20 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

21. F&NS Payroll Support & Time Recording21 CAT2: Record Working Times – No Cost Override You need to enter time for Mary Jackson. Using transaction CAT2, select her personnel number and enter the following time:  Monday: 2.5 SCK, 1.75 PLV  Tuesday: 4.25 PLV  Thursday: 2.0 OTP (special function) Exercise

22. F&NS Payroll Support & Time Recording22 Instructions for Adding Text in CATS Timesheet

23. F&NS Payroll Support & Time Recording23 Instructions for Adding Text in CATS Timesheet

24. F&NS Payroll Support & Time Recording24 Instructions for Adding Text in CATS Timesheet

25. F&NS Payroll Support & Time Recording25 Instructions for Adding Text in CATS Timesheet

26. F&NS Payroll Support & Time Recording26 CAT2: Record Working Times – Secondary Positions 1 2

27. F&NS Payroll Support & Time Recording27 Select the variant to choose employees for whom you wish to enter time: CAT2: Record Working Times – Secondary Positions 3

28. F&NS Payroll Support & Time Recording28 CAT2: Record Working Times – Secondary Positions Record time for employees: 10 11 89

29. F&NS Payroll Support & Time Recording29 CAT2: Record Working Times – Secondary Positions Record time for employee: 12 13 16 17 1415

30. F&NS Payroll Support & Time Recording30 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

31. F&NS Payroll Support & Time Recording31 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

32. F&NS Payroll Support & Time Recording32 CAT2: Record Working Times – Secondary Positions You need to enter time for the additional assignment for Yvonne Hilliard. Using transaction CAT2, select her personnel number and enter the following time for Monday of this week:  RGR = 5.25 hours Exercise

33. F&NS Payroll Support & Time Recording33 CAT2: Record Working Times-Changes/Deletions 1 2 Maintain time sheets to add, change, and delete attendance and absence transactions per employee:

34. F&NS Payroll Support & Time Recording34 Select the variant to choose employees for whom you wish to enter time: CAT2: Record Working Times – Changes/Deletions 3

35. F&NS Payroll Support & Time Recording35 CAT2: Record Working Times – Changes/Deletions 8 10 11 Note the time entered for Monday, January 28 th : 9

36. F&NS Payroll Support & Time Recording36 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

37. F&NS Payroll Support & Time Recording37 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

38. F&NS Payroll Support & Time Recording38 CAT2: Record Working Times – Changes/Deletions You need to modify the time entered for Mary Jackson. Using transaction CAT2, select her personnel number and change the following:  Tuesday: 4.25 PLV – Delete hours  Thursday: 2.0 OTP – Change to 2.5 hours (special function) Exercise

39. F&NS Payroll Support & Time Recording39 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

40. Payroll Support

41. F&NS Payroll Support & Time Recording41 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

42. F&NS Payroll Support & Time Recording42 PA20: Display HR Master Data 1 2 3 4 5

43. F&NS Payroll Support & Time Recording43 1 Object Manager 2 3 4 5 6

44. F&NS Payroll Support & Time Recording44 Object Manager

45. F&NS Payroll Support & Time Recording45 Infotype 0007: Planned Working Time 2 3 1

46. F&NS Payroll Support & Time Recording46 Infotype 0014: Recurring Payments/Deductions 1 2

47. F&NS Payroll Support & Time Recording47 Infotype 0015: Additional Payments 1 2

48. F&NS Payroll Support & Time Recording48 Infotype 0019: Monitoring of Tasks 1

49. F&NS Payroll Support & Time Recording49 Infotype 0041: Date Specifications 1 2

50. F&NS Payroll Support & Time Recording50 Infotype 0554: Hourly Rate per Assignment 1 2

51. F&NS Payroll Support & Time Recording51 Infotype 2001: Absences 1 2

52. F&NS Payroll Support & Time Recording52 Infotype 2002: Attendances 1 2

53. F&NS Payroll Support & Time Recording53 Infotype 0008: Basic Pay 1 2 3 4 6 5

54. F&NS Payroll Support & Time Recording54 Infotype 0008: Basic Pay Details

55. F&NS Payroll Support & Time Recording55 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

56. F&NS Payroll Support & Time Recording56 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

57. F&NS Payroll Support & Time Recording57 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

58. F&NS Payroll Support & Time Recording58 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

59. F&NS Payroll Support & Time Recording59 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

60. F&NS Payroll Support & Time Recording60 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”

61. F&NS Payroll Support & Time Recording61 PUOC_10: Off-cycle Workbench 1 2 3 4

62. F&NS Payroll Support & Time Recording62 PUOC_10: Off-cycle Workbench Pay Statement (DRAFT) 5 6 7 8

63. F&NS Payroll Support & Time Recording63 PUOC_10: Off-cycle Workbench Pay Statement (DRAFT) 9 10

64. F&NS Payroll Support & Time Recording64 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

65. F&NS Payroll Support & Time Recording65 Questions?

66. Reporting

67. F&NS Payroll Support & Time Recording67 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!

68. F&NS Payroll Support & Time Recording68 CADO: Display Time Sheet Data 1 2 3

69. F&NS Payroll Support & Time Recording69 CADO: Display Time Sheet Data 4 6 5

70. F&NS Payroll Support & Time Recording70 CADO: Display Time Sheet Data 7 8 9

71. F&NS Payroll Support & Time Recording71 CADO: Display Time Sheet Data Note the changes:

72. F&NS Payroll Support & Time Recording72 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.

73. F&NS Payroll Support & Time Recording73 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

74. F&NS Payroll Support & Time Recording74 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

75. F&NS Payroll Support & Time Recording75 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.

76. F&NS Payroll Support & Time Recording76 ZHTM_TIMEDATA_CHNG: Retroactive Changes to Time Data 1 2 3 4 5

77. F&NS Payroll Support & Time Recording77 ZHTM_TIMEDATA_CHNG: Retroactive Changes to Time Data 2 1

78. F&NS Payroll Support & Time Recording78 S_AHR_61018660: Attendance/Absence Data 4 1 2 3

79. F&NS Payroll Support & Time Recording79 S_AHR_61018660: Attendance/Absence Data 5 6 7 8

80. F&NS Payroll Support & Time Recording80 ZHPY_PAY59: Gross and Net Earnings (Zearnings) 1 2 3

81. F&NS Payroll Support & Time Recording81 ZHPY_PAY59: Gross and Net Earnings 4 5

82. F&NS Payroll Support & Time Recording82 Portal Reporting: Navigation (DRAFT) Navigate to both ECC (real time) reports and BI (near real time) reports via the BRITE Portal. 1 2

83. F&NS Payroll Support & Time Recording83 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

84. F&NS Payroll Support & Time Recording84 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

85. F&NS Payroll Support & Time Recording85 Portal Reporting: Navigation (DRAFT) The Flexible Employee Data report displays: 9 11 10 8 12

86. F&NS Payroll Support & Time Recording86 Portal Reporting: Navigation (DRAFT) Note the changes to the Row selection: 13 15 14

87. F&NS Payroll Support & Time Recording87 Portal Reporting: Navigation (DRAFT) Note the changes to Row order: 17 16

88. F&NS Payroll Support & Time Recording88 Portal Reporting: Navigation (DRAFT) Note the changes to the Rows displayed: 18 19

89. F&NS Payroll Support & Time Recording89 Portal Reporting: Navigation (DRAFT) To save the layout for the report: 20

90. F&NS Payroll Support & Time Recording90 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

91. F&NS Payroll Support & Time Recording91 Questions?