1. HRMS End User Training Personnel Time Recording
Participant Training Guide
January 2014
Personnel Time Recording
Training Guide
Last updated October 2012

2. Table of Contents

3. HRMS Personnel Time Recording
Instructor notes:
Facilities information
Cell Phones
Questions- If you have questions during the class, just ask
Class introduction: Name, Agency, experience with HRMS?

4. HRMS Payroll and Reports
Classroom Introductions
Participant Introductions
Welcome to Time and Recording
Security
Restrooms
Participant Lounge
Building Evacuations
Messages
Cell Phones
Computers
Name
Role
Agency
Goal(s) for class
HRMS Payroll and Reports 4

5. Course Objectives Upon completion of this course, you will be able to:
Understand new terms and concepts for Personnel Time Recording
Define how Personnel Time Recording fits into the payroll processing cycle
Make short-term changes to an employee’s work schedule
Enter wage types (i.e. overtime) in CATS
Enter absences in CATS
Enter labor distribution in CATS
Learn how to transfer time from CATS to HRMS
Understand how to access and run reports

6. Training Materials
The following training materials and tools are used:
HRMS Training Guide: Designed to introduce you to HRMS navigation terms and concepts and to provide the necessary information to complete the activities and exercises throughout the course.
HRMS Activity Guide: Designed to provide you with activities and exercises that help solidify your understanding of concepts learned in the course and also provide you with an opportunity to use HRMS.
HRMS Training Guide
This document which contains PowerPoint slides and notes of all of the content covered in class. It is also used as a training manual.
HRMS Activity Guide
The accompanying Word document that details all the scenarios and data needed to perform an activity in HRMS.
Types of activities in the Activity Guide include:
Demonstration
Trainer performs activities while participants watch.
Walkthrough
Trainer and participants both perform activity.
Exercise
Participants perform activity and ask questions.

7. Training Tools
HRMS On-line Quick Reference (OLQR): On-line help that provided you with step-by-step instructions designed to help you complete tasks in HRMS.
HRMS OLQR
An online help tool that contains user procedures and process flows to be used during all activities in the training.
HRMS also contains Context Sensitive Help. When accessing the Help feature while working in HRMS, the OLQR will display procedures related to the transaction the user is currently working in.
Website address:

8. Personnel Time Recording Overview
Instructor notes:
Personnel Time Recording refers to the business process of entering time and attendance for your employees into HRMS.

9. Personnel Time Recording Overview
Upon completion of this section, you will be able to:
Define key terms associated with entering time and attendance in HRMS.
Understand how Personnel Time Recording fits into the overall payroll process.
Define roles as they relate to the course.
Understand how to Manage Work Schedules.

10. Key Terms
Cross-Application Time Sheet (CATS) – Central time sheet used to enter employees time data:
Attendance
Absences
Labor Distributions
Time is recorded in CATS, and passed on to other applications. Once time is entered, this information is transferred to related HRMS infotypes where time data can be accessed during the payroll run.
Effective Dating – Date used to enter an employees time data in advance or retroactively. The effective date is based upon a valid start date and end date
Note:
A benefit of HRMS is the ability to enter information into the system as soon as it is received –even if it is three months in advance.
Anytime prior to the time data entry deadline you are able to enter information regarding an employee’s working time.
For example, one of your employees has decided to take a personal day on the last Friday of the pay period. This absence can be entered for that date anytime prior to that period’s payroll cutoff if the employee has leave available on the date it is entered.

11. Personnel Time Recording Roles
Roles determine what a person can access.
The following roles exist for Personnel Time Recording:
Time and Attendance Processor: Records absences/attendance into CATS
Time and Attendance Inquirer: Views absence quotas (accrual) and payroll time entries
Time and Attendance Supervisor: Manages the Time and Attendance Processor Has the ability to view all infotypes, however has limited update ability.

12. Integration With Other HRMS Components
Personnel Time Recording components are integrated with other HRMS areas
When time is entered in CATS, it is transferred to Absences (2001) and Employee Remuneration Info (2010) in an employee’s personnel file. This information is used to pay employees
The transferred information is directly pulled from HRMS during the payroll processing cycle
Payroll
Processing
Time
Management
Personnel
Administration

13. Personnel Time Recording Process Flow
Instructor notes:
Refer to Job Aid Personnel Time Recording Report
Above is a generic flow for time entry from the end of the time period through the beginning of the payroll processing cycle.
Time Entered for employee with static cost centers
SOW-2

14. Managing Work Schedules

15. Managing Work Schedules
Upon completion of this section, you will be able to:
Understand how work schedules are developed in HRMS.
Identify available work schedules in HRMS.
Complete a work schedule substitution to an employee’s work schedule.
Instructor notes:
Explain what work schedules are and what a work schedule substitution is
Work Schedule – the assigned schedule of an employee defining the planned working hours per day. Every employee is assigned a work schedule in HRMS.
Work Schedule Substitution –A short term deviation from an employee’s regular work schedule and the schedule needs to be changed.

16. Work Schedule Overview
Work schedules are created when the Personnel Administrator Processor completes the Hire Action (PA40)
Work schedules are created and maintained on the Planned Working Time (0007)
Instructor notes:
Work schedules are completed by the Personnel Administrator during the hire action.
The Personnel Administrator will select the correct work schedule rule, under the work schedule rule tab.
Under the working time tab, they will key in the correct employment % for the employee. The rest of the information will default based on the work schedule that has been selected for the employee.

17. Available Work Schedules
There are more than 50 work schedules in HRMS
Typically, the work schedule is based on a 40-hour week, but HRMS accommodates non-traditional schedules
Rotating work weeks
Altered work days (flex schedules)
24/7
Instructor notes:
Work schedules were developed based on input from all agencies and reflect the most common types of schedules.
There are currently 53 work schedules available within HRMS
Typically the work schedule is based on the traditional 40 hour work week, however HRMS does accommodate the non-traditional work schedules such as:
Rotating Work Weeks
Flex days
24x 7
Note:
24/7 work schedules are not recommended solutions but rather a last resort alternative for agencies who have large volumes of employees with erratic work schedules. DOP suggests finding a schedule that best fits the employees work schedule, as the 24/7 work schedule may effect the employee’s medical aid information.

18. Change Work Schedule
Short or long-term changes can be made to the a work schedule after it has been established
As the Time and Attendance Processor you can make short- term changes to an employee’s work schedule using a work schedule substitution
Long-term work schedule changes are done by the Personnel Administrator Processor or the Payroll Processor using the Planned Working Time (0007)
Instructor notes:
Once a schedule has been created in HRMS it may be changed. There are two types of schedule changes in HRMS.
Long Term (a month or longer) These are usually completed by the Personnel Administrator Processor of the Payroll processor using the Planned Working Time (0007) infotype.
Short Term- (3 weeks or less) Completed by the Time and Attendance Processor using the Substitution Infotype (2003)
For this course we will be covering the Short Term schedule change
Examples of when to use a work schedule substitution to make a short-term change include:
Employee is scheduled to work 5-8s: M-F and needs to work 4-10s: T-F for two weeks due to child care needs.

19. Short-Term Work Schedule Substitution
To complete a short-term work schedule substitution, follow menu path: Human Resources  Time Management  Administration  Time Data  Maintain
You can also access the transaction using the transaction code PA61 (Maintain Time Data)
Instructor notes:
There are two different methods for accessing the transaction code PA61 to complete a work schedule substitution.
DRILL DOWN METHOD
COMMAND FIELD
Question- How many of you use your favorites folder to access transaction codes?
Note: To display the Technical Names of the transaction code for example: PA61-Maintain
Go to your menu bar, select extras/settings/display technical names

20. Short-Term Work Schedule Substitution
Enter the employee’s Personnel no.
Click (Enter) to validate.
Select under
Enter the date (s) that need to be adjusted under
Click (Copy)
Instructor notes:
There are two ways to make a Short-Term Work Schedule Substitution.
The First way is to use the Substitution (2003) Infotype.
Fields to complete: PRNR
Select substitutions
Enter the To date: This may not exceed 15 calendar days. This is to help prevent time transfer errors for future leave requests.
Example: Employee works M-F 8 hours a day, has been approved for annul leave in one week for leave on Thursday and Friday. The leave has been approved and already keyed in.
An employee has been approved for a work schedule substitution for the next three weeks. The employee will now work M-Thursday 10 hours a day.
Tip:
You can use the Personnel Number field to search for personnel numbers:
Key
=(employees last name) to search by last name
=.. (employee’s first name) to search by first name
=c. (SSN) to search by employee’s social security number

21. Short-Term Work Schedule Substitution
Verify the dates.
Select the new code from the drop down list that reflects the right schedule
Click (Save)
Note: To select a work schedule for an hourly employee use the matchcode button in the Daily work schedule.
To select a work schedule for a monthly employee use the matchcode in the Work schedule rule.

22. Short-Term Work Schedule Substitution – Month View
Enter the employee’s Personnel no.
Click (Enter) to validate.
Period: Enter the date to be adjusted.
To view the work schedule click
Instructor notes:
The Second way to make a short term work schedule substitution is
by using the Month View icon on the application toolbar.

23. Short-Term Work Schedule Substitution – Month View
Instructor notes:
You will be taken to the Change Monthly Calendar infotype 2051.
For this example, the work schedule displays for a month period (from 9/1/2010-9/30/2010. )
FD/LD fields (First Day/ Last Day) provide the dates for the week.
Days with the RED OFF- indicate employee’s day off
The working day is noted by D001- This will match the employees work schedule. This employee works 4 10’s

24. Short-Term Work Schedule Substitution – Month View
The Time and Attendance Processor makes any necessary changes to any days on the employee’s schedule. In this example, the employee is switching days off from Saturday to Thursday.
Enter any changes on the day(s) that need to be adjusted.
To make the change, click in the box on the date that needs adjustment. Enter the new code or use the drop down button to look for the code that reflects the right schedule.
Repeat these steps until the changes are complete.
After all changes are made, click (Save) to end the process.
Once you have clicked save, you will notice “S” under the dates that you changed. The “S” indicates that a substitution has been made.
Note:
If you have saved the changes on the Month View and realize a mistake was made, you will need to access the Substitutions (2003) infotype and delete the entries.

25. Short-Term Work Schedule Substitution- List Entry
To complete a short-term work schedule substitution, follow menu path: Human Resources  Personnel Management Administration  HR Master Data Maintain
You can also access the transaction using the transaction code PA30 (Maintain HR Master Data)

26. Short-Term Work Schedule Substitution- List Entry cont’d.
Enter the employee’s Personnel no.
Click (Enter) to validate.
Select under
Select Goto on the menu bar.
Select List Entry

27. Short-Term Work Schedule Substitution- List Entry cont’d.
Enter From/to Date.
This may not exceed 15 days.
Enter 04- shift substitution
Enter the Daily Work Schedule.
Click (enter) to validate.
Click (save) to save.

28. HRMS Activity
Short-Term Work Schedule Substitution Demonstration (Activity Guide Pg. 4) Exercise (Activity Guide Pg. 6)

29. Review Questions
When do you complete a work schedule substitution using PA61?
Overwrite an employee’s work schedule when the change is for a shortened period of time.
What are two ways that you can complete a work schedule substitution?
You can use Substitution (2003), or you can use the Month view (PA61) to make the changes.
Answer #1: Overwrite an employee’s work schedule when the change is for a shortened period of time.
Answer #2: You can use Substitution (2003), or you can use the Month view (PA61) to make the changes.

30. Enter Time and Attendance in CATS

31. Enter Time and Attendance in CATS
Upon completion of this section, you will be able to:
Define new terms related to time recording
Know the difference between positive (hourly) and negative-time (salaried) reporting.
Enter time and attendance in CATS including:
Wage Types (i.e. Overtime)
Absences
Labor Distribution (cost center allocation)
Tip:
For assistance on entering Time and/or Attendance refer to the following user procedures on the OLQR:
CATS Display Working Time
CATS_Enter Dollar Amounts
CATS_Enter Labor Distribution
CATS_Enter Overtime for a Salaried Employee
CATS_Enter Wage Types

32. New Terms
SOW-1 – Data Entry Profile used when the labor distribution needs to be changed for an employee.
SOW-2 – Data Entry Profile used when you need to enter an employee’s time without changing the labor distribution.
Negative-time reporting (salaried) Recording only exceptions (i.e. annual leave, overtime) to a salaried employees work schedule.
Positive-time reporting (hourly) – Recording all hours worked as well as all absences during the pay period.

33. New Terms cont’d.
Wage type - Wage types separate amounts and time units for various business purposes.
Absence type – List of valid paid and unpaid absences.
Absence quota - It is an employee’s entitlement to a certain absence.  It is the amount of time allowed for an employee to be absent from work, such as Annual Leave or Sick Leave.
Labor Distribution – Where an employee’s time is charged. Some employees may have one labor distribution, some may have multiple labor distributions.

34. Time Recording Activity #1 Wage Types
Time and Attendance Processor accesses CATS
Time and Attendance Processor records Wage Types
Time and Attendance Processor records absences
Time and Attendance Processor enters labor distributions
Time and Attendance Processor selects the assigned work schedule, if necessary
Time and Attendance Processor saves and exits CATS
Instructor notes:
Wage types separate amounts and time units for various business purposes. Examples of wage types are:
Regular hours worked.
Overtime.
Assignment Pay.
Callback Hours.
Comp Time Earned.
Remember:
For hourly employees wage types are recorded per day, per pay period.
For salaried employees with valid work schedule, only exceptions to an employee’s regular time needs to be recorded.
We are going to cover 3 scenarios for using the CAT screen.
Enter Wage Types into CATS
Enter Absences into CATS
Enter Labor Distribution

35. Access CATS
There are two ways to access CATS (cross-application time sheet):
Follow menu path: Human Resources  Time Management  Time Sheet  CATS Classic  Record Working Times
Enter transaction code CAT2 (cross-application time sheet)

36. Time Sheet: Initial Screen
Fields to complete:
Data Entry Profile
Key date
Personnel Number
Click (Enter Time) to access the employee time sheet.
Note: If the only visible field is Data Entry Profile, make a selection and click (Enter). The remaining fields will appear.

37. Time Sheet: Data Entry View
Instructor notes:
The first gray row shows the hours available per day based on the employees work schedule. To check an employees work schedule, use the Planned working time infotype (0007)
*** If you wish to view the days as well as the dates*** click on the “calendar button to the right of the clock****
The 2nd gray row indicates the hours entered. To total the hours entered click on the magnify glass

38. Enter Regular Working Time Hourly
Click the (Matchcode) button in the Wage type field to open the wage type selection list.
Hint: Click on the “Wage Type Long Text” header to alphabetize the list.
Note:
Only wage types are applicable to the employee will display. For example, if the employee is a salaried employee wage type 1200 Regular Working Time Hrly will not display in the matchcode.
Refer to Job Aid Personnel Time Recording Wage Types Job Aid for list of wage types.

39. Enter Regular Working Time Hourly
Enter the Wage type.
Example: Wage type Regular Working Time Hourly
Enter the MU (measuring unit). For Wage Types the measuring unit is HR.
Enter the hours worked for each day.
To validate entries click (Check Entries).
Click (Save) to save.
Note:
The measuring unit HR stands for Hours. This is a required field that must be entered when entering wage types.

40. Display totals for wage types entered
Check the box to the left of each wage type to view
Select (Detailed Time Data) to display
If multiple wage types were entered, select to display next record
Instructor:
Once you have entered the wage types for an employee, you can use the Detailed time icon to display the total hours that were keyed in.
Select each wage type that you want to view the total for, press the detailed time icon (magnify glass to display.)
You can also use transaction code CAT3 to display past entries

41. Entering Wage Types and Recording Overtime in CATS
HRMS Activity
Entering Wage Types and
Recording Overtime in CATS
Demonstration (Activity Guide Pg. 9) Exercise (Activity Guide Pg. 11)

42. Hourly Rate Per Assignment
Instructor notes:
Hourly Rate per assignment is a process that is completed when an employee works multiple jobs within the same agency at the same time, the jobs are either salaried or hourly and have different base rate.
To pay an employee for time worked at each job, you will need to enter the time for each position into CATS.

43. Hourly Rate Per Assignment
There are two ways To access Display HR Master Data (PA20)
Follow menu path: Human Resources  Personnel Management  Administration HR Master Data PA20-Display
Enter PA20 into the command field.

44. Hourly Rate Per Assignment
Enter the Personnel Number
Click (Enter) to validate
Select the gray box to the left of to select
Click (Display) to view

45. Hourly Rate Per Assignment cont’d.
Employees position number is located under the Organizational Assignment Section
Highlight and Copy the Position Number
Enter /NCAT2 in the command field to access CATS.
Instructor notes:
Highlight the employees’ position number press ctrl+C to copy the number
Access the employees CAT screen using the transaction code CAT2

46. Hourly Rate Per Assignment cont’d.
Fields to complete:
Data Entry Profile (SOW-2)
Key date
Personnel Number
Click (Enter Time) to access the employee time sheet.

47. Hourly Rate Per Assignment
NOTE: ** These wage types are not what pays the employee the time worked. It is the wage type 1222 or 1200 combination with the Position number that tells HRMS to look at the Hourly Rate per Assignment (0554) (The payroll processor will create this infotype). Then based on the employee’s planned working time, HRMS will first evaluate the hours worked at this position then evaluate the remaining hours for the period at their primary salary.
Fields to complete:
Wage Type
Position number MU
Hours worked per date
To validate entries click (Check Entries)
Click (Save) to save.

48. Salary Hours Override

49. Enter Salary Hours Override
Fields to complete:
Data Entry Profile (SOW-2)
Key date
Personnel Number
Click (Enter Time) to access the employee time sheet.

50. Enter Salary Hours Override cont’d.
Enter Wage Type 1223 (Salary hours override).
Enter the MU = ‘HR’.
Enter the actual hours available for the pay period
Click (Save).
Note:
The wage type 1223 (Salary hours override) is used to report actual hours and reports medical and leave hours as well as FLSA calculations.
If this wage type is not entered for both fulltime and part time employees on the 24/7 work schedule, a payroll redline will result

51. Review Question
When would a wage type be entered on a salaried employee?
2. True or False? When entering time worked for an hourly employee, you can add all hours worked for the pay period, lump them together and enter the total hours worked using wage type 1200?

52. Time Recording Activity # 2 Absence Types
Time and Attendance Processor accesses CATS
Time and Attendance Processor records Wage Types
Time and Attendance Processor records absences
Time and Attendance Processor enters labor distributions
Time and Attendance Processor selects the assigned work schedule, if necessary
Time and Attendance Processor saves and exits CATS

53. Access CATS
There are two ways to access CATS (cross-application time sheet):
Follow menu path: Human Resources  Time Management  Time Sheet  CATS Classic  Record Working Times
Enter transaction code CAT2 (cross-application time sheet)

54. Time Sheet: Initial Screen
Fields to complete:
Data Entry Profile
Key date
Personnel Number
Click (Enter Time) to access the employee time sheet.
Tip:
If you are unsure of the employee’s personnel number, you can use the Matchcode to search for the employee using First or Last name

55. Enter Absence Types
Click the (Matchcode) button in the A/A Type field to open the absence type selection list.
Hint: Click on the “Att abs.type text” header to alphabetize the list.
Absence types followed with a “U” are to be used for an “unplanned” absences.
Note: Absence types followed with a “U” are to be used for unplanned absences.

56. Enter Absence Types Enter the A/A Type.
Instructor notes:
The MU is the measuring unit. For an absence type, this is noted as H (hours). ** This is not a required entry. HRMS will default to “H” after enter is clicked.
Only enter absence on scheduled working days.
Enter the A/A Type.
Enter hours taken for the date the absence was used.
Click (Check Entries) to validate entries.
Click (Save) to save

57. I Received An Error… Now What?
Error Messages
Resolution
“Enter amount or number”
A wage type has been entered, therefore a measurement unit (example HR for hours) must also be entered.
“Unit not permitted”
A unit has been entered for an absence type. Delete the unit and save again.
“Attendance/absence XX/XX/XXXX during non-working period”
The absence has been entered on a non-working day according to the work schedule. The Time and Attendance Processor will need to first overwrite/maintain the work schedule then re-enter the absence or attendance.
“Not enough Quota for attendance type xxxx”
The employee does not have enough hours in the Absence Quota Bucket remaining to enter the absence.
“Enter relevant working time attributes”
Hours have been entered without entering a wage type or absence type. Re-access the transaction and enter a wage type or absence type.
“Wage type XXXX not permitted for EE subgroup grouping X (from XX/XX/XXXX to XX/XX/XXXX)”
A wage type was assigned that is not permitted for a particular employee grouping or personnel sub area. Return to the transaction and enter a valid wage type.
Refer to job Aid Personnel Time Recording
Though unexpected, errors can be a result of a common problem with data entry. The above are common errors that result when data is missing, incorrect, or does not work in co-operation with other data.

58. Holiday Absence Type

59. Absence Type - Holiday
Salaried employees with a valid schedule (excludes 24/7) will not need to record holidays. A Holiday Schedule has been established in the system.
Hourly employees with a valid schedule (excludes 24/7) will need to record holidays. The system will give a warning message; you can override the warning by clicking the enter key.
24/7 Salary and Hourly employees will need to record the holiday with the correct absence type. No Holiday Schedule associated with a 24/7 schedule.
Note:
For hourly employees who received prorated holiday and/or personal holiday- once you have completed manually tracking the hours worked by the employee, you must follow the OFM prescribed calculation method to determine how many hours the employee is entitled to be paid for the legal holiday and/or personal holiday.
once the month
Example of hourly employees who receive a prorated holiday: January 1st is a holiday; the original time sheet will show as a day off with 0 hours available On February 1st, all the time is entered, the manual calculation is performed to determine hours needs to be recorded for January 1st holiday. The time is entered as a retro adjustment to CATS and then becomes a retro payment on the February 10th payroll.

60. Absence Type – Holiday cont’d.
Hourly employees who receive a prorated holiday and/or personal holiday:
Agencies will have to manually track the work hours in both halves of the month (1-15 and 16-31).
Manually enter the holiday hours in CATS to the applicable date for the legal holiday and/or personal holiday.
The system will then automatically retro and pay on the 10th of the following month.

61. Holiday- Stopping holiday pay
Transaction code PA61 in the command field Enter the employee’s Personnel Number
Click (Enter) to validate.
Select
Enter the date of the holiday
Click (Create).
Scenario:
Our employee works 4-10’s Monday-Thrusday (a valid work schedule) and is on LWOP on January 10th thru January 18th, and Martin Luther King Jr. Day falls on her regularly scheduled working day since she is not working the day before or after the holiday, she is not entitled to the holiday pay. To stop the system from paying for the holiday, you will need to make a schedule substitution for the day reflecting the hours of the employees regular work schedule
Fields to complete: PRNR Period- enter date of holiday to change
Select Substitution- or type 2003 in the direct selection
Select create.

62. Holiday- Stopping holiday pay cont’d.
Fields to complete:
From and To date
Select work schedule*
Day Type
Click (Enter) to validate.
Click (Save) to save.
Once you select create you are taken to the Substitution Infotype 2003
Fields to complete: Verify that the date (s) came over from previous screen. If not, enter the date (s)
Daily work schedule rule (if HOURLY) SELECT WORK SCHEDULE EE WORKS NORMALY
Work schedule rule (if SALARIED) SELECT WORK SCHEDULE EE WORKS NORMALY
SCROLL DOWN THE INFOTYPE:
DAY TYPE: 0-Work/Paid
Now that you have changed the schedule holiday to a regular working day, you can now go into CATS for the employee and enter the absence type for LWOP.

63. Enter Absences in CATS Exercise (Activity Guide Pg. 14)
HRMS Activity
Enter Absences in CATS Exercise (Activity Guide Pg. 14)

64. Time Recording Activity #3 Labor Distributions
Time and Attendance Processor accesses CATS
Time and Attendance Processor records wage types
Time and Attendance Processor records absences
Time and Attendance Processor enters labor distributions
Time and Attendance Processor selects the assigned work schedule, if necessary
Time and Attendance Processor saves and exits CATS
Labor distributions define where an employee’s time is being charged for their job. HRMS stores labor distributions information in many areas. It can be assigned to the position, the employee or on the employee’s CAT entries.
For example:
An employee is working a special project for a month, this could be entered on Cost distribution Infotype ( IT 27) for the time of the project. Infotype 27 would then default back to the employee’s original position funding once the end date has been reached..
OR, Labor distributions can be entered into CATS and this overrides both the position and the employee funding.
It’s an agency decision on how they want to do this. For this class, we will be entering labor distributions into CATS

65. Access CATS
There are two ways to access CATS (cross-application time sheet):
Follow menu path: Human Resources  Time Management  Time Sheet  CATS Classic  Record Working Times
Enter transaction code CAT2 (cross-application time sheet)

66. Enter Labor Distribution
Fields to complete:
Data Entry Profile
Key Date
Personnel Number
Click (Enter Times).
Whatever is entered in CATS will override what is assigned to the position when payroll runs.
Note: When an employee’s chargeable labor distribution differs from what is assigned to their position, use Data Entry Profile SOW-1.

67. Enter Labor Distribution
The following fields must be filled in:
Rec. CCtr
RecCostObj
RecFund
Rec.FuncAr
AFRS Project Structure
AFRS Allocation
Enter hours on each day the time is recorded to that labor distribution.
Enter the Wage and/or Absence type(s).
Enter the MU.
Click (Check Entries).
Click (Save).
Note: If an employee’s position is set up against multiple labor distributions, the Time and Attendance Processor will only change the labor distribution if time needs to be charged to a cost distribution that is not assigned to the position or person. The Org Management Processor maintains the cost distribution on a position and the Payroll Processor maintains the cost distribution for a person on infotype When payroll runs, whatever is entered in CATS will override what is assigned to the position.
HRMS Field Name
Object
Code Calculation
Example (DOP)
Rec. CCtr
Receiver Cost Center
AFRS agency code + AFRS Org. Index + 00
RecCostObj
Receiver Cost Object
AFRS agency code + AFRS Master Index + 0
RecFund
Receiver Fund
AFRS + AFRS Appropriation Index + AFRS Fund + 0
RecFundAr
Receiving Functional Area
AFRS agency code + AFRS Program Index
AFRS Project Structure
AFRS agency code + AFRS project + AFRS subproject + AFRS Project Phase
111 Default
AFRS Allocation
AFRS agency code + AFRS Allocation Code

68. Enter Labor Distribution Override Hours
For salaried employees who need to report hours worked to a different labor distribution, use Wage Type 1222 (Labor Distribution Override Hours).
The maximum hours that can be entered using Wage Type 1222 is the scheduled hours for the pay period.
Enter the total number of hours worked that need to be reallocated, not by day.
If multiple reallocations are necessary, then the total for each reallocation should be entered.
For a salaried employee who needs to report hours worked to a different labor distribution- use wage type Labor Distribution Override.
Using wage type the maximum hours that can be entered are the scheduled hours for the pay period. For example: 88 hours.
When entering hours for wage type 1222 key in the TOTAL number of hours worked- do not key in hours on each of the days worked.
If the employee was scheduled to work 88 hours but only worked 80 hours, and had 8 hours of paid absence, the maximum number of hours that can be entered to reallocate cost is 80.

69. Enter Labor Distribution – Copy Row
Enter first row of AFRS Coding.
Click box to left of first row to select.
Go to: Menu Bar Select Edit/Edit Row/Copy Row
Make necessary funding changes.
Click Save to save record.
Scenario: You have employee who needs to report hours worked to multiple labor distributions. Instead of keying multiple labor distributions, use the copy row function to duplicate the coding. Be sure to enter the necessary funding changes as well as the appropriate wage type for hourly employees or salary hours override.

70. Review Questions
True or False? The labor distribution entered in CATS overrides the labor distribution assigned to the position?
True - There can be multiple cost centers assigned to the position, but if different cost centers are entered in CATS for the same employee, this information will override what is assigned to the position.
True or False?:
Employees who have been assigned the 24/7 work schedule, will not need to have the holiday absence type entered on their CATS screen for holidays, as a holiday calendar has already been created?
False- The holiday calendar has been created for only salaried employees on a valid work schedule, which excludes the 24/7 work schedule.

71. Time Transfer from CATS to HRMS

72. Objectives Upon completion of this section, you will be able to:
Describe what happens to information after it is entered in CATS
Understand how time transfer fits into the overall payroll processing flow
Note: Refer to the user procedure: CATS to HRMS Time Data Transfer on the OLQR for assistance

73. Time Transfer Overview
When time is entered into CATS it remains in the CATS database until it is transferred to HRMS using a ZCAT transaction
Once the ZCAT transfer is completed, the time information populates infotypes 2001 (Absences) and 2010 (Employee Remuneration Info) in HRMS
IT2001
CATS
Payroll
IT2010
Note: IT2001 is your Annual Leave, Sick leave etc. IT2010 is your Overtime, Assignment Pay

74. Access Time Transfer To begin the Time Transfer
Enter the transaction code ZCAT6 into the command field.
Click (Enter)
Reminder:
Only run this if needing to verify an employee’s pay or move comp time, or other time into HRMS so it can be used. 74

75. Time Transfer Verify is checked Enter Personnel number under .
Enter dates for current pay period.
Click (Execute) to execute the time transfer.

76. Absences (2001) and Employee Remuneration 2010
Review Questions
Which infotypes store the time data that is transferred during the ZCATA or ZCAT6 Time Transfer Process?
Absences (2001) and Employee Remuneration 2010
2. True or False? Agencies must complete a time transfer prior to the first payroll day?
False! DES runs the time transfer automatically during payroll processing, however agencies can complete it manually if needed. 76

77. Helpful Tips

78. Tip # 1 Fast Entry of Same Absence Type
Enter the Absence type and select the row
From the Menu bar: select Edit  Propose Times  Target Hours
Instructor notes:
Using the fast entry for the same absence type eliminates some unnecessary.
keying as CATS will automatically populate the employees scheduled work days with their work schedule.
To walk through the steps of creating a fast entry, we have the following scenario:
An employee has been approved for annual leave for two weeks. Enter their leave request.
Tip: Use the fast entry of same absence type for employees who are or will be on an extended absence.

79. Tip # 1 Fast Entry of Same Absence Type
Check (Validate) to validate your entries
Check (Save) to save.

80. Tip # 2- Determine when an absence quota was used
Transaction code PA (Display HR Master Data
Enter the employee’s Personnel no.
Click (Enter).
Select the
Select
Select All in the period
Click the (Overview) icon
Scenario:
An employee has turned in a late leave slip. You try to enter the requested leave into the CATS system, yet receive an error that the employee does not have enough quota, however at the time of the leave slip the employee did have enough quota.
To get this leave entered into the system, there is a four (4) step process that needs to be completed.
Determine when the accrual was used.
Access CATS and remove the entries
Run the ZCAT6 Time Transfer to remove the entries on the employees Absences infotype.
Enter the late leave slip into CATS as well as re-enter the leave that was removed in step 2.

81. Tip # 2- Determine when an absence quota was used
To narrow the search results of the Absence Quotas use the STY (subtype) field and enter the number of the absence quota type you wish to view. Use the matchcode to display the absence quota type number.
Select the grey box to left
Select to display

82. Tip # 2- Determine when an absence quota was used cont’d
Be sure to write down the dates the leave was used on, as well as the type of leave and the amount of hours used per day.
Once you have determined the dates the accrual was used, your next step is to access CATS and remove the leave.
Go to the Menu bar select Goto/Deductions
Display when the absence was used
Write down the days leave was used

83. Personnel Time Recording Reports

84. Reporting in HRMS
HRMS integration provides the capability to run reports within Personnel Areas (agencies or sub-agencies).
Generating reports allows you to process information quickly to support decision making.
Ability to export and manipulate “real-time” data.
Instructor notes:
Roles determine which reports you can access and the data that
display.
THE INFORMATION IN THE REPORTS ARE SPECIFIC TO EACH AGENCY.
HRMS has provided agencies flexibility when running reports:
You are able to view data for any time frame.
View information for a certain employee or for the whole agency.
Not limited to the number of selections.
You can make several entries.
Once the results are displayed, the report can be manipulated/revised even more.
Option to print as many copies.

85. HRMS Reporting - Transaction Code Map
The Transaction Code used for this example is the Attendance System Change Report.
Functional Area
HR = Human Resources
Functional Areas:
PY – Payroll
PA – Personnel Administration
OM – Organizational Management
TM – Time Management
BN- Benefits
Z HR _ RPT TM 084
There are 2 types of HRMS reports.
Standard – These reports were included in HRMS and met the State of Washington’s business needs.
Customized – Created by the Department of Personnel to specifically meet the State of Washington’s business needs.
Note:
If using the ‘drill-down’ method to access reports, the customized reports will note display in the Menu Tree. You will need to enter the transaction code in the command field to access them.
“Z” = Custom
“RPT” = Report
Report GAP #

86. Display Working Times Report
The Display Working Times report displays all absence types and wage types that have been keyed into CATS
Refer to the OLQR User Procedure: CATS Display Working Time
Access the Display Working Time Report using the transaction code: CATS_DA.
Note:
This report can be ran by the:
Time and Attendance Inquirer
Time and Attendance Processor
Time and Attendance Supervisor

87. Display Working Times Report cont’d.
Fields to complete:
Reporting Period:
Select the desired reporting period.
Selection Criteria: Enter the Personnel Number.
Select the (Selection Fields) to add more search criteria
Select Personnel Area
Instructor notes:
Use the Display working times report as an audit tool to view Time Entries for your agency.
Select the desired reporting period by using the drop down menu
Select the Selection Fields icon on the application toolbar to add the Personnel Area to the selection fields to run the report for your entire agency
Highlight the Personnel Area and move over to the Selection Fields and green check

88. Display Working Times Report cont’d.
Select the (Dynamic Selections) icon
Select the Administration Info. folder
Select options to filter by
Click (Save) to save.
Click (Execute).
Instructor notes:
Click on the Dynamic Selections button
Select Created on, Last Change, Approval date to add to selections
Enter the same date into each field (1/25/2007)
Click save--- you are taken back to the Display Working times selection screen- click execute to generate the report

89. Display Working Times Report cont’d.
Instructor notes: The report now displays all entries that were entered on for the employee
To enter an employees CATS screen to view- highlight the day, select the PENCIL- you will be taken into the CATS screen.
If changes have been made to an employees, record– red flags will display in the F/S field. To view the change, who changed it, what time it was changed double click on the flags to display.
Tip:
Double chick on to display changes made.
Click on the (Time Entries) to access the employee’s CATS screen.

90. Run Display Working Times Report Exercise (Activity Guide Pg. 17)
HRMS Activity
Run Display Working Times Report Exercise (Activity Guide Pg. 17)

91. Leave Activity Summary Report
The Leave Activity Summary Report displays leave balances and the monetary value, as well as, the number of employees who automatically accrue leave.
This report also displays the number of employees who are on Leave Without Pay (LWOP), number of LWOP hours reported and calculates percentages of leave usage.
Access the Leave Activity Summary Report using the transaction code ZHR_RPTTM398.
Instructor notes:
The Leave Activity Summary report is used to display employee’s
Leave balances
Monetary value of the leave balances
Number of employees who automatically accrued leave
Number of employees on LWOP
Note:
This report can be ran by the:
Leave Correction Processor
Time and Attendance Inquirer
Time and Attendance Processor
Time and Attendance Supervisor

92. Leave Activity Summary Report cont’d.
Fields to complete:
Key date – enter the date range for the time period you want to report on.
Selection – enter an employee personnel number in the Personnel Number field.
Quota Selection – enter a Quota type selection or leave blank if you want to capture all Quota types. Enter a Deduction Period.
Key Date for Deduction
Key Date for Entitlement
Click (Execute).

93. Leave Activity Summary Report cont’d.
Click on for a detailed view of the report.

94. Run Leave Activity Summary Report Exercise (Activity Guide Pg. 19)
HRMS Activity
Run Leave Activity Summary Report Exercise (Activity Guide Pg. 19)

95. Attendance System Change Report
The Attendance System Change Report displays all employees who had attendance activity during the selected reporting period. This is a monthly quota balance report per employee
Refer to the user procedure Attendance System Change report on the OLQR
Access the Attendance System Change Report using the transaction code ZHR_RPTTM084
Instructor notes:
Run this report to display date specific quota balances, view employees who had attendance activities such as accrued leave, took or donated leave during the selected reporting period.
To access this report type the transaction code ZHR_RPTTM084
Note: This report can be ran by the:
Time and Attendance Processor Time and Attendance Inquire
Time and Attendance Supervisor
Payroll Processor Payroll Supervisor

96. Attendance System Change Report cont’d.
Fields to complete:
Period
Personnel area
Personnel Number
Quota type (Optional)
Deduction Period
Verify is checked
Click (Execute) to generate the report
Instructor notes: explain each field
Other Period: Pertains to the employee (selection criteria) For example, if you wanted to run this report for all active employees for the month of June and entered the date 6/1-6/30 the report will only show employees in active stats within the specified time frame
Personnel Area:
Quota Type:
Deduction period
Tip: Always run this report in half month intervals 1-15 and then16-the end of the month Small intervals in running this report make it a lot easier to review the leave in’s and outs’ and see what happened. When running this report, use the Other Period and key in the dates that you entered in the Quota Section deduction period A list of the different quota types:

97. Attendance System Change Report cont’d.
Note:
This report displays the employees’ beginning quota balance, any time taken, earned or returned during the reporting period.
Click on for a detailed view of the report.

98. HRMS Activity
Run Display Attendance System Change Report Exercise (Activity Guide Pg. 21)

99. Summary Throughout the course, you have learned:
How Personnel Time Recording fits into HRMS and the Payroll Process
When and how to make a short-term change to an employee’s work schedule
How to enter wage types in CATS
How to enter absences in CATS
How to enter labor distribution in CATS
How to perform a time transfer from CATS to HRMS
How to view time data using reports

100. Resources Office of Financial Management
The following resources are available for your use:
DES Service Center– (360) 664–6400
The On-Line Quick Reference
HRMS Resources
Office of Financial Management

101. HRMS Support
The HRMS Support website is a point of contact for internal and external clients of DOP’s Information systems, websites and internal networks.
Address:

102. Question and Answer
Instructor – At this time answer any un-answered questions and make sure that all questions from the parking lot have been addressed or will be followed up on.

103. Thank you for your participation
Training Evaluation
Please take a few minutes to complete the course evaluation and participant assessment prior to leaving.
Thank you for your participation