0Payroll Support & Time Recording BRITE brings one business system to Broward Schools Payroll Support and Time Recording.

0Payroll Support & Time Recording BRITE brings one business system to Broward Schools Payroll Support and Time Recording

1Payroll 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

2Payroll Support & Time Recording Logistics Before we get started...

3Payroll Support & Time Recording Concepts Demonstrations Exercises BRITE Classroom Materials (Let Me) (Tell Me) (Show Me)

4Payroll 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

5Payroll 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

7Payroll 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

8Payroll 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. 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.

9Payroll 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

10Payroll 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)

11Payroll 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

12Payroll Support & Time Recording Organizational Chart

13Payroll Support & Time Recording Time Recording Process Start Payroll Contact Enters/ Updates Time via CAT2 Administrator Signs off on the ZTIM Report and the Zearnings Report Manual Approval Employee Receives Payment Finish Payroll Dept Processes Payroll KRONOS/ COMPASS Time Imported into CAT2

14Payroll Support & Time Recording Payroll Area AA Calendar – 2008 - Example 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

15Payroll Support & Time Recording Payroll Area BB Calendar – 2008 - Example 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

16Payroll 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 processes  Recognize the importance of daily and accurate time entry Lesson Summary

17Payroll 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

18Payroll Support & Time Recording Knowledge Check KRONOS and COMPASS are external time keeping systems from which time is imported into SAP ECC 6.0. A.True B.False

19Payroll 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

20Payroll Support & Time Recording Questions?

Time Recording

23Payroll 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  Enter attendance/absence transactions  Change attendance/absence transactions  Remove attendance/absence transactions  Display time sheets Lesson Objectives

24Payroll 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).

25Payroll 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.

26Payroll 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)

27Payroll 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

28Payroll 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  Enhancements to the CATS timesheet allow for 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

29Payroll 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.

30Payroll 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.

31Payroll 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. The Payroll Contact will enter absences directly in SAP via CATS (do not enter absences in KRONOS).

32Payroll Support & Time Recording Time Administration Process – Worker’s Compensation  Payroll Contact should continue to enter PLV for all Workers' Comp hours.  Risk Management should be notified ASAP (via email) of all PLV entries relevant to the Workers' Comp absences. Include the employee's name, personnel number, number of hours entered and applicable dates, and the type of appointment, if known.  Once notification from the Payroll Contact is received, if the hours should be paid, Risk Management will change the PLV to WCL (Worker's Comp Paid) in CATS; if the hours should not be paid, they will instruct the Payroll Contact to change the hours to WCU (Worker's Comp Unpaid) in CATS.  The Payroll Contact should then make the changes in the CATS timesheet as instructed by Risk Management.

33Payroll Support & Time Recording Display sick, vacation, comp time, and military quotas for a specific employee: PT50: Quota Overview

34Payroll Support & Time Recording The employee’s information displays: PT50: Quota Overview 1 2 3 4

35Payroll Support & Time Recording The Absence quotas tab displays the detailed quota information: PT50: Quota Overview 5 6 7

36Payroll Support & Time Recording The Accrual information tab displays the detailed accrual information: PT50: Quota Overview 8 9

37Payroll Support & Time Recording PT50: Quota Overview Let’s verify the amount of leave your employee has available. Using the simulation for transaction PT50, let’s find the following:  Sick leave remaining  Vacation leave remaining  Military leave remaining Simulation

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

39Payroll Support & Time Recording PT50: Quota Overview You want to verify the amount of leave your employee 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

40Payroll 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 and any Changes on reports Finish Monday a.m. Payroll Contact Makes Final Changes in CAT2 Cross Application Time Sheets (CATS) Timeline

41Payroll Support & Time Recording QUICK ACCESS INFORMATION – More… Quick tip for the CAT2 transaction: The More… button on the far right of many transactional screens gives quick access to various functions. An example of the drop down in the CATS Timesheet (CAT2) is shown on the right.

42Payroll Support & Time Recording Substitute Teachers  Regular Substitute Teachers have a Primary Position that belongs to Sub Central, but their individual Substitute teaching assignments to various schools are set up as Secondary Positions on Infotype 0554.  Interim Substitute Teachers also have a Primary Position that belongs to Sub Central, but their Interim Substitute assignment is set up as a Secondary Position on Infotype 0554.  Time for these secondary positions should be entered as RGR with the appropriate substitute position number of the reporting org unit.  Pool Substitute Positions are set up as Primary Positions and the time should be entered as REG (with no position number).

43Payroll Support & Time Recording Pool Substitute  Pool Substitute Positions must be set up as Primary Positions; use subtype REG when recording hours worked.  PLEASE DO NOT pay Pool Subs using Additional Assignments (IT0554 and subtype RGR or SUM).  Additionally, Pool Substitute Teachers clock in using KRONOS in a different manner than regular Substitute Teachers. Pool Subs SHOULD NOT use the BLUE KEY.  Pool Sub positions cannot be set up as secondary positions (Assignments) because the District sends FRS contributions to the State for the time worked in this capacity; FRS contributions are not sent for Regular Substitute or Interim Substitute Teachers paid on secondary positions (additional assignments).

44Payroll Support & Time Recording Substitute Teachers – Changing Position/Hours Already Entered into CATS If a Substitute Teacher changes positions (i.e. regular Substitute to Interim Substitute, regular Substitute to Pool Substitute) and hours were previously paid on the regular Substitute position, these steps should be followed:  Changing the reported hours for a Regular Substitute assignment to an Interim Substitute assignment or vice versa is fairly simple since both assignments are set up as Secondary Positions. For changes from Interim Substitute to a Regular Substitute and vice versa; 1.If all hours in the 2 week period will change to the new position, just change the position number in CAT2 and save. All hours on that line will be recalculated retroactively and paid at the rate of the new position. 2. If part of the hours should be paid on the regular Substitute position and part paid on the Interim Substitute position: Insert a new line and enter the hours as appropriate on the new line with the correct Interim position number Zero out the hours on the incorrect line; DO NOT leave the same hours for the same days in CATS in the two lines (one for each position) or the employee will be overpaid These two steps must be done simultaneously to prevent a possible over or underpayment Any change in dollars paid will appear in the “Retro” column on the pay stub.

45Payroll Support & Time Recording Substitute Teachers – Changing Position/Hours Already Entered into CATS  For changes from a Regular or Interim Substitute to a Pool Substitute: 1.If all hours in the 2 week period will be charged to the new Pool Substitute position:  Remove the Regular or Interim Substitute Position number from the existing line in CATS  Change the Attendance Subtype in the existing line in CATS from RGR to REG  Save your entries.  All hours on that line will be recalculated retroactively and paid at the rate of the new position. Any change in dollars paid will appear in the “Retro” column on the pay stub.

46Payroll Support & Time Recording Substitute Teachers – Changing Position/Hours Already Entered into CATS 2.If part of the hours should be paid on the Regular/Interim Substitute position and part paid on the Pool Substitute position:  Insert a new line and enter the hours as appropriate on the new line for the Pool Substitute Position For Pool Substitute Positions the Attendance Subtype is REG, not RGR Remember, Pool Substitutes are Primary Positions and therefore, the Pool Substitute position number is not entered into CATS  Zero out the hours on the original line for the days which are changing to Pool Substitute as appropriate; DO NOT leave the same hours for the same days in CATS in the two lines (one for each position) or the employee will be overpaid.  These two steps must be done simultaneously to prevent a possible over or underpayment  Save your entries.  All hours on that line will be recalculated retroactively and paid at the rate of the new position. Any change in dollars paid will appear in the “Retro” column on the pay stub.

47Payroll 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). (Please be very careful when making cost override changes as there is no validation within the CATS timesheet for the coding).  Secondary Position – time entered for the employee’s secondary position/assignment

48Payroll Support & Time Recording CAT2: Record Working Times – No Cost Override Maintain time sheets to add, change, and delete attendance and absence per employee: 2 1

49Payroll Support & Time Recording CAT2: Record Working Times – No Cost Override 3

50Payroll Support & Time Recording CAT2: Record Working Times – No Cost Override 4 5

53Payroll Support & Time Recording CAT2: Record Working Times – No Cost Override Record time for employees: 9 8 10 11 15 1413 12

54Payroll Support & Time Recording CAT2: Record Working Times – No Cost Override Let’s enter time for your employees. Using transaction CAT2, enter the following time for Tuesday:  Employee One:10 hrs VAC  Employee Two: 7.5 hrs SPR  Employee Three: 2.5 hrs REG Simulation

55Payroll Support & Time Recording CAT2: Record Working Times – No Cost Override Let’s enter time for your employees. Using transaction CAT2, enter the following time for Monday of this week:  Employee One: 6.0 ABS  Employee Two: 2.0 REG  Employee Three: 5.0 SCK & 2.5 PLV  Employee Four: 7.5 VAC Demonstration

56Payroll Support & Time Recording CAT2: Record Working Times – No Cost Override You need to enter time for your employee. 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

57Payroll Support & Time Recording Absence and Attendance Codes - Subtypes  Commonly Used Time Entry Subtypes  SCK - Sick Leave  SLO - Sick Leave Other  SPR -Sick Personal Reasons  ABS - Official Leave  SPD – Suspension With Pay**  SNP – Suspension Without Pay**  TDA - Temporary Duty Authorization – (Used for instructional staff and Administrators)  VAC - Vacation  REG – Regular Hours Primary Position  RGR – Regular Hours Secondary Position  SUM – Summer Hours Secondary Position  ZDH – Dock ADP days and/or Paid Holidays**  UPY – Unit Pay (to pay in units rather than hours)**  New Subtypes**  See Appendices for additional Absence and Attendance Subtypes

58Payroll Support & Time Recording New Attendance Subtype - ZDH A new attendance subtype (ZDH) was created to prevent payment of an All Days Paid day (ADP) as well as a Paid Holiday. Enter ZDH along with the employee’s work schedule hours on the day that payment should be stopped (for example: ZDH 7.50). ZDH can be used to dock employees for ADP days and Paid Holidays for which they should not be paid. For example, if the employee is absent due to PLV during a period that includes an ADP day, and it has been determined that the employee should not receive pay for that ADP day, then ZDH can be entered to prevent payment of the ADP day; PLV should be entered on the scheduled work days. Or, if an employee has an unapproved absence either the day before or the day after a Paid Holiday and their contract allows them to be docked for the holiday, use ZDH to prevent payment of the Paid Holiday. If the employee should also be docked for the day before and/or after the holiday, enter PLV on those days.

59Payroll Support & Time Recording Attendance Subtype - Miscellaneous Pay (UPY) The attendance subtype UPY (Miscellaneous Pay) was developed to be used when employees are to be paid a flat amount per unit, not in hours. These units will not be included in the systematic calculation of overtime. For example, Payroll Contacts with Unique Aides or other employees who assist special needs students on buses should use Attendance Type UPY (Miscellaneous Pay) to pay them for bus trips. When entering time, enter subtype UPY, the position number, and the quantity to be paid (i.e. 2 for two bus trips). The payment for these bus trips will appear on the employees’ paychecks as Miscellaneous Pay at a rate of $10 times the number of bus trips in that pay period.

60Payroll Support & Time Recording Entering Overtime Subtypes (OTS, OTP, OTD) Payroll Contacts are given access to the Overtime Subtypes - OTS (Additional Straight), OTP (Time & One Half) and OTD (Overtime Double). However, the SAP system AUTOMATICALLY calculates overtime so the overtime codes should only be manually entered when directed to do so by District Administration for unique and specific circumstances. An example would be entering time for a Call-Back which, per the Contract, mandates overtime; in that case the Payroll Contact will manually enter OTP for the specified number of hours.

61Payroll Support & Time Recording Creating a Variant 1

62Payroll Support & Time Recording Creating a Variant 3 4 2 5

63Payroll Support & Time Recording Creating a Variant 6 7 8

64Payroll Support & Time Recording Creating a Variant 12 11 10 9 13

65Payroll Support & Time Recording Instructions for Adding Text in CATS Timesheet 1

66Payroll Support & Time Recording Instructions for Adding Text in CATS Timesheet 3 2

69Payroll Support & Time Recording CAT2: Record Working Times – Cost Override  A cost override allows hours/dollars to be moved from one budget to another  Examples of when a cost override is required:  A pool sub needs time charged to a different functional area or fund  A teacher goes out on TDA; the workshop attended is being funded by a grant. The grant is also paying for the sub teacher. Therefore, time for the substitute needs to be charged to that grant, and not the standard functional area of the sub teacher.

70Payroll Support & Time Recording Cost Override Structure CodeDigitsFormat Organizational Unit86 + Location + Org Suffix Example: 62811000 Cost Center10Business Area + Type + Location + Zero Example: 3252311510 Fund4Example: 1000 Functional Area16Function + Activity + Seven Zeros Example: 5101000000000000 Grant14Grant Type + Grant Owner + Location/Dept Grant Number + Fiscal Year Example: C97800001.0809 WBS Element (Work Breakdown Structure) 16Grant Type + Grant Owner + Location/Dept Grant Number + WBS + Location of Expenses Example: C9780000101.1751

71Payroll Support & Time Recording CAT2: Record Working Times – Cost Override Maintain time sheets to add, change, and delete attendance and absence per employee: 11 22

72Payroll Support & Time Recording Select the variant to choose employees for whom you wish to enter time: CAT2: Record Working Times – Cost Override 3

73Payroll Support & Time Recording CAT2: Record Working Times – Cost Override 4 5

74Payroll Support & Time Recording CAT2: Record Working Times – Cost Override 6 7

75Payroll Support & Time Recording CAT2: Record Working Times – Cost Override Record time for employees: 10 8 9 111312 14

76Payroll Support & Time Recording CAT2: Record Working Times – Cost Override Let’s enter time for your employee. As a pool substitute teacher, her time is normally charged to the functional area 5701000000000000. This week, a teacher is on TDA, and their time needs to be charged to accountability. Using transaction CAT2, select the personnel number 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

77Payroll Support & Time Recording CAT2: Record Working Times – Cost Override Let’s enter time for your employee. As a pool substitute teacher, her time is normally charged to the functional area 5701000000000000. This week, a teacher is on TDA, and their 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

78Payroll Support & Time Recording CAT2: Record Working Times – Cost Override You need to enter a cost override for time for your employee. 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

79Payroll Support & Time Recording CAT2: Record Working Times – Secondary Positions 1 2

80Payroll Support & Time Recording Select the variant to choose employees for whom you wish to enter time: CAT2: Record Working Times – Secondary Positions 3

83Payroll Support & Time Recording CAT2: Record Working Times – Secondary Positions 8 10 11 Record time for employees: 9

84Payroll Support & Time Recording 11 12 CAT2: Record Working Times – Secondary Positions 13 Record time for employee:

85Payroll Support & Time Recording CAT2: Record Working Times – Secondary Positions Let’s enter time for your employee for her additional assignment as a substitute teacher for Nob Hill. Using transaction CAT2, select the personnel number and enter the following time for Monday:  RGR = 4.50 hours  Position # = 80032049 Simulation

86Payroll Support & Time Recording CAT2: Record Working Times – Secondary Positions Let’s enter time for your employee for additional extended day with student contact assignment. Using transaction CAT2, select the personnel number from the data sheet and enter the following time for Monday of this week:  RGR = 2.5 hours Demonstration

87Payroll Support & Time Recording CAT2: Record Working Times – Secondary Positions You need to enter time for the additional assignment for your employee. Using transaction CAT2, select the personnel number and enter the following time for Monday of this week:  RGR = 3.0 hours Exercise

88Payroll Support & Time Recording CAT2: Record Working Times-Changes/Deletions Maintain time sheets to add, change, and delete attendance and absence transactions per employee: 1 2

89Payroll Support & Time Recording Select the variant to choose employees for whom you wish to enter time: CAT2: Record Working Times – Changes/Deletions 3

90Payroll Support & Time Recording CAT2: Record Working Times – Changes/Deletions 4 5

91Payroll Support & Time Recording CAT2: Record Working Times – Changes/Deletions 6 7

92Payroll Support & Time Recording CAT2: Record Working Times – Changes/Deletions 8 10 11 Note the time entered for Monday, January 28 th : 9 12

93Payroll Support & Time Recording Changing/Removing Hours Reducing or removing hours previously entered and paid will result in an overpayment to the employee. All changes must be approved by the administrator. The changes should be reported to your Payroll Processor. A Notification - Change/Deletion of Hours form must be completed, signed by the employee and submitted to the Payroll Dept. See appendices for form.  In order to remove hours entered in the Timesheet, you should zero out the hours. Do not delete the row.  Retroactive adjustments will be made to hours that have already been processed. These changes will display on the current pay check in the Retro column.  DO NOT attempt to remove or change any hours that were not entered by you. Attempting to remove or change hours for a Secondary Position not belonging to your location will cause a “hard stop” – an error which cannot be bypassed.

94Payroll Support & Time Recording CAT2: Record Working Times – Changes/Deletions Let’s modify the time entered for your employees. Using transaction CAT2, make the following changes/deletions.  Employee One:10 hrs VAC – Delete hours  Employee Two: 7.5 hrs SPR – Change to 5.0 hours  Employee Three: 2.5 hrs REG – Change to 3.0 hours Simulation

95Payroll Support & Time Recording CAT2: Record Working Times – Changes/Deletions Let’s modify the time entered for your employees. Using transaction CAT2, enter the following time for Monday of this week:  Employee One: 6.0 ABS – Delete hours  Employee Two: 2.0 REG – Change to 2.5 hours  Employee Three: 5.0 SCK & 2.5 PLV – Delete hours  Employee Four: 7.5 VAC – Change to SCK Demonstration

96Payroll Support & Time Recording CAT2: Record Working Times – Changes/Deletions You need to modify the time entered for your employee. 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

97Payroll Support & Time Recording CAT2- Separation of Employment/Termination Procedure  Separation of Employment/Termination actions should only be processed if the employee is terminating all employment with the District.  Separation of Employment is initiated by the HRAP at the location and processed by HRIS. Administrator will receive notification. No approval is necessary.  Terminations must be Board approved, initiated in the system by the HRAP person at the location and processed by the appropriate Staffing Dept. PLV and/or ZDH should be entered as necessary until required approval is granted.  PLV and/or ZDH is required for any unpaid days prior to the effective date.  Enter PLV and/or ZDH for all of the days after their last day of work at your location. Allow enough time for HRIS to complete the process (at least two weeks).  Contact the Payroll Dept. to lock the employee’s record as soon as the date is known.

98Payroll Support & Time Recording FMLA Leave FMLA Intermittent Leave  Contact your Payroll Processor to inform them that an employee has been approved for Intermittent FMLA.  The Leaves Dept will create the leave in SAP; however, the Payroll Contact is responsible for assigning the Intermittent FMLA absences in the FMLA Workbench.  Any questions regarding leaves should be directed to the Leaves Dept at 754-321-3140.

99Payroll Support & Time Recording Time Entry for Absences for a Range of Dates 6 5 43

100Payroll Support & Time Recording Time Entry for Absences for a Range of Dates

101Payroll Support & Time Recording Time Entry for Absences for a Range of Dates

102Payroll Support & Time Recording 1 2 Display time sheets per employee: CAT3: Display Working Times

103Payroll Support & Time Recording Select the variant to choose employees for whom you wish to display time: CAT3: Display Working Times 3

104Payroll Support & Time Recording CAT3: Display Working Times 4 5

105Payroll Support & Time Recording CAT3: Display Working Times 6 7

106Payroll Support & Time Recording CAT3: Display Working Times 8 10 Display time sheets per employee: 9

107Payroll Support & Time Recording CAT3: Display Working Times Let’s view the time sheets for your employees. Using transaction CAT3, we’ll select the personnel numbers and view the data entered for Tuesday, February 19 th :  Employee One: 10 hrs VAC  Employee Two: 7.5 hrs SPR  Employee Three: 2.5 hrs REG Simulation

108Payroll Support & Time Recording Demonstration CAT3: Display Working Times Let’s view the time entered for your employees. Using transaction CAT3, view the following time for Monday of this week:  Employee One: 6.0 ABS – Deleted  Employee Two: 2.0 REG – Changed to 2.5 hours  Employee Three: 5.0 SCK & 2.5 PLV – Deleted  Employee Four: 7.5 VAC – Changed to SCK

109Payroll Support & Time Recording CAT3: Display Working Times Let’s view the time you entered for your employee. Using transaction CAT3, select the 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

110Payroll 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

111Payroll 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

112Payroll 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

113Payroll 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

114Payroll 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

115Payroll Support & Time Recording Knowledge Check You can make changes to an employee’s time sheet in CAT3. A.True B.False

Payroll Support

119Payroll Support & Time Recording At the end of this lesson, participants will be able to:  Display employee master data (PA20)  Describe the new pay frequency  Display changes to the pay statement  Display off-cycle workbench (PUOC_10) Lesson Objectives

120Payroll 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

121Payroll Support & Time Recording 1 Object Manager - Web GUI 2 To show the Object Manager To hide the Object Manager

122Payroll Support & Time Recording Object Manager – Web GUI  If the Object Manager functionality is not visible, grab the edge of the cell with your cursor and pull it down all the way to the bottom of the screen and the Object Manager selections will appear

123Payroll Support & Time Recording Object Manager – Web GUI 2 3 4 5 6 1

124Payroll Support & Time Recording Object Manager – Web GUI

125Payroll Support & Time Recording PA20: Display HR Master Data 1 2 3 4 5 6 7

126Payroll Support & Time Recording Infotype 0007: Planned Working Time 2 3 1

127Payroll Support & Time Recording Infotype 0014: Recurring Payments/Deductions 1 2 3

128Payroll Support & Time Recording Infotype 0015: Additional Payments 1 2

129Payroll Support & Time Recording Infotype 0019: Monitoring of Tasks 1

130Payroll Support & Time Recording Infotype 0041: Date Specifications 1 2

131Payroll Support & Time Recording Infotype 0210: Withholding Information W4/W5 1 2 3 4

132Payroll Support & Time Recording Infotype 0554: Hourly Rate per Assignment 1 2

133Payroll Support & Time Recording Infotype 2001: Absences 1 2

134Payroll Support & Time Recording Infotype 2002: Attendances 1 2

135Payroll Support & Time Recording Infotype 0008: Basic Pay 12 3 4 6 5

136Payroll Support & Time Recording Infotype 0008: Basic Pay Details

137Payroll Support & Time Recording Pay Frequency  Standard bi-weekly 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

138Payroll Support & Time Recording All Days Paid (ADP) Concept  The All Days Paid Concept affects only contract salaried employees  All days between the first and last day of employee’s 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  ADP Days are the Board approved days off between the start and end dates of an employee’s calendar (excluding Saturdays and Sundays).  ADP Days are not zero hour days. Zero hour days are “off-calendar days” before and after the start dates of an employee’s calendar.

139Payroll 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 - Example

140Payroll 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 - Example

141Payroll 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

142Payroll 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 unless the employee qualifies for a hardship  Early payouts will occur for retirement, early termination/resignation, and Board approved leave  Hardship payouts are allowed for employees which meet strict requirements  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

143Payroll Support & Time Recording Pay Statement 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: Leave hours Earned, Adjusted, Fiscal YTD Used and Beginning/Ending Balances  Leave balances to be updated by pay period, in fractions (i.e., for Sick Leave, half day accruals based on your work schedule; fractional accruals for Vacation Leave)  Retroactive payments/adjustments will appear in the “Retro” column

144Payroll Support & Time Recording PUOC_10: Off-cycle Workbench 1 2 3 4

145Payroll Support & Time Recording PUOC_10: Off-cycle Workbench Pay Statement (DRAFT) 5 6 7 8

146Payroll Support & Time Recording PUOC_10: Off-cycle Workbench Pay Statement 9 10

147Payroll Support & Time Recording Comp Time Balances  What causes a Negative Adjustment to Comp Time?

148Payroll Support & Time Recording PUOC_10: Off-cycle Workbench Let’s display the pay statement for your employee. Using transaction PUOC_10, we’ll select his personnel number and view the statement. Simulation

149Payroll Support & Time Recording Congratulations! You should now be able to:  Display employee master data (PA20)  Describe the Pay Frequency  Identify changes to the pay statement  Display off-cycle workbench (PUOC_10) Lesson Summary

150Payroll 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

151Payroll Support & Time Recording Knowledge Check Which of the following statements is NOT true of the Pay Frequency? 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

152Payroll 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

Reporting

156Payroll 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)  Absence Report (Z_ABS)  Attendance Report (Z_ATT)  Attendance/Absence Data (S_AHR_61018660)  Gross and Net Earnings (ZHPY_PAY59) Lesson Objectives All reports will be available via the BRITE Portal!

157Payroll 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.

158Payroll 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

159Payroll Support & Time Recording CADO: Display Time Sheet Data 1 2 4 3

160Payroll Support & Time Recording CADO: Display Time Sheet Data 6 5

161Payroll 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.

162Payroll Support & Time Recording CADO: Display Time Sheet Data Let’s view the time you entered for your employee. Using transaction CADO, we’ll select her personnel number and view the data entered for this year. Exercise

163Payroll Support & Time Recording ZTIM: Time Management Report 1 3 2 4 5

164Payroll Support & Time Recording Absence Report – Z_ABS

165Payroll Support & Time Recording Absence Report – Z_ABS 3 2 1

169Payroll Support & Time Recording Attendance Report – Z_ATT

170Payroll Support & Time Recording Attendance Report – Z_ATT 1 3 2

173Payroll Support & Time Recording ZHTM_TIMEDATA_CHNG: Retroactive Changes to Time Data 1 2 3 4 5

174Payroll Support & Time Recording ZHTM_TIMEDATA_CHNG: Retroactive Changes to Time Data 2 1

175Payroll Support & Time Recording S_AHR_61018660: Attendance/Absence Data 1 2 3 4

176Payroll Support & Time Recording S_AHR_61018660: Attendance/Absence Data 5 6 7 8

177Payroll Support & Time Recording ZHPY_PAY59: Gross and Net Earnings 1

178Payroll Support & Time Recording ZHPY_PAY59: Gross and Net Earnings 3 2

179Payroll Support & Time Recording ZHPY_PAY59: Gross and Net Earnings 8 7 6 5 4

180Payroll Support & Time Recording ZHPY_PAY59: Gross and Net Earnings 9 10

181Payroll Support & Time Recording Congratulations! You should now be able to execute the following reports:  Display Time Sheet Data (CADO)  Time Management Report (ZTIM)  Absence Report (Z_ABS)  Attendance Report (Z_ATT)  Retroactive Changes to Time Data (ZHTM_TIMEDATA_CHNG)  Attendance/Absence Data (S_AHR_61018660)  Gross and Net Earnings (ZHPY_PAY59) Lesson Summary

182Payroll 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

184Payroll Support & Time Recording Agenda LessonTime One: Introduction to Payroll Support and Time Recording Two: Time Recording Three: Payroll Support Four: Reporting Seven: Summary

Summary

186Payroll 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

0Payroll Support & Time Recording BRITE brings one business system to Broward Schools Payroll Support and Time Recording.

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0Payroll Support & Time Recording BRITE brings one business system to Broward Schools Payroll Support and Time Recording.

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