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Title: Time%20Management


1
Time Management HR_TM_300
2
Course Prerequisites and Roles
  • Prerequisites
  • UK_100 - IRIS/SAP Awareness and Navigation
  • HR_200 - HR Overview
  • Roles
  • Users responsible for the recording and reporting
    of working times and absences
  • Supervisors needing to understand the overall
    process, especially the approval of time
  • Users needing to display leave accrual and
    balance information

3
Course Content
  • Unit 1 - Time Management Overview
  • Unit 2 CATS Time Entry
  • Unit 3 CATS Time Entry with Cost Allocation
  • Unit 4 Selection Variants
  • Unit 5 Approval Transfer of Time
  • Unit 6 Absence Quotas
  • Unit 7 Displays Reports

4
Course Learning Objectives
  • Become familiar with the IRIS Time Management
    processes and terminology
  • Gain an understanding of and be able to execute
    the three steps involved in the time entry
    process
  • Create selection variants for working with
    multiple employees
  • Be able to work through various system messages
  • Learn how to display absence
    quotas (leave balances) and
    process various pay-outs upon
    termination or
    retirement from
    the University

5
Unit 1
  • Time Management Overview

6
Time Management
  • Time Management provides support for all
    processes involved in the planning, recording,
    and reporting of employee working times
    (attendances) and absences
  • Time Management is integrated with Personnel
    Administration to obtain and validate information
    on working hours and leave quotas for absences
  • There is also integration with Payroll - Hours
    entered, approved, and transferred are
    automatically released to the Payroll Department
    to be processed

7
Key Benefits
  • Default Target Hours for hourly employees (based
    on their work schedule) can be easily applied to
    the time entry screen to lessen the amount of
    manual data entry
  • Overtime is automatically calculated by the
    system based on all hours entered within one
    weeks time
  • Vacation, TDL, and Holiday/Bonus Day leave is
    both accrued and tracked in IRIS (excluding
    Faculty, Post Doc Scholars and Housestaff
    employees)
  • Many on-line reporting capabilities
    are available

8
Time Management Infotypes
  • Planned Working Time (0007)
  • Absences (2001)
  • Attendances (2002)
  • Time Quota Compensation (0416) Vacation, TDL,
    and Holiday Payouts
  • Quota Corrections (2013) Employee Relations use
    only

9
Time Management Data
  • Some time-related data is established in an
    employees IRIS-HR master data record and is used
    throughout the time entry process
  • Planned Working Time (daily Target Hours)
  • Period Work Schedule
  • Absence Quotas (Vacation, TDL, Holiday/Bonus
    Days, and Military Leave balances)

10
Infotype 0007 - Planned Working Time
  • Normal work schedule information for an employee
    - Used to determine an hourly employees Target
    Hours
  • The Time Mgmt status determines how the employee
    will be paid by actual times entered or by the
    planned times in the work schedule

11
Work Schedule Rules
  • Some examples
  • FI1C 8 h/d 40 h/w M-F
  • FI2C 7.5 h/d 37.5 h/w M-F
  • FL1C 8 h/d 40 h/w S-S
  • FL2C 7.5 h/d 37.5 h/w S-S
  • FL3C 10 h/d 40 h/w S-S
  • FL4C 12 h/d 40 h/w S-S
  • FL6C 24X7 flex
  • If Target Hours are used, the number of hours per
    day in the rule will be entered on the days
    noted in the rule
  • Any number of hours worked can be entered on any
    day, but a Warning message will appear if the
    hours entered exceed the hours listed or are on a
    day not in the rule

Fixed Work Schedule Rules
Flexible Work Schedule Rules
12
Flexible Work Schedule Rules
  • Flexible Work Schedule Rules allow for a more
    varied work schedule outside the default set-up
    in the Planned Working Time Infotype (0007) for a
    period of time or indefinitely
  • Mainly allows leave to be entered up to 7 days a
    week and up to the appropriate number of hours
    per day for the employee
  • If an employee is set to 8 h/d 40 h/w M-F,
    you cannot enter more than eight hours of
    vacation/TDL on any day Monday through Friday
  • So, if this employee works four 10-hour days
    (Saturday through Tuesday) and needs to claim/use
    ten hours of vacation or TDL on any of those four
    days, you would need to change to the 10 h/d 40
    h/w S-S schedule
  • NOTE Changed only through an FTE Change action
    in PA40 by the main HR employee in the department

13
Work Schedule Rule Warning
  • Do not change a Work Schedule Rule effective on a
    date in which time has already been entered!
  • Doing so would cause IRIS to change the hours
    which have already been entered to values much
    greater than might be expected or desired!
  • Change a Work Schedule Rule effective on a date
    on which time has not already been entered
    on/past that date!

14
IRIS Payroll Schedules
  • The IRIS Biweekly/Monthly Payroll Schedules are
    available on the UK Payroll web site
  • http//www.uky.edu/EVPFA/Controller/prlhome
  • For each Payroll Period, the schedules include
  • Dates when HR documents are due in Compensation
    in order for employees to be paid that Pay Period
  • Dates/Time Input Deadlines for Preliminary, Trial
    Final Payroll Runs
  • Payroll Period Begin, End, and Pay Dates
  • Payroll Period Numbers - based on the calendar
    year

15
IRIS Payroll Schedules Example
16
Payroll Locks
  • Used during Biweekly and Monthly payroll
    processing
  • Starts with the Trial Payroll Run up to the Final
    Payroll Run
  • Allows Payroll/IRIS HR Team to either make
    corrections and/or run payroll
  • Time may be entered (CAT2) and approved
    (CATS_APPR_LITE), but cannot be transferred
    (ZCAT6)

17
Time Evaluation
  • Automatic process run nightly that
  • Analyzes attendances/absences and compares that
    with the employees Period Work Schedule and
    other employee master data
  • Reports any errors
  • Calculates overtime
  • Maintains quota accruals and usage

Period Work Schedule
Employee Master Data
Time Recording
Time Evaluation
18
Three-Step Time Entry Process
  1. Time is entered in CATS using CAT2
  2. Time is approved in CATS using CATS_APPR_LITE
  3. Time is transferred from CATS to IRIS-HR using
    ZCAT6

19
Unit 1 Summary
  • Any questions related to
  • Time Management overview and key benefits
  • Time Management data and Infotypes
  • Planned Working Time
  • Period Work Schedule
  • Work Schedule Rule
  • IRIS Payroll Schedules
  • Payroll Locks
  • Time Evaluation
  • Time Entry Process

20
Unit 2
  • CATS Time Entry

21
Cross Application Time Sheet - CATS
  • SAP-recommended module/interface for entering
    time into the system so that it can be processed
    for Payroll
  • Main gateway into the time entry area of the
    system
  • Same look and feel as other IRIS screens and
    transactions

22
Time Entry Basics
  • Time can be entered on a daily basis OR - once
    per pay period, just as long as it is entered by
    the required time input deadlines listed on the
    Payroll Schedule
  • Time can be entered in increments of one
    one-hundredth of an hour (.01 hour) quarter of
    an hour increments would be ideal (0.25)
  • Attendance/Absences Types of any kind need to be
    entered on separate lines
  • Time entered in CATS for hourly
    employees must match
    the employees
    signed IRIS Daily Time Record

23
IRIS Daily Time Record (Hourly Employees)
  • Payroll has three approved versions of the Daily
    Time Record (time sheet) - available on the UK
    Forms site http//www.uky.edu/IRIS/HR/hr_forms.h
    tml
  • Timesheet Hospital
  • Timesheet Campus
  • Timesheet Campus (without Cost Allocation)
  • Other versions must be approved by Payroll prior
    to use
  • May be completed on-line (in Excel) the Total
    values will automatically be calculated as the
    time is entered
  • Lists the commonly used Attendance/Absence Types
    at the bottom for easy reference

24
IRIS Daily Time Record Example
  • Week 1 - Campus (Without Cost Allocation)
    version

25
Data Entry Profiles and the Key Date
  • A Data Entry Profile field determines the layout
    of the CAT2 Time Sheet Data Entry View screen
  • UK Biweekly Time two weeks for hourly employees
  • UK Monthly Time a month for salaried employees
  • UK Biweekly Time with Cost Allocation for
    hourly employees who have all or part of their
    time temporarily charged to a different cost
    object other than the default allocation
    established for the employee/position (Infotype
    0027)
  • UK Monthly Time with Cost Allocation Currently
    not used
  • PM/Facilities profiles are for Physical
    Plant/Housing employees
  • The Key Date field indicates the beginning date
    of the pay period this field must always be
    accurate!

26
Hourly Employee Time Entry
  1. Enter transaction code CAT2
  2. Click on the Possible Entries icon in the Data
    Entry Profile field
  3. Double-click on the UK Biweekly Time profile
  4. Press the Enter key

NOTE This Initial Screen appears only the first
time you enter CAT2 after logging into IRIS.
27
Hourly Employee Time Entry
  • Enter the first date of the payroll period in the
    Key date field
  • For the Biweekly profiles, the Key date is always
    a Sunday
  • For the Monthly profiles, the Key date is always
    the first day of the month
  • Click on the Personnel Selection pushbutton to
    choose an employee

28
Hourly Employee Time Entry
  1. Enter the employees Personnel Number in the
    Selection section or use the Possible Entries
    icon to search if unknown
  2. Click on the Execute icon in the Application
    Toolbar

NOTE Multiple Employee selection is possible,
but will be covered in the Selection Variants
unit.
29
Hourly Employee Time Entry
  1. Click on the green Select All Persons icon in the
    Application Toolbar OR - click on the gray box
    to the left of the Personnel Number column to
    select the employee
  1. Click on the Enter Times icon (pencil) also in
    the Application Toolbar, which will take you to
    the Time Sheet Data Entry View screen

30
Attendance/Absence Types
  • Attendance/Absence Types are used to associate
    the type of compensation with the hours entered
  • Specific for each employee based on their
    Organizational Assignment master data
  • 1xxx Attendance Types
  • 3xxx Shift Differential/On Call (Attendance
    Types)
  • 7xxx Absence Types (Vacation, TDL, Holiday,
    etc)
  • For example
  • 1005 Regular Hours Worked
  • 3311 Diff Evening Shift
  • 7150 Holiday
  • 7170 Vacation
  • 7180 Full Sal Sick (TDL) Employee

31
Attendances/Absences
  • Can be recorded in partial day or full day
    amounts
  • Some attendances/absences influence pay
  • Hours in excess of 40 hours per week (overtime)
  • Shift differential
  • Unpaid leave
  • Some absences influence quota balances
  • Vacation
  • Temporary Disability Leave (TDL)
  • Holiday/Bonus Days
  • Military Leave
  • Other absences are for statistical purposes
  • Jury Duty
  • Funeral Leave

32
Hourly Employee Time Entry
  • Click on the Target Hours icon
  • Click the Yes pushbutton in the Target hours
    pop-up window
  • If no changes need to be made to the time
    displayed, click on the Save icon in the
    Standard Toolbar
  • Alternatively, time may be entered manually.

Gray Target Hours row is only a forecast of
time worked based on Infotype 0007
33
Hourly Overtime
  • An employees total number of hours worked daily
    are entered in the regular Hours Worked row
    (1005)
  • IRIS automatically calculates the overtime (based
    on federal and state requirements using averages
    weighted rate algorithm) per week and the
    employee will automatically be paid accordingly
  • For employees with multiple assignments the
    system will recognize where (in which assignment)
    the overtime occurred and then apply the correct
    rate
  • Hours in excess of 40 that are worked in a prime
    assignment are charged to that assignments
    department
  • Other hours over 40 are distributed to other
    assignment departments on a pro rata basis

34
Hourly Overtime
  • Any time the number of hours entered on a day
    exceeds the Target Hours, you will receive the
    following Warning message screen when you click
    on the Save icon
  • If the hours entered are accurate, click on the
    Continue icon (green checkmark) to accept and
    save the data

Click on the Cancel icon to cancel the Save and
return to the time sheet
35
University Differential Pay Rates
  • The approved differential pay rates for the
    University are maintained in a table in the IRIS
    system
  • Some examples
  • 3311 - Diff Evening Shift 0.75
  • 3312 - Diff Night Shift 1.25
  • 3331 - Call Pay 0.63
  • Enter the number of hours along with the
    appropriate Attendance Type
  • Regular Hours Worked (1005) must be entered also!
  • Example If an employee works an 8-hour shift
    and four of those hours should also be paid with
    the Evening Shift Differential pay, enter 8
    hours of 1005 AND 4 hours of 3311 for that day

36
Unit 2 Exercise
  • Complete the following exercise
  • 2.1 CATS Time Entry Hourly Employee

37
Exception Time
  • Exception Time is any time not considered as
    regular Hours Worked (1005)
  • For example
  • Vacation Leave
  • Temporary Disability Leave
  • Holiday/Bonus Day Leave
  • Funeral Leave
  • Military Leave
  • Family Medical Leave
  • Jury Duty

38
Hourly Employee Exception Time
  1. Enter the employees Personnel Number in the next
    available row and press Enter (name will appear)
  2. Enter the appropriate Attendance/Absence Type
  3. Tab to the desired date and enter the number of
    hours
  4. Edit the hours in the Attendance Type 1005 row
    accordingly and press Enter
  5. Click on the Save icon in the Standard
    Toolbar

Use Possible Entries icon to search for those A/A
Types applicable to this employee
TIP Use the Tab or ShiftTab key(s) to scroll
forward/back through the columns
39
Insufficient Quota Message
  • Received when the Save icon is clicked and an
    employee does not have enough Vacation, TDL,
    Holiday, or Military Leave quota for the hours
    entered
  • Received if an employee has not completed their
    new hire orientation period and Vacation time
    is entered, even though Vacation quota is accrued
  • TDL and Holiday quota may be entered during this
    period
  • The appropriate adjustments need to be made
    before the system will save the data

40
Displaying Totals Row
  • Nothing in the Target Hours row will change
    during time entry, thus it does not reflect the
    Total number of hours you have entered for an
    employee
  • Click on the Totals Row On/Off icon in the
    Application Toolbar to see the true Total number
    of hours you have entered

Totals Row On/Off icon
Total number of hours you have entered for this
employee
Target Hours row
Total Hours row
41
Hourly Employee - Exception Time Tip
  • To eliminate the need to always adjust the
    regular Hours Worked row (1005)
  • Enter your Exception Time FIRST
  • Then click on the Target Hours icon in the
    Application Toolbar to bring in the regular Hours
    Worked row (1005)
  • The system will have automatically made the
    necessary adjustments in the 1005 row

42
Unit 2 Exercise
  • Complete the following exercise
  • 2.2 CATS Time Entry Hourly Exception Time

43
Salaried Employee Time Entry
  • It is necessary to enter ONLY Exception Time
    using the UK Monthly Time Data Entry Profile
  • If a salaried employee works all regular hours
    the entire month, no action is necessary in IRIS
    the system will automatically pay them their
    monthly salary
  • Exception Time of any kind needs to be entered on
    separate lines using the appropriate Absence Types

44
Salaried Employee Exception Time
  • Instead of the Target Hours row, the Totals row
    is displayed as the top row on the screen
  • Enter the Personnel Number and press the Enter
    key
  • Enter the appropriate Attendance/Absence Type
  • Enter the hours on the appropriate date(s)
  • Click on the Save icon
  • There is no need to adjust any Regular Hours
    the Time Evaluation process will handle all the
    adjustments

This Total is from the hours manually entered on
this screen the remaining (133.33) hours for
the month will still be paid automatically
45
Holiday Leave Time Entry
  • Holiday leave is entered using Absence Type of
    7150 on the date in which Holiday quota is used
    whether its on the actual holiday or not for
    both hourly and salaried employees
  • Examples of Holiday leave taken ON the actual
    holiday
  • Hourly
  • Salaried

46
Holiday Leave Time Entry
  • If an hourly employee works on a holiday, that
    time is entered with Attendance Type 1005
  • If a salaried employee works on a holiday,
    nothing is done in CATS (the employee is
    automatically paid for that day)
  • The non-holiday day in which an hourly/salaried
    employee uses the Holiday quota is entered with
    Absence Type 7150
  • Hourly example

47
Holiday Leave Time Entry
  • If an hourly employee is not eligible for holiday
    leave and/or regular time pay ON a holiday, enter
    nothing on that day
  • Alternatively, for reporting purposes, you may
    use Absence Type 7420, Unpaid Leave, and the
    correct number of hours ON the actual holiday
  • If a salaried employee is not eligible for
    holiday leave and/or regular time pay ON a
    holiday, you must use Absence Type 7420, Unpaid
    Leave, ON the actual holiday

48
Unit 2 Exercise
  • Complete the following exercise
  • 2.3 CATS Time Entry Salaried Exception Time

49
Change to Prior Pay Period
  • For both hourly and salaried employees, follow
    the same steps for normal time entry, making sure
    you indicate the correct Data Entry Profile and
    Key Date on the Initial Screen save your
    changes
  • The time changes must also be approved and
    transferred
  • IRIS will automatically adjust any
    pay/quota-related issues caused by the change
  • If the Payroll Correction Final Run has
    already occurred, the adjustments will
    be on the next pay
    periods pay stub/ remuneration
    statement

50
Posting to Future Pay Periods
  • Posting future time is also possible, and the
    process is the same for both hourly and salaried
    employees
  • Follow the same steps for normal time entry,
    making sure you indicate the correct Data Entry
    Profile and Key Date on the Initial Screen - save
    your changes
  • Future postings of Absence time DO affect leave
    quota immediately
  • For example, if you record a weeks vacation for
    an employee 3 months from now but in the meantime
    the employee is taking vacation and actually
    records more than the quota available, the system
    will not allow you to enter the time theyre
    taking now You can enter only what is available
    in IRIS at the present time

51
Unit 2 Summary
  • Any questions related to
  • Cross Application Time Sheet (CATS)
  • Data Entry Profiles
  • Attendance/Absence Types
  • Hourly employee Time Entry
  • IRIS Daily Time Record,
    Exception Time, Overtime,

    Shift Differential Rates
  • Salaried employee Time Entry
  • Holiday Leave Time Entry
  • Prior pay period changes
  • Posting to future pay periods

52
Unit 3
  • CATS Time Entry with Cost Allocation

53
Cost Allocation
  • Routine cost distribution for a position/employee
    is established in HR Infotype 0027 (Cost
    Distribution)
  • Time entry using a Cost Allocation Data Entry
    Profile prompts the system to temporarily
    override Infotype 0027
  • Only WAGES are impacted by using this profile a
    Journal Voucher (FV50) would need to be processed
    to move the benefits costs of the associated
    wages to the correct cost object
  • Use transaction PA30 - Infotype 0027 to override
    wages, taxes, benefits, etc

54
Cost Allocation
  • Currently available only with the UK Biweekly
    Time with Cost Allocation Data Entry Profile in
    transaction CAT2
  • Provides additional columns to enter various
    types of costs objects Cost Center, WBS Element,
    Fund, etc
  • An hourly employee can be used in either the UK
    Biweekly Time or UK Biweekly Time with Cost
    Allocation Data Entry Profile the only
    difference is the presence or absence of these
    columns
  • Remainder of the CATS Time Entry process is the
    same
  • Can allocate both regular hours worked and
    overtime, but not on the same assignment (PERNR)
    Contact HR Compensation for overtime cost
    allocation

55
Regular Hours Worked Cost Allocation
  • Using the employees main assignment (PERNR),
    click on the Target Hours icon or manually
    enter the employees regular Hours Worked (1005)
    to be charged to the positions default cost
    distribution (established in Infotype 0027)
  • On the next available row, enter the main
    assignments Pers.No., the desired cost object,
    A/A Type 1005, and the number of hours on the
    appropriate dates then Save

Allocated Hours
Cost Object
Personnel Number
Attendance Type 1005
56
Unit 3 Exercise
  • Complete the following exercise
  • 3.1 CATS Time Entry with Cost Allocation -
    Hourly

57
Unit 3 Summary
  • Any questions related to
  • Explanation of Cost Allocation
  • Entering Cost Allocation information in CATS
  • Regular Hours Worked Allocations
  • Overtime Allocations

58
Unit 4
  • Selection Variants

59
Selection Variants
  • Creating and saving selection variants allows you
    to easily retrieve various groupings of
    employees/students
  • Two methods
  • By Personnel Numbers
  • By Enterprise Structure values, which will
    capture and retrieve the most current list of
    active employees/students
  • You can have as many selection variants as needed
    in any transaction
  • Selection variants created in one transaction
    code cannot be copied to another transaction code
    even if they contain the same search criteria
    they must be created separately in each
    transaction code

60
Creating by Personnel Numbers Option 1
  • Click on the Multiple Selection icon to the
    far-right of the Personnel Number field
  • Enter individual Personnel Numbers on each line,
    using the Possible Entries icon to search if
    necessary
  • Click on the Execute icon in the lower-left corner

Green light indicates multiple selections are now
active
61
Creating by Personnel Numbers Option 2
  • Click on the Multiple Selection pushbutton
  • Select the Organizational Assignment tab
  • Enter various selection criteria which will
    retrieve the desired employees/Personnel Numbers
  • Press the Enter key

62
Creating by Personnel Numbers Option 2
  • Click in the appropriate checkboxes to select
    your employees
  • Press the Enter key
  • The Personnel Numbers are copied back to the
    Multiple Selection for Personnel Number pop-up
    window

63
Creating by Personnel Numbers Option 3
  • You can copy and paste a list of Personnel
    Numbers from an external application such as
    Excel
  • Select your data in the Excel spreadsheet and
    click on the Copy icon
  • Click on the Upload from clipboard icon in the
    IRIS window

Personnel Numbers are pasted here
64
Creating by Enterprise Structure Values
  • Use any combination of the Enterprise Structure
    selection fields listed below in creating your
    selection variant(s)
  • You can also use the Multiple Selection icon
    , located to the right of each field, to indicate
    multiple values A green light on the icon
    indicates multiple values exist

Selection Field Example Values
Personnel Area Campus, STEPS, Hospital
Personnel Subarea Regular FT, Regular PT, Temp PT
Employee Group Staff, Student, Faculty
Employee Subgroup Exempt Monthly, Non-exempt 40, Non-exempt 37.5
Organizational Unit Department number
65
Creating by Enterprise Structure Values
  • Example variants

Variant Name ? 30000119-BW 30000119-MO
Personnel Area 1000 (Main Campus) 1000 (Main Campus)
Personnel Subarea 0001 (Reg FT) 0001 (Reg FT)
Employee Group A (Staff) A (Staff)
Employee Subgroup 05 (40 h/w) 03 (Exempt Monthly)
Organizational Unit 30000119 30000119
66
Creating by Enterprise Structure Values
  • In CAT2 click on the Further selections
    pushbutton
  • Click on the gray boxes to the left of the
    desired Selection options
  • Click on the top arrow icon to move the fields to
    the Selection fields column

67
Creating by Enterprise Structure Values
  • Enter the appropriate criteria in the Selection
    section fields Remember you can use the
    Multiple Selection icons to the right of a field
    to indicate multiple values for a field
  • Click on the Save icon to save the values entered

68
Saving a Variant
  • Enter a Variant name (must be unique in IRIS and
    in this t-code) and Meaning, which is just a
    longer description for the variant
  • Click on checkbox next to Protect variant to
    prevent others from making changes to your
    variant
  • Click on the Save icon to save the variant

69
Unit 4 Exercise
  • Complete the following exercise
  • 4.1 Creating CAT2 Variants

70
Using a CAT2 Variant
  1. Click on Get Variant icon
  2. Enter Variant name and/or Created by (default
    value)
  3. Click on the Execute icon
  1. Double-click on the desired Variant name

If only ONE variant is saved in this transaction
code, Step 4 is void IRIS will automatically
display the values on the initial screen!
71
Using a CAT2 Variant
  1. Click on the Execute icon to generate the list of
    employees matching the listed values in the
    variant

Values will default from variant
72
Inserting a Row with Multiple Employees
  • To give ALL employees (hourly/salaried) on your
    time sheet an additional blank row
    simultaneously
  • click on the LT column header box to select that
    column
  • click on the Target Hours icon the system will
    copy the employees Personnel Number and Name
  • Repeat this step for each additional row needed

73
Inserting a Row with Multiple Employees
  • Some other Insert Row options
  • Place cursor on any row for an employee
  • From the Menu Bar select Edit ? Edit Rows ?
    Insert Row
  • OR Right-click on row and choose Insert Row from
    menu
  • OR click on the employees name, then click on
    the Insert Row icon in the Toolbar

New row is inserted and ready for edits
74
Unit 4 Exercise(s)
  • Complete the following exercise(s)
  • 4.2 Using CAT2 Variants

75
Deleting a Variant
  1. Enter the desired transaction code
  2. From the menu bar select Goto ? Variants ? Delete
  3. Double-click on the variant you wish to delete

76
Deleting a Variant
  • Select Only in current clients and click on the
    Continue pushbutton
  • Click on the Yes pushbutton to delete
  • System message will appear in the status bar ?

77
Unit 4 Summary
  • Any questions related to
  • Selection variants and their benefit in the time
    entry process
  • Creating and using a selection variant for CAT2
  • Deleting a variant

78
Unit 5
  • Approval Transfer of Time

79
Time Approval
  • Time entered in CATS must be approved on-line by
    an employee assigned to the security role Time
    Approver
  • If any time changes are made (using CAT2) after
    the approval process, those changes must also be
    approved
  • Employees/Students will not be paid for any time
    that has not been approved on-line

80
Processing Status
  • Time is automatically stamped with a Processing
    status as different actions are performed in the
    system
  • For example, the most commonly used are
  • 20 Time which has been entered and saved in
    CAT2 and is now ready to be approved
  • 30 Time which has been approved with
    CATS_APPR_LITE
  • 50 Time which was previously approved, but was
    altered due to changes in CAT2

81
Reporting Period
  • There are several different options for the
    Reporting Period field in the approval
    transaction
  • All, Other Period, Current/Other Payroll Period,
    etc
  • These options also work hand-in-hand with the
    Processing Status values
  • The All option is the most preferred and is not
    pay period-specific For example
  • If the Processing Status is 20 (Released for
    approval), only time that needs approval will
    display, whether its in the current pay period
    or not this will also capture any retro changes
    that you may have made to prior pay period time
  • If the Processing Status is a range from 20 to
    60, ALL time for an employee will display,
    whether it needs approval, has been approved, has
    been changed since approval, etc

82
Time Approval for One Employee
  1. Enter t-code CATS_APPR_LITE
  2. In the Reporting Period fields choose All
  3. Enter the employees Personnel Number
  4. Ensure 20 is in the Processing Status fields
  5. Click on the Execute icon

83
Time Approval for One Employee
  • Select all rows to be approved by clicking on
    first row to select then press the Ctrl A keys
    on your keyboard
  • Click on the Approve icon in the Application
    Toolbar
  • Status Bar displays ?

Notice Status icon change
84
Creating a CATS_APPR_LITE Variant
  • Click on the Selection Fields icon in the
    Application Toolbar This is the same as
    clicking on the Further Selections pushbutton in
    CAT2
  • The remainder of the steps are the same as listed
    in the Selection Variants unit

85
Using a CATS_APPR_LITE Variant
  1. Click on the Get Variant icon in the Application
    Toolbar
  2. Double-click on the desired variant in the pop-up
    window
  3. Click on the Execute icon in the Application
    Toolbar

86
Unit 5 Exercise
  • Complete the following exercise
  • 5.1 Creating/Using CATS_APPR_LITE Variants

87
Time Transfer
  • After time data has been entered and approved in
    CATS, it must then be transferred to IRIS-HR for
    Time Evaluation and payroll processing
  • Absence time data is transferred into Infotype
    2001
  • Attendance time data is transferred into Infotype
    2002

88
Time Transfer for One Employee
  1. Enter transaction code ZCAT6
  2. Enter the employees Personnel Number
  3. Click on the Execute icon

If processing a Repeat Transfer, click on this
pushbutton first, then enter the Personnel number
and click on the Execute icon
89
Time Transfer for One Employee
  • Be patient with this process - It may take a few
    seconds/minutes to complete, depending on the
    amount of data needing transferred
  • Ideal scenario is to
    have
    matching totals
    in the Number
    of
    data records read

    and Number of

    successful postings

    lines If so, this
    process
    is complete
    Exit the
    transaction

90
Time Transfer for One Employee
  • Any unsuccessful postings will need to be
    corrected in CAT2 then also approved and
    transferred
  • Bad cost allocation, collision with time already
    in Infotypes 2001/2002, or (as in the example
    above) conflicting time entries on the same date
    are just a few of the possible reasons for an
    unsuccessful transfer

On 03/20/2006 both 1005 and 7170 time were
entered - All other days with a green light did
transfer!
91
Creating a ZCAT6 Variant
  1. Click on the Multiple Selection icon to the
    far-right of the Personnel number field
  2. For a large number of employees, click on the
    Multiple selection pushbutton (demonstrated here)

Enter single Pernrs if small number of employees
Then click on the Execute icon in the
lower-left corner
92
Creating a ZCAT6 Variant
  • Select the Organizational assignment tab
  • Enter the desired field values
  • To add multiple values to a field Enter the
    first value, then click on the green icon ?
    Enter the other value(s) ? Click on the Copy icon
  • Click on the Start search icon

93
Creating a ZCAT6 Variant
  1. Click on the individual selection boxes next to
    the desired employees or the green Select All
    icon in the Application Toolbar
  2. Click on the Copy icon in the Application
    Toolbar (or press the Enter key) The Pernrs
    will copy to the Multiple Selection window
  3. Click on the Execute icon, then the Save icon

94
Using a ZCAT6 Variant
  1. Click on the Get Variant icon
  2. Double-click on the desired Variant name
  3. Click on the Execute icon

95
Unit 5 Exercise
  • Complete the following exercise
  • 5.2 Creating/Using ZCAT6 Variants

96
Verifying Transferred Time - ZVERXFER
Can be saved as a variant!
Enter data in all three sections Click on the
Execute icon to generate the report
97
Verifying Transferred Time
  • Time not transferred will be listed first
  • Two reasons for a No transfer
  • No corresponding record in IRIS for the
    Attendance or Absence code on the date in
    question
  • There is a corresponding record, but the hours do
    not match

98
Unit 5 Exercise
  • Complete the following exercise
  • 5.3 Verify Transferred Time

99
Unit 5 Summary
  • Any questions related to
  • Time Approval
  • Processing Status
  • Reporting Period
  • Time approval for one employee
  • Creating and using an approval variant
  • Time Transfer
  • Time transfer for one employee
  • Creating and using a transfer
    variant
  • Verifying transferred time

100
Unit 6
  • Absence Quotas

101
Absence Quotas
  • The balance of hours an employee has available
    for Vacation, Temporary Disability Leave,
    Holiday/Bonus Days, and Military Leave
  • Absence quotas will be listed on the pay stubs,
    and will be as of the date of the final payroll
    run
  • Any changes to quota balances after the final
    payroll run will be reflected on the following
    pay periods pay stub
  • Employee Relations is responsible for making
    major adjustments to absence quotas (For example,
    converting TDL to Vacation quota)
  • Normal usage/reduction of quotas occurs from the
    time being entered in CAT2 with the appropriate
    Absence Type

102
Absence Quotas
  • Vacation and TDL quota accruals occur on the last
    day of a pay period - available for usage the 1st
    day of the following pay period
  • An employee must be in a paid status for at least
    50 of a pay period in order to receive their
    Vacation and TDL quota accruals for that pay
    period

103
Vacation Leave Quota
  • IRIS will automatically adjust accrual amounts as
    annual vacation allowances increase for an
    employee (based on years of service and
    employment status)
  • Any unused vacation quota at the end of a fiscal
    year will be available for an additional 15
    months (to September 30th of the next FY)
  • The system will make the quota unusable at the
    end of that time period unless an extension is
    granted
  • If an extension is granted, Employee Relations
    must be notified so they can make the necessary
    adjustments in IRIS
  • IRIS will not accept entry of vacation leave if
    quota is not available

104
Temporary Disability Leave (TDL) Quota
  • There is no use it or lose it rule with TDL
  • Staff may convert TDL quota to vacation quota
  • Refer to Human Resources Policy and Procedure
    Number 87.0 Conversion of Temporary Disability
    Leave - http//www.uky.edu/HR/policies/hrpp087.htm
    l
  • Employee Relations will process the actual
    conversion in July based on the existing request
    form
  • IRIS will not accept entry of TDL leave if quota
    is not available

105
Holiday Leave Quota
  • Holiday quota will be generated automatically and
    made available at least three weeks in advance of
    a holiday six weeks in the case of the bonus
    days
  • Once available, Holiday quota will be available
    in the system up to the end of the current fiscal
    year, however departments should still follow HR
    Policy and Procedure Number 83.0 Holiday Leave
  • It will be up to the department to monitor these
    balances using PT_QTA10
  • IRIS will not accept entry of Holiday leave if
    quota is not available

106
Military Leave Quota
  • Military Leave for annual training purposes is
    monitored via a quota manually created by
    Employee Relations when leave is approved
  • IRIS will not accept entry of Military leave if
    quota is not available

107
Displaying Absence Quotas
  • Appropriate department users and business
    officers will have access to display absence
    quotas for employees within their organizational
    unit(s)
  • Transactions available PT_QTA10 and PT50
  • The reports will provide
  • Employees Personnel Number and Name
  • Type of quota - Vacation, TDL, Holiday, and
    Military Leave
  • Entitlement hours (cumulative balance), Requested
    hours (time taken) and Remaining hours (current
    balance)
  • All balances are in Hours only
  • Contact the Employee Relations Office regarding
    any absence quota concerns or errors

108
Displaying Absence Quotas PT_QTA10
Allows you to add other fields to the Selection
section (i.e. Organizational Unit)
Enter multiple values for a field by clicking on
the Multiple Selection icon to the right of the
field
Can be saved as a Selection Variant!
See next slide for more on these Key dates
109
Displaying Absence Quotas PT_QTA10
  • Key date for deduction displays all quota used
    to this date
  • Key date for entitlement displays all quota
    earned to this date
  • Dates will default to current date when
    transaction is first accessed, but may be
    different if a Selection Variant is used, in
    which case you would want to check/change the
    dates accordingly
  • Dates that are the same as the last day of the
    payroll cycle will take into account quota
    accrual and leave usage as of the end of the
    payroll cycle

110
Displaying Absence Quotas PT_QTA10
Click on line to select, then click on Display
icon for further details
Current Layout icon click to alter how report
is displayed Then Save in order to be able to
Choose layout in the future
Sort (2)
Filter
Save as spreadsheet
Download to spreadsheet
111
Unit 6 Exercise
  • Complete the following exercise
  • 6.1 Display Absence Quota Information

112
Quota Overview PT50
Enter the Person ID (or use the Possible Entries
icon to search) then press the Enter key
Click on the All pushbutton to select all periods
113
Quota Overview PT50
  • Click on the Display Absence Quotas tab to
    display all absence quotas by type
    (Vacation-TDL-Holiday)
  • Ignore Absence Quota Types 04/Vacation (Legacy
    Transfer) and 06/Holiday They are no longer
    being used

114
Quota Overview PT50
  • Click on the Expand pushbutton in the lower-left
    corner to see validity dates
  • The Deduction to column lists the expiration
    date
  • Click on the Collapse pushbutton
    to hide the additional information

115
Quota Overview PT50
  • Click on the Accrual information tab to display
    all accruals

Balances loaded during conversion just prior to
the IRIS HR go-live
Accruals generated each pay period
116
ESS Leave Balance Statement
  • Statement is a snapshot of the current balances
    as of today, no matter when you go into the
    statement
  • Days that have been taken in the current fiscal
    year are displayed
  • Prior fiscal years are not displayed
  • No future absences are reflected
  • No future accruals are reflected
  • From your IRIS Launch Pad screen
  • Click on Employee Self-Service then
  • Click on Working Time

117
ESS Leave Balance Statement
Click on PDF for a printable version
Current balances as of 09/01/07
118
Quota Compensation
  • Upon separating/retiring from the University,
    eligible staff may be paid for all or a portion
    of their accumulated Vacation, TDL and Holiday
    quotas
  • An employee must be in a paid status for at least
    50 of a pay period in order to receive their
    Vacation and TDL quota accruals for that pay
    period
  • The next payroll run will pay for the number of
    hours specified in this transaction

119
Quota Compensation
  • If balances are greater than what the employee is
    entitled to or they are terminating at the
    beginning of a pay period, then the quota they
    will accrue at the end of the final pay period is
    not important
  • If balances are not above the maximum leave the
    employee is entitled to, then the last accruals
    need to be included in the compensation
  • Accruals normally do not become available until
    the payroll cycle begins with the first trial run
    - However, in this situation
  • The HR termination action for the employee should
    be processed first
  • Then the Quota Compensation transaction should be
    processed the following day or later so that Time
    Evaluation has time to recognize the termination
    and generate the accruals early, if all other
    eligibility rules have been met

120
Quota Compensation Types
  • HOLN (Non-exempt)/HOLE (Exempt) Holiday quota
  • TDLN (Non-exempt)/TDLE (Exempt) 22 day lump sum
    option must be processed first before the
    Retirement Contribution Component (if applicable)
  • TDRN (Non-exempt)/TDRE (Exempt) Retirement
    Contribution Component assuming the employee
    has sufficient hours and is otherwise eligible
    for this compensation
  • VACL (N/A after 12/31/06!)
  • VACN (Non-exempt)/VACE
    (Exempt) Vacation quota

121
Quota Compensation
  • For an employee retiring from UK, you may have up
    to two (2) transactions for TDL compensation
  • 22 day lump sum option (22 days X hrs/day) do
    first
  • Retirement Contribution Component (10 of
    remaining amount after 22 day payout) In the
    No. to compensate field, enter the total number
    of hours remaining IRIS will automatically
    compensate the number of hours at the appropriate
    hourly rate (calculated for exempt employees,
    actual for non-exempt) X 10
  • The following steps listed for processing a
    Vacation payout also apply to TDL and Holiday
    leave payouts
  • See the HR Policy and Procedures Manual for any
    other information regarding leave payouts

122
Quota Compensation
  1. Enter transaction code PA61
  2. Enter the employees Person ID and press the
    Enter key
  3. On the Att./Abs./Quota Info. tab click on gray
    box just left of the Time Quota Compensation
    (0416) infotype
  4. Click on the Create icon in the Application
    Toolbar

123
Quota Compensation
  1. Double-click on the desired quota type (regular
    Vacation in this example)
  2. Enter the Start date and then the number of HOURS
    eligible in the No. to compensate field
  3. Click on

    the Save
    icon

Start date is equal to the last active date for
the employee
Available balance
124
Quota Compensation
  • When processing a different payout type it will
    be necessary to clear out the Sty field at the
    bottom of the PA61 screen and the top of the
    Overview screen the code for the last payout
    type will remain in the field

125
Quota Compensation Overview
  • Click on the Overview icon in the Application
    Toolbar to review the payouts you have processed
  • If you need to make any adjustments to the
    information entered, click on the gray box to the
    left of the row to select, and then click on the
    Change icon Make changes, then Save

126
Unit 6 Exercise
  • Complete the following exercise
  • 6.2 Time Quota Compensation

127
Unit 6 Summary
  • Any questions related to
  • Absence Quotas Overview
  • Vacation Leave Quota
  • Temporary Disability Leave (TDL) Leave Quota
  • Holiday Leave Quota
  • Military Leave Quota
  • Displaying absence quotas
  • Quota overview
  • Quota Compensation

128
Unit 7
  • Displays Reports

129
Displaying Time Entries CATS_DA
  • Used to display employee time data prior to
    transfer
  1. Choose appropriate Reporting Period (All, Other
    Period, Current Payroll Period, etc)
  2. Enter the Personnel Number
  3. Click on Execute icon

Use the Multiple Selection icon to select
multiple PERNRS
END RESULT
130
Displaying Time Entries CATS_DA
  • Click on the Additional Functions icons (yellow
    arrows) to display/hide sets of various function
    icons

131
Display of Time Quota Leave Statements
  • Transaction code is Z_TIMERPT
  • Optional transaction used to create summary
    reports of employee time or leave quota usage
    information
  • Run to check for accuracy, print for distribution
    to employees or for departmental files
  • Can display information for one pay period or a
    wide range of time
  • Top portion of both reports lists the employees
    name and other Organizational Assignment
    information as well as their absence quotas

132
Display of Time Statement Z_TIMERPT
  • Select the appropriate Period
  • Enter values in the Selection section
  • You can also click on the Further selections
    pushbutton to add other Selection Fields to this
    section
  • To see only time worked, click in the white
    checkbox next to Daily in the bottom section
  • Click on the Execute icon

133
Display of Time Statement
134
Display of Quota Statement Z_TIMERPT
  • Select the appropriate Period
  • Enter values in the Selection section
  • You can also click on the Further selections
    pushbutton to add other Selection Fields to this
    section
  • To see only absence data, click in the white
    checkbox next to Leave in the bottom section AND
    enter in the types fields
  • Click on the Execute icon

135
Display of Quota Statement
136
Remuneration Statement
  • The Remuneration Statement (report) displays
    Total Earnings, Taxes, Post Tax Deductions, Pre
    Tax Deductions and Employer Contributions
  • The report is available after each of the three
    payroll runs and is identical to the pay stub,
    minus the absence quotas
  • Departments often run this report to verify that
    the time entry and payroll processes were
    successful for their staff
  • This statement can also be generated when an
    employee has a question about their pay check

137
Remuneration Statement
  1. Enter transaction code PC00_M10_CEDT
  2. Enter desired Payroll Period and Selection
    Criteria
  3. In the Parameters section
  4. Form name ZDZ1
  5. Print retroactive runs leave blank to see only
    the current payroll run (remove the default X)
  6. Click on the Execute icon

138
Remuneration Statement Example
Name home address display here
139
Check Pay Report ZHR_CHECKPAY
  • Quick reference report developed to identify
    employees who did not get processed in the
    payroll run
  • Continue to review the Remuneration Statement for
    details regarding employee pay!
  • Specific for a single payroll period and payroll
    area
  • Available after the first payroll run for a pay
    period
  • If a new Infotype 0008, Basic Pay, was created
    during the pay period, the employee will be
    listed twice on the report

140
Check Pay Report ZHR_CHECKPAY
  • Select Payroll Period
  • Employment Status 3 (Active Employees)
  • Select Payroll area B1 (Biweekly) or M1
    (Monthly)
  • Enter Organizational unit
  • Click on the Execute icon
  • TIP Use the Multiple

    Selection icon to the far-

    right of any Selection
    Criteria
    field to indicate
    multiple
    values, if
    applicable

141
Check Pay Report ZHR_CHECKPAY
  • Total Gross column is most important If 0.00,
    the employee is not getting paid for the selected
    pay period Reasons for 0.00 Total Gross
  • It is an hourly employee and hours have not yet
    been entered
  • Infotype 0003, Payroll Status, may still be
    locked for new hires
  • A payroll error has occurred and requires master
    data correction

142
Employees Cost Distribution Objects Report
  • Provides a report on the cost distribution for
    employees that will be processed in payroll
    either from Infotype 0027 or 1018
  • Enter transaction

    code ZCOSOBJ
  • Enter the desired

    Period and Selection

    options, etc
  • Click on the Execute
    icon
    to generate
    the
    report

143
Employees Cost Distribution Objects Report
144
Unit 7 Summary
  • Any questions related to
  • Displaying time entries CATS_DA
  • Display of Time Quota Leave Statements
  • Remuneration Statement
  • Check Pay Report
  • Employees Cost Distribution Objects Report

145
Course Summary
  • You should now be able to
  • Recognize and understand the terminology and key
    foundational components in Time Management
  • Execute Time Entry
  • Create and use selection variants
  • Approve and transfer time
  • Understand and display absence quotas
  • Process quota pay-outs
  • Display time entries and any
    time-related
    reports

146
HR_TM_300 Assessment
  • Use the following
  • Assessment name on your Data Sheet
  • Assessment IRIS Daily Time Record
  • Enter the time
  • Approve the time
  • Transfer the time
  • Notify the instructor when
    the
    final transfer log is
    displayed on your
    screen!
  • Please complete the IRIS Course Evaluation form
    before leaving. Thanks!
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