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Payroll Support and Time Recording

Welcome and Ground Rules


 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

Payroll Support & Time Recording 2


Logistics

Before we get started ...

Payroll Support & Time Recording 3


Classroom Materials

Exercises
(Let Me)

BRITE
Concepts
(Tell Me)

Demonstration
s (Show Me)

Payroll Support & Time Recording 4


Course Objectives

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

Payroll Support & Time Recording 5


Agenda

Lesson Time
One: Introduction to Payroll Support and Time Recording
Two: Time Recording
Three: Payroll Support
Four: Reporting
Five: Summary

Payroll Support & Time Recording 6


Intro ducti on to Pa yro ll Su pport
and Time Re cord ing
Lesson Objectives

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

Payroll Support & Time Recording 8


Key Terminology
CATS Cross 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/ External time keeping systems from which time will be


COMPASS imported into SAP.

Retro or Adj. An adjustment made to an employee’s pay for a prior


(Adjustments) pay period. This term will eliminate ‘Difference from pre’
from the pay statement.

Perpetual A continuing calendar that crosses over fiscal years


Calendar 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.
Payroll Support & Time Recording 9
Key Terminology

Manager Self Workplace for administrators to approve absence requests


Service (MSS) for vacation and sick personal time, time entries, and
personnel actions.
Employee Self Workplace for employees to view personal information,
Service (ESS) request changes, and submit absence requests for
vacation and sick personal reasons to manager for
approval.
Business Repository of SAP information for the purpose of
Intelligence (BI) reporting.

Salaried Employee Contracted salaried employee with a work schedule rule


assigned. Example – Teacher, Principal, Office Manager

Hourly Employee Contracted hourly employee with a work schedule rule


w/Work Schedule assigned. Example – Custodian, Cafeteria Worker

‘True’ Hourly Non-contract employee with no assigned work schedule.


Employee Example – Substitute Teacher, Temporary Worker

Payroll Support & Time Recording 10


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)

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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

Payroll Support & Time Recording 12


Organizational Chart

Payroll Support & Time Recording 13


Time Recording Process (DRAFT)

Payroll KRONOS/
Contact COMPASS

Start Enters/ Time


Updates Time Imported into
via CAT2 CAT2

Administrator Payroll Dept Employee

Approve
Reviews Time Processes Receives
in MSS Payroll Payment

Finish

Payroll Support & Time Recording 14


Payroll Area AA Calendar – 2008 (DRAFT)

Month Pay Period Begin Period End Time Entry/ Time and Payroll Pay Date
Pd Approval Run
Deadline
April 8 Mon 03/31/08 Sun 04/13/08 Sat 04/12/08 Mon 04/14/08 Fri 04/18/08

May 9 Mon 04/14/08 Sun 04/27/08 Sat 04/26/08 Mon 04/28/08 Fri 05/02/08

May 10 Mon 04/28/08 Sun 05/11/08 Sat 05/10/08 Mon 05/12/08 Fri 05/16/08

May 11 Mon 05/12/08 Sun 05/25/08 Sun 05/25/08 Tue 05/27/08 Fri 05/30/08

June 12 Mon 05/26/08 Sun 06/08/08 Sat 06/07/08 Mon 06/09/08 Fri 06/13/08

June 13 Mon 06/09/08 Sun 06/22/08 Sat 06/21/08 Mon 06/23/08 Fri 06/27/08

AA  Most instructional, paraprofessionals, and substitute


teachers

Payroll Support & Time Recording 15


Payroll Area BB Calendar – 2008 (DRAFT)

Month Pay Period Begin Period End Time Entry/ Time and Payroll Pay Date
Pd Approval Run
Deadline
April 8 Mon 03/24/08 Sun 04/06/08 Mon 04/07/08 Tue 04/08/08 Fri 04/11/08

April 9 Mon 04/07/08 Sun 04/20/08 Mon 04/21/08 Tue 04/22/08 Fri 04/25/08

May 10 Mon 04/21/08 Sun 05/04/08 Mon 05/05/08 Tue 05/06/08 Fri 05/09/08

May 11 Mon 05/05/08 Sun 05/18/08 Mon 05/19/08 Tue 05/20/08 Fri 05/23/08

June 12 Mon 05/19/08 Sun 06/01/08 Mon 06/02/08 Tue 06/03/08 Fri 06/06/08

June 13 Mon 06/02/08 Sun 06/15/08 Sat 06/16/08 Tue 06/17/08 Fri 06/20/08

BB  Most non-instructional, 241/242 day, and color track instructional

Payroll Support & Time Recording 16


Lesson Summary

Congratulations! You should now be able to:


 Describe the payroll contact’s role within the payroll
process
 Describe the overall time recording and payroll
process
 Recognize the importance of daily and accurate
time entry

Payroll Support & Time Recording 17


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

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Knowledge Check

KRONOS and COMPASS will continue to be used in the


school system after the implementation of SAP ECC 6.0
(“new” SAP).

A. True
B. False

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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

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Questions?

Payroll Support & Time Recording 21


Agenda

Lesson Time
One: Introduction to Payroll Support and Time Recording
Two: Time Recording
Three:Payroll Support
Four: Reporting
Five: Summary

Payroll Support & Time Recording 22


Time Re cord ing
Lesson Objectives

At the end of this lesson, participants will be able to:


 Identify the role of COMPASS and KRONOS within
the SAP time recording process
 Display absence quota information per employee
 Add attendance/absence transactions
 Change attendance/absence transactions
 Delete attendance/absence transactions
 Display time sheets

Payroll Support & Time Recording 24


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 A breakdown of employee time-off entitlements according to


Type reason for entitlement, such as annual leave (VAC) and sick
leave (SCK).

Payroll Support & Time Recording 25


Key Terminology
Primary Position Employee’s “main” job.

Secondary Assignments above and beyond the employee’s primary


Position position, such as Aftercare Worker, Days Beyond, or Tutor;
these assignments can exist outside of the employee’s primary
position org unit.

Payroll Support & Time Recording 26


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)

Payroll Support & Time Recording 27


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

Payroll Support & Time Recording 28


Time Administration Process
Broward County Public Schools
Area: Time Management
Process : Time Recording and Approval - BPDDTM0010
Subsystems
Recording
Time

1 2
Time punches Time from
from Kronos COMPASS
Employee

4
Time sheet
Time Approver Payroll Contact

3
5
Review Punches Time
Time entered Charged to
and make Non-HR
Financial
into SAP via
corrections as Objects
CATS (CAT2)
needed
HR Data
No

6
Time
Approved

Yes

7
Data stored in SAP as
SAP

Interface attendances and absences


IT 2001 & 2002

Payroll Support & Time Recording 29


Key Improvements in Time Administration
 Time recording via CATS (Cross Application Time Sheet)
 Single point of time entry
 Absences and attendances can be entered for a single or multiple
employees on the same screen for the entire payroll period
 CATS will replace the current ZA71 screen and eliminate use of
PA61
 Enhancements will allow display of leave balances and validation
of secondary positions of employees
 Overtime will be system calculated for both primary and
secondary positions

 Time from external systems (KRONOS & COMPASS) will be


interfaced via CATS in SAP

 Provides the ability to require District-wide systematic approval of


time before it is paid

Payroll Support & Time Recording 30


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.

Payroll Support & Time Recording 31


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.

Payroll Support & Time Recording 32


Time Administration Process – KRONOS

Vehicle Maintenance and Materials & Logistics Departments


ONLY

Employees in these departments who currently use


KRONOS will continue to do so.

However, after Go-Live, the Payroll Contact will enter


absences directly in SAP via CATS (do not enter
absences in KRONOS).

Payroll Support & Time Recording 33


PT50: Quota Overview
Display sick, vacation, comp time, and military quotas for a specific
employee:

Payroll Support & Time Recording 34


PT50: Quota Overview
The employee’s information displays:

Payroll Support & Time Recording 35


PT50: Quota Overview

The Absence quotas tab displays the detailed quota information:

Payroll Support & Time Recording 36


PT50: Quota Overview
The Accrual information tab displays the detailed accrual information:

Payroll Support & Time Recording 37


Simulation

PT50: Quota Overview


Let’s verify the amount of leave Felicity Johnson has available.
Using the simulation for transaction PT50, let’s find the following:

 Sick leave remaining


 Vacation leave remaining
 Military leave remaining

Payroll Support & Time Recording 38


Demonstration

PT50: Quota Overview


Let’s verify the amount of leave Consuela Stone has available.
Using transaction PT50, let’s find the following:

 Sick leave remaining


 Vacation leave remaining
 Military leave remaining

Payroll Support & Time Recording 39


Exercise

PT50: Quota Overview


You want to verify the amount of leave Michael Vernon has
available. Using transaction PT50, enter his personnel number from
your data sheet and find the following:

 Sick leave remaining


 Vacation leave remaining
 Military leave remaining

Payroll Support & Time Recording 40


Cross Application Time Sheets (CATS) Timeline
(DRAFT)

Daily
Payroll
Start Contact
Enters Time
via CAT2

Friday a.m. Friday p.m. Monday a.m. Monday a.m.

Payroll Contact Administrator Payroll Contact Administrator


Reviews/ Makes Final Approves Final
Updates Time in
Approves Changes in Time Changes
CAT2 Time in MSS CAT2 in MSS

Finish

Payroll Support & Time Recording 41


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

Payroll Support & Time Recording 42


CAT2: Record Working Times – No Cost Override
Maintain time sheets to add, change, and delete attendance and
absence per employee:

Payroll Support & Time Recording 43


CAT2: Record Working Times – No Cost Override

Payroll Support & Time Recording 44


CAT2: Record Working Times – No Cost Override

Select the variant to choose employees for whom you wish to


enter time:
4

Payroll Support & Time Recording 45


CAT2: Record Working Times – No Cost Override
This is only a
sample of what a
variant drop down
might look like.

5
6

Payroll Support & Time Recording 46


CAT2: Record Working Times – No Cost Override

Record time for employees:

8 9

10

11

Payroll Support & Time Recording 47


CAT2: Record Working Times – No Cost Override

Record time for employees:

15

12 13 14

Payroll Support & Time Recording 48


Simulation

CAT2: Record Working Times – No Cost Override


Let’s enter time for Barron Marco, Sean Winton, and Consuela
Stone. Using transaction CAT2, enter the following time for Tuesday,
February 19th:

 Barron Marco:10 hrs VAC


 Sean Winton: 7.5 hrs SPR
 Consuela Stone: 2.5 hrs REG

Payroll Support & Time Recording 49


Demonstration

CAT2: Record Working Times – No Cost Override


Let’s enter time for Thomas Smith, Felicity Johnson, Eva Garcia,
and Donna Miller. Using transaction CAT2, enter the following time
for Monday of this week:

 Thomas: 6.0 ABS


 Felicity: 2.0 REG
 Eva: 5.0 SCK & 2.5 PLV
 Donna: 7.5 VAC

Payroll Support & Time Recording 50


Exercise

CAT2: Record Working Times – No Cost Override


You need to enter time for Yvonne Hilliard. Using transaction CAT2,
select her personnel number and enter the following time:

 Monday: 3.0 SCK


 Tuesday: 5.0 SPR
 Wednesday: 2.0 REG

Payroll Support & Time Recording 51


Instructions for Adding Text in CATS Timesheet

Payroll Support & Time Recording 52


Instructions for Adding Text in CATS Timesheet

Payroll Support & Time Recording 53


Instructions for Adding Text in CATS Timesheet

Payroll Support & Time Recording 54


Instructions for Adding Text in CATS Timesheet

Payroll Support & Time Recording 55


CAT2: Record Working Times – Cost Override

 A cost override allows time/dollars to be moved from one


budget to another
 Examples for when a cost override is required:
 A pool sub needs time charged to a different functional
area or fund
 A teacher, whose salary is paid by a grant, goes out on
TDA; the time for the substitute needs to be charged to
that grant, not the standard sick functional area
 A retired principal works for the area office and then is
sent to another location; his time will need to be
reclassified to the appropriate budget

Payroll Support & Time Recording 56


CAT2: Record Working Times – Cost Override

Code Digits Format


Organizational Unit 8 6 + Location + Org Subunit
Example: 62811000
Cost Center 10 Business Area + Type + Location + Zero*
Example: 3252311510
Fund 4 Example: 1000

Functional Area 16 Function + Activity + Seven Zeros


Example: 5101000000000000
Grant 14 Grant Type + Location owner +
Dept Grant # + . + Location of expenses
Example: C97800001.1751

WBS Element (Work 16 Grant Type + Location owner +


Breakdown Structure) Dept Grant # + WBS + . + Location of expenses
Example: C9780000101.1751

* In most cases

Payroll Support & Time Recording 57


CAT2: Record Working Times – Cost Override
Maintain time sheets to add, change, and delete attendance and
absence per employee:

Payroll Support & Time Recording 58


CAT2: Record Working Times – Cost Override

Select the variant to choose employees for whom you wish to


enter time:
3

Payroll Support & Time Recording 59


CAT2: Record Working Times – Cost Override

Record time for employees:

8 9

10

11

Payroll Support & Time Recording 60


CAT2: Record Working Times – Cost Override

Record time for employees:

15

12 13 14

Payroll Support & Time Recording 61


Simulation

CAT2: Record Working Times – Cost Override


Let’s enter time for Karen Simpson. As a pool substitute teacher, her
time is normally charged to the functional area 5701000000000000.
This week, a teacher is on TDA, and Karen’s time needs to be
charged to accountability. Using transaction CAT2, select her
personnel number 90009 and enter the following cost override for
time:

 Rec. CCtr (Cost Center) = 3450312410


 RecFund (Fund) = 1000
 Rec.Func.Ar (Functional Area) = 6400121090000000
 Monday of this week = 7.5 REG hours

Payroll Support & Time Recording 62


Demonstration

CAT2: Record Working Times – Cost Override


Let’s enter time for Samantha Woods. As a pool substitute teacher,
her time is normally charged to the functional area
5701000000000000. This week, a teacher is on TDA, and
Samantha’s time needs to be charged to TDIF. Using transaction
CAT2, select her personnel number and enter the following cost
override for time:

 Rec. CCtr (Cost Center) = 3318126710


 RecFund (Fund) = 1000
 Rec.Func.Ar (Functional Area) = 5719620080000000
 Monday of this week = 7.5 REG hours

Payroll Support & Time Recording 63


Exercise

CAT2: Record Working Times – Cost Override


You need to enter a cost override for time for Robert Monroe. Using
transaction CAT2, select his personnel number and enter the
following time:

 Rec. CCtr (Cost Center) = 3318126710


 RecFund (Fund) = 1000
 Functional Area = 6400121090000000
 Tuesday of this week = 7.5 REG hours

Payroll Support & Time Recording 64


CAT2: Record Working Times – Secondary Positions

Payroll Support & Time Recording 65


CAT2: Record Working Times – Secondary Positions

Select the variant to choose employees for whom you wish to


enter time:
3

Payroll Support & Time Recording 66


CAT2: Record Working Times – Secondary Positions

Record time for employees:

8 9

10

11

Payroll Support & Time Recording 67


CAT2: Record Working Times – Secondary Positions

Record time for employee:

14

12 13

Payroll Support & Time Recording 68


Simulation

CAT2: Record Working Times – Secondary Positions


Let’s enter time for Karen Simpson for her additional assignment as
a substitute teacher for Nob Hill. Using transaction CAT2, select her
personnel number 90009 and enter the following time for Monday,
February 4th:

 RGR = 4.50 hours


 Position # = 80032049

Payroll Support & Time Recording 69


Demonstration

CAT2: Record Working Times – Secondary Positions


Let’s enter time for Lillian May for her additional extended day with
student contact assignment. Using transaction CAT2, select her
personnel number from the data sheet and enter the following time
for Monday of this week:

 RGR = 2.5 hours

Payroll Support & Time Recording 70


Exercise

CAT2: Record Working Times – Secondary Positions


You need to enter time for the additional assignment for Michael
Vernon. Using transaction CAT2, select his personnel number and
enter the following time for Monday of this week:

 RGR = 3.0 hours

Payroll Support & Time Recording 71


CAT2: Record Working Times-Changes/Deletions
Maintain time sheets to add, change, and delete attendance and
absence transactions per employee:

Payroll Support & Time Recording 72


CAT2: Record Working Times – Changes/Deletions

Select the variant to choose employees for whom you wish to


enter time:
3

Payroll Support & Time Recording 73


CAT2: Record Working Times – Changes/Deletions

Note the time entered for Monday, January 28th:

8 9

10

11

Payroll Support & Time Recording 74


Simulation

CAT2: Record Working Times – Changes/Deletions


Let’s modify the time entered for Barron Marco, Sean Winton, and
Consuela Stone. Using transaction CAT2, make the following
changes/deletions.

 Barron Marco:10 hrs VAC – Delete hours


 Sean Winton: 7.5 hrs SPR – Change to 5.0 hours
 Consuela Stone: 2.5 hrs REG – Change to 3.0 hours

Payroll Support & Time Recording 75


Demonstration

CAT2: Record Working Times – Changes/Deletions


Let’s modify the time entered for Thomas Smith, Felicity Johnson,
Eva Garcia, and Donna Miller. Using transaction CAT2, enter the
following time for Monday of this week:

 Thomas: 6.0 ABS – Delete hours


 Felicity: 2.0 REG – Change to 2.5 hours
 Eva: 5.0 SCK & 2.5 PLV – Delete hours
 Donna: 7.5 VAC – Change to SCK

Payroll Support & Time Recording 76


Exercise

CAT2: Record Working Times – Changes/Deletions


You need to modify the time entered for Yvonne Hilliard. Using
transaction CAT2, select her personnel number and change the
following:

 Monday: 3.0 SCK – Change to 4.0 hours


 Tuesday: 5.0 SPR – Delete hours
 Wednesday: 2.0 REG – Change to 2.5 hours

Payroll Support & Time Recording 77


CAT2- Termination Procedure

 Create PLV record for two weeks from the termination


date
 Contact the Payroll Department to lock the employee
record

Note: This process is replacing PA40 Stop Payment Action

Payroll Support & Time Recording 78


CAT3: Display Working Times

Display time sheets per employee:

Payroll Support & Time Recording 79


CAT3: Display Working Times

Select the variant to choose employees for whom you wish to


display time:
3

Payroll Support & Time Recording 80


CAT3: Display Working Times

Display time sheets per employee:

8 9

10

Payroll Support & Time Recording 81


Simulation

CAT3: Display Working Times


Let’s view the time sheets for Barron Marco, Sean Winton, and
Consuela Stone. Using transaction CAT3, we’ll select the personnel
numbers and view the data entered for Tuesday, February 19th:

 Barron Marco: 10 hrs VAC


 Sean Winton: 7.5 hrs SPR
 Consuela Stone: 2.5 hrs REG

Payroll Support & Time Recording 82


Demonstration

CAT3: Display Working Times


Let’s view the time entered for Thomas Smith, Felicity Johnson, Eva
Garcia, and Donna Miller. Using transaction CAT3, view the
following time for Monday of this week:

 Thomas: 6.0 ABS – Deleted


 Felicity: 2.0 REG – Changed to 2.5 hours
 Eva: 5.0 SCK & 2.5 PLV – Deleted
 Donna: 7.5 VAC – Changed to SCK

Payroll Support & Time Recording 83


Exercise

CAT3: Display Working Times


Let’s view the time you entered for Yvonne Hilliard. Using
transaction CAT3, select her personnel number and review the
following time:

 Monday: 3.0 SCK – Changed to 4.0 hours


 Tuesday: 5.0 SPR – Deleted
 Wednesday: 2.0 REG – Changed to 2.5 hours

Payroll Support & Time Recording 84


MSS Time Approval (Future Functionality)

From the Portal:


 Click Manager Self-Service
 Click Team
 Click Approve Time Sheet Data
 Click Review
 Review time entered and click Save

Payroll Support & Time Recording 85


Reporting Structure for Time Approval
(Future Functionality)

Organizational
Unit = O

CHIEF OF
Job ORG UNIT
=C

SUB- SUB-
CHIEF CHIEF

Position Position Position Overstaffed


(Primary) (Primary) (Primary) Position
=S =S =S (Secondary)
=S

Person Person Person People


(Holder) (Holder) (Holder) (Holders)
=P =P =P =P

Payroll Support & Time Recording 86


Lesson Summary

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

Payroll Support & Time Recording 87


Knowledge Check

What transaction code would you use to display sick,


vacation, comp time, and military quotas?

B. CAT2
C. CAT3
D. PT50
E. None of the above

Payroll Support & Time Recording 88


Knowledge Check

When viewing an employee’s quota, which button must you


select in order to ensure accurate and up-to-date
information?

B. From Today
C. Current Period
D. Current Calendar Year
E. All

Payroll Support & Time Recording 89


Knowledge Check

In CAT2 you can enter primary position absences and


secondary position time worked in the same screen.

B. True
C. False

Payroll Support & Time Recording 90


Knowledge Check

Which of the following examples would require a cost


override in CAT2?

B. A pool sub needs time charged to a


different functional area or fund
C. A teacher is out sick
D. All of the above
E. None of the above

Payroll Support & Time Recording 91


Knowledge Check

You can make changes to an employee’s time sheet in


CAT3.

B. True
C. False

Payroll Support & Time Recording 92


Questions?

Payroll Support & Time Recording 93


Agenda

Lesson Time
One: Introduction to Payroll Support and Time Recording
Two: Time Recording
Three: Payroll Support
Four: Reporting
Five: Summary

Payroll Support & Time Recording 94


Pa yroll Su pport
Lesson Objectives

At the end of this lesson, participants will be able to:


 Display employee master data (PA20)
 Describe the new perpetual calendar and changes
to the pay statement
 Display off-cycle workbench (PUOC_10)

Payroll Support & Time Recording 96


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

Payroll Support & Time Recording 97


Object Manager

1 3

5
6

Payroll Support & Time Recording 98


Object Manager

Payroll Support & Time Recording 99


PA20: Display HR Master Data

2
3 4

Payroll Support & Time Recording 100


Infotype 0007: Planned Working Time

Payroll Support & Time Recording 101


Infotype 0014: Recurring Payments/Deductions

1
2

Payroll Support & Time Recording 102


Infotype 0103: Display Bond Purchases (New!)

Payroll Support & Time Recording 103


Infotype 0104: Display Bond Denominations (New!)

Payroll Support & Time Recording 104


Infotype 0236: Display Credit Plans (New!)

Payroll Support & Time Recording 105


Infotype 0015: Additional Payments

1
2

Payroll Support & Time Recording 106


Infotype 0019: Monitoring of Tasks

Payroll Support & Time Recording 107


Infotype 0041: Date Specifications

1 2

Payroll Support & Time Recording 108


Infotype 0210: Withholding Information W4/W5

Payroll Support & Time Recording 109


Infotype 0554: Hourly Rate per Assignment

Payroll Support & Time Recording 110


Infotype 2001: Absences

Payroll Support & Time Recording 111


Infotype 2002: Attendances

Payroll Support & Time Recording 112


Infotype 0008: Basic Pay
6

1 2

4
5

Payroll Support & Time Recording 113


Infotype 0008: Basic Pay Details

Payroll Support & Time Recording 114


Key Payroll Changes
Significant Payroll Design Changes
 Perpetual Calendar
 “All Days Paid” Concept

Major Enhancements
 Easier-to-understand pay statements
 “Difference from Pre” eliminated and replaced with distinct line
items and a “Retro” column
 Set biweekly pay dates
 Sick and Vacation leave summary updated on pay statement on per-
day period basis
 TSA deductions can either be a fixed amount or percentage of salary
 Up to five direct deposit financial institutions on one pay statement

Payroll Support & Time Recording 115


Perpetual Calendar

 Standard biweekly pay dates, every other Friday, after the


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

Payroll Support & Time Recording 116


All Days Paid Concept
 Annual contract salary is not changing, but is being redistributed to
prevent paying employees in advance

 Affects only contract salaried employees

 All days between first and last day of contract, excluding weekends,
are considered to be “Paid Days,” including worked days, holidays,
paid and unpaid days

 Salary will be distributed among all “Paid Days” to provide equal


paychecks for employees, except for first and last paychecks

 Annual Contract Salary, hourly rate for additional positions, and sick
leave payout will not be affected

Payroll Support & Time Recording 117


Work Days versus Paid Days

SEPTEMBER 2007 FACTS


S M T W Th F S
1 20 paid days in the month
2 3 4 5 6 7 8
18 work days in the month
9 10 11 12 13 14 15 Employee paid $3,000 per month
16 17 18 19 20 21 22 $3,000/18 days = $166.67 per work day
23 24 25 26 27 28 29
$3,000/20 days = $150 per paid day
30

Week Salary based Salary based Difference


Unpaid Holiday
Ended on work days on paid days

4 days worked in 9/7 $666.68 $750 -$83.32

each of weeks 1 & 2 9/14 $666.68 $750 -$166.64


9/21 $833.32 $750 -$83.32
9/28 $833.32 $750 $0.00
5 days worked in
each of weeks 3 & 4 $3,000.00 $3,000 $0.00

Payroll Support & Time Recording 118


Work Days versus Paid Days –
Standard 196-day Calendar for 2007-08

Work Days 196


Additional days between first FACTS
and last days worked* 18
Paid Days 214
$32,700 Annual Salary
*Equals days unpaid: 9/13/07, 196 Work Days
11/23/07, 12/24/07 thru 12/28/07, 214 Paid Days
12/31/07, 1/02/08 thru 1/04/08,
1/20/08, 3/21/08, 3/31/08 thru 4/04/08

Daily Hourly
Salary Days Rate Hrs Rate
$32,700 196 $166.84 7.5 $22.24 Work Days
$32,700 214 $152.80 7.5 $20.37 Paid Days

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What does this mean?

Starting 2008-09 school year, the first and last paychecks


for contract salaried employees (except for those on the
240+ day calendars) will be for only the actual days worked
in the payroll period.

2008-09

Payroll Support & Time Recording 120


Sample First Pay Date Information in School Year 2008-09

August 2008
S M T W T F S ⌂ Est. School Start
Date 8-18-08
1 2
Start/End of pay
3 4 5 6 7 8 9 period
10 11 12 13 14 15 16 Employee reports
17
24

18
25
19
26
20
27
21
28
22
29
23
30
to work
Employee receives
check
31 1 2 3 4 5

 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
Payroll Support & Time Recording 121
Pay Statement – New Look!

Detail on the pay statement will include:


 Absence type and hours taken in the pay period shown as part of the
Earnings Summary
 Incentives paid shown as separate line items
 Position numbers and corresponding hourly rates
 Under the Leave Summary show: Earned, Fiscal YTD Used and
Balance
 Leave balances to be updated by pay period, in fractions (i.e., for Sick
Leave, half day accruals based on your work schedule)

Eliminated from the pay statement:


 “Difference from Pre” – instead provide a “Retro” or “Adj.” column for
each type of pay (primary, secondary, supplements…)
 “EQ Adjustments”

Payroll Support & Time Recording 122


PUOC_10: Off-cycle Workbench

1
2

3 4

Payroll Support & Time Recording 123


PUOC_10: Off-cycle Workbench
Pay Statement (DRAFT)

5
6

Payroll Support & Time Recording 124


PUOC_10: Off-cycle Workbench
Pay Statement (DRAFT)

10

Payroll Support & Time Recording 125


Simulation

PUOC_10: Off-cycle Workbench


Let’s display the pay statement for Peter Smith. Using
transaction PUOC_10, we’ll select his personnel number
and view the statement.

Payroll Support & Time Recording 126


Lesson Summary

Congratulations! You should now be able to:


 Display employee master data (PA20)
 Describe the new perpetual calendar and changes
to the pay statement
 Display off-cycle workbench (PUOC_10)

Payroll Support & Time Recording 127


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

Payroll Support & Time Recording 128


Knowledge Check

Which of the following statements is NOT true of the


perpetual calendar?

A. Pay dates are set for years to come


B. Includes standard 14-day pay periods
C. Crosses fiscal years and is not tied to
the school calendar
D. Changes all employees to a Year-Round
calendar, receiving 26 pay checks per
contract year
E. All of the above

Payroll Support & Time Recording 129


Knowledge Check

What transaction code is used to display an employee’s


remuneration statement?

A. PUOC_10
B. PA20
C. CAT2
D. PT50

Payroll Support & Time Recording 130


Questions?

Payroll Support & Time Recording 131


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

Payroll Support & Time Recording 132


Simulation

Employee Self Service


Let’s use ESS to view a pay statement. For this scenario,
we will log in as if we were Barbara Confidential.

Payroll Support & Time Recording 133


Lesson Summary

Congratulations! You should now be able to describe the


processes to access pay-related information in Employee
Self Service (ESS):
 Update address
 View latest salary statement
 Request employment verification
 Update W-4 withholdings
 Request reprint of previous year’s W-2
 Update bank deposit information
 Choose year round pay option

Payroll Support & Time Recording 134


Knowledge Check

Employees can only view pay stubs in ESS that


have been generated by the new SAP system
after Go Live.

A. True
B. False

Payroll Support & Time Recording 135


Knowledge Check

After implementation of the new SAP ECC 6.0


system employees will be able to access ESS
and do the following:

A. Update their Address


B. Update their W-4 federal withholding
selection
C. View pay stubs from pay periods post
go-live
D. Update their bank account details for
direct deposit
E. All of the above

Payroll Support & Time Recording 136


Questions?

Payroll Support & Time Recording 137


Agenda

Lesson Time
One: Introduction to Payroll Support and Time Recording
Two: Time Recording
Three: Payroll Support
Four: Reporting
Five: Summary

Payroll Support & Time Recording 138


Re portin g
Lesson Objectives

At the end of this lesson, participants will be able to


execute the following reports:
 Display Time Sheet Data (CADO)
 Time Management Report (ZTIM)
 Retroactive Changes to Time Data
(ZHTM_TIMEDATA_CHNG)
 Attendance/Absence Data (S_AHR_61018660)
 Gross and Net Earnings (ZHPY_PAY59)
 Flexible Employee Data Report (BI Report)
NEW!
All reports will be available via the BRITE Portal!

Payroll Support & Time Recording 140


Key Terminology
Business Repository of SAP information for the purpose of
Intelligence (BI) reporting.

Enterprise Central The transactional processing system of the SAP client


Component (ECC) which runs beside the BI client and is used to process
the day-to-day transactions, such as time entry and
payroll processing.
Portal A point of access through a website to the SAP system.
Users will access both ECC and BI through the BRITE
portal.

Payroll Support & Time Recording 141


Reporting: SAP 6.0 (ECC) vs. BI
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

Enter Data
BI Generate
(read only
data) Reports
Nightly Updates
Payroll Support & Time Recording 142
CADO: Display Time Sheet Data

Payroll Support & Time Recording 143


CADO: Display Time Sheet Data

5 6

Payroll Support & Time Recording 144


CADO: Display Time Sheet Data

Payroll Support & Time Recording 145


CADO: Display Time Sheet Data

Note the changes:

Payroll Support & Time Recording 146


Simulation

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.

Payroll Support & Time Recording 147


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.

Payroll Support & Time Recording 148


Exercise

CADO: Display Time Sheet Data


Let’s view the time you entered for Yvonne Hilliard. Using
transaction CADO, we’ll select her personnel number and view the
data entered for this year.

Payroll Support & Time Recording 149


ZTIM: Time Management Report

• Enter the transaction code ZTIM in the


Fast Path.

2. Enter Object ID which is your eight


digit Org Unit number beginning with
the number 6.

3. Enter in the Date Selection period

4. Enter the Payroll Area

5. Click the Execute button to get report

Payroll Support & Time Recording 150


ZHTM_TIMEDATA_CHNG:
Retroactive Changes to Time Data
5

1
2

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ZHTM_TIMEDATA_CHNG:
Retroactive Changes to Time Data

Payroll Support & Time Recording 152


S_AHR_61018660: Attendance/Absence Data
4

Payroll Support & Time Recording 153


S_AHR_61018660: Attendance/Absence Data

8
5

Payroll Support & Time Recording 154


ZHPY_PAY59: Gross and Net Earnings

Payroll Support & Time Recording 155


ZHPY_PAY59: Gross and Net Earnings

Payroll Support & Time Recording 156


Portal Reporting: Navigation (DRAFT)

Navigate to both ECC (real time) reports and BI (near real


time) reports via the BRITE Portal.

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Portal Reporting: Navigation (DRAFT)

Reports will be grouped


into functional areas.
3

Drill down within the report area


to access the required report.

For this example, we’ll select 4


Flexible Employee Data.

Payroll Support & Time Recording 158


Portal Reporting: Navigation (DRAFT)

Select report criteria through the Variable Entry screen.


For this example, we’ll filter the report for a specific month and org unit.

6
7

Payroll Support & Time Recording 159


Portal Reporting: Navigation (DRAFT)

The Flexible Employee Data report displays:

8
11
9

10

12

Payroll Support & Time Recording 160


Portal Reporting: Navigation (DRAFT)

Note the changes to the Row selection:

15
13

14

Payroll Support & Time Recording 161


Portal Reporting: Navigation (DRAFT)

Note the changes to Row order:

16

17

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Portal Reporting: Navigation (DRAFT)

Note the changes to the Rows displayed:

19

18

Payroll Support & Time Recording 163


Portal Reporting: Navigation (DRAFT)

To save the layout for the report:

20

Payroll Support & Time Recording 164


Simulation

BI: Flexible Employee Data


Now that we’ve seen some of the BI functionality, let’s go
run the report and export the data to Excel.

Payroll Support & Time Recording 165


Lesson Summary

Congratulations! You should now be able to execute the


following reports:
 Display Time Sheet Data (CADO)
 Time Management Report (ZTIM)
 Retroactive Changes to Time Data
(ZHTM_TIMEDATA_CHNG)
 Attendance/Absence Data (S_AHR_61018660)
 Gross and Net Earnings (ZHPY_PAY59)
 Flexible Employee Data Report (BI)

Payroll Support & Time Recording 166


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

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Questions?

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Agenda

Lesson Time
One: Introduction to Payroll Support and Time Recording
Two: Time Recording
Three:Payroll Support
Four: Reporting
Seven: Summary

Payroll Support & Time Recording 169


Su mma ry
Key Concepts

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

Payroll Support & Time Recording 171


Questions?

Payroll Support & Time Recording 172

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