Time Management HR_TM_300

1. Time Management HR_TM_300 HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

5. Unit 1 Time Management Overview HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

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 week’s 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 HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

9. Time Management Data • Some time-related data is established in an employee’s 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) HR_TM_300 Time Management v7

10. Infotype 0007 - Planned Working Time • Normal work schedule information for an employee - Used to determine an hourly employee’s 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 HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

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! HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

15. IRIS Payroll Schedules Example HR_TM_300 Time Management v7

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) HR_TM_300 Time Management v7

17. Time Evaluation • Automatic process run nightly that: • Analyzes attendances/absences and compares that with the employee’s 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 HR_TM_300 Time Management v7

18. Three-Step Time Entry Process • Time is entered in CATS using CAT2 • Time is approved in CATS using CATS_APPR_LITE • Time is transferred from CATS to IRIS-HR using ZCAT6 HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

20. Unit 2 CATS Time Entry HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

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 employee’s signed “IRIS Daily Time Record” HR_TM_300 Time Management v7

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.html • 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 HR_TM_300 Time Management v7

24. IRIS Daily Time Record Example • Week 1 - “Campus (Without Cost Allocation)” version: HR_TM_300 Time Management v7

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! HR_TM_300 Time Management v7

26. 2 3 Hourly Employee Time Entry • Enter transaction code CAT2 • Click on the Possible Entries icon in the Data Entry Profile field • Double-click on the UK Biweekly Time profile • Press the Enter key NOTE: This Initial Screen appears only the first time you enter CAT2 after logging into IRIS. HR_TM_300 Time Management v7

27. 5 6 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 HR_TM_300 Time Management v7

28. 7 8 Hourly Employee Time Entry • Enter the employee’s Personnel Number in the Selection section – or use the Possible Entries icon to search if unknown • Click on the Execute icon in the Application Toolbar NOTE: Multiple Employee selection is possible, but will be covered in the Selection Variants unit. HR_TM_300 Time Management v7

29. 9 10 Hourly Employee Time Entry • 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 • Click on the Enter Times icon (pencil) also in the Application Toolbar, which will take you to the Time Sheet: Data Entry View screen HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

32. 12 11 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 HR_TM_300 Time Management v7

33. Hourly Overtime • An employee’s 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 assignment’s department • Other hours over 40 are distributed to other assignment departments on a pro rata basis HR_TM_300 Time Management v7

34. 1 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 HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

36. Unit 2 Exercise • Complete the following exercise: • 2.1 – CATS Time Entry – Hourly Employee HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

38. 4 3 2 1 Hourly Employee Exception Time • Enter the employee’s Personnel Number in the next available row and press Enter (name will appear) • Enter the appropriate Attendance/Absence Type • Tab to the desired date and enter the number of hours • Edit the hours in the Attendance Type 1005 row accordingly and press Enter • 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 Shift+Tab key(s) to scroll forward/back through the columns HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

42. Unit 2 Exercise • Complete the following exercise: • 2.2 – CATS Time Entry – Hourly Exception Time HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

45. Holiday Leave Time Entry • Holiday leave is entered using Absence Type of 7150 on the date in which Holiday quota is used – whether it’s on the actual holiday or not – for both hourly and salaried employees • Examples of Holiday leave taken ON the actual holiday: • Hourly = • Salaried = HR_TM_300 Time Management v7

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: HR_TM_300 Time Management v7

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 HR_TM_300 Time Management v7

48. Unit 2 Exercise • Complete the following exercise: • 2.3 – CATS Time Entry – Salaried Exception Time HR_TM_300 Time Management v7

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 period’s pay stub/ remuneration statement HR_TM_300 Time Management v7

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 week’s 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 they’re taking now – You can enter only what is available in IRIS at the present time HR_TM_300 Time Management v7