Division Approver Workflow Audit Guide for Reinstatement Actions

1. Division Approver Workflow Audit Guide for Reinstatement Actions

2. Tips for auditing any Action • Familiarize yourself with and have handy the Workflow Documentation Guide in order to know what should be included in the PCR comments. Different Reinstatements have different requirements. • Familiarize yourself with applicable OSP and DHHS policies where appropriate.

3. Reinstatements where the employee returns to State Government after a break in service. Reinstatements where the employee is currently employed with State Government but goes on a Leave of Absence (LOA) and returns. There are two different kinds of Reinstatements:

4. Reinstatements from LOA… • Typically use either Sick Leave, Approved Leave or Leave Without Pay while the employee is out. • Begin the first day Time Worked (code 9500) has been recorded or will be recorded.

5. Workflow PA 20 Display HR Master Data CATS_DA To view a PCR (Personnel Change Request) To review Time entry in IT2001 and Actions in IT0000. To review Time entry that may be “waiting” (not yet approved) in SAP. When auditing Reinstatements-Return from LOA, you will use the following SAP Transactions:

6. Basic Definition of Terms for Reinstatements-from Leave of Absences • FMLA- Family Medical Leave Act. A Federal Program guaranteeing a certain amount of time for an employee to be away from work and be protected from losing his/her job and health insurance benefit.

7. Basic Definition of Terms for Reinstatements-from Leave of Absences • FIL- Family Illness Leave. A State Program guaranteeing a certain amount of time for an employee to be away from work and be protected from losing his/her job. The employee is out due to having to take care of immediate family members and the employee chooses to not use FMLA.

8. Basic Definition of Terms for Reinstatements-from Leave of Absences • Parental. A State Program in which the an employee who does not qualify for Family Medical Leave because of a lack of time in the State system. The program is for the caretaker of a mother or the biological mother for the birth or adoption of a child.

9. Basic Definition of Terms for Reinstatements-from Leave of Absences • WC-Workers Compensation. A program in which an employee is paid through a third party for an injury they received while performing work duties.

10. Basic Definition of Terms for Reinstatements-from Leave of Absences • WC-Workers Compensation with Restrictions. A program in which an employee is paid through a third party for an injury they received while performing work duties.

11. Basic Definition of Terms for Reinstatements-from Leave of Absences • STD-Short Term Disability. A State Program in which the State pays partial pay for an employee who is unable to return to work for a designated period of time.

12. Basic Definition of Terms for Reinstatements-from Leave of Absences • LTD-Long Term Disability. A State Program in which the State pays partial pay for an employee who is unable to return to work for a designated period of time when the employee exhausts Short Term Disability.

13. Basic Definition of Terms for Reinstatements-from Leave of Absences • LWOP-Leave Without Pay. Coded 9400 for time entry. • Approved Leave. Coded 9000 for time entry. • Sick Leave. Coded 9200 for time entry • Other Management Approved Leave. Coded 9540 for time entry.

14. LOA-Reinstatement Action Types: • Return from Short-Term Disability Trial Rehab – return to service in the same capacity that existed prior to the disability. Based on doctor’s note. • Return from Short-Term Disability Complete – returning to work per doctor’s note. • Return from Long-Term Disability – returning to work per doctor’s note. • Return from Worker’s Comp Trial Rehab - return to service in the same capacity that existed prior to the WC Leave. Based on doctors note. • Return from Worker’s Comp Complete – return to work. • Return from Worker’s Comp with Restrictions-return to work but at reduced work hours. (Must be accompanied by a follow up Appointment Change) • Return from FMLA – return to work. • Return from Family Illness - return to work. • Return from Parental – return to work. • Return from LOA Other – return to work.

15. When auditing LOA-Reinstatement Actions: • Reinstatements from LOA do not have settings that would normally change within the PCR. • Sometimes, some Divisions/Facilities/Schools may change the Personnel Subarea on the PCR. The Personnel Subarea controls which day a holiday is observed. An NC Calendar will observe the holiday on a weekday IF the holiday falls on a weekend. An AC Calendar will observe the holiday on the actual day it occurs. The change is done to better track time entry when it includes a holiday. This is not required. • The main focus on Reinstatements from LOA has to do with time entry and the dates of the Action. Policy issues are minimal: • LOA-WC does not require time entry. • LOA-STD Regular requires 9400 LWOP.

16. What are you checking in the notes? • Date returned to work matches the date on the PCR. • Employee Subgroup (part-time, full-time, etc. designated by PT S-FLSA or FT N-FSLA as examples.) The Subgroup determines how Overtime is calculated for an employee and should not change for a Reinstatement. • If there any restrictions and the length of time for restrictions. IF there ARE restrictions AND the employee cannot return to work by working their original working hours, another PCR must be created. They cannot reduce work hours in a Reinstatement Action. It must be done in an Appointment Change Action. • If doctor’s note was obtained and on file for EE to return to work • Leave balances (approved, holiday, sick) • PCR number

17. What else are you checking? • Action Date on PCR matches Action Date on notes • Time entry in PA20 IT2001 is up to the date of the Reinstatement. • Not needed for LOA-WC because no time is entered. • Not needed to be entered for weekends; time entry covers the OT pay period (week). • CATS_DA to see if time is entered and awaiting approval. Often Time Worked has been recorded and the start date should match the date of the Reinstatement.

18. From SAP Easy Access, you will click on the SAP Business Workplace icon.

19. Once in the Workplace, click on the Workflow Tab. You will see the PCR’s sorted by date as a default setting. Click on the tan Title bar and it will resort the PCR’s by Type. You will be doing the Reinstatement Actions that are related to returning from a Leave of Absence. Please note! The name of the Action populates for Reinstatements but not the Reason so you must double click on each Reinstatement to determine if the Reason (Return from a LOA event) is one you would audit.

20. To find the Reason for the Reinstatement Action, you will click on the PCR itself.

21. If the Reason is not related to an LOA event, you would click on the Green Back arrow. The Action and Reason are located here. This is one you would not audit.

22. You will need to click on the Cancel and keep work item in inbox button and…

23. THEN click on the Replace button in Workflow. Notice that in the status column, the box is half-shaded. This means that the PCR is reserved and no one else can see or touch that PCR until the PCR is Replaced back into Workflow. When you click the Replace button, the half shaded box in the Status column will change to…

24. Clear! Now let’s go look at a PCR we will audit.

25. In this example in Workflow, the Action date is 1/10/2011. To see what the notes say, you will click on the Services for Objects icon. BEFORE you click on the Services for Object icon, remember the date of the Action. This will make it easier for you to compare the PCR to what the notes say.

26. Click on the Attachment List to see the notes for this PCR.

27. You will see the note that you will click on and the name of the person who created the note. It is a good idea to have a copy of the Workflow Documentation Guide handy as a reference so that as you review the notes, you can check to make sure that all the required content is there.

28. Remember that the PCR Effective Date is 1/10/2011. The notes in the Workflow Document state 1/12/2011 as the Effective Date. This could be because the “scheduled “ days off are the 11th and 12th. It would require checking that weeks time entry to ensure that only the required hours (40) have been accounted for in IT2001. To proceed, we need to go open another session of SAP and use the CATS_DA Transaction to confirm time entry.

29. To open another Session of SAP, you click on this icon here. This makes it easier for you to look at information without having to get out of one Transaction and create another one. When you need to go back and forth between Transactions, you will click down here. Note in this example, we have 2 SAP Transactions active. If you click on that icon, it will open up to tell you what the Transactions are.

30. Enter CATS_DA into SAP Easy Access menu and click on the Green Check.

31. Green Check when you are ready and then click on the Execute icon. 3 Enter the Period of time you wish to see. Enter the Personnel Number you wish to see. 1 2

32. In reviewing time entry in CATS_DA at the time the PCR was sent, there was leave taken on that date and through the 12th. In effect, the employee “came back to work” AND continued to be on leave which would be unlikely. (Subsequently, it was corrected and changed to Time Worked.) Before approving this PCR, it required contacting the Initiator and asking about that time entry. This PCR was approved once the clarification occurred.

33. You will also need to use PA 20 when: • Time entry is not done in CATS_DA but instead it is exhausted in IT2001 Absences. • The notes state the Reason for the Reinstatement is different from the PCR and you need to look at the current Action to determine which is correct.

34. Time Entry: Why are there two places to look? • It is important to understand time entry. First we need a definition of the term CAT which stands for Cross Application Time Sheet. • Basically, time is entered on a timesheet and it is transferred into what is called Master Data; or where you will view it in PA20; which is Display Master Data. • Time can be entered into CAT which will transfer into Master Data or directly in Master Data.

35. The notes should identify where you need to look to check time entry. In the previous example, we looked at CATS_DA. In this example, we will look at time entry directly in Master Data using PA20. First, enter 2001 where it says Direct Selection. Next, click on the Green Check and you will notice that 2001 changes to the word Absences.

36. To see the Absences, you will click on the Overview icon.

37. A basic overview of IT2001 You will notice a date range that shows a start and end date of a block of time that was entered directly into Master Data. Ex. 05/02/2011 to 05/06/2011 Next to it is the type of leave that was entered as a block. In this case, it is 9200 Sick Leave.

38. Finally, from our example of 05/02/2011 to 05/06/2011, the system shows the number of days and hours between those two dates that were consumed. (5 days and 40 hours)

39. In this example, the employee was Reinstated on 5/10/2011. Upon review of IT9901, we see that time entry is up to the date of the Reinstatement AND there is no leave being recorded for 5/10/2011. We can approve this PCR.

40. This is a Workers Comp Example. There should be NO time entry during the LOA-WC period. To confirm this, we will need to go into PA20 Display Master Data.

41. Just like before, you would have gone to SAP Easy Access and typed in PA20 to come to this screen. Enter the personnel number and hit the Green Check to populate the data. We will check two things here; Confirm that the Action Reason for the Reinstatement is correct and that time entry is correct.

42. First, click on the Action Infotype box so that the entire line highlights in gold. Click on the Overview icon.

43. As you can see, we have confirmed that the Reinstatement from WC is the correct Reason. The effective date is 8/18/2010. It will become important in a moment. Click on the Green Back Arrow icon to take us back to the Main Screen for the employee.

44. Next, we will check time entry. Enter 2001 into the Direct Selection Infotype. Direct Selection is a list of all infotypes within Master Data and is another way in which you can see specific information. IT2001 is for Absences. When you click on the Green Check…

45. The number changes to the name of the Infotype. Now click on the Overview icon to see all the data for IT2001.

46. The date of the LOA-WC Action was 8/18/2010. No Time Entry for an LOA-WC should be recorded from 8/18/2010 to the date of the Reinstatement. This PCR can be approved!

47. You can click on Approve and send this PCR on it’s merry way...

48. Reasons to reject a PCR. • The Action Date in the PCR is incorrect. • Time other than 9400/9200/9000/9540 has been recorded BEFORE the date of the Reinstatement. • The Reinstatement Reason does not match the Leave of Absence Reason. Ex. LOA-FMLA but the Reinstatement is Reinstatement-Return from STD.

49. Reasons to hold a PCR. • Missing time entry up to the point of the Reinstatement. • Notes are incorrect; missing information. • Time entry has leave entered AFTER the date of the Reinstatement. (like the example just shown.) • IFhowever the above issues continue to be a problem with the same Initiator, please reject the PCR’s outright.

50. Special Circumstances • Reinstatement-Return from Worker’s Comp with Restrictions is an Action that is only used in conjunction with an Appointment Change Action as a follow up. • All Reinstatements must always return as they left and if there is a change in hours worked, then that is noted as an Appointment Change which would be processed after the Reinstatement.