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Leave and Timekeeping

Leave and Timekeeping. Kay Fryar and Connie Long. Plan 1: Use WTE in Banner SSB. UNC Pembroke, our Pilot campus for Banner Payroll, was using SSB Web Time Entry for Leave Management for all employees. This meant we had to have an on-line solution for time and leave keeping at Go-Live.

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Leave and Timekeeping

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  1. Leave and Timekeeping Kay Fryar and Connie Long

  2. Plan 1: Use WTE in Banner SSB UNC Pembroke, our Pilot campus for Banner Payroll, was using SSB Web Time Entry for Leave Management for all employees. • This meant we had to have an on-line solution for time and leave keeping at Go-Live. • We knew that SSB WTE is not a viable solution for a “current Payroll.” • We elected to use a life-line and call a friend.

  3. Help From Friends at UNCG • UNCG Shared their “MoveTime” solution • SunGard Consultants adapted it for use in our schools. • MoveTime: • Uses Banner SSB Leave Reports to collect hours • Requires “dummy” leave buckets” to hold approved hours for codes such as “Adverse Weather Taken.” • Creates a crosswalk to Payroll for Comp-time, Adverse Weather taken, and Holiday worked hours.

  4. OSP Mandates Leave Offsetting • We all too soon found we needed to enhance MoveTime to handle Leave Offsetting, and also to put comp time accrued into the leave bucket before comp time taken hit the bucket. • This required two changes: • Set up new leave codes with new cascades • Crosswalk all hours entered so that everything moves to leave buckets through payroll • This process works well for Exempt Employees

  5. A “Smart Solution” for Non Exempt Employees • Build on what we learned and used with MoveTime. • Make no modifications to Banner. • Bi-Weekly Reporting to allow work-week leave offsetting, and overtime calculations. • Use of Banner Leave Reports through a creative coding structure using PTREARN and PTRLEAV. • Adding a second approver level to allow HR to monitor and return leave reports with errors.

  6. The “Smarts” of SmartTime • Handles leave-offsetting during current work week. • Handles holiday worked comp-time and premium pay. • Handles on-call/call-back pay. • Handles university closing time worked. • Ensures that reported shift premium hours do not exceed total hours worked for the week. • Directs extra hours to first offset negative balances in the Adverse Weather bucket.

  7. More smarts…. • Determines if hours worked in excess of the regular schedule should • Be used to offset leave taken during the week • Be compensated at straight time • Be compensated at 1.5 times • Be used to offset negative hours in Adverse Weather bucket • Allows supervisors to direct extra hours worked to be cross-walked to pay, or to comp-time accrual.

  8. Developers…. • Art Goodwin, Analyst Programmer • Connie Long, UNCGA FIT Team Business Process Analyst • Kay Fryar, FIT Team HR Consultant

  9. The SmartTime Process • Pulls two bi-weekly periods into one month 10 times a year, and three periods twice a year. • Processes all the business rules • Produces a Report with details and summaries • Provides crosswalks to Payroll Codes and adds transactions to the PHRMTIM table • (Transactions are pulled into Payroll via the PHPMTIM process)

  10. The SmartTime Report • Provides details by employee on how Smart processed hours. • Provides list by employee of comments on potential errors or omissions encountered. • Provides summaries by code for several categories: • Supervisor Use Code • Other Leave Taken/Required Comments • Shift Premium and On-Call Hours to be paid • Shared Leave Taken and over 40 hours of Sick used • etc

  11. Related WebFocus Reports • Report showing all NBAJOBS changes for leave accruing employees from 1st of prior month to date. • Report showing results of Leave Cascades • Report with parameters that allows HR or Payroll to look at Leave Report hours reported on a given day or range of days, or hours entered in a particular category – such as University Closing Worked…

  12. Other Leave Related WebFocus • Report showing leave balances in all leave categories. • The Leave Age Report showing hours that have “aged out” and must be paid. Includes all comp categories and negative adverse weather balances. • Compensated Absence Reports. • Also a Comprehensive January Leave Roll Process written in sql/Perl.

  13. Want to try it on your Banner? • You must have: • Separate e-classes for SPA non-exempt employees and SPA exempt employees • Programmer to tweak our crosswalks to match your current earn codes. • Access to add our new codes to your test instance. • Time Commitment • Set up will take three to four hours • Demo and Q and A will take a full day for a non-SSC campus.

  14. What’s Next? • Develop LawTime • Four week reporting period • Build Business rules for Law Enforcement • Complete SSC Campus SmartTime Implementations • Assist other campuses who are interested in SmartTime

  15. Connie and Kay’s Wish List • Time and resources to build an interface from Kronos that would allow SmartTime to process hours collected via Kronos. • Develop a handy button in SSB Leave Reports that would allow employees and supervisors to apply the SMART business rules to verify their entry before they submit or approve a leave report.

  16. Questions Now? Questions Later… • ksfryar@northcarolina.edu • clong@northcarolina.edu

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