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8/8/2019 Concepts Time Mgt
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Concepts Overview
The OnePurdue system will introduce new
concepts and terminology to clients.
Clients are eager to learn about the newconcepts.
Time Management is part of the HumanResources team.
Review Time Management BasicProcesses.
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General Information
What is Time Management?
Time Management creates a structure that
illustrates: How biweekly time data is recorded at a
decentralized or distributed level
How QUOTAS (paid time off, like vacation leave) are
reported and maintained How absences for short term leaves are reported
How absence and attendance time data is processedand transferred to payroll
How the Family Medical Leave Workbench operatesto determine eligibility according to FMLA law andPurdue policy
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Time Management InfotypeExamples
Absences = IT2001
Attendances = Infotype 2002
Absence Quotas = IT 2006
Wage Type = IT 2010
Quota Corrections = Info Type 2013
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Policies Impacted
IV.5.8 Human Resource policy "Wage AdministrationPolicies for Clerical/Service Staff and Operations/Technical
Assistants, revised March 1, 2006. All non-exempt employees (EXCEPT POLICE AND FIRE) incur overtime if in pay
status greater than 8 hours a day OR more than 40 hours a week. Legacy 40/70 A staff included in the definition as of March 1, 2006. VPBS/Business Office Memorandum #175 has been superseded by IV.5.8.
C-46Revised and New Leave of Absence Policies forFaculty, Continuing Lecturers, and Administrative andProfessional Staff II.3.b pay status less than fifteen calendar days will be prorated to half of
monthly accrual; not nearest day.
Potential change - Shift Differential may be paid without being on the shift forgreater than 10 days, as stated in current procedure Pay Rates/ScalesUniversity Pay Guidelines and Approval Policy at URLhttp://www.purdue.edu/hr/BPM/HR_Index/payrasc.htm.
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Concepts Overview - TimeManagement
Enables flexible representation of all personnel
procedures involved in recording and evaluatingemployee time data
Work Schedules
Recording of Attendance and Absences
Time Data Collection
Vacation, Sick, Personal Holiday, and Personal
Business Days Leave AccrualTime Evaluation
FMLA Workbench
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Time Management
Record... Valuate... Use...working times
Time Accounts Capacity
Planning
Cross-Application
Time Sheet
Employee
Self-Services
Time Administrators
Time Recording
Systems
Incentive Wages
Payroll
Cost Assignment
ActivityAllocation
Training and
EventsManagement
Working timeregulations,
attendances/absences,substitutions
Working timeregulations,
attendances/absences,substitutions
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Concepts Overview Time
Management Changes
Employees must be hired in the system before time datacan be entered (NO MORE YELLOW TIME SLIPSNO
MORE WHITE TIME SLIPS EITHER!) Costing Distribution Separate from time data entry
Time Administrator linked every individual employee
Decentralized time data entry and audit
Quotas will be maintained in the system for both biweeklyand monthly paid employees
Quota maintenance exception: sick leave for monthly,legacy 40A/70A employees and graduate students
FMLA absences tracking using timecard entry
Time Evaluation results in error/warning messages thatmust be reviewed and corrected before final payrollprocessing
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Planned Working Times
Infotype 0007
Define Work Patterns
Identify Time Management Status
Identify Working Week
Identify Normal Shift Code Shift Differential NOT part of basic pay rate
Identify Working time; i.e. Employment Percenton IT0007 is NOT your FTE%
No Public Holiday Calendar Applied
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Time Management Status
Negative Pay Employees (Salary - Monthly)Paid according to their work schedule Only record exceptions (e.g. Sick, Vacation)
Positive Pay Employees (Hourly Bi-weekly)Paid for hours recorded All hours worked and exceptions are recorded
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Additional Time ID (Shift
Code)
First Responder combined with 3rd shift$ 0.65First ResponderF3
First Responder combined with 2nd shift$ 0.65First ResponderF2
First Responder-WL Campus only$ 0.20First ResponderF1
Desk Clerk combined with 3rd shift-WL campus only$ 0.95DeskD3
Desk Clerk combined with 2nd shift-WL campus only$ 0.95DeskD2
Desk Clerk at PMU-WL campus only$ 0.50DeskD1
FT. Wayne$ 0.303rd03
FT. Wayne$ 0.202nd02
N.C. night shift & F.W. if work 3rd shift$ 0.303rd03
N.C. pm shift & F.W. if work evening shift$ 0.202nd02
Calumet 3rd shift$ 0.503rd03
Calumet 2nd shift and Police$ 0.252nd02
PU policy standard$ 0.453rd03
PU policy standard$ 0.452nd02
First Shift-no differential$ -1st01
DescriptionAmountShiftAdditional Time ID
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Planned Working Times
Shift Code=Additional Time ID
NOT YOUR FTE%
BWSTAND = 7 days 12 hours/day
Time Status 9 includesSalaried ExemptWL BW Firemen
FW Police
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Absence and Attendance
Types
Absence types, IT2001, are used to record paid
or unpaidhours that an employee did not work. Vacation
Sick Employee
Approved UNPAID Time Off
Attendance types, IT2002, are used to recordthe actual hours worked by an employee.
Attendance Hours
Overtime
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Absence Codes
Record Paid Absences Automated quota balances
SE for Sick Employee
SF for sick leave for qualified family member
Record UNPAID Absences Tracking for FMLA, Unpaid Time Off
Record Unique Codes for FMLA Needed especially for intermittent FMLA leaves
Quota balances reduced as needed
Codes: FMUP, FMH, FMPH, FMPB, FMSE, FMSF, FMV
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Absence Codes
Supplement 3rd shift paid absence premium/differential only-use with another paid absence codeSPA3
Supplement 2nd shift paid absence premium/differential only-use with another paid absence codeSPA2
Workers Comp - Paid -initial injury, subsequent doctor visitsWC
VacationV
Unapproved Absence - UnpaidUN
Sick Leave - FamilySFSick Leave - Employee's illnessSE
Personal HolidayPH
Personal Business Days - Paid - currently 3 days/fyPBD
Other Leave - PaidOL
Military Leave - UnpaidMIUP
Military Leave - Paid 15 daysMIPD
Mutually acceptable leave of absence - UNPAIDMALU
Holiday - PaidH
FMLA USING VacationFMV
FMLA USING Sick Leave - FamilyFMSF
FMLA USING Sick Leave - Employee's illnessFMSE
FMLA USING Personal Business Days - PaidFMPB
FMLA USING Personal HolidayFMPH
FMLA USING Holiday PaidFMH
FMLA UnpaidFMUP
Bereavement Leave PaidBV
Approved UNPAID Time OffABUP
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Attendance Codes Report A code for Regular Hours Worked
Report OT code for Overtime Hours Worked
Assign dollar amounts to special codes while stillreporting HOURS WORKED in CATS PUSH - $55 for exempt physicians VHCB - $22 for exempt veterinary call back pay
Calculate dollar amount for special codes while stillreporting HOURS XMHW Exempt regular rate (Nurses)
Allow shift differentials to be occasionallyapplied to basepay rate (A2, A3, VTSD)
Allow shift differentials to be occasionallyapplied toovertime rate (OT2, OT3, VTSO)
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Current Time Entry
Methods
Manual data entry into Payroll from Time
Slips
Work in Process (via entry into PPWP)
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Time Entry With OnePurdue
CATS Cross Application Time Sheet
Data Entry Profiles Timekeepers (Time Administrators)
On the Horizon for Pilot Areas - ESS
Employee Self Service Utilizes CATS data entry screen
On the Horizon for HFS - Card SwipeSystem
Data will be imported into CATS
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Why Have Data Entry Profiles?
Control Background Financial Costing
(Only Physical Facilities should use CATS Work OrderProfiles)
Control Data Entry Fields Facilitate faster data entry
Set Default Values Column Width Attendance Type Number of Days Displayed
Data released upon saving
Define Workflow Instructions
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CATS Cross Application
Time Sheet
Data Entry Profiles IBW Individual Biweekly_Workflow to Supervisor
IBWTA Individual Biweekly_Workflow to Time Admin IBWWO Individual BW & MO with Work Order_WkFlow to Supv
IBWWOTA Individual BW & MO with Work Order_WF to TimeAdm
IMO Individual Monthly_Workflow to Supervisor
IMOTA Individual Monthly_Workflow to Time Administrator ITA Individual Time Admin Self Data Entry
TABW Time Admin Biweekly
TABWCOST Time Admin Biweekly With Full Costing Fields
TABWWO Time Admin BW & MO with Work Order
TABWWTRO Time Admin Biweekly w/ wage types_ ro for Vet/Athl TAMO Time Admin Monthly
TAMOWT Time Admin Monthly for Vet Farm Calls-WaType
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Initial Screen to Select CATS
Profile (TABW used here)
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CATS-Data entry view for the
time administrator (TABW)
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CATS-TABWCOST Profile
3 New
Columns
Allows costoverrides to MasterData or Infotype 27
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CATS-TABWWO Profile
Activity Type and Activity relate to Work-in-
Process (PF Work orders)
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CATS-TABWWTRO Profile
Example: WageType code(example 1197for TIPS at PMU) Example: Valuation
Basis used for RateOverrides (Hall ofMusic Usher andHead Usher-onlyone PERNR/positionin OnePurdue)
2 NewColumns
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CATS-TAMOWT Profile
Wage Types can be used formonthly exempt (example:1161 Veterinary Farm CallCommission Payments)
New Column
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Costing Priority in CATS as an
override, IT0027, and MasterCost Center
Costing Distribution
for salaries andwages priority
1) Master Cost
Center on IT00012) Distribution
created on IT0027
3) Overridedistribution in CATS
supersedes IT0001
and IT0027
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CATS Cross Application Time
Sheet Time Administrator
Time Administrator Role Examples A01 Calumet Primary Person A01 Calumet Backup A02 Calumet Primary Person A02 Calumet Backup
Multiple people can hold a role and one person canhold multiple roles.
Security associated with Time Admin Role and Position.
Employee Self Service Portals for PILOTS will UtilizeCATS data entry screen
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Infotype 0001 Contains
Time Administrator
The TimeAdministrator
linked toEmployee 700
is D01
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Time Entry Approvals
SAP will allow a supervisor or timekeeper
to review and approve all time processedby CATS.
SAP utilizes an electronic time/day stamp
for supervisor sign-off.
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Pilot Areas-CATS Spreadsheet
in a Release View
After data entry, simply click the releaseview button at the bottom, highlight therow of time data and click the lock to
release the time. Save data upon exitingscreen.
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Example of CATS Approval
Screen
Notice yellow triangle
shape status symbol
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Example of CATS Approval
Screen
NoticeApprovalStatus
Changed toApproved
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Missing Time Report
This report identifies any
regular employee who does nothave (80 hours x FTE%)reported in CATS for the
selected pay period.
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Display Working Times
Report from CATS Data
TimeAdministrators
can reviewtheir data
entry
from this
standard
report.
The datacan also
be
summarized
formanagement
review.
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Time Transfer
Provides CATS data for Further
Processing Human Resources Payroll
Finance Plant Maintenance Work Orders
Runs at least nightly Automated Scheduling
On Demand Scheduling as Central Payroll
Requires
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Time Evaluation
Time Evaluation is the process of reading
and processing time data passed by CATS During processing, the following are
addressed: Recalculation Variance from Planned Working Time
Quotas
Time Type to Wage Type
The results of Time Evaluation are passedto Payroll to calculate Gross Pay
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Time Evaluation
HR Master Data
Time Evaluation
Absences and
Attendances
Planned Working
Time
Time Wage
TypesTime Accounts Messages Quotas
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Time Evaluation Time Wage
Types
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Time Evaluation Error
Messages
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Time Evaluation
Recalculation
Time Evaluation can recalculate time data
Recalculation is needed when master datais changed
Initially, the earliest recalculation datewill be the Go Live date
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Time Evaluation
Retroactive Adjustments
Rate of Pay Error Basic Pay corrected with personnel action
No need to obtain hours paid at incorrect rate Effective date of personnel action applies difference in
pay
Incorrect absence/attendance code used inprevious pay period Code and hours corrected in CATS
Pay and Quota balances automatically updated
Limit on retroactive periods available in CATS
Shared Service Teams or Central Payroll will correctwhen outside of retroactive period parameter
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Quotas
Accrued or earned time paid time off
Sick Leave Accruals
Vacation
Personal Business Days
Personal Holiday
Th Ab Q
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The Absence Quotas
Infotype (2006) Manages leave balances
Supervisors must approve usage
Work Schedules control upper limit of daily deductions
Supervisors/time administrators must control lower limitof daily deductions
Concurrent employment will result in multiple leavebalances
No Legacy Leave Report
Hours becomes common denominator or basis for all
Exempt (monthly staff report HOURS that are equivalent to of their workday per FLSA requirements)no policychange
b (
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Absence Quota Report (Leave
Report) Multiple Employees
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Absence Quota Details
Monthly and Biweekly maintained on-line, nonegative balances allowed during CATS dataentry Vacation
Monthly and non-exempt professionals partial month proratedto half of monthly accrual; not nearest day
Personal Holiday Accrued hours available July 1 through June 30
Probationary 90 days must be met before accrual
Personal Business Days Accrued hours available upon first day of employment
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Sick Absence Quota Details
Biweekly
Record Absences in CATS Edit check to prevent negative balance during data entry Balance maintained on-line
Monthly (Including legacy 40A/70A and faculty) Record Absences in CATS Entitlement posted monthly to allow maximum usage Balance inaccurate in System USAGE TRACKING IS ACCURATE MAINTAIN SICK QUOTA BALANCE OFF-LINE
Graduate Students Record Absences in CATS USAGE TRACKING IS ACCURATE Balance allowed to go negative in System Supervisor/business office oversight required once negative
Unpaid Leave Recording
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Unpaid Leave Recording-
NO Quota Provides mechanism for occasional unpaid absence
hours and UNPAID Absence hours related to Personnel
Actions for approved Leave Of Absencesin CATS
Recorded unpaid absences change salaried (Exempt,Biweekly Firemen and Fort Wayne Police) employees pay
Recorded unpaid absences prevent biweekly employees
from appearing on Missing Time Report
Enables FMLA Leave Tracking - ALL Absences (paidAND unpaid) related to Approved FMLA Leaves must bereported for Hourly paid and Salaried staff
Assists in monitoring Unpaid Leave
Quota Overview for an
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Quota Overview for an
Individual Employee
Quota Corrections
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Quota Corrections
IT 2013
Select absence
quota type
EnterCorrection
Data
Controls thetiming of the
correction
processing
Time Management FMLA
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Time Management FMLA
Workbench
OnePurdue delivers a process called
FMLA Workbench FMLA Workbench uses standard FMLA
rules to determine eligibility
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FMLA Workbench
Employees still required to complete FMLArequest forms
FMLA Workbench Administrator checks foremployee eligibility
Unique absence codes to help identify time usedon intermittent FMLA leaves
Record keeping uses leave actions and absencecodes to document FMLA occurrence
Eligibility will have to be manually overridden forthe first year
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FMLA Rules
FMLA Workbench
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FMLA Workbench
Assigning Absences
FMLA Workbench FMLA
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FMLA Workbench FMLA
Detail Report
Time Management
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Time Management
Process Overview
Responsibilities
Processing Steps
Time Management Shared
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Time Management Shared
Responsibilities
Business Office Staff-submission of data,
data entry, audit, report and review Shared Service Teams-data entry, audit,
review, and report
Central Administration-process controland production, trouble shoot, audit,review, and report
TM Biweekly Processing Steps
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TM Biweekly Processing Steps
for Time Administrators
1. Run Campus Timecard Report to produce timecards,labels or distribution report as needed.
2. Distribute timecards to biweekly employees.
3. Collect approved and certified timecards at end of payperiod with employee and supervisor signatures.
4. Review time cards for appropriate application of human
resource policies.
5. Enter time card data into OnePurdue CATS screen usingappropriate profile.
6. Notify staff of any changes to time card due toadherence to policy or lack of quota.
TM Biweekly Processing Steps
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ee y ocess g Steps
for Time Administrators(Cont.)
7. Calculate total hours recorded, total overtime hours andtime card count for time data being entered into CATS.Suggest a calculator tape showing this information.
8. Run Missing Time Report.
9. Correct missing time errors.
10. Run Display Working Times Report variant by Employeeand verify data entry.
11. Correct time data entry errors.
12. Run Display Working Times Report variant by A/A type.
13. Compare manual calculation of total hours, overtime
hours and number of cards to Working Times Report AAvariant.
14. Correct time data entry errors.
TM Biweekly Processing Steps
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y g p
for Time Administrators(Cont.)
15. Enter changes to cost distribution (Infotype 0027)reported on time card.
16. Run Cost Distribution Change Report.17. Correct cost distribution and/or data entry errors.
18. Run Time Evaluation Messages Report the following day.
19. Review all warnings and correct evaluation warnings, ifnecessary.
20. Re-run Missing Time Report, Display Working TimesReport variant by A/A type, Cost Distribution ChangeReport (if changes) for audit documentation.
TM Biweekly Processing Steps
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y g p
for Time Administrators(Cont.)
21. Compare final reports verifying total hours, overtimehours and cost distribution with source (actual revisedtime cards).
22. File reports in item 20 above, calculator tape, and timecards.
23. Run optional reports as operationally desired: Display Absence Quota Information Cumulated Time Evaluation Results for wage types and shift differentials
generated Time Statement Cost Distribution by organizational unit, fund or cost center grouping
24. Run System Suspense and Cost Distribution Report at AllLevels AFTER payroll processing posts charges to
accounting.25. Submit corrections to Infotype 0027 following post cost
distribution procedures, as necessary.
TM Processing Steps for FMLA LeaveAdministrators on a Shared Service
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Administrators on a Shared Service
Team or in a Central Office
1. Assist supervisor or employee inmailing/completing/processing the paper FMLA request forms.
2. Receive completed paper forms.
3. Determine eligibility (final determination by FMLAadministrator in central or shared service team office which willrequire system override in first year due to lack of hoursworked history in OnePurdue).
4. Deny Claim or Create Request in OnePurdue FMLA Workbench.
5. Track FMLA Hours/Days using Workbench and absencesrecorded in CATS.
6. Communicate with Time Administrator regarding absencerecording.
7. Follow-up with Return, Other Long Term leave processing orTermination.
8. Assist in resolution of policy questions and issues.
TM Processing at Central
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Office
Schedule time transfer and timeevaluation processing.
Assure errors and warnings are correctedand reviewed.
Provide Troubleshooting assistance andproblem resolution.
Develop report variants.
Time Management Role
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Overview
A Role grants authorization to process specifictransactions in the OnePurdue system.
All roles will be stored on positions.
All employees who hold positions that carry therole will inherit the authorization to process thespecified transactions.
One or multiple positions can carry the samerole.
One position can carry multiple roles.
Time Management Roles
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Time Management Roles
Time Administrator
FMLA Leave Administrator
Employee
Supervisor
Time Administrator Role
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Time Administrator Role
The Time Administrator role will have capabilities to enter,review, correct, release and approve time data foremployees assigned to them.
This role will have some reporting capability to runworking time reports, time statements, quota balancesand time evaluation warning/error messages.
Time Administrators will be able to test the FMLAeligibility of employees.
Hundreds of individuals (formerly payroll clerks, accountclerks, supervisors, account assistants, businessmanagers) will have these roles.
Time entry will be completed by decentralized timeadministrators; NOT central payroll in Freehafer.
Family Medical Leave Act LeaveAdministrator Role
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Administrator Role
The FMLA Leave Administrator will havecapabilities to create, display, change and delete
data related to FMLA leave requests.
The FMLA Leave Administrator will use theWorkbench to assign absences to approved
leaves.
The role with have basic reporting capabilities.
This role will have some enhanced reporting
capability to run special FMLA report summaries.
Employee Role PILOTS
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Employee Role PILOTS
The Employee role in PILOT areas will have capabilities toenter and release time data.
The employee can enter (and save) time data daily.
The employee will release the time data to theirsupervisor/time administrator when timecards arenormally submitted at the end of the pay period.
This role will have some reporting capability to runworking time reports, time statements, and quotabalances for themselves.
Time Administrators will still be able to release, audit,
review and correct time data approved by supervisors withappropriate role security (i.e., time administratorassignments).
Supervisor Role PILOTS
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Supervisor Role PILOTS
The Supervisor role in PILOT areas will havecapabilities to enter, review, correct, release and
approve time data for employees assigned tothem.
This role will have some reporting capability torun working time reports, time statements,
quota balances and time evaluationwarning/error messages.
Time Administrators will still be able to audit,
review and correct time data approved bysupervisors with appropriate role security (i.e.,time administrator assignments).
Resources
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Resources
To learn more about time managementobjects, go to the following Web page:
http://www.purdue.edu/onepurdue/training/index.shtml
Questions?
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Q
Questions?
Questions?
Questions?
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