Payroll Support and Time Recording

Payroll Support and Time RecordingPayroll Support and Time Recording

2Payroll Support & Time Recording

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

Welcome and Ground RulesWelcome and Ground Rules


LogisticsLogistics

Before we get started ...


ConceptsConcepts

DemonstrationDemonstrationss

ExercisesExercises

BRITE BRITE

Classroom MaterialsClassroom Materials

(Let Me)(Let Me)

(Tell Me)(Tell Me)

(Show Me)(Show Me)


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

Course ObjectivesCourse Objectives


AgendaAgenda

Lesson Time

One: Introduction to Payroll Support and Time Recording

Two: Time Recording

Three: Payroll Support

Four: Reporting

Five: Summary

Introduction to Payroll Support Introduction to Payroll Support and Time Recordingand Time Recording


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

Lesson ObjectivesLesson Objectives


Key TerminologyKey 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/COMPASS

External time keeping systems from which time will be imported into SAP.

Retro or Adj. (Adjustments)

An adjustment made to an employee’s pay for a prior pay period. This term will eliminate ‘Difference from pre’ from the pay statement.

Perpetual Calendar

A continuing calendar that crosses over fiscal years 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.



Manager Self Service (MSS)

Workplace for administrators to approve absence requests for vacation and sick personal time, time entries, and personnel actions.

Employee Self Service (ESS)

Workplace for employees to view personal information, request changes, and submit absence requests for vacation and sick personal reasons to manager for approval.

Business Intelligence (BI)

Repository of SAP information for the purpose of reporting.

Salaried Employee Contracted salaried employee with a work schedule rule assigned. Example – Teacher, Principal, Office Manager

Hourly Employee w/Work Schedule

Contracted hourly employee with a work schedule rule assigned. Example – Custodian, Cafeteria Worker

‘True’ Hourly Employee

Non-contract employee with no assigned work schedule.Example – Substitute Teacher, Temporary Worker


RolesRoles

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)


Responsibilities for Payroll ContactsResponsibilities 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


Organizational ChartOrganizational Chart


Time Recording Process (DRAFT)Time Recording Process (DRAFT)

Start

Payroll Contact

Enters/Updates Time

via CAT2

Administrator

Reviews Time in MSS

Approve

Employee

Receives Payment

Finish

Payroll Dept

Processes Payroll

KRONOS/COMPASS

Time Imported into

CAT2


Payroll Area AA Calendar – 2008 (DRAFT)Payroll Area AA Calendar – 2008 (DRAFT)

Month PayPd

Period Begin Period End Time Entry/ Approval Deadline

Time and Payroll Run

Pay Date

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 Area BB Calendar – 2008 (DRAFT)Payroll Area BB Calendar – 2008 (DRAFT)

Month PayPd

Period Begin Period End Time Entry/ Approval Deadline

Time and Payroll Run

Pay Date

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


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

Lesson SummaryLesson Summary


Knowledge CheckKnowledge Check

As a time recorder, your responsibilities do not include:

A. Running reports

B. Creating absence transactions

C. Recording pay increases

D. Editing time



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



Time will be entered or changed for an employee in CAT2 in which of the following situations?

A. An employee with a work schedule ruleassigned takes a sick leave day

B. An employee’s hours which were importedfrom KRONOS need to be adjusted

C. A true hourly employee, with no workschedule rule assigned, has time thatneeds to be entered

D. All of the above


Questions?Questions?


AgendaAgenda

Lesson Time


Two: Time Recording

Three:Payroll Support

Four: Reporting

Five: Summary

Time Recording Time Recording


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




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 Type

A breakdown of employee time-off entitlements according to reason for entitlement, such as annual leave (VAC) and sick leave (SCK).



Primary Position Employee’s “main” job.

Secondary Position

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


Transaction CodesTransaction 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)


InfotypesInfotypes

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


Time Administration ProcessTime Administration Process

Broward County Public SchoolsArea: Time ManagementProcess: Time Recording and Approval - BPDDTM0010

SA

PT

ime

App

rove

rP

ayro

ll C

onta

ctE

mpl

oyee

Tim

e R

ecor

ding

S

ubsy

stem

s

4Time sheet

5Time entered into SAP via

CATS (CAT2)

6Time

Approved

HR Data

Yes

3Review Punches

and make corrections as

needed

Interface

No

1Time punches from Kronos

2Time from COMPASS

7Data stored in SAP as

attendances and absences IT 2001 & 2002

Time Charged to Financial Objects

Non-HR


Key Improvements in Time AdministrationKey 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


Time Administration Process – COMPASS 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.


Time Administration Process – KRONOS 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.


Time Administration Process – KRONOS 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).


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

PT50: Quota OverviewPT50: Quota Overview


The employee’s information displays:


1

2

3

4


The Absence quotas tab displays the detailed quota information:


5

6

7


The Accrual information tab displays the detailed accrual information:


8

9


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

SimulationSimulation



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


DemonstrationDemonstration



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:


ExerciseExercise


Start

Daily

Payroll Contact

Enters Time via CAT2

Friday a.m.

Payroll Contact Reviews/

Updates Time in CAT2

Monday a.m.

Administrator Approves Final Time Changes

in MSS

Finish

Monday a.m.

Payroll Contact Makes Final Changes in

CAT2

Cross Application Time Sheets (CATS) Timeline Cross Application Time Sheets (CATS) Timeline (DRAFT)(DRAFT)

Friday p.m.

Administrator Approves

Time in MSS


CAT2: Record Working TimesCAT2: 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


CAT2: Record Working Times – No Cost OverrideCAT2: Record Working Times – No Cost Override

1

2

Maintain time sheets to add, change, and delete attendance and absence per employee:



3


Select the variant to choose employees for whom you wish to enter time:


4



This is only a sample of what a variant drop down might look like.

5

6

7



8

10

11

Record time for employees:

9


12 13 14


15



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




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




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

ExerciseExercise


Instructions for Adding Text in CATS Timesheet Instructions for Adding Text in CATS Timesheet


Instructions for Adding Text in CATS TimesheetInstructions for Adding Text in CATS Timesheet






CAT2: Record Working Times – Cost OverrideCAT2: 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



Code Digits Format

Organizational Unit 8 6 + Location + Org SubunitExample: 62811000

Cost Center 10 Business Area + Type + Location + Zero*

Example: 3252311510

Fund 4 Example: 1000

Functional Area 16 Function + Activity + Seven ZerosExample: 5101000000000000

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

WBS Element (Work Breakdown Structure)

16 Grant Type + Location owner + Dept Grant # + WBS + . + Location of expenses Example: C9780000101.1751

* In most cases



1

2

Maintain time sheets to add, change, and delete attendance and absence per employee:




3



8

10

11


9


12 13 14


15



CAT2: Record Working Times – Cost OverrideLet’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



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



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

ExerciseExercise


CAT2: Record Working Times – Secondary PositionsCAT2: Record Working Times – Secondary Positions

1

2




3



8

10

11


9


12 13


14

Record time for employee:


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




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




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

ExerciseExercise


CAT2: Record Working Times-Changes/DeletionsCAT2: Record Working Times-Changes/Deletions

1

2

Maintain time sheets to add, change, and delete attendance and Maintain time sheets to add, change, and delete attendance and absence transactions per employee:absence transactions per employee:



CAT2: Record Working Times – Changes/DeletionsCAT2: Record Working Times – Changes/Deletions

3


CAT2: Record Working Times – Changes/DeletionsCAT2: Record Working Times – Changes/Deletions

8

10

11

Note the time entered for Monday, January 28th:

9


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




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




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

ExerciseExercise


CAT2- Termination ProcedureCAT2- 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


1

2

Display time sheets per employee:

CAT3: Display Working TimesCAT3: Display Working Times


Select the variant to choose employees for whom you wish to display time:


3



8

10

Display time sheets per employee:

9


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





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



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

ExerciseExercise


MSS Time Approval (Future Functionality)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


Reporting Structure for Time ApprovalReporting Structure for Time Approval(Future Functionality)(Future Functionality)

Organizational Unit = O

Organizational Unit = O

Job = C

Job = C

Position (Primary)

= S

Position (Primary)

= S

Position (Primary)

= S

Position (Primary)

= S

Overstaffed Position

(Secondary) = S

Overstaffed Position

(Secondary) = S

Person (Holder)

= P

Person (Holder)

= P

Person (Holder)

= P

Person (Holder)

= P

People (Holders)

= P

People (Holders)

= P

SUB-CHIEF

SUB-CHIEF

SUB-CHIEF

SUB-CHIEF

CHIEF OF ORG UNIT

CHIEF OF ORG UNIT

Position (Primary)

= S

Position (Primary)

= S

Person (Holder)

= P

Person (Holder)

= P


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




What transaction code would you use to display sick, vacation, comp time, and military quotas?

A. CAT2

B. CAT3

C. PT50

D. None of the above



When viewing an employee’s quota, which button must you select in order to ensure accurate and up-to-date information?

A. From Today

B. Current Period

C. Current Calendar Year

D. All



In CAT2 you can enter primary position absences and secondary position time worked in the same screen.

A. True

B. False



Which of the following examples would require a cost override in CAT2?

A. A pool sub needs time charged to a different functional area or fund

B. A teacher is out sick

C. All of the above

D. None of the above



You can make changes to an employee’s time sheet in CAT3.

A. True

B. False




AgendaAgenda

Lesson Time


Two: Time Recording


Four: Reporting

Five: Summary

Payroll Support Payroll Support


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)



Transaction Codes & InfotypesTransaction 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


1

Object ManagerObject Manager

2

3

4

5

6


Object ManagerObject Manager


PA20: Display HR Master DataPA20: Display HR Master Data

1

2

3 4

5


Infotype 0007: Planned Working TimeInfotype 0007: Planned Working Time

2

3

1


Infotype 0014: Recurring Payments/DeductionsInfotype 0014: Recurring Payments/Deductions

1

2


Infotype 0103: Display Bond Purchases (New!)Infotype 0103: Display Bond Purchases (New!)

1

2

3


Infotype 0104: Display Bond Denominations (New!)Infotype 0104: Display Bond Denominations (New!)

1

2


Infotype 0236: Display Credit Plans (New!)Infotype 0236: Display Credit Plans (New!)

1


Infotype 0015: Additional PaymentsInfotype 0015: Additional Payments

12


Infotype 0019: Monitoring of TasksInfotype 0019: Monitoring of Tasks

1


Infotype 0041: Date SpecificationsInfotype 0041: Date Specifications

1 2


Infotype 0210: Withholding Information W4/W5Infotype 0210: Withholding Information W4/W5

1

2


Infotype 0554: Hourly Rate per AssignmentInfotype 0554: Hourly Rate per Assignment

1

2


Infotype 2001: AbsencesInfotype 2001: Absences

1

2


Infotype 2002: AttendancesInfotype 2002: Attendances

1

2


Infotype 0008: Basic PayInfotype 0008: Basic Pay

1 2

3

4

6

5


Infotype 0008: Basic Pay Details Infotype 0008: Basic Pay Details


Key Payroll ChangesKey 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


Perpetual CalendarPerpetual 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


All Days Paid ConceptAll 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


$0.00$3,000$3,000.00

$0.00$750$833.329/28

-$83.32$750$833.329/21

-$166.64$750$666.689/14

-$83.32$750$666.689/7

on paid dayson work daysEnded

DifferenceSalary basedSalary basedWeekUnpaid Holiday

30

29282726252423

22212019181716

1514131211109

8765432

1

SFThWTMS

SEPTEMBER 2007

20 paid days in the month

18 work days in the month

Employee paid $3,000 per month

$3,000/18 days = $166.67 per work day

$3,000/20 days = $150 per paid day

FACTS

4 days worked in each of weeks 1 & 2

5 days worked in each of weeks 3 & 4

Work Days versus Paid DaysWork Days versus Paid Days


Paid Days$20.377.5$152.80214$32,700

Work Days$22.247.5$166.84196$32,700

HourlyRateHrs

Daily RateDaysSalary

$32,700 Annual Salary

196 Work Days

214 Paid Days

FACTS

*Equals days unpaid: 9/13/07,11/23/07, 12/24/07 thru 12/28/07, 12/31/07, 1/02/08 thru 1/04/08,1/20/08, 3/21/08, 3/31/08 thru 4/04/08

Work Days 196Additional days between first

and last days worked* 18

Paid Days 214

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


What does this mean?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.

2008-092008-09


August 2008August 2008

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

Est. School Start Date 8-18-08

Start/End of pay period

Employee reports to work

Employee receives check

21

5432131

30292827262524

23222120191817

16151413121110

9876543

SFTWTMS ⌂

⌂

Sample First Pay Date Information in School Year 2008-09Sample First Pay Date Information in School Year 2008-09


Pay Statement – New Look!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”


PUOC_10: Off-cycle WorkbenchPUOC_10: Off-cycle Workbench

1

2

3 4


PUOC_10: Off-cycle Workbench PUOC_10: Off-cycle Workbench Pay Statement (DRAFT) Pay Statement (DRAFT)

56

7

8


PUOC_10: Off-cycle WorkbenchPUOC_10: Off-cycle WorkbenchPay Statement (DRAFT)Pay Statement (DRAFT)

9

10


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.



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)




What transaction code is used to display employee master data, such as basic pay?

A. PUOC_10

B. PA20

C. CAT2

D. PT50



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 tothe school calendar

D. Changes all employees to a Year-Roundcalendar, receiving 26 pay checks percontract year

E. All of the above



What transaction code is used to display an employee’s remuneration statement?

A. PUOC_10

B. PA20

C. CAT2

D. PT50




Year Round Pay OptionYear 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


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.



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




Employees can only view pay stubs in ESS that have been generated by the new SAP system after Go Live.

A. TrueB. False



After implementation of the new SAP ECC 6.0 system employees will be able to access ESS and do the following:

A. Update their AddressB. Update their W-4 federal withholding

selectionC. View pay stubs from pay periods post

go-liveD. Update their bank account details for

direct depositE. All of the above




AgendaAgenda

Lesson Time


Two: Time Recording


Four: Reporting

Five: Summary

Reporting Reporting


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!



Business Intelligence (BI)

Repository of SAP information for the purpose of reporting.

Enterprise Central Component (ECC)

The transactional processing system of the SAP client 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.


Reporting: SAP 6.0 (ECC) vs. BIReporting: SAP 6.0 (ECC) vs. BI

Generate Reports

Nightly Updates

BI (read only

data)

BI (read only

data)

Enter Data

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


CADO: Display Time Sheet DataCADO: Display Time Sheet Data

1

2

3



4

65



7

8

9



Note the changes:


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.





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.



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.

ExerciseExercise


ZTIM: Time Management ReportZTIM: Time Management Report

1. 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


ZHTM_TIMEDATA_CHNG:ZHTM_TIMEDATA_CHNG:Retroactive Changes to Time DataRetroactive Changes to Time Data

1

2

3

4

5


ZHTM_TIMEDATA_CHNG:ZHTM_TIMEDATA_CHNG:Retroactive Changes to Time DataRetroactive Changes to Time Data

2

1


S_AHR_61018660: Attendance/Absence DataS_AHR_61018660: Attendance/Absence Data

1

2

3

4


S_AHR_61018660: Attendance/Absence DataS_AHR_61018660: Attendance/Absence Data

5

6

7

8


ZHPY_PAY59: Gross and Net EarningsZHPY_PAY59: Gross and Net Earnings

1

2

3


ZHPY_PAY59: Gross and Net EarningsZHPY_PAY59: Gross and Net Earnings

4

5


Portal Reporting: Navigation (DRAFT)Portal Reporting: Navigation (DRAFT)

Navigate to both ECC (real time) reports and BI (near real time) reports via the BRITE Portal.

1

2



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 Flexible Employee Data.

4



Select report criteria through the Variable Entry screen.

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

5

76



The Flexible Employee Data report displays:

9

11

10

8

12



Note the changes to the Row selection:

13

15

14



Note the changes to Row order:

17

16



Note the changes to the Rows displayed:

18

19



To save the layout for the report:

20


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.



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)




When executing a report in BI, you can:

A. Move rows

B. Add free characteristics

C. Export to Excel

D. All of the above




AgendaAgenda

Lesson Time


Two: Time Recording

Three:Payroll Support

Four: Reporting

Seven: Summary

Summary Summary


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

Key ConceptsKey Concepts



Documents

Payroll Support and Time Recording