Time and Labor (OTL) - dodea.edu · Time and Labor (OTL) Modify a Tour of Duty ... functionality will be enhanced so that the user ... No Retro (prior pay period)

DODEA_R12_WI_OTL_AMS_Modify_Tour_of_Duty i

Time and Labor (OTL) Modify a Tour of Duty (TOD)

DoDEA R12 Work Instructions

Modify a Tour of Duty

Defense Agencies Initiative

DODEA_R12_WI_OTL_AMS_Modify_Tour_of_Duty ii

Document Control

Change Record

Date Author Version

Change Reference

03-Mar-15 Paul Haag 1.1 R12 DoDEA

Reviewers

Date Name Position

31-Aug-2014 Bill Mohamed Work Force Preparation, Lead

Distribution

Copy No.

Name Location

1 DODEA R12 WI OTL DoDEA Modify a Tour of Duty DEPS

Note to Holders:

If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes.

If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.



DODEA_R12_WI_OTL_AMS_Modify_Tour_of_Duty iii

Table of Contents

DOCUMENT CONTROL .................................................................................................................................................... II BUSINESS PROCESS DESCRIPTION ...................................................................................................................................... 1

Modify a Tour of Duty .......................................................................................................................................... 3



DODEA_R12_WI_OTL_AMS_Modify_Tour_of_Duty 1

Business Process Description

Tours of Duty identify applicable shifts and hours for each of the 14 days within a pay period for an employee. Oracle Time & Labor (OTL) uses Tour of Duty (TOD) information to provide a means to validate the hours worked against the work schedule of the employee. Additionally, TOD information can be used to affect pay details such as Sunday Premium, Night Differential or Shift Code Override pay. For example, the TOD allows the user to schedule Night Differential hours (Graded) or Shift Premiums (Ungraded) for a particular pay period.

The Defense Civilian Pay System (DCPS) interface creates the initial TOD in DAI for new employees for a 10 day / 80 hour (0-8-8-8-8-8-0-0-8-8-8-8-8-0) work schedule over 14 calendar days. DAI is the system of record for tour of duty modification, which is passed to DCPS as line items in the System Data Automation (SDA) bi-weekly file. Currently, the Timekeeper maintains the TOD record. In the future, functionality will be enhanced so that the user can enter a TOD change request using the Self Service form with the approval being done by the Supervisor.

This procedure describes the process for viewing and modifying an employee’s normal work schedule (TOD) for their typical pay period. Special Note: The TOD icon is not working in R12 Roadshow and will not be included in this Work Instruction. TOD content will be updated at a later date to include this functionality.

Business Rules for the Tour of Duty

Employees can only have one active TOD on any given pay period.

TODs cannot be deleted. No Retro (prior pay period) TOD changes will be allowed.

The TOD for the immediate prior pay period can be changed UP UNTIL the pay period end date plus 3 days. This is the Tuesday following the Sunday of the pay period.

Whenever a change is made to an employee’s TOD, DAI displays a message to the user to change the timecard accordingly. This is to ensure the timecard corresponds to the new TOD.

Full-time employees must be scheduled for 80 hours per pay period.

No TOD record is maintained for intermittent employees.

Part-time employees:

o Time worked over eight hours in a single day is entered as overtime.

o The bi-weekly TOD total for part-time employees cannot exceed their MAX.

o Part-time employees cannot work more than 32 hours per week & 64 hours bi-weekly.

Tour of Duty Hours:

o Cannot be entered as negative hours.




Prerequisites

An employee record must exist in DAI and must have an effective date that is active for the current date.

Responsibilities

The Super Timekeeper can update any employee TOD tied to the Responsibility’s Security profile; however, the Limited Timekeeper is limited to only those employees within their associated Timekeeper Groups.

Super or Limited Timekeeper – DODEA

Super or Limited Timekeeper – DODEA Ungraded

Menu Path

Use the following menu path(s) to begin this task:

Super or Limited Timekeeper – DODEA Tour of Duty

Super or Limited Timekeeper – DODEA Ungraded Tour of Duty

Training Exercise:






1. Start the task using the responsibility and menu path to open the Tour of Duty / Work Day Change form:

Responsibility: Super Timekeeper – DODEA

Super Timekeeper – DODEA Ungraded

Menu Path: Super Timekeeper Tour of Duty

Note: The TOD form is appropriate for either Graded or Ungraded employee status. Using either responsibility will display the same TOD form.

Access to create or modify the employees TOD is based on responsibility.

Limited Timekeepers will only view those employees assigned to them within their Timekeeper Groups.

Super Timekeeper will view all employees and can enter or edit any employee’s TOD.




Modification - Tour of Duty / Work Day Change Form

2. a) Enter the Employee’s name and press Tab key or click the List of Values (LOV) button and select the employee’s name from the LOV.

b) Click the OK button after selecting the employee name from the search list. Tab out of the employee name field to auto-populate form.

Top of TOD/Work Day Change form fields:

Organization Employee Type Code

Graded/Ungraded Assignment Status Code

Pay Plan & P-Code Work Schedule Code

Note: The initial Tour of Duty interfaces from DCPS into DAI with the standard hours. Use the following training content to modify the original TOD transmission. After the initial modification, if needed, the end-user can keep modifying the TOD or create a new TOD, as captured in this Work Instruction.

2a

2b




View the Active TOD

The top of the TOD/Work Day Change form is for informational purposes only. The employee information is interfaced in from DCPS and the Effective Date field reflects the date of what is active on the TOD for that specific date. The center section displays the TOD hours and special pay code hours, in addition to the work schedule code that defines scheduled hours. The bottom section, called Work Day Change, is not active for entry at this time within DAI.

3. Click the Find button to view the current Tour of Duty for this employee. Use the Effective Date field with the Find button to find the TOD for a specific date.

Note: All TODs must match the timecard when submitted to payroll. Modify the current or future TODs or create a New TOD in the current or future payroll period. Each TOD is retained as history and cannot be deleted. Use the arrow buttons on the keyboard to scroll from the Employee Name field to view all TODs for that employee.

3




Review Tour of Duty

4. Review the current Tour of Duty. If it needs to be modified you must click the New button. Note: This will save the current TOD record for history, and allow you to create an appropriately configured new Tour of Duty for the selected person.

4




Effective Start Date

5. Click the Effective Start Date LOV button, the start date or select from the calendar LOV for the Tour of Duty schedule being entered to take effect. Use the format: DD-MMM-YYYY. Notes: This is a REQUIRED field. The Effective Date MUST be the start of a Pay Period. The Effective Date can be modified in the present payroll period or future periods only. If the Employee Status Code shows that the employee is deceased (X) or pending separation (P), Then no future schedule may be input after the effective date of the (X) or (P) status change.

5




Effective Date

6. Double-click the Effective Date option from the list of pay periods in the LOV or select a pay period

and then click the button.

6




Alternate Work Schedule (AWS)

7. Select the AWS Code using the tables below to modify the Alternate Work Schedule (AWS) Code. This code identifies an alternate work schedule to which an employee is assigned. All employees have an AWS code in their TOD record.

Valid AWS Code Values

Fixed Tour Non-Fixed Tour

0 -Not on AWS 3 -Variable Day Schedule

1 –Flexitour 4 -Variable Week Schedule (FLSA based on 80 hrs)

2 -Gliding Schedule 5 -Maxiflex (FLSA based on 80 hrs)

6 -Compressed Work Schedule (80 hours scheduled bi-weekly)

7 -First Forty

8 -Compressed Work Schedule (40 hours schedule weekly)

D -Variable Week Schedule (FLSA Based on 40 hrs weekly)

E –Maxi-flex Work Schedule (FLSA based on 40 hrs weekly)

Detail AWS Code

For AWS codes 0,1,2,6 and 8 require set hours and will not show 40 hours in the first Saturday or 80 in the second Saturday. For AWS codes 0,1,2,6 and 8, the tour cannot have more than 24 hours in a day. For AWS codes 3 and 7 they should only reflect the total number of hours to be worked during the week and hours displayed in each Saturday. For AWS codes 4, 5 D and E should only reflect the number of hours in the tour in the second Saturday.

7




Tour of Duty Hours

8. Enter Tour of Duty (TOD) hours appropriate to the AWS Code selected.

AWS Code

DESCRIPTION Hours in Day Hours in Week Hours Biweekly

0 Not on AWS 8 40 80

1 Flexitour 8 40 80

2 Gliding Schedule 8 40 80

3 Variable Day Schedule Varies 40 80

4 Variable Week Schedule Varies Varies 80

5 Maxiflex Varies Varies 80

6 Compressed Work Schedule Set Varies 80

7 First Forty Varies 40 80

8 Compressed Work Schedule Set 40 80

D Variable Week Schedule Varies Varies 80

E Maxiflex Work Schedule Varies Varies 80

8




Night Differential Hours (Optional)

9. Enter the number of regularly scheduled Night Differential Hours a Graded employee is scheduled to work on regular workdays between the hours of 1800 and 0600.

Note: Night Diff Hours are only for Graded employees. If the TOD is for an Ungraded employee, leave all the fields blank. This is a five digit numeric field including a decimal for hundredths of hours. It is the number of regularly scheduled Night Differential Hours a Graded employee is scheduled to work on regular workdays between the hours of 1800 and 0600. The number of hours may not exceed the total number of hours an employee is scheduled to work (TOD hours) each regular workday. The number of Night Differential Hours cannot exceed 12 hours per day. Leave this field blank if the Graded employee is not scheduled to work during the Night Differential period (1800 to 0600).

9




Shift Code Assigned

10. Enter the correct Shift Code using the information below.

This field is only for Ungraded employees. Exception: For Graded employees this field will default to zero (0).

1 – First Shift

2 – Second Shift

3 – Third Shift

10




Sunday Pay Day Ind. (Optional)

11. Optional:

Select “Y” for yes if Sunday Pay Day differential is appropriate for an employee. Default is ”N” for No.

If the employee’s hours worked on Saturday roll over into Sunday hours, this employee would be granted Sunday Pay Day premium.

Validation

Sunday Pay Day 7 Indicator Worked hours the First Saturday of the payroll period into the Sunday hours.

Graded employees must have night diff hours scheduled on 1st Saturday.

Ungraded employees - MUST have a Shift Code Assigned of 2nd or 3rd shift on the 1st Saturday

Sunday Pay Day 14 Indicator Worked hours the Second Saturday of the payroll period into the Sunday hours.

Graded employees must have night diff hours scheduled on 2nd Saturday.

Ungraded employees - MUST have a Shift Code Assigned of 2nd or 3rd shift on the 2nd Saturday.

11




Effective End Date:

12. The Effective End Date default date entered is not to be changed for any reason.

12




Tour of Duty / Work Day Change

13. Click the icon on the toolbar to save your updates to the employee’s Tour of Duty.

NoteL Upon saving the record, the TOD Form performs a validation and will display a Warning message when a current Tour of Duty does not match Assignment Data (Assignment Category and Graded/Ungraded Indicator).

Result

Congratulations! You have successfully modified an employee’s Tour of Duty.

13

Documents

Time and Labor (OTL) - dodea.edu · Time and Labor (OTL) Modify a Tour of Duty ... functionality will be enhanced so that the user ... No Retro (prior pay period)