01 26 11 Time Processing

7/31/2019 01 26 11 Time Processing

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Rev. 01.07.09

Time Entry using

SAP

Introduction to


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Educational Technology Services

SAP Time Entry

900 N. KleinOklahoma City, OK 73106

(405) 587-0335

http://www.okcps.k12.ok.us/ETS/

This course will help participants to

understand the HR policies for the

OKCPS district. Participants will alsolearn the following essential time

procedures: entering employee time,

approving it, and viewing quotas.


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Introduction to the Employee Time Entry Process

Entering Employee Time

Employee Time Approval Process

Viewing Employee Time and Quotas

Using Variants for Time Entry and Approval


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i

MODULE 1

Introduction to the Employee Time EntryProcess

Introduction to Time Entry 2

Absence/Attendance Codes 2

Benefit Entitlement 6

Skill Check 8

MODULE 2

Entering Employee Time

Entering Employee Time 10

Skill Check 23

MODULE 3Employee Time Approval Process

Approving Employee Time 25

Skill Check 31

MODULE 4Viewing Employee Time and Quotas

Displaying Time by Org. 33

Displaying Time Sheet Data 39

Quota Overview 44

Skill Check 48

Module 5

Using Variants

Creating a Time Entry Variant 50

Retrieving Time Entry Variants 60

Creating Time Approval Variants 63

Retrieving Time App. Variants 66

GLOSSARY 69


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1

Introduction to

the EmployeeTime Entry

Process

To enter time correctly, participantsneed to know the process ofrecording time as well as the

difference between theattendance/absence codes.

Objectives:

1. Explain the key concepts used to record,

figure, and enter time in the CATS system

2. Explain the general Human Resources and

Payroll policies and procedures used in

administering the CATS system

SAP

Time Entry

Module

1


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SAP Time Entry Module 1

Introduction to theEmployee Time

Entry Process

2

Introduction to the Employee Time Entry Process

Key Points

Employee Time Entry is the process of tracking, recording, and maintaining time workedor time taken by employees. The process flows as follows:

1. Employee time is collected.

2. Time is entered into the CATS system.

3. A supervisor approves the time records.

4. Human Resources evaluate the time records.

5. Time records are processed by payroll.

6. Paychecks are cut.

An administrator may be required to enter hours worked or hours taken by an employee

for the following reasons:

To record hours worked for positive time employees (temporary employees)

To record hours not worked for exception time employees (regular, full-time

employees)

To record hours reported for an employee who works in another location

An employee works an exception to his or her planned work schedule

Before we begin the time entry process, we must look at the Time Entry Absence andAttendance Codes and their definitions. This will help us to know what to choose whenentering time.

Time Entry Absence and Attendance Codes

Vacation (0010)

Financial compensation for accrued time not worked.


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Entry Process

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Personal Business (0014)

Financial compensation for time taken to conduct personal business such as a doctorsappointment and/or emergencies. *Review the negotiated contracts for clarificationas to whether an employee qualifies to take such leave.

Sick Leave (0020)

Financial compensation for time taken due to personal illness, accidental injury,pregnancy, or for illness or accidental injury in the employees immediate family.

Professional Leave (0030)

Leave time granted for professional development such as travel or educationalopportunities. Leave may be paid or unpaid.

Injury Leave (0050)

Employees who are injured in the direct performance of their duties due to no fault of their

own and are unable to perform their duties may be absent without loss of pay for a periodnot to exceed twenty (20) days for each separate injury. Injury Leave is in addition to anemployees sick leave allowance.

Bereavement (0060)

Financial compensation for time taken due to death of an immediate family member.Dana Hall will be entering bereavement time, so contact her with specifics.

*Please Note: Immediate family is defined as the employees spouse, parent orguardian, child, sibling, grandparent, grandchild, or each similar relationship asestablished by marriage.

Jury Duty (District 0070) (Federal 0071)

Financial compensation for time taken to serve as a district or federal juror. A summonsmust be presented to Dana Hall prior to the employee serving on a jury so that she mayenter the time.


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Entry Process

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Military Leave (0080)

Employees may receive up to thirty (30) days (teachers ONLY receive 30 daysall othersreceive 20) of military leave converted to hours annually with approved orders. The Boardagrees to comply with state law regarding leave for employees of the district. Dana Hallwill need a copy of the orders or whatever notification was received in order to processthe leave.

Unpaid Absence (0110)

Time taken without pay when an absence has not been approved or if the employeechooses not to use vacation time. Email Dana with this information.

Unpaid Vacation (0111)

Time taken without pay when no vacation time has been accrued.

Unpaid Personal Business (0112)

Time taken without pay to conduct personal business such as doctors appointmentsand/or emergencies.

Unpaid Sick Leave (0113)

Time taken without pay for personal illness, accidental injury, pregnancy, or for illness oraccidental injury in the employees immediate family.

Unpaid Family Leave (0140)

Unpaid leave time granted under Family Medical Leave Act (FMLA). This must beapproved, and for medical requests, please fill out the form located in the HR dept. The

HR dept. will also need a doctors statement, and you will need to write a letter to HRasking for the leave, listing the dates you will be gone. You can use a maximum of 12weeks, paid or unpaid.


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Entry Process

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Unpaid Workers Compensation (0154)

Unpaid leave time granted to employees who have exhausted injury leave and sick leave.

Unpaid Court Duty Non-District (Jury Duty/Non-District 0177)

Time taken to serve as a witness in a case not pertaining to school district employees.

Compensatory Taken (1010)

Time used from an employees Compensatory Time Earned quota.

Regular Time (2010)

Substitute (2020)

Used to capture substitute hours that are worked.

Extra Position (2030)

This is the code to use when a person has worked extra duty, the pay is a differentamount, and it will be charged to a different cost center.

Bonus Time (2040)

This is the code to use when a person works extra duty, the pay is the same amount, andthe same cost center will be charged. This will also be used for overtime pay on positivetime employees (employees other than regular, full-time employees).

Compensatory Time Earned (2050)Crediting time worked as compensatory time to be taken off at a later date in lieu ofpayment.


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Entry Process

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Central Office Administrators, Professional TechnicalPersonnel, Building Administrators (Principals), CertifiedPersonnel (Teachers), and Classified Personnel

Sick Entitlement: Receives one (1) sick day converted to hours based on the positionper month (prorated) upfront.

Personal Business Leave:Receives three (3) Personal Business and Emergency Leavedays converted to hours based on position annually (prorated) upfront. Review thenegotiated contracts for clarification as to whether an employee qualifies to takesuch leave.

Vacation Leave: Only 12-month regular employees with benefits (no temporaryemployees) accrue vacation time. Vacation is accrued at twenty-two (22) days (convertedto hours) annually. Accrued vacation leave time will be granted to al 12-month regularbenefit eligible employees with supervisor approval.

Bereavement: Up to five (5) consecutive workdays following the death of a member ofthe immediate family shall be allowed without loss of pay for bereavement. If noworkdays exist between the dates the death occurs and the end of the fifth day, nobereavement leave shall be granted. *See Time Entry Absence Codes for thedefinition of immediate family.

Military Leave: Employees may receive up to thirty (30) days of military leave convertedto hours annually with approved orders. The Board agrees to comply with state lawregarding leave for employees of the district.

Injury Leave: Employees must provide medical documentation to the Oklahoma CityPublic School District Workers Compensation Claims Department. All medicaldocumentation will be reviewed and approved by the Districts Workers CompensationClaims Department before injury leave is granted.


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Entry Process

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Jury Duty (Legal Leave): An employee of the district who is summoned to jury duty orsubpoenaed as a witness by the Court of Records in Oklahoma will not suffer a loss ofpay as a result of such summons or subpoena provided the following conditions are met:

a) The employee provides the Oklahoma City Public School District with all jury payand/or witness fees received except parking and mileage.

b) The employees testimony relates to official district business or his or her employ-ment in the district.

*If the Court of Records subpoenas an employee as a witness and the testimony ofthe employee does not relate to official district business or is not the direct resultof his or her employment with the OKCPS district, then the absence may becharged to personal business. Once an employees personal business leave hasbeen exhausted, the employee may, with approval of the Employment ServicesDirector, have this specific absence charged to sick leave.

Professional Leave: Employees requesting to attend professional meetings andconferences must submit his or her request on a specific form and include arecommendation from his or her administrator. The completed form is to be forwarded tothe appropriate assistant superintendent or director for approval.

Temporary Employees

Temporary employees are not entitled to any benefit leave.


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Module 1

Skill Check Introduction to theEmployee TimeEntry Process

8

1. Describe the process that employee time takes in getting approved.

2. What is the absence code for sick leave?

3. What are the 2 conditions that must be met for an employee to not suffer a loss of pay dueto a summons or subpoena in a trial that does not relate to the OKCPS district?


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Entering

Employee Time

This module discusses all of thecolumns and their uses in the DataEntry View screen, and participants

will practice entering time for various

employees.

Objectives:

1. Navigate to the appropriate time entry

transactions

2. Perform the time entry process for all of the

various employee subgroups

SAP

Time Entry

Module

2


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Entering EmployeeTime

10

Exercise 1: Entering Employee Time

Step by Step

Lets begin the time entry process by entering time data for our employees. You have

two options of getting to the transaction we need for entering time:

1. Use the Menu Path: >

> > .

OR

2. Use the Transaction code: CAT2.

TheTime Sheet: Initial Screenwill display:

Time Management

EnterTime DataTime Sheet

Human Resources


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1. Click on the field.

2. Click on the .

TheData Entry Profilewindow will appear:

Data Entry Profile

drop-down box


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3. Double-click on .

NOTE: If you are entering time for one employee only, you have the option on the

Initial Screen of entering the persons personnel number into that field. Otherwise,

leave the Personnel Number field blank, and continue the steps to bring up the next

screen to enter time for any employee in your organizational unit.

4. Press on your keyboard.

TS-OKC Profile for OKC EEs

Enter


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TheTime Sheet: Initial Screenwill then look like the following:

5. Click on the icon .

TheSettingswindow will display:

Settings


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6. Click on the tab.Persons


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7. Type your Organizational Unit number in the Organizational Unit field. Your

Org. Unit number is your OPU or site number.


TheTime Sheet: Initial Screenwill appear with a list of your employees:

Enter


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NOTE: When this screen appears, you will need to check to make sure you are in the

right Org. Unit and that your employees names are listed. Also, the Cost Centers that

are displayed on this screen are the Master Cost Centers from which each payment is

taken for each employee. If the employees pay is to be charged to a different cost

center than what is displayed here, you will need to put that information into the

Receiving Cost Center on the next screen (The Data Entry View screen).

NOTE: The pay cycle runs the 1st through the 15thof each month and the 16ththrough

the last day of the month. You may go back into the CATS system 1 pay period (a


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total of two weeks) to correct mistakes. If mistakes are discovered after that timeperiod, contact the Human Resources department.


10a. Select an employee (or several) from the list by clicking on thelocated next to the employees name you want to select.

OR

10b. Click on the icon to make entries for all employees (to

deselect an individual line, you can click on the located next tothe employees name).


TheTime Sheet: Data Entry Viewscreen will appear:

Enter

far left box

Select All

far left box

Enter Times


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Before we enter time, lets discuss all the different components of this screen. You willneed to know what each of them means to process time correctly.

Pers. no. = Personnel Number

This is the personnel number assigned to each employee by the SAP system. Enterthe employees personnel number starting on the third linealways. A new lineis to be used each time adifferentabsence or attendance code is to be recorded. In

other words, you can use the same line to enter time as long as theattendance/absence code is the same. If you need to enter sick leave and vacation,for example, for an employee, you will have to do them on separate lines.

Rec. CCt =Receiving Cost Center

If the hours worked should be charged to a cost center that differs from the employee'smaster cost center, then use this field. Otherwise, this field can be left blank.


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Rec. Order = Receiving Order

This will be required if you choose an Evaluation type with an OCAS Function code of1000.

A/A = Absence or Attendance Type

The code used to indicate the category to which time should be charged.

Val. Basis = Valuation BasisThis is only used when the hourly rate for the hours worked is different from the hourlyrate stated for the employee. For example, if an employee performs an extra duty jobthat pays $20 per hour when he or she usually earns $15 per hour, then you wouldenter the $20 wage amount in this field. Otherwise, this field can be left blank.

E = Evaluation Type

This will only be used for extra-duty work (i.e. where attendance type = 2030). Thecodes here will point the hours worked to the correct GL Accounts when the amountsare posted from HR/Payroll to FI/CO.

You will notice the numbers that have already been entered under the days of theweek. If there is a number at or above 1, this is a regular employee for whom you areentering time. Temporary and substitute employees will show 0.00 for each day.

NOTE: A warning message will appear for each day that hours are entered onTemporary and Substitute employees since the system shows no hours are to beworked.

Now back to entering time.

12. Enter the employees personnel number under the Pers. No. column.

13. Press on your keyboard.Enter


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You will notice that the employees name will automatically appear on that line.

14. Press the key on your keyboard, or click on the field under .

15. Type the Attendance/Absence code in the field. If you are not sure of thecorrect code, you can click on the drop down box and bring up the search window.

From the list, you can scroll through until you find the appropriate code. Thendouble-click the code you want to select to populate the A/A field on the Data

Entry Viewscreen.

16. Tab over to the day for which you want to enter time.

Enter in the Attendance or Absence hours.


This will allow the system to check for any errors that might have been made whileentering time.

NOTE: Warning messages are yellow and prompt you to consider what has beeninput into the system. A warning message can be bypassed or corrected. Errormessages are red and alert you to a problem that must be resolved before you cancontinue.

ADDITIONAL NOTE: A warning or error message will appear for each entry madethat is questionable. For example, if 2 hours of time is entered on 3 days that are not

a part of the employees work schedule, a warning message will appear for each ofthese days. Each day in question will have to be bypassed or corrected before theinformation can be saved.


NOTE: An employees time is automatically released for approval upon saving.

Tab A/A

Enter

Save


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You will then be taken back to the employee list.

Lets go back and enter time for the second person on your list. This person is ateacher with multiple sites.

1. From the Time Sheet: Initial Screen, highlight the employees name, then click on

the icon to enter time.

2. Enter the employees Personnel number in the field that is highlighted yellow onthe third line.

3. Enter a Receiving Cost Center number for the site that will be paying for this work.

This is not the employees main cost centerthis is the cost center that is paying forthis additional work. The Cost Center number is the same OCAS coding youve usedbefore: OPU+Fund+Project.

4. Tab over to the A/A column. Here we will click on the and

choose the correct attendance type from the list..

5. Tab over to the E column (Evaluation Type). Click on the to

display the list of options.

6. If you choose an Evaluation Type that has the Function of 1000, you will have toenter a Receiving Order number. This number is made up of your OCAS programand subject codes.

7. Now we can enter the extra duty hours that were worked. He worked 5 extrahours on the first available working day that shows up on your screen.

Pencil

drop-down box

drop-down box


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8. Press . If your data is correctly entered, nothing will happen. Otherwise,

you will receive an error message in the message bar at the bottom of your screen.If you have any mistakes, correct them now.

9. If you have additional data to enter, click on the Personnel number on the next

line. Remember: If your A/A code is the same, you can enter all time for thatcode on the same line. For different codes, you must enter time data onseparate lines. If you are finished entering time for that particular person, you may

now click on the icon (floppy disk).

You will be returned to theInitial Screen.

Enter

Save


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Module 2

Skill Check Entering EmployeeTime

23

1. What is the transaction code for Entering Employee time?

2. On the Data Entry Viewscreen, what is entered in the Rec. CCt. field?

3. How far back can you go in the system to correct mistakes on employee time entries?


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Objectives:

1. Navigate to CAPS

2. Approve time using CAPS

3.

Time Approval

Using CAPS

This module will show participantsthe transaction for time approval that

will display all personnel for theirorganizational units regardless if they

have time to be approved or not.

SAP

Time Approval

Module

3


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Time ApprovalUsing CAPS

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CAPS is the transaction you will want to use to approve time because it allows you to display allyour employees, not just the ones who need time approved. This will assist you in verifying thatthe list is up-to-date and that no one is assigned to your org. unit who shouldnt be. Lets begin toapprove time by navigating to the transaction.

1. Use the Menu Path: > >

> > .

OR

2. Use the Transaction Code: CAPS.

TheTime Sheet: Approve Times (Selection by Master Data)screen will display:

Exercise 1: Navigate to CAPS

Step by Step

Human Resources Time Management

Time Sheet Approval CAPS-Selection Using Personal Data


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1. In the Other Period field, type in the dates for the period you want to approve time.

2. Type your organizational unit number in the Organizational Unit field (school number).

Other Period date fields

Organizational Unitfield (site number)


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3. Click the icon.

In a few moments, all names of those personnel at your site will appear, regardless if they

have time to be approved or not.

Executeicon


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If there is an approval status light next to an employees name, that person has time thatneeds to be approved. Three different colored lights may appear:

Yellow: Time waiting to be approved.Red: Time has been rejected.

Green: Time has been approved.

4. To approve time for individuals who have time to be processed, click on the pinkPersons of line.

The time approval screen will appear for those who have time entered.

Approvalstatuslights

To proceed totime approvalscreen,

double-clickhere.


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5. Highlight all records you want to approve by clicking the Select All button or selecting

individual lines at a time. To approve time, click the Approve Times icon . To

reject time, click the Reject Times icon . The light will change from yellow toeither green or red depending on your action.

NOTE: If you want to reject or approve all times on this screen, you can click the Select Allbutton on the toolbar to highlight all lines at once.

6. Click the Save icon . Once your data is saved click the Back icon to return

to the previous screen.

Select All


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NOTE: Remember to note any names that dont belong in your organizational unit (due toretirement, reduction in force, death, etc.) and report those to the HR department so thechanges can be made. These changes will need to be properly documented, so pleasemake sure you use the appropriate forms when turning in the information to HR.Telephone calls are no longer acceptable.


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Module 3

Skill Check Time Approval Using CAPS

31

1. What selection do you make to ensure that all personnel at your site will be displayed?

2. If you select to reject a persons time, do you have to give a reason?

3. What is the final step that you must take after approving and/or rejecting time?


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Viewing Time

and QuotaDisplays

Knowing how to look up enteredtimes and employee attendance will

help participants keep track of whattime has been entered and whatdifferent kinds of leave are stillavailable for employees to take.

Objectives:

1. Understand and apply SAP navigation

procedures to get to the appropriate

transactions

2. Display time and quota transactions

SAP

Time Entry

Module

4


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Viewing Employee Time andQuotas

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Exercise 1: Displaying Employee Time by OrganizationalStructure

Step by Step

As an administrator, supervisor, or secretary, times will come up when you will need toview a time report by your Organizational Unit. The following steps will walk youthrough this process.

You have two options to access this transaction:


> >

.

OR

2. Use the Transaction code: CAOR.

TheDisplay Time Sheet Datascreen will appear:

Time Management

Time Sheet Data by Organizational Structure

Information SystemTime Sheet

Human Resources


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1. Type your Organizational Unit number in the Object ID field.

2. If you know the status code you want, type that status code into the Status field.

Otherwise, click on that fields and locate the appropriate code

in the list. For this exercise, however, we will leave this field blank.

This will bring up all possible entries.

drop-down box


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3. On the main screen, click one of the options under Reporting Period. If youchoose Other Period, you must then enter dates in the corresponding fields.


5. Click the icon .

TheGeneral Hierarchy Display screenwill appear.

Enter

Execute


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6. Click on either the in front of Persons, or click on the

icon on the icon bar.

This will expand the list of employees at that Org. unit who have some kind ofattendance or absence that has been recorded for the time period you specified.

7. Double-click on the you want to view.

That persons exception time will appear.

+ sign Expand Subtree

Personnel number


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8. Click on the next to the line you want to view.

This will highlight the entire line.

9. Click on the icon to view specific information regarding an

employees exception time data.

far left box

Details


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10. When you are finished viewing the Details window, you can click the

at the bottom left-hand corner of the window to close it.

11. Once you have reviewed all employees times you wish to view, click on the

icon three times to exit to the Easy Access menu screen.

checkmark

back arrow


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Exercise 2: Displaying Time Sheet Data

Step by Step

You have two options of getting to this transaction:


> > .

OR


TheTime Sheet: Initial Screenwill appear.

DisplayTime DataTime Sheet

Time ManagementHuman Resources


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1. Click on the in the Data entry profile field.

TheData Entry Profilewindow will appear:

drop-down box


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2. Double-click on .

3. On the Initial Screen, click on the icon .

TheSettingswindow will appear:

TS-OKC Profile for OKC EEs

settings


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4. Click on the tab.

5. Type your Organizational Unit number in the Organizational Unit field.


7. Select the employee whose time you want to view by clicking on the

at the far left of that persons line. This will highlight the entire row.

Persons

Enter

blank box


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This will bring up theTime Sheet: Data Entry Viewscreen for that specific

employees time. If they have any exception time entered (or if they are a temporary

employee), you will see those numbers entered on the screen.

Display


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Exercise 3: Quota Overview

Step by Step

This exercise will show you how to display absence and attendance quota overviewsfor employees.

You have two options of accessing this transaction:


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1. Use the Menu Path: > >

> > .

OR

2. Use the Transaction code: PT50.

TheQuota Overviewscreen will appear.

1. Type the employee's Personnel number in the Personnel no. field. If you

Quota OverviewTime DataAdministration

Time ManagementHuman Resources


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don't know the employees number, click on that fields to

search for that particular person by first and last name.

2. Press on your keyboard. That employees information will be displayed

on the screen.

3. Click on the tab to view a summary of various absence quota

types.

drop-down box

Enter

Absence Quota


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Lets expand on what the columns in the Absence Quota tab mean:

Entitl. = The amount of time to which an employee is entitled.Rem. = The remaining balance on a quota.Requested = Time the employee has requested off.Compensated = The amount of compensation sold.

4. Click the green button to return to the Easy Access Menu screen.back arrow


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Module 4

Skill Check Viewing Employee Time and Quotas

48

1. What is the Transaction code for displaying employee time by organizational structure?

2. What is the Transaction code for displaying time sheet data?

3. What is the Transaction code for viewing a quota overview?


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Using Variants

Knowing what variants are and howto use them will increase the

participants efficiency when usingthe system to perform such functions

as time entry and approval.

Objectives:

1. Navigate to a time entry or approval

transaction

2. Enter appropriate data

3. Save data into a variant

4. Retrieve variant

SAP

Time Entry

Module

5


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Using Variants

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Variants are time-saving tools in SAP that will allow you to save data you repetitively enter on a

regular basis, and instead of reentering the same data every time, you simply retrieve the variant,

and it plugs all the information in the correct fields for you. Variants are good to use in instances

where you enter time for a variety of people who are all assigned to different organizational units

Exercise 1: Creating a Time Entry Variant

Step by Step


> > .

OR


TheTime Sheet: Initial Screenwill display.

What are Variants?

Key Points

Time Management

EnterTime DataTime Sheet

Human Resources


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Using Variants

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3. Click the in the Data Entry Profile field, and from the menu,

choose , then press Enter.

drop-down box

TS-OKC


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Using Variants

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4. Click the Settings icon .

5. Select the Persons tab.


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Using Variants

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6. Click in the radio button next to Report pers. select, then hit Enter.

You will be returned to theTime Sheet: Initial Screen.

Persons Tab

Report pers. select.


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Using Variants

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7. Click on the button towards the bottom of the screen.

ThePersonnel Number Selection for Fast Data Entryscreen will appear:

Person Selection


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Using Variants

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8. In the Personnel Number field, click on the Multiple Selections button to the far righton

that line .

A Multiple Selection window will appear, allowing you to enter in a variety of personnelnumbers.


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Using Variants

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9. Enter one personnel number per line. When finished, click .

You will be returned to thePersonnel Number Selection for Fast Data Entryscreen.

10. Click then then at the top of your screen.

Copy

Goto Variants Save as Variant


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Using Variants

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TheVariant Attributesscreen will appear:


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Using Variants

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11. In the Variant Name field, give your variant a short, unique name.

12. In the Meaning field, type a short description that will later aid in identifyingthe variant.

13. Click the floppy disk icon to save your variant data .

You will be returned to thePersonnel Number Selection for Fast Data Entryscreen.

11.

12.


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Using Variants

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14. Click the Execute button .

You will now be returned to the Time Sheet: Initial Screen, where all the personnelnumbers you entered should be displayed. Proceed with entering time as usual byhighlighting those for whom you need to enter time, and then clicking on the Pencil icon.

Click toenter

times


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Using Variants

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Exercise 2: Retrieving a Time Entry Variant

Step by Step

Next time you return to CAT2, you will want to retrieve the variant you created earlier.Follow these steps to do so.

1. Go to transaction CAT2.

2. In the Data Entry Profile field, type TS-OKC, the press Enter.

3. Click the Settings icon .

The Settings dialog box will appear:


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Using Variants

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4. Click the Persons tab.

The Persons tab data will appear:

Persons tab


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Using Variants

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5. Select the radio button next to Report pers. select.

6. Tab down to the Variant sel. report field, and type in the name you gave your variant,then hit Enter.

You will be returned to the Time Sheet: Initial Screen, where all the pers. numbers included

in your variant should be displayed. Proceed with entering time as you always do.


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Using Variants

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Exercise 3: Creating a Time Approval Variant

Step by Step

If you create a time entry variant, you will also need to create a time approval variant thatmirrors the same data. Otherwise, you can use time approval variants to simplify theprocess of approving time for your org. unit. Follow the steps below to create your variant.

1. Go to transaction CAPS.

TheTime Sheet: Approve Times (Selection by Master Data)screen will appear:


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Using Variants

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2. In the Other Period field, type in a date range for which to approve time.

3. In the Employment Status field, type 3 (or click the drop-down box for the menu3is the number used for Active Employees).

4. If you are creating a time approval variant to mirror a time entry variant, click the

Multiple Selections button at the far right of the Personnel number line. When

the Multiple Selections dialog box appears, type one pers. number per line. Click the

Copy button when you are finished. Continue with step 5 below.

OR

4. If you are creating a variant for just your organizational unit, ignore step 4 above.Move down to the Organizational Unit field on the Time Sheet: Approve Timesscreen.Type your Org. Unit number in the field.

5. Scroll down until you see the Options section of the screen:

6. Click the radio button next to Display all days and pers. nos.

7. Select the box next to Immediate transfer to HR.

8. Click the drop-down box in the Layout field and choose /ZA-OKC.


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9. Scroll back up to the top and from the Menu Bar, select then

then .

TheVariant Attributesscreen will appear:

10. In the Variant Name field, type a name for the variant.

11. In the Meaning field, type a description of the variant.

Goto Variants

Save as Variant


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12. Click the floppy disk to save your data .

You will be returned to the Time Sheet: Approve Times screen, and there will be astatus message at the bottom telling you that your variant was saved.

13. To approve times, simply click the Execute button at the top to continue the process.

Exercise 4: Retrieving a Time Approval Variant

Step by Step

The next time you need to approve times, you will need to retrieve your variant. Follow thesteps below to do so.

1. Go to transaction CAPS.

The Time Sheet: Approve Times (Selection by Master Data) screen will appear:


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2. From the Menu Bar, select then then .

TheFind Variantdialog box will appear:

Goto GetVariants


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3. In the Variant field, type the name of your variant.

4. Delete any name in the Created By field (this is because if you happened to createthe variant under anothers user id, no variant will appear if your user id is listed).

5. Click the Execute button in the bottom left corner of the box.

Your data should be populated in the appropriate fields when you are returned to theTimeSheet: Approve Timesscreen.

6. Click the Execute button to execute the approval screen, and approve time as usual.


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Glossary of Terms

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A-C

CATS-Cross Application TimeSheet

Contract Salary Alsoreferred to as base pay, this isthe basic annual amount of anemployees contract.

D-E

Employee Group Anorganizational entity governedby specific Personnelrequirements.

Employee Subgroup Asubgrouping of employeegroups.

Exception Time-Time workedoutside the planned workingschedule.

F-I

Infotype Think of these asdifferent forms in your

employee file. For example,you need a personal detailsform, a payroll form, a taxform, etc. Infotypes arecategories of informationgrouped together in a way thatmakes sense for a HR user.

J

Job- A combination of functionand job class of OCAS codes.For example, Function1000=Instruction, and Jobclass 630=ElementaryTeacher. The job number1000630 would be used toconstruct the job ElementaryTeacher.

K-L

Leave Compensation-Financial compensation forleave entitlement that hasntbeen used.

Leave Entitlement-Thenumber of days or hours ofleave to which an employee isentitled once employed by anorganization for a specificperiod of time.

M-O

Organizational Structure-Arepresentation oforganizational hierarchy andemployee relationshipscomposed of the followingsubstructures: enterprise


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structure, personnel structure,pay scale structure, and wagetype structure.

Organizational Unit-Adepartment, school, or sitenumber used in SAP.

P

Part Time Employee-A personworking 20 or more hours whois benefit eligible.

Personnel Number-Randomnumbers assigned to eachemployee by SAP for thepurpose of retrieving records.Best business practicesrecommend keeping socialsecurity numbers confidential.

Planned Working Time-How

the start and end of a workperiod is specified.

Q-R

Regular Employee-Anemployee working 30 or morehours who is benefit eligible.

S-V

Variant-A variant is a group ofselection criteria that you canenter into the selection screen

and save. You can then usethese variants every time if youchoose to do so in place of thedefault screen search.

W-Z

Wage Type-Payments and/ordeductions each with a specificdefinition.

Work Schedule Rule-A periodwork schedule defines thenumber of hours worked by anemployee within a period andthe distribution of those hours.There is one work scheduleitem for each day of the period.


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