Food and Nutrition Service Payroll Support and Time Recording.

Food and Nutrition ServiceFood and Nutrition ServicePayroll Support and Time RecordingPayroll Support and Time Recording

F&NS Payroll Support & Time Recording 2

At the end of this course, participants will be able to: Describe payroll Create absences and attendance Interpret basic payroll data Execute relevant reports

Course Objectives


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


Transaction 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)

PA20 Display Employee Data – view only version of an employee’s infotypes and subtypes

PUOC_10 Display Off-cycle Workbench (pay statements)


Infotypes

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


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

PT50: Quota Overview


The employee’s information displays:


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The Absence quotas tab displays the detailed quota information:


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The Accrual information tab displays the detailed accrual information:


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

Sick leave remaining Vacation leave remaining Military leave remaining

Demonstration



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

Simulation



You want to verify the amount of leave Mary Jackson has available. Using transaction PT50, enter her personnel number from the data sheet and find the following:

Sick leave remaining Military leave

Exercise


CAT2: 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

Secondary Position – time entered for the employee’s secondary position/assignment


CAT2: Record Working Times – No Cost Override

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

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1


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


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Record time for employees:

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12 13 14


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Record time for employees:16



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

Demonstration



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

Simulation



You need to enter time for Mary Jackson. Using transaction CAT2, select her personnel number and enter the following time:

Monday: 2.5 SCK, 1.75 PLV Tuesday: 4.25 PLV Thursday: 2.0 OTP (special function)

Exercise


Instructions for Adding Text in CATS Timesheet








CAT2: Record Working Times – Secondary Positions

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3



Record time for employees:

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Record time for employee:

1213

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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

Demonstration



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

Simulation



You need to enter time for the additional assignment for Yvonne Hilliard. Using transaction CAT2, select her personnel number and enter the following time for Monday of this week:

RGR = 5.25 hours

Exercise


CAT2: Record Working Times-Changes/Deletions

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2

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



CAT2: Record Working Times – Changes/Deletions

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Note the time entered for Monday, January 28th:

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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

Demonstration



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

Simulation



You need to modify the time entered for Mary Jackson. Using transaction CAT2, select her personnel number and change the following:

Tuesday: 4.25 PLV – Delete hours Thursday: 2.0 OTP – Change to 2.5 hours (special function)

Exercise


CAT2: 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

Payroll Support Payroll Support


Transaction 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


PA20: Display HR Master Data

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Object Manager

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Object Manager


Infotype 0007: Planned Working Time

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1


Infotype 0014: Recurring Payments/Deductions

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Infotype 0015: Additional Payments

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Infotype 0019: Monitoring of Tasks

1


Infotype 0041: Date Specifications

1 2


Infotype 0554: Hourly Rate per Assignment

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Infotype 2001: Absences

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Infotype 2002: Attendances

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Infotype 0008: Basic Pay

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5


Infotype 0008: Basic Pay Details


Key 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 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 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


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 – Standard 196-day Calendar for 2007-08


August 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

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30292827262524

23222120191817

16151413121110

9876543

SFTWTMS ⌂

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Sample First Pay Date Information in School Year 2008-09


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 Workbench

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PUOC_10: Off-cycle Workbench Pay Statement (DRAFT)

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PUOC_10: Off-cycle WorkbenchPay Statement (DRAFT)

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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.

Simulation


Questions?

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)

Lesson Objectives

NEW! All reports will be available via the BRITE Portal!


CADO: Display Time Sheet Data

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Note the changes:


Demonstration


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.

Simulation



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.

Exercise


ZTIM: 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:Retroactive Changes to Time Data

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ZHTM_TIMEDATA_CHNG:Retroactive Changes to Time Data

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S_AHR_61018660: Attendance/Absence Data

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S_AHR_61018660: Attendance/Absence Data

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ZHPY_PAY59: Gross and Net Earnings (Zearnings)

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ZHPY_PAY59: Gross and Net Earnings

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Portal Reporting: Navigation (DRAFT)

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

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Reports will be grouped into functional areas.

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Drill down within the report area to access the required report.

For this example, we’ll select Flexible Employee Data.

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Select report criteria through the Variable Entry screen.

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

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The Flexible Employee Data report displays:

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Note the changes to the Row selection:

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Note the changes to Row order:

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Note the changes to the Rows displayed:

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To save the layout for the report:

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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.

Simulation


Questions?

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Food and Nutrition Service Payroll Support and Time Recording.

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