Concepts Time Mgt

8/8/2019 Concepts Time Mgt

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Concepts Overview

The OnePurdue system will introduce new

concepts and terminology to clients.

Clients are eager to learn about the newconcepts.

Time Management is part of the HumanResources team.

Review Time Management BasicProcesses.


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General Information

What is Time Management?

Time Management creates a structure that

illustrates: How biweekly time data is recorded at a

decentralized or distributed level

How QUOTAS (paid time off, like vacation leave) are

reported and maintained How absences for short term leaves are reported

How absence and attendance time data is processedand transferred to payroll

How the Family Medical Leave Workbench operatesto determine eligibility according to FMLA law andPurdue policy


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Time Management InfotypeExamples

Absences = IT2001

Attendances = Infotype 2002

Absence Quotas = IT 2006

Wage Type = IT 2010

Quota Corrections = Info Type 2013


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Policies Impacted

IV.5.8 Human Resource policy "Wage AdministrationPolicies for Clerical/Service Staff and Operations/Technical

Assistants, revised March 1, 2006. All non-exempt employees (EXCEPT POLICE AND FIRE) incur overtime if in pay

status greater than 8 hours a day OR more than 40 hours a week. Legacy 40/70 A staff included in the definition as of March 1, 2006. VPBS/Business Office Memorandum #175 has been superseded by IV.5.8.

C-46Revised and New Leave of Absence Policies forFaculty, Continuing Lecturers, and Administrative andProfessional Staff II.3.b pay status less than fifteen calendar days will be prorated to half of

monthly accrual; not nearest day.

Potential change - Shift Differential may be paid without being on the shift forgreater than 10 days, as stated in current procedure Pay Rates/ScalesUniversity Pay Guidelines and Approval Policy at URLhttp://www.purdue.edu/hr/BPM/HR_Index/payrasc.htm.


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Concepts Overview - TimeManagement

Enables flexible representation of all personnel

procedures involved in recording and evaluatingemployee time data

Work Schedules

Recording of Attendance and Absences

Time Data Collection

Vacation, Sick, Personal Holiday, and Personal

Business Days Leave AccrualTime Evaluation

FMLA Workbench


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Time Management

Record... Valuate... Use...working times

Time Accounts Capacity

Planning

Cross-Application

Time Sheet

Employee

Self-Services

Time Administrators

Time Recording

Systems

Incentive Wages

Payroll

Cost Assignment

ActivityAllocation

Training and

EventsManagement

Working timeregulations,

attendances/absences,substitutions

Working timeregulations,

attendances/absences,substitutions


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Concepts Overview Time

Management Changes

Employees must be hired in the system before time datacan be entered (NO MORE YELLOW TIME SLIPSNO

MORE WHITE TIME SLIPS EITHER!) Costing Distribution Separate from time data entry

Time Administrator linked every individual employee

Decentralized time data entry and audit

Quotas will be maintained in the system for both biweeklyand monthly paid employees

Quota maintenance exception: sick leave for monthly,legacy 40A/70A employees and graduate students

FMLA absences tracking using timecard entry

Time Evaluation results in error/warning messages thatmust be reviewed and corrected before final payrollprocessing


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Planned Working Times

Infotype 0007

Define Work Patterns

Identify Time Management Status

Identify Working Week

Identify Normal Shift Code Shift Differential NOT part of basic pay rate

Identify Working time; i.e. Employment Percenton IT0007 is NOT your FTE%

No Public Holiday Calendar Applied


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Time Management Status

Negative Pay Employees (Salary - Monthly)Paid according to their work schedule Only record exceptions (e.g. Sick, Vacation)

Positive Pay Employees (Hourly Bi-weekly)Paid for hours recorded All hours worked and exceptions are recorded


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Additional Time ID (Shift

Code)

First Responder combined with 3rd shift$ 0.65First ResponderF3

First Responder combined with 2nd shift$ 0.65First ResponderF2

First Responder-WL Campus only$ 0.20First ResponderF1

Desk Clerk combined with 3rd shift-WL campus only$ 0.95DeskD3

Desk Clerk combined with 2nd shift-WL campus only$ 0.95DeskD2

Desk Clerk at PMU-WL campus only$ 0.50DeskD1

FT. Wayne$ 0.303rd03

FT. Wayne$ 0.202nd02

N.C. night shift & F.W. if work 3rd shift$ 0.303rd03

N.C. pm shift & F.W. if work evening shift$ 0.202nd02

Calumet 3rd shift$ 0.503rd03

Calumet 2nd shift and Police$ 0.252nd02

PU policy standard$ 0.453rd03

PU policy standard$ 0.452nd02

First Shift-no differential$ -1st01

DescriptionAmountShiftAdditional Time ID


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Planned Working Times

Shift Code=Additional Time ID

NOT YOUR FTE%

BWSTAND = 7 days 12 hours/day

Time Status 9 includesSalaried ExemptWL BW Firemen

FW Police


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Absence and Attendance

Types

Absence types, IT2001, are used to record paid

or unpaidhours that an employee did not work. Vacation

Sick Employee

Approved UNPAID Time Off

Attendance types, IT2002, are used to recordthe actual hours worked by an employee.

Attendance Hours

Overtime


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Absence Codes

Record Paid Absences Automated quota balances

SE for Sick Employee

SF for sick leave for qualified family member

Record UNPAID Absences Tracking for FMLA, Unpaid Time Off

Record Unique Codes for FMLA Needed especially for intermittent FMLA leaves

Quota balances reduced as needed

Codes: FMUP, FMH, FMPH, FMPB, FMSE, FMSF, FMV


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Absence Codes

Supplement 3rd shift paid absence premium/differential only-use with another paid absence codeSPA3

Supplement 2nd shift paid absence premium/differential only-use with another paid absence codeSPA2

Workers Comp - Paid -initial injury, subsequent doctor visitsWC

VacationV

Unapproved Absence - UnpaidUN

Sick Leave - FamilySFSick Leave - Employee's illnessSE

Personal HolidayPH

Personal Business Days - Paid - currently 3 days/fyPBD

Other Leave - PaidOL

Military Leave - UnpaidMIUP

Military Leave - Paid 15 daysMIPD

Mutually acceptable leave of absence - UNPAIDMALU

Holiday - PaidH

FMLA USING VacationFMV

FMLA USING Sick Leave - FamilyFMSF

FMLA USING Sick Leave - Employee's illnessFMSE

FMLA USING Personal Business Days - PaidFMPB

FMLA USING Personal HolidayFMPH

FMLA USING Holiday PaidFMH

FMLA UnpaidFMUP

Bereavement Leave PaidBV

Approved UNPAID Time OffABUP


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Attendance Codes Report A code for Regular Hours Worked

Report OT code for Overtime Hours Worked

Assign dollar amounts to special codes while stillreporting HOURS WORKED in CATS PUSH - $55 for exempt physicians VHCB - $22 for exempt veterinary call back pay

Calculate dollar amount for special codes while stillreporting HOURS XMHW Exempt regular rate (Nurses)

Allow shift differentials to be occasionallyapplied to basepay rate (A2, A3, VTSD)

Allow shift differentials to be occasionallyapplied toovertime rate (OT2, OT3, VTSO)


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Current Time Entry

Methods

Manual data entry into Payroll from Time

Slips

Work in Process (via entry into PPWP)


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Time Entry With OnePurdue

CATS Cross Application Time Sheet

Data Entry Profiles Timekeepers (Time Administrators)

On the Horizon for Pilot Areas - ESS

Employee Self Service Utilizes CATS data entry screen

On the Horizon for HFS - Card SwipeSystem

Data will be imported into CATS


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Why Have Data Entry Profiles?

Control Background Financial Costing

(Only Physical Facilities should use CATS Work OrderProfiles)

Control Data Entry Fields Facilitate faster data entry

Set Default Values Column Width Attendance Type Number of Days Displayed

Data released upon saving

Define Workflow Instructions


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CATS Cross Application

Time Sheet

Data Entry Profiles IBW Individual Biweekly_Workflow to Supervisor

IBWTA Individual Biweekly_Workflow to Time Admin IBWWO Individual BW & MO with Work Order_WkFlow to Supv

IBWWOTA Individual BW & MO with Work Order_WF to TimeAdm

IMO Individual Monthly_Workflow to Supervisor

IMOTA Individual Monthly_Workflow to Time Administrator ITA Individual Time Admin Self Data Entry

TABW Time Admin Biweekly

TABWCOST Time Admin Biweekly With Full Costing Fields

TABWWO Time Admin BW & MO with Work Order

TABWWTRO Time Admin Biweekly w/ wage types_ ro for Vet/Athl TAMO Time Admin Monthly

TAMOWT Time Admin Monthly for Vet Farm Calls-WaType


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Initial Screen to Select CATS

Profile (TABW used here)


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CATS-Data entry view for the

time administrator (TABW)


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CATS-TABWCOST Profile

3 New

Columns

Allows costoverrides to MasterData or Infotype 27


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CATS-TABWWO Profile

Activity Type and Activity relate to Work-in-

Process (PF Work orders)


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CATS-TABWWTRO Profile

Example: WageType code(example 1197for TIPS at PMU) Example: Valuation

Basis used for RateOverrides (Hall ofMusic Usher andHead Usher-onlyone PERNR/positionin OnePurdue)

2 NewColumns


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CATS-TAMOWT Profile

Wage Types can be used formonthly exempt (example:1161 Veterinary Farm CallCommission Payments)

New Column


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Costing Priority in CATS as an

override, IT0027, and MasterCost Center

Costing Distribution

for salaries andwages priority

1) Master Cost

Center on IT00012) Distribution

created on IT0027

3) Overridedistribution in CATS

supersedes IT0001

and IT0027


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CATS Cross Application Time

Sheet Time Administrator

Time Administrator Role Examples A01 Calumet Primary Person A01 Calumet Backup A02 Calumet Primary Person A02 Calumet Backup

Multiple people can hold a role and one person canhold multiple roles.

Security associated with Time Admin Role and Position.

Employee Self Service Portals for PILOTS will UtilizeCATS data entry screen


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Infotype 0001 Contains

Time Administrator

The TimeAdministrator

linked toEmployee 700

is D01


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Time Entry Approvals

SAP will allow a supervisor or timekeeper

to review and approve all time processedby CATS.

SAP utilizes an electronic time/day stamp

for supervisor sign-off.


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Pilot Areas-CATS Spreadsheet

in a Release View

After data entry, simply click the releaseview button at the bottom, highlight therow of time data and click the lock to

release the time. Save data upon exitingscreen.


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Example of CATS Approval

Screen

Notice yellow triangle

shape status symbol


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Example of CATS Approval

Screen

NoticeApprovalStatus

Changed toApproved


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Missing Time Report

This report identifies any

regular employee who does nothave (80 hours x FTE%)reported in CATS for the

selected pay period.


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Display Working Times

Report from CATS Data

TimeAdministrators

can reviewtheir data

entry

from this

standard

report.

The datacan also

be

summarized

formanagement

review.


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Time Transfer

Provides CATS data for Further

Processing Human Resources Payroll

Finance Plant Maintenance Work Orders

Runs at least nightly Automated Scheduling

On Demand Scheduling as Central Payroll

Requires


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Time Evaluation

Time Evaluation is the process of reading

and processing time data passed by CATS During processing, the following are

addressed: Recalculation Variance from Planned Working Time

Quotas

Time Type to Wage Type

The results of Time Evaluation are passedto Payroll to calculate Gross Pay


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Time Evaluation

HR Master Data

Time Evaluation

Absences and

Attendances

Planned Working

Time

Time Wage

TypesTime Accounts Messages Quotas


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Time Evaluation Time Wage

Types


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Time Evaluation Error

Messages


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Time Evaluation

Recalculation

Time Evaluation can recalculate time data

Recalculation is needed when master datais changed

Initially, the earliest recalculation datewill be the Go Live date


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Time Evaluation

Retroactive Adjustments

Rate of Pay Error Basic Pay corrected with personnel action

No need to obtain hours paid at incorrect rate Effective date of personnel action applies difference in

pay

Incorrect absence/attendance code used inprevious pay period Code and hours corrected in CATS

Pay and Quota balances automatically updated

Limit on retroactive periods available in CATS

Shared Service Teams or Central Payroll will correctwhen outside of retroactive period parameter


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Quotas

Accrued or earned time paid time off

Sick Leave Accruals

Vacation

Personal Business Days

Personal Holiday

Th Ab Q


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The Absence Quotas

Infotype (2006) Manages leave balances

Supervisors must approve usage

Work Schedules control upper limit of daily deductions

Supervisors/time administrators must control lower limitof daily deductions

Concurrent employment will result in multiple leavebalances

No Legacy Leave Report

Hours becomes common denominator or basis for all

Exempt (monthly staff report HOURS that are equivalent to of their workday per FLSA requirements)no policychange

b (


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Absence Quota Report (Leave

Report) Multiple Employees


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Absence Quota Details

Monthly and Biweekly maintained on-line, nonegative balances allowed during CATS dataentry Vacation

Monthly and non-exempt professionals partial month proratedto half of monthly accrual; not nearest day

Personal Holiday Accrued hours available July 1 through June 30

Probationary 90 days must be met before accrual

Personal Business Days Accrued hours available upon first day of employment


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Sick Absence Quota Details

Biweekly

Record Absences in CATS Edit check to prevent negative balance during data entry Balance maintained on-line

Monthly (Including legacy 40A/70A and faculty) Record Absences in CATS Entitlement posted monthly to allow maximum usage Balance inaccurate in System USAGE TRACKING IS ACCURATE MAINTAIN SICK QUOTA BALANCE OFF-LINE

Graduate Students Record Absences in CATS USAGE TRACKING IS ACCURATE Balance allowed to go negative in System Supervisor/business office oversight required once negative

Unpaid Leave Recording


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Unpaid Leave Recording-

NO Quota Provides mechanism for occasional unpaid absence

hours and UNPAID Absence hours related to Personnel

Actions for approved Leave Of Absencesin CATS

Recorded unpaid absences change salaried (Exempt,Biweekly Firemen and Fort Wayne Police) employees pay

Recorded unpaid absences prevent biweekly employees

from appearing on Missing Time Report

Enables FMLA Leave Tracking - ALL Absences (paidAND unpaid) related to Approved FMLA Leaves must bereported for Hourly paid and Salaried staff

Assists in monitoring Unpaid Leave

Quota Overview for an


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Quota Overview for an

Individual Employee

Quota Corrections


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Quota Corrections

IT 2013

Select absence

quota type

EnterCorrection

Data

Controls thetiming of the

correction

processing

Time Management FMLA


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Time Management FMLA

Workbench

OnePurdue delivers a process called

FMLA Workbench FMLA Workbench uses standard FMLA

rules to determine eligibility


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FMLA Workbench

Employees still required to complete FMLArequest forms

FMLA Workbench Administrator checks foremployee eligibility

Unique absence codes to help identify time usedon intermittent FMLA leaves

Record keeping uses leave actions and absencecodes to document FMLA occurrence

Eligibility will have to be manually overridden forthe first year


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FMLA Rules

FMLA Workbench


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FMLA Workbench

Assigning Absences

FMLA Workbench FMLA


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FMLA Workbench FMLA

Detail Report

Time Management


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Time Management

Process Overview

Responsibilities

Processing Steps

Time Management Shared


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Time Management Shared

Responsibilities

Business Office Staff-submission of data,

data entry, audit, report and review Shared Service Teams-data entry, audit,

review, and report

Central Administration-process controland production, trouble shoot, audit,review, and report

TM Biweekly Processing Steps


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for Time Administrators

1. Run Campus Timecard Report to produce timecards,labels or distribution report as needed.

2. Distribute timecards to biweekly employees.

3. Collect approved and certified timecards at end of payperiod with employee and supervisor signatures.

4. Review time cards for appropriate application of human

resource policies.

5. Enter time card data into OnePurdue CATS screen usingappropriate profile.

6. Notify staff of any changes to time card due toadherence to policy or lack of quota.



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ee y ocess g Steps

for Time Administrators(Cont.)

7. Calculate total hours recorded, total overtime hours andtime card count for time data being entered into CATS.Suggest a calculator tape showing this information.

8. Run Missing Time Report.

9. Correct missing time errors.

10. Run Display Working Times Report variant by Employeeand verify data entry.

11. Correct time data entry errors.

12. Run Display Working Times Report variant by A/A type.

13. Compare manual calculation of total hours, overtime

hours and number of cards to Working Times Report AAvariant.

14. Correct time data entry errors.



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15. Enter changes to cost distribution (Infotype 0027)reported on time card.

16. Run Cost Distribution Change Report.17. Correct cost distribution and/or data entry errors.

18. Run Time Evaluation Messages Report the following day.

19. Review all warnings and correct evaluation warnings, ifnecessary.

20. Re-run Missing Time Report, Display Working TimesReport variant by A/A type, Cost Distribution ChangeReport (if changes) for audit documentation.



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21. Compare final reports verifying total hours, overtimehours and cost distribution with source (actual revisedtime cards).

22. File reports in item 20 above, calculator tape, and timecards.

23. Run optional reports as operationally desired: Display Absence Quota Information Cumulated Time Evaluation Results for wage types and shift differentials

generated Time Statement Cost Distribution by organizational unit, fund or cost center grouping

24. Run System Suspense and Cost Distribution Report at AllLevels AFTER payroll processing posts charges to

accounting.25. Submit corrections to Infotype 0027 following post cost

distribution procedures, as necessary.

TM Processing Steps for FMLA LeaveAdministrators on a Shared Service


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Administrators on a Shared Service

Team or in a Central Office

1. Assist supervisor or employee inmailing/completing/processing the paper FMLA request forms.

2. Receive completed paper forms.

3. Determine eligibility (final determination by FMLAadministrator in central or shared service team office which willrequire system override in first year due to lack of hoursworked history in OnePurdue).

4. Deny Claim or Create Request in OnePurdue FMLA Workbench.

5. Track FMLA Hours/Days using Workbench and absencesrecorded in CATS.

6. Communicate with Time Administrator regarding absencerecording.

7. Follow-up with Return, Other Long Term leave processing orTermination.

8. Assist in resolution of policy questions and issues.

TM Processing at Central


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Office

Schedule time transfer and timeevaluation processing.

Assure errors and warnings are correctedand reviewed.

Provide Troubleshooting assistance andproblem resolution.

Develop report variants.

Time Management Role


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Overview

A Role grants authorization to process specifictransactions in the OnePurdue system.

All roles will be stored on positions.

All employees who hold positions that carry therole will inherit the authorization to process thespecified transactions.

One or multiple positions can carry the samerole.

One position can carry multiple roles.

Time Management Roles


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Time Management Roles

Time Administrator

FMLA Leave Administrator

Employee

Supervisor

Time Administrator Role


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Time Administrator Role

The Time Administrator role will have capabilities to enter,review, correct, release and approve time data foremployees assigned to them.

This role will have some reporting capability to runworking time reports, time statements, quota balancesand time evaluation warning/error messages.

Time Administrators will be able to test the FMLAeligibility of employees.

Hundreds of individuals (formerly payroll clerks, accountclerks, supervisors, account assistants, businessmanagers) will have these roles.

Time entry will be completed by decentralized timeadministrators; NOT central payroll in Freehafer.

Family Medical Leave Act LeaveAdministrator Role


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Administrator Role

The FMLA Leave Administrator will havecapabilities to create, display, change and delete

data related to FMLA leave requests.

The FMLA Leave Administrator will use theWorkbench to assign absences to approved

leaves.

The role with have basic reporting capabilities.

This role will have some enhanced reporting

capability to run special FMLA report summaries.

Employee Role PILOTS


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Employee Role PILOTS

The Employee role in PILOT areas will have capabilities toenter and release time data.

The employee can enter (and save) time data daily.

The employee will release the time data to theirsupervisor/time administrator when timecards arenormally submitted at the end of the pay period.

This role will have some reporting capability to runworking time reports, time statements, and quotabalances for themselves.

Time Administrators will still be able to release, audit,

review and correct time data approved by supervisors withappropriate role security (i.e., time administratorassignments).

Supervisor Role PILOTS


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Supervisor Role PILOTS

The Supervisor role in PILOT areas will havecapabilities to enter, review, correct, release and

approve time data for employees assigned tothem.

This role will have some reporting capability torun working time reports, time statements,

quota balances and time evaluationwarning/error messages.

Time Administrators will still be able to audit,

review and correct time data approved bysupervisors with appropriate role security (i.e.,time administrator assignments).

Resources


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Resources

To learn more about time managementobjects, go to the following Web page:

http://www.purdue.edu/onepurdue/training/index.shtml

Questions?


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Q

Questions?

Questions?

Questions?


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Documents

Concepts Time Mgt