Time Managementsection

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TIME MANAGEMENT

Time Management in IRIS supports processes for recording, reporting, and evaluating

employee time and attendance. The Cross Application Time Sheet (CATS) interface isused for time entry, approval, and transfer of time functions.

Features such as the Holiday Calendar (University-defined), Planned Working Time, and

Work Schedules and Work Schedule Rules contribute to automation of time andattendance recordkeeping.

The process of Time Evaluation examines each employees time data in light of

institutional policies and federal and state requirements. Automated processes includeovertime calculation and maintenance of accrual quotas.

Time Entry Process Guide

Tips and Reminders

Important Infotypes in Time Management

Holiday Calendar Information

Work Schedule and Work Schedule Rule

Quotas

Quota Overview (PT50)

Display Absence Quota (PT_QTA10)

Quota Compensation Payouts (IT0416)

Time Entry, Approval and Transfer

Instructions for Time Entry (CAT2)

Using Target Hours for Easy Entry

Variant for Time Entry

Holiday Note

Approve Working Times (CATS_APPR_LITE)

Variant for Time Approval

Time Transfer (ZCAT6)

Variant for Time Transfer

Display Working Times (CATS_DA)

Time Transfer Verification (ZVERXFER)

Reports
http://www.uky.edu/IRIS/HR/reports.htmlhttp://www.uky.edu/IRIS/HR/timeentryprocessguide.html


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TIME MANAGEMENT Section, Created September 12, 2006 Page 2 of 36

Tips and Reminders

For Time Entry (CAT2):

1. Use the Further Selections button to expand selection criteria for the Selection area of

the screen. Click on the Org Structure button to choose all employees in thedepartment.

2. When saving a variant, use the Org Unit number as the first part of the variant name.This will make it easier to locate the variant when performing a search.

3. When entering time in CAT2, the system will allow any number of hours worked to beentered. However, leave time entries are dependent on the Work Schedule Rule for the

assignment. For example, the system will allow a maximum of 8 hours of leave to beentered on a scheduled work day for an employee whose work schedule rule is Monday

through Friday, 8 hours per day.

4. To add a line for time entry, click on the employees name and click the add lineicon.

5. Click the Check Entries icon to verify the time entered. For example, if hours wereentered on a scheduled holiday or if hours beyond the work schedule rule were entered, a

warning message will display at the bottom of the screen.


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6. The arrow icons will scroll the CAT2 screen forward or backward two full payperiods.


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For Time Approval (CATS_APPR_LITE):

1. A variant can be established for this process.

2. Selection fields can be added to the Selection Criteria section of the screen by clicking

on the Selection Fields icon.

3. Select rows to be approved by clicking on the first record, holding the shift key, and

clicking the last record to highlight the rows. Then click the Approve icon.

You can also click the first record, hold Control key, and press A to select all records.


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For Time Transfer (ZCAT6):

1. Repeat Transfer can be completed if changes were made after the initial transfer wasmade.

When processing the Repeat Transfer, click the Repeat Transfer button before entering

the personnel numbers.

2. The ZVERXFERtransaction can be used to verify time that has been transferred.

Be sure to check the Display Transferred Time and the Display Time Not Transferred

boxes.

3. An error message indicating a collision means that there are two sets of time entered on

the same day (example: 8 hours TDL and 8 hours Vacation). To correct, go back to thetimesheet (CAT2) and remove the incorrect hours. Then approve and transfer the timeagain.


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For CATS_DA:

1. Click the yellow arrow to expand the icon row.

2. Click this arrow to minimize the icon row.

3. Click the Export icon to transfer the data to an Excel spreadsheet.


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Important Infotypes in Time Management

Planned Working Time (0007)

Absences (2001)

Attendances (2002)

Employee Remuneration Info (2010)

Quota Corrections (2013) (Employee Relations only)

Time Quota Compensation (0416)


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Holiday Calendar and Holiday Pay Information

The Holiday Calendar defined in IRIS reflects the Universitys calendar of holidays, including

bonus days. The system works on the assumption that staff members who are eligible for paid

holidays will be paid at the regular rate of pay. Exempt employees are paid their regular salary,regardless of holidays on the calendar. When payroll is posted to FI, however, holiday pay will be

posted as such. Non-exempt employees who are full-time and eligible for holiday pay will be

credited automatically on the holiday and paid the full-time equivalent for it. Part-time non-

exempt employees will be credited and paid the appropriate part-time equivalent of holiday pay.

For several reasons, some employees must work on official University holiday dates. Thefollowing steps can help time administrators with the management of holiday time and usage.

To turn off holiday pay (when an employee is not eligible), use attendance code 1015,

Holiday-No Pay on the date of the holiday, and enter at least one hour of time .

To reschedule the holiday hours as though there were no holiday, use attendance code 1016,Holiday-Rescheduled, and enter at least one hour of time. This time entry will cause the

holiday hours to be banked in the Holiday quota for use at a later time and will result in nopayment for the hours of the holiday at that time.

IfHours Worked are entered on a holiday for an eligible employee, the employee will bepaid for the hours worked and any holiday hours necessary to make up the full-time

equivalent for the day. All of these hours will count toward retirement hours, as well asovertime for the week.

Any excess holiday hours, up to the FTE, will be banked for use later.

To use these banked hours, use absence code 7160-Holiday in Lieu. Since it is possible to

take the holiday hours early, i.e., before the actual holiday date, this bank, or quota, isallowed to go negative.

Managers and time administrators can use T Code PT_QTA10 to see which employees havenon-zero holiday quotas.


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Work Schedule and Work Schedule Rule Information

The Work Schedule and Work Schedule Rule found on Planned Working Time (Infotype 0007)

determine which days an employee is normally scheduled to work. For most employees, this

defaults to a standard 7.5 or 8 hours per day, Monday-Friday. With such a schedule, the hours canbe used to complete the t imesheet and make necessary corrections or changes for TDL, Vacation,or other absences. Here are points to remember:

Though Saturday and Sunday are days off, Hours Worked can be entered in CAT2. Leave

time cannot be entered, however, since the employee would not normally be at work onSaturday or Sunday.

Leave time entries are dependent on the Work Schedule Rule. For example, the system will

allow no more than 8 hours of leave to be entered on a scheduled work day for an employeewhose Work Schedule is 8 hours per day, Monday - Friday.

For those employees who work varied schedules, the more traditional Work Schedule can pose a

problem. To accommodate such situations at the University, versions of these fixed Work

Schedules have been created to allow time, as well as leave, to be entered 7 days a week, up tothe appropriate number of hours for the employees. Currently, these flexible schedulesaccommodate 7.5, 8, 10, 12, and 24 hours per day, 7 days a week. With these schedules, leave can

be entered on any of the days on the calendar. The system will still automatically pay employeesfor holidays which fall on the standard (M-F) work days.

Work Schedule Change

Time administrators or business officers change work schedules through a PA40 Action (FTE or

Status Change).

System users who are changing a work schedule must pay careful attention to the effective date

for such change. The Work Schedule change should always become effective on a date forwhich no time has yet been entered. Entering an effective date that occurs in a time period for

which hours have already been entered will result in serious time entry errors.


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Quotas

Quota Overview (PT50)

To view balances and accruals (as well adjustments and converted balances):

1. EnterPT50 in the Command field on the SAP Easy Access screen.

2. ClickDisplay Absence Quotas to see details of vacation and TDL balances.

Entitl: Beginning Balance

Rem: Current Balance

Requested: Time Taken

Ab Quota Types:

01 Current Vacation 02 TDL

04 Legacy (Subject to Loss) Vacation

06 Holiday


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3. Click the Expand button at the bottom of the screen to see further details.

4. Click the Accrual Information tab to view accruals by date.

The first three or four entries on the Accrual Information tab are derived from

information submitted during conversion.

Accruals are granted as soon as the first trial payroll has run.


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Display Absence Quota (PT_QTA10)

This transaction can be used to produce absence reports for departments.

1. If using a variant, be sure to change the Period dates before running the report.

2. Choose which quotas should appear in the report in Quota Selection box.

3. Remember to change Key date fields each time this report is created to obtain thequota availability as of that date. Making the dates the same as the last day of the

payroll cycle will take into account quota accrual and leave use as of the end of thecycle.


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Quota Compensation Payouts (IT0416)

Infotype 0416 is used to create TDL/Vacation payouts forstaffretirement and separation.

(Faculty and Post doctoral scholar payments should be processed using IT2010.)

When an employee retires, the Retirement Action on PA40 will be completed by the Retirement

Office. The payouts will be completed by the department.

Quota Payouts are created using PA30 and can be viewed using PA20. Infotype 0416 is foundunder the UK Time Data Tab. Users can also enter the Infotype in the Direction selection box.

When creating quota payouts, users should review UK policy and procedure to determine

eligibility. The employee may not be eligible for payout of the total balance.

1. To create a record, click the Create icon. Depending upon the type of employee(non-exempt or exempt), an appropriate selection box will appear. The box below

displays choices for non-exempt employees.

2. Choose the appropriate payout type and press Enter.


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3. The appropriate screen will display for the payment chosen. The date in Start field

should be the employees last working day.

The balance available for payment is the amount in the Rem. column.

4. Enter the number of hours to be paid in the No. to compensate field. Press enter andsave.

The record can be viewed for accuracy by clicking on the Eyeglass icon on PA20/PA30.

5. Complete this process for each payment necessary.

NOTE: In order to enter additional payouts, it may be necessary to remove the code from the

STy field in the Direct Selection section of the screen. This code will automatically populate asthe code for the last payout type processed. It will need to be deleted or changed to the correct

code before additional payouts can be entered.


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Time Entry, Approval, and Transfer

Instructions for Time Entry (CAT2)

Personnel responsible for entering time for payroll purposes may choose to do entries for

individual employees or enter for groups of employees. Information on creating a variant to

describe a group of employees is also included in this section.

To complete Time Entry for one employee:

1. EnterCAT2 in the Command field of the SAP Easy Access menu.

2. The Time Sheet: Initial Screen will appear:

3. Click on the Data Entry Profile box and then click on the Possible Entries icon.Double-click on UK Biweekly Time. The Time Sheet: Initial Screen will now have

Bi-weekly selected for the Data Entry Profile Field. Press Enter.


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4. Click on Personnel Selection.

The Personnel Number Selection for Fast Data Entry will then appear.


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5. In the first Period field, key the beginning date of the pay period. Key the ending date of

the pay period in the To field.

6. Enter the Personnel Number.

7. Click at the top left of the screen. The following screen will appear:


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8. In the Key Date field, enter the beginning date of the pay period for time being entered.Click the box to the left of the Personnel Number to highlight the line.

9. Click on the icon on the left side of the screen. This will bring up the Time Sheet:Data Entry View screen.


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10. In the Personnel Number field, enter the Personnel Number exactly as it is listed in

line 1, or position the cursor on the Personnel Number and click the Add Line icon.

11. Click on the A/A Type field on the same line to choose the Absence/Attendance Code.

Click on the to the right of the field.

12. The following screen will appear.

Use the scroll bar or the arrows on the right side of the screen to scroll through the codes

and double-click on the appropriate code.

13. This will take you back to the Time Sheet Data Entry View where the selected A/A

Type code will appear.

NOTE: Only one A/A Type may be entered on one line. A new line must be startedfor each A/A Type.


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14. Note the presence of the target hours for each day of the work week for this employee atthe top of the time sheet. These hours are populated based on the Work Schedule entered

when the employee was hired.

Tab across the fields and enter time that would be paid under A/A Type 1005. If otherA/A types need to be entered, start lines as required and complete entries.

15. Click at the top of the screen to save entries.

Any error and warning messages will be displayed at the bottom of the screen.

For example, if TDL or vacation hours were entered, but the balance is

insufficient to cover the absence, an error message will appear.

If this happens, click the at the top of the screen to change the form back to

data entry so that corrections can be made.

If the line needs to be deleted, right-click on the line and chose Delete Line.

16. After all corrections are completed, click at the top of the screen to save entries.

17. After time entries are saved, the system returns the user to the Time Sheet: Initial

Screen.

Following entry, time must be approved.


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Using TARGET HOURS for Easy Entry

If you have groups of employees who regularly work a standard schedule, you can easily entertheir time by having CATS copy their work schedules into the time entry grid.

This employees work schedule from Infotype 0007 indicates he works 8 hours a day, 5 days aweek, Monday-Friday. If this is a consistent working schedule, you can cause CATS to copy thistime into the grid, so that you do not have to enter it. Once the schedule is copied, you can edit forTDL, Vacation, or other absences.

To copy the work schedule into the grid, select EDIT/Propose Times/Target Hours from the

Menu, or use the Target Hours icon.

Respond YES to the Target Hours dialog box, and the hours will be copied as Hours Worked

(Attendance Type 1005).


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If you have selected a group of employees, this menu selection will copy the Work Schedule into

all employees. Therefore, you may want extra variants to segregate the various groups if possible.


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Variant for Time Entry

When users routinely enter time for the same group of employees, they might opt to use createand use a variant to save time.

To create a Variant for Time Entry:

1. On the Personnel Number Selection for Fast Data Entry screen, click on

.

2. Select the criteria for the Variant by clicking to the left of each desired field name in

the Selection Options list.


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3. Click on the Choose icon to send to the Selection fields list and continue .

4. Enter the criteria data into the fields now appearing in the Selection area.

5. Click on the Save icon to save the settings as a Variant.

6. Enter a variant name. Include Org unit information and sufficient description andsave.

To use a Variant for Time Entry:

1. On the Time Sheet: Initial Screen, click on the button.

2. On the Personnel Number Selection for Fast Data Entry, Click on the Varianticon to select the variant which describes the group of employees for which you wish to

enter time. Then execute .

3. Select the employees for time entry. Click on the Enter Time icon and continue the

time entry process on Time Sheet: Data Entry View.

Following entry, time must be approved.


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Holiday Note

There are instances in which employees must work on official University holidays and then takethe time off at a later date. In such instances, enter the number of hours worked on the holiday as

regular hours (A/A Type 1005). Press Enter.

A warning will appear at the bottom of the screen indicating that time has been entered on a non-working day (University recognized holiday). Press Enter again.

Another warning appears because there is time entered on the Regular Hours. A/A Type on ascheduled day off.

The warning should disappear and the hours should now appear as regular working hours. The

total number of hours reported for each A/A Type will be listed in the Total column.


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Approve Working Times (CATS_APPR_LITE)

To approve time for one employee:

1. Key CATS_APPR_LITE in the Command field of the SAP Easy Access Menu. Ifnavigating from elsewhere in the system, key /n CATS_APPR_LITE. Press Enter.

2. To approve hours for one employee, enter the Personnel Number in the field and click

the icon.


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3. Review the times listed. Click each row that should be approved. To highlight all rows,

click on the first row, hold down the shift key and click on the last row. Selected rowswill then be highlighted.

4. Click on either the Approve or Reject icon. A system message willappear to confirm approval.

Following approval, time must be transferred.


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Variant for Time Approval

To create a variant for CATS_APPR_LITE:

1. Click on the Selection Fields icon.

2. Select the criteria fields by clicking on the selection box next to each desired field

name in the Selection Options list.

4. Click on the Choose icon to send it to the Selection field list.

5. Click .

6. Enter the criteria data into the fields now appearing in the Selection Criteria area.7. Enter a variant name. Include Org unit information and sufficient description and

save .

To approve time for several employees:

1. Click on the Selection Fields icon.2. Select the variant for the group of employees whose time needs approval.

3. Click the execute icon.

4. Click on each time entry to select for approval. To highlight a group of rows, click onthe first entry, hold down the Shift key and click on the last entry in the group.

5. Click on either the Approve or Reject icon. A system message willappear to confirm approval.

Following approval, time must be transferred.


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Time Transfer (ZCAT6)

To carry out the Time Transfer process for one employee:

1. Key ZCAT6 in the Command field of the SAP Easy Access Menu. If navigating from

elsewhere in the system, key typing /n ZCAT6. Press Enter.

2. To transfer time, enter the Personnel Number in the field and click the icon


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3. After execution, an output screen will display transferred time. Highlighted areas will

indicate postings and the status as unsuccessful, read and successful posting.

4. Unsuccessful postings are highlighted in red, and will require corrections through CAT2.Any changes must be reprocessed through release, approval and transfer.

Transfer Note: If the first pass at initial transfer does not produce expected results, use Repeat Transfer.


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Variant for Time Transfer

To create a variant for ZCAT6:

1. Click on the Multiple Selection icon.

2. For a large number of employees, click on the push button at thebottom of the Multiple Selection for Personnel number screen.

3. Choose the Organizational assignment tab and enter the desired field values (such asPersonnel Area, Personnel Subarea, Employee Group, Employee Subgroup,Organizational Unit, and/orCost Center values).

4. Click on the Start Search icon.


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5. Next click on the individual section boxes next to each employee or click on the Select

All icon.

6. Click on the Copy icon or press Enter to copy the selected employees.

7. Execute .

8. Save to save the settings as a variant.

9. Enter a variant name. Include Org unit information and sufficient description and save

.

10. Upon return to the Transfer Time Data Selection screen, click on .

Note: You may create a variant for a small number of employees by entering their Personnel

Numbers and then clicking on the execute icon.

To use a variant for ZCAT6:

1. On the Transfer Time Data Selection screen, click on the Get Variant icon.

2. Double-click on the desired Variant.

3. Execute to transfer.


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Instructions for Display Working Times (CATS_DA)

To display entered time:

1. EnterCATS_DA in the Command field of the SAP Easy Access menu.

2. Enter the desired timeframe or use the Period drop-down list.

3. To display time for one employee, enter the Personnel Number in the field and click the

icon.

4. The employees time will display.

Time status will be displayed in the Status field:

Time in process, not released Time released for approval

Time approved Time rejected

5. To choose more than one employee for display, click the Get Variant icon anddouble-click on the desired variant.

To create a variant for time display, click on the Selection Fields icon.

6. Select the criteria field(s) you want by clicking on the selection box next to the field

name in the Selection Options list.

8. Click on the Choose icon to send it to the Selection field list.

9. Click .

10 Enter the criteria data into the fields now appearing in the Selection Criteria area.

11. Enter a variant name. Include org unit information and sufficient description and save

.


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Time Transfer Verification (ZVERXFER)

Time administrators can verify that time entered into CAT2 has been approved and properly

transferred with a report generated with T code ZVERXFER. With this report, system users can

see time that has been transferred successfully, time that has not been successfully transferred, or

both. This report can be run for any grouping of people via variants which are set up and saved inmuch the same way as for CAT2 and other time transactions.

1. To run the report, key ZVERXFERin the Command field of the SAP Easy Access

screen.

2. Complete fields on Verify Transferred Time.

Period First select the time period for the report.

Selection Criteria The selection criteria can be expanded by pressing the Selection

Fields icon. In the same process as for CAT2, CATS_DA, etc., select all the fields youmay wish to use to select people if they are not already available. Next, select theorganization unit you wish to check for, if any.

Additional Criteria Select whether you want to see all time that has been transferred,

only time which did not get transferred, or both.

If you wish to save this as a variant, do so in the usual fashion by clicking the Save icon,naming the variant and saving it again.

3. Click on execute icon.


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Results. You will receive a screen that looks like the CATS_DA screen with all of the same

information. There is an additional column on the right that indicates whether the time wastransferred with a yes orno. All records indicating that the time did not transfer are sorted first.

There are two reasons why an entry may be labeled as no. First, there is no corresponding record

in IRIS for the absence or attendance code on the date in question. Second, while there is a

corresponding record for the date and absence code, the hours are not the same.

Time Managementsection

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