Payroll Support and Time Recording

Welcome and Ground Rules
 Have fun and enjoy the opportunities to contribute to SBBC’s future success!  Turn off or silence cell phones and pagers  Do not read or send email messages during class time  Keep side discussions to a minimum  Do not interrupt the person speaking  We will start, break, and end on time  All unanswered questions will be placed in the “Parking Lot” and answers will be distributed later

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Logistics

Before we get started ...

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Classroom Materials

Exercises
(Let Me) BRITE

Concepts
(Tell Me)

Demonstration (Show Me) s

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Course Objectives
At the end of this course, participants will be able to:  Describe the relationship between positions and payroll  Create absences and attendance on an employee’s primary position  Create attendance on secondary positions  Interpret basic payroll data to assist in answering employees’ questions and concerns about their paychecks  Execute relevant reports

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Agenda

Lesson One: Introduction to Payroll Support and Time Recording Two: Time Recording Three: Payroll Support Four: Reporting Five: Summary

Time

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Intro ducti on to Pa yro ll Su pport and Time Re cord ing

Lesson Objectives
At the end of this lesson, participants will be able to:  Identify his/her role within the payroll process  Describe the overall time recording and payroll process  Recognize the importance of daily and accurate time entry

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Key Terminology
CATS Cross Application Time Sheets – enter attendance and absence transactions into SAP for either a single or multiple employees on a single screen for the entire payroll period. External time keeping systems from which time will be imported into SAP. An adjustment made to an employee’s pay for a prior pay period. This term will eliminate ‘Difference from pre’ from the pay statement. A continuing calendar that crosses over fiscal years without interruption and is not tied to the school calendar. Each Perpetual Calendar pay period consists of 14 calendar days/10 weekdays (starting on Mondays and ending on Sundays) and is paid on the Friday after the pay period ends.
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KRONOS/ COMPASS Retro or Adj. (Adjustments)

Perpetual Calendar

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Key Terminology
Manager Self Service (MSS) Employee Self Service (ESS) Workplace for administrators to approve absence requests for vacation and sick personal time, time entries, and personnel actions. Workplace for employees to view personal information, request changes, and submit absence requests for vacation and sick personal reasons to manager for approval. Repository of SAP information for the purpose of reporting.

Business Intelligence (BI)

Salaried Employee Contracted salaried employee with a work schedule rule assigned. Example – Teacher, Principal, Office Manager Hourly Employee w/Work Schedule ‘True’ Hourly Employee Contracted hourly employee with a work schedule rule assigned. Example – Custodian, Cafeteria Worker Non-contract employee with no assigned work schedule. Example – Substitute Teacher, Temporary Worker
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Roles
Roles involved in the Payroll Support and Time Recording processes:  Site Payroll Contacts  School-Based Administrators  District-Based Administrators  Payroll Department Super Users  Employee Self Service (all employees)

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Responsibilities for Payroll Contacts
Responsibilities include:  Enter attendance and absences into CATS Timesheet according to payroll schedules  Display personnel data  Research and communicate payroll issues to management and/or employees  Run reports for audit documentation

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Organizational Chart

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Time Recording Process (DRAFT)
Payroll Contact Start
Enters/ Updates Time via CAT2

KRONOS/ COMPASS
Time Imported into CAT2

Administrator
Reviews Time in MSS

Payroll Dept Approve
Processes Payroll

Employee
Receives Payment

Finish

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Payroll Area AA Calendar – 2008 (DRAFT)
Month Pay Pd 8 9 10 11 12 13 Period Begin Period End Time Entry/ Approval Deadline Sat Sat Sat Sun Sat Sat 04/12/08 04/26/08 05/10/08 05/25/08 06/07/08 06/21/08 Time and Payroll Run Mon Mon Mon Tue Mon Mon 04/14/08 04/28/08 05/12/08 05/27/08 06/09/08 06/23/08 Fri Fri Fri Fri Fri Fri Pay Date

April May May May June June

Mon Mon Mon Mon Mon Mon

03/31/08 04/14/08 04/28/08 05/12/08 05/26/08 06/09/08

Sun Sun Sun Sun Sun Sun

04/13/08 04/27/08 05/11/08 05/25/08 06/08/08 06/22/08

04/18/08 05/02/08 05/16/08 05/30/08 06/13/08 06/27/08

AA  Most instructional, paraprofessionals, and substitute teachers

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Payroll Area BB Calendar – 2008 (DRAFT)
Month Pay Pd 8 9 10 11 12 13 Period Begin Period End Time Entry/ Approval Deadline Mon Mon Mon Mon Mon Sat 04/07/08 04/21/08 05/05/08 05/19/08 06/02/08 06/16/08 Time and Payroll Run Tue Tue Tue Tue Tue Tue 04/08/08 04/22/08 05/06/08 05/20/08 06/03/08 06/17/08 Fri Fri Fri Fri Fri Fri Pay Date

April April May May June June

Mon Mon Mon Mon Mon Mon

03/24/08 04/07/08 04/21/08 05/05/08 05/19/08 06/02/08

Sun Sun Sun Sun Sun Sun

04/06/08 04/20/08 05/04/08 05/18/08 06/01/08 06/15/08

04/11/08 04/25/08 05/09/08 05/23/08 06/06/08 06/20/08

BB  Most non-instructional, 241/242 day, and color track instructional

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Lesson Summary
Congratulations! You should now be able to:  Describe the payroll contact’s role within the payroll process  Describe the overall time recording and payroll process  Recognize the importance of daily and accurate time entry

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Knowledge Check
As a time recorder, your responsibilities do not include: A. B. C. D. Running reports Creating absence transactions Recording pay increases Editing time

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Knowledge Check
KRONOS and COMPASS will continue to be used in the school system after the implementation of SAP ECC 6.0 (“new” SAP). A. True B. False

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Knowledge Check
Time will be entered or changed for an employee in CAT2 in which of the following situations? A. An employee with a work schedule rule assigned takes a sick leave day B. An employee’s hours which were imported from KRONOS need to be adjusted C. A true hourly employee, with no work schedule rule assigned, has time that needs to be entered D. All of the above

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Questions?

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Agenda

Lesson One: Introduction to Payroll Support and Time Recording Two: Time Recording Three:Payroll Support Four: Reporting Five: Summary

Time

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Time Re cord ing

Lesson Objectives
At the end of this lesson, participants will be able to:  Identify the role of COMPASS and KRONOS within the SAP time recording process  Display absence quota information per employee  Add attendance/absence transactions  Change attendance/absence transactions  Delete attendance/absence transactions  Display time sheets

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Key Terminology
Attendance
Period of time employee is present at work.

Absence

Period of time employee is away from work.

Accrual

Amount of leave hours the employee ‘earns’ over time, based on his/her calendar and contract provisions. This includes the four (4) days of Sick Leave given at the beginning of the contract year, as well as the leave hours accrued each pay period. Total accumulation of leave hours the employee has accrued or earned over time (multiple pay periods/years).

Absence Quota

Absence Quota Type

A breakdown of employee time-off entitlements according to reason for entitlement, such as annual leave (VAC) and sick leave (SCK).
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Key Terminology
Primary Position
Employee’s “main” job.

Secondary Position

Assignments above and beyond the employee’s primary position, such as Aftercare Worker, Days Beyond, or Tutor; these assignments can exist outside of the employee’s primary position org unit.

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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) Display Working Times – view only version of CATS

CAT3

PA20

Display Employee Data – view only version of an employee’s infotypes and subtypes Display Off-cycle Workbench (pay statements)

PUOC_10

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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 that stores hourly rate per assignment (secondary positions, including Sub Teacher assignments)

Infotype 0554

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

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Time Administration Process
Broward County Public Schools Area: Time Management Process : Time Recording and Approval - BPDDTM0010

Time Recording Subsystems

1 Time punches from Kronos

2 Time from COMPASS

Employee

4 Time sheet

Time Approver Payroll Contact

3 Review Punches and make corrections as needed
No

5 Time entered into SAP via CATS (CAT2)
HR Data

Non-HR

Time Charged to Financial Objects

6 Time Approved
Yes

Interface

7 Data stored in SAP as attendances and absences IT 2001 & 2002

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SAP

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Key Improvements in Time Administration
 Time recording via CATS (Cross Application Time Sheet)  Single point of time entry  Absences and attendances can be entered for a single or multiple employees on the same screen for the entire payroll period  CATS will replace the current ZA71 screen and eliminate use of PA61  Enhancements will allow display of leave balances and validation of secondary positions of employees  Overtime will be system calculated for both primary and secondary positions  Time from external systems (KRONOS & COMPASS) will be interfaced via CATS in SAP  Provides the ability to require District-wide systematic approval of time before it is paid

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Time Administration Process – COMPASS
NO major changes to the current process. DIS  PLV You will no longer be able to use DIS (Disability) in COMPASS; use PLV (Unpaid Leave) instead.

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Time Administration Process – KRONOS
Schools No changes to the current processes. Continue to make corrections to time for substitute teachers in KRONOS. You will still make changes in SAP via CATS for exceptions after time from KRONOS has been pulled into CATS.

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Time Administration Process – KRONOS
Vehicle Maintenance and Materials & Logistics Departments ONLY Employees in these departments who currently use KRONOS will continue to do so. However, after Go-Live, the Payroll Contact will enter absences directly in SAP via CATS (do not enter absences in KRONOS).

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PT50: Quota Overview
Display sick, vacation, comp time, and military quotas for a specific employee:

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PT50: Quota Overview
The employee’s information displays:

1

2

3

4
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PT50: Quota Overview
The Absence quotas tab displays the detailed quota information:

5

6

7
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PT50: Quota Overview
The Accrual information tab displays the detailed accrual information:

8

9

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Simulation
PT50: Quota Overview 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

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Demonstration
PT50: Quota Overview 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

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Exercise
PT50: Quota Overview You want to verify the amount of leave Michael Vernon has available. Using transaction PT50, enter his personnel number from your data sheet and find the following:  Sick leave remaining  Vacation leave remaining  Military leave remaining

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Cross Application Time Sheets (CATS) Timeline (DRAFT)
Daily Start
Payroll Contact Enters Time via CAT2

Friday a.m.
Payroll Contact Reviews/ Updates Time in CAT2

Friday p.m.
Administrator Approves Time in MSS

Monday a.m.
Payroll Contact Makes Final Changes in CAT2

Monday a.m.
Administrator Approves Final Time Changes in MSS

Finish

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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  Cost Override (BCPS-1) – time entered will be charged to a different budget than the standard budget for the employee’s position (reclassification)  Secondary Position – time entered for the employee’s secondary position/assignment

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CAT2: Record Working Times – No Cost Override
Maintain time sheets to add, change, and delete attendance and absence per employee:

1 2

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CAT2: Record Working Times – No Cost Override
3

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CAT2: Record Working Times – No Cost Override
Select the variant to choose employees for whom you wish to enter time: 4

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CAT2: Record Working Times – No Cost Override
This is only a sample of what a variant drop down might look like.

5 6

7

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CAT2: Record Working Times – No Cost Override
Record time for employees: 8 10 11 9

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CAT2: Record Working Times – No Cost Override
Record time for employees: 15

12

13

14

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Simulation
CAT2: Record Working Times – No Cost Override 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

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Demonstration
CAT2: Record Working Times – No Cost Override 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

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Exercise
CAT2: Record Working Times – No Cost Override You need to enter time for Yvonne Hilliard. Using transaction CAT2, select her personnel number and enter the following time:  Monday: 3.0 SCK  Tuesday: 5.0 SPR  Wednesday: 2.0 REG

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Instructions for Adding Text in CATS Timesheet

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Instructions for Adding Text in CATS Timesheet

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Instructions for Adding Text in CATS Timesheet

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Instructions for Adding Text in CATS Timesheet

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CAT2: Record Working Times – Cost Override  A cost override allows time/dollars to be moved from one budget to another  Examples for when a cost override is required:  A pool sub needs time charged to a different functional area or fund  A teacher, whose salary is paid by a grant, goes out on TDA; the time for the substitute needs to be charged to that grant, not the standard sick functional area  A retired principal works for the area office and then is sent to another location; his time will need to be reclassified to the appropriate budget

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CAT2: Record Working Times – Cost Override
Code Organizational Unit Cost Center Fund Functional Area Grant Digits 8 10 4 16 14 Format 6 + Location + Org Subunit
Example: 62811000

Business Area + Type + Location + Zero*
Example: 3252311510 Example: 1000

Function + Activity + Seven Zeros
Example: 5101000000000000

Grant Type + Location owner + Dept Grant # + . + Location of expenses
Example: C97800001.1751

WBS Element (Work Breakdown Structure)

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Grant Type + Location owner + Dept Grant # + WBS + . + Location of expenses
Example: C9780000101.1751

* In most cases Payroll Support & Time Recording 57

CAT2: Record Working Times – Cost Override
Maintain time sheets to add, change, and delete attendance and absence per employee:

1 2

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CAT2: Record Working Times – Cost Override
Select the variant to choose employees for whom you wish to enter time: 3

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CAT2: Record Working Times – Cost Override
Record time for employees: 8 10 11 9

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CAT2: Record Working Times – Cost Override
Record time for employees: 15

12

13

14

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Simulation
CAT2: Record Working Times – Cost Override Let’s enter time for Karen Simpson. As a pool substitute teacher, her time is normally charged to the functional area 5701000000000000. This week, a teacher is on TDA, and Karen’s time needs to be charged to accountability. Using transaction CAT2, select her personnel number 90009 and enter the following cost override for time:     Rec. CCtr (Cost Center) = 3450312410 RecFund (Fund) = 1000 Rec.Func.Ar (Functional Area) = 6400121090000000 Monday of this week = 7.5 REG hours

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Demonstration
CAT2: Record Working Times – Cost Override Let’s enter time for Samantha Woods. As a pool substitute teacher, her time is normally charged to the functional area 5701000000000000. This week, a teacher is on TDA, and Samantha’s time needs to be charged to TDIF. Using transaction CAT2, select her personnel number and enter the following cost override for time:     Rec. CCtr (Cost Center) = 3318126710 RecFund (Fund) = 1000 Rec.Func.Ar (Functional Area) = 5719620080000000 Monday of this week = 7.5 REG hours

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Exercise
CAT2: Record Working Times – Cost Override You need to enter a cost override for time for Robert Monroe. Using transaction CAT2, select his personnel number and enter the following time:     Rec. CCtr (Cost Center) = 3318126710 RecFund (Fund) = 1000 Functional Area = 6400121090000000 Tuesday of this week = 7.5 REG hours

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CAT2: Record Working Times – Secondary Positions

1 2

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CAT2: Record Working Times – Secondary Positions
Select the variant to choose employees for whom you wish to enter time: 3

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CAT2: Record Working Times – Secondary Positions
Record time for employees: 8 10 11 9

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CAT2: Record Working Times – Secondary Positions
Record time for employee: 14

12

13

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Simulation
CAT2: Record Working Times – Secondary Positions 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

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Demonstration
CAT2: Record Working Times – Secondary Positions 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

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Exercise
CAT2: Record Working Times – Secondary Positions You need to enter time for the additional assignment for Michael Vernon. Using transaction CAT2, select his personnel number and enter the following time for Monday of this week:  RGR = 3.0 hours

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CAT2: Record Working Times-Changes/Deletions
Maintain time sheets to add, change, and delete attendance and absence transactions per employee:

1 2

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CAT2: Record Working Times – Changes/Deletions
Select the variant to choose employees for whom you wish to enter time: 3

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CAT2: Record Working Times – Changes/Deletions
Note the time entered for Monday, January 28th: 8 10 11 9

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Simulation
CAT2: Record Working Times – Changes/Deletions 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

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Demonstration
CAT2: Record Working Times – Changes/Deletions 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

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Exercise
CAT2: Record Working Times – Changes/Deletions You need to modify the time entered for Yvonne Hilliard. Using transaction CAT2, select her personnel number and change the following:  Monday: 3.0 SCK – Change to 4.0 hours  Tuesday: 5.0 SPR – Delete hours  Wednesday: 2.0 REG – Change to 2.5 hours

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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

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CAT3: Display Working Times
Display time sheets per employee:

1

2

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CAT3: Display Working Times
Select the variant to choose employees for whom you wish to display time: 3

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CAT3: Display Working Times
Display time sheets per employee: 8 9

10

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Simulation
CAT3: Display Working Times Let’s view the time sheets for Barron Marco, Sean Winton, and Consuela Stone. Using transaction CAT3, we’ll select the personnel numbers and view the data entered for Tuesday, February 19th:  Barron Marco: 10 hrs VAC  Sean Winton: 7.5 hrs SPR  Consuela Stone: 2.5 hrs REG

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Demonstration
CAT3: Display Working Times Let’s view the time entered for Thomas Smith, Felicity Johnson, Eva Garcia, and Donna Miller. Using transaction CAT3, view the following time for Monday of this week:     Thomas: 6.0 ABS – Deleted Felicity: 2.0 REG – Changed to 2.5 hours Eva: 5.0 SCK & 2.5 PLV – Deleted Donna: 7.5 VAC – Changed to SCK

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Exercise
CAT3: Display Working Times Let’s view the time you entered for Yvonne Hilliard. Using transaction CAT3, select her personnel number and review the following time:  Monday: 3.0 SCK – Changed to 4.0 hours  Tuesday: 5.0 SPR – Deleted  Wednesday: 2.0 REG – Changed to 2.5 hours

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MSS Time Approval (Future Functionality)

From the Portal:  Click Manager Self-Service  Click Team  Click Approve Time Sheet Data  Click Review  Review time entered and click Save

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Reporting Structure for Time Approval (Future Functionality)

Organizational Unit = O

Job =C SUBCHIEF

CHIEF OF ORG UNIT

SUBCHIEF

Position (Primary) =S

Position (Primary) =S

Position (Primary) =S

Overstaffed Position (Secondary) =S

Person (Holder) =P

Person (Holder) =P

Person (Holder) =P

People (Holders) =P

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Lesson Summary
Congratulations! You should now be able to:  Display quota information per employee  Enter attendance/absence transactions  Change attendance/absence transactions  Delete attendance/absence transactions  Display time sheets

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Knowledge Check
What transaction code would you use to display sick, vacation, comp time, and military quotas? B. C. D. E. CAT2 CAT3 PT50 None of the above

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Knowledge Check
When viewing an employee’s quota, which button must you select in order to ensure accurate and up-to-date information? B. C. D. E. From Today Current Period Current Calendar Year All

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Knowledge Check
In CAT2 you can enter primary position absences and secondary position time worked in the same screen. B. True C. False

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Knowledge Check
Which of the following examples would require a cost override in CAT2? B. A pool sub needs time charged to a different functional area or fund C. A teacher is out sick D. All of the above E. None of the above

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Knowledge Check
You can make changes to an employee’s time sheet in CAT3. B. True C. False

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Questions?

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Agenda

Lesson One: Introduction to Payroll Support and Time Recording Two: Time Recording Three: Payroll Support Four: Reporting Five: Summary

Time

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Pa yroll Su pport

Lesson Objectives
At the end of this lesson, participants will be able to:  Display employee master data (PA20)  Describe the new perpetual calendar and changes to the pay statement  Display off-cycle workbench (PUOC_10)

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Transaction Codes & Infotypes
PA20
Display Employee Data

PUOC_10 Infotype

Display Off-Cycle Workbench (view pay statements)

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

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Object Manager

2 1 3

4

5 6
Payroll Support & Time Recording 98

Object Manager

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PA20: Display HR Master Data
1

2 3 4

5

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Infotype 0007: Planned Working Time

1

2

3

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Infotype 0014: Recurring Payments/Deductions

1 2

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Infotype 0103: Display Bond Purchases (New!)

1

2

3

Payroll Support & Time Recording

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Infotype 0104: Display Bond Denominations (New!)

1

2

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Infotype 0236: Display Credit Plans (New!)

1

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Infotype 0015: Additional Payments

1 2

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Infotype 0019: Monitoring of Tasks

1

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Infotype 0041: Date Specifications

1

2

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Infotype 0210: Withholding Information W4/W5

1 2

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Infotype 0554: Hourly Rate per Assignment

1

2

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Infotype 2001: Absences

1 2

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Infotype 2002: Attendances

1 2

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Infotype 0008: Basic Pay
6

1 3

2

4 5
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Infotype 0008: Basic Pay Details

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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 perday 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

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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

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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

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Work Days versus Paid Days
SEPTEMBER 2007
S 2 9 16 23 30 M 3 10 17 24 T 4 11 18 25 W 5 12 19 26 Th 6 13 20 27 F 7 14 21 28 S 1 8 15 22 29

FACTS
20 paid days in the month 18 work days in the month Employee paid $3,000 per month

$3,000/18 days = $166.67 per work day $3,000/20 days = $150 per paid day

Unpaid Holiday 4 days worked in each of weeks 1 & 2 5 days worked in each of weeks 3 & 4

Week Ended 9/7 9/14 9/21 9/28

Salary based on work days $666.68 $666.68 $833.32 $833.32 $3,000.00

Salary based on paid days $750 $750 $750 $750 $3,000

Difference -$83.32 -$166.64 -$83.32 $0.00 $0.00

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Work Days versus Paid Days – Standard 196-day Calendar for 2007-08
Work Days Additional days between first and last days worked* Paid Days 196 18 214

FACTS $32,700 Annual Salary 196 Work Days 214 Paid Days

*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

Salary
$32,700 $32,700

Days
196 214

Daily Rate
$166.84 $152.80

Hrs
7.5 7.5

Hourly Rate
$22.24 Work Days $20.37
Paid Days

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What does this mean?
Starting 2008-09 school year, the first and last paychecks for contract salaried employees (except for those on the 240+ day calendars) will be for only the actual days worked in the payroll period.
2008-09

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Sample First Pay Date Information in School Year 2008-09

August 2008
S 3 10 17 24 31 M 4 T 5 12 19 26 2 W 6 13 20 27 3 T 7 14 21 28 4 F 1 8 15 22 29 5 11 18 25 1 S 2 9 16 23 30

Est. School Start Date 8-18-08 Start/End of pay period Employee reports to work Employee receives check

 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
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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”

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PUOC_10: Off-cycle Workbench

1 2

3

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PUOC_10: Off-cycle Workbench Pay Statement (DRAFT)
5 6

7

8

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PUOC_10: Off-cycle Workbench Pay Statement (DRAFT)

9

10

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Simulation
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.

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Lesson Summary
Congratulations! You should now be able to:  Display employee master data (PA20)  Describe the new perpetual calendar and changes to the pay statement  Display off-cycle workbench (PUOC_10)

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Knowledge Check
What transaction code is used to display employee master data, such as basic pay? A. B. C. D. PUOC_10 PA20 CAT2 PT50

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Knowledge Check
Which of the following statements is NOT true of the perpetual calendar? A. Pay dates are set for years to come B. Includes standard 14-day pay periods C. Crosses fiscal years and is not tied to the school calendar D. Changes all employees to a Year-Round calendar, receiving 26 pay checks per contract year E. All of the above

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Knowledge Check
What transaction code is used to display an employee’s remuneration statement? A. B. C. D. PUOC_10 PA20 CAT2 PT50

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Questions?

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Year Round Pay Option
  Year Round Pay (YRP) Option  pre-tax calculation Per IRS regulations (IRS Code Section 409A):  YRP selection is optional and must be made Annually prior to the first day of the contract calendar  No changes can be made during the year; YRP option cannot be cancelled mid-year  Early payouts will occur only for retirement, early termination, and Board approved leave; no hardship payouts are allowed Amount is system-calculated  Biweekly pays are calculated on gross Base Salary only  Payments for Supplements, additional hours or positions and Longevity payout are not included in the calculation for the Year Round Pay Option summer checks Amounts are fixed for the duration of the year Health insurances, voluntary insurances (cancer, life, pre-paid legal, etc.), union dues, United Way, and other similar deductions will not be deducted from Year Round Pay Option summer checks Taxes, garnishments, and TSAs will be deducted from Year Round Pay Option summer checks
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 

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Simulation
Employee Self Service Let’s use ESS to view a pay statement. For this scenario, we will log in as if we were Barbara Confidential.

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Lesson Summary
Congratulations! You should now be able to describe the processes to access pay-related information in Employee Self Service (ESS):  Update address  View latest salary statement  Request employment verification  Update W-4 withholdings  Request reprint of previous year’s W-2  Update bank deposit information  Choose year round pay option

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Knowledge Check
Employees can only view pay stubs in ESS that have been generated by the new SAP system after Go Live. A. True B. False

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Knowledge Check
After implementation of the new SAP ECC 6.0 system employees will be able to access ESS and do the following: A. Update their Address B. Update their W-4 federal withholding selection C. View pay stubs from pay periods post go-live D. Update their bank account details for direct deposit E. All of the above

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Questions?

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Agenda

Lesson One: Introduction to Payroll Support and Time Recording Two: Time Recording Three: Payroll Support Four: Reporting Five: Summary

Time

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Re portin g

Lesson Objectives
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) NEW! All reports will be available via the BRITE Portal!

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Key Terminology
Business Intelligence (BI) Repository of SAP information for the purpose of reporting.

Enterprise Central The transactional processing system of the SAP client Component (ECC) which runs beside the BI client and is used to process the day-to-day transactions, such as time entry and payroll processing. Portal A point of access through a website to the SAP system. Users will access both ECC and BI through the BRITE portal.

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Reporting: SAP 6.0 (ECC) vs. BI
SAP ECC  SAP 6.0 can be used for simple look-ups of real-time data  Data can be exported into Excel  Easier access to data requires less printing of reports Business Intelligence (BI)  BI’s reporting features offer more flexibility in queries and formatting than SAP transactions  Pre-defined Excel formats help simplify reporting  Actual data is extracted from SAP into BI nightly, so data is considered near real time
Enter Data
Nightly Updates
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BI
(read only data)

Generate Reports

CADO: Display Time Sheet Data

3 1 2

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CADO: Display Time Sheet Data

5 4

6

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CADO: Display Time Sheet Data

7

8

9

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CADO: Display Time Sheet Data
Note the changes:

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Simulation
CADO: Display Time Sheet Data 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.

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Demonstration
CADO: Display Time Sheet Data 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.

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Exercise
CADO: Display Time Sheet Data 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.

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ZTIM: Time Management Report
• 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

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ZHTM_TIMEDATA_CHNG: Retroactive Changes to Time Data
5 1 2

3

4

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ZHTM_TIMEDATA_CHNG: Retroactive Changes to Time Data

1

2

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S_AHR_61018660: Attendance/Absence Data
4 1

2

3

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S_AHR_61018660: Attendance/Absence Data
8 5 6

7

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ZHPY_PAY59: Gross and Net Earnings
3 1

2

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ZHPY_PAY59: Gross and Net Earnings

4 5

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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.
1

2

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Portal Reporting: Navigation (DRAFT)
Reports will be grouped into functional areas. 3

Drill down within the report area to access the required report. For this example, we’ll select Flexible Employee Data. 4

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Portal Reporting: Navigation (DRAFT)
Select report criteria through the Variable Entry screen. For this example, we’ll filter the report for a specific month and org unit.

5

6 7

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Portal Reporting: Navigation (DRAFT)
The Flexible Employee Data report displays: 8 11 9 10

12

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Portal Reporting: Navigation (DRAFT)
Note the changes to the Row selection:

15 13

14

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Portal Reporting: Navigation (DRAFT)
Note the changes to Row order: 16 17

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Portal Reporting: Navigation (DRAFT)
Note the changes to the Rows displayed: 19 18

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Portal Reporting: Navigation (DRAFT)
To save the layout for the report: 20

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Simulation
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.

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Lesson Summary
Congratulations! You should now 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)

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Knowledge Check
When executing a report in BI, you can: A. B. C. D. Move rows Add free characteristics Export to Excel All of the above

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Questions?

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Agenda

Lesson One: Introduction to Payroll Support and Time Recording Two: Time Recording Three:Payroll Support Four: Reporting Seven: Summary

Time

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Su mma ry

Key Concepts
You should now be able to:

 Describe the relationship between positions and payroll  Create absences and attendance on an employee’s primary position  Report attendance on secondary positions  Execute relevant reports

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Questions?

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