TIME MANAGEMENT
Time Management Overview
Time Management in IRIS supports processes for recording, reporting, and evaluating
employee time and attendance. The Cross Application Time Sheet (CATS) interface is
used for time entry, approval, and transfer of time functions.
Features such as Planned Working Time, Work Schedules, and Work Schedule Rules
contribute to the automation of time and attendance recordkeeping.
The process of Time Evaluation examines each employee’s time data in light of
institutional policies and federal and state requirements. Automated processes include
overtime calculation and maintenance of absence leave quotas.
Tips and Reminders
For Time Entry (CAT2):
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 the department.
When entering time in CAT2, the system will allow any number of hours worked to be
entered. 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 be entered
on a scheduled work day for an employee whose work schedule rule is Monday through
Friday, 8 hours per day.
To add a line for time entry, click on the employee’s name and click the add line
icon.
Click the Check Entries
icon to verify the time entered. For example, if hours were
entered on a scheduled non-working day, or hours beyond the work schedule rule were
entered, a warning message will display at the bottom of the screen.
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The arrow
periods.
icons will scroll the CAT2 screen forward or backward two full pay
To go further, change the key date to the date(s) needed.
If CATS indicates that there is insufficient quota to enter an absence (particularly for a
previous date) and PT50 shows sufficient quota, keep the following in mind:
CATS adjusts the PT50 remaining quota by the amount of leave in CATS that has not
been approved or transferred.
Use CATS_DA with the option ALL selected to see for any unapproved hours in the past or
future. Additionally, use ZVERXFER to check for hours not transferred in CATS.
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For Time Approval (CATS_APPR_LITE):
A variant can be established for this process.
Selection fields can be added to the Selection Criteria section of the screen by clicking on
the Selection Fields
icon.
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 down the Control key, and press A to select all records.
For Time Transfer (ZCAT6):
1. Repeat Transfer can be completed if changes were made after the initial transfer was made.
When processing the Repeat Transfer, click the Repeat Transfer button before entering the
personnel numbers.
2. The ZVERXFER transaction 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.
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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 the
timesheet (CAT2) and remove the incorrect hours. Then approve and transfer the time again.
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.
For All Variants:
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.
Variants for each time transaction must be created separately.
If you enter individual PERNRs on your variant, employees will continue to show in the list
after they have separated. Update your PERNR list periodically, or use the org unit as a
selection parameter.
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Holiday Pay Information
Holiday Time Entry Process Changes, as of July 2007:
Holiday quota will be generated automatically and made available to all employees (campus
and hospital) at least three weeks in advance of the holiday, or six weeks in the case of the
bonus days.
No negative balances will be allowed, since the quota is made available in advance of the
holiday, and can be used immediately,
Once the holiday quota has been made available, it can be taken at any time up to the end of
the fiscal year. Individual departments must monitor these balances using PT_QTA10.
Departments should use absence code 7150 (Holiday) for entry, drawing from the holiday
quotas.
Non-exempt employees: Departments should use 7150 on any day on which the employee is
taking a holiday. There must be sufficient quota. The employee will be paid the regular
hourly rate of pay for this time.
Exempt employees: Although exempt employees will be paid their salary regardless of time
entered, the holiday time should be entered. The 7150 entry will result in the time being
posted as Exempt Holiday, as opposed to monthly salary, and will reduce the quota.
If an employee is not eligible for a holiday, and did not work, the department simply enters
no hours, Vacation, or Unpaid Leave, depending on the individual employee circumstances.
If the employee works on that day, 1005 should be used for non-exempt employees. There
should be no entry for exempt employees.
Holiday quota type 07 will be available for use on July 1, 2007. Any quota balance of this
type will expire on June 30 of each subsequent year and a new quota balance will start for
each new fiscal year.
If an employee is hired after the holiday quota is loaded and before the holiday, the
department should contact the HR/Payroll Team for assistance.
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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 can
be used to complete the timesheet 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 on
Saturday 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 employee
whose 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 to
the appropriate number of hours for the employees. Currently, these flexible schedules
accommodate 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.
Work Schedule Change
Time administrators or business officers change work schedules through a PA40 Action (FTE).
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 for
which 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. Enter PT50 in the Command field on the SAP Easy Access screen.
2. Click the All button on the Selection dates tab.
3. Click Display Absence Quotas to see details of vacation and TDL balances.
Entitl: Beginning Balance and all accruals
Rem: Current Balance
Requested: Time Taken
Current Ab Quota Types:
01 – Current Vacation
02 – TDL
07 – Holiday
11 – 10/11 mo faculty vacation
12 – 12 mo faculty vacation
13 – faculty member in staff position vacation
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4. Click the Expand button at the bottom of the screen to see further details.
5. 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 the conversion from HRS to IRIS HR/Payroll for employees whose records
were converted. Employees hired after March 19, 2006, will have no such entries.
Accruals are granted as soon as the first trial payroll has run.
Faculty members (10-, 11-, and 12-month appointees) are granted all allowable vacation on
July 1 or on the hire date for new faculty. The amount is prorated when the hire date is later
than July 1.
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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 the quota
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 the cycle.
4. To find an employee’s balance on a specific date in the past, set the Key date for deduction
and Key date for entitlement fields to that date.
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Quota Compensation Payouts (PA30)
TDL/vacation payouts for staff retirement and separation and terminal vacation payouts for
faculty members are created through PA30. When an employee retires, the Retirement Office
will complete the Retirement Action on PA40. The employee’s department will handle the
payouts.
Time Quota Compensation (Infotype 0416) is for staff and faculty payouts. Payouts for postdoctoral scholars are created with Infotype 2010.
Before 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.
To create a quota payout for a staff member:
1. Enter PA30 in the Command field of the SAP Easy Access screen. (Some employees may
complete this task with PA61.)
2. After entering the person ID, or conducting a search for the employee, press the Enter key to
populate the screen with employee data.
3. Select Time Quota Compensation (0416), which is found under the UK Time Data Tab, or.
enter the Infotype in the Direct selection box.
4. To create a record, click the Create
icon. Depending upon the type of employee (nonexempt or exempt), an appropriate selection box will appear. The box below displays choices
for non-exempt employees.
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2. Choose the appropriate payout type and press Enter.
3. The appropriate screen will display for the payment chosen. The date in Start field should
be the employee’s 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 and save.
The record can be viewed for accuracy by clicking on the
icon on PA20.
5. Complete this process for each payment necessary.
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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 as the
code for the last payout type processed. Delete or change to the correct code before entering
additional payouts.
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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. Enter CAT2 in the Command field of the SAP Easy Access screen.
2. The Time Sheet: Initial Screen will appear:
3. Click on the Data Entry Profile box and then click on the Possible Entries
icon. Doubleclick 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 possible entries
icon to the right of the field. Double-click on the appropriate
code. The selected A/A Type code will appear on the Time Sheet Data Entry View.
Note: Only one A/A Type may be entered on one line. A new line must be started for
each A/A Type.
12. Note the presence of the target hours for each day of the work week for this employee at the
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 other A/A
types need to be entered, start lines as required and complete entries.
13. 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.
14. After all corrections are completed, click
at the top of the screen to save entries.
15. 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 enter
their time by having CATS copy their work schedules into the time entry grid.
This employee’s work schedule from Infotype 0007 indicates he works 8 hours a day, 5 days a
week, Monday-Friday. If this is a consistent working schedule, you can copy this time into the
grid, so that you do not have to enter it. Once the schedule is copied, you can edit for TDL,
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 for
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 may create and 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 and save.
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 Variant
icon 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
time entry process on Time Sheet: Data Entry View.
icon and continue the
Following entry, time must be approved.
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Approve Working Times (CATS_APPR_LITE)
To approve time for one employee:
1. Enter CATS_APPR_LITE in the Command field of the SAP Easy Access screen.
2. To approve hours for one employee, enter the Personnel Number in the field and execute
.
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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 rows will then be
highlighted.
4. Click on either the Approve
to confirm approval.
or Reject icon. A system message will appear
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 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 on the
first entry, hold down the Shift key and click on the last entry in the group.
5. Click on either the Approve
to confirm approval.
or Reject icon. A system message will appear
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 screen.
2. To transfer time, enter the Personnel Number in the field and execute
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3. After execution, an output screen will display transferred time. The top section of the transfer
screen will indicate how many records failed to transfer (unsuccessful postings), the number
of total records in the transfer, and the number of successful postings.
4. Unsuccessful postings are highlighted in red. They 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
bottom of the Multiple Selection for Personnel number screen.
push button at the
3. Choose the Organizational assignment tab and enter the desired field values (such as
Personnel Area, Personnel Subarea, Employee Group, Employee Subgroup, Organizational
Unit, and/or Cost 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
7. Execute
8. Save
icon or press Enter to copy the selected employees.
.
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, execute
.
.
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. Enter CATS_DA in the Command field of the SAP Easy Access screen
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 employee’s 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
click on the desired variant.
and double-
To create a variant for time display:
1. Click on the Selection Fields
icon.
2. Select the desired criteria field(s) by clicking on the selection box next to the field name in
the Selection Options list.
3. Click on the Choose
icon to send it to the Selection field list. Click
.
4. Enter the criteria data into the fields now appearing in the Selection Criteria area.
5. 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 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 in
much the same way as for CAT2 and other time transactions.
1. To run the report, enter ZVERXFER in 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.
Following the same process as for CAT2, CATS_DA, etc., select all the fields you wish to
use to select employees if they are not already displayed. Next select the organization unit, if
any, you wish to check.
Additional Criteria. Select whether you want to see all time that has been transferred, only
time that 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
naming the variant, and saving it again.
3. Click on execute
icon,
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 was
transferred with a yes or no. 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.
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