auditing leave of absence actions

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Auditing Leave Of Absence Actions. Preventing Time and Transport Errors related to processing LOA Actions in BEACON SAP. The need:. The large volume of LOA Actions that occur for DHHS takes a great deal of time to process and can cause a back up at the Agency Approval Level. - PowerPoint PPT Presentation

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  • DHHS rev 1/2010Auditing Leave Of Absence ActionsPreventing Time and Transport Errors related to processing LOA Actions in BEACON SAP

  • The need:The large volume of LOA Actions that occur for DHHS takes a great deal of time to process and can cause a back up at the Agency Approval Level.LOA Actions require 2-3 days to correct and so the intent of the Job Aid is to prevent basic mistakes from being sent on through Workflow.

  • Understanding the system.When an employee enters time in ESS and it is approved, it goes to PA in Infotypes 2001 (Absences) and 2002 (Attendances). When a timekeeper enters an employees time, it is first entered in CATS and then goes to PA in Infotypes 2001 (Absences) and 2002 (Attendances). Two identical records of an employees time now exist. This is why BEST highly recommends time entry for LOAs in PA to avoid problems.Remember-the more places time is entered means the more places you have to check!

  • What causes the errorsTime Worked (9500) is recorded on or during the period of the LOA Action. Changes to time have been made in CAT2 while the employee is on LOA and the system will not update the changes.Changes to time have been made on the same day as the LOA is put into the system and will not update the changes.

  • What youll need to check on an LOA Action.It is best to open up individual sessions so that you can go back and forth easily between the Transactions below.

    Access to WorkflowAccess to PA 20 Display HR Master DataAccess to CATS_DA Display Working Times

  • DHHS rev 1/2010This is the Creates New Session Icon and allows you to open as many as 6 sessions of SAP at one time. This will allow you to simultaneously have PA20, Workflow, and CATS_DA open.

  • The flowchartCheck Notes for appropriate documentation of LOACheck Time Entry in CATS_DAIn WorkflowCheck Dates of LOA or Reinstatement ActionIn PA20Check IT2001 to see if Absences are exhausted and updated here.In CATS_DAApprove or Reject in WorkflowCheck IT007 Planned Work Time

  • In WorkflowHere you are checking on the content of the notes and the Effective Date of the LOA Action.

  • Appropriate Notes on an LOA includeAt the end of the slideshow, there are specific examples of what kind of notes should be included for specific LOA Actions.There will be a subsequent Job Aid for Notes in Workflow for All PA and OM Actions.

  • In PA20 Display HR Master DataIn PA20, you will first check IT007 Planned Work Time to identify if the employee is Positive or Negative Time Entry. You will need this information to tell you where to look for the employees current time entry.

  • If the employee is Positive Time Entry, time will be visible in CATS_DA as well as in PA20 IT2001 Absences and IT2002 Attendances. If the employee is Negative Time Entry, time will ONLY be visible in PA20 IT2001 Absences and IT2002 Attendances.

  • Next you will check Time Entry. You can either input 2001 or 2002 in the Direct Selection Infotype Box at the bottom and hit the Green Check to populate the Absences Infotype OR you go directly to the Time Tab and highlight Absences or Attendances. Click on the Overview Icon.12

  • This is the last date that Absences have been recorded for the employee.This tells you how many days and hours have been recorded for each absence. You may see for example a start date of 12/4/2009 to End Date 12/09/2009. 4 for Abs Days and 32 for Hours.Ideally, we would like to see that time is exhausted in large blocks for an LOA which reduces the chance of error.

  • In CATS_DAIf there is Time Entry in which there is 9500 Time Worked, do not approve the PCR unless you know that theres a Reinstatement Action being run shortly thereafter. It will error out until the Reinstatement Action is entered.If there is Time Entry in CAT2 after the date that the LOA begins, you have two choices on how to manage it:You can leave it and begin exhausting time in PA30 IT2001 starting at that point forward until the Reinstatement Action is entered.If you decide to delete the time, you must wait until after Time Evaluation runs overnight to begin exhausting time in PA30 IT2001. This will avoid a Transport Error Time Collision.

  • You will select the appropriate time period to cover the time of the LOA. (1)Enter the employee Personnel Number. (2)Click on the Execute Button. (3)123

  • Example #1Time for this employee was exhausted in CATS. The LOA ended on 12/30/2009.The problem is that the Reinstatement Action has not been run yet and Time Worked (9500) is now being recorded. This results in a Time Error.Note: BEST recommends time to be exhausted in IT2001.

  • Example #2Time for this employee was exhausted in CATS. However, a change to time entry was made while the employee is out on LOA causing a Transport error to be created. Note the 9500 Time on 12/29. The LOA is currently active (end date of 12/31/9999) so any 9500 Time Worked will cause a Time Error.

  • When you now go back to PA20 IT2001 and check, you will see that the system did not update the change made in CATS for 12/29. The System has 9400 instead of 9500 Time Worked. This is also a Time Transport Collision Error.

  • Lessons learnedNotes on Actions help identify the correct start and stop dates for Actions. Good notes also identify the leave balances being used and the periods for which they will cover.Entry of time in PA20-IT2001 will greatly reduce Transport Errors where time in CATS conflicts with what is in PA.Timekeeping should not be entering 9500-Time Worked for an employee who is not Reinstated in the system.HR should not be Approving Actions in which the start and end dates of an LOA have Time Worked within them.

  • Appropriate Notes for an LOA-FMLA/Family Illness Leave include

    Effective Date of FMLA/FILExpected or Estimated Return Date (not an estimation of the # of weeks or month). If return date is unknown, please state itIf medical certification was obtained and on fileIf illness is for employee or family member for FMLAIf leave will be exhausted and if so, how much. If leave has already been exhausted for the month, you can state see IT 2001 for exhaustion of leave. Please include holiday leave in the explanation as well.FMLA 12 week period- beginning and end date, if applicable FMLA 12 month period- beginning and end date or FIL 5 year period, whichever is applicableIf it provisional FMLA, please include whether a letter has been sent or will be sent to the employee stating that they have 15 days to return a completed medical certification.If regular FMLA, please include if approval letter has been sent or will be sent.

  • Appropriate Notes for an LOA-Parental include

    Use when EE is on maternity leave and is not eligible for FMLA Effective Date of LOAExpected or Estimated Return Date (not an estimation of the # of weeks or month). If return date is unknown, please state it.If LOA has been approved by managementExplanation of why EE is not eligible for FMLAIf illness is for employee or family memberIf leave will be exhausted and if so, how much. If leave has already been exhausted for the month, you can state see IT 2001 for exhaustion of leave. Please include holiday leave in the explanation as well

  • Appropriate Notes for an LOA-Extended Illness include

    Use when EE has exhausted FMLA Effective Date of LOAExpected or Estimated Return Date (not an estimation of the # of weeks or month). If return date is unknown, please state itIf medical certification was obtained and on fileNote why EE is placed on this action and not FMLA, if FMLA was exhausted If leave will be exhausted and if so, how much. If leave has already been exhausted for the month, you can state see IT 2001 for exhaustion of leave. Please include holiday leave in the explanation as well.If approved by management

  • Appropriate Notes for an LOA- Reserve Active Duty (leave), Reserve Active Duty (lump sum), Reserve Active Duty (30 days), Reserve Active Duty, Extended Military include

    Effective Date of LOAExpected or Estimated Return Date (not an estimation of the # of weeks or month). If return date is unknown, please state it.If orders were obtained and filedIf it is for training, active duty, preparation for duty, etc.If for 30 days, if leave entitlement will be used up

  • Appropriate Notes LOA- WC 7 day Waiting Period include

    Note, Date Injury Reported NOT EE was injured because notes are public record (please do NOT include any information about EEs condition)7 day waiting period- Begin and End DateEffective Date of WC, if knownIf WC action will follow and effective date of WCIf approved by CorvelIf leave will be exhausted and if so, how much. If leave has already been exhausted for the month, you can state see IT 2001 for exhaustion of leave. Please include holiday leave in the explanation as well

  • Appropriate Notes for an LOA- WC LOA w/Supplement include

    Note the date the injury was reported, do NOT state that EE was injured on because notes are public record (please do NOT include any information about EEs condition)7 day waiting period- Begin and End Date and that EE was placed on 7 day waiting period action before this actionEffective Date of WCIf approved by CorvelIf EE will be exhausting supplemental leave and if so, how much. If leave has already been exhausted for the month, you can state see IT 2001 for exhaustion of leave.

  • Appropriate Notes for an LOA-FMLA/Family Illness Leave include

    Effective Date of FMLA/FILExpected or Estimated Return Date (not an estimation of the # of weeks or month). If return date is unknown, please state itIf medical certification was obtained and on fileIf illness is for employee or family mem

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