DHHS rev 1/2010

Auditing Leave Of Absence Auditing Leave Of Absence ActionsActions

Preventing Time and Transport Errors related to processing LOA

Actions in BEACON SAP

The need: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 LOA’s in PA to avoid problems.

• Remember-the more places time is entered means the more places you have to check!

What causes the errors

• Time 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 you’ll 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 Workflow

• Access to PA 20 Display HR Master Data

• Access to CATS_DA Display Working Times

DHHS rev 1/2010

This 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 flowchart

Check Notes for appropriate documentation of LOA

Check Time Entry in CATS_DA

In Workflow

Check Dates of LOA or Reinstatement Action

In PA20

Check IT2001 to see if Absences are exhausted and updated here.

In CATS_DA

Approve or Reject in Workflow

Check IT007 Planned Work Time

In Workflow

Here you are checking on the content of the notes and the Effective Date of the LOA Action.

Appropriate Notes on an LOA include…

• At 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 Data

In 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 employee’s 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.

1

2

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_DA

• If there is Time Entry in which there is 9500 Time Worked, do not approve the PCR unless you know that there’s 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)

1

2

3

Example #1

Time 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 #2

Time 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 learnedLessons learned

• Notes 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/FIL

• Expected or Estimated Return Date (not an estimation of the # of weeks or month). If return date is unknown, please state it

• If medical certification was obtained and on file

• If illness is for employee or family member for FMLA

• 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.

• 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 applicable

• If 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 LOA• Expected 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 management• Explanation of why EE is not eligible for FMLA• If illness is for employee or family member• 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

Appropriate Notes for an LOA-Extended Illness include…

Use when EE has exhausted FMLA • Effective Date of LOA• Expected or Estimated Return Date (not an estimation of the # of

weeks or month). If return date is unknown, please state it• If medical certification was obtained and on file• Note 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 LOA• Expected 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 filed• If 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 EE’s condition)

• 7 day waiting period- Begin and End Date• Effective Date of WC, if known• If WC action will follow and effective date of WC• If approved by Corvel• 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

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 EE’s condition)

• 7 day waiting period- Begin and End Date and that EE was placed on 7 day waiting period action before this action

• Effective Date of WC• If approved by Corvel• If 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/FIL

• Expected or Estimated Return Date (not an estimation of the # of weeks or month). If return date is unknown, please state it

• If medical certification was obtained and on file

• If illness is for employee or family member for FMLA

• 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.

• 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 applicable

• If 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 LOA• Expected 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 management• Explanation of why EE is not eligible for FMLA• If illness is for employee or family member• 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.

Appropriate Notes for an LOA-Extended Illness include…

Use when EE has exhausted FMLA • Effective Date of LOA• Expected or Estimated Return Date (not an estimation of the # of

weeks or month). If return date is unknown, please state it• If medical certification was obtained and on file• Note 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 LOA• Expected 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 filed• If it is for training, active duty, preparation for duty, etc.• If for 30 days, if leave entitlement will be used up

Appropriate Notes for an 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 EE’s condition)

• 7 day waiting period- Begin and End Date• Effective Date of WC, if known• If WC action will follow and effective date of WC• If approved by Corvel• 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

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 EE’s condition)

• 7 day waiting period- Begin and End Date and that EE was placed on 7 day waiting period action before this action

• Effective Date of WC• If approved by Corvel• If 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- WC LOA 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 EE’s condition)

• 7 day waiting period- Begin and End Date and that EE was placed on 7 day waiting period action before this action

• Effective Date of WC• If approved by Corvel• If leave without pay has been or will be coded for the month, you

can state “see IT 2001 for coding of leave without pay.”

Appropriate Notes for an LOA- STD 60 Day Waiting Period include…

(Use ONLY if EE is not on FMLA but approved for STD)• 60 day waiting period-Begin and End Date• STD 12 month period-Begin and End Date• 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 application has been approved and filed and by whom• If EE is eligible for health insurance and has 5 years of retirement

service according to ORBIT only (EE may have withdrawn time)

Appropriate Notes for an LOA- STD Leave & Regular include…

May copy notes from STD 60 waiting period action

• 60 day waiting period-Begin and End Date

• STD Effective Date

• 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 application has been approved and filed and by whom

• If EE is eligible for health insurance and has 5 years of retirement service according to ORBIT only (EE may have withdrawn time)

• Please note if a letter has been sent by you or Retirement System noting that EE has been approved

• If STD leave, note when EE will be placed on STD Regular and if action will follow

• If STD Regular and EE was exhausting leave, note the date EE stop exhausting leave and that the employee was on STD leave before this action

Appropriate Notes for an LOA- Education include…

• Period of Education Leave- Begin & End date• If approved by management• 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.

Appropriate Notes for an LOA- Otherinclude…

• Note why EE could not be placed on a particular leave. i.e. “EE is not eligible for FMLA because…” or the reason for this particular action

• Effective Date of LOA • Expected or Estimated Return Date (not an estimation of the # of

weeks or month). If return date is unknown, please state it• If documentation was obtained and on file• 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