hrms end user training
DESCRIPTION
HRMS End User Training. HRMS Quotas Training Guide. X. HRMS Quotas. Classroom Introductions. Participant Introductions. Welcome to HRMS Quotas. Security Restrooms Participant Lounge. Building Evacuations Messages Cell Phones Computers. Name Role. - PowerPoint PPT PresentationTRANSCRIPT
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HRMS End User TrainingHRMS End User Training
HRMS QuotasHRMS QuotasTraining GuideTraining Guide
X
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HRMS Quotas
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HRMS Payroll and Reports
Classroom Introductions
• Name• Role
• Agency• Goal(s) for class
Welcome to HRMS Quotas
• Security• Restrooms• Participant Lounge
• Building Evacuations• Messages• Cell Phones• Computers
Participant Introductions
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5Training Materials
The following training materials and tools are used: HRMS Training Guide: Designed to introduce you to HRMS
navigation terms and concepts and to provide the necessary information to complete the activities.
HRMS Activity Guide: Designed to provide you with demonstrations and exercises that help solidify your understanding of concepts learned in the course and also provide you with an opportunity to use HRMS.
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HRMS On-line Quick Reference (OLQR): On-line help that provided you with step-by-step instructions designed to help you complete tasks in HRMS.
Training Tools
Website address: http://hr.wa.gov/payroll/HRMS/OnLineQuickReference/Pages/default.aspx
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HRMS Job Aids: Designed to provide you with reference materials so you can quickly access relevant HRMS information.
Job Aids
Website address: http://hr.wa.gov/payroll/HRMS/OnLineQuickReference/Pages/default.aspx
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Course Objectives Upon completion of this course, you should be able to:
– Explain new terms and key components of quota accruals and maintenance.
– Create and maintain shared leave quota for cross- and same-agencies donors and recipients.
– Explain the process of quota corrections and when they should be made.
– Determine when to create a manual adjustment.
– Prepare a leave buyout for an employee separating from state service.
– Run HRMS reports.
– Access and navigate the Online Quick Reference (OLQR)
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HRMS Role Based Security
HRMS has role-based security
System security dictates the information that you can update
Your agency assigned your role based on what tasks you perform
There are agency-level and centralized roles
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10Roles Review Leave Correction Processor:
Responsible for maintaining employee leave and shared leave information for new and existing employees.
Payroll Processor:Responsible for creating and maintaining payroll information for new and existing employees in the HRMS system. New employee payroll information is entered once the human resource information has been entered.
Payroll Analyst:Responsible for identifying time and payroll master data errors.
Time and Attendance Processor:Responsible for recording time and attendance into CATS.
Time and Attendance Inquirer:Views absence quotas (accrual) and payroll time entries.
Time and Attendance Supervisor:Provides oversight to the Time and Attendance Processor and Inquirer. Ability to view all infotypes, has limited update ability.
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Section 1: Quota Overview
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Section Overview
Upon completion of this section, you will be able to:
– Define new terms related to quotas– Describe types of quota– List the infotypes that impact quota accruals– Explain who earns quotas, when quotas are accrued– Describe the Time Evaluation – Define how quotas are used and displayed on the
earning statements
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Key Terms Cross-Application Time Sheet (CATS) – Central time
sheet used to enter employees time data
Quota Types - Different categories for quota balance
Quota Accrual- Rate an employee accumulates absence time in different quota types. The rate is determined by the employees years of State service, or collective bargaining agreements.
Quota Balances- The amount of absence time an employee has available
Time Evaluation – A process that updates quotas
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Types of Quota System Generated Quotas
30 Sick Leave31 Annual Leave34 Justified Excess Vacation (JEV) 40 Excess Vacation Accrual (EVA)*42 Personal Holiday-Shift
Quotas Generated from Time Entries
35 Compensatory Time37 Exchange Time
39 Holiday Credits
Other Quotas34 Justified Excess Vacation (JEV)38 Military41 Shared Leave46 Sick Leave Pool47 Uniformed Serv Lv Pool
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Infotypes Impacting Quota Accrual
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Infotypes Impacting Quota Accrual Actions (0000)
– Employment Status
Employees must be in active status to accrue leave
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Infotypes Impacting Quota Accrual cont’d. Org Assignment
(0001)
– Personnel Area/subarea
defines agency and if employee is represented or not
– Employee Group/subgroup
defines the employee (hourly, or monthly)
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Infotypes Impacting Quota Accrual cont’d. Planned
Working Time (0007)
– Additional Time ID
Defines how the employee accrues leave
– Employment percentage
Determines if the employee full time or part time
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Infotypes Impacting Quota Accrual cont’d.
Date Specifications (0041)
01- Anniversary Date 03-Original Hire Date 07- Unbroken Srvc Date
Note:In order for an employee to accrue leave, they must have these date types entered.
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Infotypes Impacting Quota Accrual cont’d. Payroll Status
(0003)
– PDC error indicator is not checked
– PDC recalculation date
Note:PDC – Plant Data Collection
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Infotypes Impacting Quota Accrual cont’d. Payroll
Results (9402)
– Worked Hours
Defines the total hours worked for the pay period
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Active employees earn quota.
The accrual rate can vary between employees based on bargaining unit, service time and type of employee etc.
Who Earns Quota?
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When is Quota Accrued?Salaried Employees
Employees must be in active status and worked 80 hours during the 1st- 15th of the month to receive accruals on the 16th.
Accruals are added to an employee’s quota balance after the Time Evaluation run on Day 1 of payroll processing
Part-time or Hourly employees
Quota accruals for part time and hourly employees is proportionate to the number of hours in paid status in the month to that required for full time employment.
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How Quotas is accrued Executed as a batch process (automated) to calculate and
apply quota accrual values for employees during each payroll cycle.
After the Time Evaluation has run, the quotas can be viewed to ensure the proper accrual rates have been applied.
Check your agencies Spool files to verify transfers with no errors.
Refer to the user procedure Spool File-Accessing and Printing Reports on the OLQR
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How quota is used by the employee
A leave slip is submitted to the Time and Attendance Processor
Absences are entered on the Cross Application Time Sheet (CATS)
Absences are entered and checked against the employee’s personnel file to ensure sufficient quota time exists
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How quota is displayed for the employee Wage Types and Absence Types are listed on the
Earnings Statement to account for an employee’s time
Side 1 Contains employee information and net pay
Side 2 Contains a breakdown of earning types, allowances, mandatory deductions, voluntary deductions, and employer contributions
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To access the Absence Quota infotype, follow menu path: Human Resources Personnel Management Administration HR Master Data Maintain
You can also access the Base Rate infotype by using the transaction code PA20 (Display HR Master data)
Where to find Quota accruals
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Enter the employee’s personnel number
Select the tab
Select All in the Period selection
Select
Click (Overview) to display all
Where to find Quota accruals cont’d.
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Where to find Quota accruals cont’d.
Use Absence Quotas (2006) to view quota accrual once the Time Evaluation has processed.
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HRMS Activity
Exercise:Display Absence Quotas
Page 1
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Review Questions1. Which infotypes affect Quota Accruals?
2. True or False?Time evaluation is a process only ran by Department of Enterprise Servcies?
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Section 2.Shared Leave
How to donate and return quotas
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Shared Leave Overview Upon completion of this section this section you will be able
to:
– Verify an employees quota balance – Create Shared leave donations and returns
– Convert a Personal Holiday for donation
– Define how to return unused Shared Leave back to the donor
Shared Leave
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Steps for Donating Shared Leave
1. Verify Quota Balance (donor)
2. Establish and verify base rate for Shared Leave (donor and recipient)
3. Create Shared Leave Eligibility (donor and recipient)
4. Create Shared Leave Donation (donor)
5. Verify the donation (donor and recipient)
6. Run a Time Evaluation (ZT60) (recipient)
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Verify the Quota Balance
The Attendance System Change Report displays all employees who had attendance activity during the selected reporting period as well as their ending balance
Refer to the user procedure Attendance System Change report on the OLQR.
Access the Attendance System Change Report using the transaction code ZHR_RPTTM084.
Click (Enter) to validate.
Shared Leave
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Fields to complete:
– Period– Personnel area– Personnel Number– Quota type
(Optional)– Deduction Period
Verify is checked
Click (Execute) to generate the report
Attendance System Change Report
Shared Leave
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Attendance System Change Report
Click on for a detailed view of the report.
Shared Leave
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HRMS Activity
Walkthrough:Run the Attendance System Change Report
Page 3
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Establish theHourly Base Rate
Shared Leave
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Step 2Verify and Establish Base Rate Overview
Shared Leave
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To access the Base Rate infotype, follow menu path: Human Resources Personnel Management Administration HR Master Data Maintain
You can also access the Base Rate infotype by using the transaction code PA20 (Display HR Master data)
Shared Leave-Verify Base Rate
Step 2Verify and Establish Base Rate
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Click the gray box to the left of Basic Pay (0008) to select
Select the All radio button in the Period section
Click (Overview) for an overview of all actions
Step 2Verify and Establish Base Rate Enter the employee’s Personnel Number Click (Enter) to validate
Shared Leave-Verify Base Rate
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43Step 2Verify and Establish Base Rate
Select the current record from the list– The current record will have an End Date of
12/31/9999 Click (Choose) to select the record
Shared Leave-Verify Base Rate
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44Step 2Verify and Establish Base Rate
Select
Write down the Salary/ hourly amount
In the pop-up window, click (continue)to continue
Click (back) to return to the previous screen
Shared Leave-Verify Base Rate
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45Step 2Verify and Establish Base Rate Now that we have the employee’s current base rate, the next step
is to validate or create the action on Recurring Payments/Deduction (0014).
Shared Leave-Establish Base Rate
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46Step 2Verify and Establish Base Rate
Enter /NPA30 in the command field
Click Enter to validate
Verify the Personnel Number
Select the tab Click the gray box to the
left of Select All radio button
in the Period selection
Click (Overview) to display all
Shared Leave-Establish Base Rate
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47Step 2Verify and Establish Base Rate cont’d.
If a wage type 1010 (Base rate for shared leave) already exists, verify the rate is still correct as HRMS does not automatically update wage type 1010 once an employee receives a pay increase or decrease.
You will also need to verify that the dates cover the donation period.
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48Step 2Verify and Establish Base Rate cont’d.
If there is not a Wage type 1010 Click (Create) to create a new record
Shared Leave-Establish Base Rate
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49Step 2Verify and Establish Base Rate cont’d.
Fields to complete:
– Start– Wage Type– Amount
Click (Enter) to validate
Click (Save) to save and continue
Shared Leave-Establish Base Rate
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HRMS Activity
Walkthrough:View hourly base rate and create
recurring payment Page 6
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Step 3Create Shared Leave Eligibility Overview Use Absence Pools (0696) to establish eligibility for the
donor and recipient.
Verify the Begin and End Dates for Absence Pools (0696) are covering the Shared Leave donation period.
For an employee to donate or receive leave, they must be eligible.
Shared Leave
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Verify the Personnel Number
Click (Enter) to validate
Enter the From date
Click the gray box to the left of Absence Pools (0696) to select
Click (Create) to create a new record
Enter PA30 in the Command field. Select the tab
Step 3Create Shared Leave Eligibility
Shared LeaveNote:To find the Absence Pools scroll down towards the bottom of the Time Recording Tab
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53Step 3Create Shared Leave Eligibility cont’d. In the pop-up window
select
Shared Leave
Note:The Foreign Pool is to be selected only if creating the eligibility for the Uniformed Services Pool, or Sick Leave Pool.
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54Step 3Create Shared Leave Eligibility cont’d. Fields to
complete:
– Absence Pool ID
Click (Enter) to validate
Click (Save) to save
Shared Leave
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Create the Donation
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Step 4Create Shared Leave Donation Overview When leave is donated:
Within your agency – Complete steps 1-3 for both the donor and the recipient.
Outside your agency – Ensure that either the donor or recipient (whichever is in your agency) has steps 1-3 completed. Communicate with the other agency to ensure both sides (donor and recipient agency) have completed appropriate steps.
Shared Leave
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Step 4Create Shared Leave Donation
Shared Leave
Enter the Personnel Number of the DONOR
Click (Enter) to validate
Enter the from date
Click the gray box to the left of
Click (Create) to create a new record
In the pop-up window select
Enter PA30 in the Command field Select the tab
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58Step 4Create Shared Leave Donation Fields to complete:
– Abs. quota type
– Number/Unit
– Personnel No. of the Recipient
– Check ‘Amount related’
– Check “Employee”
– Target Abs. Quota
Click ( Enter) to validate
Click (Save) to save
Shared Leave
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Verify the donation
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Step 5Verify the Donation Overview Donor
HRMS automatically creates a quota record on Time Quota Compensation (0416) to reduce the balance.
Recipient
HRMS automatically creates a quota record on Quota Correction (2013) to create/increase the shared leave quota balance.
Shared Leave
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61Step 5Verify the Donation (Donor)
Enter the transaction code PA20 in the command field
Click (Enter) to validate
Enter the Donor’s personnel number
Select the gray box to the left of to select
Click (Display)
Shared Leave
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62Step 5Verify the Donation (Donor) cont’d.
Shared Leave
Use the (Back) to return to Maintain HR Master Data
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63Step 5Verify the Donation (Recipient)
Fields to complete:
– Personnel Number- Recipient
– Select Time Recording Tab
– Enter Period
– Select Quota Corrections
Click (Display) to display all
Shared Leave
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64Step 5Verify the Donation (Recipient) cont’d.
Shared Leave
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Transfer the donation
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Step 6Transfer the Donation Overview Completing the transfer will update the quota
balances for the recipient, making them available immediately.
– This also reduces the donor’s quota balances as well.
Helpful in expediting the donation process.
Shared Leave
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67Step 6Transfer the Donation Enter the transaction
code ZT60 in the command field on the Easy Access Screen
Click (Enter) to validate
Fields to complete
– Personnel number
– Evaluation up to
Click (Execute) to generate report
Shared Leave
Recipients Personnel
Number
Keep defaultdate
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68Step 6Transfer the Donation cont’d.
Verify the time transfer was successful
Click (Exit) and return to the SAP Easy Access screen
Shared Leave
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Step 6B. Verify the Donation Enter the transaction
code /NPA20 in the command field
Enter the Recipients personnel number
Select the tab
Select All in the Period selection
Select
Enter 41- Shared Leave into STY
Click (Overview) to display all
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Step 6B. Verify the Donation con’t.d
Start Date and End Date=The day of the donation Absence Quota and Quota Text= Type of quota donated Start ded and End ded: Time frame of the donation Number= Amount of hours received by the recipient
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71
Start over!
– If an error was found when verifying the quota records, use the trashcan on the Shared Leave Donation (613) just created.
– This will automatically remove the Time Quota Compensation (0416) and Quota Correction (2013) that was created for the donation.
– Then follow the steps for creating the donation and run the Time Evaluation process to create the new record.
If a change was made to an existing Shared Leave Donation (0613) using the pencil, in some cases the Time Quota Compensation (416) record for the donor disappears and breaks the dynamic action.
Shared Leave - Troubleshooting
Shared Leave
It’s OK!
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72
HRMS Activity
Exercise:Create Single-Agency Shared Leave
DonationPage 10
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73
Summary of Donating Shared Leave We have walked through the steps required for both the
recipient and donor of shared leave.
Identified when to communicate if the employees are in different agencies.
Explained the dynamic action that occurs when the records are created and identified some troubleshooting tips when an error occurs.
Shared Leave
HRMS does not track the number of hours donated from each donor. This is a manual process by the agency.
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74Review Questions
1. True or False:When an employee has a pay increase, HRMS automatically updates the employees base rate on Recurring Payments/Deductions (0014)?
____________________________________________
2. Is it required to create a Shared Leave Donation for both the donor and the recipient?____________________________________________
3. True or False:If an error is found on the Absence Donation Administration US (0613) , you should use the Change (pencil) to make the correction?
______________________________________________________________________________________________________________________
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75
Donating a Personal Holiday
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76
Donating a Personal Holiday OverviewEmployee’s may donate all or part of the Personal Holiday for
shared leave.
Chapter 357-31-090 WAC Holiday and Leave
HRMS stores as “one” day unit. Must be converted to hours so the hours can be donated.
(1) Full-time employees receive personal holiday pay for the number of hours they are scheduled to work on the day.
(2) Part-time employees are entitled to the number of paid hours for a personal holiday on a pro rata basis in accordance with WAC 357-31-020.
Personal Holiday
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77
Donating a Personal Holiday cont’d.
To display HR Master Data, follow menu path: Human Resources Personnel Management Administration HR Master Data Maintain
You can also access the infotype by using the transaction code PA30 (Maintain HR Master data)
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78Step 1. Decrease one day from Quota Type 42
Enter Personnel Number
Click (Enter) to validate
Select the tab
Enter the From date
Click the gray box to the left of to select
Click (Create) to create a new record
Select 1000 (Free-compensation)
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79Step 1. Decrease one day from Quota Type 42
Fields to complete:
– Time Quota type
– No. to compensate
– Check Do not account
Click (Enter) to validate
Click (Save) to save
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Enter Personnel Number
Click (Enter) to validate
Select the tab
Enter the Start Date
Click the gray box to the left of to select
Click (Create) to create new record
Select 45 (PH-Shared Lv Donation)
80
Step 2. Increase Quota Type 45
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81
Step 2. Increase Quota Type 45 Fields to complete:
– Quota Number Total number of
hours equal to the employee’s shift
– Increase generated entitlement
– Transfer collected entitlement immediately
Click (Enter) to validate
Click (Save) to save
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82
HR Time: Time Evaluation (ZT60)
Enter the transaction code /NZT60 in the command field
Enter the employee’s Personnel Number
Evaluation up to Date – let default to the last day of the month
Click (Execute) to execute the process
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83
HR Time: Time Evaluation (ZT60) cont’d. Verify the time
transfer was successful
Click (Exit) and return to the SAP Easy Access screen
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84
Viewing the records
Use the transaction code PA20
Enter Personnel Number
Click (Enter) to validate
Select the tab
Select Absence Quotas (2006)
In the Period section, select the All radio button
Click (overview)
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85
Viewing the records cont’d.
Date Type 45- PH Shared Lv Donation has been increased to match the employees scheduled work hours.
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86
HRMS Activity
Exercise:Convert Personal Holiday into Shared
Leave Donation Page 19
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87
Troubleshooting a Personal Holiday donation
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88Troubleshooting a Personal Holiday donation
The employee now has a negative number for Personal Holiday-Shift
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89Troubleshooting a Personal Holiday donation cont’d.
The incorrect Change Transfer time was selected and caused the negative quota correction.
Should be Do not Change Transfer Time
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90Troubleshooting a Personal Holiday donation cont’d.
To fix the error:
– Create a quota correction with the correct transfer method– Run the Time Evaluation(ZT60) to reduce the PH-Shift to zero
12/31/2008
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91Troubleshooting a Personal Holiday donation cont’d.
After the Time Evaluation (ZT60) is ran, verify the correction The Personal Holiday-Shift is now reduced to 0 (zero)
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92
Summary of Donating a Personal Holiday We have identified how to verify an employee has a personal
holiday to donate
Identified the steps necessary to convert a personal holiday to be donated as shared leave
Explained how to verify quota records created
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93
Review Questions
1. What are the two different ways to verify an employees’ quota balance for a Personal Holiday?
____________________________________________________
2. True or False?Agencies will need to create a quota correction for every employee to give their personal holiday each year?
____________________________________________________________________________________________________________________________________________________________
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94
Return Unused Shared Leave
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95
Return Unused Shared Leave When returning donated leave,
agencies must specify what type of leave was donated so that the hours can be returned to the appropriate quota type in the donor’s records
The process of returning Shared Leave is very similar to initially donating Shared Leave
Use Absence Donation Administration (0613) to return the leave to the donor or the leave pool.
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96
Return Unused Shared Leave to the donor
To return unused shared leave, follow the menu path: Human Resources Personnel Management Administration HR Master Data Maintain
You can also use the transaction code PA30 (Maintain HR Master data)
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97Return Unused Shared Leave to the donor cont’d. Enter Personnel no.
of the recipient
Click the tab
Enter the from date
Click the gray box to the left
Click (Create) to create and continue
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98Return Unused Shared Leave to the donor cont’d.
Fields to complete:
– Abs. quota type– Number/Unit– Personnel no.– Target Abs. quota– Check ‘Amount
Related’– Select Employee
Radio button
Click (Enter) to validate
Click (Save) to save
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99Return Unused Shared Leave to the donor cont’d.
Enter the transaction code /NZT60
Fields to complete:
– Donors Personnel Number
Click (Execute) to execute the process
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100Return Unused Shared Leave to the donor cont’d.
Verify the time transfer was successful
Click (Exit) and return to the SAP Easy Access screen
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101Return Unused Shared Leave to the donor cont’d. Enter the
transaction code /NPA20 into the command field
Enter the Donor’s personnel number
Click the tab
Enter the from date
Select Absence Quotas (2006)
Click (Overview) to display all
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102Return Unused Shared Leave to the donor cont’d.
Verify the start date, quota type and the amount of hours returned.
Note: If returning Sick Leave from a prior year, you will need to add a Text Note to the donor’s Quota Correction (2013) to include the sick leave in the donors sick leave balance, yet not impact the year to date sick leave taken. Refer to the User Procedure Shared Leave Returning Donation.
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103
HRMS Activity
Exercise:Return Unused leave to the Donor
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104
Review Questions
1. Which infotype is used to return unused shared leave back to the donor?
2. True or False?When returning unused leave back to the donor you will select the quota type Shared Leave as the Target Abs. quota for the donor on the Absence Donation Administration(613)?
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105
Section 3:
Excess Vacation Accrual (EVA) and
Justified Excess Vacation (JEV)
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106
EVA and JEV Overview
Upon completion of this section you will be able to:
– Define EVA and JEV– Describe how EVA is generated within HRMS– Identify what to do if a change needs to be made to
the EVA accrual– Create the eligibility period for JEV on an employee’s
record
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107
Excess Vacation Accrual (EVA)
Annual leave hours in excess of 240 hours.
EVA is generated on Day 5 of payroll processing by the Department of Enterprise Services
Quota type 40 (EVA) is created with a start and end date
– The end date is the day before the employee’s anniversary date
Leave requests deduct from quota type 40 (EVA) then 31 (Annual Leave)
Note:Effective 1/1/2013-Agencies who have implemented the ESS Leave Application tool, employees will no longer accrue a separate EVA accrual. See Enterprise Services Communication 1/1/2013(Move ESS Leave agencies to new EVA process)
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108
Excess Vacation Accrual (EVA) EVA Overview
An employee has a quota type 31 (Annual Leave) balance of 235.0 as of the 15th of the month
– The accrual process completes on the 16th and creates quota type 31 (Annual Leave) for 14.66667 hours. The employee now has 249.66667 of annual leave
– On DAY 5 of payroll HRMS automatically creates two quota corrections. One to reduce quota type 31 (Annual Leave), and one to create or increase quota type 41 (EVA)
235.0 + 14.66667 = 249.66667 hours240.00 Annual Leave9.66667 EVA249.66667 hours
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109
Excess Vacation Accrual (EVA) Using the Attendance System Change Report
(ZHR_RPTPY084) report to verify quota balances.
Note:EVA hours are not accrued hours. HRMS automatically moves quota into EVA
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110
Excess Vacation Accrual (EVA) Scenario 1
The EVA accrual should have never been created.
– Employees annual leave balance is 240 on the 15th. They turn in a leave slip for sick leave for the 13th of the same month for 12 hours.
– On the 16th, the automated EVA process has competed for the payroll cycle
– On the 17th the employee changes their leave slip from sick leave to annual leave.
Solution: Use the Quota Corrections (2013), select the EVA that was created for the pay period, select the delete. Then run the Time Evaluation (ZT60) to reestablish the employee’s leave balances.
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111
Excess Vacation Accrual (EVA) Scenario 2
Returning unused EVA back to the original donor after the donor’s anniversary has passed
An employee’s anniversary date is January 18.
– The employee donated 30 hours of EVA to the recipient as shared leave
– It is March 1st, the recipient is no longer in need of shared leave and must return all unused leave.
Solution: Use the Absence Donation Administration (0613) to return the EVA back to the donor. The start date would be the actual day of the return.
Note:Agencies are responsible for following state rules and considering them along with their Collective Bargaining Agreements and other agency policies.
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112Excess Vacation Accrual (EVA)Scenario 3- Adjustments to EVA balances Employee’s Annual leave accrual rate is: 14.66667
The automated EVA process has completed for the payroll cycle
– Employee’s current Annual leave (31) balance is: 240– Employee’s current EVA (40) balance is: 14.66667 (hours over 240)– Employee turns in a late leave slip dated for the 10th of the month for 10 hours of
Annual leave.
– Adjustments are needed to both of the quota corrections that were completed via the EVA process to correct the employees Annual leave and EVA balances.
Solution: Run the Attendance System Change Report (ZHR_RPTTM084)
identify the EVA adjustment column and subtract the hours on the leave slip.
For example: 14.66667-10= 4.66667 hours.
Access the current Quota Corrections (2013) created for both the Annual leave and EVA, select the Pencil (change) enter the adjusted hours 4.66667 into the hours and save.
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113
Justified Excess VacationJEV
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114
Justified Excess Vacation (JEV) JEV is a proactive process that is started by the agency
through a director’s approved “statement of necessity”.
– WAC 357-31-215
Effective dates for the JEV period are created using Date Specifications (0041).
– The JEV period is not monitored in the system; it’s the responsibility of the agency to monitor and zero out the JEV balance when that time comes.
HRMS will automatically create the quota type 34(JEV) balance.
– Use Absence Quotas (2006) to view the record.
Note:JEV can not be processed retroactively
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115
Creating the JEV Period
To display HR Master Data, follow menu path: Human Resources Personnel Management Administration HR Master Data Maintain
You can also use the transaction code PA30 (Maintain HR Master data)
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116
Creating the JEV Period cont’d. Enter the Personnel
no.
Click (Enter) to validate
Select Date Specifications (0041)
Select All in the Period section
Click (Overview) to display all records associated with the infotype
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117
Creating the JEV Period cont’d. Click the gray
box to the left of the current record (12/31/9999)
Click (Copy) to copy and continue
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118
Creating the JEV Period cont’d. Enter the start date
of the record
Select Date Type
– 16 (JEV Begin Date)
– 17 (JEV End Date)
Click (Enter) to validate
You will receive a warning message “”Record valid from XXXX to XXXXXX delimited at end
Click (Save) to save
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119
HRMS Activity
Exercise: Create JEV
Page 27
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120
Review Questions1. What end date does HRMS create for EVA?
2. Which infotype is used to enter the JEV start and end dates?
3. True or False?JEV dates can be entered into the system retroactively?
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121
Section 4: Manual Adjustments
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122
Manual Adjustments Overview Upon completion of this section, you will be able to:
– Create a quota correction to change the availability date of system generated accruals
– Create a quota correction to replace the system generated accrual rate
– Remove accrued quota from employees who leave state service
– Define how to correct negative quota corrections – Additional Scenarios for quota corrections
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123
Change the Availability Date of System Generated Accruals
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124
Changing Availability Date To create a Quota
Correction, follow menu path: Human Resources Personnel Management Administration HR Master Data Maintain
You can also access the Quota Correction infotype by using the transaction code PA30 (Maintain HR Master data)
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125
Changing Availability Date Enter the Personnel
no.
Click (Enter) to validate
Select the tab
Enter the Start date
Click the gray box to the left of
Click (Create)to create a new record
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126
Changing Availability Date cont’d. Select Quota Type
Fields to complete:
– Quota Number– Increase generated
entitlement– Transfer collected
entitlement immediately
Click (Enter) to validate
Click (Save) to save
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127
Changing Availability Date cont’d.
Enter the transaction code PA30
Enter the Personnel no.
Click (Enter) to validate
Select the tab
Enter the from date
Click the gray box to the left of
Click (Create)to create a new record
Select Quota Type
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Changing Availability Date cont’d. Fields to
complete: – Quota number
Enter a 0 (zero)
– Select Replace generated entitlement
– Verify that Do not change transfer time is selected
Click (Enter) to validate
Click (Save) to save
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129
Quota Correction- Changing Availability Date cont’d.
Enter /NZT60 in the command field to access the Time Evaluation
Enter the Personnel Number
Click (Execute) to generate report
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130Quota Correction- Changing Availability Date cont’d.
Verify the time transfer was successful
Click (Exit) and return to the SAP Easy Access screen
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131
HRMS Activity
Exercise: Change the availability date
Page 32
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132
Replacing the System Generated Accrual
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133 Option 1: Replacing the System Generated Accrual To create a Quota
Correction, follow menu path: Human Resources Personnel Management Administration HR Master Data Maintain
You can also access the Quota Correction infotype by using the transaction code PA30 (Maintain HR Master data)
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134Option 1: Replacing the System Generated Accrual cont’d. Enter the Personnel
no.
Click (Enter) to validate
Select the tab
Enter the Start date
Click the gray box to the left of
Click (Create)to create a new record
Select the Quota Type
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Option 1: Replacing the System Generated Accrual cont’d. Fields to complete:
– Start– Quota Number– Replace generated
entitlement– DO not change
transfer time
Click (Enter) to validate
Click (Save) to save
135
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136Option 1: Replacing the System Generated Accrual cont’d. Enter /NZT60 in
the command field to access the Time Evaluation
Enter the Personnel Number
Click (Execute) to generate report
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137Option 1: Replacing the System Generated Accrual cont’d.
Verify the time transfer was successful
Click (Exit) and return to the SAP Easy Access screen
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138Option 1: Replacing the System Generated Accrual cont’d. Enter /NPA20 in the
command field
Enter the personnel number
Click (Enter) to validate
Select the tab
Enter the from date
Click the gray box to the left of
Click (overview) to display all records
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139Option 1: Replacing the System Generated Accrual cont’d.
Verify the replacement was successful
Click the (Back) button to return to Maintain HR Master Data
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140
Option 2: Accelerated accrual rates
To display HR Master Data, follow menu path: Human Resources Personnel Management Administration HR Master Data Maintain
You can also access the infotype by using the transaction code PA30 (Maintain HR Master data)
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Option 2: Accelerated accrual rates cont’d. Enter Personnel
Number
Click (Enter) to validate
Select the tab
Select
On the menu bar select Goto – List Entry
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Option 2: Accelerated accrual rates cont’d.
Fields to complete:
– Date (Last day of accrual month)
– AbQuotaType– Number– Operation– Transfer
Click (Enter) to validate
Click (Save) to save
Run the ZT60 to view accrual
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Option 2: Accelerated accrual rates cont’d.
Additional detail on Accelerated accrual rates:
– Once the future dated quota corrections are established, the accelerated accrual amounts will be available for the employee after the regular payroll processing.
– Future dated quota corrections must be removed if an employee goes on LWOP and is not entitled to the leave accrual.
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144
Removing Accrued Leave
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145
Removing Accrued Leave To create a Quota
Correction, follow menu path: Human Resources Personnel Management Administration HR Master Data Maintain
You can also access the Quota Correction infotype by using the transaction code PA30 (Maintain HR Master data)
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146
Removing Accrued Leave Enter the Personnel
Number Select Click (Create)
to create a new record
Select Free Compensation
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147
Removing Accrued Leave Fields to
complete:
– Start
– Time quota type
– No. to compensate
– Check DO NOT ACCOUNT
Click (Enter) to validate
Click (Save) to save
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148
Additional Scenarios
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149
Troubleshooting Common Quota Questions Scenario # 1 Employee did not accrue quota as expected:
Enter the Transaction code PA20 to check the following infotypes:
– Absence Quotas (2006) Check to see if a record exists– Planned Working Time (0007) Verify the Additional Time ID field is
set to “00” or “02”– Payroll Results 2 (9402) Verify the employee has sufficient hours
worked to accrue leave– Date Specifications (0041) Verify the dates are correct– Payroll Status (0003) Verify that the PDC error indicator is not
checked– Actions (0000) Check if the employee is “active” at the end of the
accrual month– Organization Assignment (0001) Verify the employee belongs to
the accrual agency– Run Time Evaluation with displayed log checked.
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150
Scenario # 2 Adjusting accrual rates
To display HR Master Data, follow menu path: Human Resources Personnel Management Administration HR Master Data Maintain
You can also access the infotype by using the transaction code PA30 (Maintain HR Master data)
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Scenario # 2 Adjusting accrual rates Enter Personnel
Number
Click (Enter) to validate
Click the gray box to the left of
Click (Overview) to display all
Check the box to the left of the current record
Click (Copy) to copy the record
151
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152
Scenario # 2 Adjusting accrual rates
Fields to complete:
– Start Date– Anniversary Date
Click (Enter) to validate
Click (Save) to save
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Scenario # 2 Adjusting accrual rates Enter the transaction
code /NZT60 in the command field
Enter the employee’s Personnel Number
Forced recalculation as of– Date should match date entered on Date Specification
Click (Execute) to execute the process
153
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Scenario # 2 Adjusting accrual rates
Verify that the employee’s accrual rates have been adjusted.
If there are any deductions towards the employees’ accruals you may need to contact the DES Service Center for a redistribution of quota
154
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155
Scenario # 3 Giving a Personal Holiday
To display HR Master Data, follow menu path: Human Resources Personnel Management Administration HR Master Data Maintain
You can also access the infotype by using the transaction code PA30 (Maintain HR Master data)
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Scenario # 3 Giving a Personal Holiday cont’d. Enter Personnel Number Click (Enter) to validate Select the tab Enter the Start Date Click the gray box to the left
of select Enter the start date Click (Create) to create
new record Select 42 (Personal Holiday-
Shift
Tip:Use the employee’s hire date as the start date
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Scenario # 3 Giving a Personal Holiday cont’d. Fields to complete:
– Quota Number –
– Increase generated entitlement
– Transfer collected entitlement immediately
Click (Enter) to validate
Click (Save) to save
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158Scenario # 3 Giving a Personal Holiday cont’d.
Enter the transaction code /NZT60 in the command field
Enter the employee’s Personnel Number
Evaluation up to Date – let default to the last day of the month
Click (Execute) to execute the process
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159Scenario # 3 Giving a Personal Holiday cont’d.
Verify the time transfer was successful
Click (Exit) and return to the SAP Easy Access screen
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Select the tab Select Absence Quotas
(2006) In the Period section,
select the All radio button Click (overview)
Scenario # 3 Giving a Personal Holiday cont’d.
Tip:Enter the quota type 42 into the Sty field to narrow the search results
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Scenario # 3 Giving a Personal Holiday cont’d.
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Scenario # 4 Negative Quota Correction- Employee has leave attached to a 0 (zero) deduction
Cause:
– Hours were entered into CATS and not removed prior to the quota correction
– Quota correction was created for employee to reduce their quota accrual
162
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Scenario # 4 Negative Quota Correction- Employee has leave attached to a 0 (zero) deduction con’t.d
Steps for correcting:
– Click choose to determine when leave was used
– Remove entries from CATS
– Run the ZCAT6 to remove time entries within HRMS
163
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164Scenario # 5 System allowing negative time to be entered
It is possible to run the Attendance System Change Report that shows a negative leave balance.
– Possible causes:– Quota correction (2013) entered incorrectly– Quota correction (2013) used to manipulate leave balances– Absence sitting on a zero accrual
To do:
– Quota Correction (2013)- view to determine why the quota correction was created
– Absence Quotas (2006)- view to see if something has changed that caused the original accrual to be zero
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165
Scenario # 6 Quota Buyouts Quota buyout – Process of buying out an eligible
employee’s quota balance
Quota Buyouts are completed in Time Quota Compensation (0416)
Some examples of buyouts include:
Annual Leave (retirement, separation) Sick leave (retirement, separation) Sick leave (annual buy-out process) VEBA (retirement)
Each agency may have unique rules, situations and procedures for quota buyout – check with your agency or bargaining unit for more specific instructions and parameters
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166
Scenario # 6 Quota Buyouts cont’d.
To create a quota buyout, follow menu path: Human Resources Personnel Management Administration HR Master Data Maintain
You can also use the transaction code PA30 (Maintain HR Master data)
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167
Scenario # 6 Quota Buyouts cont’d Enter Personnel No.
Click the tab
Click the gray box to the left of
Enter the Start date
Click (Create)
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168Scenario # 6 Quota Buyouts cont’d Select the applicable wage type
(example: Annl Leave Buyout-No Ret) Enter the buyout hours in No. to
compensate field Ensure the accurate Start Date has been
entered Click (Enter) to validate Click (Save) to save
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169Scenario # 7 Determining an employees Career Shared Leave balance Career Shared leave is tracked using the absence type 9941
Each Shared leave absence taken in HRMS is added to the Career balance in 9941
This report is used to monitor Career Shared Leave balances for employees
Access the Cumulated Time Evaluation Results: Time Balances/Wage Types report using the transaction code PT_BAL00
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170Scenario # 7 Determining an employees Career Shared Leave balance cont’d.
Fields to complete:
– Payroll period
– Selection: Enter a personnel number or personnel area
– Selection Conditions – select Day balances and enter the Time Type 9941 (Career Shared Leave Total)
Click (Execute) to generate the report
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171Scenario # 7 Determining an employees Career Shared Leave balance cont’d.
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172
Review Questions1. True or False
If an employee does not accrue quota as expected you should first do a quota correction to give the employee the correct accrual amount?
2. On which infotype are buyouts created?
3. Which report will display an employees career shared leave balance?
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173
Summary Throughout this course you have learned to:
– Define new terms and key components of quota accruals
– Define how to view employee accruals– Create and maintain shared leave quota for both same
and cross agency donations– Create a manual adjustments– Create a leave buyout during the separation action– How to access and run HRMS reports
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174Resources
The following resources are available for your use:
– DES Service Center– (360) 664–6400 [email protected]
– The Office of Financial Management http://www.ofm.wa.gov
– The Department of Retirement Services http://www.drs.wa.gov
– The On-Line Quick Reference http://www.hr.wa.gov/payroll/HRMS/OnLineQuickReference/Pages/defaul
t.aspx
– HRMS Support http://www.hr.wa.gov/payroll/HRMS/HRMSSupport/Pages/
default.aspx
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175
HRMS Support
Address: http://www.hr.wa.gov/payroll/HRMS/HRMSSupport/
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176
HRMS Message Center
Address:http://www.hr.wa.gov/payroll/HRMS/HRMSSupport/Pages/
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177
■HRMS Data Definitions website provides agencies with standard definitions of HRMS fields names and dropdown list options.
HRMS Data Definitions
website address: http://www.hr.wa.gov/payroll/HRMS/OnLineQuickReference/Pages/HRMSDataDefinitions.aspx
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178ZAlert System Messages– Messages are sent by the ISD Customer Support unit and will
appear when logged into the system or when first logging in. ZAlerts will last up to 2 hours after being displayed. Once
the message has expired you will no longer see the message.
– Messages will vary and may contain information regarding payroll pick-up or may direct you to the HRMS Message Center.
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179
Question and Answer
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180Training Evaluation
Please take a few minutes to complete the course evaluation and participant assessment prior to leaving.
Thank you for your participation
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181
Additional Information
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182
Sick Leave Pool
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183
Sick Leave Pool Overview
Employee’s are eligible to participate in the Sick Leave Pool after completing one year of continuous service and accruing at least forty-eight hours of sick leave
Refer to the user procedure Sick Leave Pool Create Eligibility and Sick Leave Pool Create the Donation and Return on the OLQR for assistance.
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184
Sick Leave Pool
To create the Sick Leave Pool Data, follow menu path: Human Resources Personnel Management Administration HR Master Data Maintain
You can also use the transaction code PA30 (Maintain HR Master data)
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185
Verify the Personnel Number
Click (Enter) to validate
Enter the From date
Click the gray box to the left of Absence Pools (0696) to select
Click (Create) to create a new record
Enter PA30 in the Command field. Select the tab
Step 3Create Shared Leave Eligibility
Shared LeaveNote:To find the Absence Pools scroll down towards the bottom of the Time Recording Tab
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186Step 3Create Shared Leave Eligibility cont’d. In the pop-up window
select
Shared Leave
Note:The Foreign Pool is to be selected only if creating the eligibility for the Uniformed Services Pool, or Sick Leave Pool. These will be covered later in the class.
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187Step 3Create Shared Leave Eligibility cont’d. Fields to
complete:
– Absence Pool ID
Click (Enter) to validate
Click (Save) to save
Shared Leave
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188
Sick Leave Pool- Create the Eligibility cont’d.
Enter the Personnel no. and click (Enter) to validate
Select the tab
Click the gray box to the left of Absence Pools
Enter the Start Date
Click (Create)to create a new record
Select Foreign Pool
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189
Sick Leave Pool- Create the Eligibility con’t.d
Fields to complete:
– Pool ID
Click (Enter) to validate the information
Click (Save) to save
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190
Sick Leave Pool- Create the Donation
Select the tab
Click the gray box to the left of to select
Enter the Start date
Click (Create)to create a new record
Select Donation/Return
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191
Sick Leave Pool- Create the Donation cont’d.
Fields to complete:
– Abs. quota type– Number/unit– Foreign Pool ID
Click (Enter) to validate the information
Click (Save) to save
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192
Sick Leave Pool- Create the Withdrawal Enter the transaction
code PA30
Enter the Personnel Number of the Recipient
Select the tab
Click the gray box to the left of
Enter the start date
Click (Create)to create a new record
Select
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193Sick Leave Pool- Create the Withdrawal cont’d. Fields to complete:
– Abs. quota type– Number/Unit– Foreign Pool ID
Click the
Click (Enter) to validate the information
Click (Save) to save
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194Sick Leave Pool- Create the Withdrawal cont’d.
Enter the transaction code /NZT60 in the command field
Enter the employee’s Personnel Number
Evaluation up to Date – let default to the last day of the month
Click (Execute) to execute the process
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195Sick Leave Pool- Create the Withdrawal cont’d.
Verify the time transfer was successful
Click (Exit) and return to the SAP Easy Access screen
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196
Return Unused Shared Leave to the Sick Leave Pool
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197
Return Unused Shared Leave to the Sick Leave Pool
To return unused shared leave, follow the menu path: Human Resources Personnel Management Administration HR Master Data Maintain
You can also use the transaction code PA30 (Maintain HR Master data)
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198
Return Unused Shared Leave to the donor cont’d.
Enter Personnel no. of the recipient
Click the tab
Enter the from date
Click the gray box to the left
Click (Create) to create and continue
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199
Return Unused Shared Leave to the Sick Leave Pool cont’d.
Fields to complete:
– Abs. quota type– Number/Unit– Select Foreign Pool ID
– Click Foreign Pool Radio button
Click (Enter) to validate
Click (Save) to save
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200
Uniformed Service Pool
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201
Uniformed Service Pool Overview The Uniformed Service Shared Leave pool was created to
allow active state employees who are called into active duty the ability to maintain a level of compensation and employee benefits.
This pool allows for state employees to donate their leave that may be used by an employee who has been called into active duty.
Refer to the user procedure Shared Leave- Uniform Srvs Pool – Create the Eligibility and Shared Leave – Uniform Srvs Pool- Donation or Withdrawal on the OLQR
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202
VEBA Buyout
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203
VEBA Buyout Enter the transaction
code PA30 Enter Personnel No. Click the
tab Enter the start date Click the gray box to the
left of to select
Click (Create) Select Sick Leave
Buyout-VEBA
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204
VEBA Buyout Enter the buyout hours in No. to compensate field
Ensure the accurate Start Date has been entered
Click (Enter) to validate
Click (Save) to save