Maintain Absences for Individual Exempt Employee

Work Instruction Maintain Absences for Individual Exempt Functional Area: Time Management Employee

Purpose

Use this procedure to enter absences for an individual exempt employee in the UC Flex system.

Trigger

Perform this procedure when an exempt employee submits a Time Off From Work form (A-1328). The Salary Leave Administrator records the absence(s) in CATS in order to be entered into SAP.

Prerequisites

None

Menu Path

Use the following menu path to begin this transaction:

 Select Human Resources Time Management Time Sheet CATS Classic Record Working Timesto go to theTime Sheet: Initial Screen.

Transaction Code

CAT2

Business Process Information

Time off by exempt employees will be recorded in CATS. Each month, all absences recorded for the month will be transferred to SAP and all quota balances will be reduced accordingly. For example, before payroll runs at the end of December, December’s absences will be transferred to UC Flex and be reflected on the check at the end of December.

All corrections to salaried employee’s absences are performed by the Salary Leave Administrator and approved by the Salary Leave Supervisor. UC Flex automatically corrects the employee’s quota balances and, if applicable, corrects the employee’s pay.

NOTE: Absences must be entered on the day absent in order for UC Flex to accurately maintain absence quotas. If an employee works 4, 10 hour days, or is scheduled to work on weekends, then the absence must be entered on a Friday or Monday closest to the actual date of the absence.

Helpful Hints

 The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).  On certain screens you may have to scroll to view some data entry fields.  The following Business Warehouse (BW) reports are also available: Quota Balances, FMLA, andSalary Absence.  You can only view and change data for personnel in organizational units that you are authorized to maintain. Work Instruction Maintain Absences for Individual Exempt Functional Area: Time Management Employee

Procedure

1. Start the transaction using the menu path or transaction code.

Time Sheet: Initial Screen

2. As required, complete/review the following fields:

Field R/O/C Description

Data Entry Profile Required Code used to identify the profile used to enter time data; This profile determines the method of entry and the layout of the data entry screen. Example: UC_SAL (UC Salary Time Entry)

Personnel Number Required Unique employee identification number Example: 651

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The screen layout defaults based on the last profile entered, but can be changed.

3. Click .

Time Sheet: Initial Screen (2)

4. As required, complete/review the following fields:

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Field R/O/C Description

Key date Required Selection date for a transaction; When executing a program, the date at which data is valued. Example: 12/01/2005

By accepting the default date, you will be able to maintain absences for the current month.

You can enter a future date for a future dated absence. This is NOT recommended.

You can only go back 4 months prior to the key date entered when entering time card edits.

5. Click .

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Time Sheet: Data Entry View

6. As required, complete/review the following fields:

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Field R/O/C Description A/A…(A/A Type) Required Attendance or absence type Example: ABS (Paid Leave) AWO (AWOL – No Pay) BSCK (Bereavement – Sick) CONF (Conference w/pay) FFSB (FMLA- Faculty Sick Bank) FRL (Furlough) FSCK (FMLA – SICK) FSNP (FMLA – Sick No Pay) FVAC (FMLA – Vacation) JURY (Jury Duty) LAD (Labor Dispute – No Pay) MIL (Military Leave) MNP (MIL no balance – unpaid) NPP (Authorized Leave – No Pay) SCK (Sick Leave) SKBK (Faculty Sick Bank) SNP (SCK no balance – unpaid) TRNG ( Training w/Pay) VAC (Vacation) VNP (VAC no balance – unpaid) WSCK (Worker’s Comp – Sick) WSNP (Worker’s Comp – SNP) WVAC (Worker’s Comp – VAC)

If you want to go to the previous month, click or click to go to the next month.

7. Enter the total amount of absence hours required for each day.

8. Click .

9. Perform one of the following: If You Want To Then Go To 1. Click on the hours entered. Add comments about the absence Step 10 2. Click . Save the entries and exit this Step 13 transaction Click .

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Change Time entry sheet: XXXX Language EN

10. Enter the comments in the space provided.

11. Click , then click “Yes” if the popup box asks if you want to “save changes in text first?”.

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Time Sheet: Data Entry View (2)

12. Click .

The absence(s) with the comments is displayed in red. The system displays the message, “Text changes were transferred”.

13. Perform one of the following: If Go To The Display Messages window is displayed Step 14 The Display Messages window is not displayed Step 18

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Display Messages

14. Review the displayed messages.

All timesheet message errors must be resolved prior to saving the timesheet.

It is important to take note of the day(s) that exceeded the balance so those days can be corrected.

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Display Messages

15. Click .

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Time Sheet: Data Entry View (3)

16. Enter the total amount of absence hours required for each day.

Check the employee’s quota balance before entering hours to ensure that you do not exceed the employee’s balance.

When calculating the hours to enter, you must take into consideration the hours that have already been entered for the same quota. In this example, the employee above only had 10 hours of SCK as of the end of the previous month. Therefore, the hours recorded on 12/05 (8 hrs) must be subtracted from the quota balance (10 hrs) and the remaining balance (2 hrs) are to be recorded on 12/06. The absence for the remaining 6 hrs is to be entered under a different absence type (A/AType) for the same day.

17. Click .

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Time Sheet: Initial Screen (3)

18. Click until you return to the SAP Easy Access screen.

The system displays the message, “Your data has been saved”.

19. You have completed this transaction.

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Result

You have successfully entered absence(s) for an individual exempt employee.

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