Record Actual Hours Worked
Record Actual Hours Worked Contents Procedure Overview Check Organizational Assignment Maintain Time Data Process Steps Method 1: Recording Hours Method 2: Recording Casual Hours
Procedure Overview Overview
To gain an understanding on how to record actual hours worked for an employee by recording the following:
Date worked Attendance Type Hours worked Cost Assignment (CC/CFC) Hourly Rate Reason of payment
Infotype 2052 (Maintain Weekly Entry w/ Activity) must be used to record timesheet information for hourly paid employees. The appropriate hours and rates must be entered in order to calculate union dues and legislative deductions correctly. The system can only calculate retroactive adjustments correctly if detailed information on hours and rates are entered. Prior to updating actual hours worked, always verify the Personnel Subarea on Organizational Assignment to determine what the employee’s primary appointment.
Record Actual Hours Worked HRIS Procedure Document FINAL
-1-
For Assistance with this Process please contact HRIS Support
Record Actual Hours Worked For each different type of employee different attendance types should be used.
Employee Subarea Attendance Type:
All Appointed Biweekly Staff (e.g. Carp F/T)
0800 – Appointed Regular Hours: Hours can be entered as a range or recorded individually. 1820 - Shift Premium: Must be recorded individually.
All Casual Temporary Unionized Staff (Excluding
0910 - Non-Appointed Temp Hours: Hours must be recorded individually.
USW) (e.g. Elec Temp) All Casual Biweekly and Monthly Employees (e.g. CUPE Casual, Casual Biweekly) Note: Unionized Casual position must be the primary position on Organizational Assignment
1820 - Shift Premium: Hours must be recorded individually.
0920 - Casual Hours: Hours must be recorded individually. 0930 - Casual Hours no Vacation Pay: Hours must be recorded individually. 0931 - Casual Hours No Dues GEN 4% Vac.: Hours must be recorded individually.
All Casual employees in the Work Study Program Note: To be used for work study hours only. No cost assignment required
0923 - Work Study Hours: Hours must be recorded individually.
All Casual employee doing USW duties (e.g. Administrative work)
0940 - USW Casual Hours (Mon - Sun) : Hours must be recorded individually.
Record Actual Hours Worked HRIS Procedure Document FINAL
-2-
For Assistance with this Process please contact HRIS Support
Record Actual Hours Worked
Appointed/ NonAppointed Employee
Overtime attendance types can be used for all employee types.
Appointed Employee
Stat. Holiday attendance types
Note: Any time the Attendance Types for Overtime, Statutory Holiday or Shift Premium are used, the hours must be entered manually and on a daily basis. Do not use a range or let the system default the hours.
For a complete list of all absence types please refer to the Absence/Attendance Chart under the Reference Material Section of the HR Systems Training & Support Centre Website
Check Organizational Assignment Click on the following path:
Human Resources Personnel Management Administration HR Master Data Display
1. Enter employee personnel number 2. Under the Tab click on 0001 in the Direct Selection Infotype field
or enter
3. Click to Display the current Organizational Assignment screen wherein the End Date is 31.12.9999. 4. Verify the primary appointment and the Personnel Subarea. 5. Click on the
to return to the Display HR Master Data screen.
If an employee has hours for a non-appointed unionized position and this position is not the primary position, then one of the T4 Additional Assignment wage types must be used. Please go to IT0015 - Additional Payments/Deductions screen and use the additional assignment wage type for the corresponding union. If this wage type is not used to pay the income, then the appropriate union dues will not be deducted accordingly resulting in an incorrect payment to the employee. To enter the Time Sheet information follow the Time Management steps below.
Record Actual Hours Worked HRIS Procedure Document FINAL
-3-
For Assistance with this Process please contact HRIS Support
Record Actual Hours Worked
Maintain Time Data Process Steps Click on the following path:
Human Resources Time Management Administration Time Data Maintain
1. Enter employee personnel number 2. Enter the Start date (first day of the attendance) of Attendance in the Period Section
Note: Entering the date on this screen will propose the Maintain Weekly Calendar w/Activity screen for the week entered in the From field. 3. Click on weekly Calendar
Method 1: Recording Hours If the 1st week of the payroll period is for the standard hours worked as per the daily working hours displayed in Planned Working Time. 1. Enter the day number of the attendance to be recorded in the D the Start date default
2. Enter hours to be paid
field or enter
for the one day and the end date will automatically
.
Note: If nothing was entered, the hours worked will default to the daily working hours, which is 7.25 hours. Record Actual Hours Worked HRIS Procedure Document FINAL
-4-
For Assistance with this Process please contact HRIS Support
Record Actual Hours Worked
3. Enter or select the applicable attendance type . This wage type can now be used for all actual hours worked including Saturday and Sunday hours worked. Note: For appointed hourly paid staff only. When there is a paid Statutory Holiday within the pay period, the Stat Holiday hours must be entered using the Attendance Type, 1810 - Stat. Holiday Hours at 100%. If the employee works on the Stat Holiday, then the appropriate attendance type must be selected, for example, 1811 - Stat. Holiday at 150%. By using Stat Holiday attendance type, 4% vacation will automatically be generated and union dues deducted on all hours saved.
4. Enter the cost center
.
Note: Do not enter an internal order if a cost center is entered.
5. Enter the funds center
6. Enter the fund, if applicable
7. Enter the hourly rate of pay
.
Note: The hourly rate will default to the minimum hourly wage as displayed on Basic Pay if blank. 8. Enter/select the reason of payment 9. Click
.
or Press Enter. As the Work Schedule Rule (IT0007) was saved as 36.25/wk, 7.25/day, the week pay period hours will default to 36.25. If the first day, for example, is a Saturday or Sunday, then a message will appear: W: First day off of attendance/absence is a day off [att/absence type 00920]. Press Enter to accept the message. Cost Assignment information must be entered for each payment.
10. Click to
to Save.
Note: The message Record(s) posted is displayed at the bottom of the Maintain Weekly Calendar w/Activity Allocation screen 11. Click on to proceed to the next Maintain Weekly Entry w/ Activity Allocation screen. The screen must be saved first prior to proceeding to the next week. Record Actual Hours Worked HRIS Procedure Document FINAL
-5-
For Assistance with this Process please contact HRIS Support
Record Actual Hours Worked
Method 2: Recording Casual Hours If the 2nd week of the pay period is for hours other than those hours stored in Planned Working Time, or outside the schedule, all the hours must be recorded individually. 1. Enter the day number of the attendance to be recorded in the D the Start date default
field or enter
for the one day and the end date will automatically
2. Enter hours to be paid
3. Enter or select the applicable attendance type
.
Note: Based on the attendance type selected, 4% vacation pay will automatically be generated and union dues will be deducted if applicable on all hours recorded.
4. Enter the cost center
.
Note: Do not enter an internal order if a cost center is entered.
5. Enter the funds center
6. Enter the fund, if applicable
7. Enter the hourly rate of pay
.
Note: The hourly rate will default to the minimum hourly wage as displayed on Basic Pay if blank. Record Actual Hours Worked HRIS Procedure Document FINAL
-6-
For Assistance with this Process please contact HRIS Support
Record Actual Hours Worked
8. Enter/select the reason of payment 9. Click 10. Click to
.
or Press Enter. to Save.
Note: The message Record(s) posted is displayed at the bottom of the Maintain Weekly Calendar w/Activity Allocation screen 11. Click on to proceed to the next Maintain Weekly Entry w/ Activity Allocation screen. The screen must be saved first prior to proceeding to the next week.
END OF RECORD ACTUAL HOURS WORKED
Record Actual Hours Worked HRIS Procedure Document FINAL
-7-
For Assistance with this Process please contact HRIS Support
