TCP Supervisor Guide ESSCATS Time Entry Approval

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TCP Supervisor GuideESS/CATS Time Entry Approval

• Approval Process
• Reference Information
• Reminders
• Policies

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MAJOR CHANGES FOR SUPERVISORS

• Effective January 14, 2004, Temporary Clerical
  Pool (TCP) employees assigned to you will enter
  their attendances/absences via SAPs Employee
  Self Service (ESS) Cross-Application Timesheet
  (CATS) and submit it (electronically) to your ESS
  Workflow Inbox for review/approval.
• Your agency timekeepers no longer need to enter
  TCP employee hours worked every pay period!
• Little or no paperwork! Youll be able to
  electronically view and approve the employees
  hours worked. This process takes only minutes
  per day!

MAJOR BENEFITS!
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THE APPROVAL PROCESS

• 4 Easy Steps
• 1. Enter your ESS Workflow Inbox and select
  employee time entry.
• 2. Review information for accuracy.
• Approve or reject the time.
• Save your transaction.

IMPORTANT GUIDELINES

• General
• You must be role-mapped in SAP as a supervisor in
  order to approve time.
• We strongly recommend you review/approve employee
  time on a daily basis.
• Time is automatically forwarded to your
  supervisor if no action is taken after 48 hours.
• All employee time must be approved by the last
  Friday of the pay period.

• Work Schedules
• TCP Employees will be on a flexible schedule
  (BFLX7017) (900 1630).
• This means
• Employees will enter attendances and absences
  before lunch and after lunch (I.e. 800 1200,
  1300 1630).
• Note Full-day absences require only one entry
  (I.e. NPU 830 1700)
• Lunch hours are not entered.
• No daily substitutions are needed.

Absence/Attendance Codes The following codes are
valid entries for TCP employee attendances and
absences.   Attendances RT- All time worked must
be entered as RT. Supervisors may approve time
exceeding 37.5 hours per week. Necessary
adjustments will be made by the ATS timekeeper to
reflect accurate T1 and T2 totals.   Absences
(all unpaid) NPC - authorized closing/early
release of state offices NPH - state holiday
NPU - unpaid absence
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1 Enter Your Workflow Inbox

• Log into ESS. Your Workflow Inbox will appear at
  the bottom of the screen.
• In the text column, click on the line item
  submitted by your TCP employee.

Select the time entry for your TCP employee.
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2 Review Time Submitted

• 1. Highlight the entries you would like
  to review.
• Verify accuracy of the following
• DATE
• HOURS WORKED
• ACTIVITY CODE
• This is the Work Order number associated with
  the assignment. IT MUST BE CORRECT to avoid
  billing errors.
• ATTENDANCE / ABSENCE
• TYPE (A/A Type)
• All time worked (even if overtime) must be RT.
  ATS Timekeeper will adjust if T1 or T2 code is
  appropriate.
• 3. Click on approve or reject.

2. Verify date, hours, activity code, and
attendance/absence type.
1. You can highlight and approve/reject one or
multiple entries at one time.
3. Click on approve or reject.
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3 - If You Reject Time..
If you reject an employees time, you must
include a reason for rejection.

• Type your comments in the space provided.
• Click Save.

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4 - Save after Approval/Rejection
1. Click Save to exit. NOTE IF YOU
REJECT an employees time, they will receive an
email via Outlook. They must re-enter their time
and re-submit a corrected time entry for
approval. (Please give the employee sufficient
notice to correct and resubmit time prior to pay
processing deadlines!) IF YOU APPROVE an
employees time, their hours are automatically
entered into SAP.
Note the status changes to Pending after you
approve/reject time.
This screen will reappear after you
approve/reject time. Click save to exit.
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RELATED POLICIES

• Pay Advances
• ATS ability to procure pay advances for TCP
  employees with the new system is extremely
  limited and may require an additional two-week
  delay for an employees pay.
• Training/Assistance
• New employees will be scheduled for time entry
  training during the first week of their
  assignment.
• Hotline [phone]) is available to employees
  who need assistance entering their time via CATS.
• No Computer Access?
• Employees with no access to a computer will be
  required to complete a paper time sheet.
• Time sheets are to be signed by you and the
  employee.
• Time sheets must be faxed to the Temporary
  Clerical Pool timekeeper by NOON on the last
  Friday of the pay period! (Fax [phone])

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QUESTIONS
Contact the Temporary Clerical Pool at (717)
783-3917 with any questions.