HBS Timekeeping System

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HBS Timekeeping System

• http//acctg.ucsf.edu

EDB/OPTRS Delta Training November 2009
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Introduction

• Goal of this Course
• To understand how information entered into the
  EDB and OPTRS for employees in HBS can impact
  their pay and/or leave
• Intended Audience for this Course
• EDB entry/update administrators
• OPTRS entry/update administrators
• Purpose of this Course
• One-time training for current entry/update
  administrators on the important relationships
  between EDB and OPTRS and the new Time and
  Attendance System (HBS)
• To manage monthly employees in HBS
• Note A separate training will address bi-weekly
  employees in HBS closer to the bi-weekly go-live
• These trainings will become part of the EDB
  Entry/Update Course

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Pre-requisites to Taking This Course

• You must have taken these courses prior to taking
  this training
• EDB Entry/Update Classroom Training
• OPTRS On-Line Training
• You should be familiar with
• OLPPS sub-systems (EDB, OPTRS, CLS, PAR, PAN)
• Navigating in OLPPS
• Completing and updating various fields
• OLPPS terminology, principles and concepts, e.g.,
  
• Screen names such as EAPP, IAPP, ELVE, etc.
• Data elements at the employee, appointment, and
  distribution line levels such as leave accrual
  code, title unit code, etc.
• DOS codes
• Payroll policies and procedures such as
• Hire
• Separation
• HR policies such as
• Academic and staff policies regarding accruals
• Different types of Leave of Absence

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Agenda

• Overview
• OLPPS and HBS Relationships
• HBS Organizing Principles (aka How HBS Organizes
  employees into logical groups)
• Topics
• EDB Data
• CLS Data
• Leave-related Data
• Separation
• EDB Data Entry Required Practices

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• Overview

OLPPS and HBS RelationshipsHBS Organizing
Principles
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OLPPS and HBS Relationships

• HBS needs a subset of OLPPS data to record and
  process time and attendance information.
• Data in the two systems need to be accurate,
  timely, and in sync. When the data is not in
  sync, this can cause problems

PeopleSoft
Interfaces
Interfaces
EDB, CLS, PAR

OLPPS
HBS
Weblinks

• Data is exchanged between the two systems through
  interfaces
• From OLPPS to HBS (daily)
• From HBS to OLPPS (at least once per month, up to
  several times per month)

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Interfaces from OLPPS to HBS
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Interface from HBS to OLPPS
The assumption is that HBS leave balances are
always correct! HBS will send leave adjustment
transactions to true up or true down PPS
balances whenever there is a discrepancy. Note
Campus bi-weekly interfaces to be presented
during bi-weekly training
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HBS Organizing Principles

• Here is a brief review of three major HBS
  organizing principles
• Processing Group
• Broad groups of employees, e.g.,
• All Campus monthly employees
• All Medical Center bi-weekly employees
• Management Group
• Primary organizational subdivision within HBS
• Each employee must be assigned to one (and only
  one) Management Group
• Timesheet Group
• Flexible logical sub-groups within the Management
  Group
• After employees are assigned to a management
  group, they can be moved to a timesheet group
  (an employee can be assigned to only one
  timesheet group)
• The HBS assignment of employees to the right
  Processing Group and Management Group depends on
  correctly setting them up in the EDB

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Example
Processing Group Medical Center Employees
Processing Group Campus Monthly Employees
Management Group H549963 (SOP Deans Office)
Timesheet Group H549963-02 (SOP-Deans
Office-Finance)
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Determine whether Employee is IN HBSDetermine
whether Employee is MONTHLY or BI-WEEKLY

• EDB Data Part 1

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Refresher HBS Scope for Campus

• Whos IN
• MONTHLY Payroll Cycle
• Exception Time Reporting
• FLSA-Exempt exception staff
• Academics earning leave
• MSP Physicians earning leave
• BI-WEEKLY Payroll Cycle
• Positive Time Reporting
• Exempt variable staff
• All non-exempt staff
• All UPTE Healthcare Professionals (HX)
• All Pharmacist Specialists (Title 0784)
• Employees with V (Variable) F/V indicator codes
  in PPS.

• Whos OUT
• Academics
• All Appointments WOS
• All Leave Accrual Codes N
• Residents
• Post-docs
• Grad Students
• Recall/Emeritus Faculty
• Staff
• MSP Physicians who do not earn leave
• TEP employees

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Setting Up Employees

• EDB data comes in to HBS every night
• HBS already processes Med Center, MGBS, and SOM
  Deans Office employees on a biweekly basis
• HBS processes campus employees to
• Determine if the employee is IN HBS
• Determine if the employee is Monthly or Bi-Weekly
• Assign Pay Rules
• Assign Pay Codes
• Assign the Management Group
• Provide access to the Timesheet

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Determine if Employee is IN

• For Academics
• All Academics are in HBS EXCEPT
• If Personnel Program Code (Pgm) on ANY
  Appointment A, then check the following
• Leave Codes If ALL Leave Codes N, the Academic
  is NOT in HBS and/or
• DOS Codes If ALL DOS Codes WOS, the employee
  is NOT in HBS
• Distribution Begin/End Dates
• If todays date does not fall within the
  begin/end dates of ANY distribution line, the
  employee is NOT in HBS
• For Staff
• All Staff are in HBS EXCEPT
• Distribution Begin/End Dates
• If todays date does not fall within the
  begin/end dates of ANY distribution line, the
  employee is NOT in HBS
• ALL TEP Floater Employees
• Some MSP Physicians (Title Code MSP Physician
  and All Leave Codes N)
• EDB distributions need to be updated TIMELY for
  Academics and Staff!

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Determine if Employee is IN
EAPP
HBS Impact
Employee is in-scope for HBS based on values in
Pgm, Lv, Pay Begin, Pay End, and DOS
Campus employees are in HBS unless they are
academics or MSP Physicians who dont earn leave
or who are completely WOS, TEP employees, or they
have no current distribution dates
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HBS Determines if Employee is MO

• Although we will not have campus Bi-Weekly
  employees in HBS until 2010, the HBS logic for
  determining MO or BW has already been built
• HBS does NOT use the user-assigned EDB Pay Cycle
  Code to determine if an employee should be
  Monthly (MO) or Bi-Weekly (BW)
• Why? Other attributes are more reliable for
  determining the correct pay cycle
• HBS uses other EDB Appointment-Level Codes to
  make the determination

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Determine if Employee is MO

• Primary EDB Appointment Codes for determining if
  employee is MO or BW
• Personnel Program Code
• If PPC A (for Academic), the employee is
  MONTHLY
• Why? The Academic Personnel Manual states that
  all academics will be paid 12 x per year
• Regardless of any other attributes
• FLSA Code
• If all FLSA codes are EXEMPT, the Employee is
  MONTHLY
• Why? Exempt Employees are not paid hourly and do
  not earn time-based ancillary pay like overtime,
  shift differential, etc.
• Fixed/Variable
• If ANY F/V code is V, the employee is BI-WEEKLY
• Why? Variable employees are paid by the hour so
  hours worked must be reported

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Determine if Employee is MO

• Exceptions to the Rule Sometimes HBS will look
  at Title Code and Bargaining Unit Code (TUC) to
  resolve conflicts
• Employees FLSA Exempt BUT F/V Variable
• Example Some Exempt Employees are paid Variably
• MSP Physicians who are Variable will stay MONTHLY
• They will only record leave in HBS their pay
  will originate from records outside of HBS
• Other Exempt Employees who are Variable will be
  deemed BI-WEEKLY IN HBS IF YOU DO NOT CONVERT
  THEM to a Fixed rate of pay in OLPPS
• Example Some Exempt Employees earn Ancillary Pay
• HX Exempt Employees can earn charge/lead
  differential pay
• Pharmacist Specialists (exempt) can earn night
  shift differential
• These groups will be BI-WEEKLY
• Exception Employees whose appointments will be
  converted to BI-WEEKLY in 2010 will NOT receive a
  monthly timesheet in HBS during the interim
  period

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Determine if Employee is MO

• Unusual Situations
• Dual Appointments
• One appointment is FLSA exempt and one is FLSA
  non-exempt
• 1. Consult with Labor/Employee relations to
  determine whether the employee can be changed to
  either fully exempt or fully non-exempt.
• 2. Contact Campus Payroll to change the title
  code of the appointment to match the outcome as
  determined by Labor/Employee relations
• If both appointments are exempt, the employee
  will be considered monthly if both appointment
  are non-exempt, the employee will be considered
  bi-weekly (but keep them set up in the EDB as
  monthly until we transition all of the employees
  to bi-weekly)
• FLSA Status is Exempt but Employee earns
  Ancillary Pay
• Some UCSF Title Codes are assigned a FLSA status
  that is the opposite from the way it is normally
  coded, e.g., Title Code 9247 is exempt at UCSF
  but will default to non-exempt when entered into
  OLPPS
• If employee falls in this situation and has
  ancillary pay, follow steps 1 and 2 above.
• In this case the employee will be considered
  bi-weekly (but keep them set up as monthly until
  we transition all of the employees to bi-weekly
  in 2010)

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MSP Physician Titles

• MSP Physicians earn time-based and non-time
  based ancillary pay
• Types of ancillary pay, amounts, and eligibility
  requirements vary by department
• Therefore, MSP Physicians are in HBS ONLY to
  report leave taken
• Therefore, all MSP Physicians in HBS will be
  MONTHLY regardless of whether they are fixed or
  variable in the EDB
• They will still complete a timesheet off-line to
  ensure they are paid correctly

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Determine if Employee is MO
EAPP
HBS Impact
Employee is in the MO or BW Processing Group
based on values in Pgm, FLSA, F/V, and if needed
Title and TUC

• Campus employees are assigned to one of the
  campus processing groups
• Processing Group 5 Monthly pay cycle
• Processing Group 7 Bi-weekly pay cycle

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Assign Pay Code and Pay Rule ProfilesAssign
Management GroupProvide Access to
TimesheetPopulate Employee Setup PagePopulate
Timesheet

• EDB Data Part 2

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Assign Pay Rule Profile

• A Pay Rule Profile is a set of rules that
  determine how time entered in the timesheet is
  processed and paid out, for example
• All monthly employees have the same rule profile
• Leave over-usage (explain)
• For bi-weekly employees, each bargaining unit
  will have its own pay rules which align to the
  provisions of their contract
• For example, Nurses (NX) have a pay rule for
  double time over 12 hours whereas Service Unit
  (SX) employees do not

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How HBS Assigns Pay Code Profile

• For HBS Monthly Employees, there are 3 profiles
• Faculty
• Staff/Non-Faculty Academics
• Senior Management Group
• A Pay Code Profile is a set of HBS pay codes
  (or types of leave) that the employee is given to
  choose from, e.g.
• Faculty
• Vacation, Furlough
• Staff/Non-Faculty Academics
• Vacation, Furlough, Sick, Jury Duty, Military
  Duty, etc.
• Senior Management Group
• Same pay codes as Staff/Non-Faculty Academics
  plus Outside Activities, etc.

Note See HR Admin Manual for full list of pay
codes for each pay code profile http//acctg.ucsf.
edu/HBS/HR_Admin_Manual.pdf
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Assign Pay Rule and Pay Code Profile
EPER
HBS Impact
For monthly employees, PPS Primary (Dominant)
Title Code is used to assign pay code and pay
rule profiles. In the example, Primary Title
Code 7237 belongs to the monthly exempt staff pay
code and pay rule profiles, so employee is
assigned accordingly.
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Assign Management Group
EPER
HBS Impact
HBS equates Management Group to the OLPPS Home
Department Code. HBS adds an H in front of
the number, which stands for Home Department Code.
Clinton, Bill
021818182
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Provide Access to Timesheet
EAPP
HBS Impact
IAPP

• Timesheets for two pay periods are always open to
  the employee if
• Employees distribution dates are active during
  the pay period
• Employees status code is Active in PPS. If the
  Emplmt Status code is N ( Leave without pay), or
  I (Inactive) employee will not be able to report
  leave on the HBS timesheet.

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Populate Employee Setup Page
HBS Impact
Some values from EDB and CLS populate the
Employee Setup Page to make it easy to see how
the EDB data was interpreted in HBS see next
slide for details
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Populate Employee Setup Page
Note Overwriting the Email address and Phone
Number listed in HBS is only temporary, as this
information is refreshed from CLS nightly.
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Populate Timesheet
EPER
HBS Impact
Home Department Code number and department
descriptive name from OLPPS are used to populate
the header on the HBS timesheet.
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Email AddressPhone Number

• CLS Data

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Using Contact Info in HBS
CLUP
HBS Impact

• Email and phone number are used as contact
  information in several places in HBS
• Message Menu
• Email Notifications
• Employee Setup Page (see slide 19)
• Reports

Message Menu
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Leave of AbsenceLeave Accrual ProcessLeave
Overusage

• Leave-Related Data

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Leave of Absence
HBS Impact

• Leave of Absence information needs to be accurate
  and timely as it affects several different
  processes. It is used to
• Identify employees in need of special handling,
  i.e., Workers Comp, Disability
• Populate timesheets
• in the header
• in the Pay Period Details only when employee is
  on unpaid FMLA (code 15)

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Leave of Absence
ELVE (in LEAV bundle)
HBS Impact
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Leave Accrual Process

• Leave accrual process occurs in both OLPPS and
  HBS
• HBS and PPS accrual coding need to be in sync
• It is important that HBS and PPS calculate and
  conclude the same accrual rate/tier because
  incorrect coding will result in reconciliation
  errors between PPS and HBS! There will be a
  report in HBS to alert you when employees are
  reaching the next accrual tier. Action will be
  required to update the EDB.

• OLPPS
• Leave Accrual Code
• is input by Departments
• indicates the employees accrual rate and is used
  to calculate accrual earned
• is used for Vacation Leave Assessment (to be
  implemented)
• Requires manual intervention when employee moves
  to the next tier

• HBS
• Does not use PPS Leave Accrual Code to determine
  accrual rate
• Independently determines employees accrual rate
  based on employees appointment(s) and months of
  service
• Does not require any manual intervention to
  change employee to the next accrual tier

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Leave Accrual OLPPS Code
EAPP
HBS Impact

• The Leave Accrual Code needs to be accurate, and,
  when needed, changed on a timely basis to keep
  OLPPS and HBS balances in sync
• Monthly HBS employees with Leave Accrual Codes G,
  H, J, K will be manually added to the HBS
  Accrual Tier Exception Table as exceptions to
  the accrual tiers.

Note See HR Admin Training Manual for
procedures to follow to make changes to the
Accrual Tier Exception Table.
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Leave Accrual Time on Pay Status

• For Monthly HBS employees, HBS uses the OLPPS
  Employee Time on Pay Status (TOPS) as the basis
  for increasing Months of Service and calculating
  the vacation and sick leave accruals. How?
• HBS brings in TOPS data once per month from OLPPS
• HBS evaluates if TOPS is gt 50 of the hours
  available in the month if so, a 1 is added to
  the Months of Service
• Using TOPS and Months of Service, HBS calculates
  vacation and sick leave accruals for the month
• Entering retro transactions into OPTRS that
  impact TOPS will be picked up by HBS and will
  trigger HBS to recalculate the accruals

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Leave Accrual History Key
ILAH
HBS Impact

• Monthly accrual calculations rely on an
  employees OLPPS Accrual History Key(s) (Accrl
  Key) as the source for the accrual rate. The
  accuracy of the derived Accrl Key depends on the
  correct EDB entries.
• An accrual history key, e.g., 199C
• 1st character Personnel Program Code (PPC) of
  A, 1, or 2
• 2nd/3rd characters Title Unit Code (TUC)
  i.e., 99, FX, NX, etc.
• 4th character Appointment representation code
  of Covered, Uncovered, or Supervisor (C, U, S)
• OLPPS creates an accrual key for each unique
  appointment. HBS then stores all accrual keys
  associated with an employee, and can accrue leave
  at different rates for employees with multiple
  accrual keys (if applicable).

Note See HR Admin Training Manual for
methodology to calculate monthly accruals
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Leave Overusage

• Pay AdjustmentTransactions for Monthly Employees
  in HBS are generated when the employee exceeds
  his/her vacation or sick leave balance. How are
  they created?
• The timesheets are closed for the month and moved
  to history (around the 10th business day after
  the month ends)
• HBS determines which employees need to have pay
  transactions generated
• HBS pulls in the PAR pay transactions from OLPPS
  for that month
• HBS uses the PAR data to calculate the RX
  transactions and to distribute the transactions
  across the correct FAU
• The RX transactions are sent to OLPPS for the
  next monthly compute

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• Separation

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Separation
ESEP (in SEPR bundle)
HBS Impact

• Complete separation bundle and notify Campus
  Payroll of separations on a timely basis.
• You must enter separations in a timely manner, or
  else
• Timesheet can be accessed or populated
  incorrectly
• Overpayments can occur
• Unnecessary retro processes can be triggered

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OPTRS ChangesPETs

• Retroactive Situations

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OPTRS

• No change to an OPTRS process for Monthly HBS
  Employees, except
• When the employee has over-used his/her vacation
  or sick leave balance HBS will process and send
  a reduction in time (RX) transaction to OLPPS.
• If the leave over-usage situation is later
  corrected through an HBS history timesheet
  adjustment , then HBS will automatically process
  an LX transaction to restore the pay.
• For reclassifications, retro stipends, leaves
  without pay, etc., continue to use OPTRS to
  initiate pay adjustments.

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Payroll Expense Transfers

• No change to the PET process for a Monthly HBS
  employee

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• EDB Distribution Required Practices

In preparation for Bi-Weekly
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EDB Distribution Changes

• Sometimes changes are made retroactively to
  employee EDB distribution lines
• For monthly employees, HBS does not use these
  changes to generate pay transactions within HBS
• For employees who will be bi-weekly, HBS will use
  EDB data to generate pay transactions, including
  retro transactions
• The next few slides re-iterate the training from
  the EDB Entry/Update class on the proper
  procedure for updating EDB distributions make
  sure you are following the proper procedures!

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EDB Distribution Changes Refresher
In order for HBS to accurately process
distribution updates from OLPPS, key required
practices must be followed.
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EDB Distribution Changes Example 1
Full-time employee requires a rate change from
2,330 to 2,446.50 effective 10/1/2009.
Lincoln, Abraham
028888888

• Key Points
• The original distribution line with the original
  rate must be updated with an end date prior to
  the effective date of the change (ending it
  before it ever began).
• A new distribution line with the new rate must be
  added with a start date equal to the effective
  date.
• It causes errors if the rate is changed on the
  original distribution line and a new distribution
  line is added with the original rate because the
  distributions will not match up in HBS.

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EDB Distribution Changes Example 2
Part-time employee requires a percentage change
from 100 to 60 effective 10/1/2009.
Lincoln, Abraham
028888888

• Key Points
• The original appointment and distribution line
  with the original 100 appointment and
  distribution percentages must be updated with end
  dates prior to the effective date of the change.
• A new appointment and distribution line with the
  new 60 distribution percentage must be added
  with a start date equal to the effective date.
• It causes errors to simply overwrite the
  appointment and distribution percentages on the
  original appointment distribution because that
  would imply that the employee was 100
  retroactive to the original appointment
  distribution begin date.

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EDB Distribution Changes Example 3
Full-time employee requires a DPA-Fund change
effective 10/1/2009 (reason employee was paid on
wrong fund number since 10/01/09).
Lincoln, Abraham
028888888

• Key Points
• The original distribution line with the original
  (incorrect) DPA-Fund must be updated with an end
  date prior to the start date because that
  distribution should never have been in effect.
• A new distribution line with the new (correct)
  DPA-Fund must be added with a start date equal to
  the original start date and an end date equal to
  the original end date.
• It causes errors to simply delete the original
  distribution and create a new one because HBS
  recognizes that the original distribution
  disappeared but no end date was provided.