AGENCY TRANSACTIONS CHIEF TIME ADVISORESC BRIEFING

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• AGENCY TRANSACTIONS CHIEF / TIME ADVISOR/ESC
  BRIEFING
• February 16, 2005
• 900 a.m. to 1130 a.m.
• Presented by
• Office of Administration
• Bureau of Systems, Policy, and Program Planning
• Ralph Perez-Bravo, Director
• Operations Division
• Pat Krzykowski, Chief

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AGENDA

• IT0167 Add/Remove Dependent Reason
  Codes - Karen Malone
• IT0168 Group Life Insurance Salary
  Overrides - Karen Malone
• IT0002 Personal Data/Marital Status
  Updates - Karen Malone
• IT0171 on Dual Hires - Karen Malone
• IT0169 Retirement, Deferred Comp Tax Sheltered
  Annuities - Karen Malone
• IT0103 0104 Savings Bonds - Karen Malone
• Important Reminders - Karen Malone
• Military Policy Issues - Karen Malone
• Processing Short Term Leaves Without
  Pay - Karen Malone
• 2005 EMS Tax for Municipalities - Karen
  Malone
• Error Reporting Tool Benefits Reports
  Overview - Lisa Galic
• PT_BAL00 Report - Sheila Barder
• AWS Bucket Overview - Lisa Galic
• 2004 Personal Leave - Lisa Galic
• Leave Donation Processing Procedures - Lisa
  Galic
• Automatic Renewal of SO - Lisa Galic
• PT50 Overview - Lisa Galic
• Substitution Overview - Lisa Galic
• Wrap-Up - Ralph Perez-Bravo

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IT0167 Add/Remove Dependent Reason Codes

• Please remember to use a dependent change reason
  code when processing actions to add/remove
  dependents. Use of these codes assists the PEBTF
  in determining COBRA eligibility.
• When submitting Central Services Transactions
  Forms (CSTs) to add/remove dependents from Basic
  Option Plans, please include the dependent change
  reason code to be used for the action.

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IT0167 Add/Remove Dependent Reason Codes
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IT0167 Add/Remove Dependent Reason Codes
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IT0167 Add/Remove Dependent Reason Codes
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IT0168 Group Life Insurance Salary Overrides

• There are situations that require a salary
  override to correct the amount of insurance
  coverage for group life insurance on IT0168 for
  the current calendar year.  This is required
  because the first infotype 0008 for the current
  year is not a true representation of the
  employees salary, and the amount of life
  insurance on IT0168 must be manually corrected.
• Examples of this are   New Hire-Pay Exception,
  Non-Permanent to Permanent, and Rehire with
  Establish IPPS number.
• The BPP will be updated in the near future to
  include this information.

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IT0168 Group Life Insurance Salary Overrides

• If the amount of life insurance coverage needs to
  be adjusted as a result of the previously
  mentioned actions, process via PA-30, IT0168, and
  enter the salary in the Salary Override field. 
• If a life insurance record is created with a
  salary override, the system will automatically
  creates a record effective beginning of the next
  year without the salary override. 
• The future dated record is not created when an
  existing record is being changed through PA30
  for a salary override.  A second BLIF record must
  be created for the next year (2006), without the
  salary override, for the system to pull the
  salary information from IT0008 (Basic Pay). 
• Overrides should be used for the current year
  only and should not be done for future years.

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IT0168 Group Life Insurance Salary Overrides

• The second BLIF record for 2006 should be created
  via PA30-IT0168, create, with a start date of
  1/1/2006 and an end date of 12/31/9999. On Plan
  Data tab, click on match code for the Type of
  plan and select Life and click on the match
  code for the Insurance option and select 0001
  option. (DO NOT ENTER SALARY OR INSURANCE
  AMOUNT), then check and save.  The benefit salary
  will be updated automatically on the Coverage
  tab when saved. 

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IT0168 Group Life Insurance Salary Overrides

• EXAMPLE
• Establish IPPS EE as of 2/1/2005
• This results in an Infotype 0008 from 2/1/05 to
  12/31/9999 with zero salary.
• Rehire the Employee as of 2/2/2005
• This results in an Infotype 0008 from 2/1/2005 to
  2/1/2005 with zero salary, and infotype 0008 from
  2/2/2005 to 12/31/9999 with the correct salary.
• Infotype 0168 looks for the salary closest to
  January 1st of the year, and so will result in
  zero salary and 2,500 in insurance coverage. In
  this case, salary override on Infotype 0168 is
  needed from 2/2/2005 to 12/31/2005 to correct the
  insurance from 2,500 to the actual amount, and
  the second record from 1/1/2006 to 12/31/9999, no
  salary override is to be entered.

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IT0168 Group Life Insurance Salary Overrides
Enter the salary from Infotype 0008 In the salary
override field. Note the current salary
amount Shows 2,500.
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IT0168 Group Life Insurance Salary Overrides
Note that the basic coverage Amount has now
changed to 40,000 from 2,500.
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IT0002 Personal Data/Martial Status Updates

• When removing spouse due to a divorce or death,
  please remember to update Infotype 0002, Personal
  Data, and changed the marital status to divorced
  or widowed, and the since field to the
  effective date of the removal.
• When adding a spouse due to marriage, please
  remember to update Infotype 0002, Personal Data,
  and changed the marital status to married, and
  the since field to the effective date of the
  marriage.

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IT0002 Personal Data/Martial Status Updates
Marital Status and Since Date should be updated
in conjunction adding a spouse due to marriage
and removing a spouse due to divorce or death.
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IT0171 on Dual Hires

• Infotype 0171 is not automatically created in the
  background for dual hire employees. Please
  submit a Central Services Transactions Form (CST)
  in order to have this infotype created.
• This could also occur if you are processing an
  action and do not fully complete the action.
  Infotype 0171 will not be created and you will
  have to submit a CST.
• If infotype 0171 appears as part of the action,
  enter the correct information and save the
  recorddo not bypass this infotype.
• If infotype 0171 is incorrect after processing
  your action, please submit a CST to have
  corrections made.
• DO NOT MANIPULATE INFOTYPE 0171 DATA!!!!!!!!

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IT0169 Retirements

• Reminder Enrollment into Retirement must be
  completed effective the date of hire or attaining
  permanent status. Please enter the enrollments
  in a timely manner as deductions for
  retroactivity are taken all from one paycheck.
• Non-permanent employees that meet eligibility
  criteria, should be enrolled using a prospective
  effective date. HRBEN0047 should be used to
  monitor this criteria.

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IT0169 Retirements

• Rules for Non-Permanent Employees who must work
  750 Hours to meet SERS eligibility
• -- If the employee met the 750 hours and became
  a member of SERS, then separated and WITHDREW
  their retirement contributions from SERS, this
  cancels their membership and the 750 hours would
  start again if they are rehired.  Whenever a
  member withdraws their contributions, it cancels
  their membership.
• -- If the employee met the 750 hours and became
  a member of SERS, then separated and did not
  withdraw their contributions from SERS, if the
  employee is rehired into any retirement eligible
  position, retirement deductions would start
  immediately.  They would not have to work another
  750 hours. 
• -- If the employee met the 750 hours and was
  not put in the system and terminates, again their
  accumulation of hours would be canceled.  If they
  are rehired, they would have to work the 750
  hours again.

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IT0169 Deferred Compensation

• Rollover of Leave Payment
• A Separation Process is on IES Website and should
  be used in conjunction with the BPP when
  processing separation actions.
• The leave payout and the rollover into deferred
  comp must be effective during the same pay
  period.

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IT0169 Deferred Compensation

• Separation Process is on IES Website conjunction
  with the BPP
• INSTRUCTIONS FOR SEPARATION PROCESS

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IT0169 Deferred Compensation

• If you must change the begin and end date on the
  Deferred Comp Catch-Up Record to a future pay
  period, please remember when changing the date
  via Infotype 0169, always adjust the
  participation date to match the new start date.

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IT0169 Deferred Compensation
Administration Tab Participation Date
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IT0169 Tax Sheltered Annuities

• Available to Dept of Education employees only.
• Transfers from Dept of Education to either
  Corrections or Military Veterans Affairs can
  continue their deduction.
• All other transfers must have the TSA delimited
  effective the last day in the losing Agency.

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IT 0103 0104 Savings Bonds

• The following are changes to the processing of
  savings bond actions
• Employees are only allowed to have one series of
  bonds, example you can have one Series EE Bond,
  one Series I Bond, or one of each. You cannot
  have multiple bonds of the same series.
• New enrollments must be made using the first day
  of a prospective pay period.
• Changes to current deductions must be ended on
  the last day of the pay period following your
  effective date, and the new deduction would begin
  the first day of the next pay period. (Example
  For Pay Groups 1--end the current deduction
  effective 2/26/05 and start the new deduction
  effective 2/27/05 Pay Groups T2 Z2end the
  current deduction effective 2/25/05 and start the
  new deduction effective 2/26/05 Pay Groups T3
  Z3end the current deduction effective 2/18/05
  and start the new deduction effective 2/19/05).

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IT 0103 0104 Savings Bonds

• Example 1
• Employee currently has bonds, with rotating
  owner/benef already checked, and wants to add
  another owner. Process the following
• Via PA 30, Infotype 0103 Overview
• Select the appropriate bond record

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IT 0103 0104 Savings Bonds
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IT 0103 0104 Savings Bonds
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IT 0103 0104 Savings Bonds
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IT 0103 0104 Savings Bonds
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IT 0103 0104 Savings Bonds
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IT 0103 0104 Savings Bonds

• Example 2
• Employee has four owners, and the third owner is
  changing her address. Process the following
• Via PA 30, Infotype 0104 Overview
• Select the appropriate bond record
• Change the end date to one day prior to the
  effective date and select save.
• Select the delimited record and select copy
• Change the start date to the new effective date
  (as long as payroll has not processed), the end
  date to 12/31/9999, and the new address
  information, and select save.

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IT 0103 0104 Savings Bonds
Bond Owner Suzanne has a change of address.
Highlight her Bond record and select change.
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IT 0103 0104 Savings Bonds
Change the end date to one day prior to the
effective date and Save.
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IT 0103 0104 Savings Bonds
You will notice that the record has been
delimited to one day prior to the beginning of
the new pay period. Highlight this delimited
record and select the copy icon.
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IT 0103 0104 Savings Bonds
Change the start date to the first day of new
pay period, and the end date to 12/31/9999 and
change the Bond Owner address information and
save.
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IT 0103 0104 Savings Bonds
Notice that the sequence number stayed the same
for Suzanne, and the address change appears on
the new record with a start date of 2/13/05.
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Important Reminders
SAVINGS BONDS

• If you receive notification from Treasury Savings
  Bond Division indicating you need to make a
  correction to an employees bond record, and your
  are unsure how to proceed (after reviewing the
  BPP), please submit a Benefits Help Desk Ticket.

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Important Reminders Savings Bonds
An example of infotype logging of a bond
ownership record for one employee for a period of
one year.
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Important Reminders

• Please verify that the county code that is
  appearing on Infotype 0171 is correct before
  enrolling the employee in medical benefits via
  HRBEN0001. If it is not correct, you must submit
  a CST for correction. DO NOT MAKE ANY CHANGES TO
  INFOTYPE 0171.
• Please remember that when making changes to any
  type of deductions that you use the beginning of
  a pay period in order to avoid duplicate
  deductions from the same pay.
• To research changes to employee master data,
  Infotype Logging is an excellent tool to assist
  you. The transaction is S_AHR_61016380 - Logged
  Changes in Infotype Data

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Important Reminders

• Periodically check the IES Website to verify that
  you are utilizing the most current version of the
  Business Process Procedures (BPPS).
• Benefits Enrollments should be processed via
  HRBEN0001 ONLY.
• No oneESCs, Transactions Chiefs, etc.should be
  changing Infotype 0171, General Benefits
  Information. All changes must be completed
  centrally by either OA, Operations Division or OA
  Benefits. Please submit a CST to have these
  changes processed.

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Important Reminders

• Justin Hoch, PEBTF Eligibility QA Analyst, has
  been sending emails to the Agencies regarding
  discrepancies of data between PEBTF and SAP.
  Please research each discrepancy and provide
  feedback immediately. Delay in processing these
  discrepancies could result in a negative
  financial impact to the employee as well as from
  a benefits eligibility standpoint.
• FCAP Please remember that the amount of the
  FCAP contribution on HRBEN0001 is an ANNUAL
  amount, not a biweekly amount as was previously
  required in IPPS. Also remember that via PA 30,
  Infotype 0170, enter a checkmark for dependents.

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Important Reminders

• A ZU, Retroactive Benefit Effective Date, should
  only be used on Infotype 0041, Date
  Specifications, when an action impacts benefits
  prior to go-live.

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Military Policy Issues

• There is no change to the policy that was
  previously in effect. You will be scheduled to
  come to the transactions center and work with us
  centrally to apply the 15 days of paid military
  leave in the beginning of January 2005 (or when
  they began their military leave) and to recoup
  any potential overpayments that were identified
  by BCPO as part of the stipend processing in
  2004.  Overpayments will be recouped from the 15
  days of paid leave in 2005 where possible.
• The Business Process Procedure for recurring
  payments will be revised to clarify that military
  stipends are to be paid the month after the
  employee is out, not the month in which they are
  out. 
• Agencies will need to identify any employees
  affected by this policy and work with us
  centrally to process the personnel actions to
  begin/return the LWOP, update the absences
  appropriately and calculate the pro-ration of
  stipends and recoupment of any possible
  overpayments.  (BCPO has a list of these and will
  be working with us in the transactions center.)
• Where employees have not responded regarding the
  additional 15 paid days for 2004, we will have
  the agencies identify any such employees and we
  will apply the days beginning July 1, 2004, to
  avoid retroactivity across IPPS/SAP. 

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Processing Short Term Leaves Without Pay

• Short-term leave without pay If an absence is
  expected to be one full pay period or less in
  length, this is considered a short-term absence
  and will result in no loss in benefits.
• A short-term leave without pay is to be processed
  by entering the Absence via PA61/Infotype 2001,
  or via ESS. No PA40 action is to be entered.
  This applies to all types of short-term leave
  without pay, including suspensions and military
  leave without pay without benefits. Employee
  benefits, including medical and life insurance,
  are not terminated for short-term leaves of
  absences, including suspensions. If short-term
  leave without pay is incorrectly entered through
  a PA40 (Begin LWOP without Benefits) action, the
  employees benefits will be inappropriately
  terminated.
• Long-term leave without pay An absence that is
  expected to be longer than one full pay period.
  For periods of long-term leave without pay
• The absence to stop the employees pay must be
  entered via PA61/IT2001 AND
• A PA40 action must be completed to either
  continue or stop benefits as appropriate for the
  type of leave that is being used.
• Both types of actions require coordination
  between the Time Advisor and the Benefits Advisor
  in order to ensure correct processing.

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2005 EMS Tax for Municipalities

• As a result of the recent legislation allowing
  municipalities to eliminate the Occupational
  Privilege Tax and replace it with a new Emergency
  Municipal Services tax, at a higher rate, it is
  important to update Infotype 0208, Work Tax Area,
  when an employee has a change in headquarters.
  Infotype 0208, Work Tax Area, appears during
  actions for new hire, rehire, promotions,
  demotions, etc., and should be reviewed, changed
  if appropriate, and saved during the action.
  This is a critical process as not all
  municipalities have adopted this new EMS Tax and
  could result in the employee being overcharged or
  undercharged for this tax.
• If you realize, after the fact, that Infotype
  0208, Work Tax Area, is not correct, you must
  update the current record to end the old work tax
  area a day prior to the effective date of the
  action, and begin the new work tax area record
  with the true effective date of the action. This
  will result in payroll retroactivity that will
  either reimburse the employee for the
  overdeduction, or recoup from the employee for an
  understated deduction.

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2005 EMS Tax for Municipalities
EXAMPLE An Z3 employee is transferring
effective March 12, 2005, from Pittsburgh,
Allegheny County, (who has adopted the 52.00 EMS
Tax), to Carlisle, Cumberland County, (who has
currently not enacted the 52.00 EMS Tax). When
the transfer action is processed, Infotype 0208
will be presented during the action, and should
be updated to end the Allegheny County Work Tax
Area effective 3/11/05 and begin the Cumberland
County Work Tax Area effective 3/12/05. Once
payroll is processed for this employee, payroll
will retro and reimburse the employee 42. 
(Really, 52 will be refunded from Pittsburgh but
10 owed now to Cumberland County, netting to a
42 reimbursement to the employee.)
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2005 EMS Tax for Municipalities
End date on prior work tax area should be one
day prior to transfer effective date.
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2005 EMS Tax for Municipalities
Start date on new work tax area record should be
the actual effective date of the transfer.
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Help Desk vs. Central Services Transactions Form

• Submit a Help Desk Ticket if
•     
• you know how to process an action but SAP will
  not accept it and you need clarification on what
  to do. 
• you receive error messages when trying to process
  an action and do not understand the error or an
  infotype was displayed/did not display as
  intended. 
• you received an error report and do not
  understand the suggested solution. 
• you do not know how to complete an action such
  as  changing work schedule, creating an AZ06
  relationship so an agency can complete a
  department transfer, changing employee or
  position conditions, etc.

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Help Desk vs. Central Services Transactions Form

• Submit a CST if
• You have ICS retroactive time or employee
  transactions that were never completed.
• a reorganization is required in your department,
  and you have not yet processed this type of
  action in SAP
• a pay range change affecting a classification(s)
  is required
• a new promotion/furlough unit or union local
  needs to be created or changed in SAP
• you have transactions that have an effective date
  earlier than the last record on IT0008, Basic
  Pay or, you need to delete or correct Basic Pay
  (IT0008)
• you need to change the effective date of a new
  hire.   
• you processed a new hire and the employee never
  reported to work.   
• you processed a rehire or return from furlough
  action where the date needs to be changed to a
  later date. 
• you processed a promotion, demotion, reassignment
  or downward reclassification where the effective
  date needs changed.   
• you processed a leave without pay action and the
  effective date needs changed.
• you processed a Disability leave action, reason
  Act 632/534 Disability, and the effective date
  needs changed. 
• you processed an action on the wrong employee. 
• you have a back pay award or grievance settlement
• you need to have an IPPS Employee Number
  (Personnel Number) reestablished

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Help Desk vs. Central Services Transactions Form

• Submit a CST if
• you processed an action on the wrong employee. 
• you have a back pay award or grievance settlement
• you need to have an IPPS Employee Number
  (Personnel Number) reestablished
• you need to delete a relationship, positions, or
  an organizational unit that was created in
  error.   
• you need to establish a report to relationship to
  a position your agency does not have structural
  authorization.   
• you need to process a transfer from an
  independent agency. 
• you need to have benefits reinstated when someone
  returns from furlough.   
• you are processing a dual employment and
  IT0171 needs to be created for benefits for the
  dual position. 
• you have a problem with benefit eligibility for
  basic plans where employee moves to another
  county, etc.   
• you have a change of address and employee can
  change benefit plans. 
• you have an employee in a basic plan and they
  need to add/remove dependent. 
• you have a problem with prepaid legal adjustments
  for late leave without pay actions.   
• you need to stop employee share contribution for
  retirement once 110 annuity is reached. 
•  

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Help Desk vs. Central Services Transactions Form

• Submit a CST if
• you need to have a job share when the split is
  anything other than 50/50 and IT0171 needs
  created. 
• a retroactive change impacts benefits. 
• you notice any SAP data is invalid on a job such
  as bargaining unit, etc.   
• you need assistance with the complement due to
  validations stopping a transaction online.

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Error Reporting Tool Benefits Reports Overview

• As you are aware, the benefits error reports
  previously distributed by the OA Operations
  Division and OA Benefits Division are now being
  uploaded into the Error Reporting Tool. Lisa
  Galic will now be demonstrating the use of that
  tool.

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Error Reporting Tool Benefits Reports Overview
NEW BENEFITS ERROR REPORTS MISSING INFOTYPES
This report looks for employees who, according to
IT0171, should have an IT0167 (Anui, Medi, or
Supd) record, IT0168 or IT0169. In many cases
the return from LWOP was not entered correctly on
IT0000 and this results in the records not
getting restarted when the employee returns.
This may also happen when an employee goes from N
to P and the action is not processed correctly on
IT0000 therefore, the ITs are not created. To
correct this records, it must be determined when
the employee became eligible for benefits and fix
the records accordingly. DEPENDENTS OVER 23
This report identifies children who are 23 and
over, and are no longer eligible for benefits.
The PEBTF provides the true termination effective
date, which in many cases is not the child's
birthday. This is because the child did not
recertify as a full-time student and was
terminated as part of the student certification
process. Errors must be fixed by retroing the
termination according to the BPPs and the dates
provided by the PEBTF. For your information,
disabled dependents are not included in this
report. FILE MATCH This report is a
comparison of the plan codes and coverage level
(single versus family) for the PEBTF. These
errors must be researched to determine the source
of the error. If SAP is wrong, make the
correction. If PEBFT is wrong, a PEBTF-2 must be
completed. Please remember that any forms sent
within 3 weeks of the report may not have been
processed by the PEBTF and should be monitored.
In these cases, a PEBTF-2 may not be necessary.
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PT_BAL00 Report
We have received many questions about the ability
to view SAP annual and sick quotas/accruals by
year. Since standard delivered SAP does not
separate these two quotas by year, you can find
this information by using the PT_BAL00 report.
Below are procedural steps to view this
information
PERIOD Enter go-live date through the last day
of the 2004 leave calendar year to view totals
for 2004 leave calendar year. SELECTION Enter
personnel number OTHER PARAMETERS TO OBTAIN
ABSENCE USAGE AMOUNT TOTALS Select the radio
button "Time wage types" and enter 2800 (Annual
Usage) 2810 (Sick Usage) 2820 (Personal Usage)
2807 (Paid Office Closings) 2811 (Sick
Bereavement) 2814 (Sick Family) 2870 (Holiday)
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PT_BAL00 Report
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PT_BAL00 Report
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PT_BAL00 Report
TO OBTAIN QUOTA ANTICIPATED ACCRUAL AMOUNT
TOTALS Select the radio button "Day balances"
and enter 4010 (Annual Anticipated) 4020 (Sick
Anticipated) 4030 (Personal Anticipated)
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PT_BAL00 Report
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PT_BAL00 Report
TO OBTAIN QUOTA ACCRUAL AMOUNT TOTALS Select
the radio button "Day balances" and enter 4112
(Annual) 4212 (Sick) 4312 (Personal)
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PT_BAL00 Report
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PT_BAL00 Report
TO OBTAIN QUOTA ACCRUAL AND USAGE Select the
radio button "Day balances" and enter 4011
(Annual) 4021 (Sick) 4031 (Personal)
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PT_BAL00 Report
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PT_BAL00 Report
TO OBTAIN ACCRUAL RATES Select the radio button
"Day balances" and ZALR (Annual) ZSKR (Sick)
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PT_BAL00 Report
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AWS Bucket Overview
The time type (5160) that holds the AWS
additional hours, sometimes referred to as the
AWS bucket, should be reviewed periodically (i.e.
quarterly) to ensure its accuracy. This is
especially important at the time of transfer,
separation, or when an employee is taken off an
AWS work schedule. REMINDER The AWS bucket
cannot go negative or positive by more than 7.50
hours.

• RUN PT_BAL00 from go-live through the last day
  of the most recent AWS cycle

LAST DAY OF MOST RECENT AWS CYCLE
GO-LIVE DATE
Use Time Type 5160 Hrs for AWS Off Day
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AWS Bucket Overview
2) If the end result is not equal to zero, there
is a problem.
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AWS Bucket Overview

• View Work Schedule on IT0007 or PT63
• Determine the type of AWS?
• What amount should have been loaded in the AWS
  bucket at go-live?

IT0007
AWS Bucket Loaded at Go-Live should reflect AWS
hours worked from 1/3/04 1/9/04 (start of AWS
cycle through the Go-Live date)
4 WEEK CYCLE 19 OUT OF 20
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AWS Bucket Overview
PT63
AWS Cycle began 1/3/04 1/12/04 1/30/04
5.0 Bucket at go-live should reflect 2.5 hours
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AWS Bucket Overview
4) View IT2012 Determine amount loaded in the
AWS bucket at go-live
Bucket reflects 4.50 hours were loaded at go-live
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AWS Bucket Overview
5) Run PT_BAL00 to find additional errors. At
the start of each cycle the bucket should reflect
zero. If not, determine why and correct errors.
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AWS Bucket Overview
PROBLEM 1 AWS BUCKET AMOUNT LOAD AT GO-LIVE WAS
INCORRECTRESULT 2.0 HOURS
AWS CYCLE 1/3/04 1/30/04
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AWS Bucket Overview
Examples of two AWS cycles that reflect
accurately
AWS CYCLE 1/31/04 2/27/04
AWS CYCLE 2/28/04 3/26/04
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AWS Bucket Overview
PROBLEM 2 TWO (2) AWS DAYS OFF (7/6/04 AND
7/12/04) IN SAME CYLCE RESULT - 7.50 HOURS
AWS CYCLE 6/21/04 7/16/04
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AWS Bucket Overview
Review substitutions created during the cycle
versus actual days worked 7/5/04, 7/6/04, and
7/13/04.
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AWS Bucket Overview
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AWS Bucket Overview
PROBLEM 3 THERE IS AN EXTRA 8.0 HOUR DAY IN
CYLCE. RESULT .50 HOURS
AWS CYCLE 11/08/04 12/03/04
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AWS Bucket Overview
REVIEW SUBSTITUTIONS CREATED DURING THE CYCLE
VERSUS ACTUAL DAYS WORKED 11/11/04, 11/25/04,
11/30/04, 12/01/04, AND 12/02/04
SUMMARY Problem 1 2.00 hrs Problem 2
-7.50 hrs Problem 3 0.50 hrs Net
-5.00 hrs
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Completing 2004 Personal Absence Modifications in
Leave Calendar Year 2005
Agencies CAN modify or delete personal absences
used in leave calendar year 2004. NOTE
Agencies CANNOT enter 2004 personal absences
because the personal quota was zeroed out at the
end of the 2004 leave calendar year. Central
Services Transactions Forms must be submitted and
this time will be input centrally.
PLEASE FOLLOW THE STEPS BELOW STEP 1 Lock
2005 personal absence records via
PA61-IT2001 STEP 2 Delete/Modify the 2004
personal absence record via PA61-IT2001 STEP 3
Let time evaluation run (this will create a
personal extension quota or increase the personal
extension quota that already exists) STEP 4
Unlock 2005 personal absence records via
PA61-IT2001. NOTE It is important that the
absence records be unlocked in chronological
order (oldest to newest). Personal absences will
be deducted from the personal extension quota
first.
79
Completing 2004 Personal Absence Modifications in
Leave Calendar Year 2005
Employee used 30 hours of personal in 2004
22.50 hours of personal have been scheduled for
the 2005 leave calendar year
Employee did not receive a personal extension in
2005
80
Completing 2004 Personal Absence Modifications in
Leave Calendar Year 2005
STEP 1 Lock 2005 personal absence records via
PA61-IT2001
Lock all personal absence records for leave
calendar year 2005
81
Completing 2004 Personal Absence Modifications in
Leave Calendar Year 2005
Lock absences
Dont forget to save
82
Completing 2004 Personal Absence Modifications in
Leave Calendar Year 2005
Reflects 30.0 hours of personal anticipated
remaining as a result of locking the 2005
personal absences
83
Completing 2004 Personal Absence Modifications in
Leave Calendar Year 2005
STEP 2 Delete/Modify the 2004 personal
absence record
Delete personal absence record on 12/9/04
84
Completing 2004 Personal Absence Modifications in
Leave Calendar Year 2005
Replace personal absence with sick
absence Doctor certificate was provided
85
Completing 2004 Personal Absence Modifications in
Leave Calendar Year 2005
STEP 3 Let time evaluation run (this will
create a personal extension quota or increase the
personal extension quota that already exists)
Personal extension for 2005 is now reflected
86
Completing 2004 Personal Absence Modifications in
Leave Calendar Year 2005
STEP 4 Unlock 2005 personal absence records
via PA61-IT2001. NOTE It is important that the
absence records be unlocked in chronological
order (oldest to newest). Personal absences will
be deducted from the personal extension quota
first.
Unlock all personal absence records for 2005
87
Completing 2004 Personal Absence Modifications in
Leave Calendar Year 2005
Unlock absences in chronological order (oldest to
newest)
Dont forget to save
Record was unlocked
88
Completing 2004 Personal Absence Modifications in
Leave Calendar Year 2005
2/04/05 2/11/05 personal absences were deducted
from the anticipated and actual personal quota
1/21/05 personal absence was deducted from the
personal extension
89
Completing 2004 Quota Corrections (2013) in Leave
Calendar Year 2005
Agencies CAN enter quota corrections using
effective dates for the 2004 leave calendar year
as long as the quota correction is to INCREASE
the personal quota. NOTE Agencies SHOULD NOT
enter quota corrections using effective dates in
2004 if the quota correction is to REDUCE the
personal quota. Central Services Transactions
Forms must be submitted for corrections to reduce
the personal quota. PLEASE FOLLOW THE STEPS
BELOW STEP 1 Lock 2005 personal absence
records via PA61-IT2001 STEP 2 Enter 2004
quota correction via PA61-IT2013 to increase
personal quota STEP 3 Let time evaluation run
(this will create a personal extension quota or
increase the personal extension quota that
already exists) STEP 4 Unlock 2005 personal
absence records via PA61-IT2001. NOTE It is
important that the absence records be unlocked in
chronological order (oldest to newest). Personal
absences will be deducted from the personal
extension quota first.
90
Leave Donation Processing Procedures
OA, Policy has approved the following processing
procedures related to the Leave Donation Program

Upon receipt of OA approval for leave donation,
agencies should notify employees that donations
are being accepted. As donations are received,
date and time stamp the Request to Donate Leave
forms. The time advisor must follow these steps
to insure proper program guidelines are being
followed. In order to avert an overpayment, it
is extremely important that time advisors avoid
making these adjustments on or near the
employees pay processing date.
91
Leave Donation Processing Procedures
Step 1 Remove donated annual or personal leave
hours from quota for the donor via a PA61
transaction, Infotype 2013, Quota Correction.
Use the current date enter the appropriate type
and the total number of hours being donated by
this employee. Be sure to mark the radio button
for Reduce generated entitlement and select
Transfer selected entitlement immediately.
Please use the EditgtMaintain Text feature to note
that the adjustment was done due to donated
leave, but do not include any details about the
recipient. NOTE Donations must be in full day
increments between one and five days. Adjust
anticipated and actual quota, subtypes 10 and 11
for annual and 30 and 31 for personal. However,
if the donor has a quota extension for the quota
type they are donating do not adjust the
anticipated quota (quota 10 or 30). In the case
of an extension, adjust the actual and the
extension quota, subtype 11 and 12 for annual and
31 and 32 for personal. Step 2 - Delete the
absence record associated with the LWOP via PA61
IT2001.

92
Leave Donation Processing Procedures
Step 3 - If the recipient is on long-term leave
and has a begin LWOP action on IT0000, deleted
the action. Submit a CST form to delete the line
of history on IT0008 associated with the
LWOP. Step 4 -Verify the anticipated sick quota
(20) balance. Step 5 - If a negative anticipated
sick quota exists a. Create a quota correction
(2013) to increase the anticipated sick quota
type (20) to make the negative hours equal to
zero. The effective date should be the first
date the employee meets eligibility in accordance
with leave donation policy. This will allow the
total amount of donated quota to be available for
use. b. Create a quota correction (2013) to
decrease anticipated sick quota (20) by the
amount adjusted in step 5a. above. These hours
were only entered to allow the entry of absences
and therefore must be removed. Use the first
day of the next leave calendar year as the
effective date for this adjustment. NOTE If
the employee returns to work or separates before
the beginning of the next leave calendar year,
the adjustment in Step 5b. must be deleted and
re-entered with a current effective date or date
prior to the date of separation.

93
Leave Donation Processing Procedures

Step 6 - Increase recipients sick leave quota
for the total number of hours being received.
These adjustments can be done as one adjustment
for the total number of hours being received or
in multiple adjustments, if preferred. a.
Create quota corrections (2013) to increase the
anticipated sick quota (20) and actual sick quota
(21) to add the appropriate hours of donated
leave. NOTE Use the first day the employee
meets eligibility, prior to donations. Enter
Quota Type 20 and the total number of hours. Be
sure to mark the radio button for Increase
generated entitlement and select Transfer
selected entitlement immediately. Please use
the EditgtMaintain Text feature to note that the
adjustment was done due to donated leave, but do
not include any details about the donor. Step 7
- Enter the paid absences resulting from the
donated leave via PA61 IT2001.
94
Leave Donation Processing Procedures

Step 8 - If long-term leave will resume, enter
the unpaid absence via PA61, IT2001 and reenter
the PA40 action to Begin LWOP using the date now
applicable due to the donated leave. Step 9
- If donated leave is not used by recipient as a
result of - The recipient being released for
full-time work - The family members condition
no longer requires the employees absence - The
end of the leave calendar year, and the leave
cannot remain with the recipient in
accordance with leave donation policy -
Death THEN reduce the number of hours on the
recipients quota adjustment a. Use the
effective date the recipient no longer meets
eligibility as the effective date, create new
quota corrections (2013) to decrease the
anticipated sick quota (20) and actual sick
quota (21) to reflect the appropriate total
number of donated hours not used by the
recipient.
95
Leave Donation Processing Procedures


Step 10 - Create an additional quota correction
(IT2013) to return the unused hours to the
donor(s). Returns of donated quota should be
made based on inverse order of receipt. The last
received should be the first returned. Do not
DELETE the originally entered correction. Use
the current date for this adjustment and use the
create icon. a. Create a quota correction
(IT2013) to increase the appropriate anticipated
and actual quota. If the donor donated annual
leave, create both quota types 10 and 11. To
return personal leave, create both a 30 and 31
with the number of hours being returned. Be sure
to create the adjustment with the current date,
mark the radio button for Increase generated
entitlement, and select Transfer selected
entitlement immediately. Again, please use the
EditgtMaintain Text feature to note that the
adjustment was done to return donated leave. Do
not include any details about the recipient
96
Automatic Renewal of SO
On 2/11/05, Marlene Brady announced the decision
to retain the automatic renewal of an employees
sick leave without pay entitlement. The sick
leave without pay with benefits entitlement will
only renew automatically if the employee is paid
for at least one hour in each pay period during a
six month period, provided that no sick leave
without pay is used during that same period. A
configuration change is being considered to allow
for the automatic creation of new start/end dates
when LWOP renews, rather than populating the
existing quota with a full entitlement.
97
PT50 Overview
When viewing the PT50, be sure to select ALL
prior to passing off to the Absence Quota tab.
98
PT50 Overview
On the Absence Quotas (2006) tab, be sure to
click on the EXPAND button to review the quotas
by year (excluding Annual and Sick quotas).
99
PT50 Overview
When you use the EXPAND button, you can view
quotas by year except for Annual and Sick.
100
Substitution Overview

• SUBSTITUION TYPE
• 03 Workload default code that ensures shift
  differential is automatically paid.
• 02 Shift Swap used when the work schedule
  change is initiated by the employee.
• 36 to 40 used to indicate shifts for the next
  day.
• 38 normally used for management requested shift
  change for an E schedule employee while 03 is
  used for other management requested shift
  changes. These codes will ensure the
  differential is included.
• DAILY WS CLASS
• 1 use to keep substitution on current day
  (substitution types 01-13).
• 3 use to treat substitution as next day
  (substitution types 36 40).
• INDIVIDUAL WORKING TIME
• Used primarily for one-day substitutions when the
  daily work schedule code is not identified.
• All time must be recorded accurately in the
  FROM and TO fields
• This section must be used in conjunction with
  the BREAKS section

101
Substitution Overview

• BREAKS (Meal Period)
• Used when a meal period is changed to take a
  partial day absence and to record the meal period
  with the INDIVIDUAL WORKING TIME section, even
  when the meal period is not changing.
• Use the matchcode icon in the WORK BREAK
  SCHEDULE field to identify the correct meal
  period OR use the 1st BREAK FROM/TO fields to
  enter the times, along with the amount of hours
  of the meal period in either the PAID or UNPAID
  fields.
• NEVER use the 2nd BREAK field.
• DAILY WORK SCHEUDLE
• Use the Work Schedule Look-Up Tool to determine
  the correct codes.
• WORK SCHEDULE RULE
• Used for long-term substitutions and defines off
  days.
• Includes all components of a work schedule
• Holiday calendar, ES grouping, and PS grouping
  will default after checking the entry. No other
  sections need to be completed.
• Substitutions involving a work schedule rule can
  overlap an OFF day.
• When and end date of 12/31/9999 was used for a
  long-term substitution, the same substitution
  record must be delimited when the employee
  returns to their original schedule, using the
  CHANGE icon.
• No other sections below the WORK SCHEDULE RULE
  section should be used.

102
COMMENTS/QUESTIONS
Future meetings/agenda items Questions/Comments
If you have any questions, please contact the OA,
Operations Division.
OA, Operations Division Contacts
Pat Krzykowski Management of Issues and
ESS Karen Malone Benefits, Retirement, Deferred
Compensation, Workers Compensation Lisa Galic
Time Management, Workflow, Error Reporting
Tool Sheila Barder Time Management Lisette
Garcia Organization Management Jayel Palmer
Complement Control, Personnel Administration,
Workers Compensation Cheryl Maneval Payroll
Rejections Judy Coy Time Management, Personnel
Administration Scott Coleman Personnel
Administration