Title:

Functional Area:

CAT2: Record Time

Time Management

Last Update:

11/15/13 8:53 AM

CAT2: Record Time

CAT2

Publisher Information
File Name
r_CAT2_ Record Time.doc

Link 1

Link 2

Link 3

Link 4
PA_PT_CAT2_Record_Time.htm

Job Role

Insert Job Role rows as necessary.

Transaction
CAT2
Client

User Data
bpp
Language

Description
Record Time

Doc Type

Job Role

BPP

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Time Management

Change History
Update the following table as necessary when this document is changed.

Date
updated 11/14/2013

Name

Change Description

Jennifer Kistler

Trigger:
A time administrator needs to enter time for employees. [CAT2] is only used by time administrators.
Employees will record their own time in ESS only.
Business Process Procedure Overview
State employees, including temporary employees, are required to account for their planned hours by recording time in BEACON.
Contractors may also be required to enter time data in BEACON. Additionally, some agencies will require that employees record the
distribution of their time to Charge Objects. Transaction CAT2 is the entry point of all time data. BEACON will support three methods of
accessing CAT2 for time data recording.
1) Employees entering their own time in CAT2 via ESS.
2) The Department of Transportation, State Highway Patrol and Employment Security Commission will send a time file that will be
automatically loaded in BEACON via CAT2.
3) Time Administrators with the responsibility for entering time for others will do so directly in R/3 using transaction CAT2.
When Time Administrators enter time in R/3, a data entry profile determines which fields are available for entry on the CAT2 time sheet.
The data entry profile also determines whether the time sheet will support a single employee or multiple employees. In most cases, a
Time Administrator will be using the list profiles to enter time records for multiple employees on a single screen.
All CAT2 profiles require that an Attendance/Absence Type (A/A Type) and number of hours be specified for each time record. All profiles
will also support the explicit entry of premium values associated with a time record.
A Time Administrator's responsibilities in CAT2 are dependent upon the time recording philosophy the agency has adopted. Agencies on
a negative time basis only require the recording of exceptions to the employee's planned schedule (as indicated in the employee's
assigned Work Schedule Rule), such as leave usage, work on a holiday and overtime worked. Agencies on a positive time basis require
complete time recording including all hours worked and leave taken.
This BPP will detail:
1) Recording time records (not distributed to charge objects) using list entry for negative employees
2) Recording time records (not distributed to charge objects) using list entry for positive employees
3) Recording time records distributed to charge objects using list entry
4) Indicating premiums associated with time records
5) Releasing time records
Additional profile information:

All data entry profiles show a seven day period that starts on Sunday, unless otherwise noted.

All profiles include columns for A/A Type, Premium Number, and Hours by day. Other profiles include
additional columns, as noted below.

The Worklist section shows the short and long text fields for each charge object. The Data Entry Area

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Time Management

(timesheet section) only shows the short text fields. The long text will only be saved with the time
records if the user copies the row from the Worklist to the Data Entry Area by using the Copy button.

Profiles appropriate for entry by Time Admins:

These profiles save records in "Approved" status.
CHARGE1 through CHARGE4 profiles show a corresponding number of the charge object columns in
the Data Entry Area. The Worklist is displayed above the Data Entry Area. Only one employee at a
time can be selected.
CHARGE1L through CHARGE4L profiles show a corresponding number of the charge object columns.
The Worklist is not displayed. Multiple employees can be selected and displayed at the same time (list
entry).
NORML-FR Normal - list entry (same as ESS), Friday start
NORML-MO Normal - list entry (same as ESS), Monday start
NORML-SA Normal - list entry (same as ESS), Saturday start
NORML-SU Normal - list entry (same as ESS), Sunday start
NORML-TH Normal - list entry (same as ESS), Thursday start
NORML-WE Normal - list entry (same as ESS), Wednesday start
TEMPSOLN This profile is for use by Temporary Solutions. It includes "Position" column.

Profiles appropriate for entry by ESS users:

These profiles save records in "Unreleased" status.
CHG1ESS and through CHG4ESSA profiles show a corresponding number of the charge object
columns in the Data Entry Area. The Worklist is displayed above the timesheet.
ESS Employee Self Service - Sunday start
ESS-FRI Employee Self Service - Friday start
ESS-MON Employee Self Service - Monday start
ESS-SAT Employee Self Service - Saturday start
ESS-WED Employee Self Service - Wednesday start

Profile appropriate for entry by Time interface program only:

INTERFAC Interface profile

Attendance/Absence type additional info:

1010, 1020, 1030 - used for conversion purposes only, they have been delimited in the system.

Access Transaction:
Via Menu Path

SAP menu >> Human Resources >> Time Management >> Time
Sheet >> CATS Classic >> CAT2 - Record Working Times

Via Transaction Code

CAT2

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Time Management

Procedure:
SAP Easy Access

1.

Update the following required and optional fields:

Field Name
Command

2.

Click Enter

Description

R/O/C

White alphanumeric box in

upper left corner used to input
transaction codes

Values
Enter value in Command.
Example: CAT2

button.

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Time Sheet: Initial Screen

3.

Update the following required and optional fields:

Field Name

Description

Data Entry Profile

4.

Click Enter

Choose the time entry profile

to determine the setup of the
time entry screen

R/O/C
R

Values
Enter value in Data Entry Profile.
Example: NORML_SU

button.

Information: You must click [Enter] to change the screen display to reflect the [NORMLSU] data entry profile.

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Time Sheet: Initial Screen

5.

Update the following required and optional fields:

Field Name
Key date

Description

R/O/C

Choose either Today or define

a specific date.

Values
Enter value in Key date.
Example: 4/29/07

Information: The key date is important - it determines the pay period you will view to enter
time. If you choose a date within a specific pay period, you will be able to scroll between
the weeks within the pay period. If you need to enter time for a date within another pay
period (the next month, for example), enter a date within that pay period.

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6.

Click Enter

7.

Click Personnel Selectn

CAT2: Record Time

Time Management

button.

button.

Personnel Number Selection for Fast Data Entry

8.

Click Multiple selection

button.

Information: If you are going to enter time for more than one person, click the Multiple
Selection button to the right of the Personnel Number field (the button with the yellow
arrow). If you only need to enter time for 1 person, enter their personnel number in the field
on this screen. This example walks you through entering time for 3 people.

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Multiple Selection for Personnel Number

9.

Update the following required and optional fields:

Field Name

Description

R/O/C

Single value

Enter an individual value in

this field

Single value

Enter an individual value in

this field

Single value

Enter an individual value in

this field

Values
Enter value in Column Single
value.
Example: 3270
Enter value in Column Single
value.
Example: 3273
Enter value in Column Single
value.
Example: 3274

10.

Click Copy (F8)

button.

Information: Multiple personnel numbers may be chosen here, which allows a time
administrator to enter hours for multiple people on one screen. In this example multiple
personnel numbers have been used.

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Time Management

Personnel Number Selection for Fast Data Entry

11.

Click Execute (F8)

button.

Information: If you will be entering time for these people in the future, save the list of
personnel numbers you just entered as a variant. Click the Save button, enter a variant title
and name, and click Save again. Next time you come to this screen, click the Get Variant
button (white square with 3 stairs on the corner), and you can retrieve your variant, instead
of entering the list of numbers again.

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Time Management

Time Sheet: Initial Screen

12.

Click Select All Persons (Shift+F7)

button.

Information: You may also choose to view the time sheets of one or more individuals
within the list by highlighting individual lines. Click on the gray square to the left of the line
item to highlight one or more lines, or use the green button to select all lines at once.

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Time Sheet: Initial Screen

13.

Click Enter Times (F5)

button.

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Time Management

Time Sheet: Data Entry View

14.

Click Insert Row (Ctrl+F4)

button.

Information: Before time can be entered for the selected employees, data entry lines need
to be added for each employee. To add a date entry row for an employee, click anywhere
in an employee line and insert a row. Repeat the following steps each time additional rows
are needed.

Information: The following steps provide an example on how to enter negative time for
three different employees.

15.

Select one of the following options:

If:

Then:

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Time Management

If:

Then:

You want to enter time for 3 individuals who are

Negative time employees

Go to step 16

You want to release time records

Go to step 19

You want to enter time for Positive time

employees

Go to step 23

You want to enter time against Charge Objects

(specific Agencies only)
You want to enter premium indicators with time
records

Go to step 25

You want to enter on-call hours

Go to step 28

Go to step 26

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Time Sheet: Data Entry View

16.

Update the following required and optional fields:

Field Name

Description

R/O/C

A/AType

The attendance or absence

type

MO 04/29

date

Values
Enter value in Column A/AType.
Example: 9000
Enter value in Column 04/29.
Example: 8

Information: This employee is a negative time employee who takes 8 hrs of approved
leave on 4/29.

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Time Sheet: Data Entry View

17.

Update the following required and optional fields:

Field Name
A/AType
04/29

Description

R/O/C

The attendance or absence

type

date

Values
Enter value in Column A/AType.
Example: 9000
Enter value in Column 04/29.
Example: 8

A/AType

The attendance or absence

type

Enter value in Column A/AType.

05/03

date

Enter value in Column 05/03.

Example: 9200
Example: 2

Information: This employee is a negative time employee who takes 8 hrs of approved
leave on 4/29 and 2 hours of sick leave on 5/3.

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Time Sheet: Data Entry View

18.

Update the following required and optional fields:

Field Name
A/AType

Description

R/O/C

The attendance or absence

type

05/04

date

A/AType

The attendance or absence

type

Values
Enter value in Column A/AType.
Example: 9511
Enter value in Column 05/04.
Example: 2
Enter value in Column A/AType.
Example: 9200

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05/01

date

CAT2: Record Time

Time Management

Enter value in Column 05/02.

Example: 4

Information: This employee is a negative time employee who takes 4 hrs of sick leave on
5/1 and is called back on 5/4 for 2 hrs.

Time Sheet: Data Entry View

19.

Click Release view

button.

Information: The following steps detail how to release time records.

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Information: After time has been entered and saved, the next step involves releasing the
time records. Once time has been released, the records become locked on the CAT2 time
sheet and are no longer modifiable. Time should only be released when the Time
Administrator is confident that the entered records represent an employee's correct time
records. Only released and transferred time records will be processed in Time Evaluation.

Time Sheet: Release View

20.

Click Select All (Shift+F7)

button.

Information: Notice the hours to be released are in blue. If hours are not in blue, they
have either already been previously released, or are not eligible to be released.

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Time Sheet: Release View

21.

Click Release (Shift+F4)

button.

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Time Management

Time Sheet: Release View

22.

Click Save (Ctrl+S)

button.

Information: Notice the hours have changed from blue to black, as a notification that they
have been successfully released. There is also a confirmation message at the bottom of
the screen.
The following steps detail Time Entry for positive time employees.

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Time Sheet: Data Entry View

23.

Update the following required and optional fields:

Field Name
A/AType

Description

R/O/C

Values

The attendance or absence

type

Enter value in Column A/AType.

04/29

date

Enter value in Column 04/29.

04/30

date

Enter value in Column 04/30.

Example: 9500
Example: 8
Example: 8

05/01

date

Enter value in Column 05/01.

Example: 8

05/02

date

A/AType

The attendance or absence

type

Enter value in Column 05/02.

Example: 8
Enter value in Column A/AType.
Example: 9000

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05/03

date

CAT2: Record Time

Time Management

Enter value in Column 05/03.

Example: 8

Information: This employee is a positive time employee who worked 8 hours 4/29, 4/30 &
5/1, 5/2, and took 8 hours of approved leave on 5/3.

After time has been entered and saved, the next step involves releasing the time records. Once
time has been released, the records become locked on the CAT2 time sheet and are no
longer modifiable. Time should only be released when the Time Administrator is confident
that the entered records represent an employee's correct time records. Only released and
transferred time records will be processed in Time Evaluation.

Tip: Follow the steps provided earlier to release time records.

Information: The following section details distributing time records to charge objects.

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Time Sheet: Data Entry View

24.

Update the following required and optional fields:

Field Name

Description

R/O/C

A charge object may be

assigned to an organizational
unit to charge time against

Activity

Second field of the Charge

Object

Element

Third field of the Charge

Object

Fourth field of the Charge

Object

Charge Object

Sub-element

Values
Enter value in Column Charge
Object.
Example: ES00001
Enter value in Column Activity.
Example: A000001
Enter value in Column Element.
Example: E00101
Enter value in Column Subelement.
Example: SE00224

Information: Agencies may choose to have employees charge time against specific
charge objects assigned to Organizational Units. A maximum of four levels of charge
objects are available in BEACON - Charge Object, Activity, Element and Sub-element.
There are single and list entry CAT2 profiles for charge assignments. The CHARGE4L
profile is used in the following example for employees that charge time to separate Subelements.
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Enter the daily hours for each charge object assignment in the appropriate daily cell.
Each separate charge object that an employee charges time to in a given week will represent a separate
line item on the time sheet. To insert additional lines for an employee, click anywhere on an existing line
and click the Insert line icon.

Information: The following section details entering premium indicators with time records.
The premium indicators in BEACON are only relevant for work on evening and night shifts.
Premium indicator '01' pushes a night premium on the associated hours. Premium
indicator '02' pushes an evening premium on the associated hours. There is not a premium
indicator that pushes weekend premium. The weekend premium is derived based on the
day of the week - Saturday and Sunday. A night shift on Friday will also carry weekend
premium. Premium indicator '06' will stop the payment of premiums for an employee
assigned an Evening or Night work schedule.

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Time Sheet: Data Entry View

25.

Update the following required and optional fields:

Field Name

Description

R/O/C

Values

A/AType

The attendance or absence

type

Enter value in Column A/AType.

05/07

date

Enter value in Column 05/07.

05/08

date

Enter value in Column 05/08.

Example: 9500
Example: 8
Example: 8

05/09

date

Enter value in Column 05/09.

05/10

date

Enter value in Column 05/10.

A/AType

The attendance or absence

type

05/06

date

A/AType

The attendance or absence

type

Enter value in Column A/AType.

05/11

date

Enter value in Column 05/11.

Example: 8
Example: 8
Enter value in Column A/AType.
Example: 9500
Enter value in Column 05/06.
Example: 8
Example: 9500
Example: 8

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Critical: An employee's shift assignment as determined by his/her work schedule rule will
take priority over any premium indicators associated with recoreded hours. Substitutions
can also be used to ensure the appropriate premium is associated with an employee's
recorded hours. For example, a substitution would provide the appropriate premium for an
employee on an evening shift that worked a night shift instead. Push codes are reserved
for use when the work schedule rule is designated as a Day shift.
Premiums generated from the work schedule rule or premium indicators will not be processed
unless the employee's position is flagged as eligible for the relevant premiums.
Shift premiums will not be generated for negative time employees even if the employee is assigned
a night or evening work schedule rule. An employee must be positive time to receive
automatic premiums from the assigned work schedule rule.

Information: This employee is a positive time employee who worked an 8 hour night shift
on 5/6 and an 8 hour evening shift on 5/11. The employee is assigned day schedule and
the employee's position is evening and night premium eligible.

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Time Management

Time Sheet: Data Entry View

26.

Update the following required and optional fields:

Field Name

Description

R/O/C

Values

A/AType

The attendance or absence

type

Enter value in Column A/AType.

05/06

date

Enter value in Column 05/06.

05/07

date

Enter value in Column 05/07.

Example: 9500
Example: 8
Example: 8

05/08

date

Enter value in Column 05/08.

Example: 8

05/09

date

Enter value in Column 05/09.

05/10

date

Enter value in Column 05/10.

Example: 8
Example: 8
A/AType

The attendance or absence

type

Enter value in Column A/AType.

Example: 9500

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05/11

date

CAT2: Record Time

Time Management

Enter value in Column 05/11.

Example: 4

Information: This employee is a positive time employee who worked a 4 hour night shift
on 5/11.

Information: The following section details entering On-Call hours.

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Time Sheet: Data Entry View

27.

Update the following required and optional fields:

Field Name
A/AType
05/06

Description

R/O/C

The attendance or absence

type

date

Values
Enter value in Column A/AType.
Example: 9517
Enter value in Column 05/06.
Example: 15

05/07

date

Enter value in Column 05/07.

05/08

date

Enter value in Column 05/08.

Example: 15
Example: 15

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Information: Assigned on-call hours are reported as a separate item on the time sheet
using A/A Type 9517. An employee should only record his/her on-call hours using A/A
Type 9517. If an employee is called back to work while on-call the callback time should be
recorded using A/A Type 9516 (Callback) or A/A Type 9511 (Remote Callback).
If an employee is called back (physically or remotely) while on-call, the hours for which the
employee was called back should be deducted from the on-call hours reported. For
example, an employee assigned a 15 hour on-call shift that is called back for 4 hours
should report 9517 (On-call) for 11 hours and 9516 (Callback) for 4 hrs.
If an employee is eligible for imputed hours (by reporting less than 2 hrs for callback and less than
30 minutes for remote callback), then the employee should only report the callback time
and BEACON will process any imputed time automatically.

Tip: An employee's position must be eligible for on-call and callback in order for the
system to process on-call and callback hours. If a position is eligible for on-call, then the
position will either be set to accrue on-call hours or have on-call hours paid at a specified
rate. If a position is eligible for callback, the hours will either be counted as hours worked
(for the calculation of overtime) or accrued.

Information: This employee was on-call overnight from 5pm to 8am (15 hrs) on Monday
(5/14), Tuesday (5/15) and Wednesday (5/16).

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Time Sheet: Data Entry View

28.

Update the following required and optional fields:

Field Name
A/AType

Description

R/O/C

Values

The attendance or absence

type

Enter value in Column A/AType.

05/09

date

Enter value in Column 05/09.

05/10

date

Enter value in Column 05/10.

Example: 9517
Example: 12
Example: 14

A/AType

The attendance or absence

type

Enter value in Column A/AType.

Example: 9516

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05/09

date

Enter value in Column 05/09.

05/10

date

Enter value in Column 05/10.

Example: 3
Example: 1

Information: This employee was assigned the overnight on-call shift from 5pm - 8am on
Thursday (5/09) and Friday (5/10). On 5/09, the employee was called back for 3 hours. On
5/10, the employee was called back for 1 hour. On the timesheet, the callback hours are
deducted from the original on-call assignment so that 12 hours of on-call are reported on
5/09 and 14 hours of on-call are reported on 5/10. On 5/09, BEACON will generate another
1 hour of imputed time so that the employee is compensated for the 2 hours minimum for
callback.

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Time Sheet: Data Entry View

29.

Update the following required and optional fields:

Field Name
A/AType

Description

R/O/C

Values

The attendance or absence

type

Enter value in Column A/AType.

05/06

date

Enter value in Column 05/06.

05/07

date

Enter value in Column 05/07.

05/08

date

Enter value in Column 05/08.

Example: 9511
Example: .25
Example: .24
Example: 1.5

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05/10

date

CAT2: Record Time

Time Management

Enter value in Column 05/10.

Example: 2

Information: This employee was not originally scheduled for on-call duty, but has recorded
remote callback for time spent answering service requests online. This employee records
0.25 hours on Monday (5/06), 0.24 hours on Tuesday (5/07), 1.5 hours on Wednesday
(5/08) and 2 hours on Friday (5/10). On Monday, BEACON will generate another 0.25
hours of imputed time so that the employee is compensated for the minimum 30 minutes
for remote callback.

button.

30.

Click Save (Ctrl+S)

31.

The system task is complete.

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