SAP Time Recording

Welcome!

Introduction • Attendance Sheet

• Washrooms
• Fire Exits
• Refreshments
• PowerPoint

Welcome!

Expectations • Ask questions

• One speaker at a time
• Respect others
• Turn off cell phones
• Computers are for course exercises
• Have fun!

1
Course Plan and Materials

Over the next three days:

− We will review a PowerPoint Presentation that will introduce
timekeeping concepts when using SAP on Days 1 and 2.
− At the end of each section in the PowerPoint, we will complete
a series of exercises that are relevant to the topic just
discussed.
− We will review additional materials available to you on-line.
− On Day 3, you will complete a series of scenarios using the
skills and information learned over Days 1 and 2 of the
training.

Course Objectives

After completing this course, you should be able to:

• Understand how the timekeeping requirements for scheduled
and flex employees are different
• Understand when to create Substitutions for scheduled and
flex employees
• Enter time on the CAT2 Time Sheet: Maintain Time
• Explain the requirements for time entry of regular hours and
overtime hours
• Describe and use the Specialized Time Entry fields on the
CAT2 Time Sheet
• Recognize Hard Errors and Warning Messages
• Understand the Org Chief Approval process

Course Objectives (cont’d)

After completing this course, you should be able to:

• Understand the Payroll cycle
• Understand when to process Corrections
• Know when to request an Off Cycle Payment
• Complete inquiries related to time and time entry with various
reporting methods

2
Course Modules

1. Overview
2. HR Master Data
3. Check List / Workflow
4. Substitutions
5. CAT2 Time Sheet
6. Regular Hours
7. Specialized Time Reporting
8. Overtime
9. Pending Actions
10. Corrections
11. Reports

Module

1. Overview
2. HR Master Data
3. Check List / Workflow
4. Substitutions
5. CAT2 Time Sheet
6. Regular Hours
7. Specialized Time Reporting
8. Overtime
9. Pending Actions
10. Corrections
11. Reports

Overview

After completing this module, you should be able to:

• Define Daily Work Hours
• Define Planned Working Time
• Understand the different types of hours which may be paid
• Understand the difference between Scheduled and Flex
Employees
• Describe Org Chief Approval and how it is different for
Scheduled and Flex Employees

3
Daily Work Hours

• All full time and part time employees have regular hours they
will be scheduled to work based on their rotation and their
Full Time Equivalent (FTE).
− Full time employee = 1.0 FTE
− Part time employees = .1 FTE to .9 FTE
• Each Collective Agreement defines regular full time hours of
work for the union/local, for example 7.25, 7.50, 7.75, or 8
hour shifts. This is also applicable for non-union employees
as outlined in the Employee Handbook.
• This is often referred to as daily hours, base hours, shift
hours, full time hours.

10

Daily Work Hours (cont’d)

• The daily hours determine pay period hours and annual

base hours.
• Daily Hours

• Many unions/locals have defined modified shifts such as

9.70, 11.63 or 12 hours. These shift lengths would also be
compensated at the employee’s basic rate of pay.

11

Daily Work Hours (cont’d)

• Regular hours accrue vacation, sick time, seniority, are

pensionable and usually pay at straight time.
• On occasion, regular hours may pay at premium rates
− Stat day worked
− Successive Shift
− Shift Change
• There are also premiums which may be added to an
employee’s pay.
− Shift / weekend premiums – automatically generated by SAP
− Standby, Responsibility Pay, etc. – coded by Timekeeper

12

4
Daily Work Hours (cont’d)

• Daily hours, including modified shift hours, generally are the

maximum number of hours the employee must work per
day/date before overtime is applicable.

• The various Collective Agreements and the Employee

Handbook also define the shift start and end times and the
lengths of the paid and unpaid breaks.

• Full time employees will work a full shift based on the

required daily hours as defined by the Collective Agreement
the employee follows or the Employee Handbook.

13

Daily Work Hours (cont’d)

• Part time employees can be scheduled to work daily hours

(full shifts) or their shifts may be less than daily hours.

• For example, a part time employee with a .50 FTE can be

scheduled for five 7.50 hours (5 x 7.50 = 37.50) shifts in a
pay period or they can be scheduled for 10, 3.75 hour shifts
(10 x 3.75 = 37.50) in a pay period, or a combination of full
and part shifts.

14

Types of Employees

• There are four types of employees in SAP, as follows:

Scheduled Employees Flex Employees
• Full time and part time • Full time and part time
employees that have employees with difficult
rotations or schedules to define rotations.
that can be easily • All casual employees
defined and set over a will be flex.
period of time.

ESP Employees Procura Employees

• Time is managed • Direct Services Home
outside of SAP using Care staff.
ESP scheduling • Time worked / paid is
software. exported into SAP
• Time worked / paid is through an interface.
exported into SAP
through an interface.

15

5
Scheduled Employees

• Only full time and part time employees can be scheduled.

• Typically, rotations that can be defined and set over a period
of time will be Scheduled Employees.
• A schedule can be as short as one week or as long as 36
weeks.
• A Work Schedule Rule is applied to the employee profile
within SAP. This automatically reports the shifts in the
employee’s normal rotation. This is the employee’s Planned
Working Time.
• The Work Schedule Rule also identifies the employee’s daily
hours and annual base hours.

16

Scheduled Employees (cont’d)

• The Work Schedule Rule is defined by the Organizational

Chief (Manager/Supervisor) when the employee is hired or
transfers to another position or unit.

• As the Work Schedule Rule is automated, it ensures the

employee will be compensated at their basic rate of pay for
all regular hours in their normal rotation without Timekeeper
intervention.

• Only EXCEPTIONS are to be reported on the CAT2 Time

Sheet by Timekeepers for a Scheduled Employee.

17

Scheduled Employees (cont’d)

• Exceptions include:
− Overtime
− Paid and Unpaid Leaves
− Cost center charge outs
− Earning reasons and relief categories
− Premium pay such as Responsibility pay

• All exceptions (or CAT2 time entries) for scheduled

employees require Org Chief time approval in SAP.

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6
Flex Employees

• Full time and part time employees with difficult to define

rotations as well as all Casual employees will be shown as
Flex Employees.

• The Work Schedule Rule for Flex employees must be one of

the following:
− Flex1 – 2015 Annual Base Hours
− Flex2 – 1950 Annual Base Hours
− Flex3 – 1885 Annual Base Hours
− Flex4 – 2080 Annual Base Hours
These Work Schedule Rules also stipulate the employee’s daily
hours.

19

Flex Employees (cont’d)

• A Flex Employee’s regular hours will not pay automatically.

Timekeeper intervention is required.

• A two step process must be followed to ensure a Flex

employee is paid:

− Substitutions must be created for all regular hours worked at

regular rates of pay.
− A CAT2 time entry is then required to ensure the Planned
Working Time (substitution) will be paid.

20

Flex Employees (cont’d)

• As well as all regular hours, all exceptions must also be

reported on the CAT2 Time Sheet.

• All time reported on the CAT2 Time Sheet for Flex

employees requires Org Chief time approval.

21

7
Organizational Chief (Org chief)

• The Org Chief is the Director / Manager / Supervisor who is

responsible for approving time for employees - usually there
is a direct reporting relationship.
• Time approval is a process completed by the Org Chief
within SAP. They review and approve time entries coded on
the CAT2 Time Sheet for all employees for whom they are
responsible.
• What the Org Chief views during the approval process will
vary based on whether the employee is Scheduled or Flex.
• Cut off for time entry and Org Chief approval is 5:00 pm on
the Friday immediately following the last day of the pay
period.

22

What is Concurrent Employment?

• Concurrent Employment is when an employee holds more

than one active position within Manitoba Healthcare.

• Concurrent Employees can be scheduled or flex or a

combination thereof within or across sites.

• Timekeepers are responsible for entering time only for the

personnel assignment attached to their Timekeeper number.

23

Module

1. Overview
2. HR Master Data
3. Check List/Workflow
4. Substitutions
5. CAT2 Time Sheet
6. Regular Hours
7. Specialized Time Reporting
8. Overtime
9. Pending Actions
10. Corrections
11. Reports

24

8
HR Master Data

After completing this module, you should be able to:

• Create a list of favorite transaction codes used by
Timekeepers
• Access the list of employees for whom you will complete
timekeeping
• Use PA20 Display HR Master Data to identify if your
employees are scheduled or flex and locate other important
information for employees

25

HR Master Data (cont’d)

• Each employee has one master record, known as HR

Master Data.

• A single master data record is created for each employee

upon hire and stays with them for their lifetime within
Manitoba Healthcare.

• A history of all updates and changes will be available in the

employee’s profile.

• Infotypes are created and used to store and sort the

information into related groupings.

26

Activity 1: Exercises

Exercise Name T-CODE Ex #

Favorites SAP Easy Access Menu 1
Timekeeper List PA20 2

27

9
Activity 2: Demonstration

Demonstration Name T-CODE Demo #

Display HR Master Data PA20 1

28

Activity 3: Support & Resources

Shared Health Intranet –

SAP Support
Getting Started
– Upload Favourites

Timekeeper
– Create Hit List
– PA20 Display Master
Data

29

Module

1. Overview
2. HR Master Data
3. Check List
4. Substitutions
5. CAT2 Time Sheet
6. Regular Hours
7. Specialized Time Reporting
8. Overtime
9. Pending Actions
10. Corrections
11. Reports

30

10
Check List

After completing this module, you should be able to:

• Understand the workflow and when specific functions should
be performed by Timekeepers

31

Work Flow

• There is a specific order that should be followed for

timekeeping.

• Communicate with the applicable employees or your Org

Chief to obtain all required information before beginning.

• Your goal is to complete time entry daily while always

working within the current pay period.

• Do not hold off processing time entry until the last day of the
pay period.

32

Work Flow (cont’d)

• If time entry is not processed:

− Scheduled employees will be paid automatically based on
their Planned Working Time; however, exceptions will be
missed.
− Flex employees will not be paid.

33

11
Check List – Substitutions

• Before processing Substitutions the following review should

be completed:

− Confirm if the employee is Scheduled or Flex.

− Confirm what type of hours are being paid.

− Determine if the employee has Concurrent Employment.

− Confirm if Substitutions have already been created to avoid

time collisions.

34

Check List – Time Entry

• Before beginning time entry on the CAT2 Time Sheet, the

following review should be completed:

− Determine if the employee has Concurrent Employment.

− Before coding quota related paid leaves review the balances

in the employee’s quota bank.

− Ensure you have all information required to complete Time

Entry.

35

Check List – Approval of Time

• Org Chief provides approval for all required time entries.

• Time Evaluation runs each night on all approved entries.

• Data in SAP is not updated until Time Approval and Time

Evaluation have been completed.

• Once approval and Time Evaluation have been completed

the Time Audit Report should be run to ensure time is
being paid as expected.

36

12
Module

1. Overview
2. HR Master Data
3. Check List / Workflow
4. Substitutions
5. CAT2 Time Sheet
6. Regular Hours
7. Specialized Time Reporting
8. Overtime
9. Pending Actions
10. Corrections
11. Reports

37

Substitutions

After completing this module, you should be able to:

• Understand when to create Substitutions
• Understand what a Daily Work Schedule is
• Know how to view & use the full list of Daily Work Schedules
• Use Infotype 2051 – Monthly Calendar to create Substitutions
• Use Infotype 2003 – Substitutions to create Substitutions
• Locate and view all Substitutions
• Complete Substitution Maintenance using
Infotype 2003 – Substitutions

38

Substitution Creation

• Substitutions are created and maintained in PA30 – Maintain

HR Master Data.

• There are two methods of creating Substitutions:

− Monthly Calendar – Infotype 2051
− Substitutions – Infotype 2003

• When a Substitution is created, the Substitution overrides

the employee’s Planned Working Time for that day(s). It
does not permanently change or delete it beyond that
day(s).

39

13
Substitutions

• There are two types of Substitutions:

1. DWS (Daily Work Schedule) Substitutions, which indicate a

shift length, start and end times, and unpaid break, if
applicable (includes “OFF”, which is used when an employee
is not working).

2. Start/End Time Substitutions (manual), when the applicable

DWS does not exist or when multiple Substitutions are
required on the same date.
• Start/End Time Substitutions must be created using IT2003.

40

Daily Work Schedules

• Daily Work Schedules (DWSs) define shift lengths (hours),

including the shift’s start time, end time and unpaid break if
applicable.
• There is a DWS that is used to indicate off days or days the
employee is not scheduled to work.
• DWSs are used to show regular hours (hours paid at the
employee’s basic rate of pay) and off days.
• All rotations or schedules are a combination of work days
and off days.

41

Daily Work Schedules (cont’d)

Title Description
DWS Unique identifier
Daily WS text Shift length, unpaid break & start time
(“//” indicates there is no unpaid break)
Plnd: Shift length
Work Start: Start time of the shift
Work End: End time of the shift

42

14
Daily Work Schedules (cont’d)

• Any DWS with an unpaid break indicated is a combination of

paid and unpaid hours.

• All DWSs, where an unpaid break is indicated, have been

configured to show the unpaid break occurring five (5) hours
from the start of the shift.
− Example: If the shift starts at 07:00, the unpaid break will
occur at 12:00. If the shift starts at 08:00, the unpaid break will
occur at 13:00

43

Daily Work Schedules - 12 Hour Shifts

- /37/ = 1 unpaid break

1st and only break is at 5.00 hours in to the shift for 37 minutes

- /37*/ = 2 unpaid breaks (APPLICABLE TO 11.63 HOUR HSC MNU SHIFTS)

1st break at 5.00 hours from start of the shift for 27 minutes
2nd break at 10 hours and 27 minutes from start of shift for 10 minutes
- /37^/ = 2 unpaid breaks (APPLICABLE TO ALL OTHER 11.63 HOUR MNU
SHIFTS)

1st break at 5.00 hours from start of the shift for 10 minutes
2nd break at 10 hours and 10 minutes from start of shift for 27 minutes

44

Daily Work Schedules (cont’d)

• Daily Work Schedules may be used to create Substitutions.

• The correct DWS must be selected based on the regular

hours (or daily hours) as defined in the Collective Agreement
that the employee falls under or the Employee Handbook. If
you select the wrong DWS you risk paying the employee
incorrectly.

45

15
Daily Work Schedules (cont’d)

• To ensure the correct DWS is selected, a few key items

must be reviewed:
− Shift length or hours
− Unpaid break built into the DWS
− Start time
− End time

46

Start/End Time Substitutions

• Start/End Time Substitutions (manual) are used when the

applicable DWS does not exist or when multiple
Substitutions (time periods) are required on the same date.

47

Multiple Substitutions

#1: D040 (DWS)

D040
N015 (DWS)

N015 (DWS)
#2:
N015
D040 (DWS)

S/E DAY S/E DAY

#3: S/E NIGHT S/E NIGHT

48

16
Substitutions (cont’d)

For Scheduled Employees

• Substitutions are used to show temporary or one time
changes to the employee’s schedule for the following:
− Shift changes
− Successive Shift (if the employee will work one less regular
shift )
− Shift swaps
− Pick up shifts or additional hours
− Increased / decreased shift lengths (the original shift was less
than daily hours)
− Correcting a schedule (Scheduled only)

49

Substitutions (cont’d)

For Scheduled Employees:

• Substitutions created for a Scheduled Employees are not
visible to the Org Chief during the Time Approval process
completed within SAP.
• To view changes to the employee’s Planned Working Time,
the Org Chief should use the Personal Work Schedule report
PT63.

50

Substitutions (cont’d)

For Flex Employees:

• For full time and part time Flex Employees, all 14 days
should be recorded.

• For Casual employees create substitutions only for the days

the employee is working regular hours.

51

17
Substitutions (cont’d)

• An employee’s Planned Working Time must meet their FTE.

This applies to full time and part time Scheduled and Flex
employees.
• Planned Working Time must never exceed full time hours.
• It is critical that the Planned Working Time reflects the actual
dates and times that an employee is expected to work.
• It is also necessary for third party reporting including:
− Employment Insurance claims, Workers Compensation (WCB)
claims, Graduated Return to Work, Manitoba Public Insurance
(MPI) claims, Retirement (HEB)

52

Substitutions (cont’d)

• Successive Shifts:
− Was the Succ. Shift worked in place of another shift later in the
pay period?

Yes
- Create “OFF” SUB on day they are no longer working
- Go directly to CAT2 and record Succ Shift Hours. These hours will
pay at premium rates.
No
- Do not adjust any Planned Working Time already in place
- Go directly to CAT2 and record Succ Shift Hours. These hours will
pay at overtime rates.

53

Substitutions (cont’d)

• Shift Change:
− Was this shift change provided with sufficient notice
(Union Specific)?
No – Insufficient Notice (Premium Rates)
- Create “OFF” Substitution for the day the employee is no
longer working.
- Go directly to CAT2 and report the Shift Change Hours.
Yes – Sufficient Notice (Regular Rates)
- Create “OFF” Substitution for the day the employee is no
longer working.
- Create new SUB for the day the employee’s shift has been
changed to.

54

18
Substitutions (cont’d)

• Shift Swaps:
− Create “OFF” substitution for the day the employee is no
longer working.
− Create new a new substitution for the day the employee is
now working.

• Additional Shifts / Pick up Shifts:

− Create a Substitution for the additional shift.

* Always consider if the additional shifts put them in an overtime

eligible situation.*

55

Substitutions (cont’d)

• Increased Shift Lengths:

− Increased shift lengths will not qualify for overtime until daily
hours have been exceeded.
− For part time or casual employees working an increased shift
length, a Substitution would be required to report the new shift
for both Scheduled and Flex employees.

• Correcting an Automated Schedule:

− DWS and OFF Substitutions must be created to show the
correct Planned Working until the new schedule is applied.
− The Org Chief should submit a request to change the
schedule as soon as possible.

56

When not to create Substitutions!

Never create Substitutions to:

− Report overtime hours, including call back, telephone consult.

− Generate payment of a premium / allowance, such as
responsibility pay, stand-in premiums, mentorship premiums,
home care top up, transport premiums or standby/on call.

• These are reported directly on the CAT2 Time Sheet

57

19
Substitution Maintenance

• Substitution Maintenance is defined as any action where you

are:
− Editing
− Copying
− Deleting

• Substitution Maintenance is completed in PA30 Maintain

Master Data, Infotype 2003.

• The process to edit, copy or delete a Substitution is the

same for Substitutions created using Infotype 2051 or 2003.

58

Check List – Substitutions

• Create Substitutions before reporting time in the CAT2 Time

Sheet.

• If a Substitution is created or changed after time has been

reported in CAT2, the existing CAT2 time entry must be
deleted and re-entered.

• If this order is not followed, SAP will incorrectly generate

payment based on the original Substitution and/or time entry
reported in CAT2.

59

Personal Work Schedule (PT63)

• PT63 displays an employee’s Planned Working Time

− Scheduled Employees: It will show both scheduled
shifts/hours and Substitutions
− Flex Employees: Shows Substitutions only

• This report should be run after you have created the

necessary Substitutions but prior to time entry in CAT2.
• The report shows only the employee’s expected Planned
Working Time.
• PT63 will not show if the hours are paid, unpaid or if
overtime was reported in the CAT2 Time Sheet.

60

20
Activity 4: Exercises

Exercise Name T-CODE Ex #

Monthly Calendar - Scheduled PA30 – Infotype 2051 3
Monthly Calendar - Flex PA30 – Infotype 2051 4
Create Substitutions PA30 – Infotype 2003 5
Maintain Substitutions PA30 – Infotype 2003 6
Start/End Time – Two Substitutions PA30 – Infotype 2003 7
Start/End Time – Extending Shift PA30 – Infotype 2003 8
Start/End Time – Meeting and Shift PA30 – Infotype 2003 9
Personal Work Schedule Report PT63 10

61

Activity 5: Support & Resources

• Shared Health Intranet –

SAP Support

Timekeeper – Time Entry and

Display
– Substitutions
– PT63 Personal Work
Schedule Report

Org Chief – Employee

Schedules
– Change Employee Work
Schedule

62

Module

1. Overview
2. HR Master Data
3. Check List / Workflow
4. Substitutions
5. CAT2 Time Sheet
6. Regular Hours
7. Specialized Time Reporting
8. Overtime
9. Pending Actions
10. Corrections
11. Reports

63

21
CAT2 Time Sheet

After completing this module, you should be able to:

• Understand the various requirements of the CAT2 Time Sheet

64

CAT2 Time Sheet

• Time entry is the process of reporting hours for an employee

and includes the following:
− Regular hours
− Paid leave
− Unpaid leave
− Premiums
− Overtime
• All time entry is completed in the CAT2 Time Sheet.
• The type of employee, Scheduled or Flex and the type of
hours that require reporting will define the processes to be
followed during time entry.

65

CAT2 Time Sheet – Requirements

• A new line entry is required for each new A/A Type being
reported.
• Start and end times are not required for full day attendances
or absences.
• Start and end times are required when less than a full day is
being reported or multiple entries are recorded on the same
date.
• Time entries reported on a specific day should be recorded
in the order of occurrence.
• Do not increase or decrease the employee’s shift length on
the CAT2 Time Sheet.

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22
CAT2 Time Sheet – Requirements (Cont’d)

• Check Entries Icon

− The Check Entries icon should be used when time entry is
complete. This will generate warning messages that should
be reviewed and corrected, if necessary, before saving and
closing the CAT2 Time Sheet.

67

Module

1. Overview
2. HR Master Data
3. Check List / Workflow
4. Substitutions
5. CAT2 Time Sheet
6. Regular Hours
7. Specialized Time Reporting
8. Overtime
9. Pending Actions
10. Corrections
11. Reports

68

Regular Hours

After completing this module, you should be able to:

• Understand when to report A/A Type 2000 Regular for Flex
employees
• Understand when Quota and Non-Quota Related Paid Leaves
should be reported
• Learn when to report Unpaid Leaves

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23
Steps prior to Time Entry

1. Review the Work Schedule Rule for all employees and

confirm which employees are scheduled and which are
Flex.
2. Make all the necessary Substitutions for both your Flex and
Scheduled employees.
3. Run PT63 to confirm the Planned Working Time for your
Flex and Scheduled employees.
4. Review all Quota bank balances prior to reporting any
quota related paid leaves (i.e. vacation, sick, banked
overtime taken, etc.) to ensure there is sufficient quota.
5. You are now ready to begin reporting the CAT2 time
entries.

70

Regular Hours (cont’d)

• Regular hours are the shifts/hours the employee will be

scheduled to work and are to be compensated at the
employee’s basic rate of pay.
• Regular hours can also be pick up shifts or additional hours
worked by a part time employee providing the employee is
not exceeding daily hours or pay period hours.
• Regular hours also include temporary changes to the
employee’s normal rotation that do not qualify as overtime.
For example, the employee’s schedule is incorrect or a shift
is being moved to another day.

71

Regular Hours (cont’d)

• There must be Planned Working Time in place, based either

on the employee’s automated schedule or a Substitution, to
identify all shifts/hours that are paid at the employee’s basic
rate of pay.
• The employee must meet their FTE.
• If an employee will not be working on a normally scheduled
work day and the shift is not being moved or swapped, then
the employee’s absence must be explained on CAT2.

72

24
Regular Hours – Scheduled Employees

• Scheduled Employees have an automated schedule which

ensures automatic payment of their scheduled hours.
• If you create a Substitution for the Scheduled Employee, the
Substitution will be incorporated into the employee’s
schedule and it will also pay automatically without a CAT2
time entry.
• As only EXCEPTIONS are reported for scheduled
employees, if you have no exceptions to report such as
vacation, sick, overtime, etc., then there is no need to open
the Scheduled Employee’s CAT2 Time Sheet.

73

Regular Hours – Flex Employees

• Reporting time is a two-step process for Flex Employees

#1 - Create the Substitutions to show the Planned
Working Time
#2 – Enter hours worked on CAT2 Time Sheet.

• A Flex employee’s hours can be “targeted” to ensure they

pay.

• The targeted hours must be deleted if another A/A type is

being reported for the same time period to ensure the
employee is not overpaid.

74

Coding around Unpaid Break

• Overlapping the Unpaid Breaks

− When a time entry overlaps the unpaid break it will increase
the start and end time, but not the hours reported and paid.

− From 12:00 to 16:15 = 4.25 hours

− Being paid only 3.75 hours due to 30 minute unpaid break.

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25
Paid Leaves

• Paid Leaves are reported when the employee is scheduled

to work based on their normal rotation; however, for a variety
of reasons, the employee will not be at work or will not be
performing their normal duties.
• For some types of paid leaves, the hours are drawn from a
quota bank. For others, the entitlement is based on the
Collective Agreement or the Employee Handbook, or
explains a specific type of activity.
• For all paid leaves, the employee will be paid at their basic
rate of pay and they will accrue sick, vacation and seniority
and the hours are pensionable. This ensures the employee
will meet their FTE and annual base hours.

76

Paid Leaves (cont’d)

• Quota related paid leaves are as follows:

− Sick Personal
− Sick Family
− Vacation
− Supplementary Vacation aka Bonus Vacation
− Stat (full time only)
− Banked Overtime
− Discretionary Leave (Management only)

Entitlement / Accessibility is defined in SAP based on the

Collective Agreement or the Employee Handbook.

77

Paid Leaves (cont’d)

• Non-quota related paid leaves are as follows:

− Occupational Health Training
− Education
− Bereavement
− Compassionate
− Conference/Meeting
− Court Duty
− Union Business
− Orientation
− Parental Leave
− Daylight Saving

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26
Unpaid Leaves

• Unpaid leave time reporting in CAT2 is required when:

− Related quota is depleted
− Leave of Absence is pending
− When the employee fails to report for work, etc.

• Unpaid leaves are as follows:

− Vacation
− Sick (Personal / Family)
− Voluntary Unpaid Leave
− Maternity / Parental
− WCB / MPIC
− Compassionate Care

79

Unpaid Leaves (cont’d)

• Unpaid leaves are as follows:

− Education
− Orientation
− Union Business
− Late Arrival
− Suspension
− Insufficient Notice ASAP
− Unauthorized Absence

80

Time Entry – Negative Quota Balance

• Creating a Negative Quota Balance:

− Some quota banks have been designed to allow for a negative
balance to be generated when quota is over reported.

− The maximum negative balances are as follows:

• Stat Quota Bank - Maximum Negative 23.26
• Banked Overtime Quota Bank - Maximum Negative 23.26
• Sick (Personal) Quota Bank – Maximum Negative 6
• Sick (Family) Quota Bank – Maximum Negative 6

− A green warning message will be generated when a negative

balance is being created in a quota bank. Processing can
continue and the negative will be cleared as more quota is
accrued.

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27
Time Entry – Negative Quota Balance (cont’d)

• Negative quota balances are also dependent on the

Collective Agreement that the employee is part of:
− MAHCP: Both sick personal and sick family will allow for a
maximum negative balance of 23.26 hours per bank

• Negative balances will be recovered from the employee’s

pay when an employee terminates or moves to a position
with a lower FTE.

• A negative balance cannot be generated for vacation,

supplementary vacation, or excess vacation, discretionary
leave or overtime.

82

Time Entry – Insufficient Quota

• Insufficient Quota:

− A red hard error will generate on CAT2 when there is not

enough quota available for your entry.

− This will occur when the maximum negative balance has been
reached or when a negative balance is not applicable.

− When this occurs another type of quota can be reported

providing there is a positive balance in that quota bank, except
in the case of depleted sick banks.

83

Time Entry – Insufficient Quota (cont’d)

• Insufficient Quota:
− When Sick Personal is depleted, and employee is still coded
as Personal sick, SAP will draw from the Sick Family bank.

− When both Sick Personal and Sick Family are depleted, then
Unpaid Sick Personal must be reported.

− If an employee is being coded as Sick Family and that bank is

depleted, unpaid Family Sick must be reported as Sick
Personal cannot be reported in place of Sick Family.

84

28
Time Entry – Stat Reporting

• Only full time employees are eligible for stat quota.

• Full time Scheduled Employees on a Monday to Friday rotation

will have A/A type 1150 – Stat Taken automatically coded on the
CAT2 Time Sheet by HR Shared Services.

• All other full time employees, whether Scheduled or Flex, A/A

Type 1150 – Stat Taken must be manually coded by the
Timekeeper.

• For all employees, if there is Planned Working Time on the Stat,

and there is no coding on the CAT2 Timesheet to indicate they
are absent, SAP will pay time and one half stat rates.

85

Stat Reporting – Modified Shifts

• The maximum stat accrual for full time employees is based

on daily hours, for example, 7.25, 7.50, 7.75, 8 hours, etc.

• If the employee generally works modified shifts of 9.70 or

11.63 hours, there may not be sufficient quota to cover the
full day.

86

Stat Reporting – Modified Shifts (cont’d)

• Coding may be done in one of the following ways:

− A/A Type 1150 Stat Taken can be reported for the full
modified shift length putting the employee in a negative.
− Another type of quota may be reported for the difference
between the available quota and the modified shift length.
− Unpaid leave may be reported for the difference between the
available quota and the modified shift length.

Discuss with the employee and Org Chief to determine

which method should be followed.

87

29
Stat Reporting – Part Time and Casual

• Part time and Casual employees:

− Generally receive stat pay on each pay regardless of whether or not
a statutory holiday is occurring in the pay period.
− For part time employees, stat pay accrues (vacation, sick and
seniority) and is pensionable.

• If a Part time employee is scheduled to work on a stat holiday

and the office / department is closed:
− A Substitution must be created to show the day/date as an OFF day
to ensure the employee is not paid.
− No CAT2 time entry is required.
− If the OFF Substitution is not created, SAP will assume the employee
is working on the stat and pay time and one half rates.

88

Stat Reporting – Part time and Casual (cont’d)

• If a Casual employee is scheduled to work on a stat holiday

but elects to take the stat holiday off:
− The employee is not entitled to be paid for the stat holiday.
− No CAT2 time entry would be required. If a time entry was
previously created, it must be deleted.
− The existing Substitution must be deleted or changed to an
OFF day to ensure the employee is not paid.

89

More Information about Quota Banks

• Requesting Quota Bank Payouts

− Employees can request payouts from their Banked Overtime and
Stat Quota Banks, per their collective agreement:
• The employee must have a positive balance in the quota bank.
• The payout is processed by Timekeepers in PA30 Maintain Master
Data, will not appear in the CAT2 Time Sheet and will be paid on
the next available regular pay.
• Automatic Payouts
− HRSS will process automatic payouts of Stat and Banked Overtime
each pay period when those banks exceed their maximum limits.
• Fiscal Year-End Payouts
− At the end of the fiscal year, HR Shared Services will automatically
process payouts of outstanding banked overtime and stat quota
banks balances.
• Each union has a specific rule regarding fiscal year end payouts.
• Unused Discretionary Leave is forfeited at fiscal year end.

90

30
Activity 6: Exercises / Demonstration

Exercise Name T-CODE Ex #

Single/Multiple Employee Access CAT2 11
Time Sheet: Maintain Times CAT2 Demo #2
Targeting Hours – Flex Employee CAT2 12
Start/End Time Substitutions CAT2 13
Paid and Unpaid Leaves CAT2 14

91

Activity 7: Support & Resources

Shared Health Intranet – SAP

Support

Timekeeper – Time Entry and

Display
– Enter Time on CAT2
Timesheet
– Attendance / Absence
Types Reference List

92

Module

1. Overview
2. HR Master Data
3. Check List / Workflow
4. Substitutions
5. CAT2 Time Sheet
6. Regular Hours
7. Specialized Time Reporting
8. Overtime
9. Pending Actions
10. Corrections
11. Reports

93

31
Specialized Time Reporting

After completing this module, you should be able to:

• Discuss the following topics:
− Short Text
− Cost Centre Charge Outs
− Earning Reasons, Relief Categories and Relief Positions
− Temporary Increase/Decrease to Hourly Rate of Pay
− Premiums
− On Call
− Previous Day Indicator
− Graduated Return to Work
− Excess Vacation

94

Short Text and Cost Center Charge Out

• Short Text:
− A message can be reported to provide additional information
about a CAT2 Time Entry in the Cell Information dialogue box.

• Cost Centre Charge Out:

− When employees work any type of hours (Regular or OT) in
another cost centre, the hours worked may be charged out to
that cost centre.

95

Earning Reasons, Relief Categories & Positions

• Earning reasons help to explain why regular hours or

overtime hours were worked.
• Relief categories apply when regular hours or overtime
hours were worked to provide coverage due to another
employee’s absence.
• The relief position field is used to identify the absent
employee.
• Earning reasons and/or relief categories should be applied
to pick up shifts worked by Part time employees and shifts
worked by Casual employees.
• Earning reasons and relief categories are for budgeting
purposes and have no impact on the employee’s pay.

96

32
Temporary Increase/Decrease to Hourly Rate of Pay

• This process is used when the employee is assigned to

duties in a higher or lower classification and needs to be
compensated at a higher or lower step on scale.
− Can apply to a single shift or multiple shifts within a pay period
and to regular hours or overtime

• Contact your HR Consultant in order to apply the appropriate

pay scale.

97

Premiums

Premiums:
Responsibility, Stand-in, Top-up, Mentorship & Transport
• Is an additional payment made to an employee when
additional duties are performed through the course of the
employee’s shift.

98

On Call

• On Call / Standby is a designated period of time where an

employee may be required to return to work when contacted.

• The employee is paid for a defined amount of hours for the period
of time they are On Call.

• On Call is usually reported in eight hour blocks.

• On Call should be scheduled either before or after a shift or on an

OFF day.

• On Call should not be scheduled when an employee is working

regular hours or overtime or during unpaid breaks.

99

33
On Call (cont’d)

• Start and end time are required when reporting On Call.

• On Call should be reported on the CAT2 Time Sheet without

a Substitution.

• On Call may reduce based on the total call back or

telephone consult entered. (This does not apply to all
unions/non-union.)

100

Previous Day Indicator

• The Previous Day Indicator is a function within CAT2 that is

required when specific types of time reporting are occurring
with a shift that starts on one day and ends on another.

• Time reporting in SAP is based on a 24 hour clock. The

Previous Day Indicator is used to keep the time entries
associated to the correct day when multiple time entries are
required.

101

Previous Day Indicator (cont’d)

• The Previous Day Indicator will set automatically any time a

shift is being reported with multiple time pairs that occur after
00:00 (after midnight) and any of the time pairs fall within the
Planned Working Time for the shift as follows:
− Coding is entered to report an absence or another type of
attendance
− Missed paid and unpaid breaks are being reported
− Multiple time pairs may be required to report cost centre
charge outs or earning reason and relief categories.

• The Previous Day Indicator must be manually applied when

overtime is being reported at the end of an evening or night
shift.

102

34
Excess Vacation

• Excess vacation is generated when:

− A part time employee works above their FTE.
− A full time or part time employee transfers to a new part time
position with an FTE that is less than their current position.

• Excess vacation provides the employee with a payout of dollars

and unlike actual vacation, excess vacation does not accrue sick,
vacation or seniority hours.

• The payout is processed by Timekeepers in PA30 Maintain

Master Data, will not appear in the CAT2 Time Sheet and will be
paid on the next available regular pay.

103

Graduated Return to Work

• A Graduated Return to Work (GRTW) results when an

employee is not yet ready to return to normal full FTE duties
after a period of leave. Their return is managed through a
GRTW plan.
• All GRTW will be managed by Occupational &
Environmental Safety & Health (OESH).
• Graduated Return to Work can be either paid or unpaid
− Paid: Manitoba Healthcare pays the employee
− Unpaid: 3rd party agency will provide wage replacement
• Time entry is required for paid GRTWs only. An automated
schedule will be added to manage unpaid GRTWs for both
Scheduled and Flex employees.

104

Activity 8: Exercises

Exercise Name T-CODE Ex #

Multiple Time Entries CAT2 15
Responsibility Pay – Wage Type CAT2 16
Temporary Increase/Decrease to Hourly CAT2 17
Rate of Pay

105

35
Activity 9: Support & Resources

Shared Health Intranet – SAP

Support

Timekeeper – Time Entry and

Display
– CAT2 Time Entry (Maintain
Time Sheet)
– Decimal Conversion Table
– Attendance / Absence
Types Reference List
(Wage Types & Earning
Reason/Relief Categories)

106

Module

1. Overview
2. HR Master Data
3. Check List / Workflow
4. Substitutions
5. CAT2 Time Sheet
6. Regular Hours
7. Specialized Time Reporting
8. Overtime
9. Pending Actions
10. Corrections
11. Reports

107

Overtime

After completing this module, you should be able to:

• Know when to report Overtime
• Report Overtime for Part time and Casual employees
• Report Overtime before or after a shift
• Report a full shift of Overtime
• Learn how to report specific types of Overtime - Missed Paid
and Unpaid Breaks, Call Backs, Telephone Consult,
Successive Shifts, and Shift Change
• Explain the Process of Banking Overtime

108

36
Overtime

• Overtime is applicable when either daily hours or pay period

hours are exceeded, this includes modified shifts

Daily Hours Pay Period Hours Annual Base Hours

7.25 72.50 1885
7.50 75.00 1950
7.75 77.50 2015
8.00 80.00 2080

Timekeepers are required to manage the process of identifying

and reporting overtime

109

Overtime (cont’d)

• All overtime Attendance Types are configured to pay according to

the following criteria:
− The overtime A/A types have specific purposes and rates of pay.
− When the overtime is worked (before or after a shift vs on a
scheduled day off or stat holiday).
− The total hours being coded.
− The employee’s status as full time, part time or casual.
− The applicable Collective Agreement or the Employee Handbook.
• Reporting Overtime on a Stat Day:
− Is processed using standard time entry procedures.
− A stat day is not necessarily considered a scheduled day off for full
time employees.

110

Overtime – CAT2 Time Entry Requirements

• Start and end times must be entered when reporting any type
of overtime.
• Unlike regular shifts/hours there is no Planned Working Time
(Schedule or Substitution) to indicate the length of the overtime,
when it starts or ends and the length of the unpaid break if
applicable.
• Overtime entries reported on a specific day/date should be
recorded in the order of occurrence.
• Do not combine overtime entries, such as Telephone Consult,
Missed Breaks, or Call Backs.

Enter Overtime directly onto CAT2 Timesheet.

Substitutions should not be done when
reporting overtime hours.
111

37
Overtime – Part Time and Casual Employees

• Before reporting overtime for a part time or casual

employee, the first step is to determine if the employee has
exceeded daily hours or pay period hours.
• Part time employees can be scheduled to work daily hours
(full shifts) or their shifts may be less than daily hours.
Example (7.50 hour/day – 75.00 hours/pay period employee):
• The employee works a 3.75 hour shift, they will exceed their
planned time by working 7.50 hours; however, they must
exceed 7.50 hours before overtime is applicable.
or
• They must be reported more than 75 hours to exceed pay
period hours.

112

Overtime – Part Time and Casual Employees (cont’d)

• Less than Daily Hours:

− Reporting the time is a multi step process:
i. Create a Substitution to show the increased shift length
required to meet daily hours.
ii. Report the CAT2 time entries for the regular hours. How the
CAT2 time entries are handled will depend if the employee is
Scheduled or Flex.
iii. Report the overtime.

This is handled the same for both part time and casual
employees.

113

Overtime – Part Time and Casual Employees (cont’d)

• Exceeding Pay Period Hours During a Shift:

− It is possible for a part time or casual employee to exceed pay period
hours during a shift.
− The result is a portion of the shift will be paid as regular hours (basic
rate of pay) and a portion of the shift will be paid at overtime rates.
− Reporting the time is a multi step process:
i. Create a Substitution to show the hours to be paid at the
employee’s basic rate of pay
ii. Report the CAT2 time entries. How the CAT2 time entries are
handled will depend if the employee is Scheduled or Flex
iii. Report the overtime.

− This is handled the same for both part time and casual employees.

114

38
Overtime – A/A Type 2354 Overtime

• A/A type 2354 Overtime is applicable when:

• Full time, part time and casual employees have exceeded daily
hours and overtime is being reported before or after a shift.
• A part time or casual employee has exceeded pay period hours.

• Generally it begins paying at time and one half rates, then

double time after 3 hours.

• Earning reasons and relief categories should be used with

this code.

115

Overtime – A/A Type 2325 OT Scheduled Day Off

• A/A type 2325 Overtime Scheduled Day Off is applicable

when:
- A full time employee is working on a scheduled day off

• It pays at double time rates for all hours reported.

• Do not use to report overtime before or after a shift for a full
time employee.
• There are variations in the description of this A/A type based
on union: however, in all instances, the code is applicable
only to full time employees and pays double time rates.

• Earning reasons and relief categories should be used with

this code.

116

Full Shift of Overtime

• For a full shift of overtime:

− The start and end times of the overtime must be confirmed

before the entry is reported in CAT2.

− The shift would include both paid and unpaid breaks.

− As with a regular shift, the unpaid break must be shown five

hours from the start of the shift.

117

39
Full Shift of Overtime (cont’d)

• As overtime is reported on the CAT2 Time Sheet without a

Substitution, the overtime must be entered with two time
pairs to show the employee’s true start and end times and
the length of the unpaid break.

• Regardless of the A/A type used, the process to report a full

shift of overtime would be the same and applies when
reporting a Successive Shift or Shift Change with insufficient
notice.

118

Full Shift of Overtime – 2 Unpaid Breaks

• For 11.63 hour overtime shifts with two unpaid breaks

Three time pairs are required to show the true start and end
times of the overtime shift and each unpaid break.

119

Less than a Full Shift of Overtime

• Employees working more than five hours of overtime but

less than a full shift are entitled to both paid and unpaid
breaks.
• The length of the paid and unpaid breaks are based on the
Collective Agreement or the Employee Handbook that the
employee follows.
• As with a regular shift, the unpaid break must be shown five
hours from the start of the shift.

120

40
Less than a Full Shift of Overtime (cont’d)

• Before completing the time entry, confirm if the employee

took the unpaid break or not and when the overtime started
and ended.
• If the employee takes an unpaid break:
− Two time pairs are required to show the break occurring five
hours from the start of the shift and to indicate the employee’s
true start and end times and the length of the unpaid break.

• If the employee does not take an unpaid break:

− One time pair should be reported to show all overtime worked.

121

Overtime – Missed Breaks

• When employees miss their paid and unpaid breaks, they

may be entitled to overtime.
• The Org Chief must provide approval before the entry is
reported.
• Length of Breaks:
− There is a variety of unpaid break lengths.
− These unpaid break lengths are based on the Collective
Agreement or the Employee Handbook that the employee
follows.
− Before coding the missed break, confirm the length of the
break – paid or unpaid.

122

Overtime – Missed Breaks

2306 Overtime Missed Break PD

• Entered to pay missed paid breaks, both coffee breaks and
paid meal breaks .
− The missed paid break should be reported as close as
possible to when the break would have occurred, without
overlapping the unpaid break which occurs five hours from the
start of the shift.
− This pays the premium portion of overtime only as the break
itself is actually paid.
− This code does not apply when paid breaks are missed during
a period of overtime. As the hours worked are already being
paid at overtime rates, the employee is not entitled to an
additional payment.

123

41
Overtime – Missed Breaks

7.75 Regular
Hours paid at
straight time (1.00x)

Includes a 1st 20 Includes a 2nd 20

minute paid break at minute paid break at
straight time (1.00x) straight time (1.00x)

Each break only qualifying for the OT

premium portion (.5x)

124

Overtime – Missed Breaks

2307 Overtime Missed Break UNP

• Used to code missed unpaid breaks during a scheduled shift
of regular hours.
− The unpaid break has been built into all DWSs five (5) hours
from the start of the shift.
− The overtime entry must be reported five hours from the start
of the shift regardless of when the employee was scheduled to
take the unpaid break.
− This A/A type does not apply when a meal break is missed
during a period of overtime.

125

Overtime – Missed Breaks

7.75 Regular
Hours paid at
straight time (1.00x)

1st paid break 2nd paid break

30 minute
UNPAID Break

The /30/ is completely unpaid as part of the

regular 7.75 paid hours. Therefore the
unpaid break is in excess of the daily hours
and entitled at 1.5x OT rates.

126

42
Overtime – Missed Breaks

2309 SS/OT Missed Unpaid Break

• Used to provide an additional payment of overtime when an
employee misses their unpaid break while working a full shift
of overtime.
• Pays double time overtime rates on all hours reported as the
unpaid break occurs after the time where the employee is
entitled to double time overtime rates.
• Do not use when the overtime is less than a full shift length.
• This code is not applicable with Call Back.

127

Overtime – Missed Breaks

7.75 OT Hours
- (1.5x for 3 hours)
- (2.0x greater than 3)

1st paid break 2nd paid break is

is already paid already paid at
at OT rates OT rates

30 minute
UNPAID Break

The 30 minute break is after 3 hours and

completely unpaid. Therefore the employee
is entitled to 2.0x OT when the unpaid
break is missed.

128

Overtime – Call Back

• Call Back applies when an employee returns to the

workplace to perform specific work related duties when
contacted.
− Typically the employee is scheduled for a period of On Call
(A/A type 2250).
− Call Back can occur before a shift, after a shift or on a non-
working day. It is not applicable when the employee is
scheduled to work regular hours or is working overtime.
− Call Back is not applicable when an employee is consulted by
phone and does not return to the workplace.

129

43
Overtime – Call Back (cont’d)

• Enter the actual duration of the Call Back. SAP has been
configured to top up to the minimum hours that must be met
based on the Collective Agreement.

• The initial or first call back - A/A type 2500 Call Back
• Any additional call backs - A/A Type 2501 – Subsequent Call
back

• Earning reasons and relief categories should be used with

all Call Back A/A types.

130

Overtime – Telephone Consult

• Telephone Consult occurs when an employee is consulted

outside regular working hours and is authorized to handle
work related matters without returning to the workplace.
− This is union specific.
− The actual duration of the telephone consult should be
reported in CAT2. Do not round up or combine the telephone
consults into one entry.
− SAP has been configured to generate the required minimum
payment which is generally 15 minutes.
− Start and end times should be entered allowing SAP to
calculate the decimal equivalent of the consult.
− Each telephone consult should be reported individually and in
the order that it occurred.

131

Overtime – Successive Shift

• A Successive Shift occurs when an employee works a full

shift of overtime immediately following, or before, a full shift
of regular hours. The Successive Shift is worked most often
to cover another employee’s shift.
− Both the regular shift and Successive Shift must be
recognized shift lengths.
− There should be no gap between the end of the regular hours
and the start of the Successive Shift. If there is a gap then,
this is not a Successive Shift and another type of overtime
should be processed.

132

44
Overtime – Successive Shift (cont’d)

− Generally, there is a 15 minute overlap between the start time

of the Successive Shift and the end time of the regular hours.
Because SAP sees this as a time collision, code the regular
and successive shifts consecutively with no overlap or gap.
− Two time pairs are required to show the unpaid break. For 12
hour shifts with two unpaid breaks, three time pairs would be
required.

133

Types of Successive Shifts

• Types of Successive Shift Codes:

1. A/A Type 2407 Successive Shift : Should be reported when the
employee is working a Successive Shift in place of a regular shift
(receiving a day off in lieu). This A/A type is not actually overtime, but
does pay at premium rates and accrues and is pensionable. As a
result, it is not bankable.

2. A/A Types 2417 Successive Shift Extra: Should be reported when

the employee is working a Successive Shift in addition to all regular
hours in their rotation. It is true overtime and is bankable.

134

Overtime – Shift Change

• Shift Change occurs when management changes the

employee’s shift without providing sufficient notice.
− This is union specific.

• Shift Change can result when the employee is asked to work

on a different day that is not part of their normal rotation or to
change their start time, for example a day shift changing to a
night shift.
• A/A type 2457 – Shift Change is used to report these hours.
This A/A type is not actually overtime, but does pay at
premium rates and accrues and is pensionable. As a result,
it is not bankable.

135

45
Overtime – Shift Change

• Reporting Shift Change is a three step process:

1. An OFF Substitution is required, for both Scheduled and Flex
Employees, on the original scheduled work day to ensure the
employee is not paid these hours. This is done for the shift that is
being moved without sufficient notice.
2. Confirm that the day the employee will now be working is also shown
as an OFF day to ensure the premium rate pays correctly. This will
be for the new day the employee is now working.
3. Report the entry using A/A type 2457 in the CAT2 Time Sheet on the
date the employee is now working. Two time pairs are required as
this is a full shift.

136

Banking Overtime

• Employees have the option of banking overtime for paid time

off at a future date rather than being paid for the overtime.

137

Banking Overtime (cont’d)

Banking Multiple Overtime Entries

• If multiple instances of overtime are reported on the same
day/date, they must either all be banked or none should be
banked.

Maximum Number Banked OT Hours

• Most Collective Agreements have a cap on the number of OT
hours that may be banked. If there is a cap, it will generally equal
pay period hours or will be pro-rated based on the part time
employee’s FTE.
• SAP will payout automatically any hours banked beyond the
allowable maximum. This is visible only on the employee’s pay
statement
• Casual employees cannot bank overtime.

138

46
Activity 10: Exercises

Exercise Name T-CODE Ex #

Missed Paid and Unpaid Breaks CAT2 18
Overtime at the End of a Shift CAT2 19
Overtime at the Start of a Shift CAT2 20
Successive Shift CAT2 21
On Call, Call Back and Telephone CAT2 22
Consult

139

Activity 11: Support & Resources

Shared Health Intranet – SAP

Support

Timekeeper – Time Entry and

Display
– CAT2 Time Entry (Maintain
Time Sheet) – Overtime

Insite

– Employee Handbook
– Collective Agreements

140

Module

1. Overview
2. HR Master Data
3. Check List / Workflow
4. Substitutions
5. CAT2 Time Sheet
6. Regular Hours
7. Specialized Time Reporting
8. Overtime
9. Pending Actions
10. Corrections
11. Reports

141

47
Pending Actions

After completing this module, you should be able to:

• Know when Timekeeper intervention is required for the
following situations:
− Terminations
− Job Changes
− Unpaid Leaves of Absence
− Sick Leaves of Absence

142

Pending Actions (cont’d)

• A pending action is when a delay has occurred in

processing the action (late paperwork, no paperwork).

• For new hires and job changes, if a Work Schedule Rule is

not indicated in Success Factors, the employee will be set
up as Flex. Timekeeper intervention will be required until
such time as a Work Schedule Rule is provided.

143

Pending Actions (cont’d)

• Ensure you have good communication with the Org Chief so

that you are aware of all job changes (transfers), leaves of
absence (LOA), or termination activity to ensure the
employee is not paid beyond their last day of work.

Ensure the
Ensure the
Discuss the status employee is paid for
employee is not paid
of the Action with all hours worked up
beyond their last
Org Chief to and including the
day worked
last day worked

• Follow up with the Org Chief and/or HR Shared Services to

determine if the necessary paperwork has been submitted if
the delay extends beyond the current pay period.

144

48
Terminations

• Terminations take place when an employee is no longer

employed in any capacity with Manitoba Healthcare. This
includes voluntary resignations, involuntary terminations,
layoffs and retirement.
• Intervention by the Timekeeper is required to prevent
payment of all shifts scheduled beyond the employee’s last
day worked.
• CAT2 Time Entries for both Scheduled and Flex
Employees
− If time has been entered in the future after the employee’s
termination date, including pick up shifts, vacation, sick time
or stat days, it must be deleted.
− This applies to both Scheduled and Flex Employees .

145

Terminations (cont’d)

• Substitutions for Flex Employees

− All Substitutions created for dates after the employee’s last
day of work must be deleted.

• Substitutions for Scheduled Employees

− Any Substitutions created beyond the employee’s last day of
work must first be deleted.
− New Substitutions showing an OFF day must be created on
any day the employee is scheduled to work beyond their
Termination date.
• This process must continue until the termination action has been
processed in SAP.

146

Job Changes

• For Job Changes or transfers, the employee will be moving

to another position within Manitoba Healthcare. The job
change could be occurring within the same functional area.
• Job Change where the employee is remaining in their
current area:
− Time entry can continue as required; however, confirm with
the Org Chief if the employee’s schedule or rotation will be
changing.

147

49
Job Changes (cont’d)

• Job change when employee is transferring to a new

functional area:
− The Timekeeper in that functional area will assume
responsibility for time entry for the employee after the date of
transfer.
− Intervention required by the Current Timekeeper :
• CAT2 Time Entries for both Scheduled and Flex Employees
• If time has been entered beyond the employee’s transfer
date, it must be deleted.
• Substitutions for both Scheduled and Flex Employees
• All Substitutions created for dates after the employee’s last
day of work in the unit must be deleted.

148

Unpaid Leave of Absence

• Intervention is required by the Timekeeper to ensure the

employee’s time entries in CAT2 are reported properly. This
is required as follows:
− Until the employee returns to work based on their full FTE
− The employee is placed on an unpaid LOA in SAP by HRSS
− Or you are advised otherwise by OESH, HRSS or Human
Resources
• Prevents the employee from being paid for shifts after the
unpaid LOA has officially begun.
• Ensures the employee continues to accrue quota (sick,
vacation, etc.) and seniority as per the employee’s status
and the applicable Collective Agreement or the Employee
Handbook.

149

Unpaid Leave of Absence (cont’d)

Full Time and Part Time Scheduled Employees:

• The applicable unpaid leave should be reported in the CAT2
Time Sheet based on the employee’s scheduled hours or
normal rotation.

Full Time and Part Time Flex Employees:

• For full time and part time employees only, Substitutions
must be created for all days the employee would normally
be scheduled to work based on their normal rotation.
• The applicable unpaid leave should be reported in the CAT2
Time Sheet.

150

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Unpaid Leave of Absence (cont’d)

Casual Flex Employees:

• Unpaid leaves are not applicable. Substitutions are not
required.
• Any time entries reported in the CAT2 Time Sheet, and/or
Substitutions that have been created, for dates beyond the
employee’s last day worked should be deleted.

151

Sick Leave of Absence

• When an employee is on a Sick LOA they will be reported

paid sick time using available quota. Once quota is depleted
they will be reported unpaid sick time.
• The Timekeeper is required to report sick time as follows:
− Until the employee returns to work based on their full FTE
− Until the employee is placed on an LOA in SAP by HRSS
− Until advised otherwise by OESH, HRSS or Human
Resources
• Once the employee has depleted their paid sick time, a
Record of Employment (ROE) will be automatically
generated and transmitted electronically to Service Canada
so the employee may apply for Employment Insurance.

152

Activity 12: Support & Resources

Shared Health Intranet – SAP

Support

Timekeeper
– Pending Transactions

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51
Module

1. Overview
2. HR Master Data
3. Check List / Workflow
4. Substitutions
5. CAT2 Time Sheet
6. Regular Hours
7. Specialized Time Reporting
8. Overtime
9. Pending Actions
10. Corrections
11. Reports

154

Corrections

After completing this module, you should be able to:

• Understand the Payroll cycle and operations within
• Explain the Correction process and when to execute it
• Describe Net Recoveries
• Know when to request an Off Cycle Payment

155

Understanding the Payroll Cycle

• There are 26 bi-weekly pay periods per year with each pay
period being 14 days in duration.
• Pay periods start on a Friday and end on a Thursday.
• Time entry and approval must completed for the current pay
period by 5:00 pm on the Friday immediately following the
end of the pay period.
• After 5:00 p.m. on Friday, HR Shared Services begins
processing payment to employees.
• Employees receive their pay statements via e-post on the
Wednesday following the end of pay period.

156

52
Understanding the Payroll Cycle (cont’d)

• Payment is deposited to the employees’ bank or credit union

on Thursday, a week from the pay period end.

• There is no specific deposit time on pay day.

• If the employee does not receive a deposit by the end of the

pay date contact HRSS and they will investigate.

• Changing bank information must be done no later than 10

business days prior to the first deposit to the new account.

157

Corrections

Corrections would be required for many reasons, for example:

• Planned Working Time is incorrect, this would apply to both
Scheduled and Flex employees.
• Coding was incorrect – The incorrect A/A type was reported,
cost centre charge out was missed, or earning reason or
relief category was not reported.
• Shift(s) of regular hours, premiums (e.g. responsibility pay)
or overtime was not reported.
• Regular hours, premiums (e.g. responsibility pay) or
overtime was reported in error.

158

Corrections – Payroll Cycle

• Time Entry, including corrections from previous pay periods,

must be held until after HR Shared Services completes the
pay run.
• No Time Entry or Substitutions should be processed
between 5:00 pm on the Friday immediately following the
last day of the pay period and 7:00 am Tuesday morning.
• If active sheets, PA30 Maintain Master Data or CAT2 Time
Sheet, are open during the pay run this can lock the pay run.

159

53
Corrections Processing Under 24 weeks

• Timekeepers are able to process corrections directly into

CAT2 for a period of 24 weeks prior to the current date.

160

Corrections Processing Over 24 weeks

Warning Message
A warning message will be generated to indicate the end of
the 24 week correction period for Timekeepers.

• All corrections outside of the 24 week period must be

submitted on a Correction Notice to HR Shared
Services.

161

CAT3 Timesheet

• The CAT3 Timesheet is a display only version of CAT2.

• The CAT3 Timesheet allows the Timekeeper to go back

greater than 24 weeks (no time limit) to view time entries
that were previously made.

162

54
Corrections Processing Over 24 weeks

Step 1 Timekeeper reviews CAT3 to determine original time

coding.
Step 2 Timekeeper fills out the Payroll Correction Notice.

Step 3 Correction Notice is forwarded to HRSS with the Org.

Chief being cc’d on the e-mail.
Step 4 HR Shared Services processes the Correction Notice
in SAP.
Step 5 Time Evaluation is run by HR Shared Services.

Step 6 The Timekeeper runs the Time Audit (ZTIME_AUDIT)

report to confirm how the correction was processed
and if it will pay as expected.

163

Net Recovery

• Net Recovery occurs when any hours paid to the employee

in a previous pay period are retracted.

• The maximum number of hours that can be deleted from an

employee’s pay is no more than one day’s worth of pay.

164

Request an Off Cycle Payment

• HRSS will process two Off Cycle Pays (or Special Pays)
each pay period as follows:
− In week one of the current pay period (the week we get paid) a
physical cheque can be issued.
− In week two of the current pay period (the week we don’t get
paid) a direct deposit payment can be issued.

165

55
Request an Off Cycle Payment (cont’d)

• If the Off Cycle payment is requested within the 24 week

period the Timekeeper creates all necessary Substitutions
and CAT2 Time Entries and gets Org Chief approval. The
Timekeeper will then submit the Request for Special Pay to
HRSS.
• If the Off Cycle payment is being requested outside of the
24 week period, all necessary information must be reported
on the Request for Special Pay form and submitted to
HRSS.
− Time entries reported on the CAT2 Time Sheet by HR
Shared Services will not be available to the Org Chief in the
standard time approval process.

166

Activity 13: Exercises

Exercise Name T-CODE Ex #

Single / Multiple Employee Access CAT3 23
Correcting Hours Reported CAT2 24
Correcting A/A Type Reported CAT2 25
Change Regular Hours to Overtime CAT2 26

167

Activity 14: Support & Resources

Shared Health Intranet – SAP

Support

Timekeeper – Corrections
– Payroll Correction Notice
– Request for Special Pay

Timekeeper – Payroll
Schedule
– Current Year Payroll
Schedule
– Absence Code Entry for
Stat Holidays

168

56
Module

1. Overview
2. HR Master Data
3. Check List / Workflow
4. Substitutions
5. CAT2 Time Sheet
6. Regular Hours
7. Specialized Time Reporting
8. Overtime
9. Pending Actions
10. Corrections
11. Reports

169

Reports

After completing this module, you should be able to:

• Execute relevant reports related to time entry

170

Reports (cont’d)

• There are three types of reports that can be run to review

time. Each report provides a different level or type of
information related to time.
– PT63 Personal Work Schedule – shows Planned Working
Time

– ZCATS_DA_CE Display Working Times – shows the coding

used to report time

– ZTIME_AUDIT Time Audit – shows how the hours will pay

• Each of these reports may be run on individual employees,

by Timekeeper ID or by Org Unit.

171

57
Reports (cont’d)

• Display Working Times (ZCATS_DA_CE):

− Displays up to the minute time information
− Is used to view the following information
• Confirm who processed the time entry (Timekeeper or HRSS)
• Date / time of entry
• Date / time of entry change or correction
• Confirm who changed or corrected the time entry
• Confirm if time has been approved and who approved time entry
(Org Chief or forced approval)

− May be executed without Org Chief approval or Time

Evaluation

172

Reports (cont’d)

• Time Audit Report (ZTIME_AUDIT):

− Is used to view and confirm:
• How time entries reported in the CAT2 Time Sheet will expand
and pay
− Is valid only after time approval and time evaluation have
occurred.

173

Reports (cont’d)

• There are three methods of viewing quota. All provide a

different level or type of information related to quota.
– PT50 Quota Overview – shows an employee’s quota banks
(with remaining balances) as well as accruals.

– PT_QTA10 Absence Quota Information – can be used to view

quota for a specific employee or all employees attached to a
Timekeeper ID or Org Unit.

– PA20 Display HR Master Data, Infotype 2006 Absence

Quotas – shows an employee’s quota banks (without
remaining balances) and individual time entries and bank
payouts.

174

58
Reports (cont’d)

• Quota Overview (PT50):

− Absence Quota tab - View totals for the entitlement,
remaining, requested and compensated (bank payouts)
balances for the various quota banks.
− Accrual Information tab - shows all accrual activity. This
includes the daily generation of sick personal, sick family, and
vacation. It will show the stat accruals for full time employees
and annual loads for Discretionary Leave, Supplementary
Vacation and Excess Vacation. It will also show each instance
when overtime is reported to bank.

− Is valid only after time approval and time evaluation have

occurred.

175

Reports (cont’d)

• Absence Quota Information (PT_QTA10):

− Is used to:
• Display a specific quota or all quota banks for a single employee,
multiple employees or all employees attached to a Timekeeper
ID, Org Unit or Cost Centre.
• It can also be used to view quota bank balances for a specific
date in the past.

− Is valid only after time approval and time evaluation have

occurred.

176

Reports (cont’d)

• Display Quota Deduction (PT_QTA10 or PA20 IT 2006):

− Is used to:
• Display quota related time entries reported on the CAT2 Time
Sheet.
• Display individual quota bank payouts.
• As quota is drawn from oldest bank first, this report is ideal to
determine what quota bank was used to pay the employee.

− Is valid only after time approval and time evaluation have

occurred.

177

59
Activity 15: Demonstrations

Demonstration Name T-CODE Demo #

Display Working Times ZCATS_DA_CE 3
Time Audit Report ZTIME_AUDIT 4
Quota Overview PT50 5
Absence Quota Information PT_QTA10 6
Display Absence Quotas PA20, Infotype 2006 7
Pay Excess Vacation PA30, Infotype 0416 8

178

Activity 16: Support & Resources

Shared Health Intranet – SAP

Support

Reports

179

Scenarios

• After completing this module, you should be able to:

− Use the skills and tools learned in Days 1 and 2 of the training
to complete timekeeping on your own.

180

60
Scenarios

• Instructions:
− Log into the system and then log into SAP using the training
IDs assigned to you.
− Report the various time scenarios that follow using the
employee information provided.
− Each scenario should take less than 20 minutes to complete.
− Each scenario will be reviewed. You can work ahead if you
complete a scenario.

181

Scenarios (cont’d)

• Scenario #1 – COMPLETE WITH INSTRUCTOR

− Report the Planned Working Time for the following employees
based on the rotation as indicated. All employees worked
these shifts.
A - Evander Kane
• In the Quality and Decision Support Analyst position, his rotation
is a 7.75 hour shift on Monday, Tuesday, and Wednesday
starting at 8 a.m. and ending 4:15 p.m. for week 1. And for week
2, he works the same shift on Thursday and Friday. He is
entitled to a 30 minute unpaid break.
• In the Support Analyst position, his rotation is a 7.75 hour shift
on Thursday and Friday of week 1 and Monday, Tuesday,
Wednesday of week 2. He starts at 8 a.m. and is entitled to a 30
minute unpaid break.

182

Scenarios (cont’d)

B – Steve Nash
• For week 1, he works 11.63 hours on Saturday and Sunday
starting at 7:30 p.m. and is entitled to one 37 minute unpaid
break. For week 2, he works 7.75 hours on Friday, Saturday,
and Sunday night starting at 15:30 and is entitled to a 30 minute
unpaid break.
C – Stevie Yzerman
• His normal rotation is Monday, Tuesday, and Friday each week
of the pay period from 08:00 to 4:15 p.m. and he takes a 30
minute unpaid break.
D – Jerome Iginla
• He works a 7.50 hour evening shift on Monday, Tuesday, and
Wednesday starting at 22:00 for week 1. And for week 2, he
works a 7.50 hour shift starting at 09:30 on Thursday and Friday.
He is entitled to a 30 minute unpaid break.

183

61
Scenarios (cont’d)

• Scenario #2:
− Clara Hughes left on Monday at 1:00 p.m. due to illness and
then called in sick on Tuesday in Week 1 of the current pay
period.

184

Scenarios (cont’d)

• Scenario #3:
− Doctor Pepper is taking five days of vacation starting on
Monday in Week 1 of the current pay period.

185

Scenarios (cont’d)

• Scenario #4:
− Silken Laumann worked 3.50 hours after her shift ended on
Tuesday in Week 1 of the current pay period due to an
increased workload within her own department.
She wants to bank the overtime.

186

62
Scenarios (cont’d)

• Scenario #5:
− Eugenie Bouchard was asked to provide coverage on Day 1 of
Week 1 of the current pay period from 1:30 p.m. to 3:37 p.m.
in cost centre 10200112 because a number of employees
were away for Occupational Safety and Health Training.

187

Scenarios (cont’d)

• Scenario #6:
− Milos Raonic left early on Wednesday in Week 1 of the current
pay period for a doctor’s appointment.

188

Scenarios (cont’d)

• Scenario #7:
− Milos Raonic missed his first coffee break that he normally
takes at 10:00 a.m. and he missed his lunch break, both on
Thursday in Week 2 of the current pay period. The Org. Chief
has approved the employee’s missing his breaks.

189

63
Scenarios (cont’d)

• Scenario #8:
− Silken Laumann worked a full shift of overtime on Saturday in
Week 1 of the current pay period because there is an unfilled
shift.
The Org Chief has confirmed that Silken’s overtime will start at
08:00 and she will have a 30 minute unpaid break.

190

Scenarios (cont’d)

• Scenario #9:
− Scott Stevens was asked to move his Friday shift to Monday in
Week 1 of the current pay period.

191

Scenarios (cont’d)

• Scenario #10:
− Dale Hawerchuk was asked to work additional shifts on
Monday and Friday of week 1 of the current pay period to
cover for Stevie Yzerman who is using banked overtime for
paid time off.
The Org. Chief has confirmed that Dale Hawerchuk will be
paid based on Stevie Yzerman’s PS Group and Level.
Complete the appropriate time entries for both employees.

192

64
Scenarios (cont’d)

• Scenario #11:
− Cindy Klassen is advising she was not paid for any of the stat
days she worked over the past eight months.

193

Scenarios (cont’d)

• Scenario #12:
− Scott Stevens has been asked to work a split shift on
Thursday in Week 2 of the current pay period.
The first shift is from 08:00 a.m. to noon and the second shift
is from 4:00 p.m. to 7:45 p.m.

194

Scenarios (cont’d)

• Scenario #13:
− Dale Hawerchuk will be taking vacation on Tuesday and
Wednesday of week 2 of the current pay period and has
asked to be paid out 12 hours from his Excess Vacation Quota
bank.

195

65
Scenarios (cont’d)

• Scenario #14:
− Use DWS D451 to show the orientation shift Tessa Virtue is
scheduled to work on Friday of week 1.
She is scheduled to work a shift in her new position in the unit
and must orient to it.

196

Scenarios (cont’d)

• Scenario #15:
− Scott Stevens is not needed for the second shift on Thursday
in Week 2 of the current pay period.
Instead he will work only from 08:00 a.m. to noon.

197

Scenarios (cont’d)

• Scenario #16:
− Tessa Virtue will not be able to work her orientation shift on
Friday of week 1 due to illness.
Make the necessary time entries or corrections.

198

66
Scenarios (cont’d)

• Scenario #17:
− Walter White handed in his resignation effective for Monday of
Week 2 of the current pay period.

199

Scenarios (cont’d)

• Scenario #18:
− Hailey Wickenheiser is taking week 2 of the pay period off and
is asking that Discretionary Leave be reported.

200

Scenarios (cont’d)

• Scenario #19:
− Myriam Bedard is working a double shift on Friday of Week 2.
We have confirmed with the Org. Chief that the second shift is
equivalent to her scheduled shift.

201

67
Scenarios (cont’d)

• Scenario #20:
− Your Org Chief is asking for an Excel report to show the
current vacation entitlement for all employees attached to your
Timekeeper ID.

202

Scenarios (cont’d)

• Scenario #21:
− Your Org Chief is asking for a report to show the Planned
Working Time for the current pay period for all employees
attached to your Timekeeper ID.

203

Scenarios (cont’d)

• Scenario #22:
− On the last day of the current pay period, the Org Chief is
requesting a report to see all of the overtime and relief
reported during that pay period for all employees attached to
your Timekeeper ID.

204

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