One Purdue

Human Resource Services FAQs

  1. Will the biweekly payroll process be handled differently than what we do today? Will time be recorded differently?
  2. Will time be self-entered?
  3. Will carbon-copied forms go away with the introduction of workflow?
  4. Will administration of leave be by workflow, and will there be reports that will show balances of leave to managers?
  5. Are we going to be able to look up available vacation time?
  6. What does the phrase “single source of truth” mean?
  7. Will there be capability to send out e-mail according to responsibilities?
  8. Will the SAP system be able to track student employees’ time, even though a number of departments currently have home-grown systems?
  9. Will the future system have the capability for online payroll forms like I/9s and Form 13s to be filled out and routed?
  10. Will departments receive transmittal check sheets with the departments’ checks?
  11. Will work study students complete two time cards?
  12. When entering time for non-exempt employees, if the schedule shows 12 hours, does this mean a total of 12 hours per day?
  13. What are the catalog codes for ordering time card labels?
  14. Will the time card labels include employee classifications?
  15. Is there a standard for naming your variant?
  16. What is the difference between wage types 1160 and 1161?
  17. Will the quota report reflect individuals who have a zero balance?
  18. Do non-exempt employees accrue vacation and sick leave based on hours paid?
  19. What is the process for correcting a monthly quota?
  20. Which quota balances will an employee see on their remuneration statement?
  21. What will be the impact of graduate students switching from fiscal year (FY) to academic year (AY) — or vice versa — and changing their capacity utilization level (CUL), what happens to their vacation (FY only)?
  22. Will the data entry system be available after 5 p.m. every day?
  23. Will the system time out?
  24. Is there a report I can run to see who has a locked personnel number?
  25. On the biweekly payroll calendar, there is a column titled “Time Entry Complete by 6 p.m. unless noted.” Do error corrections have to be completed at the same time?
  26. What is the deadline for Payroll to receive time entry data for more than two pay periods?
  27. Will Payroll run the “overnight” t-codes (CAT6 & PT60) every night?
  28. Will order numbers appear in the Business Warehouse (BW) reports?
  29. If an individual has the cost distribution role, will they automatically have access to the BW reports?
  30. When entering cost distribution data with begin and end dates, what happens to the data after the end date if nothing is keyed?
  31. Is there a cost distribution report that reflects the cost distribution assignment listed in CATS?
  32. How will a CD01 form look in the system after it’s been processed?
  33. Does cost distribution amount have to be a whole number?

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Answers

  1. Will the biweekly payroll process be handled differently than what we do today? Will time be recorded differently?

    The biweekly payroll time recording will be actual time in and out, as it is today. We anticipate continuing the use of timecards, and we will phase in direct time entry as we gain experience with the new system. We hope to be able to reduce the 10-day lag from time submittal and paycheck when we make the time entry and approval process more automated and we are comfortable that the process works well.

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  2. Will time be self-entered?

    Not initially, but our goal is to eliminate the time card and have direct time entry and approval in the system. We will pilot time entry and approval in several areas around the University after we have successfully run several payrolls in the new system.

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  3. Will carbon-copied forms go away with the introduction of workflow?

    That is the long-term vision, but forms will still be used, and are in development with the project.

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  4. Will administration of leave be by workflow, and will there be reports that will show balances of leave to managers?

    Yes. The tool for monitoring balances will be available through Employee Self-Service and Manager Self-Service, which is a key benefit. For sick leave for faculty and for administrative and professional staff, the system will only track leave usage and not balances since the SAP system cannot track balances for sick leave under our current practices. We hope that we can review sick leave after getting good data on actual usage so that any changes can be evaluated for potential impact.

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  5. Are we going to be able to look up available vacation time?

    Yes, but current balances will need to be gathered and transferred, and then staff will be able request and receive approval for vacation leave online.

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  6. What does the phrase “single source of truth” mean?

    Single source of truth is a single source of data. We will have one source of data for HR and Payroll so that we do not have to ask individuals repeatedly for the same information. We want one source for reporting purposes.

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  7. Will there be capability to send out e-mail according to responsibilities?

    Yes. More customized communications will be possible through the Web portal, although this capability probably will not be available with the initial software releases. We will have to ensure that we have reliable data on positions and organizations to do this properly. Security and appropriate roles for employees will also have to be in place.

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  8. Will the SAP system be able to track student employees’ time, even though a number of departments currently have home-grown systems?

    Students will have to report time for each position they hold if they are paid on the biweekly payroll. The system will track and pay them for the hours worked for each position they hold at the appropriate rate of pay. This process will work very much like it does today, and we will need to consider the issue of time reporting for students with multiple jobs before direct time entry or use of swipe cards is implemented. The goal in the future is to automate the process for all hourly paid staff University-wide. There likely will be some situations for students or other employees for which time cards will continue to be used.

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  9. Will the future system have the capability for online payroll forms like I/9s and Form 13s to be filled out and routed?

    That is the goal. We plan to be online with as much as possible, but there are regulations that we need to adhere to as well. Not all forms will be online with the implementation of the new system.

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  10. Will departments receive transmittal check sheets with the departments’ checks?

    No. Transmittal check sheets will no longer be used. Departments may run a report using the t-code ZH R_PAYMENT_METHOD; salary information will not be on the report, only the method of payment.

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  11. Will work study students complete two time cards?

    Yes. Work study students need to complete two time cards; the second one will go to the Bursar’s Office.

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  12. When entering time for non-exempt employees, if the schedule shows 12 hours, does this mean a total of 12 hours per day?

    The schedule controls the upper limits of absence hours. The maximum number that can be recorded is 12; up to 24 hours of attendance hours can be entered for any one day. The time data must have an absence/attendance code tied to those hours to enter the time in CAT2. The schedule contains only anticipated work hours.

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  13. What are the catalog codes for ordering time card labels?

    To order time card labels from the Concerto catalog, see page 560 of catalog #A55261. There are three quantities available: 500, 2,000, or 5,000.

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  14. Will the time card labels include employee classifications?

    The t-code ZHRR_TCARD will not include this classification, but the label option will have the one-letter code that identifies an employee’s group.

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  15. Is there a standard for naming your variant?

    There is no standard naming convention for variants at this time. If a user “protects” their variant then it cannot be overwritten.

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  16. What is the difference between wage types 1160 and 1161?

    Type 1160 is tied to the attendance type VHCB; this attendance type code pays $22/hour. It was set up to be used for the call-back pay for the 60A-exempt DVM positions. This is similar in concept to the PUSH attendance code that pays $55/hour for the exempt physicians.

    Type 1161 is not tied to an attendance type code. It was established to be paid as a dollar amount to address the commission that DVMs receive on farm call procedures. If the school does not want to run this wage type through CATS, they can make a special payment request on infotype 14 or 15. This was set up for the School of Veterinary Medicine.

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  17. Will the quota report reflect individuals who have a zero balance?

    Yes. The quota report will show zero if your selection criteria is open and there is an entitlement.

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  18. Do non-exempt employees accrue vacation and sick leave based on hours paid?

    Yes. Non-exempt employees accrue vacation and sick leave based on hours in paid status. A personal holiday is based on an individual’s capacity utilization level, or CUL (FTE).

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  19. What is the process for correcting a monthly quota?

    Time administrators can make corrections to exempt employee quotas (e.g., eight hours was recorded as vacation, but it should have been employee sick leave). To correct a monthly quota balance, complete the Quota Correction Form and the Payroll Department will make the change.

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  20. Which quota balances will an employee see on their remuneration statement?

    Exempt employees will see vacation balances only. Non-exempt employees will see vacation and sick balances.

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  21. What will be the impact of graduate students switching from fiscal year (FY) to academic year (AY) — or vice versa — and changing their capacity utilization level (CUL); what happens to their vacation (FY only)?

    Per policy, AY graduate students do not accrue vacation, and FY graduate students who transfer to AY positions will lose any accrued vacation. An individual’s CUL controls the maximum amount of accrued vacation hours and the number of hours that can be carried forward. If they change from 75% to 50% and are benefits eligible, they would accrue only four hours instead of six, assuming this occurs in a month in which they would have accrued eight hours (if they are 100% CUL). The graduate employment manual indicates that “term of appointment” (AY or FY) must be consistent across all appointments.

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  22. Will the data entry system be available after 5 p.m. every day?

    OnePurdue is scheduled to be down for maintenance each Tuesday and Thursday from 6 p.m. to 8 p.m. and Saturday from 4 p.m. to midnight. Time administrators must adhere to the published payroll deadlines.

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  23. Will the system time out?

    Based on a June 7, 2007, e-mail from Lucia Anderson, director of business managers, “The ECC system ‘time out’ after 30 minutes will be waived until mid-September to allow the Release 2 user community to adjust to new functionality.”

    Business office staff members should remember that their workstations need to be equipped with a time-out feature that requires re-authentication. If this feature has not been set up on a user’s computer, they should contact their desktop support group. This policy is expected to be re-evaluated within 90 days of go-live.

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  24. Is there a report I can run to see who has a locked personnel number?

    T-code ZHR_BASIC_EE_LIST includes the locked personnel number field.

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  25. On the biweekly payroll calendar, there is a column titled “Time Entry Complete by 6 p.m. unless noted.” Do error corrections have to be completed at the same time?

    Error corrections need to be completed by noon the day after time entry should to be completed. See the payroll calendar for specific dates for each pay period.

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  26. What is the deadline for Payroll to receive time entry data for more than two pay periods?

    It would be the same deadline as for Personnel Action (PA) forms. This is generally a week before time entry is completed. See the calendar of pay dates for PA deadlines.

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  27. Will Payroll run the “overnight” t-codes (CAT6 & PT60) every night?

    Yes, but be careful if you enter time for an individual who has concurrent employment. You may have entered time into the system, while the other area has not. If this occurs, the Time Evaluation Messages Report (PT_ERL00) may look different once both areas have entered the time. Therefore, it’s best to run the Time Evaluation Messages Report the day after the time entry data is due.

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  28. Will order numbers appear in the Business Warehouse (BW) reports?

    As of June 7, 2007, the OnePurdue team reports that order numbers will show up when running cost distribution reports, although this has not yet been tested.

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  29. If an individual has the cost distribution role, will they automatically have access to the BW reports?

    As of June 7, 2007, the OnePurdue team reports that a user’s R3 role will determine their type of BW role. The team believes that the cost distribution role will make an individual a “general user”; that way, they can run reports, but not write reports.

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  30. When entering cost distribution data with begin and end dates, what happens to the data after the end date if nothing is keyed?

    When you enter begin and end dates, the cost distribution data for the day after the end date you entered will revert to the prior distribution date.

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  31. Is there a cost distribution report that reflects the cost distribution assignment listed in CATS?

    Yes. Use t-code ZHRTM_DISPLAY and select the output of /EE W AA SUB (EE Totals with AA Subtotaled); this will reflect the cost distribution as identified in CATS.

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  32. How will a CD01 form look in the system after it’s been processed?

    You can run the t-code ZHR_COST_DISTRIB report to determine changes made to IT 27 for an employee, and then run t-code ZHR_PAY_POSTING to see charges posted to the accounts. This report lists both debits and credits.

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  33. Does cost distribution amount have to be a whole number?

    The cost distribution amount may be extended one decimal point.

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