Compensatory Time Payoff - End of Fiscal Year - 15b

Purpose:  Use this document as a reference for how to enter the Comp Time hours to be paid out at the end of the fiscal year in ctcLink.  This process is typically done on the 06B payroll processing period.

Audience:  Time and Labor Administrator

Comp Time Payoff

IMPORTANT:  

  • In order to payout via CTP (Compensatory Time Payoff) on June 30th, any necessary balance adjustment need to be processed in prior periods via CTA (Comp Time Adjust)
  • Comp Time Payout hours can only be entered into the employee’s timesheet by the Payroll/Time & Labor Administrator

The process to payoff Comp Time balances consists of two (2) parts:

  • Part 1 - Run a public query to identify employees with a Comp Time hours balance and validate data. If determined that balance from previous fiscal year is due with the current fiscal year, process balance adjustments in the prior period via CTA (Comp Time Adjust).
  • Part 2 - For employees with Comp Time balance in the current fiscal year - enter the hours in employee's timesheet and submit for processing.
Part 1: Run the PS Query to identify employees eligible for Comp Time Payoff

Navigation:  Main Menu > Reporting Tools > Query > Query Viewer

  1. Enter the query name in the Begins with field (QHC_PY_COMP_PAYOUT_REPORT).
  2. Select Search.
  3. Select HTML to start the run process.
  4. Enter your company code or select from the lookup icon.
  5. Select View Results.
Query Viewer page
  1. To download query results in Excel spreadsheet format, select Excel Spreadsheet option in Download Results.
Download to Excel section
  1. Review the results of the query and validate data.
  • In addition to Comp Time balances per employee, the query output provides information about HR Status (A=Active, I=Inactive), Job Effective Date/Sequence and Supervisor's Name.
  • Sort by Balance as of Date.  This is the Accrual Date shown in Comp Time Detail screen.
Spreadsheet example
Leave and Compensatory Time page
  • To quickly identify  people  who most likely did not receive Comp Time balance payout last year, begin data review for employees that Balance as of Date (Accrual Date) is earlier or equal to 7/1/Current Year.
  1. If determined that a balance from previous fiscal year is due with the current fiscal year, process balance adjustments in the prior period via CTA (Comp Time Adjust).

Navigation:  Main Menu > Manager Self Service > Time Management > Report Time > Timesheet

  1. Enter the emplid in the Employee Selection Criteria section and select Get Employees.
  2. Select the employee's Last Name to open the Timesheet.
  3. Click on Previous Period to navigate to the prior period Calendar Period
  4. Enter the appropriate (positive or negative) Comp Time hours balance in the time slot for a day that the employee did not report absence
  5. Select the CTA-Compt Time Adjust time reporting code from the drop down
  6. Select Submit

NOTE: If the entry is made on a day when the employee took a full day absence, Time Administration will generate exception TLX01700 (TLX01700: Time is reported with Time Reporting Code CTA for Full day Absence)

Timesheet
  1. Balance adjustment via CTA (Comp Time Adjust) will be available for use or payout on the following reporting period, after the Time Administration engine processes the Timesheet.  As a reminder, Time Administration is scheduled to run nightly at 3AM and could be manually run at any time by Time and Labor Administrator.
Timesheet
Part 2: For employees with Comp Time balance in the current fiscal year - enter the employee's Timesheet and submit for processing.

Navigation:  Main Menu > Manager Self Service > Time Management > Report Time > Timesheet

  1. Enter the emplid in the Employee Selection Criteria section
  2. Select Get Employees
  3. Select the employee's Last Name to open the Timesheet
  4. Enter the Comp Time hours balance in the last day of the pay period  or any day of the last pay period of the fiscal year.
  5. Select the CTP-Compensatory Time Payout time reporting code from the drop down
  6. Select Submit
Timesheet page
Manually Run Time Administration

Navigation:  Main Menu > Time and Labor > Process Time > Request Time Administration

  1. Check the box Use Reported Time for POI
  2. Enter 6/30/Current year in Process through Date
  3. Enter Employee ID in the section Employees To Process
  4. Select Include from the *Include or Exclude Selection drop down
  5. Select Run
Request Time Administration page
  1. Select OK in Process Scheduler Request
Process Scheduler Request page
  1. Select the Process Monitor link to monitor the process and verify it completes successfully.
Request Time Administration page
  1. Navigate to employee's Timesheet to verify Leave/Compensatory Time Recorded Balance has been adjusted accordingly and is down to 0-.

NOTE:  The Comp Time hours reported using the Time Reporting Code of CTP in the Timesheet will pay on the current paycheck.  The Comp Time hours balance will be reduced by the hours reported on the Timesheet.

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