Comp Time Payoff Process - 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:  Payroll/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 field format for the number of hours to enter in timesheet currently allows up to two (2) digits after the decimal symbol.  (This applies to ALL Time Reporting Codes).  However, for some employees, the Comp Time Ending Balance may have a value in the third (3rd) decimal.  These special cases will need to be handled separately as described below.

The process to payoff Comp Time balances consists of four (4) 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 - Separate employees based on the Comp Time balance precision - up to 2-decimal vs. 3-decimal.
  • Part 3 - For employees with Comp Time balance value up  to 2-decimal precision, enter the hours in employee's timesheet and submit for processing.
  • Part 4 - In order to handle employees who have a Comp Time balance value in the 3rd decimal, ERP Support will temporarily expand the Timesheet field format from 10:00 AM to 11:00 AM on July 3, 2017. During that time frame, enter the Comp Time 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 7/1/16.

NOTE:  Not all employees who did not receive Compensatory Time Payoff (CTP) last year have lost their Comp Time balances due to an automatic expiration.   If the employee accrued Comp Time after June 30th of last year, the new accrual date would trigger the designation of a new Expiration Date for the Comp Time balance.

  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
    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)
  5. Select the CTA-Compt Time Adjust time reporting code from the drop down
  6. Select Submit
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: Separate employees based on the Comp Time balance value precision - up to 2-decimal vs. 3-decimal

The spreadsheet downloaded in Part 1 (query QHC_PY_COMP_PAYOUT_REPORT) will provide the number of Comp Time hours in the Ending Balance column.  These are the hours you will enter in employee's Timesheet to payout the Comp Time balance on the 06B Payroll.

Divide your spreadsheet in two workbooks:

  1. Employees with Comp Time Ending Balance of 2-decimal precision (for ex. 2.250)
  2. Employees with Comp Time Ending Balance of 3-decimal precision (for ex. 9.375)
Excel example
Part 3: For employees with Comp Time balance value up to 2-decimal precision, enter the hours in 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
  5. Select the CTP-Compensatory Time Payout time reporting code from the drop down
  6. Select Submit
Timesheet

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.

Part 4: Handle employees with Comp Time Ending Balance in the 3rd decimal

From 10:00AM - 11:00AM on July 3, 2017:  ERP Support will make a global change to temporarily expand the Timesheet field format to allow entry of a number up to 3 digits after the decimal symbol.  This will provide the college with a short window of time, to enter the Comp Time Ending Balance in Timesheet's hours field for the impacted employees.

IMPORTANT:  The change to expand Timesheet field format will be global and will impact ALL Time Reporting Codes, which means that the employees could potentially enter a 3-decimal number in their Timesheet.  To minimize that risk, a very short time will be provided and the system configuration will be quickly reverted back to the original setup of 2-decimal format

During the specified short time frame, enter the Comp Time hours in employee's Timesheet and submit for processing.

  • Balance adjustments should be entered in the prior period by selecting CTA (Comp Time Adjust) time reporting code
  • Balance payout should be entered on the last day of the processing period, June 30, 2017, by selecting CTP (Compensatory Time Payoff) time reporting code.

 

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. If balance adjustment is NOT necessary, proceed to step 5 to enter the CTP - Compensatory Time Payout
    If balance adjustment is necessary, follow these steps:
  • Click on Previous Period to navigate to the prior period Calendar Period
  • Enter the appropriate (positive or negative) Comp Time hours balance in the time slot for a day that the employee did not report absence.

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)

  • Select the CTA - Comp Time Adjust time reporting code from the drop down
  • Select Submit
Timesheet
  • Balance adjustments via CTA (Comp Time Adjust) will be available for use or payout in the following reporting period, after the Time Administration engine processes the Timesheet.
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 6/30/17 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. Click Run
Request Time Administration page
  1. Click OK in Process Scheduler Request
Process Scheduler Request page
  1. Select 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.
Timesheet
  1. Follow the next steps (steps 10-12) to enter the CTP-Compensatory Time Payout
  2. Enter the Comp Time hours balance in the last day of the pay period
  3. Select the CTP-Compensatory Time Payout time reporting code from the drop down
  4. Select Submit
Timesheet

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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