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Announcements for HR October 23, 2009 We are seeing an increase in Flex Leave errors as people are now attempting to use their leave. However there are certain problems associated with that use. Using small amounts in which the increments do not match up with the corresponding time. For example, 20 minutes = .33 so an hour = .99 not 1.0. For rounding purposes, the next increment is .35 for 21 minutes so if someone wanted to total 1 hour’s worth of time, one of those 20 minute entries would have to be changed to .34. It appears as if employees and Timekeeping may not know exactly how much remaining time is needed to reach the 10 hour total for a full time employee. Supervisors in ESS are approving time greater than the employee can take. It also is evident that employees and Timekeeping are coding in more leave time than the employee’s schedule requires. This problem will rise as we get closer to the end of the year resulting in a lot of last minute stress on the part of HR, Timekeeping, and the employees. The recommended course of action is to do the following: Provide employees and Timekeepers with the remaining Flex Furlough Balances so that they know what they have to code and use. Run the PT_ERL00 report more frequently in order to catch mistakes earlier in the month so that you do not have to spend last minute time correcting those errors. Attached is the Job Aid. Remind employees and Timekeepers to code in time worked first and THEN fill in any gaps with Flex Furlough Time or LWOP leave. If an employee who is on a DO1N08GN M-F 8 hour schedule worked 36 hours M-Th and is supposed to work 8 hours on Friday, the employee can only record 4 hours of Flex Furlough or LWOP time as Flex Furlough and LWOP are not offset-able and not a part of a bucket hierarchy. Other Recommendations: On the topic of LOA’s, it would be prudent to run a B0006 Actions by Type Report to identify who are your LOA’s and check the Action dates against Time entry in CATS_DA. This will help prevent collisions. IF a correction to time entry is made in CATS for an LOA, you will need to check to see that it is also changed in both IT2001 Absences and IT2002 Attendances in PA20. An updated Military LOA Webinar has been posted on BEACON Help. As people near the end of the year, they are taking Flex Leave and… Attempting to code in Flex Leave in work weeks that total greater than 40 hours. My assumption is that they believe that Flex would be off-settable which it is not. Coding more than they are required to record. For Full Time employees, it is 10 hours. For part time employees, it should be pro-rated based upon their weekly work hours. There is no hard stop. In a few cases, people have recorded 20 hours of Flex Furlough. It appears as if supervisors are not auditing work that goes to Timekeepers for input. The recommendation is to: Provide Timekeeping with a PT_BAL00 report of who has used Flex Furlough. (Time Type TFXT) This is the Year to Date Total for Flex. Provide information to employees regarding being able to key in LWOP or Flex Leave in which the total amount of time recorded is greater than 40 hours. The recommended approach is to record time worked first and fill in with LWOP or Flex Leave to equal the maximum number of hours the employee is supposed to work. We have two shortened pay periods coming up in November and December. You may want to consider running the PT_ERL00 report weekly and definitely by time entry deadlines. This will give you the greatest length of time to begin correcting mistakes. October 12, 2009 Just a couple of reminders to share with staff as we head in to fall and the holiday season: Payroll deadlines are early in November and December, please plan accordingly Flex Furlough Leave expires 12/31/09 Quotas with established limits will be offset, except for holiday, civil and other management approved leave. Announcements Archive

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DHHS Division of Human Resources
2001 Mail Service Center
Raleigh, NC 27699-2001
Phone: 919.733.2940

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