Work Instruction
Functional Area: Time Management / Maintain Absences for Individual Exempt Employee
Purpose
Use this procedure to enter absences for an individual exempt employee in the UC Flex system.
Trigger
Perform this procedure when an exempt employee submits a Time Off From Work form (A-1328). The Salary Leave Administrator records the absence(s) in CATS in order to be entered into SAP.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
  • Select Human ResourcesTime ManagementTime SheetCATS ClassicRecord Working Timesto go to theTime Sheet: Initial Screen.
Transaction Code
CAT2
Business Process Information
Time off by exempt employees will be recorded in CATS. Each month, all absences recorded for the month will be transferred to SAP and all quota balances will be reduced accordingly. For example, before payroll runs at the end of December, December’s absences will be transferred to UC Flex and be reflected on the check at the end of December.
All corrections to salaried employee’s absences are performed by the Salary Leave Administrator and approved by the Salary Leave Supervisor. UC Flex automatically corrects the employee’s quota balances and, if applicable, corrects the employee’s pay.
NOTE: Absences must be entered on the day absent in order for UC Flex to accurately maintain absence quotas. If an employee works 4, 10 hour days, or is scheduled to work on weekends, then the absence must be entered on a Friday or Monday closest to the actual date of the absence.
Helpful Hints
  • The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
  • On certain screens you may have to scroll to view some data entry fields.
  • The following Business Warehouse (BW) reports are also available: Quota Balances, FMLA, andSalary Absence.
  • You can only view and change data for personnel in organizational units that you are authorized to maintain.

Work Instruction
Functional Area: Time Management / Maintain Absences for Individual Exempt Employee
Procedure
1. / Start the transaction using the menu path or transaction code.
Time Sheet: Initial Screen

2. / As required, complete/review the following fields:
Field / R/O/C / Description
Data Entry Profile / Required / Code used to identify the profile used to enter time data; This profile determines the method of entry and the layout of the data entry screen.
Example:
UC_SAL (UC Salary Time Entry)
Personnel Number / Required / Unique employee identification number
Example:
651
/ The screen layout defaults based on the last profile entered, but can be changed.
3. / Click .
Time Sheet: Initial Screen (2)

4. / As required, complete/review the following fields:
Field / R/O/C / Description
Key date / Required / Selection date for a transaction; When executing a program, the date at which data is valued.
Example:
12/01/2005
By accepting the default date, you will be able to maintain absences for the current month.
You can enter a future date for a future dated absence. This is NOT recommended.
You can only go back 4 months prior to the key date entered when entering time card edits.
5. / Click .
Time Sheet: Data Entry View

6. / As required, complete/review the following fields:
Field / R/O/C / Description
A/A…(A/A Type) / Required / Attendance or absence type
Example:
ABS (Paid Leave) AWO (AWOL – No Pay) BSCK (Bereavement – Sick) CONF (Conference w/pay) FFSB (FMLA- Faculty Sick Bank) FRL (Furlough) FSCK (FMLA – SICK) FSNP (FMLA – Sick No Pay) FVAC (FMLA – Vacation) JURY (Jury Duty) LAD (Labor Dispute – No Pay) MIL (Military Leave) MNP (MIL no balance – unpaid) NPP (Authorized Leave – No Pay) SCK (Sick Leave) SKBK (Faculty Sick Bank) SNP (SCK no balance – unpaid) TRNG ( Training w/Pay) VAC (Vacation) VNP (VAC no balance – unpaid) WSCK (Worker’s Comp – Sick) WSNP (Worker’s Comp – SNP) WVAC (Worker’s Comp – VAC)
/ If you want to go to the previous month, click or click to go to the next month.
7. / Enter the total amount of absence hours required for each day.
8. / Click .
9. / Perform one of the following:
If You Want To / Then / Go To
Add comments about the absence / 1. Click on the hours entered.
2. Click . / Step 10
Save the entries and exit this transaction / Click . / Step 13
Change Time entry sheet: XXXX Language EN

10. / Enter the comments in the space provided.
11. / Click , then click “Yes” if the popup box asks if you want to “save changes in text first?”.
Time Sheet: Data Entry View (2)

12. / Click .
/ The absence(s) with the comments is displayed in red. The system displays the message, “Text changes were transferred”.
13. / Perform one of the following:
If / Go To
The Display Messages window is displayed / Step 14
The Display Messages window is not displayed / Step 18
Display Messages

14. / Review the displayed messages.
/ All timesheet message errors must be resolved prior to saving the timesheet.
/ It is important to take note of the day(s) that exceeded the balance so those days can be corrected.
Display Messages

15. / Click .
Time Sheet: Data Entry View (3)

16. / Enter the total amount of absence hours required for each day.
/ Check the employee’s quota balance before entering hours to ensure that you do not exceed the employee’s balance.
/ When calculating the hours to enter, you must take into consideration the hours that have already been entered for the same quota. In this example, the employee above only had 10 hours of SCK as of the end of the previous month. Therefore, the hours recorded on 12/05 (8 hrs) must be subtracted from the quota balance (10 hrs) and the remaining balance (2 hrs) are to be recorded on 12/06. The absence for the remaining 6 hrs is to be entered under a different absence type (A/AType) for the same day.
17. / Click .
Time Sheet: Initial Screen (3)

18. / Click until you return to the SAP Easy Access screen.
/ The system displays the message, “Your data has been saved”.
19. / You have completed this transaction.
8/13/2017
Ver: / 04_TM_CAT2_Main Absen for Ind Exem Emp_SalLeave_2011-2.0.udc
© University of Cincinnati / 1/12
Work Instruction
Functional Area: Time Management / Maintain Absences for Individual Exempt Employee
Result
You have successfully entered absence(s) for an individual exempt employee.
Comments
None
8/13/2017
Ver: / 04_TM_CAT2_Main Absen for Ind Exem Emp_SalLeave_2011-2.0.udc
© University of Cincinnati / 1/12