supervisor guide payroll

7/30/2019 Supervisor Guide Payroll

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About this Guide

This Guide highlights the key changes that are going to occur as a result of Imagine PAs HumanResources (HR) and Payroll implementations. It explains how these changes will affect you, as asupervisor, and where you can get more information on what is changing. This brief document iswritten for you, the Commonwealth supervisor.

What is Changing?

The use of SAP software and the associated changes in the way work is done will affect mostCommonwealth supervisors and employees in some way. In particular, the SAP software will provide thetools that supervisors and employees will need to do certain things for themselves. This new capabilityis frequently referred to as Employee Self-Service (ESS).

The date you will begin using the Human Resources and Payroll SAP software will depend on the paygroup of your employees. If your employees are in payroll area (pay group) 1 or (pay group) 2, you andyour employees will begin using the new system on December 10, 2003. If your employees are inpayroll area (pay group) 3, you and your employees will begin using the new system on December 13,2003.

On January 1, 2004, Commonwealth employees will begin using the Travel Management SAP software.

SAP allows you, the supervisor, to actively and responsibly perform supervisory duties online that youcurrently perform manually. By using SAP software, data will be in real timethat is, when you enter

data, the information will be immediately updated. There is no waiting for paperwork to be processed orother staff to return to work for changes to be made.

Your local HR Office will continue to be available to assist you through these changes in conductingbusiness, and you should contact them with any questions. In addition, an ESS Service Center has beencreated to further assist you on technical questions regarding Employee Self-Service.

If you have access to a computer at work, there are two changes that will have a direct impact on you,as a supervisor. You will:

Approve leave requests, pre-trip travel plans (if they are required), travel reimbursements,and time sheets (if they are required) online every day

Enter injury reports online.

Employee changes are explained in detail in a booklet called the Employee Guide: Information forEmployees on Human Resources and Payroll Services that will be made available electronically inNovember 2003. Please make yourself familiar with this document so you can answer questions youremployees may have regarding the Commonwealths new HR and Payrollprocesses.


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Time Management

Time Management is the SAP module that Commonwealth employees will use to report their time

beginning in December 2003. This will replace many other time management systems that agencies

have been using.

Where computers are available for employee use, employees are responsible fordirectly:

Entering absence (leave) requests into SAP

Entering overtime or working-out-of-class time into SAP

Entering regular hours (positive time reporters* only) into SAP

Recording labor distribution** in SAP, when applicable (does not apply to all agencies).

*Positive Time ReporterAn employee who is paid on an hourly basis and whose hours must

be reported each pay period, generally a wage employee.

**Labor DistributionSome employees may be required by their agency to report time worked

to different federal grants or projects. This is also known as labor distribution, which allows for the

reimbursement or charge-out of services to cost centers, funds, etc., other than your normal

funding.

In the Commonwealths new SAP system, supervisors are responsible and accountable for:

Being aware of employee absences and ensuring each absence is entered timely

Entering absences on behalf of an employee if the employee is not present to enter it

Approving or disapproving leave requests electronically Verifying and approving overtime or working-out-of-class (WOC) time entered by employees

Verifying and approving regular work hours reported by positive time reporter (wage employee)

Verifying and approving labor distribution reported by employees.

In SAP, Timekeeperresponsibilities are reduced. As a result, some supervisors may no longer have a

timekeeper in their office. Time entry is now the responsibility of the employee and supervisor.

Timekeepers are only responsible for determining overtime rates, monitoring errors, and entering time

for employees who do not have computers available to them. To assist supervisors and employees

with their new responsibilities, Timekeepers and Time Advisors will be available to answer questions.

IMPORTANT: Negative Time Reporters (salaried employees) who only report exceptions, such as

requests for leave or overtime, will not have to record their regular hours worked each day, except if

required for labor distribution.


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In summary, SAP changes your responsibility for ensuring time is entered and approved electronically.

Electronic

Leave and

Time Sheets

The paper leave request (STD-330) and the time sheet (STD-

929) will be replaced by new online forms. Employees who

have access to a computer at work will complete a time

sheet and/or leave request online. The new online time sheet

is called the Cross Application Time Sheet (CATS).

Approving Employees Time Entries

and Leave Requests

If you have employees who must record their time worked

every day (positive time recorders), you will be expected to

approve your employees time entries and leave requests

every day. SAP is real time, which means any hours worked

are credited to the employee as soon as they are reported

and approved. You, as your employees supervisor, will

approve your employees entries online. If you or your

employees do not have access to a computer at work, you will

continue to review paper copies of the time sheets and leave

requests.

Up-to-Date

Leave Quotas

As a supervisor, you should be aware that employees will not

be able to request an absence if they do not have sufficient

anticipated quota (leave balance).

Greater

Accountability

If you do not approve (or reject) a leave request within 24hours or a time sheet within 48 hours, the request will

automatically be routed to your supervisor, who will, in turn,

approve or disapprove it. You are responsible for actively

monitoring your workflow inbox. (Workflow inbox details are

described in training.)

Submitt ing an Injury Report

Beginning in December 2003, supervisors who have access to a computer at work will be responsible

and accountable forentering all injury reports in SAP. SAP will automatically route the claim to

CompServices each night. If you do not have access to a computer, you will complete a form and send

it to your Workers Compensation Service Representative, who will enter it into SAP for you. Remember,

catastrophic injuries and death claims should be reported by telephone immediately to the Workers

Compensation vendor, at 1-888-871-3606.

X


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Travel Management

Beginning January 1, 2004, supervisors will use SAP to review and approve your employees requests

to travel and their travel expense reimbursement submission.

Employees who have access to a computer at work will enterpre-trip requests online for your approval

prior to traveling. Employees who do not have access to a computer at work should ask a Travel

Arranger to help them submit a pre-trip request. The Travel Arranger will then submit the request online

for the traveler. The need for employees to complete a pre-trip request is optional based on

agency/supervisor requirements.

As a supervisor, you have access to the Individual Transition Plans (ITPs) for each of your employees

located by selecting here. Using your organizational password provided by your Human Resources

Department, you will be able to tell who has any SAP roles assigned in your area, including Travel

Arranger. If you are unsure as to how to access or to use the information provided on the website,

please contact your local Human Resources Office.

After travel is completed, employees will verify and enter, if necessary, travel expenses associated with

their trip into SAP for your approval. Employees who use a Travel Arranger are required to inform their

Travel Arranger of the completion of travel and any expenses not previously reported on the Travel

Request to receive reimbursement.

In summary, SAP will be used to review and approve all travel and pay all travel expenses.

Electronic Pre-Trip

Request Approval

There will be just one level of approval for travel requests and expenses.

This means that once you review and approve your employees travel

requests, they are officially approved and there is no need to send them

anywhere else.

All approvals will have a timed deadline. You will have 48 hours to

approve travel requests and expenses before the request is

automatically forwarded to your supervisor. You will learn how to approve

travel requests and expense reimbursement requests in the Travel

Approver web-based course.

Trip

Plan
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Electronic Travel

Expenses Approval

When you review your employees travel expenses, you will review the

online data that the employee has entered to make sure the expenses

requested are reasonable.

As a supervisor, you will not receive your employees paper receipts.

Employees will send all required receipts directly to the travel processing

office. After expenses are approved, the travel processing office will

match receipts to the recorded expenses.

Just like the Pre-Trip Request Approval, there is only one level of

expense approval in your Agency. Once approved, expenses will be

routed to the travel processing office for final review and approval for

payment. (For all employees except those in the Office of the Attorney

General, the Bureau of Commonwealth Operations will review and process

all travel expense reimbursement requests and any associated receipts.)

When requesting approval to reimburse travel expenses to a Non-Commonwealth employee, a form

and procedures will be available on the Bureau of Commonwealth Payroll Operations (BCPO) website for

you to follow.

SAP Training for Supervisors

To prepare you to use SAP as a supervisor, the following courses will be available to you via theImagine PA website on November 3, 2003.

Supervisors Course Course Code

ESS for Employees RH0800

ESS for Supervisors RH0810

Your Computer User ID and Password

You are responsible for protecting your computer user ID and Password.

When you log on to the network, using your Network User ID and Password, you will be able to enter

ESS. ESS is accessible within the Commonwealth Network (www.myworkplace.state.pa.us).When you

enter myworkplace a personalized screen will greet you. Navigation is simple. Just check the

appropriate Tab, Role or Workplace Favorite and you are on your way.

Air $250

Hotel $50
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Because ESS allows access to your personal information, DO NOT share your Network User ID and

Password with anyone. MAKE SURE that your computer desktop is locked if you are away from your

computer for any length of time. To protect your computer desktop, either log off or use a password-

protected screen saver. Leaving your computer desktop unattended and unprotected could allow

someone to access your personal information in ESS.

As a supervisor, you should not ask your employees for their User ID and Password and encourage

employees to refrain from sharing User IDs and Passwords with others because of the security

considerations of ESS.

To protect your Password, do not write it down and do not use a combination of letters and numbers that

someone else could guess (e.g., your date of birth).

Where To Go for Help

For non-travel questions about ESS: Call the ESS Service Centerfor help at: (local Harrisburg area)

717-346-5483 OR (outside the Harrisburg area or 717 area code) 1-866-ESS-COPA (1-866-377-2672).

This ESS Service Center is available 7:00 a.m. to 5:00 p.m. Monday through Friday.

For travel-related questions, ESS related or not: Call theBCPO Travel Help Desk at 1-800-824-0626.

The travel desk is available 24-hours-a-day, 7-days-a-week.

For general information about Imagine PA: Visit the Imagine PA website at

www.imaginepa.state.pa.us.For more information about ESS: Visit the Imagine PA ESS Website at www.imaginepa.state.pa.us,

select ESS Home. Access this site regularly to keep up-to-date with the new and planned features for

ESS.

For a more extensive listing of SAP terms and definitions: Go to the Imagine PA website:

www.imaginepa.state.pa.us, select Glossary under REFERENCE and then select Human Resources

and Payroll Glossary.
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