Adverse Weather

1. Adverse Weather What you need to know to avoid getting stuck!

2. Helpful Transactions when investigating and resolving Adverse Weather issues. • BI Report 0202 Comp Time Aging identifies when an Adverse Weather Balance will expire. • PA20 is used to see an individual’s Adverse Weather balance and expiration dates in IT9901 Leave and Liability Aging • PA30 or PA61 is used when you need to resolve an expired Liability using IT2012 Time Transfer Specifications • PT50 is used when you want to view one employee’s current available quota balance* • PT_ERL00 identifies who has expired Adverse Weather Balances that need to be resolved immediately. • PT_BAL00 identifies employees with Adverse Weather Balances AND can be used to identify current available quota balances for groups of employees. *Please note that balances are up to date according to the last day time has been approved for in CATS/ESS.

3. The process • Find employees who have expired Adverse Weather using PT_ERL00 OR find employees who have balances getting ready to expire using BI Report 0202 Comp Time Aging or find employees who have Adverse Weather Balances in general using PT_BAL00. • Find who has available balances to resolve Adverse Weather Liabilities using PT_BAL00 for groups of employees or PT50 for 1 person. • Resolve Adverse Weather Liabilities using PA30/PA61 IT2012.

4. Adverse Weather • Allows an employee to be paid for time that he/she did not come to work due to weather deemed unsafe. • Is coded 9545 in BEACON SAP. • Has 1 year to be made up before it expires*. • Is recovered (when it expires) by either coding in Transaction PA30/PA61 IT2012 using Approved Leave (9000), Leave Without Pay (LWOP 9400), OR automatically when working hours that would normally create Overtime or Gap hours.

5. Adverse Weather • Is a hard stop error meaning that ALL premium time entry from the point of the error forward will not be included in the payroll run. No shift premium or Overtime will be calculated-only base pay will occur.

6. Step One: Find Adverse Weather Expirations Hard Stops using PT_ERL00. Click on the Variant Icon

7. Remove your personnel number from the Created by box so that all Variants will display.

8. Scroll down and highlight this Variant. Click on the Green Check to take you to the front of PT_ERL00.

9. You can import personnel numbers here by clicking on Multiple Selection OR by adding Organizational Units and importing those numbers.

10. Your cursor will be in the single value box so you will need to copy from Excel a list of Personnel numbers and then click on the “upload from clipboard” icon. Click the Execute Icon when you are done.

11. OR you can populate Org Unit Values by clicking on the Further Selections icon and the Selection Fields will populate. Highlight the Selection Option and click on the arrow to move it into the Selection Fields column. Click on the Green Check when you are finished.

12. When you are ready to run the Report, it is best to do so by Executing it in the Background per the BPP. The Organizational Unit Selection field is now available. Just like you do with importing Personnel Numbers, you would click on the Multiple selection icon and upload the Org Unit numbers.

13. If you do run the Report by clicking the Execute Icon, you will see the ZW message in PT_ERL00

14. Enter today as the time period. Choose either the Org Units or employees you wish to identify. Enter T61R Adverse Weather End Balance. Step Two: Identify who has Adverse Weather that have not yet errored out by using PT_BAL00.

15. Step Two A: Identify who has Adverse Weather that may expire using BI Report 0202 Comp Time Aging. The report is located in the Time Tab of BI Reports

16. Enter the Organizational Units by clicking on the match code

17. Click the Organizational Units and then click Add to move them into the Selections field. Clicking OK to take you back to the main screen.

18. Clicking OK to run the Report.

19. The report shows you a six month view of expirations for the employees within the org units you have identified. You can even filter for specific Quota Types like Adverse Weather.

20. Click the filter button at the far right of the BI Report.

21. Click the drop down arrow for Quota Type and choose Edit.

22. Highlight Adverse Weather Liability and click on Add. When you are finished, click on OK

23. Highlight the other balances and click on Remove When you are finished, click on OK

24. Only the Adverse Weather balances that will expire in the next six months will appear.

25. From the multiple selection field you can import employee personnel numbers from an Excel Spreadsheet by first putting your cursor in the first line and then using the Upload from Clipboard command here. Click on Copy when you are done.

26. Or you can identify which org units you want by clicking the specific org unit. A “sideways” arrow means that there are subordinator org units beneath the one you chose. If you would like to include those as well, click on “Select Subtree” icon and that will automatically check all org units within the highest org unit you chose. Green check when you are done.

27. When you are ready, you would run this report by clicking on the Execute icon however since you may be running a lot of information, it is best to run this report “in the background.” At the end of this Job Aid, there is a link how to run the Report in the background.

28. 1 2 3 Step Three is to find the available balances for those who have Adverse Weather Liabilities in PT_BAL00. You do this so that you can discuss with the employee whether or not they will use Leave or Leave Without Pay. (You can do this for one person in PT50 but PT_BAL00 is for when you want to do large groups of employees.) The easiest way to identify current balances is to use the BEACON Job Aid for Negative Balances and modify it in PT_BAL00. Click on Variants and when the Find Variant box pops up, remove your personnel number and hit the Execute icon.

29. Choose this Variant and hit the Green Check.

30. Just like before, you will need to import either the personnel numbers from an Excel Spreadsheet or select Org Units from Org Structure

31. The crucial step here is to delete the Layout that would only report Negative Balances. You want to see all available balances for each employee. When you are ready, run the Report in the background per the BEACON Job Aid link at the end of this Job Aid.

32. 2012 Time Transfer Specifications • Is the tool in PA30 or PA61 that is used to correct expired Adverse Weather. • Can resolve multiple expired absences. • Provided there is sufficient 9000 Leave available • Provided the date to use is BEFORE the first date the balance(s) have expired. • Should not be changed. IF a mistake it made, please delete and start again.

33. Enter 2012 in Direct Selection and hit the Green Check. The description will appear. Click on create to enter a correction.

34. You will need to choose the type of recovery needed to satisfy the Adverse Weather liability. It is advisable to run the PT_BAL00 Report to identify if the employee has enough Approved Leave in the Hierarchy to use BEFORE you offer them the option.

35. The date is extremely important! It needs to be the day of or before the Adverse Weather Liability time has expired. Furthermore, the Start Date and End Dates should be the same date otherwise the system will draw upon the number of hours you have entered for each day! Hours are entered that have expired. In this example we are recovering Adverse Weather with ZAWA Approved Leave.

36. Here is a completed 2012 recovery for Adverse Weather.

37. If you have recovered the Adverse Weather liability correctly using Approved Leave, you will get the L1 message in PT_ERL00. If you have recovered the Adverse Weather liability correctly using LWOP, you will get an L4 message. THIS DOES NOT MEAN THAT THE ENTIRE BALANCE WAS SATISFIED; ONLY THE TIME THAT HAS EXPIRED.

38. To find how much time must be recovered for one individual, you can use PA20. Enter IT9901 in Direct Selection at the bottom and then click on the Green Check at the Top. This will populate the description of the Infotype.

39. 3 2 1 Next put your cursor for Sty (subtype) and click on the matchcode. A list will populate. Choose 7000 Adverse Weather Liability and green check..

40. Choose All in the Period window and then click on the Overview icon to see the results.

41. The Start and End Dates are the dates in which that particular amount will expire. The Hours are the amount either positive or negative. The Time Eval Date is the date of accrual (positive amount) or resolution (negative amount). Let’s take a look at an example of an employee who has an active Adverse Weather Balance in IT9901.

42. What we want to look for here is to line up an accrual with a resolution. We do this by looking at the Start Dates.

43. In the highlighted example, when you look at the Time Eval Date, you can see that an accrual of 2 hours occurred on 1/21/2009. It was resolved with another 2 hours on 1/26/2010. You know that these two amounts match up because the Start and End Dates are the same.

44. In the highlighted example, you can see that there are two amounts that do not have a negative by them. This employee has a total of 10 hours of Adverse Weather Liability to make up. (8 hours by 1/31/2011 and 2 hours by 2/1/2011 respectively.)

45. When we ran PT_BAL00 earlier, we saw the same amount (summarized) in PT_BAL00.

46. Special notes • “Indivisible errors” are still errors. Ex. 1.00 divided by 3 will have a rounding error of .01! • Do not due time entry, Separation Actions, and 2012’s all in the same day. Time entry first (if leave accruals need to occur), then 2012’s if applicable, then run the Separation Action. • Negative balances can occur as the result of changes to leave balances after a 2012 has been created.

47. Special notes • Because the Adverse Error is a hard stop error, Time Evaluation stops from the point of the need to recover the expired liability. Be sure to check when the next recovery is due!

48. Special notes • Run report in the background http://help.mybeacon.nc.gov/beaconhelp/General_Information/Quick%20References/r_Run%20a%20Report%20in%20Background.htm#TopOfPage • How to correct Adverse Weather balances http://help.mybeacon.nc.gov/beaconhelp/Human_Resources/Time/Job_%20Aids/pdf_Recovering_Adverse_Weather_Owed_021210.pdf

49. Questions?