Financial
Operations To create an appointment record for an existing employee,
you can enter the information into LDS manually or wait for
the month-end process to refresh the appointment data from
Payroll records. (When a DLC first begins to use LDS, Payroll
records are used to create LDS records. DLC staff do not have
to create those initial entries. Persons who are not part
of the payroll system, such as Visiting Scholars in the Human
Resources Information System (H.R.I.S.) will not appear automatically
in LDS; you must enter them yourself if you wish to track
their information.) For all new appointments, submit the
correct forms to the Personnel Office
(Personnel Action or Appointment Form). If
you wish to create the LDS record for the
new appointment before the month-end
process or if you want to create a "TBA"
appointment, you must enter the LDS data
yourself. Create an LDS appointment record in two
steps. First enter the basic appointment
ID information in the "Appointment Header"
screen. Second, enter the salary and
distribution information in the
"Appointment Salary and Distribution"
screen. Note There
is a button on the
"Appointment Header"
screen entitled
"Transfer-in Users." It
has special significance
for appointments
transferred-in to your
department (see
Transfer-In
below). However, if you
are the home department
for the appointment
being created, you can
use the table accessed
by this button to grant
viewing and/or
maintenance
authorizations to any
LDS user. 1. Follow the navigation path, or type in the transaction
code from any screen in SAP. Navigation
Path: - User Menu Transaction
Code: /nzL21 Result: The Set Personnel Area dialogue box appears. 2. Select the appropriate company code from the Matchcode
list. 3. Type in your personnel area. 4. Click the Enter button Result: The "Create Appointment Header"
screen is displayed. 5. Enter information in the following fields: Field
Name What to
Enter MIT ID Leave the Lname,
Fname, and
MI blank if
you enter an MIT ID. If there is
no MIT ID entry, the
Lname field
is the only required
field. Enter a nine-digit MIT ID number, or click on the Matchcode
button to search. If no MIT ID number is available,
complete the following name fields. Lname Employee's last name. Fname Employee's first name. MI Employee's middle initial. LDS Appt
ID LDS appointment ID. Field is
grayed-out until you save the
information on this screen. LDS
then generates a unique ID to
identify each appointment. Pay Appt
ID Payroll appointment ID.
Transferred from Payroll System
during the month end process. Loc Numeric system code
representing FY, Payroll's
appointment type, and Payroll's
appointment sequence. Transferred
from Payroll System during
the month-end process. Xref Prior FY locator for
appointments cross-referenced to
the Payroll system and
transferred automatically. Tuition
Xref For an RA appointment, this
field contains a pointer to the
corresponding Tuition
appointment. For a Tuition
appointment, it contains a
pointer to the corresponding RA
appointment. Transferred from
Payroll. Pay
Categ Enter a four-digit code
corresponding to a payroll
category, such as 1001 for
faculty or 1005 for support
staff. Enter the number or use
the Matchcode to select. Appt
Type Enter a two-digit type code
corresponding to the Personnel
Office appointment type, e.g., 10
for monthly or 40 for weekly.
Enter the number or use the
Matchcode to select. This code
appears as the first two digits
of the LDS-created Appointment
ID. Basis Enter the two-digit salary
basis code that specifies the
number of work periods per year
for an appointment. For example,
the monthly appointments can have
a basis of 9, 10, 11, 12
(months), or fixed fee. The basis
for weekly appointments is 52
(weeks), and for fixed fee is 99.
Basis determines the
range of Pay Categ's available
for selection. Enter the number
or use the Matchcode to
select. Appt
Org Enter the HR organization
number that maps to the home
department of the appointment. In
LDS all organization numbers
begin with a '7'. Enter the
number or use the Matchcode to
search and select. Profit
Ctr Enter the 7-character SAP
profit center number (beginning
with 'P') for the profit center
or sub-profit center for which
you are authorized. Use the
Matchcode to search and
select. Appt
Title Enter the alphanumeric code
corresponding to the selected
Appointment Title. Use the
Matchcode to select. Available
codes will vary depending on the
Pay Categ described
above. Local
Title Local appointment title.
Tables can be set up by each
department, lab, or center to
contain specific appointment
titles required for department
use that are not official MIT
appointment titles. (See
Display
Local Appointment
Titles.) Start Date/ Enter the start date for the
appointment. Check the
Estimated box if
applicable. End Date/ Enter the expected end date
for the appointment if a planned
end date is known. Check the
Terminated box if employee
is not to be paid beyond this
date on this specific
appointment. MIT Hire
Date Enter employee's original MIT
employment start date as
needed. Cost
Element Enter the six-digit cost
element number with the help of
the Matchcode search function.
Choices available will vary
depending on the code you entered
in the Pay Categ field,
described above. Comments Enter comment text for the
appointment if necessary. For Mac users: Enter only as
much text as the field
allows. For Windows users: If you need to enter more than one
line of text, click the long text box, then double click
on the comment field and enter text in the text editor
screen. Save the text by clicking on the Save button
Long
Text For Windows users only: A
check mark displayed in this box
indicates that the user has
entered additional comment
text. An "X" or a check mark means
that there are transfer-in users.
Obviously, the home department
user can maintain authorizations
for this appointment. The
transfer-in user can also display
and modify header, salary, and
distribution data, depending on
the authorizations granted them.
Through the Trans-In Users
F6 button on the button bar
other LDS users can be assigned
transfer-in authority. The
authorization levels are: "A" for
maintaining and displaying all
appointment elements, "D" for
displaying all appointment
elements but only maintaining
distributions, and "E" for only
displaying the appointment. Result: If the entries are not error free,
a message will appear in the status bar and
fields displaying incorrect entries are
highlighted. To correct the errors and continue
processing, press the 'Enter' key and the system
will open the screen in an edit mode. Note "E"
messages are errors that
cannot be bypassed and
must be fixed. "W"
messages are warnings
and if you do not wish
to change the data all
you need to do is press
the enter key to bypass
the message. 7. Make corrections and click the Enter button 8. Repeat until no more error messages appear. Note If
you back out of the
appointment header
screen without entering
salary and distribution
information, an
appointment is created
with an ID number and a
header record only (you
can look it up by
organization number
using the appointment
change or display search
function and entering
the last
name). 9. Click on the Salary and Distr button. Result: The appointment header
information is saved. The Appointment
Salary and Distribution screen appears
with the LDS Appt ID and other information
copied from the Appointment Header
screen.
Enter Salary and Distribution
Information In this screen, you create the specific salary and distribution
information. Input for the grayed-out fields is generated
automatically by LDS. 1. Enter the appropriate data in the
Salary Information section. The field
contents are described below. Field
Name What to
Enter Start
Date This is the start date for the
appointment salary, or the
starting point for the salary
projection. (LDS supports a date
format of mm/dd/yyyy.) End
Date This is the end date for the
appointment salary or the end
point for salary projection. % Appt Enter the percentage of
salary or effort for the
appointment. Note This
percentage can
be less than
100%. Part-time
personnel, or
appointments
shared among
departments are
examples. LDS
can also show
varying
percentages
that relate to
specific date
ranges, e.g.,
100% during
school year and
25% during
summer
months. NWW (Weekly appointments only).
Enter the number of hours of this
employee's Normal Work Week. For Monthly Enter the full-time equivalent
(FTE) annualized salary amount in
either the FTE Basis field
(based on work at 100% effort) or
the regular monthly amount in the
Mo Rate field. If you
complete either field and
click the Enter button to
validate, LDS calculates the
amount for the other field. LDS
also calculates the Salary
Total, described below. For Weekly The Weekly Appt screen has Hourly Rate and Weekly
Rate columns in place of the Mo Rate column.
Enter data in either field or in the FTE
Basis Rate, click the Enter button Salary amount to be
distributed for the period
between the Start Date and
End Date for the salary.
This field will be calculated by
LDS, and represents the actual
salary (unloaded) amount to be
paid over the indicated time
period. Status Default - Leave blank if the
appointment is a regular salaried
position. If the appointment has
some other type of leave
arrangement, choose one of these
options: (A matchcode is
available.) L = Leave without Pay S = Sabbatical (for faculty
appointments) U = Unsalaried V = Vacation pay-off upon
termination W = Leave with pay Checkbox
Column An "X" or a check mark appears
if Supervisor information has
been previously entered. Supervisor(s) Departments may use this field
to track supervision in whatever
way is appropriate for their
operation. One use is to list
person(s) responsible for
supervising the employee. Click
on the Supervisor button
to open the Supervisor/s for
Salary Dates window. The title
of the window will include the date
range for this salary period. Enter the supervisor's MIT ID number(s) and the percent
of effort for which the supervisor(s) is/are responsible,
and click the Save button Comment Enter comment text for the
salary line as needed.
Distribution Information
Fields 2. Enter the appropriate data in the
Distribution Information section. The
field contents are described below. Field
Name What to
Enter D Leave blank. When you want to
delete a distribution line item,
you click on this box. (See
Delete
Items for deletion
instructions.) C (For weekly appointments only)
During change processing, an "X"
or a check in the box is
generated by LDS after you check
the "Other Distribution" box and
enter a change in hours. E LDS allows you to distinguish
between dollars and effort. Leave
this blank to set the default
distribution (effort and dollars
are the same). Otherwise, LDS
allows you to enter "E" for
distribution by effort only or
"D" for distribution by dollars
only. For example, for an
unsalaried appointment, you may
wish to enter "E" to indicate
effort only. Note LDS
allows you to
include a
mixture of
dollars-only
and effort-only
lines in the
same
appointment. Type Type of cost object entered.
Generated by LDS after you enter
the cost object and click on the
Enter button for a validity
check. PR WBS Element CC Cost Center OR Internal Order PO Proposal Object LD
Object Enter a seven-digit cost
object number (CC, OR, WBS, or
Proposal Object) for this
distribution. For multiple cost
objects, use a new line for each
cost object. For each monthly
appointment in the current
fiscal year, the sum of
all lines of distribution
percentages must total 100%. Use
the Percentages button (see
below) to verify 100%
distribution. (If you want
further information on Proposal
Objects see Proposal
Object Information.) Cost
Elem The six-digit cost element to
be used for this distribution
line. Enter a new cost element,
or leave blank to automatically
copy from header information. To
divide charges among multiple
cost elements, use a new line for
each cost element. Start Date/ Enter the start date and end
date for distributing salary
to this cost object. Use
consecutive time periods. You
will need a separate line for
each new cost object, cost
element and/or different time
period or percentage of dollars
or effort. % Enter the percentage of
dollars/effort to be distributed
to the cost object and cost
element. Total salary
distribution must equal 100% for
monthly appointments in the
current fiscal year, regardless
of the appointment salary
percentage (percentage of salary
or effort) displayed in the
record header. Sal
Distr Salary amount committed to the
cost object for the time period
specified. Generated by LDS. Loaded Sal
Dist Loaded salary distribution
amount committed to the cost
object for the time period
specified. Includes benefits
(EB), lab allocation, and F&A.
Generated by LDS. Org The eight-digit LDS
organization number to which the
selected cost object is assigned.
Generated by LDS. Comment Enter comment text for the
distribution line as needed. 3. Click on the Enter button Result: If correct, information
appears in system-generated fields. If
not, fields displaying invalid entries are
highlighted. Look at the status bar at the
bottom of your screen to read the Warning
or Error message from LDS. (See Handling
Error Messages from LDS for the
difference between these two error types.)
Click on the message itself for more
detail. 4. Make corrections and click the Enter button 5. Repeat this process until no more
messages appear. You may need to return to
the Appointment Header screen and correct
invalid entries there. 6. Click on the Save button Result: A dialog box appears
with the message: "The Appointment will be
saved in LDS and, if applicable,
Commitments will be posted in SAP.
Proceed?" 7. Click Yes to proceed. Result: The Salary and
Distribution information is saved and LDS
commitments are posted. You are returned
to the previous LDS screen, with a message
in the status bar providing the LDS Appointment
number generated for the new appointment.
..
Labor
Distribution
System
Appointments:
Create
- Role ZMIT
- Planning/Budgeting
- LDS
- Appointment
- Create
on the bottom of the box.
6. Click on the Enter button
(If projecting a salary
commitment for a future hire,
enter TBA.)
(You may use this field to
enter descriptive phrases
about the TBA position to
distinguish it from other
TBA's.)
(grayed-out)
(grayed-out)
(grayed-out)
(grayed-out)
(grayed-out)
(required)
(required)
(required)
(required)
(required)
(required)
Estimated
Terminated
(required)
.
Click on the Back button 
to return to the "Appointment Header" screen.
for LDS to validate your entries.
again.
appointments:
FTE Basis Rate
or Mo Rate
appointments:
FTE Basis Rate
or Weekly Rate
or Hourly Rate
,
and LDS calculates correct amounts for the remaining
fields including the Salary Total fields.
(grayed-out)
(optional)
.
LDS generates the associated name. Whenever a salary
line is created, the LDS system automatically enters
an MIT ID of "999999999", "DEFAULT SUPERVISOR" in the
Name field, and 100.00 in the Percent
field. If you add a new salary line, or delete one and
add another, the system will also add the default entry.
You can always change or delete this entry as suits
your needs.
(grayed-out)
(grayed-out)
End Date
(grayed-out)
(grayed-out)
(grayed-out)
to validate your entries.
again..
SAP for MIT Documentation on the Web
Valid From: 05/21/2001