.. Financial Operations Labor Distribution System Appointments: Distribution Detail; Change-in-Hours and Vacation Tracking Contents Make a Short-Term Change in Hours Maintain Vacation Data View Distribution Information Details Make a Short-Term Change in Hours You can maintain a short-term change in future or past work hours for existing weekly employees using the "Appointment Change in Hours" screen. For example, a weekly employee may be reassigned for a short-term project, or work overtime hours to be paid from a specific cost object. These hours can be assigned to the appointment's current cost object distribution or to a different distribution (See below). Change by Person or by Object Use the following navigation path from the SAP User Menu screen or type in the transaction code from any screen in SAP: Navigation Path: - User Menu - Role ZMIT - Planning/Budgeting - LDS - Appointment - Change - By Person or - By Object Transaction Code: /nZL7C (by person) /nZL7B (by object) Change by Person or by Object Enter selection criteria by person or object to access the "Appointment Salary and Distribution" screen (see Appointments: Display, Change, and Delete: Select by person or by object for detailed instructions). Click on the Change in Hours button to access the "Appointment Change in Hours" screen. Change in Hours fields 1. Enter information as needed in the following fields. Select either Normal or Other Distribution, not both. Field Name What to Enter From W/E (required) Enter the week ending date (always a Sunday) for the first payroll week affected by the change. To W/E (required) Enter the week ending (W/E) date (always a Sunday) for the last payroll week affected by the change. Note If entering a one-week change in hours, the From and To W/E date will be the same. Hrs/Wk (required) Enter the number of hours temporarily added to, or subtracted from, a normal workweek. For a negative change, use a minus sign after the number. Example: To temporarily decrease a normal workweek from 40 hours to 38, enter 2-. Premium Hrs (grayed-out) Generated by LDS. Number of premium hours (overtime, hours over 40) for distribution. Normal Distribution Click in the box to indicate that no distribution changes accompany the hours change, meaning that the change in hours will be charged to the same distribution cost object as the normal weekly salary. Click on the Save button to return to the "Appointment Salary and Distribution" screen. Note LDS will use this Normal Distribution by default if no other is indicated. Other Distribution Click in this box to indicate that the hourly change requires a different cost object distribution from that of the normal weekly salary. Proceed to the Other Distribution fields in the table at the bottom of the window to enter that distribution information. Note that this change causes an "X" or a check to appear in the "C" column on the main appointment screen after you have saved the change in hours data. top Maintain Vacation Data Enter vacation item For appointments in Sponsored Research (1004) and Other Academic (1002) pay categories, you can track vacation time by employee. Also you can commit expected vacation credits to cost objects. Use the following navigation path from the SAP User Menu screen or type in the transaction code from any screen in SAP. Navigation Path: - User Menu - Role ZMIT - Planning/Budgeting - LDS - Appointment - Change - By Person or -By Object Transaction Code: /nZL7C (by person) /nZL7B (by object) 1. Enter selection criteria by person or by object and select the correct appointment to access the "Salary and Distribution" screen. Result: The Appointment Salary and Distribution screen appears. 2. Click on the Vacation button on the toolbar to access the "Appointment Vacation" screen. 3. Enter the required information. The fields are described below: Field Name What to Enter Start Date Enter the first working day of employee vacation. End Date Enter the last working day of employee vacation, that is, the last day the employee is away from work, NOT the day he/she is expected back. Duration LDS will automatically calculate the number of workdays (or work hours for weekly employees) to credit for the date range indicated above. However you will have to manually enter the correct number of vacation days or hours if the employee will be away for less than the whole period or if there is an MIT holiday within the date range. Unit (grayed-out) Generated by LDS. This is a unit of measure for vacation. Days in the case of monthly appointments or hours for weekly appointments. 4. Click on the Save button . Correct any errors and click on the Save button to return you to the "Appointment Salary and Distribution" screen. Delete a vacation item 1. On the "Appointment Salary and Distribution" screen, click on the Vacation button on the Function Menu. 2. Click on the vacation item you want to delete. 3. Click on the Delete Vac Item button and a confirmation dialog box appears. 4. Click on the Save button . You are returned to the "Appointment Salary and Distribution" screen. 5. Click on the Back button to return to the SAP R/3 screen. top View Distribution Information Details LDS allows you to view a complete analysis of a salary's loaded costs by cost object. In addition to the breakout of the lab allocation costs, the EB, F & A, and other costs, LDS provides a listing of the calculated vacation credit, when appropriate, and a breakout of the load distribution for a change in hours. The Distribution Detail includes an analysis of the impact of the change you are making in the current session. You can see the percentage and dollar values before this change, and after this change, as long as you have not saved the appointment record in the interim. Note Once you save these changes, the Before and After values are the same. Below are two examples of an appointment item detail, one for vacation, and the second for a change in hours: View the distribution detail for a vacation item 1. On the "Appointment Salary and Distribution" screen, select the line item for which you want to see the distribution detail. 2. Click on the Distr Line Dtl button to access the "Appointment Item Detail - Surcharge Analysis" screen. 3. Look at the Vacation column and compare the changes. 4. Click on the Back button to return to the "Appointment Salary and Distribution" screen. View the distribution detail for a change in hours 1. On the "Appointment Salary and Distribution" screen, select a distribution line item to which you have posted a change in hours. Note If you selected the Normal Distribution check box when you entered the change in hours, any of the distribution lines will manifest a change. If the distribution line you are interested in resulted from checking the Other Distribution box, it will appear grayed-out and have a "X" or a check in the "C" column. 2. Click on the Distr Line Dtl button to access the "Appointment Item Detail - Surcharge Analysis" screen 3. Look at the Change in Hrs column and compare the changes. 4. Click on the Back button to return to the "Appointment Salary and Distribution" screen. Remaining Tool Bar Buttons For Inflation Rates, see LDS Functions: Display/Change Department Inflation Rate Information. For FY Budget, see LDS Functions: Fiscal Year Budget. For Percentages, see LDS Functions: Distribution Percentage Analysis. top   Copyright 2001 © Massachusetts Institute of Technology SAP for MIT Documentation on the Web Valid From: 02/28/2001

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