chris 21 - sharedservices.sa.gov.au · as part of autopay pay type tasks, the bona fide certificate...

For Official Use Only-I2-A2

CHRIS 21

Training Document

ONLINE BONA FIDE

& LEAVE RETURN

CERTIFICATE

REPORTS

CHRIS 21 PROJECT

VERSION 1.0F

Shared Services SA

of 24 For Official Use Only-I2-A2

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CONTENTS

1. BONA FIDE & LEAVE RETURN CERTIFICATE REPORTS ..................................................................... 4

1.1 BONA FIDE CERTIFICATE REPORT ................................................................................................................... 4

1.2 LEAVE RETURN CERTIFICATE REPORT ........................................................................................................... 5

2. CHRIS 21 SCREENS ................................................................................................................................... 6

2.1 AUTOMATED BONA FIDE AND LEAVE RETURN CERTIFICATE PROCESS FLOW .............................. 6

2.2 RELATIONSHIPS (REL) ......................................................................................................................................... 7

2.3 APPROVAL PAGE (ADF) ...................................................................................................................................... 9

2.4 REPORT ASSIGNMENT (RAF) .......................................................................................................................... 10

2.5 ADDITIONAL SCREENS FOR REVIEW ........................................................................................................... 11

3. REPORT ASSIGNMENT ........................................................................................................................... 12

3.1 AUTOMATIC ASSIGNMENT ............................................................................................................................. 12

3.2 MANUALLY ASSIGN A REPORT (RAF) .......................................................................................................... 14

3.3 RE-ASSIGN A REPORT TO AN ALTERNATE DELEGATE (ADF) .............................................................. 18

4. MONITORING AND COMPLIANCE REPORTING .............................................................................. 21

4.1 BONA FIDE AND LEAVE RETURN CERTIFICATE AUDIT REPORTS ....................................................... 21

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Bona Fide & Leave Return Certificate Reports


1. BONA FIDE & LEAVE RETURN CERTIFICATE

REPORTS Bona Fide Certificate and Leave Return Certificate reports are generated for delegates who manage employees in autopay pay types. The reports perform an important audit function to ensure the accurate payment of salaries and the maintenance of attendance and leave records.

1.1 BONA FIDE CERTIFICATE REPORT

Bona Fide Certificate reports are produced on a fortnightly basis for delegates to check that employees have been paid in accordance with their contract of employment. I.e. hours paid, classification, position, and cost centre.

Information included on the report:

Employee Name and Number

Contracted Hours and Days per week

Reason for last change in Employment Details

Position and Classification

Organisation Levels

Leave and Allowance details

Actual Hours Paid in the Pay Period

Delegates are responsible for reviewing Bona Fide Certificate reports and confirming their accuracy. Where a report contains discrepancies that require amendment, delegates are responsible for completing appropriate paperwork, obtaining necessary approvals, and submitting the paperwork for processing. This includes notifying HR or Payroll of any potential under or overpayments.

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Bona Fide & Leave Return Certificate Reports


1.2 LEAVE RETURN CERTIFICATE REPORT

Leave Return Certificate reports are produced on a monthly basis for delegates to verify that leave physically taken by their employees has been accurately recorded in CHRIS 21. Leave Return Certificate reports should therefore be checked against a leave planner, calendar, attendance records, or other tracking documents the delegate is maintaining for their team.

Leave Return Certificate reports contain leave records for the period two months in arrears. For example, a report received in August will show June leave records.

Information included on the report:

Employee Name and Number

Leave Days and Hours Taken

Leave Start and End

Leave Type

Organisation Levels

Advanced Pay Requested

Leave Approved By

Delegates are responsible for reviewing Leave Return Certificate reports and confirming their accuracy. Where leave taken is not listed on the report, delegates are responsible for ensuring a leave application is completed, approved, and submitted for processing.

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CHRIS 21 Screens


2. CHRIS 21 SCREENS

2.1 AUTOMATED BONA FIDE AND LEAVE RETURN CERTIFICATE

PROCESS FLOW

A number of CHRIS 21 screens are used to generate, view and assign online Bona Fide Certificate and Leave Return Certificate reports to delegates. The process flow is as follows:

Online Bona Fide Certificate and Leave Return Certificate reports are only generated for delegates who manage employees in the autopay pay types, i.e. Autopay and SAAS.

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CHRIS 21 Screens


2.2 RELATIONSHIPS (REL)

The Relationships (REL) screen contains the Position’s reporting relationships. This screen is used to assign delegation for Bona Fide Certificate and Leave Return Certificate reports.

The standard relationships to be entered on this screen are:

Position reports to

Relationship is mandatory for all positions; to contain the position number of the immediate manager. The incumbent of the position number entered is allocated access to the position occupant’s details via the HR21 staff list and is used for leave approval delegation in HR21 where applicable.

Clerical Admin

Optional relationship utilised to allocate view access to staff lists in HR21; position numbers entered may include assistants to high level managers or supervisors without leave approval delegation. The incumbent of the position number entered is allocated view access to the position occupant’s details via the HR21 staff list.

Bona Fide Certificate / Leave Return

To be completed for all positions required to appear on a Bona Fide Certificate / Leave Return Certificate report; to contain the position number of the delegate responsible approving Certificates. The incumbent of the position number entered is allocated access to view and approve the Certificates.

Bonafide Admin

Optional relationship only entered on the position held by the delegate responsible for approving the Bona Fide Certificate and Leave Return Certificate reports; to contain a position that has been nominated to provide administrative support to the delegate. The incumbent of the position number entered is allocated administrative support access, allowing them to view and comment on the Certificates, but not approve them.

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CHRIS 21 Screens


The diagram below contains an example organisation chart to show how the Relationships (REL) screen could be populated for Position Numbers in the structure.

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CHRIS 21 Screens


2.3 APPROVAL PAGE (ADF)

A record of each Bona Fide Certificate and Leave Return Certificate report that has been assigned to a delegate, either automatically or manually, is created on the Approval Page (ADF) screen.

The Approval Page (ADF) Detail tab contains the following information:

FIELD DESCRIPTION

Date/Time Created The date the report was created

Automatic Assignment Indicates if the report has been automatically assigned

Report Type The type of report (i.e. B=Bona Fide Certificate and L=Leave Return Certificate)

Delegate Position The position number of the delegate for the report

Period Start/End Date The report period start/end date

Comment User ID The user who most recently updated the comments field in HR21

Last Comment Date/Time The date/time the comments field was updated in HR21

Comments Comments entered by the delegate or Bonafide Admin in HR21

Approved Indicates whether the report has been approved by the delegate

Approval User ID The user who most recently approved the entry in HR21

Approval Date/Time The date/time the report was approved

Assign to Position Enter a position number to re-assign the report to an alternate delegate

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CHRIS 21 Screens


2.4 REPORT ASSIGNMENT (RAF)

A record of each Bona Fide Certificate and Leave Return Certificate report that cannot be automatically assigned to a delegate is created for the delegated Position Number on the Report Assignment (RAF) screen. The RAF screen is then used to manually assign the report to a delegate.

The Report Assignment (RAF) Detail tab contains the following information:

FIELD DESCRIPTION

* Date Created The date the report was created

Time Created The time the report was created

* Report Type The type of report (i.e. B = Bona Fide Certificate and L = Leave Return Certificate)

* Sequence Number A number generated at the time the report was created to differentiate between two or more reports of the same type that are created on the same date

Period Start/End Date The report period start/end date

Payrun Number The code number for the pay run

Pay Type The code for the pay type

Employee Number The employee who is the delegate for the report

Position to Look Up Enter a position number in order to search for employees who may be suitable approvers for this report

Possible Delegates Displays employees in the lookup position

Click Look Up to refresh the list of Possible Delegates to re-assign the report to.

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CHRIS 21 Screens


2.5 ADDITIONAL SCREENS FOR REVIEW

Depending on the underlying reason why a Bona Fide Certificate or Leave Return Certificate report cannot be automatically assigned to a delegate, the following screens may be useful to review before manually assigning the report:

SCREEN PURPOSE

PEM – Staff in Position Contains a list of employees that are currently assigned to a Position Number, and employees who have held the position in the past.

Use the Current Only filter to view current entries. Click

from the Toolbar (Ctrl + O). Click again to view the full list of entries, including those that have an end date in the past.

As the Current Only filter is a toggle it will remain on when moving between screens until it is turned off.

POS – Position Details Records details of an employee’s position occupancy history.

An employee’s Occupancy Status is recorded on POS as A=Acting Position or N=Nominal Position.

LVE – Leave Taken Leave Taken (LVE) displays leave bookings and a history of leave taken by an employee.

Leave Type, Start Date, and End Date may be useful to determine if a delegate is absent from their position.

The Position Navigator (F7) also provides a simplified overview of the reporting structure for a selected position, and may assist in identifying an alternate delegate.

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Report Assignment


3. REPORT ASSIGNMENT

3.1 AUTOMATIC ASSIGNMENT

As part of autopay pay type tasks, the Bona Fide Certificate reports on a fortnightly basis, and Leave Return Certificate reports on a monthly basis, are processed. The overnight processes create Bona Fide Certificate and Leave Return Certificate reports for nominated delegate Position Numbers defined on the Relationships (REL) screen. Payroll Services will provide a nominated agency contact with a report summarising the output for each scheduled reporting process.

Bona Fide Certificate and Leave Return Certificate reports will be automatically assigned to the delegate where the following exists at the beginning of the pay period:

a single incumbent occupying the delegate position number, or

a single incumbent with Occupancy Status = Acting (A) on their Position (POS) record occupying the delegate position number.

The delegate will receive an email notification advising them that the report has been assigned automatically and is available for review and approval in HR21.

A record of each Bona Fide Certificate and Leave Return Certificate report automatically assigned to a delegate is created on the Approval Page (ADF) screen in CHRIS 21.

SCENARIO 1 – VIEW AN AUTOMATICALLY ASSIGNED REPORT

A Bonafide/Leave Return delegate has been automatically assigned a Bona Fide Certificate Report for employees in the Autopay pay type for the pay period 4/02/2017 – 17/02/2017.

To view the record of the automatic assignment:

1. Navigate to Approval Page (ADF) using F6.

2. Type the Employee Number and then Enter.

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Report Assignment


3. The Choose Approval Page tab is displayed.

4. Select the record for Period End Date = 17/02/2017 and Enter.

5. The Detail tab is displayed.

The Automatic Assignment checkbox is ticked to indicate that the report was automatically assigned to the delegate.

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Report Assignment


3.2 MANUALLY ASSIGN A REPORT (RAF)

Bona Fide Certificate and Leave Return Certificate reports that cannot be automatically assigned are created for the nominated delegate Position Number. A record of each unassigned Bona Fide Certificate and Leave Return Certificate report is created on the Report Assignment (RAF) screen in CHRIS 21. Payroll Services will provide a nominated agency contact with a report following each scheduled process listing the delegate Position Numbers for which there is an unassigned Bona Fide Certificate or Leave Return Certificate report.

Bona Fide Certificate and Leave Return Certificate reports cannot be automatically assigned to a delegate where either of the following scenarios exist at the beginning of the reporting period:

the delegate position number is vacant, or

there are multiple incumbents occupying the delegate position number and there are zero or multiple incumbents with Occupancy Status = Acting (A) on their Position (POS) record.

Where a delegate Position Number is vacant and an incumbent commences in the position part way through a reporting period, a record will be generated on the RAF screen.

Unassigned reports can be manually assigned to a delegate using the RAF screen.

The steps taken to manually assign a report are the same for the Bona Fide Certificate Report and the Leave Return Certificate report.

SCENARIO 2 – MANUALLY ASSIGN A REPORT TO A DELEGATE

A Bonafide/Leave Return delegate position number was vacant for the pay period 10/12/2016 – 23/12/2016. A record of the Bona Fide Certificate report has been created on the RAF screen for manual assignment to a delegate for approval.

To manually assign a report to a delegate:

1. Navigate to Report Assignment (RAF) using F6.

2. Type the Position Number and then Enter.

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Report Assignment


3. The Choose Report Assignment tab is displayed.

4. Select the record and Enter.


6. The Assign to Delegate displays suggested Employee Number and/or Position to Look Up details for an alternate delegate.

7. Click Look Up to display a list of employees who occupy the Position to Look Up.

Enter a different Position Number in Position to Look Up and use Look Up to search for possible delegates.

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Report Assignment


8. Right click Position Number and select Position Navigator from the drop down list, or press F7.

9. Click Show Codes and Names to display the position’s incumbent.

10. Select the button adjacent the drop down arrow to view further information on the position’s incumbent. Select Show Occupants to display the incumbent/s details.

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Report Assignment


11. Type the Employee Number or Position to Look Up for the selected delegate and click Save.

12. Navigate to the Choose Report Assignment tab.

13. Press F5 to refresh the Choose Report Assignment tab to display the changes.

14. The record will be deleted from the Report Assignment (RAF) screen and an entry created on the Approval Page (ADF) screen for the selected delegate.

When manually assigning a report to a delegate, consider the reason(s) why the report could not be automatically assigned and ensure remedial action is taken where appropriate. For example, you may need to consider the following:

are the reporting relationships defined correctly on the REL screen?

has paperwork been submitted to backfill a delegate who is on leave?

has paperwork been submitted to replace a delegate who has resigned?

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Report Assignment


3.3 RE-ASSIGN A REPORT TO AN ALTERNATE DELEGATE (ADF)

Bona Fide Certificate and Leave Return Certificate reports that have been assigned to a delegate may be manually re-assigned to an alternate delegate if required.

For example, a report may be re-assigned where:

the nominal delegate is absent and has not been replaced in the delegated Position Number,

there is a delay in processing appointment paperwork.

Bona Fide Certificate or Leave Return Certificate reports can be manually re-assigned to an alternate delegate Position Number using the Approval Page (ADF) screen.

SCENARIO 3 – RE-ASSIGN A REPORT TO ANOTHER DELEGATE

HR has received a request from A. Smith to re-assign a Bona Fide Certificate report to an alternate delegate, D. Fletcher in Position Number M46156, for pay period 13/05/2017 – 26/05/2017.

To re-assign a report to an alternate delegate:

1. Navigate to Approval Page (ADF) using F6.

2. Type the Employee Number for A. Smith and Enter.



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Report Assignment



The Automatic Assignment checkbox is ticked indicating that the record in this example was automatically assigned to A Smith.

6. Type the Position Number in the Assign to Position.

7. Click Save.

8. Navigate to the Choose Approval Page tab.

9. Press F5 to refresh the Choose Approval Page tab to display the changes.

10. The record will be deleted from the Approval Page (ADF) screen for A. Smith and an entry created on the Approval Page (ADF) screen for D. Fletcher.

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Report Assignment


11. Type the Employee Number for D. Fletcher and Enter.




The Automatic Assignment checkbox is unticked indicating that the record in this example was manually assigned to D. Fletcher. The Delegate Position relates to A. Smith.

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Monitoring and Compliance Reporting


4. MONITORING AND COMPLIANCE REPORTING

4.1 BONA FIDE AND LEAVE RETURN CERTIFICATE AUDIT REPORTS

The Bona Fide Certificate Audit Report (BOFAUDIT) and the Leave Return Certificate Audit Report (LRTAUDIT) are available via Report Designer in the CHRIS 21 Reporting Database. The audit reports are available for Agency HR Teams to monitor and report on delegate compliance with local leave and attendance management policies and procedures.

The BOFAUDIT and LRTAUDIT reports contain the following information:

FIELD DESCRIPTION

1 Period End Date The End Date of the nominated reporting period

2 Employee Number Employee Number of the delegate the report was assigned to

3 Surname & Initials Surname and Initials of the delegate the report was assigned to

4 Position Number Position Number of the delegate position

5 Position Title Position Title of the delegate position

6 Email Address Email address of the delegate the report was assigned to

7 Org L1 Code Org Level 1 on the current Position (POS) record for the delegate the report was assigned to as at the Pay Period Start date

8 Agency Translation of Org Level 1

9 Org L2 Code Org Level 2 for the delegate position

10 Level 2 Translation of Org Level 2






16 Cost Centre Translation of Org Level 7

17 Approved Indicates if the report has been Approved by the delegate

18 Date Stamp The date the report was approved

19 User Name Indicates the name of the user who approved the report

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The Report Designer is the interface to open an existing report or to create a new report.

To open Report Designer complete the following steps:

1. Log in to the Reporting Profile.

2. On the toolbar, click Report Designer icon.

3. The Report Designer opens in a new window presenting a summary list of all the available reports.

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4. Use Ctrl + F (Find) to search for and locate the report by name; for example: BOFAUDIT.

5. Double click on report to open.

6. Click the Publish drop-down from toolbar, to display list of format options.

7. Click Spreadsheet to generate the report in Microsoft Excel.

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8. Leave default As Text and click OK.

9. The report is generated in an Excel spreadsheet.

Reports that are not approved by the delegate will contain blank columns under the Approved, Approval Date and Approval User ID fields.

10. Click to close the Report Designer window.

chris 21 - sharedservices.sa.gov.au · as part of autopay pay type tasks, the bona fide certificate...

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