F.A.Q.

• TIMEKEEPING - When my comp time is transferred into the SAP system, will it expire 12 months from when I earned it or 12 months from the date it was transferred into SAP? Posted 12/04
• TIMEKEEPING - If my leave (quota) balances are not on my remuneration (earnings) statement, where do I look to find my leave balances?Posted 12/04
• What is the difference bewteen my User Name and Texas State NetID?
• Is my Texas State ID the number on Texas State ID card? Is it the same as my PLID? Is it the same as my Person ID?
• What should I do if an employee does not appear on my list of employees for Time Entry?
• What should I do if a person who is not in my department, but is included on my list of employees for Time Entry?
• I received a notice to approve time for an employee, but this employee is not in my department. Who should I notify?
• An employee’s supervisor has changed. What information do you need from me?
• We’re starting a new program and want to recognize it as a separate department/office/center/grant/org unit. What do we need to do?
• Some are of our employees are listed in the wrong department/office/center/grant/org unit. What do we need to do?
• How do I view the reporting relationships (i.e., who reports to who) for my department within SAP?
• TIMEKEEPING -What is the approval process for the workflow inbox? 04/05

TIMEKEEPING - When my comp time is transferred into the SAP system, will it expire 12 months from when I earned it or 12 months from the date it was transferred into SAP? Posted 12/04

ANSWER: State compensatory time will expire 12 months from the month earned.

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TIMEKEEPING - If my leave (quota) balances are not on my remuneration (earnings) statement, where do I look to find my leave balances?Posted 12/04

ANSWER: Since Quota Balances will not be displayed on the remuneration statement, you can now view them through ESS using the Time Accounts transaction.

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What is the difference bewteen my User Name and Texas State NetID?

ANSWER: TxState NetID is the new term for User Name. NetID is more representative of its function. We have moved from the term 'username' which is generally associated with a single system to NetID which is associated with multiple systems (ex: SAP; VMS; CatsWeb; Web Mail; Blackboard; Web2-Library system; etc.).

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Is my Texas State ID the number on Texas State ID card? Is it the same as my PLID? Is it the same as my Person ID?

ANSWER: Texas State ID is the number on your Texas State ID card. When people use the term PLID, they are most likely referring to Texas State ID. Person ID is the same as Texas State ID.

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What should I do if an employee does not appear on my list of employees for Time Entry?

ANSWER: Send an email to saphelp@txstate.edu. In the email please describe the problem and include the following information: Employee Name Employee's Texas State ID Number Sender’s contact information:

• Name
• Texas State ID Number
• Campus phone number

After the request is processed , you will received an email confirming the change.

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What should I do if a person who is not in my department, but is included on my list of employees for Time Entry?

ANSWER: Send an email to saphelp@txstate.edu. In the email please describe the problem and include the following information: Employee Name Employee’s Personnel Number Employee's Position Number (8-digit number that begins with 5) Sender’s contact information:

• Name
• Texas State ID Number
• Campus phone number

After the request is processed , you will received an email confirming the change

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I received a notice to approve time for an employee, but this employee is not in my department. Who should I notify?

ANSWER: Send an email to saphelp@txstate.edu. In the email please describe the problem and include the following information: Employee Name Employee’s Personnel Number Sender’s contact information:

• Name
• Texas State ID Number
• Campus phone number

After the request is processed , you will received an email confirming the change

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An employee’s supervisor has changed. What information do you need from me?

ANSWER: Enter the information in the first six columns of an Excel spreadsheet. Example:

Department Name	Department Org Unit Number (8-digits)	Name of Employee	Employee's Position Number (8-digits)	Name of New Supervisor	Supervisor's Position Number (8-digits)
University Library	50000052	Tammy L. Spencer	50006649	Carmen T. Olson	50005432

Send the spreadsheet to ro03@txstate.edu. In the cover email include your:

• Name
• Texas State ID Number
• Campus phone number

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We’re starting a new program and want to recognize it as a separate department/office/center/grant/org unit. What do we need to do?

ANSWER: Obtain a new 10-digit cost center number from the Accounting Office. Identify which employees will move. Identify who will manage the org unit. Enter the information in the first six columns of an Excel spreadsheet. Example:

Name of New Org Unit	New Cost Center Number (10-digits)	Name of Manager of New Org Unit	Manager's Position Number (8-digits)	Names of Employees Moving to New Org Unit	Position Numbers of Employees Moving to the New Org Unit (8-digits)
Human Resources Research Center	1412100000	Carsib W. Benson	50006711	Joanne B. Day	50006397
				Franklin R. Reimes	50007853
				Carson W. Benson	50006711

Send the spreadsheet to ro03@txstate.edu. In the cover email include your:

• Name
• Texas State ID Number
• Campus phone number

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Some are of our employees are listed in the wrong department/office/center/grant/org unit. What do we need to do?

ANSWER: Enter the information in the first six columns of an Excel spreadsheet. Example:

Names of Employees	Employee's Position Numbers (8-digits)	Name of Org Unit Where Employees Reside Now	Org Unit Number Where Employees Reside Now (8-digits)	Name of Org Unit to which the Employee Should be Moved	Number of Org Unit to which the Employee should be moved (8-digits)
Jimmy V. Dotson	50006911	Facilities Operations	50000163	Facilities Management	50000162
Fred C. McCandless	50007223	Utility Operations	50000166	Facilities Management	50000162

Send the spreadsheet to ro03@txstate.edu. In the cover email include your:

• Name
• Texas State ID Number
• Campus phone number

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How do I view the reporting relationships (i.e., who reports to who) for my department within SAP?

ANSWER: To view your department's reporting relationships in SAP, you will need to complete the Display Organizational Structure (PPSS) transaction.

Use the link below to access the Display Organizational Structure (PPSS) transaction instructions.
Display Organizational Structure (PPSS)

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TIMEKEEPING -What is the approval process for the workflow inbox? 04/05

ANSWER:  Supervisors have 5 days to approve regular salaried staff/faculty and 2 days to approve students and hourly workers.  If the supervisor does not approve the time entries it then escalates to the time administrator, but the workflow item will show up in both the supervisor and the department time administrators workflow inbox as overdue.  The overdue time will escalate to the university time administrator after another 5 days for regular salaried staff/faculty and to Payroll for the students and hourly employees.  Remember that if the workflow item is in more than one persons inbox, the first person to open the workflow message takes ownership and must take action to approve or decline.

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