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Coding Frequently Asked Questions
When will we
implement ABC for time and attendance?
How will time and attendance
be affected by implementation of ABC?
Who
is responsible for implementation of this part of ABC?
Where do I find the activity codes?
Will the activity codes
be part of the cost structure?
What is my role as an employee?
What is my role as a timekeeper
with respect to ABC?
What is my responsibility
as a certifier of time and attendance?
To what
activity code is an absence charged?
To what activity code
is a charge to leave without pay or absence without leave (AWOL)
made?
To what activity
do I charge credit hours earned and used and comp time earned and
used?
To what activity code
is a holiday charged?
How many lines can be
input in the time and attendance system?
How do I make a correction
to a charge to a certain activity code for a prior pay period?
How should time and attendance
sheets be processed?
For how long must the timekeeper retain the copy of the time sheet?
When will
we implement ABC for time and attendance?
This will be effective on January 11, 2004.
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How will
time and attendance be affected by implementation of ABC?
Employees will have to charge their time to specific activity codes
during each pay period. They must code each hour they work to an
activity code, and timekeepers will have to ensure that employees
have completed the coding.
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Who is
responsible for implementation of this part of ABC?
Employees, timekeepers, and certifiers of time and attendance reports
are responsible.
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Where do
I find the activity codes?
The activity codes can be found at the following site: http://planning.fws.gov/abc/activity/index.html
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Will the
activity codes be part of the cost structure?
Yes, the activity codes will be placed as the last four digits of
the cost structure. In addition, you must be sure to enter the entire
cost structure as shown below, including the org code. If you do
not have a project #, you must insert 4 zeros in the appropriate
place as shown below. The cost structure must be inputted into FPPS
as follows:
XXXX (subactivity) - XXXXX (project #) - XXXX (org code) - XXXX
(activity code)
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What is
my role as an employee?
You are responsible for keeping track of the time you spend on the
various activities throughout your workday and posting your time
to the correct activity code on your time and attendance sheet.
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What is
my role as a timekeeper with respect to ABC?
Your role is to ensure that your employees have posted each hour
they have worked to a work activity and correctly inputting that
into the FPPS.
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What is
my responsibility as a certifier of time and attendance?
Your responsibility is to ensure that all of your employees have
correctly identified the activities to which they are charging the
time they have worked and that the timekeeper has correctly posted
the time and activity code in FPPS before you certify time and attendance
reports.
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To what activity code is an absence
charged?
Charges to annual leave, sick leave, court leave, military, excused
absence (administrative leave) are made to the activity to which
you would have charged the time if you had been at work.
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To what activity code is a charge
to leave without pay or absence without leave (AWOL) made?
That time is not charged to an activity because there is no cost
involved in the time.
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To
what activity do I charge credit hours earned and used and comp
time earned and used?
Credit hours earned and comp time earned will not be charged to
an activity code. However, when credit hours or comp time are used,
they will be charged to the same activity code that they would have
been charged if you had been at work during that time.
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To what
activity code is a holiday charged?
Again, that time is charged to the activity code it would have been
charged to had you been at work.
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How many lines can be input in
the time and attendance system?
Our payroll system allows as many as 99 lines to be input.
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How do I make a correction to
a charge to a certain activity code for a prior pay period?
Changes to activity codes cannot be made through they payroll system.
They must be made through the Federal Financial System (FFS). You
should contact your FFS point of contact for information on how
to make this type of a change.
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How should
time and attendance sheets be processed?
The employee completes the form, entering the number of hours he/she
has worked, and posting those hours to the correct activity code.
The employee forwards the time sheet to the timekeeper who ensures
that all hours worked are charged to a specific activity code; that
all leave or other type of absence is properly annotated and charged
to a specific activity code; and that all time entries recorded
on the sheet are assigned the appropriate payroll code. After reviewing
the time and attendance sheet, the timekeeper will input the data
into FPPS, sign the time and attendance sheet and forward it to
the certifier. The certifier will review the time sheet to verify
the accuracy of the time worked and any absences charged as well
as the activity codes to which the time has been charged. After
that review, the certifier will sign the time sheet and certify
the time and attendance in FPPS. The certifier will return the time
sheet to the timekeeper.
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For how long must the timekeeper
retain the copy of the time sheet?
The General Records Schedule requires that source documents for
time and attendance can be destroyed after a GAO audit is conducted
or 6 years, whichever is sooner.
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