Overview

The T&A Validation System (TIME) is the edit system of National Finance Center (NFC) for time and attendance. TIME performs all editing and validating necessary for acceptance of Time and Attendance (T&A) data for payment. TIME utilizes the Payroll/Personnel System (PPS) database and table files in its edit/validation process.

The purpose of this procedure is to (1) familiarize Agencies with TIME edits so that these errors will be avoided when preparing T&As and (2) inform Agencies of the action taken by NFC to release T&As from suspense. It is not to be used for preparing T&As for processing; the Time and Attendance Instructions (TNAINST), https://www.nfc.usda.gov/Publications/HR_Payroll/TA_Processing/Procedures/TNAINST.pdf, should be used for that purpose.

System Interface

TIME interfaces with various subsystems of PPS. These include but are not limited to:

webTA and Paycheck8 - TIME replicates webTA and Paycheck8 edits.

Time and Attendance Report Online Suspense Correction and Document Addition System (TSUS) - TIME edits are corrected in TSUS.

Adjustment Processing System (ADJP) - Corrected T&As are processed through ADJP.

Payroll Accounting System (PACS) - T&A hours charged to accounting data are computed and processed for distribution through PACS.

Management Account Structure Codes System (MASC) - TIME validates T&A accounting data against the accounting data table in MASC.

Table Management System (TMGT) - TIME validates transaction code, contact point, etc., against tables in TMGT.

The T&A Process

Agencies enter T&A data. T&A data is transmitted electronically from Agency locations every 2 weeks to NFC. The data is edited in the front-end system before transmission, then further edited when processed through TIME. TIME jobs are processed and T&As are corrected daily during the processing cycle until the Payroll Computation System (PAYE) processes. All errors encountered are reflected on an error suspense file. These errors are corrected by NFC through TSUS. After correction, the data is updated on the database for subsequent payment processing.

Personnel and other payroll editing is performed in the Personnel Input and Edit System (PINE). "Cross editing" is performed between payroll/personnel data and T&A data (i.e., personnel action requiring a split T&A. Personnel offices and timekeepers must coordinate the payroll/personnel process with the T&A process to facilitate efficient and accurate payment to the employee.

Further editing is performed by PAYE which computes pay, applies deductions and adjustments as necessary, and prepares the file for issuance of salary data by the Department of the Treasury. PAYE normally processes on Thursday and/or Friday of the following week after the close of the pay period.

Front-End Edits

webTA is hosted by NFC for T&A entry. webTA and Paycheck8 perform front-end edits by utilizing table files in their edit/validation process. They validate field entries and edits for completion of required fields based on other entries. Edits are also performed in TIME. When a T&A is suspended in TIME, corrected, and released, TIME performs front-end edits (and TIME edits) to assure no new errors are encountered.

TIME Edits

TIME edits are maintained online by NFC in the TMGT, Table 34, TIME Edit Error Messages and Codes. TIME edits are established, changed, and deleted, as the need arises or based on user requests. Certain errors can be "force accepted" (i.e., released with the error) while others must be corrected. Table 34 includes a field, Force Accept Msg Code, that indicates if the error can be force accepted. Y indicates that the message can be force accepted; N indicates that it cannot be force accepted.

Nonfatal errors or informational messages will not prevent payment of the T&A unless a fatal error also exists. A T&A with only a nonfatal error is automatically released though the error displays in TIME suspense. The system will automatically correct certain nonfatal errors by generating certain information. For example, if Transaction Code (TC) 72, Absence Without Leave (AWOL) hours do not agree with the AWOL hours shown in the leave area of the T&A, the system will generate the hours in the leave area to agree with the hours recorded for TC 72.

A fatal error is an error that will prevent payment of the T&A unless the error is corrected or force accepted.

NFC Use Only error messages indicate Agency and/or NFC initiated activities. NFC initiates a "puller" to delete a T&A from the system based on Agency request. The puller places the T&A in suspense for deletion.

Certain errors require the processing of personnel actions while others require addition, deletion, or recoding of T&A data. Those requiring a personnel action, in some cases, cannot be force accepted. Payroll/Personnel Report Generator System (CULPRPT) report CULP0099, Error Analysis for T&A Processing, lists T&As that are held in suspense pending the processing of a personnel action. The CULPRPT report CULP0099 lists T&As that require the processing of a personnel action to release the T&A from suspense and is shown with the TIME edit messages for each error message that requires the processing of a personnel (or payroll) action to release the T&A. Lack of the following and other payroll data could suspend a T&A:

• Check mailing address
• Quarters allowance (per day rate)
• Separate maintenance allowance (per day rate)
• Restored annual leave data

The system edits for continuity of payment for full-time and part-time employees. The CULPRPT report CULP0013, Active Full/Part-Time Employees - T&As Not Received by the NFC, is produced each pay period for Agencies to review and transmit T&As, as appropriate, for the employees listed.

The Correction Process

NFC will attempt to contact Agencies either via telephone or telefax prior to the processing of PAYE for guidance on suspended T&As, as needed.

NFC has established guidelines for correcting T&As. These guidelines are included with the TIME edit messages under NFC Action. If NFC needs guidance from the Agency to correct a T&A and is unable to contact the Agency due to time constraints during the processing cycle, the NFC Action shown will be used to release the T&A from suspense without notifying the Agency. In most cases, the Agency will be notified of the action taken.

Agencies should refer to the biweekly CULPRPT report CULP0053, Error Analysis by Contact Point and/or the TIMET&A, Error Analysis Report by Contact Point (TIME 3201), which list the Agency’s rejected T&As. To determine NFC’s changes to the T&A, compare the Payroll/Personnel Inquiry System (PINQ) T&A/payment programs to the time reported on the T&A. If the Agency disagrees with the changes made by NFC, a corrected T&A must be transmitted for processing.

Reporting

Ad hoc reporting system is available through Online FOCUS Ad Hoc Reporting System (FOCUSRPT).

Internal TIME reports are produced for NFC use only; external TIME reports are produced for Agency use. A sample of the external reports are included in See the Payroll/Personnel Output (PPO) procedure manual located under the Reporting publication category on the Publications page of the NFC Web site, https://www.nfc.usda.gov.

The T&A-related reports that the Agencies receive at the close of the pay period should be used by:

Timekeepers as a learning tool to avoid making these mistakes when preparing future T&As

Personnel offices to assure all personnel actions required are processed

Accounting offices to review for charges associated with error conditions

TIME reports are also available through the Report Generator System, CULPRPT. Below is a table of the external TIME reports and the CULPRPT counterpart, when applicable.

Note: See the CULPRPT procedure for samples of T&A-related reports.