Step 2 CGFS Import: Make Adjustments Follow

You will want to review various items from your MBC Report, using the sort arrows might make this easier. Things you can check:

1. Click on the Arrow to the right of Total Eligible Hours.

2. Click once and the Arrow will point down, this will arrange the information from highest to lowest. If you have employees on a Salary Plan which has more than 80 hours, then these employees will be at the top of the list (if they were there the entire rating period).

3. Click twice and the Arrow will point up. This will arrange the information from lowest to highest. You will see employees with less than 2080 hours reported. If you have WAE employees, you can view their Total Eligible Hours.

4. To view an employee’s T&A click on the Arrow in the first column on the left in the employee’s row.

5. Now you can compare the T&A hours entered by expanding each pay period. If you examine this employee, you will notice that she has a total of 7 pay periods entered, so probably she worked less than 120 days during this rating period and she may not have a scored EPR.

6. Also, there are four pay periods which have T&A incorrectly reported. After you confirm with the timekeeper, you can correct the T&A directly in RCA. First, click on the Arrow for the corresponding Pay Period you need to update.

7. Notice there are two options for each T&A code, a Minus icon to exclude and an Edit icon to change the value entered.  Click on the Edit icon because in this case we can see the employee took Annual Leave but her Regular Duty was not adjusted.

8. Now you can edit the Hours entered for the Regular Duty T&A code for this Pay Period.

9. Type directly into the text box under Hours and make the adjustment. Click Save when you are finished.

10. Now the employee’s T&A is correctly entered to equal 80 Total Eligible Hours for this Pay Period.

11. You can also edit the Pay Period entered by using the Minus icon to exclude or the Clock icon to add a T&A Code.

12. If you click on the Minus icon, the T&A entered will be completely removed. The hours entered will be “0” and the Minus icon will change to a Plus icon.

13. Click on the Plus icon to add the excluded hours back.

14. Since this employee is missing 40 hours in PP3, we will add the missing T&A code. As an example, we can say the timekeeper confirmed this employee was on Annual Leave during this period. Click the Clock icon to add the T&A Code.

15. Now you see the Add T&A Code popup window. First select the T&A Code using the dropdown menu.

16.  In the Hours text box, type the number of applicable hours for this T&A Code. Click Save when you are finished.

17. Now the new T&A Code is correctly reflected for this Pay Period.

If you notice an employee has hours missing from their Total Eligible Hours and you check the Pay Periods which are less than 80 hours, you may notice there is a T&A Code which was not included in the T&A  [KM1] in the Total Eligible Hours column. This is because this particular T&A Code is missing from the Rewards Configuration. In the example below, only 78 hours are included in the Total Eligible Hours Column, however the employee should have 80 Total Eligible Hours. If you expand the T&A Column for this pay period, you will notice there are 2 hours reported for Travel Comp Time Used, however, these hours were not counted because this T&A Code is missing in the Rewards Configuration.

The only option from here is to edit the T&A hours entered, if you need to remove or add hours, click on the Edit icon. Click Cancel if you are not editing the number of hours, but instead you need to add this T&A Code to the Rewards Configuration so it will be applied to all employees with this T&A Code in the CGFS File.

To fix this you will need to clear your upload (see 1: CGFS IMPORT - CLEAR UPLOAD).

1. Save your changes you already made by Exporting to Excel.
2. Rename your downloaded file to a new name ex: MBC Report with Changes.
3. From Rewards Configuration, click Unlock.
4. Edit the T&A Codes.
5. Click Add New.
6. Copy and paste the missing T&A Code. (See Rewards Configuration: T&A Codes).
7. Click Save on the Mission tab.
8. Click Proceed on the Mission tab.
9. Upload the downloaded MBC Report with your changes.
10. Pick up where you left off.

For additional help, please contact DT at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
Visit the Global Application Portal (GAP) for the latest news and information on all the ADG's applications.