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									                                                                       Chapter

                                                                           2
Time and Leave Transactions


Objectives:
At the end of the chapter you will be able to:
       Display an Employee Personal Work Schedule
       Display Employee Time Data
       Create a Permanent Change to a Work Schedule
       Create a Temporary Work Schedule Change (Shift Substitution)
       Display Quota Overview
       Create a Leave Quota Correction Record
       Generate Special Absence Quotas
       Create Personal to Holder Leave record
       Create a Leave Quota Compensation Record
       Create an Absence for an Employee
       Perform Time Evaluation for an Employee
 Time Management




Course Map
The course map will provide you with a high level overview of where you are at the beginning
of every chapter.




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Time Management Transactions
                     This chapter explains the different Time and Leave Management
                     transactions that the Time Administrator uses to maintain Employee time
Overview             data.
                     The relevant Time Administrator cannot approve or authorise any Time
                     Records and must therefore have an approved record that is authorised by
                     the Manager before he/she creates any Time Record for an Employee.
                     To maintain the Time Data of an Employee, the Administrator will use the
                     Time Managers Workplace.
                     To maintain absence quotas and planned working time, the Administrator
                     will use Maintain Time Data (PA61) transaction.
                     In the Maintain Time Data (PA61) transaction the Administrator needs to
                     select or enter the relevant Time Infotype (2000 range) number in the Direct
                     Selection area of the screen or display the Time Data tab that contains the
                     frequently used Time Infotypes.




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TERMS AND CONCEPTS
                   Term/Concept   Description

                                  Infotypes are HR-specific data structures that are
                                  grouped together according to content. The Infotype
                                  structures contain records of related Employee
                                  information that can be created, changed, copied,
                                  delimited and deleted.
                     Infotypes
                                  It is essential that certain master data be maintained for
                                  all Employees. This information is maintained via
                                  Infotypes. Some Infotypes are maintained in the HR
                                  Personnel Administration module and others in the
                                  Time Management module.

                                  Infotype sub-types subdivide Infotype records. Subtypes
                                  within Infotypes allow for the generation of independent
                     Subtypes     record keeping. For example, Infotypes for absences
                                  have subtypes, which allow for different types of
                                  absences.

                                  The following Infotype Record Editing Options are
                                  available:

                                         Display

                                         Overview
                     Editing
                     Options             Create

                                         Change

                                         Copy

                                         Delete

                                  The Display function displays an Infotype record valid
                                  for the time period selected for an Employee.

                                  The Overview function displays all the relevant Infotype
                                  Records of a selected Infotype in a table format.
                                  Depending on the transaction being used, records can
                                  then be displayed, changed, copied or deleted.




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                              The Create function adds a new Infotype record without
                              changing the preceding one. This function takes you to
                              an empty entry screen, where you make relevant
                              entries in the fields. A history of the previous record is
                              kept on the system. Usually a new record with a new
                              validity date is created when an Employee’s data
                              changes.

                              When you use the Change function, you will overwrite
                              (not add) data. The history of the record is lost. Use
                              this function, for example, when an incorrect deduction
                              was captured for an Employee. When you change the
                              data, a retro-calculation is done to recalculate the
                              employee’s pay for the retrospective period and pay the
                              employee the balance . Change should only be used if
                              the data you have entered contained incorrect
                              information or mistakes. The Change function corrects
                              data that already exists; it does not create new data.

                              The Copy function copies existing information and at
                              the same time creates a new record. It also extends the
                              history. Use this function to copy an Infotype record.
                              Note: A new Start Date must be entered when you use
                              the Copy function to extend the history. If the Start
                              Date is not changed, the previous record will be
                              deleted, and history will be lost. The system will
                              display a warning message that you are about to delete
                              a record.

                              The Delete function is used to delete a record if it is
                              incorrect and cannot be changed. When a record is
                              deleted, the history is lost.




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                   The following Infotypes are of importance for Personnel Time Management:


                       Infotype      Description

                         0007        Planned Working Time

                         0416        Time Quota Compensation

                         2001        Absences

                         2002        Attendances

                         2003        Substitutions

                         2006        Absence Quotas

                         2012        Time Transfer Specifications

                         2013        Quota Corrections

                         0016        Contract Elements




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DISPLAY A PERSONAL WORK SCHEDULE - SINGLE RECORD
                     This transaction is used to view or display an Employee’s work schedule.
                     He/she may want to know on which Saturdays they will be working during
Overview             the coming month. However, if the employee has been substituted on
                     another shift you can use transaction PT63 – refer to the Time
                     Management Reporting Manual




                     Ensure that the SAP Easy Access screen is displayed.
                     Select Human Resources  Time Management  Administration  Time
Menu Path            Data  PA51 – Display
                     OR

                     Enter transaction code PA51 in the Command field and click on the
                     Enter button.




Display Time         The Display Time Data screen is displayed.
Data




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                     Complete the following instructions:

Instruction           Button/Field     Description

                                       Enter the Personnel Number of the person or click on
                      Personnel no.    the Possible Entries   button to search for and select
                                       the relevant Person.

                                       Click on the Selection box button next to the relevant
                                       Infotype.

                                       Click on the Enter button to check and update the
                                       fields.




Display Time
Data                 The Display Time Data screen is displayed.




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                   Complete the following instructions:

Instruction         Button/Field    Description

                                    Click on the Display button to display the current
                                    Infotype Record for the selected Employee.




Display            The Display Planned Working Time screen is displayed.
Planned
Working Time




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                      Complete the following instructions:

Instruction            Button/Field        Description

                                           Click on the Work Schedule button to display the
                                           Employee’s current month planned working times.




                      If you do not specify a date, SAP will display the current month’s Work
Take Note             schedule.




Display Work          The Display Work Schedule screen is displayed.
Schedule




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                   Complete the following instructions:

Instruction         Button/Field      Description

                                      Double click on the relevant Daily Work Schedule to
                                      display the planned working hours.




                   The Display Work Schedule screen is displayed.
Display Work
Schedule




                   You are now able to:
                          Display the Personal Work Schedule of an Employee
Consolidation




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DISPLAY TIME DATA - OVERVIEW
                      This transaction is used to view or display Employee time data. For
                      example, before capturing sick leave for an Employee, he/she displays the
Overview              Employee absence quota to determine if the person has sufficient days of
                      sick leave entitlement.




                      Ensure that the SAP Easy Access screen is displayed.
                      Select Human Resources  Time Management  Administration  Time
Menu Path             Data  PA51 – Display
                      OR

                      Enter transaction code PA51 in the Command field and click on the
                      Enter button.




                      The Display Time Data screen is displayed.
Display Time
Data




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                   Complete the following instructions:

Instruction         Button/Field     Description

                                     Enter the Personnel Number of the person or click on
                    Personnel no.    the Possible Entries   button to search for and select
                                     the relevant Employee.

                                     Click on the Selection box button next to the Infotype
                                     Absence Quotas.

                        Period       Enter or select the Period required.

                                     Click on the Enter button to check and update the
                                     fields.


                   The Display Time Data screen is displayed.
Display Time
Data




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                      Complete the following instructions:

Instruction            Button/Field      Description
 Overview
 Absence                                 Click on the Overview button to display the current
 Quotas                                  Infotype Record for the selected Employee.




                      The Overview Absence Quotas screen is displayed.




                      The Absence Quotas of the selected Employee are displayed.

System Result




                      You are now able to:
                             Display the Absence Quotas of an Employee
Consolidation




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PERMANENT WORK SCHEDULE CHANGE (PLANNED WORKING TIME)
                   This transaction is used to change the work schedule of an Employee by
                   creating a new record. For example, an Employee is permanently
Overview           changing their roster. In such cases, their work schedule needs to be
                   changed. A new record is created from the date the Employee starts
                   working according to the new work schedule.
                   If the work schedule change results in a change to ordinary working hours,
                   the Employee’s Basic Pay Infotype (0008) record must be updated. The
                   new Basic Pay record must be created from the same date as the work
                   schedule change, with the revised work hours per period.
                   Changes to an Employee’s work schedule due to an organisational re-
                   assignment must be done via a Personnel Action to ensure all the
                   appropriate wage types are updated in unison.


                   Ensure that the SAP Easy Access screen is displayed.
                   Select Human Resources  Time Management  Administration Time
Menu Path          Data  PA61 – Maintain
                   OR

                   Enter transaction code PA61 in the Command field and click on the
                   Enter button.



Maintain Time
Data




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                      The Maintain Time Data screen is displayed.




                      SAP will default to the last personnel number used in the Personnel no.
                      field.

Take Note

                      Complete the following instructions:

Instruction            Button/Field      Description

                                         Enter the Personnel Number of the person or click on
                       Personnel no.     the Possible Entries   button to search for and select
                                         the relevant Person.

                                         Click on the Selection box button next to the Planned
                                         Working Time Infotype.

                           Period        Enter or select the Period required.

                                         Click on the Enter button to check and update the
                                         fields.




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                    Button/Field    Description

                                    Click on the Create button.




Create             The Create Planned Working Time screen is displayed.
Planned
Working Time




                   Complete the following instructions:

Instruction         Button/Field    Description

                        Work        Click on the Possible Entries     button to display a list
                    Schedule Rule   of Work Schedule Rules.




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                      The Restrict Value Range dialog box is displayed.
Restrict Value
Range




                      Complete the following instructions:

Instruction            Button/Field     Description

                           Work
                                        Click on the relevant Work Schedule Rule.
                       Schedule Rule

                                        Click on the Copy button.




Create
Planned
Working Time




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                   The Create Planned Working Time screen is displayed.




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                      The Create Working Time screen is displayed.




                      A message displays on the Status Bar that indicates that the Basic Pay
                      (IT0008) Infotype must be checked and updated.
Take Note




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                   If the work schedule change results in a change to ordinary working hours,
                   the Employee’s Basic Pay Infotype (0008) record must be updated. The
                   new Basic Pay record must be created from the same date as the work
                   schedule change, with the revised work hours per period.




                   Complete the following instructions:

Instruction         Button/Field      Description

                                      Click on the Enter button or hit ENTER on the keyboard
                                      to accept the message and continue.




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                      The Create Planned Working Time screen is displayed.




                      A message displays on the Status Bar that indicates that the current record
                      will be delimited and a new record created from the specified date.

Take Note




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                   Complete the following instructions:

Instruction         Button/Field    Description

                                    Click on the Enter button or hit ENTER on the keyboard
                                    to accept the message and continue.

Create
Planned            The Create Planned Working Time screen is displayed.
Working Time




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                      Complete the following instructions:

Instruction            Button/Field    Description

                                       Click on the Save button.




                      The Change Time Recording Info screen is displayed.
Change Time
Recording Info




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                   Record created.

System Result


                   Complete the following instructions:

Instruction         Button/Field      Description

                                      Click on the Overview button to confirm the new
                                      created record.




List Planned       The List Planned Working Time screen is displayed.
Working Time




                   You are now able to:
                          Create a Permanent Work Schedule Change record for an
Consolidation              Employee




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                                                                            Chapter 2  Page 25
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CREATE A TEMPORARY WORK SCHEDULE CHANGE RECORD (SHIFT
SUBSTITUTION)
                      The Time Administrator uses this transaction to create a shift substitution
Overview              record for an Employee. When an Employee is required to change shifts
                      on an ad-hoc basis, and there is no change to the employee’s leave
                      entitlement, their work schedule is maintained through the Substitution
                      Infotype 2003.
                      This will ensure that the system processes his/her time events correctly and
                      reports correctly on items, for example, overtime worked
                      If the change in work schedule results in a change to leave entitlement,
                      then a new Planned Working Time (IT0007) record is required.
                      The following Substitution subtypes are available:
                              Shift substitution (Changing the daily work schedule).
                              Acting (when acting in another role).- Acting MUST be processed
                               through infotype 9401. This will create the infotype 2003 record,
                               which must NOT be deleted.
                      Substitution records for secondments must only be created as part of the
                      secondment Personnel Action.


                      Ensure that the SAP Easy Access screen is displayed.
                      Select Human Resources  Time Management  Administration  Time
Menu Path             Data  PA61 – Maintain
                      OR

                      Enter transaction code PA61 in the Command field and click on the
                      Enter button.

Maintain Time
Data




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                   The Maintain Time Data screen is displayed.




                   Complete the following instructions:

Instruction         Button/Field     Description

                                     Enter the Personnel Number of the person or click on
                    Personnel no.    the Possible Entries   button to search for and select
                                     the relevant Person.

                        Period       Enter the relevant Substitution From and To Dates.

                       Infotype      Enter 2003 (Substitutions)

                         STy         Click on the Possible Entries     button to display a list
                                     of possible entries.


Subtypes for       The Subtypes for infotype “Substitutions” dialog box is displayed.
infotype
“Substitutions”




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                      Complete the following instructions:

Instruction            Button/Field     Description

                       Substitutions
                                        Select Shift Substitution.
                         Subtype

                                        Click on the Copy button.




                      The Maintain Time Data screen is displayed.
Maintain Time
Data




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                   Complete the following instructions:

Instruction         Button/Field     Description

                                     Click on the Enter button to check and update the
                                     fields.

                                     Click on the Create button to create a record.




Create             The Create Substitutions screen is displayed.
Substitutions




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                      Complete the following instructions:

Instruction            Button/Field     Description

                         Daily Work     Click on the Possible Entries   button to display a list
                          Schedule      of possible entries.




                      The Daily Work Schedules screen is displayed.
Daily Work
Schedules




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                   Complete the following instructions:

Instruction        Button/Field    Description

                     Daily Work
                                   Click on the relevant Daily Work Schedule.
                     Schedules

                                   Click on the Copy button.




Create
Substitutions




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                      The Create Substitutions screen is displayed.




                      Complete the following instructions:

Instruction            Button/Field     Description

                                        Click on the Enter button to check and update the
                                        fields.




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                   The Create Substitutions screen is displayed.
Create
Substitutions




                   Complete the following instructions:

Instruction         Button/Field     Description

                                     Click on the Save button.




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                      The Maintain Time Data screen is displayed.
Maintain Time
Data




                      Record created.

System Result




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                   You are now able to:
                          Create a Temporary Work Schedule Substitution for an Employee
Consolidation




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QUOTA OVERVIEW
                      The purpose of this transaction is to display the Quotas of one or more
                      Employees.
Overview



                      Ensure that the SAP Easy Access screen is displayed.
                      Select Human Resources  Time Management  Administration  Time
Menu Path             Data  PT50 – Quota Overview
                      OR

                      Enter transaction code PT50 in the Command field and click on the
                      Enter button.



Quota
Overview
                      The Quota Overview screen is displayed.




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                   Complete the following instructions:

Instruction         Button/Field    Description


                    Personnel No.   Enter the Personnel Number or click on the      to
                                    search for and select an Employee.

                                    Click on the Enter button.




Quota              The Quota Overview screen is displayed.
Overview




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                      Complete the following instructions:

Instruction            Button/Field       Description

                                          Click on the All button for the selection period.

                                          Click on the Absence Quotas tab to display all
                                          Absence quotas.




Quota                 The Quota Overview screen is displayed.
Overview




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                   Complete the following instructions:

Instruction         Button/Field           Description

                                           Click on the Accrual information tab to view the
                                           leave accrual information.




Quota              The Quota Overview dialog box is displayed.
Overview




                   If several Employees were selected at the beginning of this transaction, the
                   following scroll buttons will appear on the toolbar              . Click on

Take Note          the relevant Scroll button to select another Employee.




                   You are now able to:
                          Access and Execute the Quota Overview transaction
Consolidation




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                                                                               Chapter 2  Page 39
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LEAVE QUOTA CORRECTION
                      The Time Administrator uses this transaction to correct an absence quota
                      for an Employee. For example, where an Employee’s accumulated leave
Overview              quota was incorrectly calculated.
                      The Quota corrections will be used after go-live, when an employee has
                      taken leave in the past that was not recorded in the previous system. The
                      no of days must be deducted using a Quota Correction, and a note must be
                      made referencing the employees absence form using the Note function.




                      Ensure that the SAP Easy Access screen is displayed.
                      Select Human Resources  Time Management  Administration  Time
Menu Path             Data  PA61 – Maintain
                      OR

                      Enter transaction code PA61 in the Command field and click on the
                      Enter button.



Maintain Time
Data
                      The Maintain Time Data screen is displayed.




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                   Complete the following instructions:

Instruction         Button/Field      Description

                                      Enter the Personnel Number of the person or click on
                     Personnel no.    the Possible Entries     button to search for and
                                      select the relevant Person.

                                      Select the Time quotas tab.

                                      Click on the Selection box button next to the Quota
                                      Corrections Infotype.

                                      Click on the Enter button to check and update the
                                      fields.




Maintain Time      The Maintain Time Data screen is displayed.
Data




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                      Complete the following instructions:

Instruction            Button/Field     Description

                              Sty       Click on the Possible Entries     button to display a list
                                        of possible entries.




Subtypes for
infotype              The Subtypes for infotype “Quota Corrections” screen is displayed.




                      Complete the following instructions:

Instruction            Button/Field     Description

                         Quota text     Click to select the relevant Quota to be created.

                                        Click on the Copy button.




Maintain Time
Data




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                   The Maintain Time Data screen is displayed.




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                      Complete the following instructions:

Instruction            Button/Field     Description

                                        Click on the Create button.




Create Quota          The Create Quota Corrections screen is displayed.
Corrections




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                   Complete the following instructions:

Instruction         Button/Field     Description

                         Start       Ensure the Start date is correct.

                       Absence
                                     Ensure the correct Absence Quota Type was selected.
                      quota type

                                     Enter the relevant Number of Days or Hours to correct
                    Quota Number
                                     the Employee Quota.


                   The Create Quota Corrections screen is displayed.
Create Quota
Corrections




                   Note that the accrual entitlement can be reduced or replaced when you
                   select the relevant radio button.
Take Note




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Create Quota          The Create Quota Corrections screen is displayed.
Corrections




                      The User can create a note that indicates the reason for making the quota
                      correction.
Take Note



                      Select Edit  Maintain text
Menu Path             OR
                      Hit F9 on the keyboard.


     Text
                           The Text screen is displayed.




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                   Complete the following instructions:

Instruction         Button/Field     Description

                                     Enter the relevant Reason for making the Quota
                         Text
                                     Correction.

                                     Click on the Save button.


Create Quota
Corrections        The Create Quota Corrections screen is displayed.




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                      Complete the following instructions:

Instruction            Button/Field     Description

                                        Click on the Enter button to check and update the
                                        fields.

                                        Click on the Save button.



Maintain Time         The Maintain Time Data screen is displayed.
Data




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                   Record created.

System Result



                   You are now able to:
                          Create a Time Quota Correction record for an Employee
Consolidation




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GENERATE SPECIAL ABSENCE QUOTAS
                      The Time Administrator uses this transaction to allocate Quotas that are not
                      automatically generated by Time Evaluation. An example would be Sport
Overview              Leave, where an employee needs to apply for the quota and obtain
                      approval. Not all employees will have these Quota types. The Quota types
                      will be created directly in Infotype 2006 and will be available immediately.
                      The Time Administrator MUST refer to the Leave Policy in order to allocate
                      the correct number of quota. The special absence quotas are to be used
                      for the following Quota Types :
                            14   Leave - Special
                            21   Special Sick Leave
                            40   Study Leave
                            60   Paternity Leave
                            70   Sport Leave
                            80   Maternity Leave
                            90   Climatic Leave
                      Note : When creating the Maternity Leave Quota, the number of days must
                      not be entered. The From and to data must be the same and the deduction
                      from and to date must be for at least 6 months. When this record is saved,
                      a Time Transfer Specifications infotype 2012 record will be created in the
                      background with a value of 1. When Time Evaluation is run, the correct
                      Maternity Leave Quota will be allocated


                      Ensure that the SAP Easy Access screen is displayed.
                      Select Human Resources  Time Management  Administration  Time
Menu Path             Data  PA61 – Maintain
                      OR

                      Enter transaction code PA61 in the Command field and click on the
                      Enter button.



Maintain Time
Data




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                   The Maintain Time Data screen is displayed.




                   Complete the following instructions:

Instruction         Button/Field     Description

                                     Enter the Personnel Number of the person or click on
                    Personnel no.    the Possible Entries   button to search for and select
                                     the relevant Person.

                                     Select the Time quotas tab.

                                     Click on the Selection box button next to the Absence
                                     Quotas Infotype.

                                     Click on the Enter button to check and update the
                                     fields.




Maintain Time
Data




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                      The Maintain Time Data screen is displayed.




                      Complete the following instructions:

Instruction            Button/Field     Description

                              Sty       Click on the Possible Entries   button to display a list
                                        of possible entries.




Subtypes for
infotype              The Subtypes for infotype “Absence Quotas” screen is displayed.




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                   Complete the following instructions:

Instruction         Button/Field     Description

                      Quota text     Click to select the relevant Quota to be created.

                                     Click on the Copy button.




Maintain Time      The Maintain Time Data screen is displayed.
Data




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                      Complete the following instructions:

Instruction            Button/Field    Description

                                       Click on the Create button.




Create                The Create Absence Quotas screen is displayed.
Absence
Quotas




                      Complete the following instructions:

Instruction            Button/Field    Description

                                       Ensure the Start date is correct. This should default to
                           Start
                                       the start of the current year.

                                       Ensure the End date is correct. This should default to
                                       the end of the current year. Note: For Maternity Leave
                              End
                                       this must be changed to the same date as the Start
                                       date.

                         Category      Ensure the correct Quota Type was selected.




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                     Button/Field      Description

                                       Enter the relevant Number of Days to allocate to the
                     Quota Number      employee. In the case of Maternity Leave, this will be
                                       left blank. .


                    The Create Absence Quotas screen is displayed.
Create
Absence
Quotas




                    An absence quota (standard annual leave, for example) is granted to
                    an employee for a specific validity period.
                    The deduction interval for the absence quotas specifies the period in which
                    employees can use the quota. The deduction from and deduction to dates
                    of the quota do not have to match the validity period.
                    The type of credit (annual leave, sick leave, and so on) is determined by
                    the quota type.

                    The amount of credit is specified by the quota number (in days or hours).
                    The User can create a note that indicates the reason for making the quota
                    correction.
Take Note


                    Select Edit  Maintain text
Menu Path           OR
                    Hit F9 on the keyboard.


Text




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                      The Text screen is displayed.




                      Complete the following instructions:

Instruction            Button/Field      Description

                                         Enter the relevant Reason for creating the Absence
                            Text
                                         Quotas

                                         Click on the Save button.




Maintain Time
Data                  The Maintain Time Data screen is displayed.




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                   Record created.

System Result



                   You are now able to:
                          Create a Absence Quota record for an Employee
Consolidation




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CREATE A PERSONAL TO HOLDER QUOTA ALLOCATION - SINGLE RECORD
                      This transaction is used to create a Personal to Holder Quota Allocation
                      Record. This will overwrite the standard Quota allocation based on the
Overview              employee’s Work Contract.
                      The Employee’s leave Quota Allocation is based on the value entered into
                      the Work contract field on infotype 0001 Organisational Assignment. When
                      this is to be changed using PTH, the Contracts Elements infotype must be
                      used.




                      Ensure that the SAP Easy Access screen is displayed.
Menu Path             Select Human Resources  Time Management  Administration  Time
                      Data  PA61 – Maintain
                      OR

                      Enter transaction code PA61 in the Command field and click on the
                      Enter button.



Maintain Time
Data                  The Maintain Time Data screen is displayed.




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                   Complete the following instructions:

Instruction         Button/Field              Description

                                              Enter the Personnel Number of the person or
                        Personnel no.         click on the Possible Entries     button to
                                              search for and select the relevant Person.

                                              Select the Time management data tab.

                                              Click on the Selection box button next to the
                                              Contract Elements Infotype.

                                              Click on the Enter button to check and update
                                              the fields.




Maintain Time      The Maintain Time Data screen is displayed.
Data




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                      Complete the following instructions:

Instruction            Button/Field     Description

                                        Click on the Create button.




Create                The Create Contract Elements screen is displayed.
Contract
Elements




                      Complete the following instructions:

Instruction            Button/Field     Description

                            Start       Ensure the Start date is correct.

                       Contract Type    Ensure the correct Contract Type is selected.




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                    The Create Quota Corrections screen is displayed.
Create
Contract
Elements




                    The change to the PTH Quota accrual will take place from the start date of
                    this infotype record.
Take Note




                    The User can create a note that indicates the reason for making the
                    change.
Take Note



                    Select Edit  Maintain text
Menu Path           OR
                    Hit F9 on the keyboard.


Text




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                      The Text screen is displayed.




                      Complete the following instructions:

Instruction            Button/Field      Description

                            Text         Enter the relevant Reason for making the PTH

                                         Click on the Save button.




                      Complete the following instructions:

Instruction            Button/Field      Description

                                         Click on the Enter button to check and update the
                                         fields.

                                         Click on the Save button.



Maintain Time
Data




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                   The Maintain Time Data screen is displayed.




                   Record created.

System Result



                   You are now able to:
                          Create a PTH record for an Employee
Consolidation




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TIME QUOTA COMPENSATION (LEAVE ENCASHMENT)
                      The Time Administrator uses this transaction to create a Time Quota
                      Compensation record to encash Employee leave. Once the record has
Overview              been created and Payroll is run the Employee’s encashed leave days are
                      paid out to him/her.




                      Ensure that the SAP Easy Access screen is displayed.
                      Select Human Resources  Time Management  Administration  Time
Menu Path             Data  PA61 – Maintain
                      OR

                      Enter transaction code PA61 in the Command field and click on the
                      Enter button.



Maintain Time
Data                  The Maintain Time Data screen is displayed.




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                   Complete the following instructions:

Instruction         Button/Field      Description

                                      Enter the Personnel Number of the person or click on
                     Personnel no.    the Possible Entries     button to search for and
                                      select the relevant Person.

                                      Select the Time quotas tab.

                                      Click on the Selection box button next to the Time
                                      Quota Compensation Infotype.




Maintain Time      The Maintain Time Data screen is displayed.
Data




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                      Complete the following instructions:

Instruction           Button/Field     Description

                                       Select the relevant Period radio button.

                              Sty      Click on the Possible Entries     button to display a list
                                       of possible entries.




Subtypes for
infotype
                      The Subtypes for infotype “Time Quota Compensation” dialog box is
                      displayed.




                      Complete the following instructions:

Instruction           Button/Field     Description

                          Subtype      Click on the relevant Subtype.

                                       Click on the Copy button.




Maintain Time
Data




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                   The Maintain Time Data screen is displayed.




                   Complete the following instructions:

Instruction         Button/Field     Description

                                     Click on the Enter button to check and update the
                                     fields.

                                     Click on the Create button.




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Create Time           The Create Time Quota Compensation screen is displayed.
Quota
Compensation




                      Complete the following instructions:

Instruction           Button/Field     Description

                           Start       Enter the relevant Start date.

                          No. to       Enter the relevant Number of Days or Hours to be
                        compensate     compensated.

                                       Click on the Save button.




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Maintain Time      The Maintain Time Data screen is displayed.
Data




                   Record created.

System Result


                   You are now able to:
                          Create a Record to Compensate Employee Leave
Consolidation




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RECORD AND ABSENCE FOR AN EMPLOYEE
                      The Time Administrator uses this transaction to create an Absence record
                      for the employee. Depending on the type of absence, the employees
Overview              Salary may be affected e.g. Unpaid Leave. Where the absence reduces a
                      Quota, sufficient quota must be available :


                      Ensure that the SAP Easy Access screen is displayed.
                      Select Human Resources  Time Management  Administration  Time
Menu Path             Data  PA61 – Maintain
                      OR

                      Enter transaction code PA61 in the Command field and click on the
                      Enter button.



Maintain Time
Data                  The Maintain Time Data screen is displayed.




                      Complete the following instructions:

Instruction            Button/Field     Description

                       Personnel no.    Enter the Personnel Number of the person or click on
                                        the Possible Entries   button to search for and select




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                                     the relevant Person.

                                     Select the Working Times tab.

                                     Click on the Selection box button next to the Absences
                                     Infotype.




Maintain Time      The Maintain Time Data screen is displayed.
Data




                   Complete the following instructions:

Instruction         Button/Field     Description

                                     Select the relevant Period radio button.

                         Sty         Click on the Possible Entries     button to display a list
                                     of possible entries.




Subtypes for
infotype




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                      The Subtypes for infotype “Absences” dialog box is displayed.




                      Complete the following instructions:

Instruction            Button/Field     Description

                          Subtype       Click on the relevant Subtype.

                                        Click on the Copy button.




Maintain Time
Data




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                   The Maintain Time Data screen is displayed.




                   Complete the following instructions:

Instruction         Button/Field     Description

                                     Click on the Enter button to check and update the
                                     fields.

                                     Click on the Create button.




Create
Absences




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                      The Create Absences screen is displayed.




                      Complete the following instructions:

Instruction            Button/Field      Description

                         Start / End     Enter the relevant Start and End date.

                                         The no of days will be calculated by the system. This is
                        Quota Used
                                         obtained from the employee’s work schedule.

                                         Click on the Save button.


                      The duration of an attendance/absence is calculated in five different types
                      of units in the SAP R/3 System. These units are included in the
                      Attendances and Absences infotypes:

                      Calendar days:
                      The system calculates calendar days using actual calendar days for the
                      attendance/absence. Partial days are calculated as 0 calendar days.

                      Attendance/absence hours, attendance/absence days:
                      Attendance/absence hours are calculated using the the planned hours
                      specified in the work schedule. In this way, only the days on which the
                      employee had planned hours are included in the calculation.
                      Payroll hours, payroll days:
                      Payroll days and hours are used for deducting quotas and in payroll
                      (number field of a wage type).




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Maintain Time      The Maintain Time Data screen is displayed.
Data




                   Record created.

System Result


                   You are now able to:
                          Create an Absence Record
Consolidation




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TIME EVALUATION
                      Time evaluation is the process of:
                              Allocating leave entitlements.
Overview
                              Creating exceptional hours for compensation
                      Once Attendance Records (Overtime/Roster Overtime) have been saved,
                      the system will create a wage type for compensation in Payroll according to
                      the determined rules. These rules are written into a time evaluation
                      schema.
                      The method of allocating leave entitlements involves the updating of
                      absence quota records in the time management system according to the
                      Employee’s terms of employment.. Time evaluation is performed on a daily
                      basis or as required.
                      The Time Administrator performs a time evaluation by executing the time
                      evaluation program (RPTIME00).




                      Ensure that the SAP Easy Access screen is displayed.
                      Select Human Resources  Time Management  Administration  Time
Menu Path             Evaluation  PT60 – Time Evaluation
                      OR

                      Enter transaction code PT60 in the Command field and click on the
                      Enter button.



HR TIME: Time
Evaluation




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                   The HR TIME: Time Evaluation screen is displayed.




                   A Time Evaluation is normally performed for a Payroll Area. The User can
                   also perform a Time Evaluation for one or more people. For example,
                   before you terminate a person, to ensure that their leave entitlements are
Take Note
                   correct.



                   Complete the following instructions:

Instruction         Button/Field            Description

                                            Click on the Further Selections button to display
                                            a list of additional Selection Options.

Choose
Selection
Fields




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                      The Choose Selection Fields dialog box is displayed.




                      Complete the following instructions:

Instruction            Button/Field     Description

                                        Click on the Selection box button next to the relevant
                                        Selection Option.

                                        Click on the Select button to select the Selection option.




Choose
Selection             The Choose Selection Fields dialog box is displayed.
Fields




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                   Complete the following instructions:

Instruction         Button/Field    Description

                                    Click on the Continue button to accept the selected
                                    Selection Option.




HR TIME: Time
Evaluation         The HR TIME: Time Evaluation screen is displayed.




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                      Complete the following instructions:

Instruction            Button/Field      Description

                                         Enter the relevant Personnel Number or click on the
                         Personnel
                          Number         Possible Entries      button to search for and select the
                                         Person.

                        Payroll area     Click on the Possible Entries     button to display a list
                                         of possible entries.




Payroll Area          The Payroll Area dialog box is displayed.




                      Complete the following instructions:

Instruction            Button/Field      Description

                        Payroll area
                                         Click on the relevant Payroll Area.
                           text

                                         Click on the Copy button.




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HR TIME: Time      The HR TIME: Time Evaluation screen is displayed.
Evaluation




                   Complete the following instructions:

Instruction         Button/Field    Description

                      Evaluation    The Time Evaluation Schema to be used for Prasa is
                       schema       ZZTM.

HR TIME: Time
Evaluation




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                      The HR TIME: Time Evaluation screen is displayed.




                      Complete the following instructions:

Instruction            Button/Field    Description

                            Time
                                       The defaulted variant can be deleted as this option is
                         statement
                                       not used by Prasa.
                           variant

                       Evaluation up   Enter the relevant Date up to which the Time Evaluation
                            to         must be performed.

                                       Display log should not be flagged if running time
                          Program      evaluation for more than one employee as it will be
                          Options      system time consuming. Any employee who error will
                                       display in an error log.




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                    Button/Field     Description

                                     Select the check box for either:
                                            Display Log – to display additional information
                                             for the time evaluation run.
                                            Test run (no update) - when no update is to be
                                             performed.

                                     Click on the Execute button to start the Time
                                     Evaluation.




                   You only select the Display Log check box    when the Time Evaluation is
                   performed for selected Employees and not a Payroll Area.
Take Note

Display Log
Tree               The Display Log Tree screen is displayed.




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                      Complete the following instructions:

Instruction            Button/Field      Description

                                         Click on the Back button to exit the screen and return to
                                         the Time Evaluation screen.




Exit log
display
                      The Exit log display dialog box is displayed.




                      Complete the following instructions:

Instruction            Button/Field      Description

                                         Click on the Yes button to exit the Log Display screen.




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HR TIME: Time      The HR TIME: Time Evaluation screen is displayed.
Evaluation




                   Complete the following instructions:

Instruction         Button/Field    Description

                                    Deselect the Test run (no update) check box. If
                                    required.

                                    Click on the Execute button to perform a live Time
                                    Evaluation.




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                      The Display Log Tree screen is displayed.




                      The selected Employee Time Evaluation was performed successfully. The
                      relevant absence quotas and leave entitlements are updated.
System Result



                      You are now able to:
                             Perform a Time Evaluation for an Employee
Consolidation




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