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SAP HR Time Management



Infotype 2010

Scenario: You are not implementing time management but would like to know whether you can use infotype 2010 (Employee Remuneration) in the payroll calculations - and how it is used.

You can use IT2010 to be read by the Payroll driver. You may have some time data which you wish to enter on the system and then be paid according to the times entered. You can enter a rate in the valuation basis field. There are 3 options with the rate you enter.

(i) add this value to pay coming off IT 0008 (Basic Pay)
(ii) replace the value coming off IT 0008
(iii) subtract this rate from the one coming off IT 0008.


Scenario: You currently only allow absences to be taken per day for salaried staff but would like to allow your payroll staff to take hourly leave. You wish SAP to calculate their hourly absence as a percentage of their required daily work time and then record this hourly absence as a percentage of their work day i.e. 0.25.

Ensure that you have configured all the absence counting in the IMG - for the employees in question. When creating the absences enter the from and to times of the absence, instead of accepting the default hrs that the system suggests. This will calculate the percentage.

You need to go through the IMG for absence definition step by step. This allows you to group together personnel sub-areas and work schedules and link them all up together with permissibilities and other pieces of configuration. It is a fairly complicated part of the system.

Scenario: You have an absence on which there is an upper limit. Employees are not allowed to take more than 15 days on absence type xx. What is the correct approach to set this limit?

The best way is to make use of quotas. You can use the functional limit in combination with table T559P or use types an constants. In both cases you have to create rules to handle this. Consider also, the implication of changing the year

You could also set the maximum absence and attendance duration in table T554S.

Absence Valuation

Scenario: You have an absence type - sick leave, which is either fully paid or half paid depending on which quota it was deducted from.

This is possible in version 4 and above, where you can specify a sequence in which absence quotas are calculated. Go to table T554L and create valuation rules. Assign the absence to the valuation classes. In 'Creating Counting Classes for Absence Valuation', make the % value 50 wherever you have your "Sick Leave 1/2 Paid".

Shift Planning

Scenario: You wish to define more than one shift to an individual per calendar date. It would appear that you can only create one shift per person per day and you wish to assign up to 3 shifts per person per day.

It's not possible to assign 3 shifts to an employee in a single day. The workaround in this instance would not be to use 3 shifts, but to create a work schedule that incorporates the 3 shifts e.g. with a day program that has 3 sets of working hours.

Wanting to configure Shift Premiums

You can do so in the IMG using the menu path

PA SAP HR arrow_r Payroll data SAP HR arrow_r Remuneration information

You can configure the premiums for PSAs. It is likely that you will also need to configure a rule which controls the premiums based on the PSA.

Collision Checks

You may wish to get the system to undertake collision checks between an attendance and a shift or Daily Work schedule. For example you may want to prevent an employee being booked on a course whilst on a night shift. You need to configure the table views V_554Y_B and V_T554Y. Alternatively you can look in the IMG for 'Time Constraint Reaction to Time Management Infotypes' under Time Recording.

Unpaid Absence

Whilst running a payroll simulation, an unpaid absence is not deducted from the salary when an employee has applied for unpaid leave

You need to customise the tables T554S, T554C or T5xS0, etc. where "x" is the country code.

Absence Quotas 1

If an employee only works for 10 months in a year, how are the validity and deduction periods set?

Set the validity in time constraint in IT2006/7

After having set up the deduction rules for quota generation, you realise that even when an employee is on unpaid leave for a whole month, quotas are still being generated. How can this be avoided?

Set up a special rule which skips accrual in these specific circumstances.

How can you transfer balances from one quota type to the other at the end of the financial year.

You don't have to do this if you have already set the validity for the following period also.

If you wish to have it in special values, then you have to transfer the quota value to a time type and set up time types.

Is it necessary to create a time type for every Absence Quota type created?

Under normal circumstances you do not need a time type for absence quotas.

What time types are available as standard entries in the system for Quota accruals?

Have a look at table.T555A.

Is it always necessary to create your own PCR's for processing Absence Quotas in Time Evaluation?

Under normal circumstances you shouldn't need to do this. But in the main, most companies can't get by with standard SAP and end up tweaking the system.

Absence Quotas 2

Having created specific quotas - you wish to assign these to every employee in the company. Is there a program or utility to create the records?

There is a South African standard program which can do this - RPILVEW0. It is worth having a look. Unfortunately there is no documentation for the program. It also allocates leave entitlement on infotype 0005, but you can turn this facility off on the selection screen. You define the rules for giving quotas on IT 2006, and renewing them on expiry in table t5w4a.

Absence Quotas - Range of Service

To configure leave entitlement based on the number of years of service, you need to go to the IMG - Automatic generation of Absence and Leave Quota. Here you can set up the range of service years.

If you are not using the auto generation, you will have to use feature VAC16 in the Leave entitlement section of the IMG.

Below is an example of setting up the base on the number of service years.


d DAUER?'0005' * &****=10 >
d DAUER?'0010'> * &****=12 > >
d DAUER?'0015' etc....

This decision rule first analyses whether an employee has 5 years of service and grants 10 days of leave. If it's greater than 5 years it checks whether service years is greater than 5 years and up to 10 years and grants 12 days of leave etc.

Absence Counting on Public Holidays

In a company, no one is required to work on public holidays. How can you configure the system to deduct absences from the absence quotas even though those absences are on public holidays?

Look at table T554x which determines the absence counting rules. There are fields holiday class and day types which are required for the above requirements. Table T554x is also useful if you are using quota type 99.

Holiday Calendars

How do you apply certain religious holidays to a factory calendar, where the religious holidays vary from year to year?

You can create movable holidays in the holiday calendar. Just go to the "maintain "calendar" item in the IMG under global settings. Here you can specify exactly the kind of holiday it should be - including the religion.

Default Values - Infotype 7

How can you set a default value in infotype 0007 for the field "time management status"?

If you are using version 4.5 and above, then you can use feature TMSTA to default the Time Mgmt Status in IT0007.

You can use the customer enhancements (user exits) to default values in any infotype.

Valuation Basis

You wish to use a payment amount which is different to the one in IT 0008 (Basic pay) and associate this with an attendance entered on IT 2002. Where can you enter such a payment?

There is a field in IT2002 (menu path: Go To > Different Payment). You can enter the amount in the field "Valuation Basis". This amount will be used in payroll processing. Remember that you have to keep the field valuation indicator blank if you are going to offer an amount.

How to retrieve amount of leave available for a leave type

Where in the system can you find out the remaining leave balance for an employee?

You can obtain this information by looking on IT 0005 if you are using leave entitlement and IT 2006 if you are using absence quotas. Clicking on the overview button will show you all the data pertinent to the employee.

If an employee applies for leave from the 5th to the 14th, how will the system calculate the number of leave days in this period where for some leave types Saturday and Sunday are counted as absences, whilst for other leave types, they are not.

This ultimately depends on the configuration of your system. If you have configured that any absences cannot be recorded on a day off/non-working period - you will then be forced to record only the working days. If you have configured otherwise, an absence on a range (in your example 5 to 14) would be recorded even on non-working days, but those days will not be included in the absence counts. For example: if 5 to 14 are all working days, the system will show this on IT 2001 (in the 'Absence Days' field) as 10 days. But, if 7 and 8 are non-working days, for example, the system will show the absence as 8 days.

Generating Leave Entitlements

What are the differences between the programs RPILVA00 and RPTLEA30?

There is a critical difference between RPILVA00 and RPTLEA30. The difference is in the usage. You use RPTLEA30 for generating leave entitlements (IT 0005) for the year for a set of employees. This is dependent on your features LVTYP, LVNUM, VACBE, UABEG, UAEND and I0005.

You use RPTLEA30 for generating leave entitlement based on time data of the previous year . This last year is the key difference. If you have a business rule specifying that the current year's leave accumulation is based on the previous year's work, you can set it up here and use it. For this to take place, you have to have maintained features LVYEA, LVACC, LVBEG, LVEND, LVCUT, LVRND, LVDEF and LVMAX. If you want to process leave types with zero entitlement, then you have to set up feature LVZER.

You will still be required to run RPTIME00. After running RPTIME00, the calculated values are checked by RPTLEA30 for the hours worked etc. in the previous calendar year.

If you are using positive time evaluation and have used TS15/12 then you need not run RPTLEA30 because it automatically updates leave based on the number of working hours. But if every year fresh leave entitlements are started and are not based on the last calendar year's working then you have to use RPILVA00.

Attendances and Work Schedule Rules

Scenario: When entering an attendance type on a weekend or holiday (assuming a regular 8 hour day with a 1 hour break) on IT 2002, you wish to enter the start and end times (8:00 - 17:00) and either have the break automatically factored in or be able to enter it separately.

The problem is that the work schedule rule is not defined for weekends and holidays. The system will not allow you to enter a break on a scheduled day off.

There are several ways to overcome the above situation.

  1. You can use IT 2011 by entering attendance reasons (i.e. 1000 for your attendance and 2000 for the break) and handle these attendance reasons through time valuation (creating a special rule).
  2. You also can use IT 2003 - substitution, for it. Enter an individual daily work schedule - with breaks. You will have to adapt time valuation (by creating a special rule).
  3. You can use a special attendance quota and enter a balance revision for the break. You also have to adapt the time valuation (by creating a special rule).

You shouldn't use IT 2005 in positive time management. This infotype has an impact on payroll calculations, due to the fact that it is usually used to handle additional payments and normally used in negative time management.

The solution you decide on will depend on your specific requirements.

Work Schedules 1

T551A and T508A hold all the settings for the relevant work schedules. These in combination with T503 and T001P hold the necessary information for the work schedule rules.

Alternatively you can look at table T552A using SE16 to look at all the settings relating to work schedules.

Work Schedules 2

Scenario: You have a requirement to assign more than one work schedule to an employee e.g. 1 employee has 2 different daily work schedules (1 for a morning shift and another for evening security shift). How do you link these 2 daily work schedules to the employee on I0007?

You can undertake this in the following manner. On any given day, any employee can follow only one daily work schedule.

But in the employee's period or monthly work schedule you can define that on the first day he can have a morning shift daily work schedule and on the same day he can have the security shift daily work schedule. In that way for a particular day he can be assigned to both work schedules.

Another way is to use shift planning where the employee can get a substitute work schedule for the particular day.

Work Schedules 3

Scenario: You require the assignment of more than one daily work schedule(DWS) to an employee. You might have 2 different DWS (1 for morning shift and another for evening shift). The critical question is how do you tie these 2 DWS to the employee on IT 0007.

Create 1 Day Program that incorporates all your different work hours - breaks etc.

Alternatively you can set up an 'Open Work Schedule' (starting at the start time of the morning shift and ending at the stop time of the evening shift). This schedule is similar to that of employees who can come in and work at any time and get paid for whatever time they have logged in for.

Work Schedules 4

Work schedules are created and joined together to form period work schedules. A DWS might be 8 hours, 11 hours, 10 hours, etc. Each of these is then used for the period work schedule (PWS). You setup each until the pattern starts again. Period work schedules can last from a few days to a good number of weeks - the maximum being the entire length of the pattern.

Work Schedules 5

Scenario: You may have a DWS which starts at 00:15 and ends at 07:00. If you have tolerances set at 23:30 and 00:25 for begin time, when configuring the DWS you may receive the following error message: End of begin tolerance >= End of planned working time. In addition if you set the tolerance as 00:00 you don't get the error message.

A daily work schedule with a planned working time starting at 00:00 and a begin tolerance before midnight cannot be defined in SAP.

The workaround which solves the problem, is to define the planned working time as 23:59. Then you can define the begin tolerance from 23:38 to 00:07. The downside to this workaround is that the time data for that day is assigned to the previous day.

Automatic Generation of Absence Quotas

Wishing to automatically generate absence quotas for a group of employees.

You can do so by using the report RPTQTA00.


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