Topic 35: Absence Quotas (And 6000 real-time SAP Screen shots)

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Absence Quotas like SICK LEAVE, ANNUAL LEAVE....

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Setting Groupings for Time Quotas

In this section, you group your employee subgroup grouping and the personnel subareas together based on the time quota types permitted.

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Time Quota Types

In this section you define the attendance and absence quota types that you wish to use for managing time accounts. You specify how attendances and absences are to be deducted from the employees' quotas.

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Absence Quotas

IMG Path & Table: Define Absence Quota Types


Path: Time Management -> Time Data Recording and Administration -> Managing Time Accounts Using Attendance/Absence Quotas -> Time Quota Types -> Define Absence Quota Types
Table: V_T556A

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Activities

Decide which types of entitlement to time off your employees have.

Define the absence quota types you want to use based on the groupings. Use the
SAP standard entries as a guide. If necessary, define additional absence quota types.

In the field Unit of Time/Measurement define whether you want the entitlement to time off to be maintained in hours or in days.

Assign a time unit to the quota type.

If you define an absence quota type with a time unit in hours, you can enter default
values for the start and end times. These are proposed in the Absence Quotas infotype when you enter absence quotas.

Example: In your enterprise, employees are only allowed to take time off for overtime in the afternoon. Enter 12:00 (noon) to 24:00 (midnight) as the default values for start and end times.

For USA, unit in Hours is usually used for Absence Quotas (Vacations, sick, etc). PTO and Floating Holidays are counted as Days.

Enter the time constraint class for the absence quota type. The step Specify System Reaction to Overlapping Time Infotypes contains information on the concept of defining time constraint classes.

In the field Negative deduction to, specify whether and to what extent there can be negative deduction of entitlement to time off.

In the Rounding field, specify how absences of less than one workday should be deducted from a quota which is maintained in whole days

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Example

You want to define the entitlement to Annual Leaves for your employee subgroup 1 and personnel subarea 10.

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Absence Quota Type

An absence quota type forms the subtype of the Absence Quotas infotype.

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Time/Measurement Unit Text

This field specifies the unit of time or measurement which is to be used as a basis for calculations.

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Time constraint class

The time constraint class is used to check for collisions between Time Management infotypes (2001 to 2012). It allows you to specify different regulations for checking for collisions between individual subtypes.


The views Time Constraint Reaction to Time Management Infotypes (V_554Y_B) and Global Time Constraint Reaction (V_T554Y) contain rules for the collision check.




Mainly tells in a same period do u want to take two leaves or not...lile

Time Constraint 01 : MUST CONTAIN A RECORD ALWAYS (Like IT0008)

Time Constraint 02 : CAN HAVE RECORDS WITH ANY TIME CAN HAVE SAME RECORDS AT A SAME TIME

Time Constraint 03 : CAN HAVE RECORDS WITH ANY TIME CAN NOT HAVE SAME RECORDS AT A SAME TIME
- Like Leaves can take any time but not two leave at a same time

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Negative deduction

Specifies the value in hours or days by which the time quota can be deducted over and above the entitlement.




Live Employees can take leave even not quota exits

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Calculating Absence Entitlements

In this section you make the settings required for the automatic accrual of absence quotas.

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Automatic Accrual of Absence Quotas

In this section, you specify how time off entitlements are generated in the Absence Quotas infotype (2006). You can choose between two procedures:

1. Generating default values
Time off entitlement is generated either for multiple employees using the Generate

Absence Quotas report (RPTQTA00) or online when you create an infotype record.

2. Automatic accrual
Time off entitlement is generated automatically during time evaluation.

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In this step, you specify that an absence quota be accrued automatically during time evaluation.

Entitlements can be accrued in the Absence Quotas Infotype in one of two ways:

1.The system calculates the entitlement anew each time and overwrites the existing value in the Absence Quotas Infotype (2006). These quota types are referred to as those that are replaced.

Note: Absence quotas that are replaced should be processed by time evaluation once only, that is, these should be able to be updated only by function QUOTA, only by a time transfer, or only by operation UPDTQ. In any other case, the quota number cannot be determined, as you require.

2.The system calculates the entitlement acquired during the current accrual period and adds this value to the existing infotype record. These quota types are referred to as those that are increased.

The quota number determined during time evaluation cannot be changed in the Absence Quotas infotype (2006). You can use the Quota Corrections infotype (2013) to correct the quota number of quotas that are increased, but not of quotas that are replaced.

Example
You want your employees’ leave entitlement to be determined on a pay period basis (pro rata) during time evaluation. You want the new value to be added to the existing entitlement in the Absence Quotas infotype (2006). You select the Increase field for the relevant quota type in the view.

Those quota types set for no generation are based on entitlements that are given upon hire or an annual basis.

IMG Path & Table: Permit Generation of Quotas in Time Evaluation

Path: Time Management -> Time Data Recording and Administration -> Managing Time Accounts Using Attendance/Absence Quotas -> Calculating Absence Entitlements -> Automatic Accrual of Absence Quotas -> Permit Generation of Quotas in Time Evaluation Table: V_556A_B

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Rules for Generating Absence Quotas

In this section, you specify the rules governing the generation of time off entitlements.

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Set Base Entitlements

In this step, you set rules for determining the total entitlement (base entitlement) to an absence quota type. The base entitlement forms the basis for calculating the prorated leave or absence entitlement for each accrual period.

If you determine the base entitlement according to the employee's age or seniority, you enter a constant expressed in days or hours.

If you use time evaluation to generate absence quotas, you can make the rule more specific. You may want to do this if the differentiation based on an employee's age or seniority is not sufficient for your purposes, or if you want to use other criteria to determine the base entitlement. You can do this by incorporating personnel calculation rules in the time evaluation schema. In the rules, you fill a special time type with the base entitlement according to the employee's organizational details or the results of time evaluation. You store the special time type, which the system reads in order to determine the entitlement, in this view.

If you want to vary the base entitlement according to age or seniority interval, you can distinguish between the various entitlements by numbering them sequentially.

The base entitlement is set for a specific period. You have three options for determining the base period:

• According to employee-independent periods:
  The base period can relate to the calendar year, the time evaluation period, or an individually specified period in the Period Parameters table.

• According to employee-dependent periods
  You can determine the base period according to the payroll period or a period relating to a date type from the Date Specifications infotype (0041).
  
  Using date specifications
  Some collective agreements and company agreements stipulate that the base entitlement must be determined in relation to the period of employment. They state that, after a base period, employees must receive the exact base entitlement. To comply with this requirement, you must use a date type.
  
• Example: You accrue entitlements on a daily basis. One employee joined your company on February 15, 2000, another employee on March 1, 2000. Both employees have a base entitlement of 20 days per year. After the employees have been with your company for exactly a year, the first employee's generated entitlement is slightly too high, the second employee's slightly too low, because of the leap year. The reason for this is that the following data was used as a basis for the calculation:

• • In 2000, because of the leap year, 366 days for 20 days' entitlement

• • In 2001, 365 days for 20 days' base entitlement

Note: The differences in the amount of entitlement calculated are only relevant for the requirements mentioned above.

• According to the accrual period
  In this case, the period over which you generate employee's quota entitlements is used as the base period (base period = accrual period).

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IMG Path & Table: Set Base Entitlements

Path: Time Management -> Time Data Recording and Administration -> Managing Time Accounts Using Attendance/Absence Quotas -> Calculating Absence Entitlements -> Rules for Generating Absence Entitlements -> Set Base Entitlements

Table: V_T559E

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Use the same which you created in last step

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Rule for base entitlement for leave accrual

Rules for determining an employee's total entitlement (base entitlement) to an absence quota type.
Use

The base entitlement is taken as the basis for calculating the pro-rated leave entitlement or absence entitlement for each accrual period.
You can attach several subrules to a rule if you want to determine the base entitlement according to the employee's seniority or age.

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Seniority: Length of service with enterprise (seniority)

Use: By defining a seniority interval, you can specify special rules for determining an employee's base entitlement according to his or her seniority. The specified start of the interval is inclusive; the end is exclusive.

Examples

You want to specify two different subrules for a base entitlement regulation, based on the employee's seniority. You want the first interval to be valid from the employee's entry until he or she has served four years with the enterprise. The second subrule is to apply from the start of the employee's fifth year of service:

Sequential number 001 seniority 000 - 005 years
Sequential number 002 seniority 005 - 100 years

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Like this

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Age: Specifies the employee's age

Use: By specifying an age interval, you can define special rules based on an employee's age. The start of the interval is inclusive, the end exclusive.

Examples

You want to specify two different sub-rules for a base entitlement regulation, based on an employee's age. You want the first age interval to be from 15 to 30 years (inclusive). The second sub-rule is to apply as of 31 years.

Subsequent number 001 age 015 - 031 years
Subsequent number 002 age 031 - 100 years

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Constant value of base entitlement for leave accrual

An employee's total absence quota entitlement for a certain period. This base entitlement is a theoretical value that serves as a basis for the calculation of the accrual entitlement.
Use

You can specify the base entitlement as a constant in this field. Alternatively, you can specify the base entitlement in a personnel calculation rule.



Maintain here like Annual Leave 40 Days..

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Time Type
A time type is a grouping of times according to various aspects such as payment regulations, internal company requirements and control tasks.

A time type assigns a meaning to a time interval. The balances formed in time evaluation are posted to the time types.

When you customize the system, you can define for each time type whether

• it should be transferred to the day/period totals

• it should be taken over from the previous period/year

• it should be transferred to cluster B1 (for entry data)

Use
If you enter a time type in this field, the system uses the base entitlement from the amount specified in the period balance rather than the direct value.

This allows you to store detailed rules for determining the base entitlement in a personnel calculation rule.



Example if your Annual Leave is based on Employees work schedule which different form employee to employee not a constant so need A PCR and the value will move to one TIME TYPE and that we will place here.

How to write PCR we will teach very soon

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Base entitlement in period
By entering the base period, you specify the period for which the corresponding base entitlement is valid.

Use
The system always determines the base period at the end of the accrual period.

• Calendar year: Period of 1 year from 01/01/xxxx - 12/31/xxxx
• Accrual period: Time interval on which the calculation of the entitlement is based
• Time evaluation period: Time evaluation period as specified in the Determine time evaluation periods step
• Payroll period: Payroll period that is valid at the end of the accrual period for the employee's payroll area
• Other period: Individually defined period; the period parameter is specified in the Define period parameters in Customizing for Payroll.
• Rel. to date type: Period is defined in relation to a date type from the Date Specifications infotype (0041). You determine the accrual period using the length fields (for example, the date the employee joined the company, with a period of one month).

Examples
The base entitlement of 24 days is valid for the duration of a calendar year. The system applies the base period 01/01/1997 - 12/31/1997.

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Determine Validity and Deduction Periods

In this step, you decide which validity and deduction periods you want to be valid for an Absence Quotas infotype record (2006) created by the system. You do this for each absence quota type.

The deduction from and deduction to dates define the period in which the absence quota can be reduced by an absence. It need not be identical to the validity period, and can exceed it.
You only specify a validity period for absence quotas that are generated during time evaluation. Fields for entering the validity period are therefore only available for absence quotas for which you have selected replace or increase in the Generating quotas allowed in time evaluation step.

The validity period represents the period for which the time off entitlements are filled in one infotype record. If no entitlement of this type has been generated or if the validity period has been exceeded, a new record is created.

You have a certain amount of flexibility in defining validity periods. The validity period can be:

• A fixed period such as a calendar year or the time evaluation period
• Employee-dependent period, such as the payroll period or the date type
• A period defined in the quota selection rule, such as the accrual period
• A period you have defined in Customizing, such as the period parameter

IMG Path & Table: Determine Validity and Deduction Periods

Path: Time Management -> Time Data Recording and Administration -> Managing Time Accounts Using Attendance/Absence Quotas -> Calculating Absence Entitlements -> Rules for Generating Absence Entitlements -> Determine Validity and Deduction Periods

Table: V_T559D

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Example
1. You want the absence quota type Automatically generated leave to be created for each calendar year. Select the Calendar year field under Valid from and Valid to.
You want to be able to deduct from the quota from January 1 of the current calendar year through March 31 of the following year. Select the Validity interval field under Deduction from and Deduction to. Also enter 3 months in the Relative position field under Deduction to. The deduction to date is then extended by 3 months relative to the validity interval.

2. You want the absence quota type Non-working shift entitlement to be updated monthly. Select the period parameter monthly for determining the validity period.
You always want to be able to deduct from the quota one month after the deduction to date. Choose the validity interval as the deduction interval and enter 1 in the Relative position field under Deduction from and Deduction to.

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Quota is Valid from and to

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Like if you want your Leave should valid upto end date 31.12.9999 for leave can valid next 6 months also...

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Here tell when the quotas can will valid for deductions (from & to)

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