Topic 35: Absence Quotas

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In the Base entitlement section, enter the base entitlement to be used to calculate the accrual entitlement.


If the base entitlement is determined according to age and seniority, enter a key date for determining the employee's age or seniority.


You can also use the Personnel Administration functions for calculating the employment period by entering a calculation process.


For more information about calculating the employment period, see the SAP Library under mySAP Human Resources -> Personnel Management -> Personnel Administration -> Procedures in Personnel Administration -> Calculation of Employment Period.

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In the Accrual entitlement section, enter specifications for processing the accrual entitlements. How accrual entitlements are processed further in time evaluation is determined by the entries made here. Make sure to take into account the accrual period you entered. If you want to generate the accrual entitlements on the basis of accountable attendance times, enter either a day balance or period balance in the Multiplication by time balance section.

You can use alternative quotas to manage the capping differences that result from deduction or from the maximum entitlement being exceeded. Determine whether you want to store the capping differences and assign the applicable quota types.

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Pro Rata Calculation of Accrual Entitlement


You use this setting to control whether when a cumulation point is reached, the accrual entitlement is calculated pro rata in relation to the base period, or whether the total base entitlement is always used as the basis for the accrual entitlement.


Use
You can choose between the following settings:

• Pro rata calculation: When the cumulation point is reached, the accrual period is compared with the base period of the quota type currently being processed, and a proportionate accrual entitlement is determined.

• No pro rata calculation: When the cumulation point is reached, the total base entitlement of the quota type currently being processed is always used as the basis for the accrual entitlement.

Example
You want to make your employees' annual leave available to them at the start of the year. In Customizing, the base entitlement is set to 30 days for the calendar year. If an employee's employment percentage in the Planned Working Time infotype (0007) changes in the course of the year, you want the entitlement to be changed in line with this percentage value. You have created a reduction rule for this purpose. At the end of each month, you want the change in the employment status to be checked for the entire calendar year. You have therefore chosen a monthly accrual period.


Instead of the annual leave entitlement being reduced to a monthly basis, you want the recalculated entitlement to replace the previously determined value. To do this, you use appropriate specification for the quota type.


To reproduce this example, you choose the No pro rata calculation option.

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Multiplication with time balance

By entering a day balance or a period balance, you can control the absence quota type selection based on the actual working time performed.
Use

Enter a day or period balance (the result of dividing the planned hours by the attendance hours) here.
For more information, refer to the online manual.

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Transfer time


Specifies the time at which the accrual entitlements are transferred to the Absence Quotas infotype (2006) to be made available for deduction. The entitlements increase or replace the existing value in the infotype. If no absence quota of this type exists for the calculated validity period, the R/3 system creates one.


Use
You can choose between the following periods for specifying the transfer time; the R/3 System transfers the entitlements at the end of the specified period:

• During accrual

• Per calendar year: Transfer takes place on December 31

• Per time evaluation period: Time evaluation period, as specified in the Determine time evaluation periods step

• Per payroll period: Payroll period that is valid at the time of accrual for the employee's payroll area.

• Other period: Individually defined period; the period parameter is set in the Define period parameters step in Customizing for Payroll.

• Date type: The date type is read from the Date Specifications infotype (0041). A corresponding infotype record must have been created for all employees.
  The system interprets the the date specification in the infotype without the year (for example: date specification 01/15/(19)97; the system reads 01/15).

• Transfer rule: This field is relevant for Australia and New Zealand only. For more information, see Define Rules for Transferring Quota Entitlements

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