Absence Quota Accrual and Deduction for Concurrent Employment 

Use

You need to use the functions for absence quota accrual and deduction for concurrent employment only if your company has regulations according to which employees are not permitted to receive more than x number of hours or days of absence entitlement for a given period.

If you have such regulations, you can use this function to ensure that concurrently employed persons also cannot receive more than this maximum total entitlement.

Your enterprise permits employees to work up overtime to receive a higher leave entitlement than is stipulated in their contract. You want to ensure, however, that employees do not work up a disproportionately large amount of leave entitlement. Your enterprise has therefore defined a maximum entitlement that employees must not exceed.

If an employee has more than one personnel assignment, you have to check when absence entitlements are accrued that the total of all his or her absence entitlements over all personnel assignments does not exceed the maximum value for the total entitlement. You can therefore process the QUOTA function over several of an employee’s personnel assignments simultaneously.

Prerequisites

·        You use the QUOTA function in the Time Evaluation component to accrue absence entitlements in the Absence Quotas infotype (2006). For information about the changes in schema processing for the QUOTA function, see the documentation on the function.

·        In your enterprise, you want to ensure that employees do not receive more than a total of x hours or days of particular absence entitlements.

·        Absence quotas that are accrued when more than one personnel assignment is processed jointly must use the same unit, that is, they must be managed either in hours or in days.

Features

Determining the entitlement

As is the case for accruing absence entitlements of single personnel assignments, the system determines the accrual entitlements and the total entitlement for each personnel assignment when more than one is processed simultaneously. The defined amount of leave entitlement for one personnel assignment therefore continues to be accrued.

For information about the Customizing settings you have to make to be able to process several personnel assignments simultaneously, see the Implementation Guide for Personnel Time Management and choose Time Evaluation ® Concurrent Employment in Time Evaluation ® Check Rules for Determining Output Data ® Check Selection Rules for Absence Quota Types.

In processing several personnel assignments together, you can:

·        Execute the quota type selection rules jointly for several personnel assignments

·        Process several quota type selection rules simultaneously for each personnel assignment

·        Accrue different amounts of different absence quotas for the personnel assignments

The system checks all personnel assignments and quota type selection rules that are processed within a step of the business rule to ensure that the maximum value of all accrued absence quotas is not exceeded.

Checking the maximum entitlement

In Customizing for the quota type selection rules, you have to ensure that the maximum value for the total entitlement is identical for all employee groupings and absence quota type selection rules that can potentially be processed jointly with other ones.

If the system detects during processing that the maximum entitlement has been exceeded, it reduces the total entitlement determined in the Absence Quotas infotype (2006) by the value that exceeds the defined maximum entitlement. In doing so, the system reads the total entitlement in all of the relevant absence quota records of the personnel assignments being processed together.

You define how the reduction is carried out in a distribution method. You assign the distribution method to the step of the business rule that processes the QUOTA function. If you do not specify a distribution method, the system divides the value determined by the number of personnel assignments affected and reduces the total entitlement of each personnel assignment by the resultant value.

Marcus Adams works 50% of his time for personnel assignment A, and the other 50% for personnel assignment B. He has an annual leave entitlement of 10 days from each of the personnel assignments. The maximum value for the total entitlement in your enterprise is 22 days annually.

Employees can work up additional leave entitlement by working overtime. Towards the end of the year, Marcus Adams works a lot of overtime for personnel assignment A.

You have not assigned a distribution method to the step of the business rule.

When transferring the accrual entitlements to the Absence Quotas infotype (2006), the system determines that Marcus Adams has already worked up a total entitlement of 24 days, 14 of which are for personnel assignment A and the remaining 10 for personnel assignment B.

the system now has to distribute the two days that exceed the maximum value for the total entitlement over the two personnel assignments. Because no distribution method has been specified, the system divides the excess of two days by two (personnel assignments) and deducts one day from each personnel assignment. Marcus Adams now has 13 days of total entitlement for personnel assignment A and nine days for personnel assignment B.

Deducting from absence quotas that are managed in days

If you manage your absence entitlements in days and want to process them jointly, you should examine the deduction of the entitlements carefully. It is at the deduction stage that you ensure that the absence entitlements always have the same valence.

This issue is particularly important considering that most concurrently employed persons work part time. This means that the quota multiplier defines the value of an absence entitlement, for example.

For more information about the deduction, see the Implementation Guide for Personnel Time Management and choose Time Data Recording and Administration ® Absences ® Absence Catalog ® Absence Counting.

In particular, if you use the following method to determine absence entitlements and deduction, you have to pay particular attention to your Customizing settings for joint processing of personnel assignments:

If you have part-time work schedules in your company, you can specify that an employee who works 50% has one day of leave deducted after taking 4 hours of absence. These part-time employees receive the same amount of leave entitlement as full-time employees.

This scenario will cause you difficulties in specifying a maximum value. You would have to define separate maximum values for these part-time employees if their personnel assignments are processed jointly. You would therefore require separate quota type selection rules and personnel assignment grouping values in which the various part-time percentages that may occur in total in your company are represented.

In this situation, we recommend the following approach:

Accrue part-time employees’ absence entitlement according to their employment percentage, using the reduction rules in Customizing for quotas or the times they have worked. This means that you can use the same maximum value for part-time employees as you use for the full-time employees. In this case, you have to adjust the absence counting or deduction rules for these employee groups.

If the quota multiplier does not cover all your needs, you can use the PT_ABS_ATT_COUNTRY and TIM00ATTABSCOUNTING Business Add-Ins (Free Determination of Payroll Hours and Payroll Days and  Multiplication of Payroll Hours and Payroll Days). For more information, see the Implementation Guide for Personnel Time Management and choose Time Data Recording and Administration ® Business Add-Ins (BAdIs).

Quota overview

You can display the absence entitlements generated for an employee in the Quota Overview (transaction PT50). If an employee has more than one personnel assignment, you can use the Pers.Assgn field to display the absence entitlements of the different personnel assignments. You can use the possible entries help to choose the required personnel assignment.

See also: Quota Overview: Checking, Valuating, and Correcting Quotas

Quota corrections

You always carry out quota corrections in the Quota Corrections infotype (2013) for one personnel assignment at a time. In Time Evaluation for Concurrent Employment, the quota corrections are processed by the P2013 function (Processing of Quota Corrections), not the QUOTA function, as was previously the case. For more information, see the documentation for the P2013 and QUOTA functions.