Use

The function for calculating absence entitlements is used for the automatic accrual of absence quotas.

The SAP System calculates an employee’s individual absence entitlements on the basis of your Customizing settings, and enters them as a deductible quota in the Absence Quotas infotype (2006).

You can base the calculation and the transfer of the accrual entitlement (see below) to the Absence Quotas infotype (2006) on a variety of different criteria.

Prerequisites

You define rules for calculating absence entitlements in Customizing. Choose  Personnel Time Management Time Data Recording and Administration Managing Time Accounts Using Attendance/Absence Quotas.

Features

Explanation of terms: Base entitlement and base period, accrual entitlement and accrual period, transfer time

Taking account of the length of time an employee has been with the company

You can define different rules for the accrual of absence entitlements according to the hiring date. This allows you to:

Determining an employee’s total entitlement

In Customizing, you define, for each absence quota type and employee grouping, regulations that specify a base entitlement to an absence entitlement (in days or hours) in relation to a specific period (for example, a calendar year). The entitlement can be calculated from employee-specific work results or master data, for example.

If you want to grant the absence entitlement proportionately, the base entitlement serves as a calculation basis for which the proportionate entitlement (accrual entitlement) is determined per accrual period.

Taking account of seniority or age

The base entitlement can vary according to age or seniority. You can specify different base entitlements for different age or seniority ranges.

Refining the calculation of the base entitlement

You can specify a general base entitlement for all employees in a personnel calculation rule, or you can vary the base entitlement by specifying certain conditions and subrules. This allows you to base the entitlement on other master data or organizational assignments.

Determining the accrual entitlement

The SAP System determines the accrual entitlement by comparing the base period to the accrual period. If the accrual period does not correspond to the base period, the entitlement is calculated for the accrual period.

In some cases, the accrual periods cannot be divided exactly in the base period. The system then calculates how often an accrual end date occurs in the base period, and uses this value as a divisor. If an employee’s age or seniority changes within an accrual period, this can also be taken into account by the system.

You can also control the calculation of the accrual entitlement individually in a personnel calculation rule. This allows you to generate absence entitlements on the basis of hours worked.

Rounding and reducing entitlements

The entitlements can be rounded and reduced. If you grant absence entitlements on the basis of performance, you can define a maximum entitlement so that a certain value cannot be exceeded.

You can enter any surplus entitlement and differences resulting from a reduction in special absence quotas. This allows you to document reduced times or accumulate them in entitlements to unpaid absences, for example.

Transferring accrual entitlements to the Absence Quotas infotype (2006)

If you implement time evaluation, you can define the transfer time for the accrual entitlements in the Absence Quotas (2006) infotype. This enables you to make the absence entitlements available as a deductible quota as of a certain time, for example, not until the following payroll period or only as of the end of the probationary period ( Date Specifications infotype (0041)). You can define transfer packages to prevent very small quota values being transferred.