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Off-Cycle
Absence Valuation
In this section, you set the default values
required to valuate absences for off-cycle payroll.
Off-cycle
payroll for absence times
There are two procedures for paying absences in
advance:
- In a regular payroll run. Here payroll is run
in advance for the periods affected by the absence.
Although you initiate an absence valuation of this kind from the
Off-Cycle Workbench , the system treats this type of payment in
advance of an absence as a 'normal' regular payroll run. The only difference
is that you run payroll for the employee affected by the absence before
running payroll for the payroll area to which he or she belongs.
In this case, you do not need to make any special settings in
Customizing.
- In an off-cycle run. Here, the absence is
valuated on a daily basis.
In this case, you set up special absence valuation rules for off-cycle
payroll, as described in the following steps.
Note: The following steps in
the Implementation Guide (IMG) refer only to the latter case, that is, to the
valuation of absences on a daily basis.
Absences in an off-cycle run can only be
valuated using constants / averages since off-cycle runs for absences only use
the data valid for the key date of the payroll run. As a result, the
day-dependent
time data required to run payroll for hourly
wage earners over a longer period, is not available. This is the only data
that would enable valuation according to the 'as if' principle.
Absence valuation in off-cycle payroll is based
on:
- The number of planned hours determined for the
key date of the payroll run according to the employee's work schedule. The
planned hours are multiplied by the absence hours or payroll hours
counted.
- The absence days or payroll days of the
absence.
Absence
valuation in off-cycle payroll using a daily rate.
You can only valuate absences in off-cycle
payroll using a daily rate if a relevant off-cycle reason has been assigned
for the absences in Customizing.
The valuation is divided into two
steps:
1. You run
off-cycle payroll. The system automatically fills the Payment
date, Payroll identifier and
Payroll type fields in the relevant infotype record for the
absences that are to be valuated.
2. If you run
'normal' regular payroll for periods containing absences, these periods are
accounted for payroll again at a later date. However, the system recognizes
whether the absence has already been paid in advance or not, and modifies the
processing accordingly.
To valuate absences in off-cycle payroll, you
must set up several absence valuation rules. Here, you specify:
- How the absence is to be valuated in the
off-cycle run
- How the absence is to be valuated in the
regular run, if an off-cycle valuation has already taken place
- How the absence is to be valuated in the
regular run, if it has not already been processed in the off-cycle run.
The last of these is necessary, for example, if you normally pay your
employees' absences in advance, but accidentally omit one. The absence
valuation for this employee is then made up for in the regular run.
In this case, you apply the absence valuation rules for a regular payroll
run.