Methods of Absence Quota Accrual (SAP Library - Personnel Time Management (PT))

Methods of Absence Quota Accrual

Use

You can use different methods for granting employees absence quotas, according to standard, contractual, or legal requirements. These methods include:

Manual entry of absence entitlements in the Absence Quotas infotype (2006), where employees are granted absence entitlement according to particular criteria
Specification of default values when creating records for the Absence Quotas infotype (2006)
Fully automatic granting of entitlements, whereby changes can only be made to the entitlement in exceptional cases

If you use these methods, you only need to enter the quota number and the validity and deduction periods manually for special absence entitlements such as special leave. The methods for automatic calculation of absence entitlements determine this data using the entries from unique Customizing tables. This means that the time administrators’ workload is reduced noticeably.

Integration

Online entry of absence quotas in Time Data Recording and Administration (PT-RC)

Entry of absence quotas in the Hiring action in Personnel Administration (PT-PA)

Generation of absence quotas during evaluation of time data in Time Evaluation (PT-EV)

Link to Employee Self-Service

Prerequisites

You must have created the necessary prerequisites in Customizing for the generation of absence quotas. For more information, see the Implementation Guide for Time Management.

Features

The method you choose to use for accrual depends on whether you grant the absence entitlement in advance or proportionately after a calculation period.

General granting of an absence entitlement in advance

This scenario is used typically for annual leave, which is granted in advance for a calendar year. Employees deduct from this time account over the whole year.

The calculation basis for determining the entitlement is the employee’s master data and age or seniority. If you implement time evaluation, you can also take account of completed time data from the past.

The entire entitlement is accrued once, and is available immediately in the Absence Quotas infotype (2006).

General annual leave that is granted on the basis of organizational or personal data, such as age or seniority
Annual leave that is determined according to the employee’s performance in the previous year, for example, according to the relationship between the employee’s productive hours worked and the planned hours
Annual leave that is accrued proportionately after each month

If you grant a general absence entitlement, you can overwrite the records generated in the Absence Quotas infotype (2006) manually. The following methods are available for granting general entitlements in advance:

For individual employees, using default values

When a time administrator enters a record in the Absence Quotas infotype (2006) for an employee, the system proposes the validity period, deduction period, absence quota(s) and entitlements automatically.

For multiple employees, using report RPTQTA00

You can use the Generate Absence Quotas report (RPTQTA00) to generate absence entitlements for groups of employees. If you schedule the report, you can also determine absence entitlements proportionately, for example, for each month.

Proportionate calculation of absence entitlement after expiration of a calculation period

This scenario can be applied typically for standard annual leave for which the entitlement increases at the end of the payroll period. In this procedure, employees do not receive absence entitlements until they have worked a certain number of hours, for example. You must implement time evaluation to be able to use this procedure.

If an employee has completed the planned hours, he or she receives an absence entitlement of 1.5 days. The entitlement is available for deduction over the following 3 months.

An employee has worked up 10 hours of time off for overtime. This quota is available at the end of the time evaluation period. He or she can claim it within the following month.

The entitlement is accrued periodically by function QUOTA on the basis of the current time data. An employee’s total entitlement, for example, for each year, is calculated proportionately for each calculation period.

The calculation period and the time at which the quota is available to the employee are not related. This allows you to control flexibly the availability of quotas in the Absence Quotas infotype (2006). A further advantage of implementing time evaluation is that you can use the full functionality of the recalculation.

If you want to take advantage of time evaluation’s automatic generation function, but do not implement time evaluation, you can use the standard schema TQTA. The schema enables you to represent relatively simple situations such as the proportionate calculation of entitlements per evaluation period, month or year.
Employees who are evaluated with this schema must be assigned the Time Management status 7 - Time evaluation without payroll integration in the Planned Working Time infotype (0007).