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 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 to the Absence Quotas infotype (2006) on a variety of different criteria.

In Customizing, you define for each absence quota type and employee grouping a base entitlement to an absence entitlement (in days or hours) in relation to a specific period (for example, a calendar year). It is determined from the employee-specific working time results, or according to the employee’s master data. 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.

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 R/3 System then calculates how often an accrual end date occurs in the base period, and uses this value as a divisor.

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

If an employee’s age or seniority changes within an accrual period, this can be taken into account by the system.

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.

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.

• You do not want casual employees to be allocated as much leave as regular employees.

• You only want an employee to be entitled to the full base entitlement if he or she has completed a certain number of working hours.

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.

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.

If you want to determine accrual entitlements on the basis of hours worked, you must supply the necessary information from time evaluation. The system calculates the accrual entitlement according to an employee’s hours worked as follows:

The system uses the base entitlement to determine a theoretical accrual entitlement which the employee would be granted if he or she completed 100% of the planned hours. It then multiplies this entitlement by the current value of the day or period balance that you specified in the Set generation rules for quota selection step in Customizing.

The value of the day or period balance is determined using a personnel calculation rule. In it, the actual hours worked are divided by the planned hours in the personal work schedule. The value determined is placed in the time type.