Implementation Guide | PUBLIC
Document Version: 2H 2021 – 2022-03-03
© 2022 SAP SE or an SAP affiliate company. All rights reserved.
Implementing Time Management in SAP
SuccessFactors
THE BEST RUN
Content
1
Change History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
2
Core Concepts and Activation of Time Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2.1
Basics of Time Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2.2
Time Management in SAP SuccessFactors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2.3
Activating Time Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
3
Implementation of Employee Central Time Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
3.1
Permissions Required for Time Management in General. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Activating the Time Management Configuration Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
3.2
Time Recording Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
3.3
Work Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Creating a Regular Work Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Individual Work Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Creating a Temporary Work Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
3.4
Creating a Holiday Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
3.5
Implementation of Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Permissions for User Interfaces in Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Basic Setup of Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Customization of Absence Recording. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Team Absence Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Updates to Time Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Termination End Handling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Purchase and Payout of Leave. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Time Account Snapshots. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Country/Region-Specific Features for Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .236
Integration of Time Off and Payroll. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .305
Activating Mobile Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Setting Up Alerts And Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
Handling Global Assignments and Concurrent Employment in Time Off. . . . . . . . . . . . . . . . . . . 316
Recommendations and Restrictions for Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
Troubleshooting Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
3.6
Implementation of Time Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
Basic Setup of Time Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
Permissions in Time Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
New Time Sheet UI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Customization of Attendance Recording. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
2
PUBLIC
Implementing Time Management in SAP SuccessFactors
Content
Additional Time Recording Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
Time Valuations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .350
Time Collectors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
Time Compensation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .384
Integrating Time Sheet with Employee Central Payroll. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399
Setting Up Email Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .399
Recommendations and Restrictions for Time Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399
Troubleshooting: Known Issues in Time Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
4
Implementation of SAP SuccessFactors Time Tracking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404
4.1
Setting Up Single Record Approval. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404
4.2
Night Shift Bandwidth. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406
Setting Up Night Shift Bandwidth in a Work Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407
Creating a Time Type Group for Night Shift Bandwidth. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 408
Setting Up Time Valuations for Night Shift Bandwidth. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 408
Permission to Record Time Outside the Night Shift Bandwidth. . . . . . . . . . . . . . . . . . . . . . . . . 410
4.3
Advanced Filtering Options for Holiday-Related Premium Pay. . . . . . . . . . . . . . . . . . . . . . . . . . . . 413
5
Recalculation in Time Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415
5.1
Configuring Recalculation in Time Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416
Time Management Configuration Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416
Effect of the Earliest Possible Recalculation Date on Recalculation. . . . . . . . . . . . . . . . . . . . . . 417
Business Rule Functions for Recalculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418
Time Management Recalculation Event. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418
5.2
Triggering Recalculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .419
How Recalculation is Triggered. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
5.3
Recalculation in Time Management - Process Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .421
The Time Management Recalculation Task and 'TLMTriggerRecalculation' Job. . . . . . . . . . . . . 422
Viewing Time Management Recalculation Results from the Execution Manager. . . . . . . . . . . . . 423
Workflow and Approval. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .428
5.4
Recalculation in Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
Recalculation Triggers in Time Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
Recalculating Absences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 430
Recalculating Transfer Dates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .430
Recalculating Accruals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431
How Recalculation and Other Time Off Jobs Interact. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 432
How Recalculation Affects Time Account Payouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 432
5.5
Recalculation in Time Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .433
Recalculation Triggers in the Time Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433
Recalculating Time Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .436
How Recalculation and Other Time Sheet Jobs Interact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 438
5.6
How Recalculation Affects Time Management Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 438
Implementing Time Management in SAP SuccessFactors
Content
PUBLIC
3
5.7
Retry Counter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .447
6
Rules and Rule Functions in Time Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .449
6.1
Concepts Common to All Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449
Defining The "Time Off" Rule Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450
Defining The Start Date of A Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450
Using Employee-Specific Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .451
Using ELSE Statements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451
Using Lookup Tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452
Using Variables to Store Interim Rule Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455
6.2
Common Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457
Accrual Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458
Accrual Transfer Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480
Period-End Processing Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .487
Interim Account Update Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 491
Take Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .494
Time Off Workflow Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .498
On Change Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 500
Flexible Account Creation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501
Periodic Update for Balance Reduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 502
6.3
Rule Scenarios for Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 503
6.4
Time Sheet Validation Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 509
6.5
Notes on Rule Functions in Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 510
Rule Functions for Absence Calculations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 511
Rule Functions depending on Working Time. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 548
Job Information Rule Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 563
Average Full-Time Equivalent Rule Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .583
Calculate Balance(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 589
Calculate Balance for Types(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 590
Calculate Entitlement Balance(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 591
Cap Accrual(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 592
Generate External Code For Time Off(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .592
Get Balance For Posting Types In Period(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 593
Get Completed Calendar Weeks Between Dates (ISO Standard)(). . . . . . . . . . . . . . . . . . . . . . 595
Get Completed Remaining Calendar Weeks (ISO Standard)(). . . . . . . . . . . . . . . . . . . . . . . . . . 597
Get Employee Status(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 599
Get Months Taking Account Of Threshold(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 600
Get Months From Hire Date Taking Account Of Threshold. . . . . . . . . . . . . . . . . . . . . . . . . . . . 602
Get Number Of Calendar Days(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 604
Get Number Of Eligible Days(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 605
Get Number Of Holidays For Period(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .606
Get Number Of Months From Hire Date(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 607
4
PUBLIC
Implementing Time Management in SAP SuccessFactors
Content
Get Number Of Postings For Posting Types in Period(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .609
Get Sum Of Accruals Since Last Transfer(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 610
Get Sum Of Advances(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 612
Get Time Management Earliest Recalculation Date (). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .613
Has Payouts in Period(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .613
Has Temporary Work Schedule(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 614
Is Employee Active(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 614
Is Time Management Recalculation Active (). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .616
Rule Functions for Dependents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 616
Date and Time-Specific Rule Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 624
6.6
Notes on Rule Functions in Time Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 628
Get Working Time Account on Key Date(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .628
Get Number of Valuated Hours for Time Sheet(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 629
Has Allowances In Period(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 630
Get Number of Allowances in Period(). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 631
6.7
Country/Region Specific Rules and Rule Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 632
Egypt. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 632
India. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .634
Saudi Arabia. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 651
Singapore. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 654
Thailand. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 663
United Arab Emirates (UAE). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 665
7
Jobs in Time Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 668
7.1
The 'TLMTriggerTask' Job. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 668
8
Data Retention Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 670
9
Imports in Time Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 671
9.1
Job Information Import with Time Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 671
Validations for Leave of Absence Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .671
Validations on Forward Propagated Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 672
Assigning Time Recording Profiles to Multiple Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . 673
9.2
Importing Work Schedules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 674
9.3
Importing Balances for Time Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 675
9.4
Importing Existing Leave Requests into Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 677
Limitations and Restrictions of Importing Leave Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . 678
9.5
Import of External Time Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 680
Creating Time Recording Profiles for Employees with Imported Times. . . . . . . . . . . . . . . . . . . . 681
Downloading Import File Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 682
Filling In the Template for External Time Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 684
Preventing Users from Editing Imported Time Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 685
Implementing Time Management in SAP SuccessFactors
Content
PUBLIC
5
10
Time Management Data Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .687
10.1
Absence Counting Method Time Off Data Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 687
10.2
Accrual Calculation Account Type Base. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 688
10.3
Accrual Calculation Base. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 689
10.4
Accrual Calculation Base Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 690
10.5
Accrual Lookup By Seniority. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 690
10.6
Accrual Rule Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 692
10.7
Accrual Rule Variables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 693
10.8
Accrual Transfer Rule Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 693
10.9
Employee Time. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .694
Employee Time Calendar Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 699
Employee Time Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 702
Setting up Additional Restrictions for the Employee Time Object. . . . . . . . . . . . . . . . . . . . . . . 703
10.10
Holiday. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 704
10.11
Holiday Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 704
10.12
Initial Accrual Transfer Date Rule Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .705
10.13
Interim Account Update Rule Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 706
10.14
Period-End Processing Rule Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 706
10.15
Periodic Time Account Update Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 707
10.16
Periodic Update Rule Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 708
10.17
Planned Working Time Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 708
10.18
Shift Classification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 709
10.19
Take Rule Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 710
10.20 Temporary Time Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 710
10.21
Time Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 711
10.22 Time Account Change Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 716
10.23 Time Account Payout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .718
10.24 Time Account Purchase Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 719
10.25 Time Account Snapshot. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 721
10.26 Time Account Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 722
10.27
Time Account Type Accrual Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 732
10.28 Time Account Type Date Reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .734
10.29 Time Account Type Eligibility Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 735
10.30 Time Account Type Waiting Period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 736
10.31
Time Management Alert. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 736
10.32 Time Management Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 738
10.33 Time Management Employee Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 739
10.34 Time Management Retention Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 739
10.35 Time Off Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 740
10.36 Time Off Rule Constants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 740
10.37
6
Time Off Rule Variables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 741
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Implementing Time Management in SAP SuccessFactors
Content
10.38 Time Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 741
10.39 Time Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 743
10.40 Work Schedule Day Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 749
10.41
Work Schedule - Period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 751
10.42
Work Schedule - Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 753
10.43
Work Schedule - Simple. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 754
11
Proxy Management in Time Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 757
11.1
Consideration of Role-Based-Permissions (RBP) in Proxy Management. . . . . . . . . . . . . . . . . . . . . 758
11.2
Proxy Management in Time Management Scenarios. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .759
Implementing Time Management in SAP SuccessFactors
Content
PUBLIC
7
1
Change History
Learn about changes to the documentation for Implementing Time Management in SuccessFactors in recent
releases.
2H 2021
Type of Change
Description
Change
We've changed the name of the guide to
Implementing Time Management in SAP
SuccessFactors.
Change
We've added information that users re­
quire the Edit permission for the Time
Account Payout and Time Account Pur­
chase objects if the objects are secured,
in order to use the employee self-service
(ESS) feature to apply for a payout or to
purchase leave.
More Info
●
Assigning User Permissions for
Self-Service Time Account Payout
[page 198]
●
Assigning User Permissions for
Self-Service Leave Purchase [page
229]
Change
Time Off Employee Self-Service Pur­
We've added some information about a
permission required in the Recurring De­ chase Leave [page 47]
duction object for users who want to use
the employee self-service (ESS) feature
to purchase leave.
New
Calculate Average Value For Numeric
In the Calculate Average Value For Nu­
meric Job Info Field Based on Months() Job Information Field Based on
Months() [page 568]
rule, you can now select the Contract
End Date as the Accruable End Date. For
example, if you want to maintain the end
date of a contract manually after hiring
a contract employee.
New
Many Time Management data objects
now include an automatically generated
ID called the Entity UUID ("Universally
Unique Identifier"), used to provide a
stable ID for integration purposes.
●
Time Management Data Objects
[page 687]
●
Time Management Alert [page
736]
●
Temporary Time Information
[page 710]
Change
We've improved the restrictions section
of the documentation for the Get Bal­
ance For Posting Types In Period rule.
New
We've added a note about the visibility of Time Off Objects
timestamp and user information of Time
Management MDF objects.
8
PUBLIC
Get Balance For Posting Types In Pe­
riod() [page 593]
Implementing Time Management in SAP SuccessFactors
Change History
Type of Change
Description
More Info
New
We've created a section with a general
overview of Time Management and
some basic configuration instructions.
Some of the topics in there are new.
Some have been moved there from
other sections of the guide.
Core Concepts and Activation of Time
Management [page 18]
Change
We've changed the structure of the sec­
tion about Time Off. Some topics have
been moved to other parts of the guide.
Implementation of Time Off [page 43]
Change
We've changed the structure of the sec­
tion about Time Sheet. Some topics
have been moved to other parts of the
guide.
Implementation of Time Sheet [page
322]
Change
Setting Up Time Valuations for Pre­
We've added a note about what you
mium Pay [page 356]
need to be aware of when setting up
time valuations for premium pay without
Time Tracking.
New
We've added a section about Time
Tracking.
Implementation of SAP SuccessFac­
tors Time Tracking [page 404]
New
We've added information about ad­
vanced filtering options for holiday-re­
lated premium pay.
Advanced Filtering Options for HolidayRelated Premium Pay [page 413]
Change
We've consolidated all information about Imports in Time Management [page
imports into Time Management in one
671]
section.
Change
We've restructured the documentation
of how to import external data into Time
Sheet.
Import of External Time Data [page
680]
New
We've added information about how
Time Tracking customers can prevent
users from editing imported time in the
time sheet.
Import of External Time Data [page
680]
Change
We've consolidated all information about Time Management Data Objects [page
Time Management Data Objects in one
687]
section.
New
We've added a new collision resolution
item, Allow concurrent records, and an
example.
Time Management Collision Resolution
[page 124]
New
We've made the CreatedDate,
CreatedBy, LastModifiedDate, and
LastModifiedBy fields visible by default.
Time Off Objects
Change
We've added information that during an Recalculating Time Sheets [page 436]
ongoing recalculation for an employee,
the affected employee can't change their
time sheet on the UI.
Implementing Time Management in SAP SuccessFactors
Change History
PUBLIC
9
Type of Change
Description
More Info
New
We've added the new rule function "Get
Number of Allowances in Period()". This
rule function returns the number of al­
lowances in any given period.
Get Number of Allowances in Period()
[page 631]
Change
We've added information about a restric­ Setting Up Continued Pay Feature in
Spain [page 295]
tion when linking absences for Spain
that were created using the Employee
Self Service.
New
Creating a Time Type for Calculating
We've added a topic describing how to
create a time type for sick leave for Ger­ Sick Pay Dates [page 261]
many that allows the system to propose
dates for continued pay and the sick pay
supplement.
New
Requesting an Absence with Calcula­
We've added a topic describing how to
tion of Sick Pay Dates [page 262]
request an absence for an employee
who is on sick leave, receiving a proposal
for continued pay and sick pay supple­
ment dates.
New
We've added a topic describing how to
set up concurrent absences in the
United Kingdom.
Setting Up Concurrent Absences in the
United Kingdom [page 299]
New
We've added a topic describing how to
set up concurrent absences in Spain.
Setting Up Concurrent Absences in
Spain [page 297]
New
We've added a topic describing how to
set up concurrent absences in the Neth­
erlands.
Setting Up Concurrent Absences in
The Netherlands [page 284]
Change
We've moved the topic, Changing the
Display Language, to the Operating Time
Management guide.
Changing the Display Language
Change
We've moved the topic, Closing Time Ac­ Closing Time Accounts
counts, to the Operating Time Manage­
ment guide.
Change
We've moved the topic, Calendars in
Calendars in Time Off
Time Off, to the Operating Time Manage­
ment guide.
Change
We've moved the topic, Other Fields in
Other Fields in Time Off
Time Off, to the Operating Time Manage­
ment guide.
Change
We've moved the topic, Cross-Midnight
Processing in Time Recording, to the Op­
erating Time Management guide.
Cross-Midnight Processing in Time Re­
cording
Change
We've moved the topic, Cross-Midnight
Processing in Time Recording, to the Op­
erating Time Management guide.
Cross-Midnight Processing in Time Re­
cording
10
PUBLIC
Implementing Time Management in SAP SuccessFactors
Change History
Type of Change
Description
Change
We've moved two topics about collisions
to the Operating Time Management
guide, Overview of Clock Time Collisions
and Overview of Duration Collisions.
More Info
●
Overview of Clock Time Collisions
●
Overview of Duration Collisions
Change
We've moved the topic, Assigning Time
Recording Profiles to Employees, to the
Operating Time Management guide.
Assigning Time Recording Profiles to
Employees
Change
We've moved the topic, Workflow Proc­
esses of the Submit Time Sheet Job, to
the Operating Time Management guide.
Workflow Processes of the Submit
Time Sheet Job
Change
We've moved the topic, Special Cases:
Accrual Adjustments by the System, in­
cluding its sub-topics Booking With
Amount Zero and Shifting the Posting
Date, to the Operating Time Manage­
ment guide.
●
Special Cases: Accrual Adjust­
ments by the System
○
Booking With Amount Zero
○
Shifting the Posting Date
Change
We've moved the topic, Assigning Admis­ Assigning Admissibility Rules to Em­
sibility Rules to Employees, to the Oper­ ployees
ating Time Management guide.
New
We've added a topic about Setting up
Additional Restrictions for the Employee
Time Object.
Setting up Additional Restrictions for
the Employee Time Object [page 703]
Type of Change
Description
More Info
New
There is a new user interface (UI) availa­
ble for Time Sheet. It can be used on
both desktop and mobile, and supports
the following:
New Time Sheet UI [page 339]
1H 2021
●
Working time that ends at midnight
●
Single record approval (when SAP
Time Tracking is active)
New
We've added the Night Shift Bandwidth Night Shift Bandwidth [page 406]
parameter, which tells the time evalua­
tions which time worked can be counted
as part of a night shift.
New
We've added information about the
'TLMTriggerTask' job under Jobs in Time
Management of the Getting Started sec­
tion.
Implementing Time Management in SAP SuccessFactors
Change History
The 'TLMTriggerTask' Job [page 668]
PUBLIC
11
Type of Change
Description
New
We've added the
TimeManagementTerminationEndHandli
ngAlert in the Role-Based Permissions in
Time Management.
New
We've added the field <Full Day> in
the section Other Fields in Time Off
along with this information: When the
setting Permitted Fractions for Unit Day
or Permitted Fractions for Unit Hours in
the Time Type object is set to Only full
day bookings allowed, then the field Full
Day field on the Time Off UI is hidden.
Change
We've improved an example for calculat­ Time Account Balance Calculation
ing balances for time accounts (example [page 112]
4, scenario 4).
Change
We've improved an example for the rule Get Completed Remaining Calendar
function 'Get Completed Remaining Cal­ Weeks (ISO Standard)() [page 597]
endar Weeks (ISO Standard)' (example
2).
New
We've added information about how to
maintain an expected return date for
consecutive leave of absences (LOAs).
We've added this information under
Known Issues, too.
New
We've added a topic for Employee Time
Calendar Fields under Time Off Data Ob­
jects
Employee Time Calendar Fields [page
699]
New
Upon customer request, we added a
note under Searching Users in the Team
Absence Calendar explaining how the
user search relates to permissions.
Searching Users in the Team Absence
Calendar [page 152]
New
Time Type [page 743]
We've added a note about a validation
error in the Time Type object topic. A val­
idation error is raised when you delete or
deactivate (by setting the
mdfSystemStatus to inactive) a time
type which is referenced in the available
time types under the time profile.
Change
We've added the possibility to enter the
external code for the upload of the ac­
More Info
Full Day
Accruals on Actual Working Time [page
85]
crual calculation base object in any for­
mat.
New
We've added notes to improve a number
of documents.
●
sence Recording [page 110]
●
12
PUBLIC
Configuring Workflows for Ab­
Defining the Validity Period of
Time Accounts [page 68]
Implementing Time Management in SAP SuccessFactors
Change History
Type of Change
Description
More Info
New
We've added the document Restricting
the Target Population to Peers.
Restricting the Target Population to
Peers [page 151]
New
We've added information in the Accruals
and Entitlements document:
●
General information on accruals
●
Separation of Accruals and Entitle­
ments [page 88]
●
Best Practice Tip: Daily Accrual
Transfers [page 97]
●
Validations for Leave of Absence
Import [page 671]
●
Validations on Forward Propagated
Records [page 672]
and entitlements
●
New
A best practice tip on daily accrual
transfers
We've added information about the im­
port of leave of absences and forward
propagated records
Change
We've added a note about the support
Configuring Leave Loading Periods
for future dated leave loading calculation [page 245]
periods.
Change
We've added the new execution type for
terminated employees.
New
We've added information about the new
option to retrigger an alert for one user
directly from the Admin Alerts user in­
terface.
New
Time Off Configuration [page 740]
We've added a note to the information
onTime Off Configuration about the
number of allowed entries for a job infor­
mation status.
New
We've added information on restrictions
applying to the creation of custom fields
in Time Sheet generic objects.
Restrictions on Custom Fields in Time
Sheet [page 346]
New
We've added a new user interface (UI)
for Time Sheet that supports accessibil­
ity standards and can be used on both
desktop and mobile devices.
New Time Sheet UI [page 339]
New
We've made it possible to approve time
sheet entries separately, not just on a
weekly basis.
Setting Up Single Record Approval
[page 404]
Change
We've updated the information on recal­
culation to reflect that recalculation is
now processed as an event-based Time
Management task.
Recalculation in Time Management
[page 415]
Change
We've updated the information on work
schedule day models with additional
guidance on non-work days and time
tracking.
Work Schedule Day Model [page 749]
Implementing Time Management in SAP SuccessFactors
Change History
Configuring Year-End Processing Jobs
for Leave Loading [page 247]
PUBLIC
13
Type of Change
Description
More Info
New
We've moved information on Collisions
Between Absences [page 122] from the
Operating Time Management guide to
the Implementing Employee Central
Time Management guide.
Collisions Between Absences [page
122]
New
We offer a new Time Tracking feature.
New
We've added a note on posting types for
a couple of rule functions.
●
Get Number Of Postings For Post­
ing Types in Period() [page 609]
Change
We've removed the Enabling Time Off in
Provisioning documentation because it's
no longer relevant.
New
We've added a note on how to ensure
that the target population is respected
by the team absence calendar to Setting
Up the Team Absence Calendar and
Team Absence Caledar UI documenta­
tion.
●
Get Balance For Posting Types In
Period() [page 593]
●
Team Absence Calendar UI [page
48]
●
Setting Up the Team Absence Cal­
endar [page 148]
Leave Purchase [page 212]
Change
We've added a note regarding a setting
you must make in the time account type
to ensure that leave can be purchased
for the desired period.
New
We've added a topic about controlling
Permission to Access Team Absence
access to the team absence calendar for Calendar [page 151]
certain user groups.
2H 2020
Table 1: What's New for Time Management
What's New
Cross-midnight processing is now available in some work
schedules.
14
PUBLIC
More Info
●
Work Schedule - Period [page 751]
●
Work Schedule - Schedule [page 753]
●
Work Schedule Day Model [page 749]
Implementing Time Management in SAP SuccessFactors
Change History
What's New
We've enhanced the documentation for the rule functions af­
fected by the availability of cross-midnight processing in
work schedules.
More Info
●
Get Absence In Hours For Period() [page 530]
●
Get Absence In Days For Period() [page 512]
●
Get Absence In Days For Period Based On Calendar
Days For Time Types() [page 515]
●
Get Absence In Days For Period Based On Working Days
For Time Types() [page 518]
●
Get Absence In Days For Period Based On Working Days
For Time Types Excluding Weekdays() [page 521]
●
Get Absence In Days For Period Based On Working Days
For Time Types Excluding Weekdays() [page 521]
●
Get Absence in Days For Period with Threshold() [page
527]
●
Get Absence In Hours For Period For Time Types()
[page 532]
●
Get Completed Months Of Time Types In Period() [page
535]
●
Get Number of Absences for Period for Time Types()
[page 537]
●
Get End Time Of Working Day () [page 548]
●
Get Next Working Day() [page 549]
●
Get Number Of Working Days Or Hours For Period()
[page 552]
We've restructured the time recording section.
●
Get Previous Working Day() [page 555]
●
Get Start Time Of Working Day () [page 558]
●
Get Working Time In Hours () [page 559]
●
Has Absences In Period() [page 539]
●
Has Working Time In Interval () [page 561]
●
Is Consecutive Limit for Time Type Reached() [page
541]
Implementation of Time Sheet [page 322]
You activate Time Sheet in Provisioning now.
We've added some information about editing or deleting
temporary changes to work schedule assignments.
Edit or Delete Assignment of Temporary Change of Work
Schedule
Users can now search for users outside their peers group or
the reporting hierarchy of a manager.
Searching Users in the Team Absence Calendar [page 152]
Employees can purchase additional time off or leave. Deduc­
tions from payroll fund the leave purchase time account.
Leave Purchase [page 212]
There's a new Time Off data object for periodic update rule
parameters.
Periodic Update Rule Parameters [page 708]
Various updates and corrections have been made to the Re­
calculation documentation.
Recalculation in Time Management [page 415]
Users can now request their Leave Loading payment on top
of their annual leave pay through MSS or ESS pages.
Leave Loading [page 240]
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What's New
More Info
We've added some functions specific to Time Management.
Calculate Average Value For Numeric Job Information Field
Based on Months() [page 568]
Get Absence In Days For Period Based On Working Days For
Leave Of Absence Time Types() [page 524]
Get Purchased Leave Quantity or Equivalent Quantity (in
Weeks) for Period [page 625]
Employees working in cross-midnight shifts can now create,
edit, or delete absences crossing midnight.
Cross-Midnight Processing
We now support a duration display according to work sched­ Creating a Leave of Absence (LOA) Time Type [page 59]
ule for leave of absence time types.
It is now possible to create and edit recurring absences with
start and end dates in the past.
Enabling Recurring Absences [page 136]
It is now possible to create a non-working day model with
breaks and flextime bandwidth for a clock-time user.
There is now a retry counter that prevents erroneous time
sheets, absences, and accruals from being recalculated
more than three times.
Retry Counter [page 447]
It is now possible to create ad hoc time accounts for occa­
sional (ad hoc) events such as purchased leave, a compen­
satory day off, or relocation.
Creating Time Accounts
You can now configure the bookable period of a time account Defining the Bookable Period of Time Accounts [page 74]
more flexibly and set custom fields on a time account.
Accrual transfer dates are now adjusted automatically.
Automatic Adjustment of Accrual Transfer Dates [page 99]
Time Account Type Accrual Transfer [page 732]
The Time Account Type Accrual Transfer object now has a
history in which all accrual transfer dates are stored. Existing
Time Account Type Accrual Transfer objects have been auto­
matically migrated to contain that history. The Time Account
Type Accrual Transfer History is needed for the Automatic
Adjustment of Accrual Transfer Dates feature.
Users need a view permission to view the time types in the
Time Off Employee Self-Service UI for a Time Profile object
that is set to "secured" or for Available Time Types.
1.
Restricting Access to Time Objects [page 56]
The view permission on the Time Profile is set under
User Permissions
Permissions
Time Management Object
.
2. The view permission on Available Time Types is set un­
der
User Permissions
Time Management Object
Permissions.
The recalculation job doesn't import external time data and
external time records anymore.
Recalculation in Time Management [page 415]
We now raise a validation error if you raise an error message
using the onChange rule in the Employee Time object field
definition. Please use take rules to raise error messages.
Adding Additional Validation Checks for Leave Requests
[page 120]
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Change History
What's New
More Info
We added a note that you can create only one entry per job
information status without a specified time account type.
Time Off Configuration [page 740]
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2
Core Concepts and Activation of Time
Management
Learn more about core concepts in time management, the different time management solutions in SAP
SuccessFactors, and how to activate them.
Basics of Time Management [page 18]
Time Management is about tracking the times when employees are at work (attendance management)
and when they aren’t (absence management).
Time Management in SAP SuccessFactors [page 19]
Get an overview of the absence and attendance management capabilities provided by SAP
SuccessFactors Employee Central Time Management and SAP SuccessFactors Time Tracking.
Activating Time Management [page 20]
Activate Time Management so that employees can manage their absences and attendances in SAP
SuccessFactors.
2.1
Basics of Time Management
Time Management is about tracking the times when employees are at work (attendance management) and
when they aren’t (absence management).
Attendance Management
Attendances are times when an employee acts on behalf of the employer, independent of where the work takes
place physically. This means that not only working time that is performed on site of the employer is considered
an attendance. Even if the employee is physically absent from office, for example, in case of home office or
business travel, the employee still acts on behalf of the employer. Therefore, they’re considered attendances
from time management perspective.
Absence Management
Absences are times when, according to the work schedule, an employee would be supposed to act on behalf of
the employer, but they don’t, for example, in case of vacation, sick leave, or unauthorized leave.
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2.2
Time Management in SAP SuccessFactors
Get an overview of the absence and attendance management capabilities provided by SAP SuccessFactors
Employee Central Time Management and SAP SuccessFactors Time Tracking.
Time Off and Time Sheet are part of Employee Central Time Management.
SAP SuccessFactors Time Tracking extends the Employee Central attendance recording capabilities for more
complex use cases. Time Tracking requires a separate subscription on top of Employee Central Time
Management.
Employee Central Time Management is part of the Employee Central subscription.
SAP SuccessFactors provides capabilities for recording absences, time off work, and attendances, that is,
active working time. Absences are managed in Time Off, while attendances are managed in Time Sheet and
SAP SuccessFactors Time Tracking.
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2.3
Activating Time Management
Activate Time Management so that employees can manage their absences and attendances in SAP
SuccessFactors.
Prerequisites
The system administrator responsible for activating Time Management in SAP SuccessFactors needs the
Employee Central Feature Settings permission. You assign it as follows:
1. In the
Admin Center
Manage Permission Roles , open the system admin role.
2. Choose Permission...
3. Under Administrator Permissions
Settings checkbox.
Manage System Properties , select the Employee Central Feature
Procedure
1. In the Admin Center, choose Manage Employee Central Settings.
2. Here you need to decide how you want to use Time Management at your company:
Absence Management
○ If you want to use the full Time Off solution, switch Time Off to On.
○ If you just want to use Time Off to manage long-term leaves of absence, switch both Time Off and Time
Off for Leave of Absence Only to On.
Attendance Management
○ If you want to use the basis Time Sheet solution included in the Employee Central subscription, switch
Time Sheet to On.
○ If you want to use the full Time Tracking solution to cover more complex attendance management use
cases, switch both Employee Central Time Sheet and Time Tracking to On.
 Note
You can't change the switch for Time Tracking. Time Tracking is turned on in Provisioning.
 Note
Time Off is a prerequisite for Time Sheet, which means Time Off must be activated for you to activate
Time Sheet. It's not possible to just activate Time Off for Leave of Absence Only and Time Sheet
together, since Time Sheet can only be activated in conjunction with Time Off.
Time Sheet is a prerequisite for Time Tracking, which means you can activate Time Tracking only when
Time Sheet is switched on.
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When deciding what to activate, please note that you can only choose from the following potential
combinations:
○ Activate Time Off on its own.
○ Activate Time Off and Time Off for Leave of Absence Only together.
○ Activate Time Off and Time Sheet together.
○ Activate Time Off, Time Sheet, and Time Tracking together.
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3
Implementation of Employee Central
Time Management
Get an overview of how to implement SAP SuccessFactors Employee Central Time Management.
Permissions Required for Time Management in General [page 22]
Get an overview of the general permissions you need for time management in SAP SuccessFactors.
Time Recording Variants [page 24]
Read about the different methods of how your employees record time.
Work Schedule [page 25]
Here's some general information how work schedules relate to absence and attendance management.
Creating a Holiday Calendar [page 42]
Create a holiday calendar to reflect public holidays that are established in a country/region.
Implementation of Time Off [page 43]
Learn how to implement Time Off so that employees can request time off work.
Implementation of Time Sheet [page 322]
Learn how to implement Time Sheet so that employees can record their working time.
3.1
Permissions Required for Time Management in General
Get an overview of the general permissions you need for time management in SAP SuccessFactors.
Generic MDF Objects
You need permissions to access a number of generic MDF objects to create, edit, and delete configuration and
transactional objects in Time Management, including business rules.
●
Administrator Permissions
Metadata Framework
Configure Object Definition
●
Administrator Permissions
Metadata Framework
Manage Data
●
Administrator Permissions
Metadata Framework
Configure Business Rules
●
Administrator Permissions
Metadata Framework
Access to non-secured object
●
User Permissions
Miscellaneous Permissions
Time Management Configuration Search
The Time Management Configuration Search is a way you can find out which generic objects in time
management are assigned to which other objects in time management, and to which employees. This tool is
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typically used by system and HR admins. To access the Time Management Configuration Search tool, you need
to following permission.
●
Administrator Permissions
Manage Time
Access Time Management Configuration Search
Time Admin Workbench
The Time Admin Workbench is the central workplace for HR and time admins to manage the absences and
attendances of the employees they’re responsible for. To access the Time Admin Workbench, you need to
following permission:
●
Administrator Permissions
Manage Time
Access Workbench
3.1.1 Activating the Time Management Configuration Search
Activate the Time Management Configuration Search by going to Administrator Permissions and selecting
Access Time Management Configuration Search.
Context
The Time Management Configuration Search is a way you can find out which objects are assigned to which
other objects, and to which employees.
Procedure
1. Go to the Admin Center and choose Manage Permission Roles.
2. Choose Administrator Permissions.
3. Go to Manage Time.
4. Select Access Time Management Configuration Search.
Results
You can use the Time Management Configuration Search to obtain a better overview of your system
configuration by searching for the following:
● Employees with a specific Time Management object in their job information
● Time type by time account type
● Time type and time account type by Time Management retention group
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3.2
Time Recording Variants
Read about the different methods of how your employees record time.
When you implement Time Management in SAP SuccessFactors, you need to decide how your employees
record working time. Employees can either record working time based on duration, or based on clock times.
You can decide for each user individually. For example, employee group A, a subgroup, can record working time
based on duration. Employee group B, another subgroup, records time based on clock times. If you have both
time recording variants represented in your organization, then for each respective time recording variant, you
need distinct:
● Work schedules
● Work schedule day models
● Time profiles
● Time recording profiles
Duration-Based Time Recording
Duration recording is a method of time recording based on duration. That includes recorded absences or
attendances. For example, an employee recording working time based on duration only needs to record that
they worked 8 hours on a certain day. The start and end time of the recorded time isn't considered. As such,
the time when the employee worked the 8 hours is irrelevant, from 9:00 a.m. - 5:00 p.m. or from 11:00 a.m. 7:00 p.m., for example.
 Note
● Breaks aren't specified in work schedules for duration-based time recording. This means that an
employee who records time based on duration can’t record breaks. Duration-based recorded times are
always considered as net times, excluding breaks.
● With duration-based time recording, work schedules that cross midnight aren't supported. If
employees work on a night shift, they need to use clock time-based time recording.
● With duration-based time recording, you can't combine absences that have different units (days or
hours) on the same day.
Clock Time-Based Time Recording
Clock time recording is based on the entered start and end times of an attendance, or an absence. For example,
an employee who records work based on clock time needs to explicitly record that they worked from 9:00 a.m.
- 5:00 p.m. Break times can be deducted from entered clock times, depending on legal regulations, collective
agreements, contracts, or other provisions in place within an organization.
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 Note
● If you've implemented clock time-based time recording, ensure that the holiday calendar you
implemented with it only includes full-day holidays. Half-day holidays aren't supported for clock-timebased time recording.
● If you use clock-time-based time recording, you can't request absences on non-working days.
● To enter midnight as the start or end time, you need to enter the time as 00:00 (24:00 isn't a valid
entry). It can mark the start or the end of a working day. For example:
○ If you enter an employee's working time with 16:00 start time and 00:00 end time on a Tuesday,
the system interprets 00:00 as the end of that employee's working day on Tuesday. This entry isn't
considered as cross-midnight processing.
○ If you enter an employee's working time with 00:00 start time and 06:00 end time on Wednesday,
the system interprets 00:00 as the start of that employee's working day on Wednesday. This entry
isn't considered as cross-midnight processing.
● If you use clock-time-based time recording, the allowed fractions you specify for an absence time type
have no impact on partial day absences. If you select Only full day bookings allowed, only full day
absences can be recorded. Allowing employees to record fractions, for example, by selecting Half day
bookings allowed for unit Days or Full hour bookings allowed for unit Hours, doesn't have an impact.
Absence recording is possible for any fraction of the day. That means you can choose a start time and
end time independently of the fractions you've allowed for an absence time type.
● There are collision checks for clock times to prevent overlaps of a period of absence and a period of
attendance. The collision checks also prevent overlaps of breaks and on call-periods .
3.3
Work Schedule
Here's some general information how work schedules relate to absence and attendance management.
A work schedule defines an employee's working pattern, for example, the planned working time of an
employee. It captures which days of a week and for how many hours per day the employee is going to work. For
example, a work schedule could define that an employee is supposed to work from Monday till Thursday from 8
a.m. till 5 p.m. (including a break from 12 p.m. until 1 p.m.) and on Friday from 8 a.m. util 12 p.m. (without a
break) with Saturday and Sunday being non-working days. It's important that you always have the correct
planned working time maintained in the system. This is required for both absence and attendance
management:
Example: Absence Management
If an employee has the above mentioned work schedule and an available vacation balance of 200 hours, the
work schedule provides the information that 4 hours need to be deducted from that balance if the employee
takes a Friday off. Without the information that the employee has a planned working time of 4 hours on Fridays
from the work schedule, we wouldn’t know how many hours to deduct from the vacation time account balance.
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Example: Attendance Management
If a salaried employee has the above mentioned work schedule and records working time on a Friday from 8am
till 1pm, the work schedule provides the information that 1 hour out of the 5 hours recorded are to be treated as
overtime. This information is important as overtime might need to be paid extra.
Related Information
Creating a Regular Work Schedule [page 26]
Work Schedule Models [page 28]
3.3.1 Creating a Regular Work Schedule
Work schedules represent all the available working patterns at your organization.
Prerequisites
To create work schedules, you need permission to access the following generic objects:
● Work Schedule
● To create a work schedule for simple models: Work Schedule Day.
● To create a work schedule for period models: Work Schedule Day Model Assignment, Work Schedule Day
Model Assignment Segment.
Context
When you have the necessary permissions, you can create a work schedule:
Procedure
1. Go to
Admin Center
Manage Data
Create New
Work Schedule .
2. Enter a meaningful External Name and a unique External Code, for example DUR Mon-Fri 8hrs and
(DUR_8hrs). Note: If you want to integrate with Payroll, the external code must be eight characters long.
3. Enter a starting date for the work schedule. This is the reference point for day 1 of the work schedule. The
starting date refers to the starting date of the work schedule, not the starting date of the effective date of
the work schedule that is assigned to the employee. Example: If the starting date is set to Wednesday,
January 1, 2014, day 1 in the schedule is a Wednesday. Day 2 is a Thursday, and so on.
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4. Select a Model and make at least one Work Schedule Days entry (for simple and period models). The Work
Schedule Days entry defines the working hours per day. If you have a weekly pattern, you add 7 days here.
To define working patterns that repeat every two weeks, just keep adding days and assign the respective
number or hours until 14 days are covered. There are several work schedule models, for more information
please refer to Work Schedule Models [page 28]. Note: After the work schedule has been assigned to a
user, you can't change the model in a work schedule.
5. If you've selected Clock Times as the Time Recording Variant and you want to allow employees with a
period or schedule model to make time recordings crossing midnight, you need to set the field Cross
Midnight Allowed on the period or schedule model to Yes. Now you can, for example, create a shift that
starts at 18:00 on Tuesday and ends at 02:00 on Wednesday. Cross Midnight time recordings aren't
available for the Duration Time Recording variant or the simple model. If you assign a cross-midnight
enabled period model to a schedule model, the Cross Midnight Allowed field on the schedule model must
also be set. Note: Cross midnight attendance recording is only possible as part of the SAP SuccessFactors
Time Tracking [page 404] subscription. Cross midnight absence recording is covered with the Time Off
feature.
○ For both the simple and the period model, it's important that you include non-working days. The work
schedule day patterns you define repeat without interruption. For example, if you define only five days
in the work schedule, and all of them are working days, there isn't a day off work in the working pattern.
The pattern starts with day one again, which is a working day.
○ If you need to enter midnight as start or end time, you need to enter the time as 00:00 (24:00 isn’t a
valid entry). 00:00 can indicate either the start of a working day or its end.
Next Steps
● (Optional) Creating a Work Schedule Day Model
● Creating a Holiday Calendar
Related Information
Work Schedule [page 25]
Work Schedule Models [page 28]
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3.3.1.1
Work Schedule Models
Read about the different models of work schedules.
Work Schedule Model Name Planned Working Time
Simple
●
Enter the planned work­
ing time for each day di­
Time Recording Method
●
Duration-based time re­
cording
Support for Cross-Midnight
Shifts
Cross-midnight shift are not
supported.
rectly in the Work
Only clock time-based time
Schedule Days section.
recording supports cross-
You need to enter the
midnight shifts.
planned working time
for each day separately.

●
Tip
For time types that
must be booked in
hours and minutes,
we recommend de­
fining the Planned
Hours (Decimal) in a
way that they can
be converted to mi­
nutes without
rounding differences. For example,
you can enter 7.5
hours for a 7 hours
and 30 minutes
working day, but
don’t enter 7.33
hours for a 7 hours
and 20 minutes
working day.
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Work Schedule Model Name Planned Working Time
Period
●
You need to define the
Time Recording Method
●
time recording variant
because period models
are supported for both
Duration-based time re­
cording
●
Clock time-based time
recording
Support for Cross-Midnight
Shifts
Cross-midnight shift are sup­
ported if the time recording
variant is set to clock times.
duration-based and
clock time-based time
recording.
●
For each day of a period
model, select one of the
following categories in
the Work Schedule Days
section:
○
Day Model. A day
model is a separate
generic object and
defines the planned
working time for a
day. A period work
schedule can be
composed of sev­
eral different day
models and you can
reuse day models
across various work
schedules. For
more information
on work schedule
day models, refer to
Creating a Work
Schedule Day
Model [page 33].
○
Planned Hours. As
with the simple
model, you can en­
ter the planned
working time di­
rectly in the work
schedule.
If the Time
Recording Variant is
set to Duration, you
need to enter only
the planned hours.
If the Time
Recording Variant is
set to Clock Times,
you need to enter a
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Work Schedule Model Name Planned Working Time
Time Recording Method
Support for Cross-Midnight
Shifts
segment of the
scheduled working
time category that
consists of a start
and an end time.
You can also add a
scheduled break to
the segment. Alter­
natively, you can
configure dynamic
breaks. For more in­
formation on
breaks, refer to
Break Time Record­
ing [page 340].
○

●
Non-Working Day:
This category can
be used to repre­
sent non-working
days. No further en­
tries are needed for
this category.
Tip
For time types that
must be booked in
hours and minutes,
we recommend de­
fining the Planned
Hours (Decimal) in a
way that they can
be converted to mi­
nutes without
rounding differences. For example,
you can enter 7.5
hours for a 7 hours
and 30 minutes
working day, but
don’t enter 7.33
hours for a 7 hours
and 20 minutes
working day.
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Work Schedule Model Name Planned Working Time
Schedule
●
●
With a schedule work
schedule, you can or­
ganize your shifts by as­
signing time-shifted
starting dates to one
and the same period
model.
Time Recording Method
●
Duration-based time re­
cording
●
Clock time-based time
recording
Support for Cross-Midnight
Shifts
Cross-midnight shift are sup­
ported if the time recording
variant is set to clock times.
You need to define the
time recording variant
because schedule mod­
els support both dura­
tion-based and clocktime-based time record­
ing.
●
Select a period model.
Example: Work Schedule Days for Simple Model
The working times in this example are Monday through Friday, from 8 a.m. - 5 p.m. Saturday and Sunday are
non-working days. Based on the starting date, the first day in the work schedule is a Sunday.
Day
Planned Hours and Minutes (hh:mm)
Planned Hours (Decimal)
1
00:00
0
2
08:00
8
3
08:00
8
4
08:00
8
5
08:00
8
6
08:00
8
7
00:00
0
Example: Work Schedule Days for Period Model
The working times in this example are Monday through Friday, from 8 a.m. - 5 p.m. Saturday and Sunday are
non-working days. The starting date here refers to a Monday, so day 1 is a Monday
Day
Category
More
1
Day Model
Details
2
Day Model
Details
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Day
Category
More
3
Day Model
Details
4
Day Model
Details
5
Day Model
Details
6
Non-Working Day
Details
7
Non-Working Day
Details
Example: Schedule Model
You have a period model consisting of a rotating shift pattern that spans 3 weeks. That means employees with
this work schedule work in the early shift during the first week, in the late shift during the second week, and in
the night shift during the third week of the period model. The starting date of the work schedule is Monday,
January 11, 2021. Your production site needs to run 24/7. This means that from Monday through Friday, each
shift has to be covered, and on each day, three different groups of employees must work. For each shift, there's
one employee group. You achieve this by assigning a different schedule model with the same period model to
each employee group, but with three different starting dates:
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3.3.1.2
Creating a Work Schedule Day Model
Create a work schedule day model for your employees.
Prerequisites
You need permission to access the following generic objects:
●
User Permissions
Time Management Object Permissions
Work Schedule Day Model
●
User Permissions
Time Management Object Permissions
Work Schedule Day Model Segment
Context
With a work schedule day model, you can define what the number of hours worked on a particular day should
look like. You can then use the day models in your work schedules where the Model field is set to Period.
 Note
● Each work schedule day model can include no more than one segment with the Scheduled Working
Time category.
● You can't select the Scheduled Working Time option in a work schedule day model you’re using for nonworking days. However, you can maintain the Scheduled Unpaid Break category for non-working days.
This ensures that employees who are called in to work on days that aren't officially working days for
them get their scheduled breaks on such days.
Procedure
1. Go to
Admin Center
Manage Data
Create New
Work Schedule Day Model .
2. Enter a meaningful External Name and a unique External Code. For example, Early Shift 06:00 14:00 (EarlyShift).
3. Select the Time Recording Variant.
4. For a non-working day model, set Non-Working Day to Yes.
5. If you set the field Non-Working Day to No, you need to enter the planned working time for the day model. If
you select Duration as time recording variant, enter the planned hours, for example, 8. If you select Clock
Times as time recording variant, you need to enter a start and an end time for a segment. Please refer to
the table at the end of the steps to see an example.
6. Like for the work schedule itself, if you have a day model where the time recording variant is clock times
and the planned working time crosses midnight (e.g. 22:00 – 06:00), you need to set the field Cross
Midnight Allowed to Yes. If this is the case, the day model can only be assigned to work schedules where
the Cross Midnight Allowed field is also set to Yes.
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Example
Table 2: Step 5 Example: Enter Start and End Time for each Segment
Start Time
End Time
Category
08:00
17:00
Scheduled Working Time
12:00
13:00
Scheduled Unpaid Break
Next Steps
Creating a Holiday Calendar [page 42]
Related Information
Work Schedule Day Model [page 749]
3.3.2 Individual Work Schedule
An individual work schedule is a work schedule that applies only to one employee.
You might choose to create an individual work schedule if a particular employee needs a schedule that you
don't want to apply generally to other employees.
 Note
● If you intend to use individual work schedules, you must activate Time Off in full. Time Off For Leave Of
Absence Only is not sufficient.
● Individual work schedules are not country/region-specific.
● Individual work schedules are regulated by permissions. If you want to use this feature, you must have
the Maintain Individual Work Schedule permission.
● You create individual work schedules from an employee's job information. You can't create other types
of work schedule from here.
● When assigning an individual work schedule with cross-midnight processing active, make sure that
there is no overlap between shifts in the new individual work schedule and any schedule already
assigned to the employee. For detailed information on this, see the Collision Checks for Cross-Midnight
Processing documentation.
● Normally, a field that’s configured as a Data Subject Field in the Legislatively Sensitive Data
Configuration for Time-Management-related, pre-delivered objects must have the Required property
set to Yes. However, for the WorkSchedule object, the required property is pre-delivered as No to
support the individual work schedule assignment scenarios.
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3.3.2.1
Creating an Individual Work Schedule
Create an individual work schedule that applies only to one employee.
Prerequisites
You need permission to access and edit the following generic objects:
●
Administrator Permissions
● Under
Edit.
User Permissions
Manage Time
Maintain Individual Work Schedule
Miscellaneous Permissions , the Work Schedule permission must be set to
Context
If an employee needs a particular work schedule that you don't want to apply to all other employees, you can
create an individual work schedule for the employee. If you want to create an individual work schedule through
Admin Center Manage Data , you can do so as outlined in Creating a Regular Work Schedule [page 26]. In
addition, you need to set the Is Individual Work Schedule field to Yes. Then, select the respective user.
 Note
Individual work schedules are only supported for period models.
You cannot convert an individual work schedule into a general one by, for example, removing the user ID.
Individual work schedules are usually created by HR admins, who don’t necessarily have access to Manage
Data. Instead, they can create individual work schedules (and only individual work schedules) through an
employee’s job information.
Procedure
1. Go to an employee's
Job Information
Create an Individual Work Schedule
Time Information
Work Schedule
Find a Work Schedule
.
2. Fill the same fields as outlined under Creating a Regular Work Schedule [page 26] for period model. Some
fields don’t need to be filled manually in this case:
○ The External Code is generated automatically.
○ The Time Recording Variant is derived from the selected time recording variant in the respective job
information record.
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3.3.3 Creating a Temporary Work Schedule
Create a temporary work schedule for your employees.
Prerequisites
You need permission to access and edit the following generic objects:
●
Administrator Permissions
Manage Time
Maintain Temporary Change
If the generic object Temporary Time Information is secured, the following permission needs to be granted:
● Under User Permissions
must be set to Edit.
Miscellaneous Permissions , the Temporary Time Information permission
Context
A temporary work schedule for an employee is typically created by an HR or time admin through the admin
workbench.
Procedure
Once the necessary permissions are granted, the HR admin can create temporary work schedules through
Administer Time Work Schedule Create Temporary Change . For more guidance for HR admins on how
to create temporary work schedules through the admin workbench, refer to the Operating Time Management in
SAP SuccessFactors guide.
Related Information
Temporary Time Information API [page 40]
3.3.3.1
Temporary Work Schedule
Temporary deviations from the standard working pattern don’t require a job information change. Such
deviations can be represented via temporary work schedules that temporarily override the regular working
pattern as defined by the work schedule assigned in the job information.
Regular work schedules are work schedules that define the standard working pattern of an employee, are
assigned to an employee´s job information. If the work schedule of an employee changes permanently, a new
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work schedule needs to be assigned via a job information change. However, temporary deviations from the
standard working pattern don’t require a job information change but can be represented via temporary work
schedules which temporarily override the regular working pattern as defined by the work schedule assigned in
the job information.
Temporary work schedules are regular or individual work schedules that are assigned to an employee for a
temporary period of time only. The temporary change is stored in the generic object Temporary Time
Information. It consists of information about the user, start and end date, and the work schedule to be applied
during that period. A temporary work schedule for an employee is typically created by an HR or time admin via
the admin workbench.
3.3.3.2
Importing Planned Working Time from External
Shift Planning Tools
If you use an external system to plan employees' shifts, you can now transfer short-term planned working time
to Employee Central Time Off using an OData API (TemporaryTimeInformation).
To transfer short-term planned working time to SAP SuccessFactors using an OData API, you need the
permission:
●
Administrator Permission
Metadata Framework
Admin access to MDF OData API
.
Furthermore, if the generic object Temporary Time Information is secured, you must have the following
permissions:
●
User Permissions
Miscellaneous Permissions
Temporary Time Information .
Eventually, to upload temporary time information using day models as the reference, :
●
Admin Center Configure Object Definitions
dayModel must be set to Editable.
Temporary Time Information , the visibility of the
Before you upload of temporary time information, you need to create the work schedule or the day model that
you want to reference in SAP SuccessFactors. Refer toCreating a Regular Work Schedule [page 26] and
Creating a Work Schedule Day Model [page 33] for more information on how to do this.
Then, you can upload temporary time information objects via the TemporaryTimeInformation oData API. Refer
to the SAP SuccessFactors HXM Suite OData API: Developer Guide (V2) on how to work with oData APIs in SAP
SuccessFactors.
Viewing and Updating the Temporary Time Information
Once the upload is complete, you can view the newly uploaded temporary time information records on the
Work Schedule tab of the Time Workbench. You can see the information for a maximum of one year in the past
and one year in the future.
If you make any updates to temporary time information, it overwrites the existing data in EC Time. You can
make updates either by using the OData API from the shift planning system, or directly in EC Time using the
Time Workbench UI.
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 Note
● When using a day model or an individual work schedule as the reference, you can edit and delete them
from the UI.
● When using a work schedule as the reference, you cannot edit or delete it from the UI.
Important Things to Keep in Mind
● You need to create the work schedule or the day model in Employee Central Time Off before you carry out
the upload.
● The date values need to be passed with time UTC 00:00:00 to the API. The value must be passed in
milliseconds; for example, "1581292800000" is the value for Monday, February 10, 2020 12:00:00 AM
GMT. You can convert values into the necessary millisecond format at http://www.epochconverter.com
.
● Any errors during the upload will be returned in the OData API response.
● If you use daily shift planning, we recommend that you have a dummy work schedule in EC Time that
contains the average contractual hours. Any absence deductions for future absences can then be based on
the dummy work schedule. Later, when the shift is uploaded, the absence will be recalculated.
● It's also possible to carry out a mass upload of temporary time information using MDF import, but you
would need to manually create and upload the Excel file.
● It's important that you always have the correct planned working time maintained in the system. This is
required for things like absence recording and the correct calculation of time account deductions, as well
as time sheet and time valuation when it comes to overtime calculation, shift premium generation, and
input validation.
Related Information
Temporary Time Information API [page 40]
Temporary Time Information API [page 40]
3.3.3.2.1
Main Scenarios for Importing Planned Working
Time from External Shift Planning Tools
You can transfer short-term planned working time to SAP SuccessFactors as temporary work schedules. Here
are the main scenarios in which this can be useful.
You can upload shift information for either a single day or for a period, and you can use either a day model or a
work schedule as the basis.
● Substitution
A shift worker usually works the night shift, but due to some family commitments he'd like to switch to an
early shift for a week. You can handle this by uploading temporary time information for that week.
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● Shift swapping
A shift worker usually has Sunday as a working day and Friday as a non-working day. On one upcoming
weekend she needs to swap her working day with her non-working day. You can handle this by uploading
temporary time information for Friday (day model assignment of working day) and Sunday (day model
assignment of non-working day).
● Daily shift planning with recalculation of absence
A shift worker has Thursday as a working day and has an absence on the same day. If Thursday is then
changed from a working day to a non-working day, the absence for that day will be automatically
recalculated, taking into consideration the updated planned working time information for the day.
Here's an example of what using the OData API to upload a temporary time information can look like. In this
case, the user is calling the OData API with a 7.5-hour day model as the reference parameter. The day model
(CLT-7.5h) already exists in SAP SuccessFactors. Only the reference of the day model is passed to the API.
 Sample Code
https://<hostname>/odata/v2/upsert
{
}
"__metadata": {
"uri": "TemporaryTimeInformation('Temporary change Working day')"
},
"userIdNav": {
"__metadata": {
"uri" : "User('0001')"
}
},
"externalCode": "Temporary change Working day ",
"dayModel": "CLT-7.5H",
"startDate": "\/Date(1581292800000)\/",
"endDate" : "\/Date(1581292800000)\/"
Related Information
Importing Planned Working Time from External Shift Planning Tools [page 37]
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3.3.3.2.2
Temporary Time Information API
This object defines deviating time information for period for a user. It is used, for example, if an employee is on
vacation and someone else needs to take over their work schedule for the vacation period.
Operations Allowed
Table 3:
Operation
Query
Get
Query a record
Create
Create a record
Update
Update a record
Upsert
Update an existing record or create a new one
Delete
Delete a record
Properties
Here you can see the required fields and business keys for this entity. Check the OData API dictionary in your
instance to see the complete list of properties, and check your metadata for navigations, and associations.
Property
Business Key
Required Field
Description
externalCode
Yes
Yes
External Code
startDate
No
Yes
This is the date from which
the Temporary Time Informa­
tion applies
endDate
No
Yes
This is the date from which
the Temporary Time Informa­
tion applies
comment
No
No
Optional comment field
Navigation Properties
Navigation Property
Related Entity
Description
workScheduleNav
WorkSchedule
Navigation to WorkSchedule
userIdNav
User
Navigation to User
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Code Examples
URI: http://<hostname>/odata/v2/restricted/
TemporaryTimeInformation('d9ad6aea798143d599c63e9f4f251048')?$format=JSON{
 Sample Code
{
"d": {
"__metadata":
{ "uri": "https://<hostname>/odata/v2/restricted/
TemporaryTimeInformation('d9ad6aea798143d599c63e9f4f251048')", "type":
"SFOData.TemporaryTimeInformation" }
,
"externalCode": "d9ad6aea798143d599c63e9f4f251048",
"startDate": "/Date(1450569600000)/",
"mdfSystemObjectType": "TemporaryTimeInformation",
"mdfSystemEffectiveEndDate": "/Date(253402214400000)/",
"mdfSystemVersionId": null,
"workSchedule": "i90306d711",
"endDate": "/Date(1451088000000)/",
"effectiveStatus": "A",
"lastModifiedDateTime": "/Date(1450424588000+0000)/",
"mdfSystemTransactionSequence": "1",
"mdfSystemRecordId": "7E23FCD86F7B49568C902989041B1C94",
"createdBy": "admin",
"mdfSystemEntityId": "552984EB4B424F7481EA66DF3F9C2A7A",
"userId": "mhoff",
"createdDateTime": "/Date(1450424588000+0000)/",
"lastModifiedBy": "admin",
"lastModifiedDate": "/Date(1450428188000)/",
"mdfSystemEffectiveStartDate": "/Date(-2208988800000)/",
"lastModifiedDateWithTZ": "/Date(1450424588000+0000)/",
"comment": null,
"createdDate": "/Date(1450428188000)/",
"mdfSystemRecordStatus": "N",
"userIdNav": {
"__deferred":
{ "uri": "https://<hostname>/odata/v2/restricted/
TemporaryTimeInformation('d9ad6aea798143d599c63e9f4f251048')/userIdNav" }
},
"workScheduleNav": {
"__deferred":
{ "uri": "https://<hostname>/odata/v2/restricted/
TemporaryTimeInformation('d9ad6aea798143d599c63e9f4f251048')/
workScheduleNav" }
},
"dayModelNav": {
"__deferred":
{ "uri": "https://<hostname>/odata/v2/restricted/
TemporaryTimeInformation('d9ad6aea798143d599c63e9f4f251048')/dayModelNav" }
},
},
"createdByNav": {
"__deferred":
{ "uri": "https://<hostname>/odata/v2/restricted/
TemporaryTimeInformation('d9ad6aea798143d599c63e9f4f251048')/createdByNav" }
},
"wfRequestNav": {
"__deferred":
{ "uri": "https://<hostname>/odata/v2/restricted/
TemporaryTimeInformation('d9ad6aea798143d599c63e9f4f251048')/wfRequestNav" }
},
"lastModifiedByNav": {
"__deferred":
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{ "uri": "https://<hostname>/odata/v2/restricted/
TemporaryTimeInformation('d9ad6aea798143d599c63e9f4f251048')/
lastModifiedByNav" }
},
"mdfSystemRecordStatusNav": {
"__deferred":
{ "uri": "https://<hostname>/odata/v2/restricted/
TemporaryTimeInformation('d9ad6aea798143d599c63e9f4f251048')/
mdfSystemRecordStatusNav" }
}
}
}
3.4
Creating a Holiday Calendar
Create a holiday calendar to reflect public holidays that are established in a country/region.
Prerequisites
You need permission to access and edit the following generic objects:
●
User Permissions
Time Management Object Permissions
Holiday Calendar
●
User Permissions
Time Management Object Permissions
Holiday Assignment
●
User Permissions
Time Management Object Permissions
Holiday
Context
Holiday calendars reflect public holidays that are established within a country/region, for example, Labor Day,
which is a public holiday in many countries/regions. Public holidays are considered per default as non-working
days and override the work schedule.
Procedure
1. Create the holidays you need by choosing
Admin Center
Manage Data
Create New
Holiday .
2. Enter a meaningful Name and a unique Holiday Code for each holiday, for example, Labor Day (GERLabourDay).
3. Create the holiday calendar by choosing
Admin Center
Create New
Holiday Calendar .
4. Enter a meaningful External Name and a unique External Code, for example, Germany (GER).
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 Note
If public holiday regulations differ within a country/region, you need to create multiple holiday
calendars for a country/region.
5. Go to Holiday Assignments and select all applicable holidays for your holiday calendar.
6. For each holiday, enter the date and the holiday class.
Holiday Class
Description
Full
The holiday lasts the entire day.
Half
The holiday lasts only half a day.

Note
There’s no time reference if the half day is in the
morning, evening, or at night. For example, if an em­
ployee has an 8 hour working day according to the
work schedule, the resulting working time is 4 hours.
As such, half holidays aren’t supported for clock time
users.
None
Employees in your business usually work although it’s a
holiday. When an employee requests time off, these days
are considered as normal working days. This holiday class
is only used for information purposes.
 Tip
Fill the holiday calendar directly for the next several years ahead.
Example
1 May 2021, Labor Day, Full
3.5
Implementation of Time Off
Learn how to implement Time Off so that employees can request time off work.
Time Off is one of the two major modules of Time Management and designed as a paperless tool that tracks
when employees aren’t at work.
When you implement Time Off, you enable employees to request time off and managers to review these
requests. Time Off also supports a number of regional laws and regulations, which you need to consider when
you implement Time Off for a specific location.
Permissions for User Interfaces in Time Off [page 44]
Read about role-based permissions in Time Off.
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Basic Setup of Time Off [page 58]
There are some basic principles and steps you need to be aware of when setting up Employee Central
Time Off.
Customization of Absence Recording [page 109]
Learn more about how to customize absence recording.
Team Absence Calendar [page 147]
The Team Absence Calendar helps you plan your time by showing when your colleagues will be absent.
The calendar shows absences for your peers, your manager, and, if you're also a manager, your direct
and indirect reports.
Updates to Time Accounts [page 155]
There are several ways to update time accounts after their initial creation.
Termination End Handling [page 170]
The Termination End Handling process makes it possible to clean up an employee's Time-Off-related
data that exists after the termination date.
Purchase and Payout of Leave [page 192]
Learn more about the purchase and payout of leave.
Time Account Snapshots [page 235]
Time account snapshots are records of time account data as they existed at a specific point in time.
You can use these records in, for example, payroll processing.
Country/Region-Specific Features for Time Off [page 236]
Learn which aspects of Time Off you can manage on a country/region-specific basis.
Integration of Time Off and Payroll [page 305]
If you need Time Off data in your payroll system, you can set up either a point-to-point integration or
one that uses middleware.
Activating Mobile Time Off [page 305]
Some of the functions of the Time Off feature are available in a mobile version that you need to switch
on.
Setting Up Alerts And Notifications [page 308]
Ensure that all the relevant people in a Time Off workflow will be reminded of important events, such as
an employee returning from extended leave.
Handling Global Assignments and Concurrent Employment in Time Off [page 316]
These forms of employment are a bit different from the standard. If you use any of them at your
company, you'll have to keep this in mind when setting up Time Off.
Recommendations and Restrictions for Time Off [page 316]
Before you start using Time Off, here are some important things you should keep in mind.
Troubleshooting Time Off [page 318]
There are some limitations you should be aware of in Employee Central Time Off.
3.5.1 Permissions for User Interfaces in Time Off
Read about role-based permissions in Time Off.
To access all user interfaces in Time Off, enable Time Off under Manage Employee Central Settings.
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In general if a MDF object is not secured, you need to give the
to access a non-secured object
Metadata Framework
Access
permission
If the Employee Time object is secured, the permissions for read/write must be given under Time Management
Object Permissions. Otherwise, you will not see absence data on other UIs such as My Team, the org chart, or
the Employee Profile.
3.5.1.1
Time Off Employee Self-Service User Interface (UI)
Here's information about permissions required for the Time Off Employee Self-Service (ESS) user interface
(UI).
Table 4:
Action
Permission
Creating an absence using the Time Off ESS UI
If the Employee Time object is secured:
●
Time Management object permissions
○

Employee time: View and Edit
Tip
If you give the user the
Metadata Framework
access to MDF OData API
Admin
, then the field level override
permissions and Employee Time object level permis­
sions aren't respected and all data is shown. We recom­
mended not to give this permission to the end user.
Viewing available time types in the time type field when re­
questing an absence
If the Time Profile is secured:
●
Time Management object permissions
○
Time profile: View
If the time type and available time type objects are secured:
●
Time Management object permissions
○
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Action
Permission
Viewing the available balance and balance overview sections
on the UI
Under
Manage Time Off
Time AccountTime Account
,
you have the View permission.
In addition, if the time profile is secured:
●
Time Management object permissions
○
Time Profile: View
If the time account and time account detail object is se­
cured:
●
Time Management object permissions
○
Time account: View
○
Time account detail: View
In addition, if the Time Account Posting Rule object is se­
cured:
●
Time Management Object Permission
○
Creating a recurring absence through the Time Off ESS UI
Time Account Posting Rule - View
You have the
Time Management User Permissions
Create Recurring Absence in Employee Self-Service
Scenario
permission. This enables the recurring absence
checkbox on the UI.
3.5.1.1.1
Time Off Employee Self-Service Payout Leave
Here's information about necessary permissions for ESS payout leave.
Action
Permission
Creating payouts
If the payout object is secured:
●
Time Management object permissions
○
Time Account Payout
○
Time Account Type
○
Time Account Payout Profile
If the payout object is not secured:
●
Meta Data Framework
○
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3.5.1.1.2
Time Off Employee Self-Service Purchase Leave
Here's information about necessary permissions for employee self-service (ESS) purchase leave.
If the purchase object is secured:
● Time Management object permissions
○ Time Account Purchase
○ Time Account Type
○ Time Account Purchase Profile
If the purchase object isn't secured:
● Meta Data Framework
○ Access to non-secured objects
 Note
In addition to these permissions in Time Management, if the Recurring Deduction object is secured, users
require the View permission for that object to be able to use ESS purchase leave.
3.5.1.2
Review Periodic Time Account Updates
Here's information about which permissions you need to review periodic time account updates.
This user interface (UI) can be accessed using the action search Review Periodic Time Account Updates.
To access the UI, you have assigned the Access Periodic Time Account Update permission assigned under
Manage Permission Role
Manage Time.
You can see the time account postings for your employees depending on the target population of this
permission role.
● If your target group is empty, you see an empty list.
If time account and time account detail object is secured:
● Time Management object permissions
○ Time account and time account detail: View
The icon for workbench and Time Sheet UIs is only visible if you have the permission to open these UIs.
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3.5.1.3
Team Absence Calendar UI
Table 5:
Action
Permission
View absence data in the Team Absence Calendar
If the Employee Time object is secured:
●
Time Management Object Permissions
○
Employee Time - View
If the Time Type is secured:
●
Time Management object permissions
○
Time Type - View
If Employee Time object is not secured:
●
Meta Data Framework
○

Access to non-secured objects
Tip
To ensure that the target population is respected, we
recommend securing the Employee Time object. This
means that in the Employee Time object definition, in
the Security section, the Secured field must be set to
Yes. Otherwise, if the
Admin Permissions
non-secured objects
Manage Permission Roles
Metadata Framework
Access to
permission setting is assigned,
but the object is not secured, then the target population
is not respected.
Enabling the search option on the UI
You have the
Time Management User Permissions
Enable Search Option in Team Absence Calendar
Searching an employee
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Under
General User Permissions User Search. For
more information, refer to Searching Users in the Team Ab­
sence Calendar [page 152].
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3.5.1.4
Time Off Workflow User Interface
Here's information on permissions you need for the Time Off Workflow user interface (UI).
Table 6:
Action
Permission
Viewing the time account balance on the Time OffWorkflow
UI.
●
○
●
3.5.1.5
Under Manage Time Off
Time Account - View
Under Workflow Configuration
○
the Respect Permission flag is checked
○
the Employee Time permission is assigned to the
user who is approving the workflow
Manage Time Off Calendars
There's information about needed permissions for managing Time Off calendars.
You have the
3.5.1.6
Manage Time Off
Manage Time Off Calendars
permission.
Time Account Accrual Simulator
Here's information about permissions you need to access the time account accrual simulator.
Table 7:
Action
Permission
Accessing the time account accrual simulator UI
You have the
Manage Time
Process Simulator
Searching an employee
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You have the
permission.
Access Time Account
permission.
General User Permissions
User Search.
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3.5.1.7
Time Account balance on the Termination User
Interface
Here's information about permission needed to view the Time Account Balance section on the Termination user
interface (UI).
Action
Permission
Viewing the Time Account Balance section on the termina­
tion screen.
You have the
3.5.1.8
Manage Time
Show Time Account Balance
in Termination Screen.
Workbench
Here's information about actions on the Workbench UI and necessary permission to perform them.
Time Records tab
Table 8:
Action
Permission
Maintaining and viewing absences under the Time Records
tab.
You have the permission to edit and view on the Employee
Time object.
Linking absences.
You have the permission to
Absences
Manage Time Off
Link
Manage Time Off
Time
.
Time Accounts tab
Table 9:
Action
Permission
Viewing data on the Time Accounts tab.
You have the permission to
Account
view
.
If the time account and time account detail object are se­
cured:
●
Time Management Object Permissions
○
Time account and time account detail - view.
If the time account and time account detail object is not se­
cured:
●
Meta Data Framework
○
Adding postings, such as manual adjustments or periodic
update correction.
Access to non-secured objects
You have the permission to edit the time account and time
account detail.
Work Schedule tab
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Action
Permission
Maintaining individual work schedules.
You have the permission to
Individual Work Schedule
Maintaining an individual change using the UI.
Maintain
Manage Time Off
Maintain
Manage Time Off
Access
.
You have the permission to
Temporary Change
Manage Time Off
.
Payout Tab
Table 10:
Action
Permission
Reading information on the payout tab.
You have the permission to
Account Payouts
Maintaining payouts.
You have the
Permission
.
Manage Time Off
Manage Payout
.
If Time Account Payout object is secured:
●
Time Management Object Permissions
○
Time Account Payout
○
Time Account Type
○
Time Account Payout Profile
If the Time Account Payout object is not secured:
●
Meta Data Framework
○
Access to non-secured objectsAccess to non-se­
cured objects.
Purchase Leave tab
Table 11:
Action
Permission
Reading information on the purchase tab.
You have the permission to
Manage Time Off
Access
Purchase Leave
Maintaining purchases.
You have the
Leave
Manage Time Off
Manage Purchase
.
If the purchase object is secured:
●
Time Management Object Permissions
○
Time Account Purchase
○
Time Account Type
○
Time Account Purchase Profile
If the purchase object is not secured:
●
Meta Data Framework
○
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Action
Permission
Configure purchase leave
●
Time Management Object Permissions (for admin: view
and edit)
●
○
Time Account Purchase (view for end user)
○
Time Account Purchase Profile (view for end user)
Time Account Purchase Profile.Purchase Leave Valida­
tion Rule
Alerts tab
Table 12:
Action
Permission
Accessing the Alerts tab.
You have the
Leave
Manage Time Off
Manage Purchase
.
If the Time Management Alert object is secured
●
3.5.1.9
Time Management Alert - view.
Permission for Fields on Approval Cards on the
Latest Home Page
Here's information about how the cards on the Latest Home page respect permissions to display fields.
The Payout and Purchase approvals are displayed through the approval cards on the Latest home page, and no
specific fields are displayed on the respective cards. The permission, Prevent Quick Approval of Workflow is
respected for the to-do approval cards.
However, the Time Off and Time Sheet quick approval cards don't respect the permission, Prevent Quick
Approval of Workflow. This is because there is enough information displayed on the cards for the approvers to
approve or reject the workflows.
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3.5.1.10 Permissions in Time Off
3.5.1.10.1 Assigning HR Admin Permissions for Time Off
Assign permissions to HR admins so that they can view, approve, or decline their employees' requests for time
off.
Procedure
1. Go to the Admin Center and choose
Manage Permission Roles .
2. Open the relevant HR admin role and choose Permission.
3. Under Employee Views, select the following:
○ Time Off
○ Time
This action enables admins to access the Time Off view.
4. Depending on how extensive HR admin tasks at your company are, assign them the following permissions
as necessary:
To enable an HR admin to
View and edit employees' time off data
Assign this permission
Go to
Administrator Permissions Manage Time Off
and select one or more of these options depending on
your requirements:
○ View
Allows admins to see employees' time off data
○
Edit All
Lets admins to edit the time off data and create man­
○
Edit Time Off
Allows admins to edit time off data provided they also
ual adjustments.
have the View permission
Create, edit, or delete Time Off-related objects such as
time profiles, time accounts, or time types
Carry out mass changes to time data by using calendar
runs
Enter financial payouts on some time accounts
Go to
Administrator Permissions Manage Time Off
and select Manage Time Off Structures.
Go to
Administrator Permissions Manage Time Off
and select Manage Time Off Calendars.
Go to
Administrator Permissions
and select Manage Payout.
View, insert, edit, or delete time in an employees' job in­ Go to
formation
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User Permissions
Dated Entities
Manage Time Off
Employee Central Effective
and select the relevant checkbox for:
○
Holiday Calendar
○
Work Schedule
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To enable an HR admin to
Assign this permission
○
Open the Time Workbench and manage time tasks for
Time Profile
Manage Time
and
Create an individual work schedule for an employee
Go to
Administrator Permissions Manage Time
select Maintain Individual Work Schedule.
and
Make a temporary change to an employee's work
Go to
Administrator Permissions
select Maintain Temporary Change.
Manage Time
and
Go to
Administrator Permissions
select Link Absences.
Manage Time
and
Access time alerts in the Time Workbench
Go to
Administrator Permissions
select Access Time Alerts.
Manage Time
and
Simulate time account accruals for a particular em­
Go to
Administrator Permissions Manage Time
select Access Time Account Process Simulator.
and
employees
schedule
Link an employee's absences in case, for example, the
employee has been absent with the same sickness
Go to
Administrator Permissions
select Access Workbench.
more than once in a given period
ployee, date, and time account type
Use the search for time management configuration
Go to
Administrator Permissions Manage Time and
select Access Time Management Configuration Search.
See the time balance on the screen where termination
Go to
Administrator Permissions Manage Time and
select Show Time Account Balance in Termination Screen.
payouts are processed
Access the Accounts Payouts tab in the Time Workbench Go to
Administrator Permissions
select Access Account Payouts.
Manage leave of absence
Go to
Employee Data
○
Manage Leave of Absence
○
returnLeaveOfAbsenceAction
and
and select:
Use reporting for time accounts
Go to
User Permissions Reports Permission and
select the checkboxes depending on the kind of reporting
you want to use.
Use attachments in mobile Time Off
Go to
Tools
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User Permissions
Manage Time
PUBLIC
Administrator Permissions
Manage Integration
and select:
○
OData API Attachment Import
○
OData API Attachment Export
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3.5.1.10.2 Assigning Employee Permissions for Time Off
Allow employee self-service to request time off and view or cancel existing requests.
Procedure
1. Go to the Admin Center and choose Manage Permission Roles.
The Permission Role List view displays.
2. Under the Permission Roles column, select Employee Self-Service.
The Permission Role Detail view displays.
3. Choose the Permission button.
A Permission settings dialog box displays
4. Under the User Permission column, select Employee Views, select the following, and save your settings:
○ Time Off
○ Time
5. Choose Done to save your settings and close the dialog box.
If your employees need to see Time Off fields in their job information, reopen Permission... and select
Employee Central Effective Dated Entities. Ensure that View Current and View History boxes are selected for
the following:
○ Holiday Calendar
○ Work Schedule
○ Time Profile
○ Time Recording Variant
Results
Any employees with the Employee Self-Service role can now submit requests for time off, and can see or delete
any existing requests.
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3.5.1.10.3 Restricting Access to Time Objects
Ensure that employees can't change any time objects that they're not supposed to. For example, employees
should not be able to change their own time types.
Procedure
1. In the Admin Center, go to Configure Object Definitions.
2. Choose Object Definition and select the time object (for example, a time type) to which you want to restrict
access.
3. In the Security section, make these settings:
○ Secured: Yes
○ Permission Category: Time Management Permissions
○ CREATE Respects Target Criteria: No
 Note
If the Time Profile object is set to secured as Yes then you need to set the following permissions for the
user for them to view the time types in the Time Off Employee Self-Service (ESS) UI.
1. The view permission on the Time Profile is set under
User Permissions
Time Management
Object Permissions .
2. The view permission on Available Time Types is set under
User Permissions
Time Management
Object Permissions.
3. If the work schedule and holiday calendar are secured, you need to set the view permission on the
objects for users to view the work schedule and holiday calendar data.
4. In the Admin Center under Manage Permission Roles, open the employee role and choose Permission.
5. Under User Permissions Time Management Permissions , you'll see that the time type now appears.
To ensure that employees can view - but not change - the time types assigned to them, check the View
checkbox.
 Note
○ If you don't assign the View permission for the Time Type object, then users will not be able to see
any time off requests. However, they will still be able to see the balances for the time types on the
Time Off Employee Self-Service (ESS) UI.
○ In order to view time off balances on the PP3 UI, users need the View permission for all the relevant
time profiles, time types, time account types, time accounts, work schedules, and holiday
calendars.
6. Repeat this process for any other time objects to which you want to restrict access.
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3.5.1.10.4 Restricting Access to Fields in Time Objects
Use field-level overrides to control what fields employees can see and edit within a particular time object.
Procedure
1. In the Admin Center, go to Manage Permission Roles and open your employee role.
2. Choose Permission.
3. Under User Permissions Miscellaneous Permissions , scroll down until you find the relevant object.
For example, Employee Time.
4. Select the Field Level Overrides checkbox, and then assign the permissions to each individual field as
necessary.
 Note
○ You can only apply field-level overrides to the new absence form available in PP3, not to the old one
used in the v12 UI.
○ Be careful about which fields you restrict. For example, do not restrict fields such as the time type,
the start date/time, or the end date/time, because this will interfere with the simulation function
when users enter an absence request.
3.5.1.10.5 Assigning Permissions for Time Account Reports
Enable role-based permissions (RBP) for your time accounts so that you can make use of reporting.
Procedure
1. In the Admin Center, go to Configure Object Definitions.
2. Open the Time Account object.
3. Choose
Take Action
Make Correction
and apply these changes:
○ Ensure the userId field is required.
○ In the Security section, set Secured to Yes.
○ For the Permission Category, choose Miscellaneous Permissions.
○ For RBP Subject User Field, enter userID.
4. You now need to ensure that the users who will run the reports have permissions that match those you've
just made for this object. To do this, go to the Admin Center Manage Permission Roles , and open the
role of a user who will be running the reports. For example, a HR admin.
5. Under Permission...
Account.
Miscellaneous Permissions , scroll down in the list of objects and find Time
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6. If you want to enable the user to generate reports based on time accounts, select View. The most
important thing, however, is that whatever you select here has to match the settings you previously made
for the object itself.
Results
You've successfully set up all the necessary permissions that will enable reporting for time accounts. If you
want, you can now start assigning more detailed permissions roles and permission groups.
3.5.2 Basic Setup of Time Off
There are some basic principles and steps you need to be aware of when setting up Employee Central Time Off.
These encompass:
● Creating an Absence Time Type [page 58]
● Creating a Time Account Type [page 65]
● Creating a Time Profile [page 103]
● Enabling the Assignment of Time Off Master Data to Employees [page 106]
3.5.2.1
Creating an Absence Time Type
Absence time types represent the different reasons why an employee can be absent from work, such as annual
leave, sick leave, or unauthorized leave.
Prerequisites
You need the following permissions:
●
Administrator Permissions
●
User Permissions
Metadata Framework
Manage Data
Time Management Object Permissions
Time Type
Context
When recording an absence, employees (or admins on behalf of employees) need to define not only the period
when the employees are absent, but also to select the respective time type that is, the background of the
absence. So that they can choose from different time types, you first need to create the absence time types
that are available at your organization.
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When you have all the necessary permissions, here's how to proceed:
Procedure
1. Go to the Admin Center and choose
Manage Data
Create New
Time Type .
2. Enter a unique Name and a unique External Code. For example, enter Annual Leave as the name and
AL_USA_TT as the external code.
3. Set the Classification to "Absence", which is the default.
4. Select either "Hour(s)" or "Day(s)" as the Unit. This defines whether the absence is booked in days or
hours. For example, if an employee with a planned working time of 8 hours takes a full day off, 1 day would
be deducted if the unit is "Day(s)" and 8 hours would be deducted if the unit is "Hour(s)".
5. Depending on whether you have selected "Hour(s)" or "Day(s)" as the unit, you need to make a selection in
the Permitted Fractions for Unit Hour or Permitted Fractions for Unit Day field. This defines whether
employees can book only full day absences or also partial day absences.
Next Steps
Your next steps are:
● Creating a Time Account Type [page 65]
● Creating a Time Profile [page 103]
Related Information
Time Type [page 743]
3.5.2.1.1
Creating a Leave of Absence (LOA) Time Type
Enable your employees to request leaves of absence, such as parental leave or sabbaticals, through Time Off.
Prerequisites
Ensure that you have switched on Employee Central Time Off.
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 Note
If you want to use Time Off to manage LOA but don’t want to use it to manage your vacation, PTO, and
other absences, you need to specify this by choosing Time Off for Leave of Absence Only in addition to
Time Off.
Procedure
1. Go to the Admin Center and choose
Manage Organization, Job, and Pay Structures
Create New Event
Reason .
2. Create the following:
○ An event reason for the start of the LOA, with the relevant employee status (for example, Inactive or
Unpaid Leave).
○ An event reason for the end of the LOA, with the employee status Active.
3. Create a time type for each LOA. You do this in the same way as you would create any other time type, but
you have to include two events to match the ones you created in step 1. Just go to the Admin Center and
choose under
Manage Time Off Structures
Time Type
and make these entries:
○ LOA Event Reason (Plan)
○ LOA Event Reason (Return to Work)
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Here's an example:
 Note
○ Do not assign a time account type to LOA time types.
○ LOA can only be requested in full days.
○ LOA can be displayed based on calendar days or work schedule, depending on the duration display
setting on the LOA time type. Displaying according to work schedule is supported only when the
full Time Off solution is switched on, whereas calculation based on calendar days is supported both
when the full Time Off solution is switched on or only Time Off for LOA is enabled.
○ A leave of absence should have a minimum duration. Employees should not use leave of absence
for a period of just a few days. You can enforce a minimum duration using absence validation rules.
○ If the Enable Leave of Absence Editing field in the Time Management Configuration object is set to
No, then all the job info fields are editable except for the following, and you cannot delete the Job
Info record:
○ Effective start date
○ Event
○ Event reason
○ Expected return date
If the Enable Leave of Absence Editing field is set to Yes, then every job info field is editable and you
can delete the Job Info record.
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3.5.2.1.1.1 Leave of Absence as Part of Time Off Management
If you are using the full Time Off function along with the leave of absence (LOA) feature, you need to enter your
LOA time types in the relevant time profiles. Users with this time profile can then apply for leave of absence in
the same way as they would apply for any other leave.
3.5.2.1.1.2 Time Off for Leave of Absence Only
If you are only using Time Off for leave of absence (LOA), you need to create a profile with exactly the external
code LEAVE_OF_ABSENCE_PROFILE and then assign your LOA time types to this profile. There’s no need to
assign this profile to employees. It will be picked for every employee automatically.
A time type is an LOA time type if you choose a Leave of Absence Event Reason (Plan) and Leave of Absence
Event Reason (Return to Work). These event reasons decide which event reason is used for the corresponding
job information records, which is created based on the leave request.
Here's an example of such a profile:
You only need to do this if you do not want to assign a specific profile to each user. If you activate LOA only and
do not assign a specific profile to each individual user, the system uses this generic one.
 Note
If you are using LOA only, you don't need to fill the work schedule and holiday calendar. However, if you later
change from using Time Off only for LOA to using full Time Off, you need to ensure that the holiday calendar
and work schedule are filled for all employees using Time Off.
3.5.2.1.1.3 Notes on Different Leave of Absence Scenarios
The leave of absence (LOA) feature can be used in different scenarios.
Here are some things you need to know when using the various LOA scenarios:
● Using Time Off or Time Off just for LOA
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Take a look at the Leave of Absence as Part of Time Off Management [page 62] and Time Off for Leave of
Absence Only [page 62] documentation.
● Using LOA only, but with different profiles for different countries.
Do not create a generic time profile. Instead, create one profile for each country and assign them to users
as appropriate.
● Using LOA only, but only for certain countries
Switch on Time Off, not LOA only. Then create time profiles that use only LOA time types and assign the
profiles to those users who should be able to take LOA. In such cases, you also need to create a dummy
work schedule and a dummy holiday calendar, and assign them to the users with this LOA only time profile.
● Using LOA only for some countries, but full Time Off for other countries
Switch on Time Off, not LOA only. Create some time profiles that use only LOA time types and others with
full Time Off time types. Then assign the profiles, but be careful - users who should be able to take LOA only
should have a time profile that has only LOA time types. In such cases, you also need to create a dummy
work schedule and a dummy holiday calendar, and assign them to the users with this LOA only time profile.
3.5.2.1.1.4 Validations for Leave Of Absence (LOA)
Read about the validations for leave of absences.
This validation has been added because the sequence of the creation of job info records is causing an issue
when the actual return date for a previous LOA is maintained. The system creates a new record in the job
information with 'return' from leave, although the user is still on LOA (due to consecutive LOAs).
Example
Here is an example of consecutive LOA records:
1. The first LOA has the following settings: the Start Date is November 1 and the Expected Return Date is
November 30.
2. The second, consecutive LOA has these settings: the Start Date is December 1 and the Expected Return
Date is December 31.
If you enter December 1 for the Actual Return Date of the first LOA, a validation error is raised. That's because
December 1 is set as the Start Date of the second LOA.
If you want to set the Actual Return Date of the first LOA to December 1 then proceed as follows:
1. Delete the consecutive LOA.
2. Enter December 1 as the Actual Return Date.
3. Re-create the consecutive LOA.
Validation related to Employees Returning to Work during LOA
A leave of absence can be created or edited irrespective of the change of the time recording variant from ClockTime to Duration or the other way around during a leave of absence.
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Additionally, the system allows a Job Information change of the time recording variant from Clock-Time to
Duration or the other way around when there is an existing leave of absence for that user at the effective date of
change of the time recording variant.
3.5.2.2
Time Account Types
For certain absence time types, you might want to restrict the number of days or hours an employee can book
as well as the period in which this leave can be taken.
For example, the amount of annual leave for which an employee is eligible is typically restricted. In such cases,
the absence time types need to be linked to time accounts that regulate the amount of leave at the employee‘s
disposal as well as the period in which this leave can be taken. You can compare time accounts to bank
accounts. If you only had a debit card without any bank account behind it, you could buy as many things as you
want. However, the bank account restricts the money you can spend based on the money available in your
account. Time accounts work in a similar way.
The table shows the information primarily held in time accounts:
Field
Notes
Account Valid From
The validity period defines the period out of which the eligi­
bility for the quota arises. Example: 30 days of vacation for 1
year worked.
Account Valid Until
Booking Possible From
Booking Possible Until
Time Account Details
The bookable period defines the period during which a time
account can be booked. This period is often supposed to be
longer than the validity period. For example, if a time ac­
count is valid from January 1 to December 31, 2021, the
bookable period might go from January 1, 2021 to March 31,
2022. This means that the leave granted based on the work
performed in 2021 can still be booked for leave to be taken
until the end of March 2022.
The time account details specify all the single postings on a
time account (both accruals and deductions). The sum of
the postings results in the time account balance.

Note
The time account balance is not persisted on the time
account. It is displayed only on the UI and calculated on
the fly.
Refer to Time Account [page 711]for full information on the fields in the time account object.
To time accounts like this, you need to create time account types. Time account types serve as templates for
time accounts.They are not user-based, whereas time accounts are user-based. Shared time accounts are not
possible - each time account is tied to only one user.
For example, it might be that that your company policy foresees an annual leave quota for each employee of 30
days per calendar year. You have in total 100 employees. Without a time account type, you would need to
manually maintain 100 time accounts with this information (30 days of quota per year, validity of January 1 to
December 31). This would be very cumbersome. Instead, a time account type needs to be created only once.
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The time account type then automatically and dynamically translates the information to every individual time
account that is created based on the time account type. So, you don’t need to create time accounts, the
system takes care of this, with the exception of ad hoc time accounts. However, you do need to create time
account types.
Related Information
Creating a Time Account Type [page 65]
3.5.2.2.1
Creating a Time Account Type
Create a time account type to act as a template for creating multiple time accounts.
Prerequisites
You need the following permission to access and edit the time account type object.
●
Administrator Permissions
●
User Permissions
Metadata Framework
Manage Data
Time Management Object Permissions
Time Account Type
● In addition, to be able to link the secured time account type to secured absence time types, set the Time
Account Posting Rule to at least Create, also under User Permissions.
Context
Once you have the necessary permissions and have created an absence time type, you can create a time
account type. Here's what to do:
Procedure
1. Go to the Admin Center and choose
Manage Data
Create New
Time Account Type
.
2. Enter a meaningful Name and External Code. For example, enter Annual Leave as the name and
AL_USA_TAT as the external code.
3. Select either "Hour(s)" or "Day(s)" as the Unit. The unit must be the same as the unit in the corresponding
absence time type.
4. Select an account creation type. The options are:
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○ Permanent
○ Recurring
○ Ad Hoc
The table shows the effect of the option chosen:
Validity Period
Permanent
Recurring
Hire date until high date
(December 31, 9999)
1 day in the case of ad hoc
1 year; start and end date
depend on the setting in the accounts for purchased
Account Creation Start Date leave (validity start date =
field.
validity end date = Re­
Ad Hoc
quested date of the pur­
chased leave).
Flexible in the case of man­
ually created time accounts
(but we recommend that
you use 1 day).
Bookable Period
Hire date until high date
(December 31, 9999)
Purpose
Regular, predefined time ac­ Regular, predefined time ac­ Non-regular time accounts,
counts
counts
for ad hoc purposes that
don’t necessarily apply to all
employees, although they
are in principle eligible.
Example
Long service leave
1 year or longer
Annual leave
Flexible
Relocation leave
Purchased leave
Account Creation
Automatic with assignment
of the time profile to the
employee’s job information.
Not created automatically
tomatically with assignment with assignment of the time
profile to the employee’s job
of the time profile to the
information. Ad hoc ac­
employee’s job information.
counts are created either
manually or automatically
Creation of subsequent
as part of a purchased leave
time accounts depends on
request.
the account creation auto­
First account is created au­
mation setting in the time
account type.
Postings
Regular accrual postings
Regular accrual postings
Regular accrual postings
are not supported because
this account is not a regular
time account. Use manual
adjustments instead.
5. If you select Recurring as the account creation type, you also need to select an account creation start date
to define the exact start and end dates for the validity periods of the time accounts. Refer to Time Account
Creation Settings [page 68] for detailed information on the options you have here.
6. If you select Recurring as the account creation type, you can choose whether account creation is
automated. If you select Automatic Account Creation, time accounts will be created automatically. If you
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select No Automation, you need to run the Account Creation Calendar manually by going to the Admin
Center and choosing Manage Time Off Calendars.
 Note
○ You can't use automatic account creation if the Account Creation Start Date is set to the
employee's hire date.
○ The initial time account will always be created automatically with the assignment of the time profile
to the employee’s job information whatever selection you make in the Account Creation
Automation field. The account creation automation setting only refers to the creation of the
subsequent accounts.
7. If the Account Creation Type is Recurring or Permanent, you can define an Accrual Frequency to enable
regular accrual postings on the time account. The options are:
○ Once only
○ Daily
○ Weekly
○ Monthly
○ Twice Monthly
○ Annually
The accrual frequency defines how often a certain amount of accrual is posted to the time account. For
example, if you select ‘Daily’, an accrual is posted to the time account every day (as long as the employee is
eligible). If you select ‘Annually’, only one accrual per year is posted to the time account. The amount of
accrual that is posted based on that frequency is defined using an accrual rule. You must assign the rule to
the time account type in the Accrual Rule field. In the Hire Rule and Termination Rule fields, you can assign
a different accrual rule for the hire and termination accrual period, respectively. This is to ensure that you
can pro-rate the accrual amount, for example, for hires or terminations during the year in the case of an
annual accrual frequency.
8. If you define an accrual frequency along with an accrual rule for your time account type, you can define the
Level of Accrual Automation. If you select ‘Automatic Accrual Creation’, accruals are posted automatically.
If you select ‘No Automation’, you need to run the Accrual Calendar manually by going to the Admin Center
and choosing Manage Time Off Calendars.
 Note
The hire rule will always be executed automatically during a new hire whatever selection you make in
the Level of Accrual Automation field. The accrual creation automation setting only refers to the
creation of the subsequent accruals.
9. Once you have saved your time account type, you need to assign it to one or more absence time types. To
do so, you need to go to the Admin Center and choose
Manage Data
Time Type . Select the absence
time type to which you want to assign your time account type and choose
Take Action
Make
Correction . In the Time Account Posting Rules section, select your time account type from the Time
Account Type field and enter an external code.
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3.5.2.2.1.1 Time Account Creation Settings
Learn more about time account creation settings.
Sometimes time accounts are created automatically, for example, for permanent and recurring accounts and
ad hoc time accounts in the case of purchased leave. In such cases, the time account type provides the
necessary information on how the validity and bookable period of a time account are defined.
Defining the Validity Period of Time Accounts [page 68]
In the case of recurring time accounts, you can choose between different options for creating time
accounts.
Defining the Bookable Period of Time Accounts [page 74]
3.5.2.2.1.1.1 Defining the Validity Period of Time Accounts
In the case of recurring time accounts, you can choose between different options for creating time accounts.
You make the setting at time account type level because time account types are the basis for creating time
accounts. Here are the options available:
● Account Valid From (Fixed Date)
You can define a fixed start date in the time account type. This then applies to all time accounts and all
employees with this time account type assigned.
This option is only available if you choose Account Valid From (Day or Month) in the Account
Creation Start Date field and fill the Account Valid From [Day]and Account Valid From [Month] fields to
determine the day and month when each time account should start. For example, a configuration of
January 1 would lead to recurring time accounts starting on January 1st and ending on December 31st.
● Employee’s Hire Date
Another option is to define the employee’s hire date as the time account start date. All time accounts of
this time account type and employee will start on the employee’s hire date and end after one year (the day
before the anniversary of the hire date).
For this option, you have to choose Employee Hire Date as the account creation start date in the
corresponding time account type.
Keep in mind: If an employee with this time account type is rehired, the employment information hire date
is changed, which means the time accounts start on the rehire date afterwards. If you want a different
behavior, please take a look at the next option, which is a flexible account start date.
● Employee Flexible Date
Another option is to define a flexible time account start date for each employee. Typical use cases are time
accounts based on the employee’s seniority date or time accounts based on the employee’s hire/rehire
date. For this setting you have to choose Employee Flexible Date as the account creation start date in
the time account type.
 Caution
Please note we don't support setting the Accrual Frequency Period to Semi Monthly when the
Account Creation Start Date is set to Employee Flexible Date.
Then select a business rule in the Flexible Account Start Date Rule field. Base the rule on the Flexible
Account Start Date scenario. In this rule, define the employee specific flexible account start date. If you
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want to use the seniority date, you navigate from the user to the employment info and choose the
corresponding field.
If you want to use the employee's hire/rehire date, you navigate from the user to the employment info and
choose the hire date.
You can also activate automatic account and accrual creation for time account types based on the
employee flexible date.
Creating and Updating Time Accounts
1. Assign a time account type to the user.
○ Assign time account at hire date
If you hire an employee with a time profile and time account types assigned, the system creates the
time accounts. All time accounts start at the employee's hire date: time accounts with a fixed start
date as well as a flexible start date. Note that a time account never starts earlier than the employee's
hire date.
Example: You configured a fixed start date of January 1st and the employee is hired on June 1st 2017.
This means that the time account is valid from June 1st, 2017 until December 31st, 2017. The
subsequent account for 2018 will be valid for the whole of that year.
○ Assign time account after hire date
If the hire record does not have a time account type assigned (via time profile) and you assign it to the
employee’s job information at any later point in time, the system creates the time account. The time
account will be valid from the job information’s effective start date when the time account type is
assigned.
○ Example 1:
You hire an employee on June 1st, 2017 without a time profile and you assign a time profile on
October 1st, 2017 with a time account type with January 1st as the fixed start date. The time
account will be valid from October 1st, 2017 to December 31st, 2017.
The subsequent account for 2018 will be valid for the whole of that year.
○ Example 2:
You hire an employee on June 1st, 2016 without a time profile and you assign a time profile on
February 1st, 2017 with a time account type with a flexible account start date set to the employee’s
hire date. The time account will be valid from February 1st, 2017 to May 31st, 2017.
The time account reference start date in this case is June 1st, but the time account type is not
assigned until February 1st, 2017. This means that the first account starts on the assignment date
and ends on May 31st each year. The next account will be valid from June 1st, 2018 until May 31st,
2019.
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2. Changing the assignment date of a time account type
If you change a date, such as the hire date or effective start date, in the job information date where a time
profile is assigned, the time account’s validity will be adjusted accordingly.
This is only possible if there are no bookings on the time account type except for accrual and recalculation
bookings. The system adjusts accrual and recalculation bookings automatically.
Here's an example:
If you want the employee’s time account to start on the hire date and the employee is hired on February 1st,
2017, the account is created from February 1st, 2017 until January 31st, 2018.
If you move the hire date from February 1st, 2017 to March 1st, 2017, the system will try to move the time
account’s validity to March 1st, 2017 until February 28th, 2018. If, for example, the employee then tries to
submit an absence request in February 2017, an error message is raised, The absence request needs to be
canceled, then the effective start date for the job information can be changed.
A Detailed Look at the Behavior of the Flexible Account Start Date
● Assigning the Time Account Type
If you assign a time account type with flexible account start date, the system creates a Time Account Type
Date Reference object for each combination of time account type and employment (user).
Example:
You configure the employee’s seniority date as the flexible account start date and you hire an employee on
January 1st, 2017. The seniority date of the employee is set to January 1st, 2017 as well. The Time Account
Type Date Reference is an effective dated object, which will in this case be created with the effective start
date the same as the hire date (January 1st, 2017). For this period, the account creation start date is
January 1st.
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● Termination of the Employment
an employment has no impact on the existing time accounts. The validity end date is not adjusted.
● Rehiring an Employee
If you rehire an employee, the flexible account start date rule is executed and a new validity slice is created
in the Time Account Type Date Reference object. The reference date (start date) is set to the value of the
rule. Depending on the rule, the date might differ from the start date of the first record or it can be the
same.
Seniority Date Example:
Their employment, which began on January 1st, 2017 with an account start date the same as the seniority
date (January 1st, 2017), was terminated in May 2017. There was a rehire on September 1st, 2017. During
the rehire process, the seniority date was changed from January 1st, 2017 to April 1st, 2017 (because the
employment was terminated for 3 months). The Time Account Type Date Reference object is updated
automatically and looks like this:
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● Changing the reference date later
If you change the seniority date in the employee's employment information not during rehire, but late, the
time accounts are not changed automatically.
In this case, you have to change the Time Account Type Date Reference object manually (the external code
is set to <userid_time account type internal id>) and adjust the start date for the rehire period valid from
September 1st, 2017 to the new seniority date - for example, May 1st, 2017.
The time accounts are adjusted automatically when you save.
Hire/Rehire Date Example
The flexible account start date rule sets the employee’s hire date as the account start date. If the employee
is hired on January 1st, 2017, the Time Account Type Date Reference object looks like this:
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The time account would be created from January 1st, 2017 until December 31st, 2017:
If you terminate the employment and rehire the employee again on September 1st, 2017, a new validity slice
is added. It is valid from the employee's rehire date with the rehire date as reference start date:
The existing time account is adjusted and the end date is changed to August, 31st, 2017. A new time
account is created from September 1st, 2017 to August, 31st, 2018. This is only possible if there are only
accrual or recalculation bookings after August 31st, 2017 on the existing time account:
● Accrual Frequency
The accrual frequency, such as monthly or weekly, depends on the account reference start date (only
called start date in the object). For accrual frequency set to monthly and a reference start date (start date
of Time Account Type Date Reference) set to January 15th, the accrual periods are: January 15th to
February 14th, February 15th to March 14th, March 15th to April 14th, and so on.
● Accruals Recalculation
If an existing time account is shortened at the end (see the Hire/Rehire Date example) and a new time
account is created, the accruals are removed and recalculated, then posted on the correct time account.
Example: You have monthly accruals and they are posted for January 2017 until December 2017. Now you
rehire an employee on September 1st, 2017. What happens? The accruals for September, October,
November and December will be removed from the existing account, which gets August 31st, 2017 as new
end date. Instead, the accrual rule will be called again for these accrual periods and the result will be
booked on the new time account valid from September 1st, 2017 until August 31st, 2018. No further
accruals will be created. Only the accruals that have already been posted are recalculated.
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3.5.2.2.1.1.2 Defining the Bookable Period of Time Accounts
You can use the Time Account Configuration rule scenario to set the Booking Possible From field, Booking
Possible Until field, and custom fields on a time account. It's not possible to set the Account Valid From and
Account Valid Until fields or the external code via this rule.
 Restriction
You cannot use a Time Account Configuration Rule for recurring time account types with Employee Flexible
Date or Employee Hire Date as Account Creation Start Date.
Context
You can use the Time Account Configuration rule as an alternative to the Account Booking Offset (Months) field
if you want to set the Booking Possible Until date more flexibly. For instance, you can define more fine-granular
booking offsets, such as in days. Also, you can configure the Booking Possible From date independently from
the Account Valid From date. Per default, the Booking Possible From date is set to the Account Valid From date.
 Note
● The rule is executed during time account creation and whenever the validity period is adjusted
automatically, for example, in case of a hire date correction. The rule is not executed when a time
account is created or adjusted via Manage Data, Import, and OData, or when the validity period is
changed due to an interim update.
● If you change variables based on which your fields on the time account have been set, the fields will not
be updated. For example, you set the Booking Possible Until date to the service date plus 12 months.
You hire a new employee, the time account is created, and the Booking Possible Until field is set based
on your Time Account Configuration rule. Now, you change the service date. Since this change does
not update the validity period of a time account, the time account configuration rule will not be called
again, which means that the Booking Possible Until date will not be updated based on the new service
date.
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● For recurring and ad hoc time accounts you also have the possibility to set the Account Booking Offset
(Months) field to define the Booking Possible Until date. If you define a different Booking Possible Until
date via the rule, the date from the rule will be given priority and overwrite whatever has been defined
via the Account Booking Offset (Months).
● Postings outside the bookable period are not allowed. If your validity period is not fully covered by the
bookable period, the accrual rule execution will set the posting date to the Booking Possible From date
for those postings whose posting dates are determined to lie outside the bookable period –
independent from what you have configured to be the posting date in your accrual rule. For example,
you have daily accruals, the posting date is defined to be the accruable start date. The Valid From date
is set to 01.01.2020 but the Booking Possible From date is set to 01.02.2020. During the first month,
the accrual rule creates accruals with posting dates that lie outside the bookable period. That means it
automatically sets the posting date to the Booking Possible From date. Please also refer to Shifting the
Posting Date.
Procedure
1. In the Admin Center, go to Configure Business Rules.
2. Choose Create New Rule and select Time Account Configuration as the scenario. Use the IF condition to
specify under which conditions the fields on the time account should be set and in which way. For instance,
the booking possible until date could be set differently depending on the employee class.
3. In the Admin Center, go to Manage Data and select the Time Account Type for whose time accounts the
settings should be applied.
4. Under the Time Account Configuration Rule field, you can select the rule created under (2).
Result
During time account creation and whenever the validity period of a time account is adjusted automatically (e.g.,
in case of a hire date correction), the Time Account Configuration rule will be called and will set the fields on the
time account accordingly. The rule will overwrite the default Booking Possible From and Booking Possible Until
date if set.
3.5.2.2.1.2 Management of Accruals
Learn more about accruals and how you can separate them from entitlements.
3.5.2.2.1.2.1 Accruals
An accrual rule is used to define the amount posted and the posting date. The posting date defines the date on
which the accrual is available for the employee.
The regular accrual booking is done using a change calendar. This calendar can be created automatically or
manually. For time account types that are defined for automatic accrual creation, a daily job automatically
creates and executes the change calendar when a new accrual period starts. The accrual period start date can
be influenced by the first accrual offset of the corresponding time account type. For example, you can post the
accrual 1 day before the actual accrual period starts.
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 Note
● Take a look at the Time Account Type [page 722] documentation for full information on how to set up
time account types.
● Accruals are not supported for ad hoc time accounts.
In the case of manual accrual creation, you need to create a time account change calendar. You do this by going
to the Admin Center and choosing Manage Time Off Calendars for the "Accrual" change scenario. Depending on
the period you enter, calendars are created for one or more accrual periods. Calendars with a run date are
already scheduled and will be executed automatically at the time the Trigger Tasks Job is scheduled, based on
the Tenant Preferred Time Zone. Calendars without a run date need to be started manually. Each time the
calendar is executed, you can view the change calendar details and open the log attached to it. In addition, the
result log is sent by email to the user who started the job. The log provides information about accruals created
and any errors that occurred. You can also simulate a calendar run so that no changes are saved. In this case,
the result log is not available in change calendar details view, but you can access it in the Admin Center by
choosing Monitor Jobs.
Change calendars of type "Accrual" are time-account-type-specific. The calendar picks every employee who
has a valid time account for the execution period (example: March 2016). The corresponding rule is then
executed for these employees:
● If the employee is hired within this period, the hire rule is executed.
● If the employee is terminated within this period, the termination rule is executed.
● If the employee is hired and terminated within this period, the termination rule is executed.
● If the employee is neither hired nor terminated within this period, the accrual rule is executed.
 Note
By default, changing a time profile will not create accruals automatically. If you want this to happen, switch
the setting Level Of Accrual Automation to Automatic Accrual Creation.
When this setting is activated, past-dated accruals will be automatically created for a maximum of 2 years
only. For example, if you hire someone with a hire date that lies 5 years in the past, accruals will be
automatically created for the first 2 years only. You'll have to create the accruals for the other 3 years
manually by running a time account change calendar for accruals.
If you need to create a lot of accruals manually (for example, in case of daily accruals), you might want to
create the time account change calendar in
Admin Center
Manage Data
Create New
Time Account
Change Calendar instead of on the Manage Time Off Calendars screen. Under Manage Data you can
create accruals all at once in chunks of 1-year periods, whereas on the Manage Time Off Calendars you have
to run the job for each accrual period separately.
Related Information
Calendars in Time Off
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3.5.2.2.1.2.1.1 Accrual Rule
You must create the rule with the time account as the base object. To do this, go to the Admin Center and
choose Configure Business Rules.
 Tip
The procedure described here is the conventional approach to defining accrual rules in Employee Central
Time Off. You can continue to use this, but we recommend that, for accruals on actual/planned hours or
days, you use the new scenarios provided. Look at the Accruals on Planned Working Time [page 87]
documentation or the Accruals on Actual Working Time [page 85] documentation for descriptions of what
you need to do.
Before the recalculation of accruals, the accruals to be recalculated are removed. As such, it isn't possible
within an accrual rule to distinguish whether the accrual rule is called due to the initial creation of the
accrual posting or due to a recalculation.
This table shows the available parameters:
Name
Object
Time Account
Time Account
Accrual Rule Parameters
Accrual Rule Parameters
Accrual RuleVariables
Accrual Rule Variables
Planned Working Time Parameters
Planned Working Time Parameters
Accrual Calculation Base Parameters
Accrual Calculation Base Parameters
Here's some information on the individual parameters
● Time Account – The time account is the account the rule is executed for - for example, in a calendar run.
For this time account, you should create a time account detail (account posting).
 Note
○ Only one time account posting (Time Account Detail entry) can be created for each rule execution.
○ Create exactly one time account posting record. If you intend to post the amount zero, please
create it with zero. Followup processing, such as recalculation, will not work correctly otherwise.
● Accrual Rule Parameters – This parameter contains information about accrual start date and end date and
accruable start date and end date. Take a look at the Accrual Rule Parameters [page 692] object
description in the appendix for more information.
● Accrual Rule Variables – This parameter is used to save values during the rule execution to make the rule
easy to read. The values need to be set explicitly in the rule before they can be used. Take a look at the
Accrual Rule Variables [page 693] object description in the appendix for more information.
● Planned Working Time Parameters – This parameter contains the number of hours and days planned
(based on work schedule) for the accruable period. Take a look at the Planned Working Time Parameters
[page 708] object description in the appendix for more information.
● Accrual Calculation Base Parameters – This parameter contains information about actual hours and days
worked. Take a look at the Accrual Calculation Base Parameters [page 690] object description in the
appendix for more information.
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Example
Now let's take a look at an accrual booking example.
● Amount Posted
A fixed amount of 2 is posted, depending on your accrual frequency - for example, each month.
● External Code
Choose function “Generate External Code For Time Off()”. This will generate a unique external code
automatically.
● Posting Date
Enter posting date of the booking. Here, you typically choose the accruable start date.
● Posting Type
Choose Accrual as the posting type.
● Posting Unit
Enter the posting unit here. It needs to be the same as the one defined for the account type of the time
account.
3.5.2.2.1.2.1.1.1 Hire Rule
You can enter a hire rule in the corresponding field of the time account type. The hire rule is executed for the
hire accrual period of the employee. Execution is triggered during all accrual scenarios: hire process, accrual
calendar run, and recalculation.
Here are some examples of the hire accrual period:
● You have annual accruals from January 1 until December 31. An employee is hired on July 1, 2017, the hire
period is January 1, 2017 until December 31, 2017.
● You have monthly accruals. An employee is hired on July 1, 2017, the hire period is July 1, 2017 until July 31,
2017.
If you hire an employee within the current accrual period, the hire accrual is created automatically during hire. If
you hire an employee not in the current accrual period - for example, for next year - the time account type
setting for automatic accrual creation is considered. If the setting is not active, no accrual is created.
The accrual is created during Time Account Change Calendar execution when you trigger the creation of all
accruals for the next year for all employees. If automatic accrual creation is used, the accrual creation offset is
also considered. If the accrual creation offset has already been reached and for all other employees the accrual
has already been created for this upcoming accrual period, it is created for this user as well.
If there is no hire rule assigned to the time account type, no posting is made.
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A hire rule might differ from a regular accrual rule like this:
● Because you want to prorate the accrual
Example: The employee was hired on July 1, 2017 and your annual accrual period is January 1, 2017 until
December 31, 2017. You want to accrue only half of the regular accrual amount.
● Because your employees get an accrual if they are hired before a certain date
Example: You have monthly accruals and employees who are hired on or before the 15th of the month get
full accrual amount for this month. If they are hired after the 15th, they get nothing for the month.
3.5.2.2.1.2.1.1.2 Termination Rule
You can enter a termination rule in the corresponding field of the time account type. The termination rule is
executed for the termination accrual period of the employee. Execution is triggered during all accrual
scenarios: termination process, accrual calendar run, and recalculation.
Here are some examples of the termination accrual period:
● You have annual accruals from January 1 until December 31. An employee is terminated on July 31, 2017.
The termination period is January 1, 2017 until December 31, 2017.
● You have monthly accruals. An employee is terminated on July 31, 2017, the termination period is July 1,
2017 until July 31, 2017.
If the accrual booking already exists during termination, the accrual booking is recalculated so that the
termination rule is executed and the new value posted. If no termination rule is assigned to the time account
type, the recalculation sets the accrual for that period to zero. For more information, take a look at
Recalculation of Existing Accruals.
A termination rule might differ from a regular accrual rule like this:
● Because you want to prorate the accrual
Example: The employee was terminated on June 30, 2017 and your annual accrual period is January 1,
2017 until December 31, 2017. You want to accrue only half of the regular accrual amount.
● Because your employees get an accrual if they are terminated before a certain date
Example: You have monthly accruals and employees who are terminated on or after the 15th of the month
get full accrual amount for this month. If they are terminated before the 15th, they get nothing for the
month.
 Note
● Use accrualRuleParameters.accruableEndDate as the end date in your termination rule. Do not use
EmploymentInformation.TerminationDate, because the termination date will not have been set when
the rule is executed.
● Do not use a termination rule to close time accounts or set the validity dates of time accounts. This can
lead to exceptions in the termination workflow. Please use the interim time account update rule
instead.
Here are some examples of when the termination rule is triggered and when it is not triggered. It gets called
only when the Termination Effective date in Job Information is within the accrual period. And please note that
the eligibility status is only set to No if you've configured the Termination Status in the TimeOffConfiguration
object.
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Example #1: Monthly Accrual
● Termination date on the termination screen: 15.09.2019
● Termination effective date in Job Information: 16.09.2019
For this accrual period
You'll get the following results
September (01.09.2019 - 30.09.2019)
The accruable period will be 01.09.2019 - 15.09.2019, and
the eligibility status will be set to No effective as of
16.09.2019.
The termination rule will be called for September, since the
first non-working day (16.09.2019) falls within the accrual
period. The termination rule can prorate the accrual based
on the termination date.
October (01.10.2019 - 31.10.2019)
Since the eligibility status is set to No as of 16.09.2019, all
subsequent accrual periods will be recalculated with the
amount set to 0.
Example #2: Monthly Accrual
● Termination date on the termination screen: 30.09.2019
● Termination effective date in Job Information: 01.10.2019
For this accrual period
You'll get the following results
September (01.09.2019 - 30.09.2019)
The accruable period will be 01.09.2019 - 30.09.2019.
The employee is active for all of September, so the termina­
tion rule will not be called for this month.
October (01.10.2019 - 31.10.2019)
The eligibility status will be set to No effective as of
01.10.2019. All accrual periods afterwards will be recalcu­
lated with the amount set to 0.
Example #3: Yearly Accrual
● Termination date on the termination screen: 30.06.2019
● Termination effective date in Job Information: 01.07.2019
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For this accrual period
You'll get the following results
2019 (01.01.2019 - 31.12.2019)
The accruable period will be 01.01.2019 - 30.06.2019, and
the eligibility status will be set to No effective as of
01.07.2019.
The termination rule will be called for the year, since the first
non-working day (01.07.2019) falls within the accrual period.
The termination rule can prorate the accrual based on the
termination date.
2020 (01.01.2020 - 31.12.2020)
Since the eligibility status is set to No as of 01.07.2019, all
subsequent accrual periods will be recalculated with the
amount set to 0.
Example #4: Yearly Accrual
● Termination date on the termination screen: 31.12.2019
● Termination effective date in Job Information: 01.01.2020
For this accrual period
You'll get the following results
2019 (01.01.2019 - 31.12.2019)
The accruable period will be 01.01.2019 - 31.12.2019. Since
the employee is active for all of 2019, the termination rule
will not be called for this year.
2020 (01.01.2020 - 31.12.2020)
The eligibility status is set to No as of 01.01.2020. All subse­
quent accrual periods will be recalculated with the amount
set to 0.
Example #5: Daily Accrual
● Termination date on the termination screen: 15.09.2019
● Termination effective date in Job Information: 16.09.2020
For this daily accrual
September 15th 2019
You'll get the following results
The accruable period will be 15.09.2019 - 15.09.2019. The
eligibility status will be set to No effective as of 16.09.2019.
The termination rule is not be called on September 15th.
Since the eligibility status is set to No as of 16.09.2019, all
subsequent accrual periods will be recalculated with the
amount set to "0". The termination rule will never be called
for daily accruals.
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3.5.2.2.1.2.1.2 Simulating Accruals
You can switch on the simulation in the time account type. When someone requests an absence in the future,
their accruals until that date will then be simulated.
For example, if you have monthly accruals and you request leave 4 months in the future, all accruals not yet
posted are simulated up to the start date of the leave request and can be used. For daily and weekly accruals,
you can distinguish between precise calculation or simple projection. For more details on this, take a look at the
Time Account Type object documentation in the appendix.
The simulation always uses the corresponding rule for the simulated periods. Let's look at an example.
Scenario:
● Accrual period: Monthly
● Employee is hired on January 1, 2017.
● Today is June 1, 2017.
● Accruals are already booked until June 30, 2017.
*****An employee then applies for leave starting on December 15, 2017. What happens then?
● Accruals are simulated for the current period (in this case, June) plus the future months affected, so July,
August, September, October, November, and December 2017.
● The normal accrual rule is executed to determine the simulation accruals.
 Note
○ If your calculation is based on recorded times [page 85], you cannot use the normal accrual rule
for the simulation, because you do not have actual hours or days available in the future. Therefore,
this scenario uses the simulation rule from the time account type.
○ When accrual simulation is switched on, accrual entries will not be detected by Advanced
Reporting. As such, if you use Advanced Reporting you might want to consider not using accrual
simulation, as it will result in discrepancies in your reporting output (for example, unexpected
records and balances).
○ When accrual simulation is switched on, accrual entries will not be displayed in the Time Account
postings section of the Time Workbench UI. The simulated accruals will be used for balance
calculation, however.
3.5.2.2.1.2.1.3 Accrual Eligibility
The employee’s eligibility status, represented by the object Time Account Type Eligibility Status, defines
whether the employee is allowed to get an accrual for a specific time account type for a certain period of time.
The employee’s eligibility status is created by the system and should never be touched manually. For example,
the employee has a vacation account with monthly accruals and is on maternity leave from June 2017 until
December 2017. You can configure that the maternity leave leads to eligibility status “no”, meaning that the
employee does not get any vacation accrual during the period June 2017 to December 2017.
The accrual eligibility is influenced by several factors:
● Employee's job information status.
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● Assignment of time account.
● Employee waiting period (time until first accrual based on hire date.
The employee’s eligibility status influences his or her accruable period directly. Example: An employee is hired
on January 1, 2017 with yearly accruals and is not eligible from July 1, 2017 until December 31, 2017. His or her
accruable period for 2015 would be January 1, 2017 until June 30, 2017.
To define the accrual eligibility status that meets your needs, you need to map the job information status with
the time account eligibility status. You need to find out the job information status you are using. Here's the
standard list we deliver. You can add further values to suit your needs:
Go to the Admin Center and choose Manage Time Off Structures, then Create New. Select the Time Off
Configuration object and enter TLM_CONFIGURATION as the externalCode.
Enter a row for each of the employee statuses (as Job Information Status), and decide on the Time Account
Eligibility Status:
● Yes
Accruals are created for time accounts with this status during this time period.
● No
Accruals are not created for time accounts with this status during this time period.
The employee is eligible for all employee statuses not included here.
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You can differentiate the employee’s eligibility per time account type. As per the example above, you can
maintain that if the employee is on unpaid leave, he or she should be eligible for time account type “VACATION”,
but not eligible for all other time account types. If you do not choose a specific time account type, the entry is
valid for all time account types. Make sure that you either enter all different time account types here for each
Job Information Status or enter a generic entry without choosing a specific time account type.
Example: Employee is hired on January 1, 2017 with time account type “VACATION” and “SPECIAL_LEAVE”. On
July 1, 2017 the employee status changes from A (active) to U (unpaid leave). Result: the eligibility status for
time account type VACATION would be January 1, 2017 until December 31, 9999 set to “Yes”. The configuration
above says the employee is still eligible, which means he is still allowed to get accruals although he is on unpaid
leave. The eligibility status for time account type SPECIAL_LEAVE would be January 1, 2017 until June 30, 2017
set to “Yes” and July 1, 2017 until December 31, 9999 set to “No” because, for all time account types other than
“VACATION”, unpaid leave leads to not eligible.
The Time Account Eligibility Status is created for each combination of user ID and assigned time account types
for this user. The Time Account Types are assigned via Time Type => Time Profile => Job Information. If the
Time Account Type is assigned to the user later, the Time Account Eligibility Status for this Time Account Type
is set to False first and set to "True" effective on the assignment date. The employee's waiting period is the time
from hire to first accrual. For this period, the Time Account Eligibility Status is also set to "No".
Triggers for Eligibility Status Changes
Example.If the employee is hired on January 1, 2017, but the time profile with time account types is assigned to
the employee on July 1, 2017, the eligibility status for those time account types would be “no” from January
until end of June, because the time account type is not assigned to the employee. The employee does not get
an accrual until the time account type is assigned in the job information. For example, if the employee is hired
on January 1, 2017 with a time profile and assigned time account type VACATION and the waiting period
defined in the time account type is set to three months. The eligibility status for VACATION would be set to
“No” for January 1, 2017 until March 31, 2017 and set to “Yes” for April 1, 2017 until December 31, 9999. The
employee does not get an accrual during the waiting period of this time account type. For further information,
take a look at the Time Account Type Waiting Period [page 736] object documentation in the appendix.
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3.5.2.2.1.2.1.4 Accruals on Actual Working Time
In your accrual rules you can use the actual hours or days to calculate an employee’s accrual amount. These
hours or days of the employees need to be uploaded into the system beforehand.
Settings
To create an accrual rule for accruals on actual hours or days, go to the Admin Center and choose Configure
Business Rules. Select the Accruals On Actuals scenario and make your selections.
Uploading Actual Times
 Note
For updating accruals based on the recorded hours or actual working times, you usually upload accrual
calculation base records or have built an integration scenario using the integration center to upload actual
recorded times. When uploading accrual calculation base records, it's not mandatory to enter the external
code in the format <user>_<date, where the date is in the format YYYY-MM-DD. (If the user name is
A.N.Other, then an example of this format is A.N.Other_2014-10-23). You can enter the external code in any
format. However, please don't use special characters in external codes. For a list of allowed characters,
please refer to the related link.
You can also leave the external code blank when uploading the actual times for creating a new record. If you
are updating an existing entry, you need to ensure you enter the right external code.
● To upload actual quantities into the system, use the Accrual Calculation Base object with the following
quantities: Actual Quantity, Quantity 1, Quantity 2, Quantity 3, Quantity 4, Quantity 5.
● Quantity 1 to Quantity 5 are custom fields that can be filled with, for example, public holidays or planned
hours.
● You can upload the data in the Admin Center by choosing
or using oData.
Employee Fields
Import and Export Data
● Note that you can upload only one record per day per employee.
● Data will be used for all time account types that are based on recorded data.
● Take a look at the Accrual Calculation Base [page 689] object information in the appendix for full details of
how to use this object.
● By default, you're only allowed to upload data that is a maximum of 12 months old. However, if you want
you can increase this limit by entering a new value in the field
accrualCalculationBaseProcessingOffsetInMonths in the Time Management Configuration object. This field
isn't visible by default, so you first need to set the visibility to Editable in
Admin Center
Configure
Object Definitions . In general, we recommend that you only use such an increased limit for the initial
upload of legacy data.
● The difference between the earliest and the latest date of the records should not exceed 12 months. For
example, if the earliest record is from 01.01.2018 then the latest record should not be from later than
31.12.2018. This limit applies even if you've made the setting above in the Time Management Configuration
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object. If you have a lot of data, and the difference between the earliest and latest date in one file exceeds
12 months, then you'll have to split the import file into multiple files.
● We recommend that you do not upload future-dated records, as these records might be ignored by the
system and not get uploaded.
● If you're using the Integration Center to uploading the Accrual Calculation Base records, make sure that
the file doesn't contain more than 1000 records. You can select the page size for SF to SF integration type
under the Options tab.
 Note
The DRM purge tool can be used to purge the accrual calculation base and the corresponding accrual
calculation account type base records. All records in the selected period are purged.
Using The Rule
The fields of the Accrual Calculation Base Parameters object are derived from the uploaded actual hours /
days. Here's an example:
● Uploaded actual quantities
○ October 4, 2017, Employee = A.N.Other, Actual Quantity = 5, Quantity 1 = 6
○ October 5, 2017, Employee = A.N.Other, Actual Quantity = 5, Quantity 1 = 6
○ October 6, 2017, Employee = A.N.Other, Actual Quantity = 5, Quantity 1 = 6
○ October 7, 2017, Employee = A.N.Other, Actual Quantity = 5, Quantity 1 = 6
○ October 8, 2017, Employee = A.N.Other, Actual Quantity = 5, Quantity 1 = 6
● Daily accrual for user A.N.Other on October 5, 2017: Actual Quantity = 5, Quantity 1 = 6
● Weekly accrual for user A.N.Other from October 4, 2017, until October 10, 2014: Actual Quantity = 25,
Quantity 1 = 30
Calendar Run
● If you set the Accruals Based On field in the time account type to “Reported Data”, accruals are calculated
automatically. A job runs each night to check whether any new actual hours or days have been uploaded. If
new data is available, a Time Account Change Calendar is created; it creates the accruals for each
completed accrual period in the past. The result can be checked in Manage Time Off Calendars for Change
Scenario “Accruals on Recorded Time”.
 Note
In this scenario, multiple accruals can be created for the same account, which can lead to problems
under certain conditions. For example, let's say there are two Accrual Calculation Account Type Base
records for the same user: one on 1st December, and another on 2nd December.
○ 1st December accrual calculation: the rule is defined in such a way that Create Time Account Detail
is processed, but the booking amount that was calculated previously is invalid. As a result, an
invalid time account detail is added to the time account.
○ 2nd December accrual calculation: rule function getBalanceForPostingTypesInPeriod is called for
that time account. The rule function needs to add up the time account details of the account, but
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processing fails due to the invalid time account detail (booking amount = null) created on 1st
December.
As a solution, you need to correct the rule to ensure that accruals are only created with a valid booking
amount. For example, you can define additional IF conditions to make sure that the amount is not null.
● If you change records already uploaded (for example, because your employee made a correction) or you
upload actual hours / days very late, this is considered during the next nightly job.
● The nightly job creates the Time Account Change Calendar only if something needs to be processed. If no
new data has been uploaded, no time account change calendar is created. On the UI (Manage Time Off
Calendars) you can see the last execution date and time (“Last completed job run on”).
● Any Accrual Calculation Account Type Base objects with status Error will not be picked up by the job. If you
want the record to be picked up by the calendar run, you need to either change the record to To be
processed and re-run the calendar, or re-upload the Accrual Calculation Account Type Base records
correctly.
 Note
Do not change the Accrual Frequency and the Accruals Based On in the time account type.
Related Information
Recommendations and Restrictions for Time Off [page 316]
3.5.2.2.1.2.1.5 Accruals on Planned Working Time
In your accrual rules, you can use an employee's planned working time to calculate an accrual.
Settings
To create an accrual rule for accruals on planned hours or days, go to the Admin Center and choose Configure
Business Rules. Select the Accruals On Planned Working Times scenario and make your selections.
Using The Rule
The value of: “Planned Working Days” and “Planned Working Hours” is the sum of all days in the work schedule
for the accruable period (the difference between accrual and accruable is explained in the Accrual Rule
Parameters [page 692] object in the appendix) of the employee. The parameter is not filled if your work
schedule is created for flexible requesting without days.
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Example
You have set up a work schedule like this:
● Day 1 to day 5 - 8 hours each day
● Days 6 and 7 - 0 hours each day
● Day 1 is Monday.
The daily accrual for an employee with this work schedule on a Monday looks like this:
● Planned working days = 1
● Planned working hours = 8
The weekly accrual for an employee with this work schedule looks like this:
● Planned working days = 5
● Planned working hours = 40
3.5.2.2.1.2.2 Separation of Accruals and Entitlements
Learn more about the difference between accruals and entitlements.
Leave accruals are regular postings on a time account. In most cases, when leave is accrued and posted on a
time account, the leave is available to employees instantly as leave entitlements. This is the default behavior for
time accounts. However, some countries have absence types where leave entitlements are posted at a different
frequency at which leave is accrued. This alternative behavior makes it possible to distinguish between
accruals and entitlements. In this case, leave is accrued on a regular basis, but not made instantly available to
employees as leave entitlements. These entitlements are created on so-called transfer dates.
● Accruals: not available for consumption.
● Entitlements: available for consumption.
A common use case for accruals and entitlements is Long Service Leave (LSL) in Australia. LSL is an additional
leave entitlement and a benefit for employees who have worked for the same employer for a longer time period.
This means that.
● LSL is accrued on a daily basis.
● LSL is entitled to an employee when seniority has been reached, for example after 7 or 10 years.
● When the initial service period has been completed, the transfer frequency is reduced to a yearly, monthly,
or daily frequency. However, LSL continues to be accrued on a daily basis even after the employee has
reached seniority.
Configuration
 Note
To separate accruals and entitlements, you need to change the setting in the Entitlement Method field on
the time account type to Entitled as Transferred.
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● If you choose Entitled as Accrued, then accruals become usable immediately. This is the default setting.
● If you choose Entitled as Transferred, then accruals become usable only after they've been transferred to
entitlements. With this setting, additional configuration options are made available. You can specify rules
about how and when accruals are transferred.
 Note
The entitlement method Entitled as Transferred is available for time account types only for which you've
selected Permanent as Account Creation Type.
Here are the additional configuration options on the time account type:
○ Initial Accrual Transfer Date Rule.
You can assign this rule to set the date of the first accrual transfer.
○ Accrual Transfer Date Rule.
You can assign this rule to set the subsequent transfer dates after the initial transfer date.
○ Accrual Transfer Rule
You can assign this rule to set the amount of entitlements that are generated on a transfer date. This is
typically the sum of accruals. Through this rule, you can also determine the posting type and posting
date of the entitlement. In case of a regular transfer, the posting type is Entitlement. The posting date
is the Next Transfer Date. If there is an ad hoc transfer the posting type is the Ad Hoc Entitlement and
the posting date is the Ad Hoc Transfer Date.
The optional configuration settings on the time account type are:
○ Advances Allowed
○ Values: Yes or No
○ If you choose Yes, employees can take leave based on the accruals, even if they haven't yet been
transferred. If you choose No, they can't take time off based on the accruals until the accruals have
been transferred to entitlements.
How It Works
For each user and time account type combination in which the time account type is set to Entitled as
Transferred, a Time Account Type Accrual Transfer object is created. This object stores a Next Transfer Date.
Initially, this date is set by the Initial Accrual Transfer Date rule, which is called during account creation.
Example
An employee is hired on January 1, 2010, and receives daily leave accruals starting from this date on. The Initial
Accrual Transfer Date rule defines an initial waiting period of 7 years. When the employee’s time account is
created, the Time Account Type Accrual Transfer object is created too. It sets the Next Transfer Date to January
1, 2017. As a result, although the employee accrues leave on a daily basis, these accruals can't be consumed
until the date in the Next Transfer Date field is reached. In this case, that's January 1, 2017.
The accrual transfer on the Next Transfer Date is performed through an entitlement calendar. You can view or
create entitlement calendars through the Admin Center Manage Time Off Calenders UI. An entitlement
calendar runs for all users whose Next Transfer Date lies on or before the calendar end date. Depending on the
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setting in the Level of Accrual Automation field on the time account type, the entitlement calendar runs
automatically, or must be created manually. As the Next Transfer Date typically differs from employee to
employee, the automatic entitlement calendar runs on a daily basis and is executed automatically at the time
the Trigger Tasks Job is scheduled, based on the Tenant Preferred Time Zone. If a time account type accrual
transfer is selected by an entitlement calendar because its Next Transfer Date lies on or before the calendar end
date, the following happens:
1. The accrual transfer rule is executed, generating the entitlement posting as determined by this rule.
Additionally, a counter posting called Accrual Reset is created automatically to reset the accrual balance to
zero as the accruals have now been transferred to an entitlement.
 Note
If the Next Transfer Date lies outside the bookable period of the time account, the accrual transfer rule
execution is skipped. This means that no entitlement posting is generated. In this case, only step 2
applies.
2. The accrual transfer date rule is called setting the new Next Transfer Date as determined by this rule.
Each time the calendar is executed, you can view the change calendar details and open the log attached to it. In
addition, the result log is sent by email to the user who started the job. The log provides information about
accruals transferred as entitlement and any errors that occurred. You can also simulate a calendar run so that
no changes are saved. In this case, the result log isn't available in change calendar details view, but you can
access it in the Admin Center by entering Monitor Jobs.
Example
Continued
The entitlement calendar run on January 1, 2017 detects that there's one employee for whom the Next Transfer
Date shows as January 1, 2017.
1. The accrual transfer rule is executed. According to the rule, the amount of the entitlement is the sum of
accruals. The accrual balance as of 31 December 2016 is 63 days. As a result, an entitlement of 63 days
with the posting date January 1, 2017 is created. Furthermore, an accrual reset of -63 days with posting
date January 1, 2017 is created. This ensures that the accrual balance starts to cumulate from scratch
again.
 Note
The Sum of Accruals parameter, which can be used in the accrual transfer rule, subsumes all accrual
postings between the day of the last (ad hoc) entitlement (if any) and the Next Transfer Date, not
including the accrual on the Next Transfer Date itself. On the contrary, opening accruals on the next
transfer date are included in the accrual transfer for that transfer date.
2. The accrual transfer date rule is executed. According to the rule, the subsequent transfer frequency is set
to be yearly. As a result, the new Next Transfer Date for the employee is January 1, 2018.
Accruals are subject to recalculation. As a result, the sum of accruals can change retroactively. In that case
entitlements are also recalculated as part of the accrual recalculation.
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Example
Continued
Let's assume you've an accrual rule in place that creates an accrual posting only when the employee isn't on
unpaid leave. If so, no accruals are posted for the duration of the leave. The employee records retroactive,
unpaid leave from December 19 to December 23, 2016. This leads the system to recalculate the accrual
amount on these days to zero. As a consequence, the entitlement posting on January 1, 2017 is also
recalculated since the sum of accruals isn't 63 days anymore, but less.
 Remember
Accrual posting type to make manual accrual adjustments on the time account. For example, if you go live
with SAP SuccessFactors Employee Central Time Management, you might need to post an initial accrual
and an initial entitlement balance to the time account to reflect an employee’s balance as of the go-live
date. If you have daily accruals and recalculation runs over such a manual Accrual posting, it's recalculated
to the amount according to the accrual rule. Instead, you can use the Opening Accrual (and Opening
Entitlement) posting type, which, isn't subject to recalculation.
Sometimes it might be necessary to deviate from the set transfer dates and to transfer accruals to
entitlements before the regular Next Transfer Date is reached. This is possible via an ad hoc transfer. There's a
separate Ad Hoc Transfer Date field on the Time Account Type Accrual Transfer. This field is filled automatically
if you schedule an ad hoc transfer via the
Admin Workbench
Time Accounts
Account Postings
Add
Accrual Transfer. The accrual transfer for an ad hoc transfer date is treated in the same way as for accrual
transfers that happen on the regular Next Transfer Date. This means that if the ad hoc transfer date lies on or
before the end date of the entitlement calendar, the accrual transfer rule is called. However, the accrual
transfer date rule isn't called if there's an ad hoc transfer.
Example
The employee's regular Next Transfer Date is on January 1, 2018. However, the HR admin needs to grant an
entitlement to the employee before that date. So, the HR admin schedules an ad hoc transfer on July 1, 2017.
The entitlement calendar run on July 1, 2017 detects the ad hoc transfer date and generates an ad hoc
entitlement of 4.5 days. There's no new next transfer date, the Next Transfer Date stays as January 1, 2018.
When the entitlement calendar runs on January 1, 2018, it creates a regular entitlement again. The amount of
this entitlement is the sum of accruals between the ad hoc transfer and January 1, 2018.
You might also want to allow your employees to book leave already against accruals that haven't yet been
transferred to an entitlement. This can be achieved via leave taken from advances. This is only possible if you
set Advances Allowed on the time account type to Yes. Bookings for leave that has been taken for accrued leave
that has yet to be transferred to an entitlement are marked accordingly. Once an entitlement is generated, the
advance leave booking is re-evaluated and the advance label is removed.
Example
Continued
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Let's consider the employee has already taken most of the available entitlements. Only 2 days of entitled leave
are left. The next regular transfer takes only place on January 1, 2018, but the employee wants to take 5 days of
leave from December 18-22, 2017. The accrual balance at this point in time amounts to 3 days and advances
are allowed. Consequently, the employee can book the 5 days leave (2 days entitlements + 3 days accruals).
However, the leave bookings on December 20, 21, and 22 are marked as advances as they're booked against
accruals. When the entitlement of 4.5 days on January 1 2018 is generated, enough entitlement balance is
available again to cover the leave bookings on December 20, 21, and 22 as well. As a result, the advance flag is
removed.
 Restriction
● Because accruals can be recalculated, don't use theEntitlement creation is possible up to a maximum
of 10 years in the future.
● Per entitlement calendar run and user, a maximum of 365 entitlements can be generated.
● There's no role-based permission available to restrict if ad hoc transfers can be scheduled.
Refer to Time Account Type [page 722] for information on time account types.
Refer to Time Account Type Accrual Transfer [page 732] for information on the Time Account Type Accrual
Transfer object.
3.5.2.2.1.2.2.1 Initial Accrual Transfer Date Rule
The Initial Accrual Transfer Date rule sets the date for the first accrual transfer. It's assigned to the
corresponding field on the time account type. The rule runs when the time account is created for the employee.
The rule is triggered whenever a time account is created. This includes the following scenarios:
● The assignment of a time profile with a time account type to which the initial accrual transfer date rule was
assigned. The time profile is assigned through the employee's job information, for example:
○ The hiring process
○ The job information
● The account creation calendar run
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Here's some information on the available parameters:
Name
Time Account Type Accrual Transfer
Object
●
Next transfer date. This is the date of the next accrual
transfer. It's the parameter you set with the Initial Ac­
crual Transfer Date rule. The next transfer date is the re­
sult of the Initial Accrual Transfer Date rule. This is the
only parameter you can modify with the rule.
●
Last transfer date. This is the date of the most recent
accrual transfer. It is a read-only parameter, which
means that you can't modify the Last Transfer Date with
the Initial Accrual Transfer Date rule.
●
Ad hoc transfer date. This is the date of the next ad hoc
transfer, if scheduled. It is a read-only parameter, which
means that you can't set the ad hoc transfer date with
the Initial Accrual Transfer Date rule.
Refer to the following documentation for more information:
Time Account Type Accrual Transfer [page 732]
Initial Transfer Date Rule Parameters
●
Job Info Effective Start Date. This determines the effective date when the corresponding time account type
was assigned to an employee. The time account type is
assigned through the time profile assignment.
●
Hire Scenario. This is an indicator to show whether the
rule is being called as part of a hire scenario or not. You
can select Yes or No. It is a read-only parameter, mean­
ing that you cannot modify the value of this indicator
with the Initial Accrual Transfer Date rule.
 Note
If you migrate time account data, you have the following options:
(1) You can export the time account type accrual transfer history for your employees. You can change the
next transfer date accordingly and import the object again. You also need to add the date of the next
transfer date in the time account type accrual transfer history.
(2) You can let the system determine the next transfer date. However, this can lead to a situation where the
result of the Initial Accrual Transfer Date rule lies in the past. In such cases, you first need to run the
entitlement calendar to get the current next transfer date. This can be problematic if you have configured
daily accrual transfers after the initial transfer. For more information, refer to our best practice tip on daily
accrual transfers.
Related Information
Best Practice Tip: Daily Accrual Transfers [page 97]
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3.5.2.2.1.2.2.2 Accrual Transfer Date Rule
The Accrual Transfer Date rule sets the date for the subsequent transfers after the initial transfer.
The Accrual Transfer Date rule is assigned to the corresponding field on the time account type. The rule is
executed at the time of the entitlement calendar run.
Here's some information on the available parameters:
Time Account Type Accrual Transfer
●
Next Transfer Date. This is the date of the next accrual
transfer. It's the parameter you set with the Initial Ac­
crual Transfer Date rule.The next transfer date is the re­
sult of the Initial Accrual Transfer Date rule. This is the
only parameter you can modify with the rule.
●
Last Transfer Date. This is the date of the most recent
accrual transfer. It is a read-only parameter, which
means that you can't modify the last transfer date with
the Initial Accrual Transfer Date rule.

Note
Don't set the next transfer date based on the last
transfer date. The last transfer date field is updated
only when the next transfer date has been set. Us­
ing the last transfer date as a base date for the next
transfer date leads to an error during the entitle­
ment calendar run. Because of that, you typically
set the next transfer date based on the next trans­
fer date parameter.
●
Ad Hoc Transfer Date. This is the date of the next ad hoc
transfer, if scheduled. It is a read-only parameter, which
means that you can't set the ad hoc transfer date with
the Initial Accrual Transfer Date rule.
Take a look at the documentation of the time account type
accrual transfer for more information: Time Account Type
Accrual Transfer [page 732]
Initial Transfer Date Rule Parameters
●
The Job Info Effective Start Date determines the effective date as of which the respective time account type
has been assigned to an employee via the time profile
assignment. It is a read-only parameter, meaning that
you cannot modify the job info effective start date with
the Initial Accrual Transfer Date rule.
●
The Hire Scenario indicates whether the rule is being
called as part of a hire scenario or not. You can select
yes or no. It is a read-only parameter, meaning that
you can't modify the value of this indicator with the Ini­
tial Accrual Transfer Date rule.
Refer to the documentation of the time account type accrual
transfer for more information:Time Account Type Accrual
Transfer [page 732]
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 Note
● The next transfer date must be after the last transfer date.
● You need to enter something in the Next Transfer Date field because it's a mandatory field on the Time
Account Type Accrual Transfer object. Make sure that you add an else statement to your Accrual
Transfer Date rule in case none of the if conditions apply. This is the case especially when the user’s job
information is read in your if conditions and the next transfer date lies in the past. Make sure that the
respective job information is maintained as of that point in time or that you have an else statement in
place.
○ Setting the next transfer date in the else statement to the next transfer date without any
amendment doesn't work because the next transfer date must be after the last transfer date.
 Caution
This rule isn't designed for running daily accrual transfers, as this can lead to performance issues. If you
still want to use the Accrual Transfer Date rule to run a daily accrual transfer, please refer to our best
practice tip on daily accrual transfers Best Practice Tip: Daily Accrual Transfers [page 97].
Related Information
Best Practice Tip: Daily Accrual Transfers [page 97]
3.5.2.2.1.2.2.3 Accrual Transfer Rule
The Accrual Transfer rule is used to create the entitlement and ad hoc entitlement posting on the time account.
It's assigned to the corresponding field on the time account type. The rule is executed at the time of the
entitlement calendar run.
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Here's some information on the available parameters:
Parameter
Time Account
A Time Account Detail represents a posting on the time ac­
count. This is the parameter you create with the Accrual
Transfer rule. The Time Account Detail is the result of the ap­
plication of this rule. You need to specify the following:
●
Amount Posted: This is typically the sum of accruals
(see Accrual Transfer Rule Parameters).
●
Posting Type: You need to select Entitlement or Ad Hoc
Entitlement depending on the scenario code (see Ac­
crual Transfer Rule Parameters).
●
Posting Date. Here you need to select Next Transfer Date
or Ad Hoc Transfer Date depending on the scenario code
(see Accrual Transfer Rule Parameters).
●
External Code: Here you typically select Generate
External Code for Time Off().
●
Posting Unit: Here you must select the unit of the re­
spective time account type.
Refer to the Time Account [page 711] documentation for
more information.

Note
If the accrual transfer rule execution can't determine
any time account detail postings, the rule posts only a
zero booking. This typically happens when none of the If
conditions in the accrual transfer rule are met and, at
the same time, the rule doesn't contain any Else state­
ments.
The posting type is Entitlement and the posting date
Next Transfer Date for regular transfers. For ad hoc
transfers the posting type is Ad Hoc Entitlement and the
posting date Ad Hoc Transfer Date. In both cases the
Amount Posted is 0. If you want to correct the postings
afterwards you need to modify the accrual transfer rule.
Then, run an entitlement calendar with recalculation.
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Parameter
Accrual Transfer Rule Parameters
The following parameters are read-only, so you can't modify
them with the Accrual Transfer rule.
●
Scenario Code: This parameter contains information
about the scenario in which the rule is called (ad hoc or
regular accrual transfer).

Caution
You should always make use of the scenario code
and distinguish the time account posting based on
it. Not doing so can lead to several issues. In case of
a regular transfer, the posting type should set to be
Entitlement. The posting date should be set to the
Next Transfer Date. In case of an ad hoc transfer,
the posting type should be Ad Hoc Entitlement and
the posting date should be the Ad Hoc Transfer
Date.
●
Sum of Accruals: This parameter represents the sum of
accruals since the date of the last (ad hoc) entitlement.
Time Account Type Accrual Transfer
●
Sum of Ad Hoc Transfers: This parameter represents the
sum of all posted ad hoc transfers since the last regular
accrual transfer.
●
Sum of Total Accruals: This parameter represents the
sum of accruals from the date of the last entitlement
until now. Ad hoc transfers are not considered.
The following parameters are read-only, so you can't modify
them with the Accrual Transfer rule.
●
The Next Transfer Date is the date on which the next ac­
crual transfer happens.
●
The Last Transfer Date is the date on which the previous
accrual transfer has happened.
●
The Ad Hoc Transfer Date is the date on which the next
ad hoc transfer takes place, if scheduled.
Refer to Time Account Type Accrual Transfer [page 732] for
further information.
3.5.2.2.1.2.2.4 Best Practice Tip: Daily Accrual Transfers
Here's information about how to separate accruals and entitlements for the initial waiting period only, but not
going forward.
Your accrual transfer date rule then looks like the following:
● In the If section, the rule is set to be Always True. This setting can differ based on your needs.
● In the Then section, Time Account Type Accrual Transfer. Next Transfer is equal to Date Plus().
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Here are more entries you've to set in the Then section:
Value
Entry
Base Date
Time Account Type Accrual Transfer.Next Transfer Date
(Optional) Number of Months
0
(Optional) Number of Days
1
 Caution
This setup can lead to performance issues, especially when you're migrating your data. Let’s look at an
example.
Example
One of your employees started to work for your company on January 1, 1992. Now, you migrate to SAP
SuccessFactors Employee Central Time Management on October 1, 2020. You assign the time information to
the employee and the initial accrual transfer date rule is called. The initial accrual transfer date rule looks as
follows:
● In the If section, the rule is set to be Always True.
● In the Then section, Time Account Type Accrual Transfer. Next Transfer Date is equal to Date Plus().
Here are more entries you've to set in the Then section.
Value
Entry
Base Date
Time Account Type Accrual Transfer.User.Employment
Details. Original Start Date
(Optional) Number of Months
120
(Optional) Number of Days
0
The rule sets the next transfer date to January 1, 2002. This means that the next transfer date lies in the past
and isn't up to date. Now, you need to run the entitlement calendar, which generates (unnecessary)
entitlements from January 1, 2002 for every day until today.
 Note
These entitlements are created unnecessarily if your time account has been bookable from the original
start date of the employee. If the time account is bookable only from the Go live date onwards, entitlement
creation will be skipped and the next transfer date is moved to a later date.
Eventually, the next transfer date will be October 1, 2020. As a by-product, you start off with 6848 entitlements
on the time account. However, there's a restriction that only 365 entitlements per entitlement calendar run and
time account can be created. If there are daily entitlements, you need to run multiple entitlements calendars
until all your employees' next transfer dates are up to date. This can be time-consuming.
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 Tip
To avoid this issue, you can set up your initial accrual transfer date rule for the time of the migration as
follows. This way, you can separate accruals and entitlements for the initial waiting period, but grant
entitlements on a daily basis immediatley afterwards.
● In the Variables section
○ var_ITD must be set equal to Date Plus ().
Here are more entries you must set in the Variables section:
Value
Entry
Base Date
Time Account Type Accrual Transfer.User.Employ­
ment Details. Original Start Date
(Optional) Number of Months
120
(Optional) Number of Days
0
● In the If section, the var_ITD is before 10/01/2020.
● In the Then section, set Time Account Type Accrual Transfer. Next Transfer Date to be equal to
10/01/2020.
● In the Else section, set Time Account Type Accrual Transfer. Next Transfer Date to be equal to var_ITD.
This way, you make sure that you don't start off with next transfer dates that lie before the Go live date.
Instead of entering a fixed date (here: 10/01/2020, which is the Go live date), you can also refer to some
custom date field or use the today() rule function. It depends on what fits your needs best.
After the migration process has been completed, you can change the initial accrual transfer date rule.
3.5.2.2.1.2.2.5 Automatic Adjustment of Accrual Transfer
Dates
The transfer dates determined by the (Initial) Accrual Transfer Date rule have to be adjusted in case an
employee takes a certain type of leave, such as leave without pay.
For example, an employee can be eligible for long service leave after completing seven years of seniority.
However, if that employee takes leave without pay, or unauthorized leave, the time they're away on leave
doesn't count towards their seniority.
Let’s say the employee is hired on January 1, 2010. The Initial Accrual Transfer Date rule is set to the next
transfer date to January 1, 2017. However, the employee takes leave without pay on June 15, 2016 (one day).
This day doesn't count towards the employee’s seniority. As such, the next transfer date (and all subsequent
transfer dates) must be adjusted by one day to January 2, 2017.
Configuration
To ensure that transfer dates are always automatically recalculated like this, make the following configuration
settings:
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● In the Time Management Configuration object, set Enable Recalculation to Yes.
● In the time types that you want to trigger the adjustment of transfer dates (for example, leave without pay
or unauthorized leave), set the Not to count as time in service field to Yes.
 Note
This field isn't visible by default. You need to make it editable in the object definition.
● In the time account type for which the transfer dates must be adjusted:
○ Select an Effect on Transfer Date rule that determines how the transfer dates are adjusted.
 Note
This field isn't visible by default. You need to make it editable in the object definition.
○ Under recalculation fields, select Absences not to count as time in service.
How It Works
If you record, edit, delete, or decline an absence request that has a time type marked as Not to count as time in
service, a Time Management Recalculation Event for Recalculate Transfer Dates is automatically created. It
adjusts all transfer dates that fall after the absence start date.
 Note
The adjustment takes place regardless of the current approval status of the absence. That means that even
when an absence marked as Not to count as time in service hasn't been approved, transfer dates are
immediately adjusted. However, if the absence is subsequently declined, the transfer dates are adjusted
back.
For the cancellation workflow, it works differently. There the transfer date is only adjusted back once
approved.
Some other points to keep in mind:
● If the adjusted transfer dates are in the past, and entitlements have already been created for them, the
posting dates and the amounts of the entitlements are also recalculated automatically.
● Ad hoc transfer dates are never adjusted, since they're ignored by the Effect on Transfer Date rule. However,
the ad hoc entitlement amount can get recalculated due to the adjustment of other transfer dates.
● Transfer dates aren't adjusted for closed time accounts.
● If the start date of a Not to count as time in service leave request falls on a transfer date, this transfer date
is not adjusted, but the subsequent dates are. For example, if the previous transfer date was on January 1,
2020, the next transfer date will be on January 1, 2021. You then retroactively record a Not to count as time
in service absence from January 1, 2020 until January 10, .2020. The transfer date on January 1, 2020,
won't be adjusted, but the next transfer date on January 1, 2021 will be adjusted.
● If you've configured a leave of absence time type as Not to count as time in service, the transfer dates will
first be adjusted based on the expected return date. Once the actual return date is entered, transfer dates
are adjusted based on the actual return date.
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Additional Configuration Options
Let's say an employee gets daily accruals of 0.1 days, the sum of which is to be transferred on January 1, 2017.
However, due to the fact that the employee has taken leave without pay, the transfer date is adjusted to
January 2, 2017. This means that the entitlement the employee gets on January 2, 2017, will be 0.1 days more
than they would have received if the transfer had happened on January 1, 2017. As such, you might want to also
assign an accrual rule that posts 0 accruals for days on which an employee is on the relevant types of leave.
This ensures that the transferred entitlement remains the same even if the transfer date is shifted.
In order to enable that kind of recalculation, make the following additional configuration settings:
● In the time type that is marked as Not to count as time in service, set Accrual Recalculation Relevance to
Full.
● In the time account type for which accruals should stop during Not to count as time in service leave, select
Absence change as a recalculation field and assign an accrual rule. Here's an example rule:
Restrictions
● Simulations don't take the Effect on Transfer Date rule into account. Entitlements are simulated solely
based on the results of the Initial Accrual Transfer Date rule, and as such the simulation doesn't recognize if
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an entitlement is supposed to happen at a later point in time. Keep this in mind, especially when making
termination payouts based on simulated entitlements.
● If you use a posting date in the Accrual Transfer rule that is different from the Next Transfer Date, it isn't
possible to recalculate transfer dates and entitlements. For this reason, we recommend that you always
use the Next Transfer Date as the posting date for the entitlement.
● Deleting absences that are marked as Not to count as time in service prevents the transfer dates from
being adjusted back correctly. Don't permanently delete such absences. Instead, just cancel them.
3.5.2.2.1.2.2.5.1 Effect on Transfer Date Rule
You can enter an Effect on Transfer Date Rule in the corresponding field of the time account type. This rule is
executed during the recalculation of transfer dates.
Transfer date recalculation selects any time account types for which Absence not to count as time in service
have been set as a recalculation field. For these time account types, the respective Effect on Transfer Date rule
is executed. The rule picks the Time Account Type Accrual Transfer object associated with a particular user and
time account type, and adjusts all transfer dates (except for ad hoc transfer dates) from the Time Account Type
Accrual Transfer History after the start date of the leave request which initiated the transfer date recalculation.
 Note
Transfer date recalculation is always triggered by leave requests which are marked as Not to count as time
in service.
Here are the parameters for the rule:
Name
More Info
Original Transfer Date
This refers to the original date or, if a previous adjustment
has already taken place, the adjusted date as specified by
the Time Account Type Accrual Transfer History. It is a readonly parameter, meaning that you cannot modify an original
transfer date with the Effect on Transfer Date rule.
Adjusted Transfer Date
This is the parameter you set with the Effect on Transfer
Date rule. As such, the adjusted transfer date is the result of
the Effect on Transfer Date rule. This is the only parameter
you can modify with the rule.
The adjusted transfer date appears in the Time Account
Type Accrual Transfer object.
Period Start Date and Period End Date
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“Period” in this context always refers to the period between
two transfer dates or, in case of the period before the initial
transfer, between the start date of the time account and the
initial transfer date.
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And here's how a typical rule setup would look:
With this rule, you adjust an original transfer date by the sum of leave without pay (LWOP) and unauthorized
leave (UNAL) days. For example:
 Note
For performance reasons, we recommend that you use a variable in the rule to get the absence days.
Related Information
Automatic Adjustment of Accrual Transfer Dates [page 99]
3.5.2.3
Creating a Time Profile
Time profiles primarily define which time types an employee is eligible for. As such, they represent bundles of
time types.
Prerequisites
You need the following permissions:
●
Administrator Permissions
Metadata Framework
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●
User Permissions
Miscellaneaous Permission
Time Profile
permission must be set to Edit.
● You also need permission to access the generic Time Profile object.
Context
Different employee groups, for example depending on the country/region, usually have different absence types
they can take. Hence, you typically create multiple time profiles to reflect such differences. For example, you
might have employees located in the U.S. who are eligible for Jury Duty leave, but this kind of leave doesn’t exist
in Germany. Consequently, you would need two different time profiles: one that includes Jury Duty leave and
can be assigned to your employees located in the U.S., and one that doesn’t include Jury Duty leave and can be
assigned to your employees located in Germany.
Procedure
1. Go to the Admin Center and choose
Manage Data
Create New
Time Profile .
2. Enter a meaningful name and a unique external code. For example, Time Profile Germany
(Duration) (DUR_TP_GER).
3. Select a time recording variant.
Duration is the default value.
4. In the Available Time Type section, select the absence time types from the Time Type field and enter an
External Code for each of the time types. For additional configuration options for time types, refer to
Configuration Options for Available Time Types in the Time Profile [page 105].
5. Select the main absence time type.
Next Steps
Your next step is:
● Enabling the Assignment of Time Off Master Data to Employees [page 106]
Related Information
Time Profile [page 741]
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3.5.2.3.1
Configuration Options for Available Time Types in
the Time Profile
Get an overview of the time type configuration options.
Enabled in Employee Self-Service Scenario
Field Value
Description
Typical Use Case
Yes
Employees can record this absence
time type themselves from the Time Off
Employee Self-Service (ESS) UI and in
the mobile app. The same holds true for
absences that are requested from the
time sheet UI if the time sheet is active.
You want employees to record their an­
nual leave on their own to minimize the
administrative burden on your HR de­
partment.
No
This is the default value. The absence
time type can only be recorded from
the Time Admin Workbench UI or in an
on behalf scenario in the time sheet UI
if time sheet is active.
In case of unauthorized leave, you only
want HR administrators to record the
leave.
Favorite Time Type
The setting is only effective for absence time types that are linked to a time account type. You can select up to
maximum three different favorite time types.
 Note
Make sure that your favorite time types don’t have external names that exceed 20 characters.
Field Value
Description
Yes
This time type is the absence time type that is shown in the
Balance section at the top right on the Time Off Employee
Self-Service (ESS) UI.
No
Employees need to choose Show All to see the balance asso­
ciated with this absence time type.
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Hide Account Balance
Field Value
Description
Yes
The account balance for this time type (if associated to any
time account type) doesn’t appear in the Time Off Employee
Self-Service (ESS) UI from where employees can request ab­
sences. Furthermore, the balance will not be shown on the
people profile if the employee accesses his or her own peo­
ple profile nor will it be shown when accessing his or her own
time sheet if time sheet is active. However, the system still
checks whether the employee has sufficient balance on the
relevant time account to cover the absence being requested.
No
This is the default value. Employees have full insight into
their available balance.
3.5.2.3.2
Main Absence Time Type
The main absence time type is the absence time is pre-selected when employees request an absence.
The main absence time type is the time type for which the available balance is displayed on the Time Off home
page tile in case the main absence time type is associated to a time account type. On the New home page the
main absence time type is the one for which the engagement card is generated. The absence time type that
you select here must be among the list of time types assigned to the time profile.
3.5.2.4
Enabling the Assignment of Time Off Master Data
to Employees
For employees to manage their absences using Employee Central Time Off, they need to have certain time off
master data assigned to their job information. This encompasses a time recording variant, work schedule,
holiday calendar, and a time profile.
Prerequisites
You need permission to access the HRIS Element.
●
Administrator Permissions
Metadata Framework
●
Administrator Permissions
Manage Business Configuration
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Context
Time Off master data is typically assigned by HR administrators, either during a hire or during a job info
change. To assign time off master data to an employee’s job information, you first need to enable the time
management fields in the job information and grant the necessary permission to those who are supposed to
assign time off master data to employees.
Procedure
1. Go to the Admin Center and choose Manage Business Configuration.
2. Choose
HRIS Element
jobInfo .
3. Select Yes in the Enabled field for Time Recording Variant, Work Schedule, Holiday Calendar, and Time
Profile.
4. Open the permission roles of those who should assign time off master data to an employee’s job
information.
5. Grant these users edit and correct permissions for the fields Time Recording Variant, Work Schedule,
Holiday Calendar, and Time Profile.
6. If the Work Schedule, Holiday Calendar, or Time Profile object is secured, you need to give permission to
view those objects. Otherwise, the dropdown list of the Work Schedule, Holiday Calendar, and Time Profile
fields on the Job Information are empty. You grant the permissions as follows:
User Permissions
Miscellaneous Permissions , select at least the View permission for Work Schedule and Time Profile.
Under User Permissions
for Holiday Calendar.
Time Management Object Permissions , select at least the View permission
Results
HR admins can now assign time off master data to an employee’s job information such that employees can
manage their absences using Employee Central Time Off.
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3.5.2.4.1
Automating the Assignment of Time Information
to Employees
Create a rule that automatically assigns job information - including time objects - to new employees, or
employees that switch to a new role or location within your company so that time objects are assigned
automatically.
Procedure
1. Create the rule.
2. Set the parameters for the rule.
Set the parameter name of Context to System Context and Job Information Model to Job
Information Model.
3.
To create a rule that assigns a time profile based on the legal entity, you can create this rule:Set the rules
that assign the time object.
○ If Company.Value.Legal Entity ID is equal to [the legal entity]
○ Then Set Time Profile.value to be equal to [the profile]
Figure 1: Propagation Rule
4. Save the rule in your Data Model as an OnInitSet the or OnChange event.
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5. Import the Data Model. The new rule will then be immediately available for use.
Results
Using the rule above as an example, any employee that transfers from another company in the ACE group to
ACE Australia will automatically be assigned the time profile shown in the THEN statements of the rule.
3.5.3 Customization of Absence Recording
Learn more about how to customize absence recording.
1. Configuring Workflows for Absence Recording [page 110]
Set up workflows for each time type so that all leave requests can be processed correctly.
2. Time Account Balance Calculation [page 112]
You have a number of options that affect how balances are calculated.
3. Time Account Deduction Sequence [page 116]
If employees can have several time accounts, you need to specify the order in which absences should
be deducted from the accounts.
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4. Adding Additional Validation Checks for Leave Requests [page 120]
When you create, cancel, or edit a leave request, the system performs certain checks. For example, an
error comes up when the time account balance is not sufficient to book leave. Sometimes might you
want to add further validation checks. This can be done using what we call "take rules".
5. Collisions Between Absences [page 122]
Sometimes absences can collide due to unexpected circumstances. For example, an employee who is
on an approved vacation might fall sick and need to create a new sick leave request. As an admin or
manager, you need to decide how collisions like this will be handled.
6. Concurrent Absences [page 127]
The concurrent absences feature allows you to record an absence that overlaps, either fully or partially,
with another absence.
7. Enabling Recurring Absences [page 136]
Employees who need to take regular time off (for example, for childcare) can request 2 hours of leave
each day for a period of 6 months. Admins can also set up such a recurring absence on their behalf.
8. Enabling Flexible Absence Requesting [page 137]
If your employees' working time models often vary, you need to be able to manage this in the system.
9. Allowing Absences with Undetermined End Dates [page 140]
In some circumstances, employees might need to enter absences with a start date but no fixed end
date. For example, if they fall ill and are unable to say when they will return. In order to support this, you
need to allow absences with undetermined end dates in Time Off.
10. Half Pay Leave and Double Pay Leave [page 141]
In case standard leave doesn't meet an employee's needs, they can now officially request half pay leave
or double pay leave instead.
11. Custom Fields in Time Off [page 143]
If the standard fields in Employee Central Time Off don't cover the unique requirements at your
company, you can create your own custom fields. You can do this for all time off requests or just for
specific time types.
3.5.3.1
Configuring Workflows for Absence Recording
Set up workflows for each time type so that all leave requests can be processed correctly.
Context
When approving leave requests, the approval process can vary depending on the type of leave. For example, a
vacation request could just require a manager's approval whereas an unpaid leave request needs to be
approved by that manager's manager as well.
In order to ensure that all leave requests are reviewed correctly, you need to set up workflows for each different
time type.
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Procedure
1. Maintain the employeeTime object. Go to Configure Object Definitions, call up the Employee Time object
definition, and make these settings:
○ Employee Time is the default label. Change the label if it better suits your requirements.
○ For ToDo Category, select Time Off Requests.
○ Ensure that the labels for employee times all have meaningful names. The texts appear in notification
emails, for example, so they need to be clear. Ensure that you change the text in all the languages your
company uses.
○ Ensure that Pending Data option is set to No.
 Caution
Setting the Pending Data option to Yes isn’t supported and causes inconsistencies in your data.
Inflight changes are therefore not supported.
2. In the Admin Center
individual time types.
Configure Business Rules , create a rule that uses the workflow settings for the
 Note
If you're setting up the admin workflow with approval steps, or the collision management feature,
please use the adapted rule.
3. Assign the rule to the Employee Time object.
a. In the Admin Center, go to Configure Object Definitions.
b. Open the Employee Time object definition and choose
Take Action
Make Correction .
c. Go to the Rules section, add your newly created rule under Save Rules, and save.
4. Create individual workflows for each time type by going to
Admin Center
Manage Organization, Pay,
and Job Structures . For example, for time type Vacation that only needs the employee's manager
approval, use Manager as the Approver Role.
 Note
It's possible to configure a workflow in such a way that the approver role is a position rather than an
individual employee. Workflows like this can be approved by any employee that holds the relevant
position. In cases like this, there will be no specific employee name listed in the To be approved by field.
Once someone approves the absence request, however, their name is displayed in the Approved by
field.
5. Add the workflow configuration to the time type.
a. In the Admin Center, choose Manage Time Off Structures.
b. Open the time type for which you want to add a workflow.
c. Choose
Take Action
Make Correction , enter the workflow configuration, and save.
 Caution
Don't add your own default screen under the object definition of the Employee Time object because it
overrides the default implementation. As a result, the approver can see technical fields or is able to
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view the Time Type object details by clicking on the quick card, even without having been assigned the
necessary Time Type object permissions.
Results
The approval workflow is now active for all the time types you configured.
 Note
● The workflow affects an employee's ability to cancel their leave requests. When the request is still in the
Pending status, the employee is able to cancel the request directly. However, if the request has already
been approved, then any cancellations go through the necessary workflow.
● If you want, you can use the auto-approval feature for workflows. Auto-approved workflows are
displayed with status Approved, just like standard manual workflows. For more information, see
Automatic Approval for Stalled Workflows.
On the Time Off employee self-service (ESS) screen, the Approver Name for any auto-approved
workflows shows the name of the job owner, and Approved On shows the date on which the job
approved the workflow.
● The comment field on the Time Off ESS user interface can only be entered by the employee if the
employee requests an absence. However, if an admin creates an absence on behalf of an employee, the
employee isn't allowed to enter the comment.
Similarly, if an employee creates an absence that has to be approved by their manager, and if an admin
enters a comment using the Time Admin Workbench UI, the system raises an error. This is expected
behavior because the workflow comment can only be entered by the workflow participants (the one
who initiated the workflow, and the approver).
Task overview: Customization of Absence Recording [page 109]
Next: Time Account Balance Calculation [page 112]
3.5.3.2
Time Account Balance Calculation
You have a number of options that affect how balances are calculated.
Time Account Type
In the time account type, you can choose whether the simulation should take place or not.
● If the simulation is not active, you can only use the accrual balance, which is already posted to a time
account.
● If the simulation is active, the accruals from the current accrual period until the start date of the leave
request will be simulated and can already be used even though the accrual is not yet posted to the
corresponding time account.
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 Note
If you use time account types "entitled as transferred", the system behaves differently.
Time Type
In the time type, you can choose the balance calculation setting.
Either only the postings until the calculation date are considered or the postings after this date as well. If you
want postings after the calculation date to be considered, this means that future negative postings are
considered, if they cannot be offset against other positive future postings before the negative ones. If they can
be offset against other positive bookings, they do not influence the balance calculated until the calculation
date. The examples below illustrate this.
This calculation date depends on the screen. If you request leave, this date is the start date of the leave
request. If you look at the balances of the time types in the ESS UI, it is the “as of date”.
This setting is not considered on UIs that show the time account balances (such as the Time Accounts tab in
the workbench). In these UIs, only postings until the calculation date are considered, regardless of the setting
in the time type.
If you create or update a leave request, postings after the calculation date are always considered, to check
whether you are allowed to book this leave request, regardless of what's entered in the time type setting.
Examples
Now let's look at some examples.
Example 1
Scenario 1
Balance Calculation Setting = Consider Bookings Until Calculation Date
Calculation Date = Feb 1, 2017
Result: Balance = 10 days, because the booking on May 1, 2017 is a future booking.
Scenario 2
Balance Calculation Setting = Consider Bookings Until Calculation Date
Calculation Date = May 1, 2017
Result: Balance = 10 – 2 = 8 days, because the date of the booking on May 1, 2017 is the date until when the
bookings are considered.
Scenario 3
Balance Calculation Setting = Consider Bookings After Calculation Date
Calculation Date = Feb 1, 2017
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Result: Balance = 10 – 2 = 8 days, because a negative booking in the future will be considered if it would lead to
a reduction of the balance.
Scenario 4
Balance Calculation Setting = Consider Bookings After Calculation Date
Calculation Date = May 1, 2017
Result: Balance = 10 – 2 = 8 days, because the date of the booking on May 1, 2017 is the date until when the
bookings are considered.
Example 2
Scenario 1
Balance Calculation Setting = Consider Bookings Until Calculation Date
Calculation Date = Feb 1, 2017
Result: Balance = 10 days, because the other bookings are booked in the future.
Scenario 2
Balance Calculation Setting = Consider Bookings Until Calculation Date
Calculation Date = May 1, 2017
Result: Balance = 10 + 4 – 2 = 12 days, because all bookings are made on or before May 1, 2017.
Scenario 3
Balance Calculation Setting = Consider Bookings After Calculation Date
Calculation Date = Feb 1, 2017
Result: Balance = 10 + 2 – 2 = 10 days, because the negative future booking is covered by a positive future
booking, means the negative booking is offset against the positive booking and on February 1, 2017 still 10 days
can be taken.
Scenario 4
Balance Calculation Setting = Consider Bookings After Calculation Date
Calculation Date = May 1, 2017
Result: Balance = 10 + 4 – 2 = 12 days, because the date of the booking on May 1, 2017 is the date until when
the bookings are considered.
Example 3
Scenario 1
Balance Calculation Setting = Consider Bookings Until Calculation Date
Calculation Date = Feb 1, 2017
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Result: Balance = 10 days, because the other bookings are in the future.
Scenario 2
Balance Calculation Setting = Consider Bookings Until Calculation Date
Calculation Date = July 1, 2017
Result: Balance = 10 + 4 – 6 + 4 = 12 days, because all bookings booked on or before July 1, 2017 are
considered.
Scenario 3
Balance Calculation Setting = Consider Bookings After Calculation Date
Calculation Date = Feb 1, 2017
Result: Balance = 10 + 4 – 6 = 8 days, because the negative future booking can only be offset against positive
bookings on the same date or earlier. It cannot be offset against the future positive booking in July, because the
posting is not yet available at May 1, 2017.
Scenario 4
Balance Calculation Setting = Consider Bookings After Calculation Date
Calculation Date = July 1, 2017
Result: Balance = 10 + 4 – 6 + 4 = 12 days, because all bookings booked on or before July 1, 2017 are
considered and there is no future booking after this date, which would have been deducted.
Example 4
Scenario 1
The accrual bookings in green are not yet posted.
Simulation is set to “No” at Time Account Type.
Balance Calculation Setting = Consider Bookings Until Calculation Date
Calculation Date = March 1, 2017
Result: Balance = 2 + 2 = 4 days, because the existing bookings until March 1, 2017 are considered. The
simulation of accruals is not switched on and future bookings should not be considered per the time type
setting.
Scenario 2
The accrual bookings in green are not yet posted.
Simulation is set to “Yes” at Time Account Type.
Balance Calculation Setting = Consider Bookings Until Calculation Date
Calculation Date = March 1, 2017
Result: Balance = 2 + 2 + 2 = 6 days, because the existing bookings until March 1, 2017 are considered and the
accrual of the current accrual period (March 1, 2017 until March 31, 2017) is not yet booked. It will be simulated
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because of the corresponding Time Account Type setting. The future bookings are not simulated and existing
ones are not considered at all.
Scenario 3
The accrual bookings in green are not yet posted.
Simulation is set to “No” at Time Account Type.
Balance Calculation Setting = Consider Bookings After Calculation Date
Calculation Date = March 1, 2017
Result: Balance = 2 + 2 - 4 = 0 days, because the simulation is not active and the negative future booking has to
be considered.
Scenario 4
The accrual bookings in green are not yet posted.
Simulation is set to “Yes” at Time Account Type.
Balance Calculation Setting = Consider Bookings After Calculation Date
Calculation Date = March 1, 2017
Result: Balance = 2 + 2 + 2 + 2 + 2 - 4 = 6 days. The accruals for January, February, and March are already
available on the calculation date, March 1, 2017. The accruals for April and May are only used to compensate for
the absence request with 4 days on July 5. This calculation is necessary to ensure the correct available balance
on March 1.
Parent topic: Customization of Absence Recording [page 109]
Previous task: Configuring Workflows for Absence Recording [page 110]
Next: Time Account Deduction Sequence [page 116]
3.5.3.3
Time Account Deduction Sequence
If employees can have several time accounts, you need to specify the order in which absences should be
deducted from the accounts.
For example, an employee might have a current time account for the time type Vacation, and another older
time account from a previous year. As an admin, you can determine whether absence requests will be posted
against the newer account or the older account first (by either validity period or bookable period).
If several time account types are assigned to a single time type, you can also determine the order in which
deductions are made from the different time account types.
Parent topic: Customization of Absence Recording [page 109]
Previous: Time Account Balance Calculation [page 112]
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Next task: Adding Additional Validation Checks for Leave Requests [page 120]
3.5.3.3.1
Methods for Specifying Deduction Sequence
If employees can have several time accounts of the same type (for example, vacation accounts from previous
years), and if multiple time accounts types are attached to a time type, you need to specify the sequence in
which absences should be deducted from the accounts. You do this in the Posting Priority field of the time type.
In the Posting Priority field for a time type, you can select either of these options:
● Post to time accounts by posting rules only
● Post to time accounts by defined time account period
Let’s have a look at how both of them work.
Post to Time Accounts by Posting Rules Only
This is the default option. If you select it, you can specify the posting order for time accounts in the time
account type as follows:
1. In the Admin Center, go to
Manage Time Off Structures
Time Account Type .
2. In the Posting Order field, select one of these options:
○ No Selection
If you select this, the system automatically defaults to Oldest First by Validity Period.
○ Newest First by Validity Period
If you select this option, any time off requests will be posted against the newest account available
according to its validity period. When the newest account is empty, requests will then be taken from
any available older accounts.
○ Oldest First by Validity Period
If you select this option, any time off requests will be posted against the oldest account available
according to its validity period. When the oldest account is empty, requests will then be taken from the
newer accounts.
○ Newest First by Bookable Period
If you select this option, any time off requests will be posted against the newest account according to
its booking period (in other words, the time account that will expire last). When the newest account is
empty, requests will then be taken from any available older accounts.
○ Oldest First by Bookable Period
If you select this option, any time off requests will be posted against the oldest account according to its
bookable period (in other words, the time account that will expire first). When the oldest account is
empty, requests will then be taken from the newer accounts.
Deductions will be taken from time accounts according to the following priorities:
1. The order of the time account types listed under the time type’s posting rules.
2. The posting order for time accounts specified in each time account type.
As such, it makes sense to use this option if you want deductions to only be taken from a single time account
type, or to be taken from one time account type first before being taken from another time account type.
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Example:
An employee has two time account types assigned to the time type “Vacation”:
● Time Account Type A
● Time Account Type B
You select Post to time accounts by posting rules only for the time type, and specify this posting order in the
time account type:
● Time Account Type A: Newest First By Validity Period
● Time Account Type B: Oldest First By Bookable Period
The employee submits a booking for the time type “Vacation”. Based on the settings you’ve made, the posting
priority will be as follows:
1. Time Account Type A with validity period 01.01.2018 to 31.12.2018
2. Time Account Type A with validity period 01.01.2017 to 31.12.2017
3. Time Account Type B with bookable period 01.03.2015 to 28.02.2018
4. Time Account Type B with bookable period 01.03.2016 to 31.03.2019
Post to Time Accounts by Defined Time Account Period
Selecting this option makes sense if you want deductions to be taken from multiple time account types. It
doesn’t consider the type of the time accounts; rather it uses the posting order specified in the time type. As
such, if you select this option you also need to specify the posting order for time accounts in the time type.
Deductions will be taken from time accounts according to the following priorities:
1. The posting order for time accounts specified in the time type.
2. The order of the time account types listed under the time type’s posting rules.
Example:
An employee has two time account types assigned to the time type “Vacation”:
● Time Account Type A
● Time Account Type B
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You select make the following settings for the time type:
● Posting Priority: Post to time accounts by defined time account type period
● Posting Order: Oldest First By Bookable Period
The employee submits a booking for the time type “Vacation”. Based on the settings you’ve made, the posting
priority will be as follows:
1. Time Account Type B – No. 3 with bookable period 01.03.2015 to 28.02.2018
2. Time Account Type A – No. 1 with bookable period 01.01.2017 to 31.03.2018
3. Time Account Type A – No. 2 with bookable period 01.01.2018 to 31.03.2019
4. Time Account Type B – No. 4 with bookable period 01.03.2016 to 31.03.2019
 Note
● You need to specify the posting order in the time type, not the time account type. If it is specified in the
time account type as well, the setting in the time account type will be ignored
● It might happen that two time accounts for the same time account type have the same bookable end
date. As a result, the posting order Oldest First By Bookable Period would be inconclusive. In situations
like that, the validity period of the time accounts will be considered. So in our example above, the third
factor that would be considered for the deduction sequence would be Oldest First By Validity Period.
Related Information
Time Account Deduction Sequence [page 116]
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3.5.3.4
Adding Additional Validation Checks for Leave
Requests
When you create, cancel, or edit a leave request, the system performs certain checks. For example, an error
comes up when the time account balance is not sufficient to book leave. Sometimes might you want to add
further validation checks. This can be done using what we call "take rules".
Context
You can use take rules to generate a warning message, an error message, or an info message. The relevant
message will then be triggered whenever you, as the admin, make changes, and also when employees enter
data.
Here are some important restrictions to keep in mind:
● We strongly recommend that you do not use the ApprovalStatus field in take rules because the final
approval status is not definitively determined when validation rules are processed.
● Please do not raise messages in Initialize, Validate, Save, Post save or Delete rules attached to the
EmployeeTime object definition. Do not raise messages using the OnChange rule on any Employee Time
object field definition.
○ If you raise an error message in the above cases, the system will give a validation error.
● For validations, we strongly recommend you use Take rules for raising messages.
● Only the following fields are available in take rules:
○ User ID
○ Time Type
○ Start Date
○ End Date
○ Fraction Quantity (for one day absences and flexible requesting)
○ Leave Of Absence Expected Return Date (for leave of absence time types)
○ Leave Of Absence Actual Return Date (for leave of absence time types)
○ Custom fields defined for the Employee Time object.
● Note that only the following custom fields are available when requesting time off using the SuccessFactors
BizX mobile application.
○ Attachment
○ Boolean
○ String
○ Number
○ Decimal
○ PickList
○ Date
○ Time
●
 Note
The system doesn't support HTML tags in message definitions.
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Procedure
1. In the Admin Center, go to Manage Data and create the messages you want to use. Here's an example:
If you want to format the text of the message, you can use any of these BB codes:
Use this BB code
For this effect
[b]...[/b]
Bold
[i]...[/i]
Italics
[u]...[/u]
Underline
[s]...[/s]
Strike through
[size]...[/size]
Font size
[color]...[/color]
Font color
[center]...[/center]
Center text
[quote]...[/quote]
Quote
[url]...[/url]
Link/Link name
[img]...[/img]
Image
[code]...[/code]
Code
[table]...[/table]
Tables
[br]...[/br]
Line break
2. In the Admin Center, go to Configure Business Rules.
3. Choose Create New Rule, select Absence Validation as the scenario, and create the rule that will be used to
trigger the message.
○ You're free to add further ELSE conditions to the rule if you want to trigger different messages under
different conditions.
a. Use the IF condition of the rule to specify the conditions under which the message should be raised.
For example, you might want the rule to check if there are more than 2 days between the start date and
the end date of the absence. The rule function Get Number of Calendar Days() can be used for that
calculation.
If you only want ro raise the message for employees but not for admins, add User is equal to Login
User() as an IF condition. The check will then only be carried out in the Employee Self-Service scenario.
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b. For the THEN condition, add a Raise Message expression. Choose the relevant message and the level of
severity (Error, Warning, or Info). Here's another example:
c. You're free to add further ELSE conditions to the rule if you want to trigger different messages under
different conditions.
Results
Task overview: Customization of Absence Recording [page 109]
Previous: Time Account Deduction Sequence [page 116]
Next: Collisions Between Absences [page 122]
3.5.3.5
Collisions Between Absences
Sometimes absences can collide due to unexpected circumstances. For example, an employee who is on an
approved vacation might fall sick and need to create a new sick leave request. As an admin or manager, you
need to decide how collisions like this will be handled.
By setting up collision checks, you can control exactly how the system deals with absences with overlapping
dates. Sticking with our example of an employee who falls sick while on vacation, you can specify that a new
absence will be created without a collision error, and the existing absence will be canceled automatically. If the
new absence doesn't completely cover the one that has been canceled, then another absence will created for
the remaining time. The collision check works regardless of whether the new absence is imported into the
system or created from the Time Workbench screen.
If there's no collision check in place, the HR department or the manager would have to manually cancel the
existing leave and then create a new one.
 Restriction
There are some restrictions on the use of collision checks:
● Collision Resolution isn't triggered in the Mobile user interface.
● You cannot split existing absences with flexible requesting by means of a new absence request.
However, you can replace existing absences with flexible requesting if they are fully covered by the new
absence request, which may be flexible or not. A new absence with flexible requesting can also split an
existing absence request that is not flexible.
● New absences can be leaves of absence (LOA). If an existing absence is LOA, you see an error message.
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● When importing, you cannot combine updates to existing absences and creation of new absences by
using the same Import file. Import the existing absences first, then you can import the incoming
absences to trigger collision checks.
● You cannot split partial day absences by creating new partial day absences. However, you can replace
partial day absences with new full day absences.
● You cannot split an absence that is no longer editable, as is the case, for example, after period-end
processing has run for the relevant time account.
What About Workflow?
When new absences are created as a result of collisions, they are automatically assigned "Collision Resolution"
as an origin. The Time Off workflow rule ensures that the normal workflow is triggered for these absences, and
that they're given the same status as the original absence they replaced.
As such, you need to make sure that the Time Record Origin field is visible.
1. In the Admin Center, go to Configure Object Definitions.
2. Open the Employee Time object, and choose
Take Action
Make Correction .
3. Set the Time Record Origin field to Read Only.
Parent topic: Customization of Absence Recording [page 109]
Previous task: Adding Additional Validation Checks for Leave Requests [page 120]
Next: Concurrent Absences [page 127]
Related Information
Setting Up Collision Checks for Absences [page 123]
3.5.3.5.1
Setting Up Collision Checks for Absences
Set up collison checks so that absences with overlapping dates can be automatically managed.
Procedure
1. Create a time type collision grouping and assign it to the relevant time type. For example, if you want to
ensure that any sickness absences will replace existing absences of any other type in your system, you'd
create a grouping called SICKNESS and assign it to the SICKNESS time type.
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2. Create a time management collision resolution object, and use it to configure how you want the actual
check to work. Sticking with our example, these would be the specifications for the object:
○ Incoming Grouping: SICKNESS
○ Existing Grouping: All Others
○ Collision Resolution Action: By default, this is set to Split and Delimit and the field is hidden in the Time
Management Collision Resolution Items object definition. If you need to enable Concurrent Absences,
this field must be made Editable in the object definition. For information on how to configure it for
concurrent absences, please refer to Time Management Collision Resolution [page 124].
Results
Let's say an employee creates a new sickness absence for the period August 24 to August 31.The system
checks to see if there are any clashes between the sickness absence and any absences already in the system. It
finds that the employee has a vacation request, with status Pending, for the period August 24 to September 9.
What happens then?
● A new absence of type Sickness is created for the period August 24 to August 31.
● The existing vacation request is canceled and a new one is created for the period September 1 to
September 9, with the same Pending status as the original request.
Related Information
Time Type Collision Grouping [page 127]
Time Management Collision Resolution [page 124]
Configuring Concurrent Absences [page 129]
3.5.3.5.2
Time Management Collision Resolution
The system needs to check whether a new leave request clashes with one already entered. You can use this
object to determine what happens in cases where such collisions occur.
 Note
You can create only one Time Management Collision Resolution object. You can amend it as required later.
Here's some information on how to use the fields in the object:
● Control Absence Take Rule Execution
You can specify whether take rules are invoked for all absences processed during collision resolution or
only for an incoming leave request.
○ Values: Execute All or Skip for Existing Records.
○ If you choose Execute All, the check takes place for all absences involved in the split and delimit
process - that is, the newly created ones, the original ones, which are canceled, and the new
absences that are created to cover the remaining absence periods from the original absences.
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○ If you choose Skip for Existing Records, the check takes place only for the newly created ones. The
rule isn’t executed for the original records, which are canceled, or the new absences that are
created to cover the remaining absence periods from the original absences.
Collision Resolution Items
● Incoming Grouping
○ Values: Enter the time type collision grouping where there are collisions you want the system to resolve
using the split and delimit process.
● Existing Grouping Selection Method
○ Values: All Others or Specific Grouping
○ If you select All Others, the system applies the split and delimit process when new absences with
time types of the group you specified under Incoming Grouping collide with existing absences with
time types from any other group. You then don't need to make any entry in the Existing Grouping
field in this line.
○ If you select Specific Grouping, you then need to specify a group in the Existing Grouping field in
this line. The system then applies the split and delimit process when new absences with time types
of the group you specified under Incoming Grouping collide with existing absences with time types
from the group you enter under Existing Grouping to detect any collisions.
●
More
Details
Collision Resolution Action
○ If you select Allow concurrent records, an incoming absence of this grouping is created concurrent to
existing absences.
○ If you select Split and delimit, an incoming absence of this grouping is created, but the existing
absence will be changed so that there's no concurrent record. The existing absence is either split into
two absences, and the incoming absence is inserted in between, or the existing absence is delimited so
that no concurrence exists. If the incoming absence is fully concurrent with the existing absence, the
existing absence is cancelled.
Example
Let's look at some examples:
Table 13: Split and Delimit
Incoming Grouping
Existing Grouping
Sickness
All Others
Collision Resolution Behavior
If you create an absence for a time type
with collision grouping “Sickness” as­
signed, split and delimit takes place au­
tomatically if existing absences have a
different collision grouping assigned or
no collision grouping at all.
Sickness
Vacation
If you create an absence for a time type
with collision grouping “Sickness” as­
signed, split and delimit takes place au­
tomatically if existing absences have
collision group “Vacation” assigned.
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If there's no entry for a collision grouping assigned to a time type, no automated split and delimit is triggered.
If you want to define that split and delimit is always triggered when an absence for a time type with collision
grouping “Sickness” assigned is created, you make two entries for Incoming Grouping “Sickness”: one entry
with existing grouping “All Others” and another one with existing grouping “Sickness".
Table 14: Allow Concurrent Records
Collision Resolution Behav­
Incoming Grouping
Existing Grouping
Collision Resolution Action
ior
Illness (with undetermined
All Others
Allow concurrent records.
If you create an absence for a
end date)
time type which has the
Illness (with undetermined
end date) collision grouping
assigned, the absence is cre­
ated as concurrent absence.
The absence is created con­
current to the existing absen­
ces that have a different or
no collision grouping as­
signed.
Illness (with undetermined
Vacation
end date)
Allow concurrent records
If you create an absence for a
time type that has the Illness
(with undetermined end date)
collision grouping assigned,
the absence is created as
concurrent absence. The
concurrent absence is con­
current to the existing absen­
ces that have a different or
no collision grouping as­
signed. The absence is cre­
ated concurrent to an exist­
ing absence that have the va­
cation collision grouping as­
signed.
● If you want that an absence of the type Vacation can be created over an existing absence with the collision
grouping Illness (with undetermined end date), then you can choose the incoming grouping as Vacation and
the existing grouping as Illness (with undetermined end date).
Related Information
Setting Up Collision Checks for Absences [page 123]
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3.5.3.5.3
Time Type Collision Grouping
Use this object to group the objects you want to use in collision resolution as described in the Handling
Collisions Between Absences documentation. Use the same collision grouping for all time types that should be
treated in the same way for collision handling purposes.
Here's some information on how to use the fields in the object:
● External Name
Enter a meaningful name for the group you want to create.
● External Code
Enter an external code for the group you want to create.
● Country/region
Please enter a country/region for your time type collision grouping. You don't need to enter a country/
region for the Split and Delimit collision grouping, but you must enter a country/region for the Concurrent
Absence collision grouping.
When you have created your groupings, you need to enter them in the time types you want to group together
for the purpose of handling collisions between absences. You also need to enter them in the relevant Time
Management Collision Resolution object. Take a look at the Time Management Collision Resolution [page 124]
documentation for details.
3.5.3.6
Concurrent Absences
The concurrent absences feature allows you to record an absence that overlaps, either fully or partially, with
another absence.
 Note
This feature is currently in the Early Adoption phase. If you’re interested in enabling this feature as an Early
Adoption feature in your instance, reach out to the Time Management Forum of the Customer Community.
The current collision resolution Split and Delimit in Time Off prevents absences from colliding or fully
overlapping with each other. However, there are country/region-specific sickness processes in some countries
(such as the Netherlands, UK, or Spain) that require concurrent absence records in the system. The concurrent
absence records are also required to be processed in Payroll, Legal Reporting and other downstream
processes.
Concurrent absence management is a process to record, manage, integrate and allow payroll processing of
time records, which exist in parallel to one another at same time. In technical terms, Concurrent absences are
absences that either partially or full overlap with one another.
As part of the Early Adoption Program, the concurrent absences feature is enabled only for the following
countries:
● Netherlands (NLD)
● United Kingdom (GBR)
● Spain (ESP)
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Here are examples for use cases from different countries/regions:
● Netherlands. If an employee falls sick, they should report their sickness to the employer within 24 hours.
Any existing absences shall remain unchanged until further action is taken by the employee or their
manager. There is also reintegration process in Netherlands to help with the recovery in case of long-term
illnesses.
● United Kingdom. An employee in the UK is allowed to adopt another child while already in adoption leave
from the same family. The employee receives two lots of entitlement for the overlapping period. One
adoption leave can be taken for 39 + 13 weeks in total and between two adoptions there can be overlap. For
the overlapping period, both the absence should be paid as per the statutory payment rules. Similar to
Spain, in the UK there is also the legal requirement that sick leave is entered with an Undetermined End
Date and any future absences remains unchanged in the system.
● Spain. If an employee falls sick, their sickness is recorded with an "Undetermined end date", and any
existing future leaves musn't be cancelled when the illness is recorded.
Parent topic: Customization of Absence Recording [page 109]
Previous: Collisions Between Absences [page 122]
Next task: Enabling Recurring Absences [page 136]
3.5.3.6.1
Concurrent Absences Restrictions
Here's information about the restrictions of the concurrent absences feature.
Restrictions
● The system doesn't allow you to create an absence with flexible requesting as a concurrent absence. The
incoming grouping under Time Management Collision Resolution Items can't have a time type with flexible
requesting when the collision resolution action is Concurrent Absence. However, it's possible to have an
existing absences with flexible requesting.
● If you assign a country which doesn't belong to the list of allowed countries for concurrent absences, such
as Germany, then a validation error is raised. The list of allowed countries is NLD, ESP and GBR.
● A user can't create two or more overlapping absences with Undetermined end date in the system. The
system raises an error in this case.
● A user can't create two or more overlapping "Leave of Absence" records in the system. The system raises
an error in this case
● When importing concurrent absences, you can't combine uploading an existing absence and creating a
new absence in one import file. Import the existing absences first, then import the incoming absences. As a
result, you're able to create a concurrent absence.
● The existing rule functions can return more hours than the planned hours if there's a concurrent absence in
the period which the rule function is called for. For example: the rule function Get Absence In Days For
Period() can return the double amount of hours for the period where there is a concurrent absence. We
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recommend to check, during implementation, if your rules can lead to incorrect results. These are the
affected rule functions:
○ Get Absence In Hours For Period()
○ Get Absence In Days For Period()
○ Get Absence In Days For Period Based On Calendar Days()
○ Get Absence In Days For Period Based On Working Days For Time Types()
○ Get Absence In Days For Period Based On Working Days For Time Types Excluding Weekdays()
○ Get Absence in Days For Period with Threshold()
○ Get Absence In Hours For Period For Time Types()
○ Get Completed Months Of Time Types In Period()
○ Get Cumulated Absence Days For Current Year()
● Concurrent absences isn't supported on the mobile user interface.
3.5.3.6.1.1 Configuring Concurrent Absences
Use the concurrent absences feature so that absences can be created in parallel.
Context
The concurrent absence configuration is similar to the Split and Delimit configuration of absences. For
example, you can configure whether an incoming "Sickness" absence should split and delimit an existing
absence "Annual Leave".
Table 15:
Incoming Grouping
Existing Grouping
Collision Resolution Behavior
Sickness
All Others
If you create an absence for a time type
with collision grouping “Sickness” as­
signed, split and delimit takes place au­
tomatically if existing absences have a
different collision grouping assigned or
no collision grouping at all.
 Remember
When you use the Split and Delimit configuration, the system doesn't allow the user to record concurrent
absences in the system. In some countries/regions, it's a requirement that the existing absence isn't
cancelled due to the Split and Delimit process, but remains active in the system.
In Split and Delimit, you need to specify the collision behavior of incoming absences in relation to the existing
absences. For example, you can configure whether an incoming "Sickness" absence splits and delimits an
existing absence "Annual Leave".
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Procedure
1. Go to Configure Object Definitions, select the Object Time Management Collision Resolution Item and set
the Collision Resolution Action field to Editable.
2. Go to Manage Data Time Management Collision Resolution object. Under the Time Management
Collision Resolution Items, the field "Collision Resolution Action" should be specified to Allow concurrent
records. It is defaulted to Split and Delimit for all existing configuration entries.
3. Go to Manage Data Time Type Collision Grouping and create a collision group for incoming absences.
Let's say an incoming grouping is called "Illness (with undetermined end date)". Assign a country/region
field in the time type collision grouping as this is required for the configuration of concurrent absences. It's
important to assign the country/region in the time type collision grouping to an allowed country (NLD, ESP,
or GBR) to be able to allow concurrent absences.
4. Assign the collision grouping for incoming absences and existing absences to the respective time types.
5. Once you have set up the time type collision groupings, you can define the collision rules in the Time
Management Collision Resolution object with collision resolution action as Allow concurrent records.
3.5.3.6.1.1.1 Examples of Concurrent Absences Configuration
Here are some examples of how concurrent absences can be configured.
Table 16: Examples of Concurrent Absences Configuration
Collision Resolution Behav­
ior
Incoming Grouping
Existing Grouping
Collision resolution Action
Illness(with undetermined
end date)
Existing absences
Allow Concurrent records
If you create an absence for a
time type with collision
grouping Illness (with
undetermined end date) as­
signed, a concurrent absence
is created to existing absen­
ces that have the collision
grouping Existing Absences
assigned.
Existing absences
Illness (with undetermined
end date)
Allow Concurrent records
If you create an absence for a
time type with collision
grouping Existing Absences
assigned, a concurrent ab­
sence is created to an exist­
ing absence with collision
grouping assigned as Illness
(with undetermined end
date).
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Collision Resolution Behav­
ior
Incoming Grouping
Existing Grouping
Collision resolution Action
Illness(with undetermined
end date)
Vacation
Allow Concurrent records
If you create an absence for a
time type with collision
grouping Illness(with
undetermined end date as­
signed, a concurrent absence
is created to an existing ab­
sence with collision grouping
assigned as Vacation.
Adoption
Adoption
Allow Concurrent records
If you create an absence for a
time type with collision
grouping Adoption leave, a
concurrent absence is cre­
ated to another adoption
leave.
 Note
If you only configure the first row, which means an incoming Illness (with undetermined end date) absence
can overlap with all other existing absences, then it's not possible to edit any existing absences. If you want
to allow users to also edit the existing absences, then you need to configure to allow all existing absences to
be created as concurrent with Illness(with undetermined end date).
● If you want users to be able to create/edit Existing absences when there is an Illness(with undetermined
end date), then you can choose the Incoming grouping as Existing Absences and the existing grouping as
Illness(with undetermined end date).
 Note
You can also choose the existing grouping as a predefined grouping "All Others". In this case, all existing
absences are considered and you don't need to assign the collision grouping to the time type.
● If you want existing absences not to overlap with each other, then put them all in one group.
● If you want absences from the same time type to be created as concurrent absences, for example,
adoption leave, then you can add a "Adoption" time type in the collision grouping and maintain this group in
both the incoming grouping and the existing Grouping. You can see this shown in the table before.
Table 17: Example of Groupings in Different Units on the Same Day
Incoming Grouping
Existing Grouping
Collision Resolution Action
Training (in hours)
Vacation (in days)
Allow Concurrent records
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Collision Resolution Behav­
ior
If you create an absence for a
time type with collision
grouping Training (in hours)
assigned, a concurrent ab­
sence is created to an exist­
ing absence of time type
Vacation (in days) on same
day.
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Incoming Grouping
Existing Grouping
Collision Resolution Action
Vacation (in days)
Training (in hours)
Allow Concurrent records
Collision Resolution Behav­
ior
If you create an absence for a
time type with collision
grouping Vacation (in days)
assigned, a concurrent ab­
sence is created to an exist­
ing absence of time type
Training (in hours) on same
day
● If there's an absence with time type Vacation recorded in hours and an absence with time type Training
recorded in days, then you can configure the system to allows the creation of an absence with different
units on the same day. The collision resolution action must be set to Allow Concurrent records.
Table 18: Example of Split and Delimit Taking Precedence over Concurrent Absences
Incoming Grouping
Existing Grouping
Collision Resolution Action
Illness
All Others
Allow Concurrent records
Illness
Vacation
Split and Delimit
In this example, you've configured the same incoming grouping Illness as shown in the table above and the
existing grouping includes a common time type, Vacation.
In this case, the second row with Split and Delimit takes precedence and concurrent absence aren't considered.
If you want to allow concurrent absences, please remove the Split and Delimit configuration.
3.5.3.6.2
Absence Processing
Here's information about how absences are processed.
● Concurrent absences can be recorded for both duration-based and clock-time-based recorders.
● On creation of an absence that's concurrent to another absence in the same period, the system raises a
warning message that you're about to create a concurrent absence.
● On editing an absence which is concurrent to another absence, the system also raises a warning message
that you're editing an absence which is concurrent to another absence.
● If there are two concurrent absences then both the absences can't deduct balances from time accounts at
the same time. For example, the time type Illness (with undetermined end date) doesn't have a time
account posting rule linked to it, but Vacation is linked to a time account. Therefore, usually only one of the
concurrent absences can make deductions from a time account. However, if you set up the collision rules
such that both the concurrent absence records deduct balances from the same time account, this can
result in duplicate deductions. For example, if you configure Vacation to overlap with Vacation. We don't
recommend this configuration.
● Absence workflow is initiated for all absences which have time types with workflow configured. The
concurrent absence creation does not depend on the workflow status. Cancelled/declined absence
statuses are not considered for collision determination.
● When there are concurrent absences, each absence is recalculated if there are recalculation-relevant
changes in the holiday calendar, work schedule or a temporary change of work schedule.
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● The collision resolution configuration isn't effective-dated. If there's a change in the collision resolution
configuration and the system no longer allows a concurrent absence for the incoming time type or time
type grouping, the recalculation of existing concurrent absences fails. An error message is given that there
are existing absences in the period which the absence is being recalculated in.
Recalculation Examples
Example 1. Absence with Undetermined End Date Concurrent to a Multi-Day Vacation in the
Future.
In this example, the work schedule changes from 8 to 4 hours starting 1 September, 2021. The absence from 20
September, 2021 to 24 September 2021 is recalculated to 36 hours and the absence with Undetermined End
Date isn't change by the recalculation.
Time Type
Start Date
End Date
Quantity in Days
Quantity in Hours
Vacation
20 September, 2021
24 September, 2021
5 days
40 hours
Sickness
3 August, 2021
Undetermined End
Date
0
0
This is how it looks after recalculation.
Table 19:
Time Type
Start Date
End Date
Quantity in Days
Quantity in Hours
Vacation
20 September, 2021
24 September, 2021
5 days
36 hours
Sickness
3 August, 2021
Undetermined End
Date
0
0
Example 2. Partial Day Absence Concurrent to a Full-day Absence.
Table 20:
Time Type
Start Date
End Date
Quantity in Days
Quantity in Hours
Vacation (in days)
3 August, 2021
3 August, 2021
0.5
4
Illness (in days)
3 August, 2021
3 August, 2021
1
8
There is a temporary change in work schedule on 3 August, 2021, from 8 hours to 4 hours. Both absences are
recalculated as per the new planned hours for that day. Only the Quantity in Hours is changed.
Table 21:
Time Type
Start Date
End Date
Quantity in Days
Quantity in Hours
Vacation (in days)
3 August, 2021
3 August, 2021
0.5
2
Illness (in days)
3 August, 2021
3 August, 2021
1
4
Example 3. Partial day absence overlapping with another partial day absence.
Table 22:
Time Type
Start Date
End Date
Quantity in Days
Quantity in Hours
Vacation (in days)
23 August, 2021
23 August, 2021
0.5
4
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Time Type
Start Date
End Date
Quantity in Days
Quantity in Hours
Time Off in Lieu (in
hours)
23 August, 2021
23 August, 2021
0.75
6
The system can't recalculate these absences and raises an error: Booking quantity 6.0 hour(s) not allowed for
time type TOIL. In this case, the user has to manually update the quantity.
3.5.3.6.3
Validations of Concurrent Absences
Here's information about the validation of concurrent absences.
1. You can't create two or more concurrent absences with Undetermined End Date in the system.
2. You can't create two or more concurrent Leave of Absence (LOA) records in the system.
3. If you assign a country which doesn't belong to the list of allowed countries for concurrent absences, then
the system raises a validation error. The list of allowed countries is the Netherlands (NLD), Spain (ESP),
and the United Kingdom (GBR).
4. The country/region field of the time type collision grouping country/region must be the as same as the
country/region field of the time type.
1. The system doesn't allow maintaining a different country/region than what is maintained in the time
type collision grouping. For example, if the country/region field of the time type collision grouping is set
to NLD, then the time type must also have NLD as entry of the country/region field.
2. The system doesn't allow a blank value in the country/region field of the time type when a time type is
assigned with a collision grouping which has a country/region entry. For example, if the country/region
entry in the time type collision grouping is DEU, then the time type country/region field musn't be left
blank.
5. The system doesn't allow a concurrent absence if an incoming time type collision grouping doesn't have a
country/region assigned.
6. The system allows a concurrent absence if the incoming grouping has a country/region assigned and
existing grouping has no country/region assignment.
7. The system doesn't allow duplicate entries in the time management collision resolution items. You can
configure either Concurrent Absences or Split and delimit for the same collision grouping.
8. If both the country/region fields for time type and time type collision grouping are left blank, then the sytem
allows the Split and Delimit configuration, but Concurrent Absence isn't allowed.
9. If the time type country/region field is filled, but the country/region field of the incoming time type collision
grouping is left blank, the system only allows the split and delimit configuration.
3.5.3.6.4
Import of Concurrent Absences
You can import concurrent absences records into the EC Time system from your legacy system when
performing an initial data load.
Here are some points to note while importing concurrent absences:
● Ensure that the configuration for allowing concurrent absences is maintained correctly in the EC Time
system.
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● When importing concurrent absences, it depends on the configuration of your collision rules if you can
import all the absences together or you need to split the import files.
Table 23: Example 1
Incoming Grouping
Existing Grouping
Collision Resolution Be­
Collision Resolution Action havior
Illness (with undetermined
end date)
All others
Allow concurrent records
If you create an absence for
a time type with collision
grouping “Illness(with unde­
termined end date)” as­
signed, a concurrent ab­
sence is created to "all
other" existing absences
that have a different colli­
sion grouping assigned or
no collision grouping at all.
In this example, it is not allowed to import the existing absences and incoming absences(Illness (with
undetermined end date) all in one import file. You would need to import the existing absences first and
then import the incoming absences.
Table 24: Example 2
Incoming Grouping
Existing Grouping
Collision Resolution Be­
Collision Resolution Action havior
Illness (with undetermined
end date)
Other absences
Allow concurrent records
If you create an absence for
a time type with collision
grouping “Illness (with un­
determined end date” as­
signed, a concurrent ab­
sence is created to existing
absences that are in the
time type "Other absences"
collision grouping.
Other absences
Illness (with undetermined
end date)
Allow concurrent records
If you create an absence for
a time type with collision
grouping “Other absences”
assigned, a concurrent ab­
sence is created to an ab­
sence with time type "Ill­
ness (with undetermined
end date) collision grouping.
In this example, the system allows combining all the absences in one import file when importing absences.
● When you import an absence with undetermined end date, make sure you set the column Undetermined
End Date to TRUE in the import file.
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3.5.3.6.5
Integration with Employee Central Payroll
Here's information about the integration of the concurrent absences feature with Employee Central Payroll.
Like other absences, the system replicates concurrent absences from Employee Central SuccessFactors Time
Off to the infotype 2001 in Employee Central Payroll with the standard point-to-point replication. As a
prerequisite, disable the collision checks for the Time Constraint Classes in the Employee Central Payroll
system.
3.5.3.6.6
Behavior with Time Sheet
Here's information about how the behavior of the concurrent absences features in relation to Time Sheet.
● The concurrent absences is displayed on the Time Sheet user interface as multiple absences on the same
day. The absence hours for each time type are displayed as a separate row in the Time Sheet Summary
section.
● It's possible to handle the valuation of concurrent absences in the Time Sheet valuation rules. For example,
a new time recording profile could be assigned to an employee who has sickness with undetermined end
date recorded in the system. You can either cap the absence hours to planned hours or disregard the
absence hours of one time type completely in the time valuation rule.
 Tip
Use valuation type Aggregate Input Group and Split. For details on setting up time valuation rules,
please refer to: Valuation Types [page 350]
● We recommended using the new Time Sheet user interface when you use the concurrent absences feature.
However, the feature also works with the legacy Time Sheet UI
Related Information
Valuation Types [page 350]
3.5.3.7
Enabling Recurring Absences
Employees who need to take regular time off (for example, for childcare) can request 2 hours of leave each day
for a period of 6 months. Admins can also set up such a recurring absence on their behalf.
Context
The recurring absence feature is available by default in the Time Administrator Workbench. However, you need
to enable it for employees.
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Once you've done this, employees can request recurring absences from the Employee Self Service (ESS) Time
Off UI. They can specify whether the absence recurs daily, weekly, or biweekly, and can set the end date of the
recurring absence. All such absences are then shown in the Absence Management Workbench under the Time
Records tab.
Procedure
1. In the Admin Center, go to Manage Permission Roles.
2. Select the Employee Self Service role, and then choose Time Management User Permissions.
3. Select the checkbox Create recurring absence in Employee Self Service scenario.
Results
Employees can now request recurring absences on the ESS Time Off UI. Here are some points to keep in mind:
● It is possible to create and edit recurring absences with start and end dates in the past.
● Employees can't request more than 53 recurring absences at a time.
● If employees attach a file while creating a recurring absence request, only the first absence will contain the
attachment.
● Leave of absence (LOA) time types are not supported for recurring absences.
● Recurring absences are not supported for time types where flexible requesting is enabled.
● Full-day absences with a daily recurrence are not supported.
● Mandatory custom attachment fields are not supported for recurring absences.
Task overview: Customization of Absence Recording [page 109]
Previous: Concurrent Absences [page 127]
Next: Enabling Flexible Absence Requesting [page 137]
3.5.3.8
Enabling Flexible Absence Requesting
If your employees' working time models often vary, you need to be able to manage this in the system.
In a fixed working time model, the work schedule specifies the exact working hours an employee has to work.
For example, you can define that an employee works Monday to Friday 8 hours per day and doesn't work on
Saturday and Sunday. So if this employee requests vacation for one week and there is no holiday in that week,
40 hours are deducted from his or her time account. This is the behavior if flexible requesting is not active.
In contrast to this, in a flexible working time model, working times might vary frequently. An employee can work
35 hours one week, and 45 hours the next. Or 6 hours one day, and 9 hours the next. To support this scenario,
you activate flexible requesting.
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 Note
● Flexible requesting can only be used in business scenarios where employees do not have a fixed work
schedule that reflects their actual planned working time.
● If you're using flexible requesting in conjunction with time accounts, the amount requested is not
distributed over the period of the absence. Instead, the whole amount is deducted as of the start date.
● Once flexible requesting is active, users will not be able to request recurring absences in Time Off.
● You can't use flexible requesting in conjunction with Time Sheet.
● Flexible requesting isn't available in individual work schedules.
● Flexible Requesting should only be used for pure absence-only scenarios. There should be no
replication to payroll systems.
● It is recommended to assign a workflow to the time types which are marked for flexible requesting, as
otherwise employees can request whatever value they want.
● Any recalculations of the time account calculation will not consider changes in the flexible requesting
record.
● Flexible requesting cannot be used for Time Types with the setting Duration Display According To set to
Calendar Days.
● You can't edit the <requesting> field in the Time Off UI for a combination of calendar days and
flexible requesting when requesting a multiple-day absence. The system displays a warning on the time
type saying that we don't recommend this configuration.
Also note that the <requesting> field in the Time OFF UI won't be defaulted if the user requests leave
on a public holiday, or if the work schedule has no days defined.
To use flexible requesting, you normally need to activate it for the time type and for the work schedule. If only
one of the objects is activated for flexible requesting, the system behaves as in the non-flexible requesting case
and the employee can't enter the booking amount manually.
Time Type Configuration
Activating flexible requesting at time type level allows you to define that employees can only request certain
time types flexibly. For example, you can assign a time profile that has a time type "Vacation" set up for flexible
requesting and a time type for sick leave where the absence duration is still derived automatically from the
work schedule.
For a time type in unit hours, you can combine flexible requesting with requesting in hours and minutes (setting
Permitted Fractions for Unit Hour). In this case, employees enter booking amounts in hours and minutes
format (for example, 7 hours 30 minutes) instead of decimal hour format (such as 7.5 hours).
 Caution
For time types where flexible requesting is allowed in hours, you can only enter up to a maximum of 23
hours and 59 minutes when requesting absences in the Time Workbench.
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Work Schedule Configuration
By assigning different work schedules to different employees, you can restrict flexible requesting to a certain
group of employees. If flexible requesting is not active for an employee´s work schedule, he or she cannot
request vacation flexibly even if it´s activated for that time type. Note that you cannot change this setting for
existing work schedules, but you can create and assign a different work schedule.
It is not possible to create a flexible work schedule without defined working hours. In a situation like this, you
can use the flexible work schedule and add at least one day, which then acts as the default for each calendar
day.
 Note
Flexible requesting is only available in work schedules with the Simple model. You can't use it in the Period
or Schedule models.
Parent topic: Customization of Absence Recording [page 109]
Previous task: Enabling Recurring Absences [page 136]
Next task: Allowing Absences with Undetermined End Dates [page 140]
3.5.3.8.1
Flexible Absence Requesting Validations
For flexible requesting validations, the work schedule is not considered. There are only upper limits depending
on the number of days of the absence.
For multiple-day, flexible leave requests:
● The limit of the number of calendar days cannot be exceeded.
● For example, if the Time Type is based on days, and you request an absence from Monday to Friday, that's
5 calendar days. You can enter up to 5 days in the requesting field.
● To give another example, for a Time Type based on hours, if you request an absence from Monday to Friday,
that's a total of 120 hours (5 days, 24 hours each). You can enter up to 120 hours in the requesting field.
For one-day, flexible leave requests, or multiple part-day flexible leave requests on the same day:
● The sum of the absences cannot exceed the limit of 1 day, or 24 hours.
● For example, if the Time Type is based on days, and you request an absence for Monday, you can enter up
to 1 day in the requesting field.
● If the Time Type is based on hours, and you request for Monday, you can enter up to 24 hours in the
requesting field.
For part-day, flexible leave requests in combination with a part-day, non-flexible leave request:
● The sum of the non-flexible leave requests cannot exceed the duration of the work schedule for this day.
● The sum of non-flexible leave requests and flexible leave requests cannot exceed the limit of 24 hours.
● For example, if the Time Type is based on days, and you request a part-day, non-flexible absence for 0.25
days, you are allowed to request a part-day, flexible absence up to 0.75 days.
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● In another example, the Time Type is based on hours, and your work schedule shows 8 hours of working
time for Monday. If you request a part-day, non-flexible absence for 6 hours, it cannot exceed the limit of 8
hours. In this case, you're allowed to request a part-day, flexible absence for up to 18 hours. (24 hours
minus 6 hours already requestested, which makes 18).
3.5.3.9
Allowing Absences with Undetermined End Dates
In some circumstances, employees might need to enter absences with a start date but no fixed end date. For
example, if they fall ill and are unable to say when they will return. In order to support this, you need to allow
absences with undetermined end dates in Time Off.
Context
● When you enable undetermined end dates for a time type, employees can still create absences with
specific end dates for that time type if they want.
● Absences with undetermined end dates require a start date just like any other absence would.
● The lack of an end date means that the system cannot calculate the duration of the absence.
● Any future absences, such as vacation, already entered for the relevant employee in that period have to be
canceled in the system before the new absence with the undetermined end date can be entered.
● When the employee returns from this absence, you can enter the date of their return in the system as the
end date. If any vacation or other absence already entered for that employee had to be canceled as
described above, the employee has to apply for it again.
● In Reporting, December 31, 9999 is shown as the end date for absences with an undetermined end date.
Procedure
1. In the Admin Center, go to Manage Time Off Structures.
2. Open the relevant time type and choose
Take Action
Make Correction .
3. In the Undetermined End Dates Allowed field, choose Yes.
 Note
Here are some important restrictions for undetermined end dates you need to keep in mind:
○ You cannot use them in leave of absence scenarios.
○ You cannot use them in combination with time account types.
○ You cannot use them in combination with flexible requesting.
Task overview: Customization of Absence Recording [page 109]
Previous: Enabling Flexible Absence Requesting [page 137]
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Next: Half Pay Leave and Double Pay Leave [page 141]
3.5.3.10 Half Pay Leave and Double Pay Leave
In case standard leave doesn't meet an employee's needs, they can now officially request half pay leave or
double pay leave instead.
If an employee has insufficient balance left in their time account, they can take half pay leave, meaning only half
the usual balance will be deducted while they receive half their usual salary when on leave. Or if an employee
needs more money for vacation, they can request double pay leave, meaning double the number of leave days
will be deducted but they will receive double their usual salary.
Basically, let's say an employee requests 10 days (80 hours) of leave.
● Normal pay: $2000 (80 hours deducted from time account)
● Half pay: $1000 (40 hours deducted from time account)
● Double pay: $4000 (160 hours deducted from time account)
How It Works
The Absence Counting Method object has a field called Deduction Factor. In that field, you specify the relevant
deduction factor (0.5 for half pay leave, 2 for double pay leave), and then employees can request the
accompanying type of leave in Time Off.
 Note
● You can specify different deduction factors for each individual time type.
● The deduction factor can be a number ranging from 0 to 10, with 10 decimal places.
1. Setting Up Half Pay Leave and Double Pay Leave [page 142]
Create time types with the relevant deduction factors in EC Time, and make the accompanying
configuration setttings in Payroll.
Parent topic: Customization of Absence Recording [page 109]
Previous task: Allowing Absences with Undetermined End Dates [page 140]
Next: Custom Fields in Time Off [page 143]
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3.5.3.10.1 Setting Up Half Pay Leave and Double Pay Leave
Create time types with the relevant deduction factors in EC Time, and make the accompanying configuration
setttings in Payroll.
The half pay leave and double pay leave options provide employees with more flexibility when requesting leave.
If an employee has insufficient balance left in their time account, they can take half pay leave, meaning only half
the usual balance will be deducted while they receive half their usual salary when on leave. Or if an employee
needs more money for vacation, they can request double pay leave, meaning double the number of leave days
will be deducted but they will receive double their usual salary.
Prerequisites
● Your EC Time system has been integrated with EC Payroll.
● You've set up the replication of absences from Time to Payroll.
Configuration in EC Time
1. In Configure Object Definitions
field to Editable.
Absence Counting Method , set the visibility of the deductionFactor
2. Create three time types with unit Days, and assign each one a separate absence counting method with the
relevant deduction factor:
○ Full pay leave: deduction factor = 1
○ Half pay leave: deduction factor = 0.5
○ Double pay leave: deduction factor = 2
 Note
The final deduction quantity for an absence is calculated by first applying the other parameters and
then multiplying the quantity by the deduction factor.
3. For each time type, set the calculation method for the absence counting method as Work Schedule.
4. For each time type, set the duration display to Deduction Quantity in the object definition.
5. Assign the time types to a time profile, and make them available in Employee Self-Service (ESS) in EC
Time.
Configuration in EC Payroll
1. In SM31, enter <T554S>.
2. Double-click every Payroll-relevant entry in the table, and make the following settings for each one:
○ In the Input Checks section, ensure the fields are either blank or unchecked. For minimum duration,
enter 001, and for maximum duration enter 999.
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○ In the Counting and Quota Deduction section, uncheck everything except Grpg att./abs. for counting
(01). Enter a counting rule.
○ In the Payment Data section, enter an <Absence Valuation Rule> and <Abs./Att cat.> for Payroll. This
depends on the business demands of the absence valuation in Payroll.
3. Create absence counting rules for the three time types.
Use View Cluster(sm34) : VC_T556C and set the quota multiplier as 50% for half pay leave, 100% for full
pay leave, and 200% for double pay leave.
 Note
Ensure there's also a rule that will valuate the absences in Payroll. You can use view V_T554C for this.
Parent topic: Half Pay Leave and Double Pay Leave [page 141]
3.5.3.11 Custom Fields in Time Off
If the standard fields in Employee Central Time Off don't cover the unique requirements at your company, you
can create your own custom fields. You can do this for all time off requests or just for specific time types.
 Restriction
Here are some important things to keep in mind when creating custom fields:
● Don't give your custom fields the same name as any of the existing standard fields. This can cause data
to be displayed incorrectly. For example, there's a standard field called endDate, so don't create
another field with that name.
● Don't use more than 5 decimal fields, 5 string fields, 10 number fields, and 5 date fields in your time
account.
● Don't use the Translatable data type for any custom fields you create for Employee Time objects.
● We strongly recommend that you don't use custom fields for time account details. If you do use them,
do not use more than 5 decimal fields, 5 string fields, 5 number fields, and 5 date fields.
● Custom fields are not supported for temporary time information.
Creating Custom Fields For All Time Off Requests [page 144]
When employees request time off, they have to fill out a number of standard fields. If these standard
fields don't cover the unique requirements at your company, you can create custom fields. For example,
you could specify that employees have to enter a Reason when requesting their time off.
Creating Custom Fields For Specific Time Types [page 145]
Use custom fields to display additional information or specify that employees should enter additional
information when requesting time off. You can set up different custom fields for specific time types.
Parent topic: Customization of Absence Recording [page 109]
Previous: Half Pay Leave and Double Pay Leave [page 141]
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Related Information
Creating Custom Fields For All Time Off Requests [page 144]
Creating Custom Fields For Specific Time Types [page 145]
3.5.3.11.1 Creating Custom Fields For All Time Off Requests
When employees request time off, they have to fill out a number of standard fields. If these standard fields
don't cover the unique requirements at your company, you can create custom fields. For example, you could
specify that employees have to enter a Reason when requesting their time off.
Procedure
1. In the Admin Center, go to Configure Object Definitions.
2. Open the Employee Time object and add the new custom fields.
When deciding which custom fields to add, please keep in mind the restrictions listed under Related Links
below.
3. Save your entries.
Related Information
Custom Fields in Time Off [page 143]
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3.5.3.11.2 Creating Custom Fields For Specific Time Types
Use custom fields to display additional information or specify that employees should enter additional
information when requesting time off. You can set up different custom fields for specific time types.
Procedure
1. First you need to create the relevant time types. You do this in the Admin Center under Manage Time Off
Structures. Here's an example:
2. Include your new time types in the relevant time profiles. You do this in Manage Time Off Structures as well.
3. In the Admin Center under Configure Object Definitions, open the Employee Time object.
4. Choose
Take Action
Make Correction .
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5. Choose Details and enter the field ID for time types (timeType.externalCode), as well as the value for the
time type you want use here. In our example, this is called HA_SICKNESS.
Results
Here’s our sample time off request again, now with the new custom field.
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Related Information
Custom Fields in Time Off [page 143]
Creating Custom Fields For All Time Off Requests [page 144]
3.5.4 Team Absence Calendar
The Team Absence Calendar helps you plan your time by showing when your colleagues will be absent. The
calendar shows absences for your peers, your manager, and, if you're also a manager, your direct and indirect
reports.
In addition, your manager can all the same information as it relates to you.
You can access it from the following places:
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● View Team Absence Calendar on the Employee Self-Service (ESS) user interface. Employees can also view
team absences when they’re requesting an absence of their own. In that case, they’ll only see the people
who have absences at the same time as they do.
● The Team Absences tile on the Employee Central homepage (managers only).
● The Workflow screen (managers only).
Active and approved absences are displayed in green in the calendar. Absences that are Pending Approval or
Pending Cancellation are displayed in orange. Grey squares represent non-working days, which are defined by
the user’s work schedule, holiday calendar (holidays with class Full), and temporary changes. Please note that
these colors aren't configurable.
 Note
● Click an absence to see the details for it. You can always see the details of your own absences, but you
need permissions to view details for your peers or direct reports.
● Cancelled absences are not displayed at all.
● Contingent workers are not displayed.
● Events that belong to the Attendance time type, such as training courses and business trips, are not
displayed.
● In the case of global assignment, only active assignments are displayed in Team Absence Calendar. So,
only one assignment will be displayed for the manager if both assignments have the same manager.
● In the case of concurrent employment, the search feature in the Team Absence Calendar returns only
the primary employment.
● If an employee is on concurrent employment, and if they have the same manager for both jobs, then
the manager will see the employee as two separate users under their direct reports in the Team
Absence Calendar. The employee will view the peers depending on the user with which they log in.
● The yearly view is not enabled by default. Please create a ticket for enabling the yearly view. Once you
enable the yearly view, the half-yearly view is displayed, based on your screen size.
Related Information
Setting Up the Team Absence Calendar [page 148]
3.5.4.1
Setting Up the Team Absence Calendar
Assign permissions to users so they can use the Team Absence Calendar to view their absences, as well as
those of their peers and direct and indirect reports.
Prerequisites
In Provisioning, ensure that the switches People Profile and Enable Homepage v3 have been selected.
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 Note
Previously these switches were optional, but after you upgrade to the Fiori User Experience they both
become mandatory. They enable you to view the newest design of the calendar.
Procedure
1. In the Admin Center, go to Configure Object Definitions and open the Employee Time object.
2. Check if the Security field is set to either Yes or No.
If you've already implemented Time Off, this field will most likely be Yes. Ultimately it doesn't matter too
much - you simply need to remember the setting, since that will dictate the permissions you have to set.
3. Back in the Admin Center, go to Manage Permission Roles. Open the relevant role and choose Permission....
4. Assign the relevant permissions depending on the security setting of the Employee Time object (see step
2):
If the security setting is
Then you need to assign these permissions
Time Management Permissions
Yes
Visibility
View
Metadata Framework
No
Employee Time
Access to non-secured
objects

Tip
To ensure that the target population is respected, we
recommend securing the Employee Time object. This
means that in the Employee Time object definition, in
the Security section, the Secured field must be set to
Yes. Otherwise, if the
Admin Permissions
Manage Permission Roles
Metadata Framework
to non-secured objects
Access
permission setting is as­
signed, but the Employee Time object is not secured,
then the target population is not respected.
 Note
If you want to allow users to view absence details, then you also need to assign the permission under
Manage time
Access Workbench .
 Note
Please ensure that the following fields in the Time Type and Employee Time objects are set to Visible. If
they are set to Not Visible, nothing will be displayed in the Team Absences Calendar.
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Time Type field:
○ Unit
Employee Time fields:
○ externalCode
○ startTime
○ startDate
○ endDate
○ endTime
○ undeterminedEndDate
○ displayQuantity
○ quantityInDays
○ quantityInHours
○ deductionQuantity
○ editable
○ userId
○ flexibleRequesting
○ timeTypeNav
○ physicalStartDate
○ physicalEndDate
○ loaStartJobInfoId
Results
All the employees to whom you assigned the permissions can now view absences in the Team Absence
Calendar.
It's not possible to hide certain users from being displayed in the calendar. However, if you want to restrict the
visibility for certain roles or departments, you can do so in Manage Permission Roles Edit Granting . Here
you can designate a target population, and then specify that only that target population should appear in the
direct and indirect reports view for managers. Note that this setting does not hide users from being displayed it simply doesn't display absences for any users that you haven't included in the target population.
 Note
● The target population setting only affects the absences displayed in the direct and indirect reports
view.
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3.5.4.1.1
Restricting the Target Population to Peers
It's possible to restrict the target population to peers for a permission role, using the Granted Users' Peers rolebased permission.
Procedure
1. Go to the Admin Center.
2. In the Tools Search, search for Manage Permission Roles.
3. On the Permission Role Detail screen, under the Grant this role to section, select Edit Granting for one of the
permission roles you've created.
4. Choose Target population of and select Granted Users' Peers from the dropdown menu.
5. Click Done to assign this role to the defined users.
If you want the manager's absences to show on the peers tab of the team absence calendar, add the
manager to the target population. Under Target population of, select Granted Users' Manager.
If you want your employees to be able to view absences of their peers group only, under
Manage Permission Roles
groups or users:
Admin Center
Permission Role Detail , grant the permission to view absences to these
Permission Groups or Users
Target Population
Everyone (All Employees)
everyone in Peers
Everyone (All Employees)
everyone in Manager
Results
Only the absences of the users' peers show on the peers tab of team absence calendar.
 Note
Make sure you assign the Employee Time view permission for the permission role to which you are granting
the Target Population on Peers permission.
3.5.4.1.2
Permission to Access Team Absence Calendar
Here's information about controlling access to the Team Absence Calendar.
To set the Access Team Absence Calendar permission, go to
Admin Center
Manage Permission Roles
Time Management User Permissions .
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With this permission, you can control access to the Team Absence Calendar for certain user groups. This
permission isn't target-population based, but a user-based permission. For example, you can decide to only
allow managers to access the team absence calendar, and not employees.
This permission is also respected on the latest home page, which has a View Team Absences quick card to
access the Team Absence Calendar. With the latest home page, the Team Absence Calendar is also accessible
to employees directly from the home page, and not only managers.
If you'd like to hide the Show Team Absences button on the Time Off ESS UI for all employees, do the following:
1. Uncheck the permission Access Team Absence Calendar under
Roles
Time Management User Permissions
Admin Center
Manage Permission
for the employee role.
2. Go to Time Management Configuration object under Manage Data and set the flag, Check the page
permission in the team absence calendar to Yes. Make sure the flag is visible under Configure object
definitions.
As a result, the Show Team Absences button and the link are hidden on the Time Off ESS UI.
3.5.4.2
Searching Users in the Team Absence Calendar
Assign permissions to users so they can search for users outside the reporting hierarchy of a manager, or
outside the peers group for an employee.
Procedure
1. In the admin center, go to Manage Permission Roles. Open the relevant role and choose Permission...
2. Under User Permissions, select Time Management User Permissions. Select the switch Enable Search
Option in Team Absence Calendar.
 Note
The Enable Search Option in Team Absence Calendar permission only allows for enabling and disabling
the search field on the UI.
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3. Under General User Permissions, User Search has to be enabled.
 Note
If you assign the User Search permission to a user, then the user accessing the search through the
team absence calendar UI will be able to search all employees who are in the target population of the
permission role where the User Search permission is assigned. The absences will only be displayed if
the user has the EmployeeTime view permission for the target/searched user.
Results
All the users to whom you assigned this permission can now search users outside their reporting hierarchy or
peers group in the Team Absence Calendar. The target population defined under this permission is considered
for the search in the Team Absence Calendar.
 Note
The Time Type name is shown as Time Off if you search for users outside your reporting line.
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3.5.5 Updates to Time Accounts
There are several ways to update time accounts after their initial creation.
The following table outlines the various options along with further information to differentiate them.
Type of Up­
date
When does
the time ac­
count up­
date take
place?
How is the
time account
update initi­
ated?
Update to
Bookable Pe­
riod possi­
ble?
Update to
Validity Pe­
riod possi­
ble?
Update to
Time Ac­
count Status
(Open/
Closed) pos­
sible?
Update to
Time Ac­
count bal­
ance possi­
ble?
Supported
for…
Manual Ad­
justments
Ad hoc
Manually via No
Time Admin
Workbench,
Manage Data,
Import, or
oData API
No
No
Yes
All time ac­
counts
Period-End
Processing
At the end of
the bookable
period of a
time account
Manually or
No
automatically
via Time Off
Calendar
No
Yes
Yes
Recurring
and ad hoc
time ac­
counts
Interim Time
Account Up­
dates
Manually via
Ad hoc, dur­
ing the valid­ Time Off Cal­
ity period of a endar
time account
Yes
Yes
Yes
Yes
All time ac­
counts
No
Periodic Time Periodically,
Manually or
Account Up­ depending on automatically
dates
the frequency via Time Off
Calendar
No
No
Yes
Permanent
time ac­
counts
3.5.5.1
Enabling Manual Adjustments to Time Accounts
If you need to correct any manual adjustments or periodic update corrections that have been made to time
accounts, you can do it directly in the Time Workbench with the Edit and Delete icons. In order for these icons
to appear, you need to assign certain permissions.
Firstly, you'll need the View and Edit permissions for the Time Account object.
In addition to that, if the Time Account Detail object is set to Secured, you also need to make the following
settings:
● Assign the Create and Correct permissions for Editing a Time Account Detail
● Assign the Create, Correct, and Delete permissions for Deleting a Time Account Detail
And if the Time Account Detail object is set to Not Secured, then you need to assign yourself the metadata
permission Access to non-secured objects.
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3.5.5.2
Period-End Processing
Period-end processing is usually performed when the financial year ends and follow-up actions on time
accounts should take place.
When the end of the bookable period of an account is reached you typically want to close that account so that it
cannot be used for further bookings. In addition to that, you decide how to deal with a remaining balance on
that account, for example:
● The balance is set to zero so that the employee cannot use it anymore.
● The remaining balance is carried forward from the old account to the new one.
● The remaining balance is carried forward, but only up to a certain limit. For example, if an employee has 8
days of vacation remaining, but the carryforward limit is 5 days, only those 5 days are carried forward. The
other 3 are lost.
● The remaining balance is paid out to the employee and the account is set to closed.
Period-end processing is done using a Time Off calendar for the Period-End Processing scenario. Period-end
processing is only required for recurring and ad hoc time accounts, since the end of the bookable period for
permanent accounts is a high date. You access the calendars in the Admin Center by choosing Manage Time
Off Calendars. You can run the calendar either immediately or schedule it to run on a specified date.
There is also an automated period-end processing option. See the time account type [page 722]
documentation for information on how to set this up. Once you have done so, you don't have to do anything in
Manage Time Off Calendars. The job runs automatically per the criteria you enter in the time account type.
Note, however, that it does not run for all time account types. It runs only for those where you have set up
period-end processing.
You define your period-end processing logic in a business rule. Here, you can set the account to closed and also
create time account bookings of type period-end processing to adjust or to move the open balance. For time
account types with a period-end processing rule assigned, you can create and run a calendar by going to the
Admin Center and choosing Manage Time Off Calendars. A time account is selected if the bookable until date is
in the past and falls in the calendar period. After the calendar run, you can view the change calendar details and
open the log file attached to it. In the log file, you find information about period-end processing bookings and
errors that occurred. In addition to that, the result log will be sent by email to the user who started the job. You
can also simulate a calendar run so that no changes are saved. In this case, the result log is not available in
change calendar details view, but you can access it by going to the Admin Center and choosing Monitor Job.
If you use a scenario to carry balances forward to the follow-up account, run an account creation calendar run
before you start the period-end processing calendar run to make sure that all needed time accounts are
created. As such, we don't recommend carrying over balances for ad hoc time accounts, because there is
usually no follow-up account available.
If your business scenario requires you to do period-end processing before the bookable until date is reached,
use an interim account update run and define the rule in a way similar to that described below (see the Interim
Time Account Updates [page 166]) documentation).
 Note
The Period-End Processing rule usually closes the old time account. When an old time account is closed,
the Editable field for all its employee times is set to No in order to prevent any further modifications. This
changes the date of the last update for these records. This doesn't have any impact on payroll
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3.5.5.2.1
Period-End Processing Rule
Learn more about the rule based on the Period-End Processing rule scenario.
This table shows which parameters are available:
Name
Object
Time Account
Time Account
New Account
Time Account
Period-End Processing Rule Parameters
Period-End Processing Rule Parameters
● Period End Processing Rule Parameters
You have to assign this parameter. It contains information about the remaining balance and if a follow-up
account exists. For more details, see the Period-End Processing Rule Parameters [page 706] object
description in the appendix.
● New Time Account
This parameter is optional. It is filled with the follow-up account if applicable. You need to add this
parameter if you want to carry forward any remaining balance. For more details, see the Time Account
[page 711] object description in the appendix.
When defining the parameters, use the exact name and object mentioned in the table above. You can choose
any parameter name you like.
In a simple scenario you just want to set the balance to zero and close the old account so that it is not
considered for further time off bookings. So you set the IF-condition to “Always True” and you have to define
two THEN-expressions, one to set Closed to Yes and another one to create the account booking (Time Account
Detail) with these parameters:
● Amount Posted
Enter the booking amount. To set the balance of the time account to zero, the amount needs to be the
remaining balance with an opposite sign. Parameter pepParams contains the remaining balance and with
function Opposite Sign() you can change the sign.
● External Code
Choose function “Generate External Code For Time Off()”. This generates a unique external code
automatically.
● Posting Date
Enter the posting date of the booking. Here, you typically choose the end date of the time account
(bookable until). Note that the date must fall in the bookable period of the time account.
● Posting Type
Choose the Period-End Processing posting type.
● Posting Unit
The posting unit needs to be the same as the unit defined for the account type of the time account. So here
you assign field “Time Account Type -> Unit”.
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If you want to carry forward balance to the follow-up account, you add another THEN expression to create a
time account detail for that account (choose newAccount.Time Account Details). External Code, Posting Type
and Posting Unit and assign it in the same way as for the other booking. You define the amount posted and the
posting date like this:
● Amount Posted
If you want to carry forward the remaining balance from the old account, just assign Remaining Balance Old
Account of parameter pepParam.
● Posting Date
Typically, you want to transfer the balance on the same date as used for the reverse booking on the old
account. However, if the new account is not valid on that date, you use the start date of the account
instead. By using the Latest Date() function you can determine that date. For example, if you have accounts
with a bookable period according to calendar years, the posting on the old account is on December 31
while the posting on the new account is on January 1.
Alternatively, if you only want to carry forward balance up to a certain limit, you can use the Minimum()
function to determine the Amount posted. For example, if you want to carry forward a balance up to 5, you
assign the minimum of that value and the remaining balance of parameter pepParams.
 Note
It might happen that no follow-up account exists, for example if an employee was terminated or the time
profile is no longer valid. Where this happens, you cannot create a time account detail for that account, so
we recommend that you define the logic for both cases separately. To do that, you uncheck “Always True”
but create separate IF and ELSE blocks to define the logic. For example, you can define that changes on the
old account should only be done if there is no follow-up account.
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If "No" is entered for pepParams.New Account Exists, you can enter "Yes" needs to entered for "Closed" in
Create Time Account Detail. Alternatively, in an ELSE statement you can enter "Yes" for the "Closed" in Create
Time Account Detail, in which case you need to specify Create newAccount.Time Account Detail here too.
 Note
Period-end processing cannot take place for accounts that still have bookings with status PENDING or
CANCELLATION PENDING. In such cases, processing waits until the bookings achieve another status, such
as APPROVED or CANCELED.
3.5.5.2.2
Period-End Processing with Payout Rule
If you want to automatically make a payout to your employees as part of period-end processing, you can use
the rule scenario Period-End Processing With Payout.
In addition to the parameters required for Period-End Processing, you'll also need to set the parameters
required for payout.
Name
Object
Time Account
Time Account
New Account
Time Account
Period-End Processing Rule Parameters
Period-End Processing Rule Parameters
Time Account Payout Rule Parameters
Time Account Payout Rule Parameters
And as well as the parameters described in the Rule Definition: Period-End Processing (see above), for this rule
scenario you'll need to set up the rule parameter Time Account Payout Rule Parameters.
● Posting Date
Enter the posting date of the booking. Here you typically choose the end date of the time account
(Bookable until). Note that the date must fall within the bookable period of the time account.
● Posting Unit
The posting unit needs to be the same as the unit you specified in
Time Account Type
Unit .
● Quantity
Enter the payout amount. To pay out the entire remaining balance for the time account, you can use the
parameter Period-End Processing Rule Parameters.
Here's an example. At the end of the business year, you want to pay out the remaining vacation balance of your
employees' time accounts, and set their old time accounts to closed. To achieve this, you can use the rule
scenario Period-End Processing with Payout and fill out the Time Account Payout Rule Parameters as follows:
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 Note
E-mail notifications will not be sent out to employees if you use Period-End Processing with Payout. Also,
please note that it isn't possible to make multiple payouts on the same date.
3.5.5.2.3
Period-End Processing for Time Accounts
According to Employee Hire Date
For time account types whose Account Creation Start Date is the Employee Hire Date, yearly time accounts are
valid from the anniversary of the day the employee was recruited.
As a consequence, an employee’s time accounts have different validity periods. When the bookable period is
reached, a period-end processing run is typically started to close the old account and to transfer remaining
balances to the follow-up account.
At this time, no automation is available for this scenario. So you need to create and run period-end processing
calendars manually. If you need to make sure that a period-end processing run is triggered the day after the
Booking Possible Until date in the time account, there is a lot of effort involved in creating and running these
calendars manually each day. For example, if there are 10 time types that refer to a time account type
according to employee's hire date, you have to create and run 10 calendars each day (which you do in the
Admin Center by choosing Manage Time Off Calendars).
This documentation tells you how you can reduce this manual effort by using MDF import and the schedule
date within a calendar. There are actually 2 possible solutions.
Option 1: Manually Create Calendars Using Run Date
When you assign a schedule date, you don´t need to start the calendar run manually. It is automatically started
when the run date is reached.
For example, when you create a calendar to perform period-end processing for time accounts with July 25,
2015, as the bookable end date, you assign the next day as run date. Keep in mind that the run date needs to be
in the future.
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The calendar is then created with status Scheduled and, in our example, period-end processing starts
automatically on July 26, 2015.
Option 2: Import Scheduled Calendars
Instead of creating scheduled calendars manually, as described under Option 1 above, you can use an MDF
import to create them, singly or many at a time.
To access the feature, go to the Admin Center and choose Import and Export Data. Then maintain the screen as
shown here.
You can use the job monitor to check whether your import has run successfully.
You can also check the status of your calendar. To do this, go to the Admin Center and choose Manage Time Off
Calendars.
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3.5.5.2.4
Best Practice Tip: Period-End Processing Transferring Balances Between Accounts
With period-end-processing for recurring accounts, we provide a mechanism for transferring (remaining)
balances from a time account to a succession time account of the same time account type.
The Challenge
However, you might need to transfer balances from one time account to another time account of a different
time account type. At this time, there is no way to do such transfers automatically, but we do offer a
workaround that enables you to reflect such transfers in the system.
The Solution
You can use an interim account update to create the transfer booking to the new time account. But how do you
get the balance for a specific user for the base account? This could be achieved in several ways.
In the example we'll consider here, a custom field has been added at time account level. We run an interim
account update for the base time account, persist the balance before transfer using our custom field, create a
counter entry to set the account balance to zero, and close the account.
In a second step, we'll run an interim account update on the transfer account. We search for the base time
account for a specific user and create a new posting on the transfer account based on the value of our custom
field (balance as of the transfer date) on the base time account.
Configuration
1. Add a new custom field to persist the balance of the base account.
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2. In the time account type, add an interim account update rule.
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The rule looks like this:
3. In the transfer time account type, add an interim account update rule.
 Tip
It's a good idea to remove the interim rule assignment later, for both time account types.
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The rule looks like this (remember that you need to adjust the lookup criteria to get the right time account).
Make sure that exactly one result is returned, otherwise the rule will not work:
Note Also
This scenario could also be achieved using one interim update. The benefit of the solution described here is
that the base account will be closed so no further bookings are allowed.
The transfer account does not need to be a permanent account. It can be a recurring account.
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3.5.5.3
Interim Time Account Updates
While manual adjustments are usually created manually by an HR admin, the interim account calendar run
enables you to do mass data updates for time accounts based on a business rule.
This means that you are free to adjust your time accounts at any time, unlike in the accrual scenario, where you
create accruals for clearly defined periods.
Example
Your business year ends on December 31, but you allow employees to carry forward up to 5 days of leave into
the new year, which they must use by March 31. So your time accounts have an extended booking period of 3
months. You can then run an interim account update on December 31 with a rule that checks the balance and
creates an adjustment booking if needed.
For time account types with an interim account update rule assigned, you can create and run a calendar of
scenario Interim Account Update by going to the Admin Center and choosing Manage Time Off Calendars. You
can either run the calendar now or schedule it to run as of a specified date. A time account is considered if the
validity period intersects the calendar period. After the calendar run, you can view the change calendar details
and open the log file attached to it. This contains information about time account changes and errors or
information messages that occurred. In addition to that, the result log is sent by email to the user who started
the job.
You can also simulate a calendar run so that no changes are saved. In this case, the result log is not available in
the change calendar details view, but can be accessed in the Admin Center by choosing Monitor Job.
Defining Rules
Choose Configure Business Rules you can create the rule with time account as base object. The following
optional parameters are available. You only need to assign them if you need them for your business rule.
Code
Name
Object
params
params
Interim Account Update Rule Parame­
ters
newAccount
newAccount
Time Account
variables
variables
Time Off Rule Variables
timeAccount
timeAccount
Time Account
● params - You add this parameter if you need to check whether a follow-up account is available (parameter
newAccount is filled).
● newAccount - This object contains the next recurring account of the base object account. If there is no
follow-up account, this parameter is null. The information as to whether there is a follow-up account is
available via parameter params appears here. If you have a scenario that should create bookings not only
for the base object account but also for the follow-up account, you add this parameter.
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● variables - This parameter is a helper object. If you have a more complex rule and want to store temporary
results of rule function calls in a variable, you can use this parameter. Please add the necessary fields to the
Time Off Rule Variables object definition.
● timeAccount - This is the same object as the one in the base object time account. It is necessary if you
want to use a rule function that needs this object as input. An example would be the rule function balance
calculation.
You can only add this parameter until b1411. As of b1502, it is provided automatically and cannot be added
again. You can continue to use the parameter for rules added before b1502.
When defining the parameters, please use the exact code and object mentioned in the table above. You can
choose any parameter name you like.
The goal of the interim update rule is to create interim update bookings. For that, you choose the Createstatement in the Then-condition of the rule to create a booking (Time Account Detail) with the following
parameters:
● Amount Posted
Enter the booking amount. In a very simple rule, you just enter a fixed quantity here. If you need a more
flexible amount determination per employee, you can use a rule function or lookup table calls to determine
that amount.
● External Code
Choose function “Generate External Code For Time Off()”. This will generate a unique external code
automatically.
● Posting Date
Enter the posting date for the booking. In a very simple rule, you just enter a date here or assign “Today()”,
but you can also use a rule function to determine the date. The date must fall in the bookable period of the
time account.
● Posting Type
The only permitted posting types are Interim Update and Period-End Processing.
● Posting Unit
The posting unit needs to be the same as the one defined for the time account type for this time account.
If you want to restrict the time accounts an interim update booking should be created for, you can enter an IFcondition according to your needs. Otherwise, just choose “Always True”.
3.5.5.4
Periodic Time Account Updates
It’s possible to schedule an automated periodic update of time accounts. The update carries out a specific
predefined action without you having to do it manually.
Here are some use cases for which you might find this helpful:
● Automatically processing flextime accounts (working time accounts) at the end of each flextime cycle.
The balances on such time accounts cannot grow indefinitely. You can handle this by capping the balances
so that no more than the average contractual weekly hours are transferred to the next flextime cycle. For
example, you can cap the balance so that a maximum of -10 hours is forwarded to the next flextime cycle.
Capping the balance on vacation accounts
For example, you can cap the balance so that only 10 days can be carried forward into the following year.
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How It Works
You schedule an update for a time account, and specify that the update should carry out a predetermined
action, such as capping the balance at a certain limit. You have complete freedom to specify the frequency of
the updates for each time account type (for example, at the end of every week or month, at the end of a
quarter, at the end of a year, and so on). You can rerun and recalculate any periodic update.
 Note
● If there are no postings of type Periodic Update for the period for which the run has taken place, then
those employees will be selected for rerun.
● There is no automatic recalculation. You need to create a calendar run manually in order to trigger the
recalculation of existing periodic update bookings.
● Any errors that occur during a periodic update run can be viewed on the Admin Alerts tile on the
homepage.
There's also a new screen, Review Periodic Time Account Updates, on which managers and administrators can
check the balances for all employees for whom the periodic update has been performed. If necessary, they can
also make corrections. For example, they can update the employee's timesheet or report an unpaid absence in
order to trigger a salary recalculation.
Important Things to Keep in Mind
● The posting date cannot be any date other than the period end date.
● The posting type needs to be Periodic Update.
● If there is a periodic update correction posting, recalculation is not possible. In cases like this, you'll have to
delete the correction posting and trigger the recalculation again.
● There can be only one periodic update correction posting for each periodic update period.
● You can create a periodic update correction posting on the Time Accounts tab on the workbench of the
employee in case the Periodic Update posting is not correct.
Limitations
This function is not supported for recurring time accounts. In addition, you cannot use automated periodic
updates to do any of the following:
● Pay out the remaining balance at the end of a period
● Transfer the balance to a different time account - for example, to a time off in lieu account
● Simulate future periodic updates
● Close time accounts
 Note
If you want to close a time account, you can use Interim Updates instead.
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Related Information
Setting Up Automated Processing of Flextime Accounts at the End of Each Flextime Cycle [page 169]
Manually Adjusting Time Accounts
3.5.5.4.1
Setting Up Automated Processing of Flextime
Accounts at the End of Each Flextime Cycle
Make the necessary settings to enable the regular automatic processing of flextime accounts (working time
accounts).
Prerequisites
● You have been assigned all the necessary administrator permissions to run Time Off calendars.
● You have been assigned the permission Access Periodic Time Account Update.
● The time recording method has been set to Clock Time and the unit of the time account has been set to
Hours.
 Note
This is required when you use the working time account to post the plus/minus hours compared to
your planned working time into the time account.
● Recalculation has been switched on. This is to ensure that all changes will be reflected in the time account
if you add an absence or attendance later after the periodic update has run.
Procedure
1. Create a work schedule with flextime bandwidth.
2. Create a time account type, and configure the Periodic Time Account Update Profile object as follows:
○ Update Frequency Unit
You can set the update frequency unit as either weeks or months, and the periodic update can run in
weekly, monthly, quarterly, half yearly, or yearly cycles. For example, if you set the update frequency
unit as months and the update frequency quantity as 6, then your periodic update would run every 6
months.
○ Update Frequency Quantity
Specify how often the periodic account update should run. For example, if you select weeks as the
update frequency unit and enter "4" here, the periodic account update will run every 4 weeks.
○ Reference Date
This is the root date from which all the update periods both past and future will be determined. For
example, if you enter January 1st 2020 in combination with a unit of time/frequency of 4 weeks, then
the update periods would be Jan 1st to 28th 2020, Dec 4th to 31st 2019, and so on.
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○ Level of Automation
Specify whether periodic account updates should be done automatically or manually. If you choose No
Automation, you need to go to Manage Time Off Calendars and create a time account change calendar
for each periodic account update run. If you choose Automatic Periodic Updates, the time account
change calendars are created and executed automatically.
○ Offset in Days
This offset determines when the time account change calendar for automatic periodic updates will be
created and executed. For example, if you enter "3", then the account change calendar will be created
and executed three days after each periodic update cycle. Please note that you have to enter at least a
value of 1 here (no 0 or minus values).
○ Update Rule
Enter the rule to be applied to the rule scenario for the periodic time account update.
3. Mark the time profile as Update working time account upon approval only.
 Note
This setting is only required if you want to post the plus/minus hours to working time accounts after
the time sheets have been approved.
4. Create a time recording profile with a time valuation rule that will post the hours worked more/less than
your planned working times as credits/debits to your working time account. This is required for flextime
scenarios in which working time accounts are used. For more information, see Setting Up Working Time
Accounts [page 385].
Results
Time accounts will now be updated automatically based on the period you specified in the Periodic Time
Account Update Profile object.
Related Information
Periodic Time Account Updates [page 167]
Periodic Time Account Update Profile [page 707]
3.5.6 Termination End Handling
The Termination End Handling process makes it possible to clean up an employee's Time-Off-related data that
exists after the termination date.
 Note
This feature is currently in the Early Adoption phase. If you're interested in enabling the feature in your
instance, please reach out to the Time Management Forum of the Customer Community .
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A typical use case for terminating the employment and rehiring of a user with the same time profiles is a shortterm contract with a fixed hire and termination date. As part of the current termination process, the system
calculates the simulated balance as of the termination date. You can create a payout at the time of termination
and prorate the leave accruals as defined by your "Termination rule".
 Note
The termination date refers to the last working day of the employee, not the job information effective date.
If the employment of an employee is terminated and the emplyoee is rehired in the same accrual period, the
Termination End Handling process ensures that the employee receives the correct amount of leave accruals
upon rehire. The system cleans up Time-Off-related data like absences, accruals, time accounts, and time
account postings.
The Termination End Handling process performs the following clean-up activities:
1. Cancellation of approved absences that start after the termination date.
2. Delimitation of approved absences that overlap with the termination date. The end date of the absence is
set to the termination date of the employee.
3. Deletion of time accounts starting after the termination date.
4. Delimitation of time accounts that overlap with the termination date. The validity end date and bookable
end date are set to the termination date of the employee.
5. Closure of the time accounts.
3.5.6.1
Reduced Scope and Restrictions
Find out more about the reduced scope and restrictions of the Automated Termination End Handling feature.
1. Customers who use the "Entitled as Transferred" time account type cannot use this feature. A user with
this time account type is excluded from the Termination End Handling process.
2. The Termination End Handling process is not supported for the recurring time account type with the
"Employee Hire Date" as these accounts will not be supported in future. We recommended using flexible
date accounts instead.
3. If a time account type has the "Employee Flexible Date" as start date, if you terminate and rehire a user, the
old account, which overlaps with the rehire and termination date, will be reopened due to current system
behavior
4.
 Note
If you have errors from Termination End Handling execution, or it is hasn’t been executed and an
employee is rehired in the meantime, you might run into issues. Here's an example.
Example 1: If there is a termination event, a later rehire event, and an accrual recalculation during the
rehiring process, you might still run into this error: "The user is being terminated and rehired in the
accrual period. This scenario is not supported. Please create an accrual manually". Due to this error,
the Termination End Handling process cannot be executed. As a workaround, you can delete the Time
Management Recalculation Event manually from Manage Data .
Example 2: If the termination process is executed after the rehire, the time accounts that lie after the
termination date can be deleted.
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 Tip
We recommend that the Termination End Handling process is executed successfully before you do a
rehire.
5. If you don't choose to close old time accounts as part of Termination End Handling process, accruals for
past periods can be created or recalculated. Here's an example: In 2021, an Employee is hired, terminated,
and rehired in the same year. The accrual frequency is annual. If you now create a time account change
calendar manually for the accrual creation of 2021, you can't restrict the recalculation. Accruals that lie
before the termination date can be created or recalculated.
6. If you have configured the time account type accrual frequency to "Once" for permanent time accounts
and if you terminate and rehire an employee, you will get accruals for each time account.
7. There is no rollback functionality for this process. This means you need to restore the data to the original
state manually.
 Note
If you accidentally or intentionally delete a past-dated termination and the Termination End Handling
process has been executed, there is no restore option for absences or time accounts. Due to this, we
recommended that you provide an offset of a few some days (for example, 15 days) which delays the
Termination End Handling process. This grace period gives you enough time to ensure that you can
avoid issues like this.
8. If you trigger an alert or notification using a post save rule in the Employee Time object, then the alert or
notification isn't deleted when the absence is cancelled.
9. Alerts are only displayed on the Admin Alerts UI and not in the Time Workbench Alerts tab.
3.5.6.2
New Objects in Termination End Handling
Read about the objects that let you configure the Termination End Handling process.
These objects are Inactive by default when the feature is activated. Please go to Configure Object Definition and
select Include Inactives as Yes. Then activate the following objects by setting the status from Inactive to Active.
3.5.6.2.1
Time Management Termination End Handling
Configuration
The Termination End Handling Coniguration object contains attributes that regulate if, when, and for which
employees the termination end handling process is applied.
Field
Description
External Code
The external code is generated automatically.
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Field
Description
Activation Status
Enter the setting for the activation status.
●
Active: The Termination End Handling process is gener­
ally applied.
●
Inactive: The Termination End Handling process is gen­
erally not applied.
●
Active for Configured Legal Entities Only: The Termina­
tion End Handling Configuration object is active only for
certain legal entities. Specify these entities with the fol­
lowing attribute.

Note
Both the Termination End Handling Configuration object
and the legal entity configuration object for termination
end handling have a setting for the activation status. De­
pending on the settings for the activation status on
these two levels, there are different scenarios for how
termination end handling is applied. If there is a legal en­
tity configuration for a legal entity, then the attributes of
the termination end handling configuration get overrid­
den by the legal entity configuration, which is more spe­
cific. If this activation status is set to active for
configured legal entities only, then the legal entity configuration needs to be configured for the legal entities for
which termination end handling should be triggered.
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Field
Description
Legal entity configuration for termination end handling
Choose the legal entity for which this termination end han­
dling configuration should be valid.
●
Legal Entity: Choose the legal entity for which this termi­
nation end handling configuration should be valid.
●
Offset in Days: This offset determines when the termi­
nation end handling will be processed.
●
Level of Automation of Absence Request Processing: You
can set the level to either No Automation or Full
Automation.
○
If you choose Full Automation, during termination
end handling, all absence requests overlapping
with the termination date are delimited. Absence
requests starting after the termination date will be
cancelled. If you choose no automation, an alert
will be raised for each absence request that over­
laps with or starts after the termination date.
○
If you choose No Automation, an alert will be raised
for each absence request that overlaps with or
starts after the termination date.
Click Details to display more fields:
●
Level of Automation of Time Account Closure: You can
set the level to either No Automation or No Automation.
○
If you choose Full Automation, all open time ac­
counts are closed during termination end handling.
○
If you choose No Automation, no time account is
closed during termination end handling.
●
Configuration Excluded from Termination End Handling:
Configure time account types and event reasons for
which the termination end handling isn't executed.
●
Activation Status: This activation status has the follow­
ing settings: Active and Excluded. If this activation sta­
tus is set to Active, then the termination end handling
configuration for that legal entity is overridden. If the ac­
tivation status is set to Excluded, then the employees
contained in that legal entity are excluded from termina­
tion end handling.

Remember
The Termination End Handling Configuration object
and the object for the legal entity configuration for
termination end handling have settings for the
Activation Status.
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3.5.6.2.2
Time Management Termination End Handling
Alert
A termination end handling alert draws your attention to something you need to take care of in Time
Management termination end handling.
Field
Description
User
Values: User ID
User for which the Time Management Termination End Han­
dling Alert object is valid.
Time Account External Code
An external code for the time account appears here.
Employee Time External Code
An external code for the employee time appears here.
Termination End Handling Processing Step
●
Pending Recalculation
●
Read Employee Job Information
●
Read Termination End Handling Configuration
●
Employee Time Processing
●
Recalculation Processing
●
Time Account Processing
Message Key
The technical name of the error message that is displayed
localized in the alert tab.
Message Variable 1-4
If the message key contains parameters, they are dynami­
cally integrated into the error message.
External Code
An external code for the message appears here.
Alert Type ID
The system enters the unique identifier of the alert type.
Status
Choose New, In Process or Acknowledged.
Assignee User ID
Enter a user ID for the assignee.
3.5.6.2.3
Time Management Termination End Handling
Exclusion
The Termination End Handling Exclusion object contains attributes that regulate which events are excluded
from the termination end handling process.
Field
Description
External Code
The external code is generated automatically.
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Field
Description
Excluded Time Account Types
Please enter the time account type that you want to exclude
from the termination end handling process.
Excluded Event Reasons
●
Time Account Type: Enter a time account type object.
●
External Code: Enter a meaningful external code here
for the individual entries.
Please enter the event reason that you want to exclude from
the termination end handling process.
●
Event Reason: Enter the event reason you want to ex­
clude.
●
3.5.6.3
External Code: Enter an external code for this excluded
event reason.
Configuration of the Termination End Handling
Process
To configure the Termination End Handling process for Time Off, you must create the Time Management
Termination End Handling Configuration object.
The following fields need to be set to activate Termination End Handling for all scenarios:
● Activation Status = Active
● Offset in Days = Define how many days after the employee's termination date the Termination End
Handling should be executed.
● Level of Automation of Absence Request Processing = Full Automation
● Level of Automation of Time Account Closure = Full Automation
 Note
The external code is set automatically because only one Time Management Termination End Handling
Configuration object can exist.
The following chapters explain how you can configure the Termination End Handling process.
3.5.6.3.1
Level of Automation of Absence Request
Processing
Here's information about this Termination End Handling object.
If you don't want absences to be processed at all, set this field to "No Automation" (Instead of "Full
Automation", which is the default). If absences overlap with the termination date, they're not delimited. If they
start after the termination date, they're not cancelled.
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 Note
If you set it as “No Automation”, you need to manually cancel the absences because otherwise the time
accounts can't be delimited.
3.5.6.3.2
Level of Automation of Time Account Closure
Here's information about the Termination End Handling object.
If you only want the time accounts to be delimited, then set the level to No Automation. In this case, the time
accounts are delimited but not closed by the Termination End Handling process. The time accounts are
delimited even if they overlap with the termination date but overlapping time accounts aren't closed by the
Termination End Handling process.
 Note
This setting is relevant only if you want to close the time accounts automatically as part of the Termination
End Handling process.
3.5.6.3.3
Configuration for Exclusions from the
Termination End Handling Process
Here's information about the configuration of exclusions from the termination end handling process.
If you want to exclude certain time account types and certain termination event reasons from the Termination
End Handling process, then you can define them in the Time Management Termination End Handling Exclusion
object.
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3.5.6.3.3.1 Excluding Time Account Types
With the Time Management Termination End Handling Exclusion object, you can specify a list of time account
types for which the Termination End Handling process isn't applied.
You can either specify a list of excluded time account types and assign the Termination End Handling Exclusion
object to a specific legal entity, or assign it to the global Time Management Termination End Handling
Configuration. For more information, please refer to chapter 4.5, Options for the Termination End Handling
Activation Status [page 178].
3.5.6.3.3.2 Excluding Event Reasons
With the Time Management Termination End Handling Exclusion object, you can specify a list of termination
event reasons for which the Termination End Handling isn't applied.
You can either specify a list of excluded event reasons and assign the Termination End Handling Exclusion
object to a specific legal entity or assign it to the global Time Management Termination End Handling
Configuration. For more information, please refer to chapter 4.5, Options for the Termination End Handling
Activation Status [page 178].
3.5.6.3.4
Legal Entity Specific Configuration
You can configure the Termination End Handling process for a legal entity, such as a country/region, with the
legal entity configuration of the Termination End Handling Configuration object.
As a rule, the more specific legal entity configuration overwrites the more general Termination End Handling
configuration.
3.5.6.3.5
Options for the Termination End Handling
Activation Status
There are several options for the Termination End Handling activation status.
● Option 1: Activation Status Set to Active [page 179]
● Option 2: Activation Status of the Termination End Handling Configuration set to Inactive [page 181]
● Option 3: Activation Status of the Termination End Handling Configuration set to "Active for configured
legal entities only" [page 182]
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3.5.6.3.5.1 Option 1: Activation Status Set to Active
The Termination End Handling configuration is used for all legal entities except when the user defines a
configuration for the legal entity.
If you need to define a specific Termination End Handling configuration for a legal entity, you can set the legal
entity configuration to "Active" or "Excluded". In this case, a more specific Termination End Handling
configuration is applied.
When you set the activation status of the legal entity to "Active", then the offset in days and the exclusions
made in the more specific Termination End Handling configuration apply. The offset in days and exclusions
from the Termination End Handling process apply to all employees in that legal entity.
When you set the activation status of the legal entity to "Excluded", then all employees in that legal entity are
excluded from the Termination End Handling process.
Excluding certain entities: Activating the Termination End Handling process for most legal entities is the default.
If you don't want the Termination End Handling process enabled for certain legal entities, then you can
deactivate it for those entities.
Applying different configuration for a legal entity: You can have different configurations for different legal entities
by specifying a Termination End Handling legal entity configuration.
Example
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Let's say the system is configured as above:
1. The legal entity ACE Netherlands is excluded from the configuration.
2. The legal entity ACE Australia is active.
With this configuration, the Termination End Handling process is executed for all employees, except for
employees in the legal entity "ACE Netherlands". The activation status of this legal entity is set to “Excluded”.
For all other employees, the Termination End Handling process is triggered with an offset of 1 day, except for
employees in the legal entity "ACE Australia". For that legal entity, an offset of 5 days is specified in the legal
entity configuration. The Termination End Handling process is triggered accordingly, with an offset of 5 days.
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3.5.6.3.5.2 Option 2: Activation Status of the Termination
End Handling Configuration set to Inactive
When the activation status of the general Termination End Handling configuration is set to "Inactive", then the
whole Termination End Handling process is deactivated without exception.
Example
Here, the Termination End Handling process is never triggered for any employees, even if a legal entity
configuration is set to "Active".
Use Case: If there are general issues with the Termination End Handling process, then you can disable it
through the configuration object.
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3.5.6.3.5.3 Option 3: Activation Status of the Termination
End Handling Configuration set to "Active for
configured legal entities only"
When the activation level of the general Termination End Handling Configuration object is set to "Active for
configured legal entities only", then the Termination End Handling process is inactive by default. However, this
does not apply to legal entities where the activation status is set to "Active" in the legal entity configuration.
Example
When you configure the system as shown in the example, then the Termination End Handling process is only
executed for employees in the legal entity "ACE Australia". For this legal entity, the configuration of the legal
entity is set to “Active”.
Use Case: You can use this configuration if the Termination End Handling process should only be enabled for
certain legal entities.
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3.5.6.4
Role-Based Permissions Required for Termination
End Handling
You need to assign the permissions for the MDF objects related to Termination End Handling for your admin
users.
The following objects require read and write permissions for admin users. Otherwise, admins won't be able to
configure the feature.
● Time Management Termination End Handling Configuration
● Time Management Termination End Handling Alert
● Time Management Termination End Handling Legal Entity Configuration
● Time Management Termination End Handling Exclusion
● Time Management Termination End Handling Excluded Time Account Type
● Time Management Termination End Handling Excluded Event Reason
To access Admin Alerts on the Admin Alerts UI, you need to assign the edit/view permission to the Time
Management Termination End Handling Alert under
Permission
Time Management Object Permission
Admin Center
Permission Role Detail
Administrator
Time Management Termination End Handling Alert .
The same procedure applies to all the objects listed previously in this section.
3.5.6.5
Steps in Termination End Handling Execution
Find out more about the steps in the termination end handling execution.
● Absence Request Processing [page 183]
● Accrual Recalculation [page 184]
● Time Account Processing [page 185]
● Accrual Processing [page 185]
3.5.6.5.1
Absence Request Processing
Prerequisites
The “Level of automation of absence request processing“ configuration switch is set to “Full automation“. If
this configuration switch isn't set to "Full Automation", then the Termination End Handling process does not
cancel or delimited any absences.
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Context
Absence request processing is the first step in the execution of the Termination End Handling process.
 Note
If you set the switch to "No automation", no absences are processed by the Termination End Handling
process. However, these absences are processed anyway in the Time Account Processing [page 185] step
and raise an alert. We recommend choosing the option "Full Automation". When an employee is rehired,
you can activate the cancelled absences manually using Manage Data from the Admin Center, and change
the status of the absence to “Approved”.
The Termination End Handling process cancels absences which lie after the termination date. Absences which
overlap with the termination date are delimited, with the end date set to the termination date.
 Note
When an absence is delimited, the parts of an absence that cross the termination date will be deleted.
The following rules and restrictions apply to the Termination End Handling processing of absences:
● Absences with the "Pending" and "Pending cancellation" workflow approval status aren’t processed. In that
case an admin alert is created. The admin must approve the absence and retrigger the Termination End
Handling process.
● If you have a take rule assigned to the time type for which the absence is being cancelled or delimited, then
this take rule execution is ignored during the Termination End Handling process.
● Absences with the "Editable" flag set to false are not processed by the Termination End Handling process.
● Absences with flexible requesting that overlap with the termination date are not delimited. We don't delimit
the absence because the quantity of an absence is free input and we don't know how many hours must be
allocated to the delimited absence. An admin alert is created in this case. The admin needs to manually
delimit this absence. However, if the absence with flexible requesting lies after the termination date without
overlap, then the absence is be cancelled.
● A leave of absence is cancelled if it lies after the termination date without overlap. But if the leave of
absence overlaps with the termination date, it isn’t delimited by the Termination End Handling process. An
admin alert is created, and an admin needs to delimit that absence manually.
● If there are country/region-specific fields entered for an absence, then the absence isn’t delimited if it
overlaps with the termination date. An admin alert is created and the admin must update the country/
region-specific fields and delimit the absence manually.
3.5.6.5.2
Accrual Recalculation
If absence processing is skipped because the ”Level of automation of absence request processing” switch isn’t
set to ”Full automation", then the accrual recalculation step is also skipped.
Accrual recalculation is triggered immediately after the absence processing step if there are any absences
which affect accrual recalculation. Typically, the recalculation of accruals and absences is done before the
Termination End Handling processing, immediately after the termination is entered. However, there are
absences which are delimited as part of the Termination End Handling process. The Termination End Handling
process then needs to recalculate the accruals. This is the case when the time type is flagged as "Accrual
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recalculation relevance". For these absence changes, an accrual recalculation is triggered. In addition, all the
other time account types that have "absence change" as the recalculation relevant field are also picked for
accrual recalculation.
3.5.6.5.3
Time Account Processing
If a time account type is excluded from the Time Management Termination End Handling Exclusion
configuration, then that time account type is not included in the processing.
To close the time accounts automatically, you need to set the “Level of Automation of Account
Closure“ configuration switch to “Full Automation“.
Time accounts whose validity or bookable period overlap with the termination date are delimited first. The
validity end date and the bookable end date of the time account are set as the termination date and then the
time account is closed. If a time account was already closed before termination, it will also be included in the
processing and delimited if needed.
Time accounts whose validity and bookable period lie after the termination date without overlap are deleted.
Upon rehire, new time accounts are created, and new accruals are created from the rehire date onwards.
 Note
Time accounts whose validity and bookable period lie before the termination date without overlap are not
closed. In this case, we assume that accounts are already closed through period end processing or past
terminations.
Time account postings other than accrual and recalculation postings are not deleted by the Termination End
Handling process. An admin alert is then created for these postings and the administrator needs to clean up
the postings manually. These postings can be leave bookings, manual adjustments, payouts, purchase leave,
period end processing, and so on.
The clean up of Time account postings applies to:
● Postings for to-be-deleted time accounts which lie after the termination date.
● Time accounts with a shortened bookable period whose postings lie after the termination date.
3.5.6.5.4
Accrual Processing
As part of the accrual processing, all accrual and recalculation postings after the termination date are deleted.
The accrual deletion doesn’t depend on the posting date, but on the accrual period.
Example
You have time account types with monthly accruals and used an accrual rule with an account start date (for
example, January 1, 2021) as the posting date for all accruals. Let's say there are 10 accrual postings from
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January to October on that date (January 1, 2021). If the employee is terminated in August 2021, accruals for
September and October are removed, regardless of the posting date. If the accruable period overlaps with the
termination date, then the accrual posting date is adjusted to the termination date. For this to happen, the
posting date must be outside the new bookable period of the time account.
Example
Let's say you have a monthly accrual frequency and you post accruals on the accruable end date, for example,
when the posting date is the accruable end date.
The accruable period is from January 1 to January 31, 2021. The accrual posting date is January 31, 2021.
Now, you terminate a user on January 14, 2021. Your termination date is 14/01/2021. In this case the accrual
posting date is adjusted to the new accruable end date.
As a result, you see that the accrual posting date is changed to January 14, 2021, and all accruals after this date
are deleted.
 Note
If a time account type is excluded from the "Time Management Termination End Handling Exclusion"
configuration, then that time account type isn't included in accrual processing.
3.5.6.6
Time Management Task Handling on Termination
The Time Management Task object is used for the lifecycle of the execution of the Termination End Handling
Process. The task type is "Termination End Handling".
The Time Management Task can have different statuses:
● Scheduled - The status of the task is set to scheduled when the termination process is set to be executed
on a future date (for example: When you terminate a user with a future termination date). In this case the
task will be picked up by the nightly scheduled "TLMTriggerTask" job when the scheduled date has reached
the current date.
● To be Processed - The Termination End Handling process is ready to be processed.
● Completed Successfully - The Termination End Handling process has been executed successfully.
● Completed with Errors - The Termination End Handling process is completed with errors.
● When there is a termination-relevant Job Information change, the system creates, updates, or deletes the
Termination End Handling Time Management Task for the affected user and their Job Information record.
The termination date is the last working day of the employee. This is the date entered in the terminate action in
the People Profile. The effective start date of the termination record will be one day after the termination date.
This means the Termination End Handling process can be executed earliest on the effective start date of the
termination record, given an offset of 1 day. If you need to do a rehire on the same date as the termination
effective date, then please wait for the Termination End Handling process to be executed successfully. Then
proceed with the rehire step.
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The following changes are termination relevant Job Information changes in Time Off (for a more detailed
overview of the process, please refer to the following details on Job Info Terminations changes:
Table 25:
Operation
Create
Examples of Termination relevant Job
Info changes
●
●
●
System Behavior
The system creates a new Time Man­
agement Task of the Termination End
through the terminate action in the
Handling type when there is a new ter­
People Profile.
mination record in the Job Information.
A termination record is created via This can happen either by creation or
the Job Information history by in­
an update of an already existing Job In­
formation record to a termination rele­
serting a new record.
vant record.
Another Job Information record is
A termination record is created
updated. It is changed to a termi­
nation record by changing the
event to "termination" (for exam­
ple, the event gets changed from
"data change" to "termination.")
Update
●
An existing termination record is
●
updated
○
○
ment Task of the Termination End
The termination date is
Handling type and it's in the
changed to a past or a future
"Scheduled" status, the task is up­
date.
dated to the new scheduled date if
The termination event reason
the termination date is changed to
a past or a future date.
is changed to another termi­
nation event reason, which is
○
If there's an existing Time Manage­
●
If there is already an existing Time
excluded by the Time Manage­
Management Task of the Termina­
ment Termination End Han­
tion End Handling type and it’s in
dling Configuration.
the "Scheduled" status, the task is
The termination event reason
deleted if the termination event
is changed to another termi­
reason is changed to a value, which
nation event reason, which is
is excluded by the Time Manage­
not excluded by the Time
ment Termination End Handling
Management Termination End
Exclusion configuration.
Handling configuration.
A new task is created if:
●
There is no existing Time Manage­
ment Task of the Termination End
Handling type.
●
The event reason is changed to a
Termination event reason.
●
The event reason is not excluded
by the Time Management Termina­
tion End Handling Exclusion configuration.
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Operation
Examples of Termination relevant Job
Info changes
Delete
●
●
System Behavior
A termination record gets deleted
If there is an existing Time Management
from the Job Information history.
Task of the Termination End Handling
A termination record is updated, so type in the "Scheduled" status, the task
is deleted. This happens because the
it becomes another record by
changing the event away from Ter­
termination record was removed from
mination, for example, the event
the Job Information if the Termination
gets changed from "termination"
event is deleted or the termination
to "data change".
event is updated to another event.

Note
If the task was already executed
and the termination record is de­
leted afterwards, the task isn't de­
leted, and the Termination End
Handling process takes place.
Please crosscheck before deleting
a termination event.
3.5.6.7
Error Handling for the Termination End Handling
Process
Find out more about error handling for the Termination End Handling Process.
● Alerts and Retriggering the Termination Process [page 188]
● Troubleshooting Errors [page 190]
3.5.6.7.1
Alerts and Retriggering the Termination Process
The alerts from the Termination End Handling process execution are displayed on the Admin Alerts UI under
the "Termination End Handling Alerts" category.
The Time Management Termination End Handling Alert object is shipped as "Secured" by default. As a result,
you must maintain the view permissions for this object for admin users who need access to the alerts.
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You can perform two actions from the Alerts UI.
● You can "Acknowledge" the alert. In this case, the alert is deleted from the system and there is no
correction to the Termination End Handling process.
● You can retrigger the Termination End Handling process by selecting an alert and choosing
Action
Retrigger Termination End Handling Process .
You should retrigger the process after correcting the error situation. In this case, you need to clean up the
existing time account detail booking manually, for example, a manual adjustment or a payout which resulted in
an error.
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 Note
When there are multiple Time Management Tasks of the Termination End Handling type for the same user,
the latest Time Management Task for this user is picked and processed when you retrigger the process
from the Admin Alert UI.
3.5.6.7.2
Troubleshooting Errors
Find out more about troubleshooting different errors.
Technical Errors
Any technical errors like issues with the event subscribers will be logged under
Admin Center
Execution
Manager Dashboard . Please create a support ticket if you face such issues. These issues can also result in the
Time Management Task status to be "Completed with Errors".
Configuration Changes Before the Execution of the Termination End
Handling Task
If a Time Management Task has been created with an existing configuration, is still in the "Scheduled" status,
and you now change the configuration, you might get an error. This is due to changes in configuration when the
task is picked up for processing.
The following error cases can happen, and an admin alert is created:
Case 1: Exclusion of event reason from the global configuration
Case 2: Global configuration is changed from "Active" to "Inactive"
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Case 3: Legal entity configuration is changed from "Active" to "Excluded"
Case 4: Change of legal entity from one legal entity to another
Case 5: Exclusion of event reason from legal entity configuration
Case 6: Removal of the configuration completely
We recommended that you don't change the configuration whenever there is an open task that's not yet
processed and in the "Scheduled" status.
Job Information Read Error Cases
When the Termination End Handling Task is executed, the system reads the job information again. The system
retrieves the termination-related information from the termination Job Information record for further validation
and processing.
The following error can occur and an alert is created in this case:
Example: The referenceCode field in the Time Management Task object doesn't point to a valid termination
record in job Information for the terminated user. This can happen when the referenceCode has been
manipulated in the task or if the job information has been modified after the Termination End Handling Task
was scheduled.
3.5.6.8
Support for Termination Triggers
Find out more about support for termination triggers.
Supported Termination Triggers
● Fixed Term Hire. If you use the action search "Add New Employee for Fixed Term", you can enter both the
hire and the termination date when you hire the user for a fixed term. In this case, the Time Management
Termination End Handling process is supported.
● Terminate action. If you go to the people profile and select "Take Action" ➔ Terminate, the Time
Management Termination End Handling process is supported.
● Job Information History change from the UI. If you insert a Job Information history record with Termination
event from the Job Information History UI, the Time Management Termination End Handling process is
supported.
● Terminate OData API: EmpEmploymentTermination. If you use an external system to terminate the
employee, and replicated to SAP SuccessFactors Employee Central through the OData API, the
Termination End Handling process is supported.
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Unsupported Termination Triggers
● Terminations done through the Termination Import aren‘t supported.
● Terminations done through Job Information Imports with a termination event reason aren’t supported.
● The no-show event type isn't supported.
3.5.7 Purchase and Payout of Leave
Learn more about the purchase and payout of leave.
3.5.7.1
Leave Payout
Learn more about the different leave payout scenarios: the admin scenario and the self-service scenario.
3.5.7.1.1
Leave Payout (Admin Scenario Only)
It’s now possible for employees to request a payout for accrued time. HR administrators can make financial
payouts on time accounts. Configuration settings are applied to allow for payouts.
 Note
You cannot assign rules to time account payouts.
There's some configuration work to do before this feature can be used:
Permissions
● The Manage Payout permission must be active. To activate it, go to the Admin Center and choose Manage
Permission Roles, scroll down to Manage Time Off, and check the Manage Payout permission.
● To view and use the Accounts Payout tab in the Time Workbench, you also need the Access Account
Payouts permission. To activate it, go to the Admin Center and choose Manage Permission Roles, scroll
down to Manage Time, and check the Access Account Payouts permission.
● For calculating the standard payout rate, ensure that the base pay component (for example, base or hourly
salary), maintained in employee compensation, is assigned to the pay component group (PCG) of the time
account types that are enabled for payouts.
Time Account Types
Use the Payout Eligibility field in the time account type to determine whether payouts can be made from time
accounts with this time account type. If you select Eligible, you must enter a pay component group and pay
component.
Work Schedule
You must make an entry in the all of the following fields of the work schedule assigned to any employee for
whom you want to make time account payouts:
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● Average Hours Per Day
● Average Hours Per Week
● Average Hours Per Month
● Average Hours Per Year
● Average Working Days Per Week
The fields are used, along with the pay component group, to determine the standard hourly or daily rate.
 Note
It’s possible that, having maintained these values, you still don't see a standard rate for an employee and no
warning is displayed. If this happens, check that the pay component group selected under the time account
type is used for the employee's compensation information.
Related Information
Time Account Types (more information about Time Accounts and payout eligibility, pay component, and pay
component group fields) [page 722]
3.5.7.1.2
Leave Payout (Including Self-Service)
The self-service scenario is an enhancement for time account payouts. When Eligible for Self-Service is
enabled, employees and their managers can request payouts.
Prerequisites
Self-service for time account payout is an enhancement of the existing payout functionality. This scenario
assumes that you have an installed and configured Time Off. The following conditions are assumed:
● Time types are created for each type of leave.
● Time accounts, for example, for vacation or leave, have been created.
● Accrual rules for time off have been created and applied to time accounts.
● Base pay components, for example base salary or hourly salary, are maintained and assigned to a pay
component group of the time account types that are enabled for payouts.
● A standard workflow for the approval processes is created.
Self-Service Time Account Payout
A payout occurs, for example, when an employee receives payment instead of taking leave or time off.
Previously, time account payout was available in an administrator scenario, created in the Time Workbench.
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Now, an enhancement is provided to add a self-service scenario functionality. With this enhancement,
employees or their managers can request for payouts on earned time account balances in Time Off.
Implementing Self-Service Payout
The high-level steps for implementing the Time Account Payout for self-service scenario include creating the
following:
● Assigning permissions for Self-Service Time Account Payout.
● Enabling Time Account Types to be Eligible for Self-Service.
● Creating validation business rules and error messages for self-service.
● Enable a workflow to be associated with the self-service payout process.
● Create a Time Account Payout Profile object.
1. Assigning Administrator Permissions for Time Account Payout [page 195]
Allowing administrators to create, edit, and delete payout requests.
2. Assigning User Permissions for Self-Service Time Account Payout [page 198]
For employees or their managers to access the self-service dashboard to view balances and request
payouts from eligible time accounts.
3. Enabling Time Account Type as Eligible for Self-Service [page 200]
Allow employees to request for time account payout for each time account type.
4. Creating Time Account Payout Validation Rules [page 201]
You define your company-specific validation rules to apply to payout requests.
5. Creating Error Messages for Time Account Payout [page 203]
You create the error or warning messages that display when an employee requests a payout.
6. Creating a Business Rule to Trigger a Workflow for Payout [page 205]
A business rule is required to trigger the approval process for a payout request.
7. Creating a Time Account Payout Profile [page 206]
A payout profile defines the configuration elements that determine how your payout policy is
implemented.
8. Enabling Attachments for Time Account Payout Requests [page 209]
Changing the default to enable attachments for self-service payout requests.
9. Enabling Requester Visibility in Time Account Payout [page 210]
Additional configuration is required for requester information to display in the self-service and
administrator dashboards for payouts.
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3.5.7.1.2.1 Assigning Administrator Permissions for Time
Account Payout
Allowing administrators to create, edit, and delete payout requests.
Context
To enable eligibility for payout functionality, you assign permissions to administrators. The administrators can
then create, edit, and delete time account payouts.
 Note
All of the time objects are delivered as unsecured. We recommend that you secure them. Use Configure
Object Definition to change security settings.
 Tip
We recommend using the Time Management Object Permissions category for securing all of the time
objects. Legacy systems might have the permissions currently located in Miscellaneous Permissions.
Procedure
1. Sign on to Employee Central as an administrator.
2. Go to the
Admin Center
Manage Permission Roles .
3. On the Permission Roles list, select the administrator role to assign the permissions.
 Note
The role, or roles, depends on how your company defines administrator tasks and responsibilities.
The Permission Role Detail view for the selected role displays
4. Choose Permission…
A Permissions setting dialog box displays.
5. The following permissions depend on how your company defines administrator tasks and responsibilities,
Assign your administrators the following permissions, as necessary:
To Enable the Administrator to:
Assign this Permission
To view and edit Time Accounts.
Go to
A Time Account is assigned to an employee and con­
tains the accrued balance of the various time types.
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User Permissions
Miscellaneous
Permissions . For Time Accounts, select one or more of
these options depending on your requirements:
○ Visibility select View
Allows the administrator to see time accounts.
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To Enable the Administrator to:
Assign this Permission
○
Actions select Edit
Allows the administrator to edit the time accounts for
payouts.
To view and edit Time Account Types.
A Time Account Type is, for example, vacation, sick
leave, or other paid time-off categories, for which an
employee is eligible. These types are associated with
the Time Account.
Go to
User Permissions
Miscellaneous
Permissions . For Time Account Types, select one or
more of these options depending on your requirements:
○ Visibility select View
Allows the administrator to see time account types.
○
Actions select Edit
Allows the administrator to edit the time accounts
types for payouts.
To view and edit the Time Account Payout Profile.
To allow self-service for payout, a Time Account Payout
Profile object must be created and maintained.
Go to
User Permissions Miscellaneous Permissions
and for Time Account Payout Profile. Select one or more of
these options depending on your requirements:
○ Visibility select View
Allows the administrator to see the Time Account
Payout Profile.
○
Actions select Edit
Allows the administrator to edit the Time Account
Payout Profile.
To Create Payout in Self Service.
Go to
User Permissions
Time Management User
Permissions . Select the Create Payouts in Self-Service
checkbox. The permission allows the employee, or by their
manager, access to the payout dashboard to request a
payout on the time balance of an eligible time account.
To view Time Types.
Go to
User Permissions
Permissions
Time Management Object
select one or more of these options for
Time Types depending on your requirements:
○
Visibility select View
Allows the administrator to see time types when re­
questing time account payout.
○
To view and maintain Time Account Payout object.
Actions select Edit
Allows the administrator to edit the time types.
Go to
User Permissions
Time Management Object
This permission is for editing the delivered object defi-
Permissions
nitions for time objects, for example, to enable custom
Time Account Payout depending on your requirements:
fields, or add business rules, specific to your business
select one or more of these options for
○
Visibility select View
Allows the administrator to view time account payout.
○
Actions select Edit
Allows the administrator to edit the object definition
logic.
for time account payout.
To configure the Time Account Payout Profile.
Go to
Administrator Permissions
Metadata
Framework select the following options depending on
your requirements:
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To Enable the Administrator to:
Assign this Permission
○
Configure Object Definitions
Allows the administrator to manage Metadata Frame­
work (MDF) object definitions, for example, Time Ac­
count Payout Profile.

Remember
All of the time objects are delivered as unsecured. Se­
cure the Time Account Payout Profile object using
Configure Object Definition to make it available with
role-based permissions.
To provide access to the Pay Out Time tab on Time
Administrator Workbench.
Go to
Administrator Permissions
Manage Time se­
lect one or more of these options depending on your re­
quirements:
○ Access Workbench
Allows the user to access the Time Workbench in or­
der to maintain time-related objects.
○
Access Accounts Payouts
Users with this permission can access the Account
Payouts tab in the Time Workbench.
To provide access to create, edit, and delete a payout
request.
Go to
Administrator Permissions
Manage Time Off
select the option depending on your requirements:
○
Manage Payout
Allows the administrator to create payouts for em­
ployees.
6. Choose Done to close the dialog box.
7. Choose Save Settings.
Results
The permissions are successfully saved.
Task overview: Leave Payout (Including Self-Service) [page 193]
Next task: Assigning User Permissions for Self-Service Time Account Payout [page 198]
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3.5.7.1.2.2 Assigning User Permissions for Self-Service Time
Account Payout
For employees or their managers to access the self-service dashboard to view balances and request payouts
from eligible time accounts.
Context
To enable access to the self-service feature for payout, you assign permissions to users to view information
about available time accounts and to allow them to create requests.
 Note
All of the time objects are delivered as unsecured. We recommend that you secure them. Use Configure
Object Definition to change security settings.
 Tip
We recommend using the Time Management Object Permissions category for securing all of the time
objects. Legacy systems might have the permissions currently located in Miscellaneous Permissions.
Procedure
1. Sign on to Employee Central as an administrator.
2. Go to the
Admin Center
Manage Permission Roles .
3. Under the Permission Roles list, select the role, or create a new role, to assign the self-service permissions.
The Permission Role Detail view for the selected role displays
4. Choose Permission…
A Permissions setting dialog box displays.
5. The following permissions are provided to users to view and request self-service payouts for eligible time
accounts. Assign your users the following permissions, as necessary:
To Enable the User to:
Assign this Permission
To view Time Accounts.
Go to
A Time Account is assigned to an employee and con­
tains the accrued balance of the various time types.
To view Time Account Types.
User Permissions
Miscellaneous
Permissions . For Time Accounts choose:
○ Visibility select View
Allows the user to see eligible time accounts.
Go to
User Permissions
Miscellaneous
Permissions , For Time Account Types choose:
○ Visibility select View
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To Enable the User to:
Assign this Permission
Allows the user to see eligible time account types.
A Time Account Type is, for example, vacation, sick
leave, or other paid off categories, for which an em­
ployee is eligible. These types are associated with the
Time Account.
To view the Time Account Payout object.
Go to
This object provides, for example, the associated ap­
Permissions
proval workflow to be applied to self-service requests.
To view Time Types.
○
User Permissions
. For Time Account Payout:
Visibility select View
Go to
User Permissions
Permissions
○
Time Management Object
Time Management Object
. For Time Types:
Visibility select View
Allows the user to see the eligible time types when re­
questing time account payout.
To Create Payout in Self Service.
Go to
User Permissions
Time Management User
Permissions . Select the Create Payouts in Self-Service
checkbox to allow access to the payout dashboard for re­
questing a payout, by the employee or by their manager,
for the time balance on an eligible time account. Addition­
ally, if the Time Account Payout Object in your system is
secured, users need the Edit permission on that object.
To view the requester name and photo when the re­
quest for payout isn’t made by the user.
To view the requester in the self-service dashboard.
Go to
○
○
○
○
Employee Data
.
First Name select View
Middle Name select View
Last Name select View
Photo select View
Go to
○
○
User Permissions
User Permissions
General User Permissions
.
Select the Company Info Access checkbox.
Select the User Search checkbox
Allows the user to see the requester name and photo
in the self-service dashboard when the request for
the payout isn’t made by the user
6. Choose Done to close the dialog box.
7. Choose Save Settings.
Results
The permissions are successfully saved.
Task overview: Leave Payout (Including Self-Service) [page 193]
Previous task: Assigning Administrator Permissions for Time Account Payout [page 195]
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Next task: Enabling Time Account Type as Eligible for Self-Service [page 200]
3.5.7.1.2.3 Enabling Time Account Type as Eligible for SelfService
Allow employees to request for time account payout for each time account type.
Prerequisites
Time Account Types are created and available to your role to edit.
A Payout Profile to associate with the time account type is created.
Context
Any Time Account Type that is allowed to accept employee self-service requests must be designated as eligible
for self-service.
Procedure
1. Sign on to Employee Central as an administrator.
2. Go to the
Admin Center
Tools
Manage Data .
3. Enter Time Account Type in Search and in the next field select a previously created time account type,
for example TA_VACATION.
The details for Time Account Type : <account name, for example, TA_VACATION> display.
4. Go to the Take Action button and select Make Correction.
5. Under Payroll Eligibility select Eligible for Self Service.
6. For the Payout Profile, select a previously created Time Account Payroll Profile to associate with this type.
7. (Optional) To verify the profile information, next to the Payout Profile, choose View Time Account Payout
Profile to display a dialog box with the profile information. Close the dialog box when you've completed your
review.
8. Choose Save.
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Results
The Time Account Type is enabled for employee self-service.
Next Steps
User permissions are required to allow employees to create payout requests. Refer to Assigning Permissions for
Time Account Payout for both administrators and employees for more information.
Task overview: Leave Payout (Including Self-Service) [page 193]
Previous task: Assigning User Permissions for Self-Service Time Account Payout [page 198]
Next task: Creating Time Account Payout Validation Rules [page 201]
3.5.7.1.2.4 Creating Time Account Payout Validation Rules
You define your company-specific validation rules to apply to payout requests.
Prerequisites
You’ve created the warning or error messages for Time Account Payouts in the Message Definition area of
Manage Data.
Context
You use this rule scenario for payout validation to generate a warning or error message. The relevant message
is triggered whenever the administrator makes changes or when an employee enters data.
When you create, cancel, or edit a payout, the system performs certain checks. For example, an error displays
when the requested quantity is greater than time account balance. You also have the option to add more
validation checks. You add validation checks using the rule scenario for payout validation in the Time Account
Payout Profile object.
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Procedure
1. Sign on as an administrator to Employee Central.
2. Go to
Admin Center
Tools
Configure Business Rules .
3. On the Business Rules Admin. view, choose + (Add).
4. On the Configure Business Rules view, expand Time Management.
5. From the expanded list, select Time Account Payout Validation.
A Time Account Payout Validation dialog box displays.
6. Enter the following:
Field
Entry
Rule Name
<name> An unique, understandable name to identify the
rule.
Rule ID
<ID name> An unique technical name to identify the rule.
Start Date
<date> When the rule is activated.
Description
<description> Though optional, we recommend that you
describe the purpose of this rule.
7. Choose Continue.
A new view with the rule you created displays.
8. Use the IF condition of the rule to specify the conditions under which the message is raised. For example,
you want the rule to check if the self-service request is for more days than your policy allows for payout.
The rule functions listed in the IF conditions can be used for that calculation.
9. For the THEN condition, add a Raise Message expression. Choose the relevant message and the level of
severity (Error, Warning, or Info).
If you want to format the text of the message, you can use any of these BBcodes:
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Use this BB code
For this effect
[b]...[/b]
Bold
[i]...[/i]
Italics
[u]...[/u]
Underline
[s]...[/s]
Strike through
[size]...[/size]
Font size
[color]...[/color]
Font color
[center]...[/center]
Center text
[quote]...[/quote]
Quote
[url]...[/url]
Link/Link name
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Use this BB code
For this effect
[xurl]...[/xurl]
Link that opens in a new window/Link name
[img]...[/img]
Image
[code]...[/code]
Code
[table]...[/table]
Tables
10. You're free to add further ELSE conditions to the rule to trigger different messages under different
conditions.
11. When you've completed your IF/THEN statement, choose Save from the bottom of the view.
A Successfully Saved message displays at the top of the view.
Task overview: Leave Payout (Including Self-Service) [page 193]
Previous task: Enabling Time Account Type as Eligible for Self-Service [page 200]
Next task: Creating Error Messages for Time Account Payout [page 203]
3.5.7.1.2.5 Creating Error Messages for Time Account Payout
You create the error or warning messages that display when an employee requests a payout.
Context
When employees enter their payout request, validation business rules are executed. These rules enforce your
organization's policy guidelines by displaying warnings or error messages. For example, your policy restricts
employees to creating five payout requests a year. Another example is that employees are limited to request a
payout for a maximum of 10 days, even if their balance is more than 10 days.
The steps for creating validation rules are provided in Creating Time Account Payout Validation Rules. In these
steps, you create the message that displays when the validation rules for time account payout are executed.
Use the Message Definition to create messages that appear when these requests are created or edited.
You create messages to meet your requirements. Use the following steps as an example to create error
messages. The two sample scenarios are 10 days as the payout limit and the request exceeds the number of
payout requests allowed for a time period.
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Procedure
1. Sign on to Employee Central as an administrator.
2. Go to the
Admin Center
Tools
Manage Data .
3. On Create New, select Message Definition.
4. In the Message Definition view, enter the text for the error message in the Text field.
 Note
To format the text of the error message or include an https: URL link, use standard BB Code (Bulletin
Board Code) markup language. See the table of supported BB Codes in the previous Creating Time
Account Payout Validation Rules.
For this Example Scenario
Enter this Text
When employee entry exceeds available time for payout.
For example, Selected balance must be less
than or equal to [b]10[/b].
[xurl]https://mycompany.com/HRpolicy[/
xurl],
When employee request exceeds the number of requests For example, You have [i]exceeded[/i] your
allowed for a time period.
payout request limit for this period.
[xurl]https://mycompany.com/HRpolicy[/
xurl]
5. Enter an External Code to describe the message definition.
 Remember
The External Code must be unique and not used by any other Message Definitions or an errorCode
Already Exists displays.
For this Example Scenario
External Code Example
When employee entry exceeds available time for payout.
payout_error_exceeds_balance
When employee request exceeds the number of requests payout_error_exceeds_requests
allowed for a time period.
6. Either copy and paste the code text in the Name field, or create a meaningful name to describe the error
message.
7. For Status, use the default, Active.
8. For these scenarios, you don't enter Parameters.
9. Choose Save.
A Successfully Created message displays.
Task overview: Leave Payout (Including Self-Service) [page 193]
Previous task: Creating Time Account Payout Validation Rules [page 201]
Next task: Creating a Business Rule to Trigger a Workflow for Payout [page 205]
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Related Information
Creating Time Account Payout Validation Rules (for table of supported BB Codes) [page 201]
3.5.7.1.2.6 Creating a Business Rule to Trigger a Workflow for
Payout
A business rule is required to trigger the approval process for a payout request.
Context
When making time account payout eligible for self-service, often an approval process is required to accept or
decline the request. You create a business rule to trigger the workflow.
 Note
These steps trigger a workflow, they don't create a workflow. You create the workflow by following the
procedures in Setting Up Workflows in the Employee Central Workflows: Implementation and Administration
guide. Your created workflow is added to the Time Account Payout of the time account type.
Procedure
1. Log on to Employee Central as an administrator.
2. Go to the Admin Center and choose
Tools
Configure Business Rules .
The Business Rules Admin view displays.
3. Choose + (Create New Rule).
Configure Business Rules view displays
4. From the list, expand Metadata Framework and choose Rules for MDF Based Objects.
5. In the Rules for MDF Based Objects dialog box, enter the following:
Field
Entry
Rule Name
<meaningful display name>
Rule ID
<meaningful technical name>
Start Date
<date> Date when rule is enabled.
Description
<meaningful description>
Base Object
Time Account Payout
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Field
Entry
Purpose
Workflow
6. And choose Continue.
The details view for the business rule displays.
7. Choose the If row and select the Always True checkbox.
8. Under Then, choose the Pencil icon (Edit Expression).
9. Select Set from the dropdown.
10. In the Select Left Expression field, expand Workflow Context and choose Workflow Configuration.
11. Retain to be equal to and from the Value field, expand
Payout Profile
Time Account Payout
Time Account Type
and select Workflow Configuration.
12. Choose Save.
Results
A Successfully Save message displays and the rule is created.
Next Steps
Go to the Admin Center and choose Tool Search Configure Object Definition and open the Time Account
Payout object in correction mode. Assign the rule you've created to onSave of the Time Account Payout object.
Task overview: Leave Payout (Including Self-Service) [page 193]
Previous task: Creating Error Messages for Time Account Payout [page 203]
Next task: Creating a Time Account Payout Profile [page 206]
3.5.7.1.2.7 Creating a Time Account Payout Profile
A payout profile defines the configuration elements that determine how your payout policy is implemented.
Prerequisites
The following are needed to create a payout profile:
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● You must be assigned permission to create or edit a time account payout profile
● Pay components and pay component groups
● Payout Validation Rules
● Workflow for the approval process
Context
You create a time account payout profile to define the elements needed to implement your payout policy. These
elements include:
● Pay components
● Pay component groups
● Workflows
● Instructional texts
● Validation rules
Procedure
1. Sign on to Employee Central as an administrator.
2. Go to the Admin Center and choose
Tools
Manage Data .
3. On the Create New field, select Time Account Payout Profile.
A Time Account Payout Profile view displays.
4. What you enter for the following depends upon your requirements:
Field Name
Entry
External Name
(Mandatory)<meaningful name to describe the profile>
Enter a name that is meaningful for all relevant languages,
typically the language that applies to your selection of
Country/Region.
Country/Region
<Country/Region> Adding Country/Region restricts use
to only those specified countries/regions.
Pay Component Group
<pay component group ID> This field is required to calcu­
late the standard rate for payout. Maintain this field when
the pay component used for payout is of Amount type. To
calculate the standard rate, maintain the appropriate val­
ues in the average field included in the work schedules.
Only active pay component groups are used, not an inac­
tive group.
Pay Component
<component ID> You must maintain this field to use the
payout function. The pay component can be either an
amount type or number type. When the pay component is
an amount type, it's required to maintain the previous en­
try, Pay Component Group, for the profile. The pay com­
ponent must be nonrecurring. This component is used to
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Field Name
Entry
create a spot bonus when the payout request is approved
or saved.
Separate Pay Component for Accrual on Termination
<component ID> To make an accrual pay out when termi­
nating, you must maintain this field. When using Amount
type pay components, maintain the pay component group
and entry in average fields included in the work schedule.
Only use active pay components, not an inactive compo­
nent. The pay component must be an Amount or Number
type. The pay component must be nonrecurring. This
component is considered when the payout is being made
from the termination view in Time Off. This field is only rel­
evant for time account types with the Entitled as
Transferred entitlement method.
Pay Component on Termination
<component ID>To make termination entitlement pay­
outs, you must maintain this field. When using Amount
type pay components, maintain the pay component group
and entry in average fields included in the work schedule.
Only use active pay components, not an inactive compo­
nent. The pay component must be an Amount or Number
type. The pay component must be nonrecurring. This
component is considered when the payout is being made
from the termination view in Time Off.
Instructional Text
<text> This field can be used to enter instructional text
and guidelines for your employees that display on the UI of
self-service payout request. Use standard BB Code (Bulle­
tin Board Code) to format text or add an https URL link.
For example, Some [b]limitations[/b] apply.
Review the payout policies at
[xurl]https:/mycompany.com/HRpayout[/
xurl]
Information about the supported BB Codes is included in
Creating Time Account Validation Rules.
External Code
(Mandatory)<meaningful code name of the profile>Enter
an external code for your time account payout profile.
Workflow Configuration
<workflow ID> Use this field to trigger a workflow for a
time account payout. The workflow conditions are based
on the business rule added to the Time Account Payout
object. When a workflow is only required for a self-service
payout request, add an If condition to execute this rule
only when Scenario is equal to Self-Service.
5. Under Validation Rules select the Time Account Payout Validation Rule you created previously.
6. On external code view,
7. Choose Save.
Next Steps
To allow employee self-service, administrator must select Eligible for Self Service on the Payout Eligibility field
for the Time Account Type that is selected for the Time Account Payout Profile.
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 Note
The Time Account Payout Profile defines the pay components and pay component groups included for
payout for the Time Account Type.
Task overview: Leave Payout (Including Self-Service) [page 193]
Previous task: Creating a Business Rule to Trigger a Workflow for Payout [page 205]
Next task: Enabling Attachments for Time Account Payout Requests [page 209]
Related Information
Creating Time Account Payout Validation Rules (for table of supported BB Codes) [page 201]
3.5.7.1.2.8 Enabling Attachments for Time Account Payout
Requests
Changing the default to enable attachments for self-service payout requests.
Prerequisites
Before starting, you must have a Time Account Type that is enabled as Eligible or Eligible for Self Service for
payouts.
You have permissions to Configure Object Definitions and Time Account Payout objects.
Context
By default, adding attachments isn't enabled for a Time Account Payout Request. To allow attachments on your
payout request, you must do it by adding a custom field of type attachment.
 Restriction
Only one custom field of the type, attachment, is allowed with Time Account Payout.
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Procedure
1. Sign on to Employee Central as an administrator
2. Go to the Admin Center and choose
Tools
Configure Object Definitions .
3. Select Object Definition in the first field and enter Time Account Payout in the second field.
The Object Definition: Time Account Payout details view displays.
4. From Take Action, select Make Corrections.
5. Scroll down to the Database Field Name of customFields.customField1 and enter the following:
Field
Entry
Field Name
<meaningful name> For example, Attachment
Maximum Length
For example, 38.
Data Type
Attachment
6. Choose Save.
Results
An attachment area is available when a time account payout is requested. When a payout request includes an
attachment, the payout dashboard displays an attachment icon.
Task overview: Leave Payout (Including Self-Service) [page 193]
Previous task: Creating a Time Account Payout Profile [page 206]
Next task: Enabling Requester Visibility in Time Account Payout [page 210]
3.5.7.1.2.9 Enabling Requester Visibility in Time Account
Payout
Additional configuration is required for requester information to display in the self-service and administrator
dashboards for payouts.
Context
You make the following configuration changes to the Visibility field in the time account payout generic object.
You manually enable the following fields, so that information about the requester of a time account payout
appears in the self-service and administrator dashboards for payouts.
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 Remember
Permissions for time account payout must be granted for administrators and users.
Procedure
1. Sign in to Employee Central as an administrator.
2. Go to the Admin Center and choose
Tools
Configure Object Definitions .
3. On the Search field, select Object Definition, and in the next field, enter Time Account Payout.
4. Choose
Take Action
Make Correction .
5. Go to the createdBy field and choose Details.
A Details dialog box displays.
6. Scroll down to the Visibility field and select Read Only
7. Choose Done to save and close the dialog box.
8. Now, go to the createdDate field and choose Details.
9. Repeat the steps for changing Visibility to Read Only and choose Done.
10. Choose Save.
 Note
To make the changes effective in the system, you must refresh the metadata. The next steps show you
how.
11. Go back to the Admin Center and choose
Tools
OData API Metadata Refresh and Export .
12. Choose Refresh.
Results
When a payout request is made, the requester information is visible on the self-service and administrator
dashboards for payouts.
Task overview: Leave Payout (Including Self-Service) [page 193]
Previous task: Enabling Attachments for Time Account Payout Requests [page 209]
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3.5.7.2
Leave Purchase
Employees can ask to purchase additional leave by having deductions made to their pay. Configuration work is
necessary to enable purchase leave.
 Restriction
At this time, this feature is only available for Public Sector Australia.
Purchased Leave
Purchased leave allows employees to fund an additional period of leave through payroll deductions. In the
setup, you designate the conditions for a purchase leave request, for example, how much or how often the
employee can request to purchase leave.
A deduction pay component is created for each request. The deduction can be a one-time deduction or a
recurring deduction over a defined time period.
Implementing and Configuring Deductions in Employee Central
For information on how to make deductions from to an employee's salary, referer to the Implementing and
Managing Deductions in Employee Central guide.
Business Rules
As part of the setup, you need to create business rules. See the Get Purchased Leave Quantity or Equivalent
Quantity(in weeks) for Period procedure in the Implementing Business Rules in SAP SuccessFactors guide.
Permissions
Certain administrator and user permissions are necessary to purchase leave. Refer to the Permissions in Time
Off section in this guide for information on setting up the necessary permissions.
 Note
Pay particular attention to the permissions for recurring deductions. If recurring deductions are secured in
your system, the person responsible for approving leave purchases must have the Create permission for
recurring deductions.
Refer to the Implementing and Managing Deductions in Employee Central guide for full information on
deductions.
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Related Information
Get Purchased Leave Quantity or Equivalent Quantity (in Weeks) for Period [page 625]
3.5.7.2.1
Creating Deduction Pay Components for Leave
Purchase
You create the means to deduct pay for leave purchase requests.
Prerequisites
You have permission to create pay components.
Context
Before a request can be made to purchase leave, you must create the pay component used to deduct from the
employee’s payroll. This deduction pay component is added to the Time Account Purchase Profile settings.
If your organization allows for multiple leave requests by employees in the same deduction period, you create
multiple deduction pay components. Only one pay component can be used per deduction period. When you
have another purchase with an overlapping deduction period, a new pay component is needed. If you allow
different units of time to be purchased, for example hours and days, you create separate deduction pay
components for each unit of time.
If an employee makes multiple purchase requests having overlapping deduction periods, separate deduction
pay components are used. Multiple deduction pay components are added to the purchase profile. For example:
The first leave purchase request has the Purchase Deduction Period as June 1, 2020 to December 31, 2020. The
second leave purchase has the deduction period as September 1 2020 to March 2021. Since these deduction
period overlap, separate deduction pay components must be created and added to the purchase profile to save
the purchased leave request for September 1 2020.
 Note
For recurring deduction, the setting for the pay component has Is Earning set to No, Recurring set to Yes,
and Pay Component Type set to Number.
 Restriction
The unit of measure is populated according to the United Nations Centre for Trade Facilitation and
Electronic Business (UN/CEFACT) Recommendations. When choosing hours as the Unit of Measure, the
selection must be Hours (HUR).
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 Remember
A currency value must be selected for pay components. For Purchase Leave, the frequency is required and
should be populated with a new, delivered frequency value of TDP or Total Deduction Period.
Procedure
1. Log on to Employee Central as an administrator.
2. Go to the Admin Center and select Manage Organization, Pay and Job Structures.
3. On the Create New field, enter Pay Component.
4. Make the following entries:
Field Name
Entry
Effective as of
<date> Purchase leave request can only be made after ef­
fective date.
Pay Component ID
<meaningful technical ID name>
Name
<meaningful name> Because this name will be shown
when adding to the Time Account Purchase Profile, we rec­
ommend including Deduction Pay Component in the
name.
Description
<meaningful description of the component>
Status
Active or Inactive
Note that a purchase leave request can only be made of
Active pay components.
Pay Component Type
Number
Use Number as the type for deduction pay components.
Units of Measure
Days (DAY) or Hours (HUR)

Caution
When choosing Hours as the measure, ONLY HUR is
used. Don’t use HRS or Hours.
Is Earnings
No
No must be selected for deduction pay components.
Currency
<currency>
A currency is required for deduction pay components.
Frequency
TDP - Total Deduction Period.
This selection allows deductions to be evenly spread
through the deduction period requested.
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Field Name
Entry
Recurring
Select Yes The payroll deductions are made across the en­
tire time period selected in the request.
Even when the deductions are taken out in one pay period
you also select Yes. Purchase leave uses only the Recur­
ring Deduction portlet for integration

Remember
NOTE: For recurring deduction, the required setting of
the pay component for Is Earning is set to No,
Recurring set to Yes, and Pay Component Type set to
Number.
Display on Self-Service
Yes or No
When self-service is enabled for leave purchase, Yes allows
the self-service user to view on the Recurring Deduction
portlet.
5. Choose Save.
Next Steps
After the Deduction Pay Component is created, permissions must be granted to view or edit the pay
component. See Assigning Administrator Permissions for Deduction Pay Components.
Related Information
Assigning Administrator Permissions for Deduction Pay Components [page 225]
3.5.7.2.1.1 Adding User Permissions for Deduction Pay
Components
Allow users to see their leave purchase deductions by adding permissions.
Prerequisites
A deduction pay component has been created. You have administrator access to manage permissions.
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Context
Deduction Pay Components are used for leave purchase requests. The pay components are used to deduct
from the employee pay. To allow employees to see their leave purchase deductions on the recurring deduction
portlet, you must provide view permissions.
Procedure
1. Log on to Employee Central as an administrator.
2. Go to the Admin Center and select Manage Permission Roles.
3. Select the employee role that is given the permission.
The Permission Role Detail view is shown.
4. Choose Permission....
A Permission settings dialog box is shown.
5. Under User Permissions, select Employee Data.
6. Under the Pay Components category, locate the pay components created for the Purchase Leave entries.
 Remember
A deduction pay component is created for each new purchase leave request.
7. Select the View checkbox to allow the permission for the role.
8. Choose Done.
3.5.7.2.2
Creating a Time Account Purchase Profile
The profile defines the configuration elements that determine how your leave purchase policy is implemented.
Prerequisites
The following are needed to create a purchase profile:
● You must be assigned permission to create or edit a time account purchase profile
● Deduction Pay Components
● Purchase Validation Rules
● Workflow for the approval process (if necessary)
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Context
You create a time account purchase profile that determines the attributes impacting the purchase leave
request created by your users. These attributes reflect your organization’s policies for requests. For example,
the purchase profile determines whether your users are allowed to select the deduction start date. It
determines whether the deduction for purchased leave is one-time or prorated. You specify the number of pay
components assigned to a profile to determine how many requests a user can make in a deduction period. The
profile can be set up to only apply to a specific country/region. If an approval process for the request is needed,
you assign the workflow to this profile.
Procedure
1. Sign on to Employee Central as an administrator.
2. Go to the Admin Center and select Manage Data.
3. On the Create New field, enter Time Account Purchase Profile.
A Time Account Purchase Profile view shows.
4. Make entries for the following depending on your requirements:
Field Name
Entry
External Name
(Mandatory) <meaningful name to describe the profile>
Enter a name that is meaningful for all relevant
languages; typically the language that applies to your
selection of Country/Region.
Country/Region
(Optional) <Country/Region> Adding Country/Region
restricts use to only those specified countries/regions.
Workflow Configuration
When a workflow approval is required for the profile, you
select the workflow ID from the picklist. If no approval is
required for this profile, leave No Selection.
Equivalent Units
Select the particular time interval that applies to the
profile:
None allows this profile to request a purchase of leave for
time in time account units, for example, hours or days.
Weeks allow this profile to purchase leave in multiples of
the user’s typical work week.

Note
The unit of measure of the pay component
associated to this purchase profile must match the
unit of time account type that is assigned to this
purchase profile.
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Field Name
Entry
Deduction Type
(Mandatory) Assign how the deductions are assessed for
this profile:
One-time - When the total purchase amount is a single
deduction.
Prorated - When the total deduction amount of the
purchased leave is distributed as equal amounts over all
pay periods between the start and end dates of the
deduction.
Instructional Text
This field can be used to enter instructional text and
guidelines for your employees. That text shows on the UI
of self-service leave purchase request.
Use standard BB Code (Bulletin Board Code) to format
text or add an https URL link. For example, Some
[b]limitations[/b] apply. Review the purchase leave
policies at [xurl]https:/mycompany.com/
HRpurchaseleave[/xurl]
Information about the supported BB Codes is included in
Creating Purchase Validation Rules.
Allow users to select the Deduction Start Date
Yes allows users to select a deduction start date at the
time of submitting the request.
No to set the Deduction Start Date equal to the Approval
Date.
External Code
(Mandatory) <meaningful code name of the profile> The
name is used as an external code for your time account
purchase profile.
Deduction Pay Components
(Mandatory) Select deduction pay components
previously created to assign to this profile.

Note
If you allow multiple leave purchases for an employee
during the same deduction period, please specify
more than one deduction code for the profile. The
number of Deduction Pay Components assigned
determines the number of requests allowed in a
deduction period.
5. Choose Save.
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Next Steps
To allow employee self-service, administrator must select Self- Service on the Eligibility field for the Time
Account Type selected for the Time Account Purchase Profile.
3.5.7.2.2.1 Creating Error Messages for Time Account
Purchase
You create the error or warning messages that display when an employee requests a leave purchase.
Context
When employees enter their purchase leave request, validation business rules are executed. These rules
enforce your organization's policy guidelines by displaying warnings or error messages. For example, your
policy limits employees to creating a certain number requests a year. Another example is that employees are
limited from purchasing more that certain amount during a time period.
The steps for creating validation rules are provided in Creating Time Account Purchase Validation Rules. In that
procedure, you create the rules that provide the message to be shown for invalid requests.
Use the Message Definition to create messages that appear when these requests are created or edited.
You create messages to meet your requirements. Use the following steps as an example to create error
messages.
Procedure
1. Sign on to Employee Central as an administrator.
2. Go to the Admin Center and choose Manage Data.
3. On Create New, select Message Definition.
4. In the Message Definition view, enter the text for the error message in the Text field.
 Note
To format the text of the error message or include an https: URL link, use standard BB Code (Bulletin
Board Code) markup language. See the table of supported BB Codes in the Adding Additional
Validation Checks for Leave Requests topic.
For this Example Scenario
Enter this Text
When employee entry exceeds time amount allowed for
purchase.
For example, Requested purchase must be
less than or equal to [b]5[/b].
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For this Example Scenario
Enter this Text
[xurl]https://mycompany.com/HRpolicy[/
xurl],
When employee request exceeds the number of requests For example, You have [i]exceeded[/i] your
allowed for a time period.
purchase request limit for this period.
[xurl]https://mycompany.com/HRpolicy[/
xurl]
5. Enter an External Code to describe the message definition.
 Remember
The External Code must be unique and not used by any other message definitions. Otherwise, an error
Code Already Exists displays.
For this Example Scenario
External Code Example
When employee entry exceeds available time for payout.
purchase_error_exceeds_limit
When employee request exceeds the number of requests payout_error_exceeds_requests
allowed for a time period.
6. Either copy and paste the code text in the Name field, or create a meaningful name to describe the error
message.
7. For Status, use the default, Active.
8. For these scenarios, you don't enter Parameters.
9. Choose Save.
A success message displays.
Related Information
Adding Additional Validation Checks for Leave Requests (for table of supported BB Codes) [page 120]
3.5.7.2.2.2 Creating Time Account Purchase Leave Validation
Rules
You define your company-specific validation rules to apply to leave purchase requests.
Prerequisites
You’ve created the warning or error messages for Time Account Leave Purchase in the Message Definition area
of Manage Data.
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Context
You use this rule scenario for purchase validation to generate a warning or error message. The relevant
message is triggered whenever the administrator makes changes or when an employee enters data.
When you create, cancel, or edit a leave request, the system performs certain checks. For example, an error
displays when the request exceeds the number allowed for a time period. You also have the option to add more
validation checks. You add validation checks using the rule scenario for leave purchase validation in the Time
Account Purchase Profile object.
Procedure
1. Log on to Employee Central as an administrator.
2. Go to the Admin Center and choose Configure Business Rules.
3. On the Business Rules Admin. view, choose + (Add).
4. On the Configure Business Rules view, expand Time Management.
5. From the expanded list, select Time Account Purchase Leave Validation.
A Time Account Purchase Leave Validation dialog box is shown.
6. Enter the following:
Field
Entry
Rule Name
<name> An unique, understandable name to identify the
rule.
Rule ID
<ID name> An unique technical name to identify the rule.
Start Date
<date> When the rule is activated.
Description
<description> Though optional, we recommend that you
describe the purpose of this rule.
7. Choose Continue.
A new view with the rule you created displays.
8. Use the IF condition of the rule to specify the conditions under which the message is raised. For example,
you want the rule to check if the request is to purchase more leave than your policy allows for time period.
The rule functions listed in the IF conditions can be used for that calculation.
9. For the THEN condition, add a Raise Message expression. Choose the relevant message and the level of
severity (Error, Warning, or Info).
If you want to format the text of the message, you can use any of these BBcodes:
Use this BB code
For this effect
[b]...[/b]
Bold
[i]...[/i]
Italics
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Use this BB code
For this effect
[u]...[/u]
Underline
[s]...[/s]
Strike through
[size]...[/size]
Font size
[color]...[/color]
Font color
[center]...[/center]
Center text
[quote]...[/quote]
Quote
[url]...[/url]
Link/Link name
[xurl]...[/xurl]
Link that opens in a new window/Link name
[img]...[/img]
Image
[code]...[/code]
Code
[table]...[/table]
Tables
10. You're free to add further ELSE conditions to the rule to trigger different messages under different
conditions.
11. When you've completed your IF/THEN statement, choose Save from the bottom of the view.
A success message displays at the top of the view.
Next Steps
Add the newly created rule to the purchase profile of the Time Account Type.
 Posting Instructions
It is also necessary to create a business rule for leave quantity or equivalent period quantity. See the
Related Links for you next step.
Related Information
Get Purchased Leave Quantity or Equivalent Quantity (in Weeks) for Period
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3.5.7.2.2.3 Creating Time Account Leave Purchase Rules for
Setting Dates and Quantities
You define your company-specific business rules to set dates or quantities for leave purchase requests.
Context
When you create, cancel, or edit a leave purchase, the system performs certain checks. You use this rule
scenario to set the quantities or dates for leave purchase according to your company-specific purchase leave
policy. For example, creating a rule to specify the deduction start and end dates or setting specific quantities
for leave purchase. You add the business rules to set certain values on Time Account Purchase Profile object.
Procedure
1. Log on to Employee Central.as an administrator.
2. Go to the Admin Center and select Configure Business Rules.
3. On the Business Rules Admin. view, choose + (Add).
4. On the Configure Business Rules view, expand the Time Management rules scenario category.
5. From the expanded list, select the Time Account Purchase Leave Validation rules scenario.
A Time Account Purchase Leave Validation dialog box shows at the top of the view.
6. Enter the following:
Field Name
Entry
Rule Name
<name> An unique, understandable name to identify the
rule.
Rule ID
<ID name> An unique technical name to identify the rule.
Start Date
<date> When the rule is activated.
Description
<description> Though optional, we recommend that you
describe the purpose of this rule.
7. Choose Continue.
A <Rule Name> (<Rule ID>) view is shown.
8. Use the IF expression box to define the conditions of the rule. For example, the conditions of the start date
for the deduction period.
9. From the Then expression box, select Set.
Where you select Set, the second expression box field provides five options for Time Account Purchase:
○ Comment
○ Deduction Start Date
○ Deduction End Date
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○ Equivalent Unit Quantity
○ Quantity
Create your Then condition using one of those selections. For example, the conditions of the end date for
the deduction period.
10. When you've completed your IF/THEN statement, choose Save from the bottom of the view.
Next Steps
Add the newly created business rule to the Purchase Profile of Time Account Type.
3.5.7.2.2.4 Creating a Business Rule to Trigger a Workflow for
Leave Purchase
A business rule is required to trigger the approval process for a leave purchase request.
Context
When making time account purchase eligible for self-service, an approval process may be necessary to accept
or decline the request. You create a business rule to prompt the workflow.
 Note
These steps enable a workflow. These steps don't create a workflow. You create the workflow by following
the procedures in Setting Up Workflows in the Employee Central Workflows: Implementation and
Administration guide. Your created workflow is added to the purchase profile of the Time Account Type.
Procedure
1. Log on to Employee Central as an administrator.
2. Go to the Admin Center and choose Configure Business Rules.
The Business Rules Admin view shows.
3. Choose + (Create New Rule).
Configure Business Rules view displays
4. From the list, expand Metadata Framework and choose Rules for MDF Based Objects.
5. In the Rules for MDF-Based Objects dialog box, enter the following:
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Field
Entry
Rule Name
<meaningful display name>
Rule ID
<meaningful technical name>
Start Date
<date> Date when rule is enabled.
Description
<meaningful description>
Base Object
Time Account Purchase
Purpose
Workflow
6. And choose Continue.
The details view for the business rule displays.
7. Choose the If row and select the Always True checkbox.
8. Under Then, choose the Pencil icon (Edit Expression).
9. Select Set from the dropdown.
10. In the Select Left Expression field, expand Workflow Context and choose Workflow Configuration.
11. Retain to be equal to and from the Value field, expand
Leave Purchase Profile
Time Account Purchase
Time Account Type
and select Workflow Configuration.
12. Choose Save.
Results
A success message displays and the rule is created.
Next Steps
Go to the Admin Center and choose Configure Object Definition. Open the Time Account Purchase object in
correction mode. Assign the rule you've created to Save Rules.
3.5.7.2.3
Assigning Administrator Permissions for
Deduction Pay Components
A deduction pay component is created for each leave purchase request. For an administrator to view and edit
these deduction pay components, additional permissions are necessary.
Prerequisites
A deduction pay component has been created. You have administrator access to manage permissions.
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Context
When a leave purchase request is approved, a recurring deduction is created using the pay component to
deduct an employee's pay. For each deduction pay component that is created, permissions are necessary for
administrators to view and edit those components on the recurring deduction portlet.
Procedure
1. Log on to Employee Central as an administrator.
2. Go to the Admin Center and select Manage Permission Roles.
3. Select the role that is given the permission.
The Permission Role Detail view is shown.
4. Choose Permission....
A Permission settings dialog box is shown.
5. Under User Permissions, select Employee Data.
6. Under the Pay Components category, locate the pay components created for the Purchase Leave entries.
 Remember
A deduction pay component is created for each new purchase leave request.
7. Select View and Edit checkboxes to allow those permissions to the role.
8. Choose Done.
3.5.7.2.3.1 Assigning Administrator Permissions for Leave
Purchase
Allowing administrators to create, edit, or cancel requests to purchase additional time off.
Context
To enable eligibility for the leave purchase function, you assign permissions to administrators. The
administrators can then create, edit, or cancel leave purchase requests.
 Note
All of the time objects are delivered as unsecured. We recommend that you secure them. Use Configure
Object Definition to change security settings.
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 Tip
We recommend using the Time Management Object Permissions category for securing all of the time
objects. Legacy systems might have the permissions currently located in Miscellaneous Permissions.
Procedure
1. Log on to Employee Central as an administrator.
2. Go to the Admin Center and then select Manage Permission Roles.
3. On the Permission Roles list, select the administrator role to assign the permissions.
 Note
The role, or roles, depends on how your company defines administrator tasks and responsibilities.
The Permission Role Detail view for the selected role displays
4. Choose Permission…
A Permissions setting dialog box is shown.
5. The following permissions depend on how your company defines administrator tasks and responsibilities,
Assign your administrators the following permissions, as necessary:
To Enable the Administrator to:
Assign this Permission
To view and edit Time Accounts.
Go to
A Time Account is created for an employee when the
purchase leave is approved. The account contains the
accrued balance of the deduction.
User Permissions
Miscellaneous
Permissions . For Time Accounts, select one or more of
these options depending on your requirements:
○ Visibility select View
Allows the administrator to see time accounts.
○
Actions select Edit
Allows the administrator to edit the time accounts for
purchase leave.
To view and edit Time Account Types.
A Time Account Type is associated with the Time Ac­
count.
Go to
User Permissions
Miscellaneous
Permissions . For Time Account Types, select one or
more of these options depending on your requirements:
○ Visibility select View
Allows the administrator to see time account types.
○
Actions select Edit
Allows the administrator to edit the time accounts
types for leave purchase.
To view and edit the Time Account Purchase Profile.
Go to
User Permissions
Time Management Object
Permissions and for Time Account Purchase Profile. Se­
To allow self-service for leave purchase, a Time Account
lect one or more of these options depending on your re­
Purchase Profile object must be created and main­
quirements:
tained.
○ Visibility select View
Allows the administrator to see the Time Account
Purchase Profile.
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To Enable the Administrator to:
Assign this Permission
○
Actions select Edit
Allows the administrator to edit the Time Account
Purchase Profile.
To Create Purchase in Self Service.
Go to
User Permissions
Time Management User
Permissions . Select the Create Purchases in Self-Service
checkbox. The permission allows the employee, or by their
manager, access to the Purchase dashboard to request a
Purchase on the time balance of an eligible time account.
To view Time Types.
Go to
User Permissions
Permissions
Time Management Object
select one or more of these options for
Time Types depending on your requirements:
○
Visibility select View
Allows the administrator to see time types when re­
○
Actions select Edit
Allows the administrator to edit the time types.
questing time account Purchase.
To view and edit the Time Account Purchase Profile ob­
Go to
User Permissions
Time Management Object
ject.
Permissions
To allow for leave purchase, a Time Account Purchase
Time Account Purchase Profile depending on your require­
Profile object must be created and maintained.
ments:
select one or more of these options for
○
Visibility select View
Allows the administrator to view time account Pur­
○
Actions select Edit
Allows the administrator to edit the object definition
chase.
for time account Purchase.
To view and maintain Time Account Purchase Profile
Go to
User Permissions
Time Management Object
Leave Validation Rules object.
Permissions
This permission is for editing the delivered object defi-
Time Account Purchase Profile Leave Validation Rules de­
nitions for time objects, for example, to enable custom
pending on your requirements:
fields, or add business rules, specific to your business
logic.
To manage the metadata framework object definitions
for the Time Account Purchase Profile.
○
○
○
○
○
select one or more of these options for
View
Correct
Create
Adjust Order
Delete
Go to
Administrator Permissions
Metadata
Framework select the following options depending on
your requirements:
○
Configure Object Definitions
Allows the administrator to manage Metadata Frame­
work (MDF) object definitions, for example, Time Ac­
count Purchase Profile.
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To Enable the Administrator to:
Assign this Permission

Remember
All of the time objects are delivered as unsecured. Se­
cure the Time Account Purchase Profile object using
Configure Object Definition to make it available with
role-based permissions.
To provide access to the Purchase tab on Time
Administrator Workbench.
Go to
Administrator Permissions
Manage Time se­
lect one or more of these options depending on your re­
quirements:
○ Access Workbench
Allows the user to access the Time Workbench in or­
der to maintain time-related objects.
○
Access Accounts Purchases
Users with this permission can access the Account
Purchases tab in the Time Workbench "
To provide access to create, edit, and delete a Purchase
request.
Go to
Administrator Permissions
Manage Time Off
select the option depending on your requirements:
○
Manage Purchase Leave
Allows the administrator to create leave purchases
for employees.
6. Choose Done to close the dialog box.
7. Choose Save Changes.
Results
The permissions are successfully saved.
3.5.7.2.3.2 Assigning User Permissions for Self-Service Leave
Purchase
Permissions are necessary for employees to access the self-service dashboard to view or request to purchase
additional time off .
Context
There’s a self-service feature that allows employees to purchase additional time off through deduction to their
pay. You assign permissions to users to allow creating leave purchase requests and to view information about
the requests.
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 Note
All of the time objects are delivered as unsecured. We recommend that you secure them. Use Configure
Object Definition to change security settings.
 Tip
We recommend using the Time Management Object Permissions category for securing all of the time
objects. Legacy systems might have the permissions currently located in Miscellaneous Permissions.
Procedure
1. Log on to Employee Central as an administrator.
2. Go to the Admin Center and choose Manage Permission Roles.
3. Under the Permission Roles list, select the role, or create a new role, to assign the self-service permissions.
The Permission Role Detail view for the selected role displays
4. Choose Permission…
A Permissions setting dialog box is shown.
5. The following permissions are provided to users to view and request self-service leave purchase. Assign
your users the following permissions, as necessary:
To Enable the User to:
Assign this Permission
To view Time Accounts.
Go to
A Time Account is assigned to an employee and con­
tains the accrued balance of the various time types.
To view Time Account Types.
A Time Account Type are associated with the Time Ac­
count.
User Permissions
Permissions . For Time Accounts choose:
○ Visibility select View
Allows the user to see eligible time accounts.
Go to
User Permissions
Go to
This object provides, for example, the associated ap­
Permissions
To view Time Types.
○
User Permissions
Go to
○
Time Management Object
. For Time Account Purchase Leave:
Visibility select View
User Permissions
Permissions
To Create Leave Purchase in Self-Service.
Miscellaneous
Permissions , For Time Account Types choose:
○ Visibility select View
Allows the user to see time account types.
To view the Time Account Purchase Leave object.
proval workflow to be applied to self-service requests.
Miscellaneous
Time Management Object
. For Time Types:
Visibility select View
Allows the user to see the eligible time types.
Go to
User Permissions
Time Management User
Permissions . Select the Create Purchase Leave in SelfService checkbox to allow access to the dashboard for re­
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To Enable the User to:
Assign this Permission
questing a leave purchase. Additionally, if the Time Ac­
count Purchase object in your system is secured, users
need the Edit permission for that object.
To view the requester name and photo when the re­
quest for purchase leave isn’t made by the user.
To view the requester in the self-service dashboard.
Go to
○
○
○
○
Go to
○
○
User Permissions
Employee Data
.
First Name select View
Middle Name select View
Last Name select View
Photo select View
User Permissions
General User Permissions
.
Select the Company Info Access checkbox.
Select the User Search checkbox
Allows the user to see the requester name and photo
in the self-service dashboard when the request for
the leave purchase isn’t made by the user
6. Choose Done to close the dialog box.
7. Choose Save Changes.
Results
The permissions are successfully saved.
3.5.7.2.3.3 Enabling Requester Visibility in Time Account
Leave Purchase
Additional configuration is required for requester information to be shown in the self-service and administrator
dashboards for leave purchase.
Context
You make the following configuration changes to the Visibility field in the time account purchase generic object.
You manually enable the following fields, so that information about the requester of a time account purchase
appears in the self-service and administrator dashboards for leave purchase.
 Remember
Permissions for time account purchase must be granted for administrators and users.
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Procedure
1. Log on to Employee Central as an administrator.
2. Go to the Admin Center and choose Configure Object Definitions
3. On the Search field, select Object Definition, and in the next field, enter Time Account Purchase.
4. Choose
Take Action
Make Correction .
5. Go to the createdBy field and choose Details.
A Details dialog box shows.
6. Scroll down to the Visibility field and select Read Only
7. Choose Done to save and close the dialog box.
8. Now, go to the createdDate field and choose Details.
9. Repeat the steps for changing Visibility to Read Only and choose Done.
10. Choose Save.
 Note
To make the changes effective in the system, you must refresh the metadata. The next steps show you
how.
11. Go back to the Admin Center and choose OData API Metadata Refresh and Export.
12. Choose Refresh.
Results
When a leave purchase request is made, the requester information is visible on the self-service and
administrator dashboards for payouts.
Related Information
Assigning User Permissions for Self-Service Leave Purchase [page 229]
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3.5.7.2.4
Allowing Attachments for Time Account Leave
Purchase Requests
Allow attachments to be included with leave purchase requests.
Context
When a request for leave purchase is made, by default, it isn't possible to add an attachment. To allow
attachments to be submitted with a leave purchase request, you add a custom field and settings to the object
definition.
 Note
You’re only allowed to add one custom field to the object definition.
Procedure
1. Log on to Employee Central as an administrator
2. Go to the Admin Center and choose Configure Object Definitions.
3. Enter Object Definition in the first field and enter Time Account Purchase in the second field.
The Object Definition: Time Account Purchase view shows.
4. On Take Action, select Make Corrections.
5. Scroll down to the Database Field Name of customFields.customField1 and enter the following:
Field Name
Entry
Name
<meaningful name> For example, Attachment
Maximum Length
For example, 38
Data Type
Attachment
Visibility
Select Editable to allow users to add attachments.
Label
<meaningful name that shows on the UI> For example,
Supporting Document
6. Choose Save.
Results
An attachments area is visible in the time account leave purchase request area.
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3.5.7.2.5
Adding Consent Acknowledgment for Purchase
Leave Deductions
Settings enabling the acknowledgment process for purchased leave when employees must give consent before
pay deductions are made.
Context
Some organizations are required to get the consent of an employee before making pay deductions. For
purchase leave, requiring acknowledgment of consent is available in Time Account Purchase object definition
as a delivered field. By default, the field isn’t activated. The following steps activate the acknowledgment field
to record employee consent.
Procedure
1. Log on to Employee Central as an administrator.
2. Go to the Admin Center and choose Configure Object Definitions.
3. Enter Object Definition in Search field and then enter Time Account purchase in the next field.
The Object Definition: Time Account Purchase Leave view shows.
4. On Take Actions, select Make Corrections.
5. Under the Fields section, go to acknowledgment field and choose Details.
A Details dialog box shows.
6. Go to the Visibility field and make a choice:
Selection
Comment
Not Visible
Default, as delivered, consent acknowledgment isn’t
shown.E
Editable
Consent acknowledgment is shown, and the employee
must give their consent on the UI to submit a request.
Read Only
Not recommended. If you choose this, the acknowledg­
ment field is available in the self service UI and is shown as
read only in the Manage Data UI, so serves no purpose..
 Note
Acknowledgment should be enabled only if tracking employee consent to Yes is needed per your
business requirements.
7. Go to the Label field and enter your text for the consent acknowledgment that employees are shown when
making a leave purchase request. For example, I agree that this purchase results in deductions to my pay.
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 Note
This field has character count limits of 255 characters. The label text is what is shown on the Purchase
Request UI for the users.
8. Choose Save.
Results
Once the field is visible, your acknowledgment text shows when employees create a request to purchase time.
If you’ve enabled this field, the employee must check an acknowledgment box to submit a request.
3.5.8 Time Account Snapshots
Time account snapshots are records of time account data as they existed at a specific point in time. You can
use these records in, for example, payroll processing.
Snapshots are based on time account and compensation information. Here's how it works:
1. The snapshot calendar compiles all the time accounts that are open and bookable on balanceEffectiveDate
(that is, the end date of the snapshot calendar), and then filters the employees using the compensation
information.
2. A snapshot is generated of any employees with the pay group specified in the snapshot calendar.
Based on the above logic, if pay group field is not enabled and/or if field is enabled but not maintained in
Compensation Information of the employee, snapshot generation would not work.
Enabling The Snapshot Feature
Set the Snapshots Allowed field of the time account type to Yes. You can then create snapshots for any time
accounts assigned to this time account type.
Creating Time Account Snapshots
You create the actual snapshot by using a time off calendar. To access the calendar function, go to the Admin
Center and choose Manage Time Off Calendars. You then choose New Calendar and, having selected the
snapshot option, enter the following information:
● A Name for the calendar run.
● Time Account Type
Snapshots are aggregated per time account type. The time account type entered here must be one where
you have set the Snapshots Allowed field to Yes.
● Start Date
This is used to select the employees. Employees must have been active for at least one day, or assigned to
this time account type for at least one day.
● End Date
This is the date for which the snapshot is created.
● Run Date
This is the date you want the calendar run to be executed.
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● Pay Group
The target group of users is selected according to the pay group you enter here.
● With Recalculation
If you select this flag, the calendar run recalculates existing snapshots and adds missing snapshots. If you
do not select this flag, the calendar run only adds the missing snapshots.
● Snapshot Flags
○ Snapshots As Of Pay Period End
Select this if you want to have the relevant balance displayed on employee payslips. You can select
both this and Snapshots As Of Accounting Period End. The field disappears if you select Outdated Only.
○ Snapshots As Of Accounting Period End
Select this if you want to have your business's leave liability towards the employee calculated. You can
select both this and Snapshots As Of Pay Period End.
○ Outdated Only
If you select this, the other snapshot flags disappear and the calendar run is used only to update
existing snapshots marked as outdated by payroll integration as of the given date and the given pay
group. In such cases, no selection by means of job info can take place.
Look at the Calendars in Time Off documentation for full information on how to use Time Off calendars. And
take a look at the Integrating Time Off and Employee Central Payroll guide for full information on the integration
process.
Related Information
Time Account Type [page 722]
Time Account Snapshot [page 721]
3.5.9 Country/Region-Specific Features for Time Off
Learn which aspects of Time Off you can manage on a country/region-specific basis.
You configure your individual time objects in the Admin Center under Configure Object Definition. Certain time
objects have a Country/Region field, and by entering a country/region here you make the object specific to that
country/region. If you leave the field blank, then the object is automatically valid for all countries/regions.
Here are all the time objects you can designate as country/region-specific:
● Absence Counting Method
● Holiday
● Holiday Calendar
● Time Account Type
● Time Type
● Work Schedule
● Work Schedule Day Model
Please keep the relationships between certain time objects in mind when doing this, as otherwise you might
not be able to assign them to each other afterwards. For example, let's say you create a holiday calendar for the
U.S. To this calendar, you can assign:
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● Holidays that are valid for all countries/regions (for example, Christmas Day)
● Holidays that are valid for the U.S. only (for example, Independence Day)
However, you can't assign a holiday that is specific to Australia. Likewise, if you create a holiday calendar that is
valid for all countries, you can only assign holidays that are also valid for all countries/regions. You couldn't, for
instance, assign "Independence Day" to such a holiday calendar, since this holiday is U.S.-only.
 Note
The objects Holiday Calendar, Time Profile, Work Schedule, and Work Schedule Day Model can be assigned
to an employee's job information. If you designate any of these objects as country/region-specific, then you
can only assign them to employees whose company (legal entity) is also set as that country/region.
3.5.9.1
Australia
For Australia, the Time Off solution has been enhanced to use the Advance Leave Payment, and Leave Loading.
It is possible to configure and use the Advance Leave Payment option for Australia. Advance Leave Payment
refers to advancing one or more periods of the net pay to the employee, when the employee is going to be
absent in the subsequent pay day(s).
It is possible to configure and use the Leave Loading option for Australia. Leave Loading is an extra payment
that employees are entitled on top of the annual leave pay. Leave Loading payments are paid to provide
monetary assistance when employees go on vacation.
Configuration
● Take a look at Creating Time Type for Advance Leave Payment [page 249] for information on creating the
Time Type specific to Australia.
● Take a look at Create a Business Rule for Pay Date validation [page 250] for information on creating a
business rule for pay date validation.
● Take a look at Create a Business Rule for Fiscal Year Validation [page 252] for information on creating a
business rule for fiscal year validation.
● Take a look at Creating Time Account Type for Leave Loading [page 243] for information on creating the
Time Account Type specific to Australia.
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3.5.9.1.1
Requesting for Advance Leave Payment as an
Employee(ESS)
Request for the Advance Leave Payment from the Time Off tile in the Home page.
Context
An employee wants to request for advance payment for the leave in the upcoming days. If the leave spans
across the change in the financial year, the employee can also split this payment across the financial year, due
to changing tax implications in the new financial year.
Procedure
1. Go to the Time Off tile in the Home Page.
2. Click on New Absence.
3. Select the Time Type from the drop down.
4. Enter the <Start Date> and the <End Date> of the absence.
5. Under the Additional Leave Information for Australia select the Request Advance Pay as Yes to request
for the advance leave payment and Split Pay Across Financial Year as Yes if you would want to
split the advance payment across the financial year due to changing tax implications.
In the case of integration of the Time Off solution to Employee Central Payroll, the <Request Advance
Pay> and <Split Pay Across Financial Year> under the Additional Leave Information for Australia
are replicated to the Employee Central Payroll.
 Note
The option to Split Pay Across Financial Year is applicable only for public sector employees in
Australian payroll. For more information on what happens in Australia payroll in case of replication to
Employee Central Payroll , see SAP Note 2882536
6. Click on Submit button.
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3.5.9.1.2
Requesting for Advance Leave Payment on behalf
of an Employee(MSS)
Request for the Advance Leave Payment on behalf of the employee from the employee'sPeople Profile .
Context
An admin can request for the advance leave payment on behalf of the employee and also request to spilt this
payment across the financial year, due to changing tax implications in the new financial year, if the leave spans
across the financial year.
Procedure
1. Go to Administer Time in the Time management of the employee's People Profile.
2. Click on New Absence.
3. Select the Time Typefrom the drop down.
4. Enter the <Start Date> and the <End Date> of the absence.
5. Under the Additional Leave Information for Australia select the Request Advance Pay as Yes to request
for the advance leave payment and Split Pay Across Financial Year as Yes if you would want to
split the advance payment across the financial year due to changing tax implications.
In the case of integration of the Time Off solution to Employee Central Payroll, the <Request Advance
Pay> and <Split Pay Across Financial Year> under the Additional Leave Information for Australia
are replicated to the Employee Central Payroll.
 Note
The option to Split Pay Across Financial Year is applicable only for public sector employees in
Australian payroll. For more information on what happens in Australia payroll in case of replication to
Employee Central Payroll , see SAP Note 2882536
6. Click on Submit button.
 Tip
In the employee's Time Off overview screen, the admin can also view the requests that are already
submitted and edit the requets.
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3.5.9.1.3
Leave Loading
Leave Loading is an extra payment that employees are entitled on top of the annual leave pay. Leave Loading
payments are paid to provide monetary assistance when employees go on vacation.
 Restriction
At this moment, this feature is available only for Public Sector Australia.
The Leave Loading scenarios are only relevant for public sectors in Australia, and the payout is calculated as a
percentage, usually 17.5%, of an employee’s salary.
Take a look at Leave Loading [page 240].
3.5.9.1.4
Leave Loading
You can now provide an extra payment for eligible employees on top of their annual leave pay.
 Restriction
At this moment, this feature is available only for Public Sector Australia.
You can use the Leave Loading functionality to:
● Configure request periods that let employees and managers create stand-alone payout requests through
Employee Self-Service and Manager Self-Service respectively.
● Set the calculation periods that calculates the entitlement hours within the defined period.
● Define the pay component type for Leave Loading requests and reconciliation jobs.
● Configure and run year-end jobs to process payment requests that aren’t manually created through standalone requests from ESS or MSS pages.
● Configure and run year-end reconciliation jobs who aren’t eligible for Leave Loading.
Leave Loading requests can be created on the occurrence of two situations:
● When eligible employees manually request payments during the Leave Loading year from Employee SelfService or Manager Self-Service.
● Automatically at the end of each Leave Loading year for the entitled leave from the current or previous
year without requests.
 Note
Employees who are leaving the company can request their Leave Loading payout manually from the
Employee Self-Service or their managers can request it from the Manager Self-Service .
The Leave Loading business scenario requires the following modules to be set up and running in your
landscape:
● Employee Central to enable and configure Leave Loading.
● Employee Central Time Management to calculate entitlement hours.
● Employee Central Payroll to process payment requests. However, the actual payment processing is based
on the Australian taxation or other laws that occur in the payroll system.
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1. Enabling Leave Loading [page 241]
To be able to configure leave loading payments for your employees, you need to first enable system
settings for your organization from Admin Center.
2. Creating Pay Component for Leave Loading [page 242]
Configure a pay component in Employee Central system that is used to pay Leave Loading in an
employee's compensation package.
3. Creating Time Account Type for Leave Loading [page 243]
Enable Time Account Type(s) for the Time Account Type to be included in the leave loading
calculations for Australia.
4. Setting Up Country-Specific Fields in BCUI to Determine Eligible Employees for Leave Loading [page 244]
Set the is-eligible-for-leave-loading field from BCUI, and then set field-level permissions to indicate if
the employee is eligible to request Leave Loading payments.
5. Configuring Leave Loading Periods [page 245]
Configure leave loading to define payout year, calculation periods, and request periods for entitled
employees to raise their Leave Loading payment requests.
6. Configuring Year-End Processing Jobs for Leave Loading [page 247]
HR admins can schedule a job that automatically creates Leave Loading requests for eligible employees
who haven’t requested their payouts for the Leave Loading year.
3.5.9.1.4.1 Enabling Leave Loading
To be able to configure leave loading payments for your employees, you need to first enable system settings for
your organization from Admin Center.
Procedure
1. Go to Company System and Logo Settings from Admin Center.
2. In the Company System Setting section, enable Leave Loading.
3. Save your changes.
Task overview: Leave Loading [page 240]
Next task: Creating Pay Component for Leave Loading [page 242]
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3.5.9.1.4.2 Creating Pay Component for Leave Loading
Configure a pay component in Employee Central system that is used to pay Leave Loading in an employee's
compensation package.
Prerequisites
You've configured the required fields in the Corporate Data Model for pay components.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact Product
Support.
Context
Choose to create a new pay component for Leave Loading, or adjust an existing data to meet the requirements.
 Note
You can't adjust an existing pay component if it’s already assigned to a Leave Loading configuration.
A separate pay component is required for Leave Loading requests and reconciliation jobs to ensure that
different payroll processing are followed in the system.
Procedure
1. Go to Manage Organization, Pay and Job Structures from Admin Center.
2. If you want to create a new pay component, choose Pay Component from the Create New dropdown.
3. Enter a date from which the pay component to be valid.
4. Enter a name for the pay component.
5. Set the availability to Active from the Status dropdown.
6. Choose Use for Leave Loading Only as the pay component type.
7. Choose Hours (HR) as the Unit of Measure.
8. Choose Yes for the Is Earning and Can Override fields.
9. Choose AUD as the Currency.
10. Choose Annual (ANN) as the Frequency.
11. Choose No for Recurring as it's a one-time payment.
12. Optional: Set other pay component attributes depending on your business needs.
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13. Save your changes.
14. Follow the same procedure and create a pay component to use for reconciliation jobs.
Task overview: Leave Loading [page 240]
Previous task: Enabling Leave Loading [page 241]
Next task: Creating Time Account Type for Leave Loading [page 243]
Related Information
Set Up Additional Pay Component Attributes
Field Configuration in Data Model
3.5.9.1.4.3 Creating Time Account Type for Leave Loading
Enable Time Account Type(s) for the Time Account Type to be included in the leave loading calculations for
Australia.
Context
The user will be eligible for leave loading if the Time Account Type created or modified here is assigned to the
Time Profile of the user.
Procedure
1. Go to Admin Center and choose Manage Time Off Structures under Time Management.
2. Select the Time Account Type option from the Create New drop down.
3. Select the <Country/Region> as Australia.
The Time Account Type Settings for Australia section is dispalyed.
4. Select the <Include in Leave Loading Calculations> to Yes.
5. Enter all the other mandatory and relevant fields and save the Time Account Type.
Task overview: Leave Loading [page 240]
Previous task: Creating Pay Component for Leave Loading [page 242]
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Next task: Setting Up Country-Specific Fields in BCUI to Determine Eligible Employees for Leave Loading [page
244]
Related Information
Time Account Type [page 722]
3.5.9.1.4.4 Setting Up Country-Specific Fields in BCUI to
Determine Eligible Employees for Leave Loading
Set the is-eligible-for-leave-loading field from BCUI, and then set field-level permissions to indicate if the
employee is eligible to request Leave Loading payments.
Context
If you want to run Leave Loading jobs for shift employees, you need to set is-shift-employee from BCUI.
Procedure
1. Go to Manage Business Configuration from Admin Center.
2. Expand
Employee Central
HRIS Elements , and choose compInfo.
3. In the HRIS fields section, click the dropdown of any textbox, and locate is-eligible-for-leave-loading.
4. Optional: Change the label name.
5. Choose Yes from the Enabled dropdown.
6. Fill out additional optional fields based on your business requirements.
7. To indicate if the employee works in shift, expand jobInfo for the country/region Australia.
 Note
If an HRIS element specific to Australia isn’t configured, use Configure New Country option in BCUI to
define a set of fields specific to Australia.
8. In the HRIS fields section, click the dropdown of any textbox, and locate is-shift-employee.
9. Optional: Change the label name.
10. Choose Yes from the Enabled dropdown.
11. Fill out additional optional fields based on your business requirements.
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12. Save your changes.
Next Steps
Set the view, edit, and insert permissions for the Is Eligible for Leave Loading item from the Employee Central
Effective Dated Entities permission category.
Task overview: Leave Loading [page 240]
Previous task: Creating Time Account Type for Leave Loading [page 243]
Next task: Configuring Leave Loading Periods [page 245]
Related Information
Set Field-Level Permissions
Additional Field-Level Configuration Options Using BCUI
Country-Specific Fields in BCUI
3.5.9.1.4.5 Configuring Leave Loading Periods
Configure leave loading to define payout year, calculation periods, and request periods for entitled employees
to raise their Leave Loading payment requests.
Prerequisites
● You've enabled Manage Leave Loading from Metadata Framework permission.
● You've enabled edit and view permissions for Leave Loading Configuration from Miscellaneous Permissions.
● You've created pay component of type Use for Leave Loading Only for Leave Loading requests and
reconciliation jobs.
Context
Choose to create a new configuration for Leave Loading, or adjust an existing configuration.
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 Note
You can't adjust or delete an existing configuration if Leave Loading requests have been already created.
While configuring Leave Loading for different year periods, the leading practice is to maintain a chronological
order of years in the system. For example, configuration for the year 2019 to be created before the year 2020.
Procedure
1. Go to Manage Leave Loading from Admin Center.
2. If you want to create a new leave loading object definition, choose Leave Loading Configuration from Create
New dropdown.
3. If you want to adjust an existing object definition to meet your business needs, perform the following steps.
Otherwise, skip this step.
a. Choose Leave Loading Configuration object definition from the first Search text box, and then choose
the object instance that you want to modify.
b. Choose
Take Action
Make Correction .
c. Adjust the pay component with all the required inputs.
4. Enter a unique business key for the Leave Loading object in External Code.
5. Enter the Leave Loading period year.
6. Enter the calculation periods (start and end dates) for Leave Loading requests.
 Note
You can also set the calculation periods with a future end date.
7. Enter start and end request periods. The End Date must be set before the year-end processing jobs.
 Note
Users can submit their requests on Employee Self-Service and Manager Self-Service pages within the
given request periods.
8. From Leave Loading Pay Component, choose a pay component created for Leave Loading requests.
9. Choose an appropriate Reconciliation Pay Component for reconciliation job.
 Note
This pay component is used if you have configured reconciliation jobs.
10. Save your changes.
Results
Employees can use the Request Leave Loading option from People Profile to submit Leave Loading payout
requests within the configured request periods.
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● Users can submit their Leave Loading payout requests from Employee Self-Service page (ESS).
● Managers can submit requests for their direct reports from Manager Self-Service page (MSS).
 Note
Users can create only one Leave Loading request per configured period. Once a request is submitted, it
can't be changed or deleted.
Next Steps
Verify the details of an employee's request during a Leave Loading period from
Manage Leave Loading
Employee Leave Loading Period . You can check the requested date, hours entitled, source of request and
other details for the user.
Task overview: Leave Loading [page 240]
Previous task: Setting Up Country-Specific Fields in BCUI to Determine Eligible Employees for Leave Loading
[page 244]
Next task: Configuring Year-End Processing Jobs for Leave Loading [page 247]
3.5.9.1.4.6 Configuring Year-End Processing Jobs for Leave
Loading
HR admins can schedule a job that automatically creates Leave Loading requests for eligible employees who
haven’t requested their payouts for the Leave Loading year.
Prerequisites
● You have edit/view permissions for Leave Loading Year-End Job Configuration item in Miscellaneous
Permissions category.
● A dynamic group is created from Manage Employee Groups page. It is required if you want to run year-end
jobs for a specific group of employees.
Context
You can choose to create multiple jobs with the same year-end job configurations. You can execute year-end
jobs for the following scenarios:
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● Shift and nonshift employees together
● Nonshift employees only
● All eligible employees without manual requests
● Reconciliation jobs
● Dynamic groups of employees
● Terminated employees
Procedure
1. Go to
Admin Center
Manage Leave Loading .
2. Choose one of the following options based on your requirements.
○ To create a new year-end job, choose Leave Loading Year-End Job Configuration from Create New
dropdown.
○ To adjust an existing job configuration, or to add additional jobs to an existing year-end configuration
job, choose Leave Loading Year-End Job Configuration from the first Search text box, and then choose
the job name that you want to modify.
3. If you choose to create a new job, enter a name for the configuration job.
Job configuration ID is an auto-generated ID created by the system.
4. From Execution Type drop down, choose the type of employees you want to run the job.
5. Optional: If you choose Dynamic Group, enter the unique ID of the user group.
6. In the Year-End Jobs section, create multiple jobs for different Leave Loading years.
7. Save your changes.
8. If you want to adjust an existing job configuration, perform the following steps. Otherwise, skip the step.
a. Choose
Take Action
Make Correction .
b. Make all the changes as required.
c. Save your changes.
Results
The year-end job is immediately submitted.
Next Steps
Verify the status of each job in complete detail by using the Details link corresponding to each job on the Leave
Loading Year-End Job Configuration page.
Task overview: Leave Loading [page 240]
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Previous task: Configuring Leave Loading Periods [page 245]
3.5.9.1.5
Advance Leave Payment
Advance Leave Payment refers to advancing one or more periods of the net pay to the employee, when the
employee is going to be absent in the subsequent pay day(s).
The request for an advance payment for the absence can be requested by the employee themselves or even by
HR admins. In the current release, the advance leave payment can be requested based on the configuration.
However, typically it is applicable for the below leave types:
● Recreational/Annual Leave.
● Long Service Leave.
When requesting for the advance payment, there is an option to allow the split of the advance payment across
the financial year. This is essential in case the absence requested by the employee is spanning across the
financial year change. In the new financial year, the employee may have different tax implications and hence the
option is available to split the advance payment across the financial year.
1. Creating Time Type for Advance Leave Payment [page 249]
Create a Time Type for the Advance Leave Payment for the country Australia, so that the employees or
the HR admins will be allowed to request for it.
2. Create a Business Rule for Pay Date validation [page 250]
A business rule can be created to check if the pay date falls outside the start date and the end date of
the leave for which the advance leave payment is being requested.
3. Create a Business Rule for Fiscal Year Validation [page 252]
A business rule can be created to check if the start date and the end date of the leave for which the
advance leave payment is being requested falls in the same fiscal year or across two fiscal years.
3.5.9.1.5.1 Creating Time Type for Advance Leave Payment
Create a Time Type for the Advance Leave Payment for the country Australia, so that the employees or the HR
admins will be allowed to request for it.
Context
When requesting for Time Off, if the Time Type selected is the one we are creating here, the option to request
for the advance leave payment will be shown to the users.
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Procedure
1. Go to Admin Center and choose Manage Time Off Structures under Time Management.
2. Select the Time Type option from the Create New drop down.
3. Enter a meaningful <External Name> and select the <Country/Region> as Australia.
The Time Type Information for Australia section is dispalyed.
4. Select the <Advance Leave Payment Allowed> to Yes.
The <Split Across Financial Year Allowed> should appear.
5. Optionally, if applicable, select the <Split Across Financial Year Allowed> to Yes to allow the
employees to select this option when requesting for the advance leave payment.
6. Enter all the other mandatory and relevant fields and save the Time Type.
 Note
Country/Region specific localization for Time Type is supported only with Unspecified as the
Absence Class.
Next Steps
For more information on the Absences Infotype, see Absences (Infotype 2001) - Australia
For more information regarding the payroll processing, please refer to the Advance Payment Reporting section
in the Payroll Australia guide.
Task overview: Advance Leave Payment [page 249]
Next task: Create a Business Rule for Pay Date validation [page 250]
3.5.9.1.5.2 Create a Business Rule for Pay Date validation
A business rule can be created to check if the pay date falls outside the start date and the end date of the leave
for which the advance leave payment is being requested.
Context
When requesting for an advance leave payment, there may be a need of the pay date being within the start date
and end date of the leave. You can create a business rule to display a message if the pay date falls outside the
start date and end date of the absence.
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 Note
This is an optional configuration to be done based on the requirement of the customers.
Procedure
1. Log on to Employee Central as an administrator.
2. Go to Admin Center and then to Configure Business Rules.
The Business Rules Admin view displays.
3. Choose + (Create New Rule).
Configure Business Rules view displays
4. From the list, expand Time Management and choose Absence Validation.
5. In the Absence Validation dialog box, enter the following:
Field
Entry
Rule Name
<meaningful display name>
Rule ID
<meaningful technical name>
Start Date
<date> Date when rule is enabled.
Description
<meaningful description>
6. And choose Continue.
The detailed view for the business rule displays.
7. In the Variables and the If blocks enter the details as shown in the image below.
8. In the Then block, select the output type as Raise Message and choose the Message created as per your
requirement. Select the Severity of the message as per your requirement.
9. Click on Save.
A Successfully Saved message displays and the rule is created.
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Next Steps
The rule created needs to be selected in the Take Rules section of the Time Type.
Task overview: Advance Leave Payment [page 249]
Previous task: Creating Time Type for Advance Leave Payment [page 249]
Next task: Create a Business Rule for Fiscal Year Validation [page 252]
Related Information
Creating a Rule That Raises a Message
Creating a MessageDefinition Object
3.5.9.1.5.3 Create a Business Rule for Fiscal Year Validation
A business rule can be created to check if the start date and the end date of the leave for which the advance
leave payment is being requested falls in the same fiscal year or across two fiscal years.
Context
When requesting for advance leave payment, there may be a need to display a message to the user if the
payment will be split across fiscal years or not, depending on the start date and end date for which the absence
is being requested and if these dates fall within the same fiscal year or across two fiscal years.
 Note
This is an optional configuration to be done based on the requirement of the customers.
Procedure
1. Log on to Employee Central as an administrator.
2. Go to Admin Center and then to Configure Business Rules.
The Business Rules Admin view displays.
3. Choose + (Create New Rule).
Configure Business Rules view displays
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4. From the list, expand Time Management and choose Absence Validation.
5. In the Absence Validation dialog box, enter the following:
Field
Entry
Rule Name
<meaningful display name>
Rule ID
<meaningful technical name>
Start Date
<date> Date when rule is enabled.
Description
<meaningful description>
6. And choose Continue.
The detailed view for the business rule displays.
7. In the Variables and the If blocks enter the details as shown in the images below.
Sample Rule for checking when the start date and end date of absence is within the same fiscal year.
Sample Rule for checking when the start date and end date of the absence is across two different fiscal
years.
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8. In the Then block, select the output type as Raise Message and choose the Message created as per your
requirement. Select the Severity of the message as per your requirement.
9. Click on Save.
A Successfully Saved message displays and the rule is created.
Next Steps
The rule created needs to be selected in the Take Rules section of the Time Type.
Task overview: Advance Leave Payment [page 249]
Previous task: Create a Business Rule for Pay Date validation [page 250]
Related Information
Get Fiscal Year Start or End Date
Creating a Rule That Raises a Message
Creating a MessageDefinition Object
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3.5.9.2
Canada
For the country/region Canada, the Time Off solution has been enhanced with the feature to request sick leave
absence for employees with short-term disability.
Configuration Requirements
You need the Employee Central Time Off Solution.
3.5.9.2.1
Short-Term Disability Absence in Canada
Short-term disability absence is a sick leave that employees are entitled to when they're unable to report to
work for a relatively long duration due to an illness or a disability.
When an employee is unable to report to work for a relatively long duration as compared to a normal sick leave
due to an illness or disability, the admin can create a policy-based short-term disability absence for the
employee. The process of a short-term disability absence works as follows:
● There is a policy set in the organization for the absence of type short-term disability.
● An employee reports that he or she will be absent from work due to an illness or disability for a relatively
long duration.
● The HR administrator creates a policy-based short-term disability absence on behalf of the employee in the
system.
 Remember
Typically, there may also be a scenario where the first few days of the absence can be recorded as
normal sickness leave and subsequently upon receipt of the doctor's certificate, the short-term
disability absence can be created from the next day onwards. In such a scenario, there are two
absences. The first one is a normal sickness leave and the second is the short-term disability absence.
● When requesting the absence, apart from the start and end dates of the absence, the admin can record up
to three additional dates to capture the end dates of the respective disability periods, from the start date of
the absence that is of the short-term disability type.
 Note
The admin has the option to default these dates based on the policy set in the company for the shortterm disability absence or enter the dates manually.
 Restriction
A Short-term disability absence is for a relatively long duration as compared to the normal sick leave
absence. Recurring absences on the other hand are for shorter durations and recurring in nature with
multiple occurances. It is recommended that the functionality of short-term disability absence is not used
together with the functionality of recurring absence. The occurance of more than one short-term disability
absence, when used together with the recurring absence functionality, will result in quite a long period of
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absence. The system will propose incorrect disability period end dates for the recurring absence of shortterm disability and this will need manual correction of dates by the HR administrator.
In order to request the short-term disability absence, the employee's time profile must have a Time Type
associated to it, which is relevant for the short-term disability absence. Take a look at Time Type [page 743] for
information about what you need to do in the objects.
3.5.9.2.1.1 Creating a Time Type for Short-Term Disability
Absence in Canada
Create a Time Type that is relevant for the short-term disability absence in Canada, so that it can be associated
with the Time Profile assigned to the employees who want to request this absence.
Context
Each organization can have its own policy for the short-term disability absence and based on that policy you
can configure the duration of the disability periods for the short-term disability absence of the employee.
Based on the duration of these disability periods, the admin is allowed to record up to three additional dates
indicating the end of the disability periods from the start date of the absence.
Procedure
1. Go to Admin Center and under Time Management choose Manage Time Off Structures.
2. From the Create New dropdown list, select the Time Type option.
3. Enter a meaningful <External Name> and select Canada in the <Country/Region> field.
The Time Type Information for Canada section is displayed.
4. Select Short-term disability as the <Sickness Variant>.
The fields to capture the duration of disability periods based on your organization's policy for the shortterm disability absence of the employees appear.
5. Enter values in the <Duration of Disability Period One (in days)>, <Duration of
Disability Period Two (in days)> and <Duration of Disability Period Three (in
days)> fields that are based on the policy for short-term disability absence in your organization.
 Note
These fields are not mandatory. The values in these fields can be configured if you want to create
short-term disability absences that have the end dates for the disability periods in accordance with
the company's policy. However,
○ If you choose to enter values in these fields, it is mandatory to follow the sequence. For example,
you cannot configure <Duration of Disability Period Two (in days)> without entering
a value in <Duration of Disability Period One (in days)>.
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○ If you leave these fields empty, the system will not propose the end dates for the disability periods
when requesting short-term disability absence for this Time Type.
6. Select Absence as the <Classification>.
7. Select Sickness as the <Absence Class>.
8. Enter all the other mandatory and relevant fields and save the Time Type.
Next Steps
The Time Type created must be associated with the Time Profile of the user for the user to be eligible for the
short-term disability absence.
 Note
Set the Enabled in employee self-service scenario to No for the time type created, as only HR
administrators must request for this absence.
3.5.9.2.1.2 Requesting an Absence for Short-Term Disability
The HR administrator can request the short-term disability absence for the employee by following the below
steps.
Prerequisites
● You’ve familiarized yourself with the Assigning Time Objects to Employees Manually documentation.
● The Time Type relevant for the short-term disability absence exists and is associated to the Time Profile of
the employee.
● You’ve familiarized yourself with the Employee Time [page 694] documentation for information about the
objects.
Context
When an employee reports that he or she won’t be able to come to work for a relatively long duration due to an
illness or a disability that may have occurred as a result of an accident, you can create an absence for shortterm disability on behalf of the employee. This absence is based on a policy defined by your organization.
Based on this policy, the duration of the disability periods must be configured in your system.
 Restriction
At this moment, only the HR administrator should request for the short-term disability absence. The ESS
option for requesting this absence is not supported.
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Procedure
1. Go to the employee's People Profile and under Time Management choose Administer Time.
2. You then see the employee's Time Off overview. Choose Create Absence. This brings up the New Absence
window for the employee.
 Note
The fields under Additional Leave Information for Canada only appear when the Time Type is country/
region-specific to Canada and the Absence Class in the Time Type is Sickness.
3. Now, make these entries:
○ <Time Type> for short-term disability.
○ <Start Date> and <End Date> for the absence being requested.
○ For the fields under the Additional Leave Information for USA, you can set the end dates of the disability
periods based on the policy configured in the Time Type, by choosing the Set Disability Period Policy
Dates button.
○ Alternatively, you can also choose to enter these end dates manually depending on the situation of the
employee.
 Note
The dates that are manually entered here can also be before the start date of the absence. However, it’s
important that the <Disability Period Two End Date> is after the <Disability Period One
Date> and the <Disability Period Three End Date> is after the <Disability Period Two
Date.>
4. Once all the entries are made, submit the entries on this page.
 Tip
In the employee's Time Off overview screen, the admin can also view the requests that are already
submitted and edit the requests.
3.5.9.3
Colombia
It is possible to configure and use a continued pay feature specific to Colombia.
Configuration
● The Assigning Time Objects to Employees Manually documentation describes the process.
● Take a look at the Time Type documentation for information on what you need to do in the objects.
● Employee time objects
Take a look at the Employee Time Time Off Data Object documentation for information on the objects.
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● Employee time groups
Use this to group the sicknesses you want to treat as identical.
Take a look at the Employee Time Group Time Off Data Object documentation for information on what you
need to do in the objects.
What You Need To Do
1. First, you create a country/region-specific time type for Colombia. To do this, go to the Admin Center and
choose Manage Time Off Structures
2. Create a country/region-specific time type for Colombia, with Sickness as the Absence Class.
3. With your configuration done, you can now create absence requests based on this object. To do this, go the
employee's People Profile and choose Administer Time.
4. You then see the employee's Time Off Overview. Choose New Absence.
This brings up the New Absence window for the employee.
5. With your entries made, choose Link additional absence.
6. In the resulting screen, make the following entries:
○ Reason
At this time, only Identical is available.
○ Absence
Use the dropdown to display absences with type Sickness and choose the one you require.
7. When you're done, save your entries.
You can then see the new absences under Time Record with a linking icon. Click that icon to view the linked
absences.
Notes on Absence Linking Scenarios
Scenario 1: I have 3 or 4 absences in my system, but only 2 are linked. What happens if I link another
absence?
The additional absence appears as a linked absence also.
Scenario 2: What happens if I unlink or cancel an absence in a group of linked absences?
The absence so removed no longer appears as a linked absence.
Scenario 3: What happens if I have two linked absences and unlink or cancel one of them?
The group to which it belongs is dissolved.
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3.5.9.4
Germany
It is possible to configure and use a continued pay feature specific to Germany.
Configuration
● The Assigning Time Objects to Employees Manually documentation describes the process.
● Take a look at the Time Type documentation for information on what you need to do in the objects.
● Employee time objects
Take a look at the Employee Time Time Off Data Object documentation for more information.
● Employee time groups
Use this to group the sicknesses you want to treat as identical.
Take a look at the Employee Time Group Time Off Data Object documentation for more information.
Using Continued Pay
1. First, you create a country/region-specific time type for Germany. To do this, go to the Admin Center and
choose Manage Time Off Structures
2. Create a country/region-specific time type with Sickness as the Absence Class.
3. With your configuration done, you can now create absence requests based on this object. To do this, go the
employee's People Profile and choose Administer Time.
4. You then see the employee's Time Off Overview. Choose New Absence.
This brings up the New Absence window for the employee.
The fields under Continued Pay Information only appear when the time type is country/region-specific to
Germany and the absence class in the time type is Sickness.
5. Now make these entries:
○ Time type with absence class Sickness and country Germany
○ Start date and end date for the absence being requested
○ Appropriate continued pay information
○ Days Credited for Continued Pay
○ End of Continued Pay
○ Start Date of Sick Pay Supplement
○ End Date of Sick Pay Supplement
○ Certified Start Date of Sickness
6. With your entries made, choose Link additional absence button.
7. In the resulting screen, make the following entries:
○ Reason
Choose between Overlapping and Identical.
○ Absence
Use the dropdown to display absences with type Sickness and choose the one you require.
8. When you're done, save your entries.
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You can then see the new absences under Time Record with a linking icon. Click that icon to view the linked
absences.
3.5.9.4.1
Creating a Time Type for Calculating Sick Pay
Dates
You can create a time type for sick leave that allows the system to propose dates for continued sick pay and the
sick pay supplement when requesting sick leave for an employee.
Prerequisites
Before you can configure your system to propose dates for continued sick pay and the sick pay supplement,
your account executive must have enabled this feature in your instance.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Select the Time Type option from the Create New dropdown list.
3. Enter a meaningful External Name and select Germany (DEU) as the Country/Region.
The Time Type Information for Germany section is displayed.
4. Choose the relevant Sickness Variant from the dropdown list depending on whether or not you would like
the system to propose dates for continued pay and the sick pay supplement.
Sickness Variant
Use
With Manual Entry of Sick Pay Dates
The system can't propose dates for continued pay or the
sick pay supplement.
With Sick Pay Dates Calculation
The system can propose dates for continued pay or the
sick pay supplement.
Without Sick Pay Dates
The user is forced to leave these dates blank and the sys­
tem does not send the continued pay or sick pay supple­
ment periods to payroll. You can select this option for a
new employee who isn't yet entitled to continued pay, for
example.
If you choose With Sick Pay Dates Calculation, you can configure the duration for continued pay and the
sick pay supplement based on the company policy, allowing the system to propose sick pay dates. Steps 5
to 8 only apply if you have chosen this option.
5. Choose the relevant Unit for Duration of Continued Sick Pay and/or Unit for Duration of Sick Pay
Supplement from the dropdown list.
6. Enter a Duration of Sick Pay Supplement that is greater than the period of continued pay.
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7. Choose Sickness as the Absence Class.
8. Enter a meaningful External Code for the time type you've created and choose Save.
Next Steps
You can now associate the Time Type you've created with the Time Profile of the relevant users.
3.5.9.4.2
Requesting an Absence with Calculation of Sick
Pay Dates
As an administrator, you can request an absence for an employee who is on sick leave and receive a proposal
for the continued pay and sick pay supplement dates.
Prerequisites
● You've contacted your account executive to activate this Early Adoption feature.
 Note
The system can't propose sick pay dates for linked absences.
● You're familiar with the Assigning Time Objects to Employees Manually documentation.
● You've created a Time Type for continued sick pay dates and added it to the employee's Time Profile.
● You're familiar with the objects described in the Employee Time [page 694] documentation.
● Your role has been granted the Time Management Object Permissions.
Context
In Germany, if an employee is on sick leave, the employer continues to pay the employee's wage for a fixed
period based on legal regulations. After this period, the health insurance company takes over and pays part of
the employee's remuneration. Based on the company policy, the employer can choose to pay a sick pay
supplement for a specific length of time. This ensures that the employee continues to receive an amount equal
to the full remuneration. The HR administrator can configure the duration of these periods when creating the
time type for continued pay.
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Procedure
1. Go to the employee's People Profile and under Time Management choose Administer Time.
2. Choose Create Absence to display the New Absence window for the employee.
You then see an overview of the employee's absences.
3. Choose Create Absence.
4. Choose the Time Type you created for calculating sick pay dates.
5. Choose the Start Date and End Date of the sick leave.
6. Choose Set Sick Pay Dates.
The system now proposes the end date of continued pay, and the start and end dates of the sick pay
supplement based on your company policy. By default, the start date is set to today's date.
○ If you choose Link Additional Absence, the option to receive a proposal for sick pay dates is
automatically switched off and the Set Sick Pay Dates button is no longer available.
○ If you choose Set Sick Pay Dates without entering a Certified Start Date of Absence, the system uses
the date entered in the Start Date field to calculate the proposals for the End of Continued Pay, the
Start Date of Sick Pay Supplement, and the End of Sick Pay Supplement.
○ If you enter a Certified Start Date of Sickness that is after the Start Date of the absence and then
choose Set Sick Pay Dates, the system recalculates all three dates based on the Certified Start Date of
Sickness. If the Certified Start Date of Sickness is before the start date of the sickness, the system uses
the Start Date for the calculation, that is, the later of the two dates.
7. Choose Submit.
3.5.9.5
3.5.9.5.1
Hong Kong
Setting Up Sick Leave Categories for Hong Kong
Use time account types and accrual rules to set up the legally required sick leave categories for Hong Kong.
Context
Hong Kong has two categories of paid sick leave:
● Category 1
Sick leave supported by a medical certificate from a registered medical practitioner. Employees can take
up to 36 paid sick days from category 1 each year.
● Category 2
Once an employee takes more than 36 paid sick days a year, any subsequent paid sick days move from
category 1 to category 2. When this happens, an employer can request that additional forms of medical
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certificates (for example, a certificate from a hospital) and a record of the prescribed treatment be
produced.
Sick leave balance can be carried forward to subsequent years, but employees can only have a maximum of
120 days at any point in time (36 from category 1 and 84 from category 2).
Time Off does not support automatic balance synchronization of accruals between different time accounts.
However, you can still fulfil the legal requirements for Hong Kong by using the following method.
Procedure
1. Create a time type (called, for example, HK Sick Leave).
2. Assign two time account types to the time type - one for category 1 (for example, HK Sick Leave Cat 1)
and one for category 2 (HK Sick Leave Cat 2).
These should be set up as permanent time accounts with the following attributes:
○ Accrual Frequency Period: Monthly
○ Start Day of Accrual Period: 1
○ Start Month of Accrual Period: 1
○ Level of Accrual Automation: No Automation
○ Entitlement Method: Entitled as Accrued
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3. Create an accrual rule using the Cap Accrual () rule function for HK Sick Leave Cat 1 as follows:
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4. Create an accrual rule using the Cap Accrual () rule function for HK Sick Leave Cat 2 as follows:
5. Assign time type HK Sick Leave to the time profile for the relevant employees.
Results
The accrual rule for HK Sick Leave Cat 2 will determine the cap accrual for HK Sick Leave Cat 1 as of the posting
date. Then it will use Add () and Opposite Sign () to subtract the cap accrual for HK Sick Leave Cat 1 from the
max. accrual for HK Sick Leave Cat 2, which will determine the leftover accrual (if any) for category 2. Finally, it
will post the cap accrual to the category 2 account as of the posting date.
Once this is complete, the accrual rule for HK Sick Leave Cat 1 will determine its own cap accrual.
 Note
This process can only work if the accrual rule for category 2 is run first.
3.5.9.6
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3.5.9.6.1
Checking Compulsory Paid Leave for Japan
Use your Team Off solution to verify that employees in Japan have taken the legally required amount of paid
leave for a particular year.
Prerequisites
You have familiarised yourself with the process for using time collectors, as described inSet Up Time
Collectors.
Context
If employees are entitled to annual leave of more than 10 or more days, they must take at least 5 days of those
days off each year. In turn, employers have to create an Annual Leave Ledger - which includes things like the
number of assigned annual leave days and the dates on which the leave was taken - and store it for 3 years.
Procedure
1. Run the Time Account Snapshot report.
2. Enter the date range for the time period you want to look at. For example, the current year.
3. Choose Time Account Type, and select your annual leave time account type as the report value.
4. Choose OK.
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Results
On the first page, you can see the annual leave entitlement. And under
Time Account Snapshot
Time
Account Snapshot Details ; you can see the individual leave bookings that the employee has made.
Related Information
Checking Annual Overtime for Japan [page 268]
Checking Monthly Overtime for Japan [page 274]
3.5.9.6.2
Checking Annual Overtime for Japan
Use your Time Off solution to ensure that employees in Japan are not regularly working more than the legally
specified amount of annual overtime (720 hours of overtime in a given year).
Prerequisites
You have familiarised yourself with the process for using time collectors, as described inSet Up Time
Collectors.
Procedure
1. Open the Time Collector Template report.
2. Enter the date range for the year you want to check.
3. Add
timeCollectorType(Label)
Monthly Overtime Time Collector .
The employee’s overtime hours are displayed in minutes.
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4. Click this icon to download the results to Excel.
5. In Excel, you can customize the sheet so that the results are easier to analyze. To do this, select the
employee’s name.
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6. Then choose
Data
Subtotal , set these parameters, and click OK.
A new Total row appears for the employee.
7. Shrink the list and select the cells under Time.
8. Then choose
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9. In the New Formatting Rule dialog box, set these parameters.
10. When you click OK, you’ll get an immediate color-coded overview of the employees’ annual overtime totals.
Related Information
Checking Monthly Overtime for Japan [page 274]
Checking Compulsory Paid Leave for Japan [page 267]
3.5.9.6.3
Checking Average Overtime for Japan
Use your Time Off solution to ensure that employees in Japan are not regularly working more than the legally
specified amount of average overtime hours within a given period. Specifically, when you look at a period of
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two, three, four, five, or six months, employees should not have worked more than an average of 80 overtime
hours each month.
Prerequisites
You have familiarised yourself with the process for using time collectors, as described inSet Up Time
Collectors.
Procedure
1. Open the Time Collector Template report.
2. Enter the date range for the time period you want to check – anywhere between 2 to 6 months.
3. Add
timeCollectorType(Label)
Monthly Overtime Time Collector
.
The employee’s average overtime is displayed in minutes. In this case, the average of the period from April
to May.
4. Select an employee’s name, and choose
Data
Subtotal .
5. In the Subtotal dialog box, set these parameters.
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6. When you click OK, a new row appears showing the average for each employee.
7. Shrink the list and select the cells under Time.
8. Then choose
Home
Conditional Formatting
New Rule .
9. In the New Formatting Rule dialog box, set these parameters.
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10. When you click OK, an immediate color-coded overview of the employees’ monthly averages for the
periods appears.
Related Information
Checking Compulsory Paid Leave for Japan [page 267]
Checking Annual Overtime for Japan [page 268]
Checking Monthly Overtime for Japan [page 274]
3.5.9.6.4
Checking Monthly Overtime for Japan
Use your Time Off solution to ensure that employees in Japan are not regularly working more than the legally
specified amount of monthly overtime (100 hours of overtime in a given month).
Prerequisites
You have familiarised yourself with the process for using time collectors, as described inSet Up Time
Collectors.
Procedure
1. Open the Time Collector Template report.
2. Enter the date range for the month you want to check.
3. Add
timeCollectorType(Label)
Monthly Overtime Time Collector
as a runtime filter.
The employee’s overtime hours are displayed in minutes.
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4. Click this icon to download the results to Excel.
5. In Excel, you can customize the sheet so that the results are easier to analyze. To do this, select the cells in
the Time column.
6. Then choose
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7. In the New Formatting Rule dialog box, set the necessary parameters. In this example, you want to see if the
employee has worked her normal monthly hours (4800 mins), overtime up to the legal limit (6000 mins),
or above the legal limit (over 6000 mins).
8. When you click OK, the different values will be color-coded like this to make them easier to see at a glance.
Related Information
Checking Compulsory Paid Leave for Japan [page 267]
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3.5.9.7
Mexico
It is possible to configure and use a continued pay feature specific to Mexico.
Configuration
● The Assigning Time Objects to Employees Manually documentation describes the process.
● Take a look at the Time Type documentation for information on what you need to do in the objects.
● Employee time objects
Take a look at the Employee Time Time Off Data Object documentation for information on what you need to
do in the objects.
● Employee time groups
Use this to group the sicknesses you want to treat as identical.
Take a look at the Employee Time Group Time Off Data Object documentation in for information on what
you need to do in the objects.
Additional Leave Information
1. First, you create a country/region-specific time type for Mexico. To do this, go to the Admin Center and
choose Manage Time Off Structures
2. Create a country/region-specific time type for Mexico, with Sickness as the Absence Class.
3. With your configuration done, you can now create absence requests based on this object. To do this, go the
employee's People Profile and choose Administer Time.
4. You then see the employee's Time Off Overview. Choose New Absence.
This brings up the New Absence window for the employee.
The fields under Additional Leave Information only appear when the time type is country/region-specific to
Mexico and the absence class in the time type is Sickness.
5. Now make these entries:
○ Time type
○ Start date and end date for the absence being requested
○ Make an entry in the Reference Number field. This should be the reference number you've received
from the Social Insurance Authority.
○ Make an entry in the Days Already Cumulated For Same Sickness field.
6. If you want to link this absence to others, choose Link additional absence.
7. Now you need to choose the absences to which you want to link this one. To do this, use the Reason field to
indicate why you want to link these absences (at this time, the only reason available is Identical), then
use the dropdown list in the Absences to be Linked field to select the absences you want to link to. The list
shows all the Mexico-specific absences of time type Sickness where a reference number has been
entered.
8. When you're done, save your entries.
You can then see the new absences under Time Record with a linking icon. Click that icon to view the linked
absences.
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3.5.9.7.1
Automatic Payout During Period-End Processing
(Prima Vacacional)
There is a legal requirement in Mexico that specifies that employees must receive an annual entitlement
("prima vacacional") in addition to their normal annual leave entitlement. At the end of the employee’s year, the
prima vacacional entitlement must be paid out. Here's how you set that up in Time Off.
Procedure
1. In
Admin Center
Manage Data Structures , create a new Vacation time type.
2. Create a recurring Time Account Type with annual accruals on the employee's anniversary date. (Note: you
can use the account creation start date as Employee Flexible Date). Assign this time account type to the
Vacation time type you just created.
3. Create a flexible account Start Date Rule based on the employee anniversary date.
4. Assign the Vacation time type to your time profile and mark it as ESS-enabled.
5. Now create another time type (called, for example, Vacation Premium or Prima Vacacional ) which is not
marked as ESS-enabled in your time profile.
6. Create a recurring Time Account Type which accrues 25% of the balance from the Vacation time account.
Mark this time account type as Eligible for Payout.
7. Configure a Period-End Processing with Payout rule which pays out the remaining balance at the end of the
bookable period and then closes the time account. Assign this rule to the time account.
8. In the time account type, set the flag Automatic Period-End Processing. Calendars will be automatically
created for this time account type.
9. Check the logs and verify that the payouts have been created.
3.5.9.8
3.5.9.8.1
Netherlands
Setting Up Statutory Leave for the Netherlands
Configure your Time Off solution so that it can calculate the necessary amount of legally required statutory
leave for users in the Netherlands.
Context
Statutory leave is the minimum holiday requirement, calculated at 4 times the hours in a normal working week.
For a full-time employee, this amounts to 20 days (160 hours). If someone is only employed for a certain period
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of the year (for example, 45 weeks instead of the full 52) or reduces their working hours, then their statutory
leave entitlement would be accordingly smaller.
For example, if an employee is hired on 12.02.2018 for 40 hours a week, reduces their hours to 36 hours a week
as of 01.07.2018, and is terminated on 31.10.2018, their entitlement would be as follows:
● Period 1 (12.02.2018 – 30.06.2018) is 20 weeks at 40 hours a week = ((4 * 40) * (20 / 52)) = 61.54 hours of
statutory leave
● Period 2 (01.07.2018 - 31.10.2018) is 25 weeks at 36 hours a week = ((4 * 36) * (25 / 52))) = 69.23 hours of
statutory leave
● • Total: 61.54 + 69.23 = 130.77 hours of statutory leave for that year
Time Off needs to be able to calculate this.
Procedure
1. Go to Manage Business Configuration and, under the country/region-specific fields for the Netherlands,
create a new custom field like the one shown here. Give it the label Accrual Entitlement.
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2. Create an onSave rule like this one.
This rule will run every time the Job Information record is saved. It will fill the accrual field you just created,
and ensure that any new job information fields are updated if any changes are made to employee’s
standard weekly hours.
3. In the job information, there are fields relevant for calculating accruals. Add these fields to the Time
Account Type as recalculation fields.
This ensures the recalculation will be triggered automatically in case the value in the field is changed.
4. Create an accrual rule like this, and assign it to the Time Account Type as a hire and termination rule.
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This rule calculates the average accrual amount based on the job information field you created in step 1.
Next Steps
Create a time profile and assign the relevant Time Type and Time Account Type. Finally, schedule time account
calendar runs to accrue the time account balances.
3.5.9.8.2
Setting Up Non-Statutory Leave for the
Netherlands
In addition to the legally required minimum leave (statutory leave), employees in the Netherlands can also be
granted additional non-statutory leave.
Context
This is leave over and above the minimum required amount of leave. For instance, at some companies
employees might be granted extra vacation days once they’ve worked there for a certain number of years.
Here’s an example of how that could look:
Employment Duration in Years
Annual Non-Statutory Leave Quota in Hours
<2
64
2
64
3
64
4
72
5
72
6
72
7
80
8
80
9
80
10
88
11
88
12
88
13
96
14
96
15
96
16
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Employment Duration in Years
Annual Non-Statutory Leave Quota in Hours
>17
104
Time Off needs to be able to calculate this.
Procedure
1. Create a Lookup table that contains all the necessary information about the annual accrual and level of
seniority. Here’s an example:
The table will be used to fill the job information fields.
2. Go to Manage Business Configuration and, under the country/region-specific fields for the Netherlands,
create a new custom field for each seniority level. For example:
282
For this seniority level
Create this field
0-3 years
custom-double1
4-6 years
custom-double2
7-9 years
custom-double3
10-12 years
custom-double4
13-15 years
custom-double5
16-99 years
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3. Create an onSave rule like this one. In this example the seniority range only goes up to 7-9 years, but you
can always extend the rule to cover higher values too.
The rule will run automatically every time the job information record is saved. This will ensure that the new
job information fields are always updated accordingly if any changes are made to the employee’s FTE and
standard weekly hours.
4. In the job information of the Time Account Type, add the fields you created in step 2 as recalulation fields.
This ensures that the recalculation will be triggered automatically in case any of the values in the fields are
changed.
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5. Create an accrual rule like this, and assign it to the Time Account Type as a hire and termination rule.
Next Steps
Create a time profile and assign the relevant Time Type and Time Account Type. Finally, schedule time account
calendar runs to accrue the time account balances.
3.5.9.8.3
Setting Up Concurrent Absences in The
Netherlands
Your Time Off solution has been enhanced with the feature to allow concurrent absences. For the Netherlands,
this applies to illness and vacation absences being concurrent to one another as per legal requirements.
Prerequisites
The concurrent absences feature is in the Early Adoption phase. For activation of the feature, please reach out
to your account executive.
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Take a look at the Time Management Collision Resolution [page 124] documentation.
Take a look at the Time Type Collision Grouping [page 127] documentation.
The Time Type (NLD) object is delivered as InActive by default. Activate the Time Type (NLD) object definition
under Configure Object Definitions in Admin Center.
Context
In the Netherlands, when an employee is ill, it can be recorded in the system as an illness absence with an
undetermined end date. This illness absence can be concurrent with a future vacation absence that is already
recorded in the system for this employee. You can then decide on what needs to be done with the vacation
absence which is effected by the illness absence that becomes concurrent to it.
If an employee has an existing illness absence in the system with an undetermined end date, there can be a
phase wise re-integration of the employee returning to work. This means that the employee starts working for a
couple of hours (per day/week/month) and slowly adjusts the number of hours based on the recovery from
illness. The employer and employee must take measures to re-integrate the employee back to work as the
employee recovers from the illness. In such a scenario, the employee can choose to take a vacation absence
from his available working capacity that can be created in the system in concurrent to the existing illness
absence.
 Note
A new field Illness Recovery Tracking is introduced at the Time Type level for the Netherlands to track the
employee's re-integration to the job.
For Example:
1. An employee requests for an absence from the annual leave entitlement for a future vacation from
December 10th to December 20th. During the first week of December, the employee falls ill, and now needs
to request for an illness absence from December 7th to an undetermined end date. The system allows the
creation of this illness absence starting from December 7th till an undetermined end date in concurrent
with the existing absence for vacation from December 10th to December 20th.
2. An employee falls ill on September 25th and has a continuous illness absence in the system created by an
admin with an undetermined end date. On October 1st, the employee feels better and is advised by the
doctor to resume work partially by working for 50% of the working capacity. The admin creates a new
illness record with undetermined end date and an option to track the recovery of illness by recording the
working capacity percentage of the employee during the re-integration phase. The employee now decides
to take a vacation absence from October 15th to November 1st based on the available work capacity
percentage. The system allows the creation of this vacation absence starting from October 15th to
November 1st in concurrent with the existing illness absence.
Follow the below steps to record concurrent absences in the Netherlands:
Procedure
1. Go to Manage Data from Admin Center.
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2. From the Create New drop down list, select the Time Type Collision Grouping option.
3. Enter all the mandatory fields and select Netherlands (NLD) as the Country/Region and choose Save.
 Note
You can repeat the above three steps to create another Time Type Collision Grouping for the vacation
time types in your instance.
You have created a collision grouping that can be assigned to time types relevant for illness or vacation
absences in the Netherlands.
4. In Manage Data, search for the Time Management Collision Resolution object in your instance.
5. Add a record in the Collision Resolution Items for the collision grouping created for type of the new absence
you are requesting in the Netherlands. Select the Incoming Grouping as the grouping created for time type
specific to the new absence you are requesting. Select the Existing Grouping Selection Method as Specific
Grouping and the Existing Grouping as the grouping created for time type specific to existing absence in the
system. Set the Collision Resolution Action to Allow concurrent records for this record.
6. In Manage Data, from the Create New drop down list, select the Time Type option.
7. Select Netherlands (NLD) as the Country/Region and under the Time Type Information for the Netherlands
select Sickness as the Absence Class and the grouping created in Step 2 and 3 as the Collision Grouping.
Additionally, select a value in the Illness Recovery Tracking field. Enter all the other mandatory fields and
save the Time Type.
 Note
○ If you select With Manual Entry of Available Work Capacity (%) in the Illness Recovery Tracking field,
you can enter the working capacity percentage of the employee in the absence form during the reintegration phase.
○ If you select None in the Illness Recovery Tracking field, you must not enter the working capacity
percentage of the employee in the absence form during the re-integration phase.
You have created a time type for illness leave in your system.
8. Assign the Time Type created in Step 7 to the Time Profile of an employee requesting for an illness leave.
9. Go to the employee's People Profile and under Time Management choose Administer Time.
10. You then see the employee's Time Off overview. Choose Create Absence. This brings up the New Absence
window for the employee.
11. To create concurrent absences for scenarios described in first example above, select the Time Type created
for illness leave in Step 7. Enter the Start Date and select the check box for Undetermined End Date for the
illness absence and it overlaps with an existing future vacation absence. Choose Submit after entering all
the information for the absence.
 Note
A warning message is displayed if there is an already existing absence during the time frame of the
start and end dates of the new absence.
System creates an illness absence in concurrent to the existing future vacation absence, which can be seen
in the employee's Time Off overview.
12. To create concurrent absences for scenarios described in the second example above:
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○ Delimit the existing illness absence record and create a new one by selecting the Time Type created for
illness leave in Step 7. Enter the Start Date and select the check box for Undetermined End Date of the
new illness absence. Record the Available Work Capacity (%) under the Additional Leave Information
for The Netherlands section. Choose Submit after entering all the information for the absence
○ Create a new absence for the vacation by selecting the Time Type for vacation and entering the Start
Date and End Date of the vacation absence.
 Note
A warning message is displayed if there is an already existing absence during the time frame of the
start and end dates of the new absence.
System creates a vacation absence in concurrent to an existing illness absence with undetermined end
date, which can be seen in the employee's Time Off overview.
13. Go to the employee's Time Off overview. You can see that the system is now capable of creating concurrent
absences.
If your Time Off solution is integrated to Employee Central Payroll, the field under Additional Leave
Information for The Netherlands is replicated to the Absences (Infotype 2001) for the Netherlands. For
further information, please refer to the Netherlands documentation in the Country/Region Specifics for
Employee Central Payroll guide.
Related Information
Concurrent Absences [page 127]
3.5.9.9
Poland
Find out the configuration for the Time Off solution to support the sick leave process for Poland. This process is
essential to ensure that the Time Off solution for your employees is legally compliant.
3.5.9.9.1
Sickness
Follow the below steps to set up sick leave for an employee in Poland.
Prerequisites
● You have familiarised yourself with the Assigning Time Objects to Employees Manually documentation.
● Take a look at the Time Type documentation for information on what you need to do in the objects.
● Take a look at the Employee Time Time Off Data Object documentation for information on the objects.
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Context
When an employee is sick or needs to take care of a family member, the employee would approach the health
care service and a sickness certificate (ZLA) is issued by the health care services. The admin uses this
certificate to record the absence in the system.
A Time Type specific for Poland needs to be created. To do this, go to Admin Center and choose Manage Time
Off Structures. Create a country/region-specific Time Type for Poland with Sickness as the Absence Class.
Procedure
1. With this configuration, you can now create absence requests based on this object. To do this, go to the
employee's People Profile and choose Administer Time in Time Management.
2. You then see the employee's Time Off overview. Choose New Absence. This brings up the New Absence
window for the employee.
 Note
The fields under Additional Leave Information for Poland only appear when the Time Type is country/
region-specific to Poland and the Absence Class in the Time Type is Sickness.
3. Now make these entries:
○ Time Type.
○ Start Date and End Date for the absence being requested.
Under Additional Leave Information for Poland
○ Make an entry in the ZLA Code field. This is the reference code related to the absence.
○ Make an entry in the ZLA Document Number field. This is the document number from the ZLA sickness
certificate.
○ Make an entry in the ZLA Issue Date field. This is the date on which the illness was reported and the
sickness certificate was issued by the ZLA authority.
○ Make an entry in the ZLA Delivery Date field. This is the start date of the sick pay supplement (The date
on which the ZLA was delivered by the employee to the employer).
4. Once all the entries are made, Submit the entries on this page.
 Tip
In the employee's Time Off overview screen, the admin can also view the requests that are already
submitted and edit the requets.
In the case of integration of the Time Off solution to Employee Central Payroll, the four fields under the
Additional Leave Information for Poland are replicated to the Absences(Infotype 2001) for Poland. For
further information please refer to Absences (Infotype 2001) - Poland in the Country/Region Specifics for
Employee Central Payroll guide.
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3.5.9.10 South Africa
Configure your Time Off solution to support the 3-year sick leave cycles required under South African law.
In South Africa, the law requires that sick leave requirements are handled in cycles of 3 years. Over the course
of 3 years, employees are allowed to take paid sick leave for whatever number of days they usually work within
a 6-week period. For example, if an employee has a normal 5-day working week, this means that they would be
allowed to take 30 paid sick leave days over the course of 3 years. At the end of the 3 years, their sick leave
entitlement is renewed.
If you use Time Off for South Africa, you need to support this legal requirement. Unfortunately, true 3-year
cycles for time account validity and accruals are not possible. However, you can still cover the requirement by
setting up flexible date accounts for Sick Leave so that three annual accounts are combined across three years,
with the first account starting on the employee’s hire date.
Use a time account type based on Employee Flexible Date (instead Employee Hire Date) so that features such
as automatic account creation, accrual, and period-end processing can be applied.
 Note
During an employee’s first year of employment, they are only entitled to take one sick day for every 21 days
worked. As such, be sure to set the accrual frequency of the Sick Leave time accounts to Monthly in order
to fulfil the legal requirements for this first year.
Related Information
Setting Up Sick Leave for South Africa [page 289]
Important Notes & Recommendations for Sick Leave in South Africa [page 293]
3.5.9.10.1 Setting Up Sick Leave for South Africa
Here are the settings we recommend you make in order to set up sick leave for South Africa. This will ensure
that Time Off can manage sick leave in a way that is compliant with South African law, under which sick leave is
handled in cycles of 3 years.
Context
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Procedure
1. Set up a time account for sick leave with the following settings:
2. Then set up an accrual rule to handle the first three-year cycle and all subsequent cycles. Here's an
example of how such a rule could function, assuming that the employees are working a standard 5-day
week and as such are entitled to 30 days of paid sick leave.
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Check #1:
If it’s currently the first through sixth month of the first 3-year cycle then the rule will create an accrual
posting of 1 day.
Check #2:
If it’s currently the seventh month of the first 3-year cycle then the rule will create an accrual posting of 24
days for the remainder of the first cycle.
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Check #3:
If it’s currently the first month of the second, third, or subsequent 3-year cycle, then the rule will create an
accrual posting of a full 30 days for that cycle.
Check #4:
If it’s currently any other month then the rule will create an accrual posting of 0 days.
Results
The combination of the time account and the accrual rule will ensure that employees are assigned the correct
number of sick days based on their position in the current three-year cycle.
Related Information
South Africa [page 289]
Important Notes & Recommendations for Sick Leave in South Africa [page 293]
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3.5.9.10.2 Important Notes & Recommendations for Sick
Leave in South Africa
Here are some things you should keep in mind when setting up sick leave for South Africa.
● Assign an account booking offset of at least 24 months to the sick leave time account
This ensures that the annual time account for the first year of the 3-year cycle will only be valid (that is,
accruable) during that first year, but bookable for the entire cycle. However, if you regularly have to
retroactively add paid sick leave into previous 3-year cycles, then it could make sense to assign an even
larger booking offset. For example, a booking offset of 30 months will ensure you have six months to make
retroactive changes before the system closes the corresponding time accounts.
 Note
If you do assign a larger booking offset like this, make sure that you set the posting order of the sick
leave time account to Newest First. This will prevent any available balance from the old cycle from being
used accidentally. As an additional safeguard, you can also set up a take rule for the sick leave time
type that specifies that the total sick leave deduction for the current cycle cannot exceed 30 days.
● Use save rules to adjust the bookable end dates of unnecessary time accounts
Time Off will automatically create annual time accounts for the second and third years of the cycle as well,
even though these accounts actually aren’t necessary (since the annual account for the first year will cover
all sick leave bookings for the entire 3-year cycle). Unfortunately, this automatic creation is unavoidable
from a technical point of view.
As such, we recommend that you assign a Save rule to the Time Account object to adjust their bookable
end dates so that they’re the same as the bookable end date of the first annual account. This will ensure
that the system runs period-end processing for all three accounts at the same time.
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Here’s an example of what such a save rule could look like:
Related Information
South Africa [page 289]
Setting Up Sick Leave for South Africa [page 289]
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3.5.9.11 Spain
Take a look at the features in Time Off for Spain.
3.5.9.11.1 Setting Up Continued Pay Feature in Spain
It is possible to configure and use a continued pay feature specific to Spain.
Configuration
● The Assigning Time Objects to Employees Manually documentation describes the process.
● Take a look at the Time Type documentation for information on what you need to do in the objects.
● Employee time objects
Take a look at the Employee Time Time Off Data Object documentation for information on the objects.
● Employee time groups
Use this to group the sicknesses you want to treat as identical.
Take a look at the Employee Time Group Time Off Data Object documentation for information on what you
need to do in the objects.
What You Need To Do
1. First, you create a country/region-specific time type for Spain. To do this, go to the Admin Center and
choose Manage Time Off Structures
2. Create a country/region-specific time type for Spain, with Sickness as the Absence Class.
3. With your configuration done, you can now create absence requests based on this object. To do this, go the
employee's People Profile and choose Administer Time.
4. You then see the employee's Time Off Overview. Choose New Absence.
This brings up the New Absence window for the employee.
The fields under Linking Absence only appear when the time type is country/region-specific to Spain and
the absence class in the time type is Sickness.
5. Now make these entries:
○ Time type
○ Start date and end date for the absence being requested
6. With your entries made, choose Link additional absence.
7. In the resulting screen, make the following entries:
○ Reason
At this time, only Identical is available.
○ Absence
Use the dropdown to display absences with type Sickness and choose the one you require.
8. When you're done, save your entries.
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You can then see the new absences under Time Record with a linking icon. Click that icon to view the linked
absences.
9. In the resulting popup, you can see the linked absences. For one of them, Yes appears in the Is Original
column.
You can change which absence is treated as the original. To do this, click the Change Original Absence
button.
10. In the resulting popup, select the absence you want to treat as the original and click Save.
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Notes on Absence Linking Scenarios
 Restriction
You can't link two absences that have been created using the Employee Self Service (ESS).
Scenario 1: I have 3 or 4 absences in my system, but only 2 are linked. What happens if I link another
absence?
Nothing. The absence already flagged as the original remains flagged this way, even if the absence you add to
the link is older. However, you can change this using the Change Original Absence feature.
Scenario 2: What happens if I unlink or cancel an absence in a group of linked absences?
This makes no difference if the absence you unlink or cancel is not the absence flagged as the original absence.
If it is the absence flagged as the original, the oldest of the remaining absences automatically becomes the
original absence.
Scenario 3: What happens if I have two linked absences and unlink or cancel one of them?
The Is Original flag for the remaining absence is set to No. The group to which it belongs is dissolved.
3.5.9.11.2 Setting Up Concurrent Absences in Spain
Your Time Off solution has been enhanced with the feature to allow concurrent absences. For Spain, this
applies to Sick Leave and ERTE (Expediente de Regulación de Empleo Temporal) absences as per legal
requirements. All other absence types should be ended if a new one is created, and the new absence should be
started. However, from a business perspective you may choose to handle this differently.
Prerequisites
The concurrent absences feature is in the Early Adoption phase. For activation of the feature, please reach out
to your account executive.
Take a look at the Time Management Collision Resolution [page 124] documentation.
Take a look at the Time Type Collision Grouping [page 127] documentation.
Context
In Spain, when an employee requests for a sick leave, it is recorded in the system with an undetermined end
date and this sick leave can be concurrent with any other leave, such as a leave for vacation which is already
entered in the system.
For Example, an employee requests for an absence from the annual leave entitlement for a future vacation from
December 10th to December 20th. During the first week of December, the employee falls ill, and now needs to
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request for sick leave from December 7th to an undetermined end date. The system allows the creation of this
sick leave absence starting from December 7th till an undetermined end date in concurrent with the existing
absence for vacation from December 10th to December 20th.
 Note
Another use case for concurrent absences in Spain is the existence of a partial paternity absence in
concurrent with an absence due to ERTE . When your organization applies for ERTE and decides to
temporarily suspend or reduce the working hours of employees, the ERTE specific absence can exist in
concurrent with the partial paternity absence in the system.
To create the sick leave absence in concurrent with any other leave, follow these steps:
Procedure
1. Go to Manage Data from Admin Center.
2. From the Create New dropdown list, select the Time Type Collision Grouping option.
3. Enter all the mandatory fields and select Spain (ESP) as the Country/Region and choose Save.
 Note
You can repeat the above three steps to create another Time Type Collision Grouping for the vacation
time types in your instance.
You have created a collision grouping that can be assigned to time types relevant for sick leaves in Spain.
4. In Manage Data, search for the Time Management Collision Resolution object in your instance.
5. Add a record in the Collision Resolution Items for the collision grouping created for sick leave in Spain.
Select the Incoming Grouping as the grouping created for time type specific to sick leave. Select the
Existing Grouping Selection Method as Specific Grouping and the Existing Grouping as the grouping created
for time type specific to vacation. Set the Collision Resolution Action to Allow concurrent records for this
record.
6. Assign the collision grouping created for sick leave to the Time Type for sick leave in your instance.
7. Assign the collision grouping created for vacation to the Time Type for vacation in your instance.
8. Go to the employee's People Profile and under Time Management choose Administer Time.
9. You then see the employee's Time Off overview. Choose Create Absence. This brings up the New Absence
window for the employee.
10. Select the Time Type for sick leave. Enter the Start Date and End Date of the absence such that it overlaps
with an existing absence for vacation or any other leave in the system and click on Save.
 Note
A warning message is displayed if there is an already existing absence during the timeframe of the start
and end dates of the new sick leave absence.
11. Go to the employee's Time Off overview. You can see that the absence created in the previous step is
concurrent to the existing leave in the system.
If your Time Off solution is integrated to Employee Central Payroll, these absence records are replicated
and processed in Employee Central Payroll.
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Related Information
Concurrent Absences [page 127]
3.5.9.12 United Kingdom
For the country/region United Kingdom, the Time Off solution has been enhanced to request for concurrent
absences in case of Adoption Leave for the employees.
Configuration Requirements
● You need the Time Off Solution.
● The feature to request concurrent absences must be enabled in the system.
3.5.9.12.1 Setting Up Concurrent Absences in the United
Kingdom
Your Time Off solution has the feature to allow concurrent absences. For United Kingdom, the only absence this
applies to is Adoption Leave as per government guidance. For all other absence types, if you create a new
absence you should end all other absences before starting the new one. However, you may choose to handle
this differently from a business perspective.
Prerequisites
The concurrent absences feature is in the Early Adoption phase. For activation of the feature, please reach out
to your account executive.
Take a look at the Time Management Collision Resolution [page 124] documentation.
Take a look at the Time Type Collision Grouping [page 127] documentation.
Context
Employees already on adoption leave could enter into another adoption arrangement and be entitled to a
second period of adoption leave that could overlap with the first. The system must allow the concurrent
creation of the second adoption leave when the first one is still in progress.
For example, an employee is off work on adoption leave for the first child over a period of 39 weeks from
January to September. In May, the employee enters into another adoption arrangement. The system allows the
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creation of a second adoption leave over a period of 39 weeks from May to January in the next year. In this
scenario, the first absence is concurrent with the second absence from May to September. For the overlapping
period from May to September, the employee is paid for the first adoption leave as well as the second adoption
leave as per the statutory payment rules.
To create concurrent absences for adoption leave, follow these steps:
Procedure
1. Go to Manage Data from the Admin Center.
2. From the Create New dropdown list, select the Time Type Collision Grouping option.
3. Enter all the mandatory fields and select United Kingdom(GBR) as the Country/Region and choose Save.
You have created a collision grouping that can be assigned to time types relevant for adoption leaves in the
United Kingdom.
4. In Manage Data, search for the Time Management Collision Resolution object in your instance.
5. Add a record in the Collision Resolution Items for the collision grouping created for adoption leave in the
United Kingdom. Select the Incoming Grouping as the grouping created for the time type specific to
adoption leave. Select the Existing Grouping Selection Method as Specific Grouping. Select the Existing
Grouping as the grouping created for the time type specific to adoption leave and set the Collision
Resolution Action to Allow concurrent records for this record.
6. In Manage Data, from the Create New dropdown list, select the Time Type option.
7. Select United Kingdom (GBR) as the Country/Region, Unspecified as the Absence Class and the grouping
created in Step 2 and 3 as the Collision Grouping. Enter all the other mandatory fields and save the time
type.
You have created a time type for adoption leave in your system.
8. Assign the time type created in Step 7 to the Time Profile of an employee requesting for an adoption leave.
9. Go to the employee's People Profile and under Time Management choose Administer Time.
10. You then see the employee's Time Off overview. Choose Create Absence. This brings up the New Absence
window for the employee.
11. Select the Time Type created for adoption leave in Step 7. Enter the Start Date and End Date of the absence
so that it overlaps with an existing adoption leave and choose Save.
 Note
A warning message is displayed if there is an already existing absence during the timeframe of the start
and end dates of the new absence.
12. Go to the employee's Time Off overview. You can see that the absence created in the previous step is
concurrent to the existing adoption leave in the system.
 Restriction
The processing of Concurrent Absences is NOT supported by Employee Central Payroll or SAP On
Premise Payroll and will cause errors in the payroll processing.
It is recommended that concurrent absences is only used by customers who do not use SAP Payroll.
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Related Information
Concurrent Absences [page 127]
3.5.9.13 USA
For United States(USA), the Time Off solution has been enhanced with the feature to request sick leave
absence for employees with short-term disability.
Configuration Requirements
You need the Employee Central Time Off Solution.
3.5.9.13.1 Short-Term Disability Absence in USA
Short-term disability absence is a sick leave that employees are entitled to when they're unable to report to
work for a relatively long duration due to an illness or a disability.
When an employee is unable to report to work for a relatively long duration as compared to a normal sick leave
due to an illness or disability, the admin can create a policy-based short-term disability absence for the
employee. The process of a short-term disability absence works as follows:
● There is a policy set in the organization for the absence of type short-term disability.
● An employee reports that he or she will be absent from work due to an illness or disability for a relatively
long duration.
● The HR administrator creates a policy-based short-term disability absence on behalf of the employee in the
system.
 Remember
Typically, there may also be a scenario where the first few days of the absence can be recorded as
normal sickness leave and subsequently upon receipt of the doctor's certificate, the short-term
disability absence can be created from the next day onwards. In such a scenario, there are two
absences. The first one is a normal sickness leave and the second is the short-term disability absence.
● When requesting the absence, apart from the start and end dates of the absence, the admin can record up
to three additional dates to capture the end dates of the respective disability periods, from the start date of
the absence that is of the short-term disability type.
 Note
The admin has the option to default these dates based on the policy set in the company for the shortterm disability absence or enter the dates manually.
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 Restriction
A Short-term disability absence is for a relatively long duration as compared to the normal sick leave
absence. Recurring absences on the other hand are for shorter durations and recurring in nature with
multiple occurances. It is recommended that the functionality of short-term disability absence is not used
together with the functionality of recurring absence. The occurance of more than one short-term disability
absence, when used together with the recurring absence functionality, will result in quite a long period of
absence. The system will propose incorrect disability period end dates for the recurring absence of shortterm disability and this will need manual correction of dates by the HR administrator.
In order to request the short-term disability absence, the employee's time profile must have a Time Type
associated to it, which is relevant for the short-term disability absence. Take a look at Time Type [page 743] for
information about what you need to do in the objects.
3.5.9.13.1.1 Creating a Time Type for Short-Term Disability
Absence in USA
Create a Time Type that is relevant for the short-term disability absence in United States, so that it can be
associated with the Time Profile assigned to the employees who want to request this absence.
Context
Each organization can have its own policy for the short-term disability absence and based on that policy you
can configure the duration of the disability periods for the short-term disability absence of the employee.
Based on the duration of these disability periods, the admin is allowed to record up to three additional dates
indicating the end of the disability periods from the start date of the absence.
Procedure
1. Go to Admin Center and under Time Management choose Manage Time Off Structures.
2. From the Create New dropdown list, select the Time Type option.
3. Enter a meaningful <External Name> and select United States(USA) in the <Country/Region>
field.
The Time Type Information for USA section is displayed.
4. Select Short-term disability as the <Sickness Variant>.
The fields to capture the duration of disability periods based on your organization's policy for the shortterm disability absence of the employees appear.
5. Enter values in the <Duration of Disability Period One (in days)>, <Duration of
Disability Period Two (in days)> and <Duration of Disability Period Three (in
days)> fields that are based on the policy for short-term disability absence in your organization.
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 Note
These fields are not mandatory. The values in these fields can be configured if you want to create
short-term disability absences that have the end dates for the disability periods in accordance with
the company's policy. However,
○ If you choose to enter values in these fields, it is mandatory to follow the sequence. For example,
you cannot configure <Duration of Disability Period Two (in days)> without entering
a value in <Duration of Disability Period One (in days)>.
○ If you leave these fields empty, the system will not propose the end dates for the disability periods
when requesting short-term disability absence for this Time Type.
6. Select Absence as the <Classification>.
7. Select Sickness as the <Absence Class>.
8. Enter all the other mandatory and relevant fields and save the Time Type.
Next Steps
The Time Type created should be associated with the Time Profile of the user, for the user to be eligible for the
short term disability absence.
 Note
Set the Enabled in employee self-service scenario to No for the time type created, as only HR
administrators must request for this absence.
3.5.9.13.1.2 Requesting an Absence for Short-Term Disability
The HR administrator can request the short-term disability absence for the employee by following the below
steps.
Prerequisites
● You’ve familiarized yourself with the Assigning Time Objects to Employees Manually documentation.
● The Time Type relevant for the short-term disability absence exists and is associated to the Time Profile of
the employee.
● You’ve familiarized yourself with the Employee Time [page 694] documentation for information about the
objects.
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Context
When an employee reports that he or she won’t be able to come to work for a relatively long duration due to an
illness or a disability that may have occurred as a result of an accident, you can create an absence for shortterm disability on behalf of the employee. This absence is based on a policy defined by your organization.
Based on this policy, the duration of the disability periods must be configured in your system.
 Restriction
At this moment, only the HR administrator should request for the short-term disability absence. The ESS
option for requesting this absence is not supported.
Procedure
1. Go to the employee's People Profile and under Time Management choose Administer Time.
2. You then see the employee's Time Off overview. Choose Create Absence. This brings up the New Absence
window for the employee.
 Note
The fields under Additional Leave Information for USA only appear when the Time Type is country/
region-specific to United States and the Absence Class in the Time Type is Sickness.
3. Now, make these entries:
○ <Time Type> for short-term disability.
○ <Start Date> and <End Date> for the absence being requested.
○ For the fields under the Additional Leave Information for USA, you can set the end dates of the disability
periods based on the policy configured in the Time Type, by choosing the Set Disability Period Policy
Dates button.
○ Alternatively, you can also choose to enter these end dates manually depending on the situation of the
employee.
 Note
The dates that are manually entered here can also be before the start date of the absence. However, it’s
important that the <Disability Period Two End Date> is after the <Disability Period One
Date> and the <Disability Period Three End Date> is after the <Disability Period Two
Date.>
4. Once all the entries are made, submit the entries on this page.
 Tip
In the employee's Time Off overview screen, the admin can also view the requests that are already
submitted and edit the requests.
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3.5.10 Integration of Time Off and Payroll
If you need Time Off data in your payroll system, you can set up either a point-to-point integration or one that
uses middleware.
The integration processes are described in detail in the following guides on SAP Help Portal:
● Integrating Time Off and Employee Central Payroll
● Integrating Payroll Time Sheet with Employee Central Payroll
● Replicating Employee Time Data from Employee Central to SAP ERP HCM Using SAP Cloud Platform
Integration as the Middleware
● Replicating Employee Time Data from Employee Central to SAP ERP HCM Using Dell Boomi AtomSphere
as the Middleware
Limitations and Restrictions
● When absence data is replicated from Time Off to Employee Central Payroll, the fact that an employee is
inactive or active is not taken into account for the creation of infotype 2001.
● Absences for periods when the status of an employee is set to Inactive in the Actions (0000) infotype are
not allowed for most countries.
This means that the payroll run will fail for the corresponding employee each time a leave of absence (LOA)
is replicated to Employee Central Payroll.
 Tip
If you want to prevent LOAs from being replicated to Employee Central Payroll for these countries, go to
the Data Replication Configuration and make sure that you don't include any leave of absence time type
in the Time Type Filter.
● In Employee Central, the external code of a time object can be up to 128 characters. However, in Employee
Central Payroll it can only be up to 32 characters.
As such, when setting up external codes for any time objects that will be used for replicating data to
Employee Central Payroll, ensure that they don't exceed 32 characters. Otherwise the replication will fail
and you'll get an error message.
3.5.11 Activating Mobile Time Off
Some of the functions of the Time Off feature are available in a mobile version that you need to switch on.
Context
You can:
● Submit a request for some time off, such as sick leave, vacation, or paid time off (PTO).
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● Look at your team's calendar to see who else is absent when you want to be.
● Cancel any time off requests you submitted that haven't been approved yet.
● Handle other things you need to do as part of taking time off, such as canceling meetings planned for the
relevant period and telling colleagues you are going to be away.
Procedure
1. Register and activate your mobile device as described in Employee Central and Your Mobile Device in the
Implementing Employee Central Core guide.
2. Before you can use mobile Time Off, you need to activate and set up the Time Off feature as described in
the other chapters of this documentation.
3. The mobile feature also includes a function enabling you to send emails to people, telling them you are
going to be absent.
Before you can use this, the relevant field, shown below, needs to be in your Succession Data Model. Make sure
it is there and, if it is not, insert it.
<standard-element id="email" required="false" matrix-filter="false">
<label>Email</label>
</standard-element>
4. Finally, create the permissions users will require so that they can use the new email function. Go to the
Admin Center and choose Set User Permissions
function and proceed as follows:
Manage Permission Roles . Enter the Create New
a. Create a permission role as shown below, containing the permission Employee Data — Email, Email
Info, View.
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b. Grant the role to those you want to be able to view the email. This can be a group, individuals, or
everyone in the company.
c. Log off and log on again. The created permission is now effective and you're ready to go with all
aspects of the mobile Time Off app. Use the Related Links to access information about them.
Related Information
Mobile Time Off for iPhone Users
Mobile Time Off for Android Users
3.5.11.1 Mobile Time Off Features
Here's information about the features supported by Mobile Time Off.
Supported Features of Mobile Time Off
Only the following custom fields supported in Mobile Time Off:
● Attachment
● Boolean
● String
● Number
● Decimal
● Picklist
● Date
● You can restrict access to certain fields using field level overrides permission (for example, setting a
custom field to "Read Only" or "No Access"). This is respected on the Mobile Time Off user interface.
 Note
The field level override is only supported for the custom fields mentioned above.
● Cross-Midnight absences are supported in Mobile Time Off UI.
● Option to Block calendar - iOS only
● Option to notify people via email - iOS only
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● Option to pick schedule suggestion while creating absences
● Custom conditional field on fractionQuantity for AmPm is supported if you create the field with a
predefined name: cust_AmPmForFractionLeave.
● Absences with Flexible Requesting are supported in Mobile Time Off.
● Upcoming Time Off section in Mobile UI also displays holidays and absences like in Web UI. There is also a
possibility to filter past/future events.
● The balance section displays the balance of all the time types and not only the favorite time types.
Unupported Features of Mobile Time Off
● Absences with Undetermined End Date aren't supported on the Time Off Mobile UI
● Absences of Leave of Absence (LOA) time types aren't supported
● the recurring absences feature isn't supported
● Conditional custom fields aren't displayed on the Mobile Time Off UI
● Split and delimit of absences isn't supported on the Mobile Time Off UI
● Concurrent absences isn't supported on the Mobile Time Off UI
● The Return to Work On field isn't available on the Mobile Time Off UI
● The absences of "Indirect" reports aren't visible on the Mobile Team Absences UI.
● The leave "balance" isn'tshown when approving an absence on the Mobile UI.
● The Time accounts overview like display of Time account bookable dates and balances isn't available on
mobile.
● Comments from "Declined" time off requests aren't visible on Mobile UI.
● The Payout and Purchase Self-Services UIs aren't available on Mobile as own Apps
● Error or Warning messages aren't classified or differentiated on the Mobile UI with an error/warning icon.
● The full-day flag on the Mobile Time Off UI isn't hidden based on the time type settings Permitted Fractions
for Unit Day or Permitted Fractions for Unit Hour.
 Note
All of the above features can be supported in mobile if accessed using responsive web browser URL.
3.5.12 Setting Up Alerts And Notifications
Ensure that all the relevant people in a Time Off workflow will be reminded of important events, such as an
employee returning from extended leave.
Context
If managers are responsible for a lot of employees, it can be hard for them to keep track of all leave requests
and absences. Alerts and notifications can make this task much easier, by pointing out when an important date
is approaching or when a particular absence requires more attention.
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For example, you can specify that managers will get a reminder when:
● An employee will return from leave in a given number of days. This is relevant for long periods of leave, such
as 2 years parental leave, to ensure that the manager has done everything in the system so that it is ready
for the employee's return.
● A certain absence will be longer than a given number of days, so that additional action can be taken. For
example, if an employee is on sick leave for more than 15 consecutive days, HR might need to be informed.
● The amount of days taken for a certain time type is above a defined maximum. For example, if an employee
accidentally books more than the annual allowance of vacation leave.
Procedure
1. In the Admin Center Manage Organization, Pay and Job Structures , create the relevant workflow. In
this example, we're creating a 20-day reminder for any employees that will be returning from parental
leave.
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2. In the
Admin Center
Manage Data , specify what the alert message should be.
Note that you can use variables in the message and header text.
3.5.12.1 Example
Context
Let's look at an example, where the system is being configured to remind a manager that an employee is
returning from maternity leave in 20 days' time.
Procedure
1. The first step is to define the relevant workflow. You do this in the Manage Organization, Pay and Job
Structures.
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2. Next, we define an alert message. To do this from the Admin Center, choose
Message
Manage Data
Alert
and specify the alert header and text.
Note that you can use variables as you would use them anywhere in the system.
3. Now go to Configure Business Rules and assign the workflow and alert message you have just created.
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As you can see from the IF statement, this rule is only relevant for leaves of type Maternity.
 Note
○ The effective date determines the date on which the alert is created. In our case, this is 20 days
before the end date for the leave.
○ You don't need to specify any parameters.
4. Now, assign the postSaveRule to employeeTimes. You do this in the Admin Center by choosing Configure
Object Definitions:
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a. Choose
Rules
Details .
b. Select the rule as postSaveRules
 Note
○ You can assign more than one postSaveRule to employeeTimes, but at this time only one alert
can be generated per employeeTimes object. So, if the first assigned rule is relevant for the
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time off request, the relevant alert is generated and the other rules are not considered. So, you
might want to have rules per time type.
○ For the alerts to run, you need to schedule an "EC Alerts and Notifications" job in Provisioning.
Assign EC Alerts and Notifications as the Job Type.
Take a look at the Scheduling A Job section of the Employee Central Workflows implementation
guide for full information on running jobs.
5. Now, the users defined in the workflow receive appropriate alerts shown in their To Dos.
3.5.12.2 Setting Up E-Mail Notifications for Time Account
Payouts
Set up and configure e-mail notifications so that your employees are alerted when certain activities occur in
relation to time account payouts requested for them.
Context
Employees will receive e-mail notifications whenever an admin creates, edits, or deletes a time account payout.
You use templates to ensure that these e-mail notifications contain the correct information, and as such you
need to set up the templates for each type of notification (create, edit, and delete).
Procedure
1. In the Admin Center, go to E-Mail Notification Templates Settings.
2. Here you'll find the following templates:
○ Notification With Payout Rate Details
○ Notification (without payout rate details)
“Payout rate details” here refers to the monetary value of the hours or days which are deducted from the
time account for payout.
3. Configure either or both of these templates for the Create, Edit, and Delete notifications, and save.
Whether you need to configure either or both templates depends on the settings of the pay component
used for the time account payout. If the pay component allows monetary valuation then the payout rate
details can be calculated directly in Employee Central, and you need to configure the Notification With
Payout Rate Details template. If the pay compontent doesn’t allow monetary valuation, then you only need
to configure the Notification template because the payout rate details will be calculated later in Payroll.
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Results
Employees are notified by e-mail when time account payouts are created for them and when those payouts are
edited or deleted.
3.5.12.3 Setting Up E-Mail Notifications for Leave Purchases
Set up and configure e-mail notifications so that your employees are alerted when certain activities occur in
relation to time purchases requested for them.
Context
Employees will receive e-mail notifications whenever an admin creates, edits, approves, or deletes a time
purchase. You use templates to ensure that these e-mail notifications contain the correct information, so you
need to set up the templates for each type of notification (create, edit, approve, and delete).
Procedure
1. In the Admin Center, go to E-Mail Notification Templates Settings.
2. Here you'll find the following templates:
○ Time Off Purchase Leave Request Created Notification
○ Time Off Purchase Leave Request Edited Notification
○ Time Off Purchase Leave Request Approved Notification
○ Time Off Purchase Leave Request Deleted Notification
3. Configure and activate the templates you want to use and choose Save Notification Settings.
Results
Employees are notified by e-mail when a leave purchase is created for them and when it is edited, approved, or
deleted.
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3.5.13 Handling Global Assignments and Concurrent
Employment in Time Off
These forms of employment are a bit different from the standard. If you use any of them at your company,
you'll have to keep this in mind when setting up Time Off.
Global Assignment
If an employee leaves the country where they're normally based to work in another country, you need to set up
Time Off in both countries. This means, for example, that you have to assign a time profile to that employee in
each country.
If you don't yet use Time Off in one of the countries, you can only set up time profiles and other objects for the
country in which you do use Time Off. Unfortunately, there is currently no consolidated time management
available.
 Note
Assigning a time profile while adding a global assignment does not trigger the automatic creation of time
accounts and accruals. You need to run the account creation calendar manually in such cases.
Concurrent Employment
When someone simultaneously holds two or more employments, you need to up Time Off for both
employments. This means, for example, that you must assign a time profile to that employee for each
employment.
 Note
Assigning a time profile while adding a concurrent employment does not trigger the automatic creation of
time accounts and accruals. You need to run the account creation calendar manually in such cases.
3.5.14 Recommendations and Restrictions for Time Off
Before you start using Time Off, here are some important things you should keep in mind.
Recommendations
● Plan plenty of time for migration.
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If you use Time Off in a test instance and then decide to migrate to a productive instance, keep in mind that
the migration can take a while – especially if you have a lot of data to migrate.
● Use flexible date accounts instead of hire date accounts.
Flexible date accounts offer the same features as hire date accounts, but with improvements. For example,
you can manually specify the exact hire date that will be used as the basis for the annual time account.
However, with hire date accounts, you have to use the system-defined date.
● We recommend using "No Recalculation Postings" as the Accrual Recalculation Posting Method in the Time
Account Type due to following advantages over Classic:
○ Less data volume, especially for daily accruals.
○ If there are duplicate accruals, you don't run into an error but calendars with recalculation can clean up
that data.
○ If the accrual date changed during recalculation then that date change is considered as well. Classic
only considers quantity changes.
● If you record your absences in EC Time Management, we recommended that you also manage your time
accounts and accruals in EC Time Management.
Restrictions
● Do not use Time Off to record attendances such as training courses, travel time, or working from home.
Time Off is intended to be used to record absences only. It is not designed for the volume of data that
arises from recording attendances, and using it in this manner would lead to extensive performance
problems.
● Do not import absences with an undefined “high date” (for example, 31.12.9999)
This slows down the import considerably, since Time Off has to calculate the entire absence duration. As
such, always enter a specific return date when possible.
● Do not load temporary work schedules on a daily basis
This will also severely impact performance, since Time Off is simply not designed to read work schedules
for thousands of employees every day.
● Contingent workers are not supported
Please note that you cannot use Time Off to manage absences for contingent workers - only for permanent
employees.
● Only letters (A-Z), numbers (0-9), dashes (-), and underscores (_) are allowed when setting up your
external codes. Any other special characters like +, /, ?, &, %, and # are not supported and will cause
errors.
● You cannot add any custom join-by-column associations, composites, or valid-when associations to EC
Time Management MDF objects.
● The system doesn't allow users to save fields on the cancellation of an absence." If you want to edit the
attachment field during cancellation, you should first edit the absence, add the attachment and save it.
Afterwards cancel the absence request.
● Users aren't allowed to save fields at the time an absence is cancelled. If you want to edit the attachment
field during the cancellation of an absence, you must first edit the absence, add the attachment, and save
it. Then, cancel the absence request.
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3.5.15 Troubleshooting Time Off
There are some limitations you should be aware of in Employee Central Time Off.
Known Issue: Time Type Changes Without Permission [page 318]
If you follow our recommendation and do not secure the time type object with RBP permissions, users,
especially managers, might be able to change the time type from the Workflow UI, by way of the quick
card, by choosing
View
Edit .
Known Issue: MDF Field Property “Private or Sensitive Information” [page 319]
The field property Private or Sensitive Information is not respected in Employee Central Time Off. The
value is rendered as before without masking.
Known Issue: Custom Fields [page 320]
At this time, custom fields are not supported for time accounts and time account details in Manage
Time Off or the Time Workbench.
Known Issue: Team Absence Calendar [page 320]
In the Team Absence Calendar, you can't view information beyond a certain point in the future.
Known Issue: Field-Level Overrides for Time Off [page 321]
We recommend that you do not use field-level overrides in Time Off.
Known Issue: Work Schedule Finder [page 321]
The Work Schedule Finder cannot find work schedules with custom Valid When associations.
Known Issue: Expected Return Date [page 321]
When maintaining expected return dates for consecutive leave of absences, you have to follow a
number of steps.
Accrual Troubleshooting [page 321]
Here are some tips on various problems that can arise with accruals in Time Off.
3.5.15.1 Known Issue: Time Type Changes Without
Permission
If you follow our recommendation and do not secure the time type object with RBP permissions, users,
especially managers, might be able to change the time type from the Workflow UI, by way of the quick card, by
choosing
View
Edit .
 Tip
To ensure that this doesn't happen, we suggest that you set RBP permissions for the time type object.
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3.5.15.2 Known Issue: MDF Field Property “Private or
Sensitive Information”
The field property Private or Sensitive Information is not respected in Employee Central Time Off. The value is
rendered as before without masking.
So, if you enter Yes for that property, as shown here:
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The result looks like this:
3.5.15.3 Known Issue: Custom Fields
At this time, custom fields are not supported for time accounts and time account details in Manage Time Off or
the Time Workbench.
3.5.15.4 Known Issue: Team Absence Calendar
In the Team Absence Calendar, you can't view information beyond a certain point in the future.
● You can use the Team Absence Calendar to view upcoming absences for your peers and direct reports.
Please note, however, that you cannot view this data beyond 31st December of the subsequent year. For
example, if the current date is 15th August 2018, then in the Team Absence Calendar you can only view
data until 31st December 2019. If you try to view data beyond that, you'll get an error message.
● If an employee is on global assignment with the same manager for both employments (home and host),
the Team Absence Calendar for the home employment will show both home and host absences, but the
calendar for the host employment will only show the host absences.
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3.5.15.5 Known Issue: Field-Level Overrides for Time Off
We recommend that you do not use field-level overrides in Time Off.
Since field-level overrides are not supported on the vast majority of Time Off screens, and can cause
performance drawbacks, we recommend that you do not use them for Time Off.
3.5.15.6 Known Issue: Work Schedule Finder
The Work Schedule Finder cannot find work schedules with custom Valid When associations.
3.5.15.7 Known Issue: Expected Return Date
When maintaining expected return dates for consecutive leave of absences, you have to follow a number of
steps.
Related Information
Validations for Leave Of Absence (LOA) [page 63]
3.5.15.8 Accrual Troubleshooting
Here are some tips on various problems that can arise with accruals in Time Off.
Overview
When problems occur while accruals are being generated, the log file you receive contains details of the errors
so that you can put them right.
Problem: Employee was not selected during accrual run.
● Check whether the employee is eligible for accruals
○ What is the job information status of the employee as of the calendar start date? Is the job info status
mapped to Yes as Time Account Eligibility Status. For more information, take a look at the accrual
eligibility documentation.
○ If the employee in question is newly hired, check whether he or she was not selected because of the
defined waiting period for the time account type (Time from Hire to First Accrual).
○ If the employee in question is newly hired, check his or her hire date. If it is after the calendar start
date, the employee will not be selected.
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Other Problems
In the event of other problems, the log file, which gives information on successfully created accrual runs as well
as those where there are problems, is communicated in any of the following ways:
● By email to the person who started the job. With this option, you can also receive log files for simulated
calendar runs.
● In the Time Off calendars view, by clicking View in the display. You can then download the file if you want.
● In the EC Job Monitor. You can download the file if you want.
With this option, you can also receive log files for simulated calendar runs.
Features
The log file gives detailed information about the reason for errors – for example, if there is an error in the rule
definition.
Let’s look at an example of a log file.
The important points to note here are:
● The status column. There are three possible statuses:
○ CREATED: The accrual was created successfully.
○ ERROR: No accrual was created because something went wrong. The Error Reason column provides
information on what this was and tells you what to do to correct the error.
○ UNCHANGED: No accrual was created because no accrual rule is assigned, as the Error Reason
column confirms.
3.6
Implementation of Time Sheet
Learn how to implement Time Sheet so that employees can record their working time.
Employees record their working time in a time sheet and submit their recorded time to an approver, either a
manager or an HR administrator. After approval, the recorded working time is sent for further processing,
typically to payroll or to a type of time account.
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The implementation of time recording includes a basic setup and the implementation of the time recording
scenarios that are required by your organization.
3.6.1 Basic Setup of Time Sheet
SAP SuccessFactors supports a number of different time recording scenarios. Before you can implement the
specific time recording scenarios that are required by your organization, you need to go through some basic
implementation steps.
The basic implementation steps of time recording are based on the core time recording scenario. All specific
time recording scenarios build on this core time recording scenario.
Core Time Recording Scenario
Employees typically use a time sheet to record their working time. This time sheet includes all days of their
working week. Employees record their working time daily, but typically send the time sheet for review on a
weekly basis. An approver, usually a manager or an HR admin, reviews the time and, if there are no issues,
approves the time sheet. The approved time sheet is then processed by payroll.
Implementation Steps of the Core Time Recording Scenario
You activate the time sheet that employees use to record their time. Because the first day of a working week
can differ, you also define the first day of their working week. The approval of time sheets includes workflows
that you configure. Because the recorded working time is typically sent to Employee Central Payroll, you set up
the connection between the time sheet and Employee Central Payroll.
Further Mandatory Implementation Steps
Apart from the core implementation scenario there are some other mandatory implementation steps on which
all time recording scenarios depend. You define time recording profiles, which you later on use to configure
time recording settings for groups of employees. You also need to define the different roles and permissions
that control how the time sheet is used.
Optional Implementation Steps
There are also some general optional settings. You can activate the Time Management Configuration Search,
set up email notifications, and enable time sheet fields in the employee job information.
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1. Defining the First Day of the Time Sheet Week [page 324]
Not all working weeks start on the same day. Define the first day of the week so that the time sheet
accurately reflects the working week of your employees.
2. Creating an Attendance Time Type [page 326]
Create time types and classify them as Attendance. Assign these time types to a time profile.
3. Creating a Break Time Type (Clock Time-Based Recording Only) [page 327]
Enable deductions for unpaid breaks. Create time types and classify them as breaks. Assign these time
types to the time profiles of all relevant employees.
4. Assigning Time Types to Time Profiles [page 328]
Assign time types, break types, and on-call time types to existing employee time profiles.
5. Creating a Time Recording Profile [page 329]
Define time recording profiles so that you can determine time recording settings for employees.
6. Enabling the Assignment of Time Sheet Master Data to Employees [page 332]
Enable fields in Manage Business Configuration under jobInfo.
3.6.1.1
Defining the First Day of the Time Sheet Week
Not all working weeks start on the same day. Define the first day of the week so that the time sheet accurately
reflects the working week of your employees.
Procedure
1. Go to the Admin Center and choose Manage Data and Time Valuation Period.
2. Define a unique external code and external name.
3. Set Length to One Week.
4. Specify the first day of the time sheet week in the First Day of Week field.
 Note
If employee groups in your organization have different first days of the week, create multiple Time
Valuation Period objects with different first days of the week.
5. Create a time recording profile.
6. Assign a time valuation period to the time recording profile.
7. Assign the time recording profile to the employees in their job information.
 Caution
Retroactive assignments aren’t possible.
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Results
The first day of week is the start day of the weekly calendar in the time sheet and the start day for weekly time
valuations.
Task overview: Basic Setup of Time Sheet [page 323]
Next task: Creating an Attendance Time Type [page 326]
3.6.1.1.1
Changing the First Day of the Time Sheet Week
Assign a new time recording profile with a different first day of the week.
Context
The working week is different from country to country. For example, it's Monday to Sunday in Germany and
Sunday to Saturday in the US. The working week can differ between different employee groups within the same
organization. Therefore, you can configure the first day of the working week for time recording and time
valuation.
Procedure
1. Assign a new time recording profile with a different first day of the week in the employee's Job Information.
2. Make sure that the employee hasn't submitted time sheets that are valid on or after the effective date of
the new Job Information record.
 Note
If the employee has submitted time sheets on or after the effective date of the change, delete the entire
Employee Time Sheet instance. Use the Manage Data transaction in the Admin Center. The employee
has to record the deleted time again.
Results
Depending on a number of factors, either one or two time sheets with a validity period of less than 7 days is
created.
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3.6.1.2
Creating an Attendance Time Type
Create time types and classify them as Attendance. Assign these time types to a time profile.
Context
The time type describes the business semantic of a time data record. For Time Sheet, time types with the
classification Attendance are relevant.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time type.
3. Enter an external name and an external code that is no longer than 10 characters.
4. Set Classification to Attendance.
5. Select the time unit Hour(s).
6. To create a time type for a country/region, enter a country/region.
The country/region you enter here must match the country/region in the time profile to which this time
type is assigned.
7. Assign your attendance time types to the time profiles of all relevant employees.
Task overview: Basic Setup of Time Sheet [page 323]
Previous task: Defining the First Day of the Time Sheet Week [page 324]
Next task: Creating a Break Time Type (Clock Time-Based Recording Only) [page 327]
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3.6.1.3
Creating a Break Time Type (Clock Time-Based
Recording Only)
Enable deductions for unpaid breaks. Create time types and classify them as breaks. Assign these time types
to the time profiles of all relevant employees.
Context
Employees who record their attendance time using clock times can have scheduled unpaid breaks
automatically deducted from their working time. They can also manually record unpaid break times in the time
sheet.
Create a time type for each break type you need.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time type.
3. Enter an external name and a meaningful external code.
4. In the Classification field, select Break.
5. Select the time unit Hour(s).
6. Make the time type country-dependent by selecting a country.
The country you select must match the country in the time profile to which this break time type is
assigned.
7. Assign your break time types to the relevant employee time profiles.
Task overview: Basic Setup of Time Sheet [page 323]
Previous task: Creating an Attendance Time Type [page 326]
Next task: Assigning Time Types to Time Profiles [page 328]
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3.6.1.4
Assigning Time Types to Time Profiles
Assign time types, break types, and on-call time types to existing employee time profiles.
Context
The time profile is used to specify the various time types and allowance types that an employee can use in the
Time Sheet to record their time. You also use the time profile to assign a main attendance and a main break
time type to employees.
To view the time profile assigned by choosing
Employment Information
Job Information
Time
Information .
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Search for the relevant time profile.
3. Assign all required time types in the Available Time Type field.
4. Assign the attendance time types you require.
a. Maintain the Enabled in employee self-service scenario and Favorite Time Type fields.
b. Define a unique external code for each assignment you make.
5. Decide whether to enable the time type for the Employee Self-Service scenario or not.
○ To allow employees to record time against the time type in their time sheet, select Yes.
○ To restrict editing of the time type to authorized employees, such as a time administrator, select No.
6. Select up to three time types defined in a time profile as favorites (optional).
 Note
Don't give the favorites names that are longer than 20 characters.
If you select Yes in the Favorite Time Type field, the time type appears as an individual button in the Time
Off UI. The time type appears in the balance overview section of the Time Off UI. Because this feature is
only relevant for Time Off time types such as vacation or sick leave, choose No in this field for all timesheet-relevant time types.
7. Define one of the assigned attendance time types as the default attendance time type in the Main
Attendance Time Type field (optional).
The time type you enter here then acts as the default time type for time recording by employees using this
time profile.
 Note
You can't set Enabled in employee self-service scenario for the main attendance time type to No. So,
you can't prevent employees from changing the main attendance time type in their time sheet.
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8. Assign the break time types you require.
a. Maintain the Enabled in employee self-service scenario and Favorite Time Type fields.
b. Define a unique external code for each assignment you make.
c. Define one of the assigned break time types as the default break time type in the Main Break Time Type
field.
9. Assign the on-call time types you require.
a. Maintain the Enabled in employee self-service scenario and Favorite Time Type fields.
b. Define a unique external code for each assignment you make.
Task overview: Basic Setup of Time Sheet [page 323]
Previous task: Creating a Break Time Type (Clock Time-Based Recording Only) [page 327]
Next task: Creating a Time Recording Profile [page 329]
3.6.1.5
Creating a Time Recording Profile
Define time recording profiles so that you can determine time recording settings for employees.
Context
 Caution
You can't update time recording profiles that are already in use.
Time recording profiles bundle various time types and allowance types. You also use time recording profiles to
assign a main attendance and a main break time type to employees. If employees use time accounts, time
recording profiles define if a manager must approve of an accrual of overtime in a time account. There are
separate fields for working time accounts and for TOiL accounts.
 Caution
Don’t change a time recording profile that has already been used in your production system for a group of
employees. The parameters of the changed time recording profile no longer match the ones previously
used to generate the time valuation results for the employees’ existing time sheets. You can no longer
reproduce how these time valuation results came about.
Create a new time recording profile with the adjustments and assign it to the relevant employees with an
effective date in the future.
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Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time recording profile.
3. Enter a unique external name and external code for the time recording profile.
4. Assign a time valuation period.
5. Select a time recording variant and a time recording method.
6. Enter the approval workflow for your time sheet in the Workflow Configuration field.
7. Specify time valuation rules.
8. Specify validation rules.
Next Steps
Assign the time recording profile to an employee or a group of employees.
Task overview: Basic Setup of Time Sheet [page 323]
Previous task: Assigning Time Types to Time Profiles [page 328]
Next task: Enabling the Assignment of Time Sheet Master Data to Employees [page 332]
3.6.1.5.1
Time Recording Methods
Time recording methods include positive time recording, overtime recording, negative time recording, and
absences-only time recording.
Positive Time Recording
Employees record all the hours they actually work (their ‘attendance time’), in addition to overtime, absences,
on-call time, and allowances.
Overtime Recording
Employees record only the time they work that is in addition to their planned working time, plus on-call time
and allowances.
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Negative Time Recording
Employees record only deviations (exceptions) from their planned working time. Other exceptions such as oncall time, allowances, and overtime can also be recorded using this method. Time sheet entries are generated
automatically for the main attendance time types, based on the scheduled working time. These are then
‘merged’ in the time sheet with the actual recording of deviations by employees from their scheduled time, to
produce the overall recorded time for the period under consideration.
Absences-Only Time Recording
Employees record only absences, for example, for reporting/internal administrative purposes only. This time
recording method could apply, for example, to an executive level employee who receives a set compensation
package where no overtime is recorded or paid.
3.6.1.5.2
Configuring Time Sheet Workflows
You can configure an approval workflow for time sheets. Approvers can approve or decline a complete weekly
time sheet submitted by an employee.
Procedure
1. Create a business rule in the scenario
base object Employee Time Sheet.
Metadata Framework
Rules for MDF Based Objects
with the
2. Set Purpose to Workflow.
3. In the Then section, set Workflow Context.Workflow Configuration to to be equal to Get Time
Sheet Approval Workflow Configuration().
4. Set User ID to Employee Time Sheet.User.
5. Set Job Info Effective Date to Employee Time Sheet.Start Date.
6. In the object Employee Time Sheet, assign the rule in the Save Rules section.
7. Create a workflow and add the workflow in the time recording profile assigned to the employee.
Related Information
Workflows in SAP SuccessFactors Employee Central
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3.6.1.6
Enabling the Assignment of Time Sheet Master
Data to Employees
Enable fields in Manage Business Configuration under jobInfo.
Context
There are some fields you must enable if you want them to appear in Job Information under Time Information
for all your employees using the Time Sheet.
Procedure
1. Go to the Admin Center and choose Manage Business Configuration.
2. Choose jobInfo.
3. Select Yes in the Enabled field for Time Recording Profile, Time Recording Variant, Time Recording
Admissibility, and Default Overtime Compensation Variant.
Task overview: Basic Setup of Time Sheet [page 323]
Previous task: Creating a Time Recording Profile [page 329]
3.6.2 Permissions in Time Sheet
When you implement time recording in SAP SuccessFactors, you also define which users can access which
time recording functionality.
By default, users can’t access and maintain time sheets. Therefore, you need to enable users to access and
maintain time sheets. You also define which time recording objects users can access and how they can access
them by setting up role-based permissions. Another aspect of user management in time recording is defining if
and how users can change, or amend, time sheets that have already been approved.
Enabling Users to Access Time Sheets [page 333]
Secure the time sheet objects and grant users access to these objects so that users can access their
own or their employees' time sheets and view time sheets in Manage Data.
Enabling Users to Maintain Time Sheets [page 334]
Grant employees, managers, and HR admins the Time Sheet permission.
Setting Up Role-Based Permissions for Employee Self-Service [page 335]
Set up permissions for Time Recording Profile, Time Recording Variant, Time Recording Admissibility,
and Default Overtime Compensations Variant.
Granting Users Manager or HR Admin Permissions [page 336]
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Grant users manager or HR role permissions for the time recording profile, time recording variant, time
recording admissibility, and default overtime compensation variant. Set up role-based permissions in
the Time Information section under Job Information.
3.6.2.1
Enabling Users to Access Time Sheets
Secure the time sheet objects and grant users access to these objects so that users can access their own or
their employees' time sheets and view time sheets in Manage Data.
Context
 Note
All new objects are secured by default. You can't turn off this security. The secured objects have the
permission category Time Management Object Permissions. The configuration of existing objects isn’t
affected.
Procedure
1. Go to the Admin Center and choose Configure Object Definitions.
2. Open one of the relevant object definitions:
○ Employee Time Sheet
○ Employee Time Sheet Entry
○ Employee Time Valuation Result
○ Allowance
3. Choose Take Action and Make Correction.
4. Set Secured to Yes and select the permission category Time Management Object Permission.
5. Save your changes.
6. Repeat these steps for the other relevant object definitions.
7. Go back to the Admin Center and choose Manage Permission Roles.
8. Select the permission role for time sheet users.
9. Choose Permission....
10. Go to the User Permissions section and choose Time Management Object Permission.
11. Select View for each relevant object.
12. Select Edit for objects that you want users to edit.
13. Choose Done and save your changes.
Task overview: Permissions in Time Sheet [page 332]
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Related Information
Enabling Users to Maintain Time Sheets [page 334]
Setting Up Role-Based Permissions for Employee Self-Service [page 335]
Granting Users Manager or HR Admin Permissions [page 336]
3.6.2.2
Enabling Users to Maintain Time Sheets
Grant employees, managers, and HR admins the Time Sheet permission.
Context
Employees require the Time Sheet permission to record maintain their time sheets. Managers and HR admins
require the Time Sheet permission to maintain time sheets for employees.
Procedure
1. Go to the Admin Center and choose Manage Permission Roles.
2. Select the permission role for employee self-service.
3. Choose Permission....
4. Choose Employee Views and select the Time Sheet.
5. Repeat these steps for the permission role for managers.
6. Repeat these steps for the permission role for HR admin.
Task overview: Permissions in Time Sheet [page 332]
Related Information
Enabling Users to Access Time Sheets [page 333]
Setting Up Role-Based Permissions for Employee Self-Service [page 335]
Granting Users Manager or HR Admin Permissions [page 336]
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3.6.2.3
Setting Up Role-Based Permissions for Employee
Self-Service
Set up permissions for Time Recording Profile, Time Recording Variant, Time Recording Admissibility, and
Default Overtime Compensations Variant.
Context
 Note
All new objects are secured by default. You can't turn off this security. The secured objects have the
permission category Time Management Object Permissions. The configuration of existing objects isn’t
affected.
If you want to grant the users who are assigned to Employee Self Service, Manager, and HR Role roles either the
view or maintenance permissions for Time Recording Profile, Time Recording Variant, Time Recording
Admissibility, and Default Overtime Compensation Variant fields within the Time Information section under Job
Information, implement role-based permissions.
Procedure
1. Go to the Admin Center and choose Manage Permission Roles.
2. Select the permission role for system admins.
3. Choose Permission.....
4. Go to the Administrator Permissions section, choose Manage System Properties, and select Employee
Central Feature Settings.
Task overview: Permissions in Time Sheet [page 332]
Related Information
Enabling Users to Access Time Sheets [page 333]
Enabling Users to Maintain Time Sheets [page 334]
Granting Users Manager or HR Admin Permissions [page 336]
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3.6.2.4
Granting Users Manager or HR Admin Permissions
Grant users manager or HR role permissions for the time recording profile, time recording variant, time
recording admissibility, and default overtime compensation variant. Set up role-based permissions in the Time
Information section under Job Information.
Context
 Note
All new objects are secured by default. You can't turn off this security. The secured objects have the
permission category Time Management Object Permissions. The configuration of existing objects isn’t
affected.
Procedure
1. Go to the Admin Center and choose Manage Permission Roles.
2. Select Employee Self Service in the permission role list and choose Permission....
3. In the User Permissions section, choose Employee Central Effective Dated Entities.
4. Select the first two checkboxes of the Time Recording Profile, Time Recording Variant, Time Recording
Admissibility, and Default Overtime Compensation Variant entries.
5. Choose Finished and save your changes.
Task overview: Permissions in Time Sheet [page 332]
Related Information
Enabling Users to Access Time Sheets [page 333]
Enabling Users to Maintain Time Sheets [page 334]
Setting Up Role-Based Permissions for Employee Self-Service [page 335]
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3.6.2.4.1
Granting the Permission to Trace Time Valuations
Enable mangers and HR administrators to trace how information in a time sheet was arrived at by granting
them the permission to trace time valuations.
Context
If set up role-based permissions for managers and HR administrators, you must grant them the permission to
trace time valuations.
 Note
All new objects are secured by default. You can't turn off this security. The secured objects have the
permission category Time Management Object Permissions. The configuration of existing objects isn’t
affected.
Procedure
1. Go to the Admin Center and choose Manage Permission Roles.
2. Select the relevant role in the permission role list and choose Permission....
3. In the User Permissions section, choose Manage Time.
4. In the resulting screen, select the View Time Valuation Trace checkbox.
5. Choose Finished and save your changes.
Results
The HR administrator and manager can use a Trace button from an employee's time sheet to view how
information in that time sheet was arrived at.
3.6.2.4.2
Granting Access to Time Collectors
Enable mangers and HR administrators to access time collectors.
Context
If set up role-based permissions for managers and HR administrators, you must grant them this permission.
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 Note
All new objects are secured by default. You can't turn off this security. The secured objects have the
permission category Time Management Object Permissions. The configuration of existing objects isn’t
affected.
Procedure
1. Go to the Admin Center and choose Manage Permission Roles.
2. Select the relevant role in the permission role list and choose Permission....
3. In the User Permissions section, choose Manage Time.
4. In the resulting screen, select the Access Time Collectors check box.
5. Choose Finished and save your changes.
3.6.2.4.3
Granting Access to the Time Workbench
Enable mangers and HR administrators to access the Time Workbench.
Context
If set up role-based permissions for managers and HR administrators, you must grant them this permission.
 Note
All new objects are secured by default. You can't turn off this security. The secured objects have the
permission category Time Management Object Permissions. The configuration of existing objects isn’t
affected.
Procedure
1. Go to the Admin Center and choose Manage Permission Roles.
2. Select the relevant role in the permission role list and choose Permission....
3. In the User Permissions section, choose Manage Time.
4. In the resulting screen, select the Access Workbench checkbox.
5. Choose Done and save your changes.
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3.6.3 New Time Sheet UI
A new employee self-service (ESS) user interface for attendance recording is available. This new UI supports
accessibility standards and can be used on both desktop and mobile browsers.
You can upgrade to the new UI in the Upgrade Center.
Important Notes:
● Before you choose to upgrade, we strongly recommend that you test the new UI in your test instance, or in
your production instance via the following URL (simply replace the placeholder with your own company
URL): www.<placeholder>.com/xi/ui/attendancerecording/pages/sap/sf/
attendancerecording/timesheet/index.xhtml
This will give you the opportunity to assess the new UI and prepare user guides and rollout material for
your employees.
● You must ensure that you only use supported custom fields. Otherwise, the reimagined UI will display an
error message. The link in the Related Information section provides more information.
● After the upgrade, the new Time Sheet UI will be available to all users. It isn’t possible to only apply the
upgrade to a select group of users.
● If you want to undo the upgrade, you can do so within 30 days of the initial upgrade.
● The new time sheet UI doesn't support Microsoft Internet Explorer 11.
Features of the New Time Sheet UI
In addition to all the standard features of the old Time Sheet UI, here are some of the most notable aspects of
the new UI.
● A two-month calendar overview that displays the status of previous time sheets, so employees can keep
track of their scheduled payments. You open this calendar by using the Calendar button.
● Responsive to screen size, meaning it always displays the correct amount of information for the user's
specific screen.
● Can be used on both desktop and mobile browsers, and fully supports accessibility standards.
● You can use all functionality included in the SAP SuccessFactors Time Tracking subscription.
Related Information
Limitations Of New Time Sheet UI
3.6.4 Customization of Attendance Recording
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3.6.4.1
Break Time Recording
3.6.4.1.1
Setting Up Scheduled Breaks
Add the start time and end time of the scheduled unpaid break to a work schedule day model.
Prerequisites
● You've created a work schedule day model and defined scheduled working time.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Open the work schedule day model to which you want to add the scheduled unpaid break.
3. Choose Take Action and Make Correction.
4. Go to the Segments section and set Category to Scheduled Unpaid Break.
5. Enter the start time and end time of the scheduled unpaid break.
6. Save your changes.
3.6.4.1.2
Setting Up Dynamic Breaks
If you want, you can specify that employees are entitled to dynamic rather than fixed breaks. The difference
between the two is that fixed breaks are always at a particular time (for example, from 12:00- 12:45) whereas
dynamic breaks occur automatically after an employee has worked a certain amount of time (for example, after
6 hours of work they are entitled to a 45-minute break).
Prerequisites
Determine whether you want or need to use dynamic breaks. For instance, in many countries it is a legal
obligation to provide employees with a minimum break after a certain amount of working hours, so dynamic
breaks are a convenient way to ensure that this happens automatically. Another benefit is that they will cover
“unexpected” working times – for example, if an employee comes in on Saturday when no fixed break exists in
the working schedule.
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 Note
● If both fixed breaks and dynamic breaks are scheduled for the same day, the fixed breaks will always
take priority.
● Unlike with fixed breaks, employees cannot manually remove dynamic breaks from their working times.
They can shorten or extend the length of the break by changing their start/end times for the day, but a
proportionately determined break will always be automatically deducted from their working time.
Procedure
1. Add the new dynamic break field to jobInfo.
a. In the Admin Center, go to Manage Business Configuration.
b. Select jobInfo from the tree on the left-hand side and add a new field with these settings:
○ Identifier: dynamic-break-config-code
○ Section: Time Off Information
○ Label: Assign a name
○ Enabled: Yes
○
Details
Visibility : Edit
2. Assign the necessary permission.
a. In the Admin Center, go to Manage Permission Roles.
b. Under Employee Central Effective Dated Entries
select all the checkboxes.
Job Information
Dynamic Break Configuration ,
3. In the Admin Center Manage Data , create an create a new MDF object for dynamic breaks. Give the
object an External Name and an External Code, and specify the following:
○ Method of Generating Breaks: Choose whether you want to generate breaks using partial deduction
(which will generate partial breaks if there's not enough recorded working time or absences left) or full
deduction (which could mean that the break starts earlier than specified in the dynamic breaks rule).
○ Gaps in Working Time: Choose whether you want the system to consider any and all gaps in working
time as breaks, or just ignore them.
○ Working Time and Accumulated Break in Minutes: Specify how long employees need to work before
they can take a break, and how long that break should be.
4. Assign the dynamic break object to all relevant users in jobInfo.
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3.6.4.2
Adding Additional Validation Checks for Attendance
Recording
Create a business rule for your time sheet validation.
Context
 Tip
To limit what users can enter in their time sheets, use time valuations rather than validation rules. Use
validation rules only when valuating allowances.
Validations are business rules that check time sheet entries for criteria you define. For example, you can define
a validation that checks whether a particular time type is allowed on a particular day of the week.
 Restriction
A general restriction is that validations can only check data entered per time type. They can't check the
total entered for all the time types in a time sheet.
Please also note that the Time Sheet Validation scenario has the following specific restrictions:
● You can't set any Always True flags.
● You can only raise messages with Error severity.
● contextUser is not supported:
Procedure
1. Go to the Admin Center and choose Configure Business Rules.
2. Select the Time Sheet Validation scenario.
You might see a scenario called Time Sheet Validation (Deprecated). Please ignore this - it's now obsolete,
and shouldn't be used anymore.
3. Enter a rule name, rule ID, start date, and, if you need it, a description.
4. Choose Continue.
5. Enter the details of how you want to apply your time sheet validations.
The IF condition of your rule consists of one or more time sheet day objects.
 Note
At this time, only messages with severity Error are supported as possible output. If you enter messages
with severity Warning or Information, nothing is displayed.
6. Enter your validation rule in your desired time recording profile.
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 Restriction
The system doesn't support time sheet validation by means of saveRules or validateRules directly
attached to the Employee Time Sheet object. Such validation can lead to exceptions when the
background jobs are processed.
3.6.4.3
Admissibility Rules
Learn more about admissibility rules. Admissibility rules define which actions are possible.
3.6.4.3.1
Creating Admissibility Rules That Prevent
Amendments
You can prevent employees from changing time sheets that have been processed by payroll. To prevent
employees from changing time sheets that have been approved, create admissibility rules that prevent
amendments.
Context
By default, employees can amend time sheets without restrictions. Admissibility rules restrict how employees
can amend time sheets.
 Note
Admissibility rules don't apply to managers and HR administrators.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. In the Create New field, select Time Recording Admissibility.
3. Provide a unique external code and external name.
4. Set Amendments Allowed to No.
5. Save your changes.
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Next Steps
Assign the admissibility rule to employees.
3.6.4.3.2
Creating Admissibility Rules That Define When
Amendments Are Permitted
You can prevent employees from changing time sheets that have been processed by payroll. To limit how far
back employees can change time sheets that have been approved, create admissibility rules that define
periods when amendments are permitted.
Context
By default, employees can amend time sheets without restrictions. Admissibility rules restrict how employees
can amend time sheets.
 Note
Admissibility rules don't apply to managers and HR administrators.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. In the Create New field, select Time Recording Admissibility.
3. Provide a unique external code and external name.
4. In the Past Weeks field, specify the number of weeks in the past employees are allowed to amend time
sheet entries.
5. Save your changes.
Next Steps
Assign the admissibility rule to employees.
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3.6.4.4
Creating Custom Fields for Time Sheet
Create custom fields in the Employee Time Sheet Entry and Allowance object definitions.
Context
If the standard fields for time sheet entries or allowances don’t cover all your requirements, you can create your
own custom fields in Time Sheet. Custom fields for Time Sheet are available in the Employee Time Sheet Entry
and Allowance objects. Custom fields defined there are available within the Details section of the time sheet.
 Note
In the Employee Time Sheet Entry object, don't assign rules in the Details section of a custom field to
determine its visibility based on conditions derived at runtime.
 Note
If you create custom fields and later delete them, both the custom fields and any content entered in them
are deleted.
 Note
Don't give your custom fields the same name as any of the existing standard fields.
 Note
Don't set custom fields to Required.
 Note
You can't display seconds in custom fields of type Time and DateTime in EmployeeTimeSheetEntry as
well as in Allowances.
Procedure
1. Go to the Admin Center and choose Configure Object Definitions.
2. Search for the Employee Time Sheet Entry object definition.
 Note
There's a separate Allowance object. You create custom fields for allowances in that object. To create
Allowance objects, choose Configure Object Definitions and select Allowance as the object. Data
entered in custom fields in the Allowance object doesn't affect time valuation and isn’t passed on to
Payroll.
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3. Choose
Make Correction
Take Action .
4. Scroll down to the end of the Fields section.
5. In the first blank line of the section, enter a technical name in the Name field.
6. Specify a maximum length for your custom field and its data type.
The system will preface your chosen technical name with cust_ to denote it as a custom field.
7. Choose Details and add all required data for each of your custom field including an entry in the Label field.
a. Enter a field label.
The field label is the label of your custom field in the time sheet.
b. Ensure that the Visibility field is set to Editable.
8. Hide the Deviating Cost Center standard field by choosing Details and setting the Visibility field to Not
Visible (optional).
 Note
You can't hide the standard fields Duration and Time Type.
9. Choose Done and save your changes.
Restrictions on Custom Fields in Time Sheet [page 346]
There are restrictions on how many custom fields you can use in some generic objects in Employee
Central Time Sheet.
3.6.4.4.1
Restrictions on Custom Fields in Time Sheet
There are restrictions on how many custom fields you can use in some generic objects in Employee Central
Time Sheet.
● In the Employee Time Sheet object, do not use more than 5 decimal fields, 5 string fields, 5 number fields,
and 5 date fields.
● In the Employee Time Sheet Entry object, do not use more than 10 decimal fields, 15 string fields, 15
number fields, and 10 date fields.
● In the Allowance object, do not use more than 5 decimal fields, 5 string fields, 10 number fields, and 5 date
fields.
● In the Employee Time Valuation Result object, do not use more than 10 decimal fields, 10 string fields, 5
number fields, and 5 date fields.
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3.6.5 Additional Time Recording Options
Learn more about the different time recording options: allowance types, on-call time types, and extra time
types.
3.6.5.1
Creating an Allowance Type
Enable employees to record allowances by creating allowance types. Assign your allowance types to the time
profiles of all relevant employees.
Context
Allowances are part of an employee's salary that is compensation for special working conditions, such as shift
work or high-risk work.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create an allowance type.
3. Enter an external name and a meaningful external code.
4. Select the time unit Hour(s).
5. Make the allowance type country-dependent by selecting a country.
The country you select must match the country in the time profile to which this allowance type is assigned.
6. Assign your required allowance types to the relevant employee time profiles.
Assigning Allowance Types to Time Profiles [page 348]
Assign allowance types to time profiles in the Available Allowance Type section of the relevant time
profile.
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3.6.5.1.1
Assigning Allowance Types to Time Profiles
Assign allowance types to time profiles in the Available Allowance Type section of the relevant time profile.
Context
After defining your attendance time types, break time types, on-call time types, and allowance types, you
assign them required to existing employee time profiles.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Search for the relevant time profile.
3. Assign all required allowance types in the Available Allowance Type section.
4. Select an allowance type from the available options.
5. Maintain the Enabled in employee self-service scenario field.
○ To enable employees assigned to the time profile to record against this allowance type in their time
sheet, select Yes.
○ If you don’t want employees to record against this allowance type in their time sheet, select No. Only
the employee's supervisor or manager can record allowances of this type on behalf of an employee.
6. Define a unique external code for the allowance type.
Task overview: Creating an Allowance Type [page 347]
3.6.5.2
Creating an On-Call Time Type
Enable employees to record on-call time by defining time types with the classification On-Call. Assign the time
types to the relevant employee time profiles.
Context
On-call duty is a form of employment duty. An employee isn’t present at the workplace but is ready and
available to be called into work for specific tasks. Examples include emergency maintenance or covering for
unforeseen absences of colleagues.
Create a time type for each on-call type you need.
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Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time type.
3. Enter an external name and a meaningful external code.
4. In the Classification field, select On call.
5. Select the time unit Hour(s).
6. Make the time type country-dependent by selecting a country.
The country you select must match the country in the time profile to which this on-call time type is
assigned.
7. Assign your on-call time type to the relevant employee time profiles.
3.6.5.3
Creating an Extra Time Type
Define extra time types so that users can record additional time information that further specifies recorded
attendance time.
Context
Collision checks prevent the recording of concurrent times for an employee. However, some scenarios require
that recorded attendance time is further specified. Extra time types enable users to further specify certain
attendance times without causing a collision.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time type.
3. Enter an external name and a meaningful external code.
4. In the Classification field, select Extra.
5. Select the time unit Hour(s).
6. Assign the extra time types to the relevant employee time profiles.
Next Steps
To use the extra time type in a time valuation, create an extra time type group.
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3.6.6 Time Valuations
Time valuations generate time valuation results, which provide the basis upon which employees are paid for the
time they record.
Time valuations process (valuate) input time data, calculate an employee's time, and generate time valuation
results. Time valuation results provide the basis upon which employees are paid for the time they record. You
must define time valuations to calculate time valuation results in Employee Central Time Sheet.
You define time valuations by assigning time type groups for the input of time data and output of calculated
times (hours), counted events, and by processing instructions on how to calculate these times from the time
data coming from the input time type groups.
This picture shows a simple time valuation using the time valuation type Aggregate Input Group and Split with
three input time type groups and a threshold group as the input of the valuation. The output of the valuation is
split with reference to the value from the threshold group, into:
● A time type group up to that value
● A time type group above that value
Depending on your requirements, you can define time valuations on a daily or weekly basis (for example, for
overtime calculation per day or per week) or on the basis of time collectors.
You can also set up the time data for input in a flexible way where, for example, specific absence time types are
taken or not taken into account for overtime calculation.
You can achieve this in a variety of ways. However, it is executed according to the valuation type you set within
each of your time valuation objects.
3.6.6.1
Valuation Types
This is an overview of the valuation types provided by Employee Central Time Sheet.
Employee Central Time Sheet provides a number of valuation types. Each type of time valuation has its own
distinct use case. However, it is likely that you will use a combination of these valuation types to construct the
time valuation runs you require for the Time Sheet.
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This table provides an overview of the time valuation types you can use and links to more detailed information:
Table 26: Available Valuation Types
Valuation Type
Aggregate Input Group and Split
Description
Aggregates (combines) input data from Valuates duration-based time data
different input groups of time data and
applies a pre-defined threshold to split
the input time data into two distinct
output time type groups.
Filter Input Groups
Typically used for
Valuates clock time-based time data,
taking into account only the durations
of this data
Valuates input time data using time re­
Valuates premium pay, based on cer­
cords filters. These filters are applied
tain criteria such as weekday or shift
within the valuation to derive premium
classification
pay.
Filter Segments from Input Groups
Valuates input time data using time
Valuates clock time-based time data,
segments filters. These filters are ap­
where explicitly defined time intervals
plied within the valuation to derive
(segments) are extracted from clock-
clock-based times recorded by employ­ based recorded time
ees.
Deduct Group from Input Group
Valuates input time data using deduc­
Valuates deductions from clock time-
tion groups. These groups are applied
based time data, such as unpaid sched­
within the valuation to derive clock-
uled breaks. Here, time intervals (seg­
based time recorded by employees.
ments) contained in another time type
group (the deduction group) are ex­
tracted from clock-based recorded
time.
Difference Between Threshold and Input
Calculates the difference between the
Valuates the balance on a working time
threshold time type group and the in­
account that records instances where
put time type groups.
an employee works less or more time
than planned.
Compare Threshold with Input Groups
and Count Events
Acts as an event counter. It examines
Used for time collectors.
the time records from its input group
each day and if the input exceeds the
threshold, the valuation counts 1 event.
Compare Threshold with Comparison
Group to Route Input
Compares the time type group defined
Determining time off in lieu (TOIL) pay­
as comparison group against a fixed
ments.
value and routes the data accordingly.
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3.6.6.2
Creating a Time Type Group
On the Manage Data screen, create a time type group and specify the field values as required.
Context
Time type groups allow you to assign sets of time types as the source of time data. They also allow you to
derive time data from the employee work schedule or holiday calendar. Time type groups are containers for
intermediate and final time pay types, which themselves form the basis of time valuation results for employees.
Time type groups used for output of a valuation must have the time category Calculated Time or Counted
Events. Users can't assign time types to them.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time type group.
3. Enter a meaningful external name and external code.
For time type groups marked as being a time pay type, this name is used in data transfer to payroll
systems. This key must therefore remain stable after the time type group is created.
 Note
If the time type group is assigned as a time pay type, don't enter an external code that is longer than 10
characters.
4. Specify the values in the Valuation Result Category and Valuation Result Factor fields as required.
These two fields are relevant in the following scenarios:
○ When you set up time type groups for time off in lieu of overtime pay.
○ When you take account of working time differences.
 Note
When you take account of working time differences, enter 1 as the valuation result factor.
5. Select a time category.
The time category indicates what kind of time data the time type group is holding, and what the source of
this time data is.
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Time Category
Description
Working Time, Recorded Overtime
Attendance time types assigned to the time type group are
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Time Category
Description
Paid Absences, Unpaid Absences, Time data is derived
from times entered on the Payroll Time Sheet UI. Only
time entries that correspond to the set of Unpaid
Overtime Relevant Absences
Time data is derived from times entered on the Payroll
Time Sheet UI. Only timeTime data is derived from absen­
ces entered in Time Off. Only absences that correspond to
the set of Absence time types assigned to the time type
group are considered.
Paid Holidays
Time data is derived from the employee’s holiday calen­
dar.
Scheduled Working Time
Time data is derived from the employee’s work schedule.
On-Call Time
Time data is derived from times entered on the Payroll
Time Sheet UI. Only time entries that correspond to the
set of On-Call time types assigned to the time type group
are considered.
Unpaid Break
Time data is derived from break times entered on the Pay­
roll Time Sheet UI. Only time entries that correspond to
the set of Unpaid Break time types assigned to the time
type group are considered.
Scheduled Unpaid Break
Time data is derived from the clock times of scheduled
unpaid breaks within an employee's scheduled working
time, taken from the work schedule.
Calculated Time
Time data is derived from the output of a time valuation.
You select Calculated Time, for example, when you want to
create time type groups above and time type groups be­
low, as part of a time valuation.
Counted Events
As with calculated time, time data is derived from the out­
put of a time valuation. You select Counted Events, for ex­
ample, when you want to create time type groups above
and time type groups below, as part of a time valuation.
Flextime Bandwidth
Time data is derived from the flextime bandwidth defined
in the work schedule.
Extra
As with calculated time, time data is derived from the out­
put of a time valuation. You select Extra, for example,
when you want to create time type groups above and time
type groups below, as part of a time valuation.
6. Set UI Component and Time Pay Type to Yes.
7. Assign the time types relevant for this time type group.
 Note
You can’t assign time types to time type groups with time category Calculated Time, Scheduled
Working Time, Counted Events, or Paid Holidays.
8. Specify whether the time type group is a time collector.
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3.6.6.3
Creating Time Valuations That Raise Error
Messages
To prevent employees from entering time values that aren't permitted, create time valuations that raise error
messages.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time valuation and enter a unique external name and external code.
3. Set the valuation type.
4. In the Error Flag field, specify on which time type group the message is raised.
5. In the Error Message field, enter an appropriate message text.
6. Set Error Type to Error.
7. In the Input Time Type Group field, enter the time group to which the time valuation applies.
Results
If employees try to enter a time value that isn’t permitted, an error message is raised.
3.6.6.4
Setting Up Time Valuations That Prevent Time
Recording
To prevent employees from recording time on specific days at specific times, set up time valuations that
prevent time recording.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time valuation and enter a unique external name and external code.
3. Set Valuation Type to Filter Input Groups.
The time records filter and the time segment filter are displayed.
4. Apply the time records filter to the weekdays on which you want to prevent time recording.
5. In the time segments filter, add time segments for times for which you want to prevent time recording.
6. Specify the time type group below and the time type group above.
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The time type group below contains input time data that fits all specified filter criteria. The time type group
above collects all input time data that doesn’t pass through the filter criteria defined for this time valuation.
7. Set Error Flag to Raise error message on time type group above.
8. In the Error Message field, enter an appropriate message text.
9. Set Error Type to Error.
10. In the Input Time Type Groups field, enter all relevant time type groups from which you must calculate the
output of the time valuation.
You can enter a time type group from any time category as an input time type group.
 Note
If you enter an input time type group with an associated Calculated Time time category, it must be
calculated within the same time valuation run as the output of another time valuation. This time
valuation must also be assigned to the employee’s time recording profile.
11. Save your new time valuation.
 Caution
Within a time valuation, the input time type groups must be different from the time type groups
assigned to the Time Type Group Above and Time Type Group Below.
12. Add the time valuation you created in the previous steps to the time recording profiles of all applicable
employees.
Results
If an employee tries to record time on days or at times when time recording is prevented, an error message is
displayed.
3.6.6.5
Configuring the Sequence of Time Valuation
Results
Configure how time valuation results appear in Time Sheet by using the external code of the time type group.
Prerequisites
Ensure that the UI Component field is set to Yes in the respective time type groups.
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Context
The Week Summary Area of the time sheet contains a breakdown of the time valuation results for the displayed
calendar week time. Without specific configuration, these time valuation results appear in the Week Summary
Area in a random order. However, you can configure the sequence in which these time valuation results appear
in the time sheet.
Procedure
1. Sort the external code of the underlying time type group in a predefined order.
2. Specify external codes for the relevant time type groups with alpha-numeric values reflecting their sorting
order.
Results
You can control the sequence in which time valuation results are displayed in the Week Summary Area.
3.6.6.6
Setting Up Time Valuations for Premium Pay
To make sure that employees receive a premium for time recorded on specific days or at specific times, set up
time valuations for premium pay. A premium is a payment made to employees for work that is compensated at
a special rate.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time valuation and enter a unique external name and external code.
3. Set Valuation Type to Filter Input Groups.
The time records filter and the time segment filter are displayed.
4. Apply the time records filter to the weekdays on which a premium is paid out.
 Note
Without SAP SuccessFactors Time Tracking, you can only filter for one holiday class in the Holiday
Class Filter for Current Day section. The No Holiday option is also only available as part of SAP
SuccessFactors Time Tracking. If you haven't activated SAP SuccessFactors Time Tracking, you can
still see and edit all holiday class filters and all filtering options. However, you can't save them.
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5. In the time segments filter, add time segments for times for which a premium is paid out.
6. Specify the time type group below.
The group you choose contains input time data that fits all specified filter criteria.
7. Specify the time type group above.
The group you choose collects all input time data that doesn’t pass through the filter criteria defined for
this time valuation.
8. In the Input Time Type Groups field, enter all relevant time type groups from which you must calculate the
output of the time valuation.
You can enter a time type group from any time category as an input time type group.
 Note
If you enter an input time type group with an associated Calculated Time time category, it must be
calculated within the same time valuation run as the output of another time valuation. This time
valuation must also be assigned to the employee’s time recording profile.
9. Save your new time valuation.
 Caution
Within a time valuation, the input time type groups must be different from the time type groups
assigned to the Time Type Group Above and Time Type Group Below.
10. Add the time valuation you created in the previous steps to the time recording profiles of all employees for
whom you wish to calculate premium pay.
Results
The output premium pay time pay types generated by the time record filter are saved to each individual
employee's time valuation result. They can be seen within the time sheet assuming each time type group
involved is set as a UI Component. Employee Central Payroll can process approved time valuation results when
you've set up the integration between the Time Sheet and Employee Central Payroll. The generated time
valuation results are saved in the time sheet, and are visible to employees within their individual time sheets.
3.6.6.7
Setting Up Time Valuations for Clock Times
Define time valuations using the valuation type Filter Segments from Input Groups. Assign the time valuations
to the time recording profiles of all employees for whom you wish to valuate clock times.
Procedure
1. Go to the Admin Center and choose Manage Data.
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2. Create a time valuation and enter a unique external name and external code.
3. Set Valuation Type to Filter Segments from Input Groups.
The screen is refreshed.
4. Define the time segment filters for this valuation.
a. In the Start Time and End Time fields, specify the clock times.
b. Provide an external code for the filter.
You can assign multiple time segment filters within a single time valuation of type Filter Segments from
Input Groups.
5. Specify a time type group below.
This time type group below collects input time data that overlaps with the time period defined in the time
segment filters.
6. Specify a time type group above.
This time type group above collects input time data that doesn’t overlap with the time period defined in the
time segment filters.
 Note
You must specify a time type group below or a time type group above.
7. In the Input Time Type Groups field, enter all relevant time type groups from which you calculate the output
of the time valuation.
You can enter a time type group from any time category as an input time type group.
 Restriction
Don't use the Factor field for clock time valuations.
 Caution
Within a time valuation, the input time type groups must be different from the time type groups
assigned to the time type group above and the time type group below.
 Note
If you enter an input time type group with an associated Calculated Time time category, it must be
calculated within the same time valuation run as the output of another time valuation. This time
valuation must be assigned to the employee’s time recording profile.
 Tip
To add durations of the time records within the input time type groups to the result that is compared to
the threshold value, set Reverse Sign to No. To subtract durations of the time records within the input
time type groups from the result that is compared to the threshold value, set Reverse Sign to Yes.
8. Save your new time valuation.
9. Assign the time valuation to the time recording profiles of all employees who are to use this valuation type.
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Results
The time valuation is now assigned to the relevant time recording profiles. This single time valuation is normally
assigned within a bundle of time valuations in any given time recording profile. Depending on how a bundle of
time valuations is configured, the following is possible:
● Single time valuations within a bundle can produce intermediate (hidden) results.
● If they’re defined as a UI component, time valuations can be visible on the UI.
● Single time valuations can be stored within the time sheet and be visible on the UI as a time pay type.
3.6.6.7.1
Time Segments
A time segment is a time interval with a defined start and end time.
A clock-based time record is a time segment with an assigned time type. A time segment is defined as a time
interval with a defined start and end time, for example, 09:00 and 17:00 or 17:00 and 19:00. The record also
has an implicit duration, the end time minus the start time, in hours and minutes.
Time segment filters are sets of one of more pairs of start and end clock times that are applied within time
valuations of type Filter Segments from Input Groups. In such cases, explicitly defined time intervals
(segments) are extracted from clock times recorded by employees.
Time segments of the input time type groups in the valuation that overlap with time segments assigned in the
time valuation are collected in the time type group below. The remaining time segments are collected in the
time type group above.
For example, a time segment has a start time of 18:00 and an end time of 22:00. A time valuation including this
time segment extracts time records and parts of time records of the input time type groups that overlap with
the time period defined in the time segment. The time valuation then collects the extracted records in the time
type group below. The time records of the input time type groups that do not overlap at all with the time period
defined in the time segment are collected in the time type group above.
Therefore, a number of different outcomes of time valuation using time segments as filters are possible:
● No overlap: The input time record does not overlap at all with the time segments defined in the valuation.
Result: the input time record is collected in the time type group above.
● Partial overlap: A part of an input time record overlaps with the time segments defined in the valuation.
Result: the input time record is split. The parts which do not overlap with the time segments defined in the
valuation are collected in the time type group above. The parts of the input time record that do overlap with
the time segments defined in the valuation are collected in the time type group below.
● Full overlap: The input time record fully overlaps with the time segments defined in the valuation.
Result: the input record is collected in the time type group below.
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3.6.6.8
Setting Up Time Valuations for the Deduction of
Break Times
Define time valuations using the valuation type Deduct Group from Input Groups. Assign these time valuations
to the time recording profiles of all employees for whom you wish to deduct breaks.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time valuation and enter a unique external name and external code.
3. Set Valuation Type to Deduct Group from Input Groups.
The screen is refreshed.
4. Assign a deduction group from an existing time type group.
The deduction group acts as a type of filter. Time records within the deduction group are used as the time
segments that are filtered.
5. Specify a time type group below.
This time type group below collects input time data that overlaps with the clock-based time records
contained in the deduction group.
6. Specify a time type group above.
This time type group above collects input time data that doesn’t overlap with the clock-based time records
contained in the deduction group.
 Note
You must specify a time type group below or a time type group above.
7. In the Input Time Type Groups field, enter all relevant time type groups from which you calculate the output
of the time valuation.
You can enter a time type group from any time category as an input time type group.
 Restriction
Don't use the Factor field for clock time valuations.
 Caution
Within a time valuation, the input time type groups must be different from the time type groups
assigned to the time type group above and the time type group below.
 Note
If you enter an input time type group with an associated Calculated Time time category, it must be
calculated within the same time valuation run as the output of another time valuation. This time
valuation must be assigned to the employee’s time recording profile.
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 Tip
To add durations of the time records within the input time type groups to the result that is compared to
the threshold value, set Reverse Sign to No. To subtract durations of the time records within the input
time type groups from the result that is compared to the threshold value, set Reverse Sign to Yes.
8. Save your new time valuation.
9. Assign the time valuation to the time recording profiles of all employees who are to use this valuation type.
Results
The time valuation is now assigned to the relevant time recording profiles. This single time valuation is normally
assigned within a bundle of time valuations in any given time recording profile. Depending on how a bundle of
time valuations is configured, the following is possible:
● Single time valuations within a bundle can produce intermediate (hidden) results.
● If they’re defined as a UI component, time valuations can be visible on the UI.
● Single time valuations can be stored within the time sheet and be visible on the UI as a time pay type.
3.6.6.9
Setting Up Duration-Based Time Valuations
To valuate duration-based times of your employees, you use the valuation type Aggregate Input Group & Split.
This valuation type aggregates input data from different input groups of time data (for example, recorded
working time and paid holidays) and then applies a predefined threshold.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time valuation and enter a unique external name and external code.
3. Set Valuation Type to Aggregate Input Group & Split.
The screen is refreshed.
4. Specify the valuation method.
The valuation method defines the basis on which the input time data is valuated, for example, whether
overtime is calculated on a daily or weekly basis.
○ To valuate time on a daily basis, select Valuate Per Day.
○ To valuate time on a weekly basis, that is, for the whole time sheet, select Valuate Whole Sheet.
○ To valuate time for the period up to and including the current date, select Valuate Up To Today.
5. Specify the threshold type.
○ To use a fixed value (for example, 8 hours per day), set Threshold Type to Fixed Value. In the Threshold
Value field, enter the number of hours that constitute your threshold.
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○ To use a value calculated from a time type group (for example, the employee’s planned working time),
set Threshold Type to Time Type Group. In the Threshold Group field, enter a time type group that
defines how to calculate the threshold value.
You can enter a time type group from any time category as a threshold group.
 Note
If you enter a threshold group of time category Calculated Time, it must be calculated within the same
time valuation run as the output of another time valuation that is also assigned to the employee’s time
recording profile.
6. In the Time Type Group Below field, enter the time type group that collects the time valuation results up to
the given threshold value.
You can enter only time type groups from the Calculated Time time category.
7. In the Time Type Group Above field, enter the time type group that collects the time valuation results above
the given threshold value.
You can enter only time type groups from the Calculated Time time category.
 Note
You must specify a time type group below or a time type group above.
8. In the Input Time Type Groups field, enter all relevant time type groups from which you calculate the output
of the time valuation.
You can enter a time type group from any time category as an input time type group.
 Caution
Within a time valuation, the input time type groups must be different from the time type groups
assigned to the time type group above and the time type group below.
 Note
If you enter an input time type group with an associated Calculated Time time category, it must be
calculated within the same time valuation run as the output of another time valuation that is also
assigned to the employee’s time recording profile.
 Tip
To add durations of the time records within the input time type groups to the result that is compared to
the threshold value, set Reverse Sign to No. To subtract durations of the time records within the input
time type groups from the result that is compared to the threshold value, set Reverse Sign to Yes.
9. Save your new time valuation.
10. Assign the time valuation to the time recording profiles of all employees who are to use this valuation type.
Results
The output time pay types generated by the valuation are saved to each individual employee's time valuation
result. They’re displayed in the time sheet assuming each time type group involved is set as a UI Component.
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Employee Central Payroll can process approved time valuation results when you've set up the integration
between the Time Sheet and Employee Central Payroll.
3.6.6.10 Best Practice Examples of Time Valuations
This appendix contains a number of examples illustrating possible use of the time recording profile.
The examples are defined for employees with the Positive time recording method, and either the Duration
or Clock Times time recording variant. However, the time valuations assigned to each time recording profile
would also be suitable for employees with the Negative time recording method.
The business requirements for base pay and overtime premium calculation underlying the time valuations are
the same for both time recording variants. However, as the Clock Times time recording variant requires that
breaks be deducted from attendance and absence times before base pay and overtime premiums can be
calculated, the time valuations are a bit more complicated in this case than for the Duration time recording
variant. So the first example shows how the business requirements are met by the time recording profile for the
Duration time recording variant, which has a smaller number of time valuations associated with it. Once this
example is understood, the time recording profile for the Clock Times time recording variant will show how
the time valuations need to be extended so that breaks are excluded from base pay and overtime premium
calculation.
Business Requirements for Base Pay and Overtime Premiums [page 363]
Employees are paid for all credited time, which includes working time, overtime, and time off for certain
paid absences and public holidays.
Time Recording Profile For "Duration" Time Recording Variant [page 364]
For the Duration time recording variant’, a time recording profile supporting the use case description
above may look like this:
Time Recording Profile For "Clock Times" Time Recording Variant [page 370]
For the Clock Times time recording variant, a time recording profile supporting the use case description
above may look like this:
3.6.6.10.1 Business Requirements for Base Pay and Overtime
Premiums
Employees are paid for all credited time, which includes working time, overtime, and time off for certain paid
absences and public holidays.
The employees receive base pay for all credited time, plus overtime premiums for those parts of credited time
that are in excess of their planned working time. The overtime premium is 50% of base pay for the first 2 hours
in excess of planned working time per day, except for Sundays, where the overtime premium for the first 2
hours is 75%. Overtime in excess of 2 hours per day or 6 hours per week, respectively, is paid at a 100%
premium.
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3.6.6.10.2 Time Recording Profile For "Duration" Time
Recording Variant
For the Duration time recording variant’, a time recording profile supporting the use case description above may
look like this:
Here are the results produced by these time valuations:
● Daily overtime
All relevant hours per day are checked against the employee’s planned working time. If more time is
recorded on a day than the planned working time, an overtime premium of 50% is generated.
● An enhanced overtime threshold
When daily overtime is calculated, the system checks:
○ Whether more than 2 overtime hours are calculated per day. If so, the generated overtime pay type is
not 50% (as for the hours below 2), but 100%.
○ Additionally, whether more than 6 overtime hours are calculated in the work week. If so, the generated
overtime pay type is not 50%, but 100%.
● Higher overtime premium for work on Sundays
The overtime premium is normally 50% (unless it is the 3rd overtime hour on a day, or the 7th in a week),
but when the overtime is recorded on a Sunday, the overtime premium is 75% instead of 50%.
Additionally, there is a time valuation rule with which a specific time type “Overtime” can bypass all
automated overtime calculations. When this time type is recorded, time valuation treats these times
directly as overtime, regardless of whether the employee has worked more time than planned.
Duration - Time Valuation 1: DUR - Pos & Neg – Calculate Overtime [page 365]
In this example, the time valuation DUR – Pos & Neg – Calculate Overtime takes all overtime-relevant
time type groups as input - namely Recorded Working Time, Paid Absences, Unpaid Overtime Relevant
Absences, and Paid Holidays.
Duration - Time Valuation 2: DUR - Pos & Neg – Split Per Week – OT Premiums Below vs Above Threshold
[page 366]
The time valuation DUR – Pos & Neg – Split Per Week – OT Premiums Below vs Above Threshold takes
time type group Calculated Overtime from time valuation DUR – Pos & Neg – Calculate Overtime as
input, and combines it with time type group Recorded Overtime, which holds all time recorded against
attendance time types explicitly considered overtime, regardless of the overtime calculation rules.
Duration - Time Valuation 3: Split Per Day – OT Premiums Below vs Above Threshold [page 367]
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Time valuation Split Per Day – OT Premiums Below vs Above Threshold takes time type group OT
Premiums <= Threshold Per Week from time valuation DUR – Pos & Neg – Split Per Week as input.
Duration - Time Valuation 4: Filter SUN vs MON-SAT – OT Premiums 75% vs 50% [page 367]
The purpose of this filter is to generate the highest overtime pay in different constellations. For
overtime on Sunday, 75% is granted, but only for the “normal” overtime hours (below 2 per day or
below 6 in the week) that are not paid at 100% already. These hours are not touched.
Duration - Time Valuation 5: Add Up – OT Premium 100% Per Day And Per Week [page 368]
Time valuation Add Up – OT Premium 100% Per Day & Per Week is to generate a time pay type of 100%
for the overtime hours above 2 hours per day or above 6 hours per week. It takes time type groups OT
Premiums > Threshold Per Day and OT Premiums > Threshold Per Week as input.
Duration - Time Valuation 6: DUR - Pos & Neg – Get Base Pay [page 369]
Finally, keep in mind that the employee is paid hourly, so you need to generate a base pay type for all
relevant hours, whether paid absence hours, paid holidays, attendance times, or the base hour portion
for the calculated overtime.
3.6.6.10.2.1 Duration - Time Valuation 1: DUR - Pos & Neg –
Calculate Overtime
In this example, the time valuation DUR – Pos & Neg – Calculate Overtime takes all overtime-relevant time type
groups as input - namely Recorded Working Time, Paid Absences, Unpaid Overtime Relevant Absences, and
Paid Holidays.
For each day in the time valuation period, which in this example is the week from Sunday to Saturday, the hours
from the input time type groups are added up, and their total duration is compared with the duration of the
threshold group Scheduled Working Time, which represents the employee’s planned working time. Time in
excess of the daily planned working time is moved to the time type group above Calculated Overtime.
For example, if an employee records 4 hours' attendance time for the Business Travel time type, and 6 hours'
attendance time with the Working Time time type, the result shown in the Calculate Overtime time type group
would be 2 hours.
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 Note
In this example, an input time type group Unpaid Overtime Relevant Absences is included in the overtime
calculation, although the hours from the corresponding absence time types are not paid. This is necessary,
for example, for the weekly overtime calculation when the employee is on 4 days' unpaid leave but works 10
hours on the 5th day. Then the 4 days' unpaid leave need to be counted into the weekly overtime
calculation. So this time valuation just serves to demonstrate that slightly different sets of credited hours
can be used to calculate overtime and base pay, respectively. Take a look also at Duration Example 6. DUR –
Pos & Neg – Get Base Pay below.
3.6.6.10.2.2 Duration - Time Valuation 2: DUR - Pos & Neg –
Split Per Week – OT Premiums Below vs Above
Threshold
The time valuation DUR – Pos & Neg – Split Per Week – OT Premiums Below vs Above Threshold takes time type
group Calculated Overtime from time valuation DUR – Pos & Neg – Calculate Overtime as input, and combines
it with time type group Recorded Overtime, which holds all time recorded against attendance time types
explicitly considered overtime, regardless of the overtime calculation rules.
This time valuation is relevant, for example, in those rare cases where an employee’s recorded time does not
exceed a specific threshold, but he receives an overtime payment anyway - for example, employees do not
record their times only on the basis of duration, meaning without start and end times. An employee works only
5 hours a day, but outside of his normally scheduled times (for example, in the evening). A daily overtime
calculation would not calculate overtime pay in this case because the employee is not exceeding the daily
threshold of, say, 8 hours' planned working time. However, by recording a time type that explicitly generates
overtime pay, the employee will get this additional payment.
The result of this time valuation will be to detect whether more than 6 hours' overtime have been calculated, or
recorded with the explicit overtime time type.
For the whole time valuation period, which in this example is the week from Sunday – Saturday, Calculated
Overtime and Recorded Overtime are added up, and their total duration is compared with a fixed value of 6
hours. So overtime up to 6 hours per week is moved to the time type group below OT Premium <= Threshold
Per Week, and distributed over the days of the week just like these overtime hours were recorded or calculated.
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Similarly, overtime in excess of 6 hours per week is moved to the time type group above OT Premiums >
Threshold Per Week.
3.6.6.10.2.3 Duration - Time Valuation 3: Split Per Day – OT
Premiums Below vs Above Threshold
Time valuation Split Per Day – OT Premiums Below vs Above Threshold takes time type group OT Premiums <=
Threshold Per Week from time valuation DUR – Pos & Neg – Split Per Week as input.
For each day in the time valuation period, the overtime below the weekly threshold is compared to a fixed value
of 2 hours per day. Overtime up to 2 hours per day is moved to the time type group below OT Premiums <=
Threshold Per Day, which thus holds all overtime hours that will receive a premium of either 50% (if the
overtime hours are worked on Monday – Saturday) or 75% (if the overtime hours are worked on Sunday). In
addition, overtime in excess of 2 hours per day is moved to the time type group above OT Premiums >
Threshold Per Day, which thus holds all daily overtime hours that will receive 100% premium.
3.6.6.10.2.4 Duration - Time Valuation 4: Filter SUN vs MONSAT – OT Premiums 75% vs 50%
The purpose of this filter is to generate the highest overtime pay in different constellations. For overtime on
Sunday, 75% is granted, but only for the “normal” overtime hours (below 2 per day or below 6 in the week) that
are not paid at 100% already. These hours are not touched.
Time valuation Filter SUN vs MON-SAT – OT Premiums 75% vs 50% takes the time type group OT Premiums <=
Threshold Per Day as input. Each day of the time valuation period is passed through a time records filter for
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Day of Week = Sunday. All overtime below 2 hours per day recorded on a Sunday passes the filter and so is
moved to the time type group below Overtime Premium 75%.
Conversely, all overtime below 2 hours per day recorded on Monday – Saturday is retained by the filter and
moved to the time type group above Overtime Premium 50%. In contrast to the time type groups for
intermediate results of overtime calculation, such as OT Premiums <= Threshold Per Week or OT Premiums <=
Threshold Per Day, the time type groups for Overtime Premium 50% and Overtime Premium 75% represent
time pay types that will be transferred to payroll. This means that these time type groups need to be defined as
Time Pay Type = Yes.
3.6.6.10.2.5 Duration - Time Valuation 5: Add Up – OT
Premium 100% Per Day And Per Week
Time valuation Add Up – OT Premium 100% Per Day & Per Week is to generate a time pay type of 100% for the
overtime hours above 2 hours per day or above 6 hours per week. It takes time type groups OT Premiums >
Threshold Per Day and OT Premiums > Threshold Per Week as input.
For the whole time valuation period, the overtime hours in excess of 2 hours per day or 6 hours per week,
respectively, are added up and compared to a fixed threshold value of 0 hours. This means that all overtime
hours from the input time type groups are moved to time type group above Overtime Premium 100%, and
distributed over the days of the week just as they were recorded or calculated.
In contrast to the time type groups for intermediate results of overtime calculation, such as OT Premiums >
Threshold Per Day or OT Premiums > Threshold Per Week, the time type group for Overtime Premium 100%
represents a time pay type that will be transferred to payroll. So this time type group needs to be defined as
Time Pay Type = Yes.
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3.6.6.10.2.6 Duration - Time Valuation 6: DUR - Pos & Neg –
Get Base Pay
Finally, keep in mind that the employee is paid hourly, so you need to generate a base pay type for all relevant
hours, whether paid absence hours, paid holidays, attendance times, or the base hour portion for the
calculated overtime.
This is the purpose of time valuation DUR – Pos & Neg – Get Base Pay, which takes all those pay-relevant time
type groups as input - namely Recorded Working Time, Recorded Overtime, Paid Absences, and Paid Holidays.
For the whole time valuation period, the hours of the input time type groups are added up and compared with a
fixed threshold value of 0 (zero) hours. So all hours from the input time type groups are moved to time type
group above Base Pay, and distributed over the days of the week just as they were recorded or calculated.
In contrast to the input time type groups for Recorded Working Time, Recorded Overtime, Paid Absences, and
Paid Holidays, the time type group for Base Pay represents a time pay type that will be transferred to payroll.
So this time type group needs to be defined as Time Pay Type = Yes.
Remember, if you want to display this result to the employee in his Time Sheet, mark this time type group as
“UI relevant = yes” as well.
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3.6.6.10.3 Time Recording Profile For "Clock Times" Time
Recording Variant
For the Clock Times time recording variant, a time recording profile supporting the use case description above
may look like this:
Time Valuation
The examples of time recording profiles for the Duration and Clock Times time recording variants that are
explained in this Appendix both serve the same business use case and so basically yield the same time
valuation results. However, the Clock Times time recording variant adds a bit more complexity to the process.
For duration-based time recording, no break deduction is necessary. It is not possible to deduct breaks from
recorded duration-based times because we assume that the duration-based time that is recorded is already
the “net” time excluding breaks. For the Clock Times time recording variant with breaks defined in the work
schedule (or manually recorded breaks), breaks are not deducted automatically. Break deduction must be
configured in the time valuation rules and, for all times that are recorded and for all time type groups you use
for calculation purposes, break deduction needs to be set up in time valuation rules first. In general, it is only
possible to deduct breaks when their start and end times overlap with the start and end times of recorded
attendance or absence time. To deduct these breaks from the recorded or generated working time, it is
necessary to deduct break times from the relevant input time type groups first. This is the purpose of time
valuations 1 – 6 listed above. Time valuation 7 (below) adds up all overtime-relevant times without breaks, then,
before its result is plugged into time valuation 8 to determine calculated overtime.
Consequently, time valuations 1 – 8 in the time recording profile for the Clock Times time recording variant
correspond to time valuation 1 in the time recording profile for the Duration time recording variant. This is the
main point to keep in mind when doing overtime calculation based on the Clock Times time recording variant.
From then on, time valuations 9 – 13 in the time recording profile for the Clock Times time recording variant
corresponding to the time valuations 2 – 6 in the time recording profile for the Duration time recording variant’.
So these time valuations are basically the same.
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Finally, time valuation 14 in the time recording profile for the Clock Times time recording variant generates an
additional time pay type for hours worked between 18:00 – 24:00, serving as an example of pay type
generation based on clock times. This is not possible for the Duration time recording variant.
Clock Times - Time Valuation 1: CLT – Pos & Neg – Get Scheduled Working Time w/o Breaks [page 372]
Time valuation CLT – Pos & Neg – Get Scheduled Working Time w/o Breaks is defined for valuation type
Deduct Group From Input Groups. The primary purpose of this valuation type is to remove break times,
as defined by the deduction group, from the times included in the input time type group(s).
Clock Times - Time Valuation 2: CLT - Pos & Neg - Get Recorded Working Time w/o Breaks [page 372]
In time valuation CLT – Pos & Neg – Get Recorded Working Time w/o Breaks, recorded unpaid breaks
are removed from recorded working time. The respective times are represented by deduction group
Recorded Unpaid Breaks and input time type group Recorded Working Time, which are both derived
from time sheet entries for the time types assigned to the respective time type group.
Clock Times - Time Valuation 3: CLT - Pos & Neg - Get Recorded Overtime w/o Breaks [page 373]
In time valuation CLT – Pos & Neg – Get Recorded Overtime w/o Breaks, recorded unpaid breaks are
removed from recorded overtime.
Clock Times - Time Valuation 4: CLT - Pos & Neg - Get Paid Holidays w/o Breaks [page 374]
In time valuation CLT – Pos & Neg – Get Paid Holidays w/o Breaks, scheduled unpaid breaks are
removed from scheduled working time falling on a public holiday.
Clock Times - Time Valuation 5: CLT - Pos & Neg - Get Paid Absences w/o Breaks [page 374]
In time valuation CLT – Pos & Neg – Get Paid Absences w/o Breaks, scheduled unpaid breaks are
removed from paid absences recorded in Time Off.
Clock Times - Time Valuation 6: CLT - Pos & Neg - Get OT-Relevant Unpaid Absences w/o Breaks [page
375]
In time valuation CLT – Pos & Neg – Get OT-Relevant Unpaid Absences w/o Breaks, scheduled unpaid
breaks are removed from unpaid overtime-relevant absences recorded in Time Off.
Clock Times - Time Valuation 7: CLT - Pos & Neg - Get OT-Relevant Times w/o Breaks [page 376]
Time valuation CLT – Pos & Neg – Get OT-Relevant Times w/o Breaks takes all overtime-relevant time
type groups as input- that is, Recorded Working Time w/o Breaks, Paid Holidays (w/o Breaks), Paid
Absences (w/o Breaks), and OT-Relevant Unpaid Absences w/o Breaks.
Clock Times - Time Valuation 8: CLT - Pos & Neg - Calculate Overtime w/o Breaks [page 376]
This time valuation takes the overtime-relevant times without breaks from the time valuation CLT – Pos
& Neg – Get OT-Relevant Times w/o Breaks as input.
Clock Times - Time Valuation 9: CLT - Pos & Neg - Split Per Week - OT Premiums Below vs Above Threshold
[page 377]
This time valuation takes the time type group Calculated Overtime from time valuation CLT – Pos &
Neg – Calculate Overtime w/o Breaks as input, and combines it with the time type group Recorded
Overtime w/o Breaks, which holds all time (excluding breaks) recorded against attendance time types
that are explicitly considered overtime, regardless of the overtime calculation rules.
Clock Times - Time Valuation 10: CLT – Pos & Neg – Split Per Week [page 378]
This time valuation takes time type group OT Premiums <= Threshold Per Week from time valuation
CLT – Pos & Neg – Split Per Week as input.
Clock Times - Time Valuation 11: Filter SUN vs MON-SAT - OT Premiums 75% vs 50% [page 378]
This time valuation takes time type group OT Premiums <= Threshold Per Day as input.
Clock Times - Time Valuation 12: Add Up - OT Premium 100% Per Day & Per Week [page 379]
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This time valuation takes time type groups OT Premiums > Threshold Per Day and OT Premiums >
Threshold Per Week as input.
Clock Times - Time Valuation 13: CLT - Pos & Neg - Get Base Pay [page 380]
This time valuation takes all pay-relevant time type groups as input, i.e. Recorded Working Time w/o
Breaks, Recorded Overtime w/o Breaks, Paid Absences (w/o Breaks), and Paid Holidays (w/o Breaks).
Clock Times - Time Valuation 14: CLT - Pos & Neg - Get Working Time from 18:00 - 23:59 [page 381]
Finally, time valuation CLT – Pos & Neg – Get Working Time from 18:00 – 23:59 is an example for pay
type generation based on clock times, which is only possible for the Clock Times time recording
variant.
3.6.6.10.3.1 Clock Times - Time Valuation 1: CLT – Pos & Neg
– Get Scheduled Working Time w/o Breaks
Time valuation CLT – Pos & Neg – Get Scheduled Working Time w/o Breaks is defined for valuation type Deduct
Group From Input Groups. The primary purpose of this valuation type is to remove break times, as defined by
the deduction group, from the times included in the input time type group(s).
In this time valuation, scheduled unpaid breaks are removed from scheduled working time. The respective
times are represented by deduction group Scheduled Unpaid Breaks and input time type group Scheduled
Working Time, which are both calculated based on the work schedule assigned to the employee’s job
information. The result is a time type group that contains the “net” scheduled working time without breaks.
3.6.6.10.3.2 Clock Times - Time Valuation 2: CLT - Pos & Neg Get Recorded Working Time w/o Breaks
In time valuation CLT – Pos & Neg – Get Recorded Working Time w/o Breaks, recorded unpaid breaks are
removed from recorded working time. The respective times are represented by deduction group Recorded
Unpaid Breaks and input time type group Recorded Working Time, which are both derived from time sheet
entries for the time types assigned to the respective time type group.
 Note
For the Clock Times time recording variant with breaks defined in the work schedule, or manually recorded
breaks in the time sheet, you must create rules to deduct these breaks from the recorded attendance times
for the day.
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In time valuation CLT – Pos & Neg – Get Recorded Working Time w/o Breaks, recorded unpaid breaks and
scheduled unpaid breaks are removed from recorded working time. The respective times are represented by
deduction group Recorded Unpaid Breaks and input time type group Recorded Working Time, which are both
derived from time sheet entries for the time types assigned to the respective time type group.
The resulting time type group is “Recorded Working Time w/o Breaks”, which represents the net duration of
attendance times in case manual breaks have been recorded manually in time sheet, or been generated
automatically from the scheduled breaks defined in the employees’ work schedules. If you do not have
scheduled breaks defined in your work schedules, and do not breaks to be recorded manually in the time sheet,
this time valuation is not necessary.
3.6.6.10.3.3 Clock Times - Time Valuation 3: CLT - Pos & Neg
- Get Recorded Overtime w/o Breaks
In time valuation CLT – Pos & Neg – Get Recorded Overtime w/o Breaks, recorded unpaid breaks are removed
from recorded overtime.
The respective times are represented by deduction group Recorded Unpaid Breaks and input time type group
Recorded Overtime, which are both derived from time sheet entries for the time types assigned to the
respective time type group.
This time valuation is mostly the same as time valuation 2 above, the only difference being that the time type
here is used in the following time valuations to represent time relevant for overtime pay, without checking any
daily or weekly overtime thresholds. When employees record this time type and it overlaps with a manually
recorded break or a scheduled break generated based on the employee’s work schedule, you need this time
valuation rule.
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3.6.6.10.3.4 Clock Times - Time Valuation 4: CLT - Pos & Neg
- Get Paid Holidays w/o Breaks
In time valuation CLT – Pos & Neg – Get Paid Holidays w/o Breaks, scheduled unpaid breaks are removed from
scheduled working time falling on a public holiday.
The respective times are represented by deduction group Scheduled Unpaid Breaks and input time type group
CLT – Paid Holidays, which are calculated based on the work schedule and holiday calendar assigned to the
employee’s Job Information.
This valuation rule is necessary when you, for example, pay hourly employees for a public holiday according to
their work schedule, or when you need to use the planned time on a public holiday for overtime calculation. In
these constellations, you need to deduct the scheduled breaks according to the work schedule from the
scheduled working time. The result is the time type group “Paid Holidays”, and represents the “net” planned
time on a public holiday without the breaks.
3.6.6.10.3.5 Clock Times - Time Valuation 5: CLT - Pos & Neg Get Paid Absences w/o Breaks
In time valuation CLT – Pos & Neg – Get Paid Absences w/o Breaks, scheduled unpaid breaks are removed
from paid absences recorded in Time Off.
The respective times are represented by the deduction group Scheduled Unpaid Breaks and input time type
group CLT – Paid Absences, which are calculated based on the work schedule assigned to the employee’s Job
Information, or derived from absences recorded in Time Off for the time types assigned to time type group CLT
– Paid Absences, respectively.
For reasons of payment and overtime calculation, you need to deduct breaks from absences recorded in Time
Off as well. If you did not deduct those breaks, time valuation would calculate overtime when you calculate
against the schedule working time without breaks.
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Example
A 1-week vacation from Monday – Sunday with working days on Monday – Friday would count for hourly
payment / overtime calculation without break deduction in time evaluation:
● Monday: 08:00 - 17:00 = 9 hours
● Tuesday: 08:00 - 17:00 = 9 hours
● Wednesday: 08:00 - 17:00 = 9 hours
● Thursday: 08:00 - 17:00 = 9 hours
● Friday: 08:00 - 17:00 = 9 hours
So 9 hours base pay would be paid per day by time valuation, or, for a weekly overtime calculation, this would
result in 5 hours of overtime when the threshold is set to the scheduled working time without breaks time type
group. So, you must deduct the breaks even from absences for time sheet valuation. The result is the time type
group Paid Absences that does not include the break times.
3.6.6.10.3.6 Clock Times - Time Valuation 6: CLT - Pos & Neg
- Get OT-Relevant Unpaid Absences w/o Breaks
In time valuation CLT – Pos & Neg – Get OT-Relevant Unpaid Absences w/o Breaks, scheduled unpaid breaks are
removed from unpaid overtime-relevant absences recorded in Time Off.
The respective times are represented by deduction group Scheduled Unpaid Breaks and input time type group
Unpaid Overtime Relevant Absences, which are calculated based on the work schedule assigned to the
employee’s Job Information, or derived from absences recorded in Time Off for the time types assigned to time
type group Unpaid Overtime Relevant Absences.
For this rule, the same is applicable as for the Paid Absences. Breaks from the work schedule need to be
deducted.
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3.6.6.10.3.7 Clock Times - Time Valuation 7: CLT - Pos & Neg Get OT-Relevant Times w/o Breaks
Time valuation CLT – Pos & Neg – Get OT-Relevant Times w/o Breaks takes all overtime-relevant time type
groups as input- that is, Recorded Working Time w/o Breaks, Paid Holidays (w/o Breaks), Paid Absences (w/o
Breaks), and OT-Relevant Unpaid Absences w/o Breaks.
The hours of the input time type groups are added up and compared to a fixed threshold value of 0 hours per
day. So all hours from the input time type groups are moved to time type group above OT-Relevant Times w/o
Breaks, and distributed over the days of the week just as they were recorded or calculated.
Because, with the time valuation rules above, all input time type groups used in this valuation rule have been
reduced by the break times, the time valuation engine now has the “net” times with which further calculations
can be done. So, in this rule, all overtime-relevant net hours are summed up in the time type group “OTRelevant Times w/o Breaks”.
3.6.6.10.3.8 Clock Times - Time Valuation 8: CLT - Pos & Neg
- Calculate Overtime w/o Breaks
This time valuation takes the overtime-relevant times without breaks from the time valuation CLT – Pos & Neg
– Get OT-Relevant Times w/o Breaks as input.
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 Note
Time valuation CLT – Pos & Neg – Calculate Overtime w/o Breaks for the Clock Times time recording variant
corresponds to time valuation 1. DUR – Pos & Neg – Calculate Overtime for the Duration time recording
variant.
This time valuation takes the OT-Relevant Times w/o Breaks from time valuation CLT – Pos & Neg – Get OTRelevant Times w/o Breaks as input. For each day in the time valuation period, which, in this example, is the
week from Sunday – Saturday, the duration of the times from the input time type group is calculated and
compared with the duration of the times from the threshold group Scheduled Working Time w/o Breaks, which
represents the employee’s planned working time excluding breaks. Time in excess of the daily planned working
time is then moved to the time type group above Calculated Overtime.
3.6.6.10.3.9 Clock Times - Time Valuation 9: CLT - Pos & Neg
- Split Per Week - OT Premiums Below vs Above
Threshold
This time valuation takes the time type group Calculated Overtime from time valuation CLT – Pos & Neg –
Calculate Overtime w/o Breaks as input, and combines it with the time type group Recorded Overtime w/o
Breaks, which holds all time (excluding breaks) recorded against attendance time types that are explicitly
considered overtime, regardless of the overtime calculation rules.
 Note
Time valuation CLT – Pos & Neg – Split Per Week – OT Premiums Below vs Above Threshold for the Clock
Times time recording variant corresponds to time valuation 2. DUR – Pos & Neg – Split Per Week – OT
Premiums Below vs Above Threshold for the Duration time recording variant.
For the whole time valuation period, which, in this example, is the week from Sunday – Saturday, Calculated
Overtime w/o Breaks and Recorded Overtime w/o Breaks are added up, and their total duration is compared
with a fixed value of 6 hours. So overtime up to 6 hours per week is moved to the time type group below OT
Premium <= Threshold Per Week, and distributed over the days of the week just as these overtime hours were
recorded or calculated. Similarly, overtime in excess of 6 hours per week is moved to the time type group above
OT Premiums > Threshold Per Week and distributed over the days of the week.
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3.6.6.10.3.10 Clock Times - Time Valuation 10: CLT – Pos &
Neg – Split Per Week
This time valuation takes time type group OT Premiums <= Threshold Per Week from time valuation CLT – Pos
& Neg – Split Per Week as input.
 Note
Time valuation Split Per Day – OT Premiums Below vs Above Threshold is the same for both the Clock Times
and Duration time recording variants.
This time valuation takes time type group OT Premiums <= Threshold Per Week from time valuation CLT – Pos
& Neg – Split Per Week as input. For each day in the time valuation period, the overtime below the weekly
threshold is compared to a fixed value of 2 hours per day. Overtime up to 2 hours per day is moved to the time
type group below OT Premiums <= Threshold Per Day, and overtime in excess of 2 hours per day is moved to
the time type group above OT Premiums > Threshold Per Day.
3.6.6.10.3.11 Clock Times - Time Valuation 11: Filter SUN vs
MON-SAT - OT Premiums 75% vs 50%
This time valuation takes time type group OT Premiums <= Threshold Per Day as input.
 Note
Time valuation Filter SUN vs MON-SAT – OT Premiums 75% vs 50% is the same for both the Clock Times
and Duration time recording variants.
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This time valuation takes time type group OT Premiums <= Threshold Per Day as input. Each day of the time
valuation period is passed through a time records filter for Day of Week = Sunday. All overtime below 2 hours
per day recorded on a Sunday passes the filter and so is moved to the time type group below Overtime
Premium 75%. Conversely, all overtime below 2 hours per day recorded on Monday – Saturday is retained by
the filter and is moved to the time type group above Overtime Premium 50%.
In contrast to the time type groups for intermediate results of overtime calculation, such as OT Premiums <=
Threshold Per Week or OT Premiums <= Threshold Per Day, the time type groups for Overtime Premium 50%
and Overtime Premium 75% represent time pay types that will be transferred to payroll. For this reason, the
entry for Time Pay Type for these time type groups must be Yes.
3.6.6.10.3.12 Clock Times - Time Valuation 12: Add Up - OT
Premium 100% Per Day & Per Week
This time valuation takes time type groups OT Premiums > Threshold Per Day and OT Premiums > Threshold
Per Week as input.
 Note
Time valuation Add Up - OT Premiums 100% Per Day & Per Week is the same for both the Clock Times and
Duration time recording variants.
This time valuation takes time type groups OT Premiums > Threshold Per Day and OT Premiums > Threshold
Per Week as input. For the whole time valuation period, the overtime hours in excess of 2 hours per day or 6
hours per week, respectively, are added up and compared to a fixed threshold value of 0 hours. So all overtime
hours from the input time type groups are moved to the time type group above Overtime Premium 100%, and
distributed over the days of the week just as they were recorded or calculated.
Unlike the time type groups for intermediate results of overtime calculation, such as OT Premiums > Threshold
Per Day or OT Premiums > Threshold Per Week, the time type group for Overtime Premium 100% is
representing a time pay type which shall be transferred to payroll. For this reason, the entry for Time Pay Type
for this time type group must be Yes.
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3.6.6.10.3.13 Clock Times - Time Valuation 13: CLT - Pos &
Neg - Get Base Pay
This time valuation takes all pay-relevant time type groups as input, i.e. Recorded Working Time w/o Breaks,
Recorded Overtime w/o Breaks, Paid Absences (w/o Breaks), and Paid Holidays (w/o Breaks).
For each day in the time valuation period, which, in this example, is the week from Sunday – Saturday, the
duration of the times from the input time type groups is calculated and added up, and compared to a fixed
threshold value of 0 hours. So all hours from the input time type groups are moved to time type group above
Base Pay, and distributed over the days of the week just as they were recorded or calculated.
Unlike the input time type groups for Recorded Working Time w/o Breaks, Recorded Overtime w/o Breaks, Paid
Absences (w/o Breaks), and Paid Holidays (w/o Breaks), which just hold intermediate results of time valuation,
the time type group for Base Pay is representing a time pay type that will be transferred to payroll. For this
reason, the entry for Time Pay Type for this time type group must be Yes.
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3.6.6.10.3.14 Clock Times - Time Valuation 14: CLT - Pos &
Neg - Get Working Time from 18:00 - 23:59
Finally, time valuation CLT – Pos & Neg – Get Working Time from 18:00 – 23:59 is an example for pay type
generation based on clock times, which is only possible for the Clock Times time recording variant.
This time valuation takes time type group Base Pay from time valuation CLT – Pos & Neg – Get Base Pay as
input, and puts all time records included in that through a time segment filter for clock times from 18:00 –
23:59 in 24-hour format, which is equivalent to 6:00 PM – 11:59 PM in 12-hour format. All time records, or parts
of time records, that overlap with the time segment from 6:00 PM – 11:59 PM will be passing the filter and be
moved to time type group below Premium 18:00 – 24:00, which thus represents all payment-relevant times
between 6:00 PM – 11:59 PM.
 Restriction
Technical limitations mean that EC Time Management currently only supports clock times up to 23:59 /
11:59 PM, so it is not possible to record or evaluate clock times including or spanning midnight. This is why
time valuation CLT – Pos & Neg – Get Working Time from 18:00 – 23:59 in our example is only defined with
a filter for clock times from 18:00 – 23:59 / 6:00 PM – 11:59 PM.
3.6.7 Time Collectors
Time collectors collect times over a certain period that differs from the period that is handled by a time
valuation.
Time valuations can only handle valuations within the time sheet. But sometimes times need to be collected
over a bigger or different period. Time collectors collect times over such periods. You can also use time
collectors to generate calculated results that can be used for other use cases such as accruals.
1. Setting Up Time Collectors [page 382]
Set up time collectors using time type groups and time recording profiles.
2. Setting Up Time Valuations for Time Collectors [page 383]
Define time valuations using the valuation type Compare Threshold with Input Groups and Count Events.
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3.6.7.1
Setting Up Time Collectors
Set up time collectors using time type groups and time recording profiles.
Context
Time collectors are a means of gathering time data independently of time sheet periods.
 Restriction
There are some restrictions on the use of time collectors:
● For performance reasons, a time recording profile can hold a maximum of 13 time collectors. Ensure
that the number of time type groups activated as time collectors doesn’t exceed that total in a given
time recording profile. No more than 3 out of the 13 can be Daily time collectors. The permitted total
number of weekly or monthly time collectors is 10.
● You can’t use time collectors to generate pay components. If the output group generates pay
components, you can’t use a time type group with collectors as the input group.
● Don't put time collectors in both the input group and the output group of a time valuation.
● Don't create time valuation alerts based on time collectors.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time type group.
3. Make the entries you need as you would for any other time type group.
4. Set Time Collector Type to Yes.
The Time Collector Periodicity field appears.
5. In the Time Collector Periodicity field, select one of the following options:
○ Daily
○ Weekly
○ Monthly
6. If you select Weekly, specify a first day of the week.
The first day you specify doesn't have to be the same as the first day of the time sheet.
7. Save your new time type group.
8. Use your new time type group in a time valuation.
Task overview: Time Collectors [page 381]
Next task: Setting Up Time Valuations for Time Collectors [page 383]
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3.6.7.2
Setting Up Time Valuations for Time Collectors
Define time valuations using the valuation type Compare Threshold with Input Groups and Count Events.
Context
The valuation type Compare Threshold with Input Groups and Count Events, which is used with time collectors
acts as an event counter. It examines the time records from its input group each day and if the input exceeds
the threshold, the valuation counts one event. It also sets the amount of the corresponding day containers or
the whole result group to 1.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time valuation and enter a unique external name and external code.
3. Set Valuation Type to Compare Threshold with Input Groups and Count Events.
The screen is refreshed.
4. Specify the valuation method.
5. Specify the threshold type.
○ If you select Fixed Value, enter a threshold value.
○ If you select Time Type Group, assign a threshold group from an existing time type group.
6. Specify a time type group below.
7. Specify a time type group above.
 Note
You must specify a time type group below or a time type group above.
8. In the Input Time Type Groups field, enter all relevant time type groups from which you must calculate the
output of the time valuation.
 Caution
Within a time valuation, the input time type groups must be different from the time type groups
assigned to the time type group above and the time type group below.
9. Save your new time valuation.
10. Assign the time valuation to the time recording profiles of all employees who are to use this valuation type.
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Results
The time valuation is now assigned to the relevant time recording profiles. This single time valuation is normally
assigned within a bundle of time valuations in any given time recording profile. Depending on how a bundle of
time valuations is configured, the following is possible:
● Single time valuations within a bundle can produce intermediate (hidden) results.
● If they’re defined as a UI component, time valuations can be visible on the UI.
● Single time valuations can be stored within the time sheet and be visible on the UI as a time pay type.
Task overview: Time Collectors [page 381]
Previous task: Setting Up Time Collectors [page 382]
3.6.8 Time Compensation
You can use time accounts to compensate the difference between the actual and the planned working time.
SAP SuccessFactors supports working time accounts and time off in lieu.
In addition to processing by payroll, recorded working time can also be posted to time accounts. Time accounts
store the difference between the actual working time and the planned working time. SAP SuccessFactors
supports two types of time accounts: working time accounts and time off in lieu.
Flextime [page 384]
In flextime, working time accounts are used for a daily overtime and minus hours calculation that is
added to or deducted from the time account.
Time Off in Lieu [page 394]
Time off in lieu is used for special overtime compensation. Employees eventually use this
compensation to record absences.
3.6.8.1
Flextime
In flextime, working time accounts are used for a daily overtime and minus hours calculation that is added to or
deducted from the time account.
1. Setting Up Working Time Accounts [page 385]
To record variations from standard working time, set up working time accounts and specify which
employees can use them.
2. Flextime Bandwidth [page 388]
To prevent flextime employees from recording extreme working times, flextime bandwidth defines the
earliest possible start time and the latest possible end time that a flextime employee can record.
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3.6.8.1.1
Setting Up Working Time Accounts
To record variations from standard working time, set up working time accounts and specify which employees
can use them.
Context
Working time accounts record variations from standard working time. These variations are recorded by
calculating the balance of time worked in excess or falling short of standard working time. This balance is
calculated by comparing the time employees actually work with their work schedule.
Procedure
1. Create a time account type you can use to post data to a working time account.
 Note
Do not use a time account type that you already use for time off in lieu.
 Note
If you use period-end processing, do not use the account creation type Recurring for working time
accounts.
2. Assign your time account type for working time accounts to a time profile.
 Note
If Update Working Time Account Only When Changes Approved is activated, time sheet entries must be
approved before they're posted to the working time account.
3. Decide which of your time type groups should show the working time input.
4. Create a time type group.
a. Set Time Category to Calculated Time.
b. Set Time Pay Type to Yes.
c. Set Valuation Result Category to Difference in Working Time.
d. In the Valuation Result Factor field, enter 1.
5. Create a time valuation.
6. Add your time valuation to a time recording profile.
7. Assign this time recording profile to employees that are to use working time accounts.
8. Assign a time profile.
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Results
Employees for whom you've gone through the above process can see the balance on their working time
account when they access their timesheet UI.
Setting Up Time Valuations for Working Time Accounts [page 386]
To calculate balances on working time accounts, define time valuations using the valuation type
Difference Between Threshold and Input. Assign these time valuations to the time recording profiles of
all employees for whom you want to use working time accounts.
Task overview: Flextime [page 384]
Next: Flextime Bandwidth [page 388]
3.6.8.1.1.1 Setting Up Time Valuations for Working Time
Accounts
To calculate balances on working time accounts, define time valuations using the valuation type Difference
Between Threshold and Input. Assign these time valuations to the time recording profiles of all employees for
whom you want to use working time accounts.
Context
When you calculate balances on working time accounts, you record instances where an employee has worked
more or less time than planned and calculate the resulting balance.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time valuation and enter a unique external name and external code.
3. Set Valuation Type to Difference Between Threshold and Input.
The screen is refreshed.
4. Set Valuation Method to Valuate Up To Today.
The valuation stops with the current day. If users record time after the current day, the working time
account posting isn’t reflected under the balance on the working time account.
5. Specify the threshold type.
○ If you select Fixed Value, enter a threshold value.
○ If you select Time Type Group, assign a threshold group from an existing time type group.
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6. Specify a time type group below.
7. Specify a time type group above.
 Note
You must specify a time type group below or a time type group above.
8. In the Input Time Type Groups field, enter all relevant time type groups from which you calculate the output
of the time valuation.
You can enter a time type group from any time category as an input time type group.
 Restriction
Don't use the Factor field for clock time valuations.
 Caution
Within a time valuation, the input time type groups must be different from the time type groups
assigned to the time type group above and the time type group below.
 Note
If you enter an input time type group with an associated Calculated Time time category, it must be
calculated within the same time valuation run as the output of another time valuation. This time
valuation must be assigned to the employee’s time recording profile.
 Tip
To add durations of the time records within the input time type groups to the result that is compared to
the threshold value, set Reverse Sign to No. To subtract durations of the time records within the input
time type groups from the result that is compared to the threshold value, set Reverse Sign to Yes.
9. Save your new time valuation.
10. Assign the time valuation to the time recording profiles of all employees who are to use this valuation type.
Results
The time valuation is now assigned to the relevant time recording profiles. This single time valuation is normally
assigned within a bundle of time valuations in any given time recording profile. Depending on how a bundle of
time valuations is configured, the following is possible:
● Single time valuations within a bundle can produce intermediate (hidden) results.
● If they’re defined as a UI component, time valuations can be visible on the UI.
● Single time valuations can be stored within the time sheet and be visible on the UI as a time pay type.
Task overview: Setting Up Working Time Accounts [page 385]
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3.6.8.1.2
Flextime Bandwidth
To prevent flextime employees from recording extreme working times, flextime bandwidth defines the earliest
possible start time and the latest possible end time that a flextime employee can record.
Flextime allows employees to choose when they start and finish work, as long as they work for a certain
number of hours each week. However, this flexibility allows employees to record long working days, early start
times, and late end times. You can prevent employees from recording such extreme working times by
implementing flextime bandwidth. Flextime bandwidth defines the earliest start time and the latest time that
flextime employees can record. Working time recorded outside the flextime bandwidth isn’t taken into account.
Before you can define flextime bandwidth, you need to define scheduled working time in the work schedule.
Scheduled working time defines the typical start and end time of a working day and is used as a calculation
basis for things such as weekly hours and overtime. You also define flextime bandwidth in the work schedule. To
define that the time recorded outside the flextime bandwidth isn’t taken into account, you create time type
groups and time valuations for flextime bandwidth. If necessary, you can also permit employees to record time
outside their flextime bandwidth.
1. Defining Flextime Bandwidth in a Work Schedule [page 389]
To specify the earliest and latest times employees are allowed to record working time, define flextime
bandwidth in a work schedule.
2. Creating a Time Type Group for Flextime Bandwidth [page 390]
Create a time type group for flextime bandwidth so that the flextime bandwidth you define in the work
schedule can be processed by the time valuation.
3. Setting Up Time Valuations for Flextime Bandwidth [page 390]
Define what happens when employees record time outside their flextime bandwidth.
4. Permission of Time Recording Outside the Flextime Bandwidth [page 392]
If exceptional circumstances require employees to record working time outside their flextime
bandwidth, you can permit employees to record such times.
Parent topic: Flextime [page 384]
Previous task: Setting Up Working Time Accounts [page 385]
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3.6.8.1.2.1 Defining Flextime Bandwidth in a Work Schedule
To specify the earliest and latest times employees are allowed to record working time, define flextime
bandwidth in a work schedule.
Prerequisites
 Note
You can also add flextime bandwidth on a non-working day, so that if an employee would come to work, you
could book that on their flextime account.
● You've defined scheduled working time in a work schedule.
● You've set the time recording variant of the work schedule to Clock Times.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Open a day in a work schedule or a day model.
3. Go to a segment and set Category to Flextime Bandwidth.
4. Enter the start time and end time of the flextime bandwidth.
5. Save your changes.
Next Steps
Set up a time type group for flextime bandwidth.
Task overview: Flextime Bandwidth [page 388]
Next task: Creating a Time Type Group for Flextime Bandwidth [page 390]
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3.6.8.1.2.2 Creating a Time Type Group for Flextime
Bandwidth
Create a time type group for flextime bandwidth so that the flextime bandwidth you define in the work schedule
can be processed by the time valuation.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time type group with a meaningful external name and external code.
3. Select the time category Flextime Bandwidth.
Task overview: Flextime Bandwidth [page 388]
Previous task: Defining Flextime Bandwidth in a Work Schedule [page 389]
Next task: Setting Up Time Valuations for Flextime Bandwidth [page 390]
3.6.8.1.2.3 Setting Up Time Valuations for Flextime
Bandwidth
Define what happens when employees record time outside their flextime bandwidth.
Prerequisites
● You've defined flextime bandwidth in the work schedule.
● You've created a time type group for recorded working time.
● You've created a time type group for flextime bandwidth.
● You've created a time type group for working time taken into account.
● You've created a time type group for working time not taken into account.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time valuation and enter a unique external name and external code.
3. Set Valuation Type to Deduct Group from Input Groups.
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The screen is refreshed.
4. In the Input Time Type Groups field, enter the time type group for recorded working time.
Recorded working time is used as the basis for the following calculations.
5. Assign the time type group for flextime bandwidth as the deduction group.
The recorded working time is filtered for time within and outside the flextime bandwidth.
6. Specify the time type group for working time taken into account as the time type group below.
Time recorded within the flextime bandwidth is taken into account.
7. Specify the time type group for working time not taken into account as the time type group above.
Time recorded outside the flextime isn't taken into account.
8. Specify what happens if an employee records time outside the flextime bandwidth. Use one of the following
options:
○ To prevent employees from recording times outside the flextime bandwidth, create an error message
on the time type group above.
○ To warn employees that time outside the flextime bandwidth isn't taken into account, create a time
valuation alert on the time type group above.
9. Save your new time valuation and assign it to the time recording profiles of the employees who use this
valuation type.
Creating Time Valuation Alerts [page 391]
Create time valuation alerts to notify employees and administrators of certain time valuation results.
Task overview: Flextime Bandwidth [page 388]
Previous task: Creating a Time Type Group for Flextime Bandwidth [page 390]
Next: Permission of Time Recording Outside the Flextime Bandwidth [page 392]
3.6.8.1.2.3.1 Creating Time Valuation Alerts
Create time valuation alerts to notify employees and administrators of certain time valuation results.
Context
 Note
Don't define alerts based on time collectors.
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Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time valuation and enter a unique external name and external code.
3. Set the valuation type.
4. In the Error Flag field, specify on which time type group the message is raised.
5. In the Error Message field, enter an appropriate message text.
6. Set Error Type to Alert and Warning.
Results
If the time valuation creates a result for which you've defined a time valuation alert, the following happens: A
warning is displayed and an admin alert is created on the Admin Alerts page.
3.6.8.1.2.4 Permission of Time Recording Outside the
Flextime Bandwidth
If exceptional circumstances require employees to record working time outside their flextime bandwidth, you
can permit employees to record such times.
Flextime bandwidth is intended to prevent employees from working at specific times. However, there can be
situations that require employees to work at unusual times. Examples include emergency situations and work
in different timezones. In such cases, managers or HR administrators can permit employees to work outside
the flextime bandwidth. If employees are permitted to record times outside the flextime bandwidth, these
times are taken into account.
You permit time recording outside the flextime bandwidth by defining extra time types, creating extra time type
groups, and by setting up time valuations for flextime violation.
1. Creating Extra Time Type Groups [page 393]
To process extra time types in time valuations, create an extra time type group.
2. Setting Up Time Valuations for Flextime Violations [page 393]
Define what happens when employees record time outside their flextime bandwidth and are allowed to
do so.
Parent topic: Flextime Bandwidth [page 388]
Previous task: Setting Up Time Valuations for Flextime Bandwidth [page 390]
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3.6.8.1.2.4.1 Creating Extra Time Type Groups
To process extra time types in time valuations, create an extra time type group.
Prerequisites
You have created an extra time type.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time type group with a meaningful external name and external code.
3. Select the time category Extra.
4. Assign the extra time type that you want to use in a time valuation.
Task overview: Permission of Time Recording Outside the Flextime Bandwidth [page 392]
Next task: Setting Up Time Valuations for Flextime Violations [page 393]
3.6.8.1.2.4.2 Setting Up Time Valuations for Flextime
Violations
Define what happens when employees record time outside their flextime bandwidth and are allowed to do so.
Prerequisites
● You've set up a time valuation for flextime bandwidth.
● You've defined an extra time type and created an extra time type group.
● You've created a time type group for working time outside the flextime bandwidth that is taken into
account.
● You've created a time type group for working time outside the flextime bandwidth that isn't taken into
account.
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Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time valuation and enter a unique external name and external code.
3. Set Valuation Type to Deduct Group from Input Groups.
The screen is refreshed.
4. In the Input Time Type Groups field, enter the time type group for time outside the flextime bandwidth.
Time outside the flextime bandwidth is used as the basis for the following calculations.
5. Assign the extra time type group as the deduction group.
The recorded working time outside the flextime bandwidth is filtered for time within and outside the extra
time period.
6. Specify the following time type group below: the time type group for working time outside the flextime
bandwidth that is taken into account.
Time recorded within the extra time period is taken into account.
7. Specify the following time type group above: the time type group for working time outside the flextime
bandwidth that isn't taken into account.
Time recorded outside the extra time period isn't taken into account.
8. Specify what happens if an employee records time outside the extra time.
9. Save your new time valuation and assign it to the time recording profiles of the employees who use this
valuation type.
Task overview: Permission of Time Recording Outside the Flextime Bandwidth [page 392]
Previous task: Creating Extra Time Type Groups [page 393]
3.6.8.2
Time Off in Lieu
Time off in lieu is used for special overtime compensation. Employees eventually use this compensation to
record absences.
1. Setting Up Time Off in Lieu of Overtime Pay [page 395]
Set up Time Sheet so that calculated overtime hours are posted to employee-specific time off in lieu of
overtime pay (TOIL) time accounts when eligible employees save their time sheets.
2. Setting Up Time Valuations for Time Off in Lieu (TOIL) Payments [page 397]
To valuate time for time off in lieu (TOIL) payments, use the valuation type Compare Threshold with
Comparison Group to Route Input.
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3.6.8.2.1
Setting Up Time Off in Lieu of Overtime Pay
Set up Time Sheet so that calculated overtime hours are posted to employee-specific time off in lieu of
overtime pay (TOIL) time accounts when eligible employees save their time sheets.
Context
Time off in lieu of overtime pay is the compensation of employees for overtime worked by an entitlement to
paid leave, in addition to the regular entitlement to paid time off. It’s one of several methods by which
employees are compensated for time worked in excess of their regular working time.
 Restriction
Currently, you must decide at an organizational level which specific overtime compensation variant you
assign to employees.
Procedure
1. Create a time account type that supports time off in lieu of overtime pay as one form of overtime
compensation for employees.
a. Set the unit of the time account type to Hours.
b. Ensure that the time account type is clearly distinguishable from time account types with balances
that are built through regular accruals.
2. Create time types to take time off in lieu of overtime pay from the time accounts.
a. Set the unit of the time types to Hours.
b. Classify the time types as absences.
c. Ensure that the time types are clearly distinguishable from the time types for vacation, paid time off,
and so on.
d. Include the time types in the available time type of the relevant time profile.
 Caution
Ensure the correct posting of time off in lieu hours to the time off in lieu time account for an
employee. Configure the time account posting rules with the same time account type that you
specify in the time profile field Time Account Type for Time Off in Lieu.
3. Enhance time profiles assigned to employees with the time account type and time types for time off in lieu
of overtime pay.
a. In the Time Account Type for TOIL field of the time profile, select the time account type for time off in
lieu.
b. In the Available Time Type section of the time profile, add your time types for time off in lieu.
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 Caution
In the time profile, assign a time type that references the same time account type in the time
account posting rules as the time account type you specify in the Time Account Type for Time Off in
Lieu field.
 Note
To configure that time off in lieu postings require an approval, activate Update TOIL Account Only
When Changes Approved.
4. Based on your time account types, create time off in lieu of overtime pay time accounts for employees.
 Note
○ If you use a new hire process to onboard an employee, this stage may not be necessary.
○ If you enhance a time profile with a time account type for time off in lieu, use the Manage Time Off
Calendars feature in the Admin Center to create an account.
5. Create time type groups that valuate the base and premium components of calculated overtime.
a. Set Valuation Result Category to either Overtime Base or Overtime Premium.
b. Set Time Pay Type to Yes.
c. Specify the valuation result factor.
This factor converts time valuation results for calculated overtime to hours of time off in lieu.
6. Create time valuations that derive time valuation results for both the base and premium components of
calculated overtime.
7. Create time recording profiles that valuate overtime compensation for all eligible employees, and assign
your time valuation rules to these time recording profiles.
The time valuations you assign in the time recording profile derive all required time valuation results for
each employee assigned to the profile.
 Remember
The default compensation variant of the respective employee determines if the valuated overtime is
paid out to the employee or converted to time off in lieu. The overtime compensation is based on a
same set of time valuation results. Therefore, a time recording profile that valuates the calculated
overtime of an employee can lead to three different forms of overtime compensation.
8. Assign role-based permissions for the Default Overtime Compensation Variant field in the job information
and activate this field.
a. Assign role-based permission settings that grant view or maintenance permissions for the Default
Overtime Compensation Variant field to users who are assigned to the Employee Self Service, Manager,
and HR Role roles.
b. In the employee job information, activate the Default Overtime Compensation Variant field.
9. Configure the job information of your employees and assign the required default overtime compensation
variant to all eligible employees.
a. For each employee, go to Job Information.
b. Select one of your enhanced time profiles.
You enhance time profiles when you create time off in lieu of overtime pay time accounts.
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c. Select one of your time recording profiles.
d. In the Default Overtime Compensation Variant field, select either Payout and Time Off or Time Off.
By selecting Payout and Time Off, you specify that the portion of the calculated overtime of an
employee paid at the basic hourly rate is converted into time pay types and paid out. The premium
component of the calculated overtime of an employee is converted to time off in lieu of overtime pay
and posted to a dedicated time off in lieu time account.
By selecting Time Off, you specify that all calculated overtime of an employee is converted to time off
in lieu of overtime pay and posted to a dedicated time off in lieu time account.
Results
Employees can take time off in lieu that is posted to their time off in lieu time account immediately.
Task overview: Time Off in Lieu [page 394]
Next task: Setting Up Time Valuations for Time Off in Lieu (TOIL) Payments [page 397]
3.6.8.2.2
Setting Up Time Valuations for Time Off in Lieu
(TOIL) Payments
To valuate time for time off in lieu (TOIL) payments, use the valuation type Compare Threshold with Comparison
Group to Route Input.
Context
The valuation type Compare Threshold with Comparison Group to Route Input determines where time data
should go after another time type group, the comparison group, is compared with a given threshold value.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time valuation and enter a unique external name and external code.
3. Set Valuation Type to Compare Threshold with Comparison Group to Route Input.
The screen is refreshed.
4. Specify the valuation method.
5. Specify the threshold type.
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○ If you select Fixed Value, enter a threshold value.
○ If you select Time Type Group, assign a threshold group from an existing time type group.
6. Specify a time type group below.
7. Specify a time type group above.
 Note
You must specify either a time type group below or a time type group above.
8. Specify a time type group as the comparison group.
The values of the threshold group or the threshold value are compared with this group.
9. In the Input Time Type Groups field, enter all relevant time type groups from which you must calculate the
output of the time valuation.
 Caution
Within a time valuation, the input time type groups must be different from the time type groups
assigned to the time type group above and the time type group below.
10. Save your new time valuation.
11. Assign the time valuation to the time recording profiles of all employees who are to use this valuation type.
Results
The time valuation is now assigned to the relevant time recording profiles. This single time valuation is normally
assigned within a bundle of time valuations in any given time recording profile. Depending on how a bundle of
time valuations is configured, the following is possible:
● Single time valuations within a bundle can produce intermediate (hidden) results.
● If they’re defined as a UI component, time valuations can be visible on the UI.
● Single time valuations can be stored within the time sheet and be visible on the UI as a time pay type.
Task overview: Time Off in Lieu [page 394]
Previous task: Setting Up Time Off in Lieu of Overtime Pay [page 395]
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3.6.9 Integrating Time Sheet with Employee Central Payroll
In the time recording profile, set isPayComponent to Yes.
Context
You can set up an integration that replicates employee time valuation results generated by Time Sheet to
Employee Central Payroll. The replicated time valuation results are used to pay employees based on their
recorded times and other time-related data.
For more information about time valuations, see Time Valuations [page 350].
Procedure
1. Go to Job Info and choose Time Recording Profile.
2. Choose
Time Valuation
Time Type Group
Time Pay Type .
3. Set isPayComponent to Yes.
3.6.10 Setting Up Email Notifications
Activate email notification templates so that employees who submit time sheets and approvers of time sheets
receive email notifications.
Procedure
1. Go to the Admin Center and choose System Properties.
2. Choose E-Mail Notification Templates Settings.
3. Select Workflow Action Pending Notification, Workflow Action Approval Notification, Workflow Action
Rejected Notification, and Workflow Comment Posted Notification.
3.6.11 Recommendations and Restrictions for Time Sheet
Please note that Time Sheet is supported for permanent employees only - not for contingent workers.
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3.6.12 Troubleshooting: Known Issues in Time Sheet
There are some known issues in Time Sheet.
Table 27: Known Issues
Description
More Information
It’s strictly not supported to upload time sheet data directly
to a customer system using
Export Data
Admin Center
Import and
.
You can't change the approval status of a time sheet using
Manage Data.
You can't make manual changes on time sheet entries or
time valuation results using Manage Data.
There are a number of issues you should be aware of when
importing work schedules in Time Off with the template pro­
vided by export/import data.
Time Sheet doesn't use custom fields that are defined in the Avoiding Time Off Custom Field Issues [page 401]
Employee Time object. Therefore, these custom fields result
in an error when employees submit time sheets for approval.
Save Rule checks implemented in the Time Off module can
affect processing in Time Sheet.
Avoiding Issues Caused by Time Off Rule Checks [page 401]
Avoiding Issues when Changing the To-Do Category [page
When you change ToDo Category from Generic Object
Change Requests to Time Sheet Requests, existing time
402]
sheet requests that haven't been approved are still displayed
in the generic section of the ToDo tile. After these existing
time sheet requests are approved, they remain in the generic
section of the ToDo tile and can’t be removed.
The MDF field property Private or Sensitive Information isn’t
respected in Time Sheet; the value is rendered as before
without masking.
Moving the rehire date can lead to data inconsistency when
there’s already a time sheet with valuation results at this fu­
ture point in time.
Avoiding Issues when Moving the Rehire Date [page 402]
Various problems can occur when unchanged time sheets
are recalculated. For example, a time sheet has been saved.
Since then, a new custom field has been created that should
be filled using an onSave rule. If the new field is the only
change, the recalculation job doesn’t save the time sheets
again.
Avoiding Issues Caused by Unchanged Time Sheets [page
403]
Avoiding Time Off Custom Field Issues [page 401]
Define that required custom fields are relevant only for Employee Central Time Off.
Avoiding Issues Caused by Time Off Rule Checks [page 401]
Ensure Save Rule checks from Time Off are not processed in Time Sheet.
Avoiding Issues when Changing the To-Do Category [page 402]
Approve or decline all existing time sheet requests before changing To-Do Category.
Avoiding Issues when Moving the Rehire Date [page 402]
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To avoid data inconsistency, delete the valuation results before moving the rehire date.
Avoiding Issues Caused by Unchanged Time Sheets [page 403]
In the time management configuration object, temporarily set Switch off enhanced save for to All.
3.6.12.1 Avoiding Time Off Custom Field Issues
Define that required custom fields are relevant only for Employee Central Time Off.
Context
Employee Central Time Off allows the use of custom fields with required entries that are implemented using
the Employee Time object. Employee Central Time Sheet doesn't use custom fields that are defined in the
Employee Time object. Therefore, custom fields result in an error when employees submit time sheets for
approval. Although those fields are required, employees cannot access them, and the submission process fails.
You can avoid this issue by defining that the custom fields are only relevant for the time types of the category
Absence. This time type category is used only in Employee Central Time Off.
Procedure
1. Choose
Admin Center
Configure Object Definitions .
2. Edit the Employee Time object definition.
a. For each of your custom fields with a mandatory entry (Required = Yes), choose Details.
b. Set Field Id to timeType.category.
c. Set value to Absence.
You can create custom fields for Time Sheet by using the Employee Time Sheet Entry object. For more
information, see Creating Custom Fields for Time Sheet [page 345].
3.6.12.2 Avoiding Issues Caused by Time Off Rule Checks
Ensure Save Rule checks from Time Off are not processed in Time Sheet.
Context
Save Rule checks implemented in Time Off can affect processing in Time Sheet.
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Procedure
1. Check which Save Rule checks exist in Time Off.
2. Ensure that these rule checks are not processed in Time Sheet.
3.6.12.3 Avoiding Issues when Changing the To-Do Category
Approve or decline all existing time sheet requests before changing To-Do Category.
Context
When you change To-Do Category from Generic Object Change Requests to Time Sheet Requests, existing time
sheet requests that haven't been approved are still displayed in the generic section of the To-Do tile. After these
existing time sheet requests are approved, they remain in the generic section of the To-Do tile and cannot be
removed.
Procedure
1. Approve or decline all existing time sheet requests.
2. Change To-Do Category to Time Sheet Requests.
3.6.12.4 Avoiding Issues when Moving the Rehire Date
To avoid data inconsistency, delete the valuation results before moving the rehire date.
Context
Moving the rehire date can lead to data inconsistency when there is already a time sheet with valuation results
at this future point in time.
Procedure
1. Delete the valuation results.
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2. Move the rehire date.
3.6.12.5 Avoiding Issues Caused by Unchanged Time Sheets
In the time management configuration object, temporarily set Switch off enhanced save for to All.
Context
Various problems can occur when unchanged time sheets are recalculated. For example, a time sheet has been
saved. Since then, a new custom field has been created that should be filled using an onSave rule. If the new
field is the only change, the recalculation job does not save the time sheets again.
Procedure
1. Go to the time management configuration object.
2. Set Switch off enhanced save for to All.
3. Recalculate your time sheets.
4. Set Switch off enhanced save for back to None.
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4
Implementation of SAP SuccessFactors
Time Tracking
SAP SuccessFactors Time Tracking is a subscription that provides you with additional attendance recording
capabilities.
The capabilities included in SAP SuccessFactors Time Tracking extend those provided by the time sheet of
Employee Central Time Management. SAP SuccessFactors Time Tracking features are only available in the new
time sheet UI.
Clock In Clock Out
Clock In Clock Out helps you track employees' time when they use the swipe machine or any external time
tracking service like a terminal. It automatically records the duration of time events in the SAP SuccessFactors
Time Sheet.
Setting Up Single Record Approval [page 404]
Set up single record approval so that time sheet entries are approved separately rather than on a
weekly basis.
Night Shift Bandwidth [page 406]
Night shift bandwidth ensures that all relevant attendance recordings are registered for the intended
planned working time segment, on the day the night shift in question starts. To use it, you must have
SAP SuccessFactors Time Tracking active in your system.
Advanced Filtering Options for Holiday-Related Premium Pay [page 413]
SAP SuccessFactors Time Tracking provides extensions to the time records filter of the time valuation.
These extensions support complex premium pay scenarios involving holidays such as night shifts on
holidays or half-day holidays.
4.1
Setting Up Single Record Approval
Set up single record approval so that time sheet entries are approved separately rather than on a weekly basis.
Prerequisites
● You have activated Time Tracking in Provisioning.
● Your organization can access the new time sheet UI.
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Context
By default, employees submit their time sheets for approval on a weekly basis. However, some organizations
require that certain or all time sheet entries are approved separately. Typical use cases include entries that
require more than one approver and entries that require approval in advance.
 Note
You can't add single record approval to time types that are main attendance time types or main break time
types in a time recording profile.
Procedure
1. Create an attendance, on call, break, or extra time type.
 Note
You can't add single record approval to allowance types.
2. Enter a workflow configuration to your time type.
 Note
You can't add to or delete the workflow configuration from a time type that is used in existing time
sheet entries.
Results
Time sheet entries with this time type require single approval.
 Note
The submit job will not pick up and submit a time sheet - and users cannot manually submit a time sheet until all working time recordings are approved.
Task overview: Implementation of SAP SuccessFactors Time Tracking [page 404]
Related Information
Night Shift Bandwidth [page 406]
Advanced Filtering Options for Holiday-Related Premium Pay [page 413]
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4.2
Night Shift Bandwidth
Night shift bandwidth ensures that all relevant attendance recordings are registered for the intended planned
working time segment, on the day the night shift in question starts. To use it, you must have SAP
SuccessFactors Time Tracking active in your system.
It determines the earliest possible start time and the latest possible end time that an employee can record as
part of a night shift.
An example would be where a night shift is scheduled from 22:00 until 06:00. The night shift bandwidth is from
the start of the shift until 08:00. An additional attendance is then booked from 06:30 until 07:30 on day 2. This
means that an additional hour is added to the actual time worked on the night shift for day 1.
Before you can specify night shift bandwidth, you need to define scheduled working time in the work schedule
and any work schedule day models used. Scheduled working time defines the typical start and end time of a
working day and is used as a calculation basis for things such as weekly hours and overtime. To ensure that the
time recorded outside the night shift bandwidth isn’t taken into account, you create time type groups and time
valuations for night shift bandwidth. If necessary, you can also permit employees to record time outside their
night shift bandwidth.
The following considerations and restrictions apply to the use of night shift bandwidth:
● Night shift bandwidth can only be specified in cross-midnight work schedules.
● Night shift bandwidth can only be specified in work schedules where the clock times recording variant is
selected.
● Breaks in a cross-midnight work schedule day cannot be defined outside the planned working time when
no night shift bandwidth is defined.
● Breaks in a cross-midnight work schedule day cannot be defined outside the night shift bandwidth.
● Night shift bandwidth cannot exceed 24 hours.
● Night shift bandwidths of two work schedule days cannot overlap.
● Night shift bandwidth must start before midnight and end after midnight.
● Planned working time has to fall inside the night shift bandwidth.
● Planned working time cannot overlap with planned working time from the previous day or the next day.
● Breaks cannot overlap with night shift bandwidth from the previous day.
● Breaks cannot overlap with planned working time from the previous day.
● Planned working time and night shift bandwidth have to start on the same day.
1. Setting Up Night Shift Bandwidth in a Work Schedule [page 407]
To specify the latest times employees are allowed to record working time in a night shift, set up night
shift bandwidth in their work schedule.
2. Creating a Time Type Group for Night Shift Bandwidth [page 408]
Create a time type group for night shift bandwidth so that the night shift bandwidth you define in the
work schedule can be processed by the time valuation.
3. Setting Up Time Valuations for Night Shift Bandwidth [page 408]
Define what happens when employees record time outside their night shift bandwidth.
4. Permission to Record Time Outside the Night Shift Bandwidth [page 410]
If exceptional circumstances require employees to record working time outside their night shift
bandwidth, you can permit employees to record such times.
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Parent topic: Implementation of SAP SuccessFactors Time Tracking [page 404]
Related Information
Setting Up Single Record Approval [page 404]
Advanced Filtering Options for Holiday-Related Premium Pay [page 413]
4.2.1 Setting Up Night Shift Bandwidth in a Work Schedule
To specify the latest times employees are allowed to record working time in a night shift, set up night shift
bandwidth in their work schedule.
Prerequisites
● You've specified scheduled working time in the work schedule.
● You've set the time recording variant of the work schedule to Clock Times.
● You've activated cross-midnight processing in the work schedule. If the work schedule uses the Period
model, you also need to have activated cross-midnight processing in the work schedule day models used in
the work schedule.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Open a day in a work schedule or a day model.
3. Go to a segment and set Category to Night Shift Bandwidth.
4. Enter the start time and end time of the night shift bandwidth. Remember that it must start before
midnight and end after midnight and that the bandwidth entered can't exceed 24 hours in duration.
5. Save your changes.
Task overview: Night Shift Bandwidth [page 406]
Next task: Creating a Time Type Group for Night Shift Bandwidth [page 408]
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4.2.2 Creating a Time Type Group for Night Shift Bandwidth
Create a time type group for night shift bandwidth so that the night shift bandwidth you define in the work
schedule can be processed by the time valuation.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time type group with a meaningful external name and external code.
3. Select the time category Night Shift Bandwidth.
Task overview: Night Shift Bandwidth [page 406]
Previous task: Setting Up Night Shift Bandwidth in a Work Schedule [page 407]
Next task: Setting Up Time Valuations for Night Shift Bandwidth [page 408]
4.2.3 Setting Up Time Valuations for Night Shift Bandwidth
Define what happens when employees record time outside their night shift bandwidth.
Prerequisites
● You've defined night shift bandwidth in the work schedule and, in the case of work schedules of the Period
model, in the relevant work schedule day models.
● You've activated cross-midnight processing for the work schedule and day models.
● You've created a time type group for recorded working time.
● You've created a time type group for night shift bandwidth.
● You've created a time type group for working time taken into account.
● You've created a time type group for working time not taken into account.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time valuation and enter a unique external name and external code.
3. Set Valuation Type to Deduct Group from Input Groups.
The screen is refreshed.
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4. In the Input Time Type Groups field, enter the time type group for recorded working time.
Recorded working time is used as the basis for the subsequent calculations.
5. Assign the time type group for night shift bandwidth as the deduction group.
The recorded working time is filtered for time within and outside the night shift bandwidth.
6. Specify the time type group for working time taken into account as the time type group below.
Time recorded within the night shift bandwidth is taken into account.
7. Specify the time type group for working time not taken into account as the time type group above.
Time recorded outside the night shift bandwidth isn't taken into account.
8. Specify what happens if an employee records time outside the night shift bandwidth. Use one of the
following options:
○ To prevent employees from recording times outside the night shift bandwidth, create an error message
on the time type group above.
○ To warn employees that time outside the night bandwidth isn't taken into account, create a time
valuation alert on the time type group above.
9. Save your new time valuation and assign it to the time recording profiles of the employees who use this
valuation type.
Task overview: Night Shift Bandwidth [page 406]
Previous task: Creating a Time Type Group for Night Shift Bandwidth [page 408]
Next: Permission to Record Time Outside the Night Shift Bandwidth [page 410]
4.2.3.1
Creating Time Valuation Alerts
Create time valuation alerts to notify employees and administrators of certain time valuation results.
Context
 Note
Don't define alerts based on time collectors.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time valuation and enter a unique external name and external code.
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3. Set the valuation type.
4. In the Error Flag field, specify on which time type group the message is raised.
5. In the Error Message field, enter an appropriate message text.
6. Set Error Type to Alert and Warning.
Results
If the time valuation creates a result for which you've defined a time valuation alert, the following happens: A
warning is displayed and an admin alert is created on the Admin Alerts page.
4.2.4 Permission to Record Time Outside the Night Shift
Bandwidth
If exceptional circumstances require employees to record working time outside their night shift bandwidth, you
can permit employees to record such times.
Night shift bandwidth is intended to define the times employees work as part of a night shift. However, there
can be situation where employees might need to work at unusual times. In such cases, managers or HR
administrators can permit employees to work outside the night shift bandwidth. If employees are permitted to
record times outside the night shift bandwidth, these times are taken into account.
You permit time recording outside the night shift bandwidth by defining extra time types, creating extra time
type groups, and by setting up time valuations to cover time worked outside the specified night shift
bandwidth.
1. Defining Extra Time Types [page 411]
Define extra time types so that users can record additional time information that further specifies
recorded attendance time.
2. Creating Extra Time Type Groups [page 411]
To process extra time types in time valuations, create an extra time type group.
3. Setting Up Time Valuations for Night Shift Violations [page 412]
Parent topic: Night Shift Bandwidth [page 406]
Previous task: Setting Up Time Valuations for Night Shift Bandwidth [page 408]
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4.2.4.1
Defining Extra Time Types
Define extra time types so that users can record additional time information that further specifies recorded
attendance time.
Context
Collision checks prevent the recording of concurrent times for an employee. However, some scenarios require
that recorded attendance time is further specified. Extra time types enable users to further specify certain
attendance times without causing a collision.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time type.
3. Enter an external name and a meaningful external code.
4. In the Classification field, select Extra.
5. Select the time unit Hour(s).
6. Assign the extra time types to the relevant employee time profiles.
Next Steps
To use the extra time type in a time valuation, create an extra time type group.
Task overview: Permission to Record Time Outside the Night Shift Bandwidth [page 410]
Next task: Creating Extra Time Type Groups [page 411]
4.2.4.2
Creating Extra Time Type Groups
To process extra time types in time valuations, create an extra time type group.
Procedure
1. Go to the Admin Center and choose Manage Data.
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2. Create a time type group with a meaningful external name and external code.
3. Select the time category Extra.
4. Assign the extra time type that you want to use in a time valuation.
Task overview: Permission to Record Time Outside the Night Shift Bandwidth [page 410]
Previous task: Defining Extra Time Types [page 411]
Next task: Setting Up Time Valuations for Night Shift Violations [page 412]
4.2.4.3
Setting Up Time Valuations for Night Shift
Violations
Prerequisites
● You've set up a time valuation for night shift bandwidth.
● You've defined an extra time type and created an extra time type group.
● You've created a time type group for working time outside the night shift bandwidth that is taken into
account.
● You've created a time type group for working time outside the night shift bandwidth that isn't taken into
account.
Procedure
1. Go to the Admin Center and choose Manage Data.
2. Create a time valuation and enter a unique external name and external code.
3. Set Valuation Type to Deduct Group from Input Groups.
The screen is refreshed.
4. In the Input Time Type Groups field, enter the time type group for time outside the night shift bandwidth.
Time outside the night shift bandwidth is used as the basis for the following calculations.
5. Assign the extra time type group as the deduction group.
The recorded working time outside the night shift bandwidth is filtered for time within and outside the extra
time period.
6. Specify the following time type group below: the time type group for working time outside the night shift
bandwidth that is taken into account.
Time recorded within the extra time period is taken into account.
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7. Specify the following time type group above: the time type group for working time outside the night shift
bandwidth that isn't taken into account.
Time recorded outside the extra time period isn't taken into account.
8. Specify what happens if an employee records time outside the extra time.
9. Save your new time valuation and assign it to the time recording profiles of the employees who use this
valuation type.
Task overview: Permission to Record Time Outside the Night Shift Bandwidth [page 410]
Previous task: Creating Extra Time Type Groups [page 411]
4.3
Advanced Filtering Options for Holiday-Related
Premium Pay
SAP SuccessFactors Time Tracking provides extensions to the time records filter of the time valuation. These
extensions support complex premium pay scenarios involving holidays such as night shifts on holidays or halfday holidays.
In Employee CentralTime Management, you can set up time valuations for premium pay that support paying a
premium on a full public holiday. You set this up by filtering for a full holiday on a current day. However, many
organizations require filtering options that support more complex holiday scenarios. The filtering options of
Time Tracking support a number of these scenarios.
Night Shifts with Holidays
Nights shifts are usually paid at a premium rate. However, the premium rate is even higher when the night shift
coincides with a public holiday. Unless there are consecutive public holidays, though, only a part of the shift
falls on a public holiday. To pay the premium for the part of the night shift on the public holiday, you filter for
public holidays on the current, previous, or next day.
Days Before a Public Holiday
Sometimes a premium is payed on a day before a public holiday. In this case you can filter for no holiday for on
the current day and a holiday class for the next day.
Parent topic: Implementation of SAP SuccessFactors Time Tracking [page 404]
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Related Information
Setting Up Single Record Approval [page 404]
Night Shift Bandwidth [page 406]
Setting Up Time Valuations for Premium Pay [page 356]
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5
Recalculation in Time Management
Some changes to an employee's job information, for example, changes to the work schedule or time profile,
cause absences or attendances or accruals to be recalculated. Changes to actual absences or temporary
changes to time information can also result in recalculations.
 Note
Time sheets, absences, and accruals are automatically recalculated up to three times. After the third
unsuccessful recalculation attempt, you need to trigger the recalculation manually after correcting the
error that caused the recalculation to fail.
 Note
The recalculation doesn't import external time data and external time records. You need to use the import
job instead. By default, the import job only imports data up to 20 weeks in the past. To import earlier data,
set the recalculation date accordingly.
 Restriction
Changes within objects don’t trigger an automatic recalculation. For example, changing which holiday
calendar is assigned to an employee triggers a recalculation. However, if you simply change the holiday
calendar itself - say, by adding another holiday or removing one already there - no automatic recalculation
takes place. You can trigger one manually. The Triggering Recalculation documentation tells you how.
Changes to an employee's time data or job information normally trigger a response in Time Management.
Depending on the change, different business processes have to be rerun to adapt and re-evaluate existing data
in Time Off and Time Sheet.
The recalculation process must be switched on by configuration and is always initiated by a recalculationrelevant change in data.
 Note
There are no additional authorization checks for recalculation. The recalculation is initiated by the data
change that triggers it, and so is based on authorizations processed by the relevant transaction.
Time Management Recalculation Event (TMRE)
The recalculation process is based on the Time Management Recalculation Event (TMRE) object. Each
recalculation process is controlled by TMRE objects of its own type. The triggering data change creates a TMRE
instance of the initial recalculation type and this TMRE then starts the recalculation for an employee. At the end
of the first recalculation process, a TMRE is created for the following process step, which in turn triggers the
recalculation for its recalculation process until the last recalculation process is performed and recalculation
ends.
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The exact number of recalculation processes might vary depending on the triggering data change. Relevant
recalculation processes are, however, always performed in the same order as a chain of independent
recalculation processes. Each recalculation process provides error resolution capabilities and can be restarted
independently from the other process parts.
Recalculation Processing Options
● Automatically and asynchronously. By default, the recalculation is triggered as a Time Management eventbased task. The recalculation is integrated in the job TLMTriggerTask.
● Manually. You trigger an immediate recalculation run yourself.
Recalculation Example 1
An administrator retroactively changes the work schedule assignment in an employee's job information.
Therefore, absences already recorded and simulated are out of date and need to be corrected, taking account
of the new work schedule. The Time Sheet valuation is also affected. Accruals need to be recalculated.
Recalculation Example 2
The administrator retroactively assigns another Time Recording Profile to an employee for whom time sheets
have already been created. In this case, no recalculation of absences is needed. However, time sheets for the
affected periods do need to be re-evaluated, and accruals must be adapted.
5.1
Configuring Recalculation in Time Management
Use the links to access information on what's involved in configuring recalculations in Time Management.
5.1.1 Time Management Configuration Object
The Time Management Configuration object contains attributes that regulate whether, how, and as of when
recalculation takes place.
Here's some information on how to use the attributes:
● Enable Recalculation
You select Yes or No for this, which determines whether recalculation is active in your system.
● Schedule Immediate Execution
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You select Yes or No for this. making it possible to trigger an immediate time management recalculation if
you need it, rather than just waiting for the next scheduled job.
● Earliest Recalculation Date
Only changes made on or after this date affect the recalculation. If a change is made before it, the system
creates a time management recalculation event with the earliest recalculation date as its start date.
There's more about this in the next chapter.
● External Code
Enter a meaningful external code here.
 Note
Configuration is not effective dated.
5.1.2 Effect of the Earliest Possible Recalculation Date on
Recalculation
You use the Earliest Possible Recalculation Date to restrict recalculation in Time Management to a specified
period.
By specifying the Earliest Possible Recalculation Date within the Time Management Configuration object, you
can deactivate recalculation across the whole Time Management module before the Earliest Possible
Recalculation Date you define. Defining the earliest recalculation date ensures that there are no time
management recalculation events with a date earlier than the Earliest Possible Recalculation Date.
However, when you set this date, you can still change data retroactively in periods before the Earliest Possible
Recalculation Date.
You can use rule functions in Take Rules (Leave Request Validations) to prevent backdated changes prior to the
Earliest Possible Recalculation Date.
For more information on these rules, see Business Rule Functions for Recalculation [page 418].
Example
The Earliest Possible Recalculation Date is defined in a system as 01/01/2020. The Job information data for an
employee is retroactively changed, effective from 01/01/2019. Where this change to the employee's Job
information data is relevant for recalculation, the system stores a time management recalculation event with an
Earliest Possible Recalculation Date of 01/01/2020. Unless the Earliest Possible Recalculation Date is changed
to 01/01/2019, the required recalculation will not be made in the system.
Other Recalculation Scenarios
Accrual periods and absences that straddle the earliest possible recalculation date can be recalculated.
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5.1.3 Business Rule Functions for Recalculation
There are 2 rule functions offering access to the configured recalculation (example: consumption in Take
Rules).
The rule functions are:
● isTimeManagementRecalculationActive()
This returns True if recalculation is active.
● getTimeManagementEarliestRecalculationDate()
This returns the earliest possible recalculation date if recalculation is active. Otherwise, it returns
01/01/1900.
5.1.4 Time Management Recalculation Event
The recalculation process is based on a generic object (GO) called the Time Management Recalculation Event
(TMRE).
The list below gives some information on how the attributes are used. All of them, except the Schedule Job ID,
are required entries.
● External Code
This is generated automatically.
● Event Type
Possible entries for recalculation here are:
○ Recalculate Absences
○ Recalculate Time Sheets
○ Recalculate Accruals
○ Recalculate Transfer Dates
● Start Recalculation on Save
If you choose Yes here, saving this TMRE triggers the start of the recalculation process. All target IDs of this
event are processed.
● Target Type
Your options:
○ Enter a specific user.
○ Time Recording Profile
If you choose this, the target population for the profile is every user with the relevant profile.
○ Holiday Calendar
You can only select this if you also select the event type Recalculate Absences. The target population
for the holiday calendar is then every user with the relevant holiday calendar.
● Target ID
This is the ID of the user, time recording profile, or holiday calendar you're doing the recalculation for.
● Date
This indicates when the recalculation will start. It can be either today's date or a date in the past.
● Status
Values: To Be Processed, Running, Completed Successfully, Completed with Errors.
● Schedule Job ID
You can use this field to enter a meaningful ID for the scheduled job.
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Time Management Recalculation Event Parameters
You can use the parameters to restrict which account types are relevant for accrual recalculation and which
kinds of employee time will trigger a transfer date recalculation.
● Target Event Type
Select either Recalculate Accruals or Recalculate Transfer Dates.
● Name
Select either Time Account Type or Employee Time.
● Value
If you selected Time Account Type above, enter the external code of the time account type or enter ALL. If
you selected Employee Time, enter the external code of the Employee Time.
● External Code
Enter a meaningful external code for this parameter.
5.2
Triggering Recalculation
This section describes the triggering of recalculation in Time Management.
 Note
Recalculation in Time Management is based on the Time Management Recalculation Event (TMRE). For
more information on TMREs, see Time Management Recalculation Event [page 418].
5.2.1 How Recalculation is Triggered
Recalculation in Time Management is triggered by three major groups of changes to time management data in
Employee Central.
These groups are listed below, together with the individual triggers contained within each of the groups.
 Tip
How Recalculation Affects Time Management Data [page 438] provides more information on the actual
impact in Time Management of the changes described below. You can also trigger instant recalculations
manually using the Run Job on Save field in the Time Management Recalculation Event.
Changes to Time Information in Employee Job Information
Changes to the following Time Information within an employee's Job Information trigger recalculation in Time
Management:
● Work Schedule (standard or individual)
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● Time Profile
● Holiday Calendar
● Time Recording Profile
● Default Overtime Compensation Variant
 Note
○ Changes within these objects do not automatically trigger a calculation. For example, if you change
which holiday calendar is assigned to an employee, this triggers a recalculation. However, if you
simply make a change to the holiday calendar itself - say, by adding another holiday or removing
one already there - no recalculation takes place.
This is the system working as designed. However, if you do, in fact, need to trigger a recalculation in
such circumstances, you can trigger one manually. There's a description of how you do this below.
○ Changes done via termination import do not automatically trigger a recalculation. You can create a
Time Management Recalculation Event for this user manually.
Changes to Employee Central Time Management Data
Changes to the following Time Management data trigger recalculation:
● Absence data in Time Off
● Temporary time data
Changes Within A Holiday Calendar or Time Recording Profile
So far, we've discussed recalculations that are triggered automatically when a different object is assigned to a
an employee's job information - for example, if holiday calendar US1 is assigned to an employee and we change
that assignment to US2.
Sometimes, however, although the same object is assigned to an employee, a change takes place within the
object. For example, a new public holiday might be created and entered in holiday calendar US1.
In such cases, recalculation is not triggered automatically. You need to trigger it manually by creating a time
management recalculation event (TMRE) as detailed in the Time Management Recalculation Event [page 418]
documentation.
● Here's what to do in the TMRE if you want to recalculate data based on a change within a holiday calendar:
○ Choose Recalculate Absences as the event type.
○ Choose Holiday Calendar as the target type
○ Enter the external code of the relevant holiday calendar in the External Code field.
○ Set the Start Job on Save to Yes. The recalculation starts when you save this TMRE.
● Here's what to do in the TMRE if you want to recalculate data based on a change within a time recording
profile:
○ Choose Recalculate Time Sheets as the event type.
○ Choose Time Recording Profile as the target type
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○ Enter the external code of the relevant time recording profile in the External Code field.
○ Set the Start Job on Save to Yes. The recalculation starts when you save this TMRE.
5.3
Recalculation in Time Management - Process Overview
This section describes the recalculation process in Time Management and provides information about the
main ways in which recalculation is performed.
There are four different recalculation processes in Time Management, each based on a defined Time
Management Recalculation Event [page 418] (TMRE) and TMRE event type:
● Absences are recalculated in Time Off based on time management recalculation events with event type
Recalculate Absences.
For more information, see: Recalculating Absences [page 430].
● Time sheets are recalculated based on time management recalculation events with event type Recalculate
Time Sheets. All time sheets assigned with the target ID within the TMRE and valid on the dates specified
in the TMRE are recalculated.
For more information, see: Recalculating Time Sheets [page 436].
● Transfer dates are recalculated based on time management recalculation events with event type
Recalculate Transfer Dates.
For more information, see Recalculating Transfer Dates [page 430].
● Accruals are recalculated in Time Off based on time management recalculation events with event type
Recalculate Accruals.
For more information, see: Recalculating Accruals [page 431].
Depending on the actual trigger for the recalculation (and based also on system settings), all or only a subset of
recalculation processes are performed by the system. Each process is atomic and is based solely on the
specific event type assigned to the time management recalculation event.
In Which Order Is Recalculation Performed?
The order of recalculation processes is always fixed and is as follows:
1. Recalculation of existing absences is performed in Time Off.
2. All affected time sheets are recalculated (assuming that Time Sheet has been activated in the system).
3. Transfer dates are recalculated and adjusted based on the Effect on Transfer Date rule.
4. Accruals are recalculated and adjusted accordingly.
Each process calls the next one as it runs.
 Note
Where the initial time management recalculation event is of type Recalculate Time Sheets, any absence
recalculation process is immediately skipped (due to missing TMRE for this user) and the time sheet
recalculation starts directly. Afterwards, the accrual recalculation is executed.
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5.3.1 The Time Management Recalculation Task and
'TLMTriggerRecalculation' Job
The whole recalculation is processed as an event-based Time Management task if recalculation is activated in
Time Management. Immediately after a recalculation is triggered, it is processed by this task.
The TLMTriggerRecalculation job should additionally run daily, even if event-based recalculation is enabled, so
that erroneous recalculation events are processed again.
The Time Management Recalculation task and the TLMTriggerRecalculation job consists of four separate
services, processed sequentially:
● AbsenceRecalculate - based on a time management recalculation event with event type
ABSENCE_RECALCULATE
● TimeSheetRecalculate - based on a time management recalculation event with event type
TIME_SHEET_RECALCULATE
● TransferDateRecalculate - based on a time management recalculation event with event type
TRANSFER_DATE_RECALCULATE
● AccrualRecalculate - based on a time management recalculation event with event type
ACCRUAL_RECALCULATE
The TLMTriggerTask job executes the TLMTriggerRecalculation job if recalculation events exist in the system.
The system picks up the recalculation tasks before other tasks such as importing accruals or importing time
sheets.
You can use the Execution Manager dashboard to monitor the TLMTriggerRecalculation. The summary also
contains a log file to help you identify and troubleshoot any recalculation issues or errors.
Additionally, the Execution Manager dashboard shows failures of the recalculation executed through the Time
Management Task framework. These issues are listed under Middelware Integrations.
Alerts are created for erroneous recalculations. You can see the alerts on the Admin Alerts UI. Process the
alerts regularly so that the recalculation can be executed in a timely manner to update the absences, time
sheets, and accruals according to the changes that triggered the recalculation.
Take a look at the Viewing Time Management Recalculation Results from the Execution Manager [page 423]
information for details of how to monitor recalculation results.
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Job Run Details
The job run details can be viewed using the Scheduled Jobs Manager in the Admin Center. Here's how the how
the Scheduled Jobs Manager displays the TLMTriggerRecalculation job:
5.3.2 Viewing Time Management Recalculation Results from
the Execution Manager
You can use the Execution Manager to view failed recalculation runs.
 Caution
To run the TLMTriggerRecalculation job, the TLMTriggerTasks job must already be configured in
Provisioning, and be scheduled to run in your system. It contains all required time sheet background jobs
and the TLMTriggerRecalculation job. All time sheet background jobs run automatically based on the
configuration for the TLMTriggerTasks job in Provisioning.
Recalculation events are processed by default as Time Management evant-based tasks.
You can access the Execution Manager from the Admin Center by choosing Execution Manager Dashboard. In
Execution Manager Dashboard you need to choose Middleware Integrations.
Alerts are created for erroneous recalculations. You can see the alerts in the Admin Alerts UI. Process the alerts
regularly so that the recalculation can be executed in a timely manner to update the absences, time sheets, and
accruals according to the changes that triggered the recalculation.
In addition you can use the Execution Manager to view information on recalculation jobs that have already run
and have taken up mainly recalculation events in status "Error" again. The Execution Manager dashboard
shows failures of recalculation that was executed through the Time Management Task framework.
Here's information to help you better understand where each job status appears:
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Table 28:
Job
Status
Daily Recalculation Job In Progress
Successful
Yes (under Scheduled
Job)
No
Failed
Yes (under Scheduled
Job)
No
Technical errors
Completed With Er­
rors/Warnings
Yes (under Scheduled
Job)
Yes (Errors are shown)
"The user is being ter­
minated and rehired in
the accrual period.
This scenario is not
supported. Please cre­
ate an accrual man­
ually."
In Progress
No
No
Successful
No
No
Failed
Yes (Under Middleware No
Integrations)
Technical errors
Completed With Er­
rors/Warnings
No
"The user is being ter­
minated and rehired in
the accrual period.
This scenario is not
supported. Please cre­
ate an accrual man­
ually."
(Schedule Immediate
Recalculation is set to
'Never' in Time man­
agement Configuration)
Immediate Recalcula­
tions (Time Manage­
ment Event Based
Task, Time Manage­
ment Recalculation
Events)
Examples
No
'error' status)
Daily Recalculation job
Admin Alert 2.0
Yes (under Scheduled
Job)
(Time Management
Recalculation Event in
Execution Manager
Dashboard
Yes
How can I use the Execution Manager to View Recalculation Results?
 Note
For a full description of the Execution Manager, please look at the Execution Manager documentation in the
Admin Center guide.
You must have the necessary permissions before you can use the Execution Manager. These appear under
Admin Center Permissions in Role-Based Permission maintenance.
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You use the Execution Manager to monitor these recalculation background jobs, ensure they run correctly, and
fix any errors that may arise during the execution of these jobs.
As already mentioned, alerts are created for erroneous recalculations. You can see the alerts in the Admin
Alerts UI. Process the alerts regularly so that the recalculation can be executed in a timely manner to update
the absences, time sheets, and accruals according to the changes that triggered the recalculation.
See The Time Management Recalculation Task and 'TLMTriggerRecalculation' Job [page 422] for a description
of the background recalculation jobs in Time Management you can monitor using the Execution Manager.
You can access the Execution Manager from the Admin Center by choosing Execution Manager Dashboard.
In the resulting display, specify:
● A timeframe
● TLMTriggerRecalculation as the Process Identifier
● Process States, such as Completed With Errors.
Data is then shown per your selection. Here's an example:
The list under the graphic shows:
● The Process Instance Name, which in this case is TLMTriggerRecalculation.
● The Process Definition Identifier, also TLMTriggerRecalculation.
● The Process Definition Name, which in this case is Trigger Recalculation
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● A timestamp, showing when the job ran.
● The process states you selected. Our example shows COMPLETED_WITH_WARNINGS.
● Click the i in the Summary So Far column to display information on the status.
Click the right pointing arrow next to a job to view details for that job. Here's an example:
Click the link for a row in the Event Description column to see more information on that row. For a row starting
with "Finished Recalculate" you get a log file to be downloaded.
Click Download Report to download the attachment containing the complete details for that row. You can use
the information provided to troubleshoot any problems. You should do this at regular intervals as unresolved
configuration issues can cause problems later.
● For the event type Recalculate Time Sheets, the payload file shows the following:
○ External Code
○ User
○ External Assignment ID
○ Start Date
○ End Date
○ Approval Status
○ Workflow Action
○ Error Message
● For the event type Recalculate Absences, the payload file shows the following:
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○ External Code
○ User
○ External Assignment ID
○ Start Date
○ End Date
○ Start Time
○ End Time
○ Number of Days
○ Number of Hours
○ Unit
○ Approval Status
○ Status
○ Error Message
● For the event type Recalculate Transfer Dates, the payload file shows the following:
○ External Code
○ User
○ External Assignment ID
○ Time Account Type
○ Last Transfer Date
○ Next Transfer Date
○ Employee Time
○ Date Type
○ Original Date
○ Adjusted Date
○ Status
○ Error Message
● For the event type Recalculate Accruals, the payload file shows the following:
○ External Code
○ User
○ External Assignment ID
○ Time Account Type
○ Account Valid From
○ Account Valid Until
○ Posting Date
○ Posting Type
○ Amount Posted
○ Posting Unit
○ Accrual Period ID
○ Status
○ Error Message
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5.3.3 Workflow and Approval
The basic principle of Time Management workflows and approvals is that recalculation processes do not create
additional approval tasks, over and above any existing open workflows and pending approvals.
Time sheets and other time management objects affected by any recalculation remain with the same workflow
status they had before the relevant recalculation process began. This means, for example, that objects already
approved automatically retain the status 'Approved' at the end of recalculation processes and a new workflow
is not triggered, despite the fact that the business process itself would normally require an approval.
 Caution
Recorded time data may be recalculated in a completely different way in the system, for example, if the
time recording method is changed from positive to overtime-only recording. This change may result in a lot
of overtime and it is important to realize that such recalculation effects are not recognizable in any
subsequent workflow approval step by a manager or time administrator.
The pending workflow behaves differently for Time Sheet and Time Off. In Time Sheet, an existing pending
workflow is cancelled and a new workflow is initiated as soon as a time sheet is recalculated and there is a
change to the existing time sheet.
For Time Off, the pending workflow is not touched, although there is a change in an existing employee time. The
employee time is updated in pending status and the workflow remains pending as well.
Example
Time sheet processing for an employee is regulated by a time profile that defines a specific workflow and
requires explicit approval from an authorized supervisor. A recalculation is required for a time sheet already
approved for this employee. The recalculation process runs, makes the amendment required and creates a new
time sheet for this period. However, the workflow is not re-triggered and the new time sheet is automatically
approved.
Where the time sheet to be recalculated has a pending status - (To be submitted; To be approved) - the
recalculation process updates the time sheet and retains the existing To be submitted or To be approved status.
An approval workflow is started by the submission of the time sheet according to the regular workflow for this
employee's time sheets.
5.4
Recalculation in Time Off
It is sometimes necessary to recalculate existing absences, transfer dates, accruals, and entitlements.
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5.4.1 Recalculation Triggers in Time Off
So, what can trigger a recalculation in Time Off and why?
● Change in holiday calendar assignment
If a different holiday calendar is assigned to an employee as of a certain date, a recalculation is triggered.
Here's an example: An employee has a holiday calendar assigned where according to the holiday calendar
December 24th is a working day, while December 25th and December 26th are holidays. The employee's
work schedule shows that he is working from Monday to Friday 8 hours per day. He has requested an
absence from Monday, December 22nd to Friday, December 26th, so he is taking a full week off and
duration of the absence is calculated as 24 hours. If a different holiday calendar is assigned where
December 24th is marked as a holiday, the vacation request would have to be recalculated and the
absence duration should be adjusted to 16 hours.
● Change in work schedule assignment
An employee’s planned working time may change. This can take the form of a permanent change of work
schedule, entered in job information, or a temporary change. Such a change can affect absences and
accruals in a way similar to the effect of a change in holiday calendar assignment.
● Change in time profile assignment
When a new time profile is assigned to an employee, you need to check whether absences exist as of the
assignment of the new profile. If this is the case, another check is needed as to whether the time type of
the corresponding absence is included in the new profile.
○ If it is, no action is necessary.
○ If it is not, the existing absence needs to be deleted.
Accrual and entitlements are recalculated. If the time account type is no longer assigned, existing accruals
outside the assignment period will be recalculated to 0. If the accrual period overlaps with the period the
time account type is no longer assigned, the accrual is recalculated to a new value based on the
corresponding accrual rule.
 Restriction
There are some limitations on using recalculation in Time Off:
● Take rules are not covered by the recalculation, which means that leave requests are not validated
again as part of the recalculation process.
● Absences with an undetermined end date are not recalculated.
● Recalculation is not available if you are using just Time Off for Leave of Absence Only.
Cases when no recalculation is triggered
Changes within an assigned holiday calendar - for example, adding another public holiday - do not trigger an
automatic recalculation. You have to trigger one manually. The How Recalculation is Triggered [page 419]
documentation tells you what you need to do.
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5.4.2 Recalculating Absences
In certain circumstances, it might be necessary to recalculate absences already applied for and/or approved.
For example, take a situation where an employee has a holiday calendar assigned where December 24th is a
working day, but December 25th and December 26th are holidays. His work schedule shows that he is working
from Monday to Friday 8 hours per day. He has requested an absence from Monday, December 22 to Friday,
December 26th, which means he is taking a full week off. The duration of the absence is being calculated as 24
hours.
However, a new holiday calendar is then assigned to the employee. In that new holiday calendar, December
24th is marked as a holiday, so the vacation request has to be recalculated. The absence duration needs to be
adjusted to 16 hours.
Recalculation in Time Off is performed within the TLMTriggerRecalculation job. For more information on this
job, see The Time Management Recalculation Task and 'TLMTriggerRecalculation' Job [page 422].
Recalculation starts with determining the earliest date on which recalculation can start - this called the earliest
possible recalculation date. The recalculation process is based entirely on the time management recalculation
event (TMRE) of the event type ABSENCE_RECALCULATE.
The recalculation itself depends also on the time recording method of the employee - duration or clock times
and starts with the absence closest to the earliest possible recalculation date.
Related Information
Viewing Time Management Recalculation Results from the Execution Manager [page 423]
5.4.3 Recalculating Transfer Dates
In certain circumstances, it might be necessary to recalculate an employee's transfer dates. Specifically, if the
employee takes a certain type of leave that doesn't count towards their time in service.
Recalculating transfer dates is only relevant if you use the entitlement method Entitled as transferred for the
time account type. This means that accruals cannot be consumed unless they are transferred into an
entitlement. The dates on which this transfer occurs are determined by the (Initial) Accrual Transfer Date rule.
Transfer dates need to be recalculated whenever an employee takes a type of absence that has been marked as
Not to count as time in service. Whenever such an absence is created/edited/cancelled/declined, transfer
dates are adjusted based on the configuration in the Effect on Transfer Date rule.
 Note
An important prerequisite here is that you choose Absences not to count as time in service as a
recalculation field in the time account type, and that you assign an Effect on Transfer Date rule.
If a transfer date in the past is adjusted, a recalculation of the associated entitlement amount might also be
required. This is taken care of during the subsequent accrual recalculation.
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Example
An employee is hired on 01.01.2019. They receive daily accruals of 0.1 days, and the initial transfer of accruals
to entitlements takes place after one year at the company. As such, 36.5 days are transferred on 01.01.2020.
However, now the employee retroactively creates an absence for 10.12.2019 which is marked as Not to count as
time in service (for example, leave without pay). As a result, the Effect on Transfer Date rule adjusts the transfer
date, moving it by one day from 01.01.2020 to 02.01.2020. The accrual transfer rule then recalculates the
entitlement amount accordingly, adjusting it from 36.5 days to 36.6 days.
Let’s take the example further and assume that today is 01.08.2020. The accrual transfer date rule specifies a
yearly transfer frequency. So the employee’s next transfer date is 02.01.2021 (originally 01.01.2021, but due to
the absence on 10.12.2019 it's been shifted by 1 day). Now the employee creates another absence which is
marked as Not to count as time in service on 03.01.2021. Because this absence falls after the next transfer date,
nothing happens yet.
On 02.01.2021, the entitlement calendar runs the accrual transfer date rule and sets the subsequent transfer
date. It realises that there's another Not to count as time in service absence between the “old” transfer date
(02.01.2021) and the “new” transfer date (02.01.2022), and as such adjusts the “new” transfer date to
03.01.2022.
Summary
Transfer dates are automatically recalculated in the following situations:
● During the execution of the Accrual Transfer Date rule (that is, during the entitlement calendar run) if there
are absences marked as Not to count as time in service in the period between the “old” next transfer date
and the “new” next transfer date.
● During the execution of the Initial Accrual Transfer Date (that is, during account creation) if there are
existing absences marked as Not to count as time in service between the validity start date of the time
account and the (in this case initial) next transfer date.
● When an absence marked as Not to count as time in service, with a start date that doesn't fall after the next
transfer date, is created/edited/cancelled/declined. This includes when such an absence is recalculated.
The result of recalculating a transfer date is the Adjusted Transfer Date, which is stored in the Time Account
Type Accrual Transfer object.
5.4.4 Recalculating Accruals
Accruals in Time Off need to be recalculated in a number of different scenarios.
Examples include:
● If a field in the employee’s job information changes, which is used in the accrual rule to determine the
accrual value. For example, if his or her full-time equivalent (FTE) is changed.
● If a change is made to the effective start date of an employee’s job information.
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If the FTE has been changed on, for example, on January 1, 2019 and based on this change, the accrual has
been recalculated and afterwards the FTE change is moved from January 1, 2019 to March 1, 2019, a
recalculation must be triggered again.
● If the working time of an employee changes and the accrual rule calculates the accrual amount based on
this information. The change can be done either by assigning a different work schedule in the employee’s
job information or by creating a temporary work schedule change in the employee’s workbench.
● If an employee is terminated.
In this case the termination rule, not the accrual rule, is not executed to determine the accrual for the
termination accrual period.
● If an absence has been changed, which should influence the accrual calculation.
How the recalculation is made depends on the recalculation settings you've made in the relevant time account
type and on the event parameters.
 Note
To recalculate accruals as described in this guide, you need to switch on the recalculation feature as
described in the Time Management Configuration Object [page 416] documentation. Furthermore, you
need to specify the recalculation trigger for each time account type.
Related Information
Viewing Time Management Recalculation Results from the Execution Manager [page 423]
5.4.5 How Recalculation and Other Time Off Jobs Interact
Recalculation is part of Time Management job execution. It is the first task of that job, coming before such
tasks as period-end processing.
During absence recalculation, recorded user entries are preserved. Some checks, such as collision checks or
bookable amounts, are applied as they would be if manual changes were being made.
5.4.6 How Recalculation Affects Time Account Payouts
Payouts are affected if the work schedule assigned to the relevant employee changes.
This is because payouts are calculated on the basis of the average times entered in the work schedule assigned
to an employee. If the work schedule assignment changes, or if changes are made to the assigned work
schedule, the average times might change too.
So you need to check to which of your employees the work schedule is assigned.
You also need to look at the employees’ time types with time account types assigned. If a time account is
assigned and payout is enabled there, check whether an employee payout exists.
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 Caution
No changes are made to existing time account payouts. If adjustments are necessary regarding the
payment amounts, this is not done automatically.
5.5
Recalculation in Time Sheet
Learn more about recalculation in Time Sheet.
5.5.1 Recalculation Triggers in the Time Sheet
There are two main groups of triggers that cause recalculation in the Payroll Time Sheet.
The groups are:
● Triggers Originating Outside of the Time Sheet
● Triggers Created by Changes to the Payroll Time Sheet Itself
The remainder of this section describes these two groups of triggers in more detail, and provides information
on the impact of these recalculations in the Payroll Time Sheet.
Time Sheet Recalculation - Triggers Originating Outside the Time Sheet
The list below outlines the recalculation triggers within Time Management:
1. Assignment of New Time Management Object in Employee Job Information
● Change of time recording variant
Attendances in the time sheet are recalculated based on the date of the change of time recording variant in
the employee's Job Information. The recalculation is based on a Time Management Recalculation Event
(TMRE).
● Assignment of a different holiday calendar
The impact of the holiday calendar changes on time sheets (and resulting recalculation) depends on the
employee’s time recording method and the corresponding set of time valuation rules:
○ Overtime only recording - overtime recorded on a holiday may result in a different premium than
overtime recorded on a regular working day
○ Positive time recording - all working time recorded on a holiday would typically be considered as
overtime, and possibly result in a different premium than overtime on a regular working day
○ Negative time recording - no working time is generated for a holiday, but the scheduled working time
on the holiday would be taken into account in time valuation and, in the case of attendances entered
manually, may possibly lead to different premiums than for actual working time. For example, in
Germany, where premiums for ‘as if’ payments on holidays are taxable, while the premiums for actual
working time are tax-exempt.
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When a different holiday calendar is assigned to an employee, it will affect all time sheets and absences
valid on and after the effective date of the change. While the time sheet has no direct link to the absences
overlapping with its validity period, the absences are typically included in overtime calculation and
premium pay generation, and the corresponding time valuation results (also known as time pay types) are
stored in the time sheet.
This means that when a different holiday calendar is assigned, the affected absences are recalculated first,
followed by the affected time sheets. This happens automatically, regardless of the employee’s time
recording method. Performing a recalculation in this sequence means that the time valuation results
stored within the affected time sheet(s) will be correct. The recalculation starts from the time sheet valid
on the effective date of the change of holiday calendar assignment. For positive time recording, this is
done, up to and including the employee’s most recent existing time sheet; for negative time recording,
recalculation stops with the current time sheet.
 Note
○ Any manually recorded or imported time sheet entries in the time sheet are retained. For negative
time recorders, the time sheet entries for scheduled working time not covered by manually
recorded attendances, recalculated absences and the different holiday calendar are re-generated.
Based on the time sheet entries, recalculated absences, and new holiday calendar, the time
valuation results are recalculated and the time sheet is saved again with status ‘To be submitted’.
○ If a time sheet requiring recalculation has already been submitted but is still in status ‘To be
approved’, the Withdraw time sheet process is triggered and the time sheet status is reset to ‘To be
submitted’. From this point on, the recalculation process is the same as for a time sheet in status
‘To be submitted’ - the time sheet is updated and saved with status ‘To be submitted’.
○ If a time sheet requiring recalculation has the status ‘Approved’, the Make Amendments process is
triggered, and a replacement time sheet is created for the week in question. The replacement time
sheet includes copies of all manually recorded and imported time sheet entries from the original
time sheet.
For negative time recorders, the time sheet entries for scheduled working time not covered by
attendances recorded manually, recalculated absences and the different holiday calendar are regenerated. Based on the time sheet entries, recalculated absences and new holiday calendar, the
time valuation results are recalculated, and the replacement time sheet is submitted and
automatically approved.
Regardless of the status of a time sheet affected by a change of holiday calendar, any allowances recorded
in the time sheet may also need to be updated because some of them may be representing premiums that
can be different for a holiday versus a regular working day. Therefore, while the overall recalculation
process is automated, some manual adjustment may be necessary in addition - when an affected time
sheet includes allowances.
 Tip
See Recalculating Time Sheets [page 436] for an example of recalculation in the time sheet triggered
by a change in an employee's holiday calendar.
● Assignment of a different work schedule
An employee’s planned working time may also be changed - a permanent change in the Job Information or
a temporary change. In both cases, this assignment change has an impact on the time sheet.
In general, if a different work schedule is assigned to an employee, the recalculation process for the time
sheet is similar to that triggered when a different holiday calendar is assigned to an employee. The
recalculation is triggered immediately after the change in work schedule, as with a change in holiday
calendar.
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● Assignment of a different time profile
In the time sheet, the time profile controls an employee's ability to make new time sheet entries rather
than ensuring the consistency of existing attendance, on-call time and allowance entries with the available
time types and allowance types listed in the employee’s time profile.
Existing time sheet entries for time types and allowance types that are no longer included in the
employee’s current time profile, either because a new one has been assigned to him or because they were
deleted from the current one, are still displayed in the employee's time sheet. However, an employee can
only delete such time sheet entries and cannot change them or create new ones for the corresponding
time types and allowance types.
In time valuation, time sheet entries not matching the employee’s current time profile are also not a
problem. Assuming that the employee’s time recording profile and, thus, time valuation rules remain the
same, the time types missing in the new time profile would still be included there (or maybe were never
included). Therefore, the time valuation results stored in all affected time sheets would still be the same,
irrespective of the change of time profile.
● Assignment of a different time recording profile
The assignment of a different time recording profile can have an impact on time sheets, with respect to
attendances, overtime, and premiums.
When a different time recording profile is assigned to an employee, all existing time sheets that are valid on
or after the effective date of the change are automatically recalculated. When a new time recording profile
is assigned, a corresponding TMRE event is created as of the effective date of the change. The TMRE
triggers recalculation of absences, then ABSENCE_RECALC triggers recalculation of time sheets, then
TIMESHEET_RECALC triggers recalculation of accruals.
● Changes within a time recording profile
Changes within an assigned time recording profile do not trigger an automatic recalculation. You have to
trigger one manually. The How Recalculation is Triggered [page 419] documentation tells you how to do
this.
● Change of time recording admissibility
A change of time recording admissibility assignment in an employee's Job Information has no impact on
existing time sheets and no recalculation is triggered by such a change. This setting simply controls the
employee’s ability to record time and make retroactive changes to existing time sheets.
2. Changes to Time Management and Attendance Objects (transactional data)
● Change of Absences or Temporary Time Information
Here, the new work schedule assignment can be achieved using a mass change, and a recalculation is
triggered as described above in Assignment of a different work schedule.
 Note
Creating, updating, or deleting an employee time (absence) will trigger a recalculation event in the
Time Sheet, even if recalculation has been set to inactive. This is true for both positive and negative
time recorders.
3. Changes to Job Information Data Outside of the Time Information Section
Changes to Job Information data outside of the Time Information section do not trigger recalculations of the
time sheet.
However, changes to an employee's Job Information outside of the Time Information section can have an
impact on other time management data and can trigger certain recalculations. A typical example is the FTE,
which is frequently used to calculate an employee’s accruals. Other information that may be used for accrual
calculation is organizational data such as the Job Code.
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5.5.2 Recalculating Time Sheets
Recalculation in time sheets is performed within the TLMTTriggerRecalculation job.
For more information on this job, see The Time Management Recalculation Task and 'TLMTriggerRecalculation'
Job [page 422].
During an ongoing recalculation for an employee, the affected employee can't change their time sheet on the
UI.
The recalculation process is based entirely on the time management recalculation event (TMRE) of the event
type TIME_SHEET_RECALCULATE. The recalculation itself depends also on the time recording method of the
employee:
● Positive time recording
Recalculation covers every time sheet period from the recalculation date until time sheets up to one year in
the future. It considers every period in which the employee was a positive time recorder. If there is a period
where no time sheet exists, a new time sheet is generated for this period. No new time sheets are
generated in the future.
Time sheet recalculation is processed as follows, starting with the time sheet closest to the TMRE date:
1. All generated attendances and breaks are deleted. This is required to cover a situation where a
negative time recording employee for the time sheet period under consideration later changes to
positive time recording.
2. Any data in the external time record generic object relating to the employee is included when the time
sheet is recalculated.
3. Time valuation is performed again, based on the recalculated data.
● Negative time recording
Recalculation covers every time sheet period from the recalculation date until time sheets up to one year in
the future. It considers every period in which the employee was a negative time recorder. If there is a period
where no time sheet exists, a new time sheet is generated for this period. No new time sheets are
generated in the future. No time records are generated for existing future time sheets.
Time sheet recalculation is processed as follows, starting with the earliest date calculated from TMRE
instances.:
1. All generated attendances (and breaks within these attendances) are deleted.
2. Attendances and breaks are generated again, based on the work schedule and on time data that was
entered manually.
3. Time valuation is performed again, based on the recalculated data.
Otherwise the recalculated 'earliest' time sheet is saved, and recalculation is then performed for the time sheet
in the next time sheet period.
Example
Below is an example of time sheet recalculation triggered by the assignment of a new holiday calendar for an
employee.
An employee has a holiday calendar assigned where Deceembe 24 is a working day and December 25 and 26
are holidays. A work schedule of Mon-Fri, 8 hours per day is assigned. However, the employee actually worked
10 hours each on Monday, December 22 and Tuesday, December 23, leading to 2 hours of overtime on each of
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those days. On Wednesday Dec 24th the employee worked a further 4 hours, and recorded a 4 hour absence
for the rest of that day.
For each hour of regular working time, time pay types for base pay are generated by valuation in the time sheet,
in addition to time pay types for overtime paid at 1.5 times the base pay rate. Because absences and holidays
are paid ‘as if’ they were working time, the time valuation results for the employee look like this:
Date
Time Pay Type
Hours Worked
Monday, December 22
Base pay
8
Overtime paid 1.5 times base pay rate
2
Base pay
8
Overtime paid 1.5 times base pay rate
2
Wednesday, December 24
Base pay
4
Thursday, December 25
Base pay
8
Friday, December 26
Base pay
8
Tuesday, December 23
When a new holiday calendar is assigned where December 24 is defined as a holiday, the employee’s holiday
request for that day would have to be canceled first. The 4 hours working time recorded on December 24 would
now count as overtime.
For each hour of overtime on the Decemeber 24 holiday, time pay types for overtime paid at the base pay rate
and overtime paid at 1.75 times the base pay rate would now be generated, with the pay rate being different
from the overtime rate that was generated for overtime on regular working days and not holidays.
Date
Time Pay Type
Hours Worked
Monday, December 22
Base pay
8
Overtime paid 1.5 times base pay rate
2
Base pay
8
Overtime paid 1.5 times base pay rate
2
Base pay
8
Overtime paid 1.75 times base pay rate
4
Thursday, December 25
Base pay
8
Friday, December 26
Base pay
8
Tuesday, December 23
Wednesday, December 24
Result:
The change to the assigned holiday calendar in this example triggers a recalculation of absences or time
valuation results in the time sheet as shown.
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Related Information
Viewing Time Management Recalculation Results from the Execution Manager [page 423]
5.5.3 How Recalculation and Other Time Sheet Jobs Interact
The TLMTriggerTasksJob orchestrates the various time sheet jobs, and ensures that processing of TMREs is
optimized.
5.6
How Recalculation Affects Time Management Data
A detailed summary of the effects of recalculation on the groups of time management data or entities
identified earlier in this guide:
● Time Information Within Employee Job Information
● Employee Central Time Management Data
See Recalculation in Time Management - Process Overview [page 421] for a description of the recalculation
processes within Time Management.
The impact of recalculation on the following Time Management data/entities is provided in the first two
sections of this summary - Changes to Time Information within Employee Job Information and Changes to
Employee Central Time Management Data:
● Absences
● Transfer Dates
● Accruals
● Payroll Time Sheet
 Note
In the Accruals column of the table, the answer Yes indicates that a recalculation is potentially required
in such cases, depending on the exact entries made in the parameters of Time Management
Recalculation Event (TMRE) objects.
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Changes to Time Information Within Employee Job Information
The table shows the impact of recalculation triggered by the following changes to an employee's Time
Information within the Job Information:
Changing this data...
Absences
Time Sheet
Transfer Dates
Accruals
Work Schedule (stand­
Simulation employeeTi­
Yes
No
Yes
ard or individual)
meCalendars Account de­
ductions dedicated time
periods
Yes
A change to planned
working time affects re­
calculation as follows:
●
Only for employees
who record their
time negatively: any
generated attendan­
ces and breaks are
deleted and are gen­
erated again accord­
ing to the current
work schedule.
●
For all employees:
attendances or
breaks created man­
ually are not af­
fected.
●
For all employees:
time valuation is re­
processed.
●
For all employees:
changes to the work
schedule affect time
valuation when valu­
ation rules exist that
have dependencies
based on an employ­
ee's planned working
time. If not, the exist­
ing time valuation re­
sults remain un­
changed.

Caution
Changing the work
schedule means that
the planned working
time might be
changed. Valuation
rules for overtime
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Changing this data...
Absences
Time Sheet
Transfer Dates
Accruals
calculation might
lead to different re­
sults since the at­
tendances recorded
manually are not
adapted.
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Changing this data...
Absences
Time Sheet
Transfer Dates
Accruals
Time Profile
No
Yes
No
Yes
Recalculation occurs if
one of the following fields
is changed (comparing
the formerly assigned
Time Profile with the new
one):
●
Main Attendance
Time Type: Recalcu­
lation is processed
but only affecting
employees who re­
cord their time nega­
tively. For these em­
ployees, any gener­
ated attendances
are deleted and gen­
erated again using
the new main attend­
ance time type. Time
valuation is reproc­
essed and may react
on the new attend­
ance time type.
For employees using
a time recording
method other than
negative, no recalcu­
lation occurs.
●
Time Off in Lieu Time
Account Type: Rele­
vant for all users
with an Overtime
Compensation Var­
iant that books times
to Time Off. In such
a case the existing
bookings to the old
TOIL time account
type are canceled
and the same times
are booked to the
new TOIL time ac­
count type.
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Changing this data...
Absences
Time Sheet
●
Transfer Dates
Accruals
No
Yes
No
N/A
Default Break Time
Type: Relevant only
for employees who
record their time
negatively - gener­
ated breaks within
the time frame of
generated attendan­
ces are replaced us­
ing the new break
time type.
Holiday Calendar
Simulation employeeTi­
meCalendars Account de­
ductions
Yes
Yes
Changing the holiday cal­
endar triggers recalcula­
tion and also impacts the
planned working day.
Recalculation is executed
in the same way as that
triggered by a change of
the work schedule.
Time Recording Var­
Change duration-based to
iant
clock-based time record­
ing: employeeTimes shall
not exist, otherwise for­
bidden
Change clock-time based
No
This change is only per­
mitted when no attend­
ances exist in the time
sheet and therefore no
recalculation is triggered
to duration-based time re­ in this situation either.
cording : employeeTimes
shall not exist, otherwise
forbidden ==> no absence
recalc event
No recalculation is trig­
gered because any
change from durationbased to clock-time-
Only allowed if no data is
based time recording.
recorded after Effective
The reverse is only al­
Date Validation.
lowed where no employee
times exist for the af­
fected period.
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Changing this data...
Absences
Time Recording Profile No impact
No
Time Sheet
Transfer Dates
Accruals
Yes
No
N/A
The time recording
method and the time val­
uations contained in the
new time recording pro­
file are considered during
time sheet recalculation.
The recalculation works
as follows:
●
For employees using
a negative time re­
cording method: any
generated attendan­
ces and breaks are
deleted and gener­
ated again.
●
For employees using
a non-negative time
recording method:
generated attendan­
ces and breaks are
only deleted but not
regenerated. For ex­
ample, when the
time recording
method for an em­
ployee changes from
a negative method to
a non-negative
method.
For both time recording
methods:
●
Manually created at­
tendances or breaks
are not affected.
●
Time valuation is re­
processed based on
the current time re­
cording valuations.

Caution
Recorded time data
may be evaluated in
a completely differ-
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Changing this data...
Absences
Time Sheet
Transfer Dates
Accruals
No
N/A
ent way, for example,
if the time recording
method is changed
from positive to over­
time-only recording.
This change might
result in large
amounts of 'new'
overtime.
Such recalculation
effects are not recog­
nizable in any subse­
quent workflow ap­
proval step by a man­
ager or time adminis­
trator.
Default Overtime Com­ No impact
pensation Variant
No
Yes
The posting target of the
time valuation results is
adjusted. The bookings
for payroll/time off that
have been specified by
the former overtime com­
pensation variant are
canceled. The time valua­
tion results are booked
again based on the
newly-assigned overtime
compensation variant.
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Changes to Employee Central Time Management Data
The table shows the impact of recalculation triggered by the following changes to Employee Central time
management data:
Changing this data...
Absences
Absence Data in Time Off No impact
Payroll Time Sheet
Transfer Dates
Accruals
Yes
Yes
Recalculation occurs in
Only for Not to
the time sheet as follows:
count as time in
Depends on configuration at time type
level. For example,
unpaid leave may
result in an accrual
deduction.
●
For employees using
service absences
a negative time re­
cording method: any
generated attendan­
ces and breaks are
deleted and gener­
ated again, based on
the changed, cre­
ated, or deleted ab­
sence.
●
For all employees: at­
tendances or breaks
created manually are
not affected.
●
For all employees:
time valuation is re­
processed.
Accrual Data in Time
Off(calculation base ob­
ject)
No impact
No
No
No Impact
If posting orders are
used to deduct from
multiple time accounts,
a recalculation of the
time account allocation
might make sense.
Manually trigger simu­
lation to identify cases
where balance was in­
sufficient.
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Changing this data...
Absences
Temporary Time Data
Simulation employeeTi­ Yes
(Work Schedule)
meCalendars Account
deductions dedicated
time periods
Yes
Payroll Time Sheet
Transfer Dates
Accruals
No
Yes
When planned working
time is changed, recalcu­
lation is triggered as fol­
lows:
●
For employees using
a negative time re­
cording method: any
generated attendan­
ces or breaks are de­
leted and generated
again according to
the current tempo­
rary time informa­
tion.
●
For all employees: at­
tendances or breaks
created manually are
not affected.
●
For all employees:
time valuation is re­
processed.
●
For all employees:
changes to the work
schedule affect time
valuation when valu­
ation rules exist that
have dependencies
based on an employ­
ee's planned working
time. If not, the exist­
ing time valuation re­
sults remain un­
changed.

Caution
Changes to tempo­
rary time information
mean that the plan­
ned working time
might also be
changed as a result.
Valuation rules for
overtime calculation
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Changing this data...
Absences
Payroll Time Sheet
Transfer Dates
Accruals
might lead to different time valuation re­
sults because the at­
tendances recorded
manually are not
adapted.
Related Information
Recalculation Triggers in Time Off [page 429]
Recalculation Triggers in the Time Sheet [page 433]
5.7
Retry Counter
The retry counter prevents erroneous recalculation events such as time sheets, absences, and accruals from
being recalculated more than three times.
Erroneous time sheets, absences, and accruals that are recalculated automatically can lead to performance
issues. To prevent such issues, the retry counter limits the number of automatic recalculation attempts. After
three unsuccessful recalculation attempts, you need to trigger the recalculation after correcting the error that
caused the recalculation to fail.
Incrementation of the Retry Counter
The retry counter is incremented by one whenever either user data or a recalculation type is erroneous during
the recalculation. This incrementation isn’t limited to automatic recalculations. Manual recalculations can also
increment the retry counter if configuration or data issues occur. How frequently the retry counter is
incremented depends on how frequently the TLMRecalculation job runs. You can configure how frequently the
TLMRecalculation job runs. However, if there are erroneous recalculation events, the retry counter is
incremented at least daily because of the daily recalculation run.
What Happens After Three Unsuccessful Recalculation Attempts
After three unsuccessful recalculation attempts, the erroneous recalculation events are excluded from
automatic recalculation runs. An admin alert that informs you about the erroneous recalculation event is
created. You then reset the retry counter by resolving the issues that are described in the alerts and by
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triggering a recalculation from the alerts. After the retry counter is reset, the recalculation event is included in
the automatic recalculation runs again.
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6
Rules and Rule Functions in Time
Management
Learn more about rules and rule functions in time management.
Concepts Common to All Rules [page 449]
Some concepts are common to any rules you might create and use in Employee Central Time
Management, regardless of what type of rule they are.
Common Rules [page 457]
There is a wide selection of rules available for general use.
Rule Scenarios for Time Off [page 503]
Various different rule scenarios are available in Time Off.
Time Sheet Validation Rule [page 509]
Notes on Rule Functions in Time Off [page 510]
Use these links to access detailed information on rule functions you can use in Employee Central Time
Off.
Notes on Rule Functions in Time Sheet [page 628]
Use these links to access detailed information on rule functions you can use in Employee Central Time
Sheet.
Country/Region Specific Rules and Rule Functions [page 632]
In addition to the country/region-specific functions described in this guide, we also deliver rules and
rule functions that are specific to particular countries.
6.1
Concepts Common to All Rules
Some concepts are common to any rules you might create and use in Employee Central Time Management,
regardless of what type of rule they are.
Use the links provided here to access information on these common concepts.
Defining The "Time Off" Rule Type [page 450]
When you create a business rule, you need to assign a rule type.
Defining The Start Date of A Rule [page 450]
When you define a rule, you need to enter a Start Date. By default, this value is set to January 1, 1900.
Except in the case of the accrual scenario, it makes sense to keep that value because the rule that is
valid today is always selected.
Using Employee-Specific Information [page 451]
Employee Time or Time Account is an object that has a User field assigned. You can navigate to the
employee's Employment Details, Job Information, and Personal Information to access employeespecific information.
Using ELSE Statements [page 451]
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You might need to configure Time Off data differently for different groups of employees within your
business. You can achieve this by including an ELSE or ELSE IF statement in your rule. For example, you
can create bookings with different quantities based on job information fields like FTE or company.
Using Lookup Tables [page 452]
Sometimes you need to consider additional information in a rule. For example, the booking amount
may depend on criteria like the age, division, or pay grade of an employee. For simple cases, you can
define ELSE and ELSE IF-statements in the rule but, for more complex scenarios, a lookup table is
helpful.
Using Variables to Store Interim Rule Results [page 455]
Sometimes you use rule functions or lookup table calls to do more complex calculations in a rule.
6.1.1 Defining The "Time Off" Rule Type
When you create a business rule, you need to assign a rule type.
Rules related to time off should be created with reference to the "Time Off” rule type. If this doesn't exist yet, go
to the Admin Center and choose Configure Object Definitions. Then search “Picklist” and select Rule Type
(RuleType). Add a value with External Code TIMEOFF:
6.1.2 Defining The Start Date of A Rule
When you define a rule, you need to enter a Start Date. By default, this value is set to January 1, 1900. Except in
the case of the accrual scenario, it makes sense to keep that value because the rule that is valid today is always
selected.
For the accrual scenario, your business might require rule changes over time. For example, if you want to
change the accrual amount starting from next year, you can make an effective dated rule change. Depending on
the accrual period you calculate an accrual for, the appropriate rule is considered. We recommend that you do
not change the rule within an accrual period.
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6.1.3 Using Employee-Specific Information
Employee Time or Time Account is an object that has a User field assigned. You can navigate to the employee's
Employment Details, Job Information, and Personal Information to access employee-specific information.
For example, you can use this information to define If conditions or to do table lookups.
The user information changes when you make effective dated changes. For the different scenarios, user
information available, in the rule, is read with the dates in this table:
Scenario
Date
Accrual
Accruable Start Date of Accrual Period by default.
If the accruable end date is specified in the setting of the
time account type, termination rule data effective date, this
is set to Accruable End Date of Accrual Period.
Period-End Processing
Today
Interim Account Update
Today
Take Rules
Absence Start Date
If the employee isn’t active at this point in time (for example, due to a leave of absence), the user information
isn’t filled.
6.1.4 Using ELSE Statements
You might need to configure Time Off data differently for different groups of employees within your business.
You can achieve this by including an ELSE or ELSE IF statement in your rule. For example, you can create
bookings with different quantities based on job information fields like FTE or company.
Here's an example where employees who work fulltime should get a booking of 24 days, but other employees
should only get 12 days.
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If you need to combine more conditions, you also can add ELSE IF-conditions.
6.1.5 Using Lookup Tables
Sometimes you need to consider additional information in a rule. For example, the booking amount may
depend on criteria like the age, division, or pay grade of an employee. For simple cases, you can define ELSE
and ELSE IF-statements in the rule but, for more complex scenarios, a lookup table is helpful.
You can create your own lookup table by going to the Admin Center and choosing
Configure Object
Definitions Create New Object Definition . As a template, please compare the object settings from the
sample lookup table Accrual Lookup By Seniority. For the header definition, enter a code and set Effective
Dating to “None”. If you don´t want to enter the external code manually when you create table entries, you can
set the Data Type to “Auto Number”. You then add the fields needed for your table lookup.
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In this example, four custom fields are defined in addition to the standard fields. This would be a typical sample
when you want to determine the booking amount based on the division and the age of an employee.
Ensure that you assign the right data type for all the fields you define. For example, if a table lookup should
return a booking amount for a booking on a time account, assign the same data type here as the one defined
for the bookingAmount field in the Time Account Detail object. If you refer to a Foundation Object. assign the
technical name of the Foundation Object field to Valid Values Source. In the sample below, it is set to “division”.
In addition, make sure that the visibility of all fields you want to access in your rule definition is set to “Editable”.
If a name is not relevant for your entries, you can set the visibility of the externalName field to “Not Visible”.
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After saving the table, you can create table records by going to the Admin Center and choosing
Files
Employee
Manage Data .
Here's an example of how you can define a table lookup in a rule. The booking amount for an employee is
selected based on the division and the age of a user. The Difference in Calendar Years rule function is used for
the age calculation.
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6.1.6 Using Variables to Store Interim Rule Results
Sometimes you use rule functions or lookup table calls to do more complex calculations in a rule.
Instead of using nested function calls, you can store interim results in variables to make the rule function more
readable and to avoid identical calculations. In the example below, there are nested calls to determine the
booking amount. A table lookup is done and, in the where-condition, two identical calls of rule function
Difference In Calendar Years() are made to calculate the age of an employee.
Here it´s better to assign the result of the rule function call to a previous step and just assign the variable when
you define the where-condition. For example, for accrual rules, the parameter accrualRuleVariables is available
to store interim results. The Accrual Rule Variables object has some predefined fields, but as “age” is not yet
available, you need to add it as a custom field to the object definition (do this by going to the Admin Center and
choosing Configure Object Definitions. You choose “Number” as a Data Type and select Details to ensure that
Visibility is set to “Editable”.
Here's an example where the age is calculated in a first step and assigned to the Age field. This field is used to
define the where-condition in the second step.
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You can even consider using another set condition so that you assign the lookup result to another variable and
then just assign that amount when you create the Time Account Detail. Please make sure that the expressions
are defined in the right order. You first need to set the variable so that it is filled when you use it in the Createexpression.
Using Variables at the Beginning of a Rule
If you want, you can use your variables right at the very beginning (even before the IF statement). The variable
will then be used wherever the Calculate Balance() rule function is called. This will improve the performance of
your rule if you're using the rule function several times within it.
Here's how the rule looks without the variable.
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And here's how it looks with the variable before the IF statement:
6.2
Common Rules
There is a wide selection of rules available for general use.
Accrual Rules [page 458]
You can use accrual rules to help you calculate accruals in Employee Central Time Off.
Accrual Transfer Rules [page 480]
The Accrual Transfer rule is used to create the entitlement and ad hoc entitlement posting on the time
account.
Period-End Processing Rules [page 487]
Rules are used to close old accounts and carry over balances as part of period-end processing.
Interim Account Update Rules [page 491]
While manual adjustments are usually created manually by an HR admin, the interim account calendar
run enables you to do mass data updates for time accounts based on a business rule.
Take Rules [page 494]
When you create, cancel, or edit a leave request, the system performs certain checks. For example, an
error comes up when the time account balance is not sufficient to book leave. Sometimes, you want to
add further validation checks. This can be done using "Take Rules”.
Time Off Workflow Rules [page 498]
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To set up workflow when an employee requests leave, you need to assign the workflow rule as a save
rule to the Employee Time object.
On Change Rules [page 500]
There's a rule you can use to default the start and end times of an absence request according to the
employee's work schedule.
Flexible Account Creation [page 501]
In this scenario, the account start date of each employee with this time account type assigned is
defined as the employee’s seniority date.
Periodic Update for Balance Reduction [page 502]
In this scenario, the balance at the end of each periodic update period must not exceed a
predetermined amount.
6.2.1 Accrual Rules
You can use accrual rules to help you calculate accruals in Employee Central Time Off.
Fixed Amount Accruals [page 459]
In this scenario, every employee gets an accrual of a fixed amount for the accrual period.
Determine Posting Date Based on Booking Offset [page 459]
If you want to shift the date, you can use the Date Plus() function. For example, you can post the
accrual 5 days after the accruable start date.
Prorating Hire Accrual [page 460]
In the scenario shown below, every employee gets an accrual of 2 days per month. The number of
months are the months counted between hire date and accrual end date (for example, annual accruals
from January 1 until December 31; the accrual end would be December 31, 2014 / 2015 / 2016). You
can decide whether the hire month itself should be counted in case the employee doesn’t start working.
Accrual Based on Average FTE [page 461]
In this scenario, every employee gets an accrual of 30 days per year, multiplied by his or her average
FTE (full-time equivalent) within this year.
Accrual Based on Seniority [page 462]
This sample accrual rule creates accruals dependent on the seniority of the employee - that is, how
long he or she has been employed at the company so far.
Prorating Accruals Based on Seniority [page 465]
Specify how accruals should be handled for different seniority levels, using rules and job information
fields.
Capping Accruals Based on Balance Limit [page 471]
Your company might have a policy that defines a maximum balance on accruals. You can use this
sample rule to check that maximum balance.
Capping Accruals Based on Balance Limit Taking Account of Seniority [page 472]
Here is an example that combines accruals based on seniority with a cap based on a maximum balance
Accruals Based on Planned Time [page 474]
In this scenario, you have a vacation time account type in unit days.
Accruals Based on Recorded Times [page 475]
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In this scenario below, you have a vacation time account type in unit hours.
Prorating Weekly Accruals [page 476]
6.2.1.1
Fixed Amount Accruals
In this scenario, every employee gets an accrual of a fixed amount for the accrual period.
The example shows employees getting an accrual of 18 hours for the accrual period.
This rule, SF_Accrual_FixedAmount, is part of the Time Off - Sample rules package in the Success Store. You
can import this package of pre-configured rules: Go to
Data
Admin Center
Import and Export Data
Import
SuccessStore .
6.2.1.2
Determine Posting Date Based on Booking Offset
If you want to shift the date, you can use the Date Plus() function. For example, you can post the accrual 5 days
after the accruable start date.
This rule, SF_ACCRUAL_MovePostingDate, is part of the Time Off - Sample Rules package in the Success Store.
You can import this package of pre-configured rules. Go to
Data
Admin Center
Import and Export Data
Import
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6.2.1.3
Prorating Hire Accrual
In the scenario shown below, every employee gets an accrual of 2 days per month. The number of months are
the months counted between hire date and accrual end date (for example, annual accruals from January 1 until
December 31; the accrual end would be December 31, 2014 / 2015 / 2016). You can decide whether the hire
month itself should be counted in case the employee doesn’t start working.
This rule, SF_ACCRUAL_ProratingHire, is part of the Time Off - Sample Rules package in the Success Store. You
can import this package of pre-configured rules: Go to
Data
Admin Center
Import and Export Data
Import
SuccessStore .
 Note
The Get Number of Months from Hire Date() function only works with the Hire rule, and you need to ensure
that the accrual frequency is Annually. For more information about this rule function, see Get Number Of
Months From Hire Date() [page 607].
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6.2.1.4
Accrual Based on Average FTE
In this scenario, every employee gets an accrual of 30 days per year, multiplied by his or her average FTE (fulltime equivalent) within this year.
If the employee is not eligible for a date, the FTE is counted as 0 (zero). For details, please refer to the
description of the Average Full-Time Equivalent for Accrual Period() [page 586]. If you use this rule as an
accrual rule, you can also mark “FTE” in the time account type as recalculation field. That means that, if the
employee's FTE changes, a recalculation is triggered automatically and the FTE change is considered.
This rule, SF_ACCRUAL_FteAndSeniority, is part of the Time Off - Sample Rules package in the Success Store.
You can import this package of pre-configured rules: Go to
Data
Admin Center
Import and Export Data
Import
SuccessStore .
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6.2.1.5
Accrual Based on Seniority
This sample accrual rule creates accruals dependent on the seniority of the employee - that is, how long he or
she has been employed at the company so far.
Years with the Company
Accrual Amount (Days)
0-2
1.8
3-10
1.9
11-100
2.0
The amount of the accruals for the individual employee is derived from a lookup you need to maintain. In the
rule, you can determine the seniority based on the employee's hire date in a first step and in a second step you
derive the accrual amount from the lookup table.
The number of custom MDF SAP Guided Outcomes is limited; if you are planning to implement Time Off in
many countries, please consider adding the Country/Region field (reference to SAP Guided Outcomes) to your
lookup table. This allows you to get the appropriate balance from the lookup using country as key.
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Lookup Table
You first need to define the intervals in a “lookup table”. We deliver an example table, called Accrual Lookup by
Seniority. Because you typically have different intervals for different time account types or you need other
fields for your lookup table as criteria to determine the booking amount, we recommend that you create your
own lookup table for each rule or time account type.
To fill the table, go to the Admin Center and choose Employee Files Manage Data , then choose Create
New and select Accrual Lookup By Seniority. Do this for each row or interval of the table you need.
Rule Definition
This rule, SF_ACCRUAL_BasedOnSeniority, is part of the Time Off - Sample Rules package in the Success Store.
You can import this package of pre-configured rules: Go to
Data
Admin Center
Import and Export Data
Import
SuccessStore .
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Three expressions are added to the THEN part of the rule. The first one calculates the seniority of an employee,
taking account of the employee's hire date and the posting date of the accrual (Accrual Start Date). There are
three rule functions available for calculating the seniority:
● Difference in Calendar Years (shown above)
If you choose this option, the system calculates the difference between the two dates in calendar years,
taking account only of the calendar years in the start and end dates, not the days or months. For example,
if the hire date is December 1, 2013, and the posting date is January 1, 2015, the result will be 2 years.
● Difference in Calendar Years (Round Up)
If you choose this option, the system calculates the difference between the two dates in calendar years,
taking account of the calendar years in the start and end dates, and the day and months. The result is
rounded up to calendar years. For example, if the hire date is December 1, 2013 and the posting date is
January 1, 2015, the result will be 2 years - that is, 1 year, 1 month, rounded up.
● Difference in Calendar Years (Round Down)
If you choose this option, the system calculates the difference between the two dates in calendar years,
taking account of the calendar years in the start and end dates, and the day and months. The result is
rounded down to calendar years. For example, if the hire date is December 1, 2013 and the posting date is
January 1, 2015, the result will be 1 year - that is, 1 year, 1 month, rounded down.
With the second expression, you read the correct accrual amount from the lookup table. To determine the
booking amount, you define the table lookup to select the right entry from table Accrual Lookup By Seniority.
Here, the seniority calculated in the first step is used to define the "where" conditions.
With the third expression, you create the accrual booking.
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6.2.1.6
Prorating Accruals Based on Seniority
Specify how accruals should be handled for different seniority levels, using rules and job information fields.
Steps
1. Prepare a lookup table
Create a lookup table that contains all the necessary information about the annual accrual for each
country, pay grade, and level of seniority. Split the pay grade into two fields, and enter this information in
the lookup object. This table will be used to fill the accrual fields in the job info. Here’s an example of how it
should look:
Accrual Amount
Accrual Amount
Accrual Amount
Seniority Level 1
Seniority Level 2
Seniority Level 3
(5 to 9 years)
(10 to 99 years)
Country
Pay Grade From
Pay Grade To
(0 to 4 years)
USA
1
4
25
30
32
USA
5
9
20
25
30
USA
10
99
18
20
25
2. For each seniority level, create a new field in the job info. For example:
Seniority Level
Field (Suggested Name)
Level 1 (0 to 4 years)
custom-double1
Level 2 (5 to 9 years)
custom-double2
Level 3 (10 to 99 years)
custom-double3
Because seniority levels differ from country to country, there might be countries with different
requirements for the individual levels (for example, level 1 in Germany might mean 0-6 years as opposed to
0-4 years in the US) or with more or fewer seniority levels entirely. You simply need to ensure that you
create enough custom fields to cover the maximum number of seniority levels that you can have in any
given country.
3. Create a new business rule to fill the new job info fields
You need a rule that will run every time the job info is saved, and that will ensure that the new job info fields
are always updated accordingly if any change is made to the employee’s FTE, pay grade, or country. As
such, create an OnSave rule with the Calculate Average Value for Numeric Job Info Field() rule function that
does the following:
○ Calculates the accrual amount based on the employee’s country, pay grade, and FTE.
○ Reads the lookup tables with your parameters, multiplies by the employee’s FTE, and updates the
three job info fields based on the result.
4. Add the recalculation fields
Add any fields that are relevant for accrual calculation to the Time Account Type object as recalculation
fields. This ensures that a recalculation will be triggered automatically in case of any changes to these
fields.
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5. Create and assign an accrual rule
The rule needs to cover the following example scenarios:
Scenario 1: Employee remains at first seniority level for entire accrual period
If condition: Specifies that the employee’s seniority level should be 5 years or higher.
Then condition: Calculates the average accrual amount for the job info field custom-double1, which contains
the accrual amount for a seniority level of 1 to 4 years. If the employee has not reached a seniority level of 5
years by the accrual period end date (as specified by the If condition), that accrual amount is valid for the
entire accrual period.
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Scenario 2: Employee starts the accrual period at the first seniority level and
ends the accrual period at the second seniority level
Else If condition: If the employee reaches 5 years of seniority midway through an accrual period, but has not
reached 10 years by the end of the accrual period.
Then condition: Since the employee has not yet reached 5 years of seniority for the first half of the accrual
period, accruals are calculated using the first accrual amount field (custom-double1, which is valid for a
seniority level of 1 to 4 years). In the second half of the accrual period, the employee has reached 5 years - but
not yet 10 years - so accruals are calculated using the second field (custom-double2, which is valid for a
seniority level of 5 to 9 years).
 Note
If you want the employee to get the higher accruals of seniority level 2 for the full accrual period, you can
change the rule accordingly.
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Scenario 3: Employee remains at second seniority level for entire accrual
period
Else If condition: If the employee has reached 5 years of seniority by the start of the accrual period, but hasn't
yet reached 10 years of seniority by the end of the accrual period.
Then condition: Calculates the average accrual amount for job info field custom-double2, which contains the
accrual amount for a seniority level of 5 to 9 years. Since the employee has not yet reached 10 years of seniority
(as specified by the Else If condition), that accrual amount is valid for the entire accrual period.
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Scenario 4: Employee starts the accrual period at the second seniority level
and ends the accrual period at the third seniority level
Else If condition: If the employee has not reached 10 years of seniority by the start of the accrual period, but
does so midway through the accrual period.
Then condition: Since the employee has not yet reached 10 years of seniority for the first half of the accrual
period, accruals are calculated using the second accrual amount field (custom-double2, which is valid for a
seniority level of 5 to 9 years). In the second half of the accrual period, the employee has reached 10 years, so
accruals are calculated using the third field (custom-double3, which is valid for a seniority level of 10 to 99
years).
 Note
If you want the employee to get the higher accruals of seniority level 3 for the full accrual period, you can
change the rule accordingly.
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Scenario 5: Employee remains at third seniority level for entire accrual
period
If condition: If the employee has reached 10 years of seniority before the start of the accrual period, and retains
that level for the entire period.
Then condition: Calculates the average accrual amount for job info field custom-double3, which contains the
accrual amount for a seniority level of 10 to 99 years. Because the employee has reached a seniority level of 10
years before the start of the accrual period (as specified by the If condition), that accrual amount is valid for
the entire accrual period.
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6.2.1.7
Capping Accruals Based on Balance Limit
Your company might have a policy that defines a maximum balance on accruals. You can use this sample rule
to check that maximum balance.
You first need to define a limit that should prevent the accrual run from further updating an employee's time
account, ensuring that the employee does not accrue more time off than he or she is entitled to. Such a limit
can take the form of a fixed amount, or might be variable.
This sample accrual rule checks a maximum balance. Further accruals are only added if the employee's
account balance does not exceed the maximum (limit). In this rule, accruals with a fixed amount of 30 days are
generated up to a maximum of 100 days.
The effect of this is that the employee normally accrues 30 days of time off per accrual period and the
maximum that may be on his or her time account at any one time is 100 days. If the balance is already 95 days
when the next accrual of 30 days is due, only 5 days actually are accrued so that the balance is not exceeded.
This rule, SF_ACCRUAL_StopAccrualFixed, is part of the Time Off - Sample Rules package of the Success Store.
You can import this package of pre-configured rules. Go to
Data
Admin Center
Import and Export Data
Import
SuccessStore .
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 Restriction
Do not use the Calculate Balance() rule function for a time account when creating a time account detail for
that account, for example, to create the amount. If you do this, balance calculation will fail as the time
account detail is already added to that account, but is empty.
Instead, define the rule as follows:
1. Calculate the account and assign the result to a variable (SET-statement).
2. Then create the time account detail and assign the value calculated before.
6.2.1.8
Capping Accruals Based on Balance Limit Taking
Account of Seniority
Here is an example that combines accruals based on seniority with a cap based on a maximum balance
This rule, SF_ACCRUAL_StopAccrualWithSeniority, is part of the Time Off - Sample Rules package of the
Success Store. You can import this package of pre-configured rules. Go to
Data
Import Data
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The rule contains three SET-expressions to do calculations and to assign the result to field of
accrualRuleVariables:
● The first expression calculates the balance of the time account.
● The second expression calculates the seniority of the employee.
● With the third expression, the target amount of the accrual is detected from a lookup table, taking into
account the seniority calculated before.
Afterwards, the accrual is created using the Cap Accrual() function. As maximum accrual, the target quantity
derived from the lookup table is assigned and as account balance limit, this quantity is multiplied by a factor 6.
Let's look at an example:
An accrual calculation is done for October 2017. For October 1, 2017, the account balance is 5 days. As the
employee was hired in 2000, the seniority is 14 years. In the lookup table is defined that employees with a
seniority from 10 to 19 years get an accrual amount of 2 days per month. So here, the balance limit is 2*6=12
days and the employee will get the whole accrual amount of 2 days as the resulting balance of 7 days will not
exceed the limit of 12 days.
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 Restriction
Do not use the Calculate Balance() rule function for a time account when creating a time account detail for
that account, for example, to create the amount. If you do this, balance calculation will fail as the time
account detail is already added to that account, but is empty.
Instead, define the rule as follows:
1. Calculate the account and assign the result to a variable (SET-statement).
2. Then create the time account detail and assign the value calculated before.
Example
6.2.1.9
Accruals Based on Planned Time
In this scenario, you have a vacation time account type in unit days.
The amount of the posted accrual is a value of 0.12 (days) for each planned working day of the employee. If you
have, for example, weekly accruals and a work schedule with 5 working days, the employee would get 0.12
multiplied by 5 days, which is equal to 0.6 days.
This rule, SF_ACCRUAL_BasedOnPlannedTime, is part of the Time Off - Sample Rules package of the Success
Store. You can import this package of pre-configured rules. Go to
Import Data
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6.2.1.10 Accruals Based on Recorded Times
In this scenario below, you have a vacation time account type in unit hours.
The amount of the posted accrual is a value of 0.1 (hours) multiplied with the employee’s actual hours worked.
If you have for example weekly accruals and the employee worked 40 hours in this week, the employee would
get 0.1 multiplied with 40 days which is equal to 4 hours.
This rule, SF_ACCRUAL_BasedOnReportedTime, is part of the Time Off - Sample Rules package of the Success
Store. You can import this package of pre-configured rules. Go to
Import Data
Admin Center
Import and Export Data
SuccessStore .
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6.2.1.11 Prorating Weekly Accruals
In this scenario, you have weekly accruals and annual time accounts that run from January 1 to December 31.
Sometimes a calendar week might span over two time accounts. For example, accrual week December 30,
2019, - January 5, 2020, would be part of both the 2019 time account (valid from January 1, 2019 - December
31, 2019) and the 2020 time account (valid from January 1, 2020 - December 31, 2020).
When this happens, you have three options:
● Option #1: Post the full accrual amount on the 2019 time account, post an accrual with 0 as amount on the
2020 time account.
● Option #2: Post the full accrual amount on the 2020 time account, post an accrual with 0 as amount on the
2019 time account.
● Option #3: Prorate the accruals and post 2/7 on the 2019 time account and 5/7 on the 2020 time account.
The accrual rule distinguishes between two cases:
Is the accrual period part of one time account, or part of two time accounts?
 Note
To check if the current accrual period is part of one or two time accounts, check the following:
● Is the end date of the accrual period (Accrual Rule Parameters.End Date) and the start date of
the accrual period (Accrual Rule Parameters.Start Date) part of the account validity period?
If the accrual period start date isn’t part of this time account, the end date is part of the time account. You
have to decide how much of the accrual should be posted on the second time account. (In the above
example, that's the 2020 time account).
If the accrual period end date isn’t part of this time account, the start date is part of the time account. You
have to decide how much of the accrual should be posted on the first time account. (In the above example,
that's the 2019 time account).
The following rule shows option 1. Accrual amount of 2 is an example for the full week balance. Please change it
according to your requirements.
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The following rule shows option 2. Accrual amount of 2 is an example for the full week balance. Please change it
according to your requirements.
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The following rule shows option 3. Accrual amount of 2 is an example for the full week balance. Please change it
according to your requirement.
6.2.2 Accrual Transfer Rules
The Accrual Transfer rule is used to create the entitlement and ad hoc entitlement posting on the time account.
It's assigned to the corresponding field on the time account type. The rule is executed at the time of the
entitlement calendar run.
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Here's some information on the available parameters:
Parameter
Time Account
A Time Account Detail represents a posting on the time ac­
count. This is the parameter you create with the Accrual
Transfer rule. The Time Account Detail is the result of the ap­
plication of this rule. You need to specify the following:
●
Amount Posted.. This is typically the sum of accruals
(see Accrual Transfer Rule Parameters).
●
Posting Type: You need to select Entitlement or Ad Hoc
Entitlement depending on the scenario code (see Ac­
crual Transfer Rule Parameters).
●
Posting Date. Here you need to select Next Transfer Date
or Ad Hoc Transfer Date depending on the scenario code
(see Accrual Transfer Rule Parameters).
●
External Code: Here you typically select Generate
External Code for Time Off().
●
Posting Unit: Here you must select the unit of the re­
spective time account type.
Refer to the Time Account [page 711] documentation for
more information.
Accrual Transfer Rule Parameters
The following parameters are read-only, so you can't modify
them with the Accrual Transfer rule.
●
Scenario Code: This parameter contains information
about the scenario in which the rule is called (ad hoc or
regular accrual transfer).

Caution
You should always make use of the scenario code
and distinguish the time account posting based on
it. Not doing so can lead to several issues. In case of
a regular transfer, the posting type should set to be
Entitlement. The posting date should be set to the
Next Transfer Date.

Caution
In case of an ad hoc transfer, the posting type
should be Ad Hoc Entitlement and the posting date
should be the “Ad Hoc Transfer Date”.
●
Sum of Accruals: This parameter represents the sum of
●
Sum of Ad Hoc Transfers: This parameter represents the
sum of all posted ad hoc transfers since the last regular
accrual transfer.
●
Sum of Total Accruals: This parameter represents the
sum of accruals from the date of the last entitlement
until now. Ad hoc transfers are not considered.
accruals since the date of the last (ad hoc) entitlement.
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Parameter
Time Account Type Accrual Transfer
The following parameters are read-only, so you can't modify
them with the Accrual Transfer rule.
●
The Next Transfer Date is the date on which the next ac­
crual transfer happens.
●
The Last Transfer Date is the date on which the previ­
ous, last accrual transfer has happened.
●
The Ad Hoc Transfer Date is the date on which the next
ad hoc transfer takes place, if scheduled.
Refer to Time Account Type Accrual Transfer:Time Account
Type Accrual Transfer [page 732] for further information.
Accrual Transfer [page 482]
To use accrual and entitlement, you need to create a rule to create the corresponding time account
detail to be created during transfer. This rule is called the Accrual Transfer Rule.
Accrual Transfer Rounding [page 483]
To use accrual and entitlement, you need to define a rule to create the corresponding time account
detail that needs to be generated during transfer. This is called the Accrual Transfer Rule.
Initial Accrual Transfer Date Depending On Scenario [page 485]
To use accruals and entitlements, you must create a rule to set the next accrual transfer date initially.
This rule is called the Initial Accrual Transfer Date Rule.
Next Accrual Transfer Date Based On Seniority [page 486]
To use accrual and entitlement, you must create a rule to set the next accrual transfer date. This rule is
called the Accrual Transfer Date Rule.
6.2.2.1
Accrual Transfer
To use accrual and entitlement, you need to create a rule to create the corresponding time account detail to be
created during transfer. This rule is called the Accrual Transfer Rule.
The rule is called during an accrual transfer. The scenario could be an ad-hoc accrual transfer or a regular
accrual transfer.
In the example below, the sum of the accrual starting on the last accrual transfer date (regular or ad-hoc
transfer) until the day before the current transfer date will be posted. The posting type depends on the scenario
as well as the posting date.
● If the scenario is an ad-hoc transfer, the posting type is also ad-hoc entitlement.
● If the scenario is a regular accrual transfer, the posting type is entitlement.
● If the scenario is an ad-hoc transfer, the posting date should also be the ad-hoc transfer date taken from
the Time Account Type Accrual Transfer object.
● In the case of a regular accrual transfer, the posting date should be the next transfer date.
This rule, SF_ENTITLEMENT_TransferAccrual, is part of the Time Off - Sample Rules package of the Success
Store. You can import this package of pre-configured rules. Go to
Import Data
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6.2.2.2
Accrual Transfer Rounding
To use accrual and entitlement, you need to define a rule to create the corresponding time account detail that
needs to be generated during transfer. This is called the Accrual Transfer Rule.
The rule is called during an accrual transfer. The scenario could be an ad-hoc accrual transfer or a regular
accrual transfer. In the example below, the amount is rounded to full days. In this case you have an ad hoc
transfer before the regular transfer you need to be careful to get the correct amount.
Let's take a look at an example:
Sum of Total Ac­
Sum of Ad-Hoc
Posting Date
Posting Type
Amount
Sum of Accruals
cruals
Transfers
January 1st, 2016
Accrual
0.3
0.3
0.3
0
February 1st, 2016
Accrual
0.3
0.6
0.6
0
February 15th,
Ad-hoc entitle­
1
0
0.6
1
2016
ment
March 1st, 2016
Accrual
0.3
0.3
0.9
1
April 1st, 2016
Accrual
0.3
0.6
1.2
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Sum of Total Ac­
Sum of Ad-Hoc
Posting Date
Posting Type
Amount
Sum of Accruals
cruals
Transfers
May 1st, 2016
Accrual
0.3
0.9
1.5
1
June 1st, 2016
Accrual
0.3
1.2
1.8
1
July 1st, 2016
Accrual
0.3
1.5
2.1
1
July 15th, 2016
Entitlement
1
0
2.1
1
Notes on the Table
● The Sum columns are calculated including the posting in their line.
● The first transfer is an ad-hoc transfer on February 15th. The sum of total accruals on February 14th is 0.6.
Until then, no ad-hoc transfer has been executed, therefore the sum of ad-hoc transfers is 0. The rule
rounds up to full days - in this case 1 day ad-hoc entitlement is posted.
● The second transfer is a regular transfer. The sum of total accruals is 2.1, but 1 has already been posted for
the ad-hoc transfer. So 1 is subtracted from 2.1, which leads to a rounded result 1.
The posting type depends on the scenario as well as the posting date. If it is the ad-hoc transfer scenario the
posting type is also ad-hoc entitlement and if the scenario is regular accrual transfer, the posting type is
entitlement. If the scenario is ad-hoc transfer, the posting type date should also be the ad-hoc transfer date
taken from the Time Account Type Accrual Transfer object. In case of regular accrual transfer it should be the
next transfer date. Info: To subtract ad-hoc transfers from all accruals needs only to be done in case of
rounding.
This rule, SF_ENTITLEMENT_TransferAccrualRounding, is part of the Time Off - Sample Rules package of the
Success Store. You can import this package of pre-configured rules. Go to
Data
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6.2.2.3
Initial Accrual Transfer Date Depending On Scenario
To use accruals and entitlements, you must create a rule to set the next accrual transfer date initially. This rule
is called the Initial Accrual Transfer Date Rule.
The rule is called during creation of the corresponding time account - for example, during hire.
In the example below, the next transfer date is set based on the scenario. If the rule is called during the hire
scenario, the next transfer date is set to the end date of the year the employee is hired. If the rule is not called
during the hire process (for example, because a new Time Type with an Entitlement Time Account Type has
been created and assigned to an existing time profile and now all accounts for all employee are created), the
next transfer date is set to the job info start date (date the time profile is assigned to the employee) plus 12
months.
This rule, SF_ENTITLEMENT_SetInitialTransferDateDependingOnScenario, is part of the Time Off - Sample
Rules package of the Success Store. You can import this package of pre-configured rules. Go to
Center
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6.2.2.4
Next Accrual Transfer Date Based On Seniority
To use accrual and entitlement, you must create a rule to set the next accrual transfer date. This rule is called
the Accrual Transfer Date Rule.
The rule is called during an accrual transfer. An accrual transfer takes place based on the Accrual Transfer Rule,
and the next transfer date is set based on the Accrual Transfer Date Rule.
In the example below, the next transfer date is set based on the seniority of the employee. If the number of
calendar years between the employee's hire date and the current next transfer date is fewer than 6 years, the
next transfer date will be moved 12 months into the future. If the employee's seniority is 6 years or longer, the
accrual transfer period is shorter. In this case, it is moved 6 months into the future.
This rule, SF_ENTITLEMENT_SetTransferDateBasedOnSeniority, is part of the Time Off - Sample Rules package
of the Success Store. You can import this package of pre-configured rules. Go to
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6.2.3 Period-End Processing Rules
Rules are used to close old accounts and carry over balances as part of period-end processing.
When you create a period-end processing rule, please assign "Time Account" as the Base Object.
Close Old Account and Set Account Balance to Zero [page 487]
You can use this sample period-end processing rule if you don't want to carry forward the remaining
balance. It sets the remaining balance of the old account to zero, by posting a negative balance amount.
Close Old Account and Carry Over Balance to Follow-Up Account [page 488]
This sample period-end processing rule carries forward the remaining balance to the new account. It
sets the remaining balance of the old account to zero, by posting a negative balance amount, and
closes the old account. If a follow-up account exists, the rule carries over the remaining balance from
the old account to the new account.
Close Old Account and Carry Over Balance to Follow-Up Account Up To Defined Limit [page 489]
This sample period-end processing rule carries forward the remaining balance only up to a defined
limit.
6.2.3.1
Close Old Account and Set Account Balance to Zero
You can use this sample period-end processing rule if you don't want to carry forward the remaining balance. It
sets the remaining balance of the old account to zero, by posting a negative balance amount.
This rule, SF_PEP_Close, is part of the Time Off - Sample Rules package of the Success Store. You can import
this package of pre-configured rules. Go to
Admin Center
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6.2.3.2
Close Old Account and Carry Over Balance to
Follow-Up Account
This sample period-end processing rule carries forward the remaining balance to the new account. It sets the
remaining balance of the old account to zero, by posting a negative balance amount, and closes the old
account. If a follow-up account exists, the rule carries over the remaining balance from the old account to the
new account.
This rule, SF_PEP_CarryOver, is part of the Time Off - Sample Rules package of the Success Store. You can
import this package of pre-configured rules. Go to
Admin Center
Import and Export Data
Import Data
SuccessStore .
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6.2.3.3
Close Old Account and Carry Over Balance to
Follow-Up Account Up To Defined Limit
This sample period-end processing rule carries forward the remaining balance only up to a defined limit.
It sets the remaining balance of the old account to zero, by posting a negative balance amount, and closes the
old account. If a follow-up account exists, then the rule carries over the remaining balance from the old account
to the new account. As there is a limit of 15 defined, only up to 15 days or 15 hours are carried forward.
The rule definition looks the same as in the Carry Over example above. You just have to make sure that you use
the Minimum()-function to determine the Amount posted for the Time Account Detail you create for the followup account.
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This rule, SF_PEP_CarryOverLimit, is part of the Time Off - Sample Rules package of the Success Store. You can
import this package of pre-configured rules: Go to
Admin Center
Import and Export Data
Import Data
SuccessStore .
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6.2.4 Interim Account Update Rules
While manual adjustments are usually created manually by an HR admin, the interim account calendar run
enables you to do mass data updates for time accounts based on a business rule.
When you create an interim account update rule, please assign “Time Account” as the Base Object.
Adjusting Balances To A Certain Limit [page 491]
With this sample interim account update rule, you can adjust account balances to a certain limit.
Closing Accounts for Terminated Employees [page 492]
With this sample interim update rule, you can close time accounts for terminated employees.
Closing Recurring Accounts [page 493]
With this sample interim update rule, you can close recurring time accounts that have not been
bookable for more than 6 months.
6.2.4.1
Adjusting Balances To A Certain Limit
With this sample interim account update rule, you can adjust account balances to a certain limit.
An example of where you could use such a rule would be if your business year ends on December 31, but you
allow employees to carry forward up to 5 days of leave into the new year, to be booked no later than March 31.
So your time accounts have an extended booking period of 3 months. You can then run an interim account
update on December 31 with a rule that checks the balance and creates an adjustment booking if needed.
This rule, SF_INTERIM_AdjustBalance, is part of the Time Off - Sample Rules package of the Success Store. You
can import this package of pre-configured rules: Go to
Data
Admin Center
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6.2.4.2
Closing Accounts for Terminated Employees
With this sample interim update rule, you can close time accounts for terminated employees.
If the time account is not yet closed and the employee status is terminated ("T") or retired ("R"), the
employee’s time account will be closed. If you create this rule, you must add all employee statuses related to
termination.
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6.2.4.3
Closing Recurring Accounts
With this sample interim update rule, you can close recurring time accounts that have not been bookable for
more than 6 months.
If the time account is not yet closed and the bookable end date of the time account is more than 6 months in
the past, the time account will be closed. To choose 6 months as an indicator is only an example - you can add
any value you require.
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6.2.5 Take Rules
When you create, cancel, or edit a leave request, the system performs certain checks. For example, an error
comes up when the time account balance is not sufficient to book leave. Sometimes, you want to add further
validation checks. This can be done using "Take Rules”.
When you create a take rule, assign “Employee Time” as the Base Object. Before you create the rule, please
create the message definition by going to the Admin Center and choosing
Manage Data
Create Message
Definition .
Absence Creation / Change / Cancellation Allowed Depending on Employee Status [page 495]
You can use take rules to decide, based on the employee's status, whether the creation, update, or
cancellation of a leave request should be allowed or not.
Limited Absence Duration [page 496]
You can use take rules to enforce limits on how much absence associated with a particular time type
can be taken.
No Time Off Creation in the Past [page 496]
With this sample rule, you can prevent an employee creating an absence with a start date in the past. If
you add the If-condition “User is equal to Login User()”, you restrict the check to the Employee-SelfService scenarios.
No Change of Time Off in the Past [page 497]
With this sample rule, you can prevent an employee changing or canceling an existing absence in the
past.
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6.2.5.1
Absence Creation / Change / Cancellation Allowed
Depending on Employee Status
You can use take rules to decide, based on the employee's status, whether the creation, update, or cancellation
of a leave request should be allowed or not.
There are two rule functions that can be used.
● The first one returns the information on whether the employee is active on a given date. The date should be
typically the start date of the leave request. If the employee is not active on that date, you can decline the
process.
● The second way is more detailed. You can decide for which employee status you want to allow absence
request actions.
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6.2.5.2
Limited Absence Duration
You can use take rules to enforce limits on how much absence associated with a particular time type can be
taken.
This sample rule checks the requested absence. If the time between the start date and the end date is more
than two days, the rule blocks the request and generates an error message. You don´t need to add a rule
parameter.
This rule, SF_TR_LimitedAbsence, is part of the Time Off - Sample Rules package of the Success Store. You can
import this package of pre-configured rules. Go to
Admin Center
Import and Export Data
Import Data
SuccessStore .
6.2.5.3
No Time Off Creation in the Past
With this sample rule, you can prevent an employee creating an absence with a start date in the past. If you add
the If-condition “User is equal to Login User()”, you restrict the check to the Employee-Self-Service scenarios.
An HR admin can edit or cancel such requests. You don't need to add a rule parameter.
This rule, SF_TR_NoCreationInPast, is part of the Time Off - Sample Rules package of the Success Store. You
can import this package of pre-configured rules. Go to
Data
SuccessStore .
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6.2.5.4
No Change of Time Off in the Past
With this sample rule, you can prevent an employee changing or canceling an existing absence in the past.
To check against the original state of the absence, you use parameter editedEmployeeTime to define the Ifconditions instead of the base object that contains the changed state. If you add the IF-condition “User is equal
to Login User()”, you restrict the check to the Employee-Self-Service scenario. An HR admin can edit or cancel
such requests.
If you add the If-condition “editedEmployeeTime.ApprovalStatus is equal to Approved” you restrict the check
to approved absences. For pending absences, the employee is still able to make changes.
This rule, SF_TR_NoChangeInPast, is part of the Time Off - Sample Rules package of the Success Store. You can
import this package of pre-configured rules. Go to
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6.2.6 Time Off Workflow Rules
To set up workflow when an employee requests leave, you need to assign the workflow rule as a save rule to the
Employee Time object.
Example
This rule, SF_WF_EmployeeTime, is part of the Time Off - Sample rules package in the Success Store. You can
import this package of pre-configured rules: Go to
Admin Center
Import and Export Data
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6.2.6.1
Creating Alert Rules for Time Off
Learn the specific settings that are to be used in alert rules for Time Off objects.
Procedure
1. Create a basic rule and select the Employee Time as the base object.
2. You do not need to add any parameters. You can use the default parameter.
3. Define the IF conditions for the triggering conditions.
 Note
To prevent alerts from being created for every record change in the database, do not use the Always
True feature and avoid creating alert rules without any IF condition.
4. For the THEN statement, select Execute and Trigger Employee Time Alert Event(). Then, define the
following information:
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Field
Description
Workflow Information
Assign the workflow for alert recipients.
Effective Date
Define when the created alerts are sent.
Alert Message
Assign an alert message template. If you no template is
assigned, the system uses the default message to create
the alert.
External Code
Select the external code for Employee Time.
For Example: Create a rule to send an alert to a manager 10 days before an employee's unpaid leave is over.
5. Save the rule.
6.2.7 On Change Rules
There's a rule you can use to default the start and end times of an absence request according to the employee's
work schedule.
First, you have to create a custom field (named “string” in this example), where the user can enter AM or PM
when creating a leave request to define whether he or she wants to be absent in the morning or in the
afternoon.
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Afterwards, you can assign an on change rule to the custom field looking like this:
If the user has a one day absence and a time type based on hours and minutes, the user needs to fill the dates
and the custom field with AM or PM. The on-change rule then updates the start time and end time according to
the user's work schedule.
The rule calculates the duration between start time of the working day based on work schedule and end time.
In the case of AM, half of the duration is added to the start time to get the end time. In the case of PM, half of
the duration is deducted.
6.2.8 Flexible Account Creation
In this scenario, the account start date of each employee with this time account type assigned is defined as the
employee’s seniority date.
Assign the rule in the time account type as the Flexible Account Start Date Rule.
You can either copy this rule or create a new one based on the Flexible Account Start Date scenario.
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6.2.9 Periodic Update for Balance Reduction
In this scenario, the balance at the end of each periodic update period must not exceed a predetermined
amount.
In the example below, if the balance is higher than 8, the difference will be deducted from the time account,
meaning that a counter posting will be created for the employee's time account.
 Note
The time account balance on the end date of the periodic update period is already available in the periodic
update rule parameters. As such, it doesn’t need to be calculated again.
To create the rule, use the Periodic Time Account Update rule scenario.
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6.3
Rule Scenarios for Time Off
Various different rule scenarios are available in Time Off.
Absence Validation
The Absence Validation rule scenario is used to perform additional checks on leave requests. You can assign
rules of this scenario as take rules to time types.
This table shows the available parameters:
Name
Object
Time Account
Time Account
New Time Account
New Time Account
Edited Employee Time
Edited Employee Time
Take Rule Parameters
Take Rule Parameters
Accrual
The Accrual rule scenario is used for time account types where the accrual frequency is defined. You can assign
rules of this scenario as Accrual Rule, Hire Rule, Termination Rule for the time account types based on
standard. You can also assign them as the Simulation Rule.
This table shows the available parameters:
Name
Object
Time Account
Time Account
Accrual Rule Parameter
Accrual Rule Parameter
Accrual Rule Variables
Accrual Rule Variables
Accrual Transfer
The Accrual Transfer rule scenario is used for time account types where the entitlement method is set to
Entitled as Transferred. You can assign rules of this scenario only as the Accrual Transfer Rule to time account
types.
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This table shows the available parameters:
Name
Object
Time Account
Time Account
Accrual Transfer Rule Parameter
Accrual Transfer Rule Parameter
Time Account Type Accrual Transfer Parameters
Time Account Type Accrual Transfer Parameters
Accrual Transfer Date Handling
The Accrual Transfer Date Handling rule scenario is used for time account types where the entitlement method
is set to Entitled as Transferred. You can assign rules of this scenario only as the Accrual Transfer Date Rule to
the time account types.
This table shows the available parameters:
Name
Object
Time Account Accrual Transfer
Time Account Accrual Transfer
Accruals on Actuals
The Accruals on Actuals rule scenario is used for time account types where the accrual frequency is defined.
You can assign rules of this scenario as Accrual Rule, Hire Rule, Termination Rule for the time account types
based on recorded times.
This table shows the available parameters:
Name
Object
Time Account
Time Account
Accrual Rule Parameter
Accrual Rule Parameter
Accrual Rule Variables
Accrual Calculation Base Parameters
Accrual Calculation Base Parameters
Accruals on Planned Working Times
The Accruals on Planned Working Times rule scenario is used for time account types where the accrual
frequency is defined. You can assign rules of this scenario as Accrual Rule, Hire Rule, Termination Rule for the
time account types based on standard. You can also assign them as the Simulation Rule.
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This table shows the available parameters:
Name
Object
Time Account
Time Account
Accrual Rule Parameter
Accrual Rule Parameter
Accrual Rule Variables
Accrual Rule Variables
Planned Working Time Parameters
Planned Working Time Parameters
Flexible Time Account Start Date Derivation
You can use this rule scenario to save the flexible time account start date in Time Off.
This table shows the available parameters:
Name
Object
Time Account Type Start Date Reference
Time Account Type Start Date Reference
Initial Accrual Transfer Date Handling
The Initial Accrual Transfer Date Handling rule scenario is used for time account types where the entitlement
method is set to Entitled as Transferred. You can assign rules of this scenario only as the Initial Accrual Transfer
Date Rule to the time account types.
This table shows the available parameters:
Name
Object
Time Account Accrual Transfer
Time Account Accrual Transfer
Initial Accrual Transfer Date Rule Parameters
Initial Accrual Transfer Date Rule Parameters
Interim Time Account Update
Use this scenario for rules that update interim time accounts. The rules will then be applied to any time
account for which interim adjustments are required. This takes place at Time Account Type level through the
calendar run.
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This table shows the available parameters:
Name
Object
Time Account
Time Account
New Time Account
New Time Account
Interim Time Account Update Rule Parameters
Interim Time Account Update Rule Parameters
If the interim time account update rule doesn't set a time account to closed, a rerun will process that time
account again. If your rule creates a time account detail, you can use rule function Get Number Of Postings For
Posting Types In Period() to avoid another time account details creation. Here's an example:
Linking Absence
The Linking Absence rule scenario is used if you want to run some checks during the process of linking of 2
absences. This rule is not assigned - it is executed by the system automatically during the linking process.
This table shows the available parameters:
Name
Object
Employee Time
Employee Time
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Name
Object
Linked Employee Time
Linked Employee Time
Period-End Processing
Use this scenario for any rules that control the period-end processing of recurring time accounts. During
period-end processing, the rule assigned to the time account type is called for the time account that is about to
be closed. The rule allows you to specify how the remaining balance is handled (carried forward or forfeited)
before closing the time account.
This table shows the available parameters:
Name
Object
Time Account
Time Account
New Account
New Account
Period End Processing Rule Parameters
Period End Processing Rule Parameters
 Note
We recommend that you close the "old" time account during period-end processing. This ensures that a
rerun will not select that account again. If you don´t close the time account, you still prevent duplicate time
account details from being created by using an additional condition based on the Get Number Of Postings
For Posting Types In Period() rule function. See the example for the Interim Account Update rule scenario
above.
Periodic Time Account Update
Use this scenario for any time account types for which a periodic update should be executed on a regularly
basis. You can assign rules that use this scenario as update rules in the periodic time account update profile
object, which you can then assign to the time account type itself.
This table shows the available parameters:
Name
Object
Time Account
Time Account
Periodic Update Rule Parameter
Periodic Update Rule Parameter
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Time Account Configuration
Use this scenario to configure the bookable period of a time account or to set custom fields on a time account.
This table shows the available parameters:
Name
Object
Context
Context
Time Account
TimeAccount
Time Account Payout Validation
Use this scenario for any rules applied to payouts for accrued time. Add validations for payout requests or
when administrators edit payouts based on your payout policy. Business rules created for this scenario are
added to the payout validation rules on the Time Account Payout Profile object.
This table shows the available parameters:
Name
Object
Time Account Payout
Time Account Payout
Edited Time Account Payout
Time Account Payout
Payout Validation Rule Parameter
Payout Validation Rule Parameter
Time Account Purchase Leave Validation
Use this scenario for any rules applied to leave purchases. Add validation for requests to purchase time or
when administrators create or edit purchase requests.
You can also use the rule scenario to set the value of quantity or equivalent quantity and deduction start and
deduction end date fields when creating or editing purchases. Business rules created for this scenario are
added to the purchase validation rules on the Time Account Purchase Profile object.
This table shows the available parameters.
Name
Object
Time Account Purchase
Time Account Purchase
Edited Time Account Purchase
Time Account Purchase
Purchase Validation Rule Parameters
Purchase Validation Rule Parameters
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Period-End Processing with Payout
Use this scenario for any rules that control the period-end processing of recurring time accounts that are
eligible for payout. During period-end processing, the rule assigned to the time account type is called for each
time account that is about to be closed. The rule allows you to specify how the remaining balance is handled
(paid out, carried forward, forfeited) before closing the time account.
This table shows the available parameters:
Name
Object
Time Account
Time Account
New Account
New Account
Period End Processing Rule Parameters
Period End Processing Rule Parameters
Time Account Payout Rule Parameters
Time Account Payout Rule Parameters
6.4
Time Sheet Validation Rule
Time Sheet Validation
This rule scenario is used to perform additional validation on Employee Time Sheet using time sheet validation
rules. Rules created using this scenario are invoked when employee time sheets are edited.
For example, if you change something in the time sheet interface, the rule is invoked automatically, provided it
is entered In the relevant time recording profile as the validation rule. Alternatively, the rule is invoked
automatically when background jobs are run.
This table shows the available parameters:
Name
Object
Time Sheet Day
Time Sheet Day
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6.5
Notes on Rule Functions in Time Off
Use these links to access detailed information on rule functions you can use in Employee Central Time Off.
 Note
Rule functions must only be used with Employee Times whose time types are classified as Absence. That's
because Time Off rule functions only accept time types where the parameter has been classified as
Absence.
Calculate Balance() [page 589]
This function calculates the account balance for a time account on a specific date.
Calculate Balance for Types() [page 590]
This rule function is an advanced version of the Calculate Balance() rule function. It's designed so that
it can be used in a Take rule, because the base object is EmployeeTime and you can pass the external
code of the time type.
Calculate Entitlement Balance() [page 591]
This rule function is used to retrieve the entitlement balance from a given time account with
entitlement method “Entitled as Transferred” or time type for a given date.
Cap Accrual() [page 592]
This function determines which accrual value can be posted without exceeding the specified accrual
balance limit.
Generate External Code For Time Off() [page 592]
This function generates a unique UUID which can be used as external code. The UUID is a 32-character
long combination of numbers and letters.
Get Balance For Posting Types In Period() [page 593]
The rule function returns the balance of postings in a given period.
Get Completed Calendar Weeks Between Dates (ISO Standard)() [page 595]
This function calculates the number of weeks the employee is going to work in the accrual period.
Get Completed Remaining Calendar Weeks (ISO Standard)() [page 597]
This function calculates the number of weeks the employee is going to work in his hire period.
Get Employee Status() [page 599]
This rule function returns the external code of employee status for the input parameters User Id
(mandatory) and date (optional). By default, the current date is considered. The rule function can be
consumed as a take rule.
Get Months Taking Account Of Threshold() [page 600]
This function calculates the number of months the employee is going to work in the accrual period. It
can be used for hire and termination rules. The function is used for fields that show data in numeric
form.
Get Months From Hire Date Taking Account Of Threshold [page 602]
This function calculates the number of months the employee is going to work in the hire period. The
threshold indicates whether the hire month is included in the calculation.
Get Number Of Calendar Days() [page 604]
This rule function calculates the number of calendar days between a start date and end date, including
the start date and the end date.
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Get Number Of Eligible Days() [page 605]
This function calculates the number of eligible days for getting accruals. It is used for fields that show
data in numeric form. You can define upfront in Time Off which employee status is included in eligibility.
Get Number Of Holidays For Period() [page 606]
This function calculates the number of holidays for a user and a given time period.
Get Number Of Months From Hire Date() [page 607]
This function calculates the number of months the employee is going to work.
Get Number Of Postings For Posting Types in Period() [page 609]
The rule function returns the number of postings in a given period.
Get Sum Of Accruals Since Last Transfer() [page 610]
This function is required to retrieve the sum of accruals of a given time account with entitlement
method “Entitled as Transferred” or time type since the last transfer date (ad-hoc transfer or regular
transfer, whichever is later).
Get Sum Of Advances() [page 612]
This rule function is required to retrieve the advance balance from a given time account on a given date.
The rule function only makes sense for Time Accounts with entitlement method “Entitled as
Transferred” because for other accounts there are no advances.
Get Time Management Earliest Recalculation Date () [page 613]
This rule function returns the earliest date only if recalculation is active.
Has Payouts in Period() [page 613]
This rule function returns whether any active payouts exist in a given period or after a given start date.
Has Temporary Work Schedule() [page 614]
This function determines whether an employee has been assigned a temporary work schedule as of a
specified date. The answer returned is Yes or No.
Is Employee Active() [page 614]
This rule function returns the active/inactive status of employee for the User Id as a mandatory input
parameter and the date as an optional input parameter.
Is Time Management Recalculation Active () [page 616]
This rule function is used to validate whether time management recalculation is active or not.
6.5.1 Rule Functions for Absence Calculations
6.5.1.1
Get Absence Days()
With this function, you can calculate how long an employee has been absent within one year for a specific time
type. For example, if an employee has been sick for more than 30 days in a year, you can use this function to
raise an alert to the manager. The result of this function is the accumulated absence for that employee for a
specific time type – in this example, 30 days for the time type Sickness.
The calculation considers the work schedule as well as the holiday calendar assigned to the employee. This rule
function considers the Approved, Pending, and Pending Cancellation Employee Time statuses for calculating
absence days or hours. For cross-midnight absences, the absence is considered based on the working day to
which the absence belongs.
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Limitations
Use this function only with base object Employee Time.
Input Parameters
For this parameter...
Make this entry:
User
Select the User field. This is the user that creates the absence request in the Time Off calen­
dar.
Time Type External Code
Select Time Type.External Code. This defines which time type has been used for the ab­
sence request (for example, Sickness).
Use Working Days Instead of
Calendar Days
Select Boolean. You can then enter the following:
●
Yes to define that working days as defined in the working schedule should be used for
calculating the absence.
●
No to use calendar days for calculating the absence.
Start Date
Select Start Date. This is the start date the user has entered in the Time Off calendar.
First Day of Year
Select Number, and enter a number to define the beginning of the calendar year you want to
use to sum up an employee’s absence days.
For example, 1 to start with the first day of a month.
First Month of Year
Select Number, and enter a number to define the beginning of the calendar year you want to
use to sum up an employee’s absence days.
For example, 1 to start with January, or 4 to start with April.
The end date of the calendar year is then defined by the system accordingly (for example,
December 31 when the start of the calendar year has been defined as January 01).
Use Case
Because this is an application-specific rule function, we recommend that you stick to the use case of Employee
Central Time Off.
Please refer to the Implementing Employee Central Time Off guide for more information.
6.5.1.2
Get Absence In Days For Period()
This function calculates cumulated absence days for the given date period and a given time type.
If the time type calculation is based on calendar days, the rule function returns the number of calendar days. If
the time type is based on work schedule days, the rule function returns the number of work schedule days,
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considering holidays. If it is a flexible requesting time type based on unit hours, the rule function returns 0 days.
Absences with undetermined end dates are also counted as 0 days.
The calculation considers the work schedule as well as the holiday calendar assigned to the employee. This rule
function considers the Approved, Pending, and Pending Cancellation Employee Time statuses for calculating
absence days or hours. For cross-midnight absences, the absence is considered based on the working day to
which the absence belongs.
For cross-midnight absences, the absence is considered based on the working day to which the absence
belongs.
 Note
● If you use this rule function in a take rule and the time type of the employee time triggering the take
rule is the same as the rule function time type, the employee time that triggers the rule is not
considered because it is not yet saved.
● If an employee time is edited, the absence in days from the existing employee time is covered. You can
subtract that existing employee time quantity in days later and add the result of the current employee
time.
● If no start date or end date is specified, the return is 0.
Input Parameters
For This Field
Make This Entry
User ID
Select the User field. This is the user for which the absence
days should be calculated.
Time Type External Code
Enter the time type external code the rule should be exe­
cuted for.
Start Date
Period start date
End Date
Period end date
Examples
Let's look at some examples.
Example 1
Here’s the data for A.N.Other’s absence calculation.
User ID: A.N. Other
Time Type External Code: Enter text "SPECIAL LEAVE". For this time type, the time type calculation is based on
work schedule days.
Start Date = October 1, 2017
End Date = October 31, 2017
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Prerequisites: User A.N. Other has a work schedule: Monday - Friday 8 hours, Saturday and Sunday 0 hours. He
also has a work schedule with October 3, 2017, marked as a full holiday.
Result
Taken Leave of Type "SPECIAL LEAVE"
● October 1, 2017 – October 4, 2017 => 2 days because October 1, 2017 is a Sunday with 0 working hours
and October 3, 2017 is a full holiday with 0 working hours
● October 31, 2017 – November 4, 2017 =>8 hours within October
● The rule function returns 24 hours.
Example 2
Here’s the data for A.N.Other’s absence calculation.
User ID: A.N. Other
Time Type External Code: Enter text "SPECIAL LEAVE". For Time Type "SPECIAL LEAVE", the time type
calculation is based on calendar days.
Start Date = October 1, 2017
End Date = October 31, 2017
Prerequisites: User A.N. Other has a work schedule: Monday - Friday 8 hours, Saturday and Sunday 0 hours. He
also has a work schedule with October 3, 2017, marked as a full holiday.
Result
Taken Leave of Type "SPECIAL LEAVE"
● October 1, 2017 – October 4, 2017 => 4 calendar days.
● October 31, 2017 – November 4, 2017 => 1 calendar day within October.
● The rule function returns 5 days.
Example 3: Cross Midnight
Here’s the data for A.N.Other’s absence calculation.
● User ID: A.N.Other
● Time Type External Code: Enter text "SPECIAL LEAVE". For Time Type Special Leave, the time type
calculation is based on work schedule days.
● Start Date = October 1, 2020
● End Date = October 20, 2020
Prerequisites: User A.N. Other has a cross-midnight work schedule: Monday - Friday 8 hours from 10pm to
6am (next day), Saturday and Sunday 0 hours. He also has a holiday calendar with October 3, 2017 marked as
full holiday.
Result
Taken Leave of Type "SPECIAL LEAVE"
● September 30, 2020 – October 1, 2020 (in detail September 30, 2020 10pm until October 2, 2020 6am,
which belongs to the working day October 1, 2020) => 1 day. Only the working day started on October 1 is
considered.
October 20, 2020 – October 22, 2020 (in detail October 20, 2020 10pm until October 23, 2020 6am) => 1
days within selection period (October 20, 2020 10pm until October 21, 2020 6am). The hours physically
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lying on October 21, 2020 are considered as well, because they belong to the working day starting on
October 20, 2020 as full absence.
● The rule function returns 2 days.
6.5.1.3
Get Absence In Days For Period Based On Calendar
Days For Time Types()
This rule function calculates the total number of absence days in given duration for the time types provided.
This calculation is based on calendar days and does not take account of the work schedule or holiday calendar
in the employee’s job info.
For cross-midnight absences, the absence is considered based on the working day to which the absence
belongs.
The calculation considers the work schedule as well as the holiday calendar assigned to the employee. This rule
function considers the Approved, Pending, and Pending Cancellation Employee Time statuses for calculating
absence days or hours. For cross-midnight absences, the absence is considered based on the working day to
which the absence belongs.
Input Parameters
For This Field
Make This Entry
User ID
Select the User field. This is the user for which the total num­
ber of absence days should be calculated.
Start Date
First day of duration in which absences are to be considered
for calculation. You can use the start date of accrualRule­
Parameters. Take a look at use case 1 below.
End Date
Last day of duration in which absences are to be considered
for calculation. You can use the end date of accrualRulePara­
meters. Take a look at use case 1 below.
Employee Time (optional)
The employee time is only necessary if you use the rule func­
tion in a take rule. Take a look at use case 2 below.
Time Types
Select time types. These are used to select employee times
for calculation.

Note
Please only use time types with the time type category
Absence for this rule function. Otherwise it can lead to
errors.
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Use Case 1: Accrual Rule
This rule function can be used in the accrual rule for a time account type where the accrual to be posted needs
to consider the impact of other absences (like leave without pay) that the employee has taken in a specified
time frame.
For example, this rule function can be used to calculate total number of absences that employee has taken
from January 1, 2015, to December 31, 2015, which were of type leave without pay and unauthorized leave.
Examples
Here is data to calculate the total number of days of leave without pay (time type: LWOP) and unauthorized
leave (time type: UNAL) during the year 2015 during accrual rule processing:
User ID: A.N. Other
Start Date = January 1, 2015
End Date = December 31, 2015
Time Types: “LWOP”, “UNAL”
Example Details 1: Existing Employee Times
October 1, 2015 – October 31, 2015
Result 1: The rule function will return 31 days.
Example Details 2: Existing Employee Times
No employee times.
Result 2: The rule function will return 0 days.
Example Details 3: Existing Employee Times
● February 15, 2015 - February 20, 2015 (6 days)
● December 20, 2015 - January 10, 2016 (12 days)
Result 3: The rule function returns 18 days.
Use Case 2: Take Rule
This rule function can be used in a take rule to check whether someone is allowed to take the corresponding
leave.
For example, an employee is this rule function can be used to calculate total number of absences that
employee has taken from January 1, 2015, to December 31, 2015, which were of type leave without pay and
unauthorized leave.
The processing action (Create, Edit, Cancel) is part of the take rule parameters. Depending on this action, you
can use the rule function to get the current number of calendar days, taken by the time type of the current
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employee time. If the action is Create or Edit, forward the employee time to the rule function. In the case of
Cancel, it does not make sense to call the rule function at all.
Examples
Here is data to calculate total number of days taken of Time Type: Vacation during the year 2015:
User ID: A.N. Other
Start Date = January 1, 2015
End Date = December 31, 2015
Time Types: “Vacation”
Created Employee Time: November 2, 2015 - November 1, 2015
Results
Example Details 1:
● Existing Employee Time: October 1, 2015 – October 31, 2015
Result 1: The rule function returns 33 days. Depending on this result, an error can be thrown to avoid the
creation of the employee time.
Example Details 2:
● Existing Employee Time: October 1, 2015 – October 31, 2015
● Existing Employee Time will be updated: November 1, 2015 - November 2, 2015
Result 2: The rule function returns 2 days. Depending on this result, an error can be thrown to avoid the
creation of the employee time.
Example Details 3:
● Existing Employee Time: February 15, 2015 - February 20, 2015 (6 days)
● Existing Employee Time: December 20, 2015 - January 10, 2016 (12 days in 2015)
● Created Employee Time: November 1, 2015 - November 2, 2015 (2 days)
Result 3: The rule function returns 20 days. Depending on this result, an error can be thrown to avoid the
creation of the employee time.
Cross-Midnight Example
Here’s the data for A.N.Other’s absence calculation.
User ID: A.N. Other
Start Date = October 1, 2020
End Date = October 20, 2020
Time Types: "SPECIAL LEAVE"
Result
Taken Leave of Type "SPECIAL LEAVE"
● September 30, 2020 – September 30, 2020 (in detail September 30, 2020 10pm until October 1, 2020
6am, which belongs to the working day September 30, 2020)=> 0 days, because the working hours laying
on October 1st belong to the working day of September 30, 2020 and therefore are not considered.
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● October 5, 2020 - October 10, 2020 (in detail October 5, 2020 10pm until October 11, 2020 6am) => 6
calendar days; although the leave ends physically on October 11, 2020 6am, this day belongs to October
10, 2020 and is not considered.
October 20, 2020 – October 22, 2020 (in detail October 20, 2020 10pm until October 23, 2020 6am)=> 1
day within selection period (October 20, 2020 10pm until October 21, 2020 6am). The hours physically
lying on October 21, 2020 are considered as well, because they belong to the working day starting on
October 20, 2020 and mark the working day starting on October 20, 2020 as full absence.
The rule function returns 7 days.
6.5.1.4
Get Absence In Days For Period Based On Working
Days For Time Types()
This function calculates the cumulated absence days for the given duration and given time types.
The calculation considers the work schedule as well as the holiday calendar assigned to the employee. This rule
function considers the Approved, Pending, and Pending Cancellation Employee Time statuses for calculating
absence days or hours. For cross-midnight absences, the absence is considered based on the working day to
which the absence belongs.
Regardless of the unit used in the time type (hours or days), the rule function returns the absence in working
days.
For cross-midnight absences, the absence is considered based on the working day to which the absence
belongs.
 Note
This rule function doesn't work properly with leave of absence time types. It will return a figure of 0.
Input Parameters
For This Field
Make This Entry
User ID
Select the User field. This is the user for which the start time
of the working day should be calculated.
Start Date
First day of duration in which absences are to be considered
for calculation. You can use the start date of accrualRule­
Parameters. Take a look at use case 1 below..
End Date
Last day of duration in which absences are to be considered
for calculation. You can use the end date of accrualRulePara­
meters. Take a look at use case 1 below.
Employee Time (optional)
The employee time is only necessary if you use the rule func­
tion in a take rule. Take a look at use case 2 below.
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For This Field
Make This Entry
Time Types
Select Time Types. These are used to select Employee Times
for calculation.
Use Case 1: Accrual Rule
This rule function can be used in the accrual rule for a time account type where the accrual to be posted needs
to consider the impact of other absences (like leave without pay) that the employee has taken in a specified
time frame.
For example, this rule function can be used to calculate total number of absences that employee has taken
from January 1, 2016, to December 31, 2016, which were of type leave without pay and unauthorized leave.
Examples
Here is data to calculate the total number of days of leave without pay (time type: LWOP) and unauthorized
leave (time type: UNAL) during the year 2016 during accrual rule processing:
User ID: A.N. Other
Start Date = January 1, 2016
End Date = December 31, 2016
Time Types: “LWOP”, “UNAL”
Work schedule pattern : Monday to Friday are working days.
Example Details 1: Existing Employee Times
October 1, 2016 – October 31, 2016
Result 1: The rule function returns 21 days.
Example Details 2: Existing Employee Times
No employee times.
Result 2: The rule function returns 0 days.
Example Details 3: Existing Employee Times
● February 15, 2016 - February 20, 2016 (6 days)
● December 20, 2016 - January 10, 2017 (9 days)
Result 3: The rule function returns 14 days.
Cross-Midnight Example
Here’s the data for A.N.Other’s absence calculation.
User ID: A.N. Other
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Start Date = October 1, 2020
End Date = October 20, 2020
Time Types: "SPECIAL LEAVE"
Prerequisites:
● User A.N. Other has a cross-midnight work schedule: Monday - Friday 8 hours from 10pm to 6am (next
day), Saturday and Sunday 0 hours.
● No holidays in selection period October 1, 2020 - October 20, 2020.
Result
Taken Leave of Type "SPECIAL LEAVE"
● September 30, 2020 – September 30, 2020 (in detail September 30, 2020 10pm until October 1, 2020
6am, which belongs to the working day September 30, 2020)=> 0 days, because the working hours laying
on October 1st belong to the working day of September 30, 2020 and therefore are not considered.
● October 5, 2020 - October 10, 2020 (in detail October 5, 2020 10pm until October 11, 2020 6am) => 5
work schedule days
● October 20, 2020 – October 22, 2020 (in detail October 20, 2020 10pm until October 23, 2020 6am)=> 1
day within selection period (October 20, 2020 10pm until October 21, 2020 6am). The hours physically
lying on October 21, 2020 are considered as well because they belong to the working day starting on
October 20, 2020 and mark the working day starting on October 20, 2020 as full absence.
The rule function returns 6 days.
Use Case 2: Take Rule
This rule function can be used in a take rule to check whether someone is allowed to apply for or modify the
absence.
For example, this rule function can be used to calculate absence in terms of total number of working days that
the employee has taken from January 1, 2016, to December 31, 2016, which were of type leave without pay and
unauthorized leave. If these leaves exceeds a specific number, for example 20 days, then the employee cannot
create the absence record for future leave.
The processing action (Create, Edit, Cancel) is part of the take rule parameters. Depending on this action, you
can use the rule function to get the current number of calendar days, taken by the time type of the current
employee time. If the action is Create or Edit, forward the employee time to the rule function. In the case of
Cancel, it does not make sense to call the rule function at all.
Examples
Here is data to calculate total number of days taken of Time Type: Vacation during the year 2016:
User ID: A.N. Other
Start Date = January 1, 2016
End Date = December 31, 2016
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Time Types: “Vacation”
Results
Example Details 1:
● Existing Employee Time: October 1, 2016 – October 31, 2016
● Created Employee Time: November 1, 2016 - November 2, 2016
Result 1: The rule function returns 23 days. Depending on this result, an error can be thrown to avoid the
creation of the employee time.
Example Details 2:
● Existing Employee Time: October 1, 2016 – October 31, 2016
● Existing Employee Time will be updated: November 1, 2016 - November 2, 2015
Result 2: The rule function returns 2 days. Depending on this result, an error can be thrown to avoid the
creation of the employee time.
Example Details 3:
● Existing Employee Time: February 15, 2016 - February 20, 2016 (5 days)
● Existing Employee Time: December 12, 2016 - January 10, 2017 (15 days in 2015)
● Created Employee Time: November 1, 2016 - November 2, 2016 (2 days)
Result 3: The rule function returns 22 days. Depending on this result, an error can be thrown to avoid the
creation of the employee time.
6.5.1.5
Get Absence In Days For Period Based On Working
Days For Time Types Excluding Weekdays()
With this rule function, you can exclude the weekdays of your choice when getting the sum total of absence
days.
The calculation considers the work schedule as well as the holiday calendar assigned to the employee. This rule
function considers the Approved, Pending, and Pending Cancellation Employee Time statuses for calculating
absence days or hours. For cross-midnight absences, the absence is considered based on the working day to
which the absence belongs.
Here’s an example of a situation where you might want to do that.
As an employer, you want to provide your employees with meal vouchers for lunch using Employee Central
Global Benefits. At the beginning of each month, employees receive one meal voucher for each day worked
during the previous month. As such, in order to calculate the individual number of meal vouchers for each
employee, the employee’s absences need to be deducted from the number of planned working days according
to the employee’s work schedule.
However, on one weekday (say Friday), employees leave work prior to lunch, so Fridays are excluded from the
sum of working days. If, in addition to that, an employee records an absence on Friday, the rule function avoids
deducting this day twice from the final number by excluding it from the calculation of absence days.
For cross midnight absences, the absence is considered based on the working day to which the absence
belongs.
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 Note
This rule function does not work for Leave of Absence time types, or for absences with undetermined end
dates.
Input Parameters
For this field
Make this entry
User ID
Select the user for which the start time of the working day
should be calculated.
Start Date
The start date of the time period for which you want to cal­
culate.
End Date
The end date of the time period for which you want to calcu­
late.
Weekdays to be Excluded
Select the Get Weekdays() rule function, and choose one or
more days you want to exclude from calculation.
Employee Time (optional)

Note
This is only relevant if you use the rule function in a Take
rule.
Enter the employee time that will be modified or created
when the Take rule is triggered.
Time Types
Select time types. These are used to select employee times
for calculation.

Note
Please only use time types with the time type category
Absence for this rule function. Otherwise it can lead to
errors.
Examples
Let’s look at some examples.
Here’s the data for A.N.Other’s absence calculation.
User ID: A.N. Other
Start Date = July 1, 2019
End Date = July 31, 2019
Time Types: “Vacation”, 'Sick Leave'
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Weekdays: "Friday"
Prerequisites: User A.N. Other has a work schedule: Monday - Friday 8 hours, Saturday and Sunday 0 hours.
Example Details 1: Existing Employee Times
Employee Time: MON, July 8, 2019 - FRI, July 12, 2019
Result: The rule function returns 4 days.
Example Details 2: Existing Employee Times
Employee Time: MON, July 8, 2019 - THU, July 11, 2019
Result: The rule function returns 4 days.
Example Details 3: Existing Employee Times
Employee Time: FRI, July 12, 2019
Result: The rule function returns 0 days.
Cross-Midnight Example:
Here’s the data for A.N.Other’s absence calculation.
User ID: A.N. Other
Start Date = October 1, 2020
End Date = October 20, 2020
Time Types: "SPECIAL LEAVE"
Weekdays: "Friday"
Prerequisites: User A.N. Other has a cross-midnight work schedule: Monday - Friday 8 hours from 10pm to
6am (next day), Saturday and Sunday 0 hours.
Prerequisites: No holidays in selection period October 1, 2020 - October 20, 2020.
Result
Taken Leave of Type "SPECIAL LEAVE"
September 30, 2020 – September 30, 2020 (in detail September 30, 2020 10pm until October 1, 2020 6am,
which belongs to the working day September 30, 2020)=> 0 days, because the working hours laying on
October 1st belong to the working day of September 30, 2020 and so are not considered.
October 5, 2020 - October 10, 2020 (in detail October 5, 2020 10pm until October 11, 2020 6am) => 4 work
schedule days, cause Friday (October 9, 2020) is excluded.
October 20, 2020 – October 22, 2020 (in detail October 20, 2020 10pm until October 23, 2020 6am)=> 1 day
within selection period (October 20, 2020 10pm until October 21, 2020 6am). The hours physically lying on
October 21, 2020 are considered as well, because they belong to the working day started on October 20, 2020
and mark the working day starting on October 20, 2020 as full absence.
The rule function returns 5 days.
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6.5.1.6
Get Absence In Days For Period Based On Working
Days For Leave Of Absence Time Types()
This rule function calculates the number of absence days during a given duration for the given time types.
The calculation considers the work schedule as well as the holiday calendar assigned to the employee. This rule
function considers the Approved, Pending, and Pending Cancellation Employee Time statuses for calculating
absence days or hours. For cross-midnight absences, the absence is considered based on the working day to
which the absence belongs.
● You can use this rule function for the time type setting Duration display according to calendar days as well
as for work schedule days.
● You can use it to prorate accruals in an accrual rule scenario, or to raise validation errors in Take rules.
● You can specify whether the holiday calendar should be considered or not.
 Note
This rule function returns the result in working days. If you want to see the result in calendar days, you
should use the Get Absence In Days For Period Based On Calendar Days() rule function instead.
Reduced Scope
● This rule function can only be used for leave for absence time types.
● It cannot get absence days for a period of time longer than one year.
● The start date of the period cannot fall after the end date.
Input Parameters
For this field
Make this entry
User ID
Select the user for which the absence days should be calcu­
lated.
Start Date
Enter the start date of the period for which the absence days
should be calculated.
End Date
Enter the end date of the period for which the absence days
should be calculated.
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For this field
Time Types
Make this entry
Select time types. These are used to select employee times
for calculation.

Note
Please only use time types with the time type category
Absence for this rule function. Otherwise it can lead to
errors.
Employee Time (optional)
This is only necessary if you want to use the rule function in
a Take rule.
Consider Holidays
Specify whether holidays should be taken into account when
calculating absence days.
Behavior in Case of Errors
If the Start Date is greater than the End Date, the rule execution is stopped and an error message is shown.
If the value between Start Date and the End Date is greater than 12, the rule execution is stopped and an error
message is shown.
If the Start Date, End Date, User ID, Consider Holiday, or Time Type is null, the rule execution is stopped and an
error message is shown.
If you select a time type that is not a Leave of Absence time type, the rule execution is stopped and an error
message is shown.
Example #1: Using the Rule Function in an Accrual Rule
In this example, let's assume we have the following scenario:
● Employee's work schedule: Monday to Friday, 8 hours each day
● Existing absences:
○ October 1st 2019 - October 6th 2019 (Tuesday to Sunday); Time Type = Leave of Absence 1
○ October 31st 2019 - November 5th 2019 (Thursday to Tuesday); Time Type = Leave of Absence 2
● Public holiday (full day) on Friday October 3rd 2019
● Employee does not accrue leave in the accrual period if they take more than a specified number of leave of
absence days within that period.
You run the rule function with these parameters:
● User ID: Employee's ID
● Start Date: October 1st 2019
● End Date: October 31st 2019
● Time Type External Codes: Leave of Absence 1; Leave of Absence 2
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And you get the following results:
● If you selected Consider Holidays, the result is 5 days.
The first leave request is counted in its entirety, but only October 1st 2019 to October 4th 2019 are working
days (4 days). From the second leave request, only October 31st 2019 falls within the selection period, and
it's a working day (1 day).
● If you didn't select Consider Holidays, the result is 4 days.
The first leave request is counted in its entirety, but only October 1st, 2nd, and 4th 2019 are working days
(3 days). From the second leave request, only October 31, 2019 is within the selection period, and it's a
working day (1 day).
Example #2: Using the Rule Function in a Take Rule
In this example, we have the following scenario:
● Employee's work schedule: Monday to Friday, 8 hours each day
● Existing absences:
○ October 1st 2019 - October 6th 2019 (Tuesday to Sunday); Time Type = Leave of Absence 1
○ October 31st 2019 - November 5th 2019 (Thursday to Tuesday); Time Type = Leave of Absence 2
● Employee Time in creation: December 1st 2019 to December 5th 2019 (Tuesday to Saturday); Time Type
= Leave of Absence 1
● Public holiday (full day) on Friday October 3rd 2019
● Employee is allowed to take a maximum of 25 days leave in calendar year 2019.
You run the rule function with these parameters:
● User ID: Employee's ID
● Start Date: January 1st 2019
● End Date: December 31st 2019
● Time Type External Codes: Leave of Absence 1; Leave of Absence 2
● Employee Time: EmployeeTime
And you get the following results:
● If you selected Consider Holidays, the result is 12 days.
The first leave request is counted in its entirety, but only October 1st to October 4th 2019 are working days
(4 days). From the second leave request, 4 working days are counted. And from the leave request, 4 days
are counted (Tuesday to Friday, since Saturday and Sunday are non-working days).
● If you didn't select Consider Holidays, the result is 11 days.
The first leave request is counted in its entirety, but only October 1st, 2nd, and 4th 2019 are working days
(3 days). From the second leave request, there are 4 working days. And the employee time in creation has 4
working days as well.
● The total number of leave days is less than 25. As such, if you specified that an error message should
appear if the number of leave days in a year exceeds 25, no error message will be produced in this case.
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6.5.1.7
Get Absence in Days For Period with Threshold()
This rule function calculates the sum of absence days in a given period for the time types provided where
individual Employee Time duration exceeds a given threshold value.
The calculation considers the work schedule as well as the holiday calendar assigned to the employee. This rule
function considers the Approved, Pending, and Pending Cancellation Employee Time statuses for calculating
absence days or hours. For cross-midnight absences, the absence is considered based on the working day to
which the absence belongs.
If an Employee Time does not fall into the rule function period completely, but overlaps, only the days within the
period are considered. Please refer to the examples for more details.
For cross-midnight absences, the absence is considered based on the working day to which the absence
belongs.
This rule function can carry out this calculation in two different ways based on the value of indicator parameter:
● Count All Days In Range
Identify all Employee Times for which absence duration individually exceeds threshold. For all these
Employee Times, calculate sum of total absence days in each Employee Time.
● Count Only Days Above Threshold
Identify all Employee Times for which absence duration individually exceed threshold. For all these
Employee Times, calculate sum of those absence days in each Employee Time which exceed threshold
value.
This calculation is based on calendar days and does not take into account the work schedule or public holiday
calendar as mentioned in employee’s job info. If a one day Employee Time is considered, the number of days is
taken from the quantity in days field, meaning 0.5 days for a half day absence.
The rule function can be used in the accrual rule for time account types where any accrual to be posted needs
to consider the impact of other absences that the employee has taken in the specified time frame.
Input Parameters
For This Field
Make This Entry
User ID
Select the User field. This is the user for which the absence
days should be calculated where each Employee Time has a
duration that exceeds the Threshold value.
Start Date
Start date of duration in which absences are to be consid­
ered for calculation. You can use the start date of accrualRu­
leParameters.
End Date
End date of duration in which absences are to be considered
for calculation. You can use the end date of accrualRulePara­
meters.
Threshold
This is used to specify the limit that is compared with dura­
tion of each Employee Time to identify whether that Em­
ployee Time needs to be considered for calculation or not.
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For This Field
Make This Entry
Counting Method
Specifies whether for each relevant Employee Time whether:
total days or only the part that exceeds the threshold value
are used for the calculation of total absence days. Possible
values are:
Time Types
●
Count All Days In Range
●
Count Only Days Above Threshold
Select time types. These are used to select employee times
for calculation.

Note
Please only use time types with the time type category
Absence for this rule function. Otherwise it can lead to
errors.
Examples
Example 1
Here is data to calculate the total number of absences that an employee has taken from January 1 to December
31 2015 which were of type leave without pay (LWOP) and unauthorized leave (UNAL) with a duration of more
than 5 days for each absence:
● User ID: A.N. Other
● Start Date: January 1, 2015
● End Date: December 31, 2015
● Threshold: 5
● Counting Method: Count All Days in Range
● “LWOP”, “UNAL”.
The employee has taken the following absences during 2015:
● Leave without pay from March 2, 2015, to March 10, 2015 (exceeds threshold of 5 days)
● Leave without pay from May 15, 2015, to May, 16, 2015 (does not exceed threshold of 5 days)
● Unauthorized leave from October 1, 2015, to October 15, 2015 (exceeds threshold of 5 days)
● Result 1: Rule function returns 24 because:
○ For the first Employee Time: Threshold of 5 days is exceeded = 9 days
○ For the second Employee Time: Threshold of 5 days is not exceeded = 0 days
○ For third Employee Time: Threshold of 5 days is exceeded = 15 days
Example 2
Here is data to calculate the total number of absences that an employee has taken from January 1 to December
31 2015 which were of type leave without pay (LWOP) and unauthorized leave (UNAL) with a duration of more
than 5 days for each absence:
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● User ID: A.N. Other
● Start Date: January 1, 2015
● End Date: December 31, 2015
● Threshold: 5
● Counting Method: Count Only Days Above Threshold
● “LWOP”, “UNAL”
The employee has taken the following absences during 2015:
● Leave without pay from March 2, 2015, to March 10, 2015 (exceeds threshold of 5 days)
● Leave without pay from May 15, 2015, to May, 16, 2015 (does not exceed threshold of 5 days)
● Unauthorized leave from October 1, 2015, to October 15, 2015 (exceeds threshold of 5 days)
● Result 2: Rule function returns 14 because:
○ For the first Employee Time: Threshold of 5 days is exceeded by 4 days = 4 days
○ For the second Employee Time: Threshold of 5 days is not exceeded = 0 days
○ For third Employee Time: Threshold of 5 days is exceeded by 10 days = 10 days
Example 3
Here is data to calculate the total number of absences that an employee has taken from January 1 to December
31 2015 which were of type leave without pay (LWOP) and unauthorized leave (UNAL) with a duration of more
than 5 days for each absence:
● User ID: A.N. Other
● Start Date: January 1, 2015
● End Date: December 31, 2015
● Threshold: 5
● Counting Method: Count Only Days Above Threshold
● “LWOP”, “UNAL”
Employee has taken following absences during year 2015:
● Leave without pay from December 28, 2014, to January 10, 2015 (exceeds threshold of 5 days)
● Leave without pay from May 15, 2015, to May, 16, 2015 (does not exceed threshold of 5 days)
● Unauthorized leave from December 28, 2015, to January 10, 2016 (exceeds threshold of 5 days)
● Result 3: Rule function returns 9 because:
○ For the first Employee Time: Threshold of 5 days is exceeded by 5 days within selection period. Days in
December 2014 are not considered = 10 days.
○ For the second Employee Time: Threshold of 5 days is not exceeded = 0 days.
○ For third Employee Time: Threshold of 5 days is not exceeded within selection period. Days in January
2016 are not considered = 0 days.
Example 4
Here is data to calculate the total number of absences that an employee has taken from January 1 to December
31 2015 which were of type leave without pay (LWOP) and unauthorized leave (UNAL) with a duration of more
than 5 days for each absence:
● User ID: A.N. Other
● Start Date: January 1, 2015
● End Date: December 31, 2015
● Threshold: 5
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● Counting Method: Count All Days In Range
● “LWOP”, “UNAL”
Employee has taken following absences during year 2015:
● Leave without pay from December 28, 2014, to January 10, 2015 (exceeds threshold of 5 days)
● Leave without pay from May 15, 2015, to May, 16, 2015 (does not exceed threshold of 5 days)
● Unauthorized leave from December 28, 2015, to January 10, 2016 (exceeds threshold of 5 days)
● Result 4: Rule function returns 10 because:
○ For the first Employee Time: Threshold of 5 days is exceeded by 5 days within selection period. Days in
December 2014 are not considered at all = 5 days
○ For the second Employee Time: Threshold of 5 days is not exceeded = 0 days
○ For third Employee Time: Threshold of 5 days is exceeded within selection period. Days in January
2016 are not considered at all = 0 days
Example 5: Cross Midnight
Here is data to calculate the total number of absences that an employee has taken from July 1 to July 31 2020
which were of type leave without pay (LWOP) and unauthorized leave (UNAL) with a duration of more than 5
days for each absence. The user has a cross-midnight work schedule Monday to Friday 10pm to 6am, Saturday
and Sunday are not working days.
● User ID: A.N. Other
● Start Date: July 1, 2020
● End Date: July 31, 2020
● Threshold: 5
● Counting Method: Count All Days in Range
● “LWOP” (Leave without pay), “UNAL” (Unauthorized leave)
Employee has taken following absences during July 2020:
● Leave without pay from July 3, 2020 to July 7, 2020, which means the shift starting on July 7, 2020 is
included in the absence and the absence ends physically on July 8, 2020 6am (does not exceed threshold
of 5 days)
● Leave without pay from July 10, 2020 to July 20, 2020 (exceeds threshold of 5 days)
● Unauthorized leave from July 28, 2020 to August 10, 2020 (does not exceed threshold of 5 days)
● Result 5: Rule function returns 11 because:
○ For the first Employee Time: Threshold of 5 days is not exceeded; July 8, 2020 is not considered
because it belongs to July 7th where the shift starts = 0 days
○ For the second Employee Time: Threshold of 5 days is exceeded by 6 days = 11 days
○ For third Employee Time: Threshold of 5 days is not exceeded within selection period = 0 days
6.5.1.8
Get Absence In Hours For Period()
This function calculates cumulated absence hours for the given date period and a given time type.
The calculation considers the work schedule as well as the holiday calendar assigned to the employee. This rule
function considers the Approved, Pending, and Pending Cancellation Employee Time statuses for calculating
absence days or hours. For cross midnight absences, the absence is considered based on the working day to
which the absence belongs.
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If the time type is relevant for leave of absence, the rule function returns 0 hours because leave of absence
calculation is only based on calendar days. If it is a flexible requesting time type based on unit days, the rule
function returns 0 hours.
 Note
● If you use this rule function in a take rule and the time type of the employee time triggering the take
rule is the same as the rule function time type, the employee time that triggers the rule is not
considered because it is not yet saved.
● If an employee time is edited, the absence in hours from the existing employee time is covered. You can
subtract that existing employee time quantity in hours later and add the result of the current employee
time.
● If no start date or end date is specified, the return is 0.
Input Parameters
For This Field
Make This Entry
User ID
Select the User field. This is the user for which the absence
hours should be calculated.
Time Type External Code
Enter the time type external code the rule should be exe­
cuted for.
Start Date
Period start date
End Date
Period end date
Examples
Let’s look at some examples.
Example 1
Here’s the data for A.N.Other’s absence calculation.
User ID: A.N. Other
Time Type External Code: Enter text "SPECIAL LEAVE".
Start Date = October 1, 2017
End Date = October 31, 2017
Prerequisites: User A.N. Other has a work schedule: Monday - Friday 8 hours, Saturday and Sunday 0 hours. He
also has a holiday calendar with October 3, 2017 marked as a full holiday.
Result
Taken Leave of Type "SPECIAL LEAVE"
● October 1, 2017 – October 4, 2017 => 16 hours because October 1st, 2017 is a Sunday with 0 working hours
and October 3rd, 2017 is a full holiday with 0 working hours.
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● October 31, 2017 – November 4, 2017 => 8 hours within October.
● The rule function returns 24 hours.
Example 2 Cross Midnight
Here’s the data for A.N.Other’s absence calculation.
User ID: A.N. Other
Time Type External Code: Enter text "SPECIAL LEAVE".
Start Date = October 1, 2020
End Date = October 20, 2020
Prerequisites: User A.N. Other has a work schedule: Monday - Friday 8 hours from 10pm to 6am (next day),
Saturday and Sunday 0 hours. He also has a holiday calendar with October 3, 2020 marked as a full holiday.
Result
Taken Leave of Type "SPECIAL LEAVE"
● September 30, 2020 – October 1, 2020 (in detail September 30, 2020 10pm until October 2, 2020 6am,
which belongs to the working day October 1, 2020)=> 8 hours, because only the working day starting on
October 1st is considered, which is October 1, 2020 10pm until October 2, 2020 6am. October 1 midnight
until 6am belongs to the working day starting on September 30, 2020 and is not considered here.
● October 20, 2020 – October 22, 2020 (in detail October 20, 2020 10pm until October 23, 2020 6am) => 8
hours within selection period (October 20, 2020 10pm until October 21, 2020 6am). The hours physically
lying on October 21, 2020 are considered as well because they belong to the working day starting on
October 20, 2020.
● The rule function returns 16 hours.
6.5.1.9
Get Absence In Hours For Period For Time Types()
This function calculates the cumulated absence hours for the given duration and given time types.
The calculation considers the work schedule as well as the holiday calendar assigned to the employee. This rule
function considers the Approved, Pending, and Pending Cancellation Employee Time statuses for calculating
absence days or hours. For cross-midnight absences, the absence is considered based on the working day to
which the absence belongs.
Regardless of the unit used in the time type (hours or days), the rule function returns the absence in hours. If
the time type is relevant for leave of absence, the rule function returns 0 hours because leave of absence
calculation is only based on calendar days.
For the calculation the quantity in hours field on the Employee Time and Employee Time Calendar is
considered. The calculation is based on the employee's work schedule and holiday calendar.
For cross-midnight absences, the absence is considered based on the working day to which the absence
belongs.
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Input Parameters
For This Field
Make This Entry
User ID
Select the User field. This is the user for which the start time
of the working day should be calculated.
Start Date
Duration start date.
End Date
Duration end date.
Employee Time
The employee time is only necessary if you use the rule func­
tion in a take rule. This should be the employee time being
modified or created when the take rule is triggered.
Time Types
Select time types. These are used to select employee times
for calculation.

Note
Please only use time types with the time type category
Absence for this rule function. Otherwise it can lead to
errors.
Use Case 1: Accrual Rule
This rule function can be used in the accrual rule for a time account type where the accrual to be posted needs
to consider the impact of other absences (like leave without pay) the employee has taken in a specified time
frame.
For example, this rule function can be used to calculate the total number of absences that employee has taken
from January 1, 2016, to December 31, 2016, which were of type leave without pay and unauthorized leave.
Examples
Here is data to calculate the total number of days of leave without pay (time type: LWOP) and unauthorized
leave (time type: UNAL) during the year 2016 during accrual rule processing:
User ID: A.N. Other
Start Date = January 1, 2016
End Date = December 31, 2016
Time Types: “LWOP”, “UNAL”
Work schedule pattern : Monday to Friday are working days of 8 hours each.
Example Details 1: Existing Employee Times
October 3, 2016 – October 5, 2016
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Result 1: The rule function returns 24 hours.
Example Details 2: Existing Employee Times
No employee times.
Result 2: The rule function returns 0 hours.
Example Details 3: Existing Employee Times
● February 15, 2016 - February 16, 2016 (16 hours)
● December 30, 2016 - January 10, 2017 (8 hours)
Result 3: The rule function returns 24 hours.
Use Case 2: Take Rule
This rule function can be used in a take rule to check whether someone is allowed to apply for or modify the
absence.
For example, the rule function can be used to calculate absence in terms of total number of working hours that
the employee has taken from January 1, 2016, to December 31, 2016, which were of type leave without pay and
unauthorized leave. If these leaves exceed a specific number, for example 20 hours, then the employee cannot
create the absence record for future leave.
The processing action (Create, Edit, Cancel) is part of the take rule parameters. Depending on this action, you
can use the rule function to get the current number of calendar days, taken by the time type of the current
employee time. If the action is Create or Edit, forward the employee time to the rule function. In the case of
Cancel, it does not make sense to call the rule function at all.
Examples
Here's the data to calculate total number of days taken of Time Type: Vacation during the year 2016:
User ID: A.N. Other
Start Date = January 1, 2016
End Date = December 31, 2016
Time Types: “Vacation”
Results
Example Details 1:
● Existing Employee Time: October 1, 2016 – October 31, 2016
● Created Employee Time: November 1, 2016 - November 2, 2016
Result 1: The rule function returns 32 hours. Depending on this result, an error can be thrown to avoid the
creation of the employee time.
Example Details 2:
● Existing Employee Time: October 1, 2016 – October 31, 2016
● Existing Employee Time will be updated: November 1, 2016 - November 2, 2015
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Result 2: The rule function returns 16 days. Depending on this result, an error can be thrown to avoid the
creation of the employee time.
Example Details 3:
● Existing Employee Time: February 15, 2016 - February 17, 2016 (27 days)
● Existing Employee Time: December 30, 2016 - January 10, 2017 (8 hours in 2016)
● Created Employee Time: November 1, 2016 - November 2, 2016 (16 hours)
Result 3: The rule function returns 51 hours. Depending on this result, an error can be thrown to avoid the
creation of the employee time.
Example 4: Cross Midnight:
Here’s the data for A.N.Other’s absence calculation.
User ID: A.N. Other
Time Type External Code: Enter text "SPECIAL LEAVE".
Start Date = October 1, 2020
End Date = October 20, 2020
Prerequisites: User A.N. Other has a cross-midnight work schedule: Monday - Friday 8 hours from 10pm to
6am (next day), Saturday and Sunday 0 hours. He also has a holiday calendar with October 3, 2020 marked as
a full holiday.
Result
Taken Leave of Type "SPECIAL LEAVE"
● September 30, 2020 – October 1, 2020 (in detail September 30, 2020 10pm until October 2, 2020 6am,
which belongs to the working day October 1, 2020)=> 8 hours, because only the working day starting on
October 1 is considered, which is October 1, 2020 10pm until October 2, 2020 6am. October 1 midnight
until 6am belongs to the working day starting on September 30, 2020 and is not considered here.
● October 20, 2020 – October 22, 2020 (in detail October 20, 2020 10pm until October 23, 2020 6am)=> 8
hours within selection period (October 20, 2020 10pm until October 21, 2020 6am). The hours physically
lying on October 21, 2020 are considered as well because they belong to the working day starting on
October 20, 2020.
The rule function returns 16 hours.
6.5.1.10 Get Completed Months Of Time Types In Period()
This rule function calculates the number of complete months for which the employee was absent in a given
period for the time types provided. The calculation is based on full calendar months covered during the
absence and does not include partial months.
The rule function can be used in accrual rules for time account types where the accrual to be posted needs to
consider the impact of other absences including full months that an employee has taken in the specified time
frame. Each absence is considered separately and a month is only counted if it is fully covered by one absence.
Please refer to the second example for more details. For cross-midnight absences, the absence is considered
based on the working day to which the absence belongs to. Please refer to the third example for more details.
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Input Parameters
For This Field
Make This Entry
User ID
Select the User field. This is the user for which the total num­
ber of absence days should be calculated.
Start Date
First day of duration in which absences are to be considered
for calculation. You can use the start date of accrualRule­
Parameters.
End Date
Last day of duration in which absences are to be considered
for calculation. You can use the end date of accrualRulePara­
meters.
Time Types
Select time types. These are used to select employee times
for calculation.

Note
Please only use time types with the time type category
Absence for this rule function. Otherwise it can lead to
errors.
Examples
Example 1
Here is data to calculate number of complete months covered by leave without pay leave (Time Type: LWOP)
and unauthorized leave (Time Type: UNAL) during year 2015 during accrual rule processing:
User ID: A.N. Other
Start Date = January 1, 2015
End Date = December 31, 2015
Time Types: “LWOP”, “UNAL”
Example Details 1
The employee has taken the following absences during 2015:
● Leave without pay from February 1, 2015, to March 16, 2015.
● Leave without pay from April 3, 2015, to May 4, 2015.
● Unauthorized leave from September 28, 2015, to December 12, 2015.
Result 1: The rule function returns 3 because February, October and November months are fully covered by
absences of time types LWOP and UNAL. March, April, May, September and December months have absences
of time types LWOP and UNAL, but these absences do not cover these months fully.
Example Details 2
The employee has taken the following absences during 2015:
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● Leave without pay from February 1, 2015, to March 16, 2015.
● Leave without pay from March 17, 2015, to March 31, 2015.
Result 2: The rule function returns 1 because each Employee Time is considered separately. This means that
March is not covered fully.
Example 3: Cross Midnight
Here is data to calculate the number of complete months covered by leave without pay leave (Time Type:
LWOP) and unauthorized leave (Time Type: UNAL) during year 2020 during accrual rule processing:
User ID: A.N. Other
Start Date = January 1, 2020
End Date = December 31, 2020
Time Types: “LWOP”, “UNAL”
Prerequisites: User A.N. Other has a cross-midnight work schedule. Monday to Friday he is working from 10
p.m. to 6 a.m. Saturday and Sunday are non working days.
Example Details 3:
The employee has taken the following absences during 2020:
● Leave without pay from February 20, 2020 (10 p.m.), to March 30, 2020 (this absence includes the shift
starting on March 30, means physically the absence ends on March 31 at 6 a.m.)
● Unauthorized leave from April 1, 2020 (10 p.m.), to May 4, 2020.
Result 3: The rule function returns 1 because only April is fully covered by time type UNAL. Although there is a
part of the working day for April for midnight until 6am, which is not covered by the absence, the month is
completely counted because this part belongs to the day the shift starts on - March 31, 2020). March is not
fully covered because March 31, 2020 is not part of the first absence request.
6.5.1.11 Get Number of Absences for Period for Time Types()
This function calculates the number of absences of a list of time types within a given period.
An absence is also considered if it overlaps partially with the given period. For cross midnight absences, the
absence is considered based on the working day to which the absence belongs.
Input Parameters
For This Field
Make This Entry
User
Select the User field. This is the user for which the number of
absences is calculated.
Start Date
Select period start date.
End Date
Select period end date.
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For This Field
Time Types
Make This Entry
Select time types. These are used to select employee times
for calculation.

Note
Please only use time types with the time type category
Absence for this rule function. Otherwise it can lead to
errors.
Examples
Let's look at some examples.
Example 1
User: A.N. Other
Start Date: January 1, 2017
End Date: December 31, 2017
Time Types: Vacation; Sickness
Existing Absences for this user:
● December 20, 2016 – January 1, 2017; Time Type = Sickness
● May 1, 2017 – May 5, 2017; Time Type = Special Leave
● June 1, 2017 – June 10, 2017; Time Type = Vacation
Result
The number of absences is 2.
The Sickness absence is counted because it overlaps with the period and the time type is part of the time types
list.
The Vacation absence is counted because it is completely within the period and the time type is part of the time
types list.
The Special Leave is not counted because it is not part of the time types list.
Example 2: Cross Midnight
User: A.N. Other
Start Date: July 1, 2020
End Date: July 31, 2020
Time Types: Vacation; Sickness
Prerequisites: User A.N. Other has a cross midnight work schedule. He is working Monday to Friday from 10pm
to 6am. Saturday and Sunday are non working days.
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Existing Absences for this user:
● June 15, 2020 - June 30, 2020 (in detail June 15, 2020 10pm to July 1, 2020 6am); Time Type = Sickness
● July 3, 2020 - July 3, 2020 (in detail July 3, 2020 10pm to July 4, 2020 6am); Time Type = Special Leave
● July 30, 2020 - August 30, 2020 (in detail July 30, 2020 10pm to August 31, 2020 6am); Time Type =
Vacation
Result
The number of absences is 1.
The Sickness absence is not counted because it does not overlap with the period. Although the absence ends
on July 1, 2020 6am, this belongs to the shift starting on June 30, 2020 and is not counted.
The Vacation absence is counted because it overlaps with the period and the time type is part of the time types
list.
The Special Leave is not counted because it is not part of the time types list.
6.5.1.12 Has Absences In Period()
This rule function returns whether any active absences exist in a given period or after a given start date. For
cross-midnight absences, the absence is considered based on the working day to which the absence belongs.
Input Parameters
For this parameter...
Make this entry:
User ID
User ID for which active absences have to be checked.
Start Date
Enter a start date. Example: Termination date.
End Date (optional)
Enter an end date if you would like to.
Time Types (optional)
Enter one or more time types for which active absences have to be checked. Active absen­
ces are absences with status Pending, Pending Cancellation, and Approved. You can only en­
ter time types classified as Absence time types. If you do not enter any time types, all ab­
sences will be checked.
Examples
Let's look at some examples.
Example 1: Overlapping Absence
A.N. Other's data looks like this:
● User ID: A.N.Other
● Start Date: November 5, 2014
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● End Date: Empty
● Time Type External Code: Empty
Prerequisites: A.N.Other has a work schedule. He works Monday to Friday from 8am to 5pm. Saturday and
Sunday are non-working days.
Existing absences for this user:
● October 1, 2014 - October 4, 2014: Time Type - Vacation
● October 31, 2014 - November 5, 2014: Time Type - Vacation
Result: The result is Yes, because the second Employee Time overlaps with the rule function period.
Example 2: No Absence
A.N. Other's data looks like this:
● User ID: A.N.Other
● Start Date: October 5, 2014
● End Date: October 10, 2014
● Time Type External Code: Empty
Prerequisites: A.N.Other has a work schedule. He works Monday to Friday from 8am to 5pm. Saturday and
Sunday are non-working days.
Existing absences for this user:
● October 1, 2014 - October 4, 2014: Time Type - Vacation
● October 31, 2014 - November 5, 2014: Time Type - Vacation
Result: The result is No, because no Employee Time overlaps with the rule function period.
Example 3: Cross Midnight with Overlapping Absence
A.N. Other's data looks like this:
● User ID: A.N.Other
● Start Date: July 1, 2020
● End Date: July 31. 2020
● Time Types: Vacation, Sickness
Prerequisites: A.N.Other has a cross-midnight work schedule. He works Monday to Friday from 10pm to 6am.
Saturday and Sunday are non-working days.
Existing absences for this user:
● June 15, 2020 - June 30, 2020 (in detail June 15, 2020, 10pm, to July 1, 2020, 6am): Time Type = Sickness
● July 3, 2020 - July 3, 2020 (in detail July 3, 2020, 10pm, to July 4, 2020 6am): Time Type = Special Leave
● July 30, 2020 - August 30, 2020 (in detail July 30, 2020, 10pm to August 31, 2020, 6 am): Time Type =
Vacation
Result
● The number of absences is 1.
● The Sickness absence is not counted because it does not overlap with the period. Although the absence
ends on July 1, 2020 6am, this belongs to the shift starting on June 30, 2020 and is not counted.
● The Vacation absence is counted because it overlaps with the period and the time type is part of the time
types list.
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● The Special Leave is not counted because it is not part of the time types list.
6.5.1.13 Is Consecutive Limit for Time Type Reached()
This function returns whether the limit of consecutive days or hours has already been reached considering the
current (created, edited) employee time.
Here's a sample use case: the employee should not be allowed to take more than 3 consecutive days of sick
leave. The function is able to identify consecutive days also if there are multiple employee times created - for
example, one for each day.
The rule function supports changes to the work schedule if the work schedule change is within the consecutive
employee times. And it works for both days and hours. You can simply enter the quantity in the unit that is
relevant for your time type.
If you choose Work Schedule as a basis, the rule function checks the next and previous working days, based
on the work schedule and considering holidays.
If you choose Calendar Days as a basis, the rule function checks the next and previous calendar days.
In the case of a partial day absence, the rule function behaves differently depending on whether the employee
times are based on duration or clock times. Duration-based half day absences are always considered if there is
a second absence before or after to ensure that the limit is not exceeded. On the other hand, for clock-time
based half day absences the absence is considered based on the work schedule, which shows if there is a gap
the employee is working on or not. Please see example 9 for more details.
 Restriction
● The function is not supported for flexible requesting.
● The function is not supported for situations where the time type is based on hours and the rule
function is based on calendar days.
● The function cannot count further than one month from the end date of a new Employee Time, or one
month backwards from the start date of a new Employee Time.
Input Parameters
For this parameter
Make this entry
Employee Time
Enter the employee time created or changed.
Based On
Decide how the consecutive days should be identified. If you
choose calendar days, non-working days are considered as
well and no holidays are considered. If you choose work
schedule, only working days based on work schedule are
considered, as well as holidays.
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For this parameter
Make this entry
Limit
Enter a limit quantity here in the same unit as the corre­
sponding time type in the employee time. Examples: 3 (days)
or 24 (hours).
Details And Examples
Defining Behavior for Employee Times Based On Durations
● Example 1A
Maximum 3 consecutive days (based on work schedule). Employee Times on the database are employee
times of the same time type as the requested one.
If you request a full-day employee time, the rule functions checks all previous working days and nonworking days and sums up the working days until there is a working day which has some open booking
quantity. Likewise, it processes all subsequent working days and non-working days in the same fashion.
Finally, it sums up both these numbers.
Result: Employee Time creation is not allowed because 3 consecutive working days (Friday, Monday, and
Tuesday) are already booked.
● Example 1B
Maximum 3 consecutive days (based on calendar days). Employee Times on the database are employee
times of the same time type as the requested one.
If you request a full-day employee time, the rule function checks all previous calendar days and sums them
up until there is a calendar day which has some open booking quantity. Likewise, it processes all
subsequent calendar days in the same fashion. Finally, it sums up both these numbers.
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Result: Employee Time creation is allowed because only 2 consecutive calendar days (i.e. Monday and
Tuesday) are already booked.
● Example 1C
Maximum 4 consecutive days (based on work schedule). Employee Times on the database are employee
times of the same time type as the requested one.
One single Employee Time on the database which encloses non-working days. Every non-working day
enclosed counts as zero days when based on work schedule.
Result: The creation of new employee time is allowed because the number of consecutive working days
already booked are is only 3 days (i.e. Friday, Monday, and Tuesday). So here it sums up Tuesday, Monday
and Friday and therefore it is still allowed to create a new employee time.
● Example 1D
One single Employee Time on the database which encloses non-working days. Every non-working day
enclosed counts as one day when based on calendar days.Maximum 4 consecutive days (based on
calendar days). Employee Times on the database are employee times of the same time type as the
requested one.
Result: The creation of new employee time is not allowed because the number of consecutive calendar
days already booked are 5 days.
● Example 2
Maximum 3 consecutive days (based on work schedule days). Employee Times on the database are
employee times of the same time type as the one requested.
Result: Employee Time creation is not allowed because this employee time would connect Tuesday and
Thursday and the sum of days would be 4.
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● Example 3
Maximum 3 consecutive days (based on work schedule). Employee Times on the database are employee
times of the same time type as the one requested.
ResultMaximum 4 consecutive days (based on: Employee Time creation is allowed because Wednesday is
not fully booked and therefore the rule function does not consider Thursday. The sum of consecutive days
is 2.5.
● Example 4
Maximum 3 consecutive days (based on work schedule). Employee Times on the database are employee
times of the same time type as the one requested.
Result: Employee Time creation is not allowed because the sum of employee times would be 3.5 days.
● Example 5
Maximum 3 consecutive days (based on work schedule). Employee Times on the database are employee
times of the same time type as the one requested.
If you request a half-day employee time, the rule function checks all previous working days and sums them
up until there is a working day with an open booking quantity. It also sums up all next working days until
there is a working day with an open booking quantity.
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Result: Employee Time creation is allowed. Adding the half-day employee time to the previous working
days produces a result of 2.5 and adding it to the next working days produces a result of 1.5. Both these
numbers are less than the permitted maximum of 3.
● Example 6
Maximum 3 consecutive days (based on work schedule) with half-day holiday. Employee Times on the
database are employee times of the same time type as the one requested.
If you request a half-day employee time and there is already another half day holiday on same day, the day
is fully booked and previous and next working days with same time type will be added together.
Result: Employee Time cannot be saved. Wednesday is fully booked because only half a day is open as the
rest of the day is taken up with a half-day holiday. So previous and next working days are added up. The
total is 3.5, which is above the limit.
● Example 7
Maximum 3 consecutive days (based on work schedule) with half-day employee time on same day.
Employee times on the database are employee times of the same time type as the one requested.
Result: Employee Time cannot be booked. There is already another half day employee time of the same
time type on that day (Wednesday). Therefore, next and previous working days are summed up, which is 4
and above the limit.
● Example 8
Maximum 2.5 consecutive days (based on calendar days) with half-day holiday on one of the days and
single employee time record spanning 3 days. Employee times on the database are employee times of the
same time type as the one requested.
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Result: Employee time can be booked because it sums up 2.5 consecutive calendar days which is equal to
the limit of 2.5 days. The behavior is same if the rule is based on work schedule.
● Example 9
Maximum 3 consecutive days (based on calendar days) with half-day employee time. Employee times on
the database are employee times of the same time type as the one requested.
Result: Employee Time cannot be booked. There is a two day Employee Time already on Sunday and
Monday as well as a half day Employee Time already on Saturday. As the employee is a duration-based
employee, it is not specified, where exactly the half day Employee Time is taken. Therefore it is considered
and there are already 2.5 days taken, which means another full day on Tuesday is not allowed.
Defining Behavior for Employee Times Based On Clock Times
Full-day bookings are handled in the same way as duration-based employee times, so examples 1A, 1B, and 2
work for clock times too.
However, half day holidays are not possible for a clock time employee, which means that example 6 cannot
apply.
To define consecutive clock times, the rule function identifies those employee times that are directly after each
other based on their start and end times. The employee time is at the beginning of a day if the start time is the
same as the start time defined in the corresponding work schedule for that specific day. The same is true for
end time.
● Example 1
Maximum 14 consecutive hours allowed (based on work schedule). Employee Times on the database are
employee times of the same time type as the one requested.
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Result: Employee Time can be saved because the end time (16:00) is not the end time of the work
schedule (18:00) on Monday. This means that the employee time is not consecutive to the employee time
on Tuesday.
● Example 2
Maximum 14 consecutive hours are allowed (based on work schedule). Employee Times on the database
are employee times of the same time type as the one requested.
Result: Employee Time cannot be saved because based on work schedule the start time (08:00) on
Wednesday is consecutive to the end time of the employee time (18:00) on Tuesday and the sum is 16
consecutive hours.
● Example 3
Maximum 14 consecutive hours are allowed (based on work schedule). Employee Times on the database
are employee times of the same time type as the one requested.
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Result: Employee Time can be saved because based on work schedule the start time (10:00) on
Wednesday is not consecutive to the start time of work schedule (08:00) on Wednesday. Also, the end
time (14:00) is not consecutive to the end time of the work schedule (18:00) on Wednesday. So, the
requested employee time record is not consecutive to the work schedule on that day.
6.5.2 Rule Functions depending on Working Time
6.5.2.1
Get End Time Of Working Day ()
This function calculates the end time of the working day on a given date.
It reads the work schedule associated with the user to calculate the end time of the date provided to the rule
function. The rule function returns a value in 24 hour clock format.
If the user applied for time off using clock times, you can use this rule function for specific validation against
the end of the day. This is typically done in a take rule (absence validation rule) that you can set to be triggered
when absence is created or modified.
For cross-midnight working days, the returned end time is on the next calendar day. Please refer to the crossmidnight example below.
The rule function returns null if:
● A duration-based work schedule is assigned to the user on the requested date.
● The requested date is a non-working day.
Input Parameters
For this parameter:
Make this entry:
User
Select the User field. This is the user for which the end time of working day should be calcu­
lated.
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For this parameter:
Make this entry:
Date
Date for which the end time is required
Example 1 - Non-Cross-Midnight Work Schedule
Let's look at an example.
Here’s the data for A.N.Other’s end time calculation:
● User ID: A.N. Other
● Date: Wednesday, July 1, 2020
Prerequisites: User A.N.Other should have the Clock Times time recording variant. The work schedule is
configured with Monday to Friday as working days, from 08:00 to 17:00. Saturday and Sunday are non-working
days.
Result: The rule function returns an end time of 17:00:00.
Example 2: Cross-Midnight Work Schedule
This time, A.N Other's information looks like this:
● User ID: A.N.Other
● Date: Monday, July 6, 2020
Prerequisites: User A.N.Other should have the Clock Times time recording variant. The work schedule is
configured with Monday to Friday as working days, from 22:00 to 06:00. Saturday and Sunday are nonworking days.
Result: The rule function returns an end time of 06:00:00, which is physically Saturday morning, but belongs to
the shift that starts on Friday.
6.5.2.2
Get Next Working Day()
This function determines the next working day for a user and a specific date.
Overview
The calculation is based either on work schedule only or on work schedule and holiday calendar. The function
tries to find the next working day within the next 365 days starting from the input date. In the case of a crossmidnight work schedule, the day the shift starts is defined as a working day. If there is no next working day, the
function returns “null”.
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The following constellations lead to “null” as the return value:
● The employee has no work schedule assigned in the future.
● The employee has a work schedule assigned, but the work schedule has no working days.
Input Parameters
For this parameter
User ID
Make this entry
Select the User field. This is the user for which the next
working day will be determined.
Date
Select a date, which is used as a basis to determine the next
working day.
Consider Holidays
Choose whether holidays should be considered or not. If hol­
idays are not considered, the next working date is deter­
mined based on the work schedule. If holidays are consid­
ered, the next working day is determined based on the work
schedule and holiday calendar. If the day is a working day in
the work schedule and there is no holiday, a none holiday, or
a half-day holiday, the day is a working day. If the day is not a
working day in the work schedule or there is a full holiday on
that day, it is a non-working day.
Example 1: Non-Cross-Midnight Work Schedule and Holidays Not Considered
Let's look at an example.
A.N.Other was hired on January 1, 2015 with a duration-based work schedule based on 8 hours working time
Monday - Friday. Saturday and Sunday are days off. There is a public full day holiday on May 4, 2015.
Here's the data used to determine A.N. Other's next working day:
● User ID: A.N.Other
● Date: May 1, 2015
● Consider Holidays: No
Result 1: May 1, 2015 is a Friday. The employee is not working on the next 2 days. so the function returns the
next Monday as the next working day: May 4, 2015, because holidays are not considered.
Example 2: Non-Cross-Midnight Work Schedule and Holidays Considered
Here's another example.
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A.N.Other was hired on January 1, 2015 with a duration-based work schedule based on 8 hours working time
Monday till Friday and Saturday and Sunday as days off. There is a public full day holiday on May 4, 2015.
Here's the data used to determine A.N. Other's next working day:
● User ID: A.N.Other
● Date: May 1, 2015
● Consider Holidays: Yes
Result 2: May 1, 2015 is a Friday. The employee is not working the next 2 days and the next working day is
actually a public holiday, so the function returns Tuesday as the next working day: May 5, 2015.
Example 3: Cross-Midnight Processing and Holidays Not Considered
Now we'll look at an example where cross-midnight processing is active.
A.N. Other was hired on January 1, 2015, with a cross-midnight work schedule with working time MondayFriday 22:00 - 06:00 (next day). Saturday and Sunday are days off. There is a public full day holiday on May 4,
2015.
Here's the data used to determine A.N.Other's next working day:
● User: A.N.Other
● Date: May 1, 2015
● Consider Holidays: No.
Result 3: May 1, 2015, is a Friday. Saturday is not counted as a working day because the working hours 00:00 to
06:00 belong to the shift started on Friday. The employee is not working on the next 2 days (Saturday and
Sunday), so the function returns Monday, May 4, 2015 as the next working day because holidays are not
considered.
Example 4: Cross-Midnight Processing and Holidays Considered
Here's another example.
A.N. Other was hired on January 1, 2015, with a cross-midnight work schedule with working time MondayFriday 22:00 - 06:00 (next day). Saturday and Sunday are days off. There is a public full day holiday on May 4,
2015.
Here's the data used to determine A.N.Other's next working day:
● User: A.N.Other
● Date: May 1, 2015
● Consider Holidays: Yes.
Result 4: May 1, 2015, is a Friday. Saturday is not counted as a working day because the working hours 00:00 to
06:00 belong to the shift started on Friday. The employee is not working on the next 2 days (Saturday and
Sunday). The next working day would be Monday, but, as this is a public holiday, the function returns Tuesday,
May 5, 2015.
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6.5.2.3
Get Number Of Working Days Or Hours For Period()
This rule function returns the number of days or hours for an employee in a given period.
To calculate this, the work schedule assigned to the employees job information is considered as well as
temporary changes. You can choose whether holidays should be considered or not.
In the case of a cross-midnight work schedule, a working day is determined as the day on which the working
time starts. If Hours is used as a parameter, all hours belonging to this working day are added together. Take a
look at the cross-midnight examples,
Input Parameters
For this parameter
Make this entry
User
Enter the user ID.
Start Date
Enter the start date
End Date
Enter the end date.
Time Unit
Select whether the rule function should return the quantity
in hours or days.
Consider Holidays
Select whether holidays are considered or not.
Examples with Non-Cross-Midnight Work Schedules
Prerequisites
● A.N.Other has a work schedule based on duration, with 8 hours working time configured Monday to Friday.
Saturday and Sunday are non-working days.
● A.N.Other's holiday calendar includes a full day public holiday on Monday, May 4, 2020, and a half day
holiday on Wednesday, June 3, 2020.
Example 1: Full day holiday is not considered.
● User: A.N.Other
● Start Date: Monday, May 4, 2020
● End Date: Sunday, May 10, 2020
● Time Unit: Hours
● Consider Holidays: No
Result 1: The rule function returns 40 hours. May 4 counts because holidays are not considered. Saturday and
Sunday are not working days at all.
Example 2: Full day holiday is considered.
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● User: A.N.Other
● Start Date: Monday, May 4, 2020
● End Date: Sunday, May 10, 2020
● Time Unit: Hours
● Consider Holidays: Yes
Result 2: The rule function returns 32 hours. May 4 doesn't count because it is a public holiday. Saturday and
Sunday are not working days at all.
Example 3: Full day holiday is not considered.
● User: A.N.Other
● Start Date: Monday, May 4, 2020
● End Date: Sunday, May 10, 2020
● Time Unit: Days
● Consider Holidays: No
Result 3: The rule function returns 5 days. May 4 counts as a full day because holidays are not considered.
Saturday and Sunday are not working days at all.
Example 4: Full day holiday is not considered.
● User: A.N.Other
● Start Date: Monday, May 4, 2020
● End Date: Sunday, May 10, 2020
● Time Unit: Days
● Consider Holidays: Yes
Result 4: The rule function returns 4 days. May 4 doesn't count because holidays are considered. Saturday and
Sunday are not working days at all.
Example 5: Half day holiday is not considered.
● User: A.N.Other
● Start Date: Monday, June 1, 2020
● End Date: Sunday, June 7, 2020
● Time Unit: Hours
● Consider Holidays: No
Result 5: The rule function returns 40 hours. June 3 counts because holidays are not considered. Saturday and
Sunday are not working days at all.
Example 6: Half day holiday is considered.
● User: A.N.Other
● Start Date: Monday, June 1, 2020
● End Date: Sunday, June 7, 2020
● Time Unit: Hours
● Consider Holidays: Yes
Result 6: The rule function returns 36 hours. June 3 counts as a half day because it is half day holiday and 4
hours are not considered. Saturday and Sunday are not working days at all.
Example 7: Half day holiday is not considered.
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● User: A.N.Other
● Start Date: Monday, June 1, 2020
● End Date: Sunday, June 7, 2020
● Time Unit: Days
● Consider Holidays: No
Result 7: The rule function returns 5 days. June 3 counts because holidays are not considered. Saturday and
Sunday are not working days at all.
Example 8: Full day holiday is not considered.
● User: A.N.Other
● Start Date: Monday, June 1, 2020
● End Date: Sunday, June 7, 2020
● Time Unit: Days
● Consider Holidays: Yes
Result 8: The rule function returns 4.5 days. June 3 counts as a half day because holidays are considered and
0.5 days are deducted. Saturday and Sunday are not working days at all.
Examples with Cross-Midnight Work Schedules
Prerequisites
● A.N.Other has a work schedule based on clock times, with 8 hours working time from 22:00 to 06:00 (next
day) configured Monday to Friday. Saturday and Sunday are non-working days.
● A.N.Other's holiday calendar includes a full day public holiday on Monday, May 4, 2020. Half day holidays
are not supported for employees with work schedules based on clock times.
Example 1: Full day holiday is not considered.
● User: A.N.Other
● Start Date: Wednesday, May 6, 2020
● End Date: Saturday, May 9, 2020
● Time Unit: Days
● Consider Holidays: No
Result 1: The rule function returns 3 working days (Wednesday, Thursday, Friday). Although the employee is
physically working on Saturday (00:00 to 06:00), Saturday is not counted. A day is defined as a working day if
the start time of the shift is on that day. Holidays are not considered, so May 6 is counted as well.
Example 2: Full day holiday is considered.
● User: A.N.Other
● Start Date: Wednesday, May 6, 2020
● End Date: Saturday, May 9, 2020
● Time Unit: Days
● Consider Holidays: Yes
Result 2: The rule function returns 2 working days (Thursday, Friday). Although the employee is physically
working on Saturday (00:00 to 06:00), Saturday is not counted. A day is defined as a working day if the start
time of the shift is on that day. Holidays are considered, so May 6 is not counted.
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Example 3: Full day holiday is not considered.
● User: A.N.Other
● Start Date: Wednesday, May 6, 2020
● End Date: Friday, May 8, 2020
● Time Unit: Hours
● Consider Holidays: No
Result 3: The rule function returns 24 working hours (Wednesday 22:00-06:00, Thursday 22:00-06:00, Friday
22:00-06:00). Although the employee is physically working on Saturday (00:00 to 06:00), those hours are
considered as being on Friday because the shift starts on that day. Holidays are not considered, so May 6 is
counted as well.
Example 4: Full day holiday is considered.
● User: A.N.Other
● Start Date: Wednesday, May 6, 2020
● End Date: Saturday, May 9, 2020
● Time Unit: Days
● Consider Holidays: Yes
Result 4: The rule function returns 16 working hours (Thursday 22:00-06:00, Friday 22:00-06:00). Although
the employee is physically working on Saturday (00:00 to 06:00), those hours are considered as being on
Friday because the shift starts on that day. Holidays are considered, so May 6 is not counted.
6.5.2.4
Get Previous Working Day()
This rule function determines the previous working day for a user and a specific date.
Overview
The calculation is based either on work schedule only or on work schedule and holiday calendar. The function
tries to find the last working day within the last 365 days starting from the input date.In the case of a crossmidnight working day, the day on which the shift starts is defined as a working day. If there is no previous
working day, the function returns “null”.
The following constellations lead to “null” as the return value:
● There is no job information in the past.
● There is job information in the past, but no work schedule is assigned.
● There is a job information in the past with a work schedule, but the work schedule has no working days.
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Input Parameters
For this parameter
Make this entry
User ID
Select the User field. This is the user for which the previous
working day will be determined.
Date
Select a date, which is used as a basis to determine the pre­
vious working day.
Consider Holidays
Choose whether holidays should be considered or not. If hol­
idays are not taken into account, the previous working date
is determined based on the work schedule. If holidays are
taken into account, the previous working day is determined
based on the work schedule and holiday calendar. If the day
is a working day in the work schedule and there is no holiday,
a none holiday, or a half-day holiday, the day is a working
day. If the day is not a working day in the work schedule or
there is a full holiday on that day, it is a non-working day.
Example 1: Non-Cross Midnight Work Schedule and Holidays Not Considered
Let's look at an example.
A.N.Other was hired on January 1, 2015 with a duration-based work schedule based on 8 hours working time
Monday till Friday and Saturday and Sunday as days off. There is a public full day holiday on February 27, 2015.
Here's the data used to determine A.N. Other's previous working day:
● User ID: A.N.Other
● Date: March 1, 2015
● Consider Holidays: NO
Result 1: March 1, 2015 is a Sunday. The employee is not working on the previous day – February 28, 2015 –
which is a Saturday. Therefore the function returns the previous Friday as previous working day: February 27,
2015, because holidays are not considered.
Example 2: Non-Cross Midnight Work Schedule and Holidays Considered
Here's another example.
A.N.Other was hired on January 1, 2015 with a duration-based work schedule based on 8 hours working time
Monday till Friday and Saturday and Sunday as days off. There is a public full day holiday on February 27, 2015.
Here's the data used to determine A.N. Other's previous working day:
● User ID: A.N.Other
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● Date: March 1, 2015
● Consider Holidays: YES
Result 2: March 1, 2015 is a Sunday. The employee is not working on the previous day – February 28, 2015 –
which is a Saturday. On the next previous day there is a public holiday, so the function returns Thursday as
previous working day: February 26, 2015.
Example 3: Cross-Midnight Work Schedule and Holidays Not Considered
Let's look at an example.
A.N.Other was hired on January 1, 2015 with a cross-midnight work schedule with working time Monday Friday 22:00 - 06:00 (next day). Saturday and Sunday are days off. There is a public full day holiday on May 4,
2015.
Here's the data used to determine A.N. Other's previous working day:
● User ID: A.N.Other
● Date: March 1, 2015
● Consider Holidays: NO
Result 3: March 1, 2015 is a Sunday. The employee is not working on the previous day – February 28, 2015 –
which is a Saturday. Although the employee is physically working on Saturday from 00:00 to 06:00, the
working day is specified as the day on which the shift starts, which, in this case, is Friday. So the function
returns Friday as the previous working day: February 27, 2015, because holidays are not considered.
Example 4: Cross-Midnight Work Schedule and Holidays Considered
Here's another example.
A.N.Other was hired on January 1, 2015 with a cross-midnight work schedule with working time Monday Friday 22:00 - 06:00 (next day). Saturday and Sunday are days off. There is a public full day holiday on
February 27, 2015.
Here's the data used to determine A.N. Other's previous working day:
● User ID: A.N.Other
● Date: March 1, 2015
● Consider Holidays: YES
Result 4: March 1, 2015 is a Sunday. The employee is not working on the previous day – February 28, 2015 –
which is a Saturday. Although the employee is physically working on Saturday from 00:00 to 06:00, the
working day is specified as the day on which the shift starts, which, in this case, is Friday. So the function
returns Thursday as the previous working day: February 26, 2015, because holidays are considered.
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6.5.2.5
Get Start Time Of Working Day ()
This function calculates the start time of the working day on a given date.
It reads the work schedule associated with the user to calculate the start time of the date provided to the rule
function. The rule function returns a value in 24 hour clock format.
If the user applied for time off using clock times, you can use this rule function for specific validation against
the beginning of the day. This is typically done in a take rule (absence validation rule) that you can set to be
triggered when absence is created or modified.
The rule function returns null if:
● A duration-based work schedule is assigned to the user as of the requested date.
● The requested date is a non-working day.
Input Parameters
For this parameter.
Make this entry
User
Select the User field. This is the user for which the start time of working day should be cal­
culated.Prerequisites: User A.N.Other should have Time Recording Variant as Clock Time
and Work Schedule should be configured for working days.
Date
Date for which the start time is required
Example 1: Non-Cross Midnight Work Schedule
Here’s the data for A.N.Other’s start time calculation:
User ID: A.N. Other
Date = July 1, 2020 (Wednesday)
Prerequisites: A.N.Other should have the Clock Times time recording variant. The work schedule is configured
with Monday to Friday as working days from 08:00 to 17:00. Saturday and Sunday are non-working days.
Result 1: The rule function returns a start time of 08:00:00
Example 2: Cross-Midnight Work Schedule
This time, A.N Other's information looks like this:
● User: A.N.Other
● Date: Monday, July 6, 2020
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Prerequisites: A.N.Other should have the Clock Times time recording variant. The work schedule is configured
with Monday to Friday as working days from 22:00 to 06:00 (next day). Saturday and Sunday are non-working
days.
Result 2: The rule function returns a start time of 22:00:00.
6.5.2.6
Get Working Time In Hours ()
This function calculates the working time in hours for the given duration and given time, based on the time
recording variant and work schedule configured for the relevant user.
If the time recording variant is Duration, the start time and end time will not be considered for the calculation.
If the time recording variant is Clock Times then the start time and end time are considered for the
calculation.
If 00:00:00 is entered as the start or end time, it is defined as the start of the corresponding date.
Input Parameters
For this parameter...
Make this entry:
User
Select the User field. This is the user for which the start time of working day should be cal­
culated.
Start Date
The start date of the duration.
End Date
The end date of the duration.
Start Time
The start time of the duration.
End Time
The end time of the duration.
Example 1: Clock-Time Based Employee with Non-Cross Midnight Work
Schedule
Let's look at an example.
Here’s the data for A.N.Other’s working time calculation:
User ID = A.N. Other
Start Date = January 4, 2016
End Date = January 6, 2016
Start Time = 13:00:00
End Time = 14:00:00
The work schedule is configured like this:
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● Day 1: Working time starting at 08:00:00 and ending at 17:00:00, with an unpaid break between 12:00:00
and 13:00:00 (4 hours)
● Day 2: Working time starting at 09:00:00 and ending at 18:00:00, with an unpaid break between 13:00:00
and 14:00:00 (8 hours)
● Day 3: Working time starting at 10:00:00 and ending at 18:00:00, with an unpaid break between 11:00:00
and 12:00:00 (3 hours)
Result: The rule function returns a working time of 15 hours. That is comprised of 4 hours on day 1, 8 hours on
day 2, and 3 hours on day 3.
Example 2: Clock-Time Based Employee with Cross-Midnight Work Schedule
Let's look at an example.
Here’s the data for A.N.Other’s working time calculation:
User ID = A.N. Other
Start Date = January 3, 2016
End Date = January 6, 2016
Start Time = 00:00:00 (midnight)
End Time = 14:00:00 (midnight)
The work schedule is configured like this:
● Day 1 (January 3, 2016) is a non-working day.
● Day 2: Working time starting at 22:00:00 and ending at 06:00:00 on day 3.
● Day 3: Working time starting at 22:00:00 and ending at 06:00:00 on day 4.
● Day 4 (January 6, 2016): Working time starting at 22:00:00 and ending at 06:00:00 on day 5.
Result: The rule function returns a working time of 10 hours. That is comprised of start time 22:00 on January
4, 2016 to end time 06:00 on January 5, 2016, and start time 22:00 on January 5, 2016, to end time 00:00 on
January 6, 2016.
Example 3: Duration-Based Employee
Now let's look at another example where the time recording variant is set to Duration.
Here’s the data for A.N.Other’s working time calculation:
User ID = A.N. Other
Start Date = January 6, 2016
End Date = January 8, 2016
Start Time = 13:00:00
End Time = 14:00:00
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The work schedule is configured like this:
● Day 1: Working time duration is 5 hours
● Day 2: Working time duration is 8 hours
● Day 3: Working time duration is 6 hours
Result: The rule function returns a working time of 19 hours. That is comprised of 5 hours on day 1, 8 hours on
day 2, and 6 hours on day 3. The Start Time and End Time parameters in the rule function are not considered.
6.5.2.7
Has Working Time In Interval ()
This function validates whether the employee has any working time interval for the given duration and given
time based on work schedule configured for that user.
If the time recording variant is Duration for any of the dates in question, the function returns an error
message, and if the time recording variant is Clock Time, it will validate whether the user has any working
time interval in the time that has passed.
If 00:00:00 is entered as the start or end time, it is defined as the start of the corresponding date.
Input Parameters
For this parameter...
Make this entry:
User
Select the User field. This is the user for which you want to calculate the working time in
hours.
Start Date
The start date of the duration.
End Date
The end date of the duration.
Start Time
The start time of the duration.

Note
If you want to calculate for full days when using clock times as the time recording var­
iant, you always have to enter a specific time here (for example 00:00:00). Otherwise
you'll get an error message.
End Time
The end time of the duration.

Note
If you want to calculate for full days when using clock times as the time recording var­
iant, you always have to enter a specific time here (for example 23:59:00). Otherwise
you'll get an error message.
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Example 1: Non-Cross-Midnight Work Schedule
Let's look at an example with clock times as the time recording variant and a check over multiple days.
Here’s the data for calculating A.N.Other’s working time in hours:
User ID = A.N. Other
Start Date = January 4, 2016
End Date = January 6, 2016
Start Time = 13:00:00
End Time = 14:00:00
The work schedule is configured like this:
● Day 1: Working time starting at 08:00:00 and ending at 17:00:00, with an unpaid break between 12:00:00
and 13:00:00
● Day 2: Working time starting at 09:00:00 and ending at 18:00:00, with an unpaid break between 13:00:00
and 14:00:00
● Day 3: Working time starting at 10:00:00 and ending at 18:00:00, with an unpaid break between 11:00:00
and 12:00:00
Result 1: The employee has a working time of 17 hours. That is comprised of 4 hours on day 1, 9 hours on day 2,
and 4 hours on day 3. So the result is True.
Example 2: Clock-Time Based Employee With Cross-Midnight Work Schedule
Let's look at an example with clock times as the recording variant and the cross-midnight feature activated.
Here’s the data for calculating A.N.Other’s working time:
User ID = A.N. Other
Start Date = January 3, 2016
End Date = January 6, 2016
Start Time = 00:00:00 (midnight)
End Time = 00:00:00 (midnight)
The work schedule is configured like this:
● Day 1 (January 3, 2016) is a non-working day.
● Day 2: Working time starting at 22:00:00 and ending at 06:00:00 on day 3.
● Day 3: Working time starting at 22:00:00 and ending at 06:00:00 on day 4.
● Day 4: Working time starting at 22:00:00 and ending at 06:00:00 on day 5.
Result 2: The employee has a working time of 10 hours. That is comprised of start time 22:00 on January 4,
2016, to end time 06:00 on January 5, 2016, and start time 22:00 on January 5, 2016, to end time 00:00 on
January 6, 2016.
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Example 3: Clock-Time Based Employee With Cross-Midnight Work Schedule
Here's another example.
Here’s the data for calculating A.N.Other’s working time:
User ID = A.N. Other
Start Date = January 3, 2016
End Date = January 4, 2016
Start Time = 00:00:00 (midnight)
End Time = 00:00:00 (midnight)
The work schedule is configured like this:
● January 2 is a working day with start time 22:00:00 and end time at 06:00:00 next day (January 3).
● January 3 is a non-working day.
Result 3: The employee has a working time of 6 hours. That is comprised of start time 00:00 on January 3,
2016, to end time 06:00 on January 3, 2016.
6.5.3 Job Information Rule Functions
6.5.3.1
Calculate Average Value For Numeric Job Info
Field()
This rule function calculates the average value of any numeric job information field.
You can decide whether you want to calculate the average for the accrual period or for the accruable period. In
addition, you can decide whether the eligibility status should be considered.
 Restriction
Please use this rule function only in the Accrual scenario.
Look at the examples below for further details.
Input Parameters
For this parameter
Make this entry
User
Select the User field. This is the user the average will be cal­
culated for.
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For this parameter
Job Info Field ID
Make this entry

Caution
Please enter the field ID from your data model. Type it in
manually - do not navigate to the corresponding job in­
formation field.
The field in your data model must be a numeric field to
calculate an average. For example: custom-long1 or cus­
tom-double1.
Start Date
Please use Manage Parameters accrualRuleParameters and
select Start Date.
End Date
Please use Manage Parameters accrualRuleParameters and
select End Date.
Consider Eligibility
Please choose whether you want the eligibility status to be
considered in the calculation or not (see example below).
Time Account Type
Please select the Time Account Type.
Accruable Start Date
Please use Manage Parameters accrualRuleParameters and
select Accruable Start Date.
Accruable End Date
Please use Manage Parameters accrualRuleParameters and
select Accruable End Date.
Calculation Period
Please choose whether you want the average value calcula­
tion for the accrual period or for the accruable period (see
example below).
Examples
Let's look at some examples.
Case 1: Without Eligibility and for Accrual Period
● User: A. N. Other
● Job Info Field ID: standard-hours
● Start Date: January 1, 2016
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● End Date: December 31, 2016
● Consider Eligibility: No
● Time Account Type: Vacation
● Accruable Start Date: January 1, 2016
● Accruable End Date: October 31, 2016 (because the employee is terminated).
● Calculation Period: Accrual Period
Table 29: Job Information Data
Effective Start Date
Effective End Date
Standard Hours
01.01.2016
31.03.2016
40
01.04.2016
31.12.2016
30
Result
The average will be calculated for the complete year 2016. The employee would no longer be eligible after
termination date, but the eligibility should not be considered.
For the period from January 1, 2016, until March 31, 2016, the employee has 40 standard hours per week. The
period consists of 91 days.
For the period from April 1, 2016 until December 31, 2016, the employee has 30 standard hours per week. The
period consists of 275 days.
40 * 91 / 366 + 30 * 275 / 366 = 9.945 + 22.54 = 32.49
32.49 is the average value of the standard hours for the year 2016.
Case 2: With Eligibility and for Accrual Period
● User: A. N. Other
● Job Info Field ID: standard-hours
● Start Date: January 1, 2016
● End Date: December 31, 2016
● Consider Eligibility: Yes
● Time Account Type: Vacation
● Accruable Start Date: January 1, 2016
● Accruable End Date: October 31, 2016 (because the employee is terminated).
● Calculation Period: Accrual Period
Table 30: Job Information Data
Effective Start Date
Effective End Date
Standard Hours
01.01.2016
31.03.2016
40
01.04.2016
31.12.2016
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Table 31: Eligibility Status
Effective Start Date
Effective End Date
01.01.2016
31.12.9999
Yes
The employee is eligible starting from the hire date until high date. In this scenario, a termination rule is
executed. This happens before the termination entry is saved in job info and the eligibility status is updated.
However, the accruable end date is already correct (= last working day) and is used to determine that the
employee is no longer eligible outside this period.
Result
The average will be calculated for the complete year 2016. The employee is no longer eligible after the
termination date.
For the period from January 1, 2016, until March 31, 2016, the employee has 40 standard hours per week. The
period consists of 91 days.
For the period from April 1, 2016 until October 31, 2016, the employee has 30 standard hours per week. The
period consists of 214 days.
40 * 91 / 366 + 30 * 214 / 366 = 9.945 + 17.54 = 27.49
27.49 is the average value of the standard hours for the year 2016.
Case 3: Without Eligibility and for Accruable Period
● User: A. N. Other
● Job Info Field ID: standard-hours
● Start Date: January 1, 2016
● End Date: December 31, 2016
● Consider Eligibility: No
However, the employee is not eligible between January 1, 2016, and January 31, 2016, because he is on long
term leave.
● Time Account Type: Vacation
● Accruable Start Date: January 1, 2016
● Accruable End Date: October 31, 2016 (because the employee is terminated).
● Calculation Period: Accruable Period
Table 32: Job Information Data
Effective Start Date
Effective End Date
Standard Hours
01.01.2016
31.03.2016
40
01.04.2016
31.12.9999
30
Effective Start Date
Effective End Date
Eligibility Status
01.01.2016
31.01.2016
No
Table 33: Eligibility Status
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Effective Start Date
Effective End Date
Eligibility Status
01.02.2016
31.12.9999
Yes
The employee is not eligible for the first month because of any leave of absence. Afterwards, he is eligible until
the high date. In this scenario, a termination rule is executed before the termination entry is saved in job info
and the eligibility status is updated. However, the accruable end date is already correct (= last working day) and
is used to determine that the employee is no longer eligible outside this period.
Result
The average will be calculated for the period from January 1, 2016 until October 1, 2016 (305 days). The
employee is not eligible in January, but the eligibility should not be considered.
For the period from January 1, 2016, until March 31, 2016, the employee has 40 standard hours per week. The
period consists of 91 days.
For the period from April 1, 2016 until October 31, 2016, the employee has 30 standard hours per week. The
period consists of 214 days. November and December are outside the accruable period.
40 * 91 / 305 + 30 * 214 / 305 = 11.93 + 21.05 = 32.98
32.98 is the average value of the standard hours for the year 2016.
Case 4: With Eligibility and for Accruable Period
● User: A. N. Other
● Job Info Field ID: standard-hours
● Start Date: January 1, 2016
● End Date: December 31, 2016
● Consider Eligibility: Yes
However, the employee is not eligible between January 1, 2016, and January 31, 2016, because she is on
long term leave.
● Time Account Type: Vacation
● Accruable Start Date: January 1, 2016
● Accruable End Date: October 31, 2016 (because the employee is terminated).
● Calculation Period: Accruable Period
Table 34: Job Information Data
Effective Start Date
Effective End Date
Standard Hours
01.01.2016
31.03.2016
40
01.04.2016
31.12.9999
30
Effective Start Date
Effective End Date
Eligibility Status
01.01.2016
31.01.2016
No
01.02.2016
31.12.9999
Yes
Table 35: Eligibility Status
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The employee is not eligible for the first month because of any leave of absence. Afterwards, he is eligible until
the high date. In this scenario, a termination rule is executed before the termination entry is saved in job info
and the eligibility status is updated. However, the accruable end date is already correct (= last working day) and
is used to determine that the employee is no longer eligible outside this period.
Result
The average will be calculated for the period from January 1, 2016 until October 1, 2016 (305 days). The
employee is not eligible in January.
For the period from January 1, 2016, until January 31, 2016, the employee is not eligible, so there are no
standard hours.
For the period from February 1, 2016, until March 31, 2016, the employee has 40 standard hours per week. The
period consists of 60 days.
For the period from April 1, 2016 until October 31, 2016, the employee has 30 standard hours per week. The
period consists of 214 days. November and December are outside the accruable period.
40 * 60 / 305 + 30 * 214 / 305 = 7.87 + 21.05 = 28.92
28.92 is the average value of the standard hours for the year 2016.
Use Case: Annual Accrual Calculation Depending on Pay Grade Change
How can you use the Calculate Average Value For Numeric Job Info Field rule function to handle this use case?
1. Create an onChange or onSave rule for job information based on changes to the pay grade.
2. Use a job information numeric custom field to store a value for which you can create an average in the
accrual rule. Here's an example:
1. For pay grade A, employees get an accrual of 32 days. For pay grade B, the accrual is 30 days.
2. The pay grade field is added as a recalculation field to the time account type definition.
3. On January 1, an employee is hired with pay grade B and 30 is entered in the custom field.
The annual accrual calls the average value rule function for the custom field and posts the result, 30,
as the accrual.
4. The employee changes job on July 1. The pay grade adjusts to A and 32 is entered in the custom field.
The existing accrual is recalculated in line with the time account type configuration.
5. Now the accrual is calculated based on the average for the custom field. For 182 days, the field
contains 30 and for 184 it contains 32. So the average is calculated like this: 30 * 182/366 + 32 *
184/366 = 31.01.
6.5.3.2
Calculate Average Value For Numeric Job
Information Field Based on Months()
This rule function calculates the average value of any numeric job information field based on months. You can
prorate or recalculate the leave accrual value depending on the changes to the job information field.
When using this rule function, you can decide:
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● Whether you want to calculate the average for the accrual period or for the accruable period.
○ When you are using the Calculation Period as the Accruable Period, you can also specify the Accruable
End Date as the Contract End Date from the job information. Please make sure that the Contract End
Date isn't null and not greater than the Accruable End Date.
● Whether to consider a particular month (or not) for calculations based on specified thresholds.
 Note
○ If an employee is hired on or before a specified threshold value, then the hire month should be
considered.
○ If an employee is terminated after a specified threshold value, then the termination month should
be considered.
○ If there is a change in the job information of the employee on or before a specified threshold value,
then that month is considered for the new value of the job information field.
Restrictions
● This rule function should only be used in the Accrual scenario.
● This rule function does not consider eligibility status. The specified thresholds determine whether a month
is considered or not.
Validation Checks
● The job information field ID must be a field in the data model, and it must be a numeric field (double, long,
big decimal, salary).
● The start date must be earlier than or the same as the end date.
● The accruable start date must be earlier than or the same as the accruable end date, and the accruable
period must fall within the accrual period.
● The accrual frequency for time account types must be set to Annually or Monthly.
● You have to specify a threshold value. It is possible to enter a value of "0", but please keep the following
behavior in mind:
○ If Threshold Start is 0, the rule function will ignore the month in which the user was hired.
○ If Threshold End is 0, the rule function will include the month in which the user was terminated.
○ If Threshold Data Change is 0, then the old value of the job information field will be used for the
calculation.
● If the threshold is negative, the rule function will not work.
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Input Parameters
For this parameter
Make this entry
User
Select the user you want to calculate the average for.
Job Information Field ID
Enter the field ID from your data model. Type it in manually don't navigate to the corresponding job informationrmation
field.

Note
The field in your data model must be a numeric field in
order to calculate an average. For example, customlong1 or custom-double1.
Start Date
Under
Manage Parameters
select Start Date.
accrualRuleParameters
,
End Date
Under
Manage Parameters
select End Date.
accrualRuleParameters
,
Time Account Type
Select the relevant time account type.
Accruable Start Date
Under
Manage Parameters
select Accruable Start Date.
Accruable End Date
Under
Manage Parameters accrualRuleParameters ,
select Accruable End Date. You can also select the Contract
End Date field in the Job Information as the Accruable End
Date.
Calculation Period
Choose whether you want to calculate the average value cal­
culation for the accrual period or for the accruable period
(see example below).
Threshold Start
Month will be considered if hire date is on or before thresh­
old.
Threshold End
Month will be considered if termination date is after the
threshold.
Threshold Data Change
Month will be considered for new value if data change is on
or before the threshold.
accrualRuleParameters
,
Now let's have a look at the rule function in action. In this example, a hypothetical employee called Aanya Singh
has been hired on 17th February 2020, and has annual accruals with the following weekly hours and
entitlements:
Effective Start Date
Effective End Date
Standard Weekly
Hours
Entitlement Value
17.02.2020 (hire date)
31.12.9999
40
25
570
PUBLIC
No. of Eligible Months
in Accrual Period
10 (March to Decem­
ber, since Aanya was
only hired in February)
Implementing Time Management in SAP SuccessFactors
Rules and Rule Functions in Time Management
Scenario #1: Calculation Based on Accrual Period
Here's what you would enter as the parameters for the rule function.
Parameter
Entry
User
Aanya Singh
job information Field ID
custom-double1
Start Date
01.01.2020
End Date
31.12.2020
Time Account Type
VACATION
Accruable Start Date
17.02.2020
Accruable End Date
31.12.2020
Calculation Period
Accrual period
Threshold Start
10
Threshold End
15
Threshold Data Change
14
The calculation takes place based on the following formula:
 Sample Code
Number of eligible months in each job information period/number of months in
accrual period× job information field value
In the case of the example above, that means you would get a result of 20.83 (10/12×25).
Now let's say Aanya's work schedule is changed several times over the course of the year. Her leave
entitlements will change accordingly, and her accruals will need to be recalculated.
Change #1: Weekly hours changed from 40 to 35 on 16th June
Effective Start Date
Effective End Date
Standard Weekly
Hours
Entitlement Value
No. of Eligible Months
in Accrual Period
17.02.2020 (hire date)
15.06.2020
40
25
4 (March to June)
16.06.2020 (work
schedule changed)
31.12.9999
35
22
6 (July to December)
Here's what you would enter as the parameters for the rule function.
Parameter
Entry
User
Aanya Singh
job information Field ID
custom-double1
Start Date
01.01.2020
End Date
31.12.2020
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Parameter
Entry
Time Account Type
VACATION
Accruable Start Date
17.02.2020
Accruable End Date
31.12.2020
Calculation Period
Accrual period
Threshold Start
10
Threshold End
15
Threshold Data Change
14
Due to Aanya's changed working hours and entitlements, the result will now be 19.33 (4/12×25+6/12×22).
 Note
Since Threshold Data Change is set to 14, and Aanya's work schedule was changed on 16th June, the entire
month of June is counted with the old entitlement value of 25.
Change #2: Weekly hours changed from 35 to 30 on 10th August
Effective Start Date
Effective End Date
Standard Weekly
Hours
Entitlement Value
No. of Eligible Months
in Accrual Period
17.02.2020 (hire date)
15.06.2020
40
25
4 (March to June)
16.06.2020 (work
schedule changed)
09.08.2020
35
22
1 (July)
10.08.2020 (work
schedule changed)
31.12.9999
30
19
5 (August to Decem­
ber)
As before, you would enter these parameters for the rule function.
Parameter
Entry
User
Aanya Singh
job information Field ID
custom-double1
Start Date
01.01.2020
End Date
31.12.2020
Time Account Type
VACATION
Accruable Start Date
17.02.2020
Accruable End Date
31.12.2020
Calculation Period
Accrual period
Threshold Start
10
Threshold End
15
Threshold Data Change
14
But now the result will be 18.08 (4/12×25+1/12×22+5/12×19).
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 Note
Since Threshold Data Change is set to 14, and Aanya's work schedule was changed on 10 August, the month
of August is not counted with the old entitlement value (25) but with the new value (19).
Change #3: Weekly hours changed from 30 to 40 on 18 November
Effective Start Date
Effective End Date
Standard Weekly
Hours
Entitlement Value
No. of Eligible Months
in Accrual Period
17.02.2020 (hire date)
15.06.2020
40
25
4 (March to June)
16.06.2020 (work
schedule changed)
09.08.2020
35
22
1 (July)
10.08.2020 (work
schedule changed)
17.11.2020
30
19
4 (August to Novem­
ber)
18.11.2020 (work
schedule changed)
31.12.9999
40
25
1 (December)
As before, you would enter these parameters for the rule function.
Parameter
Entry
User
Aanya Singh
job information Field ID
custom-double1
Start Date
01.01.2020
End Date
31.12.2020
Time Account Type
VACATION
Accruable Start Date
17.02.2020
Accruable End Date
31.12.2020
Calculation Period
Accrual period
Threshold Start
10
Threshold End
15
Threshold Data Change
14
But now the result will be 18.58 (4/12×25+1/12×22+4/12×19+1/12×25).
 Note
Since Threshold Data Change is set to 14, and Aanya's work schedule was changed on 18th November, the
month of November is counted with the old entitlement value (19).
Change #4: Employee is terminated on 10 December
Effective Start Date
Effective End Date
Standard Weekly
Hours
Entitlement Value
No. of Eligible Months
in Accrual Period
17.02.2020 (hire date)
15.06.2020
40
25
4 (March to June)
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Effective Start Date
Effective End Date
Standard Weekly
Hours
Entitlement Value
No. of Eligible Months
in Accrual Period
16.06.2020 (work
schedule changed)
09.08.2020
35
22
1 (July)
10.08.2020 (work
schedule changed)
17.11.2020
30
19
4 (August to Novem­
ber)
18.11.2020 (work
schedule changed)
09.12.2020
40
25
0 (December is not
considered)
10.12.2020 (termina­
tion)
10.12.2020
40
25
0
As before, here are the parameters for the rule function.
Parameter
Entry
User
Aanya Singh
job information Field ID
custom-double1
Start Date
01.01.2020
End Date
31.12.2020
Time Account Type
VACATION
Accruable Start Date
17.02.2020
Accruable End Date
31.12.2020
Calculation Period
Accrual period
Threshold Start
10
Threshold End
15
Threshold Data Change
14
And the final result is 16.5 (4/12×25+1/12×22+4/12×19).
 Note
The accruable end date is 10th December. As such, December is excluded from the calculation because
Threshold End is set to 15.
Scenario #2: Calculation Based on Accruable Period
Here we'll look at the same example - an employee called Aanya Singh who is hired on 17th February with the
following weekly hours, leave entitlements, and accruals:
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Effective Start Date
Effective End Date
Standard Weekly
Hours
Entitlement Value
17.02.2020 (hire date)
31.12.9999
40
25
No. of Eligible Months
in Accrual Period
10 (March to Decem­
ber, since Aanya was
only hired in February)
But in this scenario you want to calculate by accruable period, so you enter the following parameters for the
rule function:
Parameter
Entry
User
Aanya Singh
job information Field ID
custom-double1
Start Date
01.01.2020
End Date
31.12.2020
Time Account Type
VACATION
Accruable Start Date
17.02.2020
Accruable End Date
31.12.2020
Calculation Period
Accruable period
Threshold Start
10
Threshold End
15
Threshold Data Change
14
In this scenario, the formula used for the calculation is
 Sample Code
Number of eligible months in each job information period/number of months in
accruable period× job information field value
As such, in Aanya's case the result would be 25 (10/10×25).
Now let's say the Aanya's work schedule is changed several times over the course of the year. Her leave
entitlements will change accordingly, and her accruals will need to be recalculated.
Change #1: Weekly hours changed from 40 to 35 on 16 June
Effective Start Date
Effective End Date
Standard Weekly
Hours
Entitlement Value
No. of Eligible Months
in Accrual Period
17.02.2020 (hire date)
15.06.2020
40
25
4 (March to June)
16.06.2020 (work
schedule changed)
31.12.9999
35
22
6 (July to December)
Here's what you would enter as the parameters for the rule function.
Parameter
Entry
User
Aanya Singh
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Parameter
Entry
job information Field ID
custom-double1
Start Date
01.01.2020
End Date
31.12.2020
Time Account Type
VACATION
Accruable Start Date
17.02.2020
Accruable End Date
31.12.2020
Calculation Period
Accruable period
Threshold Start
10
Threshold End
15
Threshold Data Change
14
Due to Aanya's changed working hours and entitlements, the result will now be 23.2 (4/10×25+6/10×22).
 Note
Since Threshold Data Change is set to 14, and Aanya's work schedule was changed on 16 June, the entire
month of June is counted with the old entitlement value of 25.
Change #2: Weekly hours changed from 35 to 30 on 10 August
Effective Start Date
Effective End Date
Standard Weekly
Hours
Entitlement Value
No. of Eligible Months
in Accrual Period
17.02.2020 (hire date)
15.06.2020
40
25
4 (March to June)
16.06.2020 (work
schedule changed)
09.08.2020
35
22
1 (July)
10.08.2020 (work
schedule changed)
31.12.9999
30
19
5 (August to Decem­
ber)
As before, you would enter these parameters for the rule function.
Parameter
Entry
User
Aanya Singh
job information Field ID
custom-double1
Start Date
01.01.2020
End Date
31.12.2020
Time Account Type
VACATION
Accruable Start Date
17.02.2020
Accruable End Date
31.12.2020
Calculation Period
Accruable period
Threshold Start
10
Threshold End
15
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Parameter
Entry
Threshold Data Change
14
But now the result will be 21.7 (4/10×25+1/10×22+5/10×19).
 Note
Since Threshold Data Change is set to 14, and Aanya's work schedule was changed on 10 August, the month
of August is not counted with the old entitlement value (25) but with the new value (19).
Change #3: Weekly hours changed from 30 to 40 on 18 November
Effective Start Date
Effective End Date
Standard Weekly
Hours
Entitlement Value
No. of Eligible Months
in Accrual Period
17.02.2020 (hire date)
15.06.2020
40
25
4 (March to June)
16.06.2020 (work
schedule changed)
09.08.2020
35
22
1 (July)
10.08.2020 (work
schedule changed)
17.11.2020
30
19
4 (August to Novem­
ber)
18.11.2020 (work
schedule changed)
31.12.9999
40
25
1 (December)
As before, you would enter these parameters for the rule function.
Parameter
Entry
User
Aanya Singh
job information Field ID
custom-double1
Start Date
01.01.2020
End Date
31.12.2020
Time Account Type
VACATION
Accruable Start Date
17.02.2020
Accruable End Date
31.12.2020
Calculation Period
Accruable period
Threshold Start
10
Threshold End
15
Threshold Data Change
14
But now the result will be 22.3 (4/10×25+1/10×22+4/10×19+1/10×25).
 Note
Since Threshold Data Change is set to 14, and Aanya's work schedule was changed on 18th November, the
month of November is counted with the old entitlement value (19).
Change #4: Employee is terminated on 10 December
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Effective Start Date
Effective End Date
Standard Weekly
Hours
Entitlement Value
No. of Eligible Months
in Accrual Period
17.02.2020 (hire date)
15.06.2020
40
25
4 (March to June)
16.06.2020 (work
schedule changed)
09.08.2020
35
22
1 (July)
10.08.2020 (work
schedule changed)
17.11.2020
30
19
4 (August to Novem­
ber)
18.11.2020 (work
schedule changed)
09.12.2020
40
25
0 (December is not
considered)
10.12.2020 (termina­
tion)
10.12.2020
40
25
0
As before, you would enter these parameters for the rule function.
Parameter
Entry
User
Aanya Singh
job information Field ID
custom-double1
Start Date
01.01.2020
End Date
31.12.2020
Time Account Type
VACATION
Accruable Start Date
17.02.2020
Accruable End Date
31.12.2020
Calculation Period
Accruable period
Threshold Start
10
Threshold End
15
Threshold Data Change
14
And the final result is 22 (4/9×25+1/9×22+4/9×19).
 Note
The accruable end date is 10 December. As such, December is excluded from the calculation because
Threshold End is set to 15.
6.5.3.3
Get Job Info Date Field Value On Key Date()
This rule function reads a job info date field for a specific key date.
The rule function is needed because, if you navigate directly to the job info date field to retrieve it without this
rule function, you cannot specify the key date the field should be returned for. The job information is effective
dated and might have multiple records within an accrual period. If you navigate, the first job info record within
the accruable period will be returned. If, for example, you want to get the field “contract end date”, you would
like to get the latest record in the accrual period, not the first one.
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Limitations
● Use this rule function only in the Accrual scenario.
● You cannot read any job information outside the employee's accrual period.
Input Parameters
For this parameter
Make this entry
User
Select the User field. This is the user the job info date will be
read for.
Job Info Field ID

Caution
Please enter the field ID from your data model. Type it in
manually - do not navigate to the corresponding job in­
formation field.
The field in your data model must be a date field to be
returned. For example: custom-date1.
Date
Select a key date, such as Accrual End Date from accrualRu­
leParameters.
Examples
Let's look at an example.
User: A.N. Other
Job Info Field ID: custom-date1
Date: December 31, 2017
Job Information History for this user:
● Effective start date January 1, 2010; custom-date1 = December 31, 2016
● Effective start date January 1, 2017; custom-date1 = May 31, 2017
● Effective start date June 1, 2017; custom-date1 = November 30, 2017
Result
The custom-date1 field from the job information valid on December 31, 2017 is November 30, 2017.
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6.5.3.4
Get Job Info Numeric Field Value On Key Date()
This rule function reads a job info numeric field for a specific key date.
The rule function is needed because, if you navigate directly to the job info numeric field to retrieve it without
this rule function, you cannot specify the key date the field should be returned for. The job information is
effective dated and might have multiple records within an accrual period. If you navigate, the first job info
record within the accruable period will be returned. If, for example, you want to get the field “working days per
week”, you would like to get the latest record in the accrual period, not the first one.
Limitations
● Use this rule function only in the Accrual scenario.
● You cannot read any job information outside the employee's accrual period.
Input Parameters
For this parameter
Make this entry
User
Enter a user ID.
Job Info Field ID

Caution
Please enter the field ID from your data model. Type it in
manually - do not navigate to the corresponding job in­
formation field.
The field in your data model must be a numeric field to
be returned. For example: custom-double1.
Date
Select a key date, such as Accrual End Date, from accrualRu­
leParameters.
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Example
Let|s look at an example.
User: A.N. Other
Job Info Field ID: custom-double1
Date: December 31, 2017
Job Information History for this user:
● Effective start date January 1, 2010; custom-double1 = 12
● Effective start date January 1, 2017; custom-double1 = 14
● Effective start date June 1, 2017; custom-double1 = 16
Result
The custom-double1 field from the job information valid on December 31, 2017 is 16.
6.5.3.5
Get Job Info String Field Value On Key Date()
This rule function reads a job info string field for a specific key date.
The rule function is needed because, if you navigate directly to the job info string field to retrieve it without this
rule function, you cannot specify the key date the field should be returned for. The job information is effective
dated and might have multiple records within an accrual period. If you navigate, the first job info record within
the accruable period will be returned. If, for example, you want to get the field “employee class”, you would like
to get the latest record in the accrual period, not the first one.
Limitations
● Use this rule function only in the Accrual scenario.
● You cannot read any job information outside the employee's accrual period.
Input Parameters
For this parameter
Make this entry
User
Select the User field. This is the user the job info date will be
read for.
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For this parameter
Job Info Field ID
Make this entry

Caution
Please enter the field ID from your data model. Type it in
manually - do not navigate to the corresponding job in­
formation field.
The field in your data model must be a string field to be
returned. For example: custom-string1.
Date
Select a key date, such as Accrual End Date from accrualRu­
leParameters.
Examples
Let's look at an example.
User: A.N. Other
Job Info Field ID: custom-string1
Date: December 31, 2017
Job Information History for this user:
● Effective start date January 1, 2010; custom-string1 = value1
● Effective start date January 1, 2017; custom-string1 = value2
● Effective start date June 1, 2017; custom-string1 = value3
Result
The custom-string1 field from the job information valid on December 31, 2017 is value3.
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6.5.4 Average Full-Time Equivalent Rule Functions
6.5.4.1
Average Full-Time Equivalent for Accruable Period()
This function calculates the average full-time equivalent (FTE) as defined in the job information for the
accruable period.
Overview
The accruable period is the period the employee is allowed to get an accrual for. The function is used for fields
that show data in numeric form, to calculate accruals depending on FTE. The rule function counts the days for
which the employee is not eligible as FTE = 0 - for example, if the employee is on parental leave for 2 months
within the period.
The function is used for fields that show data in numeric form, to calculate accruals depending on FTE.
Manage Parameters
When you click Manage Parameters, make the following entries:
Code
Name
Object
accrualRuleParameters
accrualRuleParameters
Accrual Rule Parameters
Input Parameters
Here’s a table showing the entries you need to make in the input parameters.
For this parameter:
User ID
Make this entry
Select the User field. This is the user for which the accrual
should be created.
Time Account Type
Select the time account type the rule is valid for.
Start Date
Please use Manage Parameters accrualRuleParameters and
select Start Date.
End Date
Please use Manage Parameters accrualRuleParameters and
select End Date.
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For this parameter:
Make this entry
Accruable Start Date
Please use Manage Parameters accrualRuleParameters and
select Accruable Start Date.
Accruable End Date
Please use Manage Parameters accrualRuleParameters and
select Accruable End Date
Example
Here’s the data for A.N.Other’s average FTE accrual calculation. The employee is hired on July 1, 2017 and the
FTE is 1. The vacation account has an annual frequency period starting on January 1.
User ID: A.N. Other
Time Account Type: = Vacation
Start Date = January 1, 2017
End Date = December 31, 2017
Accruable Start Date = July 1, 2017
Accruable End Date = December 31, 2017
Result
A.N.Other’s average FTE would be calculated for the period July 1 to December 31. The result would be 1.
6.5.4.2
Average Full-Time Equivalent for Accruable Period
Based on Months()
This function calculates the average full-time equivalent (FTE) as defined in the job information for the
accruable period.
Overview
The accruable period is the period the employee is allowed to get an accrual for. The average calculation is
based on calendar months, meaning that the average of each month within the accruable period is calculated
first. The rule function counts the days for which the employee is not eligible as FTE = 0 - for example, if the
employee is on parental leave for 2 months within the period.
The function is used for fields that show data in numeric form, to calculate accruals depending on FTE.
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Manage Parameters
When you click Manage Parameters, make the following entries:
Code
Name
Object
accrualRuleParameters
accrualRuleParameters
Accrual Rule Parameters
Input Parameters
Here’s a table showing the entries you need to make in the input parameters.
For this parameter
Make this entry
User ID
Select the User field. This is the user for which the accrual
should be created.
Time Account Type
Select the time account type the rule is valid for.
Start Date
Please use Manage Parameters accrualRuleParameters and
select Start Date.
End Date
Please use Manage Parameters accrualRuleParameters and
select End Date.
Accruable Start Date
Please use Manage Parameters accrualRuleParameters and
select Accruable Start Date.
Accruable End Date
Please use Manage Parameters accrualRuleParameters and
select Accruable End Date.
Example
Let’s look at an example.
Here’s the data for A.N.Other’s FTE accrual calculation. The employee is hired on July 1, 2017 and the FTE is 1.
The vacation account has an annual frequency period starting on January 1.
User ID: A.N. Other
Time Account Type: = Vacation
Start Date = January 1, 2017
End Date = December 31, 2017
Accruable Start Date = July 1, 2017
Accruable End Date = December 31, 2017
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Result
A.N.Other’s average FTE is calculated for the period July 1 to December 31. The result is 1.
6.5.4.3
Average Full-Time Equivalent for Accrual Period()
This function calculates the average full-time equivalent (FTE) as defined in the job information for the accrual
period.
Overview
The accrual period is the period derived from the employee’s time account type, For example, for an annual
account starting on January 1, the accrual period would be January 1 until December 31. The rule function
counts the days for which the employee is not eligible as FTE = 0 (for example, if the employee is on parental
leave for 2 months within the period.
The function is used for fields that show data in numeric form, to calculate accruals depending on FTE.
Manage Parameters
When you click Manage Parameters, make the following entries:
Table 36:
Code
Name
Object
accrualRuleParameters
accrualRuleParameters
Accrual Rule Parameters
Input Parameters
Here‘s a table showing the entries you need to make in the input parameters.
For this parameter:
User ID
Make this entry
Select the User field. This is the user for which the accrual
should be created.
Time Account Type
Select the time account type the rule is valid for.
Start Date
Please use Manage Parameters accrualRuleParameters and
select Start Date.
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For this parameter:
Make this entry
End Date
Please use Manage Parameters accrualRuleParameters and
select End Date.
Accruable Start Date
Please use Manage Parameters accrualRuleParameters and
select Accruable Start Date.
Accruable End Date
Please use Manage Parameters accrualRuleParameters and
select Accruable End Date.
Example
Here‘s the data for A.N.Other‘s average FTE accrual calculation. The employee is hired on July 1, 2014 and the
FTE is 1. The vacation account has an annual frequency period starting on January 1.
User ID: A.N. Other
Time Account Type: = Vacation
Accruable Start Date = July 1, 2017
Accruable End Date = December 31, 2017
Start Date = January 1, 2017
End Date = December 31, 2017
Result
A.N. Other's average FTE is calculated for period January – December as 0.504.
The period January to June has 181 days and the period July to December has 184 days. The result is the
following formula, which yields the result of 0.504:
(181 days * 0 + 184 days * 1) / 365
6.5.4.4
Average Full-Time Equivalent for Accrual Period
Based on Months()
This function calculates the average full-time equivalent (FTE) as defined in the job information for the accrual
period.
Overview
The accrual period is the period derived from the employee’s time account type. For example, in the case of an
annual account starting on January 1, the accrual period would be January 1 to December 31. The average
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calculation is based on calendar months, meaning that the average of each month within the accruable period
is calculated first. The rule function counts the days for which the employee is not eligible as FTE = 0 - for
example, if the employee is on parental leave for 2 months within the period.
The function is used for fields that show data in numeric form, to calculate accruals depending on FTE.
Manage Parameters
When you click Manage Parameters, make the following entries:
Code
Name
Object
accrualRuleParameters
accrualRuleParameters
Accrual Rule Parameters
Input Parameters
Here‘s a table showing the entries you need to make in the input parameters.
For this parameter
Make this entry
User ID
Select the User field. This is the user for which the accrual
should be created.
Time Account Type
Select the time account type the rule is valid for.
Start Date
Please use Manage Parameters accrualRuleParameters and
select Start Date.
End Date
Please use Manage Parameters accrualRuleParameters and
select Accrual End Date.
Accruable Start Date
Please use Manage Parameters accrualRuleParameters and
select Accruable Start Date.
Accruable End Date
Please use Manage Parameters accrualRuleParameters and
select Accruable End Date.
Example
Here’s the data for A.N.Other’s FTE accrual calculation. The employee is hired on July 1, 2017 and the FTE is 1.
The vacation account has an annual frequency period starting on January 1.
User ID: A.N. Other
Time Account Type: = Vacation
Start Date = January 1, 2017
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Rules and Rule Functions in Time Management
End Date = December 31, 2017
Accruable Start Date = July 1, 2017
Accruable End Date = December 31, 2017
Result
Average FTE would be calculated for period January – December. The result is 0.5. The average for each of the
months January – June is 0 and the average for each of the months July – December is 1. The result is the
following formula, which yields the result of 0.5: (6 * 0 + 6 * 1) / 12.
6.5.5 Calculate Balance()
This function calculates the account balance for a time account on a specific date.
Limitations
● Use this rule function only with Employee Central Time Off.
● This rule function does not consider the simulation of future leave.
Input Parameters
For this parameter...
Make this entry:
Date
You can either:
Time Account
●
Select Date and enter the corresponding date.
●
Select a date field.
You have to select the Time Account MDF object. Please refer to the Time Off Guide under
Capping Accruals.
 Restriction
Do not use the Calculate Balance() rule function for a time account when creating a time account detail for
that account, for example, to create the amount. If you do this, balance calculation will fail as the time
account detail is already added to that account, but is empty.
Instead, define the rule as follows:
1. Calculate the account and assign the result to a variable (SET-statement).
2. Then create the time account detail and assign the value calculated before.
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Rules and Rule Functions in Time Management
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6.5.6 Calculate Balance for Types()
This rule function is an advanced version of the Calculate Balance() rule function. It's designed so that it can be
used in a Take rule, because the base object is EmployeeTime and you can pass the external code of the time
type.
It calculates the balance based on a given time type or time account type for a target user on a specific date. If
multiple accounts are valid on that date, the balances of all valid accounts will be accumulated.
Limitations
● This rule function does not consider the simulation of future leave.
● This rule function calculates the balance based on the information stored in the database already.
Specifically, Time Type and Time Account Type are the only relevant parameters. If you're in the middle of a
change scenario, any recent changes will not be not reflected by this rule function.
Input Parameters
For this parameter
Make this entry
Date
The date for which the balance should be calculated.
Selection Type
Please choose “Enum” and select between Time Type or
Time Account Type.
User
The target user.
[List of] Time (Account) Type External Code
Depending on what you selected for Selection Type, enter an
external code of either a time type or time account type. If
you add more than one value to this list, the resulting balan­
ces will be accumulated
Related Information
Calculate Balance() [page 589]
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6.5.7 Calculate Entitlement Balance()
This rule function is used to retrieve the entitlement balance from a given time account with entitlement
method “Entitled as Transferred” or time type for a given date.
This is required for use cases where the accruals or entitlements need to be capped to a maximum value and
the user needs to configure a rule based on current value of the entitlement balance. This rule function should
return the entitlement balance that is available for use to the employee as of the given date.
The entitlement balance is calculated per the following:
Entitlement balance = Sum of entitlement postings + sum of manual adjustments + sum of interim transfers –
sum of payouts – sum of employee times postings (also in the future).
If both the time type and time account are passed, the time account takes precedence.
Input Parameters
For This Field
Make This Entry
User ID
Select the