Config Steps for Absence Quota

Steps to generate Absence quotas:

Absence quota:

1. Group personal sub areas for Attendances and Absences.

Menu Path: SPROTime management Time data recording&

administrationAbsencesAbsence catalog Group personal sub areas for
Attendances and Absences.

Here, first you need to do PSG grouping for Attendances & Absences.

2. Define Absence Type

Menu Path: Time ManagementTime data recording and

AdministrationAbsencesAbsence catalogDefine Absence Type.

Click on New Entries; Create an Absence type with a 4 character’s code.

3. Determine Entry Screens and Time Constraint Classes

Menu Path: Time ManagementTime data recording and

AdministrationAbsenceAbsence CatalogDetermine Entry Screens and
Time Constraint Classes.

 Here find the Absence Type that you have created. Click on Magnifying
glass or Ctrl+Shift_F2.

Here, by specifying the screen number for attendance type and absence
type, you determine which screen is to be used for entering, displaying and
maintaining records. Select screen number field and press F1.Give screen
number that suits your requirement.

Ex.2001 Quota deduction

2051 No quota deduction

4. Define Counting Classes for Period Work Schedule.

Menu Path: Time ManagementTime data recording and Administration 
Absences  Absence Catalog  Absence Counting  Define Counting
Classes for Period Work Schedule.

Here, select your PWS and give counting class range 01-09.

Counting classes: Counting classes for PWS are used to evaluate absences&
attendances. Use different counting classes for PWS with long DWS &many
Dayoff’s.When you maintain a counting class you must define a separate rule
for each Counting class.)

For Employee sub groups

5. Group Employee sub groups for Time Quotas.

Menu Path: Time ManagementTime data recording and Administration

Absences Absence Catalog  Absence Counting  Rules for absence
counting (New) Group Employee sub groups for Time Quotas.

Here select you Employee group & Group Employee sub groups for Time
Quotas give number ranging from 1-9.

For Personnel sub areas

6. Group Personnel sub areas for Time Quotas

Menu Path: Time ManagementTime data recording and Administration

Absences Absence Catalog  Absence Counting Rules for absences
counting (New) Group Personnel sub areas for Time Quotas.

Here select your & Group Personnel sub areas for Time Quotas give number
ranging from 01-99.

7. Define Absence Quota

Menu Path: Time ManagementTime data recording and Administration

Managing Time Accounts using Attendance/Absence Quotas  Time Quota
Types Define Absence Quota Types.

Definition of Absence quota: Here we define valid absence quota types with 2
digit code (entitlement to time off & leave types) for your employee group&
personal sub area’s grouping for time quotas. Why we define Absence quota,
because, in this we define unit of time measurement whether you want the
entitlement to time off to be maintained in Hours or in Days.

8. Permit Quota Generation without Time evaluation

Menu Path: Time ManagementTime data recording and Administration

Managing Time Accounts using Attendance/Absence Quotas  Calculating
Absence Entitlements  Automatic Accrual of Absence Quotas  Permit
Quota Generation without Time evaluation

Here we define, to transfer the left absence quota for next year or not.

Select the Absence quota and click “No generate” (Radio button).

9. Specify Rule groups for Quota type selection.

Menu Path: Time ManagementTime data recording and Administration

Managing Time Accounts using Attendance/Absence Quotas  Calculating
Absence Entitlements  Rules for Generating Absence Quotas Specify Rule
groups for Quota type selection.

Here we give one 2 digit code (01-99) for quota type selection, that what we
mention in QUOMO feature.

10. Set Base Entitlement

Menu Path: Time ManagementTime data recording and Administration

Managing Time Accounts using Attendance/Absence Quotas  Calculating
Absence Entitlements  Rules for Generating Absence Quotas  Set Base
Entitlement.

Select Base Entitlement for Absence Quota Generation and Click on “Choose:
button

Click on “New Entries”, to enter the data.

Base Entitlement: Why we define this is, here we evaluate number of

eligibility days for the Absence quota. And we assign this to Absence quota
that we created earlier.
11. Determine Validity and Deduction Periods.

Menu Path: Time ManagementTime data recording and Administration

Managing Time Accounts using Attendance/Absence Quotas  Calculating
Absence Entitlements  Rules for Generating Absence Quotas Determine
Validity and Deduction Periods.

Click on “New Entries” to enter the data.

We define Validity & deduction periods, as you want to define as per calendar
year, Accrual period etc.

12. Define Generating rules for Quota Type Selection.

Menu Path: Time ManagementTime data recording and Administration

Managing Time Accounts using Attendance/Absence Quotas  Calculating
Absence Entitlements  Rules for Generating Absence Quotas  Define
Generating rules for Quota Type Selection.

13. Define Deduction Rules for Absence and Attendance Quotas

Menu Path: Time ManagementTime data recording and Administration

Managing Time Accounts using Attendance/Absence Quotas  Quota
Deduction Using Attendance /Absences Define Deduction Rules for Absence
and Attendance Quotas

Click on “New Entries” to enter the data.

We define deduction rules according to which attendance & absences are to

be deducted from the Attendances & Absence quotas. Actually the quota
deduction did not depend on individual Absence/Attendances types, but it is
determined by the counting rules for Absences/Attendances that are counting
rules assigned to an Attendances &Absences types

Select “Define deduction Rules for Absence Quotas” and Click on “Choose”
button.

Go and Click on “New Entries” and enter the data

14. Define Counting rules

Menu Path: Time ManagementTime data recording and Administration 
Absences  Absence Catalog  Absences Counting  Rules for absence
counting (New)  Define Counting Rules

Click on New Entries; enter the data as of your requirement.

Counting rules: We define counting rules for counting Attendances &

Absences. The rules are used to determine the payroll days & hours for an
Attendance & Absence type. The payroll days and hours that have been
counted are used to control the deduction of

15. Assign counting rule to Absence type

Menu Path: Time ManagementTime data recording and Administration 

Absences  Absence Catalog  Absences Counting  Assign Counting rules
to Absence Types

16. Set Personnel Sub area grouping’s for Time Recording

Menu Path: Time ManagementTime Evaluation setting Set Personnel Sub

area grouping’s for Time Recording.

Select your personnel sub area and give the 2digit code, for grouping and
give the same digit for Personnel Sub area grouping’s for Time Recording.
While creating the Attendance /Absence type.

Run Absence quota: The Transaction code to run Absence quota is SE38.In
SE38 we generally use to run the SAP Reports.

Give SE38, and give report RPTQTA00, to run Absence quota.

To generate quota for six months through time evaluation

Solving this with an example from real scenario

3 Quota to be generated through time evaluation.

1. CL, should be generated for calendar year (i.e., 01.01.2009-

31.12.2009)

2. EL, should be generated once in 6 months {(i.e., 01.01.2009-

30.06.2009 1st block of the current year, and then to 01.07.2009-
31.12.20092nd block of the current year)} any leave balance in the
1st block should be carried forward to 2nd block and leave balance
of 2nd block carried forward to the 1st block of next year and the
limitation is 300 EL.

3. HPL, should be generated once in 6 months (i.e., 01.01.2009-

30.06.2009 1st block of the current year, and then to 01.07.2009-
31.12.20092nd block of the current year)} any leave balance in the
1st block should be carried forward to 2nd block and leave balance
of 2nd block carried forward to the 1st block of next year

Solution

configure Table V_T559L "Define Generation Rules for Quota Type

SelectionAbsence Quota"

01 For the CL > Accural Period Tab you have to select Time
Evaluation Period, and in Transfer Time Tab select Calendar Period.

02 For EL > Accural Period Tab you have to select Time Evaluation
Period and in Transfer Tab select other period and give six months ,
for this Six months you have to Define Period Parameter and assign
here.

03 For HPL you can proceed same as step 2.

For Leave Carry forward , copy the Rule TQTR and use VARSTCURMO
& VARSTREDY Operation to carry forward the Leaves once in a six
months.
Quota Compensation
IT0416 (0416) is a Quota compensation Infotype

It is used to compensate the leaves. In most companies employees

encash there earned leaves. If employee encashes the earned leaves
then the encahment of earned leave quota is stored in 0416 IT. The
infotype records are evaluated in the gross part of payroll
accounting. You can only use this infotype if you use the R/3 Payroll
Accounting (PY) component.

A time quota compensation consists of two substeps:

1. Deduction of absence quotas

2. Assignment of a wage type for the valuation in Payroll Accounting

There are three possible procedures for deducting absence quotas

through time quota compensation.The deduction can be made

1. from several absence quotas according to the absence quota

deduction rule

2. from all absence quotas of one type, which are deductible on the
compensation key date

3. from absence quotas that are entered manuallyThe procedure is

stored in the subtype of the time quota compensation infotype

IMG Menu

Time Management> Time Data Recording and Administration>

Managing Time Accounts Using Attendance/Absence Quotas>
Processing Absence Quotas in Payroll> Time Quota Compensation

Automatic compensation
In Automatic compensation, the quota compensation is controlled by
the Customizing settings, depending on the specified subtype. You
only need to enter the value to be compensated. Depending on the
quota type used for the deduction, the number specifies a value in
days or hours.

Free compensation

You can normally use a subtype of the Quota Compensation infotype

(0416) to carry out a free compensation. For free compensation, you
enter the quota number to be compensated, and you can also
specify methods to be used for the compensation. You can choose
from the following methods:

Automatic compensation

Two options are available for automatic compensation:

You use a deduction rule for the compensation.

The R/3 System selects the quotas to be compensated according to

the Customizing settings.

The R/3 System first deducts from the quota whose deduction period
expires next

The R/3 System deducts additional leave for challenged persons

first, then the standard annual leave

You specify a quota type for the compensation.

In this case, the R/3 System selects the quotas whose deduction
period next expires from all the quotas of this type.

The list of absence quotas shows which quotas can be compensated.

It displays all the employee’s time off entitlements that are available
for deduction on the current day.

Manual compensation

Payroll accounting calculates the monetary value that an employee

receives for a compensated quota. In manual compensation, you can
control this accounting procedure by specifying a wage type or a
wage type/amount for a compensated quota. In this case, the rules
specified in Customizing for the selection or valuation of a wage
type are overridden.

Absence Quotas - Simple Example

Suppose, your client has two types of leaves, say, casual leave and
sick leave which are applicable to the same employee sub groups
and personnel subareas. So you want to know how to generate these
two quotas in this situation using the report RPTQTA00, right.

Here are the steps to be followed to generate these two leave

quotas:

1. There is only one Personnel Subarea grouping for absences.

2. You have to create two different absence types, obviously, for

casual leave and sick leave, say, "casu" and "sick" with all the usual
entry screens and time constraint classes.

3. The counting class for the Period Work Schedule has to be

assigned.

4. The employee sub group grouping and the personnel subarea

grouping for time quotas remain the same for both the quotas.

5. You have to define two different absence quota types for casual
leave and sick leave, say, 90 and 91. (Both measurement units as
days)

6. Set the "no generation" radio button for both the quotas 90 and
91in the node 'permit quota generation with out time evaluation'.
(As you wish to generate them both by RPTQTA00)

7. Set the feature QUOMO with a default value, say, 10 for your
country grouping.

8. Set the base entitlements separately for both the quotas, say, 25
days for casual leave (constant, calender period) and 5 days for sick
leave (constant, calender period).

Please make sure that the rule for base entitlement is different for
the quotas, say, 001 for casual leave and 002 for sick leave.

9. Determine the validity and deduction periods for both the quotas
separately.

10. Create two different generation rules with these two different
base entitlements.

11. Create only one deduction rule, say, 999 for both the quotas. You
can type the two absence quota types one by one sequentially.

12. Create only one counting rule for both the absences if the
conditions for absences are the same, and assing the deduction rule
to this counting rule. (If you want the absences to be counted
differently then you can go for two different counting rules).

13. Assign this same counting rule to these two absence types,
casual leave and the sick leave separately.

14. Set Perosnnel Subarea groupings for time recording. (We often
tend to forget this node.)

15. Go to SE38 and run the report RPTQTA00 to an employee for a

given validity period, say from 01.01.2007 to 31.12.2007 and do the
test run.

You must get both the quotas in the screen, i.e., 25 days for casual
leave and 5 days for sick leave.

Time Management-scenario1

Scenario. 1

The employees in a company accrues 2.5 days of Privilege Leave (PL)

per month . But if they go on Unpaid leave (Ex: Education leave) or
there is unrecorded absences the accrual entitlement has to be
reduced. Actually if there is more than 10 days of Unpaid Leave and
Unrecorded absences per month then the PL earned by an employee
during the month is 0 else it is 2.5 Days

Environment

The organization has gone in for HR-Positive time keeping with

clock-times and every employee has specific shift on any given day .
The HR team runs time evaluation on a daily basis which basically
compares the employee’s planned work schedule with actual
attendance and decides on the employee’s attendance status . If
there is no information from the employees on a working day the
system marks him/her unrecorded absence. Also if there is
authorized Unpaid leave (Study Leave) the HR Team enters the leave
data in to the system

Implementation steps
Set Up Leave Type – Education Leave as Unpaid leave and PL

Set up Time types

Set up PL Quota Configuration

Write PCR for Populating

Solutions Description

Configure Leave types :

IMG Path: Personnel Time Management–>Time Data Recording and

Administration–> Absences–>Absence CatalogàDefine Absence
Types

Table : V_T554S

Following Leave types needs to be configured:

Absence type Code : 0100

Description Privilege Leave

Absence type Code : 0401

Description Study Leave

Determine Entry Screens and Time constraint classes

IMG Path: Personnel Time ManagementàTime Data Recording and

Administration àAbsencesàAbsence CatalogàDetermine entry
Screens and Time constraint class

Table : V_554S_O

Following Leave types needs to be configured:

Absence type Code : 0100

Screen Number 2001

Att/Abs Indicator A

Absence type Code : 0401

Screen Number 2000

Att/Abs Indicator A

Absence Counting rules

IMG Path: Personnel Time ManagementàTime Data Recording and

Administration àAbsencesàAbsence CatalogàAbsence
CountingàRules for Absence counting(New)àDefine Counting rules

Table : T556C

Following Counting rules needs to be configured:

Counting rules : 100

Description Counting rule for PL

Week Days Check all the days

Day Types Check all Day types

Holiday classes Check all Holiday classes

Counting class for PWS Check all the Counting classes

Daily Work Schedule class Check all

Planned Hours=0 Check

Planned Hours > 0 Check

Condition for ATt/Absence Check only Full Day

Counting Hours/Days Quota Multiplier ( 100%)

Rounding Rule ZA

Counting rule : 401

Description Counting rule for Study Leave

Week Days Check all the days

Day Types Check only Day type=0

Holiday classes Check only Holiday class = 0

Counting class for PWS Check all the Counting classes

Daily Work Schedule class Check all

Planned Hours=0 Do not check

Planned Hours > 0 Check

Condition for ATt/Absence Check < 1 day as well as Full day

Counting Hours/Days Quota Multiplier ( 100%)

Rounding Rule ZA

Assign Counting rules to Absence types

IMG Path: Personnel Time Management–> Time Data Recording and

Administration –> AbsencesàAbsence Catalog–>Absence Counting–
>Assign counting rules to absence types

Table : T556C

Counting rules need to be assigned to Absence types

Absence type 0100

Counting rules : 100

Check ‘Quota Deduction’ Check box

Absence type 0401

Counting rule : 401

DO NOT check Quota deduction check box

Define Absence quota Types

IMG Path: Personnel Time Management–>Time Data Recording and

Administration –>Managing time accounts–>Time Quota Types–
>Maintain Absence quota Types

Table : V_T556A

Create Absence Quota Types

Absence quota type 10

Description Privilege Quota

Permit Generation of Quotas in Time Evaluation

IMG Path: Personnel Time Management–>Time Data Recording and

Administration –>Managing time accounts–>Calculating Absence
quota entitlements–>Automatic accrual of Absence quotas

Table : V_556A_B

Absence quota type 10

The Radio-button ‘Increase’ needs to be checked

Configure time types :

IMG Path: Personnel Time Management–>Time Evaluation–>Time
Evaluation settings–> Define Time types

Table : V_T555A

Following time type needs to be configured:

Time type Code : 9P01

Description PL Quota Accrual Multiplier

Cumulate Day Balance 1

Cumulate Period Balance 1

Time type Code : 9P18

Description Unrecorded Absences During Planned Working Hrs

Cumulate Day Balance 1

Cumulate Period Balance 1

Time type Code : 9P22

Description Late Coming Hours

Cumulate Day Balance 1

Cumulate Period Balance 1

Time type Code : 9P23

Description Early going hours

Cumulate Day Balance 1

Cumulate Period Balance 1

Time type Code : 9P24

Description Unrecorded Gaps other than Late Coming / Early Going

Cumulate Day Balance 1

Cumulate Period Balance 1

Time type Code : 9P26

Description Late Coming Hours(Processed)

Cumulate Day Balance 1

Cumulate Period Balance 1

Time type Code : 9P27

Description Early going hours(Processed)

Cumulate Day Balance 1

Cumulate Period Balance 1

Time type Code : 9P28

Description Unrecorded Gaps other than Late Coming / Early Going

(Processed)

Cumulate Day Balance 1

Cumulate Period Balance 1

Time type Code : 9P35

Description Total Unpaid absence in Days

Cumulate Day Balance 1

Cumulate Period Balance 1

Time type Code : 9P36

Description Total Unrecorded absence in Days

Cumulate Day Balance 1

Cumulate Period Balance 1

Set Base Entitlements

IMG Path: Personnel Time Management–>Time Data Recording and

Administration –>Managing time accounts–>Calculating Absence
quota entitlements–>Rules for Generating Absence QuotasàSet Base
EntitlementsàBase Entitlement for Absence quota generation

Table : V_T559E

Absence quota type 10

Entitlement (Constant) 2.5 Days

Related to Period Time Evaluation Period

Determine Validity & Deduction Period

IMG Path: Personnel Time Management–>Time Data Recording and

Administration –>Managing time accounts–>Calculating Absence
quota entitlements–>Rules for Generating Absence
QuotasàDetermine Validity & Deduction period

Table : V_T559D

Absence quota type 10

Validity From Time Evaluation Period – Start

Validity End Time Evaluation Period-End

Deduction From Date Validity End + 1 Day

Deduction to Date Validity End + 999 Months

Define Generation Rules for Quota Selection

IMG Path: Personnel Time Management–>Time Data Recording and

Administration –>Managing time accounts–>Calculating Absence
quota entitlements–>Rules for Generating Absence QuotasàDefine
Generation rules for Quota Selection

Table : V_T559L

Absence quota type 10

Accrual Period Time Evaluation Period

Accrual Entitlement

Multiplication with Time Balance

Period Balance 9P01 (Time Type)

Transfer Time Upon Accrual

Define Quota Deduction rules

IMG Path: Personnel Time Management–>Time Data Recording and

Administration –>Managing time accounts–>Quota Deduction using
attendance/Absence–>Define Deduction rules Using
Attendance/Absence QuotasàDefine Deduction rules using Absence
quotas

Table : V_556R_B

Deduction Rule 100

Absence Quota Type 10

Other Data can be the default values

Assign Deduction rules to Counting rules

IMG Path: Personnel Time Management–>Time Data Recording and

Administration –>Managing time accounts–>Quota Deduction using
attendance/Absence–>Define Deduction rules Using
Attendance/Absence QuotasàAssign Deduction rules to Counting
rules

Table : T556C

Counting Rule 100

Deduction rule 100

Describe Absence Valuation rules

IMG Path: Payroll International–>Absences–>Describe Absence

Valuation rules

Table : V_T554L

Create two Valuation rules as follows :

01 Paid Leave

02 Unpaid Leave
Group Absences for Valuation

IMG Path: Payroll International–>Absences–>Group Absences for

Absence Valuation

Table : V_554S_G

Following configuration needs to be done

LeaveType Description Valuation Rule

0100 Privilege Leave 01

0401 Study Leave 02

Create Counting classes for Absence Valuation

IMG Path: Payroll International–>Absences–>Valuation of Absences–

>Create Counting classes–>Define Counting classes

Table : V_T554E

Following configuration needs to be done

Counting class Description

01 Paid Leave

02 Unpaid Leave

Setup Counting classes for Absence Valuation

IMG Path: Payroll International–>Absences–>Valuation of Absences–

>Create Counting classes–>Set up counting classes for Absence
valuation

Table : V_T554C

Following configuration needs to be done

AbsValGrpg Valuation Rule CC for Absences Paid (Check Box)
Percentage

01 01 01 Check it 100%

01 02 02 Do not Check it 100%

Write following rules for PL Accrual

Rule ZI01:

This rule is written to compute the Unpaid absence days and store
the same in Time type 9P35. In this context whenever an employee
avails leave under leave type 0401 these leave days are stored in
time type 9P35.This rule should be called by the function PTIP.(Refer
Scenario 1)

VAKey

NL

Opn1
Opn 2

Opn3

Opn4

Opn5

COLOP*

OUTTPABTYP

**

***
****

0401

HRS/S

ADDDB9P35

The rule should be called as follows:

PTIP ZI01

Rule ZI02

This rule moves the unrecorded Absences to 9P36 from 9P63 .

(Please refer Scenario 1)

VAKey

NL

T
Opn1

Opn 2

Opn3

Opn4

Opn5

HRS=D9P63

ADDDB9P36Z

This rule should be called as follows :

ACTIO ZI02

Rule ZI06
This rule is written to compute and Populate the time type 9P01 (PL
Quota Multiplier). If period Balance of 9P35 and 9P36 is less than or
equal to 10, the rule should move 1 to 9P01 else move 0 to 9P01

VAKey

NL

Opn1

Opn 2

Opn3

Opn4

Opn5
HRS=D9P35

HRS+D9P36

HRS+M9P35

NEXTR

HRS+M9P36

HRS?10

HRS=0
ADDDB9P01Z

<

HRS=1

ADDDB9P01Z

This rule should be called by function ACTIO and should be called

just before CUMBT function

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