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Absence Valuation

Contents#
Absence Valuation Types Valuation Using Constant Values Time of Absence Valuation Defining and Creating Counting Classes Assigning Absences to a Valuation Grouping for Absence Valuation Defining and Using Day Rules Valuating Absences According to the As If !rinciple !rocessing Absences in the "chema
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Absence Valuation# Unit &b'ecti(es

At the conclusion of this unit) you *ill be able to# Describe the (arious methods of (aluating absences$ +,plain *hat is meant by (aluation and counting classes$ Valuate (acation bonus as a constant in payroll according to organi-ational differences and time constraints$

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Course &(er(ie* Diagram

!ayroll /asics

Time 0age Type "election

!ersonnel Calculation Rules

A(erages

"tarting !ayroll

1actoring

0age Type Valuation

Cumulation 0age Types

Absence Valuation

Retroacti(e Accounting

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Absences

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The system can process an employee's absences in several ways. Examples: An employee is sick for a long period of time. An employee takes vacation. An employee goes on maternity leave. An employee takes unpaid leave.

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Absence Valuation Types

Valuation using an a(erage

amount or a fi,ed amount

As If principle

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There are various methods for valuating absences. Each method can be used separately or combined with other methods. 1. Valuating absences using averages or constants. Example: You want to calculate a vacation bonus using the average remuneration for overtime hours worked by your employees. . Valuating absences as if the employee had worked !"as if# principle$. Example: You want employees who are unable to work to receive their basic pay as well as the bonus they would have received had they been at work. %f employees take unpaid leave& their remuneration is reduced accordingly. 'eductions in pay as a result of unpaid or partially paid absences !factoring$ will be covered later in the course.

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Absence Valuation# Vacation /onus 567

The Caliber A /icycle Company pays a constant

(acation bonus for each day$

In the near future the company *ill pay a (acation

bonus made up of a(erage (alues that is paid for each day$

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Valuating Absences by Constants9A(erages

Vie*# Absence Valuation# A(erages9Constants

AbsValGrpg Valuation rule 0Type :200 ;; ;; Time / ; ; 06 06 !aid lea(e Time unit AT ;; ;; 1rom /! split < ;; ;; To Day rule ;; ;; ;;

!ercent$ 600 ;;; ;;;

Time units
Absence hours Absence days Calendar days Accounting hours Accounting days
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.4.$00 36$00 86$00 .4.$00 36$00

A= AT >T R= RT

(cenario) 1$ Your employees are to receive a fi*ed vacation bonus for each day's leave. %n this case& the system valuates the relevant wage type using a constant amount. $ +or each absence day of leave& your employees are to receive a vacation bonus based on the average amount of overtime they have worked over the last three months. %n this case& the relevant wage type must be valuated using average bases. You want to pay vacation bonus for each leave day. There are several ways in which you can remunerate leave per day) 1$ ,alendar days. $ Absence days& that is& each day that counts as a workday on the work schedule. -$ Accounting days& that is& leave days processed according to the entries specified in the table Attendance/Absence Counting. %f you flag the field Basic Pay Split& changes made to an employee's basic pay for a payroll period are taken into account.

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Time of Absence Valuation

Absence

@an %0

1eb 03

!ayroll period

@an 06 @an A?

1eb 06 1eb A?

:arch 06

Time /

Time +

Time I

Time B
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"tore data per day

%f an employee#s absence spans several payroll periods& valuation can occur either in the payroll period in which the absence begins& the payroll period in which the absence ends& or on a pro rata basis in each payroll period affected. Time . writes the wage type to internal time wage type table ./.

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Defining and Creating Counting Classes

Vie*# Absence Valuation# Create Counting Classes

AbsValGrpg Valuation rule Counting class 06 ;; ;; 06 06 !aid lea(e D rate 600 "tart Day rule +nd

Cea(e <

Vie*# Define Counting Classes

06 0% Cea(e Illness
xAP01 xAP02 xAU01 xAU02

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,ounting classes are used to collect data on various absence types !for e*ample& leave and sickness$. You have the option of subdividing each counting class into paid !AP 0 absences paid$ and unpaid absences !AU 0 absences unpaid$. This data on paid and unpaid absences is used to reduce pay or to generate statistical information. 1. To reduce remuneration for unpaid absences& in the standard system& all counting classes that group unpaid absences are processed together. Therefore& a prere1uisite for the reduction in remuneration is that the unpaid absences are grouped together in at least one counting class. %f several counting classes are to be created for unpaid absences& you must e*plicitly specify the counting classes that are to be taken into consideration in factoring . . To generate statistics and for cost accounting& you can group together absence times in the counting classes to fill wage types and evaluate the cumulated values for cost accounting or statistical purposes. You can access the counting classes using operation 234. 5aid counting classes are 1ueried in operations with the %6 xAPnn& and unpaid counting classes are 1ueried with the %6 xAUnn& where * 0 K for the value in calendar days& A in workdays& and S in hours.

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Assigning Absences to a Valuation 567

Vie*# Absence# !ayment Data

!"Grp 06 06 06 06 Abs$9attendance type 0600 Cea(e 0660 Cea(e 69% day 06%0 "eniority lea(e 0%00 "icEness 1rom To VRule 06 06 06 0% Cat$ F F F F

Absence Valuation Rule

06 0%
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Cea(e "icEness

You want to valuate absences for paid leave differently from absences for paid sickness& and you want all leave types to be processed using the same valuation method. To do this& you group all absence types that are valuated identically by assigning them to an absence valuation rule. Absence valuation rules determine how an employee's absences are processed in the payroll run. The field Category is used in specific Austrian evaluations and for the 7erman public sector to determine the continued pay and sick pay supplement periods.

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Assigning Absences to a Valuation 5%7

Vie*# Absence#Valuation Using Constants9A(erages

!"Grp 06 06 06 06 Abs$9Attendance type 0600 Cea(e 0660 Cea(e 69% day 06%0 "eniority lea(e 0%00 "icEness 1rom To VRule 06 06 06 0% Cat$ F F F F

Vie*# Valuate Absences

AbsValGrpg 06 06 0% 0% Rule 06 0% 06 0% Valuation class Cea(e "icEness Cea(e "icEness

+mployee grouping for absence (aluation

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To valuate absences& you must divide your employees into groups. This enables you to apply different absence valuation rules to each grouping.

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Valuation Rules and Counting Classes
6$
Create Absence Valuation Rules 06 Cea(e 0% !aid illness $$$ 66 Unpaid illness

%$

Cumulate Absences for Valuation 0600 Cea(e 0660 =alf lea(e day 06 06%0 AgeFbased lea(e $$ 0%00 $$$ 04%0 Illness Unpaid lea(e 0% 66

.$

Create Counting Classes for Absence Valuation a7 Define Counting Classes 06 Cea(e 0% Illness b7 Create Counting Classes for Absence Valuation Valuation rule 06 xAP01 Counting class 06 !aid lea(e 600D

Valuation rule 66 xAU01

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Counting class 06 !aid lea(e

600D

%n this e*ample& paid leave is grouped together using the absence valuation rule 81 in counting class 01 Leave in the 9bucket: of paid absences !AP$. 3npaid leave is grouped together using absence valuation rule 11 in counting class 01 Leave in the 9bucket: of unpaid absences !AU$.

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Grouping for Absence Valuation

<:&D +

+mployee grouping for payroll

. + Using +" grouping . *age9time *age9time type IIII as an e,ample IIII + &UT0!!CAGT + 6000 :&DI1 A H 06 :&DI1 6 H 06 :&DI1 % H 06 + 6600 :&DI1 A H 0% :&DI1 6 H 0% Table Absence (aluation Table Time *age type selection rule Table Constant *age type (aluation !ersonnel area

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:&DI1 % H 0%

%n this step& you group together employees whose absences are to be valuated identically in absence valuation. %n this way& you determine which table entries the system references for which employee subgroup groupings during absence valuation. 6ecision operation U!"P uses work center elements to determine the modifiers. ;peration # $%& set to parameter A determines the employee groupings for accessing the table Absence 'aluation during payroll.

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Absence Valuation# Vacation /onus 5%7

The Caliber A /icycle company decides

not to pay the constant (acation bonus for an absence taEen on a public holiday$ Therefore absences that coincide *ith a public holiday should be grouped together in a separate counting class$

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Defining Day Rules

Vie*# Define Day Rules

Day rule "eJuential no$ 0D 00 !re($ day Current day

Conditions set for holiday class

=oliday class /CAG> F no public holiday =oliday class 6 F public holiday K$

Conditions set for day type

Day type /CAG> F *orE acc$ to !0" Day type 6 F day off K$

Conditions set for *eeEday

:onday Tuesday K$
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Conditions set for planned hours

!lnd hrs L 0 !lnd hrs H 0 K$

6ay rules allow you to form counting classes or (age types based on the following conditions set for the day of an absence) 5ublic holiday class or day type of the day to be evaluated or the previous day< =hich weekday< 6oes the employee's personal work schedule for the current or previous day show planned hours< You can specify several different conditions for a day rule& and assign them se1uential numbers. 6uring processing& the system runs through the numbers in consecutive order until it finds an appropriate condition. The name range reserved for customers is A > ..

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Using Day Rules

Vie*# Absence Valuation# A(erages9Constants

AbsValGrpg Valuation rule 0Type :200 Time / 06 06 !aid lea(e Time unit AT 1rom /! split < To Day rule 0D

!ercent$ 600

Vie*# Absence Valuation# Create Counting Classes

AbsValGrpg Valuation rule Counting class 06 66 06 06 !aid < !aid lea(e D rate 600 600 1rom Day rule 0D D& To

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=6 > =orkday) To ensure that the counting class is only formed on workdays& two conditions must be fulfilled and stored in a rule without a se1uential number) a$ The day is assigned day type ?/A2@. b$ There are planned hours specified for the employee for this day& that is) A valid daily work schedule with planned hours greater than 8& or A time substitution. 4aking entries for Aust one of these conditions is not sufficient to determine a workday. %f a day is assigned the day type ?/A2@& the decision as to whether or not the employee must work is made on the basis of the planned hours in the work schedule !are there planned hours specified for the employee on the day in 1uestion or is the daily work schedule ;++<$. Therefore& the planned hours in the daily work schedule and the day type must both be 1ueried. 6; > 6ay ;++) 6ays off can be characteriBed by two different conditions that you represent by assigning the se1uential numbers 81 and 8 to day rule 6;) c$ (e1uential number 81) The day is assigned day type 1. d$ (e1uential number 8 ) There are no planned hours specified for the employee on the relevant day.

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Absence Valuation# As If !rinciple

Absences taEen by employees

*ho are remunerated based on their *orEing times are to be paid as if the employee had *orEed$

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Valuating Absences Using the As If !rinciple

Vie*# Absence Valuation# As If !rinciple

!"Grp 06 06 Valuation rule 06 0% Cea(e "icEness Time *age type selection ,

+mployee grouping for absence (aluation

Wage type generation

20 20 10 10

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Absence valuation using the "as if# principle means paying employees e*actly as if they had worked. This includes bonuses that form part of the employee's planned working time. ;vertime is not taken into account when absences are valuated using the "as if# principle. Example: An employee grouping is paid according to time worked. ;ne employee should have worked 1C8 hours in the month. %nstead& he or she worked 1 8 hours and was unable to work the other D8 hours. =age types must be generated for these D8 hours so that the employee can be paid for the absences. As a result of the collective agreement& legal re1uirements or enterprise>specific regulations& the employee is also to receive bonuses for work on (undays& night work& and so on& Aust as if he or she had worked as normal.

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!rocessing Absences in the "chema

XT00 . . . MOD XMOD RAB . DAYPR TC00 . PAB . . .

General processing of time data INTERN.

GEN

Determine pa roll modifiers Import a!sences Day processing of time data Edit a!sence data

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+unction # $ calls personnel calculation rule E4;6 which 1ueries employee work center data and sets modifiers for table access during payroll. The entries are sorted and grouped in table views using one or more key fields.

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Absence Valuation# "ummary 567

Time *age types for absences can be (aluated at different times during the absence using a(erage or fi,ed amounts$ They can also be sorted according to organi-ational criteria and (aluation rules 5for e,ample) lea(e7$ In factoring and Cost Accounting) absences are cumulated into counting classes 5for e,ample) sicEness7$ !aid and unpaid absences can be processed separately in each counting class$

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Absence Valuation# "ummary 5%7

Absences can be (aluated using the as if principle) *hich is used to remunerate employees e,actly as if they had *orEed$

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0$%% Absence Valuation +,ercises

Unit: Absence 'aluation !opic: 'aluating Absences
AdAusting personnel calculation rule E4;6 to meet customer re1uirements. %ncluding a constant& daily vacation allowance in the payroll run. Your company pays a vacation allowance for each day of leave. The amount of the vacation allowance varies depending on the employee's organiBational assignment.

Your company pays a constant vacation allowance of 8.88 per payroll day. You want to include the vacation allowance in the payroll run using the absence Leave. 1. 6etermine the absence valuation grouping for your employee by setting modifier 4;6%+ A to value yy !yy 0 F8 G group number$ in personnel calculation rule )#nn !nn 0 group number$ for the table HValuation of AbsencesH. . To ensure that the vacation allowance is valuated as a constant& assign a constant valuation basis to the wage type D8nn HVacation allowanceH. Enter the valuation indicator K against your wage type. ,reate an entry for the wage type D8nn HVacation allowanceH in the table H,onstant wage type valuationH under the payroll modifier ** !** 0 I8Ggroup number$ using the amount 8.88. -. To ensure that wage type D8nn is included in your payroll runs& your table JValuation of absencesJ must contain an entry for your absence valuation grouping. 3se the entry for the absence valuation grouping 81 and the valuation rule 81 as a copy template and create an entry for your absence valuation grouping yy and the valuation rule 81 /eave !yy 0 F8 G group number$.3se counting class 81 and ensure that the absence is paid in full. Effect payment of the vacation allowance in the payroll period that leave begins. D. 'ecord leave for your employee between payroll periods 8- and 8D !the course instructor will provide the e*act dates$. 'elease and run the payroll for period 8-. I. Effect payment of the vacation allowance in the payroll period that leave ends !E$. ,hange the entry for absence grouping yy& and run the payroll for period 8D. =hat must you take into account as you do this< C. Effect payment of the vacation allowance in the relevant payroll period !%$. ,hange the entry of absence grouping yy& and run the payroll for periods 8- and 8D. =hen there are no more errors& e*it the payroll run. Chec* the payroll log for each scenario+
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Unit: Absence 'aluation !opic: 'aluating Absences
AdAusting personnel calculation rule E4;6 to meet customer re1uirements. %ncluding constant& daily valuation in the payroll run. Your company pays a vacation allowance for each day of leave. The amount of the vacation allowance varies depending on the employee's organiBational assignment.

1.

To set up the absence valuation grouping in personnel calculation rule .4nn& to) IMG Payroll: International Absences Define Grouping for Absence Valuation ,ote: The %47 automatically calls personnel calculation rule E4;6. 2ote that you previously copied personnel calculation rule .4nn& and included it in schema .8nn !nn 0 group number$.

To valuate wage type D8nn as a constant& go to) IMG Payroll: International Time Wage Type Valuation Valuation Bases Constant Valuation Bases Assign Valuation Bases ,hange the following entry) =age type) -.nn (tart date) /anuary 0st current year End date) 10st $ecember 0222 Valuation basis) K IMG Payroll: International Time Wage Type Valuation Valuation Bases Constant Valuation Bases Define Wage Type-Depen ent Constants Determine Constant Valuation Per Wage Type ,reate the following entry) 4od) xx =age type) -.nn (tart date) /anuary 0st current year End date) 10st $ecember 0222 Value) 3.

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To enter absence valuation grouping yy and valuation rule 81 Leave& go to) IMG Payroll: International Absences Valuation of Absences Create Counting Classes for Absence Valuation !et "p Counting Classes for Absence Valuation ,reate the following entry) AbsVal7rp) xx Valuation rule) .0 ,ount.class) .0 5aid) yes 5ercentage) 0.. IMG Payroll: International Absences Valuation of Absences Valuate Absences by Constants#A$erages Enter the following data for the valuation of averages) =age type) -.nn Time) 4 5ercent) 0.. Time unit) 5!

D.

'ecord and run payroll for cross>period leave) %uman &esources Personnel Management A ministration Maintain Master Data Time Mgmt Trans Data Absences Create %uman &esources Payroll International Payroll &elease Payroll %uman &esources Payroll International Payroll !tart Payroll

I.

To change the data stored for absence grouping yy& and run the payroll& go to) IMG Payroll: International Absences Valuation of Absences Create Counting Classes for Absence Valuation Absence Valuation: '(pert Vie) Time) E Solution: After running the payroll for period 8-& you changed an entry in a table view. This change does not automatically trigger a retroactive accounting run for the relevant employee. You must therefore run the payroll for period 8D with forced retroactive accounting for period 8-.

C.

To change the data stored for absence grouping yy& and run the payroll& go to) IMG Payroll: International Absences Valuation of Absences Create Counting Classes for Absence Valuation Absence Valuation: '(pert Vie) Time) % %uman &esources Payroll International Payroll !tart Payroll %uman &esources Payroll International Payroll '(it Payroll

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