Professional Documents
Culture Documents
Time Off
Time Off
Time Off
Content
4 Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
4.1 What is the absence overview and how do I use it?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Filtering Data in the Absence Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
4.2 What is the time account overview and how do I use it?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Filtering Data in the Time Account Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
4.3 What is the time account snapshot and how do I use it?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Snapshot Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Filtering Data in the Time Account Snapshot. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
4.4 What is the overview of absence frequency and duration, and how do I use it?. . . . . . . . . . . . . . . . . . . .45
Do not use the zoom feature on your browser when working in the Time Off solution. The solution doesn't support
it and data will not be displayed correctly.
You’re an employee. How can the Time Off feature help you?
● You can apply for time off, whether it is vacation, paid time off (PTO), sick leave, leave of absence, or some
other type of absence.
● When you enter a request, you can see who else is absent during the period where you are requesting time
off.
● You can check your time account balance(s) - how much time off you have earned, taken, and planned.
● You can view all your requests and cancel or edit requests for time off.
So, you want to apply for some time off? How do you do it?
● The calendar itself shows three months, starting with the current one. You can move backward and forward.
● In the calendar, you can see the time off you have already requested by shading or part shading of the
squares for the days in question (Pending). The colors used for the shading match the colors used in the
If you want to request some time off from your default time type, simply select the dates in the calendar. The
dates are then part shaded in the relevant color – for example, green for Vacation.
If you want to request time off from any of your favorite time types, choose the relevant button.
If the time off you want to request is not from one of your favorite time types, choose Others and select the time
type from the resulting list.
Alternatively you can enter or change the time type or the dates you want to be absent in the request row. As you
do this, the relevant dates are part shaded in the calendar so you can see where they are.
If you want to be absent for only half a day or for a few hours, just select the time you will be off under Requesting.
If you want, you can enter more than one absence for the same day. Here are some points to bear in mind about
this:
● The total time taken by these multiple absences cannot exceed the prescribed working time for the day in
question. The system checks each request you enter and an error message appears if the one you are
currently entering would cause you to exceed the limit.
● A separate request is required for each of these absences. The requests are listed separately in the My
Requests part of your screen.
● The requests do not have to be of the same time type.
The triangular symbol marked for November 20 indicates shows that multiple absences exist for that day. The
symbol would be only partly shaded if one or more of the relevant requests hadn't been approved yet.
You can now record your time off for a one day absence in hours and minutes. If an hourly managed time type is
set up to allow requesting in hours and minutes, enter the precise time off in the hours and minutes field for
Requesting:
Employees with a flexible work schedule can enter their absence duration themselves. Instead of having the
system determine the requesting hours based on the work schedule and holiday calendar, the employee enters
the amount of hours or days he/she will be off into the system.
Employees can determine the amount to be deducted the time account by entering the number of hours / days
themselves according to the time type definition. If the payout feature has been enabled in the relevant time
account, employees can apply to receive a financial payout instead of taking the equivalent time off.
The selected time type and the employee's work schedule need to be set up for Flexible Requesting (at least a
dummy work schedule is needed).
If you have selected a status-changing Leave of Absence (LoA) time type, you enter an expected return date
instead of the end date. The status in the job info is changed accordingly.
If the system is configured to default an end date for the leave type in question, this appears in the appropriate
field. You can overwrite it if you need to.
When you return from Leave of Absence, use Edit in My Requests to enter the actual return date. Based on this,
the status in your job info is changed back to Active.
The Cancel Request option appears in the My Requests section, below any request you can cancel. Click this
option and the system asks you whether you are sure you want to cancel.
The Edit Request option appears in the My Requests section, below any request you can edit - either approved
absence requests or pending ones. Click this option and the system opens the request UI:
● You can change whatever you need to get changed, either the dates, the time type, or the comment.
● After you save the changes, the workflow is updated, if approval is required.
Select the i next to the balances if you want to see details for each of your time accounts – how much have you
earned, taken, and planned as of today. You can also simulate balances for a future date by selecting a future
date.
As employee you want easy access to an overview of your team on a certain date. You can now access the team
absence calendar from Time Off.
You’re a manager. How can the Time Off feature help you?
● You get to approve time off requests from members of your team
● You can view team absences
As manager, one of your tasks is to view requests for time off from members of your team and decide whether to
approve them.
When team members send you time off requests, they appear as To-Dos – Due Today in your home page.
To view a request, click it. You then see the request, along with information on who else is absent during the time
the employee requesting time off wants to be away.
The employee is informed of your decision by email for all the cases listed.
As manager, you want easy access to an overview of your team absences on a certain date. You can now access a
team absence calendar from the MyTeam tile that gives you this overview. You can navigate backwards and
forwards to the date in question.
As a manager, you might receive alerts and/or email notifications due to certain events if such events are defined
in the systems.
As a Human Resources (HR) administrator, you are responsible for the following time off tasks:
To get an overview of an employee's time off requests and time accounts, go to Employee Files and search for the
employee whose data you want to review. Then choose Manage Time Off in the employee's public profile, to see
the time off details as shown below.
● Time Accounts
This shows a summary of time off earned, taken, and planned. You can simulate future time off by entering
dates that lie in the future.
● Time Off Overview
This shows a list of all time off requested, whether canceled, declined, pending, or approved, by this
employee. You can filter this by time type and select different dates.
● Time Account Postings
You can see all the individual postings per time account. You can select which time account is shown and the
date.
Under certain circumstances, an employee might need to apply for time off, but can’t do it himself or herself – for
example, because he or she is ill and can’t access the system. Alternatively, it might be a time off type, such as
parental leave, that employees can’t simply enter themselves.
However, you can do it for them by choosing Request Time Off in the Time Overview and entering the appropriate
details.
You can enter multiple absences on a particular day in the same way as an employee can, subject to the same
restrictions:
You might find it necessary to make manual adjustments to an employee’s time accounts. For example, if an
employee has performed particularly well or worked long hours on a project, you might want to grant him or her
an extra day’s vacation. Or if you have a new hire, you need to maintain the correct initial balance.
Do this by choosing the Make Adjustment button and entering the appropriate details. You can either add or
deduct time.
If a rule is assigned to the time account type in question, accruals can be created automatically using Manage
Time Off Calendars in the Admin Center. The calendar jobs you see here can have the one of these statuses:
● Planned jobs (Ready to Run if no run date is assigned or Scheduled for calendars with a run date)
● Running is the status of a job while it is being processed.
● Finished is the status of a job that has run without problems.
● Finished With Errors is the status of a job that has been executed, but errors occurred. A log file including
error records is available.
● Job Failed is is the status of a job that failed due to an unexpected error. No log file is available. You can find
technical information for the error in the job monitor. For a more detailed analysis, you will need the server
log.
● Skipped
For change scenario “Accruals On Recorded Time” a daily job automatically creates a calendar. If the job of
the previous day is still running, the status of the new calendar is set to Skipped.
● Waiting
Calendar run jobs have this status if another job is running that might interfere with them because they must
access time accounts of the same time account type. The job with this status starts automatically when the
other job has finished.
● View
You can view calendar details.
● Delete
You can delete the calendar.
● Run
You can start the calendar and trigger creation of the accruals.
● Rerun to start a calendar in status Finished with errors again.
● Edit to change the schedule date or set the recalculation flag.
● Simulate
You can start a simulation run and receive a simulation log, showing the simulated accruals. Note that, for
simulated logs, true appears in the Simulation column.
To create a new job, choose New Calendar and enter a name, then select the change scenario (which must, in this
case, be Accrual), and start and end dates. Remember to select the respective time account type for which you
want to have accruals created.
Note that, for calendars in the past, the system will not propose a run date. You need to either maintain a run date
yourself (Edit) or start the run manually (Run).
If you already have time account types in place for existing employees, you need to trigger a recalculation by
executing a new calendar run. A checkbox enabling you to trigger this appears in the popup that appears when
you choose Edit in the Take Action list.
You can also create multiple calendars based on one calendar. For example, if you select a whole year for a time
account type where the frequency entered is monthly, the system will schedule all 12 calendars at once.
Note
Remember
Please ensure that, before you run a calendar, you have maintained your email address within
Personal Information Contact Information , so that you can receive the log file.
To actually start the accrual calculations and create the accruals, choose Run.
When the job has run, you receive an email confirming this, along with an Excel® log, listing those employees for
whom the accrual was created. In addition, the status of the accrual calendar changes to Finished.
Alternatively, you can access and view the result Excel from the calendar list Take Action View Log
file(s) .
You can check this by looking at their time accounts. In our example, the accrual was for vacation, so look at their
vacation accounts. Please note that only one accrual per employee and time account type is created.
If you encounter issues or have questions, look at the troubleshooting information in the Appendix.
It is possible to trigger a recalculation of accruals if, for example, if a rule has been changed. Please create an
accrual run for the recalculation of the accruals already posted. Mark the flag With Recalculation in the Edit
Calendar view.
When new employees are ready to start work, you need to make sure that their time off is managed correctly. This
means ensuring that the following objects are maintained for them:
● Holiday Calendar
This lists the public holidays for the country where the employee is working.
You can use the work schedule finder to search through existing work schedules to find one you can assign to an
employee.
Click the Preview tab to see the preview for the selected work schedule.
5. You can use the buttons at the bottom of the screen like this:
○ Assign
This assigns the schedule to the user.
○ Copy
This creates an individual work schedule for the user, which you can then adjust as necessary.
○ Cancel
This returns you to the Work Schedule Finder screen.
Note
You need the appropriate permissions to copy individual work schedules and create new ones. Take a look
at the Permissions in Time Off chapter of the handbook for details.
Clock Times
The example discussed above shows work schedules where the time recording variant in the employee’s job
information is set to Duration. The procedure in the work schedule finder for work schedules where the time
recording variant is set to Clock Times is the same, but the screens look a bit different.
1. Having searched for and selected a work schedule that meets your requirements, you see a work schedule
that looks like this.
Context
If employees are transferred from one location to another, typically a new holiday calendar and time profile is
assigned to the employee. New time accounts are created automatically, but you need to close the old ones
manually. The remaining balance needs to be manually transferred, if wanted.
Procedure
1. Transfer the old balances by choosing Manage Time Off - Manual Adjustment, then :
○ Zero the old accounts
○ Add the balances which should be transferred to the new accounts
2. Close the old accounts by going to the Admin Center and choosing Employee Files Manage Time Off
Structures . Then choose the Time Account object and do this:
This procedure applies for any cases where you need to change the time profile of an employee.
If you are terminating an employee and if an appropriate rule is assigned to the relevant time account type,
the system prorates the accrual, taking account of the termination date.
Accruals can be automatically recalculated for fulltime equivalent (FTE) changes or for job status changes with an
accrual eligibility update if the system is set up accordingly.
Examples of when you might want to change a work schedule like this include:
● An employee is going to cover for someone who is on absent and will work that person's pattern.
● An employee is traveling to another country or another plant where the standard work schedule is different
than the one the employee normally works. He or she will work according to that different schedule while at
that location.
Features
● To enter temporary changes, you must have the Maintain Temporary Change permission. To be able to create
individual work schedules, you also have to have the Maintain Individual Work Schedule permission.
● The temporary change must have a start date and end date.
● The minimum duration of a temporary change is one day. In the standard system, there is no maximum
duration. However, you can implement a SAVE rule to define one.
Take a look at the Metadata Framework Implementation Guide for full information on save rules.
You can set up a temporary change of work schedule in one of these ways:
1. Access the employee files for the employee in question and choose Administer Time in the Time Management
section.
2. The resulting screen shows the work schedule currently assigned to the employee, plus a record of the work
schedules, both regular and temporary, that have ever been assigned to him or her.
Notice also the field at the top called "To which period should the temporary change apply?" You must make
an entry here as part of the temporary change process.
3. Position the cursor in the search field and enter the search criteria, such as number of hours, that you want to
use. Here's a list showing the results of such a search.
6. If the selected work schedule suits you as it is, choose Assign to assign it to the employee. If you haven't
already entered a start date and end date, the system prompts you do to this now.
Alternatively, you can opt to make a copy of this work schedule, which you can then adapt as necessary, or
you can go back to the search feature to find another work schedule that is more suitable.
If you have non-permanent time accounts with yearly validity, meaning with time account types with Creation
Recurring, you need to do period-end processing at the end of the period.
● Calendar of change scenario Account Creation to create new time accounts for the next period
● Calendar of change scenario Period-End Processing to forfeit or transfer the balances.
Please make sure that you run the account creation before running period-end processing.
You create the calendars in the Manage Time Off Calendars feature of the Admin Center.
Before actually running the time account calendar and period-end processing, you have the option of simulating
the runs. If you do this, you will receive a log file showing the changes.
To create a new job for Time Account Creation, choose New Calendar and enter a name, change scenario (which
must, in this case, be Account Creation), and the respective time account type. Select the start and end dates as
the period for which you want to have accounts created.
When the job has run, you receive an email confirming this, along with an Excel log, listing the employees for
whom new time accounts have been created. In addition, the status of the account creation calendar changes
to Finished.
Remember
Please ensure that, before you run a calendar, you have maintained your email address within Personal
Information Contact Information , so that you can receive the log file.
To create a new job in order to forfeit or transfer balances, choose New Calendar and enter a name, change
scenario (which must, in this case, be Period-End Processing) and the respective time account type. Select the
start and end dates in accordance with the bookable period of the old time account type.
When the job has run, you receive an email confirming this, along with an Excel log, listing those employees for
whom balances have been forfeited or transferred. In addition, the status of the period-end processing
calendar changes to Finished.
Remember
Please ensure that, before you run a calendar, you have maintained your email address within Personal
Information Contact Information , so that you can receive the log file.
You might need to remove old Time Off data from your system because, for example, the employees it relates to
have left the company.
You need to set up the purge run and get it approved before it can be executed. Here's how you do that:
1. In the Admin Center, choose Company Settings Data Management . The screen shows any jobs already
created, along with their status.
2. Select Create New Purge Rule.
3. In the resulting screen, you need to set up the purge by doing the following:
1. Select Purge Time Off Data in the option What do you want to do with your data?
2. Enter a name for your purge rule and select which kind of Time Off data you want to purge. The options
are:
○ Accrual Calculation Base
Enter a date range whose data you want to purge and the name of the approver.
○ Purge Individual Work Schedules
Individual work schedules that aren't being used are purged when you choose this option.
Enter a start date for the purge and the name of the approver.
○ User Eligibility Status
Enter:
As an HR admin, you can make payments from the time accounts that have been set up to make this possible.
This includes paying out to an employee who is leaving the company.
The payout details must be entered in the time account details of the relevant time account. The time account
must, in turn, be assigned to a time account type where the Payment Eligibility field is set to Eligible. Take a
look at the EC Time Off handbook for details of how to do this.
Making Payouts
With the settings made, go to Manage Time Off for the relevant employee.
1. Select the time account you want to make a payout from and choose the Make Payout button.
2. You enter the details of the payout in the resulting popup. Note the following:
○ The payout date must be between the bookable start date and the bookable end date and between the
employee's hire date and his or her termination date.
○ If you enter a date earlier than the bookable start date, the system adjusts it to the bookable start
date.
○ If you enter a date later than the bookable end date, the system adjusts it to the bookable end date.
○ If you enter a date earlier than the employee's hire date or later than the termination date, the system
adjusts it to today's date.
3. You can either select a complete payout, which clears the account, or specify a number of days up to, but not
exceeding, the number of days in the account balance.
4. Enter the rate to be applied to the number of days to calculate the total amount of this payout.
Caution
The system checks the number of days you enter, but it does not verify the rate.
● Absence Overview
● Time Account Overview
● Time Account Snapshot
● Account Frequency and Duration
You can access them by choosing Reports Analytics EC Standard Reporting Time Off . You can
download your reports to Microsoft Word®, Microsoft PowerPoint®, or Microsoft Excel®.
● View summarized absences by department and employee within the selected timeframe. The default is for all
this information to be shown.
● To pass to more detailed information, where you can view the absences of individual employees, click the
right-pointing arrow (highlighted above) and choose Absence Details.
You can restrict the data displayed in the absence overview in the following ways:
● By Date.
Choose Date Options on the left side of the screen and enter the dates you want.
Note
Caution
4.2 What is the time account overview and how do I use it?
In the time account overview, you can see the current balances per department and time account, taking account
of both positive and negative bookings.
You can restrict the data displayed in the time account overview in the following ways:
● By Date
Choose Date Options on the left side of the screen and enter the dates you want.
Note
Caution
Remember that any filter options you choose remain in place for all reports you then view, unless you reset the
options.
The time account snapshots provides an overview of employee’s time accounts including time off earned, days
taken and planned, and the balance. The balance is calculated by deducting time off taken and planned from the
time off earned.
Each employee’s time account is specified by the time account type and the start and end date of the bookable
period. The information is given either for hours or for days, depending on how the time account is managed and
how the respective time account type is set up.
Taken – Sum of all taken leave up to and including the selected day. The default selection is today, but you can
enter a different one.
The default start date for the calculation is today, but you can enter a future date. If you do, here's what effect it
has:
Earned
If the time account type is set up with Simulation = YES, accruals up to the selected future date are simulated and
added to earned.
Taken/Planned
Leaves are assigned to taken and planned based on the selected date
The report assigns data to either Taken or Planned, depending on when you run the report. Here's an example of
how this works:
Example
An employee has booked five days' vacation for the second week of May.
The Time Account Snapshot Details shows each employee’s time off bookings in the specified period and for each
of the employee’s time accounts.
● Organization details
● Employee name
● Time account type, along with the corresponding bookable period (start date and end date)
● Booking type
● Booking amount
● Booking date
● Approval status
● For bookings of type employee time (time-off requests), a row is shown for each day.
● You specify the relevant date range (On Start Date) to determine which time-off postings should be
considered in the report.
○ FROM DATE: From which date onwards bookings should be included in the report.
○ TO DATE: Bookings until this date should be considered.
● You can select the List Report filters for company, department, personal data, cost center, Person Id, and
time account type. The report is sorted by department, employee name, time account type, and bookable
period.
● For all accounts with a valid bookable period within the selected period, the report output shows, the totals of
each employee’s earned, planned, and taken time off.
The overview of absence frequency and duration provides a listing of how many absences there have been over a
given period and the total duration of those absences.
The report above shows that Margit Amberg was absent once, for 8 days, and Monika Kiefer was absent once, for
6 days.
You can use this information to calculate the Bradford Factor, but you can't do it in the report itself. Use the Excel®
download facility to download the report data to an Excel® file and set up that file to calculate the factor.
1. Having first activated the mobile time off switch in Provisioning, download the app BizX Mobile from the
appStore.
2. Once you have installed the app, you need to activate the account, like this:
1. Launch the app.
2. Click next and choose SuccessFactors. This generates an activation code.
3. Log into the SuccessFactors website
4. Go to Options
Note
You can check in your system whether your mobile time off is active. To do this, go to the Admin Center and
choose Mobile Enable Mobile Features , and verify that the box next to Time Off near the bottom of the
screen is checked.
Note
Time types governed by flexible requesting and leave of absence (LOA) time types cannot be requested
from mobile Time Off.
Before requesting any time off, go to your Time Off home to check the balances on your time accounts.
The app includes a Before you go option, listing what else you need to do. Make your choices here and now if you
have any. You can't return to this display later.
You can find time off requests on your iPhone app. They appear in To-Dos – Time Off Request.
Notice the ticker on the Time Off tile, highlighting upcoming time-off-related events. Access the full Time Off
functions by double-tapping the tile or zooming in on it.
● The calendar, showing your work schedule, public holidays, and pending and approved leave.
○ Approved leave appears as solid green for the time in question.
○ Leave applied for, but not yet approved, appears as green stripes for the time in question.
● The balances for the various leave types.
● Your leave requests, approved and pending.
● Today's date is highlighted with a colored outline.
As an employee, you can view your calendar and a list, showing information such as public holidays and time
off you have already requested. From that display, shown above, you can request vacation, sick leave, and
other leave types.
You can enter the time off you want to apply for by tapping the first date in the range, then moving the cursor
to the last date in the range and tapping again.
If the time off you want to enter straddles more than one year, tap the first day of the time off, then tap the
month in the header. You can then scroll through the months shown until you reach the one where you want
to enter the time off end date.
Access the Before You Go feature. As with the team absence calendar, you can do this before you start the
process of submitting a leave request.
In addition to using the functions for requesting time off and so on that all employees can use, you also have to
approve time off requests from the people you manage. They appear in your ToDos.
Alternatively, double tap or zoom the individual items to access the detailed view, where you can view the details.
And here's the view from the to-do browser, showing other information, such as how many others are absent
during the time off requested. You can approve the request, decline it, or comment on it.
Overview
Here's a look at some issues you might encounter when creating accruals and what you can do to put the issues
right.
Problem: Employee was selected, but no accrual was created and time account
details fields were not filled.
Problem: The employee was selected, but no accrual was created. The status is
“Finished with errors” and one field is not filled.
You first need to identify which field is not filled. The log file tells you this.
In this example, it was the posting unit that was not filled, as you can see since it shows just ” “, rather than the
expected “HOURS”. You now need to check the rule setting for posting unit.
Problem: Employee was selected, but no accrual was created. The status is
“FINISHED WITH ERRORS” and the “Amount posted” is not filled.
● Check the rule expression for the amount posted. Is it correctly defined? What about the lookup table?
● If amounts were posted for some employees, but not for others, check the following settings:
○ Check the settings for the employees. For example, if the accrual amount posted is based on seniority,
the hire date needs to be maintained in the employee’s employment data. If it is the business unit, the
business unit needs to be maintained in the employee’s job info and there needs to be a corresponding
entry in the lookup table.
○ Check and calculate the accrual amount manually, based on the employee’s data, the lookup table, and
the rule.
If there are overlaps, you can only use the equal sign (=) once in the rule setup. Here's an example:
Tip
When an employee is a new hire, meaning that he or she has seniority of 0 (zero) years, we recommend that
you use the < with = .
Coding Samples
Any software coding and/or code lines / strings ("Code") included in this documentation are only examples and are not intended to be used in a productive system
environment. The Code is only intended to better explain and visualize the syntax and phrasing rules of certain coding. SAP does not warrant the correctness and
completeness of the Code given herein, and SAP shall not be liable for errors or damages caused by the usage of the Code, unless damages were caused by SAP
intentionally or by SAP's gross negligence.
Accessibility
The information contained in the SAP documentation represents SAP's current view of accessibility criteria as of the date of publication; it is in no way intended to be a
binding guideline on how to ensure accessibility of software products. SAP in particular disclaims any liability in relation to this document. This disclaimer, however, does
not apply in cases of wilful misconduct or gross negligence of SAP. Furthermore, this document does not result in any direct or indirect contractual obligations of SAP.
Gender-Neutral Language
As far as possible, SAP documentation is gender neutral. Depending on the context, the reader is addressed directly with "you", or a gender-neutral noun (such as "sales
person" or "working days") is used. If when referring to members of both sexes, however, the third-person singular cannot be avoided or a gender-neutral noun does not
exist, SAP reserves the right to use the masculine form of the noun and pronoun. This is to ensure that the documentation remains comprehensible.
Internet Hyperlinks
The SAP documentation may contain hyperlinks to the Internet. These hyperlinks are intended to serve as a hint about where to find related information. SAP does not
warrant the availability and correctness of this related information or the ability of this information to serve a particular purpose. SAP shall not be liable for any damages
caused by the use of related information unless damages have been caused by SAP's gross negligence or willful misconduct. All links are categorized for transparency
(see: http://help.sap.com/disclaimer).