Managing Day Rules

Objectives

After completing this lesson, you will be able to:

Create day rules which impact payroll calculations
Create an absence for an employee

Day Rules

Day rules allow you to form counting classes or wage types based on the following conditions set for the day of an absence:

Public holiday class or day type of the day to be evaluated or the previous day?
Which weekday?
Does an 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 sequential numbers. During processing, the system runs through the numbers in consecutive order until it finds an appropriate condition.

The name range A – Z is reserved for the customers.

Define Day Rules

Screenshot displays settings for absence valuation in an HR software. It includes configuration details for paid leave, such as wage types, time units, percentages, counting classes, paid status, and day rules.

You need to ensure that the counting class is only formed on workdays (WD).

To ensure the counting class is only formed on workdays, the following conditions must be fulfilled and stored in a rule without a sequential number:

The day type BLANK is assigned to the day.
For this day, there are planned hours specified for the employee, that is:
- A valid daily work schedule with planned hours greater than 0, or
- A time substitution

Making entries for only one of these conditions is not sufficient to determine a workday. If a day is assigned the day type BLANK, the decision about 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 question or is the daily work schedule OFF?). Therefore, query both the planned hours in the daily work schedule and the day type.

Days Off (DO) can be characterized by the following two different conditions that you represent by assigning the sequential numbers 01 and 02 to day rule DO:

Sequential number 01:: The day is assigned day type 1.
Sequential number 02:: There are no planned hours specified for the employee on the relevant day.

As If Principle

Image showing Absence Valuation interface of employee grouping for leave and sickness, leading to wage type generation with icons representing a group of employees and financial processing.

Absence valuation using the As If principle means paying employees exactly as if they had worked. This includes bonuses that form part of the employee’s planned working time. Overtime is not considered when the As If principle is used to valuate the absences.

For example, an employee grouping is paid according to time worked. One employee should have worked 160 hours in the month. Instead, the employee worked 120 hours and was unable to work the other 40 hours.

In such a case, following conditions should be met:

Generate the wage types for these 40 hours to pay the employee for the absences.
As a result of the collective agreement, legal requirements, or enterprise-specific regulations, the employee should also receive bonuses for work on Sundays or at night, just as if the employee had worked as normal.

Absences in Schemas

XT00: Time data processing INTERNATIONAL
.
.
MOD XMOD GEN - Determine payroll modifiers
RAB: Import absences
.
XNAB - Country-specific absence routines
.
DAYPR TC00 - Day processing of time data
.
PAB - Edit absence data
.
XAB - Country-specific absence routines

Function MOD calls personnel calculation rule XMOD that queries employee work center data and sets modifiers for table access during payroll.

Depending on a country’s provisions, country-specific processes may be required. A typical example, which needs to be considered for many countries, is absence due to illness. The payment can change over the course of the illness (continued pay). In absence valuation, this has been taken into account by refining the internal table Absences (AB) with function XNAB. If the entire absence record is affected by county-specific requirements, the record is divided into smaller parts and transferred back to the table AB.

The processing of the country-specific requirements, started by function XNAB, may have to be continued. This can only happen after the function PAB has evaluated the absences. If necessary, function XAB is used to trigger the processing.

Create an Absence for an Employee

Business Example

Your company allows employees to take unpaid leaves. You need to check whether the entire leave gets paid or not. For this reason, you need to create an absence for an employee.

Check your payroll results to ensure that the entire leave was paid. Record the leave in the Absences infotype (2001) with the attendance and absence type 0100. Your company allows employees to take unpaid leave. You can record this type of leave using an attendance and absence type.

ExerciseStart Exercise

Steps

Record leave for your employee using the attendance and absence type 0100 that starts in the last week of March and ends in the first week of April.
1. To record cross-period leave for an employee and then to run payroll:
  On the SAP Easy Access screen, choose Human Resources → Personnel Management → Administration → HR Master Data → PA30 - Maintain.
2. On the Maintain HR Master Data screen, enter the employee’s personnel number 400991##.
3. Choose the infotype menu Working times. Select the Absences infotype 2001, subtype 0100 Leave and choose Create (F5).
4. Enter the data as shown in the following table:
  Start To
  A workday in the last week of period 03. For example, March 25 of the current year. A workday in the first week of period 04. For example, April 5 of the current year.
  Press Enter and choose Save.
5. Save the infotype.
Release and run the payroll for period 03. Check your payroll results to ensure that the entire leave was paid at the rate of EUR 20 per day. If your results are correct, exit the payroll for period 03.
1. To run payroll for your employee:
  On the SAP Easy Access screen, choose Human Resources → Payroll → International → Payroll → Release Payroll (for period 03).
2. Choose Back to go to the SAP Easy Access screen and then choose Human Resources → Payroll → International → Payroll → Start Payroll.
3. Choose your selection variant and run payroll by choosing Execute (F8). Check your payroll result to ensure that the entire leave was paid at the rate of EUR 20.00 per day within period 03.
  Note
  You can review the results in the payroll log in following functions:
  RAB Import absences
  In the Output table AB you can see the holiday record
  PAB Edit absence data
  In the Output table IT you can see the generated wage type 40## Vacation with the number of recorded days.
  PIT X015 GEN
  In the output table IT you can see the valuation of the wage type 40## Vacation. The number of days recorded is multiplied by 20 euro.
4. When the result is correct, exit the payroll for period 03.
  On the SAP Easy Access screen, choose Human Resources → Payroll → International → Payroll → Exit Payroll (for period 03).
Change the time of payment for the vacation bonus to payment of the full amount in the payroll period in which the leave ends (E). Change your entry for absence grouping yy (yy=##+60) and now run payroll for period 04. What do you need to consider here? Check your results in the payroll log to confirm whether the entire leave was paid within period 04. Do not exit the payroll period 04.
1. To create the entry for the absence valuation grouping yy (yy = ##+60) and to run payroll:
  In Customizing, choose Payroll → Payroll International → Absences → Valuation of Absences → Create Counting Classes for Absence Valuation.
2. Choose the activity Absence Valuation: Expert View. Select the entry for your AbsValGrpg (Employee Grouping for Absence Valuation) = yy (yy = ##+60) and Valuation rule = 01. Choose Details and change the Time field value from B to E. Press Enter and choose Save. Go back to the Change View "Absence Valuation": Overview screen and select Save.
3. On the SAP Easy Access screen, choose Human Resources → Payroll → International → Payroll → Release Payroll (for period 04).
4. Choose Back to go to the SAP Easy Access screen and then choose Human Resources → Payroll → International → Payroll → Start Payroll (for period 04).
5. Choose your selection variant and add the date March 1 of the current year in the Forced retroactive accounting as of field.
6. Run payroll by choosingExecute (F8). Check your payroll result for periods 03 and 04. The entire leave should be remunerated in period 04.
  Note
  Do not exit payroll for period 04.
Change the time of payment for the vacation bonus to payment within the relevant payroll period (I). Use the Forced retroactive accounting as of field to trigger retroactive accounting for period 03. If there are no errors, exit payroll for period 04.
1. To create the entry for the absence valuation grouping yy (yy = ##+60) and to run payroll:
  In Customizing, choose Payroll → Payroll International → Absences → Valuation of Absences → Create Counting Classes for Absence Valuation.
2. Choose the activity Absence Valuation: Expert View. Select the entry for your AbsValGrpg (Employee Grouping for Absence Valuation) = yy (yy = ##+60) and Valuation rule = 01. Choose Details and change the Time field value from E to I. Press Enter and choose Save.
  Go back to the Change View "Absence Valuation": Overview screen and select Save.
3. Choose Back to go to the SAP Easy Access screen and then choose Human Resources → Payroll → International → Payroll → Start Payroll (for period 04).
4. Choose your selection variant and add the date March 1 of the current year in the Forced retroactive accounting as of field.
5. Run payroll by choosing Execute (F8). Check your payroll result for periods 03 and 04. The leave for March should be paid in period 03, and the leave for April should be paid in period 04.
6. When the result is correct, exit payroll for period 04.
  On the SAP Easy Access screen, choose Human Resources → Payroll → International → Payroll → Exit Payroll (for period 04).

Start	To
A workday in the last week of period 03. For example, March 25 of the current year.	A workday in the first week of period 04. For example, April 5 of the current year.

Go to Course