Managing Employee Time

Submitted time sheets appear in an approver’s home screen in the quick approval cards.

To view the list of Time sheet requests, choose the quick approval cards. You can see list of Approve Requests.

You can open the Employee Time Sheet to review it in detail. Here is an example:

The time sheet approval screen layout and contents are determined by the time sheet setting for approvers. It contains a list of all the time entries and valuation results in a time sheet submitted for employees. Each time valuation entry consists of the time pay type, number of hours, alternative cost center, and booking date.

When you approve an employee's time sheet, you are, in effect, approving the time valuation result from the time sheet. This result is the breakdown of all time valuation entries for the week in question, which is a breakdown of time recorded by your employee as well as paid absences.

We can also configure time sheets with flexible approval periods. This feature allows you to align time sheet periods with payroll periods. It is possible to configure approval periods of 2 weeks, 4 weeks, and half a month, aligning time sheet periods with payroll periods. Note that Time Tracking is required.

We've added a possibility to automatically submit time sheets by setting up a calendar with submission dates. In the calendar, you can define a submission period and a submission date. On the submission date, time sheets overlapping with the submission period are automatically submitted. Additionally, you can set an approval date that is equal to the submission date. The time sheets overlapping with the submission period then directly change their status from To be Submitted to Approved without triggering a workflow.

Employees sometimes forget to submit their time sheets manually. Now, we provide more flexibility in the automatic time sheet submission process to ensure that time sheets are submitted and approved in time, so that employees can be paid correctly and timely.

You set the submission date, the approval date, and the submission period in the time recording calendar. The time recording calendar is assigned to the time recording profile.

With appropriate permissions, managers can perform time recording on behalf of their employees. Role-based permissions are activated in the system that let you carry out time recording on behalf of other employees. As an authorized user, managers can take the same actions in the time sheet as the employee, when these permissions are granted.

When performing time sheet recording on behalf of one of employees by named time sheet approver, the time sheet is automatically approved after submission.

To perform time recording on behalf of an employee, a manager follows these steps:

1. Open the employee's time sheet by selecting View time sheet for... from the action search, and then entering the employee's name.

2. Enter the employee’s times and time types for the required period and select Submit.

For employees recording their time in the Payroll Time Sheet by using the negative time recording method, time administrators need to manage background jobs to plan working times that are automatically generated, auto-approved, and submitted to payroll.

There are two specific jobs that perform these tasks, running automatically in the background:

• Time Sheet Generate Working Time Job

• Submit Time Sheet Job

To run the two required time sheet background jobs, the TLMTriggerTasks job must be configured in Provisioning and scheduled to run in your system.

The TLMTriggerTasks job triggers, for example, scheduled and automatic calendar runs, recalculation, and Time Sheet jobs. This view will help administrators to make sure the job is running successfully by checking the details with the Scheduled Job Manager. However, the system supports monitoring of the TLMTriggerTasks job directly by using Scheduled Job Manager Job Monitor. This allows users to track the status of the job without requiring access to Provisioning. However, scheduling the TLMTriggerTasks job still requires access to the Provisioning system, and scheduling through the instance is not supported.

The Time Sheet Generate Working Time Job generates time sheet entries and valuation of the time sheet for employees by using a negative time recording method. Only employees who are active are selected by this job. Time sheet entries generated by this job are based on the planned working time per day as well as the time sheet for employees hired retroactively.

The Time Sheet Generate Working Time Job is automatically triggered by the TLMTriggerTasks job that is normally scheduled to run once per day. It reprocesses time sheets with failed before and those time sheets with errors in the current week.

The job also recalculates time sheets retroactively for two scenarios:

• Previous failed times

• Retroactive records entered in Time Off

The Time Recalculation is configured in Time Management Configuration.

At the end of each time sheet week, the Submit Time Sheet Job run and select all time sheets of generated and saved by the Time Sheet Generate Working Time Job for negative time recording employees.

This job runs after the Time Sheet Generate Working Time Job has ended, submitting all relevant time sheet entries. It runs each time the TLMTriggerTask Job is scheduled.

To view these two jobs, go to Manage Data→Manage Data and enter The Time Management Job Summary or Time Sheet Job Summary.

Time administrators can trigger the import of external attendance data recorded into Employee Central and generate time sheets for these employees based on this imported data.

The import of external time data into the Payroll Time Sheet includes the following:

• Pre-processing and conversion

  External working time is pre-processed and entered into a template with the required format.

• Uploading data to staging area

  External time records are uploaded to a staging area in the SAP SuccessFactors system by using Import and Export Data.

  Note

  If OData API ExternalTimeData is implemented to upload time data directly from an external system into a staging area, there is no need to perform the two previous steps.

• Running Time Sheet Import External Times job

  The Time Sheet Import External Times job imports the external data from the staging area and creates time sheet entries for the employees in given week.