Explaining Time Attendance

In SAP SuccessFactors Payroll Time Sheet, employees can perform the following activities:

• View Monthly and Weekly Time Sheets.

• Record attendance times and overtime in a Weekly and Monthly time sheet in positive time recording.

• Record exceptions to planned working time in negative time recording.

• Assign attendance times, overtime, or exceptions to the specific time types and cost centers.

• View the time valuation results that are relevant for payroll.

• Submit a time sheet for approval.

• Withdraw submitted but not-yet-approved time sheets.

• Make changes of approved time sheets.

• Record on-call times.

• Notifications cards are available in Microsoft Teams, such as Time for a Break and Take Time Off.

  

Depending on your company's policies on how to record times, you can use the Payroll Time Sheet to:

• Convert calculated overtime into time off in lieu of overtime pay.

• Import times recorded in other external systems into Payroll Time Sheet.

Consolidated Time Recording offers consolidated time management processes across SAP S/4HANA and SAP SuccessFactors.

With the Consolidated Time Sheet processes, the activity-based time recording in the existing SAP S/4HANA Cloud Private Edition, My Timesheet, is offered with an integration to SAP SuccessFactors Time processes like Time Off, Regulatory, and Payroll Time recording. This feature allows you to benefit from a single Timesheet interface with centralized and streamlined time tracking across various SAP S/4HANA and SAP SuccessFactors business processes like project monitoring, billing, and costing, ensuring HR regulatory compliance and payment to employees.​

By using this feature, you can:

• Identify the CTR users in SAP SuccessFactors Time and replicate this information in SAP S/4HANA.
• Display target hours computed on the SAP S/4HANA timesheet UI, based on work schedule or temporary time information, holiday calendar, and absences maintained in SAP SuccessFactors.
• Upon time sheet approval, enabling information to be used in SAP S/4HANA for further processing (such as financial) and in SAP SuccessFactors solutions for time valuation
• Use the S/4HANA time sheet user interface to access the SAP SuccessFactors Time Off UI and enter the absence details.
• Provide an efficient and accurate user experience by displaying real-time data.

• Provide a better user experience on the real-time display of absences, cross-midnight attendance recording based on the work schedule configured in SAP SuccessFactors Time Management, generation of fixed breaks based on the Work Schedule configured in SAP SuccessFactors Time Management, allowance recording, and display of work schedule details.

• Access the SAP SuccessFactors Time Statement from the SAP S/4HANA Cloud Private Edition ‘My Timesheet’.

• Time recording for Global Assignments from the SAP S/4HANA Cloud Private Edition ‘My Timesheet’.

Employees can access the SAP SuccessFactors Time Statement from the SAP S/4HANA Cloud Private Edition ‘My Timesheet’ to know the details of recorded times, absences, and time valuation results, such as overtime hours and premiums for a selected week. For more details on the SAP SuccessFactors Time Statement, refer to the Related information section.

Employees can also request absences using the Consolidated Time Recording UI.

The workflow approval process for both absences and attendances is handled in the SAP S/4 HANA system. The absences recorded in the SAP S/4HANA system are replicated in real-time to the SAP SuccessFactors system. These include the absences that are approved and the ones that are pending approval. You can record the absences for each day in the SAP S/4 HANA Time Sheet UI. You can only enter the duration or start time and end time of an absence. Any additional absence data such as attachment or custom fields can't be recorded from the SAP S/4 HANA Time Sheet UI.

There are several various ways to access the Time Sheet:

• From your home page, select My Time Sheet under theQuick Actions section.

• From your home page, select My Profile under the Quick Actions section. Then, navigate to the time management section within the People Profile and select Go to Time Sheet.

• Search for View my Time Sheet in the action search.

SAP SuccessFactors Time Tracking is a feature to track when employees are working, when they clock in and out, and shows their recorded time in the Time Sheet. To enable SAP SuccessFactors Time Tracking, you must first enable SAP SuccessFactors Time Sheet and the Time Sheet UI.

Time Tracking users can record time or apply planned working time for multiple days on the Time Sheet UI by using the Quick Create experience. This will automatically fill the timesheet with any time type (e.g., working time, training, working from home) for the complete planned working time of a day over a selected period.

Additionally, Time Sheet UI supports (Time Tracking is required)

• Ability to toggle between a weekly list view or a monthly calendar view

• Monthly time sheet calculations and options for submit and approval

• Very simple copy and paste features to more easily copy tasks such as working-from-home requests from one day to another

• Time valuation calculations for biweekly or 4-weekly periods

• Major usability improvement providing the ability to see and maintain time sheets on a monthly calendar of Keyboard Shortcuts for copying and pasting days in Time Sheet.

There are several ways that an employee can record their time in the Payroll Time Sheet, depending on time recording variant and the time recording method assigned to the employee. The time recording variant, time recording profile, time recording admissibility, and default overtime compensation variant are required to be employee’s Job Information for supporting Time Sheet functionality.

There are two time recording variants used to record times:

• Duration-Based Recording

• Clock Time-Based Recording

Clock time-based time recording is a time recording variant based solely on automatically generated and manually entered start and end times of work. Break times may or may not be deducted from duration of record time entries, depending on legal regulations, collective agreements, contracts, or other provisions in place within one organization.

For employees who record their working time using clock times, unpaid breaks are to be deducted from the recorded clock times, which can happen in two different ways:

• Automatic Deduction of Scheduled Unpaid Breaks

• Deducting additional unpaid breaks by the employee

Depending on employee’s work schedule, scheduled unpaid breaks are automatically deducted from the recorded working time.

You can define scheduled unpaid break times by adding the start and end time of the scheduled unpaid break to a work schedule day model.

The employee can also record their own unpaid breaks in the time sheet if required. Here's how:

1. Select the day in the calendar for which you want to enter your unpaid break.

2. In the Details area under Working Times, select the type of break you want to record in the Time Type field.

3. Enter the Start Time and End Time for your break.

4. Save your entries.

You can choose to specify that employees are entitled to dynamic rather than fixed breaks. The difference between the two is that fixed breaks are always at a particular time whereas dynamic breaks occur automatically after an employee has worked a certain amount of time (for example, after six hours of work, they are entitled to a 45-minute break).

Determine whether you want or need to use dynamic breaks. For instance, in many countries it is legal obligation to provide employees with a minimum break after a certain number of working hours, so dynamic breaks are a convenient way to ensure that this break happens automatically. Another benefit is that they cover unexpected working times, for example, if an employee comes in on Saturday when no fixed break exists in the working schedule.

For any selected time recording variant, employees can record their times by using one of the following methods:

• Positive Time Recording

• Negative Time Recording

• Overtime Recording

• Absences Only Time Recording

Positive and negative time recordings are most common used methods. In combination with time recording variants, there are different processes for Time Sheet.

In this course, we learn four common combinations for time recording:

• Positive with duration-based time

• Negative with duration-based time

• Positive with clock-time based time.

• Negative with clock-time based time.

Employees record the duration of attendance times, on-call, and allowance, and then submit times for approval on a weekly or monthly basis. An employee’s time sheet displays a calendar view of the current week/month. It is designed for employees who record duration-based attendance time and where relevant, overtime, on-call time, and allowances. The start day of the time sheet can be any day of the week, depending on how your organization has set up your time sheet.

The breakdown of the different types of time is shown in the week summary area are known as time valuation results. They are created from the attendance time you record and from other time data, such as paid holidays and paid absences. Time valuation results represent how your attendance time is classified in preparation for later payroll processing. Time valuation results that are relevant for payroll are called time pay types.

The Calendar shows that, on Public Holidays, the planned working time is 0 and displays a color change as an indication.

The preceding figure shows the time sheet for one employee, Gilbert White, who records the duration of time in hours and minutes. The person is a positive time recorder, meaning that the time is recorded as all the hours worked (attendance time), in addition to overtime, absences, on-call time, and allowances. In this example, Sunday and Saturday are non-working days.

As well, the time pay type Base Pay represents a payment to an employee of the regular pay rate and different overtime premium rates. The actual display of time valuation results in employees’ time sheet depends on how your organization has set up time sheets.

Employees’ time sheets are automatically submitted and approved if there are no recorded exceptions or any on-call duty or allowances. If there are any exceptions, employees record the duration of exceptions to planned working time, and the duration of any on-call duty or allowances in hours and minutes. The time sheet is recorded and saved and it will be automatically sent for approval.

Here are some things about negative time recording with duration-based times:

• Planned working time entries are generated automatically for employees.

• Employees record exceptions to planned working time including any overtime.

• Other times also include on-call time or allowances.

• Other time data, such as paid absences from Time Off and paid holidays, are included.

The time sheet displays a calendar view of the current week/month. It is designed for employees who record only exceptions to their planned working time using duration-based times, overtime, on-call time, allowances, and so on.

There are four main areas of time sheet that are the same that of positive time recording with duration-based time employee.

Employees record the start and end times of their attendance, overtime, and on-call duty as well as the duration of their allowances in hours and minutes. After doing so, they submit times for approval on weekly or monthly basis. Allowances can be recorded in any decimal unit, not necessarily in hours and in minutes. The start day of the time sheet can be any day of the week, depending on how your organization has set up your time sheet. In the example in this section, Sunday is the first day of the time sheet week.

An employee who records the time worked by using clock times starts by entering a start and end time for each time entry.

The planned working time is also displayed in each day, below the total recorded hours area.

The DETAILS area allows employees to record attendance, overtime, and on-call by entering Start Time and End Time for each entry, and allowances in hours or any other unit.

If you have recorded a partial-day absence in Time Off for the selected day, the start and end times (plus the duration) of this absence are displayed in the DETAILS area as shown in the preceding figure.

Employees record the start and end times of exceptions to planned working time and on-call duty. They record the duration of any allowances in hours and minutes (or any other unit). Employees’ time sheets are automatically submitted and approved, unless if there is no recorded exceptions or any on-call duty or allowances. On any exception, on-call duty or allowances, your time sheet is recorded and saved, and it is automatically sent for approval.

The preceding figure shows what time sheet looks like for an employee who records only exceptions to planned working time by using clock-based times. The employee works on a five-day, eight-hour working schedule with eight hours per-day planned time generated by the system. The employee in this example has recorded additional two hours working time recorded on Friday in addition to planned working time exceptions on Friday this week. If there is no exception recorded during the week, the time sheet requires no approval.

The recorded working time and breaks are generated daily by the system to the current date.

After employees submit their time sheet, the time sheet has total hours and approval status. At the bottom, employees can withdraw their time sheets before it is approved.

A time recording profile must be assigned to all new employees by using the Payroll Time Sheet to recording their times.

Time recording profiles bundle time sheet configuration settings for employees. Each employee's time recording profile contains the time recording variant, time recording method, and time valuation. With configuration of time valuation, employee recorded times can be evaluated for payroll processing. It also contains any validation rules used to check that data entered is correct.

The Prevent Generation of Breaks field option allows changes to the time recording profile, so that you can prevent dynamic and scheduled breaks from being generated. For example, if you want employees to record their breaks in a flexible way and you only want to consider those manually recorded breaks, you can prevent the generation of breaks.

To prevent break generation, Time Tracking customers set Prevent Generation of Breaks to Scheduled and Dynamic Breaks in the time recording profile.

You must assign a time recording profile for each new employee who will record their times in the Payroll Time Sheet, as follows:

1. Select your employee and choose Public Profile→Employment Information→Take Action→Change Job and Compensation Info.

2. Select the Job Information checkbox, specify a date from which this change is valid, and select an Event reason for the change.

3. Scroll down to the Time Information section and assign a time recording profile to the employee using the drop-down menu in the Time Recording Profile field.

4. Select Submit to save your changes.

To do weekly time calculation, you assign a time recording profile for an employee and then set the effective date of the job info records to the first day of the time sheet week.

Under certain circumstances, it might be necessary to change an existing time recording profile.

To do so, choose Manage Data. Search for the time recording profile you want to edit and choose Take Action→Make Correction.

The best practice is to create a new time recording profile with the adjustments and assign it to the relevant employees with an effective date in the future.