The various methods available for granting absence entitlements to employees are as follows:
- Record absence entitlements manually in the Absence Quotas infotype (2006), where absence entitlement is granted to each employee individually.
- Set default values for entitlements when creating records in the Absence Quotas infotype (2006).
- Allow absence entitlements to be accrued automatically. The entitlement that is determined has to be changed only in exceptional cases.
The following methods are available to accrue time-off credits automatically:
- Use the RPTQTA00 report to generate time-off entitlements for groups of employees that are granted in advance. For example, annual leave is granted in advance for one calendar year.
- Use time evaluation (RPTIME00) to set up time-off entitlements that are determined proportionately after a calculation period is completed. For example, the standard leave entitlement for each employee increases at the end of a calculation period. In this process, rather than the general granting of leave in advance, employees receive their time-off entitlement after they have worked for it. You must be using time evaluation to enable these calculations.
Absence Entitlements in the Absences Infotype
Note
The method used for accruing absence entitlements depends upon whether the absence entitlement is granted in its entirety in advance or proportionately after a calculation period has been completed.
Where an absence entitlement is granted in its entirety in advance, the total entitlement for a subsequent period (such as a calendar year) is accrued at one time in advance. The entitlement is immediately available in the Absence Quotas infotype (2006). The system can calculate the entitlement on the basis of the employee’s HR master data, such as age or seniority. If you use time evaluation, you can take account of completed time data from past periods.
If an absence entitlement is granted in its entirety, you can overwrite the generated data records in the Absence Quotas infotype (2006) manually.
If you use time evaluation, the system can determine time-off entitlements proportionately after a calculation period is completed. In this method, employees are granted their entitlements only after they have already worked for them. Current time data can also be used as the basis for determining entitlement. For example, according to your company policy, an employee is entitled to 1.5 days of time-off entitlement for each payroll period provided the employee worked the planned hours. The periods for which the credit is calculated and the time at which the quota is stored in the Absence Quotas infotype (2006) are independent of one another.
Accrual of Absence Entitlements
Absence quotas can be filled using generation rules or default values.
The following animation provides an overview of the various elements that play a part in the accrual of absence entitlement, and the different methods used for accrual.
Generation rules for granting lump-sum entitlement to time-off credits and those for automatic quota accrual using time evaluation are mainly set up in the same Customizing activities. In Customizing, choose: Time Management → Time Data Recording and Administration → Managing Time Accounts Using Attendance/Absence Quotas → Calculating Absence Entitlements.
General Absence Entitlements: Granting
For all quota types, you must specify whether they are to be accrued automatically using time evaluation, or manually, or using the report RPTQTA00 (Generate Absence Quotas).
In Customizing, you must specify that quota types accrued either manually or using the RPTQTA00 report are not to be generated in time evaluation. This must be done before absence entitlements are calculated.
When granting general absence entitlements in advance using default values or the report RPTQTA00, the system uses Customizing tables to determine the following information:
- Quota type
- Quota number
- Validity period
- Deduction period