Absence Quota

Understanding Absence Quotas
Table of Contents
Introduction to Absence Quotas ......................................................................................................................... 3
Quota Terminology Explained ............................................................................................................................ 3
Quota Groupings and How They Interact ........................................................................................................... 4
Employee ubgroup Grouping !EG" #or Time Quotas .................................................................................. 4
$ersonnel ubarea Groupings !$G" #or Time Quotas .................................................................................. 4
$ersonnel ubarea Grouping !$G" #or Time %ecording ............................................................................... &
peci#y %ule Groups #or Quota Type election .............................................................................................. '
(reating an Absence Quota Type ...................................................................................................................... )
etting the Accrual *ethod #or Quota Types ...................................................................................................... +
(ounting %ules ................................................................................................................................................... +
,eduction %ules ............................................................................................................................................... -.
,e#ine the ,eduction %ule ............................................................................................................................ -.
/in0 ,eduction %ule to (ounting %ule .......................................................................................................... -3
%ules #or Generating Absence Quotas ............................................................................................................. -4
tep -1 peci#y %ule Groups #or Quota Types .............................................................................................. -4
tep .1 et 2ase Entitlements ...................................................................................................................... -&
tep 31 ,etermine 3alidity and ,eduction $eriods ....................................................................................... -'
tep 41 ,e#ine Generation %ules #or Quota election .................................................................................. -4
Time E5aluation %esults ............................................................................................................................... .3
(arryo5er o# Quotas #rom 6ear to 6ear ............................................................................................................ .&
7eatures8 7unctions8 and 9perations :sed in Quota $rocessing .................................................................... .&
7eatures ........................................................................................................................................................ .&
H,ATE ....................................................................................................................................................................... .&
7unctions ....................................................................................................................................................... .'
Q:9TA ...................................................................................................................................................................... .'
(:*2T ...................................................................................................................................................................... .)
A(TI9 ........................................................................................................................................................................ .+
9perations ..................................................................................................................................................... .+
:$,TQ ; :pdate Absence Quota .............................................................................................................................. .+
3A%T ; $ro5ide General 7ields ............................................................................................................................... .+
9:TAQ ; %etrie5e In#ormation #rom Absence Quotas ............................................................................................... .+
9:TTI ; %etrie5e 7ields #rom IT<<<4 ......................................................................................................................... .+
H% = (hange>(ompare Hours 7ield ........................................................................................................................ 3<
7ront /oading 5s. Accrual o# Entitlements ........................................................................................................ 3<
,isclaimer and /iability ?otice .......................................................................................................................... 3-
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Introd!t"on to Absen!e #otas
Absence Buotas are used to manage an employeeCs time o##. 3arious Buota types !such as 5acation or sic0
time" are set up to allow the employee a particular number o# hours or days o##.
Absence Buota in#ormation is stored in In#otype .<<' Absence Quotas8 and can be paid out using In#otype
<4-' Time Quota (ompensation. These In#otypes ha5e been a5ailable since release 4.<2 and replace
lea5e #unctionality in In#otypes <<<& /ea5e Entitlement and <<)3 /ea5e (ompensation. Although8 the lea5e
#unctionality !<<<&><<)3" can still be used8 it is recommended to use the new8 more robust Buota
#unctionality.
#ota Ter$"nolo%& E'(la"ned
A!!ral ) an amount o# time credited to an employeeCs DaccountE o# allowed time #or a certain absence. An
accrual can be characteriFed by -" how the amount to be credited is determined8 and ." the time #reBuency
o# the credit. The amount to be credited can be a constant amount or 5ariable based on seniority8 age8 or
other criteria in the company policy. The #reBuency o# credit may 5ary #rom annually to daily. An example o#
a simple accrual would be #or personal holiday time where e5ery employee recei5es -' hours8 credited once
a year on Ganuary -. An example o# a more complex accrual would be 5acation time based on seniority8
calculated daily and credited at the end o# each pay period. ome accruals are held in a table maintained
during time e5aluation. Accrued time may or may not be a5ailable #or use by employees. ee transfer t"$e.
Manal a!!ral ) a Buota where the allotment amount and timing o# creating the in#otype record are done
by user;initiated transaction !i.e. $A'-" rather than 5ia a program. 3ery little con#iguration is reBuired #or
manual accruals beyond creating the Buota type. The manual accrual is used #or accruals which can be
created Buic0ly and may not be applied to all employees all o# the time. An example o# this would be Hury
duty. An employee would not be eligible to ta0e Hury duty until they ha5e been accepted on a Hury. At that
time a Buota could be created so they can then record Hury duty absence. This would mean that the
employer would not carry a liability #or accrued absence time unless the absence was in the near #uture.
Ato$at"! a!!ral - a Buota where the allotment amount and timing o# populating the in#otype record are
done 5ia a program. (on#iguration o# Buota selection rules is reBuired #or automatic accruals. Automatic
Buota accruals are 5ery use#ul #or implementing Buotas that are held by many segments o# the employee
population and are based on tier rules such are yearly granted or seniority based accrual. Two examples o#
these are sic0 or 5acation time. The automatic accrual could be created by either running %$TQTA<<
without the use o# time e5aluation or during time e5aluation !%$TI*E<<."
The maHority o# this document is de5oted to Buotas that are automatically accrued.
Ent"tle$ent ) an amount o# time a5ailable to an employee8 to be used to limit time o## #or one or more
speci#ic absences. This may or may not be the same as accrued time8 depending on the trans#er time o# the
Buota. Absence types tied to Buotas chec0 the amount o# remaining entitlement to determine i# the absence
is allowable. Absence records or Buota compensation records reduce the remaining entitlement8 but not the
total amount o# the entitlement. The entitlement #ield can be changed manually8 by Buota selection rules8 or
5ia personnel calculation rules depending on the accrual method o# the Buota.
Transfer t"$e ) the point at which an accrual amount is used to populate the entitlement #ield o# a Buota.
The trans#er can increase or replace an existing entitlement. 7or manual accruals8 the trans#er is immediate8
ta0ing place when the user creates or changes the in#otype record. 7or automatic accruals8 the trans#er time
is con#igured as part o# the Buota selection rule and occurs during program execution.
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#ota *ro("n%s and +o, T-e& Intera!t
E$(lo&ee Sb%ro( *ro("n% .ES*/ for T"$e #otas
Menu Path: Personnel Time Management>Time Data Recording and Administration>Managing Time
Accounts Using Attendance/Absence Quotas>Setting Groupings or Time Quotas>Group !mplo"ee
Subgroups or Time Quotas
Employee subgroups #or which the same attendance and absence Buota types are de#ined are assigned to
the same grouping #or time Buota types. In your personnel structure8 i# you ha5e employee subgroups that
are entitled to use the same Buota types8 you can use Hust one grouping !such as -" #or all o# the employee
subgroups. I#8 howe5er8 distinctions need to be made as #ar as di##erent Buota types being a5ailable #or
di##erent employee subgroups8 you will need to use di##erent subgroup groupings #or your employee
subgroups.
Personnel Sbarea *ro("n%s .PS*/ for T"$e #otas
Accounts Using Attendance/Absence Quotas>Setting Groupings or Time Quotas>Group !mplo"ee
Subgroups or Time Quotas
$ersonnel subareas #or which the same attendance and absence Buota types are de#ined are assigned to
the same grouping #or time Buota types. In your Enterprise structure8 i# you ha5e personnel subareas that are
entitled to use the same Buota types8 you can use Hust one grouping !such as -<" #or all o# the personnel
subareas. I#8 howe5er8 distinctions need to be made as #ar as di##erent Buota types being a5ailable #or
di##erent personnel subareas8 you will need to use di##erent subarea groupings #or your personnel subareas.
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It is important to note that each grouping within Time *anagement !such as $G #or wor0 schedules8 $G
#or substitutions8 $G #or attendance>absence types8 etc" is independent o# one another.
Personnel Sbarea *ro("n% .PS*/ for T"$e Re!ord"n%
Menu Path: Personnel Time Management>Time !#aluation>Time !#aluation Settings>Set Personnel
Subarea Groupings or Time Recording
In most cases8 using <- #or all personnel subareas is su##icient. I#8 howe5er8 your company wants to
di##erentiate in terms o# time trans#ers8 access control8 time types and time type determination8 or error
processing8 you can add additional groupings.
Note0 The standard time types are all created under $G <-. There#ore8 i# you choose to use another $G !other than
the standard;deli5ered <-"8 you must copy all the deli5ered time types to your grouping #or time e5aluation to wor0.
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S(e!"f& Rle *ro(s for #ota T&(e Sele!t"on
In this step8 you determine which groupings are used to access the table #or absence Buota type selection.
Absence Buota type selection is based on the employeeCs organiFational assignment and is determined by
the Buota type selection rule group. 6ou may need to use di##erent rule groups i#8 #or example8 di##erent
groups o# employees share the same Buotas but ha5e di##erent accrual rules.
The three methods o# determining rule groups are discussed below.
I 1eatre #UOMO
Menu Path: Personnel Time Management>Time Data Recording and
Administration>Managing Time Accounts Using Attendance/Absence Quotas>$alculating
Absence !ntitlements>Rules or Generating Absence Quotas>Speci" Rule Groups or Quota
T"pes%
This 7eature allows you to determine the Buota type selection rule group based on employeesC
organiFational assignments. The standard 5alue #ields #or decisions are as #ollows1
2:J% (ompany (ode
KE%J $ersonnel Area
2T%T/ $ersonnel ubarea
$E%G Employee Group
$E%J Employee ubgroup
*9/GA (ountry Grouping
*9:%A $ersonnel ubarea Grouping #or /ea5e Types
T%7A% $ay cale Type
T%7G2 $ay cale Area
T%7G% $ay cale Group
T%7T $ay cale /e5el
(HJL Kor0 chedule %ule
$E%?% $ersonnel ?umber
A?3H Kor0 (ontract
(TT6$ (ontract Type
This is an example o# how the 7eature Q:9*9 might loo0 1
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I 1n!t"on MOD
This #unction is used in the time e5aluation schema. 7unction *9, accesses the personnel
calculation rule *9,T. Kithin this rule8 operation *9,I7 QMxx is used to determine the Buota type
selection rule group. The employee subgroup grouping #or the personnel calculation rule is Bueried in
this rule using operation $A6T$. Employee master data #rom In#otypes <<<-8 <<<48 and <<<) can be
used in this rule to determine the Buota selection rule group.
This is an example o# how the rule *9,T might loo0 1
I Csto$ Personnel Cal!lat"on Rle
6ou can access a $(% by using #unction A(TI9 in day processing in the time e5aluation schema.
In#ormation on the day being e5aluated8 such as ,K class8 day type8 and time data8 as well as
employee master data #rom In#otypes <<<-8 <<<48 and <<<) are used in this rule. 9peration *9,I7
QMxx is used to set the Buota type selection rule group.
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Creat"n% an Absen!e #ota T&(e
Accounts Using Attendance/Absence Quotas> Time Quota T"pes> Deine Absence Quota T"pes%
The EG here is EG #or Time Quotas and the $G is the $G #or Time Quotas discussed in the last
section. elect an entry to copy or clic0 D?ew Entries.E
9n the details screen8 select the time unit !hours or days" which will be used #or trac0ing. The unit must be
the same as absence types that will deduct #rom the Buota. I# employees will be allowed to DborrowE #rom
entitlement not yet earned8 indicate the limit #or this negati5e deduction.
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Sett"n% t-e A!!ral Met-od for #ota T&(es
Accounts Using Attendance/Absence Quotas>$alculating Absence !ntitlements>Automatic Accrual
o Absence Quotas> Permit Generation o Quotas in Time !#aluation &R Permit Generation o
Quotas 'ithout Time !#aluation%
Alternati#e Menu Path: Personnel Time Management>Time Data Recording and
Administration>Managing Time Accounts Using Attendance/Absence Quotas>$alculating Absence
!ntitlements> Setting up Methods or Quota Accrual> Acti#ate Automatic Accrual or Time
!#aluation
All menu paths (ill result in the same table #ie(%
7or Buota types that will be manually accrued and created8 chec0 D?o generation.E 7or Buota types that will
be automatically accrued !by time e5aluation or the generation program"8 chec0 DIncreaseE or D%eplace.E I#
DincreaseE is selected8 each accrual amount trans#erred will add to the existing entitlement. D%eplaceE will
o5erwrite the existing entitlement when accruals are trans#erred.
Cont"n% Rles
Menu Path: Personnel Time Management>Time Data Recording and Administration> Absences>
Absence $atalog> Absence $ounting> Rules or Absence $ounting )*e(+> Deine $ounting Rules
(ounting rules are used to help control when an attendance and>or absence can be recorded.
There are se5eral areas that can be controlled by the counting rules. Kee0days8 holiday classes8 day type8
counting class #or period wor0 schedule8 daily wor0 schedule class8 planned hours condition and Buotas !i#
applicable" are all elements o# the counting rules.
Each wee0day can be indicated whether or not it is 5alid #or an attendances or absence. I# a day is not selected then
the absence cannot be recorded on that day.
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The 5alues o# - = + can be used as 5alid holiday classes. A di##erent holiday class may be de#ined #or each indi5idual
holiday. A di##erent holiday class could be used to indicate that those holidays might need to be handled di##erently.
I# absences are not permitted on certain holidays then the holidays would need to ha5e a uniBue holiday class
associated with them and that holiday class should not be chec0ed in the counting rule.
The 5alues o# - = + can be used as 5alid day types. /i0e holiday class di##erent day types can be associated
with di##erent daily wor0 schedules. A di##erent day type could be used to indicate that those wor0 schedule
days will be handled di##erently. I# absences are to be not permitted on certain day types then the wor0
schedule would need to ha5e a uniBue day type associated with themN then that day type should not be
chec0ed in the counting rule.
(ounting class #or period wor0 schedule #ollows the abo5e
philosophy as well. A di##erent period wor0 schedule class
could indicate a di##erent shi#t and uniBue shi#t premiums
might be applied to that shi#t.
,aily wor0 schedule class #or daily wor0 schedules #ollow the abo5e philosophy as well. A di##erent daily
wor0 schedule class could indicate a di##erent shi#t and uniBue shi#t premiums might be apply to that day.
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This condition #or planned hours can control whether an employee is scheduled to wor0 as a determent or i#
the employee is at wor0. The accrual can also be controlled based on whether it is #ull or partial day
absence.
I# a Buota is to be tied to an absence8 a deduction rule must be speci#ied.
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7inally8 the counting rule needs to be associated with the absence.
Ded!t"on Rles
Def"ne t-e Ded!t"on Rle
Accounts Using Attendance/Absence Quotas>Quota Deduction Using Attendances/Absences>
Deine Deduction Rules or Absence and Attendance Quotas
The 0ey to the deduction rules is the employee subgroup #or Buotas8 personal subarea grouping #or Buotas
and a seBuential number used as the 0ey o# the deduction rule.
Each absence Buota can be con#igured to be recorded in either hours or days. I# days unit were selected
then a partial day absence would not be able to be recorded. The absence Buota and the absence both
must ha5e the same recording unit associated with them.
Absence Buotas can be speci#ied in the deduction rule. The Buotas will need to be entered below.
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9nce the Buotas to be deducted ha5e been identi#ied abo5e8 you can choose the seBuence in which the
Buotas will be deducted.
At least one o# the criteria abo5e must be mar0ed as priority - #or deduction to be made. ?ote that deduction
#rom multiple Buotas is always done seBuentially. Quota types will be chec0ed in the seBuence speci#ied.
The #irst Buota with enough remaining entitlement will be used #or the deduction. It is not possible to deduct
#rom multiple Buota types simultaneously.
2"n3 Ded!t"on Rle to Cont"n% Rle
Accounts Using Attendance/Absence Quotas>Quota Deduction Using Attendances/Absences>
Assign Deduction Rules to $ounting Rules
A#ter the deduction rules ha5e been de#ined as abo5e8 the deduction rule can then be lin0ed to the counting
rule. Kith this association8 the absence that is using the counting rule would ha5e the corresponding
deduction rule con#igured.
The deduction rule assignment is at the bottom o# the counting rule detail screen. Two di##erent rules can be
assigned8 depending i# the deduction is within entitlement or o5er entitlement !negati5e deduction." I# two
di##erent rules are assigned8 both must deduct using the same time unit.
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Rles for *enerat"n% Absen!e #otas
Accounts Using Attendance/Absence Quotas>$alculating Absence !ntitlements>Rules or
Generating Absence Quotas%
In order to set up Buota generation rules #or employees8 the #ollowing steps need to be executed1
-. peci#y rule groups #or Buota types.
.. et base entitlements.
3. ,etermine 5alidity and deduction inter5als.
4. ,e#ine generation rules #or Buotas.
In order to #urther illustrate how to set up rules #or generating Buotas8 the #ollowing example will be used1
E'a$(le0
A2( (ompany has a 5acation policy that is based on seniority8 and employees accrue their 5acation days
each pay period !which is bi;wee0ly" o5er the course o# the year. The 5acation time is 5alid #rom ->->OO to
-.>3->OO8 and employees can carry o5er a maximum o# & days8 or 4< hours at the end o# the year.
Employees can also borrow against their accrued 5acation !meaning they can go into the negati5e" #or &
days8 or 4< hours. All #ull;time employees are included in this policyN part;time employees are not eligible #or
5acation. The seniority policy is as #ollows1
<;3 years M )< hours
4;' yearsM-.< hours
4;+++ years M .<< hours
Ste( 40 S(e!"f& Rle *ro(s for #ota T&(es
Ke will use 7eature Q:9*9 to speci#y rule groups #or Buota types. ince all employees except part;time
employees are entitled to 5acation8 the 7eature will loo0 li0e this1
This indicates that all employees except those that are part;time ha5e a rule group o# D-<.E
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Ste( 50 Set Base Ent"tle$ents
Generating Absence Quotas>Set ,ase !ntitlements%
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9n this screen8 you de#ine the constant amount #or the Buota based on seniority. In the #irst screen8 you can
see that the eBuential ?umber is <<-8 the eniority is <<<;<<3 years8 and the (onstant is )<.<< hours. In
the second screen8 the eBuential ?umber is <<.8 the eniority is <<4;<<' years8 and the (onstant is -.<.<<
hours. In the third screen8 the eBuential ?umber is <<38 the eniority is <<4;+++ years8 and the (onstant is
.<<.<< hours.
In the %elated to period section8 the period is set to (alendar year. This means that the constant entitlement
amounts are #or the calendar year8 ie. .<< hours per year.
Ste( 60 Deter$"ne 7al"d"t& and Ded!t"on Per"ods
Generating Absence Quotas>Determine -alidit" and Deduction Periods%
In this step8 you de#ine the 5alidity and deduction inter5als. The deduction inter5al speci#ies the period in
which the absence Buota can be reduced by an absence. A 5alidity inter5al is speci#ied #or any Buota that is
generated during time e5aluation. 3alidity periods can be any o# the #ollowing1
A #ixed period such as a calendar year or the time e5aluation period
Employee;dependent period8 such as the payroll period or the date type
A period de#ined in the Buota selection rule8 such as the accrual period
A period you ha5e de#ined in (ustomiFing8 such as the period parameter
In our scenario8 the 5alidity and deduction inter5als are the same = a #ixed period o# a calendar year. The
screens below indicate how to set up these inter5als.
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In this case8 the 5alidity and deduction inter5als are the same since the Buota can also be reduced #rom
->->OO; -.>3->OO.
Note0 9ne o# the more common 5alidity inter5als used by customers is #iscal year. /etCs assume the customerCs #iscal
year goes #rom 4>->xx = 3>3<>xx. In order to set this up8 you would ma0e the 3alid #rom and 3alid to inter5al a
(alendar year. :nder 3alid #rom8 select tart8 and in the %elati5e position #ield enter 3 monthsN under 3alid to8
select End8 and in the %elati5e position #ield enter 3 months. The 5alidity inter5al will then be 4>->OO = 3>3<>OO. I#
the deduction inter5al is the same8 you donCt need to change anything.
Ste( 80 Def"ne *enerat"on Rles for #ota Sele!t"on
Generating Absence Quotas>Deine Generation Rules or Quota Selection%
In this step8 you de#ine all the components o# a generation rule8 so the Buota can be generated automatically
in time e5aluation.
The #irst thing you notice about this screen is that it encompasses many o# the pre5ious steps. It may be
easier #or you to per#orm all o# the steps #rom this 5iew1
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Highlight election %ules in the ,ialog tructure on the le#t8 and highlight an existing entry to copy. :sing
our example8 you should copy an entry with an EG o# -8 $G #or Time Quotas o# -<8 $G #or Time
%ecording o# <-8 and Quota Type el.Group o# -<.
Usab"l"t& Tab
Note0 7or our example8 we donCt need to #ill in any o# the #ields in this section8 and will use <-><->-)<< = -.>3->++++ as
the entry date.
In the :sability section8 enter the #ollowing #ields1
Earliest accrual date1 corresponds to a date on In#otype <<-+ = *onitoring o# ,ates. 7or example8 i#
the employeeCs accrual should not start until a#ter they complete a probationary period o# time8 you
can speci#y the date>deadline type #rom IT<<-+ here.
Entry date1 peci#y a period o# time #or which the rule should be applicable based on the employeeCs
entry date. Jeep in mind that this date is deri5ed #rom the entry date on IT<<<<. !ee section in this
document on 7eature H,ATE #or more details". I# entry date is not rele5ant8 lea5e the #ields blan0 or
use a greater period #or the entry date !<-><->-)<< ; .>3->++++8 #or example".
(hallenge Group>,egree o# challenge1 speci#y details on the employeeCs disability8 i# applicable.
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A!!ral Per"od Tab
Note0 7or our example8 select $ayroll $eriod as the accrual period. This represents the employeeCs payroll period #rom
IT<<<-.
In the Accrual $eriod section8 select one o# the #ollowing options1
,aily1 Entitlements are calculated daily. This means the base entitlement #or the year is di5ided by
3'& to calculate the daily accrual.
*onth1 $eriod #rom #irst day to last day o# the month. This means the base entitlement #or the year is
di5ided by -. to calculate the monthly accrual8 and the accrual ta0es place at the end o# the month.
(alendar 6ear1 $eriod o# one year8 #rom <-><->OO to -.>3->OO. This means the base entitlement #or
the year is accrued at the end o# the calendar year.
Time e5aluation period1 $eriod determined in time e5aluation8 de#ined in the ,etermine time
e5aluation period step in the I*G. The accrual ta0es place at the end o# the time e5aluation period.
$ayroll period1 $eriod determined in payrollN 5alid payroll period o# the day to be e5aluated o# the
payroll area o# the employee to be e5aluated. The accrual ta0es place at the end o# the payroll
period.
9ther period1 Indi5idually speci#ied periodN period parameters are de#ined in the ,e#ine period
parameters step in the I*G. This period is particularly use#ul i# you ha5e irregular accrual periods
that may begin in the middle o# the month. The accrual ta0es place at the end o# the period.
%el. to date type1 $eriod is de#ined in relation to a date type #rom the ,ate peci#ications In#otype
!<<4-". 6ou determine the accrual period using the length #ield !#or example8 the date the employee
Hoined the company8 with a period o# one month."
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Base Ent"tle$ent Tab
Note0 7or our example8 select ,ate Type = Hire ,ate as the Jey date #or determining seniority. This means that on the
employeeCs IT<<4- record8 they must ha5e Hire ,ate #illed in with their original hire date in order to calculate their
seniority correctly. Also8 any accrual changes in seniority will ta0e e##ect on the exact hire date. 7or a detailed
explanation o# how the system 0nows which date to use as original hire date8 see the section on 7eature H,ATE in
this document.
I# the Buota is based on seniority8 you must choose one o# the #ollowing options1
7or exact day1 This option will use the employeeCs entry date #rom IT<<<< as the 0ey date #or
determining seniority. This means any change in the employeeCs seniority is ta0en into account
within the accrual period.
tart>End o# accrual period1 This option will use the employeeCs entry date #rom IT<<<< as the 0ey
date #or determining seniority. This means any change in the employeeCs seniority is ta0en into
account at the start o# the next accrual period.
tart>End o# base period1 This option will use the employeeCs entry date #rom IT<<<< as the 0ey date
#or determining seniority. This means any change in the employeeCs seniority is ta0en into account at
the start o# the next base period.
,ate Type1 This option will use a speci#ied date on the employeeCs IT<<4- record as the 0ey date #or
determining seniority. This means any change in the employeeCs seniority is ta0en into account on
the date speci#ied in the date type8 with the current year.
Quota entitlements based on age are handled in a 5ery similar manner = the same #ields apply as with
seniority.
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A!!ral Ent"tle$ent Tab
Note0 7or our example8 select $ro rata calculation8 ?o multiplication with time balance8 and no reduction rules8 rounding
rules8 or maximum entitlement.
In the accrual entitlement section8 you must select either pro rata calculation or ?o pro rata calculation. $ro
rata calculation means in order to determine the appropriate entitlement based on the period8 the accrual
period is compared with the base period o# the Buota type currently being processed8 and a proportionate
accrual entitlement is determined. This is #ar more widely used than no pro rata8 which means the total base
entitlement o# the Buota type currently being processed is always used as the basis #or the accrual
entitlement.
6ou can also choose to multiply the accrual by a time balance. I# you want to generate the accrual
entitlements on the basis o# accountable attendance times8 enter either a day balance or period balance in
the *ultiplication by time balance section.
6ou can use alternati5e Buotas to manage the capping di##erences that result #rom deduction or #rom the
maximum entitlement being exceeded. ,etermine whether you want to store the capping di##erences and
assign the applicable Buota types.
A .<<+ A$ AG .-
Transfer T"$e Tab
Note0 7or our example8 select :pon accrual as the trans#er time.
In the trans#er time section8 you must choose one o# the #ollowing options1
:pon accrual = Khene5er the accrual ta0es place8 it is immediately trans#erred to the Buota.
$er calendar year = The accrual is trans#erred at the end o# the year8 on -.>3->OO.
$er time e5aluation period = The accrual is trans#erred at the end o# the speci#ied time e5aluation
period.
$er payroll period = The accrual is trans#erred at the end o# the payroll period.
9ther period = An indi5idually de#ined periodN the period parameter is set in the Define Period
Parameters step in (ustomiFing #or $ayroll.
,ate type = A date type #rom IT<<4- can be speci#ied here as the trans#er time.
Trans#er rule ; This #ield is rele5ant #or Australia and ?ew Lealand only. 7or more in#ormation8 see
Def"ne Rles for Transferr"n% #ota Ent"tle$ents
A .<<+ A$ AG ..
Total Ent"tle$ent Tab
Note0 7or our example8 there is no speci#ied maximum entitlement.
In the total entitlement section8 you can speci#y a maximum entitlement and rounding rule #or the Buota. The
maximum entitlement speci#ies the maximum amount that can be trans#erred to a Buota type. 7or example8 i#
an employee accrues 4 hours during an accrual period based on their time wor0ed8 and this #ield is set to '
hours8 only ' hours can be trans#erred to the Buota.
T"$e E9alat"on Reslts
9nce the pre5ious steps ha5e been completed8 you can execute time e5aluation #or your employees. ince
time e5aluation was run on +>-&8 and this is the end o# a bi;wee0ly pay period8 an accrual o# 3.<4'+. hours
ta0es place. This #igure was calculated by ta0ing the total annual entitlement o# )< hours and di5iding it by .'
!the number o# bi;wee0ly pay periods in a year."
This screen shows the bi;wee0ly accrual8 and the trans#er time which is also bi;wee0ly. This means that
there is no accrual on days other than the last day o# the bi;wee0ly payroll period.
A .<<+ A$ AG .3
This screen shows the accrual to date = -&.3)4'< hours.
This screen shows the employeeCs IT.<<' record based on the last time e5aluation run. This is the
accumulated entitlement a#ter #i5e pay periods o# accrual.
A .<<+ A$ AG .4
Carr&o9er of #otas fro$ Year to Year
9ne 5ery common reBuirement #or companies is to allow employees to carry o5er a certain amount o#
5acation time #rom one year to the next. A$ o##ers a standard rule !TQT%" that usually reBuires se5eral
modi#ications in order to meet company reBuirements. ince there are se5eral ways to handle Buota
carryo5ers8 this topic will be co5ered in detail in the next 5ersion o# this white paper.
1eatres: 1n!t"ons: and O(erat"ons Used "n #ota Pro!ess"n%
1eatres
H,ATE
7eature H,ATE is used to de#ault the appropriate re#erence date #rom IT<<4- #or Time Quotas. This is the
date #rom which the employeePs seniority is determined #or Buota seniority calculations. This can be set to
de#ault to the Q,ate o# HireQ8 or an alternati5e date created speci#ically #or absence Buota purposes. The date
type must #irst be set up on table T&4)6. I# this #eature is not set up correctly to de#ault a date8 the system
will automatically assume a date deri5ed #rom IT<<<<><<<- #or the hire date to determine seniority.
In the abo5e example8 H,ATE is based on *9/GA !country code". Here8 #or all countries8 H,ATE is set to
Q<-Q. In this case8 Q<-P is the hire date #ound on IT<<4-.
,ecisions can be made in this #eature based on the #ollowing #ields1
*9/GA (ountry Grouping
2:J% (ompany (ode
KE%J $ersonnel Area
2T%T/ $ersonnel ubarea
$E%G Employee Group
$E%J Employee ubgroup
The #eature allows this date to be determined only once #or each employee as they are processed each day
through A$ Time E5aluation.
$lease note1 7eature H,ATE sets a date to be re#erenced #or the seniority calculation. 7rom this date8 A$
will calculate the employeePs seniority. This should not be con#used with the QJey date #or determining
seniorityQ in the base entitlement calculation on table T&&+/. This #ield is not the single date set #or seniority
calculationsN rather8 it is an option you can use to adHust the seniority calculations by Buota. In other words8
#eature H,ATE can be used to set the seniority date #or all Buotas8 and the entry in T&&+/ can be used to
ma0e distinctions between date calculations #or di##erent absence Buotas. The system calculates the
A .<<+ A$ AG .&
di##erence between the hire date !date set by H,ATE" and the date set on T&&+/ !Jey date #or determining
seniority
1n!t"ons
Time management #unctions are programs used in the Time E5aluation schemas to manage 5arious
processes. ome o# the standard deli5ered #unctions are used in the process o# calculating and maintaining
absence Buotas. The primary #unction necessary to process absence Buotas in Time E5aluation is #unction
Q:9TA. 9ther #unctions related to this process are (:*2T and A(TI9. 2elow is an example o# the
standard deli5ered Time chema T*<4. All three #unctions can be seen in this example o# the T*<4 Time
chema.
Q:9TA
7unction Q:9TA is where absence Buota generation can be #ound in the A$ Time E5aluation chema.
The purpose o# #unction Buota is to create an IT.<<' record !i# necessary"8 process accruals8 process
deductions8 trans#er o# time balances and process Buota adHustments !through IT.<-3". $arameters -;4
ha5e no signi#icance at this time in re#erence to #unction Q:9TA. The generation o# Absence Quotas in this
#unction can be explained in terms o# Input8 $rocessing and 9utput.
A .<<+ A$ AG .'
In(t
Input to #unction Q:9TA are maintained in the #ollowing tables1
,aily 2alance Table ; LE. This table holds daily balances o# time types. It is possible to set
con#iguration #or the base entitlement to read these balances.
$eriod 2alance Table ; A/,9. This table holds the period balances o# time types. It is possible to
set con#iguration #or the base entitlement to read these balances.
Absence Quotas Table ; A2KJ9?TI !IT.<<'". This table holds the 5alues #or IT.<<'. As an input
table8 it holds the existing balances prior to running Time E5aluation #or the gi5en day.
Pro!ess"n%
7unction Q:9TA #irst determines the time Buota selection rule #or the employee set either in
initialiFation8 or in #eature Q:9*9. This is necessary to determine the generation rule in the next
step.
The next step is the processing o# the generation rule. The rule is chosen based on the time Buota
selection rule and is guided by the corresponding con#iguration. The generation rule applies the
accruals rele5ant #or that particular day.
Gi5en the existence o# IT.<-38 Buota adHustments8 processing will ta0e place to ma0e the
appropriate adHustments designated on the in#otype. IT.<-3 can be used to add8 delete or replace
balances #or absence Buotas. !Initial balances can be con5erted into the system utiliFing IT.<-3
and allowing Time E5aluation to generate the IT.<<'Ps #or each employee."
Trans#er o# the accrued amounts in processing ta0es place gi5en that the appropriate period or limits
ha5e been applied based on con#iguration. I# the 5alues are not to be trans#erred daily !in other
words8 some other period has been de#ined in con#iguration" then the 5alues are held in table
QT%A? until the day when trans#erring is appropriate.
Ot(t
9utput o# #unction Q:9TA is maintained in the #ollowing tables1
Absence Quotas Table ; A2KJ9?TI !IT.<<'". This table will now hold the adHusted entitlement
5alues in IT.<<' !gi5en that they ha5e been a##ected by Buota processing."
Accrued Quota 3alues Table ; QTA((. This table shows the total accrued 5alues by absence Buota
prior to the trans#er ta0ing place. This is important to distinguish i# the accrual dates are con#igured
di##erently than the trans#er dates.
2ase Entitlement 3alues Table ; QT2AE. This table holds the 5alue o# base entitlement !accruals"
by day.
Trans#er $ool 3alues Table ; QT%A?. This table will hold 5alues accrued and waiting to be to the
employeeCs IT.<<' record. The trans#er time can be dri5en by time periods or limits o# accrued
amounts8 and is de#ined within trans#er rules in con#iguration.
The results o# #unction Q:9TA can be 5iewed in the respecti5e tables in a number o# ways. !-" Kithin the
Time E5aluation log8 !." 2y directly 5iewing the 2. clusters8 or !3" 2y utiliFing the Buota o5er5iew screen
!transaction code $T&<"
$lease note1
$rior to #unction Buota8 (:*2T must be processed. This prepares the daily and period balance
tables !LE and A/,9" to be read by #unction Q:9TA. !7or more in#ormation8 see section
pertaining to (:*2T below"
(ustomiFed rules that sa5e 5alues to the daily and period balance tables that are re#erenced in base
entitlement con#iguration should also be executed prior to #unctions Q:9TA and (:*2T. An
example o# this would be a technical time type that holds accrual 5alues based on hours wor0ed.
This accrual 5alue could not be set in con#iguration alone because hours would 5ary based on
A .<<+ A$ AG .4
employee by day wor0ed. In this case8 a customiFed rule would be necessary to accumulate the
hours wor0ed #or the employee and the resulting accrual calculation would be placed in the technical
time type designated in con#iguration. 9nce again8 this would ha5e to be done prior to #unction
Q:9TA and (:*2T #or the 5alue to be considered in Buota generation. uch a rule would utiliFe
#unction A(TI9. !7or more in#ormation8 see section pertaining to A(TI9 below"
(:*2T
7unction (:*2T relates to absence Buota processing as it updates and sa5es the 5alues in the daily
balance and period balance tables !LE and A/,9". This is necessary i# the balances held here are
utiliFed in the base entitlement con#iguration. Khether or not a time type stores 5alues in these tables is
determined in T&&&A. $arameters -;4 ha5e no signi#icance at this time in relation to #unction (:*2T.
A .<<+ A$ AG .)
A(TI9
7unction A(TI9 calls and processes a personnel calculation rule. The name o# the personnel calculation
rule is stored in parameter -. $arameter . is used to determine processing #or the rule per absence. The
possible 5alues #or parameter . are as #ollows1
QspaceQ indicates that the rule is called once only8 regardless o# whether or not there is an absence.
QA2Q indicates that the rule is called #or each absence on the current day. I# there are no absences8
the rule is not processed.
Q$%Q indicates that the rule is called #or each attendance on the current day. I# there are no
attendances8 the rule is not processed.
$arameters 3 and 4 ha5e no signi#icance at this time.
(ustomiFed rules can be written to calculate accrual amounts and>or accumulate balances in time types
re#erenced in base entitlement con#iguration. The name o# the rule would be #ound in parameter -. A
customiFed rule #or this purpose would ha5e to be placed be#ore #unctions (:*2T and Q:9TA in the Time
E5aluation chema #or the results to be a5ailable #or that dayCs Buota processing.
O(erat"ons
9perations are used in the Time E5aluation chema. They are #ound within $ersonnel (alculation %ules.
These operations can be used in customiFed rules to manipulate time type balances #or absence Buota
purposes. ome o# the basic operations related to absence Buotas can be #ound below.
:$,TQ ; :pdate Absence Quota
The operation can be used to automatically update the employeePs entitlement to speci#ic absence Buotas.
This can be used outside the #unctionality o# updating the employeePs absence Buotas in 7unction Q:9TA.
9#tentimes this is used #or purposes o# calculating time o## #or o5ertime wor0ed. The IT.<<' record must
exist prior to this operation be#ore :$,TQ can update the record. !It does not ha5e the ability to create an
IT.<<' i# one does not already exist #or the employee"
3A%T ; $ro5ide General 7ields
This operation can be used in a rule to read #ields that may otherwise be unrelated to absence Buotas.
2ecause this operation pro5ides access to a wide range o# #ields8 it allows a great deal o# #lexibility in
calculating the base entitlement #or the employee. The operation can be used in the process o# populating
time types designated in con#iguration.
9:TAQ ; %etrie5e In#ormation #rom Absence Quotas
This operation can read 5alues stored in A2KJ9?TI !IT.<<'". A speci#ic Buota type can be designated. It
can also be used to determine whether a Buota type exists and return o# 5alue o# Q6Q or Q?Q in the 5ariable
0ey.
9:TTI ; %etrie5e 7ields #rom IT<<<4
This operation can be used to retrie5e 5alues #rom the Time %ecording In#otype !IT<<<4". 3arious #ields can
be accessed and used in the 5ariable table 0ey.
A .<<+ A$ AG .+
H% = (hange>(ompare Hours 7ield
This operation can be used to change the number o# hours #ield or to compare it with other 5alues. H% may
or may not be a decision operation8 depending on the parameters set. There are two operators speci#ically
related to absence Buotas. They are H%MQ and H%M7.
H%MQ can be used in conHunction with #unction $.<<' to pro5ide data #rom A2KJ9?TI !IT.<<'". This
includes !-" ?umber o# appro5ed hours !." ?umber o# hours already used !3" number o# hours not yet used
!4" ,i##erence between end time and start time !&" tart time o# Buota !'" End time o# Buota.
H%M7 can be used to pro5ide additional in#ormation #rom IT.<<'. ,esignations within the syntax o# this
operation allow you to Buery speci#ic in#ormation. The type o# in#ormation is determined8 as well as indicating
which Buota types to Buery8 and #inally which records to identi#y when multiple occurrences exist. $lacement
o# this operation is 5ery important8 as much o# the data that can Bueried is not 5alid until a#ter #unction
Q:9TA has been processed in the schema. Also note8 in some cases8 this operation needs to be used in
conHunction with $.<<'.
Note0 As o# 5ersion 4.'8 documentation on Time 7unctions and 9perations can be #ound through transaction code
$,6.
1ront 2oad"n% 9s; A!!ral of Ent"tle$ents
The timing o# the granting o# the entitlement is important. This is usually dictated by the company policy.
7ront loading allows the employee to use the entitlement at any time a#ter the beginning o# the accrual
5alidity. Accrual will gradually increase the amount o# Buota entitlement o5er the accrual period o# the Buota.
7ront /oad Example1 An employee is entitled to )< hours o# 5acation during the calendar year. I# the
entitlement is #ront; loaded8 then the employee will recei5e the #ull )< hours o# 5acation on Ganuary -st. He
may then ta0e the #irst two wee0s !)< hours" o# Ganuary o## #or 5acation8 which will lea5e him no 5acation to
use #or the rest o# the calendar year.
Accrual Example1 As in the #ront load example8 the employee is entitled to )< hours o# 5acation during the
calendar year. Howe5er8 the entitlement is accrued per pay period o5er the course o# the year. I# the
employee is on a biwee0ly pay cycle !.' pay periods per year"8 then each pay period he will recei5e 3.<)
!)<>.'" hours o# 5acation. In this case8 i# the employee too0 the #irst two wee0s o# Ganuary o## #or 5acation8
then his 5acation balance would be negati5e !i.e. allowing absence abo5e the entitlement". This may be
con#igured at the time each Buota type is created in the I*G. 7or Buota types con#igured this way8 it is
important to understand that o5er time8 as the accrual continues to add to the entitlement8 this negati5e
amount will gradually decrease until it is either Fero or positi5e.
I# a Buota is not allowed to become negati5e8 then it is still possible to bac0 date an entry once the accrual
becomes a5ailable. Going bac0 to our example8 assume the employee ta0es only the #irst wee0 !4< hours"
o# Ganuary o## #or 5acation. I# negati5e accruals are not allowed8 then he will not be allowed to record this
time. Howe5er8 in Guly8 when the accrual reaches the 4< hours needed8 he can then go bac0 and record
5acation #or the #irst wee0 o# Ganuary. This is possible in our example because the Buota is #or the calendar
year. 9ne possible way to a5oid this is to limit how #ar in the past time can be entered. This can be done
easily using (AT data entry pro#iles.
A .<<+ A$ AG 3<
A .<<+ A$ AG 3-
D"s!la"$er and 2"ab"l"t& Not"!e
This document may discuss sample coding or other in#ormation that does not include A$ o##icial inter#aces and there#ore is not
supported by A$. (hanges made based on this in#ormation are not supported and can be o5erwritten during an upgrade.
A$ will not be held liable #or any damages caused by using or misusing the in#ormation8 code or methods suggested in this document8
and anyone using these methods does so at his>her own ris0.
A$ o##ers no guarantees and assumes no responsibility or liability o# any type with respect to the content o# this technical article or
code sample8 including any liability resulting #rom incompatibility between the content within this document and the materials and
ser5ices o##ered by A$. 6ou agree that you will not hold8 or see0 to hold8 A$ responsible or liable with respect to the content o# this
document.

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Understanding Absence Quotas

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