Absence Recording Manual

SAP Absence Recording Manual
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Introduction to this training module

Who is it aimed at? This training module is designed for people who have a basic familiarity with SAP but no experience of recording absences, either with or without SAP. If you have not used SAP before, please complete the SAP training module called Introduction to SAP before attempting this module. What will it show me? This module will explain what is meant by absences and what needs to be recorded for different types of absences. It will show you how SAP records absences and how to enter details of absences on to SAP. How will I learn about SAP? This manual details both the procedure within the University and the procedures used to enter information onto SAP. Included in the manual is a summary sheet designed to be used as a reminder of the process when actually using SAP. The manual can be used as a reference or for clarification as required. Appendix F is a summary designed to be used as a reminder alongside the PC as you are entering information on to SAP.
Summary of this training module

The training manual y y y y Absence an introduction How to record absences How to check/change entries on SAP Summary document
Contact details for the SAP Project Team

The principal contact point is the SAP Helpdesk, which is manned by the HR Systems Team in Human Resources Division. Use the SAP Helpdesk (details at the foot of this page) for enquiries about access to SAP, the use of SAP or any other SAP-related questions.
SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk
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Index
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 3 4 5 7 9 10 11 12
Introduction to recording Absences at the University of Salford Recording Absences on SAP Recording Annual Leave Recording Sickness Absences . To record a Half-day Sickness Absence To view Absence Records To update Absence Records . . . . . . . . . . . . . . . . . . .
To enter additional information for sicknotes
Appendices
Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F Appendix G Appendix H Appendix I Appendix J Data Entry Conventions and Warning Messages . To search for a Personnel Number To check an annual leave quota . . . . . . . . . . . . . . . . 13 14 15 17 18 22 24 27 29 30
To find which employee records you can access . Leave of Absence - University Policy . .
How to enter details of sickness absence on SAP
How to enter details of more than three sicknotes for one sickness Summary of procedures used to record absences Reasons for Sickness Absence (codes) . .
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Additional notes and examples for Sickness Absence entry
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Introduction to recording absences at the University of Salford

This introduction is not a summary of the Universitys policies on absence (see www.hr.salford.ac.uk). It is designed to tell a SAP absence recorder what he/she needs to know to be able to record accurately absences in his/her department of the University. University policies Managers will nominate a person who should be contacted in the event of an absence (absence recorder). This person should record the details on SAP, where possible on the day the absence occurs (or if possible in advance). The most common reasons for absence from work will be annual leave or sickness. Flexi time off should also be recorded, as should various other less common reasons which are detailed on Page 4 of this manual. Please notify your Link HR Manager for any maternity, paternity, adoption leave or any other special leave. If a sickness absence lasts for four [4] consecutive days, the member of staff should complete a University selfdeclaration form, which should be recorded on SAP. If a sickness absence lasts for more than seven [7] consecutive days (including weekends and Bank Holidays), the member of staff must obtain a medical statement and forward it to the absence recorder who should enter the details on to SAP. When entered on to SAP, all medical statements (sick notes) should be signed to show they have been entered on to SAP and then forwarded to Payroll Department where they are held to check sick pay if necessary. Using SAP Absence recorders will only be able to view the records on SAP for members of staff within their own departments of the University (see Appendix D to check which employee records you can access). Please notify the SAP Helpdesk if you do not have access to the SAP records of a staff member for whom you are the absence recorder. SAP is a fully-automated absence recording system. Leave quotas are assigned dependant on length of service. The quota is reduced as absence is recorded on SAP and absence cannot be recorded if the quota has been used up (see Appendix C to view an employees absence quota). Sick pay is awarded automatically and reduced to half pay/no pay when the entitlement to full sick pay has been exhausted. Absence recorders should be aware of this. Any errors are not likely to be noticed immediately. It is most likely that errors will go unnoticed until a holiday is not allowed or the wages are incorrect. It is strongly advised that, before any entries are saved on SAP, the dates, in particular, are checked carefully. Important SAP is used by the University to pay all its employees. When Payroll Department is using SAP to run a payroll, no other users should use SAP to enter data. If you try to use Maintain Master Data to change the record of a member of staff whilst their payroll is being run, SAP will automatically redirect you to Display Master Data, where you can view, but not change, the record. The University has various payrolls: for example, academic employees are paid at the end of the month and support employees are paid in the middle of the month. It causes no problems to enter absences for a payroll that is not locked while another is locked. For example, absences can be recorded for academic staff (end-of-month payroll) while the mid-month payroll (for support staff) is locked.
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Introduction to recording absences on SAP

Absences of any type are recorded on the Absences infotype (screen). Typical absences will be due to sickness, annual leave, maternity leave and time off in lieu, as well as other less common reasons for absence. Different subtypes of absence records are created for the different types of absence. The table below shows all the subtypes of absence that can be used on SAP, with those which you are authorised to enter in bold. Any type of leave which is not highlighted and emboldened MUST be referred to your HR Link Team, using the Leave of Absence form available for download from the HR website, for authorisation and recording. Code/Identifier AB00 AB01 AB02 AL01 CD01 CL01 CL02 FL01 JS01 PL01 PL02 SA01 SH01 SK01 SP01 SP02 ST01 ST02 TL01 UD01 UD02 WH01 Absence Subtype text Half day Authorised Absence UP Authorised Absence UP Unauthorised Absence UP Annual Leave FP Civic Duties FP Compassionate Leave FP Compassionate Leave UP Flexi Leave FP Jury Service FP Parental Leave FP Parental Leave UP Strike Action UP Half-day Sickness Leave OSP/SSP Sickness Leave OSP/SSP Special Leave FP Special Leave UP Study Leave FP Study Leave UP Time off in lieu FP Union Duties FP Union Duties UP Working from home FP
Note: UP stands for unpaid, FP stands for full pay. Entering absences on SAP can affect a persons pay for that month. Care must be taken to select the correct subtype of absence. SAP automatically calculates absence quotas, not allowing leave to be entered if the quota has been used and automatically adjusting sick pay to half pay at the correct time. In calculating absence quotas SAP accounts for Bank Holidays, length of service and allows carry-over leave only as per University policies. Summary of the process used on SAP to record absences All types of absence are recorded on SAP in the same way. An absence record is created that records the type of absence and the dates of the absence. If the reason for the absence is sickness, additional information is recorded on another infotype, giving full details from the sicknote. 1 2 3 4 5 Select the Absences infotype and the correct subtype (eg annual leave or sickness). Enter dates of absence. Create absence record. Check entries; then Save entries. For sickness absences, record details of the sicknote.
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Recording annual leave

Use this procedure to record all types of absence except for sickness absences (see Page 7) and maternity leave (please contact your Link HR Manager). SAP will only allow absences to be entered if that person has quota remaining for that type of absence. SAP automatically updates quotas when absence records are created. Select Maintain HR Master Data Enter Personnel number, or search for Personnel number (see Appendix B) Press Enter, check the details of the employee are correct Select the Working Time tab Select the Absences infotype
(As an alternative to the 2 previous steps, just enter 2001 into the Infotype field) Enter the absence subtype code into the STy field (eg AL01 for annual leave) Enter the dates of the absence into the Fr. and To fields Click the Create button Check carefully to ensure that the details of the absence have been entered correctly y To enter a half day absence, change the Absence Hours from 7.25 (7hrs 15mins) to 3.62 (3hrs 40 mins). y It is not possible to enter records for an absence of one and a half days. Enter two records, one for a day, one for a half day. Save Click Back to exit
Create button
Dates of absence
Infotype (2001)
Absence subtype
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See Page 10 to find out how to view absence records or Page 11 to find out how to change absence records. If an absence is recorded after the employee has been paid, SAP will display an information message Enter data for payroll past (retroactive accounting). Click Enter to continue. See Appendix B for more details.
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Recording sicknesses
The SAP HR system has been configured to automatically identify an employees entitlement to receive payments of OSP (Occupational Sick Pay) and SSP (Statutory Sick Pay). Where the employees entitlement increases with their seniority (i.e. the length of their service) this has also automatically been taken into account. The system will automatically control the employees entitlement to receive OSP/SSP at the appropriate rate and will change their sick pay rate from Full Rate to Half Rate or to Zero Rate as those entitlements are exhausted by sickness absence. A similar procedure is used for entering sickness as for recording other absence types. To record details of sicknotes, SAP automatically displays an additional infotype (screen) after the normal Absences infotype has been used. Select Maintain HR Master Data Enter Personnel number, or search for Personnel number (see Appendix B) Press Enter, check the details of the employee are correct Select the Working Time tab Select the Absences infotype
(As an alternative to the two previous steps, just enter 2001 into the Infotype field) Enter the absence subtype code into the Sty field (SK01 for sickness) see Page 9 for details of how to enter half-day sickness absences (Sty SH01) Enter the dates of the absence into the Fr. and To fields Click the Create button Check carefully the details of the absence have been entered correctly Save. An information message is displayed at the bottom of the screen, informing you that some of the employees entitlement to sick pay has been used. Click Enter to acknowledge this message (the Create Additional Abs. Data infotype is displayed). Enter a brief description of the illness in the Description field. If the sickness is a result of an Industrial Accident, the Claim for Ind Accident field should be highlighted. This will alert the Universitys Occupational Hygiene & Safety Services of the problem. Click on the Variable data button (on the second menu bar). If a sicknote has been received, follow the next six steps (see completed record below): y Enter the dates for which the sicknote is valid in the From and To fields on line 01 y Enter the type of sicknote from the drop down list in the field to the right of the To date field on line 01 y Enter the date the sicknote was signed in the Comments field on line 02 y Enter the name of the doctor in the Comments field on line 03 y Enter the type of illness, from the drop down list, in the field to the right of the To date, on line 04 y Enter the description of the illness from the sicknote in the Comments field on line 05 If you have a second sicknote, this must be entered separately. Complete the following steps and then return to the Additional Abs. Data screen and choose Change to add the next sicknote.

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Save. Do not miss this stage out even if there is no sicknote. It is not possible to enter sicknote details in the future if this record is not created at the same time as the absence record. Click Back to exit When a sicknote has been entered it should be signed to show it has been entered onto SAP and then sent to Payroll Department.

Please note that all absence dates on SAP are inclusive. Therefore, if an employee returned to work on a Monday, the Sunday date should be entered as the end date of the absence/sicknote.
It is only possible to record details of the sicknote if a record is created on the Create Additional Abs. Data infotype. Even if no sicknote has yet been received, the Save button must always be clicked to create this record so that, if a note is received in the future, it can be recorded. Often, when sicknesses are entered on to SAP, no sicknote will have been received. But if the absence is extended, a sicknote might be received after the record has been created or a second sicknote might be received for the same absence. In both of these cases, the original sickness record must be updated (see Page 10).
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To record half day sicknesses on SAP

Double click on Maintain HR Master Data
Select the Working Time tab Highlight Absences
Enter the date of the sickness in both date fields
Enter SH01 in the Sty field
Click Create

Select the Working Time tab Highlight Absences Enter the date of the sickness in both of the date fields Enter SH01 in the STy field Click Create
Reduce this value by half (3.62 if the person normally works a 7 hour day)
Click Save

Change the value in the Absence hours field to reduce it by half. - For employees who work a 7 hour day, enter 3.62 - For employees who work different hours, divide the value shown by two. Click Save
Note To include half day sicknesses when running sickness reports, run the reports for both SK01 and SH01 using the Multiple Selection button
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To view absence records

Select Display HR Master Data Enter Personnel number, or search for Personnel number Press Enter, check the details of the employee are correct Select the Working Time tab Select the Absences infotype To view all absence records, click the Maintain overview button y Enter an absence sub-type in the STy field to only view records of that type. y Use a radio button from the Period panel to limit the date range of displayed records or specify the date range in the Fr. and To fields To view the full details for a specific record, highlight that line by clicking the small button on the lefthand end of that line, then click the Choose button. Use the Back button to return to the main menu
Maintain overview
Enter Personnel number
Select dates if required
Select period if required
Select absence type if required
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To update absence records

If an entire absence record needs deleting, you will have to contact the SAP Helpdesk (extension 54601). Please have details of the absence and the relevant Personnel number available when you ring the helpdesk. Select Maintain HR Master Data Enter Personnel number, or search for Personnel number Press Enter, check the details of the employee are correct Select the Working Time tab Select the Absences infotype Select the absence record that needs to be updated (see previous section) y To view all absence records, click the Maintain overview button y Enter an absence sub-type in the Sty field to only view records of that type. y Use a radio button from the Period panel to limit the date range of displayed records or specify the date range in the Fr. and To fields y To view the full details for a specific record, highlight that line by clicking the small button on the lefthand end of that line, then click the Change button (pen icon). This screen is updateable. Dates can be extended. Save your changes
Extend dates if required
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To enter additional information for sicknotes

If an additional sicknote is received after the first sicknote has been entered, use the procedure described below. Do not create a new Absence. Firstly, the main Absence record should be updated. Usually this will involve changing the end date of the absence. Secondly, the Additional Absence Data record should be updated. Usually this will involve adding a further five lines of details about the sicknote, directly after the details of the previous sicknote. First change the absence record as described in the previous section. Select Maintain HR Master Data Enter Personnel number, or search for Personnel number Press Enter, check the details of the employee are correct Select the Working Time tab Select the Additional Abs. Data infotype Select the record that needs to be updated (see previous section) To view all records, click the Maintain overview button. Use a radio button from the Period panel to limit the date range of displayed records or specify the date range in the Fr. and To fields To view the full details for a specific record, highlight that line by clicking the small button on the lefthand end of that line, then click the Change button (pen icon). This screen is updateable. Scroll down past the details of the previous sicknote, then use the next 5 lines to record details of this sicknote as described on Pages 7/8. Save your changes When a sicknote has been entered it should be signed to show it has been entered on to SAP and then sent to Payroll Department.

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Details of first sicknote
Use these 5 lines for the next sicknote
Appendix A
Data Entry Conventions & Warning Messages
Data Entry Conventions Upper and lower case (i.e. normal sentence case) should be used throughout data entry. No full stops, commas or quotation characters should be used in any entries; for example, no comma after the house number and no full stop after abbreviations. Warning and Error Messages y Yellow for warning A warning message advises you of a situation but you can choose to continue. Review the message and use your judgement to identify if you need to take any action. Red for error An error message advises you that you cannot carry out an operation and it will not allow you to ignore it A red error message that is not caused by user error must be notified to the SAP support desk. Make a note of the following Employee Number Screen Header/Title The text of the error message
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Leave the screen displayed on your workstation and contact the SAP Helpdesk. The SAP Helpdesk may be able to log in to your workstation to identify the problem. Only exit the screen when you have been advised to do so by the SAP Helpdesk.
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Appendix B
To find a Personnel Number
Each person on SAP has a unique eight-digit number assigned to them called the Personnel number. Each Personnel number has an attached post at the University of Salford, personal details for the staff member, payroll details, expenses details and other personnel-related information. Since each Personnel number has a post within the University attached to it, people who have two or more posts at the University will have two or more Personnel numbers. Whenever SAP is used, the Personnel number will have to be entered. If this number is known, type it into the Personnel Number field; if it is not known, a search must be made. Searching for a Personnel number Click in the Personnel Number field. The Possible entries button appears. Click on the Possible entries button

Select the Last Name First Name tab Enter Last Name and/or First Name. Searching is not case sensitive on SAP. If there is any doubt over the way a name is spelled, use a wild card character (*). For instance, if it is not known whether a name is spelt McDonald or MacDonald, enterM*cDonald to ensure that both possibilities are displayed. It is usually possible to find a person by typing in the first three or four letters of both the First and Last names with a wildcard.

Click the Start search button (green tick) Use the date of birth to select the correct line; then click the Copy button (green tick). Alternatively, double click the required line Click the Enter button (or press the Enter key on the keyboard) to view basic details for that Personnel Number.
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Appendix C
To check remaining annual leave quotas
Annual leave quotas are generated by SAP and reduced automatically each time annual leave is recorded. To view the quota that has been generated by SAP and the number of days quota that has been used, use the Absence Quotas infotype on the Working Time tab. The SAP Helpdesk can, on request, produce a report listing the absence quotas for all members of staff in your area.
Enter Personnel number, click Enter Select the Working Time tab Select Absence Quotas Enter required dates (or click the Today button)
Click Display

Enter Personnel Number Click Enter Select the Working Time tab Select the Absence Quota infotype by clicking the small button at the left-hand side of the line Enter the required dates either in the Fr. and To fields or click one of the radio buttons just below. Click Display to view the annual leave quota
Dates for which the quota applies
Total quota for indicated period Amount of quota used in indicated period
Click Back to finish
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This screen displays the annual leave quota (and quota that has been used) in the period indicated towards the top of the screen. This period is not necessarily the same as that defined previously. Please contact the SAP Helpdesk (extension 54601 or email saphelpdesk@salford.ac.uk) with any queries regarding absence quotas.
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Appendix D
To find out which employee records you can access
If you have access to SAPs Absence Reporting module, you can run the SAP report Display Absence Quota Information as described below in order to find out exactly which employees records you can access, Alternatively, if you do not have access to Absence Reporter, please contact the SAP Helpdesk (extn 54601 or saphelpdesk@salford.ac.uk). The SAP Helpdesk will run the report for you or will offer an explanation if you cannot access the record of an employee for whom you are the absence recorder. Log in to SAP (Production)
Click here to open the Reports folder
Double click here to run the report

Open the Reports folder by single clicking the small arrow to the left of the folder Double click on the Display Absence Quota Information report
Click the Today radio button
Click Execute

Click the Today radio button in the Period frame Click Execute to see a list of all employees whose SAP records you can update
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Appendix E
Leave of Absence - University Policy
The following is extracted directly from the Staff Handbook. It explains the Universitys policy on some of the less common leave types
Compassionate Leave Compassionate leave is normally granted for urgent family affairs or the prolonged illness of a member of a family/partner. Usually, compassionate leave will be granted without reduction of salary for a period not exceeding one week. The Head of School or Director of a Support Unit has delegated authority to agree up to five (5) days paid compassionate leave. Thereafter, if a member of staff requires a longer period off work, it would normally be on an unpaid basis. Exceptionally, if a HoS wishes to recommend a longer period of paid leave, he/she should send their recommendation/rationale to the Link HR Manager. The Link HR Manager will bring the request to the attention of the Executive Director of Human Resources who will make a decision. If a member of staff wishes to attend the funeral of a relative/close friend, it is appropriate for a HoS to approve paid leave to cover their attendance. Where a member of staff is involved in funeral arrangements etc, additional compassionate leave can be authorised as detailed above. A pro forma is kept in Human Resources Division for the HoS to complete and return to their Link HR Manager.
Special Leave Special leave is over one and up to twelve months duration granted to a member of staff for purposes which are for the direct or indirect benefit of the University (eg: visiting appointments, secondments, exchanges, fellowships etc). A member of staff should route their request through their HoS/Dean/Director of Research Institute/Director of Support Division. The HoS should pass the request to the Link HR Manager confirming whether or not they support the request, whether full or part payment of salary is recommended during the period of special leave and how the member of staffs duties will be covered during the absence. In addition, if the member of staff is to receive an additional income from an exchange, secondment etc, this information should be clarified to determine what payment, if any, the member of staff will receive from the University for the duration of the special leave period. Requests for special leave from academic and research staff will be considered by the Academic staffing subcommittee. Requests from support staff will be considered by the Non Academic Staffing Sub-Committee.
Casual Leave Casual Leave is a period of leave of up to one month's duration for any variety of purposes (e.g. research, visits to industry, external examining, field courses, conferences etc). The Head of School/Dean or the Director of Support Division will determine whether or not the request should be approved and submit their recommendations to the Link HR Manager, including their view about whether the leave should be paid or unpaid.
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Public Duties Staff should submit requests to their Head of School/Director of Support Unit who, in turn, will pass the request to their Link HR Manager with any comments they feel to be appropriate. The Executive Director of Human Resources (if necessary in consultation with the Registrar), will approve requests for up to a maximum of ten days paid leave of absence for staff to undertake civic and public duties such as JP, magistrate, a member of a local authority or a member of any statutory tribunal. The leave can be taken in full or half days, with the prior arrangement of the HoS for each absence from duty. Permission should not be unreasonably withheld. Any member of staff who is appointed Chairman, or equivalent, of a public body may be granted additional leave at the discretion of the Registrar/VC. Members of staff who are governors at schools or colleges would be expected to take annual leave to undertake their duties. Link HR Managers will inform the HoS and staff of the outcome of their request. When staff are advised if leave has been granted they will be advised that since the University is meeting their salary, they should only claim any travelling/subsistence allowances due to them and not loss of earnings.
Jury Service Members of staff who are called for jury service will be given a form `Certificate of Loss of Earnings' to complete. This should be sent to Payroll Department who will complete it, indicating the sum of a day's pay (net), stamp it and return to the employee. When employees have received a cheque from the courts (which includes loss of earnings), they must send confirmation to Payroll Department of the amount received for loss of earnings which is then deducted from their next salary payment. Payroll Department maintain a record of staff going on jury service, and, if necessary, will chase them up for confirmation of loss of earnings received from the court.
Study Leave Study Leave is available to full time academic staff and is granted for the purpose of undertaking research or other appropriate and substantial study related to a member of staff's academic field. (a) Eligibility staff with at least three [3] years service may apply for a maximum of four [4] months study leave staff with at least six [6] years service may apply for a maximum of one [1] year's study leave staff who have taken four [4] months study leave after three [3] years service, may, after a further period of three [3] years, be eligible for a further period of eight [8] months study leave staff on temporary or probationary appointments are not eligible for study leave
(b)
Financial arrangements Study leave is normally on full salary, but the member of staff when submitting an application should indicate the salary he/she expects to receive.
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(c)
Procedure The member of staff should discuss with their HoS their application and how their duties will be covered. The member of staff should submit their application, which should include CV, a list of publications and an indication of the contribution to his/her academic/professional field, to the Link HR Manager. The HoS/Research Institute Director should indicate whether the application is supported, together with details about financial arrangements. Applications are considered by the Academic Staff Sub Committee.
Day release for support staff (a) Policy The University does not have a stated policy. Heads of School are given delegated responsibility for determining whether or not a member of staff should be given any day release. If advice is sought from Human Resources Division, the HoS should be advised to: consider all applications and discuss in detail with the member of staff concerned with emphasis on relevance, contribution to their career development etc. treat all applications with consistency in respect of a decision as to whether or not to support, financial contribution and day release facilities. In respect of day release, the HoS should ascertain the various modes of attendance that a course offers. Wherever possible, if there is a mode of attendance that offers a student -day release, rather than a full day, a HoS should be advised to agree to -day release only.
(b)
Study leave for exams HoS should be advised to allow staff a -day study leave period for each exam for courses for which approval has been given. Annual leave should be used for study/exam leave for any other courses.
Doctor/dentist/hospital appointments Staff on CS and EO grades who are working under the University's flexible working hours scheme can be allowed up to one hour's credit for doctor/dentist appointments and two hours credit for hospital/consultant appointments if they are unable to make appointments outside core times. Similarly, staff on these grades who work in units that do not participate in the scheme, as well as technical staff, should be advised that they can be allowed the same credit.
Leave for non-urgent personal or domestic reasons Leave for non-urgent personal or domestic reasons should be taken out of annual leave wherever possible. In the event of annual leave being used up, the Head of School can consider a request for unpaid leave and submit their recommendation to their Link HR Manager to action with Payroll Department.
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10
Parental Leave (a) Subject to documentary evidence a member of staff is entitled to five [5] days leave to be taken within 28 days of the birth/adoption (paid if the member of staff has 12 months service). If the leave is unpaid, the HoS should notify the Link HR Manager of the relevant dates to action with Payroll Department. (b) A member of staff is entitled to a further 28 weeks unpaid leave within a year of the birth/adoption of his/her child:
11
Interview Leave (a) The University is obliged to allow members of staff reasonable time off to attend interviews if they are in a redundancy situation. (b) Members of staff will be given the necessary time off to attend internal interviews but HoS should be advised that members of staff who wish to attend external interviews are expected to use their annual leave.
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Appendix F
How to enter details of sickness absence on SAP
Introduction When a sickness is recorded on SAP, information is stored on two different screens: y y Absences the dates of the sickness are held on this screen Additional Abs. Data the reason for sickness and details of sicknotes are held on this screen
Use the Variable Data button to access details of sicknotes
Absence screen Additional Abs. Data screen
Absences screen This screen only holds the start date and end date of the sickness (as well as how many actual working days are missed in this period). When creating a sickness on SAP, clicking the Save button on this screen will cause the Additional Abs. Data screen to be displayed
Start and end dates of the sickness are the only updateable fields on this screen
Note One sickness should be recorded as one record on this screen (one line when the Absences screen is viewed in Overview mode).
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If a sickness is extended, the correct way to enter this on to SAP is to change the end date of the sickness that has already been entered. Entering another sickness that follows on directly from the original sickness makes it appear as if the employee has had two sickness instead of one extended sickness. Additional Abs Data screen The Additional Abs. Data screen holds the reason for the sickness and also details of any sicknotes that have been received.
Reason for sickness
First date of the sickness (entered by SAP automatically from the date entered on the Absences screen)
Click Variable data to enter/view sicknote information
Click the Variable data button to record/view information concerning sicknotes received. Five lines are used for each sicknote that is received. However only 15 lines are available to be used on this screen. The procedure below describes how to work around this problem.
Five lines are used to record the details of each sicknote (to a maximum of three sicknotes). Scroll down to view details of further sicknotes.
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Appendix G
How to enter details of more than three sick notes for one sickness
Situation: An employee has been off sick for a considerable time. This has been recorded on SAP as one record on the Absences screen (i.e. the sickness shows as just one line on the Overview Absences screen) and one record on the Additional Abs. Data screen. This latter screen contains details of the three sicknotes that have been entered so far. Problem: SAP will not allow more than three sicknotes to be recorded on one record on the Additional Abs. Data screen. Solution: Create an extra record on the Additional Abs. Data screen that is linked to the original absence record.
Procedure First change the absence record as described on Page 11

Make a note of the start date of the sickness Click Back to return to the Maintain HR Master Data screen
Now create a new record on the Additional Abs Data screen
Highlight the Additional Abs. Data screen
Enter the original start date of the sickness
Enter 9100 in to the STy field
Click Create Highlight the Additional Abs.Data screen Enter the original start date of the sickness absence in the Fr. field Enter 9100 into the STy field Click Create
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Enter the Description of the illness
Enter the start date of the sickness (as noted earlier)
Click Variable data and enter details of the sicknote in the normal way

Enter the Description of the illness Enter the start date of the sickness (as noted earlier) in the Date of illness field (when sicknesses are first created, SAP completes this field automatically) Click the Variable data button

Enter the details of the sicknote on the five lines that are displayed Click Save
Note If a fifth sicknote is received, it should be recorded on the same screen as the fourth sicknote just entered: Firstly update the end date of the sickness that is held on the Absences screen Highlight the Additional Abs.Data screen Click Maintain Overview Highlight the required record (the second record for the sickness) Click the Change button Click the Variable data button
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Enter the details of the sicknote on the next five lines that are displayed Click Save
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Appendix H
A summary of SAP procedures used to record absences
Please note that these are summaries of procedures, designed to be used only as reminders. Refer to the rest of the manual for a complete explanation of the procedures To enter annual leave Select Maintain HR Master Data Enter Personnel Number Click on the Working Time tab Select Absences Enter type of absence into the STy field (AL01 for annual leave, use drop down list for others) Enter Fr. and To Date. This should be start and end date of the absence (all dates are inclusive) Click the Create icon Check the absence has been entered correctly Save Click Back to exit
To enter absences due to sickness Select Maintain HR Master Data Enter Personnel Number Click on the Working Time tab Select Absences Enter type of absence into the STy field (SK01 for sick leave) Enter Fr. and To Date. This should be start and end date of the absence (all dates are inclusive) Click the Create icon Check the absence has been entered correctly Save Click Enter to acknowledge the message at the bottom of the screen. (The screen changes to Create Additional Abs. Data - this screen is used to enter details of the sickness and details of sicknotes)) Enter Description of the sickness Click the Claim for Ind accident if necessary If a sicknote has been received: y Click on the Variable data button y Enter the dates for which the sicknote is valid in the From and To fields on line 01 (all dates are inclusive) y Enter the type of sicknote from the drop down list in the field to the right of the To date field on line 01 y Enter the date the sicknote was signed on line 02

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y Enter the name of the doctor on line 03 y Enter the type of illness from the drop down list on line 04 y Enter the description of the illness from the sicknote on line 05 Further sicknotes must be entered separately complete the following steps and then return to the Additional Abs. Data screen and choose Change to add the next sicknote.
Save. Do not miss this stage out even if there is no sicknote. It is not possible to enter sicknote details in the future if this record is not created at the same time as the absence record.
Click Back to exit
To check and adjust absences after entry Select the correct Personnel Number Delete any entries in the date Fr or To fields (otherwise only absences for this period will be displayed) Delete any entries in the STy fields (otherwise only absences of this type will be displayed) Click on the Overview icon To edit an absence record, select that record using the button on the left hand end of that line Click the Change icon Adjust the record as necessary Save Click Back to exit
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Appendix I
Reasons for Sickness Absence (with effect from 1 January 2009)
For example : 9A 9B Allergies Cardiovascular/Heart Allergic reaction to medication, food etc; Hayfever Angina; Blood pressure (high or low) problems; Cardiac surgery; Heart attack; Myocardial infarct (MI) Breast/bowel/prostate/pancreatic etc surgery; Chemotherapy; Radiotherapy
9C
Cancer
9D 9E
Diabetes ENT/Facial Dental abscess/extraction; Eye disorders; Facial/throat surgery; Infection mouth/ear/nose/throat; Labyrinthitis; Neuralgia; Sinusitis/ Tonsillitis/Pharyngitis Carpal tunnel syndrome; Muscular pains or injuries; Sciatica/ Arthritis/Rheumatism/Lumbago/Cervicalgia; Sprains, fractures or injuries to any part of the skeleton; Surgery to limbs (eg Total Knee Replacement [TKR]) Hysterectomy/hysteroscopy; Menopause problems; Miscarriage; Ovarian cyst; Period pains/Dysmenorrhea/Menorrhagia; Problems related to pregnancy at any stage Chicken pox; Colds and influenza; Rubella/Measles/German Measles Liver/Kidney/Gastric/Bowel problems; Appendicitis; Colitis; Crohns Disease; Irritable Bowel Syndrome; Cystitis; Diarrhoea; Digestive problems; Gastroenteritis; Hepatitis; Jaundice; Kidney infection; Laparoscopy; Nausea/vomiting; Urinary Tract Infection (UTI) Bipolar Disorder; Depression (diagnosed); Post-natal Depression Epilepsy; Migraine; Multiple Sclerosis; Transient Ischaemic Attack (TIA) Absence following unspecified surgery
9F
Musculoskeletal
9G
Gynae/Maternity
9J
Viral illness
9L
Abdominal
9M 9N
Mental Health Issues Neurological
9O
Unspecified operative or post-operative Anxiety/Stress Respiratory
9P 9R
Anxiety; Home-related stress; Work-related stress Asthma/breathing problems; Pleurisy; Pneumonia; Upper or Lower Respiratory Tract Infection (URTI or LRTI) Dermatitis; Impetigo
9S 9U
Skin Disorders Non-specific/Unspecified
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Appendix J
Additional notes and examples to assist in the entry of Sickness Absence
The start and end dates of all absences on SAP are inclusive
Some users are inputting the date of return as the end date Eg 1 Employee absent from Monday 5 March 2007 and returned to work on Thursday 8 March 2007 The absence should be input on infotype 2001 (Absences) on SAP as 05.03.2007 to 07.03.2007 not 05.03.2007 to 08.03.2007 Eg 2 Medical Certificate signed by the doctor on 2 March 2007 for 4 weeks The absence should be input on infotype 2001 (Absences) as 02.03.2007 to 29.03.2007 not 02.03.2007 to 30.03.2007 (this would be four calendar weeks and one day) Eg 3 Medical Certificate signed by the doctor on 2 March 2007 for 1 month The absence should be input on infotype 2001 (Absences) as 02.03.2007 to 01.04.2007 not 02.03.2007 to 02.04.2007 (this would be one calendar month and one day) Eg 4 Medical Certificate signed by the doctor on 2 March 2007 stating fit to return 19 March 2007 The absence should be input on infotype 2001 (Absences) as 02.03.2007 to 18.03.2007 not 02.03.2007 to 19.03.2007
Saturdays and Sundays must be entered as absence days

If an employee is off sick for a week from Monday, the sickness absence input must include Saturday and Sunday (unless the employee signs a self-certification form or produces a medical certificate specifically stating their sickness ended on the Friday) Eg 1 Employee absent from Monday 5 March 2007 and returned to work on Monday 12 March 2007 The absence should be input on infotype 2001 (Absences) on SAP as 05.03.2007 to 11.03.2007 not 05.03.2007 to 09.03.2007 (unless a self-certification form/medical certificate states otherwise)
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Receipt of a further medical certificate

If an employee is already off sick and a (further) medical certificate is received, the original absence must be extended some users are creating a new absence on infotype 2001 (Absences). Eg 1 Employee has been off sick since 01.03.2007 and the absence on SAP currently states 01.03.2007 to 07.03.2007. A medical certificate is received dated 08.03.2007 for 2 weeks The original absence on SAP should be selected and the end date changed to 21.03.2007.
Completing infotype 0082 (Additional Abs. Data)

Once an absence has been created/changed on infotype 2001 (Absences), SAP will automatically bring up infotype 0082 (Additional Abs. Data). This screen is used to record the first date of the absence, the reason and the medical certificate information (by clicking the Variable data tab). Please ensure that the following two fields are completed:
y y
Description (of illness) Date of Illness - this date should be the first date of the sickness absence, not the date of the medical certificate.
The Variable data screen is used to record the information shown on the medical certificate or self-certification. Please ensure the following fields are completed:
y y y
Event Date and End Event the start and end dates of the period the medical certificate covers this is not necessarily the start and end date of the absence DI (Description Indicator) the type of certificate received (drop down list) Type of Illness the category of illness should be chosen from the drop down list
Under the Comments column, the following should be completed:
y y y
Date Signed the actual date the doctor/employee has signed the medical certificate/self-certification Name of Doctor Sick Note Text the diagnosis written by the doctor on the medical certificate

Absence Recording Manual

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SAP Absence Recording Manual

Introduction to this training module

Summary of this training module

Contact details for the SAP Project Team

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

To enter additional information for sicknotes

How to enter details of sickness absence on SAP

Additional notes and examples for Sickness Absence entry

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

Introduction to recording absences at the University of Salford

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

Introduction to recording absences on SAP

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

Recording annual leave

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

To record half day sicknesses on SAP

Select the Working Time tab Highlight Absences

Enter the date of the sickness in both date fields

Enter SH01 in the Sty field

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

To view absence records

Enter Personnel number

Select dates if required

Select period if required

Select absence type if required

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

To update absence records

Extend dates if required

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

To enter additional information for sicknotes

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

Details of first sicknote

Use these 5 lines for the next sicknote

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

Dates for which the quota applies

Click Back to finish

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

SAP Helpdesk ext 54601 or saphelpdesk@salford.ac.uk

SAP Absence Recording Manual

Click here to open the Reports folder

Double click here to run the report

Click the Today radio button

Procedure First change the absence record as described on Page 11