PUBLIC

Document Version: 1H 2024 – 2024-05-17

Operating Time Management in SAP

SuccessFactors
© 2024 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN

Content

1 Operating Time Management in SAP SuccessFactors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

2 Everyday Admin Tasks in Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

2.1 Follow-Up Activities After Job Information Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2.2 Managing Mass Change Runs for Time Account Change Calendars. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
2.3 Recalculating Accruals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Recalculation Bookings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
2.4 Using the Time Management Configuration Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
2.5 Using Reporting in Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
2.6 Changes in Time Off after Correcting the Hire Date of an Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

3 HR Administrators and Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

3.1 Overview of Employee’s Time Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Review Time Off Data for Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Entering an Absence Request for an Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Manually Adjusting Time Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Workflow Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
3.2 Simulating and Creating Accruals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Simulating Accruals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Creating Accruals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
3.3 Setting Up Time Off For New Hires. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Creating Individual Work Schedules (Work Schedule Finder). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
3.4 Time Account Creation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Creating Time Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
3.5 Closing Time Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.6 Period-End Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Setting Up Period-End Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Forfeit or Transfer Balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
3.7 Transfer of Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
3.8 Job Information Changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
3.9 Temporary Change of Work Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Edit or Delete Assignment of Temporary Change of Work Schedule. . . . . . . . . . . . . . . . . . . . . . . . . 43
Collision Checks for Cross-Midnight Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
3.10 Temporary Change of Work Schedule and Planned Working Time (New Work Schedule UI). . . . . . . . . . . 44
Required Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Overview Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Setting Up a Temporary Change of Work Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

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3.11 Payouts from Time Accounts by HR Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
3.12 Purchasing Time as an HR Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
Creating Leave Purchase Requests for Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52
Deleting a Time Account Leave Purchase Request as an HR Administrator. . . . . . . . . . . . . . . . . . . . 54
3.13 Time Formats in the Fiori ESS UI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

4 Changing the Display Language. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

5 Using the Time Workbench. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

5.1 Time Workbench. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Making Termination Payouts from Time Accounts Using the Time Workbench. . . . . . . . . . . . . . . . . .60
Some Notes on Termination Payouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Planned Working Time. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

6 Managing the Import of Time Data from an External Time Recording System. . . . . . . . . . . . . . . . 65

7 Managing Time Sheet Generation for Negative Time Recorders. . . . . . . . . . . . . . . . . . . . . . . . . . . 66

8 Recalculation for Admins. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

9 Admin Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
9.1 Permissions for Admin Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68
9.2 Setting Up Email Notifications for Admin Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
9.3 Enabling the Assignment of Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
9.4 Solving Admin Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
9.5 Configuring Admin Alert Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Configuration Options for Admin Alert Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
9.6 Rechecking Admin Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75
9.7 Options for Updating the Alerts List for an Alert Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
9.8 Admin Alert Type Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
9.9 Additional Fields for Admin Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78
Adding Custom Fields to an Alert Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Creating On Load Rules for Custom Alert Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

10 Assigning Time Objects to Employees Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

10.1 Assigning Time Recording Profiles to Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
10.2 Assigning Admissibility Rules to Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85

11 Calendars in Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86

12 Cross-Midnight Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89

12.1 Cross-Midnight Processing in Time Recording. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
12.2 Absences and Cross-Midnight Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90

13 Overview of Clock Time Collisions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

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14 Overview of Duration Collisions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

15 Special Cases: Accrual Adjustments by the System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

15.1 Shifting the Posting Date. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
15.2 Booking With Amount Zero. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

16 Other Fields in Time Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

16.1 Full Day. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
16.2 Returning to Work On. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

17 Workflow Processes of the Submit Time Sheet Job. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

18 Manage Clock In Clock Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

18.1 Accessing Manage Clock In Clock Out from the Home Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102
18.2 Creating Manual Time Events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
18.3 Reviewing Time Events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
18.4 Time Tracking Quick Actions in the SAP SuccessFactors App. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

19 Change History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

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1 Operating Time Management in SAP
SuccessFactors

Learn how to carry out administration tasks in SAP SuccessFactors Employee Central Time Management.

Task More Info

Once you've got Time Off up and running, learn about the re- Everyday Admin Tasks in Time Off [page 6]
curring administration tasks you need to keep track of.

As a Human Resources (HR) administrator, you are responsi- HR Administrators and Time Off [page 16]

ble for various tasks relating to time off

You can use the Time Workbench to manage aspects of users' Using the Time Workbench [page 57]

time.

Admin Alerts inform you of pending action items in your sys- Admin Alerts [page 68]
tem, such as stalled workflows, integration issues, and HR data
issues.

Assign time objects to employees manually if you cannot use Assigning Time Objects to Employees Manually [page 83]
rules to assign the time off objects and you want to control the
permissions of employees.

It is possible to record shifts that start or finish at midnight, Cross-Midnight Processing [page 89]
or that span midnight. That is, shifts that start on one day and
end on the following day

In some circumstances, the system itself makes adjustments Special Cases: Accrual Adjustments by the System [page 97]
to accruals you enter.

As an administrator, you might need to manage clock in clock Manage Clock In Clock Out [page 102]
out (CICO) information.

Other Information • Changing the Display Language [page 56]

• Managing the Import of Time Data from an External Time
Recording System [page 65]
• Managing Time Sheet Generation for Negative Time Re-
corders [page 66]
• Managing Time Sheet Generation for Negative Time Re-
corders [page 66]
• Calendars in Time Off [page 86]
• Overview of Clock Time Collisions [page 95]
• Overview of Duration Collisions [page 96]
• Other Fields in Time Off [page 98]
• Workflow Processes of the Submit Time Sheet Job [page
100]

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2 Everyday Admin Tasks in Time Off

Once you've got Time Off up and running, learn about the recurring admin tasks you need to keep track of.

Everyday Admin Tasks in Time Off

Task More Info

Carry out follow-up activities after any job information imports Follow-Up Activities After Job Information Import [page 6]

Manage mass change runs for time account change calendars Managing Mass Change Runs for Time Account Change Calen-
dars [page 7]

Handle collisions between absences Collisions Between Absences

Setting Up Collision Checks for Absences

Recalculate accruals when necessary Recalculating Accruals [page 8]

Use the Time Management Configuration Search to keep an Using the Time Management Configuration Search [page 10]
overview of how your system is configured

Run reports on your Time Off data Using Reporting in Time Off [page 12]

Run occasional checks with the Check Tool to ensure there are Using the Check Tool to Solve Issues
no problems with Time Off
Benefits of the Check Tool

Check Results

Related Information

Troubleshooting Time Off

2.1 Follow-Up Activities After Job Information Import

If you modify job information records using file import or API, keep in mind that you might need to carry out some
follow-up activities in Time Off for the modified records.

Specifically, check to see if you need to do any of the following:

• Create missing time accounts

• Create hire rule
• Trigger recalculations

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If the employee receives automated email notifications about the job information import, they'll also receive an
email once the Time-Off-specific updates are complete.

 Note

If any errors occur while the Time Off logic is being processed, you'll receive an email with an error code. To view
the details of exactly what went wrong, go to Admin Center Manage Data Import Queue Monitor and
enter the code from the mail.

You can review the error message items one by one and check whether you can correct the error manually.
If so, you can manually initiate the reprocessing of the failed record by changing the Action of the monitor to
Import Resend and saving the monitor.

If the system can now process the failed records successfully, the complete monitor is deleted and a success
mail is sent. If there are still errors, the monitor is updated with the new error information and another error
mail is sent.

 Note

After a job information import is completed, an ImportQueueMonitor object is created that contains the
failed records with detailed error messages. By checking these details and setting the Action field to Import
Resend, you can trigger the process again once the issues are resolved. You can do this for up to 90 days after
the original import. After 90 days, the ImportQueueMonitor object will automatically be permanently deleted
in order to ensure that too many objects don’t build up and start impacting system performance.

2.2 Managing Mass Change Runs for Time Account Change

Calendars

If you need to update a large number of Time Account Change Calendars, you can do so all at once with a mass
change run.

Prerequisites

You have been assigned the necessary permissions to carry out mass change runs.

1. In the Admin Center, go to Manage Permission Roles Permission... Miscellaneous Permissions Mass
Change Run .
2. Select the following checkboxes as necessary:
• View
• Edit
• Import/Export
• Field Level Overrides
3. In Manage Permission Roles, go to Administrator Permissions Metadata Framework and select the
Manage Mass Changes for Metadata Objects checkbox.

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Procedure

1. In the Admin Center, search for and open Manage Mass Changes for Metadata Objects.
2. In the picklist for the Object Type To Be Changed field, choose Time Account Change Calendar.
3. Select a rule that will carry out the necessary update. For example, if you want to archive
all Time Account Change Calendar objects executed in the past, you could use this rule:

Results

The mass change run executes, and updates every Time Account Change Calendar according to the rule and
schedule you specified.

 Note

Attachment logs for the Mass Change Run job are automatically deleted after 3 months. As such, any
attachments from Time Account Change Calendars whose Last Modified Date is older than 3 months will
also be deleted.

2.3 Recalculating Accruals

Sometimes accruals need to be recalculated.

There are 2 cases where an accrual would need to be recalculated:

• One or more fields affecting the accrual calculation are changed in an employee's job information. An example
would be the FTE.

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• Data, such as accrual rules or lookup tables, is changed.

Job Information Changes

If an employee’s job information changes, an automatic recalculation is always triggered for the following
scenarios:

• If an attribute in the employee's job information, such as their full-time equivalent (FTE), is changed.
• If a new work schedule is assigned to the employee, or a change is made to the existing work schedule. For
example, the number of hours worked per day is changed.
• If a change is made to the effective start date for a job.
• If an employee is terminated.
• If an absence is changed.

 Note

If you need to recalculate your accruals due to an absence change, you'll also have to do the following:
• Go to the time type which triggers the accrual recalculation and set its Accrual Recalculation Relevance
to FULL.
• Ensure that the linked time account type contains the recalculation field absence-change. This adds it
to the list of accrual recalculation-relevant time account types for absence changes.

Other options can be activated in the Recalculation Fields in the time account type for which an automatic
recalculation is triggered: Take a look at the Time Account Type documentation for details on those options and
some restrictions that apply to them.

Here's some additional information on 2 of those options:

• FTE (Full-Time Equivalent)

Example: You have annual accruals and your employees get 30 days vacation if they work full time (FTE = 1).
Vacation accruals for 2015 are already posted and the employee's FTE changes from 1 to 0.5 as of January 1,
2015. This triggers a recalculation, which executes your accrual rule again and saves 15 days instead (30 days
multiplied by the FTE of 0.5).
Note that FTE recalculation only works if FTE is part of the corresponding rule.
• Eligibility Change
• If the employee’s status in the job information history changes, leading to a change in the eligibility status
for getting accruals according to the Time Off Configuration, accruals are recalculated.
• Example: You have annual accruals and your employee got 30 days vacation for 2015. Now the employee
requests a leave of absence (such as maternity or paternity) for July 1, 2015 until December 31, 2015. A
recalculation is automatically triggered and saves 15 days.

Other Use Cases

For all other use cases where a recalculation should be triggered, you need to create a time account change
calendar. You do this in the Admin Center by Company Settings Manage Time Off Calendars and Change
Scenario “Accrual”. After creation of the calendar, go to Edit and set the recalculation flag. Executing the change

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calendar recalculates every accrual for all employees within the calendar period. A recalculation is done for all
accrual periods affected by the change. Closed time accounts will not be part of the recalculation.

2.3.1 Recalculation Bookings

If the recalculation leads to the same value, which is already posted on the employee's time account, nothing is
changed for this time account. If the recalculation results in a different value, the existing booking is updated to a
new value.

Example

We have an original booking of 30 days accrued on January 1, 2017.

The recalculation leads to a different value, resulting in the following booking:

• January 1, 2017: 24 days accrual

2.4 Using the Time Management Configuration Search

With the Time Management Configuration search, you can find out which time objects are assigned to which other
objects, and to which employees. In this way you can get a better overview of your system configuration.

Prerequisites

You have been assigned the Access Time Management Configuration Search permission. You find this in the Admin
Center under Manage Permission Roles Administrator Permissions Manage Time .

Context

 Note

You can now search the time objects that are assigned to the job information based on the job information
effective date. You can enter a date to the field Job Information effective date to get the results based on date of
assignment of the time objects in the job information.

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Procedure

1. In the Admin Center, search for and open the Time Management Configuration Search.
2. Here you can search for any of the following:

With this option You can find

Employees who have a specific time management object as-

signed in their job information as of the current date. Here's
a list of the time management objects you can select:
• Time profile
• Time type
• Time account type
• Work schedule
• Holiday calendar
• Holiday Work Pattern
• Time recording profile
• Clock In Clock Out Group

In the list of search results, you see all the employees who
have been assigned the selected object either directly or
indirectly by way of the time profile.

 Note
The following permissions are required to view the
users' first names and last names:

• Permission Settings Manage User Employee

Export

• Permission Settings Employee Data

Username

• Permission Settings General User Permission

Company Info Access User Search

Time Types A list of time types to which particular time account types
are assigned.

Retention Groups A list of time types and time account types to which a partic-
ular retention group is assigned.

 Note
In the list of search results, the Usage Type column
shows which type of purge the retention group is used
for. If there are more than two groups, you can use this
column to distinguish whether the entire time account

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 With this option You can find

of a user should be purged, or only the postings on a

user’s time account.

Time Profiles A list of time profiles in which a particular time type is used.

Holiday Category A list of holiday calendars that have holidays of the category
you specified for the search.

3. If you want, download the search results using the arrow in the top-right of the list.

2.5 Using Reporting in Time Off

Get an overview of the data in your Time Off system - such as time accounts, absences, and payouts - by using
reports.

Context

We deliver the following standard reports in Advanced Reporting for Time Off, which you can also adapt to fit your
own unique requirements:

With this report You can view

Absence overview Absences by department and employee within a selected time-

frame.

Time account overview Current balances by department and time account, taking ac-
count of both positive and negative bookings.

Time account snapshot An overview of employee time accounts, including time off
earned, days taken and planned, and the balance. The balance
is calculated by deducting time off taken and planned from the
time off earned.

Absence frequencies and duration An overview of absence frequencies and duration. This is a
listing of how many absences there have been over a given
period, and the total duration of those absences.

Employee times overview A list of attendance and absence time types as recorded by
employees.

Time account payout An overview of payouts made from time accounts.

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  Restriction

• If you've switched on the accrual simulation function in a time account type, only persisted data will be
shown for any related accruals or entitlements.
• Inactive accounts - that is, accounts where the MDF System Status is set to Inactive - are not included in
reports.
• You must ensure that the permissions you set in an object match the permissions you set for it in
permission roles. See the topics under Related Links below for more information on the permissions
required for reporting.
• Only accounts with at least one posting will be included in reports.

Procedure

1. In order to use reporting for Time Off, you need to enable Advanced Reporting for your instances. To do this,
just create a Service OnDemand (SeOD) ticket and provide the following information:
• Company ID
• Datacenter
• Latest date for enabling Advanced Reporting
• Confirmation that customer has purchased either EC or WFA
• A user for each instance with sufficient permission levels to turn on Inform Reports once Advance Reporting
has been set up.
2. Assign the ticket to Queue - T3 WFP.
3. Assign the necessary permissions to the people who need to use Advanced Reporting.

Related Information

HR Admin Permissions for Time Off

Enabling Users to Run Time Account Reports

2.6 Changes in Time Off after Correcting the Hire Date of an

Employee

If you make any future-dated corrections to an employee's hire date, it can impact Time Off in certain ways.

Specifically, if the user has any time information assigned in their Job Information, all the related time objects will
also be updated to reflect the new hire date. For example:

• Time Account
• Time Account Detail

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• Time Account Type Eligibility Status
• Time Account Type Date Reference
• Time Account Type Waiting Period

Important Things to Keep in Mind

• If you use an import to correct the hire date, you'll see error messages in the import response file. If the import
fails for one user, the rest of the users will still be uploaded without errors.
• If you use Manage Data to correct the hire date, the log file attached to the Hire Date Correction object won't
contain any Time Off specific messages. However, the error messages from Time Off validations will be shown
when you save the Hire Date Correction object.
• If you've created a fixed date or a permanent time account, and then move the hire date, the following behavior
will apply:
• If you move the hire date to the future, the system will not reduce the validity period. For example, if you
change the hire date from 1st Feb 2020 to 1st July 2020, the accrual posting will change to 1st July 2020,
but the validity date for the time account will remain 1st Feb 2020. If you want to change the start date of
the validity period, you have to do so manually in Manage Data.
• If you move the hire date to the past, the system extends the validity period. For example, if you change the
hire date from 1st July 2020 to 1st March 2020, the starting date for the validity period will change to 1st
March 2020, but the posting date will remain 1st July 1 2020.

 Note

For hire date time accounts and flexible date time accounts, the validity of the time accounts is
automatically updated regardless of whether you move the hire date into the past or into the future. For
flexible date time accounts, the Time Account Type Date Reference object is also updated.

Effects of Moving a Hire Date

Dated Moved to the Future (for exam- Date Moved to the Past (for example,
- ple, Feb 15th 2018 → Feb 22nd 2018) Feb 15th 2018 → Feb 7th 2018)

Permanent • Validity period not adjusted • Validity period expanded (in this ex-
• Accruals recalculated ample, Feb 7th 2018 - Dec 31st
9999)
• Accruals recalculated

Fix Date • Validity period not adjusted • Validity period expanded (in this ex-
• Accruals recalculated ample, Feb 7th 2018 - Dec 31st
9999)
• Accruals recalculated

Hire Date Validity period adjusted if account is not Analog

in the past
In this example, Feb 7th 2018 → Feb 6th
In this example, Feb 22nd 2018 → Feb 2018
21st 2018

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 Dated Moved to the Future (for exam- Date Moved to the Past (for example,
- ple, Feb 15th 2018 → Feb 22nd 2018) Feb 15th 2018 → Feb 7th 2018)

Flex date Validity period and Analog

TimeAccountTypeDateReference are ad-
In this example:
justed.

In this example:
• Feb 7th 2018 - Feb 6th 2018 (without
rehire)
• Feb 22th 2018 - Jan 21st 2018 (with-
• Feb 7th 2018 - Dec 30th 2018 (with
out rehire) rehire)
• Feb 22th 2018 - Jun 30th 2018 (with
rehire)

Related Information

Changing an Employee's Hire Date in Employee Central

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3 HR Administrators and Time Off

You’re an HR administrator. How can the Time Off feature help you?

As a Human Resources (HR) administrator, you are responsible for various tasks relating to time off:

• Obtain an overview of an employee’s time off requests and time accounts.

• Enter absence requests for employee in circumstances where they cannot do it for themselves.
• Make a manual adjustment for a time account.
• Enter new hires into the system and set up Time Off for them.
• Manage employee's transfers.
• Run accrual creation.
• Manage period-end processing.

Overview of Employee’s Time Accounts [page 17]

To get an overview of an employee's time off requests and time accounts, go to People Profile and search for
the employee whose data you want to review.

Simulating and Creating Accruals [page 21]

You can have the system create time off accruals. If you want to check potential accruals before you create
them, you can simulate them first.

Setting Up Time Off For New Hires [page 29]

When new employees are ready to start work, you need to make sure that their time off is managed
correctly.

Time Account Creation [page 30]

Use Time Off Calendars to create the time accounts you need for period-end processing.

Closing Time Accounts [page 34]

To ensure good system performance, you need to close accounts that are no longer used.

Period-End Processing [page 35]

If you have non-permanent time accounts with yearly validity, meaning time account types with Creation
Recurring, you need to do period-end processing at the end of the period.

Transfer of Employees [page 39]

When an employee is transferred from one location to another, typically a new holiday calendar and time
profile are assigned to the employee.

Job Information Changes [page 40]

Accruals can be automatically recalculated for fulltime equivalent (FTE) changes or for job status changes
with an accrual eligibility update if the system is set up accordingly.

Temporary Change of Work Schedule [page 40]

Sometimes, it might be necessary to change an employee's work schedule for a period. If you have
implemented PP3, a function is available that enables you to do this.

Temporary Change of Work Schedule and Planned Working Time (New Work Schedule UI) [page 44]
Sometimes, it might be necessary to change an employee's work schedule for a period. A feature is now
available that enables you to make such changes.

Payouts from Time Accounts by HR Administrator [page 50]

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16 PUBLIC HR Administrators and Time Off
 As an HR admin, you can make payments on behalf of employees from the time accounts that have been
set up for this function, including paying out to an employee who is leaving the company.

Purchasing Time as an HR Administrator [page 51]

As an HR adminstrator, you can use the Purchase Time feature in two ways.

Time Formats in the Fiori ESS UI [page 55]

Information on how time data is displayed in the Fiori UI.

3.1 Overview of Employee’s Time Accounts

To get an overview of an employee's time off requests and time accounts, go to People Profile and search for the
employee whose data you want to review.

Then choose Administer Time in the employee's People Profile, to see the time off details as discussed here.

Review Time Off Data for Employees [page 18]

You can view a summary of time accounts for each employee.

Entering an Absence Request for an Employee [page 18]

Under certain circumstances, an employee might need to apply for time off, but can’t do it himself or
herself – for example, because he or she is ill and can’t access the system.

Manually Adjusting Time Accounts [page 19]

You might find it necessary to make manual adjustments to an employee’s time accounts.

Workflow Dashboard [page 20]

The Report Center includes a dashboard that time admins can use to view live information on the workflow
status of time objects.

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3.1.1 Review Time Off Data for Employees

You can view a summary of time accounts for each employee.

The Time Accounts tab shows information on all the time accounts applying to the employee. You can scroll down
to show a history of the time account and any postings for it.

3.1.2 Entering an Absence Request for an Employee

Under certain circumstances, an employee might need to apply for time off, but can’t do it himself or herself – for
example, because he or she is ill and can’t access the system.

Alternatively, it might be a time off type, such as parental leave, that employees can’t simply enter themselves.
However, you can do it for them by choosing Request Time Off in the Time Overview and entering the appropriate
details.

 Note

When you enter a request for an employee, the system verifies that the balance on the relevant time account is
enough to cover the time off being requested.

You can enter multiple absences on a particular day in the same way as an employee can, subject to the same
restrictions:

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• The total time taken by these multiple absences cannot exceed the prescribed working time for the day in
question. The system checks each request you enter and an error message appears if the one you are currently
entering would cause you to exceed the limit.
• A separate request is required for each of these absences. The requests are listed separately in the My
Requests part of the employee's screen.
• The requests do not have to be of the same time type. However, if you use different time types, they must use
the same unit (hours or days).

You can also cancel or edit requests already entered.

A Point About Uploads

If you need to upload a file as part of entering an absence request, bear in mind the limit that your business has
established for such uploads. The system generates an error message if you try to upload a file that exceeds this
limit.

3.1.3 Manually Adjusting Time Accounts

You might find it necessary to make manual adjustments to an employee’s time accounts.

For example, if an employee has performed particularly well or worked long hours on a project, you might want to
grant them an extra day’s vacation. Or if you have a new hire, you need to maintain the correct initial balance.

You can also correct the results of automated periodic updates that have been carried out for time accounts.

 Note

You can't correct automated periodic updates that are more than a year old.

Prerequisites

You have been assigned the following permissions in Manage Permission Roles Manage Time Off :

To do this You need

Create and edit a manual adjustment or correction posting • View and Edit permissions for the Time Account object
• View and Edit permissions for the Time Account Detail
object

Delete a manual adjustment or correction posting • View and Edit permissions for the Time Account object
• View, Edit, and Delete permissions for the Time Account
Detail object

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Adding a Manual Adjustment

Just choose Add Manual Adjustment for the time account, and enter the appropriate details. You can either add or
deduct time.

 Caution

When you enter a manual adjustment in this way, the system does not verify that the balance on the relevant
time account is enough to cover the adjustment. You need to take extra care not to deduct too much from the
account, resulting in a negative balance.

Correcting an Automated Periodic Update

1. Go to the Time Accounts tab on the employee's workbench and select the time account you want to correct.
2. Choose Add Posting Periodic Update Correction .
3. Select the relevant periodic update period, and make the necessary correction.
Once you save, the correction is displayed in the list of account postings. The date of the correction posting will
be the same as that of the original posting (that is, the end date of the periodic update period). You can also
edit or delete correction postings directly from here.

3.1.4 Workflow Dashboard

The Report Center includes a dashboard that time admins can use to view live information on the workflow status
of time objects.

To access the dashboard from the Report Center, select

SF_TIM_TimeManagement_Workflow_Status_Analysis_v1.0 from the list.

The first screen you see is the overview. Here you can Once in the dashboard, you can:

• Specify start date ranges for the absence and attendance information you want to view.
• Filter the data by dimension. Options are:
• Legal Entity
• Business Unit
• Division
• Cost Center
• Department
• Location

The dashboard gives this information:

• Pending approvals
• Managers
• Objects in other statuses such as Approved or Rejected.
• Numbert of objects and their workflow perecentage

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You can also drill down to information on the manager who is to give approval and the user who submitted the
information or request for which approval is pending. To do this, go to the menu bar and choose Absence to access
pending absence details, Attendance to access pending attendance details, or Absence & Attendance to access
details on both.

For full information on Report Center, please refer to the Using Report Center documentation.

3.2 Simulating and Creating Accruals

You can have the system create time off accruals. If you want to check potential accruals before you create them,
you can simulate them first.

Simulating Accruals [page 21]

Before creating accruals, you can simulate them, to make sure that they work as you want.

Creating Accruals [page 25]

If a rule is assigned to the time account type in question, accruals can be created automatically using
Manage Time Off Calendars in the Admin Center.

3.2.1 Simulating Accruals

Before creating accruals, you can simulate them, to make sure that they work as you want.

The tool you use to do this is in the Admin Center and is called the Time Account Process Simulator. You must have
the People Profile activated in order to use it. The tool is not available in the v12 UI.

You also need the appropriate permission. The guide Implementing Employee Central Time Off contains full
information on all the permissions you need.

In the Admin Center, choose Time Account Process Simulator. In the resulting screen, make these entries:

• Employee
• Date

 Note

You can search for inactive as well as active employees. Just select Include inactive users in search.

When you've made these entries, a picklist becomes available in the Time Account Type field, listing all the time
account types applicable for the employee+date combination you've specified. Choose one. The Run Simulation
button then turns blue, which means you're ready to go. However, if you want to include the potential recalculation
effects of the accrual you're simulating, move the Recalculation button to On first.

When you use the Run Simulation, the system simulates the accruals applicable according to the criteria you've
entered. Note that this might take some time the first time you run the simulation.

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The resulting list looks like this:

Here are some things you need to know:

• The blue band at the top of the list shows a summary of the simulation result.
• If any warnings are generated, yellow buttons appear at the top of the list, under the blue band. The location
of the warning, such as Time Account Type, appears in the relevant yellow button. The warnings are further
indicated by yellow warning icons in the list. You can click the yellow button to access more information.
• If any errors are generated, red buttons appear at the top of the list, under the blue band. The location of the
error, such as Time Account Type, appears in the relevant red button. The errors are further indicated by red
icons in the list. You can click the red button to access more information.
• You can expand each item in the list by pressing the right pointing arrow to the left of each item, or you can
expand all of them at once using the button at top right.
• Also at top right is an Export Results function you can use to export the list in JSON format to a text file. After
the export, you will need to view the text in a suitable tool to prettify the data and make the display clear.

What about the individual lines in the display?

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• Calculation Scenario
If Recalculation is switched on, the following information is shown:
Accrual calculation is done with recalculation. Missing accruals are created and a recalculation is triggered
for existing accruals. If the booking amount differs from the original one, a recalculation booking is created to
balance out the existing accrual and another accrual is created with the updated booking quantity.
If Recalculation is not switched on, the following information is shown:
Only missing accruals are created. No accrual calculation is triggered for existing accruals.
• Time Account
The external code of the time account, user, account valid from, account valid to, booking possible from, and
booking possible to are shown.
• Time Account Type
The external code of the time account type, accrual frequency, accruals based on, accrual rule, hire rule, and
termination rule are shown.
• Accrual Period
The accrual period start date and accrual period end date are shown. The accrual period does not consider the
employee's eligibility.
• Existing Accrual
The posting date and quantity of the existing accrual are shown.
• Eligibility
You get information related to the employee’s eligibility status. If the eligibility is influenced by the employee’s
hire or termination date, this will be reflected. In addition, you can see whether or not if the employee is eligible
for the whole accrual period.
• Accruable Period
The accruable period start date and end date are shown. The accruable period is employee specific. If there is
a hire or termination event in the accrual period or if the user is not eligible for accruals based on the eligibility
status, the accrual period derived is a subperiod of the accrual period.
• Simulated Time Account Detail
The posting type, posting date, amount posted, posting unit, accrual period id, and the external code of the
posting are shown.
• Result
The main result is collected and shown.
• Recalculation Result
You get information about whether the recalculation would lead to change in the existing posting or not.

Example

The employee A.N.Other1 is hired on June 1, 2017. His time account type, "monthly_accrual", has a monthly accrual
frequency. The time for hire to first accrual is set to 1 month. This means that he is not eligible for June. His
eligibility begins on July 1, 2017.

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1. You see that the employee is not eligible for the accrual period. Take a look at the Eligibility, Accrual Period, and
Result sections.
2. The main information shown in the Result section is the that employee is not eligible for the whole accrual
period.
3. The accruable period does not exist for this accrual period because there is at least one day in the accrual
period for which the employee is not eligible.
4. The result is a zero booking for this employee and accrual period because the employee is not eligible at all in
this period. This means that the rule is not executed.

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For November 2017, the employee does not get the full accrual of 2.5 because it is prorated based on the
employee's eligibility status. This is because, owing to the leave of absence starting on November 10, 2017, the
employee is only eligible for 9 days.

Parent topic: Simulating and Creating Accruals [page 21]

Related Information

Creating Accruals [page 25]

3.2.2 Creating Accruals

If a rule is assigned to the time account type in question, accruals can be created automatically using Manage Time
Off Calendars in the Admin Center.

: If you add a new employee and assign a time profile during new hire, accruals for past-dated accrual periods are
created automatically (if configured as such).

 Note

: If you hire someone with a past-dated hire date, not all accruals might get created automatically. This depends
both on how far in the past the employee was hired and the accrual frequency on the time account. For

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 daily accrual frequency, a maximum of 2 years of accruals are generated automatically, for weekly to monthly
accrual frequency a maximum of 5 years, and for annual accrual frequency a maximum of 10 years. For
example: if you hire someone today with the hire date 1 January, 2010 and you have daily accruals, only the
accruals for the first 2 years from 1 January, 2010 until 1 January, 2012 are created automatically.

The calendar jobs you see in the resulting screen can have one of these statuses:

• Planned jobs (Ready to Run if no run date is assigned or Scheduled for calendars with a run date)
• Running is the status of a job while it is being processed.
• Finished is the status of a job that has run without problems.
• Finished With Errors is the status of a job that has been executed, but errors occurred. A log file including error
records is available.
• Job Failed is the status of a job that failed due to an unexpected error. No log file is available. You can find
technical information for the error in the job monitor. For a more detailed analysis, you will need the server log.
• Skipped
For change scenario “Accruals On Recorded Time” a daily job automatically creates a calendar. If the job of the
previous day is still running, the status of the new calendar is set to Skipped.
• Waiting
Calendar run jobs have this status if another job is running that might interfere with them because they must
access time accounts of the same time account type. The job with this status starts automatically when the
other job has finished.

Filters

There are various ways you can filter which calendars are displayed in the screen when you access it.

• In the Filters box, you can enter the name of a calendar or the time account type affected by it.
• There are four tabs you can use to restrict the display further:
• All Calendars
All calendars are displayed, provided they also satisfy any other filter options you've chosen.
• Executed
Calendars that have been executed, whether with or without errors, are displayed, provided they also
satisfy any other filter options you've chosen.
• Scheduled
Calendars that have not yet been executed, but for which a run date has been specified, are displayed,
provided they also satisfy any other filter options you've chosen.
• Unscheduled
Calendars that have not yet been executed, but for which no run date has been specified, are displayed,
provided they also satisfy any other filter options you've chosen.
• You can display more filter options by choosing the Filter Bar button. Use the options thus displayed either
alone or in combination with each other and the filters we've already discussed. The options are:
• Change Scenario
• Time Account Type
• Calendar Validity
Enter start and end dates to restrict the display.
• Run Date
Enter a single date or a range of dates.
• Status

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 If you need to remove all the filter selections you've entered, choose Clear. You can also hide the filter bar again
by choosing the appropriate button.

To create a new job, choose New Calendar, then select the change scenario (which must, in this case, be Accrual).
In the resulting screen:

• Enter a name.
• Specify the time account type.
• Specify start and end dates.
• If you want recalculation to be taken into account, check the With Recalculation box. Please see below for more
information on this.
• The system defaults a run date, but you can overwrite it. If no date is specified when you press Save, the
calendar is saved to the Manage Time Off Calendars list with the status Ready to Run.

Note that, for calendars in the past, the system does not propose a run date. You need to either maintain a run date
yourself (Edit) or start the run manually (Run).

Creating Multiple Calendars

You can also create multiple calendars based on one calendar. For example, if you select a whole year for a time
account type where the frequency entered is monthly, the system will schedule all 12 calendars at once.

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  Note

• Be sure to select the dates that exactly match your accrual period. For example, enter the whole year
(January 1 to December 31) for an annual accrual. For monthly accruals, enter the start and end date for
the month in question.
• Don't change accrual rules until you have finished using them for one period and are ready to use them in
the next period. For example, if you have been using a rule in 2016 and want to use the same rule in 2017,
don't make any necessary changes to that rule until December 31, 2016.

 Note

Please ensure that, before you run a calendar, you have maintained your email address within
Personal Information Contact Information , so that you can receive the log file.

To actually start the accrual calculations and create the accruals, choose Run.

When the job has run, you receive an email confirming this, along with an Excel® log, listing those employees for
whom the accrual was created. In addition, the status of the accrual calendar changes to Finished.

You can check this by looking at their time accounts. In our example, the accrual was for vacation, so look at their
vacation accounts. Please note that only one accrual per employee and time account type is created.

If you encounter issues or have questions, look at the troubleshooting information in the Appendix.

Recalculations

It is possible to trigger a recalculation of accruals if, for example, if a rule has been changed. Please create
an accrual run for the recalculation of the accruals already posted. Mark the flag With Recalculation in the Edit
Calendar view.

Parent topic: Simulating and Creating Accruals [page 21]

Related Information

Simulating Accruals [page 21]

3.2.2.1 Special Case: Entering Termination Payouts in

Advance

It can sometimes happen that you need to process a termination payout in advance of the date when the relevant
employee is actually leaving your company.

For example, you might be working on April 26, entering data in respect of an employee who is leaving on April 30.
What's the effect of this?

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• When you enter the data, the employee will have accrued time off only until April 26
• However, by the termination date on April 30, he or she will be entitled to a bit more time off accrued over the 4
days between April 26 and April 30.

Almost all terminations occur in the future and the leave accruals must be generated up to the termination date in
order to set the employee’s leave balance straight.

However, for this purpose the prerequisite is to generate accruals well in advance of their respective posting dates,
at least for bigger parts of the leave year or possibly even the whole year. For example, in the case of monthly
accruals, the corresponding Time Off calendars for accruals in January, February, March, and so on, could be
created and not run immediately just before the start date of the respective month, but before the beginning of the
new leave year.

The respective posting dates would still be January 1, February 1, March 1, and so on. Leave requests could only be
created for that portion of the annual leave entitlement that would have been accrued up to the start date of the
leave. When a termination occurs in such a situation, the accrual for the month including the termination date is
recalculated and adjusted, while the accruals for the months after the termination date are deleted.

3.3 Setting Up Time Off For New Hires

When new employees are ready to start work, you need to make sure that their time off is managed correctly.

This means ensuring that the following objects are maintained for them:

• Time Recording Variant

The options here are Clock Times and Duration. Don't leave this field on No Selection if you make
entries in the other time information fields.
• Time Profile
The time profile contains the time types the employee can take. It can include up to three favorites, one of
which must be maintained as a default.
When the time profile is created, time accounts are created automatically for the employees to whom it is
assigned. If an appropriate rule has been assigned to the time account type, the accrual amount can be
prorated and created automatically. If no such rule has been assigned, the balance is zero and the accrual must
be entered manually.
• Holiday Calendar
This lists the public holidays for the country where the employee is working.

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• Work Schedule
This shows, for example, how many days per week an employee is to work and how many hours on each of
those days.
• Time Recording Profile and Time Recording Admissibility

3.3.1 Creating Individual Work Schedules (Work Schedule

Finder)

Create an individual work schedule.

1. To create an individual work schedule, go to the relevant employee's job information.

2. Choose Find a Work Schedule to view a window showing the work schedule assigned to the user.
3. Choose New Individual Work Schedule to call up the user interface where you can create a work schedule
specifically for the the employee.
For each day in the schedule, you enter either the number of planned hours or a work schedule day model.
If desired, you can enter average values in the fields provided, for the purpose of payroll calculations.

 Remember

Include empty fields for non-working days. You do so by choosing Non-Working Day as the category for the
relevant day.

4. Choose the Preview tab to view a calendar showing the effect of the entries you've made.
1. The display begins on the day as of which you jumped from the Job Info. Future work schedules are not
considered, nor are they included in the display.
2. No selection appears for days where you didn't enter any data when creating the work schedule. If this
happens, it means the work schedule is incomplete. Before you save it, either enter values for those dates
or remove the relevant lines from the schedule.
3. You can't edit existing individual work schedules. If you need to change an individual work schedule you've
already created, you can only do so by creating a new one.

3.4 Time Account Creation

Use Time Off Calendars to create the time accounts you need for period-end processing.

To create a new job for Time Account Creation, go to the Admin Center and choose Manage Time Off Calendars.
In the resulting screen, choose New Calendar and enter a name, change scenario (which must, in this case, be
Account Creation), and the respective time account type. Select the start and end dates as the period for which you
want to have accounts created.

 Note

• Be sure to select the dates of the future validity period. If the validity of the time accounts starts on
January 1, select January 1 to December 31 of the next year.

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 • If the validity of your time accounts starts with the anniversary of the employees, you can also have
the same date selection. The system creates time accounts with the start date within the validity period
starting with the anniversary the next year and ending one day prior to the anniversary the year after.
• The system checks that a time account with the validity in question exists, so that no redundant time
accounts are created.

When the job has run, you receive an email confirming this, along with an Excel log, listing the employees for
whom new time accounts have been created. In addition, the status of the account creation calendar changes
to Finished.

Remember

Please ensure that, before you run a calendar, you have maintained your email address within Personal
Information Contact Information , so that you can receive the log file.

3.4.1 Creating Time Accounts

When an employee has a time profile assigned with time types that refer to time account types, you need to create
time accounts. You enter the account creation settings when configuring your time account type setup.

Permanent and recurring time accounts are created either when you assign a time profile to an employee´s job
information or when you start an account creation calendar run. We do not recommend that you create these time
accounts manually, using MDF import or OData APIs.

In contrast, ad hoc time accounts are not part of the standard time account creation processes, but are instead
either created automatically as part of a dedicated business scenario (currently only purchased leave) or created
manually by an administrator.

Permanent and Recurring Time Accounts

Creating Time Accounts During Time Profile Assignment

When you assign a time profile, the system collects all permanent and recurring time account types assigned to
time types included in that profile. Any missing time accounts are created for the employee.

• In the case of permanent time account types, a time account valid until December 31, 9999 is created.
• In the case of recurring time account types, a time account is created for the current year, but not for the
following years.

When you assign a time profile during new hire setup in the current year, the time accounts for that employee are
generated automatically. If you have also assigned a hire rule for a time account type, an accrual is also created for
the newly created account.

 Note

If you rehire an employee and a permanent time account of a time account type aleady exists (even if it has
been closed), no new account is created. The original start date of the exisiting account remains as the start
date of account validity.

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 If a user has no time account of a permanent time account type that is valid at the time of rehire, then a new
account is created. The validity start date of that account is the date of rehire.

Creating Time Accounts Using A Time Off Calendar

Another way to create time accounts is to run an account creation calendar in the Admin Center by choosing
Manage Time Off Calendars. We recommend that you run a calendar for a permanent or recurring time account
type in the following situations:

• You want to create time accounts based on recurring time account types for a particular year.
• You are using a period-end processing scenario with transfer of balances to the next recurring time account.
Before you start the Period-End Processing calendar run, you need to run an account creation calendar to
make sure that all necessary follow-up accounts exist.
• You add a time type to a time profile that is already assigned to employee´s job information. As a follow up,
start a calendar run for the time account types that are assigned to the time type. In the same way, you need to
run a calendar if you add a time account type to an existing time type.

You can run the Time Off calendar immediately or enter a run date, which means the calendar run will be triggered
on the date you enter. If you do this, the status shown for this calendar run in the overview is Scheduled.

There is also an automated account creation option. See the time account type documentation for information on
how to set this up. Once you have done so, you don't have to do anything in Manage Time Off Calendars. The job
runs automatically per the criteria you enter in the time account type.

If an employee's time profile refers to a time type that has the time account type assigned, a time account is
created if it doesn't already exist. Processing logic makes sure that all needed time accounts are created so that the
selection period is covered.

Example

You create a calendar run for the period January 1, 2017 to December 31, 2017 and according to your time account
type definition, yearly accounts should be created with the employee´s hire date as the start date. For an employee
hired June 20, two accounts would be created (June 20, 2016 to June 19, 2017 and June 20, 2017 to June 19, 2018).

The job information history is considered here as well. For example, if you run a calendar for the next year, but an
employee does not have the time profile assigned anymore in the future, he or she does not get another recurring
time account.

After running the calendar, you can view the details of the change calendar and open the log file attached to it. In
the log file, you find information about time accounts created and any errors that occurred. In addition, the result
log is sent by email to the user who started the job. You can also simulate a calendar run so that no changes are
saved. In this case, the result log is not available in the details view for the change calendar, but you can access it in
the Admin Center by choosing Monitor Job.

Ad Hoc Time Accounts

Ad hoc time accounts are used for “non regular” purposes, and as such are created on-demand only when they're
really needed. Unlike recurring and permanent time accounts, ad hoc time accounts are not created automatically
when assigning the time profile.

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They also can't be created by using a Time Off calendar, because account creation calendars always create missing
accounts for any users who have a certain time account type assigned. However, ad hoc accounts are created for
specific users only when that user has a need for it - for example, in case of relocation leave. In principle, everybody
who has the respective time account type assigned would be eligible for such a leave entitlement. However, only
those who really relocate would ultimately get it. In such a case, you could create an ad hoc time account for the
user who relocates, and post the leave entitlement via a manual adjustment.

 Note

Accruals are not supported for ad hoc time accounts.

You can create ad hoc time accounts in two ways. Note that you still need to assign the respective time account
type to a user’s time profile in order to create an account for that user.

Creating Time Accounts via a Purchased Leave Request

One business scenario in which ad hoc time accounts are created automatically is purchased leave. Purchased
leave allows employees to buy additional leave if they need it. If a purchased leave request is approved, an ad hoc
time account for the particular user with the purchased amount of leave is created automatically.

In cases like this, the validity of the account is always one day (that is, the validity start date, validity end date,
and requested date are the same). The bookable period of the account depends on the configuration on the time
account type. If no account booking offset is set, and if the bookable period isn't specified with the time account
configuration rule, then the booking start date, booking end date, validity start date, validity end date will also all be
the same. The posting date of the purchase posting is based on the bookable start date.

Here's an example. A user submits a purchased leave request for 10 days on July 1. The request is approved on
Jul 2. Also on July 2, an ad hoc time account with a validity start date and validity end date of July 1 is created.
The bookable start date of the time account is the same as the validity start date. For the bookable end date, an
account booking offset of 12 months is specified. The resulting account contains a posting of 10 days of posting
type Purchase, with posting date 01/07/2020 (the bookable start date). For more information, see Leave Purchase.

Creating Time Accounts Manually

There are other scenarios in which you might want to create an ad hoc time account for a user. For example:

• Relocation leave
If an employee transfers from one company location to another, they might be entitled to an extra day of leave
to manage their relocation.
• Compensatory day off
In some countries, employees who have to work on a public holiday are entitled to a compensatory day off.

In cases like this, you can create an ad hoc time account manually using Manage Data Create New Time
Account .

If you create an ad hoc time account manually, you're free to enter any validity start and end date. However, we
recommend that you create accounts with a one day validity (that is, the validity start date is the same as the
validity end date), in order to avoid the risk of overlapping accounts.

If you need to create an ad hoc time account for multiple users at once, we recommend that you do it with an MDF
Import (Import and Export Data).

 Note

The time accounts tab on the Admin Workbench can display a maximum of 1000 time accounts.

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  Note

The following posting types are not supported for ad hoc time accounts:

• Entitlement
• Accrual
• Recalculation
• Periodic Update
• Periodic Update Correction
• Accrual Reset
• Ad Hoc Entitlement
• Working Time Difference
• Aggregated Earnings Separated

We recommend using the posting type Manual Adjustment to add a leave credit to a manually created ad hoc
time account.

3.5 Closing Time Accounts

To ensure good system performance, you need to close accounts that are no longer used.

The following scenarios can lead to unused accounts:

• You configured recurring accounts and an account is completely in the past (bookable as well as valid).
• You terminate an someone's employement .

How do you ensure recurring accounts are closed?

You use period-end processing to close recurring accounts. Assign a period-end processing rule to the time
account. This rule determines what should happen to the balance available at the bookable end date. It must also
ensure that the old time account is closed.

Take a look at the Period-End Processing Rules documentation for more information.

The check tool includes a check that shows up all time accounts that have been no longer bookable for 6 months or
more and are still open. You can use an interim rule to close these accounts.

You can find an example here: Interim Account Update Rules.

How do you ensure accounts for terminated or retired employees are closed?

You can use an interim account update to close accounts for an employee who has retired or been terminated.

Choose Manage Time Off Calendars in the Admin Center to create the period of the calendar. All overlapping
accounts are selected and the interim rule is processed.

You can find an example here: Interim Account Update Rules.

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3.6 Period-End Processing

If you have non-permanent time accounts with yearly validity, meaning time account types with Creation
Recurring, you need to do period-end processing at the end of the period.

This means you need to:

1. First, create and run a calendar of change scenario Account Creation to create new time accounts for the next
period.
2. Then create and run a calendar of change scenario Period-End Processing to forfeit or transfer the balances.

Please make sure that you run the account creation before running period-end processing.

You create the calendars in the Manage Time Off Calendars feature of the Admin Center.

Before actually running the time account calendar and period-end processing, you have the option of simulating
the runs. If you do this, you will receive a log file showing the changes.

Setting Up Period-End Processing [page 35]

Period-end processing is usually performed when the financial year ends and follow-up actions on time
accounts should take place.

Forfeit or Transfer Balances [page 38]

Transfer or forfeiture of balances during period-end processing is also managed using Time Off calendars.

3.6.1 Setting Up Period-End Processing

Period-end processing is usually performed when the financial year ends and follow-up actions on time accounts
should take place.

When the end of the bookable period of an account is reached you typically want to close that account so that it
cannot be used for further bookings. In addition, you decide how to deal with a remaining balance on that account,
for example:

• The balance is set to zero so that the employee cannot use it anymore.
• The remaining balance is carried forward from the old account to the new one.
• The remaining balance is carried forward, but only up to a certain limit. For example, if an employee has 8 days
of vacation remaining, but the carryforward limit is 5 days, only those 5 days are carried forward. The other 3
are lost.

Period-end processing is done using a Time Off calendar for the Period-End Processing scenario. Period-end
processing is only required for recurring time accounts. You access the calendars in the Admin Center by choosing
Manage Time Off Calendars. You can run the calendar either immediately or schedule it to run on a specified date.

There is also an automated period-end processing option. The job runs automatically per the criteria you enter in
the time account type. Note, however, that it does not run for all time account types. It runs only for those where
period-end processing is set up..

You define your period-end processing logic in a business rule. Here, you can set the account to closed and also
create time account bookings of type period-end processing to adjust or to move the open balance. For time
account types with a period-end processing rule assigned, you can create and run a calendar by going to the Admin
Center and choosing Manage Time Off Calendars. A time account is selected if the bookable until date is in the

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past and falls in the calendar period. After the calendar run, you can view the change calendar details and open
the log file attached to it. In the log file, you find information about period-end processing bookings and errors
that occurred. In addition to that, the result log will be sent by email to the user who started the job. You can also
simulate a calendar run so that no changes are saved. In this case, the result log is not available in change calendar
details view, but you can access it by going to the Admin Center and choosing Monitor Job.

If you use a scenario to carry balances forward to the follow-up account, run an account creation calendar run
before you start the period-end processing calendar run to make sure that all needed time accounts are created.

Rule Definition

Go to the Admin Center and choose Configure Business Rules to create the rule based on the Period-End
Processing rule scenario. This table shows what parameters are available:

Name Object

Period End Processing Rule Parameters Period End Processing Rule Parameters

New Time Account New Time Account

• Period End Processing Rule Parameters

You have to assign this parameter. It contains information about the remaining balance and if a follow-up
account exists.
• New Time Account
This parameter is optional. It is filled with the follow-up account if applicable. You need to add this parameter if
you want to carry forward any remaining balance

When defining the parameters, use the exact name and object mentioned in the table above. You can choose any
parameter name you like.

In a simple scenario you just want to set the balance to zero and close the old account so that it is not considered
for further time off bookings. So you set the IF-condition to “Always True” and you have to define two THEN-
expressions, one to set Closed to Yes and another one to create the account booking (Time Account Detail) with
these parameters:

• Amount Posted
Enter the booking amount. To set the balance of the time account to zero, the amount needs to be the
remaining balance with an opposite sign. Parameter pepParams contains the remaining balance and with
function Opposite Sign() you can change the sign.
• External Code
Choose function “Generate External Code For Time Off()”. This generates a unique external code automatically.
• Posting Date
Enter the posting date of the booking. Here, you typically choose the end date of the time account (bookable
until). Note that the date must fall in the bookable period of the time account.
• Posting Type
Choose the Period-End Processing posting type.
• Posting Unit
The posting unit needs to be the same as the unit defined for the account type of the time account. So here you
assign field “Time Account Type -> Unit”.

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If you want to carry forward balance to the follow-up account, you add another THEN expression to create a
time account detail for that account (choose newAccount.Time Account Details). External Code, Posting Type and
Posting Unit and assign it in the same way as for the other booking. You define the amount posted and the posting
date like this:

• Amount Posted
If you want to carry forward the remaining balance from the old account, just assign Remaining Balance Old
Account of parameter pepParam.
• Posting Date
Typically, you want to transfer the balance on the same date as used for the reverse booking on the old
account. However, if the new account is not valid on that date, you use the start date of the account instead.
By using the Latest Date() function you can determine that date. For example, if you have accounts with a
bookable period according to calendar years, the posting on the old account is on December 31 while the
posting on the new account is on January 1.

Alternatively, if you only want to carry forward balance up to a certain limit, you can use the
Minimum() function to determine the Amount posted. For example, if you want to carry forward a
balance up to 5, you assign the minimum of that value and the remaining balance of parameter

pepParams .

 Note

It might happen that no follow-up account exists, for example if an employee was terminated or the time
profile is no longer valid. Where this happens, you cannot create a time account detail for that account, so
we recommend that you define the logic for both cases separately. To do that, you uncheck “Always True” but

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 create separate IF and ELSE blocks to define the logic. For example, you can define that changes on the old
account should only be done if there is no follow-up account.

If No is entered for pepParams.New Account Exists, you can enter Yes needs to entered for "Closed" in Create Time
Account Detail. Alternatively, in an ELSE statement you can enter Yes for the "Closed" in Create Time Account
Detail, in which case you need to specify Create newAccount.Time Account Detail here too.

 Note

Period-end processing cannot take place for accounts that still have bookings with status PENDING or
CANCELLATION PENDING. In such cases, processing waits until the bookings achieve another status, such
as APPROVED or CANCELED.

3.6.2 Forfeit or Transfer Balances

Transfer or forfeiture of balances during period-end processing is also managed using Time Off calendars.

To create a new job and forfeit or transfer balances, go to the Admin Center and choose Manage Time Off
Calendars. In the resulting screen, choose New Calendar and enter a name, change scenario (which must, in this
case, be Period-End Processing) and the respective time account type. Select the start and end dates in accordance
with the bookable period of the old time account type.

 Note

• Be sure to select the validity dates from the old time accounts.
• Every time account has a pair of dates:
• Validity period = Accruals are created within this time frame.
• Bookable period = Using Time Off is allowed
• The start date is the same for both dates. The end date of the bookable period can be also the same as
the end date of the validity period, or there can be an offset to the validity end date, if you want to allow
employees to use up vacation from the previous year by, say, the end of March the following year.
• So, if it is the end of 2016 and both end dates are December 31, 2016, enter January 1 to December 31,
2016.
• However, if a different bookable period has been defined in the time account type - for example, March 31,
2017 - enter March 31, 2017, as the end date.
• Do not start the calendar period-end processing before the end of the bookable period. In our example
- start it on April 1st, 2017, at the earliest.

When the job has run, you receive an email confirming this, along with an Excel log, listing those employees for
whom balances have been forfeited or transferred. In addition, the status of the period-end processing calendar
changes to Finished.

Remember

Please ensure that, before you run a calendar, you have maintained your email address within Personal
Information Contact Information , so that you can receive the log file.

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3.7 Transfer of Employees

When an employee is transferred from one location to another, typically a new holiday calendar and time profile are
assigned to the employee.

Context

New time accounts are created automatically, but you need to close the old ones manually. The remaining balance
needs to be manually transferred, if wanted.

Procedure

1. Transfer the old balances by choosing Manage Time Off - Manual Adjustment, then:
• Zero the old accounts
• Add the balances that should be transferred to the new accounts
2. Close the old accounts by going to the Admin Center and choosing Manage Time Off Structures. Then choose
the Time Account object and:
• Enter the time account codes for the accounts in question.
You can find the time account codes by choosing Manage Time Off Time Account Postings Show
Details .
• Change the Account Valid Until and Booking Possible Until accordingly and set the account to closed
• In order to search for time accounts for certain users, you need to define userId as a searchable field for
the Time Account object in Configure Object Definition .

This procedure applies for any cases where you need to change the time profile of an employee.

If you are terminating an employee and if an appropriate rule is assigned to the relevant time account type, the
system prorates the accrual. In doing so, it takes account of the termination date.

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3.8 Job Information Changes

Accruals can be automatically recalculated for fulltime equivalent (FTE) changes or for job status changes with an
accrual eligibility update if the system is set up accordingly.

3.9 Temporary Change of Work Schedule

Sometimes, it might be necessary to change an employee's work schedule for a period. If you have implemented
PP3, a function is available that enables you to do this.

Examples of when you might want to change a work schedule like this include:

• An employee is going to cover for someone who is absent and will work that person's pattern.
• An employee is traveling to another country or another plant where the standard work schedule is different
than the one the employee normally works. He or she will work according to that different schedule while at
that location.

Features

• To enter temporary changes, you must have the Maintain Temporary Change permission. To be able to create
individual work schedules, you also have to have the Maintain Individual Work Schedule permission.
• The temporary change must have a start date and end date.
• The minimum duration of a temporary change is one day. In the standard system, there is no maximum
duration. However, you can implement a SAVE rule to define one.
Take a look at the Metadata Framework Implementation Guide for full information on save rules.
• When assigning a temporary change of work schedule with cross-midnight processing active, make sure that
there is no overlap between shifts in the temporary work schedule and any schedule already assigned to the
employee. For detailed information on this, see the Collision Checks for Cross-Midnight Processing [page 44]
documentation.

 Note

Temporarily changing an employee's work schedule does not result in any change to the employee's job
information or contract.

Setting Up A Temporary Change of Work Schedule

You can set up a temporary change of work schedule in one of these ways:

• Search for an existing work schedule and assign it to the employee.

• Copy an existing work schedule and adapt it as needed.
• Create a new individual work schedule.

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Here's how you set up the temporary change:

1. Access the employee files for the employee in question and choose Administer Time in the Time Management
section.
2. In the resulting screen, choose the Work Schedule tab to view the work schedule currently assigned to the
employee, plus a record of the work schedules, both regular and temporary, that have ever been assigned to
him or her.
3. Choose Create Temporary Change to access the screen where you can create the new temporary change of
work schedule. Notice the field at the top called "To which period should the temporary change apply?" You
must make an entry here as part of the temporary change process.
4. Position the cursor in the search field and enter the search criteria, such as number of hours, that you want to
use. Here's a list showing the results of such a search.

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5. The list does not include individual work schedules. If it contains a work schedule that would be suitable for
this temporary change, select it. A preview of how this work schedule would look on an actual calendar then
appears on the right. Here's an example:

6. Select Details to see the actual content of this work schedule.

7. If the selected work schedule suits you as it is, choose Assign to assign it to the employee. If you haven't
already entered a start date and end date, the system prompts you do to this now.
Alternatively, you can opt to make a copy of this work schedule, which you can then adapt as necessary, or you
can go back to the search feature to find another work schedule that is more suitable.
Another option is to choose Create Individual Work Schedule and create an additional work schedule from
scratch, then assign it to the employee.

Edit or Delete Assignment of Temporary Change of Work Schedule [page 43]

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 Edit the assignment of a temporary change of work schedule or delete one that is no longer required.

Collision Checks for Cross-Midnight Processing [page 44]

Verify that collisions do not occur between various work schedule entries.

3.9.1 Edit or Delete Assignment of Temporary Change of Work

Schedule

Edit the assignment of a temporary change of work schedule or delete one that is no longer required.

Context

You can edit or delete the assignment of temporary changes of work schedule that satisfy certain criteria.

Procedure

1. In the Time Admin Workbench, open the Work Schedule tab to call up the temporary work schedule
assignments for the employee in question. You see a screen listing the assignments. An edit icon in the form of
a pencil appears next to each.
2. Choose the edit icon next to the work schedule you want to process. What you can do next depends on what
kind of work schedule this is.
3. If the work schedule is one available for assignment to any appropriate employee, you can only change the
dates for which your employee is assigned to this work schedule or you can choose Delete to unassign the
employee. Note that this doesn't delete the work schedule, only the assignment. You can't make any changes
within the work schedule by, for example, changing the number of hours worked per day as this would also
affect any other employees assigned to the work schedule.

 Note

• You can only edit or delete assignments in this way if the work schedule has no user entered, so that it
is not an individual work schedule, and recalculation is activated.
• In order to be able to edit temporary changes of work schedule, go to Configure Object Definitions for
the Temporary Time Information object and ensure the field visibility is set to editable for the Work
Schedule (workSchedule) and Work Schedule Day Model (dayModel) fields.

4. If the work schedule is an individual work schedule created specifically for this employee, you can edit or
unassign it as you can generally available work schedules as described in step 3. You can also delete the work
schedule.

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3.9.2 Collision Checks for Cross-Midnight Processing

Verify that collisions do not occur between various work schedule entries.

In work schedules where cross-midnight processing is active, there is a risk that changes to an employee's work
schedule assignment can result in "collisions" between the data in the schedule previously assigned and the new
one. There are three main scenarios where this might happen:

• Change of Work Schedule

An employee is assigned to work schedule A, which has shifts beginning at 22:00 and ending at 06:00 the
next day. You then assign this employee to work schedule B, which has shifts beginning at 04:00 and ending at
12:00. This means that the last 2 hours of the shift on work schedule A overlap with the first 2 hours of the shift
on schedule B.
• Individual Work Schedule
An employee is assigned to work schedule A, which has shifts beginning at 22:00 and ending at 06:00 the
next day. You create an individual work schedule for the employee with shifts beginning at 05:00 and ending at
13:00.This means that the last hour of the shift on work schedule A overlaps with the first hour of the shift on
the individual work schedule.
• Temporary Change of Work Schedule
An employee is assigned to work schedule A, which has shifts beginning at 22:00 and ending at 06:00 the next
day. As that employee is assigned to work at a different location for a while, you temporarily assign a new work
schedule to the employee, with shifts begininng at 05:00 and ending at 13:00.This means that the last hour of
the shift on work schedule A overlaps with the first hour of the shift on the temporary work schedule.
When you move a temporary time information, collision check happens at the original time period and also at
the destination time period to which you have moved this temporary time information. The system checks for
collisions with adjacent temorary time information entries at both the origin and destination points.
Take a look at the Temporary Change of Work Schedule [page 40] documentation for full details of temporary
changes of work schedule.

In all three scenarios, the period of overlap is called a collision and the system throws an error message preventing
the new assignment. You need to amend the assignment accordingly.

3.10 Temporary Change of Work Schedule and Planned

Working Time (New Work Schedule UI)

Sometimes, it might be necessary to change an employee's work schedule for a period. A feature is now available
that enables you to make such changes.

Examples of when you might want to change a work schedule like this include:

• An employee is going to cover for someone who is absent and will work that person's pattern.
• An employee is traveling to another country or another plant where the standard work schedule is different
than the one the employee normally works. He or she will work according to that different schedule while at
that location.

It is also possible to view and export the planned working time for an employee including regular work schedule,
temporary changes, and public holidays. This is possible for up to a year.

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Those features can be found on the Planned Working Time tab on the Administer Time UI. To access it, you can
either use the term “administer time” in the action search or navigate to the Time Management section in an
employee’s people profile. There, you need to choose Administer Time.

3.10.1 Required Permissions

You require certain permissions to see the relevant data and to create temporary changes of work schedule.

To do this, You require these permissions...

View data on the Planned Working Time tab in Administer Time In User Permissions Time Management Object
and see the switch button for the planned working time over-
Permissions , at least View permissions for the Work Sched-
view.
ule, Work Schedule Day Model and Temporary Time Informa-
tion objects. Note that, if you don't have all of these permis-
sions, the Planned Working Time tab shows no data and a
message is displayed..

Create temporary changes and see the relevant button on the In addition to the above permissions, you require the following:
UI.
• In Administrator Permissions Manage Time , the
Maintain Temporary Change permission.

• In User Permissions Time Management Object

Permissions , the Edit permission for the Temporary
Time Information Object.

Ensure that the existing Work Schedules or Work Schedule Day In addition to the above permissions, you require the following:
Models are shown during the creation of Temporary Changes
• Go to Configure Object Definitions for the Temporary Time
Information object and ensure the field visibility is set to
editable for the Work Schedule (workSchedule) and
Work Schedule Day Model (dayModel) fields.

• Additionally, ensure that in the RBP settings under User

Permissions Time Management Object Permission
Temporary Time Information , there are no Field Level
Overrides set for Work Schedule or Work Schedule Day
Model.

Within the wizard to create a temporary change, in order to In addition to the above permissions, you require the following:
see the use cases Copy and Adapt Existing Work Schedule and
Create Individual Work Schedule • In Administrator Permissions Manage Time , the
Maintain Individual Work Schedule permission along with
target population for target user.

• Edit permissions in User Permissions Time

Management Object Permissions Work Schedule .

 Note

• The temporary change must have a start date and end date.
• The minimum duration of a temporary change is one day. In the standard system, there is no maximum
duration. However, you can implement a SAVE rule to define one.

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 Take a look at the Metadata Framework implementation guide for full information on save rules.
• Temporarily changing an employee's work schedule does not result in any change to the employee's job
information or contract.

3.10.2 Overview Table

When you enter the Planned Working Time, you see a table that contains the regular work schedules and upcoming
temporary work schedule changes assigned to the employee in question.

The time period for displayed entries can be changed and can contain entries for up to 366 days. By default,
the view starts with the beginning of the current week. There are toggles to show either regular work schedules,
temporary changes or both. In case of a temporary change, an edit pencil is shown which lets you edit the
temporary change’s period. Temporary changes can also be deleted from this table. Selecting a table entry shows a
list view with details for every day in the table entry’s period.

On the right side of the table toolbar, there are switches to toggle between the overview table and planned
working time. The second view gives you a daily list of the employee’s planned working time including regular work
schedules, temporary changes of work schedule and public holidays. In addition to the default view, additional
columns such as flextime and night shift periods can be added by means of table setting. By default, the list
starts with the current week and can show up to 366 days. The time period can be changed. There is an export to
spreadsheet features for this view so that it can be used as a planned working time report for employees without
access to the system.

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3.10.3 Setting Up a Temporary Change of Work Schedule

Learn how to set up a temporary change of work schedule.

You can set up temporary changes of work schedule in one of these ways:

• Search for an existing work schedule or work schedule day model and assign it to the employee.
• Copy an existing work schedule and adapt it as needed.
• Create a new individual work schedule.

Here's how you create a temporary change of work schedule:

1. When on the overview page of the Planned Working Time tab, choose Create Temporary Change to access the
wizard to assist you in creating the new temporary change of work schedule. Regardless of which method for

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 creating a temporary change you want to user later on, in the first step you are asked to specify a time period
for it. Note that you can't choose a period within which there is already an existing temporary change.
2. The system asks you which of the above-mentioned methods for creating the temporary change you want
to use. Note that you can always use the progress bar on top or the Previous Step and Next Step buttons to
navigate back and forth within the process of setting up the temporary change.
3. If you select Choose Existing Work Schedule or Day Model and choose Next Step, you are shown a list of work
schedules and day models that are available for selection. The list can be toggled between them using the
toggle switch. Note that individual work schedules are not shown here.

Choosing a work schedule or day model name shows a simulation of how it would look across the previously
entered time period. You can search through work schedule or day model names using the search field on the
right side. Filters on shift classification, average hours per week, or average working days per week in case of a
work schedule can also be set here. If either work schedules or day models are not shown, it might be that field
level overrides have been set in Time Management Object Permissions.
4. Click in the row of the entry you want to select, then choose Review. This takes you to the final review page,
which shows an overview with all the relevant information about the temporary change including a simulation
across the selected time period. If you need to change anything, you can either use the Edit buttons in the
individual sections or navigate back using the progress bar on top, or the Previous Step button. If nothing needs
to be changed, the temporary change of work schedule will be created and assigned to the user using the
Create button.

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5. If you select the Copy and Adapt Existing Work Schedule method to set up the temporary change, you will
get the same selection screen as described in step 3. Be aware that in this case, only work schedules can be
chosen. When you select a work schedule, you get to an additional step that allows you to edit and modify
this work schedule so that it fits your requirements. After modifying, you again reach the review screen on
which you can create and assign the temporary change. Note that, when you do this, the originally chosen work
schedule is no permanently changed, but a modified copy in the form an individual work schedule is created.

6. When you select the Create Individual Work Schedule method, there is no work schedule selection, but a
screen that lets you build the work schedule completely from scratch. This includes selecting day models,
non-working days, or entering working times manually. You can define breaks as well as flextime and night shift
bandwidths.

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3.11 Payouts from Time Accounts by HR Administrator

As an HR admin, you can make payments on behalf of employees from the time accounts that have been set up for
this function, including paying out to an employee who is leaving the company.

Context

The payout details must be entered in the time account details of the relevant time account. The time account
must, in turn, be assigned to a time account type where the Payment Eligibility field is set to Eligible.

 Note

Payment Eligibility set to Eligible only allows an admin to request payouts. When the Payment Eligibility is
set to Eligible for Self Service, admin can request payouts and the employee is eligible to request a
payout.

Take a look at the Time Account Type documentation in the Implementing Employee Central Time Management
guide for details of all the settings needed for admin or self-service types of payouts.

Procedure

1. With the settings made, go to Pay Out Time for the relevant employee.
2. Select the time account you want to make a payout from and choose Request Payout.
3. You enter the details of the payout in the resulting dialog box. Note the following:

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  Note

The payout date must be between the bookable start date and the bookable end date and between the
employee's hire date and the termination date.

• If you enter a date earlier than the bookable start date, the system adjusts it to the bookable start date.
• If you enter a date later than the bookable end date, the system adjusts it to the bookable end date.
• If you enter a date earlier than the employee's hire date or later than the termination date, the system
adjusts it to today's date.
4. You can either select a complete payout, which clears the account, or specify a number of days up to, but not
exceeding, the number of days in the account balance.
5. Enter the rate to be applied to the number of days to calculate the total amount of this payout.

 Caution

The system checks the number of days you enter, but it does not verify the rate.

6. Choose Save to save your posting.

Results

The posting details now show the number of days deducted from the time account balance by the payout you've
just posted. If you want to view the amount, you need to go to the employee's Employment Information where the
amount appears under Spot Bonus.

3.12 Purchasing Time as an HR Administrator

As an HR adminstrator, you can use the Purchase Time feature in two ways.

 Restriction

At this time, this feature is only available for Public Sector Australia.

Purchasing Time as an Employee

Subject to your company's policies, you can purchase time in the same way as any other employee. Take a look at
the Purchasing Additional Leave information in the Using Employee Central Time Management guide for details of
how to do this.

Purchasing Time on Behalf of Other Employees

It might also be necessary for you to purchase time on behalf of employees who can't do it themselves.

Creating Leave Purchase Requests for Employees [page 52]

As an HR admin, you can create a request on behalf of employees who want to purchase additional leave.

Deleting a Time Account Leave Purchase Request as an HR Administrator [page 54]

As an HR admin, you can delete a purchase leave request.

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3.12.1 Creating Leave Purchase Requests for Employees

As an HR admin, you can create a request on behalf of employees who want to purchase additional leave.

Prerequisites

The following need to be in place before you can enter such a request:

• Permissions to create a request

• Time Account Purchase Profile
• Deduction Pay Components
• Approval Workflow (if necessary)
• Time Account Types

 Note

You must use the same time units (hours or days) in requests as are used in the relevant time account types.

Context

As an HR administrator, you can request additional time off on behalf of an employee that they purchase through
payroll deduction. Here's what to do:

Procedure

1. Log on to Employee Central as an administrator.

2. Go to the Admin Center and select Manage Data.
3. On the Create New field, enter Time Account Purchase.

The Time Account Purchase view is shown.

4. Enter the following:

Field Name Entry

User <User ID> Of the employee for the time account purchase
request.

Time Account Purchase External Code <code name> External code of the time account purchase.

Requested Date <date>

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 Field Name Entry

 Note
When multiple purchase requests are made, only one
request is allowed for a request date.

Purchase Scenario Admin When the request is made for an employee by an

administrator.

Self-Service When the request is made by an administrator

on behalf of an employee or their manager.

 Note
It’s possible for different approval processes to apply.
This choice triggers the permission workflow that ap-
plies to the scenario selected.

Time Account Type <time account type> This identifies the time account type
created for the time account purchase.

 Note
Select an ad-hoc time account type that is assigned to
the user on their time profile.

Equivalent Unit Quantity <equivalent unit>

When the Time Account Purchase Profile has equivalent unit

in weeks, it’s necessary to enter equivalent units only. The
quantity is then calculated by multiplying the equivalent unit:

In weeks by standard hours, if time account type unit is

Hours (HUR).

By average number of working days per week, if the time

account unit is Days (DAY),

Quantity <quantity number> The total number of hours or days,

based on the unit of the time account type.

Unit <time unit> Unit defaults from the time unit of the Time
Account Type and can’t be edited.

Deduction Start Date <date> The date when the deduction begins for this pur-
chase request.

Deduction Period <number> The number of the deduction period in months

selected by the user.

Deduction End Date <date> This date is either be selected by the user or popu-
lated by the system by adding the period in months to the
date of approval.

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 Field Name Entry

Time Account Created by the system upon approval. A time account is

created for the leave purchase.

Time Account Detail The Reference ID of the entry in the time account detail
created for this purchase.

Approval Status <status> This is the approval status of the requested pur-
chase. If no workflow is configured in the corresponding time
account type, it’s set to Approved. Otherwise, it reflects the
current status of the workflow.

Workflow Request ID <workflow ID> If a workflow applies to this request, the ref-
erence ID of the workflow triggers the approval process for
this purchase.

Comment Area for entering comment.

If enabled, the text of a consent acknowledgment is Yes enables the acknowledgment process. The process re-
shown. For example, I agree that this purchase results in quires an employee to consent to a pay deduction when
my payroll deduction.
submitting a purchase leave request.

Recurring Deduction ID Created by system upon approval. The reference Id of the

deduction created for this purchase leave request,

Deduction Pay Component Created by system upon approval This is the external code
of the deduction pay component used for the created de-
duction.

Supporting Document (if enabled) Upload attachment Allows supporting documentation to be

attached to the request.

5. Choose Save.

3.12.2 Deleting a Time Account Leave Purchase Request as an

HR Administrator

As an HR admin, you can delete a purchase leave request.

Prerequisites

A purchase leave request is made.

Context

As specified by your company policies, you as an HR administrator can delete a purchase leave request.

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Procedure

1. Log on to Employee Central as an administrator

2. Go to the Admin Center and select Manage Data.
3. On the Search field, enter Time Account Purchase.
4. In the next field, select the Time Account Leave Purchase ID.

Other options for finding a Leave Purchase request are searching Time Account Type or Requested Date of
Purchase.

The Time Account Purchase view for the request is shown.

5. Choose Make Corrections and select Permanently Delete.
6. Choose Save.

3.13 Time Formats in the Fiori ESS UI

Information on how time data is displayed in the Fiori UI.

All all your time data based on unit Hours is displayed in the format hh:mm, and all your time data based on unit
Days is displayed as decimals (to two decimal places).

What does that mean in practice?

Here's an example. Let’s say an employee is scheduled to work from 09:00-17:00 (8 hours altogether). They need
to leave an hour early, so they request leave from 16:00-17:00. The time type and time account for leave are based
on unit Days, so the amount deducted for leave will be 0.125 days. The system stores this exact value of 0.125 days,
but on the UI it will be truncated to two decimal places and displayed as 0.12 (note: not rounded up to 0:13 days).

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4 Changing the Display Language

Choose the language (and regional varieties of certain languages) in which the solution is displayed.

To change the display language, choose Settings Change Language and select a language from the list of
available languages.

 Note

Changing the language also affects which day is treated as the first day of the week. Here's an example:

• If you choose English (U.S.), Sunday is treated as the first day of the week.
• If you choose English (UK), Monday is treated as the first day of the week.

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5 Using the Time Workbench

Enter Configure People Profile in the Search field of the Admin Center. Drag the blocks you need from the
right to the left.

Prerequisites

You have the Access Workbench permission.

Context

You can use the Time Workbench to manage aspects of users' time.

Procedure

1. Go the Admin Center.

2. Enter Configure People Profile in the Search field.
3. In the resulting screen, drag the blocks you need from the right to the left.

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5.1 Time Workbench

Learn more about the tabs of the Time Workbench.

Workbench Tabs
Tab Description

Absences This tab shows absences, and so on, stored in the system for
this employee. If the New Absence button appears top right,
you’re authorized to enter absences for this employee.

If the selected time type is appropriately configured, a

Recurring checkbox also appears. If you mean this absence
to be entered more than once, check this box and specify a
recurrence - for example, weekly. The option isn’t available in
time types for leave of absence, or for time types where flexible
requesting is enabled.

Time Accounts This tab shows the time accounts set up for the employee.

 Note
A maximum of 100 accounts can be displayed.

Account Payouts This tab shows information on payouts requested and made
from your time accounts.

Work Schedule You can view the employee's work schedule here. However, you
can't change it, except to enter a temporary change of work
schedule.

Planned Working Time You can view information showing the history of work sched-
ules assigned to the specified user. You can choose the period
you want to view using the Time Period feature at the top of the
list.

 Note
To assign a day model when creating a temporary

change, ensure that under Configure Object Definition

Temporary Time Information , the Visibility property for

the dayModel field is set to Editable. By default, it's set
to Not Visible.

Time Alerts Time alerts help you identify and correct things that go wrong
when you’re working with Time Off and Time Sheet.

Time Collectors Time collectors are used in Time Sheet. The tab for them only
appears in the Time Workbench for employees who have the
Access Time Collectors permission.

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Account Payouts Entries
Entry Description

Posting Date The date the payout was made.

Time Account The account on which the payout was made.

Account Payout The amount of the payout.

Requester The person who requested the payout.

Planned Working Time Entries

Entry Description

Valid Period for which the information shown in this line applies.

Work Schedule Segment Non-Working Day or Planned Hours

Work Schedule Type Regular or Temporary. You can use the Create Temporary
Change button to create another temporary work schedule for
this employee.

Average Hours Per Week

Time Alert Entries

Entry Description

Category The category shows what the problem is. For example,
Recalculate Absences shows that the problem is one that re-
quires the amount of an absence to be changed.

Message The text of the message in question. If there’s more than one
message, an information text appears to highlight the fact.
Click that text to display the messages.

Date The date on which the message was generated.

Actions Choose Actions... to access what you can do to correct the

problem. Clicking that triggers a job. When that has run, a
confirmation message Job has finished appears at the top of
the screen.

If the problem is solved, the list is empty. If not, because, for

example a time record is missing, you must correct the prob-
lem.

Time Collector Entries

Entry Description

Collector Name The name of the collector.

Collector Periodicity The periodicity of the time collector. Options are Daily, Weekly,
or Monthly.

Valid From and Valid To The dates between which the time collector is valid.

Collector Value The total value in this time collector.

Last Posting Value and Last Posting Date The value and date of the last posting in this time collector.

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Time Forms Entries
Entry Description

Category New category to create and group document templates. Will

act as differentiator from native Employee Central Document
Templates.

Form Name of the generated form.

Language Language of the generated form.

Time Period Input period for which the Time Form is generated.

Time Type Input parameters required to generate the document other

than time period. Can be different time entities like time type.

Creator Person who has generated the form.

Created On The date on which the time form was generated.

Requested On The date on which the form was requested for generation.

5.1.1 Making Termination Payouts from Time Accounts Using

the Time Workbench

As an HR admin, you can make payments from the time accounts that have been set up to make this possible for
employees who are leaving the compny.

You can make these payouts from the Time Workbench.

 Note

Once you have created payouts in the Time Workbench, you can edit and delete them there. However, while
payouts created using the old process in releases earlier than 1802 remain in the system, you cannot edit or
delete them using the functions described here. In addition, they are not listed on the Account Payouts tab in
the Time Workbench.

Making Payouts

You can create termination payouts in one of three ways:

• Directly from the Account Payouts tab on the Time Workbench.

• From the Time Accounts tab on the Time Workbench.
• From the termination screen.

Let's look at each of these in turn.

Making Payouts From The Account Payouts Tab

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You access the Time Workbench from the employee's time information by choosing Administer Time. Choose the
Account Payouts tab to see all the payouts made for this employee using Time Workbench. Here's an example:

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If you want to create a payout, choose Add Payout. You then see this popup:

Make these entries:

• Time Account
• Posting Date
The system defaults today's date, but you can change this.
• Payout
Use this field to indicate whether you're paying out the whole balance or a partial balance. The popup includes
information about the current balance on the time account.
If you choose to pay out only a partial balance, enter also the number of days or hours you want to pay out.
• The applicable rate.
The system calculates the amount that will be paid out and shows this in the popup.

When you've made all your entries, choose Submit. The new payout then appears in the list on the Account Payouts
tab.

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Making Payouts from the Time Accounts Tab

To create a payout from this tab, double-click the account for which you want to make a pay out. The popup
appears in the same way as we saw before, except that the account you selected is already entered. You cannot
change it here. If you've chosen the wrong time account, you must return to the tab and choose the correct one
there.

Enter the information as already described and click Submit. The data for the relevant payout then appears on the
Account Payouts tab.

Making Payouts From The Termination Screen

From the home page, choose Take Action Terminate/Retire for the relevant employee.

Enter the termination date in the relevant field. All valid time accounts appear for the employee and those eligible
for a payout show a Payout link.

Click the link relating to the account for which you want to create a payout. Enter the information as already
described and click Submit. The data for the relevant payout then appears on the Account Payouts tab.

Editing and Viewing Payouts From The Accounts Payout Tab

You can edit a payout by choosing the pencil icon in the relevant line. Make your desired changes in the popup that
then appears, then click Submit.

To view a payout, click the relevant payout. Choose Edit if you see something you want to change, make the change,
then click Submit.

In both cases, "editing" the payout includes the option of deleting it.

5.1.2 Some Notes on Termination Payouts

There are some additional things you need to bear in mind when creating termination payouts.

Unit Conversion

Payouts are associated with pay components, which are of two types:

• Number
• Amount

Pay components of type Number require a time account type. This must, in turn, be payout eligible. You achieve this
by making entries in the Pay Component and Pay Component on Termination fields in the time account type object.

The Time Management system does not calculate the amount of the payout. You simply enter the number of hours
or days, which is then passed on to EC Payroll where the calculation and payout are made.

In the case of pay components of type Amount, Time Management calculates the money amount and sends that to
EC Payroll, which handles the payout.

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Recalculation Considerations

The posting date for the payout should not be earlier than the earliest recalculation date. The system validates this.

5.1.3 Planned Working Time

Learn about the features available in the Planned Working Time tab of the Time Workbench.

Planned Working Time Entries

Entry Description

Valid Period for which the information shown in this line applies.

Work Schedule Segment Non-Working Day or Planned Hours

Work Schedule Type Regular or Temporary. You can use the Create Temporary
Change button to create another temporary work schedule for
this employee.

 Note
To assign a day model when creating a temporary

change, ensure that under Configure Object Definition

Temporary Time Information , the Visibility property for

the dayModel field is set to Editable. By default, it's set
to Not Visible.

Average Hours Per Week

Its features include:

• Download to Excel.
• Combined List View and Overview options.
• Rolling planned working time (combination of regular and temporary work schedules) for a specified time
period.
• Ability to create temporary time information.
• Easy in-line edits for quick changes.
• A wizard for assigning temporary changes of work schedule.
• Displays partial holidays.

For details regarding the permissions for the Planned Working Time tab, refer to the Related Information section.

Related Information

List of Role-Based Permissions

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6 Managing the Import of Time Data from an
External Time Recording System

Import time data from an external time recording system into Time Sheet. Check if the import process is
successful and correct any errors.

Context

The Time Management Job Summary provides you with a view of the jobs that import data from external data and
generate time sheets. This view helps you to monitor the jobs and ensure that they run correctly. A log file (CSV
file) for the jobs is available in the summary, including error messages for those time sheets in the job run with an
error.

 Note

When the employment of an employee is terminated, their external time records are also deleted from the time
sheet database in the system.

Procedure

1. Import the external time data manually. Use the generic upload service available under Admin Center
Import and Export Data .

 Note

If you as a time administrator import external time data depends on your organization.

2. Check that the expected external time data is correctly uploaded into the staging area and that there are no
failed imports.
3. Correct errors that can be generated by the basic data checks that are performed when the external data is
uploaded into the staging area.
4. Correct errors that can occur when time sheets are generated.

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7 Managing Time Sheet Generation for
Negative Time Recorders

In the Time Management Job Summary, check if the background jobs that generate and approve time sheets run
correctly.

Context

Employees who use the negative time recording method don't make entries in their time sheet. They also only
submit time sheets when they record deviations (exceptions) from their planned working time. The scheduled
hours for the employee are automatically generated in the employee's time sheet and auto-approved by the
following background jobs: the Time Sheet Generate Working Time Job and the Submit Time Sheet
Job. The Time Management Job Summary provides you with a summary of key data that represents all background
jobs for the time sheet.

Procedure

1. Go to the Admin Center, choose Manage Data, and then choose Time Management Job Summary.

All fields in the Time Management Job Summary are read-only.

2. Monitor the background jobs, ensure that they run correctly, and correct any errors.

A log file (CSV file) for the time sheet job is available in the Details field. There’s a row in the CSV file for each
time sheet that was processed, either successfully or with an error.
3. Return to Manage Data and open the Employee Time Sheet object.
4. Check some time sheets manually to ensure that the correct time sheet entries and time valuation results have
been generated. Search for a specific time sheet that's in the CSV file. Search for the external code of the time
sheet, or search for a user ID or start date.

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8 Recalculation for Admins

Some changes to an employee's job information, for example, changes to the work schedule or time profile cause
absence accruals or attendance accruals to be recalculated.

Changes to actual absences or temporary changes to time information can also result in recalculations.

Changes to an employee's time data or job information normally trigger a response in Time Management.
Depending on the change, different business processes have to be rerun to adapt and re-evaluate existing data
in Time Off and Time Sheet.

The recalculation process must be switched on by configuration and is always initiated by a recalculation-relevant
change in data.

 Note

If any errors occur as a result of recalculations, you should correct these daily to prevent any backlog of errors
from building up.

For full information on what recalculation involves, refer to the Recalculation in Time Management documentation in
the Implementing Time Management in SAP SuccessFactors guide.

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9 Admin Alerts

Admin Alerts inform you of pending action items in your system, such as stalled workflows, integration issues, and
HR data issues.

System and HR administrators can access Admin Alerts through the Admin Alerts tile in Admin Center. Managers
can access Admin Alerts through the quick action card on the home page.

There are several applications where Admin Alerts can be used at this time:

• Data Replication Proxy Creation

• Domain Event
• Employee Central Payroll and SAP ERP Integration (for Employee Central Data Replication Monitor issues)
• HR Data Issues
• Pending Recruits (for Manage Pending Hires)
• Position to Job Requisition
• Public Sector Cost Assignment
• Time Management
• Workflow
• Position Management

9.1 Permissions for Admin Alerts

Overview of the role-based permissions required to use Admin Alerts.

The following permissions are specific to Admin Alerts and can be found in the role-based permissions under
Administrator Permissions Admin Alerts :

• Access Admin Alerts

When you have this permission, the Admin Alerts tile appears in the Admin Center. However, to see the actual
admin alert types in this tile, you need additional permissions - for example, the relevant Administrator
Permissions Admin Alert Object Permissions , such as those available for Workflow.
• Configure Alert Types
Users with this permission can configure different alert types.

 Note

There are some applications that don't use the Admin Alerts UI, but link directly from the Admin Alerts tile
to their own application UI. This permission isn’t required for those applications because the configuration
can only be done under Admin Center Manage Data , for object Admin Alert Type Configuration.

• Trigger Rerun
Only grant this permission to senior admins because the rerun triggers the re-evaluation of all alerts of a
particular alert type.

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In addition, some applications, such as Workflow, have permissions specific to alert types for that application.
Please look at the relevant application documentation for details.

 Note

It isn’t recommended to use the permission Admin access to MDF OData API in the Metadata Framework
section for business users. This permission is only to be used for technical users in integration scenarios.

Related Information

Enabling Next Gen Admin

List of Role-Based Permissions

9.2 Setting Up Email Notifications for Admin Alerts

Get emails about new alerts for the alert types that are most important to you.

Prerequisites

• You've added your email address in the People Profile.

• You've got the Access Admin Alerts permission.
• You've either activated email notifications in your personal system settings under Settings Notifications ,
or your company has enforced a company-wide setting for email notifications.
• The Admin Alerts Notification template under Admin Center E-Mail Notification Templates Settings is
selected.

Context

Instead of depending on the next scheduled job and checking for new alerts in the Admin Alerts tile, you can set up
to get daily or weekly emails about new alerts for specific alert types.

Procedure

1. Go to Admin Center Admin Alerts .

2. Select an alert type.

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3. Choose the Subscribe to Emails button from the top-right corner.

The button is only displayed if the prerequisites are met.

You get a popup with a list of the alert types for which you have permissions.
4. In the popup, select the frequency of email notifications for the corresponding alert types. You have the
following options:

• Daily: Emails are sent daily after the nightly build has run.
• Weekly: Emails are sent each Sunday after the nightly build has run.
• None: No emails are sent.

By default, the frequency is set to None.

Results

If alerts occurred, you get an email listing the alert types for which you've added a frequency other than None.

9.3 Enabling the Assignment of Alerts

Enable the assignment of alerts once to make it available for all alert types that allow this feature.

Context

Distribute workload or find substitution for colleagues on leave by assigning alerts to the relevant person for
processing.

You can assign – and unassign – alerts to yourself or to others.

 Note

Not all applications have this feature. In addition, some applications, such as Workflow, have permissions
specific to alert types for their application. Please take a look at the relevant application documentation for
details.

Procedure

1. Go to Admin Center Manage Data .

2. In the Search field, select Admin Alert Configuration. In the second dropdown, select AdminAlertConfigECode.

3. Choose Take Action Make Correction to get into edit mode.

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4. Set the Assignment Feature Enabled field to Yes.

 Note

Leave the Periodic Execution Enabled field set to Yes.

If you change the field to No, then the periodic run which updates the Admin Alerts during the night is set to
inactive. Certain alerts that depend on the nightly periodic run (like stalled workflows, for example) will not
be updated anymore automatically, and thus deliver outdated results.

Results

On the alert type detail screen for Admin Alerts, you can now see the Assign button, provided that the application
allows this feature.

9.4 Solving Admin Alerts

Process and correct various issues in your system by choosing the appropriate action.

Prerequisites

You have the following Administrator Permissions Admin Alerts permissions:

• Access Admin Alerts

• Configure Alert Types
• Trigger Rerun

For more information, please refer to Permissions for Admin Alerts [page 68].

Context

The Admin Alerts tile in the Admin Center displays warnings that, for example, some dynamic role users are invalid
and require processing.

Procedure

1. Go to the Admin Center and select the Admin Alerts tile.

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 The tile shows all admin alert types for which you have the required permissions, such as the Invalid Dynamic
Role User.
2. Select the alert type you want to work on.

You get to the Admin Alerts detail screen which shows a list of the alerts received for the alert type you
selected. The list shows only active data, but there's a Show also inactive box you can check so that inactive
data also appears.

 Note

There are some applications that don't use the Admin Alerts UI, but link directly from the Admin Alerts
tile to their own application UI. In this case, refer to the application-specific documentation for more
information on how to process the alerts.

In the case of Invalid Dynamic Role Users, you see a list of those whose users are no longer valid because, for
example, they have left the company.

 Note

For alerts related to Event Subscription Management errors, you can select the alerts under the alert type
Failed Domain Events.

3. Select the relevant line to view the detailed information for an alert.
4. Select the checkbox for the alerts you want to solve.

If all alerts of an alert type have the same underlying issue, you can also select all of them at once by selecting
the top-left checkbox.
5. If you think you can solve the underlying problem for the alerts, choose Action.

Depending on the application the alert type belongs to, you can choose from a range of actions to solve the
issue.

If the issue has been solved, the alert is removed from the alerts list.

Next Steps

If you think you've solved the underlying issue that caused the alert, but the alert is still displayed in the alerts list,
select Recheck from the actions list, if available. This removes the solved alert from the alerts list.

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9.5 Configuring Admin Alert Types

Change the companywide configuration of an admin alert type.

Prerequisites

You have the Administrator Permissions Admin Alerts Configure Alert Types permission.

Procedure

1. Go to Admin Center Admin Alerts and select the corresponding alert type.

The Admin Alerts page opens, listing the alerts for the selected alert type.
2. In the top-right corner of the Admin Alerts page, select Configure Alert Type.

The Configure Alert Type popup for the selected alert type opens.
3. Select the corresponding configuration option.

Results

If alerts are created in a job, then the changes are usually reflected in the next job run. There are some exceptions:

• For the Frequency for Job Execution configuration option, the selected frequency determines when the next
periodic run is executed.
• For the Active configuration option, if it’s set to No, the inactive alert type is no longer displayed on the Admin
Alerts tile nor on the Admin Alerts page after you refresh the page.

 Note

To display inactive alert types on the Admin Alerts page, select the Show also inactive Admin Alert Types
checkbox that is displayed next to the Admin Alert Type dropdown list.

To display inactive alerts also on the Admin Alerts tile, you need to change the settings under Configure
Alert Type back to Active Yes , which displays the alert type on the tile again.

The alerts for the alert type that is set back to active are updated after the next rerun or periodic run.

Configuration Options for Admin Alert Types [page 74]

There are several options to make companywide configurations to admin alert types.

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9.5.1 Configuration Options for Admin Alert Types

There are several options to make companywide configurations to admin alert types.

 Note

Consider that not all configuration options are supported by all alert types. For more information, please refer
to the application-specific documentation.

Active

Hides admin alert types from the Admin Alerts tile and the Admin Alerts page when the Active configuration option
is set to No. This way, you prevent stalled workflows, for example, from cluttering the list of alerts and making you
miss the important new alerts.

Include Past and Future Records

By default, only the current records are considered when alerts are created. You can include also past and future
records in the next rerun or periodic run when alerts are created.

 Note

This configuration option is available only for the HR Data Issues alert type.

Frequency for Job Execution

Defines the frequency with which the list of alerts is updated for an admin alert type.

For example, you check the alerts you're responsible for only once a week, so you don't want to get an update of
which alerts are still open every day. By setting the frequency to weekly, you prevent the job running unnecessarily,
using performance capacity.

 Note

If the frequency is predefined for an alert type, you can't choose a different option.

Possible options are:

• Daily
Job runs daily between midnight and 6 o'clock in the morning.
• Weekly
Job runs once a week, early on Monday morning.
• Monthly

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 Job runs the first Monday in the month, early on Monday morning.
• Never
Stops updating the alerts until the job frequency is changed again, or until you select the Rerun button.

Stalled Days

Includes only workflows that have been stalled for the specified number of days.

 Note

This option is available only for workflow alerts.

Number of days after which alerts are auto-acknowledged

You can configure the system to automatically acknowledge (auto-acknowledge) specific admin alerts after a
defined amount of time.

9.6 Rechecking Admin Alerts

If an alert is still displayed in the alerts list although you've solved it, you can recheck if the underlying issue that
caused the alert still exists.

Prerequisites

The alert type supports this function.

Context

This option checks if the reason that caused the selected alerts and any associated alerts still exists and updates
the database accordingly.

For alerts that are solved directly on the Admin Alerts user interface, this is done automatically in the background.
For alerts that are solved elsewhere, for example, on the application-specific user interface, the alerts might remain
in the alerts list. To have them removed from the alerts list, you can do a recheck, or wait for the next job run.

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Procedure

1. Go to the Admin Center and select the Admin Alerts tile.

2. Select the corresponding alert type.

You get to the Admin Alerts detail screen which shows a list of the alerts received for the alert type you
selected.

3. Select the alerts that you want to recheck, and select Action Recheck .

If the underlying issues that caused the alerts have been solved, the alerts are removed from the alerts list.

9.7 Options for Updating the Alerts List for an Alert Type

There are several options to update the list of alerts shown for an alert type during the workday, so that it displays
only the alerts that are still valid. Which option you choose depends on its availability and your use case.

About the Alerts List

The list of alerts for all alert types is updated automatically depending on the frequency of the automatic job runs.
However, during your workday, you might want to make sure that the list of the alert type you're working on is
current and shows only the alerts that are still valid. Alerts that have been solved by you or your colleagues in the
meantime should be removed from the list. To achieve this, you have several options to choose from on the Admin
Alerts detail screen for an alert type.

 Note

You only see the options that the corresponding application has defined for an alert type. In addition, the Rerun
option requires a specific permission.

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Options for Updating the Alerts List for an Alert Type

Option Use Case What this Option Does

Recheck You think you’ve solved an alert, but it This option checks if the reason that
still appears in the alerts list. You want to caused the selected alerts and any asso-
make sure you've solved the underlying ciated alerts still exists and updates the
issues that caused the alert, and have the database accordingly.
alert removed from the alerts list.
For alerts that are solved directly on
the Admin Alerts user interface, this is
done automatically in the background.
For alerts that are solved elsewhere, for
example, on the application-specific user
interface, the alerts might remain in the
alerts list. To have them removed from
the alerts list, you can do a recheck, or
wait for the next job run.

Refresh You want to see the alerts that are still This option reloads the page for the cur-
valid for a specific alert type. rent alert type to display the most recent
list of alerts. It checks the current state
Alerts that have been solved (and, if re-
of the alerts written to the database, but
quired, rechecked) by you or your col-
it doesn’t make any changes to the data-
leagues after you’ve opened the page
base itself. That means if an alert that re-
should be removed from the alerts list.
quires a recheck has been solved, but not
If any new alerts have been created in the
rechecked, it still appears in the alerts
meantime, they should be added to the
list.
alerts list.
You achieve the same behavior by closing
the page of the current alert type, and
opening it again.

Rerun This option checks all alerts for the alert

 Note
type to see if they are still valid. It triggers
This option requires the Trigger an asynchronous job and writes the valid
Rerun permission. alerts to the database.

Once the asynchronous job has finished,

As a senior administrator, you want to
you need to refresh or reopen the alerts
manually run a job for a specific alert
list for the corresponding alert type to
type again. For example, you expect that
see the changes reflected on the page.
multiple alerts are caused by the same
underlying issue, like the wrong configu-
ration of the pay group. Solving the issue
first and triggering a rerun then automat-
ically solves the associated alerts and re-
moves them from the alerts list.

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9.8 Admin Alert Type Information

The Admin Alert Type Information popup displays additional information about the alert type selected, such as
extensibility or retention periods.

The Admin Alert Type Information popup opens when you select the Information button in the top-right corner of
the admin alert type page.

Admin Alert Type Information

Title Description

Name The name of the alert type as displayed on the user interface.

Description A description of the alert type.

Extensible If an alert type is extensible, you can add additional custom

fields to be displayed in the alerts list. To be able to add addi-
tional fields, you need the technical name of the underlying
alert object that is displayed here.

Retention of Alerts If a retention period for an alert type is defined, the alerts that
are older than the retention period are automatically purged in
a nightly job.

If no retention period is defined, the alerts stay in the alerts list

until they’re resolved.

Maximum Number of Unresolved Alerts If a maximum number of unresolved alerts is defined for an
alert type, and this number has been reached, no new alerts
are created. In addition, the current alerts are not automati-
cally updated even if they've been resolved in the meantime.

You have to reduce the number of unresolved alerts by using

one of the appropriate actions.

Related Information

Additional Fields for Admin Alerts [page 78]

9.9 Additional Fields for Admin Alerts

You can add custom fields to an alert object to display more information to alerts than what is included in the
standard setup.

Each alert object contains a predefined list of fields that can be accessed using the Settings option on the Admin
Alerts page of the corresponding alert type. For example, for the alert types based on the alert object Time
Management Alert (such as Generate Time Sheets, Recalculate Time Sheets, and so on), you can display the user,
the message severity, and other predefined fields. Using the Settings option, you can add or remove these fields to
the alerts list, and sort, group, or filter them.

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If you need additional information that is not included in the standard setup, you can add custom fields to the
corresponding alert object and fill these fields with values from application objects.

1. Adding Custom Fields to an Alert Object [page 79]

Add custom fields to an alert object on the Configure Object Definitions page.
2. Creating On Load Rules for Custom Alert Fields [page 80]
Create an On Load rule to fill custom fields used in alert objects with the desired value.

9.9.1 Adding Custom Fields to an Alert Object

Add custom fields to an alert object on the Configure Object Definitions page.

Context

• You have the Administrator Permissions Metadata Framework Configure Object Definitions permission.
• You've checked that adding fields is possible for the corresponding alert type.
You find this information on the Admin Center Admin Alerts page of the corresponding alert type, by
selecting the Information button in the top-right corner. In the popup that opens, you can see the name of the
underlying alert object and whether you can add fields to it, under Extensible.

Procedure

1. Go to Admin Center Configure Object Definitions .

2. Search for Object Definition, and select the corresponding alert object (for example, Time Management Alert).

3. Select Take Action Make Correction .

4. In the Fields section, add a custom field.
5. In the Details of the added custom field, define the following settings:
a. Set Transient to Yes.
b. Set Visibility to Read Only.
6. Save your changes.

Results

The custom field is added to the Settings option on the Admin Alerts page for the alert type that is referring this
alert object.

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  Note

To add the custom field to the alerts list, you need to reselect it from the Settings options every time you open
the Admin Alerts page of the corresponding alert type.

Next Steps

To fill the custom field with values, define an on-load rule.

Task overview: Additional Fields for Admin Alerts [page 78]

Next task: Creating On Load Rules for Custom Alert Fields [page 80]

Related Information

Adding Fields

9.9.2 Creating On Load Rules for Custom Alert Fields

Create an On Load rule to fill custom fields used in alert objects with the desired value.

Prerequisites

• You have the following role-based permissions under Administrator Permissions Metadata Framework :
• Manage Data
• Configure Business Rules
• You know the name of the corresponding alert object.
You find this information on the Admin Center Admin Alerts page of the corresponding alert type, by
selecting the Information button in the top-right corner. In the popup that opens, you can see the name of the
underlying alert object and whether you can add fields to it, under Extensible.
• You've added a custom field to the corresponding alert object on the Configure Object Definitions page.

Procedure

1. Go to Admin Center Manage Data .

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2. In the Create New field, select Object Configuration.

The Object Configuration section is displayed.

3. In the Object Type field, select the alert object.
4. In the Manage Data On Load Rules section, select Add Rule.

The Configure Business Rules page opens, where the Metadata Framework Rules for MDF Based Objects
rule scenario is preselected.
5. Enter the required fields for the rule.
a. As Base Object, select the corresponding alert object.
b. As Purpose, select On Load.

 Note

A different purpose could lead to performance issues or missing alerts (if the rule stops being executed
for some reason, the alert object is not written to the database and thus alerts go missing).

6. Select Continue to get to the details page of the rule.

7. Define the rule that fills the custom field with the desired value.

In this example, you define that the custom field Country is filled with the default value from the job
information. The If condition is always true.

8. Save your changes.

9. Go back to the Manage Data page to select the rule you've just created in the Manage Data On Load Rules
section.
10. Save your changes.

Results

The custom field is now filled with the corresponding values.

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Task overview: Additional Fields for Admin Alerts [page 78]

Previous task: Adding Custom Fields to an Alert Object [page 79]

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10 Assigning Time Objects to Employees
Manually

Assign time objects to employees manually if you cannot use rules to assign the time off objects and you want to
control the permissions of employees.

Context

Go to the employee's job information and enter the following in the Time Information section:

In this field Choose

Time Recording Variant Either Clock Times (if you want the working day to begin and
end at specific times) or Duration (if you simply want it to last
for a set number of hours).

 Note
If you make entries in the fields below, please remember
not to leave this as No Selection.

Time Profile The time profile you created for your company. This deter-
mines that type of leave that the employee can request. For
example, vacation, sick leave, parental leave, and so on.

 Note
Once you assign a time profile to an employee, a time
account is automatically created for the employee in ques-
tion. If you've assigned an appropriate rule to the time
account, the balance and accrual will also be generated
automatically. If no rule is in place, the balance will be at
zero and you set it manually.

Holiday Calendar Code The holiday calendar for the employee's location. This deter-
mines the days that will be considered public holidays.

Work Schedule The work schedule for the employee's location. This deter-
mines how many days and hours an employee is required to
work in a given time period.

Time Recording Profile and Time Recording Admissability For more information on these fields, please see the Payroll
Time Sheet documentation.

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10.1 Assigning Time Recording Profiles to Employees

Assign time recording profiles to employees in their employment information.

Context

Time recording profiles bundle time sheet configuration settings for employees. They’re assigned to each
employee who records their time in Time Sheet. Each employee's time recording profile contains the input time
type groups, time recording variant, time recording method, and time valuations necessary for evaluation of their
pay.

 Caution

A time recording variant, holiday calendar, work schedule, and time profile must already be assigned to each
employee within the configuration of Time Off.

Procedure

1. Select your employee and choose Public Profile Employment Information Take Action Change Job and
Compensation Info .
2. Select the Job Information checkbox.
3. Specify a date from which this change is valid.

 Restriction

When you assign a time recording profile, you must set the effective date of the job info records to
whichever day your organization has set as the first day of the time sheet week.

4. Select an Event reason for the change.

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

 Caution

You can only assign a time recording profile for an employee that matches the overall time recording variant
assigned to the employee. You can’t, for example, assign a clock time-based time recording profile to an
employee with a duration-based time recording variant.

6. Choose Submit to save your changes.

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Results

The selected time recording profile is assigned to the selected employee, who can view it in their job information.

10.2 Assigning Admissibility Rules to Employees

Admissibility rules restrict how employees can amend time sheets. To apply admissibility rules, assign them to
employees.

Context

Without admissibility rules, employees can amend time sheets without restrictions.

 Note

Admissibility rules don't apply to managers and HR administrators.

Procedure

1. Go to the profile of the employee to whom you want to assign a time recording profile.
2. Go to Job Profile.
3. Choose Take Action and select Change Job and Compensation Info.
4. Select Job Information.
5. In the Time Information section, select your desired rule in the Time Recording Admissibility field.

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11 Calendars in Time Off

Calendars are widely used in Employee Central Time Off to run regular mass processing jobs on time accounts,
automating certain business processes, such as account creation and accruals. You access them in the Admin
Center by choosing Manage Time Off Calendars.

Where can I use Time Off calendars?

You use calendars in these Time Off scenarios:

• Accrual
Take a look at the Accruals documentation for full details.
• Account creation
Take a look at the Creating Time Accounts [page 31] documentation for full details.
• Period-end processing
Take a look at the Period-End Processing documentation for full details.
• Accruals on recorded time
Take a look at the Accruals on Actual Hours or Days documentation for full details.
• Interim time account updates
Take a look at the Interim Time Account Update documentation for full details.
• Time account snapshots
Take a look at the Time Account Snapshots documentation for full details.
• Entitlement creation
Take a look at the Separation of Accruals and Entitlements documentation for full details.

Creating and Viewing Calendars

To create a new calendar run or view the status of existing ones, go to the Admin Center and choose Manage Time
Off Calendars. The resulting screen shows a list of any calendars already created, along with their status and other
information.

Depending on the settings you make in the relevant time account type, you can activate automation for some
scenarios. If you do, you don't have to create calendars manually. Instead, a daily job automatically creates and
runs calendars on a regular basis.

Take a look at the Time Account Change Calendar documentation in the appendix for information on the actual
calendar object and what the statuses mean.

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Executing Calendars

Also in Manage Time Off Calendars, you can run your calendars manually. They will be run immediately and you get
an email when they are finished.

You can schedule your calendars to be run at a later date. Calendars scheduled in this way run automatically on the
scheduled date, at the time the Trigger Tasks Job is scheduled, based on the Tenant Preferred Time Zone. Where
you have more than one calendar scheduled to run on the same date, the system decides the order in which they
are processed based on the calendar type and time account type.

Here's the order of those priorities:

1. Account creation calendars

2. Accrual creation/accruals on recorded times.
3. Interim calendars
4. Period-end processing
5. Interim time account updates
6. Snapshots

The system runs calendars simultaneously where possible.

Filter Options

There are various ways you can filter which calendars are displayed in the screen when you access it.

• In the Filters box, you can enter the name of a calendar or the time account type affected by it.
• There are four tabs you can use to restrict the display:
• All Calendars
All calendars are displayed, provided they also satisfy any other filter options you've chosen.
• Executed
Calendars that have been executed, whether with or without errors, are displayed, provided they also
satisfy any other filter options you've chosen.
• Scheduled
Calendars that have not yet been executed, but for which a run date has been specified, are displayed,
provided they also satisfy any other filter options you've chosen.
• Unscheduled
Calendars that have not yet been executed, but for which no run date has been specified, are displayed,
provided they also satisfy any other filter options you've chosen.
• You can display more filter options by choosing the Filter Bar button. Use the options thus displayed either
alone or in combination with each other and the filters we've already discussed. The options are:
• Change Scenario
• Time Account Type
• Calendar Validity
Enter start and end dates to restrict the display.
• Run Date
Enter a single date or a range of dates.
• Status

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 If you need to remove all the filter selections you've entered, choose Clear. You can also hide the filter bar again
by choosing the appropriate button.

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12 Cross-Midnight Processing

Information about cross-midnight processing when recording absences and time worked.

• Cross-Midnight Processing in Time Recording [page 89]

• Absences and Cross-Midnight Processing [page 90]

12.1 Cross-Midnight Processing in Time Recording

It is possible to record shifts that start or finish at midnight, or that span midnight. That is, shifts that start on one
day and end on the following day.

 Note

Cross-midnight processing is not supported on the mobile Time Sheet UI.

Work Schedule

The employee needs to be assigned a work schedule in which the Clock Times time recording variant is selected,
and cross-midnight processing is enabled. This is only possible in work schedules of the Period or Schedule types.

In addition, if the work schedule is of the Period type, you need to assign work schedule day models to it.
Cross-midnight processing has to be enabled in the day models too, and Clock Times must be selected as the time
recording variant.

Night Shift Bandwidth

Night shift bandwidth ensures that all relevant attendance recordings are registered for the intended planned
working time segment, on the day the night shift in question starts. It determines the earliest possible start time
and the latest possible end time that an employee can record as part of a night shift.

An example would be where a night shift is scheduled from 22:00 until 06:00. The night shift bandwidth is from the
start of the shift until 08:00. An additional attendance is then booked from 06:30 until 07:30 on day 2. This means
that an additional hour is added to the actual time worked on the night shift for day 1.

Breaks

Dynamic breaks and planned breaks can be used in combination with cross-midnight attendance recordings. The
breaks can span midnight or be after midnight. Dynamic breaks can also fall outside the planned working time
and outside the night shift bandwidth. They are nonetheless considered part of the day on which the attendance
recording started for which the break is generated.

Let's say a shift starts at 22:00 and ends at 06:00, with a 30-minute break scheduled after 4 hours. Attendance
is then recorded from 22:00 to 06:00 with the main attendance time type, and a break is recorded from 02:00 to
02:30 with the main break time type.

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12.2 Absences and Cross-Midnight Processing

A cross-midnight shift starts on one calendar day and ends on the next calendar day. For example, a shift that
starts at 10:00 PM on Monday and ends on 6:00 AM on Tuesday. If the shift ends or starts directly at midnight
(00:00), it is not considered to be a cross-midnight shift.

 Restriction

• The cross-midnight option is not supported for attendance employees. When job information is saved, the
system checks if a cross-midnight work schedule and a time recording profile have been added.
• Breaks have to be defined within work schedule times for the cross-midnight option.

Holidays

A full day public holiday belongs to the date which the shift starts on. If a holiday falls on the date which a shift ends
on, the holiday isn't taken into consideration.

For example, let's say an employee requests an absence that begins at 10:00 PM on Wednesday 16th September
2020 and ends at 6:00 AM the following day, Thursday 17th September 2020. There is a full day public holiday
on that Thursday. This holiday will be ignored, since the absence belongs to the day on which the absence started
(Wednesday).

However, if the public holiday falls on the Wednesday, the entire shift starting on Wednesday will be designated a
non-working day. As such, it would not be possible to create an absence for that day. It would also not be possible
to create an absence for Thursday morning between 2:00 AM and 6:00 AM, since that would be considered part of
the previous day (that is, a public holiday).

UI Behavior

In these examples, you have a cross-midnight shift that starts at 10:00 PM and ends at 6:00 AM the following day.

Create a Full Day Absence

You request a full day absence for the shift that starts on Wednesday 16th September 2020 and ends on
Thursday 17th September 2020. You enter Wednesday 16th as both the start date and end date of the
absence, since the entire absence belongs to the date on which your shift starts. In the Returning to Work On

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[page 98] field, you see when your next shift begins - in this case, 10:00 PM on Thursday 17th September.

View a Full Day Absence

When you view the absence request, you can see both the start time and start date, and the end time and end date.
Start date and end date are based on the start date of your shift (Wednesday). In this example, the end time is 6:00
AM (+1 day), which shows you that your shift ends on the following day (Thursday).

Create a Partial-Day Absence

You request a partial-day absence for Tuesday 15th September 2020, starting at 2:00 AM and ending at 6:00 AM.
As start date, you need to enter the date that the shift starts on. Since in this example your shift starts on Monday
(September 14th) and ends on Tuesday (September 15th), that means you enter Monday as the start date. When
you specify the start time (2:00 AM) and the end time (6:00 AM), you see +1 day next to them, informing you that
the physical absence actually takes place on Tuesday. The Returning to Work On field confirms that your next shift
begins on Tuesday 15th September at 10:00 PM.

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View a Partial-Day Absence

When you view the partial-day absence request, you can see both the start time and start date, and the end time
and end date. Start date and end date are based on the start date of your shift (Monday 14th). The start time is
2:00 AM (+1 day) and the end time is 6:00 AM (+1 day), showing you that your absence actually takes place on
Tuesday 15th. You'll find +1 day on all UIs where you request a full day cross-midnight absence.

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Team Absence Calendar

The Team Absence Calendar has three different views - daily, weekly, and monthly. For cross-midnight absences,
the daily view behaves differently than the weekly and monthly view.

• In the Daily view, absences are displayed based on the physical start time and end time.
• Single day absence: If the absence starts at, for example, 10:00 PM Wednesday and ends at 6:00 AM
Thursday, this is exactly the time frame that's marked in the daily view. But in the absence view itself, only
the start date of the shift is shown (Wednesday).
• Multiple day absence: If the absence starts at, for example, 10:00 PM Monday and ends at 6:00 AM Friday,
this is exactly the time frame that's marked in the daily view. But in the absence view itself, Monday to
Thursday is displayed, because the shift that ends at 6:00 AM on Friday actually starts on Thursday.
• Multiple day absence ending on a non-working day: If the absence starts at, for example, 10:00 PM Monday
and ends on Sunday, all of Saturday and Sunday is marked as an absence in both the daily view and the
absence view.
• Multiple day absence starting on a non-working day: If the absence starts on, for example, Sunday, and
ends at 6:00 AM Wednesday, all of Sunday and Monday are marked as an absence in the daily view. But
on the absence view itself, Sunday to Tuesday is displayed, because the shift that ends at 6:00 AM on
Wednesday actually starts on Tuesday.
• Partial day absence: If the absence starts at 2:00 AM Tuesday and ends at 6:00 AM Tuesday, this is exactly
the time frame that's marked in the daily view. But in the absence view itself, Monday is displayed, because
the absence occurs during the shift that started on Monday at 10:00 PM.
• In the Weekly and Monthly view, absences are displayed based on the date the shift starts on.
• Single day absence: If the absence starts on 10:00 PM Wednesday and ends at 6:00 AM Thursday, the
absence is only displayed for Wednesday.
• Multiple day absence: If the absence starts at 10:00 PM Monday and ends at 6:00 AM Friday, the absence
is only displayed from Monday to Thursday, because the shift that ends at 6:00 AM on Friday actually
belongs to Thursday.
• Partial day absence: If the absence starts at 2:00 AM Tuesday and ends at 6:00 AM Tuesday, the absence
is displayed for Monday, because the absence occurs during the shift that started on Monday at 10:00 PM.

Recalculation

An absence based on a work schedule change can be recalculated if the "meaning" of the absence stays the same.
Here are some examples.

Multi-Day Absence Request

Your work schedule is configured as Monday to Friday from 8:00 AM to 5:00 PM. You have requested an absence
from Monday to Friday, meaning you don't want to work for a whole week.

Before you take your time off, your work schedule is changed to a cross-midnight work schedule - Monday to Friday
from 10:00 PM to 6:00 AM. Your upcoming absence request is recalculated to take the new cross-midnight work
schedule into account. As such, your absence will now start on Monday at 10:00 PM and end on Saturday morning
at 6:00 AM, because the entire shift starting on Friday is included.

Full Single Day Absence Request

Your work schedule is configured as Monday to Friday from 8:00 AM to 5:00 PM. You have requested an absence
on Friday, meaning you don't want to work for the entire shift on Friday.

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Before you take your time off, your work schedule is changed to a cross-midnight work schedule - Monday to Friday
from 10:00 PM to 6:00 AM. Your upcoming absence request is recalculated to take the new cross-midnight work
schedule into account. As such, your absence will now start on Friday at 10:00 PM and end on Saturday morning at
6:00 AM, because the entire shift starting on Friday is included.

Partial Day Absence Request

Partial day absence requests can be recalculated only if the timeframe between the start time and end time of
the leave request falls within the working times of the new work schedule. Here are two different scenarios that
illustrate how this works:

In this scenario Is recalculation possible?

Your work schedule is configured as Monday to Friday from Yes

11:00 AM to 11:00 PM. You have requested a partial day ab- Because 10:00 PM to 11:00 PM is still working time in your
sence on Wednesday from 10:00 PM to 11:00 PM. new work schedule, the absence request is still valid. It is re-
calculated to take the new cross-midnight work schedule into
Before you take your time off, your work schedule is changed
account.
to a cross-midnight work schedule - Monday to Friday from
10:00 PM to 6:00 AM.

Your work schedule is configured as Monday to Friday from No

8:00 AM to 5:00 PM. You have requested a partial day absence Because 8:00 AM to 12:00 PM (noon) is no longer specified as
on Wednesday from 8:00 AM to 12:00 PM (noon). working time based on your new work schedule, your absence
request cannot be recalculated. In cases like this, an alert is
Before you take your time off, your work schedule is changed
raised and the absence request needs to be corrected man-
to a cross-midnight work schedule - Monday to Friday from
ually.
10:00 PM to 6:00 AM.

Related Information

Returning to Work On [page 98]

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13 Overview of Clock Time Collisions

Collision checks detect whether two time records can coexist. Learn more about which clock time records can
coexist (allowed collision) and which records can't coexist (denied collisions).

Clock Time Collisions

Existing Time Record Absence Attendance On Call Break

Absence Denied collision Denied collision Denied collision Denied collision

Attendance Denied collision Denied collision Allowed collision Allowed collision

Generated Attendance Allowed collision Denied collision, the Allowed collision Allowed collision
generated attendance
is split/delimited.

On Call Denied collision Allowed collision Denied collision Allowed collision

Break Denied collision Allowed collision Allowed collision Denied collision

Extra Allowed collision Allowed collision Allowed collision Allowed collision

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14 Overview of Duration Collisions

Collision checks detect whether two time records can coexist. Learn more about which duration records can
coexist (allowed collision) and which records can't coexist (denied collisions).

Duration Collisions
Existing Time Record Absence Absence (Full Day) Attendance On Call

Absence (Partial) Allowed collision Denied collision Allowed collision Allowed collision

Absence (Full Day) Denied collision Denied collision Denied collision Denied collision

Attendance Allowed collision Denied collision Allowed collision Allowed collision

On Call Allowed collision Denied collision Allowed collision Allowed collision

Extra Allowed collision Allowed collision Allowed collision Allowed collision

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15 Special Cases: Accrual Adjustments by the
System

In some circumstances, the system itself makes adjustments to accruals you enter.

• Booking With Amount Zero [page 97]

• Shifting the Posting Date [page 97]

15.1 Shifting the Posting Date

There are 2 cases where the posting date is shifted automatically.

• If the posting date is within the employee’s waiting period.

For example: Your business uses annual accruals. The employee is hired on January 1, 2017, but his or her
vacation account has a waiting period of 3 months. Now you create the accruals for 2017 and the rule defines
January 1, 2017 as posting date. The posting date will be shifted to April 1, 2017 automatically.
• If the posting date is outside the booking period of the time account.
For example: Your business uses annual accruals. The employee is hired on April 1, 2017. Now you create the
accruals for 2017 and the rule defines January 1, 2017 as posting date. The posting date will be shifted to the
first day of the booking period - in this case, April 1, 2017 - automatically.

15.2 Booking With Amount Zero

In some cases, the system will either ignore the output from the defined rule or not call the rule at all. Instead, an
accrual with amount = 0 (zero) is posted automatically.

Such accruals are created in the following cases:

• If the employee is not eligible for this period

For example, your business uses monthly accruals and the employee is on parental leave from June until
October. Five accrual bookings with amount = 0 will be created – one for each of the months in that period.
• If no valid rule can be found.
For example, you want to create annual accruals on January 1, 2018, but your rule is valid as of January 1, 2019.
• If your accrual rule does not create an account detail.
For example, you use “else” in your rule and only the “then” part contains a time account detail creation, but
the “else” is executed.

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16 Other Fields in Time Off

Find detailed information about text fields on the UI in Time Off by clicking on the links below.

Returning to Work On [page 98]

Full Day [page 98]

16.1 Full Day

The Full Day field is part of the Time Off Employee Self-Service user interface.

When the setting Permitted Fractions for Unit Day or Permitted Fractions for Unit Hours in the Time Type object
is set to Only full day bookings allowed, then the Full Day field on the Time Off UI is hidden. This applies to both
clock-time and duration-based users.

 Note

The Full Day field isn't hidden on the mobile user interface.

16.2 Returning to Work On

The <Returning to Work On> field is part of the Time Off Employee Self-Service user interface. This field shows
the employee when exactly they’re back to work from their leave.

In the context of cross-midnight, that's useful information because then employees know exactly at what time their
next shift starts. Employees who work in rotating shift patterns don't usually know exactly when they have to return
to work.

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Calculation

Future absences, holidays, and work schedules for up to 14 days after the end date of the absence are considered
for calculating the <Returning to Work On> field. The field is hidden if there are absences or non-working days
after 14 days in the future from the end date of the absence that's being created.

For Duration-Based Time Recording

The Returning to Work On field is also displayed for duration-based employees on the Employee Self-Service Time
Off user interface.

For duration-based employees, the field isn’t displayed if there’s a partial-day absence and the employee still works
for the rest of the day. That's because the system can't determine if the absence was requested for the first half or
the second half of the day.

 Note

This field is hidden for time types which are marked for flexible requesting, and for cancelled or declined
absences. It is also hidden for undetermined end dates and leave of absence (LOA) absences.

You can't hide this field on the UI on your own.

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17 Workflow Processes of the Submit Time
Sheet Job

Get an overview of the conditions considered by the Submit Time Sheet job when triggering workflow approvals
after the current time sheet week.

After the current time sheet week, the Submit Time Sheet job is executed automatically. This job selects all
pending time sheets and submits them for payroll processing.

 Note

The background jobs for time sheets run automatically based on the configuration for TLMTriggerTasks job in
Provisioning.

The workflow that is triggered when a time sheet is submitted depends on the time recording method assigned to
the employees and existing entries.

The submission day is derived from the setting in the time recording submission configuration assigned to the time
recording profile.

The submission day and the action taken are derived from the time recording calendar.

 Note

For positive and overtime time recorders, the Action Taken in the tables is the default that can be overwritten
with a Time Recording Submission Configuration assigned to the Time Recording Profile.

Processing Period of the Time Sheet Submit Job

By default, the Time Sheet Submit job searches for time sheets that can be submitted 13 weeks in the past starting
from the job execution day and processes only time sheets in this time period.

The maximum allowed processing period is 60 weeks. The default value for time period considered by submit job
can be changed in Time Management Configuration (field “Weeks relevant for time sheet submit job”). If a number
bigger than 60 weeks is defined, the default period of 13 weeks will be applied.

The Time Sheet Submit job runs daily, but submits time sheets only when time sheet week is completed.

Positive Time Recording

Existing Entries and Conditions Action Taken

External time data (imported entries) only Submit with workflow

Absences only No action

Absences only and full work schedule covered Submit with workflow

Manual entries only No action

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Existing Entries and Conditions Action Taken

Absences and manual entries No action

Absences and external time data (imported entries) Submit with workflow

Manual and external time data (imported entries) Submit with workflow

Absences and external time data (imported entries) and man- Submit with workflow
ual entries

No entries No action

Single record approval missing No action

Negative Time Recording

Existing Entries and Conditions Action Taken

System-generated entries only Auto approve

Absences only Auto approve

Manual entries only Submit with workflow

Absences and manual entries Submit with workflow

Absences and system-generated entries Auto approve

Manual entries and system-generated entries Submit with workflow

Absences, system-generated entries, and manual entries Submit with workflow

No entries Auto approve

Single record approval missing No action

Overtime Recording
Existing Entries / Conditions Action Taken

Absences only and full work schedule covered No action

Manual entries only No action

Absences and manual entries No action

No entries No action

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18 Manage Clock In Clock Out

This section provides information about managing Clock In Clock Out entities.

 Note

For Clock In Clock Out, you need to have the SAP SuccessFactors Time Tracking subscription.

18.1 Accessing Manage Clock In Clock Out from the Home

Page

You can use thehome page to access the Manage Clock In Clock Out page.

Prerequisites

• You have the required Clock In Clock Out permissions to access Manage Clock In Clock Out.

Context

You can add the deep link /sf/managecico for the Manage Clock In Clock Out page to make it available on the
Favorites section of home page. This allows you to access the Manage Clock In Clock Out quickly and also is an
alternate option to access it apart from Action Search.

Procedure

1. On the home page, in the Quick Actions section, select View Favorites.
2. Select the Available tab.
3. Select Manage Clock In Clock Out from the list of options or search for it using the Search bar in the Favorites
dialog box. For information on adding the Manage Clock In Clock Out page as a custom link to include it in the
Available tab, see the Related Information section.

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Related Information

Adding or Editing Custom Links for Favorites on the Home Page

Role-Based Permissions for Clock In Clock Out

18.2 Creating Manual Time Events

Administrators or Managers can create manual time events using the Manage Clock In Clock Out page when the
Clock In Clock Out employees fail to record their time events.

Prerequisites

• Ensure you have permissions for Manage Clock In Clock Out to view the Clock In Clock Out page.
• Ensure you have permissions to View Time Events and Create Manual Time Events.
• Ensure that the Target Population is chosen for your employees for View Time Events and Create Time Events
permissions.

Context

Create a manual time event in the following scenarios:

 Note

As an employee, you can create manual time events using the Time Sheet UI. For more information, go to the
Related Information section.

• When there’s an issue with the terminal and the employees are unable to clock in or clock out.
• When the employee failed to swipe at the terminal for clock in or clock out.

Procedure

1. Go to the home page and choose Clock In Clock Out.

2. On the Clock In Clock Out page, click Create.
3. Alternately, you can also search the time event for an employee by entering the Employee Name, From Date
and Time, and To Date and Time details. Ensure that the time event you’re creating doesn't already exist in the
system.
4. In the Create Time Event window, provide the details as follows:

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Manage Clock In Clock Out PUBLIC 103
 In this field... Enter or choose...

Employee The name of the employee.

 Note
The drop-down list shows only those employees for
whom you have the required target population permis-
sions. For example, managers with target population set
to their direct reports, will only see their direct reports
and not all the employees who have Clock In Clock Out
enabled in their Job Information.

Time Event Type The time event types from the available drop-down list. This
defines the start or stop activity for the employee.

 Note
The list includes all the time event types that were cre-
ated while implementing Clock In Clock Out. It may in-
clude time event types that you do not have permissions
to use.

Date and Time Date and time of the time event.

Time Offset An amount of time subtracted from or added to Coordinated

Universal Time (UTC) time to get the current civil time,
whether it's standard time or Daylight Saving Time (DST).

Reason A reason for you to create this manual time event. The rea-
sons in the drop-down list are those defined in the Reason
for Manual Time Event MDF object. The Reason field can
be enabled and set as mandatory from Clock In Clock Out
Settings. For more information, go to the Related Informa-
tion section.

Comment Enter a comment to provide additional details as to why

you’re creating the time event. The Comment field can be
enabled and set as mandatory from Clock In Clock Out Set-
tings.

5. Choose Create.

The time event is created. A confirmation message appears. If this time event already exists, you see an error.
The time events created by you can be viewed on the Manage Clock In Clock Out page, the Time Sheet UI, and
the Clock My Time quick action on the home page. All time events that you create using the Manage Clock In
Clock Out page or the Time Sheet UI are saved with the Entry Type as Manual. These manual time events can
trigger a workflow if configured.

Results

You’ve created the time event. You can also delete the existing time events by choosing the corresponding
 (Delete) option.

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Related Information

Managing Time Events

Role-Based Permissions for Clock In Clock Out
Enabling Reason for Manual Time Event

18.3 Reviewing Time Events

You can review Time Events in the Clock In Clock Out page to validate that the time events are correctly paired and
reflects the correct time data on the Time Sheet.

Prerequisites

• Ensure you have permissions for Manage Clock In Clock Out to view the Clock In Clock Out page, and
permission for View Time Events.
• Your employees are assigned to the Clock In Clock Out Groups.

Context

There are a number of use cases to validate the time events:

• To verify if the employees have logged in at the assigned hour.

• To check for employees who haven't logged in for the day and are supposed to be at work.
• To check and validate the duration of work for an employee, when the employee is actually clocking in and
clocking out.

Procedure

1. Go to the Action search field and enter Manage Clock In Clock Out.
2. On the Clock In Clock Out page, you can use these filters to view the time events for the employees. Use Adapt
Filters to customize these filtering options:

In this field... Choose...

Validation Status Filter based on the validation status.

• Success View the time events that are validated suc-
cessfully.

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 In this field... Choose...

• Error View the time events that aren’t successfully vali-

dated.
• All View all the time events.

Pairing Status Filter based on the pairing status.

• Paired if you want to see the paired time events.

 Note
Use the copy action in the Pairing Status column to
copy the pairing ID for a time event. You can use

this pairing ID in Admin Center Manage Data

External Time Data to view the time record.

In order to use a pairing ID to view the time record,

the external code should be a set as a searchable
field in the External Time Data object using Config-
ure Object Definitions.

• Not Paired if you want to see the time events that aren't
paired.
• All if you want to see all the time events.

Employee Look up the name of the employee for whom you want to
view the time events.

From Date and Time Choose the date and time from when you want to view the
employee's time events.

To Date and Time Choose the date and time until which you want to view the
employee's time events.

Time Event Type Filter based on the Time Event Type that was used in the
time event.

Approval Status The time event approval status. You can filter based on these
values:
• All - Lists all the time events.
• Approved - Lists only the approved time events.
• Cancelled - Lists only the cancelled time events.
• Declined - Lists only the declined time events.
• Pending - Lists only the time events for which a work-
flow is triggered and an action is yet to be taken.
• Pending Deletion - Lists only the approved time events
that are set for deletion and a workflow is triggered for
the same.

3. Select Go to execute the filters. You can see the results with these fields. You can use the settings option on this
page to set the fields you want to view on the results page.

In this field... See...

Employee Name The name of the employee.

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106 PUBLIC Manage Clock In Clock Out
 In this field... See...

 Note
General display name is visible only if you have enabled
the Enable adoption of General Display Name under
Company System and Logo Settings.

Time Event Type The Time Event Type used while creating the time event.
For example, clock in or in, clock out or out, break, lunch,
business trip and so on.

Date and Time The date and time when the time event occurred.

Time Offset The time in relevance to UTC time.

Validation Status If a time event is valid or not. For example, if this time event
is by a valid Clock In Clock Out employee, the recorded time
event type exists and is part of a Clock In Clock Out Group,
and so on.

Pairing Status Indicates if a time event is paired or not. If you see an entry
as Not Paired, you can read the Error Details and then take
an action accordingly for the time event.

Error Details Detailed message explaining why a time event needs atten-
tion. There could be a validation error about pairing or mes-
sages indicating how long a time event isn't paired.

Scenarios for pairing errors:

• A time event can't be paired with the next time event if
they’re recorded within the same minute. For example, a
Clock In after another Clock In within the same minute,
wouldn't pair. In this case, you’ll see an error.
• Two corresponding time events can’t be paired with
the same time event type. So, two corresponding Stop
events can’t be paired.

Terminal ID The ID of the time tracking service that is used for employ-
ee's time events.

Entry Type Indicates if the time event is manually created or is recorded

using a terminal, web, or mobile. If the Reason and Com-
ment details are entered for manual time events, then this
entry appears as a hyperlink and you can click it to view the
details. Also, if location information is available, you will see
an info icon for entries made using a mobile device.

Approval Status Shows the approval status of the time event. All time events
that are created via a Terminal, Web, or Mobile have the
status as Approved by default.

Time Type The time type that is coming from the external time tracking
service. It can be used if the time type is already selected
while recording the time event. You can configure time type
derivation based on your requirement. For more information,
go to the Related Information section.

Time Event ID Unique ID of the particular time event.

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 In this field... See...

Created By General Display Name of the user who created the time
event and the creation date and time.

 Note
If the logged in user does not have the target popula-
tion permission for the user who has created the time
event, this field will appear blank and show only the time
stamp.

Last Modified By General Display Name of the user who last modified the time
event and the modification date and time.

 Note
If the logged in user does not have the target popula-
tion permission for the user who has modified the time
event, this field will appear blank and show only the time
stamp.

Actions  (Delete)

 Note
You can delete an approved time event only if the Delete
Time Events permission is enabled for your profile from
role-based permissions.

4. To download a summary of the displayed time events in an excel format from the Manage Clock In Clock Out

page, select next to the settings option. By default, you can view 20 time events when the Manage Clock
In Clock Out page loads initially. You can click on More to load the next set of 20 time events. This way you can
load the number of time events you want to view in your downloaded excel file.

 Note

As a manager or an admin, you can view the time events only for those employees for whom you have the
target population permission.

Results

You can view the time events for employees.

Related Information

Role-Based Permissions for Clock In Clock Out

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108 PUBLIC Manage Clock In Clock Out
Creating Manual Time Events [page 103]
Clock In Clock Out Settings
Configuring Time Type Derivation

18.4 Time Tracking Quick Actions in the SAP SuccessFactors

App

Learn about Time Tracking quick actions available through the SAP SuccessFactors app in Microsoft Teams.

Prerequisites

• You've enabled the SAP SuccessFactors app for Microsoft Teams.

• You have a Time Tracking license.
• Clock My Time is enabled in Admin Center Manage Home Page Quick Actions .
• Users have the following permissions:
• User Permissions Clock In Clock Out Access Clock Time
• User Permissions Clock In Clock Out View Time Events
• Users have the User Permissions General User Permission User Search permission and are included in
the target population. The defaultLocale field must be configured in the user API.
• Users must not have the Administrator Permissions Manage User Employee Export permission. If
users have this permission, they must be included in the target population.

Quick Actions

Name Description

Clock My Time Allows users to clock in and clock out and record time events directly from Teams.
Displays a maximum of 6 most recent time events and the corresponding time
points.
Takes users to their SAP SuccessFactors system to view timesheet details.

Related Information

Enabling the SAP SuccessFactors App for Microsoft Teams

How-To Video: Clock My Time in Microsoft Teams
Time Tracking on the Home Page

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Clock In Clock Out in SAP SuccessFactors Time Tracking
Accessing Manage Clock In Clock Out from the Home Page [page 102]

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19 Change History

Learn about changes to the documentation for Operating Time Management in recent releases.

1H 2024

Type of Change Description More Info

Change We've enhanced the information when Returning to Work On [page 98]
the Returning to Work On field is hidden.

2H 2023

Type of Change Description More Info

Change We've moved the Change History to the Operating Time Management in SAP
end of the guide. SuccessFactors [page 5]

Change We've updated the Using the Time Man- Using the Time Management Configura-
agement Configuration Search informa- tion Search [page 10]
tion to include the new Holiday Work
Pattern object.

Change We've updated the information about the Reviewing Time Events [page 105]
copy action for the paired time events.

New We've added information about the new Temporary Change of Work Schedule
UI for temporary changes of work sched- and Planned Working Time (New Work
ule and the planned working time tab. Schedule UI) [page 44]

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Change History PUBLIC 111
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SAP at any time for any reason without notice. Experimental features are not for productive use. You may not demonstrate, test, examine, evaluate or otherwise use the
experimental features in a live operating environment or with data that has not been sufficiently backed up.
The purpose of experimental features is to get feedback early on, allowing customers and partners to influence the future product accordingly. By providing your feedback
(e.g. in the SAP Community), you accept that intellectual property rights of the contributions or derivative works shall remain the exclusive property of SAP.

Example Code
Any software coding and/or code snippets are examples. They are not for productive use. The example code is only intended to better explain and visualize the syntax and
phrasing rules. SAP does not warrant the correctness and completeness of the example code. SAP shall not be liable for errors or damages caused by the use of example
code unless damages have been caused by SAP's gross negligence or willful misconduct.

Bias-Free Language
SAP supports a culture of diversity and inclusion. Whenever possible, we use unbiased language in our documentation to refer to people of all cultures, ethnicities, genders,
and abilities.

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