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In the following steps, you can define different rules for processing absences in payroll. You can specify which calculation basis should be used to valuate a paid absence, and also that that allowances are granted for certain absences, while others involve deductions. For example, you can:
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Specify bases for determining salary reductions for an unpaid day of absence Determine a fixed vacation allowance per day of absence Specify how an illness should be valuated Determine that an absence should be valuated using an average salary to be defined at a later stage Specify processing methods for special requirements
There are four different methods of valuating absences. You can use one method, or a combination of several methods. The following provides an introduction to the four methods. 1. Form counting classes for factoring: Absences which are not paid, or only partially paid, lead to a reduction in salary. Example: Employees who have taken unpaid leave should be subject to a reduction in salary. 2. Valuate absences using the 'as if' principle: The absence is valuated as if the employee had worked. Example: If employees are absent due to incapacity to work and are being paid, they should receive the same bonuses for working on Sundays and public holidays as they would if they were actually at work. 3. Valuate absences using averages or constants: The number of absence hours, absence days, calendar days, payroll days or payroll hours is entered in the number field of the wage type. Example: The average amount of overtime worked by the employee merits a supplementary vacation allowance. 4. User-specific calculation: If the standard methods of absence valuation are not adequate for your purposes, you can create your own personnel calculation rules for special processing. * INCLUDED IN OHAJAB000
2. You want to keep statistics on the number of paid and unpaid absences that occur in your company. To do this, you create counting class in in the step Form counting classes for absence valuation . When the payroll is run, you collect the times in these "buckets" and can then fill the appropriate wage types during further processing. 3. You want to valuate absences differently according to:
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Employee grouping Legal regulations (for example, continued pay, illness) Whether the absence falls on a workday or a public holiday
Standard settings The standard SAP R/3 System contains sample entries for absence valuation rules:
Recommendation The descriptions of the absence valuation rules are based on the country grouping. If you use an international version of the SAP R/3 System, you can specify different absence valuation rules for each country. Please note the following situation that arises from the special position of absence valuation as an interface between Time Management and Payroll Accounting: You cannot group the absences according to country grouping since country groupings are not used in Time Management. SAP recommends using descriptions that are internationally applicable: Ctry grpg 01 02 03 ValRule 01 01 01 Name Paid leave Paid leave Paid leave
You can account for the country-specific differences in Group absences for absence valuation. Activities 1. Check whether the standard absence valuation rules cater to your requirements. 2. Add new absence valuation rules if required. Choose appropriate names so that the absence valuation rules are easily identifiable.
Examples You want to valuate absences for paid leave differently to absences for sickness or days in lieu. Requirements The absence types must be determined. Recommendation The absences are grouped independently of the country grouping. If you have set up your absence types so that the personnel subarea grouping for attendance and absence types is identical to the personnel country grouping , you should be careful when assigning absence valuation rules to use the country grouping that corresponds to the personnel subarea grouping. Activities 1. Decide which absence types you want to group together. 2. In the view, select the personnel subarea grouping and absence type you want to edit. 3. Enter the required absence valuation rule. You can use the possible entries pushbutton for an overview of all absence valuation rules. Take note of the corresponding country groupings.
Hourly wage earners within the system belong to the employee subgroup grouping for payroll rule 1. Within this grouping the following regulations are stored in the payroll rule XMOD or xMOD: in the absence valuation employee grouping 01 you must store the rules for absence valuation of hourly wage earners. The salaried payees within the standard belong to the employee subgroup grouping for payroll rule 2. Within this grouping the following regulations are stored in the payroll rule XMOD or xMOD: in the Absence valuation employee grouping 02 you must store the rules for absence valuation of salaried payees.
Standard settings In the standard SAP version the modifiers A and2 (MODIF A; MODIF 2) are fixed. Modifier A controls access to the table Absence Valuation, which is treated in the following IMG activities.
MODIF A = 01: Payroll accounting only takes into account the entries in table Absence Valuation with the value 01 in the field Absence valuation employee grouping. Other entries are not taken into account. MODIF 2 = 01: The MODIF 2 for this Payroll rule is also fixed. Groupings for access to the table via the MODIF 2 are specified in a later IMG activity, in time wage type valuation. Recommendation Perform modifications only if you wish the payroll driver accesses other grouping tables. To do this, you must perform a codification in the corresponding grouping in the appropriate tables. Activities 1. Specify with which groupings you wish to access which tables. 2. Call the payroll rule XMOD through the action Specify grouping for absence valuation. 3. Specify the grouping you prefer. The documentation for the operation MODIF contains a summary of groupings and tables. To view a summary, enter MODIF A in the column Operacin and press F1. 4. Copy the payroll rule XMOD or xMOD in the payroll rule ZMOD. 5. Set values of MODIF A in the payroll accounting ZMOD in dependence on employee subgroup grouping for payroll rule in accordance with the groupings with which you wish to access the tables. 6. If you need more groupings to access the tables, add lines following the model of the standard entries. 7. Through the action Introduce in the schema the modified payroll accounting rule , change the call to the payroll rule MOD XMOD (xMOD) GEN in the payroll schema xT00, introducing as second parameter the payroll rule ZMOD in place of XMOD (xMOD). Further notes If you are also employing time evaluation, you can select wage types there, during selection of time wage types, for the absences that are evaluated according to an estimative principle. If in this IMG activity you are making changes in the assignment Absence valuation employee grouping (MODIF A), you must include these modifications in the time evaluation schemas to guarantee a consistent valuation.
Public holiday class or day type of current day or previous day? Weekday? Does the employee's personal work schedule for the current or previous day show planned hours?
You can specify several different conditions for a day rule, and assign them sequential numbers. The R/3 System runs through the numbers in consecutive order until it finds a condition that is fulfilled.
Example 1. If your employees are absent due to illness on a public holiday, you do not want to pay them the usual rate for public holidays, but the standard rate for a normal workday. In the IMG activity Valuate absences by constants/averages , you store two wage types for the absence valuation rule Sickness/Cure. You then assign the wage types the appropriate day rules. The R/3 System then chooses the appropriate wage type according to the day of the absence. 2. You want to group absences on non-working days in counting class 11, and absences on workdays in counting class 12. You create the day rules AT (workday) and AF (day off) to determine the conditions set for the day: AT - On workdays So that the counting class is only formed on workdays, two conditions must be fulfilled. You store these conditions in a rule without a sequential number: a) The day assigned is day type BLANK b) There are planned hours stipulated for the employee for this day, either:
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A valid daily work schedule with planned hours > 0, or A time substitution
Remember: Making specifications for just one of these conditions is not sufficient to determine a workday. If a day is assigned the day type BLANK, the decision as to whether or not the employee must work is made on the basis of the planned hours in the work schedule (are there planned hours specified for the employee on the day in question or is the daily work schedule OFF). Therefore, the planned hours in the daily work schedule must be queried as well as the day type. AF - On days off Days off can be characterized by two different conditions that you represent by assigning the sequential numbers 01 and 02 to day rule AF: a) Sequential number 01: The day is assigned day type 1 b) Sequential number 02: There are no planned hours specified for the employee on the relevant day Standard settings There are already day rules defined in the standard system. The name range reserved for customers is A-Z. Activities 1. Check whether the standard day rules cater to your requirements. 2. Define new day rules if required. 3. To define a new day rule, choose New entries and enter the name of the new rule. Enter an identifier from the customer name range A-Z as the first character. If you cannot represent the required conditions in one subrule, enter a subsequent number for the rule. In order to keep performance times to a minimum, you should number the subrules such that the rules that most often apply are the ones that the System runs through first. 4. Specify the conditions under which the day rule should apply. Under Condition set for public holiday class, day type, weekday, and planned hours, deselect those conditions under which you do not want the day rule to apply. 5. If necessary, define an additional subrule. Further notes
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Wage types which give rise to payment of a fixed amount must be valuated using a constant value. You must define a basis for calculating averages for wage types which are valuated using an average value. If you use average values, only wage types that have not yet been valuated can be valuated in the further course of payroll.
5. You must work through the IMG activity Define day rules if you also want to choose wage types according to certain conditions set for the day. Standard settings The standard SAP R/3 system contains sample entries for absence valuation. Activities 1. Select the absence valuation rule you want to process. 2. Enter a wage type. 3. Specify when the money should be paid out. Refer to the F1 help documentation for the various options. 4. Next, indicate what percentage of the payment must be paid at the specified time. The Time and Percentage fields allow you to control the payment in a detailed manner. You can enter up to fifteen different records. 5. Enter the time unit with which you wish to valuate an absence. There is additional information in the F1 help documentation. Please note that the wage type you enter must be assigned to this unit. 6. Activate the Basic pay split field if the employee has changed jobs within the payroll period, for example, and you want the system to take account of this fact. Further notes
Activities 1. Select the activity Define counting classes and define the "buckets" in which you want to collect paid and unpaid absences. Use a two-character identifier and give the counting class a name that makes it easily identifiable. 2. Select the activity Form counting classes. 3. Choose an existing entry or choose New entries. To create new entries, enter the employee grouping for absence valuation and the absence valuation rule for which you want to form counting classes. 4. Enter the counting classes in which you want the absences to be collected. 5. Specify what percentage of a counting class should be paid and what percentage should be unpaid. You mark unpaid absences by leaving the P/U field blank. The percentage rates of a counting class should add up to 100%. 6. If you only want counting classes to be formed when the day of the absence fulfills certain conditions, enter an appropriate day rule. Note: The system does not check the total percentage of counting classes for which a day rule is specified. Further notes
Wage types must be generated for these 40 hours so that the employee can be paid for the absence. The employee is also to receive bonuses for Sunday work, night work, and so on, just as he would have if he had worked as normal. This is stipulated by the collective agreement, legal requirements, or enterprise-specific regulations.
Requirements 1. You have described rules for absence valuation. 2. You have grouped absences for absence valuation. 3. In the activity Define grouping for absence valuation , you have grouped together all employees who are processed using the same method of absence valuation. Standard settings
The standard SAP system contains sample entries for absence valuation. Activities 1. Check whether there are entries for the employee grouping for absences and for the absence valuation rules relating to absences. 2. If required, create additional groupings or absence valuation rules. 3. Activate the Time wage type selection field. The system will now select time wage types for the absences during time evaluation or payroll. Further notes
Valuate leave taken during the previous year differently to leave taken during the current year Valuate standard annual leave differently to leave for challenged employees
Recommendation Perform special processing only if the method of absence valuation used in your company cannot be represented using the standard tables, personnel calculation schemas, and personnel calculation rules. Activities 1. Decide whether your company requires special processing to represent a specific regulation regarding absence valuation. 2. If you do require special processing, create an appropriate personnel calculation rule. 3. Choose the employee grouping for absence valuation and the absence valuation rule for which you require special processing. 4. In the Rule field, enter the name of the personnel calculation rule for special processing. 5. In the Time field, specify at what stage during the absence the valuation should be made. 6. You can use the Operation indicator field if you want to specify separate regulations for processing leave. Depending on whether or not the indicator is selected, the personnel calculation rule for special processing is accessed differently according to the entry in the Time field. Use F1 help for a list of possible entries and a detailed description of the indicator options.