Align SAP Time Management with Your Company’s Time Quota Requirements

  • by Raghavendran Parthasarathy, Principal Consultant, Hexaware Technologies
  • May 15, 2008
Comply with your employee negative leave deduction policies with this tutorial. Analyze how year-end adjustments affect SAP ERP and learn how to configure negative leave deduction properly.
Key Concept

Time quota in SAP R/3 refers to an employee’s leave entitlement. An HR time administrator generates and awards leave entitlement to an employee on a daily, monthly, or yearly basis, depending on an organization’s business rules. As of R/3 4.0B, users store employee absences in infotype 2001 and enter available absence quotas or leave entitlement in infotype 2006.

Many organizations allow employees to exceed their annual leave entitlement quotas to a certain limit, but how do you regulate such quota modifications in SAP ERP? I’ll show you how to configure time quotas that surpass leave entitlement policies and ensure that additional leave time from one year is deducted properly for the subsequent year. Conversely, if your organization doesn’t subtract surplus leave entitlement quotas from one year to the next, I’ll describe how to avoid penalizing employees in SAP ERP for the following year.

Typically, the HR department processes time quotas as part of its year-end activities or at the beginning of each year through time evaluation reports RPTIME00 (for positive time) or RPTQTA00 (for negative time). However, you can use RPTIME00 for both positive and negative time. Some organizations use RPTQTA00 if they perform their time evaluation using the payroll driver instead of RPTIME00. In both situations, your time quotas must be accurate to avoid erroneous time data. I’ll discuss the configuration steps necessary to address the following two business scenarios:

1. A company allows employees to exceed leave entitlement to a certain limit and doesn’t carry over the time quota to the following year

2. A company allows employees to exceed leave entitlement to a certain limit and deducts the additional time used from the following year’s leave entitlement quota

The configuration steps I describe in this article are pertinent to R/3 Release 4.0B and onwards and all SAP ERP releases. Apply these time quota adjustments as needed or on an annual basis, per your company’s requirements.

Raghavendran Parthasarathy

Raghavendran Parthasarathy works for Hexaware Technologies as a Principal Consultant,where he manages SAP solution design for customers across the globe. He has worked in SAP ERP HCM for over 14 years in various capacities, including payroll projects in the Middle East, Europe, and Asia/Pacific. In addition to payroll, Raghavendran has experience in negative time management, personnel administration, and recruitment. He has also been a part of portal implementations. Currently, he is involved with cloud-based HCM applications such as SAP SuccessFactors and Workday.

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