Control Retroactive Time Processing Through Personnel Calculation Rules

  • by April Lerner, ERM Project Specialist, ITSD, City of San Antonio,
  • August 25, 2009
Learn how to control retroactive calculations in the time evaluation schema and limit time and pay policy changes to specific time periods.
Key Concept

The time evaluation schema can be used to process raw time data from a source such as the Cross-Application Time Sheet (CATS) and produce results to be used by Payroll processing to determine an employee’s pay. Through the use of personnel calculation rules, the time evaluation schema can be used to apply an organization’s policies and directives regarding time and leave.

SAP software has the ability to perform retroactive calculations on time and payroll data based on changes to source data such as the Cross-Application Time Sheet (CATS) and HR master data. There are times, however, when it is necessary to prevent or otherwise limit retroactive calculations based on specific time periods. Suppose your organization’s policies regarding time and pay change are only meant to affect data from a specific point in time forward, when a new policy went into effect. Retroactive application of the new rules they require is undesirable. Instead, you need to place new rules based on specific time constraints in a time evaluation schema as of a particular date.

This sounds quite easy, but users soon learn that placing a new rule in a time evaluation schema as of a particular date is only half the battle. Changes to a timesheet or master data that occur before the rule’s effective date can trigger a retroactive evaluation of time. Therefore, it is critical that you implement a methodology to prevent new rules from being applied to old data.

In this article, I will show you how to create a simple personnel calculation rule that can serve as a date trigger . By employing this methodology, you can implement new business policies based on date constraints, thereby controlling retroactive changes to time and pay data. This rule, and the time evaluation schema which it contains, were created in SAP version ECC 6.0.

April Lerner

April Lerner is an ERM specialist on the payroll/time management team in the City of San Antonio’s IT services department. April has more than five years of SAP experience in CRM and R/3 HR Time Management and is an SAP Certified Solutions Consultant in the mySAP CRM Interaction Center (IC) and mySAP CRM Service. She has worked in diverse positions in the IT industry for over 15 years.

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