Integration Impact of Personnel Actions on the FMLA Workbench and Payroll Processing

  • by Jennifer Adams, Principal Consultant, AspireHR
  • April 4, 2012
Is your organization having difficulty integrating the FMLA (Family and Medical Leave Act) Workbench and the processes required with your payroll processing? Are you getting hard errors in the payroll processing or preventive errors from the Cross-Application Time Sheet when attempting to enter absences for employees on unpaid leave of absences? If so, then the settings established for the employment status in your organization’s personnel actions may be incorrect for the type of processing and tracking required for the employee to meet organizational and legal requirements. See how to complete the integration process and correct these kinds of errors.
Key Concept

The employment status can only be set by the execution of a personnel action. The employment status drives how SAP time evaluation and payroll processing handles various types of time and pay data. Incorrectly setting this status causes payroll errors and limits the functionality provided within the SAP ERP HCM module, including the integration aspect required to use the FMLA (Family and Medical Leave Act) Workbench and other absence tracking.

Here is a common scenario that often comes up in companies. A company is concerned that employees who are on unpaid leaves of absence (such as maternity or paternity leave) won’t have their absence statuses entered into the system correctly. To avoid potentially overpaying an employee who is on a leave of absence, the company decides to define the Family and Medical Leave Act (FMLA) leave of absence employment status as inactive.

Once the employee’s absence status is defined this way, the HR department then enters an FMLA Workbench request for the employee and enters an absence. During payroll processing the payroll processing run results in hard errors (because you can’t have an absence in an inactive period) and cannot be completed until the absences are deleted for the employee.

When you are implementing the FMLA Workbench, absences are a minimum requirement to facilitate the tracking of remaining entitlement and are an integration point with both time management and payroll processing. If your organization defines the leave of absence actions for FMLA processing incorrectly, as in the previous example, then either your payroll processing or your FMLA Workbench functionality does not work correctly. In this case, if you create an absence, you can use the Workbench, but it causes payroll to abort. If you don’t create the absence, payroll runs, but you won’t be able to track for FMLA. In this article, I explain what the employment status is and how to use it properly.

Jennifer Adams

Jennifer Adams has 15 years of SAP ERP HCM experience and currently works as a principal consultant with AspireHR, specializing in Time Management and US payroll. She will be a presenter at the HR 2011 conference to be held March 8 to 11 in Las Vegas. Her topic will be “A Comprehensive Guide to Configuring, Integrating, and Optimizing the Family Medical Leave Act (FMLA) Workbench.” Jennifer also has experience with Compensation Management, Personnel Administration, and Benefits. Before that, she spent 12 years in systems analysis and design for mainframe environments, supporting multiple business streams.

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2/26/2014 8:16:46 PM

Hi Jennifer,

Thank you for the wonderful article.


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