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Manage Leave and Absences

USER GUIDE

Version 1.0

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HRP0007

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NSW DEPARTMENT OF EDUCATION AND COMMUNITIES V1.0_8/7/2013 WWW.DEC.NSW.GOV.AU 2

1. Table of Contents

1. Table of Contents ......................................................................................................... 2

2. Introduction .................................................................................................................. 5

2.1 Context ................................................................................................................... 5

2.2 Course Objectives ................................................................................................... 5

2.3 Course Pre-Requisites ............................................................................................ 6

3. Overview of Leave and Absence................................................................................. 7

3.1 Context ................................................................................................................... 7

3.2 Module Objectives .................................................................................................. 7

3.3 Leave and Absences in SAP Portal......................................................................... 7

SAP Portals ................................................................................................................... 8

Leave and Absences in SAP (ECC) ............................................................................... 8

Integration with other systems ....................................................................................... 9

Leave and Absence Data in SAP ................................................................................. 10

3.4 Key Terms and Concepts ...................................................................................... 11

3.5 Leave Process ...................................................................................................... 14

Types of Leave ............................................................................................................ 14

3.6 Absence Process .................................................................................................. 15

Key highlights .............................................................................................................. 15

3.7 Performance Support Material .............................................................................. 16

3.8 Roles and Responsibilities .................................................................................... 17

4. Leave and Absence ................................................................................................... 18

4.1 Context ................................................................................................................. 18

4.2 Module Objectives ................................................................................................ 18

4.3 Leave Processing in SAP Portal and TPD............................................................. 19

SAP Portal .................................................................................................................. 19

SAP (ECC) .................................................................................................................. 19

TAFE Program Diary ................................................................................................... 19

4.4 Employee Leave and Absence Process ................................................................ 20

4.5 Employee Leave and Absence Sub-Processes ..................................................... 23

View Leave Entitlements and Balances ....................................................................... 23

Absence Quotas Infotypes (IT2006)............................................................................. 25

Date Specifications Infotype (IT0041) .......................................................................... 27

Quota Overview (PT50) ............................................................................................... 27


Submit Leave Record in ESS ...................................................................................... 38

Submission Criteria in ESS .......................................................................................... 40


Absence History Infotype (IT9573) ............................................................................... 41

4.7 Manager Leave and Absence Management Process ............................................ 41

Manager Leave and Absence Management Systems................................................... 42

Manager Leave and Absence Management System Integration ................................... 43

4.8 Manager Leave and Absence Sub Processes ....................................................... 45

Record Employee Non-Attendance .............................................................................. 45

Report Non-Attendances in SAP .................................................................................. 47

Absences Infotype (IT2001) ......................................................................................... 49

Attendances Infotype (IT2002) ..................................................................................... 49

View Non-Attendance and Corresponding Absence in SAP ......................................... 50

Leave Application received via Workflow ..................................................................... 51

Leave Applications and Interim non-SAP Locations ..................................................... 52

MPSA Employees across non-SAP Locations.............................................................. 53

Concurrent Employees across non-SAP Locations ...................................................... 54

Manager Review of Leave Application ......................................................................... 55

Leave Supporting Documentation ................................................................................ 55

Leave Balances and Leave Approval or Rejection ....................................................... 56


Sick Leave Monitoring ................................................................................................. 58

4.10 HR Leave and Absence Management Process ..................................................... 59

HR Leave and Absence Management Systems ........................................................... 59

HR Leave and Absence Management Sub-Process ........................................................ 60

Leave Records saved to HR Master Data .................................................................... 61


Leave Balance Updated .............................................................................................. 65

Long Term Leave and Entry on Duty ........................................................................... 66

Create and Maintain Leave Records ............................................................................ 68

Create/Amend Legacy Absence History (IT9573)......................................................... 70


Create/Amend Employee Leave Quotas ...................................................................... 78



TAFE Agreed Periods of Non-Attendance .................................................................... 84



Process Maternity, Parental and Adoption Leave ......................................................... 94


Process Part Year Employment ................................................................................... 96


Process Industrial Stoppage Absences ........................................................................ 96

Process Accident/Damages Leave and Workers Compensation .................................. 98

4.18 Performance Support Material ............................................................................ 101

Process Purchased Leave Agreement ....................................................................... 102

Process and Execute Leave Advance Payment ......................................................... 103

Process Leave Cash Out ........................................................................................... 108


4.20 Leave and Absence Reporting ............................................................................ 111

RPL (Reduced Pay Leave) ........................................................................................ 112

Sick Leave without MC Monitoring ............................................................................. 112

Unauthorised Absence .............................................................................................. 112

Employee Leave Summary by Cost Centre Report .................................................... 113

Excess Personal Leave Taken Report ....................................................................... 113


5. Course Summary ..................................................................................................... 114


2. Introduction

2.1 Context

This User Guide has been designed to provide you, as specialised HR staff (for example,

HR Administrators, Payroll Processors), with an overview of the Leave and Absence

Management within the NSW Department of Education and Communities (DEC). This

course describes the Leave and Absence Management process. You will also learn how to

view Leave and Absence data in employee master data including leave and entitlements and

balances, use SAP to maintain and process leave and absences data including TAFE

Vacation adjustments, establish a purchase leave agreement, process request to pay leave

in advance as well as cash out leave accrued.

2.2 Course Objectives

Having completed this course, you will be able to:

explain how DEC leave and absence management is integrated in SAP

describe the process for managing leave and absences

list the key terms and concepts of the leave and absence process

describe how to view Leave and Absence data in employee master data and the

source system of this data

explain the non-attendance process and how non-attendance records are stored,

created and amended

describe the time infotypes relevant to the calculation of employee leave entitlements

and balances

describe the Long Term Leave and Entry on Duty process

maintain and process leave and absences in SAP including amendments to Legacy

Absence records

explain the process for managing absences due to an industrial stoppage

explain the accident/damages and Worker’s Compensation process and use SAP to

process payments and record absences

explain the purchased leave process and how to establish a purchased leave

agreement in SAP

describe in detail the circumstances that result in a cashing out of leave, and use SAP

to cash out leave


describe in detail the leave in advance process and use SAP to execute the Advance

Pay Program

analyse and confirm adjustments to TAFE Agreed Periods of Non-Attendance

list the available Leave and Absence reports and describe the use and access

availability.

2.3 Course Pre-Requisites

The following courses are recommended as pre-requisites:

COM0002 Introduction to SAP

HRP0013 Introduction to HR Fundamentals and Payroll

HRP0001 Introduction to Organisational Assignment

HRP0003 Introduction to Basic Personnel Administration (PA) in SAP

HRP0004 Manage Time and Attendances

HRP0012 SAP HR Reporting


3. Overview of Leave and

Absence

3.1 Context

In this module, you will learn the high level process behind managing DEC employee leave

and absences in SAP.

3.2 Module Objectives

Having completed this module, you will be able to:



list the key terms and concepts of the leave and absence process.

3.3 Leave and Absences in SAP Portal

The processing of leave and absences at DEC is integrated within SAP. Leave and absence

data is entered by employees, Managers, and Workplace Administrators using SAP Portal

Services. Portal services have been designed for these three different roles:

Employees - Employee Self Service (ESS)

Managers - Manager Self Service (MSS)

Workplace Administrators – Workplace Administrator Portal (WAP)


SAP Portals

Manager Self Service

approve hours

approve leave

record non-attendance

record leave and

attendances on behalf

of employee

reporting.

Employee Self Service

submit timesheet

submit leave

view entitlements

record overtime and

allowances.

Workplace

Administrator Portal

record employee hours

record non-attendance.

ES

S

SAP (ECC)

Leave and Absences in SAP (ECC)

The information entered in the SAP Portal by employees, Managers and Workplace

Administrators, is stored in the Personnel Administration (PA) and Personnel Time

Management (PT) modules of SAP.

HR Administrators create additional information, and maintain stored information, in the PA

and PT modules directly to SAP ECC (also referred to as the 'GUI (Graphical User

Interface)' or 'back end' system.

SAP picks up employment, leave and absence data and applies Award and Business Rules

to this data in the Time Management (TM) module. The output information is then used in

the payroll process.


Integration with other systems

Some existing non-SAP time and leave applications including TAFE Program Diary (TPD)

will continue to be used by DEC, either for the foreseeable future or as an interim solution, in

conjunction with SAP Portal and SAP.

DEC Application DEC Application Description

TAFE Program Diary or TPD TPD is a TAFE web-based application, available

by internet browser, used to submit and approve

TAFE Teacher Timetables. TPD is used by

Permanent, Temporary and Part Time Casual

TAFE Teaching Staff. TPD will remain in use for

the foreseeable future in conjunction with SAP

and SAP Portal.

Leave and absence data entered to non-SAP applications will be interfaced to SAP ECC as

required. The following diagram describes how the SAP and non-SAP leave and absence

applications are integrated:


Leave and Absence Data in SAP

SAP HR Leave and Absence data includes the maintenance and/or processing of:

Absences

paid leave

unpaid leave

purchased leave.

Absence Quotas

accumulation

deductions

corrections

Absence Quota

Compensation

unused absence

quota

cash out leave.


3.4 Key Terms and Concepts

The following terms and concepts are used in the Manage Leave and absence process in

SAP:

Key Concepts Key Concept Description

Personnel Time

Management (PT)

The SAP module where working times and absences

are stored for employees, data for time based

payments such as overtime and shift allowances are

stored, as well as shift changes.

Time Management (TM)

The SAP Module that evaluates the employee’s time

via absences and attendances, and applies business

rules to generate data for payroll processing.

Positive Time

Management

(or claims based)

Time data recording includes the recording of

absences, as well as, attendances. Attendances can

be captured when you use different methods to record

actual working times.

Negative Time

Management

(or exception based)

The recording of exceptions to the work schedule only.

A time management system does not require the

recording of attendances for planned hours. Absences

and Attendances need to be recorded for exceptional

hours.

Time Management

Status

Specifies whether an employee participates in time

evaluation and in what form (i.e. positive or negative

time management). The time management status is

recorded on the Planned Working Time Infotype

(IT0007).

Time Data Employee data that documents, describes or defines

working times or absence times.

Time and Attendance

(IT2002, IT2003)

Planned and actual periods of time where an employee

is performing work related duties



Leave and Absence

(IT0573, IT9573)

A planned or unplanned period of time when an employee

is not in attendance at work during scheduled working

hours

Time Evaluation

(PT60)

The processing of an employee’s employment,

personnel and time and leave data, against all the

relevant business rules based on an employee’s

award or industrial conditions.

Holiday Calendar The SAP holiday calendar is a 12 month calendar that

stores all gazetted public holidays in the calendar year.

The holiday calendar gives an overview of all working

days and all days off due to public holidays. The holiday

calendar can be created to cover a validity period of

several years. Multiple holiday calendars can be defined

and applied to certain employee groups within the

business (i.e. TAFE and Schools).

Absence Quota

(IT2006)

An employee’s time based entitlement to a certain

absence type

Accrual

(PT50)

An amount of time credited to an employee

Quota-driven absences

(IT0573, IT9573)

Absences with buckets of time to draw down from to cover

an employee period of absence.

Non Quota-driven

absences

(IT0573, IT9573)

Absences that do not have buckets of time to draw down

from.

Dynamic Automated call of one infotype while processing another.



Quota Compensation

(IT0416)

Financial compensation paid to the employee for leave

quota hours that have not been taken/utilised, worker’s

compensation top-up leave or double payments for

vacation, Public Holidays, Recreation and Extended

Leave

Work Schedule

(IT0007)

Work Schedules are used to define an employees

working pattern including the days and times they are

scheduled to work, breaks within those working hours,

days off of work, and the days that are considered

public holidays.

Shift Substitution

(IT2003)

Temporary change or deviation from an employee’s

planned working hours as defined in their Work

Schedule.

Scheduled Working

Hours (PT63)

An employee’s Work Schedule hours plus or minus

any shift substitutions and/or booked leave and

allowable absences.

Overtime

(IT2002)

Hours worked by an employee in addition to their

Scheduled Working Hours for which the employee is

eligible for payment.

Additional Hours

(IT2002)

Available to part time employees for additional hours

worked in addition to planned working time. These

hours are payable up to the full time equivalent for the

respective classification.

Time Collisions

(IT2002, IT2003, IT0573)

Collisions occur when a time event already exists and

another time event is created for the same data or

period. SAP then displays a message, known as a

collision that a time event already exists. When the

collision results in an error message rather than just a

user warning, the existing record cannot be modified

from the collision screen. If the first time event is

wrong, the users must correct that record before

proceeding to create the new record or transaction.


3.5 Leave Process

Leave and Absence Management is the process of managing planned leave and unplanned

absences during working hours.

Types of Leave

Examples:

Sick Leave

FACS Leave

Compassionate Leave

Examples:

Recreation Leave

Study Time

RDO

Where the employee has had leave

approved in advance of their absence

Where the need for absence was not foreseen

and no approved leave application exists

1Planned

Leave

2Unplanned

Absence

The standard leave process involves an employee confirming their leave balance before

applying for planned leave in ESS, and having their Manager approve or reject the leave

application in MSS. Upon approval, a leave record is created in SAP.

Employee

Submits Leave

Request

No

YesLeave Record

Created

Payroll

Processing

Start

Advised

Leave RejectedWhere applicable

Approved?


Additional scenarios include:

the recording of leave types that are not supported by DEC Portal Services (for

example, Maternity/ Parental/ Adoption Leave)

applying for leave types that require submission of offline supporting documentation

Manager applying for leave on behalf of an employee.

3.6 Absence Process

Unplanned absences on a scheduled working day are recorded by the Manager in MSS or

the Workplace Administrator in the Workplace Administrator Portal (if applicable) as a 'Non

Attendance'. Upon the employee’s return to work the standard leave request process applies

(i.e the employee applies for leave for the period of their absence).

Record

Absence

No

Yes

Unpaid

Absence

Record Created

Payroll

Processing

Start

Yes

Leave Record

Created

Absence

Rejected

No

Approved?Submits

Leave?

Workplace Administrator Line ManagerHR Administrator Employee

Where applicable,

amend leave request

Additional scenarios include:

the recording of industrial stoppage absences

Manager applying for leave on behalf of an employee.

Key highlights

Employees will be able to view leave balances for most leave types and request leave via

ESS. For a full listing of leave types that are available in ESS, per Employee Classification,

refer to the Job Aid TAFE Leave Types available via SAP Portal.xlsx.


Line Managers or appropriate delegated personnel will approve or reject leave requests via

MSS.

In exceptional circumstances, if an employee is unable to apply for leave, their Line Manager

can create a leave record on their behalf, for those leave requests that are available in ESS.

Approved Leave records and Non-Attendance Absence records are stored to SAP for Time

Evaluation and Payroll Processing.

3.7 Performance Support Material

Performance Support Material File Name

Job Aids TAFE Leave Types available via SAP Portal.xlsx


3.8 Roles and Responsibilities

Roles Responsibilities

HR Administrator Create and maintain time master data, troubleshoot

end user issues, resolve end user queries

Line Manager Approve or reject time in MSS, enter time on behalf of

employee.

Employee Enter time in ESS, make amendments and re-submits

Payroll Administrator Requests corrections where errors prevent the payroll from

running

Workplace Administrator Enters timesheets on behalf of employees


4. Leave and Absence

4.1 Context

In this module, you will learn the key concepts of the Leave and Absence Management

process including leave types available in ESS and leave types that require HR

Administrator involvement. The participant will also learn key concepts of the non-

attendance process, the leave cancellation process and how to view and adjust leave

balances and quotas.

4.2 Module Objectives

Having completed this module, you will be able to:

describe the key process steps in the Leave and Absence Management process




created and amended


and balances



Absence records





agreement in SAP


to cash out leave


Pay Program


list the available Leave and Absence reports and describe the use and access

availability.


4.3 Leave Processing in SAP Portal and TPD

There are three systems relevant to Leave and Absence Management in SAP:

SAP Portal

School and Corporate employees, as well as Teaching and Non-Teaching TAFE employees,

will use Employee Self Service (ESS) via the SAP Portal to manage their leave and

absences.

Managers will use Managers Self Service (MSS) to review and approve employee Leave

and Absences, record Non-Attendances and report on Leave and Absence data.

Workplace Administrators will use the Workplace Administrator’s Portal (WPA) to record

Non-Attendances.

SAP (ECC)

Leave and Absence data is transferred periodically from the SAP Portal and stored in SAP

infotypes in SAP (ECC), often referred to as the 'back end'.

HR Administrators will use SAP ECC, often referred to as the backend or GUI (Graphical

User Interface) to manage leave and absence processing that is not supported by SAP

Portal, leave and absence record analysis and troubleshooting as well as report monitoring.

TAFE Program Diary

Existing users of the TAFE Program Diary (TPD), that is permanent and temporary as well

as Part Time Casual TAFE Teaching Staff, will continue to use TPD to manage Teacher

Timetables.

Employee attendance and absence data is interfaced from TPD and stored in SAP. The

attendance data is interfaced to SAP to update the employee’s planned working times

including additional hours worked, whilst the TPD absence on interface creates an SAP non-

attendance record.

The TPD user will use SAP Portal to create and submit a corresponding leave request.


The following depicts the relationship between the three DEC Leave and Absence systems.

SAP ECC

Organizational

Management

Personnel

Administration and

Personnel Time

Management Payroll

Time

Management

Manager

Self

Service

Employee

Self

Service

SAP Portal Workplace

Administrator

Portal

TAFE Program Diary

Web-based via Browser

TAFE Perm/Temp Teachers

Leave and Absence Records

4.4 Employee Leave and Absence Process

Leave Record

saved to

SAP ECC

Manager

Approves or

Rejects

End

Employee

creates Leave

Record

Overview of Leave and Absence Management Process

Trigger


There are two systems relevant to employees in managing their leave and absence data.

TAFE Program Diary

Web-based via Browser


Non-Attendance Records

SAP Portal

Employee Self Service

View Entitlements

Submit Leave Records

View Status of Leave

View History of Leave

An employee Leave or Absence record is created for a period of absence from work during

Scheduled Working Times. Scheduled working times can be determined from the

employee’s HR Master Data including:

planned working hours

shift substitutions

relevant holiday calendar.

The following outlines the SAP transactions that can be used to view employee scheduled

working times in SAP.

Transaction Infotype/ Description

PA20 Display HR

Master Data Planned Working Time Infotype (IT0007)

Display indicative working times per engagement, including spread of

ordinary hours, break times and defines the relevant holiday calendar.

PA20 Display HR

Master Data Substitution Infotype (IT2003)

Display changes to working hours per engagement for temporary

deviations from an employee’s Planned Working Times.

PT63 Personal

Work Schedule Scheduled Working Time

Displays overview summary per engagement, of planned working

times and roster substitution amendments to the planned working

times.


For more information on the Planned Working Time infotype (IT0007) and Substitutions

infotype (IT2003) refer to the HRP0004 Time and Attendance User Guide.

SAP Holiday Calendars record gazetted public holidays and vacation days. DEC will have

two Holiday Calendars configured in SAP:

TAFE holiday calendar

Schools holiday calendar

Paper based DEC calendars will continue to be distributed annually for your reference. The

extension or update of holiday calendars in SAP will be managed by SAP Support.

Local gazetted public holidays are not recorded in the SAP Holiday Calendars. The local

holiday entitlement relates only to employees engaged at the Institute/Campus in the locality

of the holiday.

Approved Local Public Holidays are recorded manually in employee HR Master Data using

the Substitutions infotype (IT2003). For more information on the recording of Local Public

Holidays, refer to HRP0004: Time and Attendance User Guide.


4.5 Employee Leave and Absence Sub-Processes

There are different processes for Planned Leave versus Unplanned Absence.

The following process flows show the sub-processes for Planned Leave and an Unplanned

Absence for the employee Leave and Absence Management Process.

Unplanned

Absence triggers

Non-Attendance

Process

Takes

Planned Leave

Trigger

Trigger

1Planned

Leave

2Unplanned

Absence

View leave

entitlements

and balances

Submits Leave

record for

Planned Leave

View leave

entitlements

and balances

Submits Leave

record for

Absence

Employee

creates Leave

Record

Trigger

View Leave Entitlements and Balances

An employee is able to view their leave entitlement balances via ESS. Employees can also

project their leave entitlement balance as at a future date.

When applying for future dated leave in SAP (e.g. Recreation, Extended, Sick or FACS

Leave), the entitlement check will be based on the projected balance as at the start date of

the leave request.

Employee creates Leave

Record Trigger

View leave entitlements

and balances


In SAP, an employee’s leave entitlement for a particular absence type is measured by a

Quota. There are two Absence types:

1. Quota-driven Absences

2. Non Quota-driven Absences

Quota-Driven Absences have an accrual or limited entitlement balance from which an

employee will apply against to cover a period of absence.

Some quotas have defined periods or limits that are defined in the following way:

defined period:

A Quota is provided to eligible employees on the first day of a defined period.

For example, Study Time may be granted at any time during the calendar year,

based on relevant documentary evidence being provided. The entitlement balance of

approved hours is then available for the employee to apply against over a specific

period of time.

defined date:

A Quota is provided to eligible employees on a defined date, such as an anniversary

date per the dates specified in 0041 Date Specifications.

For example, Special Sick Leave quota hours are given at the completion of the 10th

year of net service and can then be used subject to meeting other relevant criteria

gradual accumulation:

A Quota is provided to eligible employees incrementally, such as daily.

For example, Sick Leave accumulates for most classifications on hours paid,

including hours worked and paid leave. Note: some employee classifications will be

generated a sick leave yearly grant at the beginning of the year, as opposed to a

daily accrual.

Some entitlement balances are carried over from one year to the next (e.g. Sick Leave) or

can be replaced by a new value on a defined anniversary date (e.g. Study time based on a

subsequent request). During the period of validity, deductions can be made from a leave

quota entitlement balance.


Non Quota-driven absences do not have a balance or quota for an employee to apply

against to cover an absence period, for example Leave without Pay. Award and business

rules around Non Quota-driven absences are configured to SAP and applied during Time

Processing.

Quota-Driven Absence

Accrual to cover periods of absence.

Examples:

Sick Leave

Extended Leave

Non Quota-driven

No accrual to apply against to

cover an absence period

Examples:

compassionate leave

unpaid leave

maternity/parental/adoption.

Absence Quotas Infotypes (IT2006)

Quota-driven leave types are recorded in 2006 Absence Quotas. This time infotype stores

an employee’s:

quota-driven leave types

total hours accrued

total hours of leave used, either taken or deducted.

The quotas stored in IT2006 are updated during Time Evaluation. Time Evaluation takes the

quota stored in IT2006 and updates the quotas.


Date Specifications Infotype (IT0041)

The start date for an employee’s basic leave entitlement quotas is relevant to the key dates

recorded in an employee’s master data infotype 0041 Date Specifications.

Quota Overview (PT50)

Leave entitlement and balance data is pulled together and displayed in the Quota Overview

(PT50) transaction. Quota Overview displays an employee’s:

leave entitlements

accruals

leave requested

remaining balances.


Quota Overview displays data across four screen tabs:

Selection dates

Absence quota

Accrual information

Attendance quotas (not in use at DEC).

Leave Projection

From the Quota Overview screen, HR Administrators have the ability to project leave

entitlements as at a specified future or past date. Employees can project their leave

entitlements and balances via ESS. The balances displayed are remaining balances after

deduction of any approved leave hours (i.e. approved future data leave has already been

deducted from the remaining balance).

Using Quota Overview transaction PT50, search for the relevant employee:

1. Select Projection

2. Enter date in the format DD.MM.YYYY or use one of the other standard options

3. Select Enter


2

3

1


Selection Dates

The first tab of the Quota Overview, Selection dates, displays a total of all the employee's

quota-driven leave entitlements (e.g. Sick, Recreation, Military and Extended Leave).

1

2

You can display leave entitlement and balance data for a selected date range.

Select All to view all leave Entitlements (earliest date in Date Specifications infotype

till end of time).


Absence Quotas

The primary data for the Absence quotas tab data is sourced from Absence Quotas infotype

(IT2006). This data is built upon to provide additional and user friendly calculations. The

following depicts the Absence quotas tab.

The following describes each of the key columns to the Absence quotas tab.

Absence Quotas Data Absence Quotas Data Description

Quota Text Lists Quota-driven leave types from Absence Quotas

infotype (IT2006) provisioned for the employee

Entitl. Or Entitlement Lists total entitlement hours, per leave type

Rem. Or Remaining Lists total leave hours remaining of the total entitlement

per leave type, of which the employee can be paid as

leave taken or compensation

Requested Lists approved leave in hours, whether taken in the past

or yet to be taken.

Note: Leave requests submitted in ESS but not yet

approved by the Line Manager are not included in the

total of leave Requested.


Absence Quotas Data Absence Quotas Data Description

Compens. or Compensation Lists hours that have been compensated (cashed or paid

out) rather than used for leave taken.

The HR Administrator will use Absences for PS Infotype (IT0573) to view details of the

Requested leave quota hours shown on in Quota Overview Absence Quotas tab. For more

information refer to the headings Leave Balances and Leave Approval or Rejection, Leave

Records saved to HR Mater Data and Leave Balance Update in this document.

Accrual Information

The Accrual information tab displays daily accrual information for each quota-driven leave

type for the employee. Accrual Information is generated by Time Evaluation.

For each planned working day, for each leave type relevant to the employee leave

entitlement, hours are Generated and Accrued or Transferred.

1 Generated

total hours accrued per day, on the date

given, for a given leave type

2 Accrued

this is a cumulative total of hours generated up to the date displayed, for a

given leave type, that has not been transferred (e.g. Extended Leave does

not become entitlement until 7 years of service)


3Transferred

this is the total hours Transferred to a total Leave Entitlement for the date

displayed, for a given leave type (i.e. hours transferred to a current

entitlement can be immediately accessed by an Employee should all other

business rules for the leave type be met).

Example 1

On the 31.08.2012, 0.53699 hours Recreation Leave was Generated and

Transferred to the employee's entitlement.

It is determinable that Recreation leave is a Cumulative Quota-Driven leave type (i.e.

the employee will gradually cumulate a leave entitlement based on planned working

times).

Example 2

On the 31.08.2012, 35 hours Sick Leave was Generated and Transferred to the

Employee’s entitlement. 31.08.2012 is this employee’s Hire date.

The Sick Leave can be determined as a Defined Date Quota-driven leave type (i.e.

the defined date is on hire).

Example 3

On the 31.08.2012 which is this employee’s hire date, 0.11806 hours of Extended

Leave is Generated and Accrued for this new employee.

On the 03.09.2012, a further 0.11806 hours of Extended Leave is Generated,

resulting in the Accrued cumulative hours of 0.23612 hours.

Note: that the accrued hours are not Transferred to the employee's entitlement as

the employee has not reached the 7 year service threshold for eligibility to Extended

Leave.

Example 4

On the 31.08.2012 and again on the 03.09.2012, 0.53699 hours of Recreation Leave

was Generated and also Transferred to an immediate leave entitlement.

The 0.53699 hours is added to the previous total entitlement and displayed on the

Absence Quotas tab in the Quota Overview.


Example 5

On the 31.08.2012 and again on the 03.09.2012, 0.11806 hours of Extended Leave

was Generated, however the hours Transferred to an Entitlement are 0.00 (nil) hours.

The hours generated accumulate, displaying a total of Accrued hours.

Note that as there is no current Extended Leave entitlement, and therefore this leave

type is not displayed on the Absence quotas tab.

It is determinable that Extended Leave is also a Defined Date quota-driven Leave

Type with balances carried over until the appropriate length of service is reached.

Once the defined date is reached for Extended Leave the total Accrued Balance will

be shown as Transferred, and displayed in Absence Quotas of the Quota Overview.

Where extensive data analysis or troubleshooting is being undertaken, it may assist if HR

Administrators export the daily quota accrual data from Quota Overview to MS Excel. The

following outlines the process to export an employee’s quota accrual information to MS

Excel.

1. Select the Print button.


2. The Accrual information will be display in a print format.

3. Select the Local file button.


4. The Save list in file options pop-up will be displayed.

5. Select from the export file format options, e.g. Spreadsheet, and select Continue.


6. At the Directory field, check and update if necessary the local file path where the

exported document is to be saved.

At the File Name field, input a file name to identify the export file.

Select the Generate button to generate the exported data file.

7. The file is generated and user returned to the print format display of the Accrual

Information. Note the confirmation message in the bottom toolbar confirming the data

export.


8. Navigate to the file directory path where the file was saved, open the exported data file.

Attendance Quotas

SAP Attendance Quotas infotype (IT2007) is not being used by DEC, therefore the

Attendance Quotas tab of PT50 Quota Overview will display no data.

Submit Leave Record in ESS


Record Trigger

Submit Leave

Record


As outlined in the Employee Self Service web based training course, employees will use

ESS to submit a leave record as follows:

1. Submit leave record in ESS to their Line Manager for approval

2. Leave request is booked but not approved

3. Booked and unapproved leave record is displayed with a leave status of `Pending’

4. Leave hours are not deducted from the employee’s leave balance as the leave

application remains pending for Approval by the Line Manager

5. Employee cancels `Pending’ leave record without approval from the Line Manager (if

required).

6. Employee cancels `Approved’ leave record and a request workflows to the Line Manager

for approval of the leave cancellation.

The Company Instructions Infotype (IT0035) will be used to record various Confidentiality

Indicators or 'flags' for an employee. In defined circumstances, (e.g. where an EPAC flag

exists) SAP workflow will notify relevant officers automatically when a flagged employee

creates a leave request via ESS. No specific action is required by the HR Administrator.

Note: Employees are unable to submit a leave request in ESS for the following leave types:

Maternity/ Paternity/ Adoption Leave including coinciding PT LWOP

Industrial Stoppage

Damages Leave

Purchased Leave

Deferred Salary Leave Year.

Employees will apply for these leave types offline using a paper-based leave request form,

followed by the processing of the approved leave request directly in SAP ECC by the HR

Administrator.


Submission Criteria in ESS

In SAP, employees can only create and submit leave and absence records that satisfy the

following criteria:

the leave type is relevant to the employee classification. For example, TAFE

teachers will not have the option available to select or apply for Recreation Leave.

For more information on the Leave types available for selection in ESS for each

employee classification, refer to the Job Aid TAFE Leave Types available via SAP

Portal.xlsx

when submitting a leave application for a Quota-driven leave type, that employee has

sufficient leave entitlement balance. For example, sufficient remaining Sick Leave

quota.

the employee has not exceeded any maximum absence limits. For example requests

for Bereavement Leave do not exceed 2 days per occasion.

While SAP provides validations as noted above, the Line Manager is responsible for

applying any other eligibility criteria or associated policy or business rules for the leave

requested.

For example, the employee's industrial instrument may provide the employee with access to

Bereavement Leave. Whilst SAP Portal will enable this leave type for selection via ESS and

check the maximum absence limit has not been exceeded (e.g. 2 days per occasion); SAP

cannot determine that policy/business rules that define the relationship to the deceased are

met. The Line Manager must ensure that the request is in line with policy regarding the

employee’s relationship to the deceased, for instance.



Job Aid TAFE Leave Types available via SAP

Portal.xlsx


Absence History Infotype (IT9573)

To support leave validations on submission of a leave application in ESS, and for leave

reporting from a single system, a custom infotype Absence History (IT9573) has been

created for DEC to store employee leave history migrated from the legacy payroll systems.

Key Points:

Leave history migrated to Absence History (IT0573) will be referenced to validate and

apply business rules as required.

For example, an employee has two consecutive days of Sick Leave without MC.

SAP will reference the migrated leave history to confirm the maximum allowable

absences for consecutive Sick Leave without MC are not exceeded.

The leave history SAP Absence History Infotype (IT9573) can be reported on by Line

Managers and Workplace Administrator in SAP Portal. However, leave history

records will not be visible to employees in ESS.

4.7 Manager Leave and Absence Management Process


Manager Leave and Absence Management Systems

There are two systems relevant to Manager Leave and Absence Management in SAP:

1. SAP Portal Manager Self Service (MSS)

TAFE, School and Corporate Managers will use Managers Self Service or MSS via

the SAP Portal to manage employee leave and absences.

Appointed Workplace Administrators are able to perform limited functions in relation

to the management of employee time and leave.

2. TAFE Program Diary (TPD)

Managers of existing TAFE Program Diary or TPD users, that is, Managers of

Permanent, Temporary and Part-Time Casual TAFE Teaching employees, will

continue to use TPD to manage employee time and to record non-attendance

records.

TAFE Program Diary

Record Absences for creation of non-attendance records in SAP

Leave and Absence Reporting

SAP Portal

Manager Self Service

Approve Leave and Absences Create Leave and Absences Record Non-Attendances for

non TPD employees Leave and Absence Reporting


Manager Leave and Absence Management System Integration

The Manager Leave and Absence Management systems of SAP Portal and TAFE Program

Diary are integrated with SAP.

Manager Self Service (MSS) is integrated with Employee Self Service (ESS) inside

the SAP Portal

Managers will receive notification of leave and absence records submitted by

employees in ESS for approval in MSS

approved leave and absence records are transferred from MSS into SAP, and saved

to the corresponding infotype in the employee Personnel Time Management record

Workplace Administrators and Managers create non-attendance records, in the

Workplace Administrator Portal or MSS respectively, that are transferred to SAP and

saved to the corresponding infotype in the employee Personnel Time Management

record

approved TPD time records are interfaced continually, except during payroll

processing, from TPD to SAP and saved to the corresponding infotype in the

employee Personnel Time Management record

non-attendance records are created in TPD for TPD users as employee Absences

and are interfaced to SAP continually, except during payroll processing, and saved to

the corresponding infotype in the employee Personnel Time Management record.


The following diagram depicts the integration and data flow.

SAP ECC

Organizational

Management

Personnel

Administration

Payroll

Time

Management

Manager

Self

Service

Employee

Self

ServiceSAP Portal

Workplace

Admin

Portal

TAFE Program Diary


Leave and Absence Records


4.8 Manager Leave and Absence Sub Processes

The following process flow shows the sub-process for Planned Leave and an Unplanned

Absence for the Manage Leave and Absence Management Process.

Unplanned

Absence

Review Leave

Application

Record

Employee

Non-Attendance

Approve

or

Reject

1Planned

Leave

2Unplanned

Absence

Review Leave

Application

Approve

or

Reject

Trigger

Leave

Application

received via

Workflow

Employee

creates Leave

Record

Trigger

Employee

creates Leave

Record

Manager

Approves or

Rejects

Leave

Application

received via

Workflow

Trigger

Record Employee Non-Attendance

Employee

creates Leave

Record

Manager

Approves or

Rejects

Record

Employee

Non-Attendance

Trigger

Managers and Workplace Administrators can create a record to capture a Non-Attendance

when an employee has an unplanned absence on a planned working day. By following this

process, the follow-up is automated to ensure a corresponding leave request is submitted.


Workplace Administrators flag employee’s non-attendance records in the Workplace

Administrator Portal (if applicable)

Line Managers will use MSS to record non-attendances for employees, excluding

TPD user employees.

TPD is used for TPD related staff, to create a TPD absence that on interface to SAP

is used to create a non-attendance record.

Once a non-attendance record is created, the employee will receive two leave request

reminders via Employee Self Service (ESS) over a 21 day period. These reminders request

the employee submit a corresponding leave application for the period of the non-attendance.

Employees are reminded on the day the non-attendance record is created, that they need to

submit a corresponding leave request within the next 14 days.

A follow up reminder is sent after 7 days, if a matching corresponding absence record

remains outstanding.

After 21 days, if an approved matching absence record is outstanding for any portion of the

period of non-attendance, an Unauthorised Absence (STy 0705) will be automatically

created in SAP Absences for PS infotype (IT0573) for any period of non-attendance for

which a matching leave record does not exist.

Note: By providing the employee 14 days to submit a matching leave request(s), there

remains 7 days for the Line Manager to approve the matching leave requests(s) before 21

days lapse and the Unauthorised Absence record is created by SAP.

An Unauthorised Absence record as an unpaid absence type, and results in the debiting of

the employee’s pay in the next available pay period.

Line Managers and employees are able to reconcile non-attendance records using the

dashboard in ESS/MSS.

Unplanned Absence =

Create Non-Attendance


Employee submits Leave Request

for Non-Attendance dates

Non-Attendance nullified=

=Unauthorised Absence

No Approved Leave Application for

Non-Attendance at 21 days


Application Simulation and Work Instructions Manager Self Service: Record and

Reconcile Non-Attendance

Report Non-Attendances in SAP

A DEC custom SAP ECC program is used to generate the unauthorised absence record to

the Absences for PS Infotype (IT0573). This program will be scheduled to run

automatically.

HR Administrators can also run this program in SAP ECC to report on the status of Non-

Attendance records and determine whether a corresponding leave request has been

submitted for the period of non-attendance.


The non-attendance program can be accessed via transaction ZRHRNON_ATTENDANCE.

CAUTION: This program should be executed in Report mode only.

Viewing a Non-Attendance record, and the corresponding Absence records via the source

infotype records in SAP rather than the DEC custom report, involves two time infotypes key

to the processing of time and leave in SAP:

Infotype Infotype Name Infotype Description

IT2001 Absences Stores details of an employee’s absences

against scheduled working times

IT2002 Attendances Stores details of an employee’s attendances

that are additional to the hours recorded as

planned working time (IT0007)


The following information provides a detailed understanding of these time infotypes.

Absences Infotype (IT2001)

Absences are times when employees are not at work, or employees are absent during their

scheduled working times.

An absence type is a subtype in the Absences Infotype (IT2001). For example, Sick Leave.

For DEC a period of Absences is entered in hours. On creation of an Absence Subtype

record, the system automatically calculates the number of absence days.

To determine the number of leave days or hours, SAP takes the relevant public holiday

calendar, the selected leave type (e.g. Extended Leave Double Pay, or Extended Leave Half

Pay), Employee Classification (e.g. Group B employees) and the Planned Worked Time

(IT0007) assigned to the employee into account.

Attendances Infotype (IT2002)

The Attendances infotype (IT2002) is used to store attendances for employees that will

either define or add to an employee’s scheduled working times. Two methods of time data

management are used in DEC:

Negative Time Management:

o often referred to as exception based

o Store hours worked that are exceptions to the planned working times (such as

overtime, overtime call back, additional hours)

o Store non-attendances as an exception to the planned working times, for

reconciliation purposes against an expected absence record.

Positive Time Management:

o often referred to as claims based

o Store hours worked where an employee is paid on actual hours worked rather

than planned working time.

Like Absences, Attendances are recorded against an attendance subtype.


View Non-Attendance and Corresponding Absence in SAP

The following describes how employee non-attendance and corresponding absence records

are created and where the records are stored in SAP.

Record Type Relevant SAP Infotype

Non-Attendance record

created in SAP Portal and transferred

to SAP or

Absence record created in TPD and

interfaced to SAP and created as

Non-Attendance

Attendance Infotype (IT2002)

Subtype Non-Attendance (STy8000)

Absence record

created/submitted and approved in

SAP Portal

transferred to SAP

Absences for PS Infotype (IT0573)

Corresponding Leave Subtype

e.g. Sick Leave with MC (STy0200)


Dynamically created from 0573 record

to corresponding Leave Subtype

Unauthorised Absence

created 21 days post non-attendance

where no corresponding absence

record has been created

created by overnight SAP automated

batch job

results in reduction in pay in the next

payroll period


Subtype Unauthorised Absence

(Sty0705)


Subtype Unauthorised Absence

(Sty0705)


Leave Application received via Workflow

Following submission of an employee leave request, SAP Workflow delivers a work item(s)

to the employee’s Line Manager(s) to request review and approval of the leave application.

Leave approval requests for MPSA employees workflow to the Line Manager(s) relevant to

each position. The leave request needs to be approved by one Line Manager from each

organizational unit that the employee holds a position in.

If the employee holds a position that belongs to an org unit that has two Line Managers with

the same delegations, only one of these managers has to approve the request. If the

employee holds three positions in three different org units, a Line Manager from each of

these org units must approve the request before SAP can create the leave record for the

employee.

If one Line Manager rejects the leave request, the leave request is considered rejected by

all. Other Line Managers are notified of the rejection by one Line Manager.

Concurrent employees when submitting a leave request, select the personnel assignment

that they wish to take leave from. If the employee wants to take leave from two assignments,

then two leave requests are entered.

Managers will not receive workflow approval requests in MSS for the following leave and

absence types:

Maternity/Parental/Adoption Leave

Industrial Stoppages Absences

Accident/Damages Leave and Workers Compensation

Purchase Leave Agreements.


Record

Manager Approves or

Rejects

Leave Application received via

Workflow

Trigger


Requests for these absence types cannot be submitted via ESS. Manual paper-based leave

requests will need to be submitted in accordance with existing local business processes for

managing manual leave requests.

Leave Applications and Interim non-SAP Locations

Multiple Position Single Assignment (MPSA) employees who have one or more assignments

at an SAP location and one or more assignments at a non-SAP location will have an interim

leave and absence management process. For example, a Computer Systems Officer has

two positions one at Northern Sydney Institute (SAP location) and South Western Sydney

(non-SAP location). A non-SAP location is one where the employee HR/Payroll data has not

yet been migrated onto the SAP HR/Payroll solution delivered by the LMBR Program (i.e.

employees on a non-SAP location remained paid by the Lattice Payroll system).

Concurrent employees who have one or more engagements at an SAP location and one or

more engagements at a non-SAP location will also have an interim leave and absence

management process. For example, an employee is engaged Part-Time as a Computer

Systems Officer at Northern Sydney Institute (SAP location) and as a TAFE Education

Officer at South Western Sydney (non-SAP location).

All Permanent, Temp and Casual employees, and all Part-Time Casual Teachers

administered at North Sydney Institute of TAFE, will apply for all leave via the SAP Portal

regardless of the location of the position. Leave application via SAP Portal are limited to the

leave types available in the SAP Portal. For leave types that are not available in the SAP

Portal, manual processes will be used to submit and approve leave.


The following depicts the interim leave and absence management process.

MPSA Employee

submits Leave

for or including

Non-SAP Position

End

Workflow Workflow

HR receive UWL Alert

to Administrative

Organizational Unit

Line Manager

provides advice

offline to

approve/reject

Employee Leave

Application status

Approved or Rejected

Start

Send offline request

for Approval to

Line Manager at

Non-SAP Location

Approve/Reject Leave

Request on behalf of

Offline Line Manager

MPSA Employees across non-SAP Locations

The MPSA employee enters a single leave application to SAP for the required leave type

and complete period of absence.

Where the employee’s leave day or dates include working hours for a position at an SAP

location (i.e. TAFE North Sydney Institute), SAP will alert the employee’s Line Manager and

the application can be approved or rejected using the MSS Portal Service.

Where the leave day or dates includes working hours for a position at a non-SAP location,

SAP will send an alert to the UWL for the chief(s) of an administrative Organizational

Unit. This Administrative Organizational Unit is located at the top of the organizational tree

to ensure all MPSA employee leave requests are resolved to this organizational unit. For

more information on the Organizational Structure, refer to the course material for HRP0001

Introduction to Organizational Assignment.

The chiefs of the Administrative Organizational Unit are HR Administrators whose role will be

to contact the employee’s actual Line Manager at the non-SAP location to advise of the SAP

leave request and seek approval or rejection advice for the leave application.

Note: This process is currently pending for review and the approach has not been

agreed yet.


On receipt of approval or rejection advice from the Line Manager at the Non-SAP location,

the HR Administrator actions the leave approval or rejection from the UWL notification in

SAP.

If the either the SAP Line Manager or non-SAP Line Manager, via the HR Administrator chief

of the Administrative Organizational Unit, rejects the leave request the leave request is

considered rejected by all.

Concurrent Employees across non-SAP Locations

The Concurrent employee selects the personnel assignment that they wish to take leave

from. If the employee wants to take leave from two assignments, then two leave requests

are entered. The two leave requests are then workflowed independently to the respective

Line Manager(s) and are approved or rejected independently of each other.

Where the Concurrent Employee submits a leave application for an SAP assignment

location (i.e. TAFE North Sydney Institute), SAP will alert the employee’s Line Manager and

the application can be approved or rejected using the MSS Portal Service. This is the

standard leave request process.

Where the Concurrent Employee submits a leave application for the non-SAP assignment

location, SAP will send an alert to the UWL for the chief(s) of an administrative

Organizational Unit. This Administrative Organizational Unit is located at the top of the

organizational tree to ensure all leave requests relating to non-SAP assignments are

resolved to this organizational unit. For more information on the Organizational Structure,

refer to the course material for HRP0001 Introduction to Organizational Assignment.

The chiefs of the Administrative Organizational Unit are HR Administrators whose role will be

to contact the employee’s actual Line Manager at the non-SAP location to advise of the SAP

leave request and seek approval or rejection advice for the leave application.

On receipt of approval or rejection advice from the Line Manager at the Non-SAP location,

the HR Administrator actions the leave approval or rejection from the UWL notification in

SAP. The status of the employee’s leave request is updated accordingly.


Manager Review of Leave Application

The role of the Manager when approving or not approving a leave request submitted by an

employee is to ensure that:

the employee can take leave on the relevant request days

the impact of the leave or absence on shift planning and organisational need is

determined

the employee has appropriate supporting documentation to support the leave

application submitted

the request complies with DEC policies where applicable.

Leave Supporting Documentation

Supporting documentation for leave and absence applications cannot be uploaded to SAP

Portal.

Supporting documentation for leave and absence applications cannot be stored

electronically to the employee record in SAP.

In reviewing a leave request, paper-based supporting documentation (e.g. medical certificate

to support a Sick Leave with MC), as required for the leave type requested, is sighted

visually by the Line Manager and/or a paper-based copy of the documentary evidence

retained by the approving Line Manager in accordance to local business processes.


Record

Manager Approves or

Rejects

Trigger

Review Leave

Application


Where Human Resources receive paper-based leave applications, HR are responsible for

ensuring the application has been approved by the employee’s Line Manager and

documentary evidence has been noted as having been sighted and/or a paper-based copy

of any required supporting documentation is attached. HR retains paper-based supporting

documentation for leave applications in accordance with local business processes.

Leave Balances and Leave Approval or Rejection

The status of a leave request impacts the employee’s leave entitlement balance. The leave

entitlement balance is updated differently in SAP Portal and SAP based on the status of the

leave request.


Record

Trigger Manager

Approves or

Rejects

Approve or

Reject

No file upload in SAP at DEC

No supporting documentation to SAP Employee HR Master Data


The following depicts the leave request status and the impact of this status on leave

entitlement balances in SAP Portal and SAP.

Leave Request Action Leave Entitlement Balance

in SAP Portal

Leave Entitlement

Balance in SAP

Employee submits leave record

status `pending’

Reduced by the leave hours

requested

Unchanged by the

request

Manager approves leave record

status `approved’

Unchanged as leave hours

already reduced on submit

Reduced by the number

of leave hours approved

Manager rejects leave request

status `rejected’

Balance reinstated/increased

by the leave hours requested

Unchanged by the

rejection

Employee cancels a pending

leave request

record `cancelled’ and

no longer displayed


by the leave hours requested

Unchanged by the

cancellation

Employee requests cancellation

of an approved leave record

status `pending’


by the leave hours approved

Unchanged by the

request to cancel

approved leave

Manager approves cancellation

of leave– status record deleted

record removed for view

Leave balance in ESS

remains unchanged

Leave balance in

backend

reinstated/increased by

the leave hours approved

Leave Requested and Rejected =

No Change to Entitlement Balance in SAP

Leave Requested and Approved

= Debit Entitlement Balance in SAP




Work Instructions HRP0020: View information in MSS

HRP0020: View and Complete My Tasks

in MSS

Job Aid TAFE Portal Leave Restrictions.xlsx

Sick Leave Monitoring

The Sick Leave Monitoring process includes the identification of an employee with excessive

days or instances of sick leave without provision of a medical certificate.

The Sick Leave without MC Monitoring Report can be executed by HR Administrators and

Line Managers to identify employees who need to be monitored regarding future absences

that are booked without provision of a medical certificate.

The Line Manager initiates discussion with any employees identified as having excessive

sick leave without medical certificates.

Where the Line Manager seeks to impose a requirement on the employee for the provision

of a medical certificate for Sick Leave absences during a monitoring period, the Line

Manager makes this request to the HR Administrator.

The HR Administrator creates a record to Company Instructions infotype (IT0035) for the

duration of the monitoring period.

This Company Instructions infotype (IT0035) record will prevent the employee from

submitting a request for Sick Leave without Medical Certificate during the monitoring period

(i.e. between the Start and To dates of the IT0035 record).

The HR Administrator creates a Monitoring of Tasks infotype (IT0019) for the end of

conclusion of the monitoring period.


4.10 HR Leave and Absence Management Process

HR Leave and Absence Management Systems

HR Administrators will use SAP ECC for Leave and Absence Management. The following

modules of SAP are relevant:

Personnel Administration (PA)

Personnel Time Management (PT)

Time Management (TM)

Payroll

Process Payments Posting to Finance

Time Management

Award/Rule Interpretation Time Processing

SAP ECC

Personnel Administration and

Personnel Time Management

Work Schedule Hours Worked

Leave Records


The primary roles of the HR Administrator in the management of leave and absences in SAP

are:

assist employees and Managers execute leave and absence management sub

processes that are not supported by SAP Portal

complete time and absence leave reporting including reporting to aid leave

monitoring procedures

troubleshoot employee or manager reported leave and absence data issues.

HR Leave and Absence Management Sub-Process

The following demonstrates the high level process for HR Administrators to manage planned

leave and unplanned absences in SAP.


Leave Records saved to HR Master Data

Employee

creates Leave

RecordTrigger Manager

Approves or

RejectsLeave saved

to SAP ECC

Leave Record

saved to

HR Master Data

Leave or Absence records are saved to HR Master Data in SAP from an approved leave

record created in SAP Portal.

Approved leave records and absence reasons are saved to the employee’s HR Master Data

record to Absences for PS Infotype (IT0573).

SAP dynamically creates a corresponding leave record to time infotype Absences (IT2001).

HR Administrators can view approved leave from either Absences for PS Infotype (IT0573)

or the Absences Infotype (IT2001) in the employee record.


Tip: View leave via Absences Infotype (IT2001) as this will show the absence type text as

well as the days absent, working days absent, and calendar days absent as well as the

hours absent as shown in Absences for PS (IT0573)

Leave records that are of a status `Rejected’ or `Pending’, or records that have been

cancelled, will not be visible in SAP.

`Pending’ Leave records are not saved to the employee Personnel Time Data.

Records are held and can be viewed in transaction PTARQ until resolved via

Workflow.

The following depicts the SAP transaction PTARQ:

1. Execute transaction PTARQ

2. Select the Display Documents button


3. Complete the fields in the Display Leave Requests (Database of Requests) to narrow

the search results, based known data:

Period

Selection

Release Data Selection Period to Following Fields

Use Personnel Number for the Following Role

Request Data.


4. Select Execute icon to search for pending leave requests that meet the input search

criteria

The results displayed include the following data:

Document e.g. ABSREQ (Absence Request)

Document Status e.g. Sent, Withdrawn, Rejected


Initiator i.e. user who initiated the leave request

Next Agent i.e. next user to receive the request in the workflow process

e.g. the employee’s Line Manager

Last Changed On

Workflow Status e.g. Started, Completed.

For a full list of Leave Types and associated business rules refer to Job Aid TAFE Absence

Quota & Leave Taken Rules.xlsx



Application Simulation and Work Instructions HRP0007: View Employee Absence

Records

Job Aid TAFE Absence Quota & Leave Taken

Rules.xlsx

Leave Balance Updated

Once a leave application is approved by the Manager, the leave record is saved to SAP and

the employee’s leave entitlement balance in SAP is updated.


For quota driven leave types the quota deduction may not be at 100% of the absence hours

or days. Deduction rules have been configured as required in accordance to the DEC

Awards and Industrial Instruments.

For example, Permanent Full-Time employees are entitled to accrue hours towards an RDO.

The employees worked an 8 hour day and accrue 0.4 hours per day towards an RDO. The

daily work schedule rule in the employee’s HR Master Data Planned Working Time (IT0007)

reflects the 8 hours worked per day. However, when the employee has a full day absence,

the leave hours required to cover the day absence is the Award daily work hours of 7.6

hours (i.e. the relevant leave quota balance is debited for only 95% of their planned working

time). For the same employee, if the absence is not for a full day (e.g. 4 hours Sick Leave),

then the leave is debited at 100% of the hours taken.

Note: Where a Part-Time employee, on an Award that entitles the employee to accrue hours

toward a Rostered Days Off (RDO), is absent all leave hours will be debited from the

relevant leave quota balance at 100%.

Long Term Leave and Entry on Duty

Long Term Leave is a continuous approved absence of greater than 3 months, comprised of

either a single leave request or multiple leave requests.

Employees on long term leave will be flagged in SAP to ensure salary payments do not

resume prior to the confirmation of the employee’s return to work. This process is referred to

as Entry of Duty.

The Entry on Duty process is triggered as a result of approved Long Term Leave for unpaid

leave, sick leave, and leave types with sick leave as the reason code.

The following depicts the high level process.


Submit Leave

Record(s) for

Long Term

Leave

Create No Pay

Record

(IT0014)

Absence

Record

Transferred

(IT0573/IT2001)

Create

Monitoring of

Tasks Record

(IT0019)

Approve

Long Term

Leave

Entry on Duty

Recorded

(IT0014)

UWL Alert

received to

Confirm

Entry on Duty

Process

Payroll

The following details the process steps automated in SAP to manage the Entry on Duty

Process due to Long Term Leave.

1 Long Term Absence in SAP:

Approved Leave record(s) for unpaid leave, sick leave and leave types

with sick leave as the reason code are transferred from SAP Portal to

Absences for PS infotype (IT0573). The absence record(s) exceed a

continuous period of 3 months.

2 Create Monitoring of Tasks Record:

SAP creates a Monitoring of Tasks infotype (IT0019) subtype Return

from Long-Term Leave (STy 11) record for the Employee on the next

working day after the continuous leave period.

3 Create No Pay Record:

SAP creates a Recurring Deduction/Payment infotype (IT0014)

subtype No Pay (WT 9500) record on the next working day after the

continuous leave period. Payments to the Employee will be ceased

whilst this record is current.


4 UWL Alert to Line Manager:

Entry on Duty workflow item sent to the Employee’s Line Manager, based

on the monitoring of task date. The link in the work item allows

confirmation of the Entry on Duty. If the Employee does not enter on duty,

the Entry on Duty form is forwarded to the relevant HR Administrator.

5Entry on Duty Confirmed:

On confirmation of the employees return to duty via the UWL work item,

the Recurring Payments/Deductions infotype (IT0014) record for

wagetype No Pay (WT9500) is end dated.

6 Payroll Processing Recommenced:

The employee has resumed work following long term leave and payroll

processing is recommenced.

Create and Maintain Leave Records

HR Administrators can create and maintain leave records directly in SAP.

HR will be required to support the processing of leave transactions in SAP for the following

leave types and processes:

create/amend legacy absence history

create and amend employee leave quotas

process adjustments to TAFE Agreed Periods of Non-Attendance


process maternity, adoption and parental leave

process part year employment

process industrial stoppage absences

process accident/damages leave and Workers Compensation

establish a purchased leave agreement

process and execute leave advance payment

process leave cash out.

In addition, there will be ad-hoc requirements for HR Administrators to create and maintain

employee HR Master Data records directly in SAP.

When creating and maintaining leave and absence records directly to SAP, HR

Administrators should be aware that business rule validations will not exist in SAP to validate

entries and prompt users.

Note: Business rule validations do not exist in SAP. HR Administrators should

pay close attention to business rules and ensure the employee meets required

business rules prior to creating or amending a leave or absence record.

CAUTION: HR Administrators should only ever create, amend or delete

Absences in SAP via Absences for PS infotype (IT0573) and never directly to

Absences infotype (IT2001). SAP will dynamically update Absences infotype

(IT2001).

Creating or updated leave directly in Absences infotype (IT2001) will result in

the infotypes being out of sync. Infotype Absences for PS (IT0573) is read by

SAP Portal to display approved absences in ESS/MSS, but Absences infotype

(IT2001) is used to validate the entries in ESS when a leave request is

submitted. Errors will result if the leave records are not aligned through these

two Absence infotypes.


The HR Administrator can view employee confidentiality indicators through Company

Instructions infotype (IT0035) in the employee’s HR Master Data. In addition, a system

message will be triggered when the HR Administrator accesses any HR Master Data

Maintenance options in SAP. For leave requests that are entered by the HR Administrator

directly to SAP ECC via Absence for PS infotype (IT0573) existing manual consultation

processes should be followed where a flag is identified.

Create/Amend Legacy Absence History (IT9573)

Immediately prior to SAP go live all absence history recorded to the legacy payroll system,

will be migrated to SAP Absence History infotype (IT9573).

Additionally, leave quota balances as at SAP go live are extracted and then loaded to SAP.

The following depicts an overview of the Absence History infotype (IT9573).

There will be instances where this migrated absence history will need to be changed through

creation or amendment of an Absence History record in SAP.

The following scenarios will require a change to Absence History:

Absence immediately prior to go-live

Employee has an unplanned absence immediately prior to SAP go-live. The

employee returns to work post SAP go-live and has a leave application approved for

the period of absence.


Absence spanning go-live

Employee has an absence recorded in the legacy payroll system for the date or days

immediately prior to SAP go-live. The employee absences are migrated to SAP.

The employee is absent on the first day after the SAP go-live.

The aforementioned scenarios cannot be resolved in the legacy payroll system.

The Absence History and if required the associated leave quota, for quota-driven absences,

are to be corrected in SAP. Also to be corrected or created are any time transfer

specifications that are needed to ensure leave quota accruals transfer to an entitlement as at

key anniversary dates.

Where an employee has a period of unpaid leave applied retrospectively for an absence

prior to SAP go-live and this period of absence will impact the anniversary dates (e.g. 7 and

10 year anniversary dates), the HR Administrator must create or amend the Time Transfer

Specifications infotype (IT2012) records.

The following depicts the high level process where a change to the migrated employee

absence history in SAP is required.

Paper-based

Leave Application

Approved for Absence

period prior/spanning

SAP go-live

NoReview migrated

Absence History

In SAP IT9573

Trigger

No

Yes

Leave Adjoining

Absence History

Record?

Create New Legacy

Absence Record

In SAP IT9573

Amend Existing

Legacy Absence

Record

in SAP IT9573

Create Quota

Correction for Quota

Driven Absence Type

via SAP IT2013

Process Pay

Correction

via IT0015

The following is a detailed process to change employee absence history based on two (2)

possible chronological scenarios.


Scenario 1

Employee is absent both prior to and spanning a potential go-live date:

Pre-Go Live

Sick leave without MC on 17.07.2013 - Absence is recorded to legacy

Sick leave without MC on 18.07.2013 – NO record in legacy

SAP Go-Live

Absence records, including 17.07.2013 Sick Leave without MC, extracted and

migrated to SAP Absence History (IT9573).

The following depicts the absence record created in IT0573 for 17.07.2013:

Post SAP Go-Live

Employee has sick leave without MC retrospectively approved via a paper-

based Leave Application form (i.e. not using SAP Portal) for the period

18.07.2013.

Review migrated

Absence History

In SAP IT9573

REVIEW MIGRATED ABSENCE HISTORY


Amend Existing

Legacy Absence

Record

in SAP IT9573

AMEND EXISTING LEGACY ABSENCE RECORD

HR Administrator reviews existing Absence History and amends existing record

for absence on 17.07.2013 to reflect a 2 days absence from 17.07.2013 to

18.07.2013.

Note: Use the SAP Maintain Text feature record the details of the amendment

to the migrated Absence record data.

Note: The amendment of the following fields in the following screen shot:

1. End Date: 18.07.2013

2. Absence Days: 2.00 (i.e. increased from 1 day absent)

3. Payroll hours: 14.00 (i.e. add 2nd day absence of 7 hours)

Note: Legacy Absence History (IT9573) records when for Unpaid

absence types need to be entered day by day i.e. one absence

record per day of absence) and cannot be entered across a date

range. This is to support processing of specific TAFE business

rules where a number of days of unpaid leave must be

determinable.


CAUTION: Absence History (IT9573) records cannot be validated

by SAP against the employee work schedule or business rules etc.,

as this legacy data has not been migrated to SAP. Use caution

when entering absence days and payroll hours. Manual checks

against legacy data must be performed to confirm the employee’s

work hours relevant to the absence. The payroll hours indicate the

hours an employee has been debited for the respective absence

type.

Create Quota

Correction for Quota

Driven Absence Type

via SAP IT2013

CREATE QUOTA CORRECTION

The employee, in having a 2nd day of absence, has utilised an additional 7

hours of their available leave quota. The leave quota migrated to SAP from

Legacy Payroll needs to be reduced by 7 hours, now utilised by the 2nd day of

absence.

HR Administrator processes a quota correction via Quota Corrections infotype

(IT2013) dated as at the SAP Go-live date (i.e. in this example, 19.07.2013) to

reduce the employees leave quota by the amended absence hours (i.e. in this

example reduce leave by 7.00 hours).

Note: For more information on the amendment of an employee leave quota,

refer to Application Simulation HRP0007: Amend Leave Quota Entitlement

Process Pay

Correction

via IT0015

PROCESS PAY CORRECTION

If the absence type is for an unpaid leave type and the employee has been

previously paid for the period of absence, the HR Administrator must process a

payroll adjustment to recover the wages/salary paid for the day or dates of the

absence.


The HR Administrator will need to manually calculate the gross value of the

resultant salary deduction and create a record for this payroll adjustment in

Additional Payments infotype (IT0015) using either Adjustment – Taxable & Sp

(WT2093) for a leave type where superannuation was payable on the earnings

or Adjustment – Taxable & NSp (WT2094) for a leave type where

superannuation was not payable.

SAP will automatically update the employee YTD (Year to Date) earnings for

the current financial year.

Note: For more information on recoveries and overpayments, refer to the

HRP0010 Process Payroll course material.

Scenario 2

Employee is absent post the SAP Go-live on 19.07.2013.

Per the following screen shot, it is expected a leave request is submitted and approved for

Sick Leave without MC via SAP Portal Services of ESS and MSS and the absence record

transferred to SAP ECC and saved to Absences for PS infotype (IT0573).


HR Administrators execute Leave Reports to identify employee absence records on the day

and days following SAP go-live.

Note: Leave records could vary in the order they are created. HR Administrators must

execute reports to identify consecutive leave records despite the order created and in SAP

across IT0573 and IT9573.

Review migrated

Absence History

In SAP IT9573

REVIEW MIGRATED ABSENCE HISTORY

Amend Existing

Legacy Absence

Record

in SAP IT9573

AMEND EXISTING LEGACY ABSENCE RECORD

HR Administrators review the existing Absence History (IT9573) records for

each employee identified as having leave on the day or days following SAP go-

live. HR Administrators identify any migrated Legacy Absence History (IT9573)

of the same Leave type that abuts the Leave submitted for the day or days

following SAP go-live.

In this example, the HR Administrator identifies an abutting a leave record

migrated from Legacy Payroll to Absence History (IT9573) for Sick Leave w/o

MC the same leave type as the leave created in ESS.

HR Administrator selects to amend the abutting Absence History (IT9573)

record and selects the Consecutive days flag.

In the following absence screen shot the Consecutive days flag has been

selected:


Note: by flagging a record as consecutive days, SAP can apply

business rules regarding absence type limits across both legacy

and SAP leave records (e.g. employees may have no more than 3

days of Sick Leave without MC).

In the aforementioned example, having flagged the Absence History (IT9573)

as Consecutive days, the employee is now unable to enter a further day of sick

leave without MC via ESS; as the Absence History (IT9573) and Absences for

PS (IT0573) records together meet the maximum allowable absences for Sick

Leave without MC.



Application Simulations and Work

Instructions

Create and Amend a Legacy Absence Record

(PA30)

Amend Leave Quota Entitlement (PA61)

Resolve Payroll Overpayment or Recovery (PA30)

Run a Payroll Simulation (PC00_M13_CALC_SIMU)



Job Aids HRP0010: Process Payroll User Guide

Create/Amend Employee Leave Quotas

Leave or Quota Accrual varies significantly from award to award and have varying legislative

requirements that need to be met. SAP evaluates an employee’s HR Master Data, including

the data that determines their relevant Award or Employment Conditions, to generate the

correct quota accrual.

Additional award and pay conditions that will also be considered by SAP:

Western Division employees, who accrue additional recreation leave

Part time employees who will accrue leave on a pro-rata basis

recording of particular absence types for an employee, that impact leave accrual (for

example, Unpaid Leave and Accident Leave).

Leave Quotas are calculated daily based on a working day for the employee. This ensures

accurate, up-to-date leave quota hours providing easy movement from one job role to

another.

Leave types that are granted to employees on a Defined Date or after a Defined Period will

be granted on the actual due date as this also ensure leave quota records are up-to-date on

a day to day basis.

While all Leave Quotas will be generated by SAP in hours and displayed as such in SAP

ECC, Long Service Leave quotas will be displayed in days in ESS.

Quota Sharing

Quota Sharing is not relevant for TAFE. Each personnel assignment will accrue leave

quotas as per the relevant Award or Industrial Instrument and these leave quotas cannot be

used across assignments.

Create Leave Quota Entitlement

For new employees hired directly to SAP, or Staff Movements processed in SAP, required

leave quotas are automatically created by configured Personnel Actions (PA40) or

Onboarding processes. For more information on On-boarding and Staff Movement


processes and procedures, refer to course HR: Onboarding and Staff Movements

(HRP0005).

However there will remain instances where a HR Administrator will need to manually create

a leave quota.

Awards and/or DEC business rules make provision for employees to make application for

some leave quotas, such as Study Time, and also apply for quota recognition (e.g.

recognition of prior government service).

For more information on the Prior Service Recognition process refer to HRP0006 Managing

Employee Data user guide.

Like the Maternity/Adoption and Parental Leave process, applications for such leave types

and quota recognitions are managed up to the point of approval. Once the employee’s

entitlement to leave has been assessed and their application approved, an HR Administrator

will need to manually create the approved Absence Quota directly in SAP ECC through HR

Master Data maintenance.

Create Absence Quota Infotype (IT2006):

select to Create an Absence Quota

select the Absence Quota Subtype

nominate the Start Date and End Date for the Absence Quota.

As these leave quotas and quota recognitions are not an automatic employee entitlement,

Absence Quotas need to have a number of Quota Hours defined.

By manually creating approved Quota hours, an employee can then use the standard Leave

Request process to apply for these leave hours via Employee Self Service (ESS).

Create Leave Quota =

Absence Quotas Infotype (IT2006)

E.g. Study Time Absence Quota




Application Simulation and

Work Instructions Create Leave Quota Entitlement (PA61)

Job Aids TAFE Absence Quotas & Leave Taken Rules.xlxs

HRP0005: Onboarding and Staff Movements

HRP0006: Manage Employee Data

Amend Leave Quota Hours

Adjustment of employee Leave Quota hours are processed through an employee’s HR

Master Data record, through time infotype Quota Corrections (IT2013).

Initial Leave Balances for each employee will be extracted from the relevant legacy Payroll

system, and the data uploaded into SAP to the Quota Corrections Infotype (IT2013).

These initial leave quota hours, and any future leave quota adjustments recorded to the

Quota Corrections Infotype (IT2013), are referenced in the processing of Time Evaluation to

generate and maintain ongoing total employee entitlement balances.

The following depicts the four key fields relevant to creating a quota correction using the

Quota Corrections (2013) infotype.


Absence Quota Type:

Select the Absence Type to be corrected

Quota Number:

Enter the correction amount in hours (e.g. 20)

Generated Entitlement:

Select to Increase, Reduce or Replace the Generated Entitlement by the hours

entered to the Quota Number field.

Increase:

Use this option to increase the Generated Entitlement on the date of the

record, by the hours entered to the Quota Number

Reduce:

Use this option to reduce the Generated Entitlement on the date of the


record, by the hours entered to the Quota Number

Replace:

Use this option to replace the Generated Entitlement of the Absence Type

of the date of the record, with the Quota Number

Note: Use the SAP Maintain Text feature to record reasons for the

quota correction, and the persons approving the change.

For information on the Generated entitlement refer to the Quota Overview (PT50)

section in this training module.

Transfer Time:

Select “Only transfer quota correction immediately” to update the employee’s

quota balance.

Note: the Leave Quota Transfer Times are described as follows:

Do not change transfer time:

When this option is selected the Quota Number hours entered to the

Quota Correction record are not Transferred until the time which normally

Time Evaluation transfers the data to the Leave Quota (IT2006).

Transfer collected entitlement immediately:


Quota Correction record AND the Leave Quota entitlements accumulated

in Time Evaluation, are transferred to the Leave Quotas (IT2006)

infotype. The entitlement and the correction hours are transferred after

Time Evaluation is next run for this employee.

Only transfer quota correction immediately:


Quota Correction record are transferred to the entitlement in Leave


Quotas (IT2006). The correction hours are transferred after Time

Evaluation is next run for this employee.



Application Simulation and Work

Instructions Amend Leave Quota Entitlement (PA61)

Job Aids TAFE Absence Quotas & Leave Taken

Rules.xlxs

Part-Time Casual Teachers - LSL Payments and Sick Leave Accrual

HR Administrators are required to create a rate for payment of Long Service Leave for TAFE

Part-Time Casual Teachers (PTCT). The following outlines the process for processing rate

of payment for PTCT Long Service Leave.

1. HR Administrators must use Leave Reports to identify TAFE PTCT employees with an

approved absence for Long Service Leave.

2. HR Administrators create a Recurring Payment/Deduction infotype (IT0014) record

using wagetype Highest pay rate – LSL (WT 9TWR) with the record Start and To dates

per the period of Long Service Leave.

3. Enter to the infotype record the rate per hours at which the PTCT employee should be

paid their Long Service Leave hours.

4. Simulate payroll to confirm accurate payment of Long Service Leave.

Part-time Casual Teachers (PTCT) accrue Sick Leave entitlements based on their hours

worked. However, during periods of Long Service Leave or when an employee is receiving

Worker’s Compensation payments, leave hours nor hours worked are able to be referenced

by SAP to generate the accrual of Sick Leave hours. PTCT employees are entitled to

accrue sick leave hours during periods of Long Service Leave and whilst receiving Workers

Compensation payments.


To support the accrual of Sick Leave quotas during these period, the HR Administrator

needs to manually convert the Long Service Leave or Workers Compensation day to the

equivalent hours per day. The following outlines the process for record to support the Sick

Leave quota accrual:

1. HR Administrators must use Leave Reports to identify TAFE PTCT employees with an

approved absence for Long Service Leave or Workers Compensation absences.

2. HR Administrators calculate the equivalent hours per day for each day of absence due

to Long Service Leave or Workers Compensation.

3. HR Administrator creates a Time Transfer Specifications infotype (IT2012) record using

subtype PTCT Sick Leave Accrual (Sty YSLC) and enters the equivalent hours for the

days of Long Service Leave or Workers Compensation.

The following depicts the infotype record.

4. SAP reads the Time Transfer specification infotype (IT2012) record in processing of

Time Evaluation and updates the accrual of sick leave hours for the days of absence in

accordance to the employee’s industrial instrument.

TAFE Agreed Periods of Non-Attendance

Agreed Periods of Non-Attendance total 11 weeks of paid leave, taken during TAFE Student

Vacation. TAFE Teachers working the standard educational year (i.e. will take Agreed

Periods on Non-Attendance in conjunction with TAFE Student Vacation) have the Agreed

Periods of Non-Attendance payments build into the Time Evaluation processing of SAP.


The following TAFE employee classifications are incorporated in to the time evaluation

processing of Agreed Periods of Non-Attendance:

TAFE Teachers

TAFE Head Teacher

TAFE Senior Head Teaching

Adult Literacy Officers

Disability Consultants


The following depicts the Planned Working Time (IT0007) infotype. Use the Additional Time

ID field to identify employees in these classifications who are working the standard

educational year. Employees in these classifications are represented by the Additional Time

ID TE:

Data Conversion and Agreed Periods of Non-Attendance

If a TAFE go-live occurs after the first week of Term 1 in the TAFE calendar year, then a

number of subtype records will be required to Time Transfer Specifications infotype (IT2012)

on conversion to SAP from legacy payroll.

The subtype records required are to provide SAP with sufficient information about each

TAFE Teachers’ and Disability Consultants’ working conditions in the TAFE year prior to the

go-live date.

SAP will reference these subtype records in time evaluation processing to accurately pay

and adjust payments of Agreed Periods of Non-Attendance throughout the remainder of the

standard educational year during the first year of SAP.

The following are examples of scenarios where having occurred in the TAFE year prior to

SAP go-live will result in additional subtype entries on Data Conversion to SAP infotype

Time Transfer Specifications:

Change in hours prior to go-live, but within the same TAFE year.


Weeks worked for average contract hours prior to go-live, but within the same TAFE

year.

Average contract hours year to date for average contract hours prior to go-live, but

within the same TAFE year.

Entry on duty part way through a term prior to go-live, but within the same TAFE

year.

Unpaid absence prior to go-live, but within the same TAFE year.

Weeks work year to date for average contract hours prior to go-live, but within the

same TAFE year.

Vacation weeks already paid prior to go-live, but within the same TAFE year.

The Time Transfer Specification infotype records flag SAP to commence time evaluation

processing of Agreed Periods of Non-Attendance and the necessary adjustments for

accurate payment of Agreed Periods on Non-Attendance for the remainder of the

educational year.

For more information on the Data Conversion specific Time Transfer Specifications (IT2012)

and processing refer to the Job Aid Guide to SAP Solution for TAFE Agreed Non-

Attendance.doc.

Time and Leave Events and Adjustments to Agreed Periods of Non-Attendance

Beyond the SAP Go-live data conversion, and the commencement of an employee in a role

entitled to agreed periods of Non-Attendance part way through the TAFE Educational Year;

other time and leave events will also require entries to Time Transfer Specification infotype

(IT2012). These time transfer specification records will trigger SAP time evaluation

processing of adjustments to the entitlement of TAFE Agreed Periods of Non-Attendance.

The following are examples of time and leave events that can result in SAP adjustments (or

continuation) of payments for TAFE Agreed Periods of Non-Attendance:

Change in Hours during the TAFE Educational Year

Staff Movement part way through the TAFE Standard Educational Year or Terms

Maternity/Parental/Adoption Leave at Half Pay during Agreed Periods of Non-

Attendance

Leave without Pay or Unpaid Absences

Employment Separation/Termination

The Time Transfer Specification infotype records are required for SAP to commence time

evaluation processing of Agreed Periods of Non-Attendance. Once flagged for processing


SAP will calculate the adjusted entitlements to Agreed Periods on Non-Attendance, for the

remainder of the educational year.

For a full listing and further information on the time and leave events that result in the

processing of adjustments for TAFE Agreed Periods of Non-Attendance, refer to the Job

Aids Guide to SAP Solution for TAFE Agreed Non-Attendance.doc and TAFE Agreed Non-

Attendance Rules.xlxs.

The following are some of the key time events and subtype record(s) to be created in Time

Transfer Specifications infotype (IT2012):

1. Staff Movement part way through TAFE Standard Education Year and/or Term:

Where an employee commences in a role entitled to TAFE Agreed Periods of Non-

Attendance part way through the TAFE educational year, HR need to ensure one or

both of the following subtype records are created to the Time Transfer Specification

infotype (IT2012):

ZEOY: EOD part way through year

This subtype is to be created where there has been a Staff Movement into a

role with a new entitlement (i.e. not previously entitled) to Agreed Periods of

Non-Attendance and the commencement date was part way through the

TAFE Standard Educational Year but at the commencement of a TAFE Term.

The time transfer specification should be created, with a number of 1.00.


ZEOD: EOD part way through term

This subtype is to be created where there has been a Staff Movement into a

role with a new entitlement (i.e. not previously entitled) to Agreed Periods of

Non-Attendance and the commencement date was part way through a term in

the TAFE Standard Educational Year. The time transfer specification should

be created, with a number of 1.00.

Note: Subtype ZEOD: EOD part way through term must exist in

conjunction with a ZEOY: EOD part way through year subtype record

(i.e. ZEOD subtype cannot exist alone).

2. Separation/ Death

During processing of a Personnel Action for employee separation or following the

death of an employee, HR need to create and save the following subtype record to

Time Transfer Specification infotype (IT2012):

ZASE Separation/Death Vac Pay

This Time Transfer Specification subtype is specifically used on the last day

of employment for TAFE employees entitled to Agreed Periods of Non-

Attendance. The subtype record should be saved with a start and end date

that are the same, namely being the last day of employment. The number

field should be populated with a value of 1.00 and saved.


Note: the Personnel Action for Separation will display the Time

Transfer Specification infotype (IT2012). If the IT2012 record is

saved, SAP will process a payout of the employee’s entitlement to

Agreed Periods of Non-Attendance. If the Time Transfer

Specification subtype ZASE record is not saved (i.e. skipped in the

action info group), SAP will not process payout of any employee

entitlements to Agreed Periods of Non-Attendance. The employee’s

entitlement to payout of Agreed Periods of Non-Attendance on

separation or death is in accordance to business rules.

3. Override SAP Adjustments to Agreed Periods of Non-Attendance

HR Administrators area able to over-ride the SAP calculation that have been

processed to adjust the employee’s Agreed Period of Non-Attendance entitlement.

HR Administrators can process an over-ride where it is determined that the employee

should receive full pay throughout an Agreed Period of Non-Attendance.

The following subtype can be used to override the SAP adjustments calculated:

ZCLR Clear TAFE Vac Counters

This Time Transfer Specification subtype is specifically used to clear all of the

time evaluation calculations that have been determined by SAP. The ZCLR


Clear TAFE Vac Counters subtype also prevents any adjustments being

generated out of time evaluation.

Typically this Time Transfer Specification subtype is to be created for the

duration of an Agreed Period of Non-Attendance (i.e. the start and end date

would reflect the Student Vacation period) and the value updated to 1.00.

This subtype applied in this manner would result in removal of all entitlement

adjustments and instead payment of the full Agreed Period of Non-

Attendance entitlement would be made to the employee.

Note: ZCLR Clear TAFE Vac Counters subtype will clear out ALL

of the historical values up to the point the time transfer specification

has been applied. All of the counters will start again (within the

same TAFE year), from the end of the ZCLR time transfer

specification

Analysing Adjustments to Agreed Periods of Non-Attendance Entitlements

HR Administrators will be required to analyse and confirm the accuracy of SAP processed

adjustment to the Agreed Periods of Non-Attendance entitlements for TAFE Teachers and

Disability Consultants. This is best achieved by reviewing the values that have been

referenced by SAP to determine the necessary adjustment.

The following details the tools available to HR Administrators to identify the values that have

referenced by SAP:

1. Time Balance and Time Wage Types Report:

The SAP standard Time Balance and Time Wage Types Report (transaction

PT_BAL00) can be run for respective employees for any period that time evaluation

has already been run for.

Daily Balances ZV00 - ZVZZ:

This report condition will display details around the counters that have been

calculated and stored for the employee. These counters are used in the

respective calculation for Agreed Periods of Non-Attendance (e.g. separation

payments, Entry of Duty Variation to payments, unpaid absence variations to


payments). The following depicts the execution of the Daily Balances Report and

result:


Time Wage Types 2600-2699 & 7069:

This report condition will display the wage types generated by time evaluation.

This wage types are then referenced in payroll processing to generate the

payment.

Only employees who have an adjusted Agreed Period of Non-Attendance

entitlement, as opposed to the full Agreed Period of Non-Attendance, will have

wage types generated. Employees entitled to the full Agreed Period of Non-

Attendance do not have wage types generated. Employees entitled to the full

Agreed Period of Non-Attendance receive standard salary, uninterrupted

throughout the period of Student Vacation.

The following depicts the execution of the Time Wage Types Report and result.

For further analysis of the SAP processing of adjustments to Agreed Periods of Non-

Attendance entitlements, the SAP processing logic can be analysed in the Time Evaluation

Report log.

For more information on running time evaluation and analysing the log, refer to the Job Aid

Guide to SAP Solution for TAFE Agreed Non-Attendance.doc.





Instructions

Process and Confirm Adjustments to TAFE Agreed

Periods on Non-Attendance (Various)


Job Aids Guide to SAP Solution for TAFE Agreed Non-

Attendance.docx

TAFE Agreed Non-Attendance Rules.xlxs

Process Maternity, Parental and Adoption Leave

The Maternity, Adoption and Parental Leave process will be managed offline from SAP with

only the approved leave application being recorded in SAP by a HR Administrator.

The HR Administrator creates the leave record(s) in Absences for PS infotype (IT0573) for

the relevant Maternity, Parental or Adoption Leave subtype(s) (e.g. full pay, half pay, or no

pay). The infotype record Start and To dates reflect the commencement and conclusion of

the leave period.

When Time Evaluation is executed, SAP will automatically consider unpaid Maternity,

Parental or Adoption Leave periods in the calculation of other leave type accruals and

determine the delay or extension of anniversary dates for the transfer of leave entitlements

(e.g. 7 and 10 year anniversary dates will be corrected accordingly).

The following describes the infotype and relevant subtype for Maternity, Parental and

Adoption Leave in SAP:


Maternity Leave record Absences for PS Infotype (IT0573)

Subtypes (STy 0520-0530)

Parental Leave Absences for PS Infotype (IT0573)




Adoption Leave Absences for PS Infotype (IT0573)


The following diagram depicts process steps that will be manual and offline from SAP versus

the final process steps performed using SAP.

Create Leave Record to

Employee HR Master Data

IT0573 Absences for PS

Review HR Master Data to

reconfirm eligibility

SAP ECC

6

7




Instructions Create and Amend an Absence Record (PA30)

Job Aids TAFE Absence Quota & Leave Taken Rules.xlsx


Process Part Year Employment

TAFE employees engaged to work for only part of the year will have an absence record

created on Hire/Rehire or Staff Movement to record the part year that the employee will be

absent from work. For more information on the recording of Part-Year employee absences

refer to the course HRP0005 HR: Onboarding and Staff Movements.

The following depicts the details recorded for a part year absence as part of the Onboarding

or Staff Movements process.


Part Year Absence

created in SAP and visible in SAP

Portal calendar

created on Hire/Rehire or Staff

Movement


Subtype Part Year Non-Attendance

(STy0136)


Subtype Part Year Non-Attendance

(Sty0136)




Instructions Create and Amend an Absence Record (PA30)

Process Industrial Stoppage Absences

Absences due to Industrial Stoppages cannot be recorded using the SAP Portal Services.

Record management of Industrial Stoppage absences by Managers or Workplace

Administrators will be an offline process to SAP.

An employee absence due to an Industrial stoppage is recorded directly to SAP, facilitated

by the HR Administrator and SAP Support.


The following is a high level overview of the process.

Confirm

Absences

Records

Created

Format

Electronic File

for SAP mass

record upload

Create

Absences to

IT0573

Submit

Request to

SAP Support

SAP Support

Absence due

to Industrial

Stoppage

Prepare offline

record of

Absence

Process

Payroll

The following details the process steps to create absences in SAP due to an Industrial

Stoppage.

1 Record of Absences:

HR to receive offline from Managers records of absences due to an

industrial stoppage for collation

2 Format Electronic File:

Prepare an electronic file (either CSV or XLSX file extension), in

consultation with SAP Support, in the required format to detail Absence

records that need to be created to SAP as a mass file upload. File to

be approved and provided to ITD/SAP Support for action.

3 Create or Maintain Absence:

ITD/SAP Support prepares file upload, in SAP referred to as an

LSMW, and processes record creation or amendment of an Absence

record to Absences for PS Infotype (IT0573) Subtype Industrial

Stoppage (STy0450) for the hours or days of the Industrial Stoppage.

4 Confirm Records:

On advice of successful LSMW file upload to SAP ECC Absences

Infotype (IT2001), undertake sufficient record analysis to ensure

accurate creation or update of Employee HR Master Data on mass.


Process Accident/Damages Leave and Workers Compensation

The end to end process to manage an employee work injury, from the point of injury to return

to work and/or financial compensation involves the leave and absence management

process, payroll processes and the processes of third party insurance providers. The

following provides a high level overview of the end to end process in managing an employee

work injury.

Injury sustained

Complete

Offline

Injury Form

Sick Leave with

MC reason

WC Pending

(IT0573)

WC Pending

Report received

by IMC Team

Injury Form

Sent to Allianz

for Assessment

Create Sick

Leave with MC

Absence reason

WC Pending

Calculate

PIAWE from

SAP Report

Absence Sick

Leave MC

updated to

Accident Leave

Allianz Claim

Determination

Received

Injury Management ConsultantAllianz

Accepts/Rejects

WC Claim

Absence

Reason Code

Updated to

WC Denied

Accepted

Allianz

Reviews

WC Claim

Claim Outcome

Advised

Denied

Create

WC Payment

and

WC Absence

Quota

Compensation

Requested

Top-up or Cash

Out Required

Employee

Payslip display

Top-Up or

Cash Out

In this course we will focus on the leave and absence management aspects of the end to

end process with the other aspects of the process covered in more detail in other HR

Training Courses (refer to the Performance Support Material references).


The following details the process steps relating to the management of leave and absence as

a result of an employee injury:

1. Create Sick Leave with MC Absence reason WC Pending:

The employee or Line Manager, create a Sick Leave with Medical Certificate

absence record. The reason for the absence is to be selected as Workers

Compensation pending (WC Pending).

2. Sick Leave with MC reason WC Pending (IT0573):

The approved absence for Sick Leave with MC (reason WC Pending) is saved to

Absences for PS infotype (IT0573) and dynamically copied to Absences infotype

(IT2001).

3. WC Pending Report received by IMC Team:

SAP will automatically generate a daily report to identify any absence records with a

reason code of WC Pending that were created more than two (2) weeks ago. This

report will be sent as a notification to the Injury Management Consultants Team so

that the pending Worker’s Compensation claim can be followed up.

4. Calculate PIAWE from SAP Report:

The Injury Management Consultant can execute a custom report detailing the

employee’s historical earnings in order to calculate PIAWE as required under

Worker’s Compensation legislation. The report will detail actual payments made to

the employee per pay period. Historical earnings will not be included to this SAP

report unless legacy payroll data has been migrated to SAP.

5. Absence Reason Code Updated to WC Denied

On advice from Allianz Insurance that a Worker Compensation claim has been

denied, the Injury Management Consultant requests the HR Administrator to change

the absence record in Absences for PS infotype (IT0573). The reason code selected

against the Sick Leave with MC record is to be updated to WC Denied to reflect the

Workers Compensation claim being denied.

6. Absence Sick Leave MC Updated to Accident Leave

Note: Migration of historical earnings data is not currently in scope for TAFE as this data is not available. Access to legacy earnings reports or data will be required to support this process step.


On advice from Allianz Insurance the a Worker Compensation claim has been

accepted/approved, the Injury Management Consultant requests the HR

Administrator to change the absence record in Absences for PS infotype (IT0573).

The Sick Leave with MC leave record is change to Accident Leave. This reflects that

the Workers Compensation claim has been accepted.

7. Claim Outcome Advised

The employee’s Line Manager can view the amended reason code for denied claims,

and amended leave type for accepted claim via Manager Self Service in the Team

Calendar.

Note: Line Managers can view the leave type reason by hovering over the leave type

record in the MSS Team Calendar.

8. Create WC Payment and WC Absence

Once delivered in SAP, an interface from SIMS to SAP will automatically create

Workers Compensation PIAWE payment(s) to Additional Payments infotype (IT0015)

and Workers Compensation Absences in Absences for PS infotype (IT0573); based

on the Allianz Insurance claim advice and the employee’s injury assessments. The

data to support this interface is maintained by the Injury Management Consultant in

SIMS.

As an interim solution the Workers Compensation PIAWE payment(s) must be

manually created in SAP to Additional Payments infotype (IT0015) and Workers

Compensation Absences in Absences for PS infotype (IT0573).

9. Top Up or Cash Out Required

The Injury Management Consultant liaises with the Injured employee and records in

SIMS any requirement for leave balances to be cashed out to top up the employee’s

PIAWE payment to the level of their normal fortnightly earnings.

Once delivered in SAP, the SIMS to SAP interface automatically creates a Quota

Compensation (IT0416) record. SAP will automatically calculate the number of hours

to cash out in order to top up the employee’s PIAWE payment to the level of their

normal fortnightly earnings.


As an interim solution, the Injury Management Consultant will inform the HR

Administrator of the employee’s request to cash out leave (per Step 10 that follows)

and the HR Administrator is to manually process the Quota Compensation (IT0416).

The calculation of hours to be cashed out that will satisfy the value of the top up

required, will be a manual process.

10. Cash out Leave Requested

The Injury Management Consultant is to inform the HR Administrator of the

employee’s request to cash out leave in order to top up their PIAWE payment.

As an interim solution, until the SIMS to SAP Interface is delivered, the HR

Administrator is to manually create a Quota Compensation infotype (IT0416) record

to cash out leave. The calculation of hours to be cashed out in order to satisfy the

value of the top up required, will be a manual process.

Note: Use the SAP Maintain Text feature to record the reason for the leave

compensation and the calculation used to determine the hours to be cash out.

For more information on cashing out leave using Quota Compensation infotype

(IT0416) refer to the Application Simulation and Work Instructions Cash Out leave

(PA30/PT50).

11. Employee Payslip Displays Top Up or Cash Out

Time evaluation and payroll processing will result in the payment of leave cashed

out, Worker’s Compensation Payments and Worker’s Compensation Absences. The

employee will continue to receive payslip advice of payments made.

The leave type and total hours cashed are detailed on the payslip (e.g. Recreation

Leave Cash Out, 10 units (hours) @ the rate of $49.7615).




Instructions

Create and Amend an Absence Record (PA30)

Cash Out Leave (PA30/PT50)


Process Purchased Leave Agreement

Purchased Leave records need to be processed in SAP where an eligible employee has

requested and been approved to enter into a Purchase Leave Agreement.

The application by an employee and approval by the Line Manager (and the employee

Performance and Conduct Unit if required) to enter into a Purchased Leave Agreement, is

an offline process.

The following depicts the high level process of the Purchased Leave process.

Submit Offline

Purchased Leave

Agreement

Application

Create

Reminder to

Reconcile

Deductions

(IT0019)

Create

Absence for

Purchased

Leave (IT0573)

Create

Deduction for

Purchase

Leave Value

(IT0014)

Review/Approve

Offline

Purchased Leave

Agreement

Reconcile

Deductions

and Process

Adjustments

(IT0014)

The followings details the process steps to establish an approved Purchased Leave

Agreement in SAP.

Create Absence for Purchased Leave:

Create an absence record in Absences for PS Infotype (IT0573) subtype Purchased Leave (STy0140), for the period(s) of purchased

leave to be taken by the Employee during the 12 month Purchased

Leave Agreement.

1Establish Purchased Leave Agreement


Create Deduction for Purchased Leave:

Create a deduction record to Recurring Payment/Deductions Infotype

(IT0014) to recover the gross value of the Purchased Leave over at 12

months period.

Establish Purchased Leave Agreement

2

Create Reminder to Reconcile Deduction:

Create a task reminder to Monitoring of Tasks infotype (IT0019) to

trigger a review and reconciliation of the deductions taken at least one

month prior to the end of the 12 month Purchase Leave Agreement.


3

Reconcile Deductions and Process Adjustments:

Reconcile the total deductions against the total value of the leave taken

and process any adjustments to final deductions in Recurring

Payment/Deductions infotype (IT0014).


4



Instructions Establish Purchased Leave Agreement (PA30)

Job Aids HRP0006: Manage Employee Data

Process and Execute Leave Advance Payment

Advance Leave Payment process enables employees to be paid in advance for certain leave

requests. The employee receives the payment from future payroll period(s) into the current

payroll period.

Although a leave in advance request is initiated by an employee via an ESS leave request,

there is a subsequent process HR need to execute to enable pay in advance.


Only those absence types that could be taken on their own and paid in advance, will allow

employees to select the “leave advance payment” flag in their leave request.

The following depicts the high level process.

Flag Leave

Request for Leave

Advance Payment

via ESS

Execute Leave

Advance

Program

HR

Administrator

receives UWL

Notification

Review Leave

Record and

Flag abutting

Records

Leave Request

Approved

Simulate Pay

to Confirm

Leave Advance

Payment

The following details the process steps in SAP.

Notification:

HR receives SAP Portal UWL notification for approved leave request

flagged by Employee for leave advance payment.

Leave Advance Payment

1


Review Request:

HR evaluates the leave record for pay in advance for eligibility

HR identifies abutting leave records (e.g. RDO, flex leave and

banked time) that will form part of the leave advance payment

HR amends existing leave records in SAP as required, to flag abutting leave records and ensure leave flagged for leave advance

payment meet the eligibility criteria for payment:

E.g. Flag a Flex Leave record for pay in advance

E.g. Split a Recreation Leave record by amending the first record

and creating a second leave record where the Recreation Leave

end part way through a pay period so that only that period of leave

that spans a full pay period(s) is flagged for pay in advance.

2


3Execute Advance Pay Program:

HR Administrators execute SAP Leave Advance Payment Calculation for Australia (PC00_M13_LVAP_PS) per Employee

using the Employee’s respective absence dates

Leave Advance Payment program can be executed anytime during

the pay period but must be processed prior to payroll being finalised on the Monday before payday,


Execute a Payroll Simulation:

To confirm successful processing of the leave advance payment

simulate pay for the period of the advance – ensure leave being paid

in advance

simulate pay for period in which leave to be taken – ensure no

payment of leave paid in advance

4Leave Advance Payment

CAUTION: Without running the Leave Advance Payment Calculation Program,

an employee will not be paid in advance in the current payroll period.


The following system rules will apply, in addition to business rules, regarding Leave in

Advance payment:

1. Complete Pay Periods:

Leave in advance should only be processed for payment for complete payroll periods where

an employee is on leave.

For example, an employee commences leave Monday prior to pay day for two weeks. As

the leave covers two incomplete pay periods (four days in pay period one; and six days in

pay period two) they will not be eligible for payment in advance.

2. Financial Year Splits:

Where a period of leave spanning more than one (1) payroll period and split across financial

years, the employee can request the payment in advance also be paid across financial

years. The HR Administrator execute the Leave Advance Program for the leave period and

the Leave Advance Program will pay the employee for the leave up to the end of the current

financial year in the current pay, and when the payroll gets to payroll period 01.YYYY (where

YYYY is the respective subsequent financial year), the remainder of the advance leave

payment will be automatically generated. The HR Administrator does not need to execute

the Leave Advance Program again for the subsequent payment in the new financial year.


3. ESS Application for Advance Leave Payment:

An employee is able to flag a leave application for Leave Advance Payment via ESS for

leave types supported by SAP Portal services. However, a restriction is applied to ensure

employees only apply for leave in advance for absence types that can be processed as

leave in advance on their own.

For example, Recreation Leave can be paid in advance on its own, so it will have the

advance payment flag available for selection in ESS. Whereas Flex Leave cannot be paid in

advance on its own, so the advance payment flag cannot be flagged in the ESS leave

application. Note that the same logic applies to the “split across financial year” flag.

Due to this restriction on employees in the Portal, per process step 2 above, the HR

Administrator needs to consider any leave records that the employee has submitted that

abutting the leave record that is flagged for leave advance payment, and flag these records

directly in SAP. For example, the employee has 9 days Recreation Leave flagged for leave

advance payment via ESS, with 1 day RDO abutting to fulfil the complete pay period

requirement. The HR Administrator flag the approved RDO absence via Absences for PS

infotype (IT0573) for leave advance payment also.

4. Advance Leave Payment & Public Holidays:

Where public holidays form part of the leave advance pay period, the public holidays will be

picked up for payment by the leave advance pay program and processed for payment in

advance.


5. Eligible Leave Types:

The following leave types can be paid in advance to eligible employees, subject to DEC

business rules:

Leave Types for Pay in Advance

Recreation Leave full and half pay Adoption leave full and half pay

Annual Leave Maternity leave full and half pay

Purchased Leave Parental leave full and half pay

Rostered Day Off Flex Time

Extended Leave full, half, double pay Leave in Lieu

Long Service Leave Banked Time



Instructions

Create and Amend an Absence Record (PA30)

Process and Execute Leave Advance Payment

(PC00_M13_LVAP_PS)


Process Leave Cash Out

Eligible employees are entitled to request or receive payment of an existing leave balance as

an additional cash payment rather than for leave taken.

In some instances the cash out of leave will be automated by SAP. Alternately, where

eligible an employee needs to request cashing out of leave or the HR Administrator needs to

action cashing out of leave on a defined leave expiration date.

The following list details the circumstances where cash out of leave accrued can be

requested or is required:


Required/ Manual Process

o Employees with an award entitlement to Leave in Lieu hours that accrue at an

entitlement rate of one hour leave in lieu for each hour worked, have any

residual Leave in Lieu hours as at the leave expiry date paid out at overtime

rates. These Leave in Lieu hours are to be cashed out manually by the HR

Administrator. For more information on Leave in Lieu hours and the manual

process to cash out Leave in Lieu hours refer to the HRP0004 Time and

Attendance User Guide.

Required/ SAP Automation

o Employees within a classification that entitles them to Leave in Lieu hours

that accrues at overtime rates will be automatically cashed out any residual

Leave in Lieu hours, as at the expiry date. No HR Administrator intervention

is required

When SAP automatically cashes out a leave balance, the quota balance

visible to the employee is not reduced (as opposed to when a quota balance

is paid out manually via infotype 0416 (quota compensation), when the

balance is reduced).

The leave quota hours are not reduced as SAP reads the quota balance in

the automatic calculation of the employee’s cash out leave payment.

The cashing out of the balance of hours is confirmed to the employee on their

payslip in the fortnight relevant to the expiration of the hours.

Note: Do not manually adjust or nullify the hours cashed out. If

manually corrected the payment of these cashed out hours will

be reversed and a retrospective recovery of the payment made

will be processed.

Requested by Application/ Manual Process

Western Division employees may request the cash out of the additional five

(5) days per year Recreation Leave

seven-day shift employees may request the cash out of the additional five (5)

days per year Recreation Leave


Senior Executive Service (SES) Officers in accordance to their respective

Employee Contracts

The following describes the manual process for cashing out employee leave on request in

SAP.

Check Entitlement:

check the employee meets the business rules for cashing out of

leave and has not cash out the same leave under the same

conditions previously (e.g. 7 day shift rotating employee applies to

cash out 5 days additional recreation leave, having already cashed

out this period of leave for the same annual period)

confirm sufficient leave balance accrued for the leave cash out

Cash Out Leave Process

1

Process Quota Compensation:

create a Quota Compensation (IT0416) record in SAP for leave type

and hours being cashed out.

2Cash Out Leave Process

3Cash Out Leave Process

Confirm Leave Quota:

use Quota Overview (PT50) to confirm the Quota Compensation has

reduced the Remaining leave hours and increased the Compensated

hours accordingly for relevant leave type.

Cash Out Leave Payment:

cash out leave payment will be processed in the pay period relevant

to the date of the Quota Compensation (IT0416) record.

simulate the employee’s pay for the relevant pay period to confirm

payment of the leave cash out.

Cash Out Leave Process

4




Application Simulation and Work

Instructions

Cash Out Leave (PA30/PT50)

Run a Payroll Simulation

(PC00_M13_CALC_SIMU)

4.20 Leave and Absence Reporting

Employee

creates Leave

RecordTrigger Manager

Approves or

RejectsLeave saved

to SAP ECC

Adhoc Record

Analysis and

Reporting

The following reports are available in SAP for Leave and Absence Reporting:

Leave Overview Report

RPL (Reduced Pay Leave)

Sick Leave without MC Monitoring


Employee Leave Summary by Cost Centre Report

Excess Personal Leave Taken Report.

Note: Actual reports available are pending completion.

Leave Overview Report

The Leave Overview Report provides a summary of employee leave taken. The report can

be used to identify leave taken for purposes including Trade Union courses and sick leave

taken for specific reasons, for example.

This report is available via SAP and MSS.


RPL (Reduced Pay Leave)

The RPL or Reduced Pay Leave Report provides a summary of employee absences with an

absence type of Leave without Pay.


Sick Leave without MC Monitoring

The Sick Leave Monitoring process includes the identification of an employee with excessive

days or instances of sick leave without provision of a medical certificate.

The Sick Leave without MC Monitoring Report assists HR Administrators and Line Managers

identify employees who need to be monitored regarding future absences that are booked

without provision of a medical certificate. Leave days or instances are reviewed in

accordance with the employee rules that are set based on the employee grouping.

Whilst available for use on an Ad-hoc basis for all employee groups, the Sick Leave

Monitoring Report is executed once yearly specifically for TAFE Permanent Teaching Staff

to identify employees that have had more than five (5) unsupported Sick Leave without MC

absences in the year. These report results are to be:

emailed in an exported MS Excel file as an email attachment to the location HR

Administrators

individual employee report results are emailed as a PDF email attachment to the

employee’s Line Manager

results are transferred from the MS Excel CSV file attachment to the master Sick

Leave Monitoring spreadsheet.



The Unauthorised Absence Report provides a summary of Unauthorised Absence records

(STy 0705) that have been generated by SAP as a result of a non-attendance record that

remained unexplained by a corresponding approved absence record, 21 days post the date

of the non-attendance.



Employee Leave Summary by Cost Centre Report

The Employee Leave Summary by Cost Centre Report displays an overview of the Leave

Entitlements and Leave Taken for employees against a nominated cost object. The report

allows HR to query leave balances at employee level.

This report is available via SAP only.

Excess Personal Leave Taken Report

The Excess Personal Leave Taken Report is used to monitor excess employee Sick Leave.

The report will identify any employee with total Sick Leave absences of greater than 38

hours.

Sick Leave subtypes included to this report include:

Paid and Unpaid Sick Leave Subtypes (with and without Medical Certificate)

Carer's leave

Notification leave

This report is available via SAP only.

Note: HRP0012 SAP HR Reports eLearning course provides information on how to

generate HR/Payroll Reports in SAP. Refer to this course for information on how to execute

reports, create and save variants, and perform report functions.




Instructions

HR Reporting: Run Standard SAP Report

HR Reporting: Format Report Layout

HR Reporting: Create Input Output Variant

HR Reporting: Download Report to MS Excel

HR Reporting: Run Report in Background

Jobs Aids List of Available SAP Reports


5. Course Summary

Having completed this course, you will be able to:



list the key terms and concepts of the leave and absence process

describe the key process steps in the Leave and Absence Management process




created and amended


and balances



Absence records





agreement in SAP


to cash out leave


Pay Program


list the available Leave and Absence reports and describe

the use and access availability.

Further Information

Learning Management and

Business Reform

Level 5 727 George Street,

Sydney NSW 2000

http://detwww.det.nsw.edu.au/lmbr

© July 2013

NSW Department of Education and Communities