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Thread: Topic 36: Absence Valuation

  1. #11
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    Define day rules

    >>
    In this IMG activity, you define the day rules that you can use when forming counting classes when valuating an absence using averages or constants.>>
    Day rules allow you to form counting classes or wage types based on the following conditions set for the day of an absence:>>

    • Public holiday class or day type of current day or previous day?>>


    • Weekday?>>


    • Does the employee's personal work schedule for the current or previous day show planned hours?>>

    You can specify several different conditions for a day rule, and assign them sequential numbers. The R/3 System runs through the numbers in consecutive order until it finds a condition that is fulfilled.

    >>
    Example

    >>
    1. If your employees are absent due to illness on a public holiday, you do not want to pay them the usual rate for public holidays, but the standard rate for a normal workday.>>
    In the IMG activity Valuate absences by constants/averages, you store two wage types for the absence valuation rule Sickness/Cure. You then assign the wage types the appropriate day rules.
    The R/3 System then chooses the appropriate wage type according to the day of the absence.>>

    2. You want to group absences on non-working days in counting class 11, and absences on workdays in counting class 12.
    You create the day rules AT (workday) and AF (day off) to determine the conditions set for the day:

    AT - On workdays


    So that the counting class is only formed on workdays, two conditions must be fulfilled. You store these conditions in a rule without a sequential number:>>

    a) The day assigned is day type BLANK>>
    b) There are planned hours stipulated for the employee for this day, either:>>

      • A valid daily work schedule with planned hours > 0, or>>


      • A time substitution>>

    Remember: Making specifications for just one of these conditions is not sufficient to determine a workday. If a day is assigned the day type BLANK, the decision as to whether or not the employee must work is made on the basis of the planned hours in the work schedule (are there planned hours specified for the employee on the day in question or is the daily work schedule OFF). Therefore, the planned hours in the daily work schedule must be queried as well as the day type.

    >>
    AF - On days off


    Days off can be characterized by two different conditions that you represent by assigning the sequential numbers 01 and 02 to day rule AF:>>
    a) Sequential number 01: The day is assigned day type 1>>
    b) Sequential number 02: There are no planned hours specified for the employee on the relevant day>>


    Standard settings>>
    There are already day rules defined in the standard system. The name range reserved for customers is A-Z.>>


    Activities>>Advertisement

    1. Check whether the standard day rules cater to your requirements.

    >>
    2. Define new day rules if required.

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    3. To define a new day rule, choose New entries and enter the name of the new rule. Enter an identifier from the customer name range A-Z as the first character.


    If you cannot represent the required conditions in one subrule, enter a subsequent number for the rule.
    In order to keep performance times to a minimum, you should number the subrules such that the rules that most often apply are the ones that the System runs through first.


    >>
    4. Specify the conditions under which the day rule should apply.


    Under Condition set for public holiday class, day type, weekday, and planned hours, deselect those conditions under which you do not want the day rule to apply.

    >>
    5. If necessary, define an additional subrule.>>

  2. #12
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    Day rule

    >>
    Definition

    >>
    You can use day rules to form counting classes and wage types in absence valuation on the basis of particular conditions set for the day.

    >>
    The day rule can also be specified for absence valuation rules for which>>

    • Counting classes are formed for factoring or cost accounting>>


    • Absences are valuated using averages or constants>>




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    Check box for public holiday class>>

    This checkbox determines whether the day rule is valid on days with a certain public holiday class.>>
    Use>>

    Select all the public holiday classes you want the rule to apply to.>>



  4. #14
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    Check box for day type>>

    This checkbox determines whether the day rule is valid on days of a certain day type.>>
    Use>>

    Select all the day types you want the day rule to apply to.

    >>

  5. #15
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    Check box for weekday>>

    This checkbox determines whether the day rule is valid on a certain weekday.>>
    Use>>

    Please select all weekdays on which you want the day rule to apply.




    >>

  6. #16
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    Check box for condition for planned hours>>

    This checkbox determines whether the day rule should be valid on days with 0 planned hours or on days with more than 0 planned hours. Planned hours from an employee's personal work schedule are independent of the day type of the specified day.>>
    Example>>

    Select only the Plnd hours = 0 field if you only want the day rule to apply on days with a free daily work schedule.>>

  7. #17
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    Valuation of Absences>>

    In the following steps, you specify the regulations for valuating absences in Payroll.

    >>
    The actual valuation of the absences (in monetary amounts) takes place during the payroll run and is based on the wage types that are already specified or that must be formed.

    >>
    Create counting classes for absence valuation

    >>
    In this IMG activity you define counting classes and specify regulations regarding which absences are collected in the counting classes, and what percentage of them are paid or unpaid. You can specify up to 10 counting classes for each absence valuation rule.

    >>
    Counting classes are used in order to form "buckets" to valuate paid and unpaid absences:

    >>
    1. For factoring to reduce salaries for unpaid absences

    In the standard SAP R/3 System, all counting classes that contain unpaid absences are processed together for factoring. A prerequisite of factoring is that you have assigned the paid absences to at least one counting class.
    This means that you should not collect unpaid absences in more than one counting class if you use standard factoring (schema xAL0), otherwise the absences would be valuated twice.



    If you want to form several counting classes for unpaid absences, you must specify explicitly which counting classes should be taken into account in factoring.

    >>
    2. To generate statistics and for cost accounting

    You can collect absence times in the counting classes in order to fill wage types and evaluate the cumulated values for cost accounting or statistical purposes.
    You can access the counting classes using operation NUM.


    >>
    Both paid and unpaid absences are usually collected in one counting class. The following rule applies to the further course of payroll: Paid counting classes are queried in operations APnn, and unpaid counting classes in operations AUnn.

    >>
    Example>>
    1. An employee with a fixed salary takes unpaid leave. The number of unpaid absence hours must be calculated before a reduction in salary can be determined. You therefore specify a counting class which is 100% unpaid for the absence valuation rule unpaid leave.

    >>
    2. You want to find out what sort of costs are incurred for a paid period of incapacity to work. You therefore assign the absence valuation rule Sickness/Cure a counting class in which the absence times are 100% paid.

    >>
    3. You want to collect absences on public holidays in one counting class, and absences on workdays in another.

    >>
    Requirements

    >>
    1. You have performed Describe absence valuation rules.

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    2. You have performed Group absences for absence valuation.

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    3. In the IMG activity Define grouping for absence valuation, you have grouped together all employees who are processed using the same method of absence valuation.

    >>
    4. You have decided which counting classes you want to set up.


    It is generally sufficient to use one counting class for paid and unpaid absences - for example, counting class 01 for paid and unpaid periods of incapacity to work. On the basis of the information in the Paid/unpaid field, the system recognizes whether the absence should be valuated as a paid or unpaid period of incapacity to work.

    >>
    5. You perform the IMG activity Define daily rules only if you want to form counting classes on the basis of certain conditions set for one day.

    >>

    Activities>>
    1. Select the activity Define counting classes and define the "buckets" in which you want to collect paid and unpaid absences. Use a two-character identifier and give the counting class a name that makes it easily identifiable.

    >>
    2. Select the activity Form counting classes.

    >>
    3. Choose an existing entry or choose New entries. To create new entries, enter the employee grouping for absence valuation and the absence valuation rule for which you want to form counting classes.

    >>
    4. Enter the counting classes in which you want the absences to be collected.

    >>
    5. Specify what percentage of a counting class should be paid and what percentage should be unpaid.


    You mark unpaid absences by leaving the P/U field blank. The percentage rates of a counting class should add up to 100%.

    >>
    6. If you only want counting classes to be formed when the day of the absence fulfills certain conditions, enter an appropriate day rule.


    Note: The system does not check the total percentage of counting classes for which a day rule is specified.

    >>

  8. #18
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    Counting class for absences>>

    Counting classes provide a utility in payroll. They are used to form "buckets" to valuate paid and unpaid absences:

    >>
    1. for period factoring - to determine a reduction in salary for unpaid
    absences>>

    2. to generate statistics and for cost accounting.>>
    Paid/unpaid>>

    Activate this option if absences are to be paid.

    >>
    Percentage of Absences

    >>
    The percentage of absences enables you to do the following:

    >>
    1. If counting classes are created, you can determine the percentage of the absence that is included in the respective counting class.


    The total of all percentages must be 100%.

    >>
    2. If valuations are performed using constants/averages, you can determine the percentage of the absence that is valuated at the time specified.

    >>
    Day rule

    >>
    Definition

    >>
    You can use day rules to form counting classes and wage types in absence valuation on the basis of particular conditions set for the day.

    >>
    The day rule can also be specified for absence valuation rules for which>>

    • Counting classes are formed for factoring or cost accounting>>


    • Absences are valuated using averages or constants


    Valuate absences using constant values or averages

    >>
    In this IMG activity, you specify regulations for absences that are valuated using an average or constant.

    >>
    Example>>
    1. Your employees are to receive a fixed vacation allowance for each payroll day on which they are on leave.
    In this case, you use a wage type that is valuated using a constant amount, and determine the absence times using the time unit payroll days.>>

    2. For each absence day on which they are on leave, your employees are to receive a vacation allowance based on the average amount of overtime they have worked over the last three months.
    In this case, you use a wage type that is valuated using average bases.


    >>
    Requirements>>
    1. You have performed Describe absence valuation rules.>>
    2. You have performed Group absences for absence valuation.>>
    3. In the IMG activity Define grouping for absence valuation, you have grouped together all employees who are processed using the same method of absence valuation.>>
    4. You have appropriately set all the wage types used:>>

      • Wage types which give rise to payment of a fixed amount must be valuated using a constant value.>>


      • You must define a basis for calculating averages for wage types which are valuated using an average value. If you use average values, only wage types that have not yet been valuated can be valuated in the further course of payroll.>>

    5. You must work through the IMG activity Define day rules if you also want to choose wage types according to certain conditions set for the day.

    >>

    >>

    Activities>>
    1. Select the absence valuation rule you want to process.>>
    2. Enter a wage type.>>
    3. Specify when the money should be paid out. Refer to the F1 help documentation for the various options.>>
    4. Next, indicate what percentage of the payment must be paid at the specified time. The Time and Percentage fields allow you to control the payment in a detailed manner. You can enter up to fifteen different records.>>
    5. Enter the time unit with which you wish to valuate an absence. There is additional information in the F1 help documentation.
    Please note that the wage type you enter must be assigned to this unit.>>

    6. Activate the Basic pay split field if the employee has changed jobs within the payroll period, for example, and you want the system to take account of this fact.

  9. #19
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    Wage Type>>

    Used to make a distinction between different amounts of money or time units that are included in various ways in the calculation of employee remuneration.>>
    Use>>

    In the R/3 System, wage types enable you to separate amounts or time units that are used for different business purposes and processed in different ways by the system during a payroll run.>>
    Indicator for valuation>>

    This indicator specifies when the absence should be valuated. There are several methods of controlling the date on which the money is paid out.>>
    Percentage of absences>>

    You use the absence percentage rate to determine what percentage of the absence time (in the specified time unit) should be valuated using a constant or average.>>
    > >
    > >
    Time unit>>
    The time unit is used to determine the unit with which wage type valuation is effected. The time units refer to the fields with the same name in infotype 2001, Absences. The values determined there can be counted once again. This depends on any whether splits have been formed, or whether a time has been entered.

    >>
    Use

    >>
    The time unit determines how the number field of a wage type should be calculated. If you also enter a day rule, you can override the values calculated by the system to suit your requirements.>>


  10. #20
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    Procedure

    >>
    The following time units are available:

    >>

    1. RT - accounting days


    Absence days are determined using the table Rules for counting attendance/absence days and leave deduction. Please refer to the step Set rules for counting absence days in the Time Management implementation guide.

    >>

    2. RH - accounting hours

    The number of absence hours is determined using the table Rules for counting attendance/absence days and leave deduction. Please refer to the step Set rules for counting absence days in the Time Management implementation guide.


    >>
    3. KT - calendar days
    The number of absence days is determined using calendar days, which are calculated on the basis of the following formula:

    end date for absence
    - start date for absence
    + 1 day


    >>

    4. AT - absence days
    The number of absence days is determined on the basis of the employee's personal work schedule. Days are only taken into account if they do not have a daily work schedule class BLANK or 0 (work, no day off) and day type 0 (work, paid).

    >>

    5. AH - absence hours
    The number of absence hours is determined on the basis of the employee's personal work schedule. Days are only taken into account if they do not have a daily work schedule class that is BLANK or 0 (work, no day off) and day type 0 (work, paid).>>



    Example

    >>
    You have chosen the Absence days time unit. In the standard system this means that absence days occurring on a public holiday are not included in the valuation (public holidays have a higher value than absences). By assigning an appropriate day rule, you can override the original calculation of absence days, and include an absence that occurs on a public holiday in the absence day calculation. To do this, you define a day rule that is valid for all day types.>>

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