Topic 66: Advanced Leave

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Trigger:There is a need to enter advanced sick leave or advanced vacation leave in the BEACON SAP system for an employee.

Business Process Procedure Overview

OSP policy allows advanced leave to be granted to employees provided it is formally approved by the employee's supervisor. With proper approval, an employee can receive advances of Sick and Vacation leave in amounts not exceeding that which an employee will accrue within the remainder of the calendar year. Due to the fact that an employee can not maintain negative leave balances in BEACON, a Time Administrator will create a separate Absence Quota equal to the approved amount of Advanced Leave. When the Advanced Leave quota is reduced, the system will create and manage a separate Attendance Quota to represent the liability that the employee owes the State by using leave in advance of accruing it. As leave is accrued, the liability is then reduced accordingly. Advanced Leave quotas are created using the Quota Corrections Infotype (Infotype 2013). There are two subtypes of Infotype 2013 that are relevant to the State's Advanced Leave policy: Advanced Vacation (Subtype 31) Advanced Sick (Subtype 32) This BPP will detail: 1) Manually creating an Advanced Leave quota

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Access Transaction:

Via Menu Path	SAP menu >> Human Resources >> Time Management >> Administration >> Time Data >> PA61 - Maintain
Via Transaction Code	PA61

Procedure:

SAP Easy Access

1. Update the following required and optional fields:

Field Name

Description	R/O/C	Values
Command	White alphanumeric box in upper left corner used to input transaction codes	R	Enter value in Command. Example: PA61

2. Click Enter ****on.

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Maintain Time Data


3. Update the following required and optional fields:

Field Name	Description	R/O/C	Values
Personnel no.	Unique employee identifier	R	Enter value in Personnel no.. Example: 3270

4. Click Enter ****on.

Information: Ensure the correct personnel number was entered after clicking Enter.

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Maintain Time Data


5. Update the following required and optional fields:

Field Name	Description	R/O/C	Values
From	Effective date of the personnel action	R	Enter value in From. Example: 4/25/07
To	Ending date of the specified date range	R	Enter value in To. Example: 12/31/07
Infotype	Unique number identifying the type of data to be displayed.	R	Enter value in Infotype. Example: 2013

Information: The From date represents the current date or the date that the employee's Advanced Leave quota should be available for deduction. The To date should always be set to 12/31 of the current year, due to an employee only be allowed an advance equal to the leave he or she will accrue in the remainder of the current calendar year.

6. Update the following required and optional fields:

Field Name	Description	R/O/C	Values
STy	Infotype subtype.	R	Enter value in STy. Example: 32

Information: If the employee has been approved for Advanced Vacation Leave, enter subtype value [31]. If the employee has been approved for Advanced Sick Leave, enter subtype value [32].

7. Click Create (F5) ****on.

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Create Quota Corrections


8. Update the following required and optional fields:

Field Name	Description	R/O/C	Values
Quota number	The number of hours to be added or removed.	R	Enter value in Quota number. Example: 32

Caution: BEACON will not validate the number of hours entered against the estimated leave hours the employee should accrue during the remainder of the year. The Time Administrator should validate that the approved hours comply with OSP policy. The leave projection functionality in Quota Overview (transaction PT50) can be used to calculate an employee's projected leave accrual for the remainder of the calendar year.

9. Click the Transfer dropdown.