Topic 34: Absence

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Absence Counting
In this section, you make the settings for attendance/absence counting.


Business Background
When an attendance/absence is recorded, the system refers to the planned working hours in the employee's daily work schedule to calculate the attendance/absence hours. This is not always desirable.


There are times when you want to apply special regulations for counting attendances and absences, such as:

• on specific days (public holidays, weekdays)

• for specific attendance and absence types

• for specific daily and period work schedules

Attendance/Absence Counting
The daily duration of an absence can be counted according to the rules you define in this section. Thus, you can valuate the duration of attendances/absences differently depending on business requirements.
The duration of an attendance/absence is valuated in 5 different units in the SAP System. These units are listed in the Attendances (2002) and Absences (2001) infotypes.

• Calendar days
  The system calculates the calendar days on the basis of the actual days that have passed within an attendance/absence. Only whole attendance/ absence days are counted when attendances/absences are for a single day.

• Attendance/absence hours, attendance/absence days
  Attendance/absence hours and days are calculated on the basis of the planned hours defined in the working schedule. Thus, only the days for which the employee has planned hours are included in the calculation.

• Payroll hours/days
  Payroll hours and days are used in deduction quotas and in payroll (number field of a wage type). The calculation of payroll days and hours is carried out via the settings for attendance/absence counting. Thus, for example, the attendance/absence days on which the employee has no planned hours can also be included in the calculation.

Possible Methods of Attendance/Absence Counting
There are two principal methods of attendance/absence counting:
1. Multiplying by a fixed percentage rate.
According to the weekday, public holiday class, or day type etc, you can use a quota multiplier to specify rules for determining payroll days and hours. These rules form the basis of quota deduction and can be processed in payroll.
2. Influencing the number of hours that are determined
With certain full-day attendances/absences, you can influence the number of planned hours that form the basis of the calculation by assigning a different daily work schedule variant.




Note
The attendance/absence counting and leave deduction functions in the R/3 System was redeveloped for Release 4.0.


In view of this, the Leave entitlement (0005) infotype will be replaced by an extended version of the Absence quotas (2006) infotype.


During the transitional phase, two views for determining the absence counting regulations will be available to you.


You can use the new procedure to create new entries.


In the transitional phase, you can still use the old procedure to maintain existing entries.
Also use the old view for counting absences that deduct the quota type 99 (leave).

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Define Counting Classes for the Period Work Schedule


In this step, you define counting classes for your period work schedules, which are used to valuate attendances and absences. You can query the class in Define Rules for Absence Counting.


Use different counting classes for period work schedules with very long daily work schedules (10 hours) and many days off. In this case, more than 1.00 leave days is calculated for each workday.


Example
According to a company ruling, one day of leave should be calculated per workday for a particular employee group. Assign counting class 1 to this group's period work schedule. Another employee group is to be credited with 1.25 leave days for each workday. Assign counting class 2 to their period work schedule.


When you maintain counting rules, you must define a separate rule for each class.


Requirements
You have set up period work schedules.


Standard settings
The standard SAP system contains a number of sample period work schedules with different counting classes.


Recommendation
Please note that this value is used to determine payroll days for all attendance and absence types.


Activities
1. Check the existing entries and add entries if required.
2. Enter 1 in the Counting class field for the time being.
3. Decide which counting class should be assigned to each of your period work schedules.