Topic 60 (Part 2): Shift Substitutions

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There is a need to enter a substitute for an employee who is unable to work on their shift.

Business Process Procedure Overview

In the event that an employee is unable to work his or her shift, another employee may substitute on that shift if approved by the employee's supervisor. When taking over a shift, the substituting employee assumes all the characteristics for the shift he/she is substituting for, including planned working time and shift premium eligibility. If the substituting employee has the corresponding premium eligibility records, then he/she will be eligible for any premiums associated with the additional shift. The Substitution Infotype (Infotype 2003) enables the substitution functionality. There are several substitutions available in BEACON. There are two substitutions relevant to shift substitutions. Employee substitution (subtype 01) - An employee substitution involves specifying a personnel number of the employee for which the substituting employee will be replacing during the period of the substitution record. The substituting employee will assume the planned working time and premium eligibility of the employee specified for period of the substitution record. Shift substitution (subtype 02) - A shift substitution involves specifying a Daily Work Schedule (DWS) or Work Schedule Rule (WSR) that the substituting employee will work during the period of the substitution record. A DWS should be used for a substitution of a single day. A WSR substitution is more appropriate for a longer substituting period. After a Substitution record is created, the maintenance of the record is very important due to the possible changes in compensation due to substitutions for premium eligible shifts. If the actual period or date of the Substitution changes, the relevant Infotype 2003 record must also be updated to ensure proper compensation. If a Substitution is no longer necessary or an employee did not actually work the assigned substitution shift, the relevant record should be deleted to ensure additional compensation is not earned through the original Substitution assignment. This BPP will detail: 1) Creating an Employee substitution 2) Creating a Shift substitution 3) Maintaining a substitution record 4) Deleting a substitution record

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Tips and Tricks

· There are nine other substitution types in BEACON. The following substitution types are relevant for Leave of Absences (LOA) and will be managed via personnel actions by the Master Data Maintainer.

05 - LOA Generic
10 - LOA - FMLA
11 - LOA - WC Regular
12 - LOA - WC Salary Continuation
13 - LOA - Military

· The following substitution types are relevant for Short-term Disability absences and will be managed via personnel actions by the Short-term Disability Specialist.

06 - STD (1st 6 months prior 89)
07 - STD (2nd 6 months prior 89)
08 - STD (1st 6 months after 89)
09 - STD (2nd 6 months after 89)

Access Transaction:

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

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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: 3219

4. Click Enter ****on.

Information: Ensure the correct personnel number was entered after clicking Enter.
Information: These instructions provide information on how to 1) create an employee substitution, 2) create a shift substitution, 3) maintain a substitution, and 4) delete a substitution.
Create Employee Substitution

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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: 04/16/2007
To	Ending date of the specified date range	R	Enter value in To. Example: 04/20/2007
Infotype	Unique number identifying the type of data to be displayed.	R	Enter value in Infotype. Example: 2003
STy	Infotype subtype.	R	Enter value in STy. Example: 01

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