TIME MANAGEMENT

SAP HR – Define Public Holiday Classes

Define public Holiday classes in SAP
Calendar is not a client specific, if any change done it effects directly in all clients in SAP.
Types of public holidays in SAP
1. With fixed date
2. With a fixed day from date
3. Distance to easter
4. Easter sunday
5. Floating public
Navigation
SAP R/3 Role Menu Define public holiday classes.

Transaction code SCAL

SAP Menu Path SPRO > Time Management > Work Schedules > Define public holiday classes

Step 1 : – Execute tcode “SPRO”

Choose “SAP Reference IMG”

Follow the navigation time management >> Work schedules and choose img activity Define
public holiday classes.

Step 2 : – From SAP calendar: Main menu screen, you will get three options i.e.
1. Public holidays
2. Holiday calendar – It specifies the number of public holidays for a specific period.
3. Factory calendar – It specifies the number of public holidays along with working week holidays.
choose public holiday and click on change button.
From change public holidays: overview screen, click on create button.

With Fixed Date

Step 3 : Choose the type of public holiday – with fixed date and click on create button.
Step 4 : – On Create/ change public holidays: fixed date screen, enter the following details.
 Day: – Enter the day of the month.
 Month :- Update the month.
 Guaranteed : – Choose not guaranteed radio button.
 Public holiday attributes : –
 Sort Criterion :- Update the sort key, so the holidays can be sorted accordingly.
 Religion denomination : – Choose the religion if the holiday for a specific religion.
 Public holiday class : – Choose 1 (ordinary public holiday)
 Holiday name : – Enter name of holiday in short and long holiday name fields.
 After
updating required details for creation of public holiday in SAP, click on create button and save
the configured details.

Floating Public Holiday

In floating public holidays, you can change every year with a close proximity ( 2 to 3 days).

From change view public holidays overview screen, choose create button.
Now choose floating public holiday option and click on create button to create the floating public
holiday in SAP system.

On create/ change public holidays: floating public holidays screen, enter the following details.
After maintaining the required details, click on insert button >> and then click on create button.
Now you get a message as “Public holiday was entered”.

Distance to Easter : – This calendar is followed by some countries like European countries.
When following distance to easter, easter Sunday and remaining holidays will not be captured.
Successfully we have defined public holiday classes in SAP HR.
 SAP HR – Personnel Subarea groupings
Personnel Subarea groupings
The standard SAP system maintains personnel subarea groupings and daily work schedule
groupings with defaults. In real time, this node will not be opened as it is already standard and
maintained. Personnel subarea groupings is a two digits key that is mapped to the personnel
area and personnel subarea. For easy process, you can group personnel area and personnel
subarea which has the similar working process.
Personnel subarea groupings consists two configurations.

1. Group Personnel Subareas for the work schedules

2. Group Personnel Subareas for the daily work schedules.
First we need to define groupings for daily work schedules in SAP, and then it is mapped to
work schedules grouping.
Group Personnel Subareas for daily work schedules

First you need to configure daily work schedules and then it is mapped to work schedules.

Navigation
SAP R/3 Role
Menu Group Personnel Subareas for the daily work schedules

Table V_001P_N

Transaction code SPRO

SPRO => Time Management (TM) => Work schedules => Personnel subarea
SAP Menu Path groupings

Step 1 :- Execute tcode “SPRO” from command field.

Choose “SAP Reference IMG”

Follow the navigation and choose img activity “Group Personnel Subareas for the daily work
schedules”

Step 2 : – From change view “Assignment of PS groupings for work schedules to daily WS”
overview screen, click on new entries button.
Step 3 : – On new entries, same number is given for PS grouping and DWS grouping.

Click on save button and save the details.

Group Personnel Subareas for work schedules

Work Schedules specifies the number of working days and hours for a specific period of time.
Here you group personnel area and personnel subareas according to the daily work schedules. So
you need to define separately group personnel subareas for work schedules.

Successfully we have defined personnel subarea groups in SAP HR.

SAP HR – Daily Work Schedules, Break

schedules
SAP R/3 Role Menu Daily Work Schedules

Transaction code SPRO

SAP Menu Path SPRO => Time Management => Work Schedules => Daily Work Schedules
Define Break Schedules

In this activity, you define break schedules in SAP. Every organization

follows some break schedules like break fast break, lunch break, Coffee/Tea
break, Dinner break, etc. When you are creating new break schedules in
SAP, you need to give starting and ending time stipulates time as paid or
unpaid.

Break schedule time differs from shift to shift. So you can define break
schedules as per shifts, for e.g. morning shift, afternoon shift, night shift,
etc.

Configuration steps
Step 1 : - Execute tcode "SPRO"

Choose "Display SAP Reference IMG"

Step 2 : - Follow the navigation Time management - Work schedules - Daily

work schedules and choose img activity "Define break schedules".
Step 3 : - From choose activity screen, click on "Determine break schedules".
Step 4 : - On change view "Work break schedule": overview screen, click on
new entries option to create new break schedules as per requirements of
client in SAP.

Step 5 : - On new entries work break schedule screen, enter the following
details.
 Grpg : - Update the key which is Personnel Subarea grouping for daily work schedules.
 Break : - Update any name
 No : - Update the sequence number of field.
 Start : - Update the break schedule starting time, update the time 24hrs format.
 End : - Update the break schedule end time.

 0, 25: - Specifies quarter - 15 minutes.

 0,75 specifies 45 minutes.
Click on save button and save the configured work break schedule in SAP.

Define Rules for Variant

To define working schedule rules for variant follow the configuration steps.
Menu Path: Time Management/ Work Schedules / Daily Work Schedules /
Define rules for variant.

Step 1 : - From display IMG screen, follow the navigation and choose IMG
activity "Define rules for variant"

Step 2 : - From change view "Rules to determine variant for monthly WS rule
generation, click on new entries button to create rules for variants.

Step 3 : - From new entries rules for variant screen, define the rules as per
your requirements and save the details.
Define daily work schedules

In daily work schedules, you define actual working hours per day in an
organization with scheduled break times.

Step 1 : - Follow the menu navigation and choose define daily work schedule.
Menu Path: - Time Management/ Work Schedules / Daily Work Schedules /
Define daily work schedules.

Step 2 : - On change view "daily work schedule" overview screen, click on new
entries button to create the daily work schedules as per the requirements of
client.
Step 3 : - On new entries daily work schedules screen, enter the following
details.
 DWS Grouping : - Enter Personnel Subarea grouping for daily work schedules key.
 Daily work schedule : - Enter the four digits key that defines as daily work schedule in SAP and its
description in the text field.
 Start/ End : - Enter the starting date of daily work schedule and end time appears automatically.
 Daily ws class : - It specifies whether a particular day is working day or day off/ week off (1 to 9
indicates working days).
 Breaks : - Update the working break schedule (WBS) key as BRSC as we defined in SAP system.
 Flextime : - Flex time determines the employees should work for 9 hours in between the time.
 Tolerance time : - Enter time for begin tolerance and end tolerance as per requirements.
Choose save button and save the details.

Successfully we have defined daily work schedules in SAP HR.

 SAP HR – Define Period Work Schedules
Define Period Work Schedules in SAP HR
In SAP, period work schedules specifies the number of daily working schedules for a particular
period of time. In SAP HR, you can define period work schedules based on weekly work.

Period work schedule can be represented as a week or month based on the requirements of client.
In standard SAP system you can define only number of weeks but not monthly schedules. For
monthly schedules, ABAP developers can customize the program as per the requirements.

Navigation
SAP R/3 Role
Menu Period work schedules

Transaction SPRO

SPRO > Time Management > Work Schedules > Period Work Schedules
SAP Menu Path > Define period work schedules.

Configuration steps
Step 1 : – Execute tcode “SPRO” from SAP command field.
Step 2 : – Choose “SAP Reference IMG”

Step 3 : – Follow the navigation Time Management (TM) – Work schedules – Period work
schedules and choose IMG activity “Define period work schedule”.

Step 4 : – From change view “Period work schedule” overview screen, click on new entries
button to create new period work schedules in SAP as per the requirements of an organization.
Step 5 : – On new entries period work schedule screen, enter the following details.
 Grpg : – Enter the personnel subarea groups for DWS key i.e. 50.
 PWS : – Enter the four digit key that defines as period work schedule in SAP system.
 Period WS text : – Update the descriptive text of period work schedule.
 Week : – It specifies the shifts for the week. Enter the sequential number i.e. 001. You can
define number of weeks but not monthly schedules in standard SAP.
 01 – 07 : – 01 to 07 denotes as 7 days in a week that starts from Monday on wards. Here
you need to update the daily work schedule key to working days.

After maintaining period work schedule for week, choose save icon and the configured details of
period work schedule in SAP system.

Successfully we have defined period work schedules in SAP HR

SAP HR – Define Day Types, Special

days, Selection rules
Day Types in SAP HR
In SAP, day types are used for payment purpose. It specifies the payment conditions on a
particular day. The SAP system provides four types of standard day types, and you can define
new day types in SAP as per client requirements.

Day Type Consists the following configurations

1. Define day types
2. Define selection rules
3. Define special days
Day types Rules
You can configure day type rules as per the requirements of project. You need to customize day
types based on the following rules.

 If Monday to Friday is not having any holiday, then how you are going to pay?
 If Monday to Friday having any holiday, then how you are going to pay?
 If Monday to Friday having any half holiday, then how you are going to pay?
 If Monday to Friday is having any customer specific holiday, then how you are going to pay?
 If any Bandh in between Monday and Friday, how you are going to pay to employees?
Define Day Types

The standard SAP system provides the different day types, and you can define new day types in
SAP as per client requirements.

Navigation
SAP R/3 Role Menu Day types

Transaction code SPRO

Menu Path SPRO > Time Management > Work schedules > Day types > Define day types

Step 1 : – Execute tcode “SPRO” from SAP command field.

Step 2 : – Choose “SAP Reference IMG”.

Step 3 : – Follow the navigation menu Time Management – Work schedules – Day types and
choose IMG activity “Define day type”.

Step 4 : – From change view day type text overview screen, choose new entries option to create
new day type as per requirements.
Step 5 : – On new entries day type screen,update day type key from the list, short text and day
type text in the given fields.

Choose save button and save the configured day types in SAP system.

Define Selection Rules

Selection rules in SAP determines whether the day is a working day, weekend (Saturday,
Sunday) or public holiday. Selection rules will hold only when SAT / SUN is a day off.

Menu Path: – Time Management > Work schedules > Day types > Define selection rules.
On change view definition rules for day types overview screen, choose new entries button to
create selection rule in SAP.

On new entries day types rules screen, update the rule key, day type for weekday and holiday
class (D.ty.wkdy), day type for Saturday (D.typ.Sat.) and day type for Sunday (D.typ.Sun).
Choose save button and save the configured rules for day types in SAP.

Define Special Days

In this activity you define a special day with day and assign day type and day type rule.

Menu Path: Time Management > Work schedules > Day types > Define special days.
On change view “Day types for special days” overview screen, choose new entries option.

On new entries screen, update day type rule key and date.
Choose save icon and save the configured special days in SAP.

Successfully we have configured day types in SAP HR

SAP HR – Group Personnel Subareas for

Attendances and Absences
Define Group Personnel Subareas for
Attendances and Absences
In this SAP HR Tutorial, you will learn how to define group personnel subareas for attendances
and absences step by step. In this activity you maintain personnel subareas groupings for
attendances and absences type in SAP.
Based on the absence types, personnel subareas grouping is given. If two locations have same
leave type, grouping number is assigned or different number is assigned.

Important configurations
 Define daily work schedules in SAP
 Define period work schedules in SAP
 Define day types in SAP
 Define absences types
 Define groupings for absence types

Navigation
SAP R/3 Role
Menu Group Personnel Subareas for Attendances and Absences

Transaction
code SPRO

Time Management > Time data recording and administration > Absences >
SAP Path Absences catalog > Group PS for attendances and absences.

Configuration steps
Step 1 : – Execute tcode “SPRO” from SAP command field.

Step 2 : – Choose “Display SAP Reference IMG” or press function key F5 from your keyboard.

Step 3 : – From display SAP IMG screen, follow the navigation menu Time management – Time
data recording and administration – Absences – Absences catalog and choose img activity of
group personnel subareas for attendances and absences.
Step 4 : – From change view personnel subarea groupings for absence/attendance type screen,
choose position button and enter. Now your personnel area key (TK16) displays on top of the
scree, so you can easily assigned PS group to your personnel areas.
Step 5 : – Now assign personnel subarea code groupingsin the given field for respective
personnel areas.
Note : – You can any number from 01-99 for PS grouping and it is not required to match with
PS grouping for work schedule.

Choose save icon and save the configured PS grouping assignment details in SAP system.

Successfully we have configured personnel subarea groups for absences and attendances in SAP
HR
 SAP HR – Define Absence Types in SAP
Define Absence Types in SAP
Absence refer as the nonattendance of an employee to work for various reasons. Every employee
has a limit absence quota on a particular leave types, for e.g. annual leave, casual leave, sick
leave, etc.

Navigation
SAP R/3 Role
Menu Define absence types in SAP

Table V_T554S

Tcode S_AHR_61010289

SAP Navigation SPRO > Time Management > Time data recording and administration >
Path Absences > Absences catalog > Define absence types

Configuration steps
Step 1 : – Execute tcode “S_AHR_61010289″ from SAP command field.

Step 2 : – From change view Absence Input checks overview screen, choose new entries icon to
create new absence type in SAP.
Step 3 : – On new entries absence type screen, enter the following details.
 PS Grouping : – Update the PS grouping key for absence type.
 A/A type text : – For A/A (Absence & Attendance) you can enter any alpha numeric key
based on the client requirements. Enter description of A/A in the text field
 Periods : – Update the validity period from starting date to end date.
 Absence: Input checks : – Choose the absence input checks based on the requirements.
 First day is off : E (Error Message)
 Last day is off : E (Error Message)
 Non-working period : E (Error Message)
 Minimum duration : Enter minimum duration, so the employee can apply for leave.
 Maximum duration : Update maximum duration, by default it can be 999.
 Unit : – By default unit is A (Calendar days).
 Second date : – Choose second date if required, it specifies the starting date and ending
date has to be updated when an absence is recorded for an employee.

After maintaining the required details, choose save button to save the configured absence type in
SAP system.

Successfully we have defined absence types in SAP HR

 SAP HR – Define Counting Classes for
Period Work Schedule
Define Counting Classes for Period Work
Schedule
Counting classes for period work schedule specifies how to count the absences records on a
particular day. If an employee is having absence quota restrictions, SAP system supports through
country class for period work schedule.
 If minimum duration is given 001 – Do not check
 If minimum duration is not given – Check holiday class 2.

You can count absence only if planned working hours are >0. For every class maintained, you
need to define counting rule. The rules set for counting class is vary mandatory configuration to
record the absences of an employee in an organization.

Navigation
SAP R/3 Role
Menu Define counting classes for the period work schedule

Transaction
code SPRO

SPRO > Time Management > Time data recording and administration >
Absences > Absence catalog > Absence counting > Define counting classes
SAP Path for the period work schedule.

Configuration steps to create counting classes

In this activity, you assign PS grouping, Period work schedule to counting class.

Step 1 : – Execute tcode “SPRO” from command field.

Step 2 : – Choose “Display SAP Reference IMG”

Step 3 : – Follow the navigation Time Management – Time data recording and administration –
Absences – Absence catalog – Absence counting and choose img activity “define counting
classes for the period work schedule”.

Step 4 : – On change view period work schedule valuation screen, choose new entries button to
create new counting classes for period work schedule (PWS).
Step 5 : – On new entries configuration screen, enter the following details.
 Grpg : – Enter the personnel subarea grouping for DWS i.e. 50.
 Period WS : – Enter the period work schedule key i.e. TPWS
 Start date : – Enter starting date of counting class
 End date : – Enter ending date of counting class
 Counting class : -Enter the counting class key from 1 to 9.

Choose save icon and save the configured details.

Successfully we have defined Counting Classes for Period Work Schedule in SAP HR
SAP HR – Settings group for time quotas
Settings group for time quotas in SAP
Learn how to configure settings for time quotas in SAP. In this activity you define

1. Group employee subgroups for time quotas

2. Group Personnel Subareas for Time Quotas
Navigation
SAP R/3 Role
Menu Group employee subgroups for time quotas

Transaction
Code SPRO

SPRO > Time Management > Time data recording and administration > Managing
SAP Path time accounts using attendances /absences quotas > Settings group for time quotas.

Group employee subgroups for time quotas.

Step 1 : – Execute tcode “SPRO” from SAP command field.

Step 2 : – Choose “Display IMG Screen”.

Step 3 : – Follow the navigation path Time Management – Time data recording and
administration – Managing time accounts using attendances /absences quotas – Settings group
for time quotas and choose img activity group employee subgroups for time quota.

Step 4 : – On determine work area entry screen, enter country grouping key as 40 (India) and
press enter to continue.
Step 5 : – On change view employee subgroup for time quotas overview screen, update the key
in the field “ESG Time quota types” as 2.

Click on save icon and save the configured details.

Successfully we have maintained employee subgroup for time quotas in SAP HR.

Group Personnel Subareas for Time Quotas

Step 1 : – From display IMG screen, follow the navigation path Time Management ? Time data
recording and administration ? Managing time accounts using attendances /absences quotas
? Settings group for time quotas and choose img activity group personnel subareas for time
quota.
Step 2 : – On change view personnel subarea grouping for time quota type overview screen,
choose img activity and choose img activity option and enter your personnel area key in the
given field. Now the personnel area and personnel subarea displays on the top screen.

Step 3 : – For PS grouping time quota type field, enter the number that defines as group
personnel subareas for time quotas. You can enter any digits from 01-99 and it does not required
to match with PS grouping for WS.
Choose save icon and save the configured details.

Successfully we have configured settings group for time quotas

SAP HR – Define Absence Quota Types

How to define absence quota types in SAP
Absence quota types in SAP explains the type of entitlements such as annual leave, sick leave,
time off from overtime, etc. After configuration of absence quota types, you need to assign this
quota type to deduction rules.

Navigation
SAP R/3 Role
Menu Time quota types

Transaction
code SPRO

SPRO > Time Management > Time data recording and administration >
SAP Menu Managing time accounts using attendance /absence quotas > Time quota
Path types > Define absence quota types.

Step 1 : – Execute tcode “SPRO” from SAP command field.

Step 2 : – Choose “display SAP reference IMG”.

Step 3 : – Follow the navigation Time Management – Time data recording and administration –
Managing time accounts using attendance /absence quotas – Time quota types and choose img
activity “Define absence quota types”
Step 4 : – On change view absence quota type overview screen, choose new entries button to
create new absence quota types as per requirements of an organization.

Step 5 : – On new entries absence quota type screen, enter the following details.
 ESG Time quota types : – Update the key for employee subgroup grouping for time
quota.
 PS Grpg Tm Quota Typ : -Update the key of grouping of personnel subarea for time
quota types
 Absence quota type : – Enter the two digits key that defines as absence quota type in SAP
and update descriptive text of quota type in given text field.
 Recording : – Under recording fields, update as
 Time /measurement unit – Days, (time is measured based on days or hours)
 Time constraint class – 01
 Start time – 00:00
 End time – 00:00
 Deduction : – It specifies time quota to be deducted over or above the entitlement.
 Rounding : – It specifies to rounding the value when it is decimal, for e.g. 21/4 = 5.25.
 No Comp. : – If you check this field, than it specifies as the current time quota is locked
for compensation.
Choose save icon and save the configured absence quota type in SAP.

Successfully we have learned how to define absence quota types

 SAP HR – Define Attendance Quota
Types
How to define attendance quota types in SAP
In this tutorials you will learn how to create/ define attendance quota types in SAP.

Recommended to read:
 Define absences types
 Define absence quote types
 Define personnel subarea groupings

Navigation
SAP R/3 Role
Menu Time quota types

Transaction
code SPRO

SPRO > Time Management > Time data recording and administration >
SAP Menu Managing time accounts using attendance /absence quotas > Time quota
Path types > Define attendance quota types.

Configuration steps to define attendance quota types in SAP

Step 1 : – Execute tcode “SPRO” from SAP command field and enter.

Step 2 : – Choose “display SAP Reference IMG”.

Step 3 : – Follow the navigation path Time Management– Time data recording and
administration – Managing time accounts using attendance /absence quotas – Time quota types
and choose IMG activity “Define attendance quota types”.

Step 4 : – On change view attendance quota type overview screen, choose new entries button to
create new attendance quota type in sap system.
Step 5 : – On new entries attendance quota type screen, enter the following details.
 ESG Time quota types : – Update the key of employee subgroup groupings for time quota
 PS grpg Tm Quota Typ : – Update the key of personnel subarea grouping for time quota.
 Att. quota type : – Update the two digits key that defines as attendance quota type in SAP,
and update the descriptive text of attendance quota type.
 Time/measurement unit : – Update the time measurement unit as hours.
 Time constraint class : – Update the time constraint class as 1
 Deduction : – It specifies the time quota to be deducted through time evaluation or through
attendances, check the option deduct through attendances.
After maintaining all the required details, choose save icon and save the configured attendance
quota types in SAP HR module
 SAP HR – Define Counting Rules
How to define counting rules in SAP
Counting rules in SAP is used to create the set of rules for calculating payroll days and hours for
an employee absences. It specifies how to record the absences record on a particular day.

Configuration steps : – In activity you define

1. Counting rules
2. Deduction rules for absence quotas
3. Deduction rules for attendance quotas
4. Rounding rules
Navigation
SAP R/3 Role
Menu Define counting rules

Transaction
code SPRO

SPRO > Time Management > Time data recording and administration > Absences >
SAP Menu Path Absence catalog > Absence counting > Rules for absence counting.

Create counting rules

In this activity you define new counting rules for time quota types.

Configuration steps to create counting rules in SAP HR

Step 1 : – Execute tcode “SPRO” from sap command field.

Step 2 : – Choose sap reference IMG.

Step 3 : – Follow the navigation path Time Management – Time data recording and
administration – Absences – Absence catalog – Absence counting – Rules for absence counting
and choose img activity “define counting rules”.

Step 4 : – On change view counting rules overview screen, choose new entries button to create
new counting rules as per the project requirements.
Step 5 : – On new entries “counting rules screen, enter the following details.
 ESG Time quota types : – Update employee subgroup grouping for time quota types as 2.
 PSG : – Enter grouping of personnel subareas for time quota types as 01
 Counting rule : – Enter the 3 digits key that defines as counting rule in SAP and update text of
counting rule.
 Sequential no : – Update the sequential number as 001.
 Applicability for rule : – Check all working days – Monday, Tuesday, Wednesday, Thursday,
Friday, Saturday and Sunday.
 Holiday class : – Check not a public holiday.
 Day type : – Choose work according to work schedule.
  Counting class for period work schedule : -Choose the counting class. Whatever period work
schedule no is given, check here.
 Daily work schedule class : – choose the daily work schedule class.
 Condition for planned hours :– Check the option “planned hours > 0, if you need to count Sunday
than choose planned hours = 0.
 Condition for absence/attendance : – Check the field for <1 day and full day.
 Counting : – Update quota multiplier and rounding rule for hours and days. Quota multiplier
specifies how the counting days need to be multiplied.
 Deduction rule : – Under deduction rules field enter the rules for absence quotas and attendance
quotas.

After maintaining all the required fields, choose save icon and save the configured details.

Deduction rules for absence quotas

In this activity you define deduction rules for absence quotas in SAP.
Step 1 : – Double click on the option “Deduction rules for absence quotas” which is under dialog
structure.

Step 2 : – Choose new entries button to define new deduction rules for absence quotas.

Step 3 : – On new entries deduction rules for absence quotas screen, update the following
details.
 ESG : – Enter employee subgroups as 2.
 PS grouping TM Quota Typ : – Enter PS grouping Time quota type as 01.
 Deduction rule : – Enter three digits key that defines as deduction rule in SAP and update
descriptive text of deduction rule.
 Periods : – Enter validity period of starting data and ending date of deduction rules.
 Unit of relevant absence quota types : – Choose the units of absence quota types as days,
 Absence quota type : – Update the absence quota type key in the given field as 09.
Choose save icon and save configure deduction rules details.

Deduction rules for attendance quotas

In this activity you deduction rules for attendance time quota types.

Step 1 : – Double click on “deduction rules for attendance quotas and click on new entries icon
to create new deduction rules for attendance quotas.
Step 2 : – On new entries deduction rules for attendances quotas screen, update all the required
fields like ESG time quota, PS grouping time quota, new deduction rule key with text, unit of
time, attendance quota type and required details.

Press enter and choose icon to save the configured deduction rules for attendance types in SAP
system.

Successfully we have learned how to define rules in SAP HR