TENESSE6

Title: PA20 - Display Absence Quotas (Document) Functional Area : Human Resources Sub Area : Personnel Management
Work Instruction PA20 - Display Absence Quotas (Document) PA20
Purpose Use this procedure to check absence quota balances for an employee. Types of absence quotas include sick leave, annual leave, personal leave, compensatory time off, etc. Trigger Perform this procedure when you receive a message during time entry that the employee has insufficient leave to cover the entries made. You may also wish to use it prior to beginning time entry or when someone requests the information. Menu Path Use the following menu path to begin this transaction: Personnel Management Administration Select Human Resources Data PA20 - Display to go to the Display HR Master Data screen. HR Master
Transaction Code PA20 Helpful Hints Five types of absence quotas are tracked in the IRIS system: o o o o o annual leave sick leave personal leave compensatory time off sick leave bank
This document focuses on annual leave and sick leave to demonstrate the tracking of leave balances and accruals. If you have questions on absence quotas that are not specifically addressed by this document, please contact your campus payroll office. If you wish to check the same information on several employees in the PA20 transaction, use the Object Manager to generate a list of employees to work from (e.g., all employees belonging to a particular cost center). Then select the first employee in the list and navigate to the information that you want. After that, simply click on the next employee in the Object Manager list to display the same information for that employee.
See the document PA20 Display: Basic Object Manager for more information on using the object manager.
File name: Version: Review - Project Team ~PA20_ABSENCE_QUOTAS.DOC Last Modified: 9/24/2010 1:05 PM Reference Number: Work Instruction Page 1 / 13
Five different transactions/reports can be used to view absence quota information. Which transaction/report you should choose depends on both the number of employees for whom you would like to view absence quotas and the type of absence quota balance that you would like to see.
File name: Version: Review - Project Team ~PA20_ABSENCE_QUOTAS.DOC Last Modified: 9/24/2010 1:05 PM Reference Number:
Work Instruction Page 2 / 13
(1) If you want to view the absence quota information for one employee at a time, the PA20 transaction can be useful. However, the absence quota information in PA20 includes the full leave accrual for the current month regardless of which day of the month you view the data. For example, if you view this data in early October to check absence quotas before entering a termination on an employee effective October 15, PA20 will show the entire amount of annual and sick leave that the employee would earn for working the entire month of October. When the termination is processed, the absence quota will be pro-rated to back out the unearned portion of the annual and sick leave (the portion accrued for October 15 through October 31). (2) Another transaction that is useful for viewing absence quotas on individual employees is PT50 Quota Overview. An advantage to using PT50 is that the selection screen is simple, making it quick and easy to pull up absence quotas for a single employee. Also, PT50 provides detailed information on the accruals. However, like PA20, this transaction reports the full leave accrual for the current month.
See the document PT50 Quota Overview for instructions on running a report on absence quota balances and displaying accrual information for a single employee. (3) If you want to view the absence quota information for one employee or for multiple employees, the S_AHR_61015599 Display Absence Quota report can be useful. Another nice feature in S_AHR_61015599 is that you may run it on criteria other than personnel number. For example, this report will allow you to specify a cost center to display absence quotas for all employees within a specific department. However, like the PA20 transaction, it reports the full leave accrual for the current month.
See the document S_AHR_61015599 Display Absence Quota for instructions on running a report on absence quota balances. (4) Another report that is useful for viewing absence quotas for one employee or multiple employees is ZQR_LEAVE_BALANCES. It can be run based on selection criteria other than personnel number, such as a cost center or restricted account. Like PA20, this transaction reports the full leave accrual for the current month. However, this report is different from the others in that balances are displayed in hours by distribution account. Additionally, this report displays longevity obligations in dollars from each account from which the employee is paid.
See the ZQR_LEAVE_BALANCES - Leave Balances By Distribution Acct document for instructions on running a report on absence quota balances. (5) If you want to obtain a more exact annual and sick leave balance as of a particular day, use the ZPR_QUOTA_REPORT transaction. This report provides pro-rated leave balances as of a particular day for individual employees not for multiple employees. This report is particularly helpful if you need to check balances for an
File name: Version: Review - Project Team ~PA20_ABSENCE_QUOTAS.DOC Last Modified: 9/24/2010 1:05 PM Reference Number: Work Instruction Page 3 / 13
employee who is terminating employment with the university mid-month and will not receive the full month accrual.
See the document ZPR_QUOTA_REPORT Quota Balance Report for more information on running a report with pro-rated leave balances.
Procedure
1.
Start the transaction using the menu path or transaction code.
SAP Easy Access
2.
Double-click
. The Display HR Master Data screen will be displayed.
Display HR Master Data
Complete the following field: Field Name Personnel no. R/O/C R Description Numbers that uniquely identify persons within IRIS. Example: 246697 for Wilma Flintstone If you do not know the personnel number, click (Matchcode) to search for it.
3.
Click
(Enter) and confirm that the proper employee has been selected.
4.
Click the
tab.
5.
The categories related to Time are displayed. Click the selection box to the left of Absence Quotas to select it as shown below.
6.
Click (Overview) to see all absence quota types for the selected employee. The Overview Absence Quotas screen will be displayed. In the example shown below, the employee has two absence quota types: annual leave and sick leave.
Overview Absence Quotas
The absence quota information in PA20 includes the full leave accrual for the current month regardless of which day of the month you view the data. For example, if you view this data in early October to check absence quotas before entering a termination on an employee effective October 15, PA20 will show the entire amount of annual and sick leave that the employee would earn for working the entire month of October. When the termination is processed, the absence quota will be adjusted to back out the unearned portion of the annual and sick leave (the portion accrued for October 15 through October 31). Review the following fields: Column Label Start Date End Date Value Beginning value in a date range. Example: 01/01/2007 Ending value in a date range. Example: 12/31/2007
Column Label Abs.quota type
Value A two-digit number used to signify a category of employee time-off entitlements based on the reason for entitlement. Example: 40 for annual leave 70 for sick leave The textual version of the Absence Quota Type number. Example: annual leave The start date of the quota deduction period. Example: 01/01/2007 The end date of the quota deduction period. This date is significant for both personal leave and annual leave. Personal leave cannot be carried forward to the next year. It must be used within the deduction period. Annual leave is evaluated on the last day of the deduction period (the last day of the year) and only the maximum allowable is carried over to the next year. Example: 12/31/2007
Quota text
Start ded End ded.
Number
Specifies the amount (in days or hours) of a time quota status. Absence quotas are always counted in hours. This number includes accruals for partial months and/or whole months added for future-dated terminations or reversed for retroactive terminations. Example: 120.00000 (hours)
Column Label Deduction
Value The portion of an employees absence quota that has been used up (i.e., deducted). This number is in hours. This number includes: - Leave entered into CATS, approved, and processed through time evaluation. Time evaluation is normally an overnight process. This number does not include: - Leave not yet entered into CATS. - Leave entered into CATS but not yet approved. - Leave entered into CATS and approved but not yet processed through time evaluation. Example: 6.00000 (hours)
7.
To calculate the amount of leave available, locate the value in the Number column, and then subtract the value in the Deduction column. The calculation is: Number Deduction = Hours Available For example, the annual leave portion of the screen is shown below.
The calculation for available annual leave would be: 120.00000 (Number) 6.00000 (Deduction) = 114.00000 Hours Available.
8. 9.
Click
(Back) to return to the previous screen or click
(Exit) to exit the transaction.
You have completed using this transaction to check absence quota balances.
Result You should now be able to check and calculate absence quota balances for an employee. Comments For assistance, please contact the IRIS Helpdesk at irishelpdesk@tennessee.edu.

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Title: PA20 - Display Absence Quotas (Document) Functional Area : Human Resources Sub Area : Personnel Management

Work Instruction PA20 - Display Absence Quotas (Document) PA20

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Start the transaction using the menu path or transaction code.

SAP Easy Access

. The Display HR Master Data screen will be displayed.

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Display HR Master Data

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Display HR Master Data

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Display HR Master Data

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Display HR Master Data

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Overview Absence Quotas

Column Label Abs.quota type

Start ded End ded.

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Column Label Deduction

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(Back) to return to the previous screen or click

(Exit) to exit the transaction.

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