Using Employee Central Time Management - SAP Help Portal

User Guide | PUBLICDocument Version: 2H 2021 – 2021-12-20

Using Employee Central Time Management

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Content

1 Change History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

2 What is Employee Central Time Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

3 Using Time Management as an Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83.1 Time Recording. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Recording for How Long You Work Each Day. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8Recording How Long Deviations from Your Planned Working Time Are. . . . . . . . . . . . . . . . . . . . . . . . 9Recording for How Long You Work Overtime. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9Recording Your Time for Different Cost Centers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Recording for How Long You're on Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Recording When Your Working Day Starts and Ends. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12Recording When Deviations from Your Planned Work Time Start and End. . . . . . . . . . . . . . . . . . . . . 12Recording When Your Overtime Starts and Ends. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Recording Your Break Times. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Recording When Your On-Call Time Starts and Ends. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Midweek Changes to Your Time Recording Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Time Sheet Statuses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Features and Functions of Employee Central Time Sheet for Employees. . . . . . . . . . . . . . . . . . . . . . 17

3.2 Correcting Time Entered. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Amending Approved Time Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Withdrawing Submitted Time Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

3.3 Requesting Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Time Off Home Page Card. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21Important Notes about Recurring Absences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Editing a Time Off Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Taking a Bridging Day Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

3.4 Cancelling a Time Off Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243.5 Viewing Your Time Off Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243.6 Compensations and Absences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Premium Pay for Recorded Time. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Adding Your Allowances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Adding Absences in Time Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Adding Recurring Absences in Time Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Dynamic Breaks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Time Off in Lieu of Overtime Pay. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Using Time Account Payout as an Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29

2 PUBLICUsing Employee Central Time Management

Content

Checking Time Account Balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Purchasing Additional Leave. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

3.7 New Time Sheet UI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Recording Your Daily Working Hours. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Recording the Duration of Deviations from Your Planned Time. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Recording the Duration of Your Overtime. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Recording the Duration of Your On-Call Time. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Recording When Your Working Day Starts and Ends. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Recording When Deviations from Your Planned Time Start and End. . . . . . . . . . . . . . . . . . . . . . . . . 37Recording When Your Overtime Starts and Ends. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Recording Your Break Times. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Recording When Your On-Call Time Starts and Ends. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Submitting Your Time Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Correcting Submitted Time Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Correcting Approved Time Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Submitting Single Time Recordings for Approval. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Correcting a Submitted Time Recording. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Correcting an Approved Time Recording. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Managing Time Events Using the New Time Sheet UI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

4 Using Time Management as a Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 464.1 Processing Employees' Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Approving Your Employees' Time Sheets Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Declining Your Employees' Time Sheet Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47Adding Comments to Time Sheet Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Deciding on Time Off Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Retroactive Changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Payouts from Time Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Trace Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

4.2 Time Recording on Your Employees' Behalf. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Recording Time for Your Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Adding Allowances for Your Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51Amending Time Sheets for Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52Cleanup Service for Time Sheets for Terminated Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

4.3 View Team Absences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Day View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Switching between Different Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

4.4 Alerts and Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

5 Other Fields in Time Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

6 Reporting and Analytics (for Manager and HR Admin). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Using Employee Central Time ManagementContent PUBLIC 3

6.1 Time Sheet Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Accessing Time SheetReports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Report Characteristics of the Employee Times Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Report Characteristics of the Time Pay Types Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Standard Time Periods of Time Sheet Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

6.2 Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68What is the absence overview and how do I use it?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68What is the time account overview and how do I use it?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70What is the time account snapshot and how do I use it?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70What is the overview of absence frequencies and duration, and how do I use it?. . . . . . . . . . . . . . . . . 74What is the employee times overview and how do I use it?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75What is the time account payout report and how do I use it?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76Filtering Data in Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

7 Using Mobile Time Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 807.1 Mobile Time Sheet for iPhone Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80

iPhone for Managers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80iPhone for Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

7.2 Mobile Time Sheet for Android Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88Android for Managers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88Android for Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

7.3 Mobile Time Off for iPhone Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Install and Activate the mobile SuccessFactors BizX app (App Store). . . . . . . . . . . . . . . . . . . . . . . . 93iPhone for Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94iPhone for Managers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107iPad for Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .108iPad for Managers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112

7.4 Mobile Time Off for Android Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114Install and Activate the mobile SuccessFactors BizX app (App Store). . . . . . . . . . . . . . . . . . . . . . . .115Android for Managers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116Android for Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118


Content

1 Change History

Learn about changes to the documentation for Using Employee Central Time Management in recent releases.

2H 2021

Type of Change Description More Info

Added A new tab Time Events on the new Time Sheet UI, allows you to manage your time events.

Managing Time Events Using the New Time Sheet UI [page 44]

Added We've added a topi about Time Off Objects.

Time Off Objects

1H 2021

Type of Change Description More Info

New Time Sheet UI A new employee self-service (ESS) user interface for attendance recording is available. This new UI supports accessibility standards and can be used on both desktop and mobile devices.

Time Off Home Page Card There's a Time Off card on the new Home Page that you can use to apply for time off.

Time Off Home Page Card [page 21]

2H 2020

What's New for Time Off

What's New More Info

It is now possible for employees to use some of their compensation to purchase additional leave.

Purchasing Additional Leave [page 31]

Employees or managers can view absences and planned working times exactly when they started and ended on the timeline. The day view also displays cross-midnight absences and planned working times.

Day View [page 57]

Using Employee Central Time ManagementChange History PUBLIC 5

https://help.sap.com/viewer/b2b06831c2cb4d5facd1dfde49a7aab5/2111/en-US/4819bbbbc8e54ef18e7fc4cde0ab9546.html

What's New More Info

The Submit button on the Time Off UI is now enabled only if there is a change in the value of the existing leave request.

Editing a Time Off Request [page 23]


Change History

2 What is Employee Central Time Management

Employee Central Time Management provides a highly efficient way for employees to track and manage their time and for managers to process employees’ requests and gain insight into time-related data.

Employees perform routine time-related tasks in Time Management, including:

● Record time or overtime worked.● Withdraw or amend time sheets.● Apply for time off, such as vacation, paid time off (PTO), sick leave, parental leave, etc.● Check time balances and time-off balances.● View requests and edit or cancel any open ones.

Managers use Time Management to process requests submitted by employees, glean insights from reports, and make data-driven decisions accordingly. Managers can do the following:

● Approve or reject related time requests from members of your team.● View team absences.● Record or amend time sheets on behalf of your employees.

Using Employee Central Time ManagementWhat is Employee Central Time Management PUBLIC 7

3 Using Time Management as an Employee

As an employee, you use Employee Central Time Management to record the time you worked, apply for time off, check your time balance, and manage time-related requests.

3.1 Time Recording

You can use Time Management to track the time you spend on different activities, which helps you get a good understanding of how your time is used.

NoteSome organizations prevent users from editing time sheet data imported from external systems.

3.1.1 Recording for How Long You Work Each Day

If you need to, record in Time Sheet for how long you work each day in hours and minutes.

Procedure

1. Open Time Sheet.2. Choose a day column and enter your attendance time in hours and minutes in the input fields.

TipUse the planned working time link to enter your time. Planned working time is derived from your work schedule and adjusted for public holidays, but not for your absences from work.

3. Choose Save Draft and then choose Submit.4. Choose Submit again to send the time sheet to your approver.

NoteDepending on your organization, you can't change a submitted time sheet.


Using Time Management as an Employee

Results

The status of your time sheet changes from To be submitted to To be approved. When your weekly time sheet is approved or declined, you get an e-mail notification. If your time sheet is declined, you can correct the time sheet and submit it again.

3.1.2 Recording How Long Deviations from Your Planned Working Time Are

If you need to record working time that deviates from your planned working time, record the length of such deviations in Time Sheet.

Procedure

1. Open Time Sheet.2. Select the day in the calendar for which you wish to record time.3. In the DETAILS area under Allocated Hours, specify the time type you’re recording.4. Enter in hours and minutes the difference between your actual and your planned working time.5. Save your entries.

Results

3.1.3 Recording for How Long You Work Overtime

To be compensated for your overtime, record in Time Sheet for how long you work overtime.

Procedure

1. Open Time Sheet.2. Choose the column of the day for which you want to record overtime.3. Enter your overtime in hours and minutes in the input fields.4. Choose Save Draft and then choose Submit.5. Choose Submit again to send the time sheet to your approver.

Using Employee Central Time ManagementUsing Time Management as an Employee PUBLIC 9


Results


3.1.4 Recording Your Time for Different Cost Centers

If you're paid for by different cost centers, record your time for each cost center in Time Sheet.

Context

If you record your time in hours and minutes, you can allocate both attendance time and overtime to different cost centers.

Procedure

1. Open Time Sheet.2. Select a day in the calendar.3. Go to the DETAILS area and then go to Allocated Hours.4. In the single time records, enter your time in hours and minutes.5. Enter the cost center that pays for your overtime.

NoteEnter a cost center only if the cost center differs from your default cost center.





Results


3.1.5 Recording for How Long You're on Call

To be compensated for your on-call time, record in Time Sheet for how long you're on call in hours and minutes.

Context

When you, as an employee, are on call, you aren’t present at the workplace but are ready and available to be called into work for specific tasks.

Procedure

1. Open Time Sheet.2. Open the DETAILS area and choose Add On-Call Time.3. Enter the type of on-call time you want to record in the Time Type field.4. Enter the duration of the on-call time in hours and minutes.5. Enter a cost center to book your on-call time to a cost center different than your default cost center.6. Choose Save Draft and then choose Submit.7. Choose Submit again to send the time sheet to your approver.


Results



3.1.6 Recording When Your Working Day Starts and Ends

If you need to, record when your working day starts and ends in Time Sheet.

Procedure

1. Open Time Sheet.2. Choose your working day in the calendar.3. In the DETAILS area under Allocated Hours, specify the time type you’re recording.4. Enter the start time and end time of your attendance.

TipUse the planned working time link to enter your times. Planned working time is derived from your work schedule and adjusted for public holidays, but not for your absences from work.



Results

The duration of all recorded attendance times minus the duration of all unpaid breaks is displayed in selected day column.


3.1.7 Recording When Deviations from Your Planned Work Time Start and End

Context

If you need to record working time that deviates from your planned working time, record in Time Sheet when such deviations start and end.



Procedure

1. Open Time Sheet.2. Select the day in the calendar for which you wish to record your time.3. In the DETAILS area under Allocated Hours, specify the time type you’re recording.4. Enter the start time and end time of difference from your planned working time.


5. Save your entries.

Results

Your entries are saved. At the end of the week, your time sheet is automatically submitted for approval of any exceptions you’ve recorded.

3.1.8 Recording When Your Overtime Starts and Ends

To be compensated for your overtime, record when your overtime starts and ends in Time Sheet.

Procedure

1. Open Time Sheet.2. Select the day in the calendar for which you wish to record overtime.3. In the DETAILS area under Allocated Hours, set Time Type to Overtime.4. Enter the start time and end time of your overtime.





Results


3.1.9 Recording Your Break Times

If you record when you start and stop working each day in Time Sheet, record your unpaid break times.

Context

NoteYou don't need to record your break times if your scheduled unpaid breaks are automatically deducted from your working time in Time Sheet.

If enabled in your time profile, you can change generated breaks.

CautionIf you change a generated break, the generated working time on this day is also changed. Both the break and the attendance time must be approved.

Procedure

1. Open Time Sheet.2. Select the day in the calendar for which you wish to enter your unpaid break.3. In the DETAILS area under Allocated Hours, select the type of break you wish to record in the Time Type field.4. Enter the start time and end time of your break.5. Save your entries.

Results

The total recorded time for this day is reduced by the time you’ve recorded for your break.



3.1.10 Recording When Your On-Call Time Starts and Ends

To be compensated for your on-call time, record when your on-call time starts and ends in Time Sheet.

Context

When you, as an employee, are on call, you aren’t present at the workplace but are ready and available to be called into work for specific tasks.

Procedure

1. Open Time Sheet.2. Open the DETAILS area and choose Add On-Call Time.3. Enter the type of on-call time you want to record in the Time Type field.4. Add the start time and end time of the on-call time.5. Enter a cost center to book your on-call time to a cost center different than your default cost center.6. Choose Save Draft and then choose Submit.7. Choose Submit again to send the time sheet to your approver.


Results


3.1.11 Midweek Changes to Your Time Recording Profile

If your time recording profile changes midweek, you submit two time sheets for that week.

The main settings that control your time recording and time valuation in the time sheet are defined in your time recording profile. Your time recording profile is assigned in your Job Information. There are situations when your time recording profile is updated. For example, you're promoted and change from recording all of your working time to recording only your overtime.

A change to your time recording profile can be effective on any day of the week. For example, you start a new position on the first day of the month. That day is in the middle of a time sheet week, which affects your time


recording in the time sheet. The change to your time recording profile means that you need to complete and submit two time sheets in the time sheet week when you change positions. After this week, you complete and submit only one time sheet per week, based on your new time recording method.

3.1.12 Time Sheet Statuses

Each time sheet has a status, depending on its stage in the time recording process.

Status Description

To be submitted This is your current time sheet. You make the entries for the relevant period, finish the time sheet, and submit it:

● If workflow is active, the status changes to To be approved. You can withdraw the sheet at any time before it's approved. If you do, the status changes back to To be submitted.

● If the workflow isn't active, the status changes directly to Approved.

To be approved You've submitted this time sheet. The workflow is active, so someone must approve it. You can withdraw the sheet at any time before it's approved. If you do, the status changes back to To be submitted.

Approved The time sheet was approved.

Declined by approver The person responsible for approving your time sheet denied approval.

Modified This means one of the following:

● You submitted a new time sheet for a period where an approved time sheet already existed. That original time sheet is still in place.

● You made amendments to a time sheet that had been denied approval.

Amendments to be approved You resubmitted a time sheet for approval:

● If you replaced a time sheet that had already been approved, the original time sheet is canceled when the amended time sheet is approved.

● If you corrected a time sheet that had been denied approval, the time sheet is set to Approved after it's approved.



3.1.13 Features and Functions of Employee Central Time Sheet for Employees

Employees use Employee Central Time Sheet to record their time.

Duration-Based Time Recording

Record timeGet your time sheet approved

Allocate recorded time to an alternative cost center

Withdraw a time sheet already submitted but not yet approved

Make amendments to a time sheet already approved

Positive Time Recording

Record the duration of your attendance times, overtime, on-call duty, and allowances in hours and minutes

Submit your time sheet on a weekly basis for approval

Yes Yes Yes

Negative Time Recording

Record the duration of exceptions to your planned working time in hours and minutes

Record the duration of any on-call duty or allowances in hours and minutes

Your time sheet is automatically submitted and approved if you haven’t recorded exceptions to your planned working time, nor any on-call duty or allowances

When you have recorded and saved exceptions to your planned working time, or recorded and saved any on-call duty or allowances, your time sheet is automatically sent for approval

Yes, for any exceptions to your planned working time you’ve recorded

Yes, for any on-call duty or allowances you’ve recorded

Yes Yes

Overtime-Only Time Recording

Record the duration of your overtime, and any on-call duty or allowances in hours and minutes


Yes Yes Yes


Clock Time-Based Time Recording

Record timeGet your time sheet approved

Allocate recorded time to an alternative cost center

Withdraw a time sheet already submitted but not yet approved

Make amendments to a time sheet already approved

Positive Time Recording

Record the start and end times of your attendance, overtime, and on-call duty

Record the duration of your allowances in hours and minutes


Yes Yes Yes

Negative Time Recording

Record the start and end times of exceptions to your planned working time

Record the start and end times of any on-call duty you’ve performed

Record the duration of any allowances you’re claiming, in hours and minutes

Your time sheet is automatically submitted and approved if you haven’t recorded exceptions to your planned working time, nor any on-call duty or allowances

When you have recorded and saved exceptions to your planned working time, or recorded and saved any on-call duty or allowances, your time sheet is automatically sent for approval

Yes, for any exceptions to your planned working time you’ve recorded

Yes, for any on-call duty or allowances you’ve recorded

Yes Yes

Overtime-Only Time Recording

Record the start and end times of your overtime and any on-call duty

Record the duration of your allowances in hours and minutes


Yes Yes Yes



3.2 Correcting Time Entered

After your time sheets have already been submitted or approved, you can still make necessary corrections to them if you're properly authorized and doing it within their respective allowed periods.


3.2.1 Amending Approved Time Sheets

To correct a time sheet that's already been approved, amend the time sheet.

Prerequisites

● Your organization allows you to amend time sheets that have already been approved.● The time sheet you want to correct is within the allowed period for changes.

Context

NoteIf you can't change a time sheet that has been approved, your manager or HR administrator needs to change it for you.

Procedure

1. Open Time Sheet.2. Go to the approved time sheet you want to correct and choose Make Amendment.

A new version of the time sheet is created. The time sheet has the status Draft Amendment.3. Correct your time sheet and choose Resubmit.

NoteYou can’t save a draft of an amended time sheet. You can either resubmit the amended time sheet, or choose Discard, which deletes the new version of the time sheet you’ve created.


4. Check your changes and choose Submit.

Results

The status of the time sheet changes to Amendment to be approved. The time sheet is sent for approval.

You can withdraw the amended time sheet until it's approved. If you withdraw the time sheet, the new version is deleted. The time sheet that was approved originally remains valid. The same happens if your approver declines the new amended version you’ve resubmitted.

3.2.2 Withdrawing Submitted Time Sheets

To correct a time sheet that you've submitted, withdraw the time sheet.

Prerequisites

● Your organization allows you to change submitted time sheets.● The time sheet you want to correct is within the allowed period for changes.

Procedure

1. Open Time Sheet.2. Go to the time sheet you want to correct and choose Withdraw.

You can now correct the time sheet. The status of the time sheet changes from To be approved to To be submitted.

3. Correct the time sheet and choose Submit.

Results

The status of the time sheet changes to To be approved. The time sheet is sent for approval.



3.3 Requesting Time Off

Book time off work, such as vacation, sick leave, or parental leave.

Procedure

1. If you are using the new Home Page, choose either Request Time Off under Quick Actions or Create Absence from the Time for a break? card.

2. If you are still using the legacy Home Page, choose Time Off under the My Info section.3. In the calendar, select the day you want to take off, and choose New Absence.4. Choose the time type (for example, vacation) and enter the end date.

○ If you want to take a half-day (or some other absence that is less than a full working day), deselect the Full Day checkbox and enter the start and end times of the absence.

○ If you request an absence that crosses midnight and ends on the next day, the end time shows as End Time (+1 day). An absence that ends at midnight, or 12:00 a.m., shows as End Time (+1 day).

○ If the admin has enabled recurring absences in your system, you can make the absence recurring if you want. Just replace No Recurrence with either Daily, Weekly, or Biweekly as necessary. See also Important Notes about Recurring Absences [page 22].

5. Choose Send Request.

Related Information

Time Off Home Page Card [page 21]

3.3.1 Time Off Home Page Card

The Time Off home page card is a means of ensuring employees have a good work/life balance by taking enough vacation.

The card with the text Time for a break? appears if you have activated the latest version of the Home Page and the following conditions are satisfied:

● Your time profile includes a main absence time type.The system checks this main absence time type to verify that there are balances on the time accounts linked to it. The card can't appear if this isn't the case.

● 30 or more days have passed since the end of your last vacation.● You haven't applied to take any vacation in the next 60 days or more.

If all the conditions are satisfied, the card appears and you can:

● Choose Create Absence and apply for some time off.


The card then disappears, but, if the time off you’ve applied for is more than 60 days in the future, the card is displayed again after 10 days.

● Dismiss the card.The card reappears after 30 days if the circumstances that caused it to appear in the first place still apply – that is, you still haven’t applied for some time off within the next 60 days.

3.3.2 Important Notes about Recurring Absences

If you need to take regular time off (for example, for childcare) you can request 2 hours of leave each day for a period of 6 months. Admins can also set up such a recurring absence on your behalf.

If you want to make an absence recurring, just replace No Recurrence with either Daily, Weekly, or Biweekly when creating an absence request.

NoteIf you don't see that option, it probably means that recurring absences haven't been enabled for the Employee Self-Service (ESS) Time Off UI in your system. In this case, you'll have to ask an admin to create the recurring absence request on your behalf.

Restrictions

● You can't request more than 53 recurring absences at a time.● You can't request recurring absences with a start date in the past.● You can't edit approved recurring absences that are in the past.● You can't request full-day absences with a daily recurrence.● If you attach a file while creating a recurring absence request, only the first absence will contain the

attachment.

Related Information

Requesting Time Off [page 21]



3.3.3 Editing a Time Off Request

If you requested time off but now want to make some changes (for example, specify a new start date), you can edit the request in Time Off.

Procedure

1. Under the My Info section of your homepage, choose Time Off.

In the calendar, any days with time off requests will be highlighted in green (approved requests) or yellow (pending requests). You can also see them on the right-hand side of the screen under Upcoming Time Off.

2. Select the request you want to edit and choose either the edit icon (if you selected the request in the calendar) or Edit Request (if you selected the request from the list on the right-hand side of the screen).

3. Make the necessary changes (for example, a new start date and/or end date) and choose Send Request.

3.3.4 Taking a Bridging Day Off

If a public holiday falls close to a weekend (for example, on a Thursday), you might want to take the next day off in order to bridge the two. Here’s how you can do that quickly and easily.

Procedure

1. Under the My Info section of your homepage, choose Time Off.2. On the right-hand side of the screen, under Upcoming Time Off, choose Show All.3. Scroll down to the public holiday and choose Show in Calendar.

This jumps directly to the relevant date in the calendar.4. Select the bridging day (that is, the day between the public holiday and the weekend) and choose New Time Off

Request.5. Enter the duration and other details of the absence, and choose Send Request.


3.4 Cancelling a Time Off Request

If you've requested time off but now find that you don't need it anymore, you can cancel the request in Time Off.

Procedure

1. Under the My Info section of your homepage, choose Time Off.

In the calendar, any days with time off requests will be highlighted in green (approved requests) and yellow (pending requests). You can also seem them on the right-hand side of the screen under Upcoming Time Off.

2. Select the request you want to edit, and choose Edit Request Cancel Request .

3.5 Viewing Your Time Off Requests

After you've requested time off, you can view the details of your request and keep track of the approver's comments.

Context

NoteIf there are multiple absences on the same day, but with different statuses, then the status color of the first absence is used for highlighting the calendar entry.



Procedure

1. On the home page, choose My Info Time Off .

You'll see a calendar in which any days with time off requests are highlighted in either green (approved) or orange (pending approval).

2. You can view the details of the relevant request (for example, the dates and the approver) in either of these ways:

○ Select it in the calendar. Click on the pop-up that appears, and you'll see the request details on the right-hand side.

○ Go to the Upcoming Time Off section, select the time off request you want to view, and then choose Show in Calendar. The details will appear on the right-hand side.

Related Information

Editing a Time Off Request [page 23]Cancelling a Time Off Request [page 24]

3.6 Compensations and Absences

Learn about time-related compensations and how to add absences to time sheets.

3.6.1 Premium Pay for Recorded Time

If you record time that is paid to you at a premium in Time Sheet, that time is compensated at a special rate.

Some organizations pay premiums for times such as Sundays, public holidays, for days off when you actually work, or for specific shifts. You record times that are paid at a premium like any other times in Time Sheet. Time Sheet calculates the appropriate time valuation for the premium and sends it to payroll for processing.


3.6.2 Adding Your Allowances

Add your allowances in Time Sheet to be compensated for special working conditions such as shift work, high-risk work, or unsociable hours.

Context

Depending on your organization, you can enter allowances that can't be derived from the times you record in Time Sheet. You can only record the duration of your recorded allowance in hours and minutes.

NoteIf you have multiple entries for the same allowance type, the system merges these entries into one entry.

NoteIf your allowances are recorded for you, they’re displayed in Time Sheet. But you can't change or remove these allowances yourself.

Procedure

1. Open Time Sheet.2. Open the DETAILS area and choose Add Allowances.3. Enter your allowance type.4. Enter the duration (in hours) of the time period for which this allowance applies.5. Enter a cost center to book your allowance to a cost center different than your default cost center.6. Choose Submit.

Results

A message confirming that your allowance has been recorded appears in the week summary area of your time sheet.



3.6.3 Adding Absences in Time Sheet

To request time off, add an absence in Time Sheet.

Procedure

1. Open Time Sheet.2. In the DETAILS section, choose Add Absence.3. In the Time Type field, select a type of absence, for example, vacation or sick leave.4. Enter the start date and the end date of your absence.5. Choose Submit.

Results

The Time Off workflow is triggered as configured in your system.

3.6.4 Adding Recurring Absences in Time Sheet

To request time off at regular intervals, for example, weekly, add a recurring absence in Time Sheet.

Procedure

1. Open Time Sheet.2. In the DETAILS section, choose Add Absence.3. In the Time Type field, select a type of absence.4. Enter the start date and the end date of your absence.5. Select Recurring Absence.6. Specify how often you want the absence to recur, for example, weekly.7. Choose Submit.

Results

The Time Off workflow is triggered as configured in your system.


3.6.5 Dynamic Breaks

If your company uses dynamic breaks, then you don’t have a scheduled break at a definite time every day. Instead, you’re automatically assigned a break whenever you’ve worked a certain number of hours.

In Time Sheet, when you hover over the planned time for a day, you see how many hours you’re scheduled to work (Working Time) and how much break you’re entitled to (Breaks). If you end up working different hours than expected, you can manually enter this difference under Allocated Hours. You automatically receive a proportionately longer or shorter break.

If you request time off using Add Absence, the system takes your dynamic breaks into account. Let’s say according to your work schedule you’re due to work from 08:00-17:00 (9 hours). At your company, however, you’re entitled to a 30-minute break after working for 6 hours. When you request a full day off, the system automatically deducts the designated break time. The the length of your requested absence (displayed under Requesting) is calculated as 8 hr and 30 mins.

Note● If a fixed break and a dynamic break are scheduled on the same day, the fixed break is always given priority.● Unlike with fixed breaks, you can’t manually remove a dynamic break entirely from a day. A break is always

deducted from your working time.

3.6.6 Time Off in Lieu of Overtime Pay

Time off in lieu of overtime pay is a method for compensating overtime. Rather than paying out overtime to employees, organizations offer their employees take off their overtime.

Overtime compensation variants determine how overtime is converted to time off in lieu. You can see your overtime compensation variant and how much time off in lieu is available to you.

Overtime Compensation Variants

Variant Description

Payout All your overtime is paid out to you. No overtime is converted to time off in lieu.

Payout and Time Off Only the premium portion of your overtime is converted and posted to your time off in lieu time account.

Time Off All your overtime is converted and posted to your time account for time off in lieu.

If your organization has activated time in lieu of overtime pay, you're assigned an overtime compensation variant. As an employee, you don't choose a variant yourself.

You can immediately take off overtime on your time account for time off in lieu.

TipIn the Time Information section of your Job Information, the Default Overtime Compensation Variant field displays the overtime compensation variant assigned to you.



You can see the number of hours that are posted to your time off in lieu time account in the popup screen that appears after you submit your time sheet for approval.

You can also view the current balance of your time account for time off in lieu in Time Off.

NoteSettings made by a time administrator in your time profile control what you can see in Time Off, including any information about time off in lieu.

3.6.7 Using Time Account Payout as an Employee

Request a payout in exchange for your accrued time.

Context

Employees can use the Pay Out Time dashboard to request a payout in exchange for accrued time. Since multiple factors can influence a payout, review your company policies and benefits for your role and conditions. You must also have appropriate permissions to access the dashboard. Contact your system administrator to verify that payout is eligible for self-service.

Here's a table showing the different ways you can access the Pay Out Time dashboard:

Location Actions

Home Page A Pay Out Time SAP Fiori tile is available to use for access.

Anywhere in the system Enter Payout into the Action Search and select the Pay Out Time actiion to go to the dashboard.

My Profile Select the Time tab at the top of the view. Choose Pay Out Time to go to the dashboard.

The next step after accessing the view is requesting a payout.

Related Information

Requesting Time Account Payout [page 30]


3.6.7.1 Requesting Time Account Payout

Use the Pay Out Time feature to request for a payout in exchange for your accrued time.

Context

As specified by your company policies, you can request a payout in exchange for accrued time. Note that there limitations and restrictions that apply to accrual of time and how much or how often you can request a payout. Since multiple factors can influence a payout, review your company policies and benefits for any conditions that apply to you.

Procedure

1. On the Pay Out Time dashboard, choose Request Payout. A dialog box displays.2. Select a Time Account from the dropdown. Only accounts that are eligible for payouts appear in the dropdown.

Eligibility is determined in the time account type for the time account.3. Enter the quantity of days or hours for which you want a payout. Whether you enter hours or days here

depends on the unit entered in the relevant time account type. A balance for this time account appears under the field. You can only enter up to that amount of accrued time. If you want to request payout of the whole balance available, use the Complete Balance feature to do this.

4. Choose Submit Request and either a Success dialog box displays with a success message or an Approvers for Payout Request dialog box displays with the names of people who must approve your request. Choose OK or Close to exit.

Results

Your request displays under Payout Requests on the Pay Out Time dashboard. The Status column shows one of the following::

● PendingThe request is being reviewed. Only requests with this status can be canceled.

● ApprovedThe request has been approved.

● DeclinedThe request was denied by a workflow approver.

● CancelledThe request was cancelled by the workflow admin.

NoteIf there’s an approval workflow, the payout occurs only after final approval. Choosing the icon in the Actions column displays a list of approvers (if approval is required) and the status of their approval.



3.6.8 Checking Time Account Balances

Your time account balance is what determines how much time off you can still take. Once the balance is empty, you’ll have to wait until it renews again.

Procedure

1. Under the My Info section of your homepage, choose Time Off.2. On the right-hand side of the screen under Balances, choose Show All.

Here you can see the remaining balance for all time types with quotas.

3.6.9 Purchasing Additional Leave

Convert some of your compensation into additional leave.

Context

RestrictionAt this time, this feature is only available for Public Sector Australia.

Employees can convert some of their compensation into additional leave using the Purchase Time dashboard. Be sure to review your company policies and benefits for your role and conditions. You must also have appropriate permissions to access the dashboard.

Here's a table showing the different ways you can access the Purchase Time dashboard:

Location Actions

Home Page A Purchase Time SAP Fiori tile is available to use for access.

Anywhere in the system Enter Purchase Time into the Action Search and select the Purchase Time selection to go to the dashboard.

My Profile Select the Time tab at the top of the view to scroll down to the time information. Choose Purchase Time to go to the dashboard.

Entering a Request to Purchase Leave [page 32]Use the Purchase Time feature to convert some of your compensation into additional leave.


3.6.9.1 Entering a Request to Purchase Leave

Use the Purchase Time feature to convert some of your compensation into additional leave.

Context

As specified by your company policies, you can purchase additional leave in return for giving up some of your compensation. You need the Access Purchase Leave and Create Purchase Leave in Self-Service permissions in order to do this.

Procedure

1. On the Purchase Time dashboard, you see the time accounts and requests for any time you have already purchased, showing the amount of leave available on the account and the date from which it is bookable. To purchase more, choose Create. A dialog box displays. However, if this is the first time you have accessed the screen, you see an empty screen and the system asks whether you would like to create a request. Choose Create Purchase Time Request to proceed.

2. Enter the details of the leave you want to purchase. Depending on how your system is configured, this will include things like the number of days or hours you want to purchase and the date from which the required deduction should be made from your compensation. Use the Note field to enter any additional information in support of your request.

3. Choose Submit. The system will ask you to confirm your request. and either a Success dialog box displays with a success message or an Approvers for Purchase Time Request dialog box displays with the names of people who must approve your request. Choose OK or Close to exit.

Results

Your request displays under Purchased Time Requests on the Purchase Time dashboard. The Status column shows one of the following::

● PendingThe request is being reviewed. Only requests with this status can be canceled.

● ApprovedThe request has been approved.

● DeclinedThe request was denied by a workflow approver.

● CancelledThe request was cancelled by the workflow admin.

Your request creates a time account that is in addition to, and separate from, the account for your annual leave. After final approval, a time account with the purchased leave is released. Deductions from this account are communicated to Payroll.



3.7 New Time Sheet UI

A new employee self-service (ESS) user interface for attendance recording is available. This new UI supports accessibility standards and can be used on both desktop and mobile devices.


3.7.1 Recording Your Daily Working Hours

If your employer requires you to record for how long you work each day, enter the hours and minutes of your working day in the time sheet.

Procedure

1. Open the time sheet and select the working week from the calendar.2. Select the day for which you want to record working time.3. Go to the Working Times section and choose Record.

TipChoose Apply Planned Time to enter your time. Planned time is derived from your work schedule and adjusted for public holidays, but not for your absences from work.

4. Enter an attendance time type.5. Enter your working time in hours and minutes.6. Enter the cost center for which you're recording time.

RememberYou only need to enter your cost center if it differs from your default cost center.

7. Choose Save.8. If the recording needs to be approved, submit it.

Next Steps

At the end of your working week, submit the time sheet for that week.


3.7.2 Recording the Duration of Deviations from Your Planned Time

If you need to record working time that deviates from your planned time, record the length of such deviations in the time sheet.

Procedure

1. Open the time sheet and select the working week from the calendar.2. Select the day for which you want to record working time.3. Go to the Working Times section and choose Record.4. Enter an attendance time type that is used to record the difference between your planned and actual working

time.5. Enter the deviation of your planned time in hours and minutes.6. Enter the cost center for which you're recording time.



Next Steps


3.7.3 Recording the Duration of Your Overtime

To be compensated for your overtime, record for how long you work overtime in the time sheet.

Procedure

1. Open the time sheet and select the working week from the calendar.2. Select the day for which you want to record working time.3. Go to the Working Times section and choose Record.4. Enter an overtime time type.



5. Enter your overtime in hours and minutes.6. Enter the cost center for which you're recording time.



3.7.4 Recording the Duration of Your On-Call Time

To be compensated for your on-call time, record your on-call times in hours and minutes.

Context

On-call times are times when you aren’t present at the workplace but are ready and available to be called into work for specific tasks.

Procedure

1. Open the time sheet and select the working week from the calendar.2. Select the day for which you want to record on-call time.3. Go to the On-Call Times section and choose Record.4. Enter an overtime time type.5. Enter your on-call time in hours and minutes.6. Enter the cost center for which you're recording time.




3.7.5 Recording When Your Working Day Starts and Ends

If your employer requires you to record when your working day starts and ends, enter these start and end times in the time sheet.

Procedure

1. Open the time sheet and select the working week from the calendar.2. Select the day for which you want to record working time.3. Go to the Working Times section and choose Record.

TipChoose Apply Planned Time to enter your time. Planned time is derived from your work schedule and adjusted for public holidays, but not for your absences from work.

4. Enter an attendance time type.5. Enter the start and end time of your working day.6. Enter the cost center for which you're recording time.



Next Steps




3.7.6 Recording When Deviations from Your Planned Time Start and End

If you need to record working time that deviates from your planned working time, record when such deviations start and end in the time sheet.

Procedure

1. Open the time sheet and select the working week from the calendar.2. Select the day for which you want to record working time.3. Go to the Working Times section and choose Record.4. Enter an attendance time type that is used to record the difference between your planned and actual working

time.5. Enter the start and end time of deviation from your planned time.6. Enter the cost center for which you're recording time



Next Steps


3.7.7 Recording When Your Overtime Starts and Ends

To be compensated for your overtime, record the start and end of your overtime in the time sheet.

Procedure

1. Open the time sheet and select the working week from the calendar.2. Select the day for which you want to record working time.3. Go to the Working Times section and choose Record.4. Enter an overtime time type.


5. Enter the start and end time of your overtime.6. Enter the cost center for which you're recording time.



3.7.8 Recording Your Break Times

If you record when you start and stop working each day, record your unpaid break times.

Context

NoteYou don't need to record your break times if your scheduled unpaid breaks are automatically deducted from your working time.

If enabled in your time recording profile, you can change generated breaks.

Procedure

1. Open the time sheet and select the working week from the calendar.2. Select the day for which you want to record your break.3. Go to the Working Times section and choose Record.4. Enter a break time type.5. Enter the start and end time of your break.6. Enter the cost center for which you're recording time.





3.7.9 Recording When Your On-Call Time Starts and Ends

To be compensated for your on-call time, record when your on-call time starts and ends.

Context

On-call times are times when you aren’t present at the workplace but are ready and available to be called into work for specific tasks.

Procedure

1. Open the time sheet and select the working week from the calendar.2. Select the day for which you want to record on-call time.3. Go to the On-Call Times section and choose Record.4. Enter an overtime time type.5. Enter the start and end time of your on-call time.6. Enter the cost center for which you're recording time.



3.7.10 Submitting Your Time Sheet

At the end of a working week, you need to submit your time sheet for approval.

Prerequisites

In situations where single recordings need separate approvals, all the relevant recordings must have been approved before a time sheet can be submitted.


Procedure

1. Open the time sheet and select the working week from the calendar.2. Make sure that all recorded time that requires additional approval is approved.

For more information, see Submitting Single Time Recordings for Approval [page 42].3. Choose Submit and then choose Submit again.

Results

The status of your time sheet changes from To be submitted to To be approved. When your weekly time sheet is approved or declined, you get an email notification. If your time sheet is declined, you can correct the time sheet and submit it again.

3.7.11 Correcting Submitted Time Sheets

To correct a time sheet you've submitted and that hasn't been approved yet, go to the day on which you want to make changes, make your changes, and submit the time sheet again.

Prerequisites

● Your organization allows you to change submitted time sheets.● The time sheet you want to correct is within the allowed period for changes.

Procedure

1. Open the time sheet and select the working week from the calendar.2. Select the day on which you want to make changes.3. Choose Withdraw.

The status of the time sheet changes from To be approved to To be submitted.4. Make your changes and confirm that you want to change a submitted time sheet.5. Save your changes and submit the time sheet.



Results


3.7.12 Correcting Approved Time Sheets

To correct a time sheet that's already been approved, go to the day on which you want to make changes, make your changes, and submit the time sheet again.

Prerequisites

● Your organization allows you to change time sheets that have already been approved.● The time sheet you want to correct is within the allowed period for changes.

Context

NoteIf you can't change a time sheet that has been approved, your manager or HR administrator needs to change it for you.

NoteIf you've accidentally edited an approved time sheet, you can go back to the approved time sheet by discarding the changes.

Procedure

1. Open the time sheet and select the working week from the calendar.2. Select the day on which you want to make changes.3. Make your changes and confirm that you want to change an approved time sheet.

The status of the time sheet changes from Approved to To be submitted.4. Save your changes and submit the time sheet.


Results


3.7.13 Submitting Single Time Recordings for Approval

When you record time that requires special approval, you need to submit that time recording for approval before you can submit your weekly time sheet.

Prerequisites

● You’ve recorded your time using a time type that supports single record approval.● You’ve saved the time recording that you want to submit.

Procedure

1. Open the time sheet and select the working week from the calendar.2. Select the day with the recording that you want to submit.3. Open the time recording that you want to submit.4. Choose Submit.

Results

The status of the recording changes from To be submitted to To be approved.

NoteThe recording must be approved before you can submit your time sheet.



3.7.14 Correcting a Submitted Time Recording

To correct a time recording you've submitted and that hasn't been approved yet, withdraw the time recording, make your changes, and submit the time recording again.

Procedure

1. Open the time sheet and select the working week from the calendar.2. Select the day with the recording that you want to correct.3. Open the time recording that you want to correct.4. Choose Withdraw.

The status of the time recording changes from To be approved to To be submitted.5. Make your changes.6. Save your changes and choose Submit.

Results


NoteThe recording must be approved before you can submit your time sheet.

3.7.15 Correcting an Approved Time Recording

To correct an approved time recording, open the time recording, make your changes, and submit the time recording again.

Procedure

1. Open the time sheet and select the working week from the calendar.2. Select the day with the recording that you want to correct.3. Open the time recording that you want to correct.4. Make your changes.

The status of the time recording changes from Approved to To be submitted.5. Save your changes and choose Submit.


Results


Note

3.7.16 Managing Time Events Using the New Time Sheet UI

As a Clock In Clock Out employee, you can now use the new Time Sheet UI to view, create, or delete time events.

Prerequisites

As a Clock In Clock Out employee with a target population as Self, ensure you have permissions for the following in Admin Center Manage Permissions Roles Manage Roles for Clock In Clock Out :

● View Time Events - Allows you to view time events.● Create Manual Time Events - Allows you to create time events.● Delete Time Events created using Terminal - Allows you to delete time events created from a Terminal.● Delete Time Events created manually - Allows you to delete time events created using the Manage Clock In

Clock Out page or the new Time Sheet UI.● Delete Time Events created using Clock Time - Allows you to delete time events created using Clock Time quick

action.

Context

If you have the required permissions, you can create a manual time event or delete an approved time event from the new Time Sheet UI. You can delete time events whether they’re paired or not. All unpaired time events that require attention are highlighted on the UI for easy identification and you can take appropriate actions. These unpaired time events are highlighted based on the Overdue Time Events setting in Configure Clock In Clock OutSettings page. Time Events created in the Time Sheet UI are saved as manual entries. You can trigger a workflow for the approval of time events that are manually created or deleted. As an administrator, you can also set the Reason and Comments fields for all manual time events and make them mandatory, if necessary.

NoteIf you’re a manager who is in a different timezone than that of your reporting employee, we recommend that you use the Manage Clock In Clock Out page to manage the manual time events for your employee. For more information, go to the Related Information section.



Procedure

1. On the new Time Sheet UI, select the date on the calendar for which you want to update your time event. On the weekly calendar, you can identify any missing time event or an unpaired time event by means of a visual indicator.

2. After you select the date, click the Time Events tab adjacent to the Recordings tab.

NoteCross-midnight employees who work in shifts will see Night Shift and All Events tab under Time Events. The Night Shift tab shows the time events that are within the boundary of the night shift bandwidth. The All Events tab shows the time recorded within the night shift bandwidth and any time event recorded outside these hours. For more information, go to the Related Information section.

3. To create a manual time event, click Create.4. On the Create Time Event screen, provide the required details.

NoteCross-midnight employees will see 2 dates on the top of this screen. Select the date of your shift for which you’re creating the time event.

5. After providing the details, click Submit.

NoteAll time events created manually have an icon on the row of the time event to indicate the same.

6. To delete a time event, select the time event from the Time Events tab.7. On the Time Event Details page, review the time event that you’re going to delete and click Delete.

NoteAny unpaired time event, which may have occurred due to a terminal issue or an employee error, are highlighted on the Time Events tab for easy identification. Also, you’ll see the error details when you view this unpaired time event.

Related Information

Night Shift BandwidthImplementing and Using Clock In Clock Out in Time TrackingClock In Clock Out Settings


https://help.sap.com/viewer/68de09dff990417b9f0acf6ccc13a14d/2111/en-US/66a0c2dba4804769a833cc771a52a146.html

https://help.sap.com/viewer/e8dd7617d12e4da99b6592006c27a9fa/2111/en-US/1380af4a30f141e5a4c6db7c7d0e9b67.html

https://help.sap.com/viewer/e8dd7617d12e4da99b6592006c27a9fa/2111/en-US/06728944ab8248a99d5b71af185e2184.html

4 Using Time Management as a Manager

As a Manager, you use Employee Central Time Management to process employee's time-related requests, enter or amend time on their behalf, and view team absences.

4.1 Processing Employees' Requests

As a manager, you can approve or decline time sheets or time-off requests and add comments when necessary.

4.1.1 Approving Your Employees' Time Sheets Requests

As a manager, you must review your team's weekly time sheet requests. If these time sheets requests are OK, approve them.

Context

When you approve an employee's time sheet request, you approve the time valuation result from the time sheet. The time valuation result is a breakdown of time recorded by your employee that is mapped to the relevant time pay types.

NoteAfter you approve a weekly time sheet, you can change the weekly time sheet only if you can maintain your employees' time sheets on their behalf.

Procedure

1. On your home screen, go to To Do.2. Select a time sheet request waiting for your approval.3. Check the time valuation result calculated by the program.4. Approve the request.


Using Time Management as a Manager

Results

The time sheet status is changed from To be approved to Approved. The time valuation is sent to payroll. The employee is paid based on the valuation result. Time is posted to any deviating cost centers that is listed in the time valuation result. If no deviating cost center is specified, time is posted to the default cost center. Your employee is informed of your decision by e-mail.

4.1.2 Declining Your Employees' Time Sheet Requests

As a manager, you must review your team's weekly time sheet requests. If these time sheets requests need to be corrected, decline them.

Procedure

1. On your home screen, go to To Do.2. Select a time sheet request waiting for your approval.3. Check the time valuation result calculated by the program.4. Decline the request.

Results

The time sheet status is changed from To be approved to Declined. Your employee is informed of your decision by e-mail. The employee can correct the time sheet and submit it again.

4.1.3 Adding Comments to Time Sheet Requests

As a manager, you must review your team's weekly time sheet requests. If you want to ask your employee for more information before approving or declining a time sheet request, add a comment.

Context

NoteAfter you approve a weekly time sheet, you can change the weekly time sheet only if you can maintain your employees' time sheets on their behalf.

Using Employee Central Time ManagementUsing Time Management as a Manager PUBLIC 47

Procedure

1. On your home screen, go to To Do.2. Select a time sheet request waiting for your approval.3. Check the time valuation result calculated by the program.4. Add and post your comment.

Results

The employee who sent the request receives a notification mail and can see the comment in the activity section of the request.

4.1.4 Deciding on Time Off Requests

As manager, one of your tasks is to view requests for time off from members of your team and decide whether to approve them.

When team members send you time off requests, they appear as To-Dos – Due Today in your home page.

To view a request, click it. You then see the request, along with information on who else is absent during the time the employee requesting time off wants to be away. You can:

● Approve the request.● Decline the request.● Add a comment – for example, if you need more information before deciding on this request. The employee

who sent the request can then see, in the My Requests section of his or her calendar, that a comment has been entered. He or she can then respond to it.

● Delegate approval of the request to someone else.

The employee is informed of your decision by email.

4.1.5 Retroactive Changes

Employees in your organization can withdraw and amend time sheets that have been submitted and or approved in the past. Such changes to past time sheets are also called retroactive changes.

Your organization can implement rules that control retroactive changes. Rules that apply to the employees don’t apply to you when you want to change or update time sheets from your employees.

Your employees can withdraw a time sheet they've submitted, update it, and send it back to you for approval. They can also make amendments to a time sheet you have already approved, and resubmit it to you for approval of the amendments they have made. In both cases, as a manager, you must approve these changes to time sheets from previous periods.



Retroactive Changes to Unapproved Time Sheets

The employee withdraws the original time sheet, updates it, and sends it back for your approval. The updated version appears in your approvals worklist with the original status To be approved.

Retroactive Changes to Approved Time Sheets

Where permitted, an employee can change a time sheet already approved in the past and resubmit it to you for approval. Time sheets that have already been processed through payroll are no problem. The system is set up to handle payroll recalculations in these cases.

When an employee changes a time sheet, a new version of the time sheet is created. The old time sheet remains unchanged in the system with the original approved status. You can compare the original version and the updated version on the approval screen. Choose the quick card icon in the Replaces field. A new screen opens up where you can view the time sheet originally approved.

After you approve the updated version of the time sheet, the original version of the time sheet remains in the system with the updated status Cancelled. This version is replaced in the system by the new version. Data replication to payroll is always triggered and Employee Central Payroll handles the processing of this changed data.

Connections Between Old and New Time Sheets

To help you to compare different versions of a time sheet, there’s always a direct connection between the original and the updated time sheet.

Change of Approver

The approving manager is the manager in the Supervisor field of the Job Information. Managers who take over org units receive approval requests for time sheets from before their takeover when they're entered in the Supervisor field.

If an employee moves to a different org unit, time sheets submitted after the change in the Supervisor field are sent to the new manager. Therefore, an employees new manager receives time sheets related to any previous org unit. The employee's new manager can delegate the approval requests for time periods that relate to the old org unit to the employee’s previous manager.


4.1.6 Payouts from Time Accounts

Information on what managers have to do regarding payouts from time accounts.

As a manager, you can, like any other employee, request payouts from time accounts as described in the Requesting Time Account Payout [page 30] documentation. However, you also have a role in approving payouts for employees.

When team members send you requests for time account payouts, the requests appear as To-Dos in your home page.

To view a request, click it. You then see details of the requested payout. You can approve or decline the request. The employee is informed of your decision by email.

4.1.7 Trace Button

The trace button enables you to trace time valuations.

If you have the appropriate permission, you can retrace the time valuation process for a time sheet in detail, and verify the corresponding time valuation results. HR administrators can check out time valuation issues raised by their employees and answer questions about compensation-relevant time valuation results. You can access this information by using the Trace button that appears in the time sheet UI.

4.2 Time Recording on Your Employees' Behalf

When your employees are unavailable for it, you can record time or amend time sheets on their behalf.


4.2.1 Recording Time for Your Employees

If employees don't record their time, you, as a manager or HR administrator, can record time for employees in Time Sheet.

Prerequisites

You need to have the appropriate permissions.



Context

NoteRules that control how employees can withdraw or amend time sheets don't apply to you as a manager or HR administrator.

Procedure

1. On your Home page, open the employee’s file.2. Choose Actions and then Go to.3. Choose Time Sheet.4. Enter the employee’s times or time types for the required periods and choose Submit.

Results

If you’re already the designated approver for this employee’s time sheet, the time sheet is approved automatically when you submit it. If you maintain a time sheet for an employee for whom you aren’t the designated time sheet approver, the time sheet is set to status Pending after you submit it. A workflow is automatically started for the designated approver.

4.2.2 Adding Allowances for Your Employees

Allowances are part of an employee's salary that is compensation for special working conditions such as shift work, high-risk work, and unsociable hours. If employees can't add their own allowances, you, as a manager or HR administrator, must add allowances for the employees in Time Sheet.

Procedure

1. On your Home page, open the employee’s file.2. Choose Actions.3. Choose Go to and then choose Time Sheet.4. Open the DETAILS section of your employee's time sheet.5. Select an allowance type from the available types and enter a duration for the allowance.6. Choose Submit.


Results

If you’re the designated approver for this employee’s time sheet, the time sheet is approved automatically when you submit it. If you maintain a time sheet for an employee for whom you aren’t the designated time sheet approver, the time sheet is set to status Pending after you submit it. A workflow is automatically started for the designated approver.

4.2.3 Amending Time Sheets for Employees

If employees need to correct their time sheets, but can't amend these time sheets, you, as an HR administrator, must amend these time sheets for the employees.

Prerequisites

You have the appropriate authorizations to make retroactive changes to employees' time sheets.

Context

Rules that control how employees can withdraw or amend time sheets don't apply to you as an HR administrator.

Procedure

1. On your Home page, open the employee’s file.2. Choose Actions and then Go to.3. Choose Time Sheet.4. Navigate to the approved time sheet you want to update and choose Make Amendment.

A new version of the time sheet is created. The time sheet has the status Draft Amendment.5. Correct your time sheet and choose Resubmit.

NoteYou can’t save a draft of an amended time sheet. You can either resubmit the amended time sheet, or choose Discard, which deletes the new version of the time sheet you’ve created.

6. Check the changes in the Submit popup and choose Submit.



Results

The time sheet status to Amendment to be approved and resends the time sheet for approval.

4.2.4 Cleanup Service for Time Sheets for Terminated Employees

Once you start the employee termination process in Job Information, it triggers a new cleanup service which automatically removes all time sheet data and all derived valuation results (pay types, alerts, time collectors, and time account postings) for "inactive" periods.

Specifically, here's what the cleanup service does:

● Removes any Time Mangement Alerts (TMAs) for the terminated employee, if the TMA's date is in an inactive period.

● Sets all external times for the employee to Inactive.● Removes all time collector postings for the employee that have booking dates in inactive periods.● Sets all time sheets after the termination date to Inactive. It also removes all time valuation results for those

time sheets, and updates all working time account postings and payroll proxies.

What this means is that you can terminate an employee even if time sheets exist for a time period in which their employment will be inactive.

NoteThis cleanup service is fully automated and runs by default, but in case you want to prevent it from running - that is, if you want to keep all the time sheet data after an employee's termination date - you can use these two rule functions:

● Has Time Sheet Data in Period()● Has Time Sheet Data Before Date()

For example, you could create a rule like this and assign it to the Job Information:

Sample Code

If Job Information.Event Reason is equal to Terminate (Terminate)Has Time Sheet Data In Period() User: Job Information.User ID Start Date: Job Information.Event Date End Date: Job Information.End Date is equal to YesThenRaise Message "prevent_termination" with Error severityTermination is not allowed


Restriction

There is one particular set of circumstances under which the cleanup service won't work.

If modifying the Job Information record would lead to a time period where no Job Information exists at all, and Payroll integration is switched on, the service cannot clean up the time valuation results. This is because it would no longer be able to retrieve the connection to the Payroll system. For this reason, the system specifically prevents you moving the Hire Date of an employee into the future if there are already time sheets in the system and Payroll integration is switched on.

4.3 View Team Absences

You can use the team absence calendar to view the absences of your peers, your supervisor, or your direct or indirect reports.

As an employee, you can access the team absence calendar:

● By choosing View Team Absences on the Employee Self-Service (ESS) Time Off screen.● By clicking on the link when creating an absence request on the ESS Time Off screen. When you access the

calendar this way, you'll see any absences that overlap with your planned one.

As a manager, you can access the team absence calendar:

● From the Team Absences tile on the homepage● By clicking the link to the calendar when you're approving an absence



Using the Team Absence Calendar

If you want to Proceed as follows

View your peers The peers view is displayed by default, and if you're in another part of the calendar you can navigate back to it at any time by choosing My Peers.

Here you can see all your peers, as well as yourself and your supervisor. Peers are organized alphabetically by last name. All the absences in this view - except for your own - are displayed with a generic time type name, and are highlighted in green regardless of the approval status.

Determine the status of an absence You can quickly tell the status of an absence by its color in the calendar:

● Green - absence has been approved● Orange - absence is pending approval or pending cancella

tion● Blue - absence was created in the employee self-service

(ESS) UI or workflow UI

NoteAbsences that have been cancelled or rejected are not shown in the calendar.

View absence details In order to view more detailed information about an absence, you need to have been assigned the corresponding permission

for the absence in Manage Permission Roles Manage Time

Access Workbench . Once you have the permission, just click an absence in the calendar to see all the additional info.

Note● You can't view additional information for any absen

ces that have been created or edited on the ESS or workflow UIs. That is, absences that are highlighted in blue.

● You also can't view additional information when you launch the Team Absence Calendar from the ESS or workflow UIs, since you usually won't have the necessary workbench permission.

Add people outside your reporting hierarchy to the calendar Use the search icon on the right-hand side.

Absences for users outside your reporting hierarchy are highlighted in green with a solid border, regardless of their current approval status.


If you want to Proceed as follows

Search people outside your peers group.

As a manager, you can search users outside your reporting hierarchy.

Use the search icon on the right-hand side.

NoteYou need to have been assigned the search permission un

der Time Management User Permissions Enable

Search Option in Team Absence Calendar . Under General User Permissions, User Search has to be enabled.

View only people that are currently absent Select the Absent checkbox. All users who have absences on the selected date are displayed.

NoteThe number of absent users is displayed based on the start date of absence and not the physical start date of the absence. For example, if an absence starts on August 26 and crosses-midnight into August 27, then it is shown for the number of absences on August 26.

View absences for either days, weeks or months Switch between the daily, weekly and monthly views with the dropdown list in the top-left of the calendar. You can also navigate between weeks and months using the date navigation bar.

In both the weekly and monthly view, the first day of the week depends on your locale and language settings. If your language is German then the week starts on Monday, whereas if the language is English then the week starts on Sunday.

For more details on the Day View, go to Day View. [page 57]

View holiday information The gray cells in the calendar represent non-working days and holidays. The name of each holiday is also displayed.

NoteHalf-day holidays are shown as working days.

View your direct reports

(Managers only)

Select My Direct Reports.

Your direct reports are organized alphabetically by last name. The name of the time type is displayed for all absences.

View your indirect reports

(Managers only)

Use the tree view on the left-hand side to drill down into your reporting hierarchy.

Select the checkbox beside someone's name to view their information in the calendar. If that person is a manager, then you'll see the information for all their direct reports as well.

Absence name The name of the leave is shown only if the user has permission for employee time and time type of the target population.



4.3.1 Day View

The day view is useful for clock-time based users who work with definite start and end times.

Day View Overview

The day view consists of a 24 hour timeline which is used for rendering absences and planned working times based on their start and end times. The starting hour of the timeline is 12:00 a.m., the start of the day. The time format is displayed based on the users locale.

Absences in the day view are displayed based on the start and end time of the absence.

Display of Absences in Day View for Clock-Time Based UsersThe appointment of an absence is displayed based on the start time and end time and the actual date of the absence.

Full Day Absence

Example 1: A full day absence for an employee working from 08:00 a.m. to 05:00 p.m. is displayed as follows:

Example 2: A full day absence for an employee working a cross-midnight shift from 10:00 p.m. to 06:00 a.m., is displayed as 2 appointments:

1. From 10:00 a.m. to 12:00 a.m. on day 1:

2. From 12:00 am to 06:00 a.m. on day 2:

Partial Day Absence

Example 1: An employee works from 02:00 p.m. to 10:00 p.m. and takes a partial day absence in the first half of their shift from 02:00 p.m. to 05:00 p.m. The absence appointment is displayed starting at 02:00 p.m. until 05:00


p.m.

Example 2: An employee works a cross-midnight shift from 10:00 p.m. to 06:00 a.m. and takes a partial absence starting on August 26 from 10:00 p.m. to 02:00 a.m. on the next day.

This absence is displayed on August 26, starting at 10:00 p.m. and ending at 12:00 a.m.

An arrow indicates that the absence continues to the next day, from 12:00 a.m. to 02:00 a.m.

The absence start date is shown on the popover so that it's clear that the absence belongs to the cross-midnight shift from previous day.

NoteThe +1 day indicator is displayed on the popover to indicate that the absence ends on the next day but the absence logically belongs to the previous day.

Example 3: An employee works a cross-midnight shift from 10:00 p.m. to 06:00 a.m. and takes a partial absence on August 24 starting at 10:00 p.m. until 12:00 a.m.



This absence is displayed on August 24, starting at 10:00 p.m. and ending at 12:00 a.m.

Example 4: An employee works on a cross-midnight shift from 10:00 p.m. to 06:00 a.m. and takes a partial absence for their shift on August 17 from 02:00 a.m to 06:00 a.m.

This absence is displayed on August 18 (actual, physical date of absence) starting at 02:00 a.m. and ending at 06:00 a.m.

NoteThe date of absence is August 17 because this absence logically belongs to the previous day shift.

Multiple Day Absence

Here, an employee works on a cross-midnight shift from 10:00 p.m. to 06:00 a.m. and takes a 3 day absence from Monday, August 3, until Wednesday, August 5. The absence is displayed starting at 10:00 p.m. on August 3 until August 6 at 06:00 a.m.


Display of Planned Working Time Information in Day View

The appointment is called Planned Working Time. The planned working time appointment is displayed in blue. Work schedule name, working time, and breaks are displayed in the popover when you select the appointment.

NoteNo permissions are needed for viewing the work schedule information.

The planned working time information is only displayed for a clock-time user.

Absences overlay the work schedule, which means they override the work schedule.

Example 1: An employee works on a planned work schedule which starts at 08:00 a.m. and ends at 05:00 p.m., with multiple breaks during the shift. The planned working time information appointment is displayed from 08:00 a.m. to 05:00 p.m., the break information showing in the popover.

Example 2: An employee works a cross-midnight shift from 10:00 p.m. to 06:00 a.m.., with breaks during the shift. The planned working time information is displayed as 2 appointments.

1. From 10:00 p.m. until 12:00 a.m. on day 1.



2. From 12:00 a.m. to 06:00 a.m. on day 2

Duration-based User in Day View

The day view also shows duration-based users.

Work Schedule: The work schedule information isn't displayed for duration-based users in the day view, as the start and end times are unknown.

Absence hours: The absence starts at 12:00 a.m. and ends at 12:00 a.m. midnight. The block of the absence shows the exact number of hours the user is absent. In case of multiple absences, they are rendered below each other.

The number of hours are shown when you select the popover, and also on the appointment.


4.3.2 Switching between Different Views

Default Behavior

When the user launches the team absence calendar, the monthly view is selected as the default view.

The following dates range are displayed on each view by default:

● Weekly View: The current week is displayed from the start day of the week depending on the user's locale. For example, for a German locale, it starts on a Monday, and for a U.S. locale, it starts on a Sunday.

● Monthly View: The current month is displayed from first day of the month to end date of month.● Half-month View: Two weeks are displayed starting from current week.● Yearly View: Starts on January 1 and ends on December 31.

NoteThe yearly view is not enabled by default. Please create a ticket for enabling the Yearly View. Once you enable the yearly view, the half-yearly view is displayed, based on your screen size.

● Half-year View: The current half of the year is displayed. For example, if the current month is August, then the view starts on July 1 and ends on December 31.

Changing the Date

When you select a date from the date selection control, the view changes and the selected date is contained in the view.

● If the date selected in the Monthly View is June 15, then the month of June is displayed.● If the date selected in the Weekly View is June 25, then the week starts on Monday, June 22 (for a German

locale) and ends on June 28.● If the date selected in the Half-month View is June 17, then the half-month starts on Monday, June 15 (for a

German locale) and ends on June 28.● If the date selected the Yearly View, the year starts on January 1 and ends on December 31 next year.● If the date selected in the Half-yearly View is March 15, then the view starts on January 1 and ends on June 30.

Switching Views

The current month is selected by default.

When you switch to the Week View, the current week is selected by default.

When you switch to the Day View, today's date is selected by default.

Changing the Date (via the arrows, the today button, or the date picker)

When you use the arrows to navigate between different years, months, weeks or days, the new reference date is always the first date of the next interval.

Example 1

Selecting the date as November 14 changes the month to November 1 until November 30.

When you switch to the Week View, the week is shown that has the current date in it.

When you switch to the Day View, the present day is shown, for example November 14.



Example 2In Week View, change the week to August 10 to August 16.

When you switch to Month View, it shows as August 1 to August 31.

When you switch to the Day View, it shows as August 10.

4.4 Alerts and Notifications

As a manager, you might receive alerts or email notifications, or both, due to certain events are defined in the system. Alerts show up in the ToDo tile.


5 Other Fields in Time Off

Find detailed information about text fields on the UI in Time Off by clicking on the links below.

Returning to Work On

Full Day


Other Fields in Time Off

https://help.sap.com/viewer/b84252bad1a94ee4a2977c5f91c64b3f/2111/en-US/0ac5d79d3ed64ffbacad0b109bf8746d.html

https://help.sap.com/viewer/b84252bad1a94ee4a2977c5f91c64b3f/2111/en-US/4f9ccb8b56644a4fa5ecc9485f194279.html

6 Reporting and Analytics (for Manager and HR Admin)

You can view standard reports to get an overview of time worked, time off, time accounts, absences, etc., and use filtering and other analytical tools to focus on and make sense out of the time data that interests you.

6.1 Time Sheet Reports

As a manager or HR administrator, you can use three standard reports from Employee Central to analyze Time Sheet data.

NoteBecause employees report their time on a weekly basis, reports can contain data from incomplete time sheet weeks.

NoteIf the system contains unapproved amended time sheets when you run a report, both the original versions and the amended versions of the time sheets are included in the report.

NoteFilter options that you choose in one report apply to all reports.

Employee Times Overview

The Employee Times Overview contains a list of attendance and absence time types that employees record in Time Sheet.

Time Pay Types Overview

The Time Pay Types Overview contains a list of time pay types calculated by the time valuation engine.

Time pay types are based on both times that employees record and on times that are derived from an employee's work schedule and holiday calendar. Time pay types, for example, regular time, regular overtime, overtime with premium, and business travel time, form the basis of an employee's payroll-relevant Time Valuation Result.

Using Employee Central Time ManagementReporting and Analytics (for Manager and HR Admin) PUBLIC 65

Time Collector Template

Time collectors are used to accumulate time data independently of time sheet periods. You use the Time Collector Template to create reports that analyze data from time collectors.

6.1.1 Accessing Time SheetReports

As a manager or HR administrator, access Time Sheet reports to analyze Time Sheet data.

Procedure

1. Go to the Home dropdown list and select Analytics.2. Choose EC Standard Reporting and then choose Time Management.

6.1.2 Report Characteristics of the Employee Times Overview

You use characteristics in the Employee Times Overview to display and filter the report.

● Person Id● Time Sheet Approval Status● Deviating Cost Center● Business Unit● Company● Cost Center● Department● Division● Location● Employee Name● Manager● Time Type (code)● Time Type (name)● Category

For Time Sheet, the category is Attendance.


Reporting and Analytics (for Manager and HR Admin)

6.1.3 Report Characteristics of the Time Pay Types Overview

You use characteristics in the Time Pay Types Overview to display and filter the report.

● Person Id● Time Sheet Approval Status● Booking Date● Deviating Cost Center● Time Pay Type● Business Unit● Company● Cost Center● Department● Division● Location● (Employee) Last Name● (Employee) First Name● Manager

6.1.4 Standard Time Periods of Time Sheet Reports

Analyze the data in the Employee Times Overview and Time Pay Types Overview along standard time periods.

● From mm.dd.year to mm.dd.year (choose any period you want)● Current Month● Current Month to Date● Current Quarter● Current Quarter to Date● Current Year● Current Year to Date● Last Month● Last Quarter● Last Year● Next Month● Next Quarter● Next Year● Current Month To Go● Current Quarter To Go● Current Year To Go


6.2 Reporting

Some standard reports are available to help you analyze your Time Off data.

The standard reports are:

● Absence Overview● Time Account Overview● Time Account Snapshot● Absence Frequencies and Duration● Employee Times Overview● Time Account Payout

You can access them by choosing Analytics Reporting EC Standard Reporting Time Management . You can download your reports to Microsoft Word®, Microsoft PowerPoint®, or Microsoft Excel®.

What is the absence overview and how do I use it? [page 68]With the absence overview, you can view summarized absences by department and employee within the selected timeframe.

What is the time account overview and how do I use it? [page 70]In the time account overview, you can see the current balances per department and time account, taking account of both positive and negative bookings.

What is the time account snapshot and how do I use it? [page 70]The time account snapshots provides an overview of employee’s time accounts including time off earned, days taken and planned, and the balance.

What is the overview of absence frequencies and duration, and how do I use it? [page 74]The overview of absence frequencies and duration provides a listing of how many absences there have been over a given period and the total duration of those absences.

What is the employee times overview and how do I use it? [page 75]Employees record absences in Employee Central Time Off in the form of time types. With the Employee Times Overview, you can generate a list of attendance and absence time types recorded by employees.

What is the time account payout report and how do I use it? [page 76]You can use the time account payout report to view information about the payouts made from time accounts that have been set up to make this possible.

Filtering Data in Reports [page 77]Options are available for you to restrict the data displayed in the reports.

6.2.1 What is the absence overview and how do I use it?

With the absence overview, you can view summarized absences by department and employee within the selected timeframe.

● The default is for all this information to be shown.



● To pass to more detailed information, where you can view the absences of individual employees, click the right-pointing arrow next to the report header and choose Absence Details.

Click the left-pointing arrow next to the header to return to the absence overview.

Parent topic: Reporting [page 68]

Related Information

What is the time account overview and how do I use it? [page 70]What is the time account snapshot and how do I use it? [page 70]What is the overview of absence frequencies and duration, and how do I use it? [page 74]What is the employee times overview and how do I use it? [page 75]What is the time account payout report and how do I use it? [page 76]Filtering Data in Reports [page 77]


6.2.2 What is the time account overview and how do I use it?

In the time account overview, you can see the current balances per department and time account, taking account of both positive and negative bookings.

To pass to more detailed information, click the right-pointing arrow next to the report header and choose Time Account Overview (per Employee).

Click the left-pointing arrow next to the header to return to the main time account overview.


Related Information

What is the absence overview and how do I use it? [page 68]What is the time account snapshot and how do I use it? [page 70]What is the overview of absence frequencies and duration, and how do I use it? [page 74]What is the employee times overview and how do I use it? [page 75]What is the time account payout report and how do I use it? [page 76]Filtering Data in Reports [page 77]

6.2.3 What is the time account snapshot and how do I use it?

The time account snapshots provides an overview of employee’s time accounts including time off earned, days taken and planned, and the balance.

The balance is calculated by deducting time off taken and planned from the time off earned.



Each employee’s time account is specified by the time account type and the start and end date of the bookable period. The information is given either for hours or for days, depending on how the time account is managed and how the respective time account type is set up.

Click the right-pointing arrow next to the report title to access the snapshot details.

How are the figures calculated?

Earned – Up to the selected day (default = today) sum of the following:

● All Accruals and Entitlements● Manual Adjustments (deduction and adding)● Carryforward values from period-end processing (negative or positive)● All recalculation values - for example, those arising from an FTE change (negative and positive)

Bookings after the selected day are not considered.

Taken – Sum of all taken leave up to and including the selected day. The default selection is today, but you can enter a different one.

Balance = Sum of Earned – Sum of Taken

Planned – Sum of all leaves planned for the future.

The default start date for the calculation is today, but you can enter a future date. If you do, here's what effect it has:

Earned

All bookings up to the selected future date are considered

If the time account type is set up with Simulation = YES, accruals up to the selected future date are simulated and added to earned.

Taken/Planned

Leaves are assigned to taken and planned based on the selected date

The report assigns data to either Taken or Planned, depending on when you run the report. Here's an example of how this works:

Example

An employee has booked five days' vacation for the second week of May.


● You run the report on March 1:If you select 31.12.XX as the end date for the report, the 5 days in May are shown under the employee’s Planned Days.

● You run the report on June 1:The 5 days are now in the past, so they appear under Taken Days.

Snapshot Details [page 73]The Time Account Snapshot Details display shows each employee’s time off bookings in the specified period and for each of the employee’s time accounts.


Related Information

What is the absence overview and how do I use it? [page 68]What is the time account overview and how do I use it? [page 70]What is the overview of absence frequencies and duration, and how do I use it? [page 74]What is the employee times overview and how do I use it? [page 75]What is the time account payout report and how do I use it? [page 76]Filtering Data in Reports [page 77]



6.2.3.1 Snapshot Details

The Time Account Snapshot Details display shows each employee’s time off bookings in the specified period and for each of the employee’s time accounts.

The following details are shown:

● Organization details● Employee name● Time account type, along with the corresponding bookable period (start date and end date)

For each booking, the report shows:

● Booking type● Booking amount● Booking date● Approval status● For bookings of type employee time (time-off requests), a row is shown for each day.

Click the left-pointing arrow next to the header to return to the main time account snapshot report.


6.2.4 What is the overview of absence frequencies and duration, and how do I use it?

The overview of absence frequencies and duration provides a listing of how many absences there have been over a given period and the total duration of those absences.

The report above shows that Michael Krueger was absent 4 times - twice for half a day each, once for one day, and once for 3 days

You can use the information in this report to calculate the Bradford Factor, but you can't do it in the report itself. Use the Excel® download facility to download the report data to an Excel® file and set up that file to calculate the factor.


Related Information

What is the absence overview and how do I use it? [page 68]What is the time account overview and how do I use it? [page 70]What is the time account snapshot and how do I use it? [page 70]What is the employee times overview and how do I use it? [page 75]What is the time account payout report and how do I use it? [page 76]Filtering Data in Reports [page 77]



6.2.5 What is the employee times overview and how do I use it?

Employees record absences in Employee Central Time Off in the form of time types. With the Employee Times Overview, you can generate a list of attendance and absence time types recorded by employees.

Report Characteristics

Use the following characteristics in the Employee Times Overview to display and filter the report:

● Person Id● Time Sheet Approval Status● Deviating Cost Center● Business Unit● Company● Cost Center● Department● Division● Location● Employee Name● Manager● Time Type (code)● Time Type (name)● Category

For Time Off, the category is Absence.

CautionRemember that any filter options you choose remain in place for all reports you then view, unless you reset the options.

Time Dimensions

Analyze the data in the Employee Times Overview along the following standard time periods:

● From mm.dd.year to mm.dd.year (choose any period you want)● Current Month● Current Month to Date● Current Quarter● Current Quarter to Date● Current Year● Current Year to Date● Last Month● Last Quarter● Last Year● Next Month● Next Quarter● Next Year● Current Month To Go● Current Quarter To Go


● Current Year To Go


Related Information

What is the absence overview and how do I use it? [page 68]What is the time account overview and how do I use it? [page 70]What is the time account snapshot and how do I use it? [page 70]What is the overview of absence frequencies and duration, and how do I use it? [page 74]What is the time account payout report and how do I use it? [page 76]Filtering Data in Reports [page 77]

6.2.6 What is the time account payout report and how do I use it?

You can use the time account payout report to view information about the payouts made from time accounts that have been set up to make this possible.

This report shows that four payouts have been for two different employees so far in 2018.



For a detailed description of how you make time account payouts, including termination payouts, take a look at the Payouts from Time Accounts by HR Administrator documentation.


Related Information

What is the absence overview and how do I use it? [page 68]What is the time account overview and how do I use it? [page 70]What is the time account snapshot and how do I use it? [page 70]What is the overview of absence frequencies and duration, and how do I use it? [page 74]What is the employee times overview and how do I use it? [page 75]Filtering Data in Reports [page 77]

6.2.7 Filtering Data in Reports

Options are available for you to restrict the data displayed in the reports.

The options shown in these screens are for the Absence Overview, but the filters work the same way for all the reports.

● By Date.Choose Date Options on the left side of the screen and enter the dates you want.


https://help.sap.com/viewer/b84252bad1a94ee4a2977c5f91c64b3f/2111/en-US/aa40f439196f4f79b0427d46a51a96bd.html

● By FiltersChoose List Report Filters on the left side of the screen and choose the filters you want.



CautionRemember that any filter options you choose remain in place for all reports you then view, unless you reset the options.


Related Information

What is the absence overview and how do I use it? [page 68]What is the time account overview and how do I use it? [page 70]What is the time account snapshot and how do I use it? [page 70]What is the overview of absence frequencies and duration, and how do I use it? [page 74]What is the employee times overview and how do I use it? [page 75]What is the time account payout report and how do I use it? [page 76]


7 Using Mobile Time Management

Both employees and the manager can use Mobile Time Management to perform some basic time- related tasks on the go.

7.1 Mobile Time Sheet for iPhone Users

Payroll Time Sheet supports a mobile solution for users of iPhone.

So, who can do what in this mobile tool?

● Managers can plan time for their employees and the employees themselves can enter actual time worked.● Employees and others can look at time sheets already submitted.● Managers can approve or reject time sheets submitted and employees can make any necessary corrections.

iPhone for Managers [page 80]As a manager, you need to view and approve time sheets submitted by your employees. You can do this in the mobile solution for time sheet.

iPhone for Employees [page 84]As an employee, you need to complete and submit your time sheets and view time sheets you've already submitted. You can do all this in the mobile solution for time sheet

7.1.1 iPhone for Managers

As a manager, you need to view and approve time sheets submitted by your employees. You can do this in the mobile solution for time sheet.

The app displays a list of the submitted time sheets and other items, such as absence requests, that are awaiting your approval.


Using Mobile Time Management

Using Employee Central Time ManagementUsing Mobile Time Management PUBLIC 81

To see the details, tap one of the time sheets you need to approve. Here's one for Marcus Hoff:



You can:

● Approve the time sheet by tapping the Approve button. You can add a comment in the Comment box when you do this.

● Decline the time sheet by tapping the Decline button. You can add a comment in the Comment box when you do this.

● Simply add a comment in the Comment box and tap Post. A comment might, for example, be a request for more information. If you do this, the status of the time sheet does not change. However, the employee sees the comment and can respond to it.


7.1.2 iPhone for Employees

As an employee, you need to complete and submit your time sheets and view time sheets you've already submitted. You can do all this in the mobile solution for time sheet



Here's the screen showing your time data for the current week:


The header shows:

● The status of this time sheet - in this case, To Be Submitted.● The planned working time for the week shown - in this case, 40 hours.● The amount of working time already recorded for the week shown - in this case, 32 hours.● Any planned absences - in this example, none - for the week shown.

The list itself shows:

● The data already entered for each day, starting with Sunday.● Sunday and Saturday are non-working days and no data has been entered for Friday. Tap the arrow pointing

right in the row for Friday to access the screen where you can enter this missing data.



The resulting screen includes an Apply Planned Time button. Here's a screenshot showing what happens if you tap that:


You can edit the entry by New Recording and entering the data as you want. If you then decide that the planned time was valid after all, you can tap Re-apply Planned Time.

You can preview the completed time sheet by tapping Preview Time Sheet. If you then like what you see, tap Submit to submit the time sheet for approval. Press the right/pointing arrow for the relevant day if you want to view more details.

7.2 Mobile Time Sheet for Android Users

Android for Managers [page 88]As a manager, you need to view and approve time sheets submitted by your employees. You can do this in the mobile solution for time sheet.

Android for Employees [page 88]As an employee, you can use the Time Sheet app in Android to record the time you've worked. You can also submit your time sheets, and change or cancel time sheets you've already submitted.

7.2.1 Android for Managers

As a manager, you need to view and approve time sheets submitted by your employees. You can do this in the mobile solution for time sheet.

The app displays a list of the submitted time sheets and other items, such as absence requests, that are awaiting your approval. To see the details, tap one of the time sheets you need to approve.

You can:

● Approve the time sheet by tapping the Approve button. You can add a comment in the Comment box when you do this.

● Decline the time sheet by tapping the Decline button. You can add a comment in the Comment box when you do this.

● Simply add a comment in the Comment box and tap Post. A comment might, for example, be a request for more information. If you do this, the status of the time sheet does not change. However, the employee sees the comment and can respond to it.

7.2.2 Android for Employees

As an employee, you can use the Time Sheet app in Android to record the time you've worked. You can also submit your time sheets, and change or cancel time sheets you've already submitted.

Entering Data

You can either apply planned data to your time sheet or make specific entries.

In the initial screen for a given day, tap the + button and choose either Apply Planned or New Recording.



● If you choose Apply Planned, the hours planned for that day are entered for you.


● If you choose New Recording, you then need to enter the specific data. Here's an example:



● When you're entered all the data for a given period, such as a week, you'll need to review and submit it. Here's an example, showing the data for a week.


Choose Submit to send the data to your manager for approval.

What happens then?

Your manager reviews the time sheet and can either approve or decline it. If he or she approves it, there's nothing more you need to do unless something changes (see below).

If your manager declines the time sheet, however, you receive a notification and need to act on it. You do this by tapping on the notification, which opens the time sheet that's been decline. Tap the day or days where there's a problem and make the changes you need.

After that, you can review and submit the time sheet as we've already seen.

Changing Time Sheets Already Submitted

If you find you need to change a time sheet you've already submitted, you need to access that time sheet and tap Withdraw. Remember that you will need to re-submit the time sheet when you're done with your changes. A warning telling you this appears when you tap Withdraw.

7.3 Mobile Time Off for iPhone Users

You can use the mobile solution on your iPhone and iPad to manage your time off.

Install and Activate the mobile SuccessFactors BizX app (App Store) [page 93]There are various ways of installing activating the mobile SuccessFactors BizX app.

iPhone for Employees [page 94]As an employee, you can use the mobile Time Off solution to apply for time off, manage your absences, and take care of things you need to do at work before you go on leave.

iPhone for Managers [page 107]

iPad for Employees [page 108]

iPad for Managers [page 112]

7.3.1 Install and Activate the mobile SuccessFactors BizX app (App Store)

There are various ways of installing activating the mobile SuccessFactors BizX app.

For ful details, take a look at the Activating the Mobile Application chapter of the SAP SuccessFactors Mobile Deployment Guide.

NoteYou can check in your system whether your mobile time off is active. To do this, go to the Admin Center and choose Mobile Enable Mobile Features , and verify that the box next to Time Off near the bottom of the screen is checked.


7.3.2 iPhone for Employees

As an employee, you can use the mobile Time Off solution to apply for time off, manage your absences, and take care of things you need to do at work before you go on leave.

Time Off [page 94]

Checking Before You Apply [page 97]Before requesting any time off, you need to check the balances on your time accounts.

Requesting Time Off [page 99]You can use the mobile solution on your iPhone to apply for time off.

Before you go [page 101]

What can I do in the history? [page 104]

7.3.2.1 Time Off

Accessing Time Off from the mobile home view brings you to the Time Off overview.



What can you do from here?

● You can see any upcoming absences already booked.● You can view the balances on your various time accounts.● You can access your absence calendar.● You can access the facility for requesting time off.● You can access information about public holidays.


NoteFlexible requesting and leave of absence (LOA) time types are not available in mobile Time Off.



7.3.2.2 Checking Before You Apply

Before requesting any time off, you need to check the balances on your time accounts.

You do this in your Time Off home. Here's an example:

You can also check whether there are any public holidays in the period when you want to take time off.


7.3.2.3 Requesting Time Off

You can use the mobile solution on your iPhone to apply for time off.

Select your time off dates in the calendar.

Notice the Team Absences information. This tells you how many other members of your team are absent for some or all of the period where you are requesting time off. Tap this part of the screen to view a team absence calendar with details of who is absent and when.


7.3.2.4 Before you go

The app includes a Before you go option, listing what else you need to do. Make your choices here and now if you have any. You can't return to this display later.

● Block Your CalendarWhen you select this, an out-of-office appointment is created in your iPhone calendar

● Delete AppointmentsWhen you select this, you see a list of your appointments within the requested time frame. You can then decide whether to cancel them.

● Notify PeopleWhen you select this, you can inform colleagues or others of your absence by email.


When you've finished here, tap I'm Done.


7.3.2.5 What can I do in the history?



Here, you can view, edit, and cancel absence requests, and access information showing the last activity on each request. Here's a look at the details in one request:



7.3.3 iPhone for Managers

7.3.3.1 Deciding On Time Off RequestsYou can find time off requests awaiting approval on your iPhone app.

They appear in To-Dos – Time Off Request.


You can approve the requests you see displayed here, decline them, or comment on them. Click Approve to get that process going.

7.3.4 iPad for Employees

Time Off is also available for iPad.



Notice the ticker on the Time Off tile, highlighting upcoming time-off-related events. Access the full Time Off functions by double-tapping the tile or zooming in on it.

Here's the initial view. It contains the following information:

● The calendar, showing your work schedule, public holidays, and pending and approved leave.


○ Approved leave appears as solid green for the time in question.○ Leave applied for, but not yet approved, appears as green stripes for the time in question.

● The balances for the various leave types.● Your leave requests, approved and pending.● Today's date is highlighted with a colored outline.

As an employee, you can view your calendar and a list, showing information such as public holidays and time off you have already requested. From that display, shown above, you can request vacation, sick leave, and other leave types.You can enter the time off you want to apply for by tapping the first date in the range, then moving the cursor to the last date in the range and tapping again.If the time off you want to enter straddles more than one year, tap the first day of the time off, then tap the month in the header. You can then scroll through the months shown until you reach the one where you want to enter the time off end date.

● Access the Team Absence Calendar. You can do this even before you submit any leave request you're thinking of. Your manager might be more willing to approve a request for time off in a period when not many other team members are absent.



Access the Before You Go feature. As with the team absence calendar, you can do this before you start the process of submitting a leave request.


7.3.5 iPad for Managers

In addition to using the functions for requesting time off and so on that all employees can use, you also have to approve time off requests from the people you manage. They appear in your ToDos.



The Time Off ToDos support Quick Activities. This means you can just swipe through the todos in your list, approving or declining them as appropriate.

Alternatively, double tap or zoom the individual items to access the detailed view, where you can view the details.

And here's the view from the to-do browser, showing other information, such as how many others are absent during the time off requested. You can approve the request, decline it, or comment on it.


7.4 Mobile Time Off for Android Users

You can use the mobile solution on your Android device to manage your time off.

Install and Activate the mobile SuccessFactors BizX app (App Store) [page 115]There are various ways of installing activating the mobile SuccessFactors BizX app.

Android for Managers [page 116]You can find time off requests awaiting your approval on your Android app.

Android for Employees [page 118]You can use the mobile solution in Android to apply for time off.



7.4.1 Install and Activate the mobile SuccessFactors BizX app (App Store)

There are various ways of installing activating the mobile SuccessFactors BizX app.

For ful details, take a look at the Activating the Mobile Application chapter of the SAP SuccessFactors Mobile Deployment Guide.

NoteYou can check in your system whether your mobile time off is active. To do this, go to the Admin Center and choose Mobile Enable Mobile Features , and verify that the box next to Time Off near the bottom of the screen is checked.


7.4.2 Android for Managers

You can find time off requests awaiting your approval on your Android app.

If there are time off requests waiting for approval, your home page shows this. Here's an example:



Tap the text shown in red to access the requests. Here's what one of them looks like:

The options are:

● ApproveTap this button to approve the employee's request. The employee receives a notification that the request is approved. The details appear in his or her calendar.

● DeclineTap this button to deny approval for the employee's request. The employee receives a notification that the request has been declined.


● DelegateTap this button to pass this request to someone else for a decision.

7.4.3 Android for Employees

You can use the mobile solution in Android to apply for time off.

Here's what you do:

1. First, it's a good idea to check the period in which you want to request time off. You might already have planned absences for that period, or there might be public holidays during it.

Tap the Balances option at the top to check the balances on your time accounts too.2. Having checked, you're ready to enter your absence request. To do this, tap the Add icon (highlighted in the

illustration in step 1) and enter the details of the time off you want. Here's an example:



3. When you tap Send, the app displays a popup, listing various other things you might need to do:


What do these options mean?○ Block calendar

If you select this option, the absence is shown in your calendar so that colleagues know you are away.○ Set up auto-reply

If you select this option, you are taken to a screen where you can write a message that is sent automatically to anyone who sends you a message while you are away.

○ Update Jam statusWhen you select this, you can change your status in JAM so that others know you are away.



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