Time Evaluation and Error Processing Process

Time Evaluation and Error Processing Process Overview

The main function of SAP’s Time Evaluation component is to evaluate employees’ working and non-working time. Time Evaluation can determine planned working time, evaluate actual time, process absences, and calculate overtime. It also builds and updates time accounts for business rules, creates and updates absence quotas, and records balances in time types for reporting. The results of Time Evaluation are used to generate time wage types which are read by the Payroll module of SAP and used for further processing of pay rates, cost assignments, and deductions.

Time Evaluation is the process in which approved time is processed and evaluated. Time entered will not be evaluated until it has been approved and transferred to HR master data infotypes. The Time Evaluation schema are to be configured with each client specific business rules to be applied to the data from the following infotypes:
• Infotype 0007 Planned working time
• Infotype 2001 Absences
• Infotype 2002 Attendances
• Infotype 2003 Substitutions
• Infotype 2006 Absence Quotas
• Infotype 2007 Attendance Quotas
• Infotype 2012 Time balance adjustments
• Infotype 2013 Quota corrections

Time Evaluation will be an automated nightly process. During the Time Evaluation process, salaried or exception paid employees will have their planned time and exceptions such as absences processed. Hourly or positive paid employees will have all of their actual reported hours evaluated. Salaried employees will be paid on the monthly payroll cycle and hourly employees will be paid on the bi-weekly cycle.

The combination of data from the infotypes and the business rules executed during Time Evaluation will provide payroll the following information using time wage types:
• Regular time and overtime
• Paid absences
• Unpaid absences
• Additional attendance types such as holiday pay or union meetings
• Cost assignment information for posting to accounting
Time Evaluation will also automatically generate, update, and maintain employee absence quotas. For example, the following quotas can be automatically calculated:
• Sick Leave
• Personal Leave
• Vacation
Other quotas can also be assigned and maintained manually. This is required for compensatory time due to the nature of the quota not being administered following a strict set of definable rules.

Any other balances or time buckets that need to be tracked which are not specifically quotas will be determined and stored in time types for reporting or calculation purposes. SAP offers great flexibility in the types and periods that balances can be tracked. These balances can also use dates stored on Infotype 0041 as a starting or stopping point for calculation. This flexibility will allow managers to easily track employee service years, on-call hours, vacation service months, the bargaining unit seniority date, etc. These time types can also be used to provide the Benefits module additional information about hours worked in order to properly enroll employees in their benefit plans.

After Time Evaluation has completed, error messages or warning messages may be created. These messages can be general to SAP indicating bad master data or customized by clients.  central offices will use these messages to notify Time Administrators of problems based on specific conditions. For example a message would be generated if a student employee works over 29 hours per week. The error and warning messages generated by Time Evaluation provide the first line of defense in preventing errors in the payroll process.