4.2.3. Create Absence Record

Although absence records can be created in ECC, the standard process is to follow the ESS workflow as absences typically require time manager approval. If you are required to enter absences in ECC, be sure that the corresponding approval of the ESS workflow has been obtained before recording the ECC entry. In addition, add a note to the entry indicating why the transaction is made in ECC and confirming that the approval has been received.

1. This action should only be used in exceptional cases where both the staff member and Time Administrator/Time Senior Administrator are unable to create an absence record in the ESS portal.
2. Start the transaction using the menu path or transaction code.
3. Click after typing PA61 in the Command text box.
   
   
   
   
4. Enter the staff member’s personnel number. Click to validate entry.
5. Enter the From (first day of leave) and To (last day of leave) dates for the absence.
   Enter the Infotype ID for Absences, 2001, in the Infotype text box. Click to continue.
   
   
   
   
6. Click to create a new record.
7. Click to scroll down, if necessary, to locate the appropriate Leave Type.
   
   
   
   
8. Select the appropriate Leave Type.
9. Click to confirm selection.
   
   
   
   

The Subtypes listed here are all the possible absence types that can be recorded:

• Annual Leave – used to record annual leave.
• Uncertified Sick leave – used to record uncertified sick leave (7 days per cycle) and deducts the time from the sick leave with full pay entitlement.
• Sick leave with half pay – used to record certified sick leave on half pay.
• Certified Sick leave – used to record certified sick leave on full pay.
• HalfSickLeave w/Half Duty – used to record sick leave with half pay combined with work (for full pay status).
• HalfSickLeave w/Half AL – used to record sick leave with half pay combined with annual leave (if available) for full pay status.
• CTO use – used to record absences that will deduct the time against the balance of CTO accrued by the staff member.
• Paternity Leave – used to record absence as a result of paternity leave and will deduct the time against the paternity leave balance. A paternity leave quota needs to be set up prior to choosing this option. Please refer to the paternity leave section of the job aid on Time for additional information on how to process this leave request.
• Adoption Leave – used to record absences as special leave with full pay, reason adoption.
• Administrative Lv w/o Pay – used to record absences as a result of special leave without pay, reason Administrative Leave. Please refer to the special leave section of the job aid on Time for additional information on how to process this leave request.
• Special Leave Partial Pay – used to record absences as a result of special leave with partial pay. Please refer to the special leave section of the job aid on Time for additional information on how to process this leave request.
• Sick leave-Svc incurred – used to record a sick leave absence that is determined to be service incurred. If you choose this option, the time taken will not deduct from the sick leave quota.
• Travel Time for R&R – used to record travel time for R&R travel.
  

10. Click to validate entry.
11. Press F9 to enter comments.
12. The note should contain the following elements:
    Absence record created for s/m for < enter reason for record > for the period from < enter date(s) > to < enter date(s) >. Email from approving manager, < enter name/title >, dated < date > refers. Click to save the comments you have entered.
    
    
    
    
13. Click to save the record.
14. Click to return to the SAP Easy Access screen.
    
    
    
    

)footnote¹