You use this infotype to manage time accounts that represent employees’ absence entitlements or time credits. The time accounts contain a particular number of days or hours during which employees are permitted to be off work.
You can use the infotype to manage the following time accounts, for example:
- Employees’ annual leave
- Time in lieu accounts, containing hours of overtime for which employees are permitted to claim compensatory time off
- Paid and unpaid absence entitlements, such as for illness or other life events
Accrual and deduction of absence quotas
Absence quotas can be stored in the system in the following ways:
- You can enter them manually
- The system can propose a default when an employee is hired
- The system can accrue them automatically
An employee can claim an absence quota by:
- Requesting an absence such as leave
- In this case, you record an absence in the Absences infotype (2001). The absence is deducted from the quota.
- Alternatively, employees can record or request their own absences using a Web application.
- Requesting remuneration for the times
- In this case, you record a compensation. The compensation is deducted from the quota. For more information, see Time Quota Compensation Infotype (0416) .
When an employee claims time from a quota, the system deducts the requested time from the quota until it is used up. The quota can only be deducted further if the Customizing settings stipulate that the quota can also be deducted up to a particular negative number.
Absence quota type
Absence quotas with an identical content, such as leave and time-off entitlements, are grouped into an absence quota type in Customizing. Absence quota types are subtypes of the Absence Quotas infotype (2006). Time accounts are managed in hours or days ( Unit field), according to the absence quota type of the quota from which the absence is deducted.
Validity and deduction period
Absence quotas are only valid for a particular validity period, for example, the leave year or the month in which overtime hours were worked. The deduction period stipulates when a quota can be deducted. The deduction period need not be the same as the validity period.
Intervals of absence quotas
You assign absence quotas by defining a total entitlement an employee has to an absence for a validity and deduction period.
You can specify clock times to stipulate that only partial-day absences within this time frame may be deducted from the quota.
Absence quotas accrued in time evaluation
Absence quotas can be accumulated automatically in time evaluation. You cannot change automatically accrued absence quotas manually in the Absence Quotas infotype (2006). Instead, you use the Quota Corrections infotype (2013).
Recording absence quotas
A variety of mechanisms to simplify the recording of absence quotas. When you create an absence quota, the system can fill particular fields with default values according to your system settings. If necessary, you can overwrite the default values. It is important that you set the validity period of the record before you create it.
Time account statuses
To aid data entry when you record absences or compensation, the system displays the absence quotas that can be deducted on the current date, with their deduction period. Additional time account statuses for the absence quota provide information on the current deduction status:
- Entitlement – Specifies an employee’s total entitlement to an absence entitlement for a particular period, for example, leave/year or compensation hours/month
- Remainder – Specifies the available entitlement for which the employee can still deduct absences or have compensated.
- Requested – Specifies the portion of the entitlement for which absences have been recorded, for past or future dates
In the Leave Request Web application , the Requested field specifies the portion of the entitlement for which absences or compensation have been recorded for future dates.
- Compensated – Specifies the portion of the entitlement that has already been compensated
- Used – Specifies the portion of the entitlement that has already been compensated and/or deducted by an absence
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