SuccessFactors HCM Suite PUBLIC

November 2014 Release

Document Version: 6.0 – 2014-12-05

Time Off
User Guide
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Document History

Version Date Change

1.0 2013-07-19 New user manual, August 1308

1.1 2013-09-25 August 1308 manual reissued with revisions and corrections

2.0 2013-11-14 Updated for November 1311 release

3.0 2014-02-21 Updated for February 2014 release

4.0 2014-05-23 Updated for May 2014 release

5,0 2014-08-22 Updated for August 2014 release

6.0 2014-12-05 Updated for November 2014 release

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Document History © 2014 SAP SE or an SAP affiliate company. All rights reserved. 3
Table of Contents

1 Employees and Time Off................................................................................................................................. 6

1.1.1 Requesting Time Off ............................................................................................................................... 8
1.1.2 Canceling Time Off Requests............................................................................................................... 12
1.1.3 Editing Time Off Requests .................................................................................................................... 12
1.1.4 Checking Time Off Account Details ..................................................................................................... 12
1.1.5 View Team Absences ............................................................................................................................ 13

2 Managers and Time Off ................................................................................................................................ 14

2.1 Deciding on Time Off Requests ............................................................................................................................ 14
2.2 View Team Absences ............................................................................................................................................ 15
2.3 Alerts and Notifications ........................................................................................................................................ 16

3 HR Admins and Time Off ...............................................................................................................................17

3.1 Overview of Employee’s Time Accounts ............................................................................................................. 17
3.1.1 Review Time Off Data for Employees .................................................................................................. 18
3.1.2 Entering an Absence Request for an Employee ................................................................................. 19
3.1.3 Manually Adjusting Time Accounts ..................................................................................................... 19
3.2 Accruals Creation ..................................................................................................................................................20
3.3 Setting Up Time Off For New Hires ...................................................................................................................... 25
3.4 Transfer of Employees .......................................................................................................................................... 26
3.5 Job Info Changes ................................................................................................................................................... 26
3.6 Period-End Processing.......................................................................................................................................... 27
3.6.1 Time Account Creation ......................................................................................................................... 27
3.6.2 Forfeit or Transfer Balances ................................................................................................................ 28

4 Reporting ...................................................................................................................................................... 30
4.1 What is the absence overview and how do I use it? ............................................................................................ 32
4.1.1 Filtering Data in the Absence Overview .............................................................................................. 34
4.2 What is the time account overview and how do I use it? .................................................................................... 36
4.2.1 Filtering Data in the Time Account Overview ..................................................................................... 37
4.3 What is the time account snapshot and how do I use it? ................................................................................... 38
4.3.1 Snapshot Details .................................................................................................................................. 40
4.3.2 Filtering Data in the Time Account Snapshot ..................................................................................... 41
4.4 What is the overview of absence frequency and duration, and how do I use it?.............................................. 41

5 Mobile Time Off .............................................................................................................................................42

5.1 Install and Activate the mobile SuccessFactors BizX app (App Store) ............................................................ 42
5.2 iPhone for Employees ...........................................................................................................................................44
5.2.1 Time Off .................................................................................................................................................44
5.2.2 Checking Before You Apply ..................................................................................................................46
5.2.3 Request Time Off .................................................................................................................................. 47
5.2.4 Before you go ........................................................................................................................................49

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 5.2.5 What can I do in the history? ................................................................................................................ 51
5.3 iPhone for Managers............................................................................................................................................. 53
5.3.1 Deciding On Time Off Requests .......................................................................................................... 53
5.4 iPad for Employees ............................................................................................................................................... 54
5.5 iPad for Managers ..................................................................................................................................................57

6 Appendix: Troubleshooting in Accrual Creation ........................................................................................ 60

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1 Employees and Time Off

A Note Before You Start

Do not use the zoom feature on your browser when working in the Time Off solution. The solution doesn't
support it and data will not be displayed correctly.

You’re an employee. How can the Time Off feature help you?
 You can apply for time off, whether it is vacation, paid time off (PTO), sick leave, leave of absence, or some
other type of absence.
 When you enter a request, you can see who else is absent during the period where you are requesting time off.
 You can check your time account balance(s) - how much time off you have earned, taken, and planned.
 You can view all your requests and cancel or edit requests for time off.

So, you want to apply for some time off? How do you do it?

You can choose one of these paths:

 Choose the My Info tile and choose Request Time Off.
 Go to Home, next Employee Files and then call up Time Off under Public Profile.

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Time Off Calendar

What information is in this calendar?

 The calendar itself shows three months, starting with the current one. You can move backward and forward.
 In the calendar, you can see the time off you have already requested by shading or part shading of the
squares for the days in question (Pending). The colors used for the shading match the colors used in the
Favorite buttons. So, if Vacation is green, days booked as vacation are green in the calendar and part shaded
in green if you have just requested them. Triangles show you that you will be off for part of the day so marked.
 At the top are up to four buttons. Up to three leave types can be maintained as favorites for you and they have
their own buttons. The button called Others is for those leave types not maintained as favorites in the time
profile assigned to you.
 If there are any public holidays in the period displayed, they are marked with an asterisk (*).
 The lower part of the screen is called My Requests and shows the time off requests you have submitted and
their status:
o Pending means that you’ve submitted the request, but approval is required and the person responsible
for approving it has not yet taken a decision.
o Approved means that you’ve submitted the request and the person responsible for approving it has done
so.

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 o Cancellation Pending means that the cancellation workflow is active. So, if you cancel an absence request
that has already been approved, the cancellation must itself be approved by your manager. This status
appears when you have canceled the request, but the cancellation has not been approved yet.
o Notice the Comment option. You can use this to view existing comments or write a new comment.

What else can you do from here?

 You can request time off.
 You can cancel time off requests.
 You can edit time off requests.
 You can view your account details.

1.1.1 Requesting Time Off

If you want to request some time off from your default time type, simply select the dates in the calendar. The
dates are then part shaded in the relevant color – for example, green for Vacation.
If you want to request time off from any of your favorite time types, choose the relevant button.
If the time off you want to request is not from one of your favorite time types, choose Others and select the time
type from the resulting list.
Alternatively you can enter or change the time type or the dates you want to be absent in the request row. As you
do this, the relevant dates are part shaded in the calendar so you can see where they are.
If you want to be absent for only half a day or for a few hours, just select the time you will be off under Requesting.

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Notice the Team Absences section at the bottom of the request. This tells you how many other people are absent
for some or all of the period where you are requesting time off. This is useful because, for example, your manager
might be less willing to approve your request if a lot of people from the team are absent at the same time.
When you submit the request, it appears under My Requests.
If you want, you can enter more than one absence for the same day. Here are some points to bear in mind about
this:
 The total time taken by these multiple absences cannot exceed the prescribed working time for the day in
question. The system checks each request you enter and an error message appears if the one you are
currently entering would cause you to exceed the limit.
 A separate request is required for each of these absences. The requests are listed separately in the My
Requests part of your screen.
 The requests do not have to be of the same time type.

The triangular symbol marked for November 20 indicates shows that multiple absences exist for that day. The
symbol would be only partly shaded if one or more of the relevant requests hadn't been approved yet.

Requesting in Hours and Minutes

You can now record your time off for a one day absence in hours and minutes. If an hourly managed time type is
set up to allow requesting in hours and minutes, enter the precise time off in the hours and minutes field for
Requesting:

Flexible Requesting
Employees with a flexible work schedule can enter their absence duration themselves. Instead of having the
system determine the requesting hours based on the work schedule and holiday calendar, the employee enters
the amount of hours or days he/she will be off into the system.

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The employee can determine the amount to be deducted from his time account. He enters the number of hours /
days himself according to the time type definition

The selected time type and the employee's work schedule need to be set up for Flexible Requesting (at least a
dummy work schedule is needed.)

A Couple of Points on Leave of Absence

If you have selected a status-changing Leave of Absence (LoA) time type, you enter an expected return date
instead of the end date. The status in the job info is changed accordingly.
If the system is configured to default an end date for the leave type in question, this appears in the appropriate
field. You can overwrite it if you need to.

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When you return from Leave of Absence, use Edit in My Requests to enter the actual return date. Based on this,
the status in your job info is changed back to "Active".

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1.1.2 Canceling Time Off Requests

The Cancel Request option appears in the My Requests section, below any request you can cancel. Click this
option and the system asks you whether you are sure you want to cancel.
If you are, choose Yes. Then one of the following happens:
 The request is canceled.
The shading then disappears from the days covered by this request in the calendar and the request
disappears from the My Requests list.
 If the cancellation workflow is active, your request for cancellation must be approved by your manager. Until
this happens, the approved time off continues to be displayed. Its status changes to Cancellation Pending.
If you are not sure, choose No to return to the calendar display.

1.1.3 Editing Time Off Requests

The Edit Request option appears in the My Requests section, below any request you can edit - either approved
absence requests or pending ones. Click this option and the system opens the request UI:
 You can change whatever you need to get changed, either the dates, the time type, or the comment.
 After you save the changes, the workflow is updated, if approval is required.

1.1.4 Checking Time Off Account Details

Select the "i" next to the balances if you want to see details for each of your time accounts – how much have you
earned, taken, and planned as of today. You can also simulate balances for a future date by selecting a future
date.

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1.1.5 View Team Absences

As employee you want to easy access to an overview of your team on a certain date. You can now access the team
absence calendar from Time Off:

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2 Managers and Time Off

You’re a manager. How can the Time Off feature help you?
 You get to approve time off requests from members of your team
 You can view team absences

2.1 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 use the buttons shown to:
 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.
The employee is informed of your decision by email for all the cases listed.

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2.2 View Team Absences

As manager, you want easy access to an overview of your team absences on a certain date. You can now access a
team absence calendar from the MyTeam tile that gives you this overview. You can navigate backwards and
forwards to the date in question.

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2.3 Alerts and Notifications

As a manager, you might receive alerts and/or email notifications due to certain events if such events are defined
in the systems.
Alerts show up in the ToDo tile:

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3 HR Admins and Time Off

As a Human Resources (HR) administrator, you are responsible for the following time off tasks:
 Obtain an overview of an employee’s time off requests and time accounts.
 Enter an absence request for an employee.
 Make a manual adjustment for a time account.
 Enter new hires into the system and set up Time Off for them.
 Manage employee's transfers.
 Run accrual creation.
 Manage period-end processing.

3.1 Overview of Employee’s Time Accounts

To get an overview of an employee's time off requests and time accounts, go to Employee Files and search for the
employee whose data you want to review. Then choose Manage Time Off in the employee's public profile, to see
the time off details as shown below.

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3.1.1 Review Time Off Data for Employees

You can view a summary of time accounts for each employee.

The screen has the following parts:

 Time Accounts
This shows a summary of time off earned, taken, and planned. You can simulate future time off by entering
dates that lie in the future.
 Time Off Overview
This shows a list of all time off requested, whether canceled, declined, pending, or approved, by this
employee. You can filter this by time type and select different dates.
 Time Account Postings
You can see all the individual postings per time account. You can select which time account is shown and the
date.

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3.1.2 Entering an Absence Request for an Employee

Under certain circumstances, an employee might need to apply for time off, but can’t do it himself or herself – for
example, because he or she is ill and can’t access the system. Alternatively, it might be a time off type, such as
parental leave, that employees can’t simply enter themselves.
However, you can do it for them by choosing Request Time Off in the Time Overview and entering the appropriate
details.
You can enter multiple absences on a particular day in the same way as an employee can, subject to the same
restrictions:
 The total time taken by these multiple absences cannot exceed the prescribed working time for the day in
question. The system checks each request you enter and an error message appears if the one you are
currently entering would cause you to exceed the limit.
 A separate request is required for each of these absences. The requests are listed separately in the My
Requests part of the employee's screen.
 The requests do not have to be of the same time type.

You can also cancel or edit requests already entered.

3.1.3 Manually Adjusting Time Accounts

You might find it necessary to make manual adjustments to an employee’s time accounts. For example, if an
employee has performed particularly well or worked long hours on a project, you might want to grant him or her
an extra day’s vacation. Or if you have a new hire, you need to maintain the correct initial balance.
Do this by choosing the Make Adjustment button and entering the appropriate details. You can either add or
deduct time.

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3.2 Accruals Creation

If a rule is assigned to the time account type in question, accruals can be created automatically using Manage
Time Off Calendars in the Admin Tools. Here you see the calendar jobs which are:
 Planned (Ready to Run if no run date is assigned or Scheduled for calendars with a run date)
 Already run (Finished).

You can filter calendars by change scenario (Accrual, Account Creation, or Period-End Processing) and date.
Depending on the status, different actions are possible:
 View
You can view calendar details.
 Delete
You can delete the calendar
 Run
You can start the calendar and trigger creation of the accruals.
 Rerun to start a calendar in status Finished with errors again.

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 Edit to change the schedule date or set the recalculation flag
 Simulate
You can start a simulation run and receive a simulation log, showing the simulated accruals. Note that, for
simulated logs, "true" appears in the Simulation column.

To create a new job, choose New Calendar and enter a name, then select the change scenario (which must, in this
case, be Accrual), and start and end dates. Remember to select the respective time account type for which you
want to have accruals created.

The system will propose a run date based on the settings for the respective time account type. You can change
this if needed. A calendar is created, with status Scheduled.
Note that, for calendars in the past, the system will not propose a run date. You need to either maintain a run date
yourself (Edit) or start the run manually (Run).

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If you already have time account types in place for existing employees, you need to trigger a recalculation by
executing a new calendar run. A checkbox enabling you to trigger this appears in the popup that appears when
you choose Edit in the Take Action list.

Creating Multiple Calendars

You can also create multiple calendars based on one calendar. For example, if you select a whole year for a time
account type where the frequency entered is monthly, the system will schedule all 12 calendars at once.

Points to note:

 Be sure to select the dates that exactly match your accrual period. For example, enter the whole year
(January 1 to December 31) for an annual accrual. For monthly accruals, enter the start and end date for the
month in question.
 Don't change accrual rules until you have finished using them for one period and are ready to use them in the
next period. For example, if you have been using a rule in 2013 and want to use the same rule in 2014, don't
make any necessary changes to that rule until December 31, 2013.

Remember
Please ensure that, before you run a calendar, you have maintained your email address within Personal
Information -> Contact Information, so that you can receive the log file.

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 To actually start the accrual calculations and create the accruals, choose Run.
When the job has run, you receive an email confirming this, along with an Excel® log, listing those
employees for whom the accrual was created. In addition, the status of the accrual calendar changes to
Finished.

Here's an example of the email:

And the Excel® looks like this:

Alternatively, you can access and view the result Excel from the calendar list - > Take Action--> View -> Log file(s).

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You can check this by looking at their time accounts. In our example, the accrual was for vacation, so look at their
vacation accounts. Please note that only one accrual per employee and time account type is created.
If you encounter issues or have questions, look at the troubleshooting information in the Appendix.

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Recalculations

It is possible to trigger a recalculation of accruals if, for example, if a rule has been changed. Please create an
accrual run for the recalculation of the accruals already posted. Mark the flag With Recalculation in the Edit
Calendar view.

3.3 Setting Up Time Off For New Hires

When new employees are ready to start work, you need to make sure that their time off is managed correctly. This
means ensuring that the following objects are maintained for them:

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 Holiday Calendar
This lists the public holidays for the country where the employee is working.
 Work Schedule
This shows, for example, how many days per week an employee is to work and how many hours on each of
those days.
 Time Type Profile
The time type profile contains the time types the employee can take. It can include up to three favorites, one
of which must be maintained as a default.
When the time type profile is created, time accounts are created automatically for the employees to whom it
is assigned. If an appropriate rule has been assigned to the time account type, the accrual amount can be
prorated and created automatically. If no such rule has been assigned, the balance is zero and the accrual
must be entered manually.

3.4 Transfer of Employees

If employees are transferred from one location to another, typically a new holiday calendar and time profile is
assigned to the employee. New time accounts are created automatically, but you need to close the old ones
manually. The remaining balance needs to be manually transferred, if wanted.
1. Transfer the old balances by choosing Manage Time off - Manual Adjustment, then :
o Zero the old accounts
o Add the balances which should be transferred to the new accounts
2. Close the old accounts by choosing Manage Time off Structures within the Admin tools. Then choose the Time
Account object and do this:
o Enter the time account codes for the accounts in question.
You can find the time account codes by choosing Manage Time Off -> Time Account Postings -> Show
Details.
o Change the Account Valid Until and Booking Possible Until accordingly and set the account to closed
o In order search for time account for certain users, you need to define userId as a searchable field for the
Time Account object in Configure Object Definition.
This procedure applies for any cases where you need to change the time profile of an employee.
If you are terminating an employee and if an appropriate rule is assigned to the relevant time account type, the
system prorates the accrual, taking account of the termination date.

3.5 Job Info Changes

Accruals can be automatically recalculated for fulltime equivalent (FTE) changes or for job status changes with an
accrual eligibility update if the system is set up accordingly.

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3.6 Period-End Processing

If you have non-permanent time accounts with yearly validity, meaning with time account types with Creation
"Recurring", you need to do period-end processing at the end of the period.
This means you need to create and run:
 Calendar of change scenario Account Creation to create new time accounts for the next period
 Calendar of change scenario Period-End Processing to forfeit or transfer the balances.

Please make sure that you run the account creation before running period-end processing.
You create the calendars in the Manage Time Off Calendars feature of the Admin Tools.
Before actually running the time account calendar and period-end processing, you have the option of simulating
the runs. If you do this, you will receive a log file showing the changes.

3.6.1 Time Account Creation

To create a new job for Time Account Creation, choose New Calendar and enter a name, change scenario (which
must, in this case, be Account Creation), and the respective time account type. Select the start and end dates as
the period for which you want to have accounts created.

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Some points to note:

 Be sure to select the dates of the future validity period. If the validity of the time accounts starts on January 1,
select January 1 to December 31 of the next year.
 If the validity of your time accounts starts with the anniversary of the employees, you can also have the same
date selection. The system creates time accounts with the start date within the validity period starting with
the anniversary the next year and ending one day prior to the anniversary the year after.
 The system checks that a time account with the validity in question exists, so that no redundant time
accounts are created.
When the job has run, you receive an email confirming this, along with an Excel log, listing the employees for
whom new time accounts have been created. In addition, the status of the account creation calendar changes to
Finished.

Remember
Please ensure that, before you run a calendar, you have maintained your email address within Personal
Information -> Contact Information, so that you can receive the log file.

3.6.2 Forfeit or Transfer Balances

To create a new job in order to forfeit or transfer balances, choose New Calendar and enter a name, change
scenario (which must, in this case, be Period-End Processing) and the respective time account type. Select the
start and end dates in accordance with the bookable period of the old time account type.

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Some points to note:

 Be sure to select the validity dates from the old time accounts.
 Every time account has a pair of dates:
o Validity period = Accruals are created within this time frame.
o Bookable period = Using Time Off is allowed
o The start date is the same for both dates. The end date of the bookable period can be also the same as
the end date of the validity period, or there can be an offset to the validity end date, if you want to allow
employees to use up vacation from the previous year by, say, the end of March the following year.
 So, if it is the end of 2013 and both end dates are December 31, 2013, enter January 1 to December 31 2013.
 However, if a different bookable period has been defined in the time account type - for example, March 31,
2014 - enter March 31, 2014, as the end date.
 Do not start the calendar period-end processing before the end of the bookable period. In our example -
start it on April 1st, 2014, at the earliest.
When the job has run, you receive an email confirming this, along with an Excel log, listing those employees for
whom balances have been forfeited or transferred. In addition, the status of the period-end processing calendar
changes to Finished.

Remember
Please ensure that, before you run a calendar, you have maintained your email address within Personal
Information -> Contact Information, so that you can receive the log file.

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4 Reporting

The Time Off solution offers the following standard reports:

 Absence Overview
 Time Account Overview
 Time Account Snapshot
 Account Frequency and Duration
You can access them by choosing Reports -> Analytics -> EC Standard Reporting -> Time Off. You can download
your reports to Microsoft Word®, Microsoft PowerPoint®, or Microsoft Excel®.

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4.1 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 (highlighted above) and choose Absence Details.

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4.1.1 Filtering Data in the Absence Overview

You can restrict the data displayed in the absence overview in the following ways:
 By Date.
Choose Date Options on the left side of the screen and enter the dates you want.

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 By Filters
Choose List Report Filters and choose the filter(s) you want.

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

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4.2 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.

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4.2.1 Filtering Data in the Time Account Overview

You can restrict the data displayed in the time account overview in the following ways:
 By Date.
Choose Date Options on the left side of the screen and enter the dates you want.

 By Filters
Choose List Report Filters and choose the filter(s) you want.

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

4.3 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.

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

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4.3.1 Snapshot Details

The Time Account Snapshot Details 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.

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4.3.2 Filtering Data in the Time Account Snapshot

The following date option applies to both pages of the report:

 You specify the relevant date range (On Start Date) to determine which time-off postings should be
considered in the report.
o FROM DATE: From which date onwards bookings should be included in the report.
o TO DATE: Bookings until this date should be considered.
 You can select the List Report filters for company, department, personal data, cost center, Person Id, and
time account type. The report is sorted by department, employee name, time account type, and bookable
period.
 For all accounts with a valid bookable period within the selected period, the report output shows, the totals of
each employee’s earned, planned, and taken time off.

4.4 What is the overview of absence frequency and duration,

and how do I use it?

The overview of absence frequency 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 Margit Amberg was absent once, for 8 days, and Monika Kiefer was absent once, for
6 days.
You can use this information 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.

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5 Mobile Time Off

5.1 Install and Activate the mobile SuccessFactors BizX app

(App Store)

1. Having first activated the mobile time off switch in Provisioning, download the app BizX Mobile from the
appStore.
2. Once you have installed the app, you need to activate the account, like this:
1. Launch the app.
2. Click next and choose SuccessFactors. This generates an activation code.
3. Log into the SuccessFactors website
1. Go to Options

2. Select Mobile and then Activate a device.

3. Enter the activation code and save.

4. Now go back to your mobile device and pick Next.

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

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5.2 iPhone for Employees

5.2.1 Time Off

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

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What can you do from here?
 You can request time off and view any time off requests you have already made.
 You can view the balances on your various time accounts.
 You can view information about public holidays.

Note
Time types governed by flexible requesting and leave of absence (LOA) time types cannot be requested
from mobile Time Off.

The calendar shows time off you have already requested by shading or part shading the days in question.

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5.2.2 Checking Before You Apply

Before requesting any time off, go to your Time Off home to check the balances on your time accounts.

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

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5.2.3 Request Time Off

Select your time off dates in the calendar.

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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 the number of absences to view a team absence
calendar with details of who is absent and when.

5.2.4 Before you go

The app includes a Before you go options, 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.

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 Block my calendar
When you select this, an out-of-office appointment is created in your iPhone calendar
 Cancel appointments
When you select this, you see a list of your appointments within the requested time frame. You can then
decide whether to cancel them.
 Perform more actions
Click the arrow here to access a list of more actions, such as informing colleagues or others of your absence
by email.

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

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5.2.5 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 first request in the list.

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5.3 iPhone for Managers

5.3.1 Deciding On Time Off Requests

You can find time off requests on your iPhone app. They appear in To-Dos – Time off Request.

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

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5.4 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.

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Here's the initial view. It contains the following information:
 The calendar, showing your work schedule, public holidays, and pending and approved leave.
o Approved leave appears as solid green for the time in question.
o 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.

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 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.

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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.

5.5 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.

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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.

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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.

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6 Appendix: Troubleshooting in Accrual
Creation

Overview

Here's a look at some issues you might encounter when creating accruals and what you can do to put the issues
right.

Problem: Employee was not selected during accrual run.

 Check whether the employee is eligible for accruals.

o What is the job information status of the employee as of the calendar start date? Is this job info status
mapped to Yes as Time Account Eligibility Status? For more information, take a look at the Accrual
Eligibility documentation.
o If the employee in question is newly hired, check whether he or she was not selected because of the
defined waiting period in the time account type (Time from Hire to First Accrual).
o If the employee in question is newly hired, check his or her hire date. If it is after the calendar start date,
the employee will not be selected.

Problem: Employee was selected, but no accrual was created and time account
details fields were not filled.

The log file in such a case looks like this.

Log File - No Details

 Check the rule definition.

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 o Make sure there are no typos in the Code entry.

Problem: The employee was selected, but no accrual was created. The status is
“Finished with errors” and one field is not filled.

You first need to identify which field is not filled. The log file tells you this.

Log file, with one empty field

In this example, it was the posting unit that was not filled, as you can see since it shows just ” “, rather than the
expected “HOURS”. You now need to check the rule setting for posting unit.

Problem: Employee was selected, but no accrual was created. The status is
“FINISHED WITH ERRORS” and the “Amount posted” is not filled.

Here's an example of what the log file might look like

Log file, with no amount posted

 Check the rule expression for the amount posted. Is it correctly defined? What about the lookup table?
 If amounts were posted for some employees, but not for others, check the following settings:
o Check the settings for the employees. For example, if the accrual amount posted is based on seniority,
the hire date needs to be maintained in the employee’s employment data. If it is the business unit, the
business unit needs to be maintained in the employee’s job info and there needs to be a corresponding
entry in the lookup table.
o Check and calculate the accrual amount manually, based on the employee’s data, the lookup table, and
the rule.
o Check the lookup table. Are there overlaps, like these?
0-2 years => 20 days

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 2-5 years => 22 days
5-80 years => 24 days
If there are overlaps, you can only use the equal sign (=) once in the rule setup. Here's an example:

Lookup Table: Only one equal sign

Recommendation
When an employee is a new hire, meaning that he or she has seniority of 0 (zero) years, we recommend
that you use the < with = .
0<0 in such cases will not work, but 0<=0 will.

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www.sap.com/contactsap

© 2014 SAP SE or an SAP affiliate company. All rights reserved.

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