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USER MANUAL

SAP Implementation Project

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Time Administration
HR-Personnel Administration User Manual Version 1.0

Time Administration

Introduction:
“Time Management” helps in maintaining the Time data of the employee where his working
shifts, working time and breaks are maintained.
Daily Attendance, Absence, Leaves of employees is maintained in this sub-module.
The recorded time data are further evaluated for the purpose of payroll.

Access route to Time Administration Screens:

Via Transaction
Transaction Via Easy Access Menus
Code
Human Resource--> Time Management-->
Maintain PA61
Administration--> Time Data--> Maintain

Human Resource--> Time Management-->

Display PA51
Administration--> Time Data--> Display

Human Resource--> Time Management-->

Fast Entry PA71
Administration--> Time Data--> Fast Entry

Human Resource--> Time Management-->

Quota Overview PT50
Administration--> Time Data--> Quota Overview
Human Resource--> Time Management-->
Time Evaluation Administration--> Time Evaluation--> Time PT60
Evaluation

Easy Access Menu to Time Data screens:

Via Menus Easy Access Menu (First Screen)

Via Transaction Code PA61 / PA51 / PA71 / PT50/ PT60

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One can directly reach to action screen by typing TM code as

(PA61, PA51, PA71, and PT50) through this window or take
a route through SAP menu as given below

Select PA61 to maintain Time Data

Select PA51 to display Time Data

Select PA71 for fast entry of Time Data

Select PT50 for Absence Quota

Select PT60 for Time

Data Evaluation

A. Time Booking/Recording:
Time Bookings/Recording involve maintenance of Time Events, Absences (Leave),
Attendance (On Duty/Permission), Overtime (manual entries if any), Substitutions

How to reach:
Via Menus Human Resource--> Time Management--> Administration--
> Time Data--> Infotypes (2011, 2001, 2002, 2003, 2010)
Via Transaction Code PA61/PA71

Infotype Screens:
HR Data is entered in a screen known as Infotypes in SAP. Each Infotype is given a separate
Infotype no. which user will have to use on daily basis while working on SAP. Time Data is stored in
different Infotypes and in that reference all are described here:

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A.1 Time Events: Infotype 2011

Employee start and end of their working times on time recording terminals are called Time
Events and are stored in Infotype 2011 for Time Evaluation. A program in transaction code
ZSWIPE (which will be discussed in other part of User Manual) will automatically update the
Punch data into Infotype, if any corrections to be made, the procedure are:

Procedure to maintain Time Events

Field Name Description R/O/C User Action and Values Comme
nts

Personnel Employee Number can be directly entered or

Employee No. R
No. can also be selected from the drop down list.

Date Date R Date of Event

Mandatory
Time R Time of Event Field
Time Event
Type
P10/P20 R P10 (Punch In) / P20 (Punch Out)

Day The day assignment specifies whether a time

+/-
Assignment event is assigned to the current day or to the

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previous day.
'+' The time event should be assigned to the
current day
'-' The time event should be assigned to the
previous day
Select Save button to save the data.
Note: R = required, O= Optional, C= Conditional

A.2 Absence: Infotype 2001

All leaves eligible for employee category are configured and available in Infotype 2001 and
each leave type is called Subtype.

Procedure:
Field Name Description R/O/C User Action and Values Comme
nts

Personnel Employee Number can be directly entered or

Employee No. R
No. can also be selected from the drop down list.

Infotype No Absence Infotype R 2001 is defined for Entries of Absences (Leaves)

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User can
CL Casual Leaves
select any
CR Comp Off
leave
EL Earned Leave
type,
ESIL ESI Leave
validation
FPL Family Planning Leave
Subtype Leave Type R is given on
LOP Loss of Pay
employee
ML Maternity Leave
category
SL Sick Leave
and
SPLT Spl Leave for Trainees
absence
ULV Unauthorized Absence
Quota
Validation
on
From First Date R First Date of Leave
Working
Day
Validation
on
To Last Day R Last Date of Leave
Working
Day
If the Leave/Absence is less than one day,
Time From – To C
timings/no of hours can be entered

Select execute button to go to hiring or any

other actions
Note: R = required, O= Optional, C= Conditional

A.2 Attendance - Infotype 2002

Attendance like On Duty and Permissions are configured.

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Procedure: Attendance
Field Name Description R/O/C User Action and Values Comment
s
Either directly can give the emp no or select from drop
Personnel No Employee No R
down list

Infotype 2002 R Select the Infotype for Attendance

Validation
/Eligibility
Attendance On Duty/Permission select the appropriate Attendance type
Subtype R given on
Type required
Employee
Category
Only On
Duty can be
given for
more than a
Start Date/End Update from which date to which date the employee was day,
From-To R
Date on “On Duty” Permission
cannot be
given more
than one
day

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Click on create and then save button to save the

entries done and go to next screen

Note: R = required, O= Optional, C= Conditional

A.3 Employee Remuneration Info - Infotype 2010

This Infotype is used to maintain Overtime data. The time data which is evaluated through
Time Schema using transaction code PT60 (which is discussed in other part of User
Manual) calculates Overtime and processed for Authorization through transaction code ZOT
(which is discussed in other part of User Manual). Once the authorization is completed, the
data gets stored in Infotype 2010.
However, if the approved overtime is given manual, then it needs to be maintained in
Infotype 2010.

Procedure: Overtime

Field Name Description R/O/C User Action and Values Comme

nts
Either directly can give the emp no or
Personnel No Employee No R
select from drop down list

2010 (Employee OT Approved hours to be maintained in

Infotype R
Remuneration Info) this Infotype

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Date for which the OT is approved (this

Date Date of record R
can be both future and also past date)

1025/1026
for
Substitute/Special OT are stored and
Staff/Offic
processed through Wage type in Payroll.
Wage type Overtime Wage Type R er and
Appropriate wage type to be selected by
3020/3021
user
for
Workers
No of hours the OT approved to be
No of Hours Hours R
entered

Click save button to go to next screen

Note: R = required, O= Optional, C= Conditional

A.4 Substitutions (Infotype - 2003):

Working time that deviates from an employee's planned working time and/or is assigned to a different position or
work center. Substitutions allow you to record short-term deviations to an employee's work schedule and pay.

Procedure:
Field Name Description R/O/C User Action and Values Comment

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s
Either directly can give the emp no or
Personnel No Employee No R
select from drop down list
2010 (Employee Remuneration OT Approved hours to be maintained in
Infotype R
Info) this Infotype
Date for which the OT is approved (this
Date Date of record R
can be both future and also past date)
Select
01-Shift Substitution
Sub. Type Substitution type R appropriate
02-Person Substitution
sub. type
Assign appropriate Work Schedule from
DWS Daily Work Schedule C
the Drop Down List
To be used for A, B, and G shifts on
DWS variant Daily Work Schedule Variant C
Special Holidays where H. Class=3
Note: R = required, O= Optional, C= Conditional

B. Work Schedules Periods & Work Schedule Rules

Work schedules are shift schedules which must be generated for all employees. Elements of the
work schedule include daily work schedules, period work schedules, and work schedule rules.
Work Schedule to be generated every year after updating the Holidays in Holiday Calendar. Then the
Work Schedule Rules to be assigned to employee through Infotype 0007.

B.1 Holiday Calendar (TCODE – SCAL)

Holiday Calendar is denoted by 2 letter code, and for AGI it is “AG”. Each year
Holidays to be inserted into Holiday calendar. If any new holiday is created, then it
should be created in sub objects “Public Holidays” and then insert in Holiday
Calendar.

Public Holidays can be

created or edited here

Holiday Calendar is
maintained in this sub object

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Sort Key for the

Holiday

Holiday Class to be maintained

here

To insert a Holiday for

year, click here

Procedure: to create/edit Holiday

Commen
Field Name Description R/O/C User Action and Values
ts
Holidays in calendar All Holidays to be created first, before assigning
Public Holiday R
year into Holiday Calendar
To Change
Change button Edit R To edit the holidays
or Create
Floating to
Type of Public
Fixed/Floating R Select either Fixed day or Floating Public Holiday be edited
Holiday
every year.
To insert a date for To use a date in an year, that need to be Year,
Insert Date R
the year assigned here month, date
Sort Key Sorting Key O Key to identify the Holiday
0 Not a public holiday
Select
Public Holiday 1 Ordinary public holiday
Holiday Class R appropriate
Class 2 Half-day holiday, e.g. 24.12. (Christmas Eve)
Class
3-9 Customer specific public holiday classes
Short Holiday
Short Name R Short name to identify Holiday
Name
Long Holiday
Long Name R Long name to identify Holiday
Name
R Click save button to go to next screen
Note: R = required, O= Optional, C= Conditional

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Procedure: to create/edit Holiday

Commen
Field Name Description R/O/C User Action and Values
ts
Holidays in calendar All Holidays to be created first, before assigning
Public Holiday R
year into Holiday Calendar
To Change
Change button Edit R To edit the holidays
or Create
Floating to
Type of Public
Fixed/Floating R Select either Fixed day or Floating Public Holiday be edited
Holiday
every year.
To insert a date for To use a date in an year, that need to be Year,
Insert Date R
the year assigned here month, date
Sort Key Sorting Key O Key to identify the Holiday
0 Not a public holiday
Select
Public Holiday 1 Ordinary public holiday
Holiday Class R appropriate
Class 2 Half-day holiday, e.g. 24.12. (Christmas Eve)
Class
3-9 Customer specific public holiday classes
Short Holiday
Short Name R Short name to identify Holiday
Name
Long Holiday
Long Name R Long name to identify Holiday
Name
R Click save button to go to next screen
Note: R = required, O= Optional, C= Conditional

Holiday Calendar:

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To assign new holiday,

click here

Procedure: to Edit Holiday Calendar

Commen
Field Name Description R/O/C User Action and Values
ts
Holiday Calendar Holiday Calendar R Select Holiday Calendar Go to Edit
Do not
create a
new but
ID AG R AG is the Holiday Calendar created for AGI
instead edit
AG for any
year
Press
“Assign
Public
To assign new If any new holiday created apart from the existing
Assign Holiday O Holiday”
holiday into list list, click on insert holiday and then insert
Button to
Insert
Holiday
Generally
used to
To delete any holiday
Delete Holiday O If any holiday to be removed from the existing list remove only
from the list
fixed
holidays
R Click save button to go to next screen
Note: R = required, O= Optional, C= Conditional

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B.2 Generate Work Schedule Periods (TCODE – PT01)

After Changing Holiday Calendar, Periods to be generated for all the work
schedules.

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Procedure: Generate Work Schedule Periods

Commen
Field Name Description R/O/C User Action and Values
ts
1-Managers
Manager, Staff, 2-Staff Select
Employee Sub
Workers, Sorters, R 3-Workers appropriate
Group Grouping
Casuals/Contractors 4-Sorters Grouping
5-Casuals/Contractors
Holiday Calendar AG R By Default select AG
Personnel Select
40-Hyderabad
Subarea Hyderabad, Bhongir R appropriate
41-Bhongir
Grouping grouping
Periods to
Work Schedule be
Shift Schedule Rule R Select from the drop down list
Rule generated
for all rules
Generally,
Calendar month Start Period From which month the work schedule is
R Calendar
from (MMYYYY) generated
Start Period
Generally
To End Period R Till (month) the work schedule is generated Calendar
End Period
Click “CREATE” button to go to next screen
and then save or press “CREATE ALL” button
Note: R = required, O= Optional, C= Conditional

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B.3 Create planned working time (Infotype – 0007)

In this Infotype, user should define when and where an employee works within your enterprise on a
daily basis. In addition, this Infotype is used to determine whether the employee's time data is
evaluated by Time Evaluation.
By assigning a Work Schedule Rule in the Planned Working Time Infotype (0007), user ensures that
the system can determine the employee's personal planned working time. User can also change the
planned working time determined by the system to suit your requirements.
User must specify the relevant processing type in the Time Management status field (i.e. 2 for PDC
Time Evaluation).
User can also determine the view for calculating weekly overtime. Any hours worked over the
planned working time can then be evaluated as overtime.

Procedure: Create planned working time Infotype 0007

Commen
Field Name Description R/O/C User Action and Values
ts
Work schedule Shift Timings of
R Select appropriate shift form the drop down list
rule employee
Time Evaluation Select the time management status ‘1’ as ‘Time
Time mgt. status R
status evaluation with Time Events’ from the drop down

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list. For Casuals & Contractors this should be ‘0’

Employment
100% R System default employment % as 100 will appear
percentage
Daily/Weekly/Mo System generated
System generated default hrs. according to shift
nthly/Annual default hrs. according R
timings will get displayed automatically
work hrs./days to shift timings
Click save button to go to next screen
Note: R = required, O= Optional, C= Conditional

B.4 Time Recording Info

Once the Time statement is selected “1”, this Infotype will pop up automatically to enter the Time
Recording ID No (Access Card No.)

Punch Card No. of

employee

Procedure
Commen
Field Name Description R/O/C User Action and Values
ts
Personnel No Employee No R Enter or select from the drop down list
Date from which the record is valid. If any change
Date from which the
Start Date R in Access Card, the same need to be entered
record is valid
with start date of change
By default the end date to be 31/12/9999, if any
End Date 31/12/999 R
new record created, the old record gets delimited

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Time Recording Mandatory

Access Car Key R Enter the 8 digit Access Card No
ID No. field
Do not
ID Version Blank R By default to be Blank make any
changes
Do not
Time Event Type
01 R By default make any
Grouping
changes
Do not
Subsystem
001 R By default make any
Grouping
changes
Grouping Do not
attendance/abse 001 R By default make any
nce changes
Do not
EE expenses
001 R By default make any
grouping
changes

Click save button to go to next screen

Note: R = required, O= Optional, C= Conditional

C. Time Evaluation
The recorded entries in the time data to be evaluated before generating Payroll for that period. This
is done through transaction code “PT60”

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Time Statement (Evaluated Data)

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Procedure: Time Evaluation

Commen
Field Name Description R/O/C User Action and Values
ts
Multiple
Personnel
Employee Number O Enter or select from the drop down list selection is
Number
possible
If evaluation to be done for all employees of
payroll area, only then enter.
01 HYD - Employees
02 HYD – Casual Labor Multiple
All employees of a
Payroll Area C 03 BNG – Employees selection is
payroll area
04 BNG – Casual Labor possible
05 HYD – Contract Labor
06 BNG – Contract Labor
07 AGI Inactive Employee
Do not
Evaluation select any
ZM00 R By Default, enter ZM00 which is designed for AGI
Schema other
Schema
Do not
Time Statement By Default select or enter AGI_TIME, designed
AGI_TIME R select any
Variant for AGI
other
The date you enter in this field determines the Otherwise
minimum period for recalculation. If you do not also, if any
Forced
make an entry in this field, the first day of the changes
recalculation as Start Date O
recalculation is determined automatically are made in
of
according to the data saved for every personnel Time data,
number By default

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system will
go for
recalculated
Date on which time evaluation must end in this
Evaluation Upto End Date R field. If you do not make an entry, the system sets
the current date
To analyze the evaluation, you can select the this
Display Log Log for evaluation O Optional
box
Select only
If Select, Database not update otherwise else if you want
Test Run Test Run/Live Run R
Live Run to check
evaluation.
Click “Execute” button to go to next screen
Note: R = required, O= Optional, C= Conditional

D. Overtime Approval
Once the time data is evaluated, OT hours to be Approved before payroll is generated for that period.
To approve OT, a special program is designed and available for entry in transaction code “ZOT”

Once the OT is calculated in Evaluation, the data gets ready for OT approval. Once it is approved, it
gets stored in Infotype 2010 and available for Payroll.

Enter Personnel
Number

Till this date, the data is

From this date the retrieved for OT approval
data is retrieved for
OT approval

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