A Comprehensive Guide to Implementing SAP

SuccessFactors Time Management

This guide provides a comprehensive, step-by-step approach to implementing SAP
SuccessFactors Time Management. It is designed for individuals new to the module,
offering practical instructions and best practices to navigate the configuration
process effectively.

Section 1: Introduction to SAP SuccessFactors Time Management

1.1. What is SAP SuccessFactors Time Management?
SAP SuccessFactors Time Management is a robust, cloud-based solution integrated
within the SAP SuccessFactors Human Experience Management (HXM) Suite. Its
primary function is to enable organizations to efficiently manage employee time,
encompassing both absences (time off) and attendances (time worked).1 This module
plays a pivotal role in ensuring payroll accuracy, maintaining compliance with labor
laws and company policies, and providing valuable data for strategic workforce
planning.1 As part of the HXM suite, Time Management emphasizes a user-centric
approach, offering intuitive interfaces for employees, managers, and administrators
to interact with time-related processes seamlessly across various devices.4

The system allows for a transition from basic time recording to a more comprehensive
method of managing the workforce. This shift is evident in the evolution from a
simpler Time Sheet functionality to the more advanced Time Tracking module.1 This
progression indicates that organizations are increasingly looking beyond mere hour
logging. The goal is to holistically manage workforce presence, ensure adherence to
compliance standards, and control labor costs, especially within the complexities of
modern work environments that include hybrid, remote, and global teams.2

1.2. Core Components

SAP SuccessFactors Time Management is broadly composed of three core
components: Time Off, Time Sheet, and Time Tracking. Each serves distinct yet
complementary purposes.

1.2.1. Time Off

Purpose: The Time Off component is dedicated to managing all forms of employee
absences.1 This includes planned leaves like vacations and public holidays, as well as
unplanned absences such as sick leave or family emergencies, and longer-term
leaves like parental or sabbatical leaves.7 It provides a digital platform for employees
to submit their leave requests and for managers to review and approve or decline
these requests, accessible via web browsers or mobile applications.6

Key Features:
● Paperless Process: Streamlines absence requests and approvals, reducing
manual paperwork.7
● Team Absence Calendar: Offers visibility into team members' planned
absences, aiding in resource planning and coordination.1
● Automated Calculations: Integrates with payroll systems to automatically
calculate employee time and corresponding pay deductions or entitlements.1
● Regulatory Support: Designed to support various regional laws and regulations
concerning employee leave.6
● Mobile Accessibility: Employees and managers can manage time off requests
on the go.7

1.2.2. Time Sheet

Purpose: The Time Sheet component is primarily used for recording employee
attendances, particularly catering to salaried employees or those with straightforward
time recording needs.1 It allows employees to log their working hours, including any
overtime worked beyond their standard schedule.8

Key Features:
● Weekly Overview: Displays the work schedule for the week, including public
holidays, recorded absences, and configurable totals such as overtime hours or
total recorded hours.8
● Approval Workflows: Supports configurable approval processes for submitted
time sheets.8
● Overtime Calculation: Can be configured with business rules to automatically
calculate overtime based on daily or weekly recorded hours.8
● Graphical Input: Allows time entry via a graphical bar or direct hour/minute
input.8

1.2.3. Time Tracking

Purpose: SAP SuccessFactors Time Tracking is an advanced solution engineered to
handle more complex and granular time recording requirements. It is particularly
suited for organizations with hourly, remote, or field-based workforces, or those
operating under intricate labor agreements and local regulations.1 Time Tracking
offers a comprehensive framework to record, administer, and evaluate working time
with high flexibility.1

Key Features:
● Intuitive User Experience: Provides a personalized and user-friendly interface
across multiple devices, including mobile.1
● Clock Integration: Supports integration with external clock terminals and offers
a digital punch clock feature on web and mobile devices, often with GPS
capabilities.1
● Real-Time Evaluation: Enables real-time evaluation of time entries based on an
employee's profile and configured rules.1
● Robust Configuration: Offers extensive configuration options to meet diverse
business needs, collective bargaining agreements, and local legal requirements.1
● Unified Platform: Aims to provide a single platform for all time and attendance
needs, integrating with payroll.1

Difference between Time Sheet and Time Tracking: While the basic Time Sheet
functionality within Employee Central is suitable for simpler attendance recording
(often for salaried employees with standard schedules), Time Tracking is a more
powerful and flexible module designed for complex scenarios. Time Tracking typically
requires a separate license and offers more advanced features for recording,
administering, and evaluating working time, especially for hourly workforces or those
with variable schedules and intricate pay rules.1

The emphasis on Time Management as part of a "single platform for all your time and
payroll needs" 1 is a significant aspect. This approach suggests a key advantage lies in
minimizing data silos and enabling seamless integration, especially with SAP's own
payroll solutions like Employee Central Payroll.1 For organizations already within the
SAP ecosystem, this native integration can simplify processes, enhance data
accuracy, and reduce the complexities often associated with managing disparate HR
and payroll systems.

1.3. Benefits of Implementing SuccessFactors Time Management

Implementing SAP SuccessFactors Time Management offers numerous advantages to
organizations:
● Streamlined Processes: Automates and simplifies time recording and absence
management, reducing manual effort for employees, managers, and HR
 administrators.5
● Improved Data Accuracy: Real-time data entry and automated calculations
minimize errors, leading to more accurate time records and payroll processing.1
● Enhanced Employee and Manager Experience: Intuitive self-service tools
empower employees to manage their time and managers to approve requests
efficiently, accessible from various devices.4
● Better Compliance: Configurable rules and support for local regulations help
ensure adherence to company policies and legal requirements.1
● Strategic Workforce Insights: Accurate time data provides a clearer view of
labor costs, overtime patterns, and absence trends, supporting better decision-
making and workforce planning.1
● Reduced Administrative Burden: Automation of tasks like accrual calculations,
period-end processing, and workflow routing frees up HR personnel for more
strategic activities.7

Table: Time Management Components Overview

Component Primary Purpose Key Features Typical Target

Workforce

Time Off Manage all types of Employee/Manager All employees

employee absences Self-Service, team requiring absence
(vacation, sick, LOA, absence calendar, management.
etc.).1 workflow approvals,
mobile access,
payroll integration for
absence-related
pay.1

Time Sheet Record employee Weekly time Salaried employees,

attendances and overview, overtime employees with basic
basic overtime for calculation rules, attendance recording
salaried or simpler approval workflows, needs.
work structures.1 integration with
planned work
schedules and
holidays.8
 Time Tracking Advanced recording, Clock-in/out (digital Hourly workers,
administration, and & terminal), real-time remote/mobile
evaluation of working evaluation, complex workforce, complex
time for complex rule configuration, pay rule
scenarios.1 GPS tracking, robust environments.
compliance support,
single platform for
time & payroll.1
Separate license
often required.9

Section 2: System Prerequisites and Initial Setup

Before diving into the detailed configuration of Time Management objects, several
foundational prerequisites and initial setup steps must be addressed to ensure a
smooth implementation.

2.1. Essential Pre-checks

A fundamental prerequisite for implementing SAP SuccessFactors Time Management
is an active and correctly configured SAP SuccessFactors Employee Central (EC)
module.1 Time Management relies heavily on core EC data, including:
● Employee Master Data: Accurate employee information (personal details,
employment status, etc.).
● Organizational Structure: Correctly defined legal entities, business units,
departments, cost centers, etc.
● Job Information: Accurate assignment of employees to positions, pay groups,
and other relevant job-related data.

Verification of this foundational EC data is crucial, as inaccuracies can lead to errors

in time calculations, accruals, and payroll.

2.2. Module Activation

Activating the necessary Time Management components is a critical first step. This
process differs slightly for Time Off/Time Sheet versus the more advanced Time
Tracking module.

2.2.1. Enabling Time Off and Time Sheet in Admin Center (Manage Employee
Central Settings)
Time Off and the basic Time Sheet functionality can be enabled directly within the
Admin Center by an administrator with the appropriate permissions.
● Navigation Path: Admin Center > Search for Manage Employee Central Settings
> Select Time and Attendance Management.9
● Action:
○ To enable Time Off, toggle the "Time Off" switch to ON.
○ If Time Sheet functionality is required, toggle the "Time Sheet" switch to ON.
● Supported Activation Combinations: It's important to understand the
permissible combinations for activation 9:
1. Time Off only: Time Off for Leave of Absence Only and Time Sheet remain
inactive.
2. Time Off and Time Sheet: Time Off is a prerequisite for Time Sheet. Time Off
for Leave of Absence Only remains inactive.
3. Time Off and Time Off for Leave of Absence Only: Time Sheet remains
inactive. This combination is typically used if the organization only wants to
manage long-term leaves through SuccessFactors Time Off without using its
full capabilities for short-term absences or attendance tracking.
○ Important Note: It is not possible to activate "Time Off for Leave of Absence
Only" and "Time Sheet" together.9 Time Sheet can only be activated in
conjunction with the full Time Off solution.

The sequence of activation is important. For instance, attempting to enable Time

Sheet without first enabling Time Off will not be possible.9 This dependency chain
highlights the integrated nature of the modules and is a key consideration for a
smooth setup.

2.2.2. Enabling Time Tracking in Provisioning (Partner Task)

The SAP SuccessFactors Time Tracking module, which offers advanced features like
clock-in/clock-out and complex time valuations, requires enablement in Provisioning.9
Provisioning is a backend system typically accessed by certified implementation
partners or SAP Support, not directly by customers.9
● Action: The implementation partner will need to enable the "Enable Time
Tracking" switch in Provisioning.
● Separate License: Time Tracking often requires a separate license distinct from
the basic Employee Central and Time Off/Time Sheet licenses.9
● Clock In Clock Out: If the "Clock In Clock Out" functionality within Time Tracking
is needed, this also requires a specific switch to be enabled in Provisioning (e.g.,
 "Enable Clock In Clock Out").14 It's noted that Time Tracking should generally be
enabled before activating Clock In Clock Out.14

This reliance on partners for enabling advanced Time Tracking capabilities can be a
practical constraint. It may impact project timelines and the agility with which an
organization can adopt new features, underscoring the importance of clear
communication and planning with the implementation partner.9

2.3. Foundational Permission Setup (Overview)

While detailed Role-Based Permissions (RBP) for various user groups will be covered
in Section 5, an administrator performing the initial setup needs certain foundational
permissions.

2.3.1. Access to MDF Objects (Metadata Framework)

Time Management heavily utilizes the Metadata Framework (MDF) for its
configuration objects. The administrator needs permissions to manage these:
● Navigation Path (for RBP): Admin Center > Manage Permission Roles > Select
Admin Role > Permission...
● Permissions:
○ Under Administrator Permissions > Metadata Framework:
■ Configure Object Definition: Allows viewing and modifying the structure of
MDF objects (e.g., adding custom fields).16
■ Manage Data: Allows creating, editing, and deleting data records for MDF
objects (e.g., creating a new Work Schedule or Time Profile).16
■ Configure Business Rules: Essential for creating and managing business
rules that drive much of the logic in Time Management (e.g., accrual rules,
validation rules).16
■ Access to non-secured object: This permission may be necessary if some
Time Management MDF objects are not explicitly secured through RBP. It
grants access to objects that don't have specific security settings
defined.16

2.3.2. Access to Admin Tools

Specific admin tools facilitate Time Management configuration:
● Manage Time Off Structures: This tool provides a user-friendly interface for
creating and managing core Time Off objects like Holiday Calendars, Holidays,
Time Types, Time Account Types, and Work Schedules. It often acts as a more
 guided alternative to the generic "Manage Data" tool for these specific objects.7
Permissions for this are typically covered by Manage Data and specific object
permissions.
● Time Management Configuration Search: A utility to check how various Time
Management objects are assigned and interconnected, and to which employees.
○ Permission: Under Administrator Permissions > Manage Time > Access Time
Management Configuration Search.16

2.4. Time Management Configuration Object

A central configuration object, "Time Management Configuration," governs several
global settings for the module. An instance of this object with the External Code
"TIME_CONFIGURATION" is usually created automatically by the system upon module
activation, but its settings should be reviewed and adjusted as needed.24
● Navigation Path: Admin Center > Manage Data > Search for Time Management
Configuration (select the existing one or create if missing, though creation is
rare).
● Key Fields to Review/Set:
○ Enable Recalculation: Set to "Yes" to activate the system's ability to
recalculate time data when relevant changes occur (e.g., a change in an
employee's work schedule).24
○ Earliest Possible Recalculation Date: This is a critical field. It defines the
earliest date from which the system will consider data changes for automatic
recalculation. Changes made to data effective before this date will not trigger
an automatic recalculation, or if they do, the recalculation will start from this
defined date.24 Setting this date requires careful consideration: too recent
might miss necessary past corrections, while too far in the past could lead to
performance issues during recalculation runs, especially in systems with
extensive historical data. This date acts as a fundamental control for data
integrity and system processing load.
○ Recalculation Period Type: Determines how the Earliest Possible
Recalculation Date is updated (e.g., "Increasing Period" keeps it fixed for a
defined number of months before updating).24
○ Generate Planned Working Time Data for Past Period (in months) and
Generate Planned Working Time Data for Future Period (in months): These
fields allow the system to generate planned working time data for reporting
and future planning purposes (e.g., for up to 12 months in the past and 3
months in the future).24
 ○Enable full purge import for time accounts: This setting should be used with
extreme caution as it can lead to data inconsistencies if not managed
properly.24
● Best Practice: Thoroughly understand the implications of each setting in this
object, particularly those related to recalculation, as they have a significant
impact on system behavior and data accuracy.

Table: System Prerequisites Checklist

Item Status (Checkbox) Notes/Reference

SAP SuccessFactors ☐ Ensure employee master data,

Employee Central Active & org structure, job info are
Foundational Data Setup correct.1

Time Off Enabled in Admin ☐ Navigate: Admin Center >

Center Manage Employee Central
Settings > Time and
Attendance Management.
Switch "Time Off" to ON.9

Time Sheet Enabled in Admin ☐ Navigate: Admin Center >

Center (if required) Manage Employee Central
Settings > Time and
Attendance Management.
Switch "Time Sheet" to ON.9

Time Tracking Enabled in ☐ Partner/SAP Support task.

Provisioning (if required) Requires "Enable Time
Tracking" switch. Separate
license may apply.9

Clock In Clock Out Enabled in ☐ Partner/SAP Support task.

Provisioning (if required) Requires "Enable Clock In
Clock Out" switch, after Time
Tracking is enabled.14
 Admin RBP: Metadata ☐ Grants ability to view/edit
Framework - Configure MDF object structures.16
Object Definition

Admin RBP: Metadata ☐ Grants ability to create/edit

Framework - Manage Data MDF data records.16

Admin RBP: Metadata ☐ Grants ability to create/edit

Framework - Configure business rules.16
Business Rules

Admin RBP: Manage Time - ☐ Grants access to the

Access Time Management configuration search tool.16
Configuration Search

Time Management ☐ Navigate: Admin Center >

Configuration Object Manage Data > Time
Reviewed/Set Management Configuration.
Review recalculation and
planned working time
generation settings.24

Section 3: Configuring Core Time Off Objects

Once the system prerequisites are met and initial setup is complete, the next phase
involves configuring the core objects for the Time Off component. These objects form
the backbone of how absences are defined, managed, and tracked. The order of
configuration often matters due to interdependencies between these objects. For
instance, Holidays must be created before they can be assigned to a Holiday
Calendar, and Time Types that deduct from a balance need a corresponding Time
Account Type to be defined.

A key aspect to understand is that while some basic configurations can be achieved
through direct MDF object manipulation, any sophisticated logic for entitlements,
accruals, period-end balance treatments, or complex absence counting invariably
requires the use of Business Rules. This means that an implementer must develop at
least a foundational understanding of the Business Rules engine within
SuccessFactors.
For many Time Off specific objects, SAP provides a guided user interface via Admin
Center > Manage Time Off Structures. This tool can be more intuitive for beginners
compared to the generic Admin Center > Manage Data tool, as it's tailored for Time
Off configurations and may offer more context-specific guidance.19 However, Manage
Data remains the universal tool for all MDF object management.

3.1. Work Schedules

Work Schedules define an employee's planned working days and hours, forming the
basis against which absences are recorded and calculated.

3.1.1. Understanding Work Schedule Models

SuccessFactors Time Off offers three primary models for defining work schedules 26:
● Simple Model: This is the most basic model, defining working days and the total
duration of work for each day. It does not inherently support start and end times
for shifts. A key characteristic is that flexible requesting (where an employee
specifies the exact hours of absence on a day, rather than the system defaulting
based on the schedule) is only possible with the Simple model.26
● Period Model: This model is more detailed than the Simple model. It allows for
the definition of planned start and end times, as well as break durations for each
day within a recurring pattern (e.g., a weekly pattern). This is suitable for defining
fixed shifts. Configuration of Period models involves creating Work Schedule Day
Models, which specify the segments (work, break) within a day.19
● Schedule Model: This is the most complex model, used for creating rotating or
non-repeating work patterns over a longer cycle. It achieves this by combining
multiple pre-configured Period models in a sequence.26

3.1.2. Step-by-Step: Creating Work Schedules

Work Schedules are MDF objects and can be created via Admin Center > Manage
Data > Create New > Work Schedule 27 or, for Time Off specific work schedules,
potentially through Admin Center > Manage Time Off Structures > Create New > Work
Schedule.19

Field-by-field instructions for Work Schedule object:

Field Description Sample Value Sample Value Best

(Mon-Fri, (Early Shift,
 40hrs, Simple) Period) Practice/Note

External Name A user-friendly, "Standard Full- "UK Morning Use clear,

descriptive Time US 40hr" Shift 7-15:30" consistent
name for the naming.
work
schedule.26

External Code A unique system "STD_US_FT40" "UK_MORN_SFT Max 8

identifier for the " characters if
work integrating with
schedule.26 EC Payroll.26
Must be unique.

Starting Date A reference 01/01/2024 01/01/2024 Crucial for

date that (assuming this aligning the
determines Day was a Monday) pattern
1 of the work correctly.
schedule
pattern. This is
not the
employee's
assignment
start date.19

Model The type of Simple Period Cannot be

work schedule changed after
model: Simple, the work
Period, or schedule is
Schedule.26 assigned to a
user.27

Time Recording Specifies how Duration Clock Times Should align

Variant time is with how
recorded: employees will
Duration (total record time.
hours) or Clock
Times (start/end
 times).26

Average Hours Average daily 8 7.5 (e.g., 8hr Often calculated

Per Day working hours shift - 0.5hr by the system.
based on the break)
schedule
pattern.7

Average Hours Average weekly 40 37.5 Often calculated

Per Week working hours. 7 by the system.

Average Hours Average 173.33 162.5 Often calculated

Per Month monthly working by the system.
hours.7

Average Hours Average annual 2080 1950 Often calculated

Per Year working hours. 7 by the system.

Country/Region Optional field to USA GBR Useful for

associate the organizing
work schedule country-specific
with a specific schedules.
country/region.2
6

Is Individual Set to Yes if this No No (unless it's Individual Work

Work Schedule schedule is for one specific Schedules are
unique to a person) typically Period
single model based.28
employee. Set
to No for
general
schedules.26

Cross Midnight Appears if Time N/A Yes (if Cross-midnight

Allowed Recording applicable) attendance
Variant is Clock recording
 Times (for requires a Time
Period/Schedule Tracking
models). Set to license. Cross-
Yes to allow midnight
shifts that span absence
midnight (e.g., recording is
10 PM to 6 covered by Time
AM).27 Off.27

Work Schedule Defines the Day 1: 8hrs, Day (Defined via Crucial: Always
Days (child daily working 2: 8hrs, Day 3: Work Schedule include non-
records for pattern.19 8hrs, Day 4: Day Model working days
Simple/Period 8hrs, Day 5: Assignments for with 0 planned
models) 8hrs, Day 6: Period model) hours to ensure
0hrs, Day 7: e.g., Day 1: the pattern
0hrs DayModel_Early cycles
Shift correctly.19

Period Model Assigns pre- N/A N/A (This field is

(child records created Period for the Schedule
for Schedule models in model itself)
model) sequence for
rotating
patterns.26

For Period Model Work Schedule Days (Work Schedule Day Model Assignment):
Each day in a Period model Work Schedule links to a Work Schedule Day Model. The Work
Schedule Day Model itself contains Work Schedule Day Model Segments that define the
actual start time, end time, and duration for work and break periods within that day.27
● Example Day Model "EarlyShift_MonFri":
○ Segment 1: Type=WORK, StartTime=07:00, EndTime=12:00
○ Segment 2: Type=BREAK, StartTime=12:00, EndTime=12:30
○ Segment 3: Type=WORK, StartTime=12:30, EndTime=15:30

3.1.3. Individual Work Schedules

Individual Work Schedules are created when an employee requires a unique working
pattern that doesn't apply to a broader group.28 These are typically based on the
Period model.
● Creation via Manage Data: Create a Work Schedule, set Is Individual Work
 Schedule to Yes, and select the specific User.26
● Creation via Job Information: Navigate to an employee's Job Information >
Time Information section > Work Schedule field > click Find a Work Schedule >
Create an Individual Work Schedule.28 This path is often preferred by HR admins
who may not have full Manage Data access. The External Code is auto-generated
in this case, and the Time Recording Variant is derived from the employee's Job
Information.

3.1.4. Temporary Work Schedules

Temporary Work Schedules allow for short-term adjustments to an employee's
regular work schedule, for instance, due to a project assignment or personal
reasons.28 These are managed using the Temporary Time Information MDF object.
● The Temporary Time Information object has a Category field where one can
select "Work Schedule" to define a temporary change to the work schedule for a
specified period.29
● The temporary schedule overrides the employee's standard work schedule for
the duration defined.

3.2. Holiday Calendars

Holiday Calendars group together individual public or company holidays and are
assigned to employees, typically via their Job Information, to ensure these days are
treated as non-working days for absence calculations and planned time.

3.2.1. Step-by-Step: Creating Holidays

Individual holidays must be defined first before they can be assigned to a Holiday
Calendar.
● Navigation Path: Admin Center > Manage Time Off Structures > Create New >
Holiday.19
● Field-by-field instructions:

Field Description Sample Value Best Practice/Note

Holiday Code A unique system "US-XMAS25" Use a consistent

identifier for the naming convention
(e.g., Country-
 holiday.19 HolidayAbbreviationY
ear).

Country/Region Optional, but USA

recommended to
associate the holiday
with a specific
country/region for
clarity and
organization.19

Name A user-friendly, "Christmas Day Make it easily

descriptive name for 2025" understandable.
the holiday.19

3.2.2. Step-by-Step: Creating Holiday Calendars

Once individual Holidays are created, they can be grouped into Holiday Calendars.
● Navigation Path: Admin Center > Manage Time Off Structures > Create New >
Holiday Calendar.19
● Field-by-field instructions for Holiday Calendar object:

Field Description Sample Value Best Practice/Note

Name A user-friendly name "US Federal Holidays

for the holiday 2025"
calendar.19

External Code A unique system "US_FED_HOL_25" Must be unique.

identifier for the
holiday calendar.19

Country/Region The country or region USA Create separate

to which this holiday calendars if holiday
calendar applies. regulations differ
Essential for significantly within a
assigning to country (e.g., by
 employees in specific state/province).30
locations.19

Holiday Assignments This section links Holiday: "US-NYD25"

(child records) individual Holidays to (New Year's Day
the calendar for 2025), Date:
specific dates.19 01/01/2025,
Category: Full

Holiday Select the pre- "US-NYD25"

created Holiday
object.30

Date of Holiday The specific date the 01/01/2025

holiday occurs in the
calendar year.19

Holiday Category Defines the impact of Full Ensure the selected

the holiday (e.g., Full Holiday Category is
day off, Half day off, defined in the
None - informational Holiday Planned
only). Default values Working Time
are Full, Half, None. Determination object
Custom categories for correct system
can be created but processing.30
require a Time
Tracking license.19

Holiday Class This field is read-only Full (derived)

and is automatically
derived by the
system based on the
Holiday Category and
its definition in the
Holiday Planned
Working Time
Determination
object.19
It's important to note that "Manage Time Off Calendars" 32 is a tool used for
scheduling and running mass processing jobs (like accruals, period-end processing)
and is different from the Holiday Calendar object configuration itself.

3.3. Time Types (for Absences)

Time Types are fundamental to Time Off. They represent the various reasons an
employee might be absent (e.g., Vacation, Sick Leave, Jury Duty, Parental Leave) and
define the rules, units, and approval processes associated with each type of
absence.8

3.3.1. Understanding Time Types

For the Time Off module, Time Types are configured primarily with a Classification of
"Absence." Each Time Type can be linked to a Time Account Type if it's an entitlement
that employees draw from (like annual vacation). They can also trigger workflows and
have specific counting rules.22

3.3.2. Step-by-Step: Creating Time Types

● Navigation Path: Admin Center > Manage Time Off Structures > Create New >
Time Type.22
● Key field-by-field instructions for absence Time Types:

Field Description Sample Value Best Practice/Note

(Annual Vacation)

External Code Unique system ID for "VAC_US_ANNUAL" Max 10 characters

the Time Type.22 recommended if
integrating with
payroll systems.22
Use a clear,
consistent naming
convention.

External Name User-friendly name "US Annual Vacation"

22
displayed to users.

Classification Defines the nature of Absence Other options like

 the Time Type. For Attendance, Break,
Time Off, this is On Call are for Time
Absence.22 Sheet/Tracking.

Absence Class Further categorizes Vacation

the absence type
(e.g., Sickness,
Vacation,
Unspecified).22

Unit The unit in which the Day(s) Must match the unit
absence is requested of the linked Time
and tracked: Day(s) Account Type, if
or Hour(s).22 any.35

Workflow Assign a pre-defined "WF_US_VAC_APPRO Workflows define the

Configuration workflow definition VAL" approval steps (e.g.,
that will be triggered manager, HR).
when this Time Type
is requested.19

Absence Counting Link to an Absence "ACR_STD_DEDUCT_

Rule Counting WORKDAYS"
Configuration object
that defines how the
requested absence
duration is counted
against the
employee's work
schedule (e.g., how
weekends or holidays
within an absence
period are treated).22

Time Account Type Link to a Time "TA_US_VAC_ANNUA Leave blank for

Account Type if this L" absences that don't
absence deducts draw from a balance
from an entitlement (e.g., unpaid leave,
balance (e.g., some LOAs). Do not
 vacation balance).22 assign to LOA time
types if they don't
deduct from a
balance.33

Leave of Absence For Leave of Absence (e.g.,

Event Reason (Plan) (LOA) types, this links "LOA_START_PAREN
to an EC Event TAL")
Reason that updates
the employee's
status when the LOA
begins.22

Leave of Absence For LOA types, this (e.g.,

Event Reason (Return links to an EC Event "RTW_PARENTAL")
to Work) Reason that updates
the employee's
status upon return
from LOA.22

Requesting on Non- Yes or No. No

Working Days Determines if an
Allowed employee can
request this absence
type exclusively on
days defined as non-
working in their
schedule.22

Permitted Fractions Defines allowable HALF_DAY

for Unit partial day requests
(e.g., FULL_DAY only,
HALF_DAY allowed,
QUARTER_DAY
allowed, or Allow
requesting in hours
and minutes).22

Duration Display How the duration of Deduction Quantity Important to align

 According To the absence is with how counting
displayed/calculated should work.
(e.g., Deduction
Quantity - based on
the absence counting
rule, or Calendar
Days).33

Country/Region Optional, but useful if USA

the Time Type rules,
units, or behaviors
are country-
specific.22

3.4. Time Accounts & Time Account Types

Time Accounts manage employee leave entitlements. Time Account Types serve as
the templates defining the rules for these entitlements.

3.4.1. Understanding Time Accounts and Types

● Time Account Types (TAT): These are the blueprints. A TAT defines how a
particular type of leave entitlement (e.g., annual vacation, sick leave entitlement)
is created, how it accrues, its validity period, how far in advance or arrears it can
be booked, and what happens to any remaining balance at the end of its validity
(period-end processing).7 They are not user-specific.
● Time Accounts (TA): These are the actual instances of entitlements held by
individual employees, created based on a Time Account Type.37 For example,
employee John Doe might have a "2025 Vacation Account" which was created
based on the "Annual Vacation" Time Account Type. This account would show his
specific balance, accruals, and deductions.

3.4.2. Step-by-Step: Creating Time Account Types

● Navigation Path: Admin Center > Manage Time Off Structures > Create New >
Time Account Type.35
● Key field-by-field instructions:

Field Description Sample Value Best Practice/Note

 (Annual Vacation)

External Code Unique system ID for "TA_US_VAC_ANNUA Use a clear,

the Time Account L" consistent naming
Type.35 convention.

Name User-friendly name.35 "US Annual Vacation

Account"

Unit Day(s) or Hour(s). Day(s) Must be consistent

This unit dictates with the Unit of the
how balances are Time Type(s) that will
stored and deduct from
accrued.35 accounts of this
type.35

Account Creation Defines how and Recurring

Type when time accounts
based on this type
are generated.35

Permanent: Account
is valid from hire date
until a system high
date (e.g., for long
service leave).35

Recurring: Account is
valid for a defined,
repeating period,
typically one year
(e.g., annual vacation
entitlement).35

Ad Hoc: For non-

regular, specific
purposes, often
created manually or
 for one-off
entitlements like
purchased leave or
relocation leave.35

Account Creation Defines the start and Accrual Period Start

Start Date (for end dates for the Date (e.g., Jan 1st for
Recurring type) validity periods of the calendar year
recurring time accounts)
accounts (e.g.,
Accrual Period Start
Date, Employee's
Hire Date, Specific
Date).35

Account Creation Automatic Account Automatic Account Initial account is

Automation (for Creation (system Creation always created
Recurring type) creates subsequent automatically upon
accounts assignment of Time
automatically) or No Profile. This setting
Automation (requires refers to subsequent
manual calendar run accounts.35 Cannot
via Manage Time Off use automatic
Calendars).35 creation if Account
Creation Start Date is
Employee's Hire
Date.35

Accrual Rule Link to a Business "BR_ACCRUAL_US_V

Rule that defines the AC_ANNUAL"
logic for how and
when entitlements
are accrued into the
time account.35

Hire Rule Link to a Business "BR_HIRE_US_VAC_P

Rule defining accrual RORATA"
logic specifically for
the period when an
 employee is hired.34

Termination Rule Link to a Business "BR_TERM_US_VAC_

Rule defining accrual ADJUST"
logic or balance
adjustments
specifically for the
period when an
employee is
terminated.34

Period End Link to a Business "BR_PEP_US_VAC_C

Processing Rule Rule that defines ARRYOVER"
what happens to any
remaining balance
when the account's
bookable period ends
(e.g., carry forward,
payout, forfeit).11

Simulate Accruals Yes allows the Yes

system to show
future simulated
accruals when an
employee requests
time off or views their
balances. No restricts
requests to the
currently posted
balance.38

Balance Cannot Fall Defines the minimum 0

Below permissible balance
for the account (e.g.,
0, or a negative value
for flextime
accounts).40

Accrual Frequency (If using frequency- Annually

 Period based accruals)
Defines how often
the accrual rule runs
(e.g., Annually,
Monthly, Bi-weekly).7

3.4.3. Configuring Accrual Rules (Business Rules)

Accrual rules are essential for automating the process of granting leave entitlements
to employees.
● Navigation Path: Admin Center > Configure Business Rules > Click + (Create
New Rule).
● Rule Scenario Selection: Choose Accrual from the available scenarios.38
● Key Parameters Available in Accrual Rules 38:
○ accrualRuleParameters: Provides context like Accrual Start Date, Accrual End
Date, Accruable Start Date (actual start for accrual, e.g., hire date if mid-
period), and Accruable End Date (actual end for accrual, e.g., termination
date if mid-period).
○ timeAccount: Represents the current state of the time account being
processed. Useful for checking existing balances or applying accrual caps.
○ accrualRuleVariables: A temporary object to hold intermediate calculation
values for clarity within the rule.
○ plannedWorkingTimeParameters: (Optional) Contains planned working
hours/days based on the work schedule for the accruable period.
○ accrualCalculationBaseParameters: (Required if accruals are based on
recorded times) Contains actual hours/days worked.
● Example: Fixed Annual Accrual Rule (e.g., 20 days per year)
○ Rule Name: Fixed_Annual_Vacation_Accrual_20_Days
○ Rule ID: FIXED_ANN_VAC_ACC_20D
○ Base Object: Time Account Type
○ IF Condition(s):
■ Often set to Always True for a standard annual grant, or can include
conditions like Time Account.Account Type.Account Creation Type is
equal to Recurring.
○ THEN Action(s):
1. Set accrualRuleVariables.amountToBook = 20 (Number).
2. Create Record Time Account Detail and set fields:
■ Time Account = timeAccount (from rule parameters).
 ■ Amount Posted = accrualRuleVariables.amountToBook.
■ Posting Date = accrualRuleParameters.Accrual End Date (or a specific
date like Jan 1st of the accrual year).
■ Posting Type = ACCRUAL.
■ Booking Unit = (Select Day or Hour, matching Time Account Type).
■ External Code = GenerateExternalCodeTimeOff() (Rule Function).
○ A pre-built rule SF_ACCRUAL_FixedAmount is available in the Success Store
which can be adapted.38
● Assigning to Time Account Type: In the definition of the relevant Time Account
Type (e.g., "US Annual Vacation Account"), select the created Accrual Rule in the
Accrual Rule field. Also, set the Accrual Frequency Period (e.g., "Annually").38
● Hire/Termination Rules: Similar rules can be created using the same Accrual
scenario but are assigned to the Hire Rule or Termination Rule fields in the Time
Account Type. These often involve pro-rata calculations based on the Accruable
Start Date or Accruable End Date.39

3.4.4. Configuring Period End Processing Rules (Business Rules)

Period End Processing (PEP) rules dictate what happens to the remaining balance in a
time account when its bookable period ends.
● Navigation Path: Admin Center > Configure Business Rules > Click + (Create
New Rule).
● Rule Scenario Selection: Choose Period-End Processing or Period-End
Processing With Payout.11
● Key Parameters Available in PEP Rules 43:
○ Period End Processing Rule Parameters (pepParams): Provides Remaining
Balance, Follow Up Account Exists?, etc.
○ Time Account (Old Time Account): The account being closed.
○ New Time Account: The follow-up account for the next period (if it exists and
balance is carried forward).
● Example: Carry Forward Remaining Balance (up to 5 days) & Close Old
Account
○ Rule Name: PEP_Carry_Forward_Max5_Days
○ Rule ID: PEP_CF_MAX5
○ Base Object: Time Account Type
○ IF Condition(s):
■ Period End Processing Rule Parameters.Follow Up Account Exists? is
equal to Yes.
 ○ THEN Action(s):
1. Set Variable_CarryForwardLimit = 5 (Number).
2. Set Variable_AmountToCarryForward = Minimum(Period End
Processing Rule Parameters.Remaining Balance,
Variable_CarryForwardLimit) (Rule Function).
3. Create Record Time Account Detail (for old account - debit remaining
balance):
■ Time Account = Time Account (Old Time Account).
■ Amount Posted = OppositeSign(Period End Processing Rule
Parameters.Remaining Balance) (Rule Function).
■ Posting Date = Time Account (Old Time Account).Bookable Until Date.
■ Posting Type = PEP_BOOKING (or a custom posting type).
■ Booking Unit = (Select Day or Hour).
■ External Code = GenerateExternalCodeTimeOff().
4. Create Record Time Account Detail (for new account - credit carry-
forward amount):
■ Time Account = New Time Account.
■ Amount Posted = Variable_AmountToCarryForward.
■ Posting Date = New Time Account.Bookable From Date (or
LatestDate(Time Account (Old Time Account).Bookable Until Date,
New Time Account.Bookable From Date) to ensure posting is within
new account's validity).
■ Posting Type = PEP_BOOKING (or CARRY_FORWARD_CREDIT).
■ Booking Unit = (Select Day or Hour).
■ External Code = GenerateExternalCodeTimeOff().
5. Set Time Account (Old Time Account).Account Closed = Yes.
○ ELSE Condition (if no follow-up account exists):
1. Create Record Time Account Detail (for old account - debit remaining
balance to zero it out):
■ (Similar to step 3 above).
2. Set Time Account (Old Time Account).Account Closed = Yes.
● Assigning to Time Account Type: In the Time Account Type definition, select
this rule in the Period End Processing Rule field.11
● Triggering PEP: PEP runs are typically initiated via Admin Center > Manage Time
Off Calendars. A calendar run is created for the "Period-End Processing"
scenario for specific Time Account Types.11 Automation can also be set in the
Time Account Type. Ensure follow-up accounts are created before running PEP if
 carry-forward is involved.11

3.5. Time Profiles

Time Profiles act as containers that group together the various Time Types (for
absences, and also for attendances, breaks, on-call if Time Sheet/Tracking is used)
that a specific set of employees are eligible for. They are a crucial link assigned to an
employee in their Job Information record.20

3.5.1. Understanding Time Profiles

A Time Profile determines which leave types an employee can request and which
attendance types they can record. It also specifies default time types (e.g., main
absence type) and can link to Time Account Types for functionalities like flextime
(working time accounts) or Time Off In Lieu (TOIL) when integrated with Time Sheet.46
Different employee groups (e.g., by country, employment type) will typically have
different Time Profiles.

3.5.2. Step-by-Step: Creating Time Profiles

● Navigation Path: Admin Center > Manage Data > Create New > Time Profile.45
● Key field-by-field instructions:

Field Description Sample Value (UK Best Practice/Note

Full-Time Office)

External Code Unique system ID for "TP_UK_OFFICE_FT" Use a clear,

the Time Profile. 45 consistent naming
convention.

Name User-friendly name.45 "UK Office Full-Time

Profile"

Time Recording Duration or Clock Duration

Variant Times. This should
generally align with
the variant used in
the employee's Work
Schedule.45
Available Time Types This is where you link Time Type: For each Time Type
(child record section) the specific Time "UK_ANNUAL_LEAVE added:
Types (absences, ", ESS: Yes, Favorite:
attendances, etc.) Yes
that employees with
this profile can use.45

Time Type Select the desired "UK_ANNUAL_LEAVE

Time Type object "
(e.g.,
"UK_ANNUAL_LEAVE
",
"UK_SICK_UNPAID").4
6

Enabled in employee Yes if employees can Yes

self-service scenario select/request this
Time Type
themselves. No if it's
for admin use only.46

Favorite Time Type Yes for up to three Yes

Time Off types to
make them appear as
quick-select buttons
on the Time Off ESS
UI. Name length of
favorite time types
should not exceed 20
characters.46

Hide Account Yes to hide the No

Balance balance for this Time
Type on the ESS UI.
The system still
performs balance
checks in the
background.46
Time Type Filter Rule Assign a Business (Optional)
Rule to conditionally
show/hide this Time
Type from the
selection dropdown
based on specific
criteria (e.g.,
employee group,
date). Use with
caution for Time
Types linked to
accounts, as
accounts might still
be created.46

Main Absence Time The Time Type that "UK_ANNUAL_LEAVE

Type will be pre-selected "
by default when an
employee initiates an
absence request.45

Main Attendance (Relevant for Time "WORK_STD_UK"

Time Type Sheet) The default
Time Type for
recording
attendance.8

Main Break Time (Relevant for Time "LUNCH_UNPAID_UK

Type Sheet with clock "
times) The default
Time Type for
recording breaks.47

Time Account Type (Relevant for Time "TA_UK_FLEXITIME"

for Working Time Sheet flextime) Links
Account to a Time Account
Type used to track
deviations from
planned working
hours (positive or
 negative balance).40

Time Account Type (Relevant for Time "TA_UK_TOIL"

for Time Off in Lieu Sheet TOIL) Links to
a Time Account Type
used to accrue and
manage Time Off in
Lieu balances.50

Linking Time Types and Time Account Types within a Time Profile:
● For absences that draw from a balance (e.g., vacation), the link is primarily
established within the Time Type object itself (by assigning a Time Account Type
to the Time Type). When this Time Type is added to the Available Time Types
section of a Time Profile, the association with its balance management is carried
over.37
● For Time Sheet specific functionalities like flextime or TOIL, dedicated fields like
Time Account Type for Working Time Account and Time Account Type for Time
Off in Lieu directly link the Time Profile to specific Time Account Types.40

3.6. Absence Counting Rules

Absence Counting Rules define precisely how an absence request deducts from an
employee's available time, considering factors like their work schedule, public
holidays, and the nature of the days within the absence period. This functionality has
evolved from an older "Absence Counting Method" to a more flexible object-and-
rule-based approach.36

3.6.1. Understanding Absence Counting

The core purpose is to ensure accurate deduction from planned working time or time
accounts. For example, if an employee requests a week off, the Absence Counting
Rule determines if all 7 calendar days are counted, or only the 5 scheduled workdays,
or if holidays within that week are excluded from deduction.36

3.6.2. Step-by-Step: Configuring Absence Counting Configuration & Rules

(Business Rules)
The modern approach involves two main parts:
1. Absence Counting Configuration (MDF Object): This object acts as a
 container that specifies selection criteria (like which holidays or weekdays to
consider) and links to a Business Rule that performs the actual counting logic.36
○ Navigation Path: Admin Center > Manage Data > Create New > Absence
Counting Configuration.
○ Key Fields 52:
■ External Code: Unique ID (e.g., "ACC_CFG_WORKDAYS_ONLY").
■ External Name: Descriptive name.
■ Absence Counting Rule: Link to the Business Rule that will execute the
counting logic.
■ Holidays Selection: Options like Include Holidays, Exclude Holidays, No
Selection. This filters which days (based on holiday status) are passed to
the rule.
■ Planned Working Time Selection: Options like Planned Working Time
Equals Zero (non-working days), Planned Working Time Greater than Zero
(working days), No Selection. This filters days based on planned hours.
■ Weekdays Selection: Allows selection of specific weekdays (e.g., Include
Fridays) to be specifically processed by the rule.
2. Absence Counting Business Rule: This rule contains the logic to determine the
deduction quantity.
○ Navigation Path: Admin Center > Configure Business Rules > Click + (Create
New Rule).
○ Rule Scenario Selection: Absence Counting.36
○ Key Parameters Available 36:
■ Absence Counting Rule Parameters: Provides details about the absence
days being processed (e.g., Employee Time Calendar.Number Of Days,
Employee Time Calendar.Holiday Class, Employee Time Calendar.Planned
Hours).
■ Absence Counting Rule Result Parameters: This is where the rule sets the
outcome, primarily Deduction Quantity (the amount to be deducted) or
Deduction Factor (a multiplier, e.g., 0.5 for a half-day). Cannot set both;
choose one.41
○ Example: Count only working days (exclude holidays and non-working
days with 0 planned hours)
■ Absence Counting Configuration:
■ External Code: "ACC_CFG_WORKDAYS"
■ Holidays Selection: Exclude Holidays
■ Planned Working Time Selection: Planned Working Time Greater than
 Zero
■ Absence Counting Rule: (Link to the Business Rule below)
■ Business Rule (Name: BR_Count_Workdays_Only):
■ IF Condition(s):
■ Absence Counting Rule Parameters.Employee Time
Calendar.Planned Hours > 0
■ THEN Action(s):
■ Set Absence Counting Rule Result Parameters.Deduction Factor =
1 (meaning count this day fully).
■ (Optional ELSE for days not meeting IF):
■ Set Absence Counting Rule Result Parameters.Deduction Factor =
0 (meaning do not count this day).
○ Assigning to Time Type:
1. In the definition of the relevant Time Type (e.g., "US Annual Vacation"),
select the created Absence Counting Configuration object in the Absence
Counting Rule field.22
2. It's also recommended to set the Duration Display According To field in
the Time Type to Deduction Quantity. This ensures that the quantity
displayed to the user on the leave request UI reflects the result of the
absence counting rule.36

Table: Key MDF Objects for Time Off

Object Name Primary Purpose Key Configuration Typical Navigation

Fields/Attributes Path (Admin
Center)

Work Schedule Defines employee's External Code, Model Manage Data OR

planned working days (Simple, Period, Manage Time Off
and hours/shifts.26 Schedule), Starting Structures
Date, Time Recording
Variant, Work
Schedule Days (or
links to Day
Models).26

Holiday Defines an individual Holiday Code, Name, Manage Time Off

 public or company Country/Region.21 Structures
19
holiday.

Holiday Calendar Groups multiple External Code, Name, Manage Time Off
Holidays for a Country/Region, Structures
specific Holiday Assignments
region/employee (Date, Holiday,
group.19 Category).30

Time Type Represents a specific External Code, Manage Time Off

(Absence) type of leave (e.g., Classification Structures
vacation, sick) and its (Absence), Unit,
rules.22 Workflow
Configuration, Time
Account Type (if
balance-managed),
Absence Counting
Rule.22

Time Account Type Template defining External Code, Unit, Manage Time Off
rules for leave Account Creation Structures
entitlements (accrual, Type (Permanent,
validity, PEP).35 Recurring, Ad Hoc),
Accrual Rule, Period
End Processing
Rule.35

Time Profile Bundles eligible Time External Code, Time Manage Data
Types for an Recording Variant,
employee group; Available Time Types
assigned in Job (linking Time Types),
Info.45 Main Absence Time
Type.45

Absence Counting Container for External Code, Manage Data

Configuration selection criteria and Absence Counting
link to Business Rule Rule (link to BR),
for absence Holidays Selection,
Planned Working
 deduction logic.36 Time Selection.52

Business Rule Defines custom logic Rule Scenario Configure Business

for accruals, PEP, (Accrual, PEP, Rules
absence counting, Absence Counting,
validations, etc.), Parameters,
workflows.11 IF/THEN logic.11

Section 4: Configuring Time Sheet and Time Tracking

While Time Off deals with absences, Time Sheet and Time Tracking focus on
recording employee attendances, including working time, overtime, breaks, and on-
call duties. Time Sheet provides basic attendance recording, whereas Time Tracking
offers more advanced capabilities, often requiring a separate license and more
intricate configuration for complex scenarios.1 The Time Recording Profile is a central
object in this setup, orchestrating how time is recorded, valuated, and approved.53

4.1. Defining the First Day of the Time Sheet Week

A fundamental setting for weekly time sheets is defining which day the week starts on
(e.g., Sunday or Monday). This is configured globally for the Time Management
system.
● Navigation Path: Admin Center > Manage Data > Search for and select the Time
Management Configuration object (typically External Code
"TIME_CONFIGURATION").
● Field: First Day Of Timesheet Week.
● Action: Select the appropriate day from the dropdown (e.g., "Sunday",
"Monday").
● Relevance: This setting ensures that the weekly display in the Time Sheet UI
aligns with the organization's operational week.54

4.2. Time Types (for Attendances, Breaks, On-Call)

Similar to Time Off, Time Types are used in Time Sheet and Time Tracking to
categorize different types of recorded time. However, for attendance recording, their
Classification will be different.

4.2.1. Step-by-Step: Creating Attendance, Break, On-Call Time Types

● Navigation Path: Admin Center > Manage Time Off Structures (or Manage Data)
 > Create New > Time Type.55
● Key field-by-field instructions for attendance-related Time Types:

Field Description Sample Value Sample Value Best

(Std. Work) (Unpaid Break) Practice/Note

External Code Unique system "ATT_WORK_ST "BRK_LUNCH_U Max 10 chars

ID. 55 D" NP" for payroll
integration.55

External Name User-friendly "Standard "Unpaid Lunch

name. 55 Working Time" Break"

Classification Defines the Attendance Break Critical for

nature: system
Attendance, processing.
Break, or On
Call.22

Unit Typically Hour(s) Hour(s)

Hour(s) for
attendances
and breaks.55

Country/Region Optional, if
specific to a
country.55

Workflow Assign a (Usually blank (Usually blank)

Configuration workflow if for std. work)
individual
attendance/bre
ak entries
require approval
(less common
for standard
entries, more for
 overtime or
special
attendances).

Time Account Generally not (Usually blank) (Usually blank)

Type linked for
standard
attendances or
breaks, unless
it's a specific
scenario like
crediting breaks
to a time
account.

● Best Practice: Create distinct Time Types for different work activities (e.g.,
Regular Work, Project Work, Training, Travel Time) if they need to be valued,
costed, or reported separately. Similarly, differentiate between paid and unpaid
breaks if necessary.

4.3. Time Recording Profiles

The Time Recording Profile is arguably the most critical configuration object for Time
Sheet and Time Tracking. It acts as a central hub, bringing together various settings
that dictate how an employee's time is recorded and processed.8 Each employee who
records attendance or overtime will be assigned a Time Recording Profile in their Job
Information.

4.3.1. Understanding Time Recording Profiles

A Time Recording Profile defines 53:
● The Time Recording Method (Positive, Negative, Overtime, Absences Only).
● The Time Recording Approval Period (e.g., weekly, monthly), which determines
the timesheet cycle.
● The Workflow Configuration for time sheet approvals.
● A sequence of Time Valuation rules that calculate pay components like regular
hours, overtime, and premiums.
● Validation Rules (Business Rules) to check the validity of time sheet entries.
● Links to Time Account Types if features like Working Time Accounts (flextime)
or Time Off in Lieu (TOIL) are used.
Due to its central role, it is a best practice to avoid modifying a Time Recording Profile
that is already in productive use for a group of employees. If changes are needed,
create a new Time Recording Profile and assign it to the relevant employees with a
future effective date to prevent inconsistencies with historical data.53

4.3.2. Time Recording Methods

The chosen Time Recording Method fundamentally changes how employees interact
with the time sheet and how the system processes their time.56
● Positive Time Recording: Employees are required to record all the hours they
actually work (their "attendance time"). This includes regular work, overtime, on-
call time, and allowances. Absences are typically recorded via Time Off but are
reflected in the time sheet. This method provides the most detailed record of
actual time worked.56 Example: An hourly employee logs 8 hours of "Regular
Work" from 9 AM to 5 PM.
● Negative Time Recording: Employees only record deviations or exceptions from
their planned working time as defined by their work schedule. The system
automatically generates entries for their scheduled working time (main
attendance time type). These generated entries are then "merged" with any
recorded deviations to produce the overall recorded time.56 Example: A salaried
employee with a 9 AM to 5 PM schedule only enters a 2-hour "Early Departure" if
they leave at 3 PM. The system assumes they worked the other scheduled hours.
● Overtime Recording: Employees record only the time they work that is in
addition to their planned working time. They may also record on-call time and
allowances. Regular scheduled hours are assumed and not explicitly recorded.56
Example: A salaried employee records 2 hours of "Overtime" after working from 5
PM to 7 PM beyond their standard 9 AM to 5 PM schedule.
● Absences-Only Time Recording: Employees use the system solely to record
absences (via Time Off). No attendance or overtime is recorded in the time sheet.
This method might be used for executive-level employees or specific groups
where detailed attendance tracking is not required for payroll.56

The choice of Time Recording Method depends on the organization's policies, the
nature of the workforce (salaried vs. hourly), and regulatory requirements.

4.3.3. Step-by-Step: Creating Time Recording Profiles

● Navigation Path: Admin Center > Manage Data > Create New > Time Recording
Profile.53
● Key field-by-field instructions:

Field Description Sample Value (US Best Practice/Note

Non-Exempt
Positive)

External Code Unique system ID.53 "TRP_US_NE_POS_W Use a clear,

KLY" consistent naming
convention.

External Name User-friendly name.53 "US Non-Exempt

Positive Weekly"

Time Recording Select from Positive, Positive Drives core system

Method Negative, Overtime, behavior.
or Absences Only.53

Time Recording Duration or Clock Duration (or Clock

Variant Times. This is derived Times if applicable)
from the employee's
assigned Time Profile
and should align.53

Time Recording Defines the cycle for Weekly

Approval Period time sheet
submission and
approval (e.g.,
Weekly, Monthly, Bi-
Weekly). Formerly
Time Valuation
Period.9

Workflow Assign the pre- "WF_TS_US_NE_APP

Configuration defined workflow for ROVAL"
time sheet
approval.53
Time Valuations Ordered list of Time (e.g., Link to Sequence matters as
(child records) Valuation rules that "TV_US_Daily_OT", outputs of one can
will be applied to the then be inputs to another.
recorded time data "TV_US_Weekly_OT")
to calculate pay
components.8

Validation Rules Assign Business (e.g., Link to

(child records) Rules (Time Sheet "BR_TS_Min_Hours_C
Validation scenario) heck")
to validate entries.53

Approval Workflow Workflow for (Optional)

for Working Time approving accruals
Account into a Working Time
Account (flextime).53

Approval Workflow Workflow for (Optional)

for TOIL Account approving accruals
into a Time Off in Lieu
account.53

Prevent Generation Options to prevent (As per requirement)

of Breaks automatic generation
of Scheduled and/or
Dynamic breaks.
Requires Time
Tracking license.53

Attestation Text on Custom message (Optional custom

Time Sheet displayed to text)
Submission employees upon time
sheet submission for
attestation. Requires
Time Tracking
license.53

Time Recording Links to a Time (Optional, link to

 Submission Recording config object)
Configuration Submission
Configuration object
if automatic
submission of time
sheets is used (e.g.,
for positive/overtime
recorders based on
certain criteria, or for
negative recorders).61

4.4. Time Valuation

Time Valuation is the process by which the system evaluates recorded time entries
(attendances, absences, etc.) against defined rules to generate calculated time
results, such as regular hours, various types of overtime, premium payments, or
contributions to working time accounts.8 This is a critical step for ensuring accurate
payroll.

4.4.1. Understanding Time Valuation and Time Type Groups

● Time Type Groups (TTG): These are fundamental to Time Valuation. TTGs are
logical collections of Time Types that share similar characteristics or are
processed together in valuations.8
○ Categories: TTGs are assigned a category, such as:
■ Recorded Working Time: Input for actual work hours.
■ Paid Absences: Input for paid leave hours.
■ Paid Holidays: Input for holiday hours.
■ Calculated Time: Output of valuations (e.g., "Regular Hours", "Overtime
1.5x").
■ Counted Events: Output for counting occurrences (e.g., "Number of Late
Arrivals").
○ Creation: Admin Center > Manage Data > Create New > Time Type Group.
● Time Valuation: This MDF object defines a specific calculation step. A Time
Recording Profile will typically contain a sequence of multiple Time Valuation
objects, processed in order, where the output of one valuation can become the
input for a subsequent one.53

The power of Time Valuation lies in its ability to automate complex pay rule
calculations, but this also means that its configuration can be intricate. The sequence
of valuation rules within the Time Recording Profile is critical, as an error in an early
rule can cascade and lead to incorrect final pay components.

4.4.2. Configuring Time Valuation Rules

● Navigation Path: Admin Center > Manage Data > Create New > Time Valuation.64
● Key Fields for a Time Valuation object:

Field Description Sample Value (Daily Note

OT > 8hrs)

External Name User-friendly name. "Daily Overtime Calc

> 8hrs"

External Code Unique system ID. "TV_DAILY_OT_GT8"

Valuation Type Defines the core Aggregate Input Choice depends on

calculation logic. Groups and Split the calculation
Common types needed.
include 64: Aggregate
Input Groups and
Split, Filter Input
Groups, Deduct
Group from Input
Groups, Compare
Threshold with Input
Groups and Count
Events.

Valuation Method How the valuation is Valuate Per Day

applied: Valuate Per
Day, Valuate Whole
Sheet (for the entire
timesheet period,
e.g., weekly), Valuate
Up To Today.64

Input Time Type One or more TTGs "TTG_RECORDED_W

Groups that provide the ORK"
source data for this
valuation step.8

Time Type Group For Aggregate and "TTG_REGULAR_HOU Must be of category

Below Split type, this TTG RS" Calculated Time.
collects results that
are below or equal to
the threshold.8

Time Type Group For Aggregate and "TTG_OVERTIME_DAI Must be of category

Above Split type, this TTG LY" Calculated Time.
collects results that
exceed the
threshold.8

Threshold Type For Aggregate and Fixed Value

Split: Fixed Value or
Time Type Group
(threshold derived
from another TTG's
sum).64

Threshold Value If Threshold Type is 8

Fixed Value, enter the
numeric threshold
(e.g., 8 for hours).64

Threshold Group If Threshold Type is (e.g.,

Time Type Group, "TTG_PLANNED_WO
select the TTG to use RK_DAILY")
as the threshold.64

Time Records Filter For Filter Input (e.g.,

Groups type, links to "TRF_WEEKEND_WO
a Time Records Filter RK")
object that defines
conditions (e.g.,
 specific weekday,
holiday category,
shift classification)
for splitting input
data.63

Error Flag Option to raise a Don't Raise Message

message: Don't Raise
Message, Raise
Message on Time
Type Group Above,
Raise Message on
Time Type Group
Below.64

Error Message Text of the message

to be displayed if
Error Flag is set.64

Error Type Severity of the

message: Error
(blocks save/submit),
Alert and Warning
(allows save/submit
with warning), Alert
and Error (allows
save, blocks submit -
requires Time
Tracking).64

● Example: Daily Overtime Calculation (after 8 hours, result to

"TTG_OT_DAILY")
1. Ensure you have the following Time Type Groups:
■ TTG_RECORDED_WORK (Category: Recorded Working Time) - to collect
all raw working times.
■ TTG_REGULAR_HOURS (Category: Calculated Time) - to store hours up to
8 per day.
■ TTG_OT_DAILY (Category: Calculated Time) - to store hours exceeding 8
per day.
 2. Create a Time Valuation record:
■ External Name: "Calculate Daily Overtime (After 8 Hours)"
■ External Code: "TV_DAILY_OT_8H"
■ Valuation Type: Aggregate Input Groups and Split
■ Valuation Method: Valuate Per Day
■ Input Time Type Groups: Select TTG_RECORDED_WORK.
■ Time Type Group Below: Select TTG_REGULAR_HOURS.
■ Time Type Group Above: Select TTG_OT_DAILY.
■ Threshold Type: Fixed Value
■ Threshold Value: 8
3. Assign this Time Valuation to the relevant Time Recording Profile in the
desired sequence.

4.4.3. Configuring Time Collectors

Time Collectors are used to accumulate time data over periods that may differ from
the standard time sheet cycle (e.g., weekly, monthly, or even annually) for purposes
like checking against cumulative limits or for specific accrual calculations.67 Using
Time Collectors to generate warnings typically requires a Time Tracking license.68
● Setup Steps 64:
1. Create a Collector Time Type Group:
■ Navigate: Admin Center > Manage Data > Create New > Time Type Group.
■ Set Time Category to Calculated Times.
■ Set Time Collector Type to Yes.
■ Define Time Collector Periodicity (e.g., Daily, Weekly, Monthly).
■ If Weekly periodicity, specify the First Day of the Week for the collector.
■ Example Collector TTG: TTG_MONTHLY_OT_COLLECTOR (Periodicity:
Monthly).
2. Create a Time Valuation to Feed the Collector:
■ This valuation will aggregate the relevant times (e.g., daily or weekly
overtime) and output them to the collector TTG.
■ Example: A Time Valuation of type Aggregate Input Group & Split where
the Time Type Group Above is your collector TTG
(TTG_MONTHLY_OT_COLLECTOR), and the Input Time Type Groups are
the source of the time to be collected (e.g., TTG_OT_DAILY). The
Valuation Method might be Valuate Whole Sheet if collecting weekly
totals into a monthly collector, or Valuate Per Day if collecting daily
amounts.
 3. Create a Time Valuation to Check the Collector (Optional - for
limits/warnings):
■ This valuation reads the accumulated value from the collector TTG and
compares it against a threshold.
■ Example: To check if monthly overtime exceeds 100 hours 64:
■ Create an error TTG: TTG_ERR_MONTHLY_OT_EXCEEDED (Category:
Calculated Time).
■ Create a Time Valuation:
■ Valuation Type: Compare Threshold with Input Groups and Count
Events (or Aggregate Input Group & Split).
■ Input Time Type Groups: TTG_MONTHLY_OT_COLLECTOR.
■ Threshold Type: Fixed Value.
■ Threshold Value: 100.
■ Time Type Group Above: TTG_ERR_MONTHLY_OT_EXCEEDED.
■ Error Flag: Raise Message on Time Type Group Above.
■ Error Message: "Monthly overtime limit of 100 hours exceeded."
■ Error Type: Error or Alert and Error.
4. Assign Valuations to Time Recording Profile: Add these Time Valuations in
the correct sequence to the employee's Time Recording Profile.

Licensing is a key factor for advanced features. Functionalities like "Prevent

Generation of Breaks," "Attestation Text" in the Time Recording Profile, or custom
Holiday Categories often require the SAP SuccessFactors Time Tracking license.30 An
implementer must be aware of these prerequisites to manage expectations and
ensure configurations align with the client's entitlements.

4.5. Business Rules for Time Sheet & Time Tracking

Business Rules extend the functionality of Time Sheet and Time Tracking by allowing
custom validations and workflow triggers.

4.5.1. Time Sheet Validation Rules

These rules are used to perform custom checks on time sheet entries before
submission or saving.
● Navigation Path: Admin Center > Configure Business Rules > Click + (Create
New Rule).
● Rule Scenario Selection: Time Sheet Validation.60
● Purpose: To enforce company policies or data entry standards, such as
 minimum/maximum hours per day/week, required comments for certain time
types, or ensuring entries are made in specific increments (e.g., 15-minute
blocks).69
● Example: Ensure daily entries are in 15-minute (0.25 hour) increments.69
○ Base Object: Employee Time Sheet Entry (or potentially Employee Time
Sheet if validating totals).
○ IF Condition(s):
■ EmployeeTimeSheetEntry.Duration Modulo 0.25 Is Not Equal To 0
○ THEN Action(s):
■ Raise Message with Severity Error and Text: "Time entries must be in 15-
minute intervals (e.g., 2.00, 2.25, 2.50, 2.75 hours)."
● Assigning: The created Business Rule is assigned in the Validation Rules section
of the relevant Time Recording Profile.53

4.5.2. Workflow Trigger Rules (e.g., for Clock In Clock Out manual events)
Business Rules can also be used to conditionally trigger approval workflows, for
instance, when manual time events (like a missed clock-in entered by a manager) are
created or deleted.
● Navigation Path: Admin Center > Configure Business Rules > Click + (Create
New Rule).
● Rule Scenario Selection: The exact scenario name might vary (e.g., Time Event
Workflow Rule or a similar Time Management specific workflow scenario – refer
to the latest SAP documentation). Snippets 71 and 72 describe using business rules
to trigger workflows for manual time events.
● Purpose: To ensure that manually created or altered time events, especially
those with potential pay implications, go through an approval process.
● Example: Trigger a specific workflow for any manually created Time Event.71
○ Base Object: Time Event.
○ IF Condition(s):
■ TimeEvent.Origin Is Equal To Manual
■ AND TimeEvent.isDelete Is Equal To false (i.e., it's a creation, not a
deletion request)
○ THEN Action(s):
■ Set WorkflowInformation.WorkflowConfiguration =
"WF_MANUAL_TIME_EVENT_APPROVAL" (where this is the External Code
of a pre-defined workflow).
● Assigning: These rules are typically assigned within the Clock In Clock Out
 configuration settings or related MDF objects that manage time event
processing.

4.6. Assigning Time Objects to Employees (Job Information)

For Time Management to function correctly for an employee, the relevant
configuration objects (Work Schedule, Holiday Calendar, Time Profile, and Time
Recording Profile) must be assigned to them, usually through their Job Information
record in Employee Central.

4.6.1. Enabling Time Management fields in Job Information

The fields used to assign these objects might need to be enabled first.
● Navigation Path: Admin Center > Manage Business Configuration > Select the
jobInfo HRIS element from the left panel.9
● Action: Find the relevant fields (e.g., workSchedule, holidayCalendar, timeProfile,
timeRecordingProfile, timeRecordingVariant,
defaultOvertimeCompensationVariant) and ensure their Enabled status is set to
Yes. Save changes.

4.6.2. Assigning Work Schedule, Holiday Calendar, Time Profile, Time Recording
Profile
Once enabled, these fields will appear in an employee's Job Information portlet. They
are typically populated:
● During the hiring process for a new employee.
● When an existing employee has a job change that affects their working time
arrangements (e.g., promotion, transfer to a different department/country,
change in employment type).
● Through mass data updates (imports) if changes apply to many employees.

The values selected in these Job Information fields determine the employee's planned
working time, applicable public holidays, the types of leave and attendance they are
eligible for, and how their recorded time will be processed and valuated for payroll.

Table: Common Business Rule Scenarios & Parameters for Time Management

Rule Scenario Purpose/Use Key Input Key Typical

Case Parameters/Ob Output/Action Assignment
 jects Location

Accrual 38 Calculate and accrualRulePara Create Time Time Account

post leave meters (dates), Account Detail Type (Accrual
entitlements. timeAccount, (accrual Rule, Hire Rule,
plannedWorking posting), set Termination
TimeParameters accrualRuleVari Rule fields).
(optional), ables.
accrualCalculati
onBaseParamet
ers (if based on
recorded time).

Period-End Manage Period End Create Time Time Account

Processing remaining Processing Rule Account Detail Type (Period
(PEP) 11 balances at end Parameters (balance End Processing
of account (remaining adjustments), Rule field).
validity (carry- balance, follow- Set Time
over, forfeit, up account Account.Accoun
payout). exists?), Time t Closed = Yes.
Account (Old),
New Time
Account.

Absence Perform EmployeeTime Raise Message Time Type (Take

Validation additional fields (UserID, (Error, Warning, Rules section).
(Take Rule) 41 checks on leave TimeType, Info).
requests (e.g., StartDate,
min/max EndDate,
duration, FractionQuantit
balance check, y, custom
request date fields).
validity).
 Absence Determine how Absence Set Absence Absence
Counting 36 absence Counting Rule Counting Rule Counting
days/hours are Parameters Result Configuration
deducted (Employee Time Parameters.Ded object (which is
considering Calendar uction Quantity then linked to a
work schedule, details). or Deduction Time Type).
holidays. Factor.

Time Sheet Validate time EmployeeTimeS Raise Message Time Recording

Validation 60 sheet entries heetEntry fields (Error, Warning, Profile
against custom (Duration, Time Info). (Validation
criteria before Type, etc.), Rules section).
save/submit. EmployeeTimeS
heet fields.

Workflow Conditionally TimeEvent fields Set Clock In Clock

Trigger Rules trigger approval (Origin, WorkflowInform Out settings, or
(e.g., for Time workflows for isDelete), ation.WorkflowC potentially on
Events) 71 specific time EmployeeTimeS onfiguration to a EmployeeTimeS
events or time heet fields. specific heet object
sheet actions. workflow ID. events
(onSave).

Time Valuation (Advanced) Use Input Time Type Route time to Time Valuation
with Business business rules Group, Job different output object (using
Rules 75 for complex Information Time Type Valuation Types
decision-making fields (limited Groups, Decision by
or calculations set). calculate values. Business Rule or
within Time Calculation by
Valuation steps. Business Rule).
Restricted
availability.

Section 5: Role-Based Permissions (RBP) for Time Management

Role-Based Permissions (RBP) are the cornerstone of security in SAP SuccessFactors,
controlling who can access what data and perform which actions within the system.
Proper RBP configuration is critical for Time Management to ensure data privacy,
operational efficiency, and compliance. Misconfiguration can lead to users being
unable to perform essential tasks, like requesting leave or approving time sheets, or,
conversely, having inappropriate access to sensitive information.
5.1. RBP Fundamentals in SuccessFactors
RBP in SuccessFactors operates on two main concepts 77:
1. Permission Roles: These define what a user or group of users can do. A role is a
collection of specific permissions that grant access to functionalities, UIs, and
data fields (e.g., view employee data, edit time sheets, approve leave requests).
2. Permission Groups: These define who is granted a Permission Role and on
whom (target population) they can exercise those permissions. Groups can be
static (manually defined lists of users) or dynamic (users automatically included
based on criteria like department, location, or reporting line).

The granularity of RBP allows for precise control, but this also means that
thoroughness is required during setup. Missing a single permission can disrupt a
user's ability to interact with the Time Management system effectively.79

The recent shift (effective 1H 2025) of Time Off and Time Sheet UI access permissions
from the general Employee Views category to the more specific Time Management
User Permissions category indicates SAP's effort to centralize and clarify Time-
related permissions, making the RBP setup more intuitive for administrators.80

5.2. Permissions for Time Administrators

Time Administrators are responsible for configuring, maintaining, and troubleshooting
the Time Management system. They require broad access to configuration objects
and administrative tools.
● Access to Configuration Objects (via Admin Center > Manage Permission
Roles > Select Admin Role > Permission... > Administrator Permissions):
○ Metadata Framework:
■ Configure Object Definition: To view and modify the structure of MDF
objects (e.g., add custom fields to EmployeeTime).16
■ Manage Data: To create, edit, and delete data records for all MDF
configuration objects (e.g., Work Schedules, Time Profiles, Time Account
Types, Time Valuations).16
■ Configure Business Rules: To create, edit, and manage all business rules
essential for Time Management logic (accruals, validations, PEP, etc.).16
■ Access to non-secured object: May be needed if certain Time
Management MDF objects are not explicitly secured via RBP, allowing
admins to access them.16
○ Manage Time: This category groups many Time Management-specific
 administrative functions:
■ Manage Time Off Structures: Provides a guided interface for creating and
managing core Time Off objects like Holiday Calendars, Time Types, Time
Account Types, etc..82
■ Manage Time Off Calendars: To create and execute calendar runs for
processes like accrual generation, period-end processing, and time
account creation.82
■ Access Workbench: To use the Time Admin Workbench for managing
employee time data, resolving alerts, and performing administrative
actions on behalf of employees.16
■ Access Time Management Configuration Search: To use the utility for
searching object assignments and configurations.16
■ Maintain Individual Work Schedule: To create and manage work schedules
for individual employees.82
■ Maintain Temporary Change: To manage temporary changes to employee
work schedules or holiday calendars.82
■ Manage Time Form Templates and Access Time Forms: If using the Time
Forms functionality for generating time-related documents.84
■ Access Time Account Process Simulator: To simulate accrual
calculations.82
● Time Management Object Permissions (via Admin Center > Manage
Permission Roles > Select Admin Role > Permission... > User Permissions >
Time Management Object Permissions):
○ Administrators typically need full (View, Edit, Insert, Correct, Delete,
Import/Export) permissions for all relevant Time Management MDF objects.
This includes, but is not limited to:
■ Time Profile, Time Account Type, Work Schedule, Holiday Calendar,
Holiday, Time Type
■ Employee Time (for managing leave requests)
■ Employee Time Sheet, Employee Time Sheet Entry, Employee Time
Valuation Result (for managing time sheets)
■ Time Recording Profile, Time Valuation, Time Type Group, Time Collector
■ Absence Counting Configuration
■ Clock In Clock Out related objects like Manual Time Event, Clock In Clock
Out Time Type Derivation Configuration if Time Tracking is used.86
○ These permissions control direct access to the data records of these
objects.17
5.3. Permissions for Employees (ESS - Employee Self-Service)
Employees need permissions to manage their own time off requests, view balances,
and record their working time if using Time Sheet or Time Tracking.
● Time Management User Permissions (via Admin Center > Manage
Permission Roles > Select Employee Role > Permission... > User Permissions
> Time Management User Permissions) 79:
○ Access Time Off: Crucial for enabling employees to access the Time Off
request screen (ESS UI). This permission was moved from the Employee
Views category as of the 1H 2025 release.79
○ Access Time Sheet: Enables access to the Time Sheet entry screen (ESS UI).
Also moved from Employee Views as of 1H 2025.73
○ Access My Calendar UI in Self Service: Allows employees to view their
personal work and absence calendar.25
○ Create Payouts in Self-Service / Create Purchases in Self-Service: If
employees are allowed to request leave payouts or purchase additional
leave.73
○ Generate Time Forms: If employees can generate their own time statements
or forms.73
○ View Planned Working Time: Often needed in conjunction with Access My
Calendar UI.25
● Time Management Object Permissions (granting to "Self" or a group
including the employee, for their own data):
○ Employee Time: View (to see their past and pending leave requests),
Create/Edit/Delete (to submit new requests or cancel existing ones).73
○ Time Account: View (essential for employees to see their leave balances).73
○ Employee Time Sheet: View, Create/Edit/Delete (if using Time
Sheet/Tracking).73
○ Employee Time Sheet Entry: View, Create/Edit/Delete (if using Time
Sheet/Tracking).73
○ Time Type: View permission is often required for users to see any time off
requests or balances correctly.79
● Employee Views (Legacy Consideration): While primary UI access is now
through Time Management User Permissions, if there are custom sections
configured in the legacy People Profile for Time Off or Time Sheet, the old
permissions under Employee Views (Time Off, Time Sheet) might still appear in
RBP roles. However, they no longer control ESS UI access post-1H 2025.80
5.4. Permissions for Managers (MSS - Manager Self-Service)
Managers require permissions to view their team's time data, approve or reject
requests, and potentially record time on behalf of their direct reports.
● Manager Permissions (via Admin Center > Manage Permission Roles >
Select Manager Role > Permission... > User Permissions, with the target
population set to their direct/indirect reports):
○ Manage Time:
■ Permissions to approve/reject Time Off Requests and Time Sheets (e.g.,
Approve/Decline Time Off Requests, Approve/Decline Time Sheets - exact
names may vary, check current RBP documentation).
○ Time Management User Permissions:
■ Access Team Absence Calendar: To view team's absences for planning.
○ Employee Data: View access to relevant employee data of their team
members (e.g., Job Information, Personal Information) to provide context
during approvals.
○ Clock In Clock Out User Permissions 86:
■ Access Clock Time (if managers can clock in/out for employees).
■ View Time Events (to see team's clocking activities).
● Time Management Object Permissions (for the target population of their
team):
○ Employee Time: View (to see team's leave requests), potentially Edit or Create
(if managers are allowed to submit/edit leave requests on behalf of their team
members).90
○ Time Account: View (to see team members' leave balances).
○ Employee Time Sheet: View, potentially Edit or Create (if managers can
enter/edit time sheets on behalf of their team).9
○ Employee Time Sheet Entry: View, potentially Edit or Create.
● Employee Views (Legacy Consideration for On-Behalf Recording):
Historically, granting Time Sheet permission under Employee Views to a manager
role enabled them to record time on behalf of their employees.9 With the 1H 2025
RBP changes, the exact mechanism for on-behalf recording permissions should
be verified against the latest SAP guidance, as it might now be controlled more
directly through Time Management Object Permissions or specific Manage Time
permissions.

5.5. Specific Time Management Object Permissions

It's crucial to reiterate that for users to interact with any MDF object data (viewing existing
records, creating new ones, editing them), they need the corresponding object-level
permissions. These are granted under the Time Management Object Permissions category (or
Miscellaneous Permissions for some non-Time specific MDF objects if not explicitly
categorized).
For example, for an employee to see their Work Schedule details on a UI, they would need
View permission on the Work Schedule object for themselves. For an admin to create a new
Holiday Calendar, they need Create (or Insert/Correct) permission on the Holiday Calendar
object.17 Field-level overrides can further refine what specific fields within an object a user
can see or edit.79
5.6. Recent RBP Changes (e.g., 1H 2025)
As highlighted earlier, the 1H 2025 release brought a significant structural change to
RBP for Time Management UIs.80
● Change: The permissions controlling access to the Time Off Employee Self-
Service UI and the Time Sheet UI were moved from the Employee Views category.
● New Location: These are now located under the Time Management User
Permissions category.
● New Permission Names (Examples): Access Time Off, Access Time Sheet.
● Impact:
○ All existing permission roles that had the old Employee Views permissions for
Time Off and/or Time Sheet were automatically migrated to grant the new
Time Management User Permissions for Access Time Off and/or Access Time
Sheet.
○ For any new permission roles created after this release, administrators must
grant Access Time Off and/or Access Time Sheet under Time Management
User Permissions. The old permissions under Employee Views for these UIs
are no longer effective for this purpose, though they might still appear if
custom People Profile sections for Time Off/Sheet exist.

This change aims to make RBP for Time Management more logical and centralized,
which is beneficial for administrators, especially those new to configuring these
permissions.

Table: RBP Permissions Summary for Time Roles

Role Permission Key Permissions Target Population

Category Examples Notes
Time Administrator Administrator Configure Object N/A (System-wide
Permissions > Definition, Manage config)
Metadata Framework Data, Configure
Business Rules 16

Administrator Manage Time Off Typically "Everyone"

Permissions > Structures, Manage or specific admin
Manage Time Time Off Calendars, groups for all
Access Workbench, employees.
Access Time
Management
Configuration Search
16

User Permissions > Full (View, Edit, Typically "Everyone"

Time Management Create, Delete, or specific admin
Object Permissions Import/Export) for groups for all
objects like Time employees.
Profile, Time Account
Type, Employee Time,
Employee Time
Sheet, Time
Recording Profile,
etc. 17

Employee (ESS) User Permissions > Access Time Off, Granted to "Self" or
Time Management Access Time Sheet, an employee group
User Permissions Access My Calendar for their own data.
UI in Self Service 79

User Permissions > Employee Time Granted to "Self" or

Time Management (View, Create, Edit, an employee group
Object Permissions Delete for self), Time for their own data.
Account (View for
self), Employee Time
Sheet & Entry (View,
Create, Edit, Delete
for self) 73
 Manager (MSS) User Permissions > Approve/Reject Time Granted to Manager
Manage Time Off Requests, group, target
Approve/Reject Time population is their
Sheets (Exact direct/indirect
permission names reports.
vary)

User Permissions > Access Team Granted to Manager

Time Management Absence Calendar group, target
User Permissions population is their
direct/indirect
reports.

User Permissions > Employee Time (View Granted to Manager

Time Management for team, potentially group, target
Object Permissions Edit/Create), Time population is their
Account (View for direct/indirect
team), Employee reports.
Time Sheet & Entry
(View for team,
potentially
Edit/Create) 90

Correctly configuring RBP is not merely a security task; it is fundamental to the

usability and adoption of the Time Management system. If users cannot perform their
expected actions due to permission issues, the perceived value of the system
diminishes significantly.

Section 6: Integration with Payroll Systems

A primary objective of implementing SAP SuccessFactors Time Management is to
capture accurate time and absence data for processing payroll.1 SuccessFactors
provides robust mechanisms to integrate this data with various payroll systems, most
notably its own Employee Central Payroll (ECP), but also with external, third-party
payroll solutions.

The data typically replicated includes approved absences (from Time Off), recorded
attendances, calculated overtime, and other time valuation results (from Time
Sheet/Time Tracking) that translate into specific wage types or pay components for
payroll calculation.8
6.1. Overview of Payroll Integration
The integration ensures that hours worked, leave taken, and any special pay
conditions (like premiums for holiday work) are accurately reflected in employee
paychecks. This automation reduces manual data entry, minimizes errors, and
ensures timely payroll processing.1

6.2. Integration with Employee Central Payroll (ECP)

For organizations using ECP, SuccessFactors offers a native, streamlined integration.

6.2.1. Data Flow: Time Off/Time Sheet to ECP

The general flow of time data from SuccessFactors Time Management to ECP is as
follows:
● Absences (Time Off): Approved absences (e.g., vacation, sick leave) are
typically replicated from Employee Central Time Off to Infotype 2001 (Absences)
in the ECP system.91
● Attendances/Time Sheet Data (Time Sheet/Time Tracking): Approved time
sheet data, which includes recorded working times, overtime hours, and other
calculated pay components derived from Time Valuation rules, are replicated to
Infotype 2010 (Employee Remuneration Info) in ECP. This infotype is used to pass
wage-type specific information for payroll processing.92
● Planned Working Time: Information from employee Work Schedules and Holiday
Calendars in EC can be replicated to Infotype 2003 (Substitutions) in ECP. This
allows ECP to have an accurate view of an employee's planned schedule without
needing to maintain duplicate work schedule configurations in the payroll
system.91
● Trigger Mechanism: The replication process is often triggered by the creation of
Data Replication Proxy objects in Employee Central. These proxies are typically
generated automatically when time data (like a leave request or a time sheet) is
approved.91

6.2.2. Point-to-Point (PTP) Replication

Point-to-Point (PTP) replication is the standard SAP-recommended method for
transferring Time Management data from Employee Central to ECP for core
integration scenarios.3 This method generally does not require separate middleware
(like SAP Cloud Integration) for these specific data flows, as it uses ABAP reports
scheduled within the ECP system to pull data directly from Employee Central MDF
objects.96
6.2.3. Configuring Data Replication Configuration object
The Data Replication Configuration MDF object in Employee Central is crucial for
defining the scope and parameters of data replication to ECP.91 Separate
configuration objects are typically created for replicating absence data and for
replicating time pay components (from time sheets).
● Navigation Path: Admin Center > Manage Data > Create New > Data Replication
Configuration.
● Key Fields and Configuration 96:

Field Description Sample Value Sample Value Note

(Absence (Time Pay
Replication - Comp -
US Hourly) Canada)

External Code Unique identifier "DRC_ABS_US_ "DRC_TPC_CAN

for this HRLY" _ALL"
configuration.

Name Descriptive "Absence "Time Pay

name. Replication US Component
Hourly" Repl. Canada"

Replication Select the ECP (Select your (Select your This link is
Target System system object ECP Target ECP Target established
that was pre- System) System) during initial
configured to ECP setup.
represent your
ECP instance.

Replication Specifies the Employee Time Pay Create separate

Content Type type of data to Absence Data Components DRC objects for
replicate. different
content types.

Earliest The earliest (e.g., Go-live (e.g., Go-live Critical for initial
Selection Date date from which date: date: load and
data changes 01/01/2025) 01/01/2025) ongoing
will be replication.
 considered for
replication.

Execute Proxy If set to Yes Yes (for initial Yes (for initial Use with caution
Creation Job upon saving, a setup if setup) and typically
one-time job historical data only once per
creates proxies exists) configuration.
for existing
historical data
matching the
criteria.
Automatically
reverts to No.

Exclude Yes to exclude Yes Yes Recommended

Contingent contingent if contingent
Workers workers from workers are not
replication. managed in
ECP.

Country/Region Filter: Replicate USA CAN Leave blank to

Assignment data only for include all
employees in countries (if no
specified other filters
countries apply).
(comma-
separated).

Pay Group Filter: Replicate US_HOURLY Leave blank for

Assignment data only for all pay groups.
employees in
specified pay
groups
(comma-
separated).

Time Type Filter (for VAC_US, N/A

Assignment Employee SICK_US_HRLY
Absence Data
only): Replicate
 only specified
absence Time
Types (comma-
separated
external codes).

Company Filter: Replicate

Assignment data only for
employees in
specified legal
entities/compan
ies (comma-
separated).

Employee Class Filter: Replicate

Assignment data only for
employees of
specified
employee
classes
(comma-
separated).

● Best Practice: Utilize filter criteria (Country, Pay Group, Company, Time Type for
absences) to precisely control the scope of data replicated to ECP. This is
particularly important in large, multinational organizations with diverse employee
populations and payroll requirements.98

6.2.4. Mapping Time Pay Types to Wage Types in ECP

For payroll calculation in ECP, the time-related pay components generated by
SuccessFactors Time Valuation (represented as Time Pay Types) need to be mapped
to corresponding Wage Types in the ECP system.92
● Time Pay Types in EC: These are derived from Time Type Groups (with the
isPayComponent flag set to Yes) or Allowance Types defined in SuccessFactors
Time Management.92
● ECP Configuration for Mapping: This mapping is typically done within the ECP
system using IMG (SPRO) customizing activities:
○ Path: SPRO > Personnel Management > Integration Settings for
SuccessFactors Employee Central Payroll > Assignment of Code Values > For
 Point-to-Point Replication > Maintain Code Value Mapping. Here, mappings
are created for Data Type TIME_PAY_TYPE (for time sheet results) and
TIME_TYPE (for absences).98
● Checking Mappings: The ECP report
RP_HRSFEC_PTP_TIME_PAY_TYPE_WG_TYP (Time Pay Types and Wage Types
Configuration) can be used to view and verify the mapping between EC Time Pay
Types and ECP Wage Types.103 This report helps identify inconsistencies or
missing mappings.

6.2.5. Monitoring Replication

Monitoring the data replication process is essential for identifying and resolving any
issues promptly.
● Tool: The Data Replication Monitor in SuccessFactors Admin Center is the
primary tool for tracking the status of time data replication to ECP.91
● Functionality:
○ Displays the replication status (e.g., Successful, Failed, Pending, Awaiting
Processing) for individual employee records and for specific replication
content types (Employee Absence Data, Planned Working Time, Time Pay
Components).104
○ Provides error messages or details for failed replications, helping to diagnose
the cause.105
○ Allows administrators to manually trigger a re-replication (reprocess) for
selected employees whose data failed to replicate, often after correcting the
underlying issue (e.g., a mapping error).105
● In ECP, tools like Web Service Utilities and Application Logs can also be used for
more detailed technical monitoring of the incoming replication messages.105

6.3. Integration with External (Non-SAP) Payroll Systems

When integrating SuccessFactors Time Management with external, non-SAP payroll
systems (e.g., ADP, Ceridian), the approach typically involves using SuccessFactors
OData APIs to extract the necessary time data. This data is then transformed and
transmitted to the external payroll system, often via a middleware solution or custom
integration programs.

6.3.1. Using OData APIs for Data Extraction

SuccessFactors provides a comprehensive suite of OData V2 APIs that allow external
systems to query and retrieve data from various modules, including Time
Management.5
● Key Time Management OData Entities for Payroll Extraction:
○ EmployeeTime: Used to extract approved absence records (leave requests).
Contains details like user ID, time type, start date, end date, duration (number
of days/hours), approval status, and custom fields.107
■ Key Filters/Parameters: userId, startDate, endDate, approvalStatus,
timeType.
■ Example Query: https://<api-server>/odata/v2/EmployeeTime?
$filter=userId eq 'employee123' and startDate ge datetime'2024-01-
01T00:00:00' and approvalStatus eq 'APPROVED'
○ EmployeeTimeSheet: Represents the overall time sheet for an employee for
a specific period. Contains header-level information like user ID, time sheet
start/end date, approval status, and summary totals.8
■ Key Filters/Parameters: userId, startDate, endDate, approvalStatus.
○ EmployeeTimeSheetEntry: Contains the detailed daily or individual time
entries within a time sheet, such as specific attendance records, break times,
or on-call duties, linked to a Time Type and potentially a cost center.8
■ Key Filters/Parameters: employeeTimeSheet/userId,
employeeTimeSheet/startDate, timeType.
○ EmployeeTimeValuationResult: This is a crucial entity for payroll
integration. It stores the results of the Time Valuation process, such as
calculated regular hours, overtime hours at different rates, premium pay
hours, etc., usually linked to a specific Time Pay Type that corresponds to a
wage type in the payroll system.8
■ Key Filters/Parameters: userId, timeSheetDate, timePayType (external
code of the Time Type Group or Allowance Type configured as a pay
component).
○ TimeAccount and TimeAccountDetail: Can be used to extract current leave
balances and detailed postings (accruals, deductions) if this information is
needed by the external payroll system beyond just the absences
themselves.108
○ ExternalTimeData: If time data is imported from external clocking systems
into SuccessFactors, this entity holds that raw imported data.109
● Best Practices for API Extraction:
○ Use Filters: Always use filters (e.g., by date range, approval status, specific
employees or pay groups) to retrieve only the necessary data, improving
performance and reducing load.
 ○ Delta Handling: Implement logic to extract only new or changed data since
the last successful extraction to avoid reprocessing all data. This can often be
achieved using last modified timestamps or by tracking successfully
processed records.
○ Pagination: For large data volumes, use OData's server-side pagination
($top and $skip parameters) to retrieve data in manageable chunks.
○ Error Handling and Logging: Implement robust error handling in the
integration process to manage API errors, data transformation issues, or
connectivity problems. Maintain detailed logs for troubleshooting.
○ Security: Use secure authentication methods (e.g., OAuth 2.0) for API calls
as recommended by SAP.111 Create dedicated integration user accounts in
SuccessFactors with the minimum necessary permissions for the required
OData entities.112
○ API Throttling/Limits: Be aware of any API call limits or throttling imposed by
SuccessFactors to prevent system overload [108 (mentions access limits
generally)].

6.3.2. Middleware and Custom Integrations

For integrating with external payroll systems:
● Middleware (e.g., SAP Cloud Integration, Dell Boomi, Workato): These
platforms can facilitate the data extraction from SuccessFactors APIs, transform
the data into the format required by the external payroll system, and manage the
communication flow [99 (mentions CPI/HCI for SAP HCM), 113 (Workato for ADP)].
They often provide pre-built connectors or adapters for SuccessFactors.
● Custom Integration Programs: Organizations might develop custom programs
to call SuccessFactors APIs, process the data, and generate files in the specific
format expected by their payroll vendor.
● Data Mapping: A critical aspect is mapping SuccessFactors fields (e.g., Time Pay
Types, employee identifiers) to the corresponding fields in the external payroll
system (e.g., wage codes, payroll employee IDs). This mapping logic is typically
handled in the middleware or custom integration layer.

6.3.3. Specific Vendor Integrations (Examples)

● ADP: SuccessFactors can be integrated with ADP payroll solutions. This often
involves extracting time and pay component data via APIs and transmitting it to
ADP. Some ADP solutions like SmartCompliance may offer pre-built integrations
or connectors with SuccessFactors.113
● Ceridian Dayforce: While both SuccessFactors and Ceridian Dayforce offer
comprehensive HCM suites including time and payroll, direct integration between
SuccessFactors Time Management and Ceridian Payroll would typically follow the
API-based extraction model if SuccessFactors is the system of record for time [141
(comparison, not direct integration steps)]. The choice depends on which system
is mastering which data.

The technical details of integration, especially with third-party systems, will heavily
depend on the capabilities of the external payroll system and the chosen integration
tools or methods. Thoroughly understanding the data requirements of the target
payroll system is paramount.

6.4. Data Replication Monitor for Error Handling

Regardless of whether the target payroll system is ECP or an external one (where
applicable for PTP-like monitoring if custom confirmations are built), the Data
Replication Monitor in SuccessFactors can be a valuable tool for identifying issues
with data flowing out of Time Management.
● Common Errors & Solutions (General for ECP, adaptable concepts for
external):
○ Mapping Errors: An Employee Central Time Type or Time Pay Type is not
correctly mapped to a wage type in the payroll system.
■ Symptom: Replication fails for specific employees or time records with
messages indicating missing mappings.
■ Solution: Verify and correct the mappings in ECP (SPRO) or in the
middleware/custom integration logic for external payroll. Use the ECP
report RP_HRSFEC_PTP_TIME_PAY_TYPE_WG_TYP to check Time Pay
Type to Wage Type mappings.103 For external systems, review
transformation logs.
○ Data Inconsistencies: Incorrect employee data in EC (e.g., missing pay
group, invalid cost center) can cause replication failures.
■ Sympt‫وم‬: Errors related to organizational assignment, cost objects, or
employee master data.
■ Solution: Correct the underlying employee data in Employee Central.
○ Configuration Issues in EC: Incorrect setup of Data Replication
Configuration (e.g., wrong target system, overly restrictive filters, incorrect
earliest selection date).98
■ Symptom: No data replicates, or only partial data replicates.
 ■ Solution: Review and adjust the Data Replication Configuration settings in
EC.
○ Locked Payroll Area in ECP: If the payroll area in ECP is locked (e.g., during
a payroll run or correction phase), replication might be blocked or fail if the
Correction Phase Indicator in the DRC is not set appropriately.98
■ Symptom: Replication errors indicating the payroll area is locked.
■ Solution: Wait for the payroll area to be unlocked or adjust the Correction
Phase Indicator in the DRC if business process allows.
○ Technical/Connectivity Issues: Network problems, API unavailability, or
issues with the middleware.
■ Symptom: Timeouts, connection errors, generic API errors.
■ Solution: Check network connectivity, API server status, and middleware
logs. Consult with IT or the middleware provider.
● Using the Monitor:
○ Regularly check the Data Replication Monitor for failed replications.104
○ Drill down into failed statuses to view error messages.105
○ Use the "Reprocess" option for failed ECP replications after correcting the
root cause.105
○ For external payroll, the monitor might not directly show the status unless a
custom feedback loop is built. In such cases, rely on middleware logs or
integration program logs.
● SAP provides troubleshooting guides and Check Tool functionalities that can help
identify common configuration problems in Employee Central that might impact
replication.115

Successful payroll integration hinges on meticulous configuration of data replication

settings, accurate mapping of time and pay components, and diligent monitoring to
catch and resolve errors quickly.

Section 7: Testing and Validation

Thorough testing is a critical phase in any SAP SuccessFactors Time Management
implementation to ensure the system behaves as expected, meets business
requirements, and produces accurate data for payroll and reporting. A structured
testing strategy should cover various aspects, from individual object configurations to
end-to-end process validation.

7.1. Testing Strategy Overview

A comprehensive testing strategy typically includes several types of testing 117:
● Unit Testing: Testing individual configuration objects and rules in isolation to
ensure they function correctly (e.g., does a specific accrual rule calculate the
correct amount?).
● System Integration Testing (SIT): Testing the integration points between
different Time Management components (e.g., Time Type deducting from a Time
Account) and with other modules like Employee Central and Payroll.
● User Acceptance Testing (UAT): Business users and key stakeholders test real-
world scenarios to confirm the system meets their operational needs and is user-
friendly.118
● Parallel Testing (for Payroll Integration): Running the new SuccessFactors
Time Management system and the legacy system (if any) concurrently for one or
more payroll periods, then comparing the payroll outputs to identify
discrepancies. This is crucial for validating payroll accuracy before go-live.121
● Regression Testing: Re-testing existing functionalities after any new
configuration changes or system updates to ensure no unintended impacts have
occurred.

Key elements of a good testing plan include defining the scope, identifying test
cases/scenarios, setting up a suitable test environment (ideally a replica of
production), executing tests, tracking results and defects, and maintaining
documentation.117

7.2. Simulating Leave Requests (Time Off Testing)

Testing Time Off configuration involves verifying that leave requests are handled
correctly, balances are updated accurately, and workflows are triggered as expected.
● Test Case Examples for Leave Requests:
○ Submit a leave request for a standard Time Type (e.g., Annual Leave):
■ Verify that the correct Time Account is debited.
■ Check if the balance displayed to the employee is accurate before and
after the request.
■ Confirm that the correct number of days/hours are deducted based on
the Work Schedule and Absence Counting Rule (e.g., weekends/holidays
are handled correctly).
■ Ensure the approval workflow is triggered and routed to the correct
approver(s).
■ Test cancellation of a pending and an approved leave request.
 ○Request leave exceeding available balance: Verify that the system
prevents the request or issues an appropriate warning/error based on
configuration (e.g., take rules).
○ Request leave spanning non-working days/holidays: Confirm that the
Absence Counting Rule correctly calculates the deduction (e.g., only deducts
for working days).
○ Request partial day absences (if configured): Test half-day or hourly
requests and ensure correct deduction.
○ Test Leave of Absence (LOA) Time Types: Verify that employee status
changes in Job Information upon LOA start and return, if event reasons are
configured.
○ Test leave requests for employees with different Work
Schedules/Holiday Calendars: Ensure the system correctly applies their
specific schedules.
● Tools for Testing/Validation:
○ Proxy Now/Become User: Administrators or testers can proxy as different
employees (e.g., an employee to submit a request, a manager to approve it)
to test the end-to-end process from different user perspectives.122 Ensure
"Enable Advanced Proxy Management (Proxy Now and Proxy Import)" is
enabled in Proxy Management settings.122
○ Time Account Process Simulator: This tool in Admin Center allows
administrators to simulate accrual calculations for a specific employee, date,
and Time Account Type before actual accrual runs. It helps verify if accrual
rules are working as expected and shows potential warnings or errors.124
○ Manage Data / Employee Files: Directly inspect Employee Time objects for
request details, Time Account objects for balance changes, and Time
Account Detail objects for individual posting records (accruals, deductions).125

7.3. Simulating Timesheet Entries (Time Sheet/Time Tracking Testing)

Testing Time Sheet and Time Tracking involves verifying attendance recording, break
handling, overtime calculations, and approval workflows.
● Test Case Examples for Timesheet Entries:
○ Positive Time Recording:
■ Employee records daily start/end times or total duration.
■ Verify that recorded hours match input.
■ Test recording time against different Attendance Time Types.
■ Test recording overtime: ensure it's captured and that Time Valuation
 rules correctly calculate overtime hours (e.g., daily OT after 8 hours,
weekly OT after 40 hours).126
■ Test recording time on public holidays or non-working days and verify
premium calculations if configured.
○ Negative Time Recording:
■ Verify that planned working time is automatically generated in the time
sheet.
■ Employee records a deviation (e.g., late arrival, early departure, absence).
■ Confirm that the deviation correctly adjusts the generated planned time
and that totals are accurate.57
○ Overtime Recording:
■ Employee records only hours worked beyond their schedule.
■ Verify that Time Valuation rules correctly identify these as overtime and
calculate any applicable premiums.
○ Breaks: Test manual recording of breaks and automatic deduction of
scheduled or dynamic breaks (if configured).
○ Validation Rules: Test scenarios that should trigger configured Time Sheet
Validation rules (e.g., entering time in incorrect increments, exceeding daily
limits) and verify that the correct error/warning messages appear.70
○ Approval Workflow: Submit a time sheet and verify it routes to the correct
approver and that approval/rejection actions work correctly.
○ Time Collectors: If using Time Collectors (e.g., for monthly overtime caps),
test scenarios where the collector limit is approached and exceeded, and
verify any resulting warnings or errors.64
● Tools for Testing/Validation:
○ Proxy Now/Become User: Essential for testing the employee recording
experience and the manager approval experience.122
○ Time Sheet UI: Directly observe the calculated values in the "Time Valuation
Result" section of the time sheet for an employee. This shows how the system
has categorized the recorded hours (e.g., Regular, Overtime 1.5x, Holiday
Pay).128
○ Manage Data: Inspect EmployeeTimeSheet, EmployeeTimeSheetEntry, and
EmployeeTimeValuationResult objects to see the raw data and system
calculations.8
○ Business Rule Execution Logs (Rule Trace): If Time Valuation rules or
validation rules are not behaving as expected, use the rule trace functionality
to debug the rule execution and see how the conditions were evaluated and
 actions were (or were not) taken.130

7.4. Validating Time Account Accruals and Balances

Ensuring that leave entitlements accrue correctly and balances are accurately
maintained is crucial.
● Test Case Examples:
○ Initial Accrual for New Hires: Verify that new hires receive the correct initial
or pro-rata accrual based on the Hire Rule in the Time Account Type.39
○ Regular Accrual Runs: After a scheduled or manual accrual calendar run,
check that employees receive the correct accrual amount based on their
eligibility (e.g., seniority, FTE) and the Accrual Rule.125
○ Accruals based on Seniority: If accrual amounts vary by length of service,
test employees at different seniority levels.133
○ Pro-rata Accruals: Test scenarios where accruals should be pro-rated (e.g.,
mid-period hires/terminations, FTE changes).
○ Maximum Accrual Limits/Caps: If Time Account Types have maximum
balance limits, test scenarios where employees reach this cap and ensure
accruals stop or are handled as configured.
○ Period End Processing (PEP):
■ Simulate and run PEP calendar jobs.44
■ Verify that remaining balances are correctly carried over (with limits, if
applicable), paid out, or forfeited according to the PEP rule.
■ Check that old accounts are closed and new accounts for the next period
are correctly updated.44
● Tools for Testing/Validation:
○ Time Account Process Simulator: Use this to simulate accruals for specific
employees and Time Account Types to proactively check rule logic.124
○ Manage Time Off Calendars: For executing actual accrual and PEP runs.
Check the logs produced by these jobs (often accessible via Monitor Jobs)
for details and errors.32
○ Manage Data: View Time Account and Time Account Detail objects to see
balances and individual posting transactions.125
○ Reporting: Use standard or custom reports to verify balances for groups of
employees.

7.5. Testing Business Rules (Validation, Workflow, etc.)

Business Rules drive much of the custom logic in Time Management.
● Test Case Examples:
○ Absence Validation (Take) Rules: Test scenarios that should trigger the
validation (e.g., requesting leave without sufficient notice, requesting a
duration shorter/longer than allowed) and confirm the correct message
(Error, Warning, Info) is displayed.74
○ Time Sheet Validation Rules: Test entries that violate the rule conditions
(e.g., not in 15-min intervals, exceeding daily work hour limits).69
○ Workflow Rules: Test conditions that should trigger specific workflows (e.g.,
high-value overtime requiring additional approval, manual time event
creation).71
○ Accrual/PEP Rules: Tested as part of Time Account validation (see 7.4).
● Tools for Testing/Validation:
○ Rule Simulation Feature (within Configure Business Rules): For some rule
scenarios, SAP provides a basic simulation capability where you can input test
values for rule parameters and see the outcome.130 This is useful for initial
logic checks.
○ Rule Trace / Business Rule Execution Logs: This is the most powerful tool
for debugging complex rules. Enable tracing for a specific rule and user, then
perform the action that triggers the rule. The execution log will show the
detailed steps, how conditions were evaluated, and what actions were
performed. This helps pinpoint issues in rule logic.130 Access to logs is often
via Admin Center > Business Rule Execution Log.
○ Triggering the action in the UI: The most straightforward way to test a
validation or workflow rule is to perform the action in the UI (e.g., submit a
leave request, enter a timesheet) that should trigger it and observe the result.

7.6. Testing Payroll Integration

Validating the flow of data from SuccessFactors Time Management to the payroll
system (ECP or external) is paramount.
● Test Case Examples:
○ Absence Replication: Ensure approved absences in Time Off correctly
create/update records in the payroll system (e.g., Infotype 2001 in ECP) with
correct dates, hours, and absence type mapping.91
○ Time Sheet Data Replication: Verify that approved time sheets and their
valuation results (regular hours, overtime, premiums) replicate correctly to
the payroll system (e.g., Infotype 2010 in ECP with correct wage types and
amounts).92
 ○Planned Working Time Replication: If configured, check that PWS data
from EC replicates to payroll (e.g., Infotype 2003 in ECP).91
○ Data Mapping: Confirm that Time Types, Time Pay Types, and other codes
from SuccessFactors are correctly mapped to their equivalents (e.g., absence
types, wage types) in the payroll system.
○ Error Handling: Test scenarios that should cause replication errors (e.g.,
missing mappings, locked payroll area) and verify that errors are reported in
the Data Replication Monitor or middleware logs, and that reprocessing works
after correction.105
● Tools for Testing/Validation:
○ Data Replication Monitor (for ECP): Monitor the status of replication and
reprocess failed items.104
○ Payroll System Itself: Check the relevant infotypes (ECP) or staging
tables/import logs (external payroll) to confirm data has arrived correctly.
○ Parallel Payroll Runs: Conduct parallel runs comparing payroll results
generated using data from SuccessFactors Time Management against results
from the legacy system or manual calculations. This is the ultimate validation
of payroll accuracy.121
○ Middleware Logs: If using middleware for external payroll integration, check
these logs for processing details and errors.

User Acceptance Testing (UAT) is a critical final step where business users execute
real-world scenarios to validate that the entire configured solution meets their day-
to-day operational requirements.119 This phase often uncovers usability issues or
process gaps that technical testing might miss.

Section 8: Troubleshooting Common Issues

Even with careful configuration and testing, issues can arise during or after the
implementation of SuccessFactors Time Management. This section outlines common
problem areas and provides general troubleshooting tips.

8.1. Configuration Errors

● Incorrect Object Linking:
○ Issue: A Time Type is not linked to the correct Time Account Type, or an
Accrual Rule is not assigned to a Time Account Type, or an Absence Counting
Rule is missing from a Time Type.
○ Symptom: Absences don't deduct from balances, accruals don't post, or
 absence durations are calculated incorrectly.
○ Troubleshooting: Use Manage Data or Manage Time Off Structures to review
the configuration of the relevant objects (Time Type, Time Account Type,
Time Profile, Absence Counting Configuration). Verify all necessary
associations and rule assignments. The Time Management Configuration
Search tool can help identify which objects are assigned where.23
● Work Schedule or Holiday Calendar Issues:
○ Issue: Incorrect Work Schedule (e.g., wrong start date, incorrect non-working
days) or Holiday Calendar assigned to an employee, or errors in their
definitions.
○ Symptom: Planned working time is incorrect, absences deduct incorrectly on
holidays/weekends, leave balances appear inaccurate due to wrong working
day calculations.
○ Troubleshooting: Verify the employee's assigned Work Schedule and Holiday
Calendar in their Job Information. Check the definition of these objects for
accuracy (start dates, day patterns, holiday dates and categories).18 Ensure
the Time Recording Variant on the Work Schedule aligns with how time is
expected to be recorded.
● Business Rule Logic Errors:
○ Issue: Flaws in the logic of Accrual Rules, Period End Processing Rules,
Validation Rules, or Time Valuation Rules.
○ Symptom: Incorrect accrual amounts, PEP failures, validations not triggering
or triggering incorrectly, wrong overtime or premium calculations.
○ Troubleshooting:
■ Rule Trace / Business Rule Execution Logs: This is the primary tool.
Enable tracing for the specific rule and user, then perform the action that
triggers the rule. Analyze the log to see how conditions were evaluated
and what values were processed.130
■ Time Account Process Simulator: For accrual rule issues, use this tool
to simulate the accrual calculation for an employee and identify
discrepancies or error messages.124
■ Simplify the Rule: Temporarily simplify complex rules to isolate the
problematic part. Test components of the rule individually.
■ Check Rule Parameters: Ensure the correct parameters are being
passed to the rule and used within it.
■ Validate MDF Data: Ensure any MDF data objects the rule is looking up
(e.g., custom lookup tables for seniority accruals) contain correct and
 complete data.133

8.2. Accrual and Balance Issues

● Accruals Not Posting:
○ Issue: Employees are not receiving their entitled leave accruals.
○ Symptom: Time account balances remain zero or do not increase as expected
after an accrual period.
○ Troubleshooting:
■ Check Accrual Calendar Run: Ensure the accrual calendar job was run
for the correct Time Account Type and period via Manage Time Off
Calendars. Check the job logs in Monitor Jobs for errors.133
■ Verify Hire Rule vs. Accrual Rule: For new hires, ensure a Hire Rule is
configured in the Time Account Type if accruals in the initial hire period
are handled differently. Standard Accrual Rules might not trigger in the
exact hire period if a specific Hire Rule is expected.39
■ Employee Eligibility: Check if the employee meets all eligibility criteria
defined in the Accrual Rule or related configurations (e.g., correct Job
Information, active status, seniority data if applicable 133).
■ Time Account Type Configuration: Confirm the Accrual Rule is correctly
assigned, Accrual Frequency is set, and Account Creation Type is
appropriate.
■ Earliest Recalculation Date: Ensure this date in Time Management
Configuration is not set too far in the future, preventing past-due
accruals from processing.
● Incorrect Balances Displayed:
○ Issue: Employee leave balances appear incorrect on the UI.
○ Symptom: Confusion for employees and managers regarding available leave.
○ Troubleshooting:
■ Check Time Account Details: Go to Manage Data > Time Account Detail
and filter for the employee and relevant Time Account. Review all
individual postings (ACCRUAL, DEDUCTION, PEP_BOOKING, etc.) to
understand how the current balance was derived.
■ Absence Counting: Ensure Absence Counting Rules are deducting the
correct amount for leave requests.
■ PEP Runs: Verify if Period End Processing rules have run correctly and
transferred/adjusted balances as expected.
■ Manual Adjustments: Check if any manual adjustments were made to
 the Time Account that might be incorrect.
■ RBP: Ensure the user viewing the balance has the correct RBP to see
Time Accounts and Time Types.79

8.3. Leave Request Problems

● Unable to Submit Leave Request:
○ Issue: Employee receives an error or cannot proceed when trying to submit a
leave request.
○ Symptom: Error messages on the ESS UI, request not saved.
○ Troubleshooting:
■ Validation Rule Errors: A Take Rule (Absence Validation rule) might be
preventing the submission. Check the error message for clues and review
the logic of Take Rules assigned to the Time Type.74
■ Insufficient Balance: If the Time Type is linked to a Time Account, the
system might be correctly preventing requests that exceed the available
balance (unless configured to allow negative balances).
■ Time Off Configuration Issues: Missing Work Schedule, Holiday
Calendar, or Time Profile assignment in employee's Job Information.
■ RBP: Ensure the employee has Create permission for the Employee Time
object.
■ Time Off Custom Field Issues: If custom fields are added to Employee
Time, ensure they are correctly configured. Time Sheet, for example,
doesn't use custom fields from Employee Time and this can cause errors
if Time Off rules try to process them during a Time Sheet action.135
● Workflow Not Triggering or Routing Incorrectly:
○ Issue: Leave requests are auto-approved when they shouldn't be, or are
routed to the wrong approver.
○ Symptom: Lack of manager approval, requests going to incorrect individuals.
○ Troubleshooting:
■ Workflow Configuration on Time Type: Verify that the correct workflow
definition is assigned to the Workflow Configuration field of the Time
Type.19
■ Workflow Definition: Check the workflow itself in Manage Organization,
Pay and Job Structures for correct approver steps (e.g., Manager,
Position, Dynamic Group).
■ Manager Assignment: Ensure the employee has the correct manager
assigned in their Job Information.
 ■ Dynamic Group Membership: If using dynamic groups for approval,
verify the group criteria and employee membership.

8.4. Time Sheet Issues (Recording, Valuation, Approval)

● Incorrect Overtime or Premium Calculation:
○ Issue: Time Valuation rules are not calculating overtime, shift differentials, or
other premiums correctly.
○ Symptom: Incorrect pay components displayed in the Time Sheet UI and
potentially incorrect payments.
○ Troubleshooting:
■ Time Valuation Rule Logic: This is the most common cause. Review the
sequence and logic of each Time Valuation rule assigned to the
employee's Time Recording Profile. Check thresholds, input/output Time
Type Groups, and filters.66
■ Time Type Group Assignments: Ensure Time Types are correctly
assigned to the Input Time Type Groups used by the valuations.
■ Work Schedule/Holiday Data: Incorrect planned working time or holiday
definitions can impact premium calculations (e.g., for work on a rest day
or public holiday).
■ Rule Trace: Use Business Rule Execution Logs to debug the Time
Valuation rules step-by-step.
■ Technical Error 57 (SAP HR context but principle applies): This error
often indicates the system cannot find a suitable rule in a Personnel
Calculation Rule (PCR) or, in SuccessFactors context, a Time Valuation
step to process a specific time event. This could be due to misconfigured
valuation rules, missing conditions, or data discrepancies in employee
time data or groupings.137
● Time Sheet Approval Problems:
○ Issue: Time sheets not routing for approval, or routing to incorrect approvers.
○ Symptom: Similar to leave request workflow issues.
○ Troubleshooting: Check the Workflow Configuration assigned in the Time
Recording Profile. Verify the workflow definition and manager assignments.
● Errors During Time Sheet Submission/Save:
○ Issue: Employees encounter errors when trying to save or submit their time
sheets.
○ Symptom: Error messages on the Time Sheet UI.
○ Troubleshooting:
 ■Time Sheet Validation Rules: Check for custom validation rules in the
Time Recording Profile that might be preventing the action.135
■ Time Off Rule Checks: Save Rules from the Time Off module can
sometimes affect Time Sheet processing if not carefully designed. Ensure
Time Off rules are not inadvertently processed or causing conflicts during
time sheet actions.135
■ Required Custom Fields: If custom fields on EmployeeTimeSheetEntry or
Allowance are marked as mandatory, they must have default values if they
are not filled by the user, to prevent save issues.138
● Known Issues from SAP 135:
○ Directly uploading time sheet data via Import and Export Data is not
supported.
○ Changing approval status or making manual changes to time sheet
entries/valuation results via Manage Data is not supported.
○ Moving a rehire date can lead to inconsistencies if time sheets already exist
for future periods.

8.5. Data Replication Errors (Integration with Payroll)

● Replication Failures in Data Replication Monitor:
○ Issue: Time data (absences, time sheets) is not replicating to ECP or other
payroll systems.
○ Symptom: Entries in the Data Replication Monitor show "Failed" status, often
with error messages.
○ Troubleshooting:
■ Check Error Messages: The Data Replication Monitor usually provides
error details. Common issues include mapping errors (Time Type/Time Pay
Type to Wage Type), locked payroll area in ECP, incorrect employee data,
or configuration issues in the Data Replication Configuration object.105
■ Mapping Verification: Ensure all relevant EC Time Types (for absences)
and Time Pay Types (for time sheet results) are correctly mapped to their
corresponding Absence Types/Wage Types in ECP.98
■ Data Replication Configuration Object: Verify filters, earliest selection
date, and target system settings in EC.100
■ Employee Data: Ensure the employee data in EC required for payroll
(e.g., pay group, cost center) is correct and consistent.
■ Reprocess: After correcting the underlying issue, use the "Reprocess"
option in the Data Replication Monitor for failed entries.105
 ■Check Tool & Admin Alerts: Use the Check Tool in EC for Time
Management related checks. Admin Alerts for planned working time
replication can also highlight issues.115
● External Code Length: For integration with SAP payroll systems, ensure external
codes of time objects (like Time Types, Work Schedules) do not exceed the
character limits of the target system (e.g., 32 characters, or 8 for Work Schedule
external codes for ECP).26 Replication may fail if codes are too long.

8.6. General Troubleshooting Tips

● SAP Community Network & Knowledge Base: The SAP Community Network
(community.sap.com) and SAP for Me (formerly Support Portal) are invaluable
resources. Search for existing solutions, KBA articles, or ask questions in relevant
forums.3
● Check Tool: Utilize the Check Tool in Admin Center to identify potential
configuration inconsistencies for Time Management objects.115
● Clear Cache / Different Browser: Sometimes UI display issues can be browser-
related. Try clearing the browser cache or using a different browser.
● Proxy as the User: To understand what an employee or manager is
experiencing, use the "Proxy Now" functionality to log in as them and replicate
the issue.122
● Recent Changes: If something was working and suddenly stopped, review any
recent configuration changes made to Time Management objects, Business
Rules, or RBP.
● SAP Documentation: Always refer to the latest official SAP SuccessFactors
implementation guides on the SAP Help Portal for detailed information on
objects, fields, and processes.140
● Small, Incremental Changes: When configuring, especially with Business Rules
or Time Valuations, make small, incremental changes and test each one. This
makes it easier to isolate the cause if an issue arises.

Section 9: Conclusion
Successfully implementing SAP SuccessFactors Time Management requires a
methodical approach, beginning with a clear understanding of its core components—
Time Off, Time Sheet, and Time Tracking—and their respective roles in managing
employee absences and attendances. This guide has outlined the critical steps, from
initial system prerequisites and module activation through the detailed configuration
of foundational objects such as Work Schedules, Holiday Calendars, Time Types, Time
Accounts, Time Profiles, and Time Recording Profiles.

A key takeaway is the significant role of Business Rules in tailoring the system to
specific organizational needs, particularly for automating accruals, defining period-
end processing logic, validating entries, and implementing complex counting or
valuation scenarios. Proficiency in creating and managing these rules is essential for a
robust implementation. Similarly, meticulous setup of Role-Based Permissions is
paramount to ensure that administrators, employees, and managers have the
appropriate access to perform their tasks efficiently and securely, directly impacting
user adoption and data integrity.

The integration with payroll systems, especially Employee Central Payroll, is a

primary driver for many Time Management implementations. Configuring data
replication accurately, including the mapping of time data to wage types, and
diligently monitoring this replication are crucial for ensuring employees are paid
correctly and on time.

Thorough testing and validation across all configured components and processes—
from simulating leave requests and timesheet entries to verifying accrual calculations
and payroll data flow—cannot be overstated. Utilizing tools like the Time Account
Process Simulator, Business Rule Execution Logs, and Proxy Now, alongside a
structured UAT phase, will significantly contribute to a smoother go-live and a well-
adopted system.

Finally, an awareness of common troubleshooting areas and techniques will

empower implementers to address issues that may arise, ensuring the long-term
stability and effectiveness of the SuccessFactors Time Management solution. By
following the detailed steps and best practices outlined in this guide, even those new
to the module can navigate the complexities of implementation and deliver a system
that effectively meets their organization's time management requirements.

Section 10: Glossary of Key Terms

Term Definition Relevance in Time

Management
Time Off Component for managing Core for leave requests,
employee absences (vacation, balance management, and
sick leave, etc.). absence-related payroll data.

Time Sheet Component for recording Used for logging hours

employee attendances, worked, basic overtime.
typically for simpler scenarios.

Time Tracking Advanced component for Includes features like clock-

complex attendance in/out, advanced time
recording, often for valuation, and compliance for
hourly/remote workers. complex rules.

Work Schedule Defines an employee's Basis for calculating planned

planned working days, hours, time, absence duration, and
and patterns (Simple, Period, overtime.
Schedule models).

Holiday Calendar Groups public and company Ensures holidays are treated
holidays applicable to as non-working days for
employees. calculations and deductions.

Time Type Categorizes different types of Defines rules, units, and

absences (e.g., Vacation, workflows for each leave/work
Sick) or attendances (e.g., category.
Regular Work, Overtime).

Time Account Type Template defining rules for Governs how leave balances
leave entitlements (accruals, are managed (e.g., annual
validity, period-end vacation account).
processing).

Time Account An individual employee's Stores the actual accrued,

balance for a specific leave taken, and remaining leave for
entitlement, based on a Time an employee.
Account Type.

Accrual Rule A Business Rule that Automates the process of

 calculates and posts leave employees earning leave.
entitlements to Time
Accounts.

Period End Processing A Business Rule that defines Manages year-end or period-
(PEP) Rule how remaining balances in end balance adjustments.
Time Accounts are treated at
the end of their validity period
(e.g., carry-over, payout).

Time Profile Bundles eligible Time Types Determines which

(absences, attendances) and leave/attendance types an
assigns them to employees; employee can use.
links to Time Account Types
for flextime/TOIL.

Absence Counting Defines how an absence Ensures accurate deduction

Rule/Configuration request deducts from planned of leave from an employee's
working time, considering schedule/balance.
non-working days, holidays,
etc.

Time Recording Profile Central object for Time Orchestrates how recorded
Sheet/Tracking, bundling Time attendance time is processed
Recording Method, Time and approved.
Valuations, workflows, and
validation rules.

Time Recording Method Defines how employees Dictates the user interaction
record time (Positive, model for time entry.
Negative, Overtime, Absences
Only).

Time Valuation Process/rules that evaluate Translates raw time entries

recorded times to calculate into pay-relevant
results like regular hours, components.
overtime, premiums.

Time Type Group (TTG) Logical grouping of Time Facilitates the organization
 Types used as input or output and processing of time data in
for Time Valuation rules. valuations.

Time Collector Accumulates time data over Used for scenarios like
specific periods (daily, weekly, monthly overtime caps or
monthly) for checks against tracking compliance with rest
limits or for other calculations. rules.

Role-Based Permissions SuccessFactors security Essential for securing Time

(RBP) framework controlling user Management data and
access to data and enabling appropriate user
functionalities. actions.

Data Replication MDF object in EC defining the Manages the flow of time
Configuration scope and parameters for data for payroll processing.
replicating Time Management
data to payroll systems like
ECP.

Data Replication Proxy MDF object in EC created Facilitates the technical

upon approval of time data, process of data transfer.
triggering replication to ECP.

Data Replication Monitor Admin tool in SuccessFactors Provides visibility into the
to monitor the status of data success/failure of payroll
replication to ECP and integration.
troubleshoot errors.

OData API Standardized protocol for Enables integration with third-

creating and consuming data party payroll systems.
APIs, used to extract
SuccessFactors data for
external systems.

Business Rule Configurable logic (IF/THEN Drives much of the

statements) used to automate customized behavior in Time
processes, validations, and Management.
calculations across
 SuccessFactors modules.

Metadata Framework (MDF) SuccessFactors platform Underpins most Time

capability allowing creation Management configuration
and management of custom objects.
objects and configurations.

Provisioning Backend system for SAP Required for activating

SuccessFactors, typically advanced Time Management
accessed by partners/SAP, for functionalities.
initial instance setup and
enabling certain
modules/features like Time
Tracking.

Employee Central (EC) Core HR module in Prerequisite and foundational

SuccessFactors, managing data source for Time
employee master data, Management.
organizational structure, and
job information.

Employee Central Payroll SAP's cloud payroll solution, Common target system for
(ECP) tightly integrated with Time Management data
Employee Central and Time replication for payroll
Management. processing.

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