PUBLIC

SAP Best Practices for SAP SuccessFactors Employee Central

Document Version: 1H 2024 – 2024-05-08

Manage Time-Off: Test Script

© 2024 SAP SE or an SAP affiliate company. All rights reserved.

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Content

1 Manage Time-Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

2 Prerequisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
2.1 System Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
2.2 Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
2.3 Business Conditions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
2.4 Preliminary Steps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Maintenance of Time Information Fields in Employee File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Assign Workflow to Me (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Delegate Workflows (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
2.5 Install Mobile App (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

3 Overview Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

4 Test Procedures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

4.1 Run Integration Center Block Leave Tracker Per User (if Mandatory Block Leave implemented)
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
4.2 Receive Block Leave Reminder (if Mandatory Block Leave implemented). . . . . . . . . . . . . . . . . . . . 138
4.3 Check Block Leave Tracker (if Mandatory Block Leave implemented) (Optional). . . . . . . . . . . . . . . 139
4.4 Manage Short-Term Absences (Sub-Process). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Adjust Employee Entitlements Manually (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Check Feasibility of Time Off Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Submit Time Off Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .161
Review and Approve Time Off Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Process Approved Time Off Request (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .190
Check Status of Time Off Request (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Confirm Taking of Mandatory Block Leave (if Mandatory Block Leave implemented). . . . . . . . . .207
4.5 Manage Long-Term Absences (Sub-Process). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .209
Request Long-Term Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .209
Review and Approve Long-Term Time Off Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Process Approved Long-Term Time Off Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
View Position Details of Employee on Leave (if Position Management implemented). . . . . . . . . . 241
View Job Information of Employee on Leave. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
Send Alert about Upcoming Long-Term Time Off End. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Work on Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
Confirm Task Completion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
Initiate Return from Long-Term Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .249
Review and Approve Return to Work Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250

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 Process Approved Return to Work Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .256
View Position Details of Employee Returned from Leave (if Position Management
implemented). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264
View Job Information of Employee Returned from Leave. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
4.6 Generate and Email Time Form (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .268
View Time Form (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271

5 Country/Region - Specific Values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272

5.1 Short-Term (Absence) Time Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Time Types with 1-step approval. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Time Types with 2-step approval. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
Additional Time Types for Belgium (BEL). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
Additional Time Types for Finland (FIN). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 477
Additional Time Types for Italy (ITA). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
5.2 Long-Term (Absence) Time Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501

6 Test Procedures on Mobile Device (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 563

6.1 Request Time Off (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 563
6.2 Process Time Off Requests (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .564

7 Appendix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565
7.1 Run Integration Center Block Leave Counter Mass Update (if Mandatory Block Leave
implemented). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565
7.2 Payout of Time Account Balance via Employee Self-Service (for Australia only). . . . . . . . . . . . . . . .567
Run Entitlement Creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 567
Request Time Account Payout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .570
Validate Time Account Payout Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .572
Validate Approved Time Account Payout Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 576
View Time Account Payout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 580
7.3 Payout of Vacation Balance via Employee Self-Service (for France only). . . . . . . . . . . . . . . . . . . . . 582
Request Vacation Balance Payout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583
Validate Vacation Balance Payout Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 586
View Vacation Balance Payout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .588
7.4 Payout via Period-End Processing (for Canada only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .589
Run Period-End Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .590
View Time Account Payout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 593
7.5 Payout of Prima Vacacional (for Mexico only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .595
Run Period-End Processing Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 596
View Time Account Payout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 599
7.6 Payout of Not Saved Vacation (for Sweden only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 602
Post Payout Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 603
View Payout Details (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 605
7.7 Purchasing Additional Leave (for Australia and United Kingdom only). . . . . . . . . . . . . . . . . . . . . . 606

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 Request Purchase of Additional Leave. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 607
Process Additional Leave Purchase Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 611
Process Approved Additional Leave Purchase Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 613
View Recurring Deduction Record (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 618
Request Additional Leave. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 620
7.8 Request Sickness Overlapping with Approved Vacation (for Croatia, Germany, Slovenia, Thailand,
and United Kingdom only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 621
7.9 Concurrent Absences (for the Netherlands only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 629
Request Vacation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .629
Approve Vacation Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 630
Report Sickness. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 631
Review Sickness Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 633
Enter Employee Work Capacity (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 634
Return to Work from Leave due to Sickness. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 636
7.10 Concurrent Absences (for the United States only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 637
Request Vacation while on Unpaid Leave. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 638
7.11 Special Use Case: Link Sickness Records (for Germany only). . . . . . . . . . . . . . . . . . . . . . . . . . . . 639
7.12 Special Use Case: Mark Sickness Record as Original (for Spain only). . . . . . . . . . . . . . . . . . . . . . . 645
7.13 Sick Leave (for the Kingdom of Saudi Arabia only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 650
Request Sick Leave Year Tracker. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 651
Run Integration Center Sick Leave Tracker to Sick Leave Account Creation. . . . . . . . . . . . . . . . . 652
View Employee Sick Leave Time Account (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 655
Request Sick Leave. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 656
Process Sick Leave Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 657
7.14 Pregnancy and Maternity Leave (for Belgium only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 657
Enter Pregnancy Leave Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 658
Inform Employer about Child Birth. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 661
Enter Maternity Leave Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 661
7.15 Maternity Leave (for Germany only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 664
Enter Maternity Leave Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 665
Inform Employer about Child Birth . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 670
Enter Real Date of Birth. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 670
7.16 Maternity Leave (for Hungary only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 673
Enter Maternity Leave Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 674
Inform Employer about Child Birth. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .676
Enter Real Date of Birth. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 677
7.17 Maternity Leave (for the Netherlands only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 679
Enter Maternity Leave Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 680
Inform Employer about Child Birth. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 683
Enter Real Date of Birth. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 683
7.18 Rounding of Time Off Period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .687

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7.19 Cross-Midnight Shift Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 689
Request Short-Term Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 689
View Team Absence Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 693
Change Employee Work Schedule (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 699
View Recalculated Absence (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 703
7.20 Absence Requesting Within Flextime Bandwidth (for Germany only). . . . . . . . . . . . . . . . . . . . . . . 704
7.21 Run Time Account Accrual (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 706
7.22 Vacation Accrual Recalculation due to Changes in Employee Data during the Year (for Croatia
only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 709
Insert New Record in Job History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 710
Trigger Vacation Accrual Recalculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 711
Special Use Case: Employee Turns 18 During the Year. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 713
7.23 Annual Vacation Quota Statement (for Croatia only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 715
Report on Employee's Vacation Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .716
Mass Generate "Annual Vacation Quota Statement". . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .716
7.24 Vacation Eligibility in Subsequent Years (for Slovenia only). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 720
Run Integration Center Employee Sub-Quota Creation for SVN Time Off Accruals. . . . . . . . . . . . 721
Check Employee Vacation Quotas Object Instance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .722
Run Vacation Accrual Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 723
Mass Generate "Annual Leave Quota Statement". . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 726
7.25 Process Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 730

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1 Manage Time-Off

Purpose

The detailed procedure for testing the scope item Manage Time-Off after solution activation is described in the
following. Each process step is covered in its own section.

Companies need to know when their employees are at work and when they are not. Employees need to be
able to plan their annual leave and managers need to be able to decide whether an employee's annual leave
request can be approved, for example, with the help of a team absence calendar. HR administrators need to be
able to set up new employees with the correct time accounts when they are hired and to make any necessary
adjustments. At the same time, they want a complete picture of an employee's time data.

This document describes the typical activities in SAP SuccessFactors Employee Central related to time off:
employees request time off and their line managers and possibly members of the HR Administrator dynamic
group approve or decline these requests. The HR administrator checks an employee's time accounts, adjusts
these time accounts and enters an absence request for an employee.

Two use cases are considered separately in this document: short-term absences (for example, annual leave /
vacation) and long-term absences (for example, parental leave or sabbatical leave).

In the first use case, the employee status remains unchanged (meaning Active).

In the second use case, an event with appropriate event reason is triggered and the employee’s status changes
to highlight that the employee is not at work. Once the employee returns to work, a new event with appropriate
event reason is triggered to change the status of the employee accordingly. In addition, in case Position
Management has been implemented in the SAP SuccessFactors Employee Central instance, you can
decide whether the employee who went on a long-term absence should have the right to return to his or her
current position when the long-term absence is over. For this, the Right to Return feature needs to be set.

 Note

If an employee does not return to work after a long-term absence, you have to perform the Terminate action
for this employee. In case the Employee Central Core content in your instance has been deployed with
the SAP Best Practices solution, you can refer to test script Administer Termination (FJ3) for details on
executing the Terminate action.

In case Time Forms has been implemented in the SAP SuccessFactors Employee Central instance, you can
provide to employees official documents as proof detailing the information kept in their Time Management
data along with employment and personal details.

 Note

The document is valid for following countries/regions in scope of this SAP Best Practices solution, with
country/region-specific details also being described.

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 In the following, instead of spelling out the country/region names, we will use the three-digit code defined
by the International Organization for Standardization (ISO) for the countries/regions, as follows:

• ARE - United Arab Emirates

• AUS - Australia
• BEL - Belgium
• CAN - Canada
• CHE - Switzerland
• CHN - China
• COL - Colombia
• DEU - Germany
• DNK - Denmark
• ESP - Spain
• FIN - Finland
• FRA - France
• GBR - United Kingdom
• HRV - Croatia
• HUN - Hungary
• IDN - Indonesia
• IND - India
• IRL - Ireland
• ITA - Italy
• JPN - Japan
• KOR - Republic of Korea
• KWT - Kuwait
• MEX - Mexico
• MYS - Malaysia
• NLD - The Netherlands
• OMN - Oman
• PHL - The Philippines
• SAU - Kingdom of Saudi Arabia
• SGP - Singapore
• SVN - Slovenia
• SWE - Sweden
• THA - Thailand
• TUR - Türkiye
• USA - United States
• VNM - Vietnam
• ZAF - South Africa

Manage Time-Off: Test Script

Manage Time-Off PUBLIC 7
2 Prerequisites

2.1 System Access

The test should be conducted with the following system and users:

Type of Data Name Details

System SAP SuccessFactors Employee Central <Provide details on how to access system, for example, sys-
tem client or URL>

Standard User Employee <Provide Standard User Id and Password for test, if applica-
ble>

Standard User Line Manager <Provide Standard User Id and Password for test, if applica-
ble>

Standard User HR Administrator <Provide Standard User Id and Password for test, if applica-
ble>

Standard User Member of HR Administrator dynamic <Provide Standard User Id and Password for test, if applica-
group ble>

2.2 Roles

For non-standard users, the following roles must be assigned in Employee Central to the system user(s) testing
this scenario.

Business Role Permission Role Sample data

Employee SFCC Employee on Self For testing purpose, you can log on as Super
Admin and use the Proxy Now option to proxy as
the user.

Line Manager SFCC Manager on Direct Reports For testing purpose, you can log on as Super
Admin and use the Proxy Now option to proxy as
the user.

HR Administrator (from country SFCC HR Administrator For testing purpose, you can log on as Super
of registration of company) Admin and use the Proxy Now option to proxy as
the user.

Manage Time-Off: Test Script

8 PUBLIC Prerequisites
 Business Role Permission Role Sample data

Member of HR Administrator dy- SFCC HR Administrator For testing purpose, you can log on as Super
namic group Admin and use the Proxy Now option to proxy as
the user.

2.3 Business Conditions

Before you can test this scope item, the following business conditions must be met.

Business Condition Comment

One administrator user with the complete access to all employee

views and fields must exist.

Manage Time-Off: Test Script

Prerequisites PUBLIC 9
Business Condition Comment

Employees must have been hired (or rehired) and already exist in In case the Employee Central Core content has been
the system. deployed with the SAP Best Practices solution, you
can refer to the appropriate process step of scope item
 Tip Manage Hire/Rehire (FJ0).

For country BEL: For testing the accruals of the different time
account types, we recommend hiring employees in the cur-
rent year and in the past year.

 Tip
For countries FIN and SWE: For testing the accruals of the
different time account types, we recommend hiring employ-
ees two years back. For possible use cases refer also to the
vacation examples given in the Time Off workbook for Finland
and Sweden, respectively.

 Tip
For country IDN: for testing of Time Profile Generic
Profile 2 (IDN), hire an employee with Hire Date
<tomorrow minus 5 years>.

For country KOR: for testing of Time Profile Generic

Profile 2 (KOR), hire an employee with Hire Date
<tomorrow minus 3 years>.

For country MYS: for testing of Time Profile Generic

Profile 2 (MYS), hire an employee with Hire Date
<tomorrow minus 3 years>.

For country VNM: for testing of Time Profile Generic

Profile (VNM) 2, hire an employee with Hire Date
<tomorrow minus 5 years>.

You can then verify tomorrow if the annual leave accrual has
been averaged out as expected.

An HR Administrator dynamic permission group must have been The permission group derives its members from cate-
defined for each country/region in scope. This group must have at gory Country / Region and, for example, category Job
least one member. Code. Maintenance can be done in the Admin Center
via Manage Permission Groups.

All members of the HR Administrator dynamic permission group Maintenance can be done in the Admin Center via
must be members of the HR Administrator workflow group. Other- Manage Workflow Groups.
wise, they will not receive workflow requests needing their atten-
tion.

Manage Time-Off: Test Script

10 PUBLIC Prerequisites
 Business Condition Comment

Email should be configured and the business email address of Maintenance can be done via Employee Files →
all employees in the different roles must be maintained in the Personal Information section → Contact Information
system. block.

For country HRV: the Dependents Management module must be

enabled in provisioning. If this is not the case, the implementation
of Time Off for Croatia will fail.

For country HUN: if an employee has already children up to 16 In case the Dependents Management content has
years old when Time Off is implemented, their data must have been deployed with the SAP Best Practices solution,
been maintained in the system in order for the employee to ac- you can refer to scope item Manage Dependents (1LY).
crue the correct annual leave balance.

For country IDN: the employee can take annual leave only after In case the Employee Central Core content has been
the probationary period has ended. Make sure, field Probationary deployed with the SAP Best Practices solution, you
Period End Date has been maintained in the employee's job infor- can refer to the appropriate process step of scope item
mation. Manage Hire/Rehire (FJ0).

For country KWT: some time offs can be taken only after the In case the Employee Central Core content has been
probationary period has ended. Some time off types are rele- deployed with the SAP Best Practices solution, you
vant for Muslim employees only. Make sure, fields Religion and can refer to the appropriate process step of scope item
Probationary Period End Date have been maintained in the em- Manage Hire/Rehire (FJ0).
ployee's profile.

For country MYS: the employee can take birthday leave and mar- In case the Employee Central Core content has been
riage leave only after the probationary period has ended. Make deployed with the SAP Best Practices solution, you
sure, field Probationary Period End Date has been maintained in can refer to the appropriate process step of scope item
the employee's job information. Manage Hire/Rehire (FJ0).

For country PHL: the employee can take vacation leave and sick In case the Employee Central Core content has been
leave only after the probationary period has ended. Make sure, deployed with the SAP Best Practices solution, you
field Probationary Period End Date has been maintained in the can refer to the appropriate process step of scope item
employee's job information. Manage Hire/Rehire (FJ0).

For country SGP: if an employee has already children up to 12 In case the Dependents Management content has
years old when Time Off is implemented, their data must have been deployed with the SAP Best Practices solution,
been maintained in the system in order for the employee to ac- you can refer to scope item Manage Dependents (1LY).
crue the number of days for (extended) childcare leave. Make
sure, that in the child data record, the global information data and
there in particular field Nature of Citizenship are maintained.

For country SVN: the Dependents Management module must be

enabled in provisioning. If this is not the case, the implementation
of Time Off for Slovenia will fail.

For country THA: the employee can take vacation only after the In case the Employee Central Core content has been
probationary period has ended. Make sure, field Probationary deployed with the SAP Best Practices solution, you
Period End Date has been maintained in the employee's job infor- can refer to the appropriate process step of scope item
mation. Manage Hire/Rehire (FJ0).

For country VNM: the employee can take annual leave only after In case the Employee Central Core content has been
the probationary period has ended. Make sure, field Probationary deployed with the SAP Best Practices solution, you
Period End Date has been maintained in the employee's job infor- can refer to the appropriate process step of scope item
mation. Manage Hire/Rehire (FJ0).

Manage Time-Off: Test Script

Prerequisites PUBLIC 11
Business Condition Comment

For country ZAF: if an employee has adopted a child, he or she will In case the Dependents Management content has
be eligible to parental adoption leave only if the child is two years been deployed with the SAP Best Practices solution,
old. Make sure, that the child data record has been maintained in you can refer to scope item Manage Dependents (1LY).
the system.

2.4 Preliminary Steps

2.4.1 Maintenance of Time Information Fields in Employee

File

Use

In order that the process steps can be executed as described, following fields must be filled in the employee’s
master data record in the Time Information block of the Job Information subsection: Time Profile, Holiday
Calendar, Work Schedule. The values of these fields lead to the generation of time account types with
appropriate quota, as per preconfigured accrual rules. In case of countries Croatia (HRV) and Slovenia (SVN)
though, before maintaining these fields, additional steps need to be executed upfront in order to ensure the
correct generation of vacation quota.

Therefore, depending for which country you execute the process described in this test script, you need to
consider different starting points for the process, as follows:

• In case of country Croatia, start with Preliminary Steps for Croatia [page 13].
• In case of country Slovenia, start with Preliminary Steps for Slovenia [page 26].
• In case of all other countries, start with Maintain Employee Time Information Fields [page 50].

Manage Time-Off: Test Script

12 PUBLIC Prerequisites
2.4.1.1 Preliminary Steps for Croatia

Use

The vacation quota of an employee employed at a company in Croatia consists of several mandatory and
optional sub-quotas, which are summed together. These sub-quotas are as follows:

• Mandatory Sub-Quotas of Vacation Quota:

• base vacation quota for full-time work for whole year of employment.
• Optional Sub-Quotas of Vacation Quota, which are employer-specific. The employer can opt to have all of
these, or only some, depending on their requirements. These sub-quotas are:
• for seniority (either in total or at the same employer);
• for selected jobs;
• for work schedule with night shifts;
• additional days for employees older than 60 years;
• additional days for challenged employees;
• additional days for employees with body injury;
• additional days for taking care for disabled child;
• additional day for each child up to 15 years (the mother could receive different quota than the father).
• for some other organization or company specific criteria.

To fulfill these requirements, custom fields have been added to the jobInfo_HRV HRIS element. Rules have been
assigned to this HRIS element, which calculate the sub-quotas based on the data maintained for the employee
in their Employee File.

 Tip

For details on the custom fields and the appropriate rules, refer to the Time Off workbook for HR.

Before time account types with appropriate quota can be generated for the employee, following manual steps
need to be executed first:

• hire the employee;

• maintain sub-quota relevant data, like children information;
• add the Time Information fields.

 Note

In case employees already exist in the instance when Time Off is implemented, and you want to run the
process for such an employee, then you can skip the hiring step and start with maintaining sub-quota
relevant data, like children information (preliminary step Maintain Dependents Data (Child(ren))).

Manage Time-Off: Test Script

Prerequisites PUBLIC 13
2.4.1.1.1 Maintain Company-Specific Quotas (Optional)

Use

The customer can opt to use vacation accrual based on job codes and/or work schedules. Accrual based on
work schedules will most likely be used only by customers/companies who have night shifts.

As the accrual amount is very customer-specific, the SAP Best Practices solution delivers the framework
(reading rules), but empty configuration tables; for these, the accrual amount needs be added manually, such
that the preconfigured rules can read them correctly.

The HR Administrator creates manually instances of Job Specific Vacation Quota and Work Schedule Vacation
Quota objects as per the company’s requirement.

Procedure

User Entries: Field Name: User Ac-

# Activity tion and Value Expected Result

1 Log on to the Employee Central instance as HR The Home page is displayed.

Administrator.

2 From the Home dropdown list, select Admin The Manage Data screen is
Center. Type Manage Data in the tool search displayed.
box and select the feature/tool from the list.

To add company-specific quota for selected jobs, proceed as follows:

3 In the Create New field, select Job Specific The Job Specific Vacation
Vacation Quota from the dropdown list. Quota screen is displayed
in edit mode, containing the
fields to be filled.

4 Make following entries: Job Code: select from the drop-

down list

Accrual Amount: enter a number of

days as appropriate

5 Choose Save. The company-specific quota

for the selected job code has
been saved.

6 Repeat activities # 3 to # 5 for other job codes

as appropriate.

To add company-specific quota for selected work schedules, proceed as follows:

Manage Time-Off: Test Script

14 PUBLIC Prerequisites
 User Entries: Field Name: User Ac-
# Activity tion and Value Expected Result

7 In the Create New field, select Work The Work Schedule Vacation
Schedule Vacation Quota from the Quota screen is displayed
dropdown list. in edit mode, containing the
fields to be filled.

8 Make following entries: externalCode: select from the drop-

down list

quota: enter a number of days as

appropriate

9 Choose Save. The company-specific quota

for the selected work schedule
has been saved.

10 Repeat activities # 7 to # 9 for other work

schedules as appropriate.

Result

The maintained amounts will be considered when running the vacation accrual calendar for an employee.

• In case the Time Off content has been implemented into an instance, in which employees already exist, and
you want to run the process for such an employee, continue with preliminary step Maintain Dependents
Data (Child(ren)) [page 17] and subsequent.
• In case you want to run the process for a new employee, continue with preliminary step Hire Employee
[page 15] and subsequent.

2.4.1.1.2 Hire Employee

Use

When entering hiring/rehiring data for an employee hired at a company in Croatia, the fields within the Time
Information block need to be left empty.

Procedure

In the following, entering hiring data is only briefly sketched. The fields, which are optional in the data model,
but relevant for the correct generation of vacation quota, are also mentioned explicitly.

Manage Time-Off: Test Script

Prerequisites PUBLIC 15
  Tip

In case the Employee Central Core content in your instance has been deployed with the SAP Best
Practices solution, then, for a detailed description, you can refer to test script of scope item Manage
Hire/Rehire (FJ0).

1. Log on to the Employee Central instance as HR Administrator.

2. From the Home dropdown list, select Company Info.
3. On the Company Info screen, choose the Org Chart tab. In the top right corner, choose the Add New
Employee icon.
4. On the Add New Employee screen, enter data as per the requirements within your company. Make sure to
maintain following fields, which are relevant for a correct vacation quota to be generated:
• In case the employee is challenged (Challenge Status, located in the Personal Information block, has
been set to Yes), make sure to maintain following fields in the Global Information block:

User Entries: Field Name: User

Action and Value Additional Information

Degree of Challenge: enter the An employee having a Degree of Challenge equal or higher than 60%, is entitled
appropriate percentage to some additional vacation days.

Type of Challenge: select from An employee who is an Additional Insurance Beneficiary,

the dropdown list Category 5 or Disability Pensioner is entitled to some additional
vacation days.

• In the Time Information block, you may enter a value for the Org Specific Quota. All other fields in the
Time Information block must be left empty!

 Note

The Org Specific Quota can also be maintained later on, when executing preliminary step Maintain
Employee Time Information Fields.

• In the Employment Details block, you can enter data related to the employee's previous work
experience. In case the employee was already employed at another employer before joining your
company, then this period is considered as seniority as well when generating the vacation quota.
Maintain following fields:
• Previous Experience Days: enter the number of days of experience at other employers
• Previous Experience Months: enter the number of months of experience at other employers
• Previous Experience Years: enter the number of years of experience at other employers

 Caution

In case you fill one field, you need to fill all the three fields! In case one of the values is 0, you
need to enter 0. Otherwise, the accrual rule for vacation will not consider the employee's previous
experience!

5. Once all data has been entered, choose Submit.

Manage Time-Off: Test Script

16 PUBLIC Prerequisites
Result

A success message is generated by the system informing you about the hire date of the new employee.

2.4.1.1.2.1 Calculate Job Information Custom Fields

Use

Upon submitting the record of the newly hired employee, field Quota Based on Job Code in the Time
Information block is auto-populated, based on the preconfigured rule. In case Org Specific Quota has not
been entered manually, then the value is set to 0 based on a preconfigured rule.

 Note

All other Quota fields will be auto-populated upon maintaining the time information fields as described in
preliminary step Maintain Employee Time Information Fields.

Procedure

This is an automated step, and no manual execution is required.

2.4.1.1.3 Maintain Dependents Data (Child(ren)) (Optional)

Use

In case the employee is already parent of child(ren) when being hired, then, for each child up to 15 years and
each child with disability, the employee will be eligible for additional vacation days. In order to accrue these
additional vacation days, the data of the child(ren) must be maintained in the system.

Procedure

In the following, entering dependents data is only briefly sketched.

Manage Time-Off: Test Script

Prerequisites PUBLIC 17
  Tip

In case the Dependents Management content in your instance has been deployed with the SAP Best
Practices solution, then, for a detailed description, you can refer to test script of scope item Manage
Dependents (1LY).

# Activity Expected Result

1 Log on to the Employee Central instance as Employee. The Home page is displayed.

2 From the Home dropdown list, select My Employee File. In the The Dependents dialog box is displayed.
Dependents block, choose the Pencil (Edit Dependents) icon.

3 In this dialog box, make following entries:

When should these changes take effect?: select your hire date from the
calendar help

Maintain First Name, Last Name, and Date Of Birth.

For field Relationship, select the appropriate value from the dropdown
list, for example Child or Child With Disability.

4 Maintain other data as appropriate and save your entries.

 Note
In case a workflow is triggered, the data
entered becomes effective in the system
after it has been approved.

5 If appropriate, add data of other child(ren) in the same way.

Result

The data of the child has been maintained in the system.

For a disabled child, the employee will be entitled to additional vacation days, independent of the child's age.

For a child without disability, the eligibility is as follows:

• If the child is up to 15 years old, the employee is eligible to additional vacation days.
• If the child is more than 15 years old, the employee is not eligible to additional vacation days.

Manage Time-Off: Test Script

18 PUBLIC Prerequisites
2.4.1.1.4 Inform HR Administrator about Data
Completeness

Use

Once all data, which is relevant for vacation accrual, has been maintained in the system, the preparation for
running the vacation accrual calendar for the employee can be finalized.

The Employee informs the HR Administrator that the data in the Employee File is complete and correct.

Procedure

This process step takes place outside software.

Result

The Time Information fields can be maintained in the Employee File.

2.4.1.1.5 Maintain Employee Time Information Fields

Use

The HR Administrator needs to maintain the fields in the Time Information block in the employee file, for
having the vacation quota accrued. As the vacation accrual differs for employees with unlimited duration of
employment contract from those with limited duration of employment contract, attention needs to be paid
when selecting the time profile.

 Note

Within the SAP Best Practices solution, separate time profiles are delivered for employees with permanent
contract and employees with fixed-term contract.

Manage Time-Off: Test Script

Prerequisites PUBLIC 19
Procedure

# Activity Expected Result

1 Log on to the Employee Central instance as HR Administrator. The Home page is displayed.

2 In the Search for actions or people text box, located in the top right corner The autocomplete functionality suggests a
of the screen, enter the name or name parts of the employee whose data list of employees matching your search cri-
you want to maintain. teria.

3 Select the appropriate employee from the result list. You are directed to the Employee Files page
in which the profile of the employee is dis-
played.

4 Go to the Employment Information section and there scroll to the Job The Job Information Changes dialog box is
Information subsection. Choose the Clock (History) icon next to the Job displayed.
Information block.

5 At the bottom left of the dialog box, choose Insert New Record. The Insert History Record for Job
Information dialog box is displayed.
 Note
This option is the preferred one in case you need/want to document
any changes to the employee data, for example, for audit reasons. If
this is not the case, then you can click in the Change History part of the
dialog box on the New Hire record and choose Edit. In that case, activity
# 6 becomes obsolete.

6 Make following entries in the dialog box:

When should these changes take effect?: select the employee's hiring date
from the calendar help

Event: select Data Change from the dropdown list

Event Reason: select Data Change from the dropdown list

Manage Time-Off: Test Script

20 PUBLIC Prerequisites
 # Activity Expected Result

7 Scroll to the Time Information block and make the following entries:

Time Profile:

• in case the employee has a permanent employment contract, select

Generic Profile (HRV) (HRV_Generic_Profile) from
the dropdown list
• in case the employee has a fixed-term employment contract, select
Fixed Term Profile (HRV) (HRV_TP_FT) from the drop-
down list

 Note
Appropriate error messages will be issued in case the time profile and
contract type do not fit to each other.

Holiday Calendar: select Holiday Calendar Croatia

(HRV_Holiday_Calendar) from the dropdown list

Work Schedule: select from the dropdown list, for example 8:00 Hours
Mon-Fri (5D8H_FFFFF00); if wanted you can then choose Details to
view details on the selected work schedule

 Caution
The work schedule selected should fit to the values of fields Standard
Weekly Hours and Working Days Per Week.

Time Recording Variant: select Duration from the dropdown list

Org Specific Quota: if the employee fulfills organization- or company-spe-

cific criteria, which make them eligible for additional vacation days, enter
the number of days as appropriate. If this is not the case, or your company
does not have such additional vacation, leave 0.

 Caution
Leave all other Quota fields as are!

8 Choose Save. The data is saved and becomes visible in

the employee’s Job Information subsection
of the Employment Information section.

Manage Time-Off: Test Script

Prerequisites PUBLIC 21
# Activity Expected Result

9 In the Job Information block, choose Show more. Scroll to the Time For an employee aged up to 18 years, the
Information block and verify if the fields Base Quota, Quota based on Base Quota is 5 times the average working
Employee Age, Quota Based on Challenge Category, Quota Based on Degree days per week. For an employee older than
of Challenge, Disabled Child Quota, and Quota based on work schedule 18 years, the Base Quota is 4 times the
have been auto-populated as expected, based on the preconfigured rules average working days per week.
delivered.
All other quota values are as per the deliv-
ered preconfigured rules.
 Tip
For details on the rules, refer to the Time Off workbook for HR.

2.4.1.1.5.1 Generate Time Accounts with Balance

Use

Upon submitting the record enhanced with the time information fields, then, depending if the employee has
a permanent or fixed-term employment contract, either the Vacation (HRV) or the Vacation Fixed Term (HRV)
time account type is generated automatically for the employee, based on the accrual rules configured in the
instance.

Procedure

This is an automated step, and no manual execution is required.

Result

Continue with preliminary step Generate "Annual Vacation Quota Statement" [page 23].

 Tip

If changes to personal information (for example, change of the challenge status) or dependents occur
during the year, the vacation quota needs to be recalculated. This is detailed in chapter Vacation Accrual
Recalculation due to Changes in Employee Data during the Year (for Croatia only) in the Appendix.

Manage Time-Off: Test Script

22 PUBLIC Prerequisites
2.4.1.1.6 Generate "Annual Vacation Quota Statement"

Purpose

The HR Administrator can generate the appropriate vacation quota statement for the employee.

Prerequisite

Document Generation has been implemented in the Employee Central instance and the Annual Vacation
Quota Statement document template for Croatia is in place.

 Tip

You can find the steps for creating the document generation template and rules in the Time Off workbook
for HR.

Limitation

The annual vacation quota statement is currently limited to employees having a permanent employment
contract.

Procedure

# Activity Expected Result

1 Log on to the Employee Central instance as HR Administrator. The Home page is displayed.

2 Continue either with Option 1 [page 23] or with Option 2 [page 25].

OPTION 1: Via Actions in Employee File

Manage Time-Off: Test Script

Prerequisites PUBLIC 23
 User Entries: Field Name: User Action
# Activity and Value Expected Result

3 In the Search for actions or people The autocomplete functionality sug-

text box, located in the top right cor- gests a list of employees matching
ner of the screen, enter the name your search criteria.
or name parts of the employee for
whom you want to generate the An-
nual Vacation Quota Statement docu-
ment.

4 Select the appropriate employee You are directed to the Employee

from the result list. Files page in which the profile of the
employee is displayed.

5 In the top right corner of the screen, The Actions button is expanded,
choose Actions. and an appropriate action can be se-
lected.

6 Select Generate Document from the The Generate a Document dialog box
value list. is displayed.

7 In the Generate Document block, Country/Region: Croatia is defaulted;

make entries as appropriate: read-only field

Language: select either English US or

Hrvatski from the dropdown list

Templates:

• if you have selected Language

English US, then select Annual
Vacation Quota Statement
from the dropdown list;
• if you have selected Language
Hrvatski, then select Izjava
o kvoti godišnjeg dopusta
from the dropdown list

Template Description: if available, it will be

defaulted from the document template;
read-only field

As of Date: defaults to today’s date; adapt

if needed by selecting from calendar help

 Note
This field refers to the date the sys-
tem uses to retrieve an employee's
data.

Manage Time-Off: Test Script

24 PUBLIC Prerequisites
 User Entries: Field Name: User Action
# Activity and Value Expected Result

8 Before sending the document to the The Download Initiated mes-

employee, download it first to ver- sage is displayed. Once the down-
ify its correctness. For this, choose load is complete, the PDF document
Download. has been generated by the system
and can be opened or saved.

OPTION 2: Via Admin Center

# Activity User Entries: Field Name: User Action and Value Expected Result

3 From the Home dropdown The Generate Document page

list, select Admin Center. Type is displayed.
Document Generation -
Generate Document in the
tool search box and select the fea-
ture/tool from the list.

4 Make entries as appropriate: Country/Region: select Croatia from the drop-

down list

Language: select either English US or

Hrvatski from the dropdown list

Template:

• if you have selected Language English US,

then select Annual Vacation Quota
Statement from the dropdown list;
• if you have selected Language Hrvatski,
then select Izjava o kvoti
godišnjeg dopusta from the dropdown
list

User: select the newly hired employee from the

dropdown list

As of Date: defaults to today’s date; adapt if

needed by selecting from calendar help

 Note
This field refers to the date the system uses to
retrieve an employee's data.

Document Type: defaults to PDF; leave as is, or

select Word Document from the dropdown list

Manage Time-Off: Test Script

Prerequisites PUBLIC 25
# Activity User Entries: Field Name: User Action and Value Expected Result

5 Before sending the document to Once the download is com-

the employee, download it first plete, the PDF document has
to verify its correctness. For this, been generated by the system
choose Download. and can be opened or saved.

For both options: Open the document and verify, if the generated content is fine. Print out the statement
and stamp it. Let it be signed by the appropriate representative of the company, for example the employee's
line manager. Then send it to the employee, either on paper via mail, or, in case the employee has a company-
related business email address, scan it and send it electronically to that email address. The employee can print
it out, and, if required, sign it, and send it back.

Result

Continue with preliminary step View Employee Time Account Data [page 59].

2.4.1.2 Preliminary Steps for Slovenia

Use

The vacation quota of an employee employed at a company in Slovenia consists of several mandatory and
optional sub-quotas, which are summed together. These sub-quotas are as follows:

• Mandatory Sub-Quotas of Vacation Quota:

• base vacation quota for full-time work for whole year of employment;
• additional days for employees older than 60 years;
• additional days for disabled employees;
• additional days for employees with body injury;
• additional days for taking care for disabled child;
• additional day for each child up to 15 years (the mother could receive different quota than the father).
• Optional Sub-Quotas of Vacation Quota, which are employer-specific. The employer can opt to have all of
these, or only some, depending on their requirements. These sub-quotas are:
• for seniority (either in total or at the same employer);
• for required educational level;
• for achieved educational level;
• for selected jobs;
• for work schedule with night shifts;

Manage Time-Off: Test Script

26 PUBLIC Prerequisites
 • for some other organization or company specific criteria.

To fulfill these requirements, custom MDF object Vacation Quotas per Employee SVN has been defined. Rules
have been assigned to this object, which calculate the sub-quotas based on the data maintained for the
employee in their Employee File.

 Tip

For details on the custom MDF object Vacation Quotas per Employee SVN and the rules assigned to it, refer
to the Time Off workbook for SI.

Before time account types with appropriate quota can be generated for the employee, following manual steps
need to be executed first:

• hire the employee either without maintaining the Time Information fields, or by adding a dummy time
profile, depending if vacation accrual based on work schedule is of relevance within your company or not;
• maintain sub-quota relevant data, like children information;
• create the Vacation Quotas per Employee SVN instance for the employee;
• add the Time Information fields, or replace the dummy time profile with the correct time profile.

 Note

In case employees already exist in the instance when Time Off is implemented, and you want to run the
process for such an employee, then you can skip the hiring step and start with maintaining sub-quota
relevant data.

 Tip

In case you want the Vacation Quotas per Employee SVN object instance to be created automatically for the
employee, you can define a custom hiring template, which includes this object as part of the hiring screen.
The other manual steps as listed above need still to be executed.

2.4.1.2.1 Maintain Company-Specific Quotas (Optional)

Use

The customer can opt to use vacation accrual based on job codes and/or work schedules. Accrual based on
work schedules will most likely be used only by customers/companies who have night shifts.

As the accrual amount is very customer-specific, the SAP Best Practices solution delivers the framework
(reading rules), but empty configuration tables; for these, the accrual amount needs be added manually, such
that the preconfigured rules can read them correctly.

The HR Administrator creates manually instances of Job Specific Vacation Quota and Work Schedule Vacation
Quota objects as per the company’s requirement.

Manage Time-Off: Test Script

Prerequisites PUBLIC 27
Procedure

User Entries: Field Name: User Ac-

# Activity tion and Value Expected Result

1 Log on to the Employee Central instance as HR The Home page is displayed.

Administrator.

2 From the Home dropdown list, select Admin The Manage Data screen is
Center. Type Manage Data in the tool search displayed.
box and select the feature/tool from the list.

To add company-specific quota for selected jobs, proceed as follows:

3 In the Create New field, select Job Specific The Job Specific Vacation
Vacation Quota from the dropdown list. Quota screen is displayed
in edit mode, containing the
fields to be filled.

4 Make following entries: Job Code: select from the drop-

down list

Accrual Amount: enter a number of

days as appropriate

5 Choose Save. The company-specific quota

for the selected job code has
been saved.

6 Repeat activities # 3 to # 5 for other job codes

as appropriate.

To add company-specific quota for selected work schedules, proceed as follows:

7 In the Create New field, select Work The Work Schedule Vacation
Schedule Vacation Quota from the Quota screen is displayed
dropdown list. in edit mode, containing the
fields to be filled.

8 Make following entries: externalCode: select from the drop-

down list

quota: enter a number of days as

appropriate

9 Choose Save. The company-specific quota

for the selected work schedule
has been saved.

10 Repeat activities # 7 to # 9 for other work

schedules as appropriate.

Manage Time-Off: Test Script

28 PUBLIC Prerequisites
Result

The maintained amounts will be considered when running the vacation accrual calendar for an employee.

• In case the Time Off content has been implemented into an instance, in which employees already exist, and
you want to run the process for such an employee, continue with preliminary step Maintain Dependents
Data (Child(ren)) [page 33] and subsequent.
• In case you want to run the process for a new employee, continue with preliminary step Hire Employee
[page 29] and subsequent.

2.4.1.2.2 Hire Employee

Use

When entering hiring/rehiring data for an employee hired at a company in Slovenia, special care needs to be
taken with respect to the Time Information block. More precisely, if vacation accrual based on work schedule
is relevant in the company, then, in order to reduce the manual actions on the custom MDF object Vacation
Quotas per Employee SVN, the fields within the Time Information block need to be filled with a dummy time
profile. If vacation accrual based on work schedule is not relevant in the company, the fields within the Time
Information block need to be left empty.

In addition, the customer can opt to have the custom MDF object Vacation Quotas per Employee SVN created
automatically during hiring, or manually after the hiring record has been submitted. To have the object created
automatically, the customer can define a custom hiring template, which includes the custom MDF object
Vacation Quotas per Employee SVN as part of the hiring screen. If the customer opts for a manual creation of
the custom MDF object Vacation Quotas per Employee SVN, then the standard hiring template can be used for
entering hiring/rehiring data for the new/rehired employee.

 Caution

In the SAP Best Practices solution, no custom hiring template is delivered, as this varies from customer
to customer. Nevertheless, in the process description we mention how the end user would execute the
process testing when a custom hiring template is in place.

Procedure

In the following, entering hiring data is only briefly sketched, focus being given on the differences between the
standard and custom hiring template, as well as the use cases of vacation accrual based on work schedule
being of relevance or not for the company. In addition, the fields, which are optional in the data model, but
relevant for the different sub-quotas, are also mentioned explicitly.

Manage Time-Off: Test Script

Prerequisites PUBLIC 29
  Tip

In case the Employee Central Core content in your instance has been deployed with the SAP Best
Practices solution, then, for a detailed description, you can refer to test script of scope item Manage
Hire/Rehire (FJ0).

1. Log on to the Employee Central instance as HR Administrator.

2. From the Home dropdown list, select Company Info.
3. On the Company Info screen, choose the Org Chart tab. In the top right corner, choose the Add New
Employee icon.

 Note

In case a custom hiring template has been defined, the Basic Data dialog is displayed, where you need
to make following entries:

Hire Date: select from the calendar help;

Company: select from the dropdown list the Slovenian company as appropriate;

Event Reason: select New Hire (HIRNEW) from the dropdown list;

Hire Template: select either Standard Template or the <custom template> from the dropdown
list.

4. On the Add New Employee screen, enter data as per the requirements within your company. Make sure to
maintain following fields, which are relevant for a correct vacation quota to be generated:
• In case the employee is challenged (Challenge Status, located in the Personal Information block, has
been set to Yes), make sure to maintain following fields in the Global Information block:

User Entries: Field Name: User Action

and Value Additional Information

Challenge Category: select from the An employee having Disability Category I is entitled to some
dropdown list additional vacation days.

Degree of Challenge: enter the appropri- An employee having a Degree of Challenge equal or higher than 60%, is
ate percentage entitled to some additional vacation days.

• In the Global Information block, make sure to maintain following field:

• Education Type: select from the dropdown list
• In the Employment Details block, you can enter data related to the employee's previous work
experience. In case the employee was already employed at another employer before joining your
company, then this period is considered as seniority as well when generating the vacation quota.
Maintain following fields:
• Previous Experience Days: enter the number of days of experience at other employers
• Previous Experience Months: enter the number of months of experience at other employers
• Previous Experience Years: enter the number of years of experience at other employers

Manage Time-Off: Test Script

30 PUBLIC Prerequisites
  Caution

In case you fill one field, you need to fill all the three fields! In case one of the values is 0, you
need to enter 0. Otherwise, the accrual rule for vacation will not consider the employee's previous
experience!

• Depending if the vacation accrual based on work schedule is of relevance or not within your company,
maintain the fields in the Time Information block as follows:
• In case vacation accrual based on work schedule is not of relevance within your company, leave
these fields empty!

 Note

This is due to the fact, that it takes a couple of days after hiring to confirm in the system all
data, which is relevant for vacation accrual.

• In case vacation accrual based on work schedule is of relevance within your company, make
following entries:

User Entries: Field Name: User Action and Value Additional Information

Time Profile: select the defined dummy profile from the dropdown list, This time profile has no time types
for example Dummy TP (SVN) (DUMMY_TP_SVN). assigned.

Holiday Calendar: select SVN Holiday Calendar

(SVN_Holiday_Calendar) from the dropdown list

Work Schedule: select from the dropdown list, for example 8:00
Hours Mon-Fri (5D8H_FFFFF00)

Time Recording Variant: select Duration from the dropdown list

• In case of the custom hiring template, the Accrual Eligibility section will be displayed as well. Leave the
fields in the block related to the vacation quotas empty; these will be filled automatically, based on
preconfigured business rules, upon submitting the new hire record.

5. Once all data has been entered, choose Submit.

Result

A success message is generated by the system informing you about the hire date of the new employee.

• In case you have used the custom hiring template, continue with preliminary step Create Employee
Vacation Quotas Object Instance [page 32] and subsequent.
• In case you have used the standard hiring template, continue with preliminary step Maintain Dependents
Data (Child(ren)) (Optional) [page 33] and subsequent.

Manage Time-Off: Test Script

Prerequisites PUBLIC 31
2.4.1.2.2.1 Create Employee Vacation Quotas Object Instance

Use

Upon submitting the record of the newly hired employee, the Vacation Quotas per Employee SVN object
instance is created automatically for the employee.

Procedure

This is an automated step, and no manual execution is required.

Result

The correctness of the generated Vacation Quotas per Employee SVN object instance can be checked.

2.4.1.2.3 View Employee Vacation Quotas Object Instance

(Optional)

Use

The HR Administrator views the generated vacation quota of the newly hired employee. He or she verifies that
the correct amount for the different sub-quotas has been generated for the employee, based on the business
rules configured in the instance.

Procedure

# Activity Expected Result

1 Log on to the Employee Central instance as HR Administrator. The Home page is displayed.

Manage Time-Off: Test Script

32 PUBLIC Prerequisites
 # Activity Expected Result

2 From the Home dropdown list, select Admin Center. Type Manage Data in the tool The Manage Data screen is dis-
search box and select the feature/tool from the list. played.

3 In the Search field, select Vacation Quotas per Employee SVN from the The Vacation Quotas per
dropdown list. In the second search field, select the newly hired employee from the Employee SVN object instance
dropdown list. for the selected employee is dis-
played.

4 Check that the effective start date of this object instance coincides with the employ-
ee’s hiring date.

Verify the correctness of the different quota amounts displayed:

• The Base Quota is 20 days, as per the configured business rule.

• The Seniority Quota in the hiring year is calculated based on the period the
employee was employed at other employers.
• The quota related to children is 0; in case the employee has children, this quota
will be updated once the data of these children is maintained in the instance.

 Tip
For details on how the sub-quotas are calculated, refer to the Time Off workbook
for SI.

Result

Continue with preliminary step Maintain Dependents Data (Child(ren)) (Optional) [page 33] and subsequent.

2.4.1.2.4 Maintain Dependents Data (Child(ren)) (Optional)

Use

In case the employee is already parent of child(ren) when being hired, then, for each child up to 15 years and
each child with disability the employee has, he or she will be eligible for additional vacation days. In order to
accrue these additional vacation days, the data of the child(ren) must be maintained in the system.

Manage Time-Off: Test Script

Prerequisites PUBLIC 33
Procedure

In the following, entering dependents data is only briefly sketched.

 Tip

In case the Dependents Management content in your instance has been deployed with the SAP Best
Practices solution, then, for a detailed description, you can refer to test script of scope item Manage
Dependents (1LY).

# Activity Expected Result

1 Log on to the Employee Central instance as Employee. The Home page is displayed.

2 From the Home dropdown list, select My Employee File. In the Dependents The Dependents dialog box is displayed.
block, choose the Pencil (Edit Dependents) icon.

3 In this dialog box, make following entries:

When should these changes take effect?: select your hire date from the
calendar help

Maintain First Name, Last Name, and Date Of Birth.

For field Relationship, select the appropriate value from the dropdown list,
for example Child or Child With Disability.

4 Maintain other data as appropriate and save your entries.

 Note
In case a workflow is triggered, the
data entered becomes effective in the
system after it has been approved.

5 If appropriate, add data of other child(ren) in the same way.

Result

The data of the child has been maintained in the system.

For a disabled child, the employee will be entitled to additional vacation days, independent of the child's age.

For a child without disability, the eligibility is as follows:

• If the child is up to 15 years old, the employee is eligible to additional vacation days.
• If the child is more than 15 years old, the employee is not eligible to additional vacation days.

The eligibility to additional vacation days due to being parent of a child up to 15 years old is given based on a
preconfigured business rule. The rule checks if the dependent age is less than 180 months from birth date to
accrual date and will set the appropriate field in the employee's Vacation Quotas object instance accordingly.

Manage Time-Off: Test Script

34 PUBLIC Prerequisites
  Note

An alternative way of handling the employee's eligibility to additional vacation days based on the age
of the child(ren) is using Integration Centers, which take the difference between birth year and current
accrual year. More details to this way can be found in the SAP blog https://blogs.sap.com/2020/11/24/
accrual-calculation-based-on-age-limit-for-each-child-or-dependent/ .

2.4.1.2.5 Inform HR Administrator about Data

Completeness

Use

Once all data, which is relevant for vacation accrual, has been maintained in the system, the preparation for
running the vacation accrual calendar for the employee can be finalized.
The Employee informs the HR Administrator that the data in the Employee File is complete and correct.

Procedure

This process step takes place outside software.

Result

• In case the standard hiring template has been used when entering hiring data of the employee, continue
with preliminary step Create Employee Vacation Quotas Object Instance [page 36].
• In case the custom hiring template has been used when entering hiring data of the employee, continue
with preliminary step Update Employee Vacation Quotas Object Instance [page 38].

Manage Time-Off: Test Script

Prerequisites PUBLIC 35
2.4.1.2.6 Create Employee Vacation Quotas Object Instance

Use

When the standard hiring template is used, the custom MDF object Vacation Quotas per Employee SVN is not
part of the hiring screen. Thus, it will not be created automatically upon submitting the new hire data but needs
to be created manually instead. This is done by the HR Administrator.

Procedure

User Entries: Field Name: User Action and

# Activity Value Expected Result

1 Log on to the Employee Central in- The Home page is displayed.

stance as HR Administrator.

2 From the Home dropdown list, select The Manage Data screen is dis-
Admin Center. Type Manage Data in played.
the tool search box and select the fea-
ture/tool from the list.

3 In the Create New field, se- The Vacation Quotas per

lect Vacation Quotas per Employee SVN screen is dis-
Employee SVN from the dropdown played in edit mode, containing
list. the fields to be filled.

4 Make following entries: externalCode: start typing the name of the

employee and select the appropriate em-
ployee from the list suggested by the auto-
complete functionality

effectiveStartDate: select the employee’s

hiring date from the calendar help

Manage Time-Off: Test Script

36 PUBLIC Prerequisites
 User Entries: Field Name: User Action and
# Activity Value Expected Result

Org Specific Quota: if the employee fulfills

organization- or company-specific criteria,
which make them eligible for additional va-
cation days, enter the number of days as
appropriate. If this is not the case, or your
company does not have such additional va-
cation, enter 0.

 Caution
If this field is left empty, the accrual
rule for vacation will run into an error!

All other fields are read-only; their val-

ues will be automatically added based
on preconfigured business rules upon
saving the record.

5 Choose Save. The Vacation Quotas per

Employee SVN: <employee
name> screen is displayed, on
which the quota values have
been added based on business
rules.

6 Verify that the generated sub-quota

values of the vacation quota object are
correct and reflect the data maintained
in the employee file. For details on how
the sub-quotas are calculated, refer to
the Time Off workbook for SI.

Result

• In case vacation accrual based on work schedule is relevant in the company, continue with preliminary
steps Replace Dummy Time Profile [page 39], Generate Time Accounts with No Balance, and Run Vacation
Accrual Calendar.
• In case vacation accrual based on work schedule is not relevant in the company, continue with
preliminary steps Maintain Employee Time Information Fields [page 43] and Generate Time Accounts
with Balance.

Manage Time-Off: Test Script

Prerequisites PUBLIC 37
2.4.1.2.7 Update Employee Vacation Quotas Object Instance

Use

When the custom hiring template is used, the custom MDF object Vacation Quotas per Employee SVN is part
of the hiring screen, and an object instance has been created for the employee upon submitting the new hire
record. The quota for (disabled) child(ren) was not part of the quota object instance, as the dependents data is
entered later by the employee. Even after dependents data maintenance, the quota for (disabled) child(ren) is
still 0 and needs to be updated by the HR Administrator.

Procedure

# Activity Expected Result

1 Log on to the Employee Central instance as HR Administrator. The Home page is displayed.

2 From the Home dropdown list, select Admin Center. Type Manage The Manage Data screen is displayed.
Data in the tool search box and select the feature/tool from the list.

3 In the Search field, select Vacation Quotas per Employee The Vacation Quotas per Employee SVN object
SVN from the dropdown list. In the second search field, select the instance for the selected employee is displayed.
employee from the dropdown list.

4 In the History part of the screen, choose Take Action Make

correction .

5 Make following entry:

Org Specific Quota: if the employee fulfills organization- or company-

specific criteria, which make them eligible for additional vacation days,
enter the number of days as appropriate. If this is not the case, or your
company does not have such additional vacation, enter 0.

 Caution
If this field is left empty, the accrual rule for vacation will run into
an error!

All other fields are read-only.

6 Choose Save. The quota for child(ren) up to 15 years and/or

disabled child(ren) have been added automati-
cally based on business rules.

Manage Time-Off: Test Script

38 PUBLIC Prerequisites
Result

• In case vacation accrual based on work schedule is relevant in the company, continue with preliminary
steps Replace Dummy Time Profile [page 39], Generate Time Accounts with No Balance, and Run
Vacation Accrual Calendar.
• In case vacation accrual based on work schedule is not relevant in the company, continue with
preliminary steps Maintain Employee Time Information Fields [page 43] and Generate Time Accounts
With Balance.

2.4.1.2.8 Replace Dummy Time Profile

Use

In case vacation accrual based on work schedule is of relevance within your company, then, during entering
hiring data of the employee, a dummy time profile has been added, which has no time types assigned. After
the employee’s vacation quotas object instance is up to date, the HR Administrator needs to replace in the
employee’s file the dummy time profile with the correct time profile, in order for having the vacation quota
accrued.

Procedure

# Activity Expected Result

1 Log on to the Employee Central instance as HR Administrator. The Home page is displayed.

2 In the Search for actions or people text box, located in the top right corner The autocomplete functionality suggests a
of the screen, enter the name or name parts of the employee whose data list of employees matching your search cri-
you want to maintain. teria.

3 Select the appropriate employee from the result list. You are directed to the Employee Files page
in which the profile of the employee is dis-
played.

4 Go to the Employment Information section and there scroll to the Job The Job Information Changes dialog box is
Information subsection. Choose the Clock (History) icon next to the Job displayed.
Information block.

Manage Time-Off: Test Script

Prerequisites PUBLIC 39
# Activity Expected Result

5 At the bottom left of the dialog box, choose Insert New Record. The Insert History Record for Job
Information dialog box is displayed.
 Note
This option is the preferred one in case you need/want to document
any changes to the employee data, for example, for audit reasons. If
this is not the case, then you can click in the Change History part of the
dialog box on the New Hire record and choose Edit. In that case, activity
# 6 becomes obsolete.

6 Make following entries in the dialog box:

When should these changes take effect?: select the employee's hiring date
from the calendar help

Event: select Data Change from the dropdown list

Event Reason: select Data Change from the dropdown list

7 Scroll to the Time Information block and make the following entry:

Time Profile: select Generic Profile SVN (SVN_PROFILE) from

the dropdown list

8 Choose Save. The data is saved.

2.4.1.2.8.1 Generate Time Accounts with No Balance

Use

Upon submitting the record updated with the correct time profile, the Vacation time account type is generated
automatically for the employee. The balance of this time account is 0.

Procedure

This is an automated step, and no manual execution is required.

Manage Time-Off: Test Script

40 PUBLIC Prerequisites
Result

The time account type has been created and the vacation accrual calendar can now be run.

2.4.1.2.9 Run Vacation Accrual Calendar

Use

Once the vacation time account has been created for the employee, the appropriate quota needs to be
generated for the employee. For this, the HR Administrator needs to run the vacation accrual calendar.

Procedure

User Entries: Field Name: User

# Activity Action and Value Expected Result

1 Log on to the Employee Central instance as HR The Home page is displayed.

Administrator.

2 In the Search for actions or people text box, lo- The Manage Time Off
cated in the top right corner of the screen, type Calendars screen is displayed.
time off.

From the list of terms suggested by the auto-

complete functionality, select Manage Time Off
Calendars.

3 In the upper right corner of the screen, choose The New Calendar (Accrual) di-
+ New Calendar. From the dropdown menu that alog box is displayed.
expands, select Accrual.

4 Make following entries in the dialog box: Name: enter as appropriate.

 Note
It is recommended to mention
the time account type in the
name.

Manage Time-Off: Test Script

Prerequisites PUBLIC 41
 User Entries: Field Name: User
# Activity Action and Value Expected Result

Time Account Type: select

Vacation (SVN) from the
dropdown list

Start Date: defaults to today’s

date, adapt as appropriate by se-
lecting from calendar help, for ex-
ample the employee's hiring date

End Date: defaults to today’s date,

adapt as appropriate by selecting
from calendar help, for example
the end of the accrual period (De-
cember 31st)

In the Calendars to be created part

of the dialog box, select for Run
Date an appropriate date from the
calendar help.

5 Choose Save. The calendar is saved and has

status Ready to Run.

6 On the Manage Time Off Calendars screen, next The message Simulation
to the calendar you have saved in activity # 5, of calendar
choose Run. <calendar name>
In the upcoming Run or Simulate dialog box, has started. You
choose Simulate. can access the
simulation results
by the Execution
Manager Dashboard
page and by email. is
displayed.

7 Check the log file for the time account change cal- If everything is fine, you can
endar run (open it, for example, in the email you run the accrual calendar in
have received) to see if the accrual of vacation is production mode.
correct.

 Note
For details on the accrual rules delivered, refer
to the Time Off workbook for SI.

Manage Time-Off: Test Script

42 PUBLIC Prerequisites
 User Entries: Field Name: User
# Activity Action and Value Expected Result

8 On the Manage Time Off Calendars screen, next to Once the run is finalized,
the calendar, choose Run. In the Run or Simulate the calendar has status
dialog box, choose Run. Finished. The Vacation
quota has been generated for
the employee, based on the
accrual rules configured in the
instance.

 Tip

In case any of the data relevant for vacation quotas changes after the vacation accrual calendar has run (for
example, the employee has forgotten to maintain dependents data, or the work schedule was wrong), then
you need to update the Vacation Quotas object instance and run the vacation accrual calendar again with
having the With Recalculation checkbox flagged.

Result

Continue with preliminary step Generate "Annual Leave Quota Statement" [page 45]

2.4.1.2.10 Maintain Employee Time Information Fields

Use

In case vacation accrual based on work schedule is not of relevance within your company, then, during
entering hiring data of the employee, the fields in the Time Information block have been left empty. After the
employee’s vacation quotas object instance is up to date, the HR Administrator needs to maintain the fields in
the Time Information block in the employee file, in order for having the vacation quota accrued.

Procedure

# Activity Expected Result

1 Log on to the Employee Central instance as HR Administrator. The Home page is displayed.

Manage Time-Off: Test Script

Prerequisites PUBLIC 43
# Activity Expected Result

2 In the Search for actions or people text box, located in the top right corner The autocomplete functionality suggests a
of the screen, enter the name or name parts of the employee whose data list of employees matching your search cri-
you want to maintain. teria.

3 Select the appropriate employee from the result list. You are directed to the Employee Files page
in which the profile of the employee is dis-
played.

4 Go to the Employment Information section and there scroll to the Job The Job Information Changes dialog box is
Information subsection. Choose the Clock (History) icon next to the Job displayed.
Information block.

5 At the bottom left of the dialog box, choose Insert New Record. The Insert History Record for Job
Information dialog box is displayed.
 Note
This option is the preferred one in case you need/want to document
any changes to the employee data, for example, for audit reasons. If
this is not the case, then you can click in the Change History part of the
dialog box on the New Hire record and choose Edit. In that case, activity
# 6 becomes obsolete.

6 Make following entries in the dialog box:

When should these changes take effect?: select the employee's hiring date
from the calendar help

Event: select Data Change from the dropdown list

Event Reason: select Data Change from the dropdown list

7 Scroll to the Time Information block and make the following entries:

Time Profile: select Generic Profile SVN (SVN_PROFILE) from

the dropdown list

Holiday Calendar: select SVN Holiday Calendar

(SVN_Holiday_Calendar) from the dropdown list

Work Schedule: select from the dropdown list, for example 8:00 Hours
Mon-Fri (5D8H_FFFFF00); if wanted you can then choose Details to
view details on the selected work schedule

 Caution
The work schedule selected should fit to the values of fields Standard
Weekly Hours and Working Days Per Week.

Time Recording Variant: select Duration from the dropdown list

8 Choose Save. The data is saved.

Manage Time-Off: Test Script

44 PUBLIC Prerequisites
2.4.1.2.10.1 Generate Time Accounts with Balance

Use

Upon submitting the record updated with the correct time profile, the Vacation time account type is generated
automatically for the employee. The balance of this time account is generated based on the vacation accrual
rule in the hiring year.

Procedure

This is an automated step, and no manual execution is required.

Result

Continue with preliminary step Generate "Annual Leave Quota Statement" [page 45].

 Tip

In case any of the data relevant for vacation quotas changes after the vacation accrual calendar has run (for
example, the employee has forgotten to maintain dependents data, or the work schedule was wrong), then
you need to update the Vacation Quotas object instance and run the vacation accrual calendar again with
having the With Recalculation checkbox flagged.

2.4.1.2.11 Generate "Annual Leave Quota Statement"

Purpose

Once the vacation accrual calendar has run in the hiring year of the employee, the appropriate annual leave
quota statement can be generated for the employee.

There are two ways for the employee to obtain the statement:

• either the HR Administrator generates the statement and sends it to the employee, or
• each Employee runs the document generation by them self.

Both ways are considered within this document.

Manage Time-Off: Test Script

Prerequisites PUBLIC 45
Prerequisite

Document Generation has been implemented in the Employee Central instance and the Annual Leave Quota
Statement document template for Slovenia is in place.

 Tip

You can find the steps for creating the document generation template and rules in the Time Off workbook
for SI.

Procedure

In the following, the procedure for the HR Administrator [page 46] and Employee [page 48] are described
separately.

PROCEDURE FOR HR ADMINISTRATOR

# Activity Expected Result

1 Log on to the Employee Central instance as HR Administrator. The Home page is displayed.

2 Continue either with Option 1 [page 46] or with Option 2 [page 47].

OPTION 1: Via Actions in Employee File

User Entries: Field Name: User Action

# Activity and Value Expected Result

3 In the Search for actions or people The autocomplete functionality sug-

text box, located in the top right cor- gests a list of employees matching
ner of the screen, enter the name your search criteria.
or name parts of the employee for
whom you want to generate the An-
nual Leave Quota Statement docu-
ment.

4 Select the appropriate employee You are directed to the Employee

from the result list. Files page in which the profile of the
employee is displayed.

5 In the top right corner of the screen, The Actions button is expanded,
choose Actions. and an appropriate action can be se-
lected.

6 Select Generate Document from the The Generate a Document dialog box
value list. is displayed.

Manage Time-Off: Test Script

46 PUBLIC Prerequisites
 User Entries: Field Name: User Action
# Activity and Value Expected Result

7 In the Generate Document block, Country/Region: Slovenia is defaulted;

make entries as appropriate: read-only field

Language: select either English US or

Slovenščina from the dropdown list

Templates:

• if you have selected Language

English US, then select Annual
Leave Quota Statement from
the dropdown list;
• if you have selected Language
Slovenščina, then select Odmeri
Letnega Dopusta from the drop-
down list

Template Description: if available, it will be

defaulted from the document template;
read-only field

As of Date: defaults to today’s date; adapt

if needed by selecting from calendar help

 Note
This field refers to the date the system
uses to retrieve an employee's data.

8 Before sending the document to the The Download Initiated mes-

employee, download it first to ver- sage is displayed. Once the down-
ify its correctness. For this, choose load is complete, the PDF document
Download. has been generated by the system
and can be opened or saved.

OPTION 2: Via Admin Center

# Activity User Entries: Field Name: User Action and Value Expected Result

3 From the Home dropdown list, se- The Generate Document

lect Admin Center. Type Document page is displayed.
Generation - Generate
Document in the tool search box
and select the feature/tool from the
list.

Manage Time-Off: Test Script

Prerequisites PUBLIC 47
# Activity User Entries: Field Name: User Action and Value Expected Result

4 Make entries as appropriate: Country/Region: select Slovenia from the

dropdown list

Language: select either English US or

Slovenščina from the dropdown list

Template:

• if you have selected Language English

US, then select Annual Leave Quota
Statement from the dropdown list;
• if you have selected Language
Slovenščina, then select Odmeri
Letnega Dopusta from the dropdown list

User: select the newly hired employee from the

dropdown list

As of Date: defaults to today’s date; adapt if

needed by selecting from calendar help

 Note
This field refers to the date the system uses
to retrieve an employee's data.

Document Type: defaults to PDF; leave as is, or

select Word Document from the dropdown list

5 Before sending the document to the Once the download is com-

employee, download it first to ver- plete, the PDF document
ify its correctness. For this, choose has been generated by the
Download. system and can be opened
or saved.

For both options: Open the document and verify, if the generated content is fine. Print out the statement
and stamp it. Let it be signed by the appropriate representative of the company, for example the employee's
line manager. Then send it to the employee, either on paper via mail, or, in case the employee has a company-
related business email address, scan it and send it electronically to that email address. The employee can print
it out, and, if required, sign it, and send it back.

PROCEDURE FOR EMPLOYEE

Manage Time-Off: Test Script

48 PUBLIC Prerequisites
 User Entries: Field Name: User Action and
# Activity Value Expected Result

1 Log on to the Employee Central in- The Home page is displayed.

stance as Employee.

2 From the Home dropdown list, select The Generate a Document di-
My Employee File. In the top right alog box is displayed.
corner of the screen, choose Actions,
and from the menu list that expands,
select Generate Document.

3 In the Generate Document block, Country/Region: Slovenia is defaulted; read-

make entries as appropriate: only field

Language: select either English US or

Slovenščina from the dropdown list

Templates:

• if you have selected Language English

US, then select Annual Leave Quota
Statement Self-Service from the
dropdown list;
• if you have selected Language
Slovenščina, then select Odmeri
Letnega Dopusta (samopostrežna
storitev from the dropdown list

Template Description: if available, it will be de-

faulted from the document template; read-only
field

As of Date: defaults to today’s date; adapt if

needed by selecting from calendar help

 Note
This field refers to the date the system uses
to retrieve an employee's data.

4 Choose Download. Once the download is com-

plete, the PDF document has
been generated by the sys-
tem and can be opened or
saved.

Manage Time-Off: Test Script

Prerequisites PUBLIC 49
 User Entries: Field Name: User Action and
# Activity Value Expected Result

5 Open the document and verify its

content.

Save the document on your local disk

and possibly print it out.

Result

Continue with preliminary step View Employee Time Account Data [page 59].

2.4.1.3 Maintain Employee Time Information Fields

Use

In order that the process steps can be executed as described, following fields must be filled in the employee’s
master data record in the Time Information block of the Job Information subsection:

• Time Profile
• Holiday Calendar
• Work Schedule.

 Note

Ideally, this information would be uploaded in one go for all the employees in your company. Nevertheless,
for testing purposes, manual maintenance is described.

Procedure

# Activity Expected Result Recommendation

1 Log on to the Employee Central in- The Home page is displayed.

stance as HR Administrator.

Manage Time-Off: Test Script

50 PUBLIC Prerequisites
 # Activity Expected Result Recommendation

2 In the Search for actions or people text The autocomplete functionality suggests a
box, located in the top right corner of list of employees matching your search crite-
the screen, enter the name or name ria.
parts of the employee whose data you
want to maintain.

3 Select the appropriate employee from You are directed to the Employee Files page,
the result list. in which the profile of the employee is dis-
played.

4 Go to the Employment Information The Job Information Changes dialog box is • In case the data should
section and there scroll to the Job displayed. be valid starting the hir-
ing date of the employee,
Information subsection. Choose the
continue with Option 1
Clock (History) icon next to the Job
described in activity # 5a.
Information block. Then continue with activ-
ity # 6 and subsequent.
• In case the data should be
valid starting an effective
date, other than the hir-
ing date of the employee,
continue with Option 2
described in activity # 5b.
Then continue with activ-
ity # 6 and subsequent.

5a Option 1: data should be valid starting In case there are several re-
employee's hiring date cords in the job information
history, make sure to maintain
In the Change History part of the dia- The Edit History of Job Information on <hire the time information fields in
log box, choose the appropriate New date> dialog box is displayed. these as well! For this select
Hire record and choose Edit. each record, choose Edit and
maintain data as described in
Make sure that in the When should
test step # 6.
these changes take effect? field the
employee’s hiring date is displayed.

Manage Time-Off: Test Script

Prerequisites PUBLIC 51
# Activity Expected Result Recommendation

5b Option 2: data should be valid start- In case there are several re-
ing on different date than employee's cords in the job information
hiring date history, with validity start date
after the start date you select
 Note in this activity, make sure to

In case you need/want to docu- maintain the time information

ment any changes to the em- fields in these as well!

ployee data, for example, for au-

dit reasons, then you can use this
option instead of Option 1. In this
case, choose as start date for the
record the employee's hiring date.

At the bottom left of the dialog box, The Insert History Record for Job Information
choose Insert New Record. dialog box is displayed.

Make following entries in the dialog

box:

When should these changes take

effect?: select an appropriate start
date from the calendar help

Event: select Data Change from

the dropdown list

Event Reason: select Data Change

from the dropdown list

Manage Time-Off: Test Script

52 PUBLIC Prerequisites
 # Activity Expected Result Recommendation

6 Scroll to the Time Information block Some example values for the
 Caution
and make the following entries: enumerated fields are given
In case the employee is with a company here [page 65].
Time Profile: select from the drop-
in BEL, the field Monthly Accrual Eligibility
down list For all possible values refer to
(BEL) will be available for maintenance,
the appropriate Time Off work-
Holiday Calendar: select from the too. Ignore this field, as it will be filled
book for <your country>.
dropdown list automatically based on a preconfigured
business rule once the updated record is
 Note saved.

Public holidays for the country

where the employee is working.  Caution
In case the employee is with a company
Work Schedule: select from the drop-
in DEU, the field Accrual Eligibility will
down list; if wanted, you can then
be available for maintenance, too. Ignore
choose Details to view details on the
this field, as it will be filled automatically
selected work schedule
based on a preconfigured business rule
once the updated record is saved.
 Caution
The work schedule selected
should fit to the values of
 Caution
fields Standard Weekly Hours and In case the employee is with a com-
Working Days Per Week. pany in GBR, the fields Accrual Amount
Seniority Level # (with # being 1 to 6)
Time Recording Variant: select will be available for maintenance, too. Ig-
Duration from the dropdown list nore these fields, as they will be filled
automatically based on a preconfigured
In case of country SWE, you must
business rule once the updated record is
make also following entry: Vacation
saved.
Entitlement (SWE): enter 25, 28
or 30, depending on the individ-
ual agreement/contract with the em-
 Caution
ployee In case the employee is with a company
in HUN, the field Accrual Amount (HUN)
will be available for maintenance, too. Ig-
nore this field, as it will be filled automat-
ically based on a preconfigured business
rule once the updated record is saved.

 Caution
In case the employee is with a company
in IDN, the field Accrual Eligibility (IDN)
will be available for maintenance, too. Ig-
nore this field, as it will be filled automat-
ically based on a preconfigured business
rule once the updated record is saved.

Manage Time-Off: Test Script

Prerequisites PUBLIC 53
# Activity Expected Result Recommendation

 Caution
In case the employee is with a company
in KOR, the field Accrual Eligibility (KOR)
will be available for maintenance, too. Ig-
nore this field, as it will be filled automat-
ically based on a preconfigured business
rule once the updated record is saved.

 Caution
In case the employee is with a company
in MYS, the field Accrual Eligibility (MYS)
will be available for maintenance, too. Ig-
nore this field, as it will be filled automat-
ically based on a preconfigured business
rule once the updated record is saved.

 Caution
In case the employee is with a company
in NLD, the fields Accrual Entitlement
Statutory, Accrual Amount Seniority Level
# (with # being 1 to 6) will be available
for maintenance, too. Ignore these fields,
as they will be filled automatically based
on preconfigured business rules once the
updated record is saved.

 Caution
In case the employee is with a company
in VNM, the field Accrual Eligibility (VNM)
will be available for maintenance, too. Ig-
nore this field, as it will be filled automat-
ically based on a preconfigured business
rule once the updated record is saved.

 Note
In case you fill any of the above-men-
tioned country-specific fields, the pre-
configured bushiness rules override them
with the correct value upon saving the
updated record.

Manage Time-Off: Test Script

54 PUBLIC Prerequisites
 # Activity Expected Result Recommendation

7 When done, choose Save. The data is saved.

 Note
In case the Standard Weekly Hours,
Working Days Per Week, and Work
Schedule values do not fit to each other,
the warning message The number
of working hours and days
per week does not match
with work schedule of the
employee. Do you want to
proceed? is raised. It is recommended
to choose Correct on the warning mes-
sage, correct the data, and save the re-
cord again.

 Note
In case you choose Proceed, the re-
cord will be saved with the inconsis-
tency highlighted by the system.

The data becomes visible in the employ-

ee’s Job Information subsection of the
Employment Information section.

 Note
In case the employee is hired at a
company in BEL, choose in the Job
Information block Show more. Scroll to
the Time Information block and verify if
the field Monthly Accrual Eligibility (BEL)
has been auto-populated as expected,
based on the preconfigured rule deliv-
ered. The field value depends on the
average hours the employee works per
week (visible in the employee’s work
schedule) and the standard weekly hours
defined for the company (visible in the
data record of the legal entity). For details
to the rule, refer to the Time Off work-
book for BE.

Manage Time-Off: Test Script

Prerequisites PUBLIC 55
# Activity Expected Result Recommendation

 Note
In case the employee is hired at a com-
pany in DEU, and Time Profile Generic
Profile 2 (DEU), or Generic
Profile Special Holiday 2
(DEU) has been selected, choose in the
Job Information block Show more. Scroll
to the Time Information block and verify if
the field Accrual Eligibility has been auto-
populated as expected, based on the pre-
configured rule delivered. The field value
depends on the Working Days Per Week
value maintained in the Job Information
block. For details on the rule, refer to the
Time Off workbook for DE.

 Note
In case the employee is hired at a
company in GBR, choose in the Job
Information block Show more. Scroll to
the Time Information block and verify if
the fields Accrual Amount Seniority Level
# (with # being 1 to 6) have been auto-
populated as expected, based on the pre-
configured rule delivered. For a full-time
employee, the fields are populated based
on the seniority look up table; for a part-
time employee, the fields are populated
based on the seniority look up table and
FTE value. For details to the rule, refer to
the Time Off workbook for GB.

 Note
In case the employee is hired at a
company in HUN, choose in the Job
Information block Show more. Scroll to
the Time Information block and verify
if the field Accrual Amount (HUN) has
been auto-populated as expected, based
on the preconfigured rule delivered. The
field value depends on the Working Days
Per Week value maintained in the Job

Manage Time-Off: Test Script

56 PUBLIC Prerequisites
 # Activity Expected Result Recommendation

Information block. For details on the rule,

refer to the Time Off workbook for HU.

 Note
In case the employee is hired at a com-
pany in IDN, and Time Profile Generic
Profile 2 (IDN) has been selected,
choose in the Job Information block Show
more. Scroll to the Time Information
block and verify if the field Accrual
Eligibility (IDN) has been auto-populated
as expected, based on the preconfigured
rule delivered. The field value depends
on the seniority and pay grade of the em-
ployee. For details on the rule, refer to the
Time Off workbook for ID.

 Note
In case the employee is hired at a com-
pany in KOR, and Time Profile Generic
Profile 2 (KOR) has been selected,
choose in the Job Information block Show
more. Scroll to the Time Information
block and verify if the field Accrual
Eligibility (KOR) has been auto-populated
as expected, based on the preconfigured
rule delivered. The field value depends
on the seniority and pay grade of the em-
ployee. For details on the rule, refer to the
Time Off workbook for KR.

 Note
In case the employee is hired at a com-
pany in MYS, and Time Profile Generic
Profile 2 (MYS) has been selected,
choose in the Job Information block Show
more. Scroll to the Time Information
block and verify if the field Accrual
Eligibility (MYS) has been auto-populated
as expected, based on the preconfigured
rule delivered. The field value depends
on the seniority and pay grade of the em-

Manage Time-Off: Test Script

Prerequisites PUBLIC 57
# Activity Expected Result Recommendation

ployee. For details on the rule, refer to the

Time Off workbook for MY.

 Note
In case the employee is hired at a
company in NLD, choose in the Job
Information block Show more. Scroll to
the Time Information block and verify if
the fields Accrual Entitlement Statutory
and Accrual Amount Seniority Level #
(with # being 1 to 6) have been auto-
populated as expected, based on the pre-
configured rules delivered. The Accrual
Entitlement Statutory value depends on
the Standard Weekly Hours value main-
tained in the Job Information block. The
Accrual Amount Seniority Level # values
are populated based on a seniority look
up table and the FTE value. For details to
the rules, refer to the Time Off workbook
for NL.

 Note
In case the employee is hired at a
company in VNM, and Time Profile
Generic Profile (VNM) 2 has
been selected, choose in the Job
Information block Show more. Scroll to
the Time Information block and verify
if the field Accrual Eligibility (VNM) has
been auto-populated as expected, based
on the preconfigured rule delivered. The
field value depends on the seniority of the
employee. For details on the rule, refer to
the Time Off workbook for VN.

Result

For each time type that has a time account type assigned, for which accrual rules have been defined, a time
account type with appropriate number of days/hours has been generated automatically, based on the accrual
rules configured in the instance.

Manage Time-Off: Test Script

58 PUBLIC Prerequisites
  Note

For details on the accrual rules delivered within the SAP Best Practices solution, refer to the appropriate
Time Off workbook for <your country>.

Continue in the process execution with preliminary step View Employee Time Account Data [page 59].

2.4.1.4 View Employee Time Account Data

Use

The HR Administrator views time account data of a particular employee. He or she verifies that the correct
amount for different time account types has been generated for the employee, based on the accrual rules
configured in the instance.

Procedure

# Activity Expected Result

1 Log on to the Employee Central in- The Home page is displayed.

stance as HR Administrator.

2 In the Search for actions or people text The autocomplete functionality suggests a list of employees matching your
box, located in the top right corner of search criteria.
the screen, enter the name or name
parts of the employee whose data you
want to view.

3 Select the appropriate employee from You are directed to the Employee Files page, in which the profile of the em-
the result list. ployee is displayed.

4 On the Employee Files screen, go to The Time Management section is displayed. It consists of the Time
the Time Management section. Management subsection, which on its turn consists of following blocks:

• Upcoming Time Off: this shows a list of all upcoming time offs requested
by this employee, whether they are pending, or approved.
• Time Off Balances: this shows the available balance as of today for time
types for which accruals have been defined.

Manage Time-Off: Test Script

Prerequisites PUBLIC 59
# Activity Expected Result

5 In the Upcoming Time Off block of the The Time Information for <employee name> screen is displayed, showing per
Time Management subsection, choose default the Absences tab.
the Administer Time link.
 Note
If the employee has already submitted time off requests, these are listed
in this section together with their status.

6 On this screen, choose the Time The time account types, for which accrual rules have been defined and as-
Accounts tab. signed, are displayed with their available balances as of today.

 Note
The list of time account types generated for the different countries is
given here [page 78]. For detailed information on these time account
types, refer to the appropriate Time Off workbook for <your country>.

7 Choose an appropriate <time The displayed screen contains the <time account> details as of today. The
account> button. screen is structured into several blocks: Overview (Past), Overview (Future) –
if appropriate –, Account Information, and Account Postings in the past and
future (if existing) with respect to today’s date.

 Note
In case of country TUR, the annual leave balance in the first year of
employment is 0. Still, the employee can request annual leave as long as
the balance does not fall below -20 days. Thus, a negative balance might
be displayed in the TUR Annual Leave <year> time account button.

8 In the Account Information block, re-

view the details of the time account,
like time account type, type of ac-
count, account validity, accrual fre-
quency (if applicable), next transfer
date (if applicable), bookable period (if
applicable).

Manage Time-Off: Test Script

60 PUBLIC Prerequisites
 # Activity Expected Result

9 In the Account Postings block, you

 Note
can choose to view past postings and
future posting, if existing, for the se- In case of country ARE:
lected time account. For this, choose
• for a newly hired/rehired employee, one record is visible, namely
the Past Postings (#) link and verify
Accrual of Annual Leave.
for Posting Type Accrual in the
• for an employee hired/rehired at least 1 year ago, several records are
Amount column the number of days
visible, as follows:
accrued.
1. One posting type Accrual Reset record, displaying the accruals
in opposite sign, which will be transferred to entitlements on the
date corresponding to the hiring day + 12 month.
2. One posting type Entitlement record, displaying the remaining
balances from last entitlement period that are removed on that
date.
3. One posting type Entitlement record, displaying the accruals
transferred to entitlements on that date. The absolute value
coincides with the (rounded) value of the Accrual Reset record.

10 To view details of the selected time ac- The data in the blocks mentioned in the Expected Result column in activity # 7
count in the future, select in the Date is updated to reflect the information valid on the selected date.
field a date from the calendar help that
lies in the future.

11 Repeat activities # 7 to # 10 for other

time accounts, if available for the em-
ployee / your country.

 Note

If Time Sheet is also in scope of your company and has been deployed into your instance using the
SAP Best Practices solution, then, for employees having a duration-based time profile, time recording
profile DUR - TOIL PH (DUR_TOIL_XX), and default overtime compensation variant either Time Off or
Payout and Time Off, ad-hoc time account type Compensation Leave will be available as well. This time
account type is intended for employees who work on public holidays.

The time account type is generated with an initial balance of 00:00 hours. In order to accrue balance,
following steps need to be executed:

• the employee works on a public holiday. He or she records the working time accordingly and submits
the time sheet for approval.
• the integration center SFCC TOIL from Time Collector runs and transfers the number of hours worked
during a public holiday to time account Compensation Leave.

The time account is valid for a duration of 60 days only, starting from the public holiday on which the
employee worked.

Multiple time accounts will be generated based on the different public holidays the employee recorded as
working time.

Manage Time-Off: Test Script

Prerequisites PUBLIC 61
 For more information, refer to the Time Sheet workbook.

Result

• In case of country China, continue with preliminary step Maintain Temporary Time Information Data [page
62].
• In case of country Italy, continue with preliminary step Check Employee Job Information [page 64].

2.4.1.5 Maintain Temporary Time Information Data (for

China only)

Use

 Caution

This preliminary step is relevant for China (CHN) only!

In Mainland China, the public holidays for each year are announced by the General Office of the State Council
some weeks before the start of the year. A notable feature of mainland Chinese holidays is that weekends are
usually swapped with the weekdays next to the actual holiday to create a longer holiday period.

Based on the announcement regarding the public holidays, the HR Administrator assigns temporary work
schedules for the swapping days for each holiday for the employees. To achieve this, the HR Administrator
maintains time information data, which is temporarily valid for each employee.

Procedure

User Entries: Field Name: User Action

# Activity and Value Expected Result

1 Log on to the Employee Central in- The Home page is displayed.

stance as HR Administrator.

2 From the Home dropdown list, se- The Admin Center page is displayed.
lect Admin Center.

Manage Time-Off: Test Script

62 PUBLIC Prerequisites
 User Entries: Field Name: User Action
# Activity and Value Expected Result

3 Type Import and Export The Import and Export Data screen is
Data in the tool search box and displayed.
select the feature/tool from the
list.

4 On this screen, make following en- Select the action to perform: select The Download Template section is dis-
try: Download Template from the drop- played, containing the fields to be fil-
down list led.

5 In the Download Template section, Select Generic Object: select

make following entries: Temporary Time Information
from the dropdown list

Include Dependencies: select No from

the dropdown list

Include Immutable Ids: No is defaulted;

leave as is

6 Choose Download.

7 Remain on the Import and Export

Data screen.

8 Open the csv file, enter data as

appropriate, and save it.

9 Back on the Import and Export Select the action to perform: select The Import Data section is displayed,
Data screen, make following en- Import Data from the dropdown list containing the fields to be filled.
try:

10 Check the CSV File radio-button Select Generic Object: select

and make following entries in the Temporary Time Information
upcoming fields: from the dropdown list

File: choose Browse, search for the file,

then choose Open

File Encoding: select Unicode(UTF-8)

from the dropdown list

Purge Type: select Incremental

Load from the dropdown list

11 Choose Validate.

Manage Time-Off: Test Script

Prerequisites PUBLIC 63
 User Entries: Field Name: User Action
# Activity and Value Expected Result

12 If the validation is successful, The temporary change in the work

choose Import. schedule has been imported.

 Note

In order to verify if the imported data is correct, you can do spot checks as follows:

1. On the Admin Center screen, type Manage Data in the tool search box and select the feature/tool
from the list.
2. On the Manage Data screen, select in the Search field value Temporary Time Information from
the dropdown list, and in the second search field, type the user ID of the employee whose data you
want to check. Select the suggested value and check it. Repeat this activity for each suggested value
for an employee.
3. To view the temporary work schedule of the employee in a graphical mode, go to the Employee Files
page of that employee. There, navigate to the Time Management section and in the Upcoming Time
Off block, choose the Administer Time link. The Time Information for <employee name> screen is
displayed, showing per default the Absences tab.
4. On this screen, choose the Work Schedule tab. On this tab, the current calendar week is displayed.
Below it, two blocks are visible:
• Regular Work Schedules, which contains the employee’s generally valid work schedule
• Temporary Changes, which contains a list of all days on which the work schedule deviates from the
regular work schedule. These temporary changes may be due to work days switching or off days
switching.
5. Use the Next Weeks / Previous Weeks arrows to navigate to a week having a temporary change in the
work schedule. The day, for which a different works schedule than the regular one is valid, is color
marked.

2.4.1.6 Check Employee Job Information (for Italy only)

Use

 Caution

This preliminary step is relevant for Italy (ITA) only!

In case an employee has been promoted during the year to be an Executive, his or her vacation entitlement for
the rest of the year increases and needs to be adapted manually. The HR Administrator checks if the employee
has been promoted.

Manage Time-Off: Test Script

64 PUBLIC Prerequisites
Procedure

# Activity Expected Result

1 Log on to the Employee Central instance as HR Administrator. The Home page is displayed.

2 Search for the employee, for whom you need to check if he or she has You are directed to the Employee Files page, in
been promoted during the year to Executive (ITA). which the profile of the employee is displayed.

3 On the Employee Files page of the employee, scroll to the Job

Information subsection.

4 In the Job Information block, choose the Clock (History) icon. The Job Information Changes dialog box is dis-
played.

5 Check in the Change History part of the dialog box, if there is a The appropriate Promotion record is dis-
Promotion record, having as effective start date a date within the played in the right part of the dialog box.
current year. In case there is such a record, click on it.

6 Scroll to the Job Information part of the record and verify if the If such a change has taken place, proceed with
employee's Employment Type has changed from non-executive to process step Adjust Employee Entitlements Man-
Executive (ITA). ually [page 141].

2.4.1.7 Country-Specific Values

2.4.1.7.1 Time Information Fields

Please click on the <country> link in the below table to navigate to the country-specific content.

Australia [page 66] France [page 67] Japan [page 70] Philippines [page 72] Thailand [page 75]

Belgium [page 66] Germany [page 68] Kingdom of Saudi Republic of Korea Türkiye [page 75]
Arabia [page 71] [page 73]

Canada [page 66] Hungary [page 69] Kuwait [page 71] Singapore [page 74] United Arab Emirates
[page 76]

China [page 66] India [page 69] Malaysia [page 71] South Africa [page United Kingdom [page
74] 76]

Colombia [page 67] Indonesia [page 69] Mexico [page 72] Spain [page 74] United States [page
76]

Denmark [page 67] Ireland [page 70] Netherlands [page Sweden [page 75] Vietnam [page 77]
72]

Manage Time-Off: Test Script

Prerequisites PUBLIC 65
Finland [page 67] Italy [page 70] Oman [page 72] Switzerland [page
75]

Australia (AUS)

Time Profile Holiday Calendar Work Schedule

Generic Profile (AUS) select from the dropdown list a value that fits to 8:00 Hours Mon-Fri
(AUS_Generic_Profile) the (company) location of the employee (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Belgium (BEL)

Time Profile Holiday Calendar Work Schedule

Generic Profile (BEL) BEL Holiday Calendar 8:00 Hours Mon-Fri

(BEL_Generic_Profile) (BEL_Holiday_Calendar) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Canada (CAN)

Time Profile Holiday Calendar Work Schedule

Generic Profile (CAN) select from the dropdown list the holiday calendar 8:00 Hours Mon-Fri
(CAN_Generic_Profile) for the state in which the company is located (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

China (CHN)

Time Profile Holiday Calendar Work Schedule

Generic Profile (CHN) Holiday CHN 8:00 Hours Mon-Fri

(CHN_Generic_Profile) (CHN_HOLIDAY) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Manage Time-Off: Test Script

66 PUBLIC Prerequisites
Colombia (COL)

Time Profile Holiday Calendar Work Schedule

Generic Profile (COL) Colombia Holiday Calendar 8:00 Hours Mon-Fri

(COL_Generic_Profile) (COL_NAT) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Denmark (DNK)

Time Profile Holiday Calendar Work Schedule

Generic Profile (DNK) Holidays(DNK) 8:00 Hours Mon-Fri

(DNK_Generic_Profile) (DNK_Holidays) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Finland (FIN)

Time Profile Holiday Calendar Work Schedule

Generic profile (FIN) Holiday calendar FI select from the dropdown list, for example, 7.30
(FIN_TP) (FIN_Public_Holidays) Hours Mon-Fri(5D7.5H_FFFFF00) for a
white-collar employee

Go back to original topic in Maintain Employee Time Information Fields [page 53]

France (FRA)

 Note

The legal working time in France is 35 hours per week. The reduction of working time (RTT) is a system
that provides allocation of time to rest to employees, whose working time exceeds 35 hours per week and is
within the limit of 39 hours per week. Employees working 35 hours per week do not benefit from RTT days.
Based on this, two different time profiles are delivered within the SAP Best Practices solution.

Manage Time-Off: Test Script

Prerequisites PUBLIC 67
 When to Select this Time
Time Profile Profile Holiday Calendar Work Schedule

With Working Time In case of employees hav- select from the dropdown list a value select from the drop-
Reduction (FRA) ing Standard Weekly Hours that fits to the (company) location of down list
(FRA_WTR) above 35 and at most 39. the employee

Without Working In case of employees hav- select from the dropdown list a value select from the drop-
time Reduction (FRA) ing Standard Weekly Hours that fits to the (company) location of down list
(FRA_WOWTR) 35 or less. the employee

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Germany (DEU)

 Note

The customer can choose to use a time profile for which the vacation accrual amount depends on the
employee's working days per week (default profile), or a time profile for which the vacation accrual amount
is based on the seniority look-up table. For both options, challenged employees get an additional amount of
vacation days.

Choose time profile for which vacation accrual is based on number of working days per week and
recalculation fields

When to Select
Time Profile this Time Profile Holiday Calendar Work Schedule

Generic Profile 2 non-challenged Federal Holidays 8:00 Hours Mon-Fri

(DEU) employee (DEU) (5D8H_FFFFF00)
(DEU_Generic_Profile2 (DEU_Federal_Holid
) ays)

Generic Profile challenged em- Federal Holidays Select an appropriate work sched-
Special Holiday 2 ployee (DEU) ule, that fits to the value in field
(DEU) (DEU_Federal_Holid Working Hours Per Week (Challenged)
(DEU_Generic_Profile_ ays) (if maintained). This field is located
in the Global Information block of the
SH2)
Personal Information subsection.

Choose time profile for which vacation accrual is based on seniority

When to Select this

Time Profile Time Profile Holiday Calendar Work Schedule

Generic Profile non-challenged em- Federal 8:00 Hours Mon-Fri

(DEU) ployee Holidays (DEU) (5D8H_FFFFF00)
(DEU_Generic_Profil (DEU_Federal_H
e) olidays)

Manage Time-Off: Test Script

68 PUBLIC Prerequisites
 When to Select this
Time Profile Time Profile Holiday Calendar Work Schedule

Generic Profile challenged employee Federal Select an appropriate work schedule, that
Special Holiday Holidays (DEU) fits to the value in field Working Hours
(DEU) (DEU_Federal_H Per Week (Challenged) (if maintained). This
(DEU_Generic_Profil olidays) field is located in the Global Information
block of the Personal Information subsec-
e_SH)
tion.

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Hungary (HUN)

Time Profile Holiday Calendar Work Schedule

Generic Profile (HUN) Holidays (HUN) (HUN_Holidays) 8:00 Hours Mon-Fri

(HUN_Time_Profile) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

India (IND)

Time Profile Holiday Calendar Work Schedule

Generic Profile (IND) select from the dropdown list a value that fits to 8:00 Hours Mon-Fri
(IND_Generic_Profile) the (company) location of the employee (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Indonesia (IDN)

 Note

The customer can choose to use a time profile for which the annual leave accrual amount is based on the
seniority and pay grade look-up table, or a time profile for which the annual leave accrual uses a custom
field and accruals are averaged out when the seniority changes during the calendar year.

Choose time profile for which annual leave accrual is based on seniority and pay grade

Manage Time-Off: Test Script

Prerequisites PUBLIC 69
Time Profile Holiday Calendar Work Schedule

Generic Profile (IDN) IDN Holiday 8:00 Hours Mon-Fri

(IDN_Generic_Profile) (IDN_Public_Holidays) (5D8H_FFFFF00)

Choose time profile for which annual leave accruals are averaged as when the seniority crosses over
(anniversary mid year) or pay grade is changed

Time Profile Holiday Calendar Work Schedule

Generic Profile 2 (IDN) IDN Holiday 8:00 Hours Mon-Fri

(IDN_Generic_Profile_2) (IDN_Public_Holidays) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Ireland (IRL)

Time Profile Holiday Calendar Work Schedule

Ireland Time Profile Ireland Holiday Calendar 8:00 Hours Mon-Fri

(IRL_TP) (IRL_HC) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Italy (ITA)

Time Profile Holiday Calendar Work Schedule

Generic Profile (ITA) select from the dropdown list a value that fits to 8:00 Hours Mon-Fri
(ITA_Generic_Profile) the (company) location of the employee (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Japan (JPN)

Time Profile Holiday Calendar Work Schedule

Generic Profile (JPN) Holiday JPN (JP_HOLIDAYS) 8:00 Hours Mon-Fri

(JPN_Generic_Profile) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Manage Time-Off: Test Script

70 PUBLIC Prerequisites
Kingdom of Saudi Arabia (SAU)

Time Profile Holiday Calendar Work Schedule

Generic Profile (SAU) Holiday KSA 8:00 Hours Sun-

(SAU_Generic_Profile) (SAU_Holidays) Thu(5D8H_FFFF00F)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Kuwait (KWT)

Time Profile Holiday Calendar Work Schedule

Generic Profile (KWT) (KWT_TP) Holidays Kuwait 8:00 Hours Sun-

(KWT_Holiday) Thu(5D8H_FFFF00F)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Malaysia (MYS)

 Note

The customer can choose to use a time profile for which the annual leave accrual amount is based on the
seniority and pay grade look-up table, or a time profile for which the annual leave accrual uses a custom
field and accruals are averaged out when the seniority changes during the calendar year.

Choose time profile for which annual leave accrual is based on seniority and pay grade

Time Profile Holiday Calendar Work Schedule

Generic Profile (MYS) select from the dropdown list a value that fits to 8:00 Hours Mon-Fri
(MYS_Generic_Profile) the (company) location of the employee (5D8H_FFFFF00)

Choose time profile for which annual leave accruals are averaged as when the seniority crosses over
(anniversary mid-year) or pay grade is changed

Time Profile Holiday Calendar Work Schedule

Generic Profile 2 (MYS) select from the dropdown list a value that fits to 8:00 Hours Mon-Fri
(MYS_Generic_Profile2) the (company) location of the employee (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Manage Time-Off: Test Script

Prerequisites PUBLIC 71
Mexico (MEX)

Time Profile Holiday Calendar Work Schedule

Generic Profile (MEX) for example, Mexico Holiday 8:00 Hours Mon-Fri
(MEX_Generic_Profile) Calendar (MEX_NAT) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Netherlands (NLD)

Time Profile Holiday Calendar Work Schedule

Generic Profile (NLD) NLD Holiday Calendar 8:00 Hours Mon-Fri

(NLD_Generic_Profile) (NLD_Holiday_Calendar) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Oman (OMN)

Time Profile Holiday Calendar Work Schedule

Oman Generic Profile Holiday OMN 8:00 Hours Sun-Thu

(OMN_Profile) (OMN_Holidays) (5D8H_FFFF00F)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Philippines (PHL)

 Note

The customer can choose to use a time profile for which the vacation leave and sick leave accrual are done
on a monthly basis, or a time profile for which the vacation leave and sick leave accrual are done on a yearly
basis.

Choose time profile for which vacation leave and sick leave accrual are done on a monthly basis

Manage Time-Off: Test Script

72 PUBLIC Prerequisites
 Time Profile Holiday Calendar Work Schedule

Generic Profile (PHL) PHL Holiday 8:00 Hours Mon-Fri

(PHL_Generic_Profile) (PHL_Holiday_Calendar) (5D8H_FFFFF00)

Choose time profile for which vacation leave and sick leave accrual are done on a yearly basis

Time Profile Holiday Calendar Work Schedule

Generic Profile 2 (PHL) PHL Holiday 8:00 Hours Mon-Fri

(PHL_Generic_Profile_2) (PHL_Holiday_Calendar) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Republic of Korea (KOR)

 Note

The customer can choose to use a time profile for which the annual leave accrual amount is based on the
seniority and pay grade look-up table, or a time profile for which the annual leave accrual uses a custom
field and accruals are averaged out when the seniority changes during the calendar year.

Choose time profile for which annual leave accrual is based on seniority and pay grade

Time Profile Holiday Calendar Work Schedule

Generic Profile (KOR) Korea Holidays 8:00 Hours Mon-Fri

(KOR_Generic_Profile) (KOR_Public_Holidays) (5D8H_FFFFF00)

Choose time profile for which annual leave accruals are averaged out when the seniority crosses over
(anniversary mid-year) or pay grade is changed

Time Profile Holiday Calendar Work Schedule

Generic Profile 2 (KOR) Korea Holidays 8:00 Hours Mon-Fri

(KOR_Generic_Profile2) (KOR_Public_Holidays) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Manage Time-Off: Test Script

Prerequisites PUBLIC 73
Singapore (SGP)

Time Profile Holiday Calendar Work Schedule

Generic Profile (SGP) Singapore Holiday 8:00 Hours Mon-Fri (5D8H_FFFFF00)

(SGP_Generic_Profile) Calendar (SGP_NAT)
 Note
In case of employees having a work sched-
ule that includes half-day working on Satur-
day, select 44 Hours Mon- Sat (SGP)
(44H_MON_SAT_SGP).

Go back to original topic in Maintain Employee Time Information Fields [page 53]

South Africa (ZAF)

Time Profile Holiday Calendar Work Schedule

Generic Profile (ZAF) Holiday South Africa 8:00 Hours Mon-Fri

(ZAF_Generic_Profile) (ZAF_HOLIDAY) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Spain (ESP)

When to Select this

Time Profile Time Profile Holiday Calendar Work Schedule

Generic Profile (ESP) Saturdays and Sundays select from the dropdown 8:00 Hours Mon-Fri
(ESP_Generic_Profile) are considered holi- list a value that fits to the (5D8H_FFFFF00)
days. (company) location of the
employee

Generic Profile Saturdays and Sundays select from the dropdown 8:00 Hours Mon-Fri
Natural Days (ESP) are not considered holi- list a value that fits to the (5D8H_FFFFF00)
(ESP_Generic_Profile_ days. (company) location of the
ND) employee

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Manage Time-Off: Test Script

74 PUBLIC Prerequisites
Sweden (SWE)

Time Profile Holiday Calendar Work Schedule Vacation Entitlement (SWE)

Basic Profile Sweden Holidays 8:00 Hours 25, 28 or 30 days (based on

Sweden (SWE_Public_Holidays) Mon-Fri individual agreement/contract
(SWE_Basic_Profile) (5D8H_FFFFF00) with the employee)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Switzerland (CHE)

Time Profile Holiday Calendar Work Schedule

Generic Profile (CHE) select from the dropdown list a value that fits to 8:00 Hours Mon-Fri
(CHE_Generic_Profile) the (company) location of the employee (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Thailand (THA)

Time Profile Holiday Calendar Work Schedule

Generic Profile (THA) select from the dropdown list as appropriate 8:00 Hours Mon-Fri
(THA_Generic_Profile) (5D8H_FFFFF00)
 Note
Calendars containing the public holidays as
regulated by the government, and calendars
containing the holidays regulated by the Bank
of Thailand are delivered.

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Türkiye (TUR)

Time Profile Holiday Calendar Work Schedule

Generic Profile (TUR) Public Holidays (TUR) 8:00 Hours Mon-Fri

(TUR_Generic_Profile) (TUR_Public_Holidays) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Manage Time-Off: Test Script

Prerequisites PUBLIC 75
United Arab Emirates (ARE)

Time Profile Holiday Calendar Work Schedule

Generic Profile (ARE) ARE Holiday (ARE_Holiday) 8:00 Hours Sun-

(ARE_Generic_Profile) Thu(5D8H_FFFF00F)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

United Kingdom (GBR)

When to Select this Time

Time Profile Profile Holiday Calendar Work Schedule

Time Profile In case of full-time In case of full-time employees, select 8:00 Hours
(GBR) and part-time employ- from the dropdown list a value that Mon-Fri
(GBR_Time_Profile ees, except those hav- fits to the (company) location of the (5D8H_FFFFF00)
) ing Employment Type employee.
Hourly(GB)
In case of part-time employees, se-
lect Holiday (GBR) Hourly
(GBR_HOLIDAY_HOURLY) from
the dropdown list. This holiday calen-
dar considers the public holidays as
working days.

Hourly Time In case of hourly Holiday (GBR) Hourly 8:00 Hours

Profile(GBR) paid employees (meaning (GBR_HOLIDAY_HOURLY) Mon-Fri
(GBR_Hourly_Time_ Employment Type has (5D8H_FFFFF00)
Profile) value Hourly(GB)).

Go back to original topic in Maintain Employee Time Information Fields [page 53]

United States (USA)

 Note

An employee, who is on an unpaid long-term time off, can request time off from their accrued paid vacation
so that they don’t remain unpaid for the whole duration of long-term time off. This paid vacation is also
replicated to Employee Central Payroll, so the employee can be paid during their long-term time off. In this
situation, the employee will have two concurrent absences.

As this scenario is customer-specific and, depending on the payroll schema and policies that are run for
the employees, there might also be differences between employees within the same company, the SAP

Manage Time-Off: Test Script

76 PUBLIC Prerequisites
 Best Practices solution delivers different time profiles. The customer can choose to use a generic time
profile, which supports concurrent absences, or a generic time profile, which does not support concurrent
absences.

Choose time profile, which does not support concurrent absences

When to Select this Time

Time Profile Profile Holiday Calendar Work Schedule

Generic Profile (USA) Federal Holidays 8:00 Hours Mon-Fri

(USA_Generic_Profile) (USA) (5D8H_FFFFF00)
(USA_Federal_Holida
ys)

California The employee’s office loca- Federal Holidays 8:00 Hours Mon-Fri
Profile (USA) tion is in California. (USA) (5D8H_FFFFF00)
(USA_CAL_Profile) (USA_Federal_Holida
ys)

Colorado The employee’s office loca- Federal Holidays 8:00 Hours Mon-Fri
Profile (USA) tion is in Colorado. (USA) (5D8H_FFFFF00)
(USA_COL_Profile) (USA_Federal_Holida
ys)

Choose time profile, which supports concurrent absences

Time Profile Holiday Calendar Work Schedule

Generic Profile 2 (USA) Federal Holidays (USA) 8:00 Hours Mon-Fri

(USA_Generic_Profile2) (USA_Federal_Holidays) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

Vietnam (VNM)

 Note

The customer can choose to use a time profile for which the annual leave accrual amount is based on
seniority look-up table, or a time profile for which the annual leave accrual uses a custom field and accruals
are averaged out when the seniority changes during the calendar year.

Choose time profile for which annual leave accrual is based on seniority

Time Profile Holiday Calendar Work Schedule

Generic Profile (VNM) VNM Holiday 8:00 Hours Mon-Fri

(VNM_Generic_Profile) (VNM_Holiday_Calendar) (5D8H_FFFFF00)

Choose time profile for which annual leave accruals are averaged as when the seniority crosses over
(anniversary mid-year)

Manage Time-Off: Test Script

Prerequisites PUBLIC 77
Time Profile Holiday Calendar Work Schedule

Generic Profile (VNM) 2 VNM Holiday 8:00 Hours Mon-Fri

(VNM_Generic_Profile_2) (VNM_Holiday_Calendar) (5D8H_FFFFF00)

Go back to original topic in Maintain Employee Time Information Fields [page 53]

2.4.1.7.2 Time Account Types

Please click on the <country> link in the below table to navigate to the country-specific content.

Australia [page 78] France [page 90] Kingdom of Saudi Singapore [page 113] United Arab Emirates
Arabia [page 103] [page 121]

Belgium [page 80] Germany [page 93] Kuwait [page 103] Slovenia [page 115] United Kingdom [page
123]

Canada [page 81] Hungary [page 95] Malaysia [page 104] South Africa [page United States [page
115] 123]

China [page 82] India [page 97] Mexico [page 106] Spain [page 116] Vietnam [page 124]

Colombia [page 82] Indonesia [page 97] Netherlands [page Sweden [page 116]
107]

Croatia [page 83] Ireland [page 99] Oman [page 108] Switzerland [page
120]

Denmark [page 84] Italy [page 100] Philippines [page 109] Thailand [page 120]

Finland [page 85] Japan [page 101] Republic of Korea Türkiye [page 121]
[page 111]

Australia (AUS)

Time Account Accrual in Subse-

Type Target Employee Group Accrual in Hiring Year quent Years Additional Information

Annual Generated for employ- Post accrual amount Post 20 days of an-
Leave ees having time for all employees nual leave for all em-
profile Generic based on number of ployees on a yearly
Profile(AUS). months left till end of basis. The accrual
year multiplied by a amount is fixed.
fixed factor.

Annual Generated for employ- Post fix accrual amount per day for all em-
Leave ees having time pro- ployees.
Daily file Generic Daily
Profile(AUS).

Manage Time-Off: Test Script

78 PUBLIC Prerequisites
 Time Account Accrual in Subse-
Type Target Employee Group Accrual in Hiring Year quent Years Additional Information

Annual Generated for employ- Post fix accrual amount per month for all em-
Leave ees having time pro- ployees.
Monthly file Generic Monthly
Profile(AUS).

Sick Leave All employees Post accrual amount Post fix accrual
for all employees amount for all em-
based on number of ployees on a monthly
months left till end of basis.
year multiplied by a
fixed factor.

Long Posted only for employees A specified number of

Service after completion of 10 years weeks is posted after com-
Leave of service. This means, that pletion of 10 years of serv-
for long service leave, the ice. The accrual amount is
available balance is 0 until fixed.
the completion of 10 years
of service.

AUS Generated for employees The time account type is generated with an The time account type can
Vacation having a clock time-based initial balance of 00:00 hours. In order be used independent of Em-
based on time profile. This time ac-
to accrue balance, meaning 0.416438356 ployee Central Time Sheet.

Attendance count type is mainly valid hours per day worked in a If a customer uses third
for production/factory users month, following steps need to be executed: party time sheet, then they
Hours
who record their times need to import the accrual
by punching in/out (clock • the Employee records their working time calculation base using API,
times) and record overtimes • the job in Integration Center runs MDF import. The accrual
using specific clock times. rule then reads the values
 Note
from accrual calculation
This job can be scheduled to run pe- base object and provides
riodically, or it can be run manually
the accruals.
by the HR Administrator.

• the night job then calls the accrual rule,

which picks data from backend and
creates accruals to time account type
AUS Vacation On Attendance
Hours.

 Note

The entitlement dates for annual leave, sick leave, and long service leave have been set by the system as
soon as the time account has been created for the employee during hiring or rehiring. The next transfer
dates for annual leave and long service leave are set differently. Depending on the time profile selected for
the employee during hiring, the entitlement job for annual leave runs, for example, every year on the hiring
anniversary of the employee and the accrued annual leaves will get transferred to the Entitlements block
accordingly by the system, provided that a job has been scheduled under Manage Time Off Calendars for

Manage Time-Off: Test Script

Prerequisites PUBLIC 79
 Entitlement Creation. For the long service leave, the system will keep accruing each year and on the
completion of the 10th year, the entitlement job scheduled under Manage Time Off Calendars will run on the
hiring anniversary of the employee and will transfer the total amount of accrued days to the Entitlements
block of the employee.

The HR Administrator can check these details for an employee as follows:

• In the Time Management section, choose the Administer Time link located in the Upcoming Time Off
block of the Time Management subsection. On the Time Information for <employee name> screen, go
to the Time Accounts section and there choose, for example, the Annual Leave button.
• Check the following available data in the Entitlements block: Transfer Date, Transfer Type, and
Entitlements.
• Check in the Account Information block the date visible in field Next Transfer.

Go back to original topic in View Employee Time Account Data [page 60]

Belgium (BEL)

Time Account Target Em- Accrual in Subsequent Additional Informa-

Type ployee Group Accrual in Hiring Year Years tion

Monthly All employees Post accruals based on the value Post accruals based on Dummy account for
Accrual of the Monthly Accrual Eligibility the value of the Monthly keeping the legal hol-
Account (BEL) field; posting date is the Accrual Eligibility (BEL) iday accrual for the
(Do not end of each month (accruable end field; posting date is the subsequent year.
date). The accrual in the hiring end of each month (ac-
use for In case the employee
month is prorated based on the cruable end date). Then,
leave changes during the
difference between the hire date the accumulated monthly
booking) year the working hours
and the month end date. Then, the accruals at end of the
accumulated monthly accruals at current year are transfer- per week, the accrual
end of the current year are trans- red to the Legal Holiday amount in the month,
ferred to the Legal Holiday account account of next year. when the change takes
of next year.
place, will be averaged
out.

Legal All employees 0 days On the accruable start The next year Legal
Holiday date (January 1st), the Holiday account will
accrual amount from the get the balances of
Monthly Accrual Account the dummy Monthly
from previous year is Accrual Account as of
transferred to the cur- December 31st, of this
rent year Legal Holiday year.
account.

Extra All employees Accrual amount is based on a se- Accrual amount is based
Legal niority lookup table. on a seniority lookup ta-
holidays ble.

Manage Time-Off: Test Script

80 PUBLIC Prerequisites
 Time Account Target Em- Accrual in Subsequent Additional Informa-
Type ployee Group Accrual in Hiring Year Years tion

Additional Employees This time account type is rele- Not applicable. Ad-hoc time account
Holiday coming from vant for employees for whom this type
university or employment is the first employ-
different coun- ment at a company in Belgium.
try/region, who The quota for additional holiday is
did not have customer-defined and entered as
the opportunity manual adjustment for the year.
to accrue legal The HR Administrator creates the
holiday before. Additional Holiday time account
manually for the employee and
adds the appropriate entitlement
to the time account. For this,
the HR Administrator needs to
proceed as described in process
step Adjust Employee Entitlements
Manually [page 141].

Educationa All employees Employees should pursue education, for which a certain num- Ad-hoc time account
l Leave ber of hours should be allocated. The quota for educational type
leave is customer-defined. The HR Administrator creates the
Educational Leave time account manually for the employee
and adds the appropriate entitlement to the time account.
For this, the HR Administrator needs to proceed as described
in process step Adjust Employee Entitlements Manually [page
141].

Go back to original topic in View Employee Time Account Data [page 60]

Canada (CAN)

Time Account
Type Accrual in Hiring Year Accrual in Subsequent Years

CAN Post a number of days in line with Canadian look up table and Post a number of days each year in
Vacation prorate amount based on days worked in hire year. line with Canadian look up table.

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

Prerequisites PUBLIC 81
China (CHN)

Time Account Accrual in Subse- Additional Informa-

Type Accrual in Hiring Year quent Years tion

Annual Leave The number of days for company specific annual leave Accrual amount is company specific;
Company is accrued based on the hiring date of the employee, based on a seniority might differ from
meaning the later in the calendar year the employee is lookup table. company to com-
hired, the less the amount of annual leave he or she is pany
entitled to in the hiring year will be.

Annual Leave The number of days of statutory annual leave is accrued Accrual amount is reflects the annual
Statutory based on the hiring date of the employee, meaning the based on a seniority leave as granted by
later in the calendar year the employee is hired, the less lookup table. country laws
the amount of annual leave he or she is entitled to in the
hiring year will be.

Sick Leave The number of sick leave days is accrued based on the Post fix number of
hiring date of the employee; meaning that the later in the days on a monthly
calendar year the employee is hired, the less the amount basis.
of sick leave days he or she is entitled to in the hiring year
will be.

Go back to original topic in View Employee Time Account Data [page 60]

Colombia (COL)

Time Account
Type Accrual in Hiring Year Accrual in Subsequent Years

COL Employee is entitled to 15 consecutive working days of paid vaca- Employee is entitled to 15 consecu-
Vacation tion. Prorate amount based on days worked in hire year. tive working days of paid vacation.

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

82 PUBLIC Prerequisites
Croatia (HRV)

Time Ac- Accrual in Subse-

count Type Target Employee Group Accrual in Hiring Year quent Years Additional Information

Vacation Generated for employees Post amount in line Post amount in line
(HRV) having a permanent contract. with the seniority look with the seniority
up table and the sub- look up table and
 Note quotas as persisted in the sub-quotas as
the jobInfo_HRV HRIS persisted in the jo-
In case the Employee
element. Prorate it bInfo_HRV HRIS ele-
Central Core content in
based on the number ment.
your instance has been
of days from the hire
deployed with the SAP
date till the end of the
Best Practices solution,
accrual period. The
the employee has con-
result will be rounded
tract type Permanent
to 0.5 decimal.
Contract HRV.
Every time there is a change
in the employee’s personal in-
Vacation Generated for employees Post 1/12 of the total quota on a monthly ba- formation or dependents data,
Fixed having a fixed-term contract. sis, the result being rounded to 0.5 decimal. the vacation accrual needs to
Term For these employees, the The posting takes place during each month be recalculated. For details re-
(HRV) Contract End Date in Job of employment, including the month of the fer to chapter Vacation Accrual
Information is a mandatory contract expiration. The monthly quota is Recalculation due to Changes
field, whose value must be not prorated. The total quota is in line with in Employee Data during the
other than the system high the seniority look up table and the sub-quo- Year (for Croatia only) [page
date. tas as persisted in the jobInfo_HRV HRIS ele- 709] in the Appendix.
ment.
 Note
With each prolongation of the contract, a
In case the Employee new portion of vacation quota is accrued.
Central Core content
The time account is valid from January to
in your instance has
December.
been deployed with the
SAP Best Practices sol-
ution, the employee has
contract type, for ex-
ample, Fixed Term
Contract HRV.

Manage Time-Off: Test Script

Prerequisites PUBLIC 83
Time Ac- Accrual in Subse-
count Type Target Employee Group Accrual in Hiring Year quent Years Additional Information

Study The quota for study leave is customer-de- Ad-hoc time account type
Leave fined. The HR Administrator creates, upon
request from the employee, the Study Leave
time account manually for the employee and
adds the appropriate number of days to the
time account. For this, the HR Administrator
needs to proceed as described in process
step Adjust Employee Entitlements Manually
[page 141].

 Note

In Croatia it is common to generate the annual vacation quota statement and send it to the employees. In
addition, the vacation periods the employees are planning for the year need to be sent in paper form to the
employees as well. For more details, refer to chapter Annual Vacation Quota Statement (for Croatia only)
[page 715] in the Appendix.

 Caution

The annual vacation quota statement is currently limited to employees having a permanent
employment contract.

Go back to original topic in View Employee Time Account Data [page 60]

Denmark (DNK)

Time Ac-
count Accrual in Hir- Accrual in Subse-
Type ing Year quent Years Additional Information

Vacatio Post fixed ac- Post fixed accrual The time account is valid from September 1st of each year till August
n crual amount of amount of 2.08 31st of subsequent year; vacation from this time account balance can
2.08 days of va- days of vacation on be requested between September 1st of each year till December 31st
cation on a a monthly basis. of the subsequent year. Between September 1st and December 31st of
monthly basis. each year, two vacation time accounts are valid; the older account can
go negative to a certain extent in order to facilitate availing advances
by the employee. After the booking period ends for the old account,
any negative balance would be moved to the new account as of January
1st. This would offset any positive balance in the new account with the
loan/advance leave availed from the old account.

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

84 PUBLIC Prerequisites
Finland (FIN)

 Note

The holiday credit year is from April 1st of current year till March 31st of subsequent year. The holiday
consumption year is from January 1st of current year till September 30th of the subsequent year.

 Tip

Refer to the Time Off workbook for Finland for concrete examples of calculating the balances for the
different time account types!

 Tip

For testing the accruals of the different time account types, we recommend hiring employees two years
back. Please note, that when hiring employees in the past, the creation of recurring time accounts valid for
years lying in the past, as well as the accrual on these accounts need to be run manually via Manage Time
Off Calendars.

Manage Time-Off: Test Script

Prerequisites PUBLIC 85
Time Ac-
count Type Accrual in Hiring Year Accrual in Subsequent Years Additional Information

Holiday An employee, who has ac- An employee, who has accumulated at The validity period of the account
Credit cumulated at least 14 days least 14 days at work or the equivalent of type is from April 1st of current year
Account at work or the equivalent of days at work in a month, is entitled to 2.5 (or hire date in case the hiring is
days at work in a month, weekdays of vacation for that month. during the current holiday credit
is entitled to 2 weekdays year) till March 31st of subsequent
of vacation for that month.  Note year.
2 weekdays of vacation per
When the number of vacation days This account is intended for accru-
month are provided till the
is calculated, any fraction of a day is ing vacation quota for the subse-
employee reaches 1 year of
rounded up to constitute one full day quent year and cannot be used for
seniority. Once the 1-year
of vacation. leave booking.
seniority month is reached,
the employee receives retro- The accrual is done monthly and
If during a month the employee didn’t ac-
actively 2.5 days per month should be granted once the em-
cumulate 14 days at work or equivalent
for those months that fall ployee has accumulated 14 days
of days at work, he or she will accrue 0
between the start of holiday at work in that month. Therefore,
vacation days for that month.
credit year till reaching of 1 a time account change calendar
year seniority. The employee can accrue at most 30 needs to be created and scheduled
days of vacation in a holiday credit year. to run, for example, at the end of
 Tip each month.

Backtracking and Equivalent of days at work are con-

changing past accruals sidered to be the following:
has to be done by the
• a maximum of 75 working days
HR administrator by re- in one vacation year, on which
running the Time Off the employee is unable to work
Calendars, which will due to illness (be it illness with
take care of recalcula- certificate or illness during va-
tion in the past. The an- cation);

niversary alert feature • a maximum of 75 working days

can be used, which in one vacation year, on which
the employee is subject to
would send alerts to
medical rehabilitation;
HR Administrators upon
• a maximum of 40 days of preg-
the employees’ comple-
nancy leave;
tion of one year of serv-
• a maximum of 160 days of pa-
ice, such that they get
rental leave;
informed and then run
• a maximum of 30 working days
the calendars. in one vacation year, on which
the employee is on unpaid
If during a month, the em- study leave, in the assump-
ployee didn’t accumulate 14 tion that the employee returns
days at work or equivalent to work immediately after the
study leave;
of days at work, he or she
will accrue 0 vacation days • a maximum of 30 working days
at a time, on which the em-
for that month.
ployee, with the consent of
the employer, is participating in
trainings required for the job;

Manage Time-Off: Test Script

86 PUBLIC Prerequisites
 Time Ac-
count Type Accrual in Hiring Year Accrual in Subsequent Years Additional Information

• a maximum of 30 working days

at a time, on which the em-
ployee is on lay off.

Every absence exceeding the above

listed maximum values will reduce
the holiday credit account quota ac-
cordingly. If the difference between
the working days per month and
all absences exceeding the above
listed limits is less than 14, the holi-
day credit for that month will be 0.

Vacation 0 days between hire date On January 1st, the balance of Holiday Account validity period is from Jan-
and holiday credit year end Credit Account is read as of March uary 1st to December 31st of current
(March 31st) 31st of the holiday credit year and trans- year. Bookable period is from Jan-
st
ferred to the current year Vacation ac- uary 1 of current year till Septem-
 Note count. ber 30th of subsequent year.

An employee hired be- The balance as available at the end

The complete balance for the holiday
tween April 1st and De- of the bookable period (September
credit year is read only once the accruals
cember 31st will not 30th) is transferred on October 1st
are generated in the holiday credit ac-
be applicable for taking to the Unused Vacation time
count. This means, that on January 1st,
vacation in the hiring account.
only the balance from April 1st to Decem-
year, as only on Janu-
ber 31st is available and transferred to the
ary 1st quota is transfer-
Vacation account. To receive the com-
red from the Holiday
plete vacation quota, the accrual calen-
Credit Account dar must be run manually or scheduled
to the Vacation ac- on a daily/weekly/monthly basis for Jan-
count. uary, February, and March.

Manage Time-Off: Test Script

Prerequisites PUBLIC 87
Time Ac-
count Type Accrual in Hiring Year Accrual in Subsequent Years Additional Information

Addition 0 days If at the end of the holiday credit year Ad-hoc time account type created
al Leave the Holiday Credit Account bal- on April 1st of holiday consump-
ance as of March 31st is less than 24 days tion year with bookable period from
because of absence from work due to April 1st of holiday consumption
illness or medical rehabilitation, the em- year till September 30th of subse-
ployee has the right to additional leave quent year.
days to supplement their annual vacation
to the extent that the duration of the va-  Tip
cation is shorter than 24 days. For details on creating an ad-
For this purpose, the HR Administrator hoc account, refer to process
creates the Additional Leave time step Adjust Employee Entitle-

account manually and runs the interim ments Manually [page 141].

account update calendar. As a result, (24

- #) days, with # being the Holiday Credit
Account balance as of March 31st, are
transferred on April 1st to the account.

Saved Time account type intended for employees who don’t take block leave Ad-hoc time account type.
vacation in a particular year but prefer to spare their entire vacation or larger
parts of it for a longer vacation in a subsequent year. This time account
type is intended for audit purposes. For example, when the manager
reminds the employee to take block leave, the employee can decline
and request to save vacation. The HR administrator then creates the
Saved vacation account manually. He or she deducts manually
the requested amount from the Vacation time account and adds it
to the Saved vacation account, thus documenting the agreement
between employee and employer.

 Tip
For details on creating an ad-hoc account and adding manually
balance to it, refer to process step Adjust Employee Entitlements
Manually [page 141].

Manage Time-Off: Test Script

88 PUBLIC Prerequisites
 Time Ac-
count Type Accrual in Hiring Year Accrual in Subsequent Years Additional Information

Unused 0 days If at the end of the holiday consumption Permanent time account type hav-
Vacation year (September 30th) there is some va- ing as validity start date the em-
cation balance left, it will be transferred ployee’s hire date. This account is
on October 1st from the Vacation ac- intended for keeping the remaining
count to the Unused Vacation ac- vacation days at the end of each
count. holiday consumption year.

 Note
Ideally, there is not much un-
used vacation balance, as the
employees are supposed to
consume their vacation during
the bookable period. Unused
vacation is paid out only when
the employee is terminated.

Carers Post 5 days of carer's leave Post 5 days of carer's leave for all em- Time account type valid from Janu-
Leave for all employees on a yearly ployees on a yearly basis. The accrual ary 1st till December 31st.
basis. The accrual amount is amount is fixed.
fixed.

Example for Holiday Credit Account accrual for an employee hired on June 1st, 2022

The employee has accumulated 14 days at work for each month.

The first service anniversary is in June 2023. Thus, the employee receives retroactively an accrual correction
for April and May 2023.

Example for Additional Leave for an employee hired on July 1st, 2022

During the holiday credit year from April 1st, 2023 to March 31st, 2024, the employee has following leaves:

• Illness during vacation: Apr 1, 2023 – Apr 29, 2023 (18 days)
• Illness with certificate: Apr 30, 2023 – Aug 21, 2023 (78 days)
• Medical rehabilitation: Aug 22, 2023 – Feb 25, 2024 (130 days)

To ease the example, it is considered that no public holidays occur during these absences.

From Apr 2023 till Jul 2023, the employee accrues 2.5 holiday credit days for each month.

In Aug 2023, the employee accrues 0 days, because due to illness exceeding the maximum 75 days, he or she
does not accumulate 14 days at work.

From Sep 2023 till Nov 2023, the employee accrues 2.5 holiday credit days for each month.

Manage Time-Off: Test Script

Prerequisites PUBLIC 89
In Dec 2023 the accrual is again 0, because due to medical rehabilitation exceeding the maximum 75 days, he
or she does not accumulate 14 days at work

In Jan and Feb 2024, the accrual is 0, because the employee wasn’t at work at all.

In Mar 2024, the employee is back to work and accrues 2.5 holiday credit days.

Thus, in the holiday credit year Apr 1st, 2023 to Mar 31st, 2024, the employee accrued 20 days, which are
transferred to the Vacation account. Because this balance is less than 24 days, the employee receives 4 days
of additional leave on April 1st, 2024.

 Note

If the employment is terminated during the holiday credit year, and the employee did not accrue the
full holiday credit due to illness or medical rehabilitation leave, the employee is entitled to receive the
corresponding number of additional leave days from full 24 days.

For example, an employee, who was on illness leave between May 1st and November 17th 2023, resigns
on February 29th 2024. The minimum number of holiday credit, the employee is entitled to, is 24. As the
termination date is before the end of the holiday credit year, the employee is entitled to 22 days. This
number is obtained by multiplying 24 with the fraction between the number of days from April 1st 2023
till termination date and the number of days of the holiday credit year: 24 * 335/366. Due to illness, the
employee accrued at the end of February 2024 only 18 days. Therefore, he or she will receive 4 days of
additional leave.

Go back to original topic in View Employee Time Account Data [page 60]

France (FRA)

In France, the reference period for vacation is 01/06/YY to 31/05/YY+1. The employee has two vacation time
accounts running in parallel:

• The France CP Période d’acquisition time account, in which the quota is accrued on monthly
basis from 01/06/YY to 31/05/YY+1.
• The France CP Vacation Taking (Période de prise) time account, to which the quota accrued
in the previous period (01/06/YY-1 to 31/05/YY) in France CP Période d’acquisition time account
is transferred on 01/06/YY. The employee can request vacation from this time account between 01/06/YY
until 31/05/YY+1.

Exception from this behavior is the hiring year when the employee has France CP Hire Account time
account in which quota is accrued from the first month after the hiring month to end of subsequent May. The
employee can request vacation from this time account between [hiring month +1] until [end of subsequent May
+1 year].

In below table, general information to these time account types is given.

Manage Time-Off: Test Script

90 PUBLIC Prerequisites
 Time Account Target Em- Accrual in Subse-
Type ployee Group Accrual in Hiring Year quent Years Additional Information

France CP Generated for Balance is accrued on a monthly Starting on the 1st In case the employee goes
Hire all employees. basis till next 31st of May after the of June after the on unpaid leave, the accrual
Account hire date. In the hiring month, the hire date, the ac- amount for the month(s), in
accrued amount is 0. In the first crual amount is 0. which the leave takes place,
month after the hiring month, the is reduced accordingly. This is
accrued amount is prorated based done automatically via a pre-
on the number of days from the configured business rule.
hire date till the end of the hiring
month. In all subsequent months,
the accrual amount is 2.5 days.

France CP Generated for • If the hire date is before 1st Post 2.5 days of va- In case the employee goes
all employees of June, starting on the 1st of cation per month on unpaid leave, the accrual
Période
June after the hire date, the
d’acquisit between 1st of June amount for the month(s), in
accrual amount is 2.5 days per
of current year until which the leave takes place,
ion month.
31st of May of sub- is reduced accordingly. This is
• If the hire date is after 1st of
sequent year. done automatically via a pre-
June, the accrual amount is 0
till 31st of May of next year. configured business rule.

France CP Generated for Nothing Is filled on 1st The time account is valid
Vacation all employees of June with from 1st of June of each year
Taking the balance from till 31st of May of the subse-
(Période
the previous pe- quent year; vacation from this
de prise)
riod’s France time account balance can be
CP Période requested during the account
d’acquisition validity period only.
time account.

Example for vacation-related time accounts for employees hired before and after 1st of June

Employee hired in March 2022

The France CP Hire Account is valid from hire date till 31/05/2022. In March 2022, no balance is accrued
for France CP Hire Account. In April and May 2022, the employee accrues 2.5 days of vacation per month.
In case the hire date is after 1st of March, then in April 2022, the 2.5 days are prorated based on the number
of days between the hire date and 31st of March. Starting 01/06/2022, no vacation will be accrued anymore
in France CP Hire Account. The vacation accrued from April until May 2022 can be taken between
01/04/2022 until 31/05/2023.

Accruing vacation in France CP Période d’acquisition time account starts in June 2022. Till end of May
2023, the employee accrues 2.5 days of vacation each month. At the end of the accrual period, the employee
has 30 days of vacation, which is then transferred on 1st of June 2023 to the France CP Vacation Taking
(Période de prise) time account. The employee can request vacation from the France CP Vacation
Taking (Période de prise) time account between 01/06/2023 until 31/05/2024. On 01/06/2023,

Manage Time-Off: Test Script

Prerequisites PUBLIC 91
accruing vacation in France CP Période d’acquisition time account starts again for the next account
validity period.

Employee hired in November 2022

The France CP Hire Account is valid from hire date till 31/05/2023. In November 2022, no balance is
accrued for France CP Hire Account. Between 01/12/2022 and 31/05/2023, the employee accrues 2.5
days of vacation per month. In case the hire date is after 1st of November 2022, then in December 2022, the
2.5 days are prorated based on the number of days between the hire date and 30st of November. Starting
01/06/2023, no vacation will be accrued anymore in France CP Hire Account. The vacation accrued from
01/12/2022 until 31/05/2023 can be taken between 01/12/2022 until 31/05/2024.

Accruing vacation in France CP Période d’acquisition time account starts in June 2023. Till end of May
2024, the employee accrues 2.5 days of vacation each month. At the end of the accrual period, the employee
has 30 days of vacation, which is then transferred on 1st of June 2024 to the France CP Vacation Taking
(Période de prise) time account. The employee can request vacation from the France CP Vacation
Taking (Période de prise) time account between 01/06/2024 until 31/05/2025. On 01/06/2024,
accruing vacation in France CP Période d’acquisition time account starts again for the next account
validity period.

In addition to the vacation-related time accounts, employees having time profile With Working Time
Reduction (FRA) will be eligible to reduction of working time (RTT) days as well. For these employees,
an additional time account is generated, namely Working Time Reduction (RTT). In below table, some
general information to this time account type is given:

Time Account Target Employee Accrual in Subsequent

Type Group Accrual in Hiring Year Years Additional Information

Working Generated for em- Post an amount equal to Post an amount equal The account is valid from
Time ployees having [number of working days to [number of work- 1st of January till 31st of
Reduction time profile With in the hiring year] minus ing days] minus [eligi- December of the year. The

(RTT) Working Time [eligible number of vaca- ble number of vacation employee must consume
Reduction tion days] minus [number days] minus [number of the balance within this pe-

(FRA). of contractual days agreed contractual days agreed riod.

with the employer for that with the employer for
The number of RTT days
year]. that year].
is set by company agree-
The number of working The number of work- ment. The number of RTT
days is obtained by sub- ing days is obtained by days the employee is eligi-
tracting from the number of subtracting non-working ble for in a calendar year is
days, the employee is with days, like weekends and fixed for that calendar year
the company in the hiring public holidays, from the and depends on the num-
year, the non-working days, total number of days of ber of days of that year.
like weekends and public that year.
holidays, within that period.

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

92 PUBLIC Prerequisites
Germany (GER)

 Note

Depending if the default time profile has been kept or has been replaced, different time account types will
be available.

Default time profile used: Generic Profile 2 (DEU) for non-challenged employees and Generic
Profile Special Holiday 2 (DEU) for challenged employees

Time Ac- Target Em- Accrual in Hiring Accrual in Subse-

count Type ployee Group Year quent Years Additional Information

Vacation Generated Post 30 days of Post 30 days of In case the employee changes during the year the
for all (chal- vacation and pro- vacation and pro- average working days per week, the accrual amount
lenged and rate it based on rate it based on will be averaged out.
non-chal- the number of the number of
In case the employee goes on parental leave or sab-
lenged) em- average working average working
batical unpaid leave during the year, the vacation
ployees. days per week days per week.
balance for that year is updated (reduced) based on
and the number
the number of full months the employee is on leave.
of days from the
More precisely, the vacation balance is reduced
hire date till the
by one-twelfth for any full month the employee is
end of the accrual
on parental/sabbatical unpaid leave. The update
period.
is done automatically via a preconfigured business
rule. Below this table, a simple calculation example
is given.

 Note
The cancellation of parental or sabbatical un-
paid leave restores the vacation balance back.

Special Generated Post 5 days of ac- Post 5 days of ac- In order that a challenged employee is entitled to
Holiday for chal- crual amount for crual amount for the 5 days of special holiday, field Challenge Status
lenged em- employees with employees with (located in the Personal Information block of the
ployees. Challenge Status Challenge Status Personal Information subsection) needs to have
Yes. Yes. value Yes at the point in time, when the time ac-
crual for the upcoming calendar year is run. In case
field Challenge Status becomes Yes only in the
course of the year, the 5 days are not prorated; the
fraction of day numbers the challenged employee is
entitled to, needs to be added manually. This can
be achieved as described in the testing procedure
of process step Adjust Employee Entitlements Man-
ually [page 141].

 Tip

Calculation Example of vacation for an Employee going on parental leave. The Employee has Standard
Weekly Hours = 40, Working Days Per Week = 5, and Work Schedule = 8:00 Hours Mon-Fri:

Manage Time-Off: Test Script

Prerequisites PUBLIC 93
 The employee is entitled to 30 days of vacation in 2021. The employee goes on parental leave from Aug 10,
2021 to Oct 27, 2021; this means, the employee is 1 full month (September) on leave.

Therefore, the vacation balance for 2021 will be reduced as follows:

• 30 days (=Accrual Eligibility per year) / 12 (= # of months in a year) = 2.5 days

• Balance = 30 – 2.5 = 27.5 days

Default time profile has been replaced as follows: Generic Profile (DEU) for non-challenged
employees and Generic Profile Special Holiday (DEU) for challenged employees

Time Ac- Target Employee Accrual in Sub-

count Type Group Accrual in Hiring Year sequent Years Additional Information

Vacation Generated for all The number of vacation Accrual amount

(challenged and days is accrued based is based on a se-
non-challenged) on the hiring date of the niority lookup ta-
employees. employee. This means, ble.
that the amount will be
reduced calculated on a
monthly basis until the
end of the calendar year.

Special Generated for Post 5 days of accrual Post 5 days of In order that a challenged employee
Holiday challenged em- amount for employees accrual amount is entitled to the 5 days of special hol-
ployees. with Challenge Status for employees iday, field Challenge Status (located
Yes. with Challenge in the Personal Information block of
Status Yes. the Personal Information subsection)
needs to have value Yes at the point
in time, when the time accrual for the
upcoming calendar year is run. In case
field Challenge Status becomes Yes
only in the course of the year, the 5
days are not prorated; the fraction of
day numbers the challenged employee
is entitled to, needs to be added man-
ually. This can be achieved as descri-
bed in the testing procedure of proc-
ess step Adjust Employee Entitlements
Manually [page 141].

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

94 PUBLIC Prerequisites
Hungary (HUN)

Time Ac- Accrual in Subsequent

count Type Accrual in Hiring Year Years Additional Information

Hungary Post # of annual leave days Post # of annual leave days The annual leave quota consists of several sub-
Annual obtained by multiplying the obtained by multiplying the quotas. Following sub-quotas are considered in
Leave eligible amount, as given eligible amount, as given the delivered accrual rule:
by the sum of the Accrual by the sum of the Accrual
• basic number of annual leave days: a full-
Amount (HUN), age-de- Amount (HUN), age-de- time employee is entitled to 20 days of an-
pendent quota and child- pendent quota and child- nual leave. This quota is prorated based on
dependent quota, with the dependent quota, with the the number of average working days per
ratio between # of eligible ratio between # of eligible week.
days in the hiring year and days and # of days of • quota dependent on the employee’s age
# of days of the hiring year. the year. The number of • additional quota for children up to 16 years
The number of eligible days eligible days takes into ac- of age: for 1 child, the employee gets 2
takes into account the num- count the number of days days/year; for 2 children they get 4 days/
year; for 3 and more children they get 7
ber of days between the of unpaid leave and military
days. The child is to be considered for the
hire date and the accrual leave taken.
first time in the year of birth and for the last
period end date (year-end), time in the year in which it reaches the age
For a fixed-term employee,
as well as the number of of sixteen. For each child that is born during
whose contract ends dur-
days of unpaid leave and the year, the HR Administrator needs to run
ing the accrual year, the
military leave taken. the accrual calendar manually to regener-
number of eligible days ate the annual leave quota.
For a fixed-term employee, takes into account the
whose contract ends in the number of days from year Manual adjustment of the annual leave accrual
hiring year, the number of start till the contract end can be done in case of:
eligible days takes into ac- date, as well as the number
count the number of days of days of unpaid leave and
• dedicated jobs, as defined by the customer,

between the hire date and military leave taken.

• risky/dangerous jobs,

the contract end date, as • disabled children.

The result of the calcula-
well as the number of days For the latter two, forms need to be filled by the
tion is rounded up or down;
of unpaid leave and military employee and validated by the HR department,
precision is 0 and thresh-
leave taken. after which the annual leave quota can be ad-
old 0.5.
justed manually.
The result of the calculation
is rounded up or down; pre-
 Note
cision is 0 and threshold
0.5. For details on the manual adjustment pro-
cedure, refer to Adjust Employee Entitle-
ments Manually [page 141].

Sick Post 15 days of sick leave Post 15 days of sick leave

Leave for all employees on a for all employees on a
yearly basis. The accrual yearly basis. The accrual
amount is fixed. amount is fixed.

Manage Time-Off: Test Script

Prerequisites PUBLIC 95
Time Ac- Accrual in Subsequent
count Type Accrual in Hiring Year Years Additional Information

Study The quota for study leave is customer-defined. The HR Ad-hoc time account type
Leave Administrator creates the Study Leave time account
manually for the employee and adds the appropriate en-
titlement to the time account. The balance is given in
hours. As only full day booking is allowed, the granted
balance should be a multiple of the Average Hours Per
Day. The Average Hours Per Day can be taken from the
employee’s Work Schedule Details. To create the account
and add the balance, the HR Administrator needs to
proceed as described in process step Adjust Employee
Entitlements Manually [page 141].

Father's The HR Administrator creates the Father’s Leave time Ad-hoc time account type
Leave account manually, upon request, when a child is born,
and adds a balance of 5 days in case of a single child, or
7 days in case of twins. As the balance is given in hours,
the HR Administrator needs to post a value of 5 (or 7)
times the Average Hours Per Day. The Average Hours Per
Day can be taken from the employee’s Work Schedule
Details. The balance must be used within 2 months from
the child’s birth.

Before creating the account and granting the balance,

the HR Administrator should check both that the reques-
ter is a male employee, as well as the provided docu-
ments, for example, the birth certificate.

To create the account and add the balance, the HR Ad-

ministrator needs to proceed as described in process
step Adjust Employee Entitlements Manually [page 141].

Prep. The HR Administrator creates the Prep. Leave for Adop- Ad-hoc time account type
Leave for tion time account manually, upon request, when a child
Adoption adoption is in progress. The balance to be added is 10
days per calendar year. As the balance is given in hours,
the HR Administrator needs to post a value of 10 times
the Average Hours Per Day. The Average Hours Per Day
can be taken from the employee’s Work Schedule Details.

Before creating the account and granting the balance,

the HR Administrator should check that an adoption
process is indeed ongoing.

To create the account and add the balance, the HR Ad-

ministrator needs to proceed as described in process
step Adjust Employee Entitlements Manually [page 141].

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

96 PUBLIC Prerequisites
India (IND)

Time Ac- Accrual in Subse-

count Type Accrual in Hiring Year quent Years

IND The employee's vacation accrual depends on whether he or she was hired on or Accrual amount is
Vacation before the 15th of the month. The accrual frequency is annually. The employee based on a seniority
gets 1 day vacation per month from hire date until accrual period end date if the lookup table.
employee is hired on or before the 15th of a month. If the employee is hired after the
15th, the employee gets for the hiring month only 0.5 days of vacation; for the follow
up months till end of accrual period, he or she gets 1 day vacation per month.

Go back to original topic in View Employee Time Account Data [page 60]

Indonesia (IDN)

Time Account Target Em- Accrual in Subse-

Type ployee Group Accrual in Hiring Year quent Years Additional Information

IDN_Annual Generated for Post amount in line with Accrual amount is

_Leave employees hav- the seniority and pay grade based on the seniority
ing time profile look up table and prorate and pay grade lookup
Time based on the hire date by table.
Account taking into account if the
Generic employee is hired on, be-

Profile fore or after the 15th of

the month. If the hire date
(IDN).
is on or before the 15th
of month, the amount is
prorated based on the ra-
tio between (# months till
end of year including hiring
month) and 12 months. If
the hire date is after the
15th of month, the amount
is prorated based on the ra-
tio between (# months till
end of year excluding hiring
month) and 12 months. The
result will be rounded to 0.5
decimal.

Manage Time-Off: Test Script

Prerequisites PUBLIC 97
Time Account Target Em- Accrual in Subse-
Type ployee Group Accrual in Hiring Year quent Years Additional Information

IDN_Annual Generated for Post a number of days The accrual rule • In case the seniority of
employees hav- based on the value of cus- uses the custom the employee changes dur-
_Leave2
ing the year, the accrual
ing time profile tom field Accrual Eligibility field Accrual Eligibility
amount will be averaged
Generic (IDN). The posted amount (IDN) and accruals are
out. An off cycle event
Profile 2 depends on the number of averaged out if there is batch is defined, which
(IDN). days from hire date till ac- a change of seniority runs on a daily basis. Once
crual period end date and midway. the seniority changes to
will be rounded to 0.5 deci- 5/10/15/20 years, a new
mal. record (having event rea-
son Data Change) is in-
serted automatically in the
employee's job information
history with the accrual eli-
gibility as per the seniority
look up table. The annual
leave balance will be aver-
aged out accordingly.
• In case the pay grade of
the employee changes dur-
ing the year, the accrual
amount will be averaged
out as well.

A calculation example for annual

leave balance adaption in case
of a seniority change during the
year is given below this table.

IDN_Sick Generated for all Post 6 days for all employ- Post 6 days for all em-
Leave employees. ees on a yearly basis. The ployees on a yearly
accrual amount is fixed. basis. The accrual
amount is fixed.

 Tip

Calculation example for IDN_Annual_Leave2 balance adaption in case the seniority changes during the
year:

Employee hired on July 1st, 2016, with pay grade Salary Grade 3 (GR-3)

1. Based on the seniority and pay grade lookup table, the accrual eligibility in the first 5 years of service is
12. The annual leave accrual in the hiring year is 6 days, while in the subsequent years, including 2021,
it will be 12 days for each year.

 Note

During real-time testing, you can use the Time Account Process Simulator to simulate the accrual in
the years since hiring.

2. On July 1st, 2021, the employee reaches a seniority of over 5 years, which is accompanied by a change
in accrual eligibility. The accrual eligibility becomes 13 as per the seniority and pay grade lookup table.
As result, the annual leave accrual for 2021 is averaged out as follows: the accrual amount is calculated

Manage Time-Off: Test Script

98 PUBLIC Prerequisites
 as (181 * 12) / 365 + (184 * 13) / 365, with 181 being the # of days during 2021 with accrual eligibility
12, 184 the # of days during 2021 with accrual eligibility 13, and 365 the # of days of year 2021. This
gives 12.504109, which is rounded to 12.5 days.

Go back to original topic in View Employee Time Account Data [page 60]

Ireland (IRL)

Time Account
Type Accrual in Hiring Year Accrual in Subsequent Years Additional Information

Annual / Full-time employees are entitled Post on an annual basis a fixed In case the employee was on
Vacation to 26 days of annual leave per amount of 26 days for a full-time paid or unpaid maternity leave,
Leave year, part-time employees are en- employee and 21 days for a part- or on paid sick leave during the
titled to 21 days of annual leave time employee. year, the bookable period for the
per year. entire annual leave quota is ex-

The employee's annual leave ac- tended to March 31st of the sub-
crual depends on whether the sequent year.
hiring date is before or after the
Else, a maximum of 5 days can
16th day of the month. If the em-
ployee is hired before or on the be used till March 31st of the
16th day of the month, the full ac- subsequent year.
crual amount is granted for the
Extension of the bookable pe-
hiring month (2.1666 in case of a
full-time employee, 1.75 in case of riod is obtained by running
a part time employee). If the em- the Interim Account Update
ployee is hired after the 16th day scenario in Manage Time Off
of the month, no accrual amount Calendars.
is granted for the hiring month.

Give Time Post 2 days of given time leave Post 2 days of given time leave The time account type is valid
Leave for all employees on a yearly ba- for all employees on a yearly ba- from January 1st till December
sis. The accrual amount is fixed. sis. The accrual amount is fixed. 31st.

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

Prerequisites PUBLIC 99
Italy (ITA)

Additional Infor-
Time Account Type Accrual in Hiring Year Accrual in Subsequent Years mation

ITA Vacation • For employees having • Post 22 days fixed amount per The remaining bal-
• employee class year for employees having ance is carried
Employee(ITA) and one • employee class over on June
of following employment Employee(ITA) and 30th to the
types: Salaried(ITA), one of following time account type
Hourly(ITA), employment types:
ITA Previous
Director(ITA), or Salaried(ITA),
Hourly(ITA), Vacation.
• employee class Fixed
Term(ITA) and one Director(ITA), or
of following employment • employee class Fixed
types: Salaried(ITA), Term(ITA) and
Hourly(ITA), one of following
post 22 days fixed amount per year employment types:
and prorate according to number of Salaried(ITA),
months worked in the hire year. Take Hourly(ITA)
into account if employee is hired be-
• For employees hav-
fore or after the 15th of the month.
ing employee class
• For employees having employee class
Employee(ITA) and
Employee(ITA) and employment employment type
type Executive(ITA), post 29
Executive(ITA), post 29
days fixed amount per year and pro-
days fixed amount per year.
rate according to number of months
worked in the hire year. Take into ac-
count if employee is hired before or
after the 15th of the month.

ITA Death/ Post 3 days for all employees on a yearly Post 3 days for all employees on a The remaining bal-
Serious Family basis. The accrual amount is fixed. yearly basis. The accrual amount is ance is not carried
Reasons fixed. forward.
Permits

ITA Serious Post 730 days for all employees. The ac- None Permanent time
Personal/ crual amount is fixed. account type
Family Reasons
Leave

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

100 PUBLIC Prerequisites
Japan (JPN)

Time Account Target Employee Accrual in Subsequent

Type Group Accrual in Hiring Year Years Additional Information

JPN Annual All employees Post 11 days fixed Post 11 days fixed The annual leave quota is valid 2
Leave amount. amount and increase calendar years. Once the two years
amount according to are over, the interim calendar run
seniority table. After 6 reduces the quota to zero and car-
years of employment, ries the remaining balance over to
the maximum number the permanent time account type
of 20 days will be JPN Accumulated Leave.
reached.

JPN All employees None The annual leave bal- The balance available for time ac-
Accumulate ance, which is left count type JPN Accumulated
d Leave over after two calendar Leave should not exceed 30 days.
years, is carried over to So as default, 30 days are added to
this time account type. the account. If it exceeds 30, or X
number of days have to be transfer-
red, you need to reduce it manually.
Proceed as described in process
step Adjust Employee Entitlements
Manually [page 141].

JPN Generated at 5 days of carer's leave Post 5 days of carer's The time off calendar for time
Carer's the beginning of are posted only for leave for all employees account type JPN Carer's
Leave the year for those employees, for on a yearly basis. The Leave needs to be run manually
all employees whom the hiring date accrual amount is fixed. every year on January 1st.
having time pro- is same as or before
file Generic the accrual run date.
Profile
(JPN) who are
already in the sys-
tem.

JPN Hourly All employees Calculate daily work- Calculate daily working In case the employee has been hired
Leave having time pro- ing hours (as taken hours (as taken from some years back and you have exe-
file Generic from work schedule) work schedule) and cuted Option 1 described in step
Profile and round up. Then round up. Then multiply #5a of preliminary step Maintain
(JPN). multiply with number with number of working Employee Time Information Fields,
of working days per days per week (5). accruals will be generated both for
week (5). the hiring and the current year. As
the remaining balance is not carried
forward, you need to reduce the bal-
ance for the hiring year manually
to zero. Proceed as described in
process step Adjust Employee Enti-
tlements Manually [page 141].

Manage Time-Off: Test Script

Prerequisites PUBLIC 101
Time Account Target Employee Accrual in Subsequent
Type Group Accrual in Hiring Year Years Additional Information

JPN Long Posted only for Post 5 additional vaca- The granted days are not carried
Service employees after tion days for the cal- over to the next year. Any not taken
Leave completion of at endar year, in which day during the calendar year will be
least 10 years the employee’s senior- lost.
of service. This ity turns 10, 20, 30, 40
means, that for or 50 years. The accrual
long service leave, amount is fixed.
the available bal-
ance is 0 until the
completion of 10
years of service.

JPN All female Post 12 days of men- Post 12 days of men- In case the employee has been hired
Menstrual employees hav- strual leave for female strual leave for female some years back and you have exe-
Leave ing time pro- employees on a yearly employees on a yearly cuted Option 1 described in step
file Generic basis. The accrual basis. The accrual #5a of preliminary step Maintain
Profile amount is fixed. amount is fixed. Employee Time Information Fields,
(JPN). accruals will be generated both for
the hiring and the current year. As
the remaining balance is not carried
forward, you need to reduce the bal-
ance for the hiring year manually
to zero. Proceed as described in
process step Adjust Employee Enti-
tlements Manually [page 141].

JPN Sick All employees Post 5 days of sick Post 5 days of sick leave In case the employee has been hired
Leave having time pro- leave for all employ- for all employees on some years back and you have exe-
file Generic ees on a yearly basis. a yearly basis. The ac- cuted Option 1 described in step
Profile The accrual amount is crual amount is fixed. #5a of preliminary step Maintain
(JPN). fixed. Employee Time Information Fields,
accruals will be generated both for
the hiring and the current year. As
the remaining balance is not carried
forward, you need to reduce the bal-
ance for the hiring year manually
to zero. Proceed as described in
process step Adjust Employee Enti-
tlements Manually [page 141].

JPN Summer Generated for all Post 3 days of vaca- Post 3 days of vacation The time off calendar for time
Vacation employees who tion for all employees for all employees who account type JPN Summer
are active on July who are active on July are active on July 1st. Vacation needs to be run man-
1st. 1st. The entitlement is The entitlement is valid ually every year on July 1st.
valid for 3 months (till for 3 months (till end of
end of September). September).

JPN All employees Post 5 days of volun- Post 5 days of volunteer The granted days are not carried
Volunteer having time pro- teer leave for all em- leave for all employees over to the next year. Any not taken
Leave file Generic ployees on a yearly on a yearly basis. The day during the calendar year will be
Profile basis. The accrual accrual amount is fixed. lost.
(JPN). amount is fixed.

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

102 PUBLIC Prerequisites
Kingdom of Saudi Arabia (SAU)

Time Ac- Additional

count Type Accrual in Hiring Year Accrual in Subsequent Years Information

Annual Post 25 days of annual leave for all employees Post 25 days of annual leave for all employ-
Leave on a yearly basis. The accrual amount is fixed. ees on a yearly basis. The accrual amount is
fixed.

Sick Employees are entitled to 120 days of sick leave in a sickness year. The sickness year starts on Ad-hoc time
Leave the start date of the first sick leave. For details on the process refer to chapter Sick Leave (for account
(SAU) the Kingdom of Saudi Arabia only) [page 650]. type

Go back to original topic in View Employee Time Account Data [page 60]

Kuwait (KWT)

Time Account Accrual in Hiring Accrual in Subse-

Type Year quent Years Additional Information

Annual Post a fixed accrual Post a fixed accrual The annual leave balance for a year is maximum 30 days. It
Leave amount of 0.082 amount of 0.082 is accrued on a daily basis, so the employee will see only the
(KWT) days of annual leave days of annual leave available balance as of today. The employee can consume
on a daily basis. on a daily basis. the entire annual leave balance in advance; in that case, the
balance as of today goes negative.

In case the employee is terminated during the year, you

need to do a manual recalculation such that the employee
gets less vacation in the termination year.

In case the employee has consumed the entire annual leave

balance in advance, and is then terminated, payroll needs to
be adapted manually by inserting a one-time deduction.

Sick Leave Post 75 days of sick Post 75 days of A certain percentage of the sick leave is paid, the rest is
(KWT) leave for all employ- sick leave for all em- unpaid. The percentage of paid and unpaid sick leave is
ees on a yearly basis. ployees on a yearly handled directly in the payroll system.
The accrual amount basis. The accrual
is fixed. amount is fixed.

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

Prerequisites PUBLIC 103
Malaysia (MYS)

Target Employee Accrual in Hiring Accrual in Subse-

Time Account Type Group Year quent Years Additional Information

MYS Annual Generated for em- Post # of annual Accrual amount is A calculation example for an-
Leave ployees having time leave days obtained based on the seniority nual leave balance in the hir-
(MYS_Annual_Lea profile Generic by multiplying the and pay grade lookup ing year is given below this ta-

ve) Profile (MYS). eligible amount, as table. ble.

given by the senior-
ity and pay grade
lookup table, with
the ratio between
period from hire
date until accrual
period end date and
# of days of the hir-
ing year. The result
will be rounded to
0.5 decimal.

MYS Annual Generated for em- Post a number of The accrual rule • In case the seniority of
ployees having time days based on the uses the custom the employee changes
Leave
during the year, the ac-
(MYS_Annual_Lea profile Generic value of custom field field Accrual Eligibility
crual amount will be
Profile 2 Accrual Eligibility (MYS) and accruals
ve_2) averaged out. An off cy-
(MYS). (MYS). The posted are averaged out if cle event batch is de-
amount depends on there is a change of fined, which runs on a
the number of days seniority midway. daily basis. Once the se-
from hire date till niority changes to three
accrual period end or five years, a new re-
cord (having event rea-
date and will be
son Data Change) is
rounded to 0.5 deci-
inserted automatically in
mal.
the employee's job infor-
mation history with the
accrual eligibility as per
the seniority look up ta-
ble. The annual leave bal-
ance will be averaged out
accordingly.
• In case the pay grade
of the employee changes
during the year, the ac-
crual amount will be
averaged out as well.

A calculation example for an-

nual leave balance adaption
in case of a seniority change
during the year is given below
this table.

Manage Time-Off: Test Script

104 PUBLIC Prerequisites
 Target Employee Accrual in Hiring Accrual in Subse-
Time Account Type Group Year quent Years Additional Information

MYS Sick Leave Generated for all Fixed accrual Fixed accrual amount
employees. amount based on based on the employ-
the employee's se- ee's seniority.
niority.

MYS Generated for all Post 60 days on Post 60 days on a

Hospitalization employees. a yearly basis. The yearly basis. The ac-
Leave accrual amount is crual amount is fixed.
fixed.

MYS This time account type is relevant when an employee works on Ad-hoc time account type
Compensation a public holiday or on non-working days. Once the employee is
Leave entitled to compensation leave, the HR Administrator creates the
Compensation Leave time account manually for the employee and
adds the appropriate entitlement to the time account. For this, the
HR Administrator needs to proceed as described in process step
Adjust Employee Entitlements Manually [page 141].

 Tip

Calculation example for MYS Annual Leave (MYS_Annual_Leave) in the hiring year:

Employee hired on January 25th, 2021, with pay grade Salary Grade 15 (GR-15)

1. Hire year seniority is calculated as 0.

2. Seniority Lookup table is read, and it gives an amount of 15 as per seniority and pay grade.
3. The accrual amount is calculated as 341 (year end date minus hiring date) divided by 365 (# of days of
year 2021) and multiplied by 15 (amount). This gives 14.01.
4. Value 14.01 is then passed to the rounding lookup and the correct amount of 14 days is obtained.

 Tip

Calculation example for MYS Annual Leave (MYS_Annual_Leave_2) balance adaption in case the
seniority changes during the year:

Employee hired on July 1st, 2018, with pay grade Salary Grade 15 (GR-15)

1. Based on the seniority and pay grade lookup table, the accrual eligibility in the first 3 years of service is
15. The annual leave accrual in the hiring year is 7.5 days, while in the years 2019, 2020, and 2021 it
will be 15 days for each year.

 Note

During real-time testing, you can use the Time Account Process Simulator to simulate the accrual in
the years since hiring.

2. On July 1st 2021, the employee reaches a seniority of over 3 years, which is accompanied by a change
in accrual eligibility. The accrual eligibility becomes 18 as per the seniority and pay grade lookup table.
As result, the annual leave accrual for 2021 is averaged out as follows:
• The accrual amount is calculated as (181 * 15) / 365 + (184 * 18) / 365, with 181 being the # of
days during 2021 with accrual eligibility 15, 184 the # of days during 2021 with accrual eligibility
18, and 365 the # of days of year 2021. This gives 16.5123.

Manage Time-Off: Test Script

Prerequisites PUBLIC 105
 • Value 16.5123 is then passed to the rounding lookup and the correct amount of 16.5 days is
obtained.

Go back to original topic in View Employee Time Account Data [page 60]

Mexico (MEX)

Time Account Type Accrual in Hiring Year Accrual in Subsequent Years

MEX Vacation Post a number of days in line with the Post a number of days in line with the
seniority lookup table. The start date seniority lookup table. The start date
of the time account coincides with the of the time account coincides with the
employee's service anniversary date, employee's service anniversary date;
the end date is one day before the next the end date is one day before the next
service anniversary. service anniversary.

MEX Prima Vacacional Post a number of days based on look Post a number of days based on look
up tables for prima percentage and se- up tables for prima percentage and se-
 Note niority. The start date of the time ac- niority. The start date of the time ac-
count coincides with the employee's count coincides with the employee's
This time account type accrues a service anniversary date; the end date service anniversary date; the end date
percentage of the balance from the is one day before the next service anni- is one day before the next service anni-
MEX Vacation time account; versary. versary.
see below Tip for some sample data.
The prima vacacional is paid out
at every booking period end date
based on the prima percentage look
up table and standard rate main-
tained in work schedule and pay
component group. In addition, the
time account is closed after the pe-
riod-end processing run. Details can
be found here [page 595].

 Tip

Sample for prima vacacional:

Employee 1 Employee 2 Employee 3

Seniority 1 year 5 years 15 years

Vacation Accrual Amount 12 20 24

Prima Percentage 25% 40% 30%

Accrual Amount of Prima 3 8 7.2

Vacacional

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

106 PUBLIC Prerequisites
Netherlands (NLD)

Accrual in Subsequent
Time Account Type Accrual in Hiring Year Years Additional Information

Statutory Leave Post an amount of 4 times Post an amount of 4 In case the employee
the average hours per week times the average hours changes during the year
 Note as maintained in the work per week as maintained his or her working hours
schedule of the employee. in the work schedule of per week, the accrual
The statutory leave is the legally
The posted amount depends the employee. amount will be averaged
required minimum leave granted
on the number of days from out.
to employees in the Netherlands.
hire date till accrual period
end date.

Non-Statutory Leave Post accruals based on the Post accruals based In case the employee
seniority and the value of the on the seniority and changes during the year
 Note appropriate Accrual Amount the value of the appro- his or her working hours
Seniority Level # field. The priate Accrual Amount per week, the accrual
In addition to the legally required
posted amount depends on Seniority Level # field. amount will be averaged
minimum leave (statutory leave),
the number of days from hire The unit of the posted out.
employees in the Netherlands
date till accrual period end amount is hours.
can also be granted additional
date. The unit of the posted
non-statutory leave. This is leave
amount is hours.
over and above the minimum re-
quired amount of leave.

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

Prerequisites PUBLIC 107
Oman (OMN)

Time Account Accrual in Hiring Accrual in Subsequent

Type Year Years Additional Information

Annual Post a fixed accrual Post a fixed accrual A maximum number of days of the remaining balance
Leave amount on a daily ba- amount on a daily ba- from the previous year is carried over to the subsequent
sis. The granted ac- sis. The granted accrual year. The maximum number depends on the employees’
crual amount is de- amount is dependent pay grade and cannot exceed the specified accrual bal-
pendent on the em- on the employees’ pay ance limit. Once the specified accrual balance limit is
ployees’ pay grade. grade. In case the em- exceeded, no annual leave will be accrued anymore in
In case the employee ployee has requested that year. This means, that the daily accrual amount
has requested unpaid unpaid leave, special will be zero starting the day the accrual balance limit
leave, special unpaid unpaid leave, or unpaid specific for the employee’s pay grade is reached.
leave, or unpaid child child care leave in a
In case the employees’ pay grade changes during the
care leave in a speci- specified time frame
year, the daily accrual amount is granted/recalculated
fied time frame dur- during the year, no an-
accordingly starting on the date the pay grade changes
ing the year, no an- nual leave will be ac-
take effect.
nual leave will be crued during that leave.
accrued during that The employee can consume only the annual leave bal-
leave. ance as available on the start date of the leave.

Sick Leave Post 182 days of sick Post 182 days of sick The sick leave is divided from payment perspective into
leave for all employ- leave for all employees four segments, during which the employee is entitled
ees on a yearly basis. on a yearly basis. The to a given percentage of their salary. The payment seg-
The accrual amount accrual amount is fixed. ments are handled directly in the payroll system.
is fixed.

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

108 PUBLIC Prerequisites
Philippines (PHL)

Accrual in
Target Employee Subsequent
Time Account Type Group Accrual in Hiring Year Years Additional Information

PHL Vacation Generated for em- Post in the hiring month an Post 1.25 days Calculation example for va-
Leave ployees having amount obtained by multi- of vacation cation leave accrual in the
(PHL_VACATION_L monthly time pro- plying 1.25 by the ratio be- leave at the hiring month: Employee hired

EAVE) file Generic tween (# of days of the start of each on August 10th, 2021:
Profile (PHL) hiring month minus day of month on a 1. (# of days of hiring
(PHL_Generic_ hire plus 1) and the # of monthly basis. month) - (day of hire) + 1
Profile). days of the hiring month. The accrual = 31 – 10 + 1 =22
For all subsequent months amount is 2. # of days of hiring month
post 1.25 days at the start fixed. = 31
of each month. 3. 1.25 * (22/31) =
0.8870967742 days

PHL Sick Leave Generated for em- Post in the hiring month an Post 1.25 days
(PHL_SICK_LEAVE ployees having amount obtained by multi- of sick leave at
) monthly time pro- plying 1.25 by the ratio be- the start of
file Generic tween (# of days of the each month on
Profile (PHL) hiring month minus day of a monthly ba-
(PHL_Generic_ hire plus 1) and the # of sis. The ac-

Profile). days of the hiring month. crual amount

For all subsequent months is fixed.
post 1.25 days at the start
of each month.

Manage Time-Off: Test Script

Prerequisites PUBLIC 109
 Accrual in
Target Employee Subsequent
Time Account Type Group Accrual in Hiring Year Years Additional Information

PHL Vacation Generated for em- Post an amount obtained Post a fixed Calculation example for va-
Leave ployees having an- by multiplying 15 by the ra- amount of 15 cation leave accrual in the
(PHL_VACATION_L nual time profile tio between (# of months days on annual hiring year:
from hire to end of year) basis.
EAVE_2) Generic • Employee hired on Janu-
Profile 2 and 12. If the hire date is ary 25th, 2021: (hiring
(PHL) between 1st and 15th of month considered as half
(PHL_Generic_ the month, consider the month)
hiring month as whole. If 1. (# of months from
Profile_2).
the hire date is after 15th hire to end of year) =
of the month, consider 11
the hiring month as half 2. hiring month is con-
month. sidered as half = 0.5
3. 15*[(11 +
0.5)/12] =
14.375 = 14.37
• Employee hired on April
14th, 2021: (hiring month
considered as whole)
1. (# of months from
hire to end of
year, including hiring
month) = 9
2. 15*(9/12) = 11.25

PHL Sick Leave Generated for em- Post an amount obtained Post a fixed
(PHL_SICK_LEAVE ployees having an- by multiplying 15 by the ra- amount of 15
_2) nual time profile tio between (# of months days on annual
Generic from hire to end of year) basis.
Profile 2 and 12. If the hire date is
(PHL) between 1st and 15th of
(PHL_Generic_ the month, consider the
hiring month as whole. If
Profile_2).
the hire date is after 15th
of the month, consider
the hiring month as half
month.

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

110 PUBLIC Prerequisites
Republic of Korea (KOR)

Target Employee Accrual in Hiring Accrual in Subse-

Time Account Type Group Year quent Years Additional Information

KOR Annual Generated for em- Post # of annual Accrual amount is A calculation example for an-
Leave ployees having time leave days obtained based on the seniority nual leave balance in the hir-
(KOR_Annual_Lea profile Generic by multiplying the and pay grade lookup ing year is given below this ta-

ve) Profile (KOR). eligible amount, as table. ble.

given by the senior-
ity and pay grade
lookup table, with
the ratio between
period from hire
date until accrual
period end date and
# of days of the hir-
ing year. The result
will be rounded to
0.5 decimal.

KOR Annual Generated for em- Post a number of The accrual rule • In case the seniority of
ployees having time days based on the uses the custom the employee changes
Leave
during the year, the ac-
(KOR_Annual_Lea profile Generic value of custom field field Accrual Eligibility
crual amount will be
Profile 2 Accrual Eligibility (KOR) and accruals
ve_2) averaged out. An off-cy-
(KOR). (KOR). The posted are averaged out if cle event batch is de-
amount depends on there is a change of fined, which runs on a
the number of days seniority midway. daily basis. Once the se-
from hire date till niority changes to three
accrual period end or five years, a new re-
cord (having event rea-
date and will be
son Data Change) is
rounded to 0.5 deci-
inserted automatically in
mal.
the employee's job infor-
mation history with the
accrual eligibility as per
the seniority look up ta-
ble. The annual leave bal-
ance will be averaged out
accordingly.
• In case the pay grade
of the employee changes
during the year, the ac-
crual amount will be
averaged out as well.

A calculation example for an-

nual leave balance adaption
in case of a seniority change
during the year is given below
this table.

Manage Time-Off: Test Script

Prerequisites PUBLIC 111
 Target Employee Accrual in Hiring Accrual in Subse-
Time Account Type Group Year quent Years Additional Information

KOR Medical Generated for all Post 5 days on a Post 5 days on a

Leave employees. yearly basis. The yearly basis. The ac-
accrual amount is crual amount is fixed.
fixed.

KOR This time account type is relevant when an employee works on Ad-hoc time account type
Compensatory public holiday(s). The multiple time off in lieu configuration as
Leave delivered within the SAP Best Practices solution for Timesheet
is to be used to obtain the correct number of days of compen-
satory leave the employee is entitled to. For testing the process
described in this test script, the HR Administrator can proceed as
described in process step Adjust Employee Entitlements Manually
[page 141].

 Tip

Calculation example for KOR Annual Leave (KOR_Annual_Leave) in the hiring year:

Employee hired on February 6th, 2023, with pay grade Salary Grade 2 (GR-2)

1. Hire year seniority is calculated as 0.

2. Seniority Lookup table is read, and it gives an amount of 9 as per seniority and pay grade.
3. The accrual amount is calculated as 329 (year end date minus hiring date) divided by 365 (# of days of
year 2023) and multiplied by 9 (amount). This gives 8.1123.
4. Value 8.1123 is then passed to the rounding lookup and the correct amount of 8.5 days is obtained.

 Tip

Calculation example for KOR Annual Leave (KOR_Annual_Leave_2) balance adaption in case the
seniority changes during the year:

Employee hired on August 8th, 2020, with pay grade Salary Grade 5 (GR-5)

1. Based on the seniority and pay grade lookup table, the accrual eligibility in the first 3 years of service is
9. The annual leave accrual in the hiring year is 4 days, while in the years 2021, 2022, and 2023 it is 9.5
days for each year.

 Note

During real-time testing, you can use the Time Account Process Simulator to simulate the accrual in
the years since hiring.

2. On August 8th, 2023, the employee reaches a seniority of over 3 years, which is accompanied by
a change in accrual eligibility. The accrual eligibility becomes 12 as per the seniority and pay grade
lookup table. As result, the annual leave accrual for 2023 is averaged out as follows:
• The accrual amount is calculated as (219 * 9) / 365 + (146 * 12) / 365, with 219 being the # of
days during 2023 with accrual eligibility 9, 146 the # of days during 2023 with accrual eligibility 12,
and 365 the # of days of year 2023. This gives 10.2.
• Value 10.2 is then passed to the rounding lookup and the correct amount of 10.5 days is
obtained.

Manage Time-Off: Test Script

112 PUBLIC Prerequisites
Go back to original topic in View Employee Time Account Data [page 60]

Singapore (SGP)

Time Account Accrual in Subsequent

Type Accrual in Hiring Year Years Additional Information

SGP Annual An employee is entitled to min- An employee is entitled

Leave imum 7 days, with 1 additional to minimum 7 days, with
day per year up to a maximum 1 additional day per year
of 14 days. Prorate amount up to a maximum of 14
based on days worked in hire days, based on a seniority
year. lookup table.

SGP Sick Post 14 days fixed amount. Post 14 days of sick leave
Leave for all employees on a
yearly basis. The accrual
amount is fixed.

SGP Post 46 days fixed amount (60 Post 46 days of hospital-

Hospitalisat in total including sick leave isation leave for all em-
ion Leave quota). ployees on a yearly basis
(60 in total including sick
leave quota). The accrual
amount is fixed.

SGP Time account type is gener- Post number of days of Time account type is generated for all
Childcare ated with a number of days childcare leave as per stat- employees. In case no child data is
Leave (quota) as per statutory regula- utory regulation based on maintained in the system yet, the quota
tion based on age and nature age and nature of citizen- is 0 days.
of citizenship of youngest de- ship of youngest depend-
Quota is generated if employee has
pendent, as well as on service ent.
child(ren) up to 7 years old and the
length of employee in the hir-
child data has been maintained in the
ing year. In order to accrue the
system.
quota in the hiring year, the
employee must have at least 3 If a child is born during the calendar
months of service in the com- year and appropriate data has been
pany. maintained in the system, the accrual
of childcare leave needs to be run man-
ually, as described here [page 706].

Manage Time-Off: Test Script

Prerequisites PUBLIC 113
Time Account Accrual in Subsequent
Type Accrual in Hiring Year Years Additional Information

SGP Extended Time account type is generated Post fix number of days Time account type is generated for all
Childcare with a fixed number of days of extended childcare leave employees. In case no child data is
Leave (quota) as per statutory regula- as per statutory regulation maintained in the system yet, the quota
tion based on age and nature based on age and nature of is 0 days.
of citizenship of youngest de- citizenship of youngest de-
Quota is granted if employee has
pendent. In order to accrue the pendent.
child(ren) between 7 and 12 years old.
quota in the hiring year, the
employee must have at least 3 If child-related data is maintained after
months of service in the com- implementation of Time Off, the accrual
pany. of extended childcare leave needs to be
run manually, as described here [page
706].

SGP Time account type is generated with an amount of 0 days. Time account type is generated for all
Maternity Once the employee is entitled to maternity leave, the HR employees; amount should be added for
Leave (Last Administrator needs to add manually, as per existing statu- female employees only! The female em-

8 Weeks) tory regulation, a leave quota of 40 days. For this, he or ployee takes the first 8 weeks of mater-
she needs to proceed as described in process step Adjust nity leave as a block. After the delivery,
Employee Entitlements Manually [page 141]. she informs the company and maintains
the dependent (child) information in the
system. After this, the HR Administra-
tor adjusts manually the SGP Maternity
Leave (Last 8 Weeks) time account type,
by granting 40 days to the employee.

SGP Time account type is generated with an amount of 0 days. Time account type is generated for all
Paternity Once the employee is entitled to paternity leave, the HR Ad- employees; amount should be added for
Leave ministrator needs to add manually, as per existing statutory male employees only!
regulation, a leave quota of 10 days. For this, he or she needs
to proceed as described in process step Adjust Employee
Entitlements Manually [page 141].

SGP Shared Time account type is generated with an amount of 0 days. Time account type is generated for all
Parental Once the employee is entitled to shared parental leave, the employees; it is relevant for both male
Leave HR Administrator needs to add manually the leave quota as and female employees. The amount
per existing statutory regulation. For this, he or she needs of days to be added depends on the
to proceed as described in process step Adjust Employee arrangement between the parents to
Entitlements Manually [page 141]. share the leave. The employee will sub-
mit the letter with the details.

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

114 PUBLIC Prerequisites
Slovenia (SVN)

Time Ac- Additional Infor-

count Type Accrual in Hiring Year Accrual in Subsequent Years mation

Vacation Post # of vacation days obtained by The accrual amount is given by the sum of the
(SVN) multiplying the eligible amount, as sub-quotas as persisted in the Vacation Quotas
given by the sum of the sub-quotas per Employee SVN object instance. At the begin-
as persisted in the Vacation Quotas ning of each year, before the vacation accrual
per Employee SVN object instance, calendar is run, the integration center, which
with the ratio between period from updates the Vacation Quotas object instance
hire date until accrual period end for the employee, needs to run upfront. For de-
date and # of days of the hiring tails refer to chapter Vacation Eligibility in Subse-
year. The result will be rounded to quent Years (for Slovenia only) [page 720] in the
0.5 decimal. Appendix.

Study The quota for study leave is customer-defined. The HR Administrator creates, upon Ad-hoc time ac-
Leave request from the employee, the Study Leave time account manually for the employee count type
and adds the appropriate number of days to the time account. For this, the HR Admin-
istrator needs to proceed as described in process step Adjust Employee Entitlements
Manually [page 141].

Go back to original topic in View Employee Time Account Data [page 60]

South Africa (ZAF)

Time Account Type Accrual in Hiring Year Accrual in Subsequent Years

Annual Leave Post fixed amount of 1.25 days per month of Post fixed amount of 1.25 days per month of
Monthly annual leave for all employees on a monthly annual leave for all employees on a monthly
basis. basis.

Sick Leave There are 3-year sick leave cycles based on legislation. The cycles begin at the employee’s
hire date. The employee may take the number of days he or she would normally work in a
6-week period for sick leave on full pay in the 3-year period.

Family Post 3 days of family responsibility leave for Post 3 days of family responsibility leave for
Responsability all employees on a yearly basis. The accrual all employees on a yearly basis. The accrual
Leave amount is fixed. amount is fixed.

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

Prerequisites PUBLIC 115
Spain (ESP)

Accrual in Subse-
Time Account Type Target Employee Group Accrual in Hiring Year quent Years

ESP Vacation Generated for employees having time pro- Post 30 days fixed amount per Post 30 days fixed
file Generic Profile (ESP). year. Prorate amount based on amount per year.
days worked in hire year.

ESP Vacation Generated for employees having time pro- Post 30 days fixed amount per Post 30 days fixed
Natural Days file Generic Profile Natural year. Prorate amount based on amount per year.
Days (ESP). days worked in hire year.

Go back to original topic in View Employee Time Account Data [page 60]

Sweden (SWE)

 Note

The vacation year is from April 1st to March 31st.

 Tip

Refer to the Time Off workbook for Sweden for concrete examples of calculating the balances for the
different time account types!

 Tip

For testing the accruals of the different time account types, we recommend hiring employees two years
back. Please note, that when hiring employees in the past, the creation of recurring time accounts valid for
years lying in the past, as well as the accrual on these accounts need to be run manually via Manage Time
Off Calendars.

Manage Time-Off: Test Script

116 PUBLIC Prerequisites
 Time Account
Type Accrual in Hiring Year Accrual in Subsequent Years Additional Information

Accruals Post each month a Post each month a number of vaca- The validity period of the account
(Sweden) number of vacation tion days obtained by multiplying the type is from April 1st of current year
days obtained by mul- Vacation Entitlement (SWE) with the ra- (or hire date in case the hiring is in
tiplying the Vacation tio between the number of calendar days the current year) till March 31st of
Entitlement (SWE) with from April 1st till end date of the cur- subsequent year.
the ratio between rent accrual month and number of cal-
This account is intended for accru-
the number of calen- endar days of the year in which the
ing vacation quota for the subse-
dar days from hire account validity ends. In case the em-
quent year and cannot be used for
date till end date of ployee takes Leave of Absence,
leave booking.
the current accrual Study Leave, Union Studies
month and number (Unpaid), Voluntary Defense The accrual is done on a monthly
of calendar days of basis for debt handling and in case
Service, or Garden Leave in a par-
the year in which of termination when the accrued
ticular month, the accrual for that month
the account validity days should be paid out to the em-
is reduced accordingly.
ends. In case the em- ployee.
ployee takes Leave
On March 31st or April 1st (depend-
of Absence, ing on the system), the available
Study Leave, balance is rounded up and trans-
Union Studies ferred to the Vacation time ac-
(Unpaid), count.
Voluntary
Defense Service,
or Garden Leave in
a particular month, the
accrual for that month
is reduced accordingly.

Vacation 0 days The available balance as of March 31st Account validity period and booka-
of Accruals (Sweden) account is ble period are from April 1st of cur-
rounded up and transferred to the cur- rent year till March 31st of subse-
rent year Vacation account. Based on quent year.
the Vacation Entitlement (SWE) value, the The balance as available at the
balance is at most 25, 28 or 30 days. end of the account validity/booka-
ble period (March 31st) is carried
forward to the Saved vacation
and Not Saved Vacation
time accounts.

Vacation During the hire year, the Vacation account has no balance, as Ad-hoc time account type, which is
days in the accrual has not been transferred yet from the Accruals valid only for the vacation year in
advance (Sweden) account. In order for the employee to be still able to which the balance has been entered
go on vacation, vacation days can be granted to the employee manually. The vacation days in ad-
in advance. For this purpose, the HR Administrator can create vance create a debt. If the employee
the Vacation days in advance time account manually and add an uses these days, and then leaves
appropriate balance to this time account. For this, the HR Admin- the company within 5 years, he or
istrator needs to proceed as described in process step Adjust Em- she must pay back the debt to the
ployee Entitlements Manually [page 141]. company.

Manage Time-Off: Test Script

Prerequisites PUBLIC 117
Time Account
Type Accrual in Hiring Year Accrual in Subsequent Years Additional Information

Saved If at the end of the bookable period vacation balance is left and the Ad-hoc time account type.
vacation vacation quota at the account validity start date was greater than
This account can start having a
20, then a fraction of the remaining balance is transferred to the
non-zero balance earliest in the 3rd
Saved vacation account and can be used within 5 years.
vacation year. In the first vacation
year, the vacation account has a
 Tip
zero balance. The second vacation
For details on the fraction transferred to the Saved year is the first year in which the
vacation account refer to the Note below this table. employee has a non-zero vacation
quota. If at the end of the booka-
For this purpose, the HR Administrator creates every year a Saved ble period of the second vacation
vacation time account manually (using the procedure described in year there is vacation balance left,
process step Adjust Employee Entitlements Manually [page 141]), a fraction of it will be added to the
with booking period of 5 years, and runs the interim account up- saved vacation account in the third
date calendar. vacation year.

Unpaid 0 days Post on April 1st the amount ob- Recurring account, which is gener-
vacation tained by subtracting from the Vacation ated for every employee. Balance
Entitlement (SWE) the Vacation and is added automatically only in case
Vacation days in advance. the vacation balance after trans-
fer from Accruals (SWE) ac-
 Note count is less than the Vacation
Entitlement (SWE) maintained in
The vacation days in advance must
the employee’s job information.
be granted for the same vacation
year as the unpaid vacation in or- Account validity period and booka-
der to be taken into consideration ble period are from April 1st of cur-
when generating the unpaid vaca- rent year till March 31st of subse-
tion! Therefore, pay attention to quent year.
grant possible vacation days in ad-
vance before the unpaid vacation is
generated.

Manage Time-Off: Test Script

118 PUBLIC Prerequisites
 Time Account
Type Accrual in Hiring Year Accrual in Subsequent Years Additional Information

Not Saved 0 days If at the end of the bookable period va- Permanent time account type hav-
Vacation cation balance is left and the vacation ing as validity start date the em-
quota at the account validity start date ployee’s hire date. This account is
was greater than 20, then a fraction of intended for keeping the remaining
the remaining balance can be transfer- vacation days to be paid out to the
red to the Not Saved Vacation ac- employee. Details to payout can be
count. found here [page 602].

This account can start having a

 Tip
non-zero balance earliest in the 3rd
For details on the fraction transfer- vacation year. In the first vacation
red to the Not Saved Vacation year, the vacation account has a
account refer to the Note below this zero balance. The second vacation
table. year is the first year in which the
employee has a non-zero vacation
If at the end of the bookable period va- quota. If at the end of the booka-
cation balance is left and the vacation ble period of the second vacation
quota at the account validity start date year there is vacation balance left, a
was less or equal to 20, then the remain- fraction of it will be added to the not
ing balance is transferred to the Not saved vacation account in the third

Saved Vacation account. vacation year.

 Note

If at the validity start date of the Vacation time account, the vacation quota was greater than 20 and
at the end of the bookable period there is still some vacation balance left, then this remaining balance is
transferred to Saved vacation / Not Saved Vacation accounts as follows:

• if balance left is > 20, then everything above 20 days goes to Saved vacation and 20 days go to Not
Saved Vacation. For example, there are 21 days vacation balance left. Then
• 21 - 20 = 1 day goes to Saved vacation
• 20 days go to Not Saved Vacation
• if balance left is < 20, the initial number above 20 days goes to Saved vacation, the rest goes to
Not Saved Vacation. For example, the initial vacation quota was 21 days, 5 days vacation have been
taken, leaving thus a remaining vacation balance of 16 days. From these,
• 21 - 20 = 1 day goes to Saved vacation
• 16 - 1 = 15 days go to Not Saved Vacation.

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

Prerequisites PUBLIC 119
Switzerland (CHE)

Time Account
Type Accrual in Hiring Year Accrual in Subsequent Years

CHE • For employees having employee class • For employees having employee class
Vacation Apprentice(CHE), post 25 days fixed amount per Apprentice(CHE), post 25 days
year and prorate according to number of days worked fixed amount per year.
in the hire year. • For all other employees, post an
• For all other employees, post an amount according to amount according to the age lookup
the age lookup table and prorate according to number of table.
days worked in the hire year.

Go back to original topic in View Employee Time Account Data [page 60]

Thailand (THA)

Time Account
Type Accrual in Hiring Year Accrual in Subsequent Years

THA Vacation Post a number of vacation days from hire date until accrual Accrual amount is based on a seniority
period end date by calculating the ratio of # days per year. lookup table.
The number will be rounded to 0.5 decimal.

 Note
# represents the number of days accrued for 1 year of
seniority; # = 6 in the SAP Best Practices solution.

THA Sick Post 30 days of sick leave for all employees on a yearly Post 30 days of sick leave for all employ-
Leave basis. The accrual amount is fixed. ees on a yearly basis. The accrual amount
is fixed.

THA Personal Post 3 days of personal leave for all employees on a yearly Post 3 days of personal leave for all em-
Leave basis. The accrual amount is fixed. ployees on a yearly basis. The accrual
amount is fixed.

THA Military Post 60 days of military leave for all employees on a yearly Post 60 days of military leave for all em-
Leave basis. The accrual amount is fixed. ployees on a yearly basis. The accrual
amount is fixed.

THA Training Post 10 days of training leave for all employees on a yearly Post 10 days of training leave for all em-
Leave basis. The accrual amount is fixed. ployees on a yearly basis. The accrual
amount is fixed.

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

120 PUBLIC Prerequisites
Türkiye (TUR)

Time Account Accrual in Hir- Accrual in Subse-

Type ing Year quent Years Additional Information

TUR Annual Post amount in Post amount in line The time account is created each year 1 month before the validity
Leave line with the se- with the seniority start date. The time account validity and the bookable period, by
niority and age and age lookup ta- default starts from the employee’s hire date. The time account
lookup table. ble. can go negative to a certain extent; in the SAP Best Practices
solution, the annual leave balance cannot fall below -20 days. After
 Note the booking period ends, any negative balance would be moved to
the new account. This would offset any positive balance in the new
As per this
account with the loan/advance leave availed from the old account.
lookup ta-
ble, the If the employee is terminated and has negative annual leave bal-
amount in ance, it will be deducted in a one-time deduction from the salary.
the first
year of em-
ployment is
0.

Go back to original topic in View Employee Time Account Data [page 60]

United Arab Emirates (ARE)

Target Em-
Time Ac- ployee Accrual in Hir- Accrual in Subsequent Additional Infor-
count Type Group ing Year Years Entitlement mation

Annual All Employ- Post fix accrual Post 20 days of annual • For a newly hired/rehired
Leave ees amount for all leave for all employ- employee: no data is availa-
employees on a ees on a yearly basis. ble yet
monthly basis. The accrual amount is • For an employee hired/re-
fixed. hired at least 1 year ago: the
accruals have been trans-
ferred to entitlements

Manage Time-Off: Test Script

Prerequisites PUBLIC 121
 Target Em-
Time Ac- ployee Accrual in Hir- Accrual in Subsequent Additional Infor-
count Type Group ing Year Years Entitlement mation

Study All Employ- 0 days Post 10 days of study The study leave
Leave ees leave for all employ- is granted to at-
ees on a yearly ba- tend exams at
sis. The quota is gener- an accredited ed-
ated only starting with ucational institu-
the second service an- tion. The account
niversary. validity period
starts at the hire
date and ends
one day before
the service anni-
versary in the
subsequent year.

Extende Female An employee who has exhausted her maternity leave may cease her unpaid Ad-hoc time ac-
d employees work for a period of 45 days if the interruption is due to illness or injury count type
Materni who have to her child resulting from pregnancy or childbirth. The HR Administrator
ty consumed creates the Extended Maternity Leave time account manually and adds the
their ma- appropriate balance to the time account. For this, the HR Administrator
Leave
ternity needs to proceed as described in process step Adjust Employee Entitlements
leave. Manually [page 141].

Sick Female A mother who has a sick child or child with special needs is entitled to Ad-hoc time ac-
Infants employees 60 days leave after completing the initial maternity leave period. The HR Ad- count type
Leave who have ministrator creates the Sick Infants Leave time account manually and adds
infants with the appropriate balance to the time account. For this, the HR Administrator
special needs to proceed as described in process step Adjust Employee Entitlements
needs and Manually [page 141].
have con-
sumed
their ma-
ternity
leave.

Parenta Employees This time account type is relevant for employees (either father or mother) Ad-hoc time ac-
l Leave who have who has a child to care for. The quota for parental leave is 5 days and count type
children to entered as manual adjustment. The HR Administrator creates the Parental
care for. Leave time account manually and adds the appropriate balance to the time
account. For this, the HR Administrator needs to proceed as described in
process step Adjust Employee Entitlements Manually [page 141].

Go back to original topic in View Employee Time Account Data [page 60]

Manage Time-Off: Test Script

122 PUBLIC Prerequisites
United Kingdom (GBR)

Time Ac- Target Employee Accrual in Hiring Accrual in Subse-

count Type Group Year quent Years Additional Information

Holiday Generated for Post accruals Post accruals based For a full-time employee, the public holidays
employees hav- based on the se- on the seniority and are considered non-working days. If public
ing time profile niority and the the value of the holiday(s) exist during a requested vacation,
Time Profile value of the ap- appropriate Accrual these will not be considered when determin-
(GBR). propriate Accrual Amount Seniority ing the number of absence days.
Amount Seniority Level # field.
For a part-time employee, the public holi-
Level # field.
days are not considered non-working days,
meaning they are included in the vacation
entitlement. If public holiday(s) exist during
a requested vacation, these will be consid-
ered when determining the number of ab-
sence days.

Holiday Generated for Post accruals Post accruals based The public holidays are not considered non-
Hourly employees hav- based on seniority on seniority lookup working days, meaning they are included in
ing time profile lookup table and table and average the vacation entitlement. If public holiday(s)
Hourly Time average full-time full-time equivalent exist during a requested vacation, these will
Profile(GBR) equivalent for the for the accruable pe- be considered when determining the num-

. accruable period; riod. ber of absence days.

the hire month is
not considered in
the calculation.

Go back to original topic in View Employee Time Account Data [page 60]

United States (USA)

Time Account Type Target Employee Group Accrual in Hiring Year Accrual in Subsequent Years

Vacation Generated for employees hav- Post 2.08333 days of vacation Post 2.08333 days of vacation
ing time profile Generic on a monthly basis. The ac- on a monthly basis. The accrual
Profile (USA) or time crual amount is fixed. amount is fixed.
profile Generic Profile
2 (USA).

Vacation Generated for employees Post a number of days in line Accrual amount is based on a
(California) with office location in Cali- with the seniority lookup table. seniority lookup table.
fornia, having time profile
California Profile
(USA).

Manage Time-Off: Test Script

Prerequisites PUBLIC 123
Time Account Type Target Employee Group Accrual in Hiring Year Accrual in Subsequent Years

Vacation Generated for employees Post a number of days in line Accrual amount is based on a
(Colorado) with office location in with the seniority lookup table. seniority lookup table.
Colorado, having time pro-
file Colorado Profile
(USA).

Floating Generated for all employees. Post 0.1667 days per month Post 2 days on an annual basis.
and prorate amount based on Fixed amount.
days worked in hire year.

Sickness Generated for employees The first accrual for Sickness Post fixed amount of sickness
(California) with office location in Cali- takes place 90 days after hours.
fornia, having time profile the hiring date; nevertheless,
California Profile the accrual rule takes into ac-
(USA). count the hiring month of the
employee and thus the em-
ployee will be entitled to a
certain number of hours of
sickness depending on the hir-
ing date. You can check this
by choosing for time account
type Sickness a date that lies
at least 90 days after the
hiring date, and view the de-
tails displayed in the Account
Postings block.

Go back to original topic in View Employee Time Account Data [page 60]

Vietnam (VNM)

Target Employee Accrual in Hiring Accrual in Subse-

Time Account Type Group Year quent Years Additional Information

VNM Annual Generated for em- Post amount in line Accrual amount is
Leave ployees having time with the seniority based on seniority
(VNM_ANNUAL_LEA profile Generic look up table and lookup table.

VE) Profile (VNM). prorate based on

the hire date by tak-
ing into account if
employee is hired
on, before or after
the 15th of the
month.

Manage Time-Off: Test Script

124 PUBLIC Prerequisites
 Target Employee Accrual in Hiring Accrual in Subse-
Time Account Type Group Year quent Years Additional Information

VNM Annual Generated for em- Post a number of The accrual rule In case the seniority of the
Leave ployees having time days based on the uses the custom employee changes during the
(VNM_ANNUAL_LEA profile Generic value of custom field field Accrual Eligibility year, the accrual amount will

VE_2) Profile (VNM) Accrual Eligibility (VNM) and accruals be averaged out. An off cy-
2. (VNM). The posted are averaged out if cle event batch is defined,
amount depends on there is a change of which runs on a daily basis.
the number of days seniority midway. Once the seniority changes
from hire date till to 5/10/15/etc. years, a new
accrual period end record (having event reason
date. Data Change) is inserted au-
tomatically in the employee's
job information history with
the accrual eligibility as per
the seniority look up table.
The annual leave balance will
be averaged out accordingly.

A calculation example for an-

nual leave balance adaption
in case of a seniority change
during the year is given below
this table.

VNM Sick Leave Generated for all The accrual depends on how much pre-
employees. mium the employee is paying for social in-
surance. The employee shows at the begin-
ning of the year a document to the HR Ad-
ministrator, proofing the amount paid for
social insurance. The HR Administer then
enters, as manual adjustment, the appropri-
ate amount of sick leave days the employee
is entitled to. For this, the HR Administrator
needs to proceed as described in process
step Adjust Employee Entitlements Manually
[page 141].

 Tip

Calculation example for VNM Annual Leave (VNM_ANNUAL_LEAVE_2) balance adaption in case the
seniority changes during the year:

Employee hired on July 1st, 2016

1. Based on the seniority lookup table, the accrual eligibility in the first 5 years of service is 12. The annual
leave accrual in the hiring year is 6.032 days, while in the subsequent years, including 2021, it will be
12 days for each year.

 Note

During real-time testing, you can use the Time Account Process Simulator to simulate the accrual in
the years since hiring.

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Prerequisites PUBLIC 125
 2. On July 1st, 2021, the employee reaches a seniority of over 5 years, which is accompanied by a change
in accrual eligibility. The accrual eligibility becomes 13 as per the seniority lookup table. As result, the
annual leave accrual for 2021 is averaged out as follows: (181 * 12) / 365 + (184 * 13) / 365, with 181
being the # of days during 2021 with accrual eligibility 12, 184 the # of days during 2021 with accrual
eligibility 13, and 365 the # of days of year 2021. This gives 12.5.

Go back to original topic in View Employee Time Account Data [page 60]

2.4.2 Assign Workflow to Me (Optional)

Use

Users, who need to approve workflows and belong to a dynamic group can assign workflows to themselves,
so that other approvers know that the requests are being worked on by someone else. When a workflow is
reserved, this is made visible to other approvers by an appropriate icon.

There are two options of assigning workflows to yourself:

• from the Workflow Details page, or

• from the My Workflow Requests (#) screen, this option being possible only if there are several requests
belonging to the same to-do category.

Below, both options are described. Note, that the approver can, but need not execute this step!

 Note

For the appropriate dynamic group(s), refer to the Overview Table.

 Caution

If a workflow is assigned to a user, other users from the same group can still approve the workflow.
Nevertheless, if one user sees that a workflow is assigned to someone else, they should not approve that
workflow, except for the case that the person who reserved the workflow is, for example, not at work.

Procedure

OPTION 1: RESERVING WORKFLOWS FROM THE Workflow Details PAGE

1. Log on to the Employee Central instance with the appropriate role. The Home page is displayed.
2. In the Approvals section, choose the appropriate request card.

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126 PUBLIC Prerequisites
  Note

In case there are several requests of the same category for you to approve, the View All link will be
displayed on the appropriate request card. Choose that link; a dialog box containing the cards for each
request displays. Choose the appropriate request card.

The Workflow Details screen is displayed, containing the detailed request.

3. Choose Assign To Me. The system message This workflow request is now assigned to me is
displayed. The Assigned to me flag is displayed at the top of the workflow request.

OPTION 2: RESERVING WORKFLOWS FROM THE My Workflow Requests (#) SCREEN

1. Log on to the Employee Central instance with the appropriate role. The Home page is displayed.
2. In the Approvals section, check that the View All link is displayed on the appropriate request card; this
means, that there are several requests of the same category to be approved. Choose that link.
3. In the upcoming <to-do category> (#) dialog box, choose the View complete list of tasks icon. The My
Workflow Requests (#) screen is displayed, containing a list of all requests from various categories you
need to approve. At the very right of each line, the Assign To Me and Approve buttons are displayed.
4. In the line of the request, you want to reserve, choose Assign To Me. The system message This workflow
request is now assigned to me is displayed. The Assigned to me icon is displayed next to the
request name link.

 Note

If you want to remove your assignment to a workflow request, which you have reserved, choose on the
appropriate Workflow Details screen Remove Assignment.

 Note

When another member of the dynamic group accesses their My Workflow Requests (#) screen, the
reserved workflow request(s) is marked by the Assigned to <dynamic group member name> icon. When
accessing a reserved workflow request (by choosing the workflow link), on the Workflow Details screen, the
Assigned to <dynamic group member name> lock is displayed at the top of the workflow request.

 Note

The workflow assignment reserved by a member of the dynamic group can be removed by another
member of the same dynamic group. For this, the other member of the group accesses the Workflow
Details screen of the particular request and chooses Remove Assignment. In the upcoming Remove
Assignment dialog box, they need to choose again Remove Assignment.

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Prerequisites PUBLIC 127
2.4.3 Delegate Workflows (Optional)

Use

With delegation an option is enabled, that allows approvers to forward their workflow to another user in
the company that can approve or decline in lieu of the initial approver. There are two options of delegating
workflows:

• manual delegation of a particular workflow request right from the Workflow Details page, and
• with help of the Auto Delegation feature, a delegatee can be selected for all workflows. This feature is
especially helpful, in case the initial approver is absent for a longer period, for example due to annual leave.

 Note

When the auto delegation is enabled for a user, this will not change the system behavior when the
workflow is triggered. The request confirmation screen will still show the original approver.

Both options are described below. Note, that the approver can, but need not execute this step!

 Note

Delegation of workflows can be useful for roles that need to approve requests. For the list of roles refer to
the Overview Table.

Procedure

OPTION 1: MANUAL DELEGATION OF WORKFLOWS

1. Log on to the Employee Central instance with the appropriate role. The Home page is displayed.
2. In the Approvals section, choose the appropriate request card.

 Note

In case there are several requests of the same category for you to approve, the View All link will be
displayed on the appropriate request card. Choose that link; a dialog box containing the cards for each
request displays. Choose the appropriate request card.

The Workflow Details screen is displayed, containing the detailed request.

3. Choose Delegate. The Delegate Request dialog box is displayed.
4. Enter in the search field the name (or name parts) of the employee to whom you want to delegate this
particular request. The autocomplete functionality suggests a list of employees matching your search
criteria.
5. Select the appropriate employee from the result list and choose Send. A message displays in the dialog
box, in which you are informed, that the request is going to be delegated and the request initiator will be
notified.

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128 PUBLIC Prerequisites
 6. To confirm your choice, choose Delegate.

Result

The request has been delegated. When the delegatee logs into the instance, the workflow request will display in
the Approvals section on their Home page. When choosing the link to the detailed request, the delegatee gets to
know that the initial approver has asked them to approve the request. The delegatee has the option of refusing
delegation; for this they need to choose Decline Delegation in the respective workflow request.

OPTION 2: AUTO-DELEGATION OF WORKFLOWS

1. Log on to the Employee Central instance with the appropriate role. The Home page is displayed.
2. In the Quick Actions section, choose the Delegate My Workflows card.
3. In the upcoming Delegate My Workflows dialog box, turn the Auto-Delegation on by moving the slider
button to the right. All fields in the dialog box become editable.
4. In the Delegatee search field, enter the name (or name parts) of the employee to whom you want to
delegate your workflows. The autocomplete functionality suggests a list of employees matching your
search criteria. Select the appropriate employee from the result list.

 Note

You can also specify the period in which the delegatee should process the workflows on your behalf. For
this, enter a Start Date and Time and an End Date and Time. Pay attention, that the Start Date and Time
cannot be in the past! If you leave these fields empty, the delegation becomes active immediately and
will stay active till you turn it off.

5. Choose Save.

Result

The delegation settings have been saved. When the delegatee logs into the instance, in the For You Today
section on the Home page, the Upcoming Delegation card is displayed. From this card, the delegatee gets to
know that a colleague is delegating workflows to them. Upon taking note of this, the delegatee can choose Mark
as Read, which makes the Upcoming Delegation card disappear from the screen. The delegatee has the option
of refusing delegation; for this they need to choose Decline Delegation in the respective workflow request.

 Note

Once you want to remove the auto-delegation of your workflow requests, move in the Delegate My
Workflows dialog box the Auto-Delegation slider button to the left and choose Save.

2.5 Install Mobile App (Optional)

Before mobile related process steps can be executed, you first need to install and activate the SAP
SuccessFactors Mobile App on your mobile device. Afterwards there are four ways to activate the SAP
SuccessFactors Mobile App on mobile devices. This document describes the Activation via QR Code only.
For the other ways and for more deployment information on how to set up the Mobile application, refer to the
Mobile Deployment Guide available on the SAP Help Portal for SAP SuccessFactors Mobile.

To install and activate the SAP SuccessFactors Mobile application using the QR code proceed as follows:

1. Load the Mobile App SuccessFactors from your App Store to your mobile device.

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Prerequisites PUBLIC 129
2. Open the App.

3. Tap Add in the upper left corner.

4. Tap Logon with QR Code.

5. Go to the instance logon screen on your desktop.

6. Click Activate Mobile App Using QR Code.

7. Scan the QR Code with your Mobile device.

8. Once the QR Code is validated, the User License screen appears on your mobile device. Read the End User
License Agreement (EULA) and make the appropriate selections on the mobile device to accept the User
License Agreement.

9. The user, who needs to execute the first process steps on the mobile, logs on to the Mobile App with userID
and password.

10. The SAP SuccessFactors mobile application is now activated. The corresponding user profile is added.

 Note

For testing purpose, you can use one mobile device for different business roles involved in this process. To
realize this, repeat steps 3-9 with different users to get all user profiles listed in your SuccessFactors App.

In this case you need to set the More Profiles settings for the first user:

1. Logon with the userID of the first role.

2. Go to More → Profile.

3. In the Header on the right tap on the Settings icon.

4. Enable More Profiles.

 Note

The description in this process is based on the use of the Mobile App on iPhone.

The SuccessFactors App also supports iPad usage. Additionally the Android platform is supported. Be
aware that the interfaces may slightly differ.

 Note

For more information refer to the Configuration Guide for Employee Central Core, chapter Enable Mobile
Features of SAP SuccessFactors App.

Manage Time-Off: Test Script

130 PUBLIC Prerequisites
3 Overview Table

This scope item consists of several process steps provided in the table below:

Process Step Business Role Transaction Expected Results

Receive Block Leave Employee, Company In- The employees have received alerts in which they are
Reminder (if Manda- stance URL reminded to apply for mandatory block leave.
Line Manager
tory Block Leave imple- and/or outside
The line managers of these employees have received
mented) [page 138] software
email notifications, in which they are informed about
their direct reports not having taken mandatory block
leave yet.

Check Block Leave HR Administrator Company In- Those employees have been identified, who have not
Tracker (if Mandatory stance URL taken yet mandatory block leave.
Block Leave imple-
mented) (Optional)
[page 139]

Run Integration Center Background - Integration center Block Leave Tracker Per User has run
Block Leave Tracker to identify the employees who have not taken manda-
Per User (if Manda- tory block leave yet.
tory Block Leave imple-
mented) [page 136]

Manage Short-Term Absences (Sub-Process) [page 141]

Adjust Employee Enti- HR Administrator Company In- Manual adjustments to an employee’s time account bal-
tlements Manually (Op- stance URL ance have been performed.
tional) [page 141]

Check Feasibility of Employee Company In- The feasibility of a planned absence has been checked.
Time Off Request [page stance URL or
156] Mobile App

Option 1: Submit Time Employee Company In- Time off of a specific type has been requested by the
Off Request via Self- stance URL or employee. The request has been sent to the line man-
Service [page 162] Mobile App ager for approval.

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Overview Table PUBLIC 131
Process Step Business Role Transaction Expected Results

Option 2: Submit Time Line Manager, Company In- Time off of a specific type has been requested on behalf
Off Request on Behalf stance URL of the employee.
HR Administrator
of Employee [page 170]
In case the request has been created by the HR Adminis-
trator, it has been sent to the employee's line manager
for approval.

In case the request has been created by the Line Man-

ager, no approval is needed from him or her anymore.
Instead, the request is either automatically approved (in
case of a one-step approval workflow) or sent directly
to the HR Administrator dynamic group (in case of a
two-step approval workflow).

Review and Approve Line Manager Company In- The time off request has been reviewed and approved by
Time Off Request [page stance URL or the employee's line manager. If applicable, the request
176] Mobile App has been sent to the HR Administrator dynamic group
for an additional approval.

Process Approved Time Member of HR Ad- Company In- The time off request has been reviewed and approved by
Off Request (Optional) ministrator dynamic stance URL or a member of the HR Administrator dynamic group.
[page 190] group Mobile App

Check Status of Time Employee Company In- The status of the time off request has been checked by
Off Request (Optional) stance URL the requester.
[page 204]

Confirm Taking of Man- Employee Company In- The employee has confirmed to have taken mandatory
datory Block Leave (if stance URL block leave.
Mandatory Block Leave
implemented) [page
207]

Manage Long-Term Absences (Sub-Process) [page 209]

Option 1: Request Employee Company In- A long-term time off has been requested. The request
Long-Term Time Off via stance URL or has been sent to the line manager for approval.
Self-Service [page 210] Mobile App

Option 2: Request Line Manager, Company In- A long-term time off has been requested on behalf of the
Long-Term Time Off stance URL employee.
HR Administrator
on Behalf of Employee
In case the request has been created by the HR Adminis-
[page 214]
trator, it has been sent to the employee's line manager
for approval.

In case the request has been created by the Line Man-

ager, no approval is needed from him or her anymore.
Instead, the request is sent directly to the HR Adminis-
trator dynamic group.

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132 PUBLIC Overview Table
 Process Step Business Role Transaction Expected Results

Review and Approve Line Manager Company In- The long-term time off request has been reviewed and
Long-Term Time Off stance URL or approved by the employee's line manager. The request
Request [page 219] Mobile App has been sent to the HR Administrator dynamic group
for further processing.

Process Approved Member of HR Ad- Company In- The long-term time off request has been reviewed and
Long-Term Time Off ministrator dynamic stance URL or approved by a member of the HR Administrator dynamic
Request [page 228] group Mobile App group.

Update Job Informa- Background - The job information of the employee has been updated
tion of Employee on automatically and the employee status has turned to
Leave [page 239] Paid Leave or Unpaid Leave.

Update Position of Em- Background - The employee’s position has been updated automati-
ployee on Leave (if Po- cally with information related to the right of the em-
sition Management im- ployee to return on this position.
plemented) [page 240]

View Position Details of HR Administrator Company In- The position details of the employee who went on a long-
Employee on Leave (if stance URL term time off have been viewed.
Position Management
implemented) [page
241]

View Job Information HR Administrator Company In- The job information details of the employee who went on
of Employee on Leave stance URL a long-term time off have been viewed.
[page 243]

Send Alert about Background - Ten days before the employee returns to work, alerts are
Upcoming Long-Term been sent out to the line manager and the members of
Time Off End [page the HR Administrator dynamic group.
246]

Receive Alert about Line Manager; Company In- The employee's line manager and the members of the
Upcoming Long-Term stance URL and HR Administrator dynamic group have received alerts, in
Members of HR Ad-
Time Off End [page outside software which they are informed about the upcoming return of
ministrator dynamic
246] the employee from his or her long-term time off.
group

Work on Tasks [page Line Manager; process step out- The employee's line manager and a member of the HR
247] side software Administrator dynamic group have worked on the tasks
Member of HR Ad-
as requested in the alerts they received.
ministrator dynamic
group

Confirm Task Comple- Line Manager; Company In- The employee's line manager and the member of the HR
tion [page 247] stance URL Administrator dynamic group have confirmed the com-
Member of HR Ad-
pletion of the tasks requested in the received alerts.
ministrator dynamic
group

Manage Time-Off: Test Script

Overview Table PUBLIC 133
Process Step Business Role Transaction Expected Results

Initiate Return from HR Administrator Company In- The actual date, the employee has returned to work
Long-Term Time Off stance URL from a long-term time off, has been entered into the
[page 249] system. The request has been sent to the line manager
for approval.

Review and Approve Line Manager Company In- The return-to-work request has been reviewed and ap-
Return to Work Re- stance URL or proved by the employee's line manager. The request has
quest [page 250] Mobile App been sent to the HR Administrator dynamic group for
further processing.

Process Approved Re- Member of HR Ad- Company In- The return-to-work request has been reviewed and ap-
turn to Work Request ministrator dynamic stance URL or proved by a member of the HR Administrator dynamic
[page 256] group Mobile App group.

Update Job Informa- Background - The job information of the employee has been updated
tion of Employee Re- automatically and the employee status has turned
turned from Leave Active again.
[page 262]

Update Position of Em- Background - The employee has been automatically assigned to the
ployee Returned from same position he or she occupied before the long-term
Leave (if Position Man- time off.
agement implemented)
[page 263]

View Position Details HR Administrator Company In- The position details of the employee who returned from
of Employee Returned stance URL a long-term time off have been viewed.
from Leave (if Posi-
tion Management im-
plemented) [page 264]

View Job Information HR Administrator Company In- The job information details of the employee who re-
of Employee Returned stance URL turned from a long-term time off have been viewed.
from Leave [page 265]

For both short-term and long-term absences

Generate and Email HR Administrator Company In- The time form requested by the employee has been gen-
Time Form (Optional) stance URL erated and sent via email to the employee.
[page 268]

View Time Form (Op- Employee process step out- The employee has viewed the time form sent by the HR
tional) [page 271] side software Administrator.

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134 PUBLIC Overview Table
4 Test Procedures

This section describes the test procedures for each process step that belongs to this scope item.

In the following, short-term and long-term absences are considered as sub-processes and described in two
main sub-chapters.

In case Time Forms has been implemented using SAP Best Practices solution, you can provide to employees
official documents as proof detailing the information kept in their Time Management data along with
employment and personal details. Sample templates for both short-term and long-term time types are
provided.

The optional use case of implementing the Mandatory Block Leave content using SAP Best Practices solution
is also considered. Many organizations have a policy that mandates their employees to take at least 2 weeks
of mandatory block leave each year. The leave block needs to be continuous and can be composed of one or
several absences. The block leave can also include public holiday in between absences. Any type of absence
with respect to duration and time account can be considered as part of a block leave. During the block leave,
an employee is not supposed to login from home or anywhere and is supposed to have no contact with the
employer except for personal purposes. Employees, who have not applied for block leave yet in a calendar year,
get a timely notification and reminder.

In case the Mandatory Block Leave content has been deployed in your company instance, start the process
execution with process step Run Integration Center Block Leave Tracker Per User (if Mandatory Block Leave
implemented) [page 136] and subsequent.

 Note

The process steps related to mandatory block leave can take place also at any other point in time during
the process.

In case mandatory block leave is not used in your company, and thus the Mandatory Block Leave content
has not been deployed in your company instance, start the process execution with either Manage Short-Term
Absences (Sub-Process) [page 141] or Manage Long-Term Absences (Sub-Process) [page 209], depending on
your use case.

 Note

For ease of consumption of the documentation within this test script, it is recommended to check in
parallel the process flows sketched in the appropriate process diagram.

Manage Time-Off: Test Script

Test Procedures PUBLIC 135
4.1 Run Integration Center Block Leave Tracker Per User (if
Mandatory Block Leave implemented)

Purpose

 Caution

This process step is relevant only if Mandatory Block Leave has been deployed in your Employee Central
instance!

To nudge employees to take mandatory block leave, personal alert emails are sent out on a regular basis. This
is achieved by setting up and scheduling integration center Block Leave Tracker Per User.

Integration center Block Leave Tracker Per User is scheduled to run regularly to track for any changes of the
employees’ Used Block Leave. For testing purposes though, you can run the integration center manually, as
described in the Procedure section.

Procedure

Pas
Test
Step Test Step s/
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance as HR Ad- The Home page is displayed.
ministrator.

2 Go to Inte- From the Home dropdown list, select Admin Center. The Integration Center screen is dis-
gration Type Integration Center in the tool search played.
Center box and select the feature/tool from the list.
Screen

3 Go to My Choose the My Integrations tile. The Integration Center - My Integrations

Integra- screen is displayed, containing the list of
tions the integrations you defined so far.
Screen

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136 PUBLIC Test Procedures
 Pas
Test
Step Test Step s/
# Name Instruction Expected Result Fail

4 Run Inte- In the row of integration center Block Leave Tracker A Success dialog box is displayed inform-
gration Per User, choose from the Actions column the Edit ing you that the job has been submitted.
Center Integration (Pencil) icon. Choose Next several times, Choose OK.
till you arrive on the Scheduling screen. Here, select
for Scheduled Version Occurs value Once from the
dropdown list, enter the email address of the person
who should receive a notification once the job run is
finished, and then choose Next. Choose Run Now.

5 Go Back Choose Cancel. You return to the Integration Center - My

to My In- Integrations screen, on which the Running
tegrations icon is displayed next to the integration
Screen job you have just submitted.

 Note
You can choose the Refresh icon to
refresh the screen and check if the
job run has finished.

6 View Job Once the job has finished, you can view details of the
Details job run by choosing the <date> hyperlink in the Last
Run column.

Result

The Block Leave Tracker object for each employee is updated by setting field Used Block Leave for the current
year accordingly. Post this, the alert job scheduled in the provisioning system will run to pick-up employees
having Used Block Leave as No and send them an alert.

Once the alert has been sent out, it is displayed on the Pending To-Dos (#) tab on the Manage Alerts
And Notifications screen, where it is listed together with the recipient. If having appropriate administrator
permissions, you can view it there.

Manage Time-Off: Test Script

Test Procedures PUBLIC 137
4.2 Receive Block Leave Reminder (if Mandatory Block
Leave implemented)

Purpose

 Caution

This process step is relevant only if Mandatory Block Leave has been deployed in your Employee Central
instance!

The Employees who have not taken the mandatory block leave yet (meaning, their Used Block Leave is No)
receive an email notification with subject Block Leave Reminder, reminding them to do so. In addition to
the received email, an alert will also be visible for the employees on their Employee Central Home page as a
Take Action card within the For You Today section.

The Line Managers of each of these employees receive the same email notification; they are informed about
their direct reports who did not take block leave yet and are asked to follow up with them separately.

Procedure

This is an automated step, and no manual execution is required.

Result

The Line Manager follows up with the employee.

The Employee should request time off in order to fulfill the company's compliance policy.

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138 PUBLIC Test Procedures
4.3 Check Block Leave Tracker (if Mandatory Block Leave
implemented) (Optional)

Purpose

 Caution

This process step is relevant only if Mandatory Block Leave has been deployed in your Employee Central
instance!

Once the Block Leave Tracker Per User integration center has run, object instance Block Leave Tracker is
updated for each employee accordingly. If the employee has taken the mandatory block leave, Used Block
Leave field in the object will be Yes, otherwise it stays No.

The HR Administrator can check the Block Leave Tracker object instance of employees to see which employees
did not take mandatory block leave yet.

Procedure

There are several options for checking Block Leave Tracker object instances. We give a short overview of these
in the following.

Test Pass
Step Test Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance as HR Administrator. The Home page is dis-
played.

2 Continue • To make checks of single employees, continue with Option 1

[page 139].
• To check all employees, continue with Option 2 [page 140].

OPTION 1: check for single employee

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Test Procedures PUBLIC 139
 Pass
Test
Step /
# Test Step Name Instruction Expected Result Fail

3 Go to Manage Data From the Home dropdown list, select Admin Center. The Manage Data screen is
Screen Type Manage Data in the tool search box and select displayed.
the feature/tool from the list.

4 Search Block Leave In the Search field, select Block Leave Tracker The Block Leave Tracker
Tracker Instance from the dropdown list, and in the second search field, screen for the employee is
select the specified employee. displayed.

5 View Block Leave Verify Used Block Leave field value for the current year.
Tracker Details

OPTION 2: check for all employees

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

3 Go to Mass From the Home dropdown list, select Admin Center. The Import and Export Data
Export Func- Type Import and Export Data in the tool screen is displayed.
tion search box and select the feature/tool from the list.

4 Select Action In the Select the action to perform field, select value The editable fields display on the
to Perform Export Data from the dropdown list. screen.

5 Enter Export- Make following entries:

Relevant Data
Select Generic Object: select Block Leave
Tracker from the dropdown list

Include dependencies: select No from the dropdown

list

 Note
If you select Yes, additional fields to be filled are
available.

Select all data records: select Yes from the dropdown

list

Leave the other field values as suggested.

6 Export Data Choose Export. A system message is generated

informing you about the success-
ful export and providing you with
information where to take the ex-
ported file from.

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140 PUBLIC Test Procedures
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

7 Open Job Go back to the Admin Center screen. Type The Scheduled Job Manager
Monitor Scheduled Job Manager in the tool search box screen > Job Monitor tab is dis-
and select the feature/tool from the list. played.

8 Download Ex- On the Job Monitor screen, once the Status is The zip file is downloaded.
ported File Completed, scroll to the very right and choose the
View Details hyperlink. In the upcoming Run Details
dialog box, choose the Download Status link.

9 Verify Used Open the Block Leave Tracker.csv file. The These employees would have re-
Block Leave External Code column contains the person ID of the ceived a reminder alert.
employee. Filter in the Used Block Leave column, for
example, for those employees who have not taken the
mandatory block leave yet.

Result

Continue in the process execution with either Manage Short-Term Absences (Sub-Process) [page 141] or
with Manage Long-Term Absences (Sub-Process) [page 209].

4.4 Manage Short-Term Absences (Sub-Process)

In case of a short-term absence (for example annual leave/vacation, unpaid leave, sick leave, and so on), the
employee status remains unchanged (meaning Active) in the Employee Central system.

4.4.1 Adjust Employee Entitlements Manually (Optional)

Go back to Time Account Types (ARE) [page 121]

Go back to Time Account Types (BEL) [page 80]

Go back to Time Account Types (DEU) [page 94]

Go back to Time Account Types (FIN) [page 86]

Go back to Study Leave time account type (HRV) [page 84]

Go back to Time Account Types (HUN) [page 95]

Go back to Time Account Types (JPN) [page 101]

Manage Time-Off: Test Script

Test Procedures PUBLIC 141
Go back to Time Account Types (MYS) [page 104]

Go back to Time Account Types (KOR) [page 112]

Go back to Time Account Types (SGP) [page 113]

Go back to Time Types with 1-step approval (SGP) [page 377]

Go back to Time Account Types (SVN) [page 115]

Go back to Time Account Types (SWE) [page 117]

Go back to Time Account Types (VNM) [page 124]

Purpose

The HR Administrator adjusts manually, if required, the balance for particular time accounts for specified
employees.

Situations, in which manual adjustments to an employee’s entitlement might be necessary, are, for example:

• an employee has performed particularly well or worked long hours on a project, and you want to grant
them an extra day annual leave.
• if the FTE value of an employee has changed because of a personnel action, then the annual leave
entitlement also increases/decreases and needs to be adapted manually.

 Note

In case of country DEU, changes of the FTE value might imply a change in the number of days,
the employee works per week. In this case, the vacation entitlement also increases/decreases.
Nevertheless, no manual adjustment is required; the vacation accrual is averaged out by a
preconfigured business rule. See also the Note at the end of this chapter.

 Note

In case of country GBR, no manual adaption is required; the vacation accrual is updated automatically
based on a preconfigured rule. See also the Note at the end of this chapter.

 Note

In case of country NLD, no manual adaption is required; the vacation accrual is updated automatically
based on preconfigured rules. See also the Note at the end of this chapter.

• in case of country HUN, if an employee applies Gyes or Gyed leave for more than 6 months, the annual
leave balance needs to be reduced manually.

In addition, following situations may arise for the different countries in scope of this SAP Best Practices
solution:

• in case of country ARE, following situations arise:

• An employee who has exhausted her maternity leave may cease her unpaid work for a period of 45
days if the interruption is due to illness or injury to her child resulting from pregnancy or childbirth.
The quota of 45 days is added manually to the Extended Maternity Leave time account by the HR
Administrator upon request from the employee.

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142 PUBLIC Test Procedures
  Caution

Before granting the quota, the HR Administrator must check that the employee has already
consumed her maternity leave!

• Mothers of sick infants or infants with special needs are entitled to a 30-day paid leave continuously
after completing their initial maternity leave period, renewable for another 30 days without pay. The
quota of 60 days is added manually to the Sick Infants Leave time account by the HR Administrator
upon request from the employee.

 Caution

Before granting the quota, the HR Administrator must check that the employee has already
consumed her maternity leave!

• An employee (either father or mother) who has a child to care for, is entitled to 5 working days of
parental leave to be taken within six months from the birth of the child. The quota of 5 days is added
manually to the Parental Leave time account by the HR Administrator upon request from the employee.
Before the appropriate balance can be added to each of these time accounts, the time accounts need to be
created manually, as described in the Prerequisite [page 144] section.
• in case of country BEL, following situations arise:
• employees, who start their first job at a company in Belgium, coming from university or a different
country/region, did not have the opportunity yet to accrue legal holiday. This would mean, that in the
hiring year, they would not be able to go on vacation. For such employees, a certain number of days
is calculated manually and entered as manual adjustment for the year to the Before the appropriate
balance can be added to each of these two time accounts, the time accounts need to be created
manually, as described in the Additional Holiday time account.
• employees should pursue education, for which a certain number of hours should be allocated. The
quota for educational leave, including the period when this leave should be taken, is added manually by
the HR Administrator.
Before the appropriate balance can be added to each of these two time accounts, the time accounts need
to be created manually, as described in the Prerequisite [page 144] section.
• in case of country HRV: employees should allocate some time for study. The quota for study leave is added
manually by the HR Administrator upon request. Before doing so, the time account needs to be created
manually, as described in the Prerequisite [page 144] section.
• in case of country HUNBefore the appropriate balance can be added to each of these two time accounts,
the: once the employee is entitled to study leave / father’s leave / preparatory leave for adoption, the
appropriate leave quota needs to be added manually by the HR Administrator. Before doing so, the time
account needs to be created manually, as described in the Prerequisite [page 144] section.
• in case of country ITA: if the employee has been promoted during the year to have employee class
Employee (ITA) and employment type Executive (ITA), the vacation entitlement for the rest of the
year increases and needs to be adapted manually.
• in case of country MYS: once the employee is entitled to compensation leave, the appropriate leave quota
needs to be added manually. Before doing so, the time account needs to be created manually, as described
in the Prerequisite [page 144] section.
• in case of country SGP: once the employee is entitled to maternity / paternity / shared parental leave, the
appropriate leave quota needs to be added manually.
• in case of country SVN: employees should allocate some time for study. The quota for study leave is added
manually by the HR Administrator upon request. Before doing so, the time account needs to be created
manually, as described in the Prerequisite [page 144] section.

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• in case of country SWE: in the hiring year, employees don’t have any vacation balance, because the amount
they accrue during the hiring year will be transferred only at the beginning of the subsequent vacation year.
For these employees to be able to go on vacation, vacation days can be granted in advance. Before the HR
Administrator can add an appropriate quota, the time account needs to be created manually, as described
in the Prerequisite [page 144] section.
• in case of country VNM: the sick leave entitlement depends on how much premium the employee is paying
for social insurance. The employee shows at the beginning of the year a document to the HR Administrator,
proofing the amount paid for social insurance. The HR Administer then enters manually the appropriate
sick leave quota the employee is entitled to.

 Note

In case of country HRV, if the vacation quota changes due to a change in personal data or job information
during the year, then, for employees with fixed-term contract, the adapted overall vacation quota leads
to a change of the monthly vacation quota accrued starting for the month, in which the change in the
employee’s data becomes effective. As the additional quota is divided among the remaining months of the
contract in the accrual year, it can happen that the accrued quota for a particular month is considerably
higher than 1/12 of the total quota. In this case, manual adjustments can be done by the HR Administrator
to reduce the accrual from one month and add the delta to other months after recalculation. This is a
customer decision though.

 Note

In case of country KOR, employees who work on public holiday(s), are entitled to compensatory leave. The
multiple time off in lieu configuration as delivered within the SAP Best Practices for Timesheet is to be
used to obtain the correct number of days of compensatory leave the employee is entitled to. For testing
purposes though, you can create the Compensatory Leave time account for the employee, following a
similar procedure as described in the Prerequisite section. After that you can add manually the appropriate
entitlement to the time account, following the steps as described in the Procedure section. Then the
employee can request compensatory leave.

Prerequisite

 Caution

This prerequisite is valid for following countries only:

• for country Belgium, for employees entitled to additional holiday and/or educational leave.
• for country Croatia, for employees entitled to study leave.
• for country Hungary, for employees entitled to study leave, father’s leave, preparatory leave for
adoption.
• for country Malaysia, for employees entitled to compensation leave.
• for country Slovenia, for employees entitled to study leave.
• for country Sweden, for employees in the hiring year.
• for country United Arab Emirates, for employees entitled to extended maternity leave, sick infants
leave, parental leave.

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144 PUBLIC Test Procedures
In order to post manually the appropriate extended maternity leave/sick infants leave/parental leave for
ARE, educational leave/additional holiday quota for BEL, study leave for HRV, study leave/father’s leave/
preparatory leave for adoption for HUN, compensation leave quota for MYS, study leave for SVN, or vacation
days in advance for SWE, this time account needs to be created first. Proceed as follows:

1. Log on to the Employee Central instance as HR Administrator.

2. From the Home dropdown list, select Admin Center. Type Manage Data in the tool search box and select
the feature/tool from the list.
3. Choose Create New Time Account .
4. Make the following entries:
• User: start typing the name of the employee and select the appropriate person from the list suggested
by the auto-complete functionality
• Time Account Type: depending on the use case, select from the dropdown list as follows:
• for ARE: Extended Maternity Leave or Sick Infants Leave or Parental Leave
• for BEL: Additional Holiday or Educational Leave
• for HRV: Study Leave
• for HUN: Study Leave or Father’s Leave or Prep. Leave for Adoption
• for MYS: MYS Compensation Leave
• for SVN: Study Leave
• for SWE: Vacation days in advance
• Account Valid From: select from calendar help
• Account Valid Until: select from calendar help

 Tip

It is recommended to enter the same date as the validity start date in order to avoid the risk of
overlapping accounts.

• Booking Possible From: select from calendar help same date as validity start date or later
• Booking Possible Until: select from calendar help as appropriate, for example end of the year

 Note

In case of country HUN and time account type Father’s Leave, the eligible balance must be
used within two months from the child's birth. Therefore, select from calendar help the date, on
which the child turns two months old.

 Note

In case of country SWE, select from calendar help March 31st,<year>.

• Closed: defaulted to No; leave as is

• External Code: enter as appropriate
5. Choose Save. The time account is created and is visible for the HR Administrator as button in the Time
Accounts tab on the employee's Time Information screen.

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Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Administrator. The Home page is dis-
played.

2 Search Em- In the Search for actions or people text box, located in the top The autocomplete func-
ployee right corner of the screen, enter the name (or name parts) of tionality suggests a list
the employee whose time account quota you want to adjust. of employees matching
your search criteria.

3 Select Em- Select the appropriate employee from the result list. You are directed to the
ployee Employee Files page in
which the profile of the
employee is displayed.

4 Go to Time In- On the Employee Files screen, go to the Time Management sec- The Time Information
formation tion. In the Upcoming Time Off block of the Time Management for <employee name>
screen of Em- subsection, choose the Administer Time link. screen is displayed,
ployee showing per default the
Absences tab.

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146 PUBLIC Test Procedures
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

5 Select Time On the Time Information for <employee name> screen, choose The displayed screen
Account the Time Accounts tab. There, choose the appropriate <time contains the <time
account> button. account> details as
of today. The screen
 Note is structured into sev-
eral blocks: Overview
In case of country ARE:
(Past), Overview (Future)
If the employee is entitled to extended maternity leave, - if appropriate -,
choose the Extended Maternity Leave button. Account Information,

If the employee is entitled to leave due to a sick child, and Account Postings in

choose the Sick Infants Leave button. the past and future (if
existing) with respect to
If the employee is entitled to parental leave, choose the today’s date.
Parental Leave button.

 Note
In case of country BEL:

If the employee is entitled to additional leave, choose the

Additional Holiday button.

If the employee is entitled to educational leave, choose the

Educational Leave button.

 Note
In case of country HRV: If the employee is entitled to study
leave, choose the Study Leave button.

 Note
In case of country HUN:

If the employee is entitled to study leave, choose the Study

Leave button.

If the employee is entitled to father’s leave, choose the

Father’s Leave button.

If the employee is entitled to leave due to preparation of

adopting a child, choose the Prep. Leave for Adoption but-
ton.

 Note
In case of country ITA: If the employee has been pro-
moted during the year to have employee class Employee

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Test Procedures PUBLIC 147
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

(ITA) and employment type Executive (ITA),

choose the Vacation button.

 Note
In case of country MYS: If the employee is entitled to com-
pensation leave, choose the Compensation Leave button.

 Note
In case of country SGP: If the employee is entitled to one of
below leave types:

- maternity leave, or

- paternity leave, or

- shared parental leave,

choose the appropriate button (SGP Maternity Leave (Last

8 Weeks) or SGP Paternity Leave or SGP Shared Parental
Leave).

 Note
In case of country SVN: If the employee is entitled to study
leave, choose the Study Leave button.

 Note
In case of country SWE, choose the Vacation days in
advance button.

 Note
In case of country VNM, choose the VNM Sick Leave but-
ton.

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148 PUBLIC Test Procedures
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

6 Adjust Entitle- Choose Add Posting, and from the dropdown list that ex-
ment pands, select Manual Adjustment. In the upcoming Manual
Adjustments dialog box, make the following entries:

Posting Date: select from the calendar help

 Caution
The amount of leave days/hours added will be available for
the employee to take only starting this date.

 Note
In case of country ITA: If the employee has been promoted
during the year to executive, select the date on which this
promotion becomes effective.

Adjustment: check the Add or Deduct radio button, depending

on the use case

 Note
In case of the concrete examples listed for countries ARE,
BEL, HRV, HUN, ITA, MYS, SGP, SVN, SWE, VNM, check
the Add radio button.

Amount in days: enter the number of days that should be

added to or deducted from the employee’s time account

 Note
In case of country BEL and time account type Educational
Leave, you will need to enter Amount in Hours instead.

 Note
In case of country HUN, Amount in Hours needs to be
entered for all ad-hoc time account types as follows:

- for Study Leave enter a multiple of the employee’s

Average Hours Per Day as per the defined work schedule;

- for Father’s Leave enter an amount of 5 (or 7, in case of

twins) times the employee’s Average Hours Per Day as per
the defined work schedule;

- for the Prep. Leave for Adoption enter an amount of 10

times the employee’s Average Hours Per Day as per the
defined work schedule.

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Test Procedures PUBLIC 149
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

 Note
In case of country ARE: If the employee is entitled to either
extended maternity leave, sick infants leave or parental
leave, make following entries:

- for Extended Maternity Leave enter 45 days;

- for Sick Infants Leave enter 60 days;

- for Parental Leave enter 5 days.

 Note
In case of country SGP: If the employee is entitled to either
maternity or paternity leave, make following entries:

- for SGP Maternity Leave (Last 8 Weeks) enter 40 days; or

- for SGP Paternity Leave enter 10 days.

If the employee is entitled to shared parental leave, the

amount of days depends on the arrangement between the
parents to share the leave. The employee must have sub-
mitted in advance a letter, informing you about the leave
quota he or she should be entitled to.

 Note
In case of country ITA: If the promotion becomes effective
latest on the 15th of the month, that month is considered in
calculating the vacation accrual. If the promotion becomes
effective after the 15th of the month, that month is not
considered in calculating the vacation accrual. For more
details, refer to rule SFCC_TO_ACC_ITA_Vacation_Accrual-
Hire.

The factor for non-executives is 1.8333333333; for execu-

tives, it is 2.4166666667.

Number of vacation days to be added = [2.4166666667 x

(# of months left till end of year)] – [1.8333333333 x (# of
months left till end of year)]

Example: Employee promoted on September 20th.

As non-executive, the employee would be entitled from Oc-

tober to December to following number of vacation days:
1.8333333333 x 3 = 5.4999999999

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150 PUBLIC Test Procedures
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

As executive, the employee would be entitled from Octo-

ber to December to following number of vacation days:
2.4166666667 x 3 = 7.25

The number of vacation days you need to add to the em-

ployee’s time account: 7.25 - 5.4999999999 = 1.75

Comment: enter a comment if appropriate

7 Save Data Choose Save. A system success mes-

sage is displayed. The
balance of the appropri-
ate time account has
been updated accord-
ingly, and the manually
made posting is dis-
played in the Account
Postings block.

 Note

The above-described procedure can be applied, as per customer decision, also for employees with fixed-
term contract in Croatia (HRV), for which the quota in a month as result of recalculation upon a change
in job information / personal data is considerably higher than the expected 1/12 of the total eligible quota.
In this situation, the HR Administrator can choose to deduct a certain amount from the appropriate month
and add that amount to other months in equal quantity.

If employees are transferred from one location to another (with other words, a transfer action is executed for
them via Actions), typically a new time profile and holiday calendar are assigned to the employee. New time
accounts are created automatically, but the old time accounts need to be closed manually. The remaining
balance needs to be transferred manually, if wanted. In order for the procedure to be executed as described
below, some prerequisites need to be fulfilled:

• the Accrual process must have run for the new Time Account Type after the Time Profile of the employee
has been changed from an old value to a new value.
• for closing old time accounts manually, you need to have appropriate permissions to access the relevant
link in the Admin Center.

User Entries: Field Name: User Pass

# Activity Action and Value Expected Result / Fail

1 Log on to the Employee Central in- The Home page is displayed.

stance as HR Administrator.

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Test Procedures PUBLIC 151
 User Entries: Field Name: User Pass
# Activity Action and Value Expected Result / Fail

2 In the Search for actions or people text You are directed to the Employee
box, enter the name (or name parts) Files page, in which the profile of
of the employee and select the appro- the employee is displayed.
priate person from the result list sug-
gested by the autocomplete function-
ality.

3 Go to the Time Management section The Time Information for

and in the Upcoming Time Off block <employee name> screen is dis-
of the Time Management subsection, played, showing per default the
choose the Administer Time link. Absences tab.

4 Go to the Time Accounts section. Make note of the External Code

There, choose the appropriate <time in the Account Information block;
account> button. you will need it when closing the
old time account (activity # 14).

 Note
Alternatively, you can skip
this activity and use other
search criteria in activity #14.

5 In the Date field, select from the cal-

endar help the date of the employee’s
last day at the old location. Make note
of the days of annual leave the em-
ployee is entitled to at that date.

6 To zero the “old” time account, The Manual Adjustments dialog

choose Add Posting, and from the box is displayed.
dropdown list that expands, select
Manual Adjustment.

7 Make the following entries: Posting Date: select from the cal-
endar help the last day the em-
ployee is at the old location

Adjustment: check the Deduct ra-

dio button

Amount in days: enter the number

of days that should be transferred
to the new account. Most likely
this is the number the employee
is entitled until his or her transfer
to another location.

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152 PUBLIC Test Procedures
 User Entries: Field Name: User Pass
# Activity Action and Value Expected Result / Fail

Comment: enter a comment if ap-

propriate

8 Choose Save. A system success message is dis-

played. The balance of the appro-
priate time account has been up-
dated (zeroed) accordingly, and
the manually made posting is dis-
played in the Account Postings
block.

9 Select in the Date field from the calen-

dar help, the date of the employee’s
first day in the new location. Select
the button reflecting the appropriate
annual leave account.

10 To add balance to the “new” time ac- The Manual Adjustments dialog
count, choose Add Posting, and from box is displayed.
the dropdown list that expands, select
Manual Adjustment.

11 Make the following entries: Posting Date: select from the cal-
endar help the first day the em-
ployee is at the new location

Adjustment: check the Add radio

button

Amount in days: enter the same

number of days you have de-
ducted in activity # 7.

Comment: enter a comment if ap-

propriate

12 Choose Save. A system success message is dis-

played. The balance of the appro-
priate time account has been up-
dated accordingly, and the man-
ually made posting is displayed in
the Account Postings block.

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Test Procedures PUBLIC 153
 User Entries: Field Name: User Pass
# Activity Action and Value Expected Result / Fail

13 To close the old time account, select The Manage Time Off Structures
Admin Center from the Home drop- screen is displayed.
down list. Type Manage Time Off
Structures in the tool search box
and select the feature/tool from the
list.

14 Make the following entries: Search: select Time Account

from the dropdown list

In the second search field, enter The selected Time Account: <time
the external code of the time ac- account ID> is displayed.
count you want to close. You have
noted down the external code in
activity # 4.

 Note
Alternatively, you can en-
ter the <Time Account
Type.External Code>
(for example AUS_ANN for
Annual Leave AUS) and select
the time account for the ap-
propriate User (ID).

15 Choose Take Action → Make Account Valid Until: select from

Correction. The fields become edita- the calendar help the last day the
ble, and you can make following en- employee is at the old location
tries:
Booking Possible Until: select
from the calendar help the last
day the employee is at the old lo-
cation

Closed: select Yes from the

dropdown list

16 Choose Save. The old time account has been

closed and is no longer available
for the employee in employee self-
service.

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154 PUBLIC Test Procedures
 User Entries: Field Name: User Pass
# Activity Action and Value Expected Result / Fail

17 To verify if the time accounts of The Time Information for

the employee have been correctly <employee name> screen is dis-
updated, search for the employee played.
and navigate on his/her Employee
Files screen to Time Management sec-
tion → Time Management subsection
→ Upcoming Time Off block. There,
choose the Administer Time link.

18 Go to the Time Accounts section. Se-

lect in the Date field a date from the
calendar help, on which the employee
was still at the old location.

Choose the Account Types (#) link

and in the upcoming dropdown, check
that the old time account you have
closed in activities # 13 to # 16 is not
available anymore.

 Note
The Account Types (#) link is
available only in case there are
at least 2 different time account
types assigned to the employee.

 Note

In case of country DEU: in case an employee, who has Time Profile Generic Profile 2 (DEU) or
Generic Profile Special Holiday 2 (DEU) assigned, changes the number of days he or she is
working during a week, the vacation accrual is updated automatically based on a preconfigured rule and
the recalculation field maintained in the Vacation time account type. To check this, proceed as follows:

• Search for the employee. On his or her Employee Files page, go to the Time Management section and
choose the Administer Time link.
• Choose the Time Accounts tab, and then choose the Vacation <year> button.
• Scroll to the Account Postings section. On the Past Postings tab, check that 3 records are available:
• one Accrual record, which posts the amount of vacation the employee accrued at the start of the
year for the current year
• one Recalculation and a second Accrual record, which recalculate the vacation accruals based on
the changed Working Days per Week value.

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Test Procedures PUBLIC 155
  Note

In case of country GBR: if an employee changes the FTE value, based on a preconfigured rule and
the recalculation fields maintained in the Holiday time account type, the vacation accrual is updated
automatically. To check this, proceed as follows:

• Search for the employee. On his or her Employee Files page, go to the Time Management section and
choose the Administer Time link.
• Choose the Time Accounts tab, and then choose the Holiday <year> button.
• Scroll to the Account Postings section. On the Past Postings tab, check that 3 records are available:
• one Accrual record, which posts the amount of holiday the employee accrues for the current year
• one Recalculation and a second Accrual record, which recalculate the holiday accruals based on
the changed FTE value.

 Note

In case of country NLD: if an employee changes the weekly working hours and thus the FTE value, based on
preconfigured rules and the recalculation fields maintained in the Statutory Leave and Non-Statutory Leave
time account types, the vacation accrual is updated automatically. To check this, proceed as follows:

• Search for the employee. On his or her Employee Files page, go to the Time Management section and
choose the Administer Time link.
• Choose the Time Accounts tab, and then choose the Statutory Leave <year> and Non-Statutory Leave
<year> button, respectively.
• Scroll to the Account Postings section. In the Past Postings tab, check that 3 records are available:
• one Accrual record, which posts the amount of (non-)statutory leave the employee accrues for the
current year
• one Recalculation and a second Accrual record, which recalculate the (non-)statutory leave
accruals based on the changed standard weekly hours/FTE value.

4.4.2 Check Feasibility of Time Off Request

Purpose

In order to better plan an absence, the Employee can perform some activities in advance:

• view their time account information, to check the available time balances, in case they plan to take some
vacation/annual leave;
• view the calendar containing the public holidays relevant for their country; and
• if permissioned by the company, view the absences of the team colleagues (peers and line manager, more
precisely).

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156 PUBLIC Test Procedures
Prerequisites

All team members have kept their absences up to date.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as The Home page is displayed.
Employee.

2 Go to Time From the Home dropdown list, select My The Time Off screen is displayed. It is structured
Off screen Employee File. On the My Employee File into several sections:
screen, go to the Time Management section.
• In the left part, the detailed calendar for two
In the Upcoming Time Off block of the Time months is displayed. Workdays and weekend
Management subsection, choose the Go to days/holidays display in different colors; the
Time Off link. color coding being listed below the calendar.
Today’s date is marked with a frame.
• In the Balances section, located in the upper
right part of the screen, your available time
balances for some time types as of today are
listed.

 Note
To view the entire list, you need to
choose Show All.

• In the Upcoming Time Off section, located

in the lower right part of the screen, some
of your future time offs (including approved
and pending absences, and holidays) are
displayed.

 Note
To view the entire list, you need to
choose Show All.

3 Check In the Balances section, choose Show All. The Balance Overview dialog box is displayed;
Time Ac- it contains the list of time types, to which time
count Bal- account types are assigned, together with your
ances for available time balances for each time type as of
Different today.
Dates

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Test Procedures PUBLIC 157
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

In the bottom right corner of the dialog box, The available time balances for each time type as
choose As of Today and select any date from of the selected date are displayed.
the upcoming calendar help.

4 View Gen- In the bottom right corner of the Balance In the dialog box, the view is switched to display
eral Infor- Overview dialog box, choose Account View. the list of your time accounts as of today.
mation of
Time Ac- Check details to your existing time accounts,
counts including time off earned, days taken and
planned, and the available balance. The bal-
ance is calculated by deducting taken time
off from the time off earned.

In the bottom right corner of the dialog box, The details of your time accounts as of the se-
choose As of Today and select any date from lected date are displayed for you to view.
the upcoming calendar help.

5 Close Bal- Once done with checking, choose Close. You return to the Time Off screen.
ance Over-
view dialog
box

6 View Pub- To view the public holidays valid for your lo-
lic Holi- cation, you have two options to proceed, as
days described below in test steps # 6a and # 6b,
respectively. You can execute either one of
them or both.

 Caution
In case of country GBR: This test
step is relevant only for employees
having time profile Time Profile
(GBR) and holiday calendar either
Holiday (GBR) Scotland or
Holiday (GBR) Eng/Wales as-
signed! In case of employees hav-
ing time profile either Hourly
Time Profile (GBR) or Time
Profile (GBR) and holiday calen-
dar Holiday (GBR) Hourly as-
signed, you may ignore this test step, as
the public holidays are not marked as
such in these employee’s calendars!

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158 PUBLIC Test Procedures
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

6a Option 1: In the calendar section of the screen, choose

View Pub- the left and right arrow to view the months
lic Holi- of the year and the appropriate holidays.
days using Each public holiday is color-coded accord-
Calendar ingly; the color-coding being listed below the
display calendar. Click on a particular holiday date in
the calendar, to view in the upcoming small
callout details to that public holiday.

6b Option 2: In the Upcoming Time Off section, choose The Absences and Holidays dialog box is dis-
View Pub- Show All. played; it is split into three tabs: All, Absences,
lic Holi- and Holidays. Per default, the All tab, listing
days via the future events (absences and holidays), is dis-
Upcoming played.
Time Off
section  Note
By choosing the Filter (cone) icon in the up-
per right corner of the dialog box, you can
choose to view the past events, too.

Choose the Holidays tab. The public holidays to take place in the future are
listed.

Optionally, to show a particular holiday in The Absences and Holidays dialog box is closed,
the calendar, highlight the appropriate entry and you are directed to the calendar, where the
in the list and choose Show in Calendar. selected public holiday is highlighted and the
small callout next to it shows details to that pub-
lic holiday.

Once done with checking, choose Close. You return to the Time Off screen.

 Note
In case you have executed the optional
previous activity of showing a particular
holiday in the calendar, you can skip this
activity, as the Absences and Holidays
dialog box is already closed.

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Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

7 View Team In case you have been granted permission to The Team Absence Calendar dialog box opens, in
Absence view the absences of your peers, choose in which you and your peers are listed.
Calendar the top-right corner of the Time Off screen,
(Optional) Show Team Absences.  Note
In case you are also a line manager, the dia-
log box consists of the My Peers and the My
Direct Reports tabs; per default the My Peers
tab is displayed.

In the calendar, workdays and weekend days/hol-

idays are displayed in different color coding. To-
day’s date is marked with a frame. The monthly
view is displayed per default.

You can choose to view the absences of your The absences of your peers are shown in an ano-
peers on a monthly basis, or switch to the nymized way, including the start and end date of
daily or weekly view by clicking on the corre- each absence.
sponding tab.

Use the < (Navigate backwards) and >

(Navigate forward) arrows to review the ab-
sences in course of several weeks/months.

When finished, close the Team Absences You return to the Time Off screen.
Calendar dialog box by choosing Close.

8 Additional On your Home page, you can choose in The Employee Files > Team Absence Calendar
Option for the Quick Actions section the View Team screen is displayed. On the left side of the screen,
Line Man- Absences card. your Reporting Hierarchy is displayed. The right
agers only: part of the screen consists of the My Peers and
View Ab- My Direct Reports tabs; per default, the My Peers
sences of tab is displayed.
Direct Re-
ports Choose the My Direct Reports tab and High-level details to the absences of your direct
choose the < (Navigate backwards) and > reports are shown, including (absence) time type,
(Navigate forward) arrows to review the ab- start and end date.
sences in course of several weeks/months.

To view more details of an absence, choose The View Absence dialog box is displayed, con-
on the graphical display (rectangle) that ab- taining a detailed view of the selected absence.
sence. In the upcoming small callout, choose
the <time type (# days)> link.

When done, choose OK. You return to the My Direct Reports tab.

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160 PUBLIC Test Procedures
4.4.3 Submit Time Off Request

Purpose

The Employee can request time off using the self-service functionality. In case the employee cannot access the
system or has no permission to request a particular type of time off, the line manager or the HR Administrator
can request it on behalf of the employee.

An absence can be marked as “recurring”. Recurring absences allows creating with one shot several full days,
partial day or half day absence records, which should recur on a regular basis.

Each time off request initiated either by the employee or on behalf of the employee generates a workflow. In the
examples delivered in the SAP Best Practices solution, one-step approval workflows (approval needed by the
Line Manager only) and two-step approval workflows (approval needed by Line Manager and a member of the
HR Administrator group) are generated.

In case of Belgium (BEL), there are in addition time types, for which only an approval by a member of the HR
Administrator group is needed. Once the request is approved, a cc notification is sent out to the Line Manager
of the employee.

In case of Finland (FIN), there are in addition time types, for which

• only an approval by a member of the HR Administrator group is needed. Once the request is approved, a cc
notification is sent out to the Line Manager of the employee.
• only an approval by the Line Manager is needed. Once the request is approved, a cc notification is sent out
to the members of the HR Administrator group.

Exceptions to this behavior are encountered for Italy (ITA). For ITA, we have following situations:

• Time types for which a one-step approval (by the Line Manager only) is required.
• Time types, for which no active approval is needed, but for which a cc notification is sent out to the Line
Manager once the time off is posted by the employee via self-service.
• Time types for which, due to legal reasons, no approval is needed, and no cc notification is sent out once
the time off is posted by the employee via self-service.
• In case the time off request is initiated on behalf of the employee, no workflow is triggered and the time off
is automatically approved.

Both options (requesting time off via self-service and requesting time off on behalf) are described in detail.
Depending on the time off to be requested, you may execute only one of them.

 Tip

In case the Mandatory Block Leave content has been deployed in your company instance with the SAP
Best Practices solution, we recommend you post several consecutive time offs of same or different time
type, which occur without a gap in between them. Having this, you can test the proper functioning of
integration center Block Leave Counter Mass Update described in the Appendix of the document.

Manage Time-Off: Test Script

Test Procedures PUBLIC 161
  Note

The special use case of rounding the time off period is described here [page 687].

 Note

The special use case of cross-midnight shift when requesting time off is described here [page 689].

 Note

The special use case of requesting time off within flextime bandwidth is described here [page 704].

Prerequisites

The correct line manager must have been maintained for the employee in order for a workflow to be triggered.

4.4.3.1 Option 1: Submit Time Off Request via Self-Service

Purpose

The Employee wants to take a short-term time off. He or she enters details into the system related to the time
off request of a specific type.

Prerequisites

In case the (absence) time type has a time account type assigned, sufficient balance must still exist in order to
request time off of this type.

Procedure

 Tip

Instead of executing the procedure as described below, you can also request time off in a quick manner.
For this, choose in the Quick Actions section on your Home page the Request Time Off card. The Create
Absence dialog box displays, which contains a more reduced view than the Time Off screen described
below. Enter the key data of your planned time off and submit the request. Pay attention that this option

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162 PUBLIC Test Procedures
 is recommendable only if you know the period of the other time offs you have requested, as no detailed
calendar displays like in the Time Off screen!

 Note

In case of country AUS, if time type Vacation On Attendance Hours is in scope for your company
and relevant for you: the procedure for requesting this type of time off is sketched below the Procedure
table.

Pass
Test
Ste Test Step /
p # Name Instruction Expected Result Recommendation Fail

1 Log on Log on to the Employee Central The Home page is dis-

instance as Employee. played.

2 Go to From the Home dropdown list, The Time Off screen is

Time Off select My Employee File. On the displayed. It is structured
screen My Employee File screen, go to into several sections.
the Time Management section.
In the Upcoming Time Off block
of the Time Management sub-
section, choose the Go to Time
Off link.

3 Create In the bottom-right corner of The Create Absence sec-

Time Off the Time Off screen, choose tion is displayed in the
Request Create Absence. right part of the screen,
containing the fields to
be filled by you.

4 Enter Re- Make the following entries re-

quest De- garding your time off request:
tails

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 Pass
Test
Ste Test Step /
p # Name Instruction Expected Result Recommendation Fail

Time Type: select from the Depending on the se- Details to short-term (absence) time
dropdown list lected time type, a warn- types, including supporting docu-
ing message might be is- ments to be attached as well as er-
sued by the system. ror/warning/info messages issued,
are given as follows:
 Caution
• time types needing a one-step
In case of country approval [page 272];
NLD and Time Type • time types needing two-step
Sickness, the pro- approvals [page 409]
cedure will be differ- • additional time types for
ent than described country BEL [page 473]
below, also due to • additional time types for
different fields dis- country FIN [page 477]
playing for mainte- • additional time types for
nance. For details, country ITA [page 483]

refer to chapter Re-

port Sickness [page
631].

Start Date: defaults to today’s In the Team Absences Alternatively, you can use the Next
date; select an appropriate date section, the No team (arrow right) icon to navigate to the
from the calendar help members absent link is appropriate month in the calendar.
displayed. In case you Then use the paintbrush mouse over
End Date: defaults to today’s have been granted per- to mark the complete period for
date; select an appropriate date mission to view the which you request time off. The val-
from the calendar help team absence calendar, ues for the fields Start Date, End
instead of the No team Date, and Requesting will be auto-
 Note members absent link, the matically filled in.
For country SAU: in case <#> out of <#> team
of Time Type Maternity members link might be
Leave, the End Date is fil- displayed, depending if

led automatically based on other team members are

a preconfigured take rule. absent during your plan-

ned time off.

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 Pass
Test
Ste Test Step /
p # Name Instruction Expected Result Recommendation Fail

Requesting: is defaulted auto- In case the selected

matically based on the dates time type has a time ac-
entered count type assigned and
no sufficient balance is
 Note available anymore, an er-
ror message is displayed
In case of country SGP,
and the Submit button is
if an employee, who has
disabled. You will need to
work schedule 44 Hours
adapt your request.
Mon- Sat (SGP)
(44H_MON_SAT_SGP), In case a number of
applies for annual leave days is requested that
that includes day(s) on exceeds the limit al-
which only half day work- lowed for the time type,
ing is planned, then 0.5 are most likely an error mes-
deducted from the annual sage is issued and the
leave balance for each of Submit button is disa-
those days. For a weeks bled. The number of
absence from Monday till days requested needs to
Sunday, 5.5 days will be be adapted accordingly.
deducted from the employ-
For some (absence) time
ee's annual leave balance.
types, you may also re-
quest a half-day or quar-
ter of day time off. In this
case, a dropdown is at-
tached to the Requesting
field, from which you can
select the appropriate
value.

For some (absence) time

types, you may also re-
quest time off in hours
and minutes, up to the
average hours per day.

 Note
The average hours
per day is dis-
played in the
employees' Job
Information block in

Time Information

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Test Procedures PUBLIC 165
 Pass
Test
Ste Test Step /
p # Name Instruction Expected Result Recommendation Fail

Work Schedule

Details Detail
tab.

Depending on the se-

lected time type, a warn-
ing or info message
might be issued by the
system asking you to
attach supporting docu-
ment(s). This message
is visible below the
section header (Create
Absence).

Returning to Work On: is de-

faulted automatically to the
next working day after the date
entered in End Date; read-only
field

Optionally, you can mark the If the checkbox is flag-

time off as recurring absence. ged, the End Date field
For this, flag the Recurring disappears and two ad-
Absence checkbox, if appropri- ditional fields show up,
ate. which you need to fill:

Recurs: select from the

 Note
dropdown list
Flagging the checkbox
Ends On: select from the
makes sense only in case a
calendar help
particular day of the week
should be off on a regular Based on the values
basis. of fields Requesting,
Recurs, and Ends On,
value of read-only field
Total Requesting is auto-
matically calculated.

Comment: add an explanation

to the request, if necessary

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166 PUBLIC Test Procedures
 Pass
Test
Ste Test Step /
p # Name Instruction Expected Result Recommendation Fail

5 Attach If applicable, attach a docu-

Docu- ment: choose the Upload link
ment (Op- next to field attachment. In the
tional) Open dialog box, browse for the
file saved on your local disk, and
then choose Open.

 Note
Alternatively, you can up-
load the supporting docu-
ment by dropping the file
into the Drop files to upload
area.

6 Mark Optionally, in case the Manda- In case you select Yes,

Time Off tory Block Leave content has read-only field Block
as Block also been deployed with the Leave Counter will be
Leave SAP Best Practices solution, adapted automatically
(Optional) you can specify if the requested after the request has
time off should be marked as been approved.
relevant for block leave:

Are you applying this for block

leave?: select from the drop-
down list

7 View In case at least one other team The Team Absence

Team Ab- member is absent during your Calendar dialog box is
sences planned time off, you can check displayed. You and the
(Optional, who this person is by choos- other team member(s)
if view ing the <#> out of <#> team absent during your plan-
permis- members link. ned time off are listed.
sions are Next to each person, the
granted to appropriate time off pe-
you) riod(s) overlapping with
your planned time off is
displayed.

After having checked the ab-

sences of your team mem-
ber(s), choose in the dialog box
Close.

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Test Procedures PUBLIC 167
 Pass
Test
Ste Test Step /
p # Name Instruction Expected Result Recommendation Fail

8 Submit Choose Submit. A system message is In case of country BEL: for several
Request generated about suc- (absence) time types, only an appro-
cessful saving of your val of a member of the HR Adminis-
request and awaiting ap- trator group is needed. The detailed
proval from your line list of these time types is given here
manager. [page 473].

The period of absence In case of country ITA: for several

planned by you is colored (absence) time types, no approval
accordingly in the calen- is required; instead, their status
dar. becomes automatically Approved
upon submitting the request. Never-
In the Upcoming Time Off
theless, for some of these, an email
section, your planned ab-
is sent out to your Line Manager, no-
sence is listed; it has sta-
tifying him or her about your posted
tus Pending.
time off. The detailed list of these
time types is given here [page 483].

 Note

This Note is relevant for country AUS only!

In case time type Vacation On Attendance Hours is relevant for you, you can request time off of this
type as long as you have enough balance available. Proceed as follows:

• Execute test steps # 1 to # 3 as described above.

• In the Create Absence section, select for Time Type field value Vacation On Attendance Hours
from the dropdown list. The Full Day checkbox is then flagged per default; field Requesting contains the
number of hours of one working day as per your work schedule and is read-only.
• Check the value displayed in read-only field Available Balance.
• If you want to request time off for one or several days and there is enough balance left, enter Start
Date and End Date as appropriate, and choose Submit.
• If you want to request time off only for some hours during the day, unflag the Full Day checkbox.
Fields Start Time and End Time will appear on the screen.
• Choose the Clock icon next to the start time. In the upcoming dialog window, choose the time
in hour and minute format, then choose OK.
• Proceed similar for the end time.
• Field Requesting is defaulted automatically based on the times entered.
• Choose Submit.

 Note

To change or cancel the time off request, choose in the Upcoming Time Off section that request. The View
Absence section is displayed in the right part of the screen. Choose Edit Absence.

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168 PUBLIC Test Procedures
 • To change the time off request details, adapt the field values as appropriate and choose Submit.
• To cancel the time off request, choose Cancel Time Off. In the upcoming Please Confirm dialog box, you
need to confirm that you really want to cancel the time off by choosing Yes. In case the cancellation
workflow has been activated for the selected time type, requests to cancel time off already granted
of this time type must be approved by the employee's line manager in the same way as the original
request was. In case the cancellation workflow has not been activated for the selected time type, such
cancellation goes through without the need for line manager approval.

 Note

In case the Mandatory Block Leave content has been deployed in your company instance with the
SAP Best Practices solution, and the shortened or cancelled time off is part of the block leave and is
in between two other time offs as part of block leave, then the block leave counter of the subsequent
time off within the block leave is not correct anymore. To solve this issue, integration center SFCC Block
Leave Counter Mass Update is scheduled and will update the counter balance automatically. For details
refer to chapter Run Integration Center Block Leave Counter Mass Update (if Mandatory Block Leave
implemented) [page 565].

Optionally, you can only enter a comment to your pending request in the View Absence section, by choosing
the Add Comment icon in the Activity block.

Result

Your Line Manager receives an email notification about your time off request needing attention.

Depending on the countries in scope for your business process, continue in the process execution as follows:

• in case of countries other than BEL and ITA: continue with process step Review and Approve Time Off
Request [page 176]
• in case of country BEL, following situations arise:
• In case the time off request needs to be approved by the line manager, continue with process step
Review and Approve Time Off Request [page 176]
• In case the time off request needs to be approved by a member of the HR administrator group only,
continue with process step Process Approved Time Off Request [page 190].
• in case of country ITA, following situations arise:
• In case the time off request needs to be approved by the line manager, continue with process step
Review and Approve Time Off Request [page 176]
• Otherwise, continue in the process execution with process step Check Status of Time Off Request
[page 204].

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Test Procedures PUBLIC 169
4.4.3.2 Option 2: Submit Time Off Request on Behalf of
Employee

Purpose

The employee wants to take a short-term time off, but either has no access to the system or the corresponding
time type is not enabled in employee self-service. In this case, the employee must inform the HR Administrator
or the Line Manager; one of them will then post the time off on behalf of the employee.

The HR Administrator can request time off for the employee on behalf of the employee, too. He or she can enter
multiple absences on a particular day in the same way as an employee can.

The Line Manager can also post time off requests for his or her direct reports on behalf of them.

 Caution

In case of country MEX, pay attention to not request time off of type Prima Vacacional!

Prerequisites

In case the (absence) time type has a time account type assigned, sufficient balance must still exist in order to
request time off of this type.

Procedure

 Note

In case of country AUS, if time type Vacation On Attendance Hours is in scope for your company
and relevant for the employee: the procedure for requesting this type of time off is sketched below the
Procedure table.

Pas
Test
Step Test Step s/
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance The Home page is displayed.
as HR Administrator or the employee's Line
Manager.

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170 PUBLIC Test Procedures
 Pas
Test
Step Test Step s/
# Name Instruction Expected Result Fail

2 Search In the Search for actions or people text box, lo- The autocomplete functionality suggests a list of
Employee cated in the top right corner of the screen, en- employees matching your search criteria.
ter the name (or name parts) of the employee
on behalf of whom you want to request time
off.

3 Select Select the appropriate employee from the re- You are directed to the Employee Files page in
Employee sult list. which the profile of the employee is displayed.

4 Go to On the Employee Files screen, go to the Time The Time Information for <employee name>
Time In- Management section. In the Upcoming Time screen is displayed, showing per default the
formation Off block of the Time Management subsec- Absences tab.
screen of tion, choose the Administer Time link.
Employee

5 Request In the right corner above the Absences (#) The Create Absence dialog box is displayed, con-
Time Off table, choose Create Absence. taining the fields to be filled.
on Behalf
of Em-
ployee

6 Enter Re- Make the following entries regarding the time

quest De- off request:
tails
Time Type: select from the dropdown list In case a time account type has been assigned
to the selected time type, for which accrual rules
 Note have been defined, the Available Balance read-

Details to short-term (absence) time only field is displayed, containing the number of

types, including supporting documents to days still available.

be attached as well as error/warning/info Depending on the selected time type, a warning

messages issued, are given as follows: message might be issued by the system.

• time types needing a one-step ap-

 Caution
proval [page 272];
• time types needing two-step ap- In case of country NLD and Time Type

provals [page 409] Sickness, the procedure will be different

than described below, also due to different
• additional time types for country
fields displaying for maintenance. For de-
BEL [page 473]
tails, refer to chapter Report Sickness [page
• additional time types for country
631].
FIN [page 477]
• additional time types for country
ITA [page 483] .

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Test Procedures PUBLIC 171
 Pas
Test
Step Test Step s/
# Name Instruction Expected Result Fail

Start Date: defaults to today’s date; select an

appropriate date from the calendar help

End Date: defaults to today’s date; select an

appropriate date from the calendar help

Optionally, you can mark the time off as re- If the checkbox is flagged, the End Date field dis-
curring absence. For this, flag the Recurring appears and two additional fields show up, which
Absence checkbox, if appropriate. you need to fill:

Recurs: select from the dropdown list

 Note
Ends On: select from the calendar help
Flagging the checkbox makes sense only
in case a particular day of the week
should be off on a regular basis.

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172 PUBLIC Test Procedures
 Pas
Test
Step Test Step s/
# Name Instruction Expected Result Fail

Requesting: is defaulted automatically based In case the selected time type has a time ac-
on the dates entered count type assigned and no sufficient balance is
available anymore, an error message is displayed
 Note and the Submit button is disabled. You will need

In case of a recurring absence, the field to adapt the request.

is called Total Requesting, the value is au- In case a number of days is requested that
tomatically defaulted based on the values exceeds the limit allowed for the time type,
maintained in fields Start Date, Recurs, most likely an error message is issued and the
and Ends On, and is read-only. Submit button is disabled. The number of days
requested needs to be adapted accordingly.

 Note For some (absence) time types, a half-day or

quarter of day time off may also be requested.
In case of country SGP, if an
In this case, a dropdown is attached to the
employee, who has work schedule
Requesting field, from which you can select the
44 Hours Mon- Sat (SGP)
appropriate value.
(44H_MON_SAT_SGP), applies for an-
nual leave that includes day(s) on which For some (absence) time types, time off in hours
only half day working is planned, then and minutes, up to the average hours per day,
0.5 are deducted from the annual leave may also be requested.
balance for each of those days. For a
weeks absence from Monday till Sunday,  Note
5.5 days will be deducted from the em- The average hours per day is displayed
ployee's annual leave balance. in the employees' Job Information block

in Time Information Work Schedule

Details Detail tab.

Depending on the selected time type, a warning

or info message might be issued by the system
asking you to attach supporting document(s).
This message is visible below the Comment field.

Returning to Work On: is defaulted automati-

cally to the next working day after the date
entered in End Date; read-only field

Comment: add an explanation to the request,

if necessary

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Test Procedures PUBLIC 173
 Pas
Test
Step Test Step s/
# Name Instruction Expected Result Fail

7 Attach If applicable, attach a document: choose the

Docu- Upload link next to field attachment. In the
ment (Op- Open dialog box, browse for the file saved on
tional) your local disk, and then choose Open.

 Note
Alternatively, you can upload the support-
ing document by dropping the file into the
Drop files to upload area.

8 Mark Optionally, in case the Mandatory Block In case you select Yes, read-only field Block
Time Off Leave content has also been deployed with Leave Counter will be adapted automatically af-
as Block the SAP Best Practices solution, you can ter the request has been approved.
Leave specify if the requested time off should be
(Optional) marked as relevant for block leave:

Are you applying this for block leave?: select

from the dropdown list

9 Submit Choose Submit. In case the HR Administrator has created the

Request request, a system message is generated about
successful saving of the time off request and
awaiting approval from the employee's line man-
ager. The request is in status Pending.

In case the Line Manager has created the re-

quest, no approval is needed from him or her
anymore. Instead, the request is either automat-
ically approved (in case of a one-step approval
workflow) or sent directly to the HR Administra-
tor dynamic group (in case of a two-step appro-
val workflow). In the latter case, the request is in
status Pending as well.

In case of countries BEL and FIN: For some time

types, the request goes directly to the HR Admin-
istrator dynamic group; another HR Administra-
tor than the one who initiated the request needs
to approve/review it.

In case of country ITA: Time off requests initi-

ated on behalf of the employee do not trigger a
workflow; instead, the time off is automatically
approved.

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174 PUBLIC Test Procedures
  Note

This Note is relevant for country AUS only!

In case time type Vacation On Attendance Hours is relevant for the employee, you can request time
off of this type as long as there is enough balance available. Proceed as follows:

• Execute test steps # 1 to # 5 as described above.

• In the Create Absence dialog box, select for Time Type field value Vacation On Attendance Hours
from the dropdown list. The Full Day checkbox is then flagged per default; field Requesting contains the
number of hours of one working day as per the employee's work schedule and is read-only.
• Check the value displayed in read-only field Available Balance.
• If you want to request time off for one or several days and there is enough balance left, enter Start
Date and End Date as appropriate, and choose Submit.
• If you want to request time off only for some hours during the day, unflag the Full Day checkbox.
Fields Start Time and End Time will appear on the screen.
• Choose the Clock icon next to the start time. In the upcoming dialog window, choose the time
in hour and minute format, then choose OK.
• Proceed similar for the end time.
• Field Requesting is defaulted automatically based on the times entered.
• Choose Submit.

 Note

To change or cancel the time off request, choose in the Absences (#) table on the Time Information for
<employee name> screen the Pencil (Edit) icon located next to the Status of the request. In the upcoming
Edit Absence dialog box, proceed as follows:

• To change the request, make the appropriate adaptions and choose Submit.
• To cancel the request, choose Cancel Time Off. In case the cancellation workflow has been activated for
the selected time type, requests to cancel time off already granted of this time type must be approved
by the employee's line manager in the same way as the original request was. In case the cancellation
workflow has not been activated for the selected time type, such cancellation goes through without the
need for line manager approval.

 Note

In case the Mandatory Block Leave content has been deployed in your company instance with the
SAP Best Practices solution, and the shortened or cancelled time off is part of the block leave and is
in between two other time offs as part of block leave, then the block leave counter of the subsequent
time off within the block leave is not correct anymore. To solve this issue, integration center SFCC Block
Leave Counter Mass Update is scheduled and will update the counter balance automatically. For details
refer to chapter Run Integration Center Block Leave Counter Mass Update (if Mandatory Block Leave
implemented) [page 565].

 Note

In case of a time off series, the employee can cancel only single requests, but you can cancel the entire
series in one go. For this, choose the Absence Series icon located in the Related Record column next to any
time type belonging to the time off series. In the upcoming Absence Series callout, all time offs belonging

Manage Time-Off: Test Script

Test Procedures PUBLIC 175
 to the series are listed, together with their statuses. Choose Cancel all absences and confirm your choice
again by choosing Yes.

Result

The approver receives an email notification about the time off request needing attention.

Depending on the countries in scope for your business process, continue in the process execution as follows:

• for countries other than BEL, FIN, and ITA, following situations arise:
• in case the request has been created by the HR Administrator, continue with process step Review and
Approve Time Off Request [page 176]
• in case the request has been created by the employee's Line Manager, you have following options:
• the requested (absence) time type needs to go through a 1-step approval process: Check Status of
Time Off Request [page 204]
• the requested (absence) time type needs to go through a 2-step approval process: Process
Approved Time Off Request [page 190]
• in case of countries BEL and FIN, following situations arise:
• In case the time off request needs to be approved by the line manager, continue with process step
Review and Approve Time Off Request [page 176]
• In case the time off request needs to be approved by a member of the HR administrator group only,
continue with process step Process Approved Time Off Request [page 190].
• in case of country ITA, continue in the process execution with process step Check Status of Time Off
Request [page 204].

4.4.4 Review and Approve Time Off Request

Purpose

The Line Manager processes time off requests submitted by or on behalf of their subordinated employees. The
Line Manager has the option to process a single time off request, or to mass approve several time off requests
at once.

 Note

Mass approval is especially helpful if the Line Manager has several time off requests to be approved in their
Approvals section.

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176 PUBLIC Test Procedures
Procedure

 Caution

In case of country MEX, if the HR Administrator has posted by accident a time off request of type Prima
Vacacional, you need to decline the request with a meaningful comment!

 Caution

In case of country NLD and time off of type Adoption Leave: in case the adoption leave for one adopted
child is split into several requests, verify, that same Adoption Date is maintained in all the requests. In case
different adoption dates have been maintained, make sure that these refer to different adopted children!

 Note

In case of country HUN and time off of type Non-Hospital Care High Risk Pregnancy or Hospital
Care High Risk Pregnancy, check upfront that the employee, for whom the time off has been posted,
is a female. In case of time offs due to Child Care - 1./2./3.Child or Child Care Hospital -
1./2./3.Child, check upfront that the employee is parent of the appropriate number of children.

 Note

In case of country SWE and time off of type 10-days birth of Child (Child 1/2/3), check upfront
that the employee is parent of the appropriate number of children.

 Note

In case of country IDN and time off of type Annual Leave, verify that the employee has Probation Status
Completed.

 Note

In case of country KWT and time off of type Compassionate Leave Inside Kuwait, Compassionate
Leave Outside Kuwait, Education Leave (KWT) or Hajj Leave (KWT), verify that the employee
has Probation Status Completed.

 Note

In case of country MYS and time off of type Birthday Leave or Marriage Leave, verify that the
employee has Probation Status Completed.

 Note

In case of country PHL and time off of type PHL Vacation Leave or PHL Sick Leave, verify that the
employee has Probation Status Completed.

 Note

In case of country THA and time off of type Vacation, verify that the employee has Probation Status
Completed.

Manage Time-Off: Test Script

Test Procedures PUBLIC 177
  Note

In case of country VNM and time off of type VNM Annual Leave, verify that the employee has Probation
Status Completed.

Test Test Step Pass

Step # Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance The Home page is displayed.
as Line Manager.
In the Approvals section, the Time Off >
<employee name> card is displayed. Details,
like absence period, absence time type and the
date, the request was submitted, are shown in
this card.

 Note
If there are several requests of this cate-
gory to be approved, the View All link dis-
plays on the card as well. The card of the
time off request, which was submitted lat-
est, is displayed.

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 Test Test Step Pass
Step # Name Instruction Expected Result / Fail

2 Continue Continue with one of the three options

listed below:

• Option 1 [page 179]: Directly approve

a single request
• Option 2 [page 181]: Choose a single
time off request, review its details and
approve it

 Note
This is the preferred option in
case the request needs a detailed
offline check. Examples of such
use cases for some of the coun-
tries in scope of the SAP Best
Practices solution are:

• time off due to child care

(hospital) (country HUN);
• death of spouse or another
family member (country
IDN);
• time off due to marriage of
child (country SVN);
• time off requested by a solo
parent (country PHL);
• time off due to own wedding
or wedding of child (country
VNM).

• Option 3 [page 187]: Approve several

time off requests at once, if relevant

 Note
In case the Mandatory Block Leave
content has been deployed in your
instance using SAP Best Practices
solution, you should use Option 2 for
checking if the employee requested
the entire block leave as per your
company's policy.

Option 1: Direct Approval of Single Time Off Request

Manage Time-Off: Test Script

Test Procedures PUBLIC 179
Test
Step Test Step Pass
# Name Instruction Expected Result Additional Information / Fail

3 Approve Review in the Time Off >

Directly <employee name> card the
Single high-level details of the re-
Time Off quest you need to approve.
Request These high-level details re-
fer to the absence time
type, absence period, and
absence duration.

 Note
In case there are sev-
eral time off requests
you need to approve,
the View All link dis-
plays in the Time Off
> <employee name>
card. Choose that link;
the Time Off (#) dia-
log box displays, con-
taining cards for each
time off request. Review
the high-level details on
the appropriate card.

If everything is fine, choose The system generates a message You may also decline the
the green tick icon in the about the successful approval of the time off request. In this
bottom right corner of the workflow and the request card dis- case, choose the red cross
card. In the dropdown, which appeared from the Approvals sec- icon in the bottom right
expands, you can opt to ap- tion. corner of the card. In the
prove the request with com- dropdown, which expands,
ments or without comments. you can opt to decline
the request with comments
• In case you se-
lect Approve with or without comments. It
Comments, the Approve is recommended to select
with Comments dialog Decline with Comments. In
box displays. Add a the upcoming Decline with
comment in the text box Comments dialog box, add
and choose Approve.
a comment in the text box
• In case you select and choose Decline. As a re-
Approve, the request is
sult, the time off request will
approved immediately.
be canceled automatically
by the system.

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 Test
Step Test Step Pass
# Name Instruction Expected Result Additional Information / Fail

4 Approve If appropriate, approve di- Once there is no time off request

Other Re- rectly other single requests. left for you to approve, the Time
quests Off card will no longer be visible in
(Op- the Approvals section of your Home
tional) page.

5 Continue Continue as described in the

Result [page 190] section.

Option 2: Detailed Processing of Single Time Off Request

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Test Procedures PUBLIC 181
Tes
Pass
t Test
Ste Step /
p # Name Instruction Expected Result Additional Information Fail

3 Select In the Approvals section, The Employee Files > Workflow

Time choose the Time Off > Details page opens in a new
Off <employee name> card. window. It contains details to
Re- the employee’s time off request
quest  Note and is divided into several sec-
tions:
In case there are several
time off requests you • The Do you approve this
need to approve, the View request? section contains
All link displays in the a short overview of the re-
Time Off > <employee quest, its initiator, and the
name> card. Choose that workflow participants.
link; the Time Off (#) dia- • The Time Off Requests sec-
log box displays, contain- tion contains the detailed
ing cards for each em- request.
ployee request. Choose
• The Team Absence
the appropriate Time
Calendar
Off > <employee name>
card. • In the Comment section,
you can post your remarks
to the request. section
contains a link; its name re-
flects if other team mem-
bers are absent during the
same period or not.
• On the right part of the
screen a short profile of
the affected employee is
given, as well as admin-
istrative details to the re-
quest initiation. By choos-
ing the <employee name>
link, you can directly open
the employee file. Choose
the browser Back to go
back to the Workflow
Details screen.

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4 Re- Review the detailed request.

view
Time  Note
Off In case of maternity.
Re- paternity, parental, adop-
quest tion leave, check offline
and the correctness of the
Check data maintained about
Po- the newly born/adopted
tential child.
Con-
flicts
with  Note
Ab- In case of leave due to
sen- death of spouse, child,
ces of parents, or other family
Other members, leave due to
Team own wedding or child's
Mem- wedding, child care, and
bers so on, check offline that
the employee is indeed
entitled to this time off.

 Note
For country IDN, in
case of requested an-
nual leave, check that
Probation Status field
in the employee's Job
Information has value
Completed.

 Note
For country KOR, in
case of requested com-
passionate leave due to
the death of an imme-
diate family member or
a member of the ex-
tended family, check the
compatibility between
the time type and

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Test Procedures PUBLIC 183
Tes
Pass
t Test
Ste Step /
p # Name Instruction Expected Result Additional Information Fail

family member main-

tained. Immediate family
members are Spouse,
Domestic Partner,
Registered
Partner, Child,
Child of Domestic
Partner, Stepchild,
Father, and Mother.

 Note
For country KWT, in
case of compassionate
leave inside or outside
Kuwait, education leave,
or Hajj leave, check that
Probation Status field
in the employee's Job
Information has value
Completed.

 Note
For country MYS, in
case of birthday or mar-
riage leave, check that
Probation Status field
in the employee's Job
Information has value
Completed.

 Note
For country PHL, in case
of vacation or sick leave,
check that Probation
Status field in the em-
ployee's Job Information
has value Completed.

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 Tes
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Ste Step /
p # Name Instruction Expected Result Additional Information Fail

 Note
For country THA, in
case of requested vaca-
tion, check that Probation
Status field in the em-
ployee's Job Information
has value Completed.

 Note
For country VNM, in
case of requested an-
nual leave, check that
Probation Status field
in the employee's Job
Information has value
Completed.

 Note
In case the Mandatory
Block Leave content has
been deployed in your in-
stance, check if the time
off has been marked as
part of a block leave.

In case at least one other The Team Absence Calendar di- If no other team member is absent
team member is absent dur- alog box is displayed. The re- during the requestor's planned time
ing the requestor's planned questor and the other team off, the No others absent during this
time off, you can check who member(s) absent during the period link is displayed.
this person is by choosing the requestor’s planned time off
<#> other absent during this are listed. Next to each per-
period link. son, the appropriate time off
period(s) overlapping with the
requestor’s planned time off is
displayed.

Check if the requestor’s ab-

sence would have a negative
influence on the proper work-
load execution. When done,
choose in the Team Absence
Calendar dialog box Close.

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Test Procedures PUBLIC 185
Tes
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Ste Step /
p # Name Instruction Expected Result Additional Information Fail

In case, a document has

been attached to the request,
view this attachment. For
this, choose the <attachment
name> link located in the
attachment field.

If needed, you can enter a The employee receives an email

note to this time off request notification with the link to the
in the Comment section. time off request. By accessing
this link, the employee can read
In case the Mandatory Block
the comment you posted and
Leave content has been de-
react accordingly, for example
ployed in your instance: If the
by prolongating the requested
time off is a block leave, but
time off period.
the number of absence days
does not fulfill your company
policy regarding block leave,
even though the employee
still has available balance, add
an appropriate comment to
ask the employee to comply
with the laws of full 2 weeks,
and choose Post.

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 Tes
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Ste Step /
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5 Ap- If everything is fine, choose The system generates a mes- You may also decline the time off
prove Approve to approve the time sage about the successful ap- request. In this case, it is recom-
Time off request. proval of the workflow. You mended to add a comment explain-
Off can close the window. After re- ing your decision. Then choose
Re- freshing your Home page, the Decline. As a result, the time off re-
quest Time Off > <employee name> quest will be canceled automatically
card is no longer visible in the by the system.
Approvals section.
In case the Mandatory Block Leave
content has been deployed in your
 Note
instance: if several consecutive time
Once there is no time off off requests have been submitted
request left for you to ap- as part of mandatory block leave
prove, the Time Off card will and all these time types need to go
no longer be visible in the through a 1-step approval process
Approvals section of your only, then the situation can arise
Home page. in which you have approved all the
requests, but not in the sequence
these time offs take place. For exam-
ple, three requests for successively
occurring time off periods have been
posted and you have approved the
third request first, then the block
leave counter of that third time off is
incorrect and needs to be corrected
by scheduling the integration center
SFCC Block Leave Counter Mass Up-
date. For details refer to chapter
Run Integration Center Block Leave
Counter Mass Update (if Mandatory
Block Leave implemented) [page
565].

6 Con- Continue as described in the

tinue Result [page 190] section.

Option 3: Mass Approval of Time Off Requests

 Note

The number of workflow requests, that can be approved at one time, is limited to 100.

 Note

Mass rejection and mass delegation of time off requests are not possible.

To decline a time off request, you need to use either Option 1 or Option 2.

Manage Time-Off: Test Script

Test Procedures PUBLIC 187
 To delegate a time off request, you need to use Option 2.

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

3 Display All In the Approvals section, choose in the The Time Off (#) dialog box is displayed, containing
Request Time Off card the View All link. cards for each employee request.
Cards

4 Go to My Next to Time Off (#), choose the View The My Workflow Requests (#) page opens in a
Workflow complete list of tasks icon. new screen. All the requests needing your atten-
Requests tion display, no matter to which to-do category
Screen they belong.

 Note
If appropriate, choose More, to have the com-
plete list of requests.

 Note
The complete list of all requests needing your
attention displays only in case the View All link
is available at least in one card, no matter to
which to-do category that card belongs.

5 Filter for To filter the requests, choose the Filter Several fields, which can be used as filter crite-
Time Off (cone) icon. ria, like for example request type, initiator, and so
Requests on, are displayed at the top of the My Workflow
Requests (#) screen.

To filter for time off requests, select The time off requests to be approved are listed.
for Request Type Change Generic For each of them, the name of the requesting em-
Object Actions and for Object ployee, the start date, end date, and time type (ab-
select Time Off Requests, then sence) are displayed.

choose Apply.

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188 PUBLIC Test Procedures
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

6 Sort Re- To sort the requests, choose the Sort (up/ The requests you need to approve are listed as per
quests (Op- down arrow) icon. In the menu that ex- the sort criteria you have selected.
tional) pands, you have following options:

• Sort by the date you have received

the request: this is the default sort-
ing for the workflow list and ensures
a timely completion of the requests;
• Sort by the date the request has
been initiated;
• Sort by the date the content of the
request becomes effective.

In addition, you can choose to display the

requests in ascending or descending or-
der.

Check the appropriate radio-buttons and

choose Apply.

7 Select Time Flag the checkboxes on the very left of all The number of selected requests is displayed on
Off Re- Time Off Requests for <employee name> the top right of the list of requests.
quests to links you want to approve.
be ap-
proved  Note
In case there are only time off re-
quests in your list, and you want to
approve all of them at once, you can
flag the Select <#> out of <#> check-
box on the top left of the list of re-
quests.

8 Mass Ap- On the top right of the list of requests, All the selected time off requests will be approved
prove Time choose Approve (#). in one go. As the workflows will be approved asyn-
Off Re- chronously, it may take a while until they are all
quests approved. An appropriate message is generated by
the system.

9 Approve If appropriate, you can remove the filter

Other Re- and process other requests as per your
quests (Op- requirement. Once there is no request
tional) left for you to approve, the My Workflow
Requests (#) screen will have no entry
anymore. You can close the window.

After refreshing your Home page, the

Approvals section is no longer visible.

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Test Procedures PUBLIC 189
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

10 Continue Continue as described in the Result

[page 190] section.

Result

In case the time off request needs to be approved by the employee’s line manager only, the status of the
request has changed accordingly to Approved. If the (absence) time type has a time account type assigned,
for which an accrual rule has been defined, the balance is updated automatically in the employee master data.
The employee receives an email notification, that the time off request has been approved.

 Note

In case Time Off Workflow Notification has been deployed in your instance with the SAP Best
Practices solution, the subject of the email notification is Your <time type name> leave has been
approved.

 Note

In case of country FIN, for some time types, an email notification about the approval is sent out to the
members of the HR Administrator group.

In case the time off request needs to undergo a 2-step approval, the status of the request is still Pending, and
the HR Administrator dynamic group is mentioned as approver. The members of the HR Administrator dynamic
group receive automatic email notifications about their needed approval for the employee’s time off request.

Continue in the process execution as follows:

• in case the requested (absence) time type needs to go through a 1-step approval process, continue with
process step Check Status of Time Off Request [page 204] and subsequent.
• in case the requested (absence) time type needs to go through a 2-step approval process, continue with
process step Process Approved Time Off Request [page 190].

4.4.5 Process Approved Time Off Request (Optional)

Purpose

 Note

The requested time off is of a type listed here [page 409].

Manage Time-Off: Test Script

190 PUBLIC Test Procedures
A member of the HR Administrator dynamic group has picked up the time off request for processing it. Similar
as the line manager, the HR Administrator has the option to process a single time off request, or to mass
approve several time off requests at once.

 Note

Mass approval is especially helpful if the member of the HR Administrator dynamic group has several time
off requests to be approved in their Approvals section.

 Note

If one of the members of the HR Administrator group has requested such a time off either for themself,
or on behalf of the employee, then, depending if the Four-Eye Principle feature for Workflow Approvals is
enabled or not in your instance, following situations arise:

• if the feature is enabled, then only the other members of the HR Administrator group receive the
request approved by the line manager.
• if the feature is disabled, then besides the other members of the HR Administrator group, the line
manager of the requesting HR Administrator receives again the request he or she already approved in
the previous step.

Prerequisite

The employee’s line manager has approved the time off request.

Procedure

 Caution

In case of country BEL and time off of type Paternity Leave: in case the paternity leave for one child is
split into several requests, verify, that same Real Date Of Birth is maintained in all the requests.

 Caution

In case of country NLD and time off of type Adoption Leave: in case the adoption leave for one adopted
child is split into several requests, verify, that same Adoption Date is maintained in all the requests. In case
different adoption dates have been maintained, make sure that these refer to different adopted children!

 Note

In case of country NLD and time off of type Parental Leave (Unpaid): the HR Administrator needs to
decide how many hours the employee is allowed to take. As an employee can have had parental leave for
this particular child at the previous employer, then, when joining the new organization, he/she won’t have
this many parental leave hours left.

Manage Time-Off: Test Script

Test Procedures PUBLIC 191
  Note

In case of country MYS and time off of type Birthday Leave or Marriage Leave posted on behalf of
the employee, verify that the employee has Probation Status Completed.

 Caution

In case of country PHL and time off of type PHL Solo Parent Leave, perform a thorough check of the
Solo Parent ID attached to the request before approving the time off!

Test Test Step Pass

Step # Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as a The Home page is displayed.
member of the HR Administrator dynamic group.
In the Approvals section, the Time Off >
<employee name> card is displayed. De-
tails, like absence period, absence time
type and the date, the request was sub-
mitted, are shown in this card.

 Note
If there are several requests of this
category to be approved, the View All
link displays on the card as well. The
card of the time off request, which
was submitted latest, is displayed.

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192 PUBLIC Test Procedures
 Test Test Step Pass
Step # Name Instruction Expected Result / Fail

2 Continue Continue with one of the three options listed be-

low:

• Option 1 [page 193]: directly approve a sin-

gle request
• Option 2 [page 195]: choose a single time
off request, review its details and approve it

 Note
This is the preferred option in case the
request needs a detailed offline check.
Examples of such use cases for some of
the countries in scope of the SAP Best
Practices solution are:

• time off requested by a solo parent

(country PHL);
• time off due to own wedding or
wedding of child (country VNM).

• Option 3 [page 201]: approve several time

off requests at once, if relevant

 Note
In case the Mandatory Block Leave content
has been deployed in your instance using
SAP Best Practices solution, you should
use Option 2 for checking if the employee
requested the entire block leave as per your
company's policy.

Option 1: Direct Approval of Single Time Off Request

Manage Time-Off: Test Script

Test Procedures PUBLIC 193
Test Test
Ste Step Pass
p # Name Instruction Expected Result Additional Information / Fail

3 Approve Review in the Time Off > <employee

Directly name> card the high-level details of
Single the request you need to approve.
Time Off These high-level details refer to the
Request absence time type, absence period,
and absence duration.

 Note
In case there are several time
off requests you need to ap-
prove, the View All link displays
in the Time Off > <employee
name> card. Choose that link;
the Time Off (#) dialog box dis-
plays, containing cards for each
time off request. Review the
high-level details on the appro-
priate card.

If everything is fine, choose the The system generates a message You may also decline
green tick icon in the bottom right about the successful approval of the time off request.
corner of the card. In the dropdown, the workflow and the request card In this case, choose
which expands, you can opt to ap- disappeared from the Approvals the red cross icon in
prove the request with comments or section. the bottom right cor-
without comments. ner of the card. In
the dropdown, which
• In case you select Approve with
Comments, the Approve with expands, you can opt
Comments dialog box displays. to decline the request
Add a comment in the text box with comments or with-
and choose Approve. out comments. It is rec-
• In case you select Approve, ommended to select
the request is approved imme- Decline with Comments.
diately. In the upcoming Decline
with Comments dialog
box, add a comment in
the text box and choose
Decline. As a result, the
time off request will be
canceled automatically
by the system.

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 Test Test
Ste Step Pass
p # Name Instruction Expected Result Additional Information / Fail

4 Approve If appropriate, approve directly Once there is no time off request

Other other single requests. left for you to approve, the Time
Re- Off card will no longer be visible
quests in the Approvals section of your
(Op- Home page.
tional)

5 Continue Continue as described in the Result

[page 204] section.

Option 2: Detailed Processing of Single Time Off Request

Manage Time-Off: Test Script

Test Procedures PUBLIC 195
Tes
Pass
t Test
Ste Step /
p # Name Instruction Expected Result Additional Information Fail

3 Select In the Approvals section, The Employee Files > Workflow

Time choose the Time Off > Details page opens in a new win-
Off <employee name> card. dow. It contains details to the em-
Re- ployee’s time off request and is
quest  Note divided into several sections:

In case there are sev- • The Do you approve this

eral time off requests request? section contains a
you need to approve, short overview of the request,
the View All link dis- its initiator, and the workflow
plays in the Time Off participants.
> <employee name> • The Time Off Requests sec-
card. Choose that tion contains the detailed re-
link; the Time Off (#) quest.
dialog box displays,
• The Team Absence Calendar
containing cards for
section contains a link; its
each employee re-
name reflects if other team
quest. Choose the ap-
members are absent during
propriate Time Off
the same period or not.
> <employee name>
card. • In the Comment section, you
can post your remarks to the
request.
.
• On the right part of the
screen a short profile of the
affected employee is given,
as well as details to the ac-
tivities so far in the workflow
(request initiation, approval
by line manager). By choos-
ing the <employee name>
link, you can directly open
the employee file. Choose the
browser Back to go back to
the Workflow Details screen.

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 Tes
Pass
t Test
Ste Step /
p # Name Instruction Expected Result Additional Information Fail

4 Re- Review the detailed re-

view quest.
Time
Off  Note
Re- In case of mater-
quest nity/paternity/paren-
and tal/adoption leave,
Check check offline the cor-
Po- rectness of the data
tential maintained about the
Con- newly born/adopted
flicts child.
with
Ab-
sen-  Note
ces of
In case of leave due
Other
to own wedding or
Team
child's wedding, and
Mem-
so on, check offline
bers
that the employee is
indeed entitled to this
time off.

 Note
For country KOR, in
case of a compas-
sionate leave due to
the death of an im-
mediate family mem-
ber or a member
of the extended fam-
ily has been posted
on behalf of the em-
ployee, check the
compatibility between
the time type and
family member main-
tained. Immediate
family members are
Spouse, Domestic
Partner,
Registered

Manage Time-Off: Test Script

Test Procedures PUBLIC 197
Tes
Pass
t Test
Ste Step /
p # Name Instruction Expected Result Additional Information Fail

Partner, Child,
Child of
Domestic
Partner,
Stepchild,
Father, and
Mother.

 Note
For country MYS, in
case of birthday or
marriage leave posted
on behalf of the em-
ployee, check that
Probation Status field
in the employee's Job
Information has value
Completed.

 Note
In case the Manda-
tory Block Leave con-
tent has been de-
ployed in your in-
stance, check if the
time off has been
marked as part of a
block leave.

In case at least one other The Team Absence Calendar dia- If no other team member is absent
team member is absent log box is displayed. The reques- during the requestor's planned time
during the requestor's tor and the other team mem- off, the No others absent during this
planned time off, you can ber(s) absent during the reques- period link is displayed.
check who this person is tor’s planned time off are listed.
by choosing the <#> other Next to each person, the appropri-
absent during this period ate time off period(s) overlapping
link. with the requestor’s planned time
off is displayed.

Manage Time-Off: Test Script

198 PUBLIC Test Procedures
 Tes
Pass
t Test
Ste Step /
p # Name Instruction Expected Result Additional Information Fail

Check if the requestor’s

absence would have a
negative influence on the
proper workload execu-
tion. When done, choose
in the Team Absence
Calendar dialog box Close.

In case, a document has

been attached to the re-
quest, view this attach-
ment. For this, choose the
<attachment name> link
located in the attachment
field.

 Caution
In case of country PHL
and time off of type
PHL Solo Parent
Leave, perform a
thorough check of
the Solo Parent ID at-
tached to the request
before approving the
time off!

Manage Time-Off: Test Script

Test Procedures PUBLIC 199
Tes
Pass
t Test
Ste Step /
p # Name Instruction Expected Result Additional Information Fail

If needed, you can enter The employee receives an email

a note to this time off re- notification with the link to the
quest in the Comment sec- time off request. By accessing this
tion. link, the employee can read the
comment you posted and react
In case the Mandatory
accordingly, for example by pro-
Block Leave content has
longating the requested time off
been deployed in your in-
period.
stance: If the time off
is a block leave, but
the number of absence
days does not fulfill your
company policy regarding
block leave and no other
immediately subsequent
time off request has been
posted, add an appropri-
ate comment to ask the
employee to comply with
the laws of full 2 weeks,
and choose Post.

Manage Time-Off: Test Script

200 PUBLIC Test Procedures
 Tes
Pass
t Test
Ste Step /
p # Name Instruction Expected Result Additional Information Fail

5 Ap- If everything is fine, The system generates a message You may also decline the time
prove choose Approve to ap- about the successful approval off request. In this case, it is rec-
Time prove the time off request. of the workflow. You can close ommended to add a comment ex-
Off the window. After refreshing your plaining your decision. Then choose
Re- Home page, the Time Off > Decline. As a result, the time off re-
quest <employee name> card is no lon- quest will be canceled automatically
ger visible in the Approvals sec- by the system.
tion.
In case the Mandatory Block Leave
content has been deployed in your
 Note
instance: if several consecutive time
Once there is no time off re- off requests have been submitted
quest left for you to approve, as part of mandatory block leave,
the Time Off card will no lon- then the situation can arise in which
ger be visible in the Approvals you have approved all the requests,
section of your Home page. but not in the sequence these time
offs take place. For example, three
requests for successively occurring
time off periods have been posted
and you have approved the third re-
quest first, then the block leave coun-
ter of that third time off is incorrect
and needs to be corrected by sched-
uling the integration center SFCC
Block Leave Counter Mass Update.
For details refer to chapter Run In-
tegration Center Block Leave Coun-
ter Mass Update (if Mandatory Block
Leave implemented) [page 565].

6 Con- Continue as described in

tinue the Result [page 204] sec-
tion.

Option 3: Mass Approval of Time Off Requests

 Note

The number of workflow requests, that can be approved at one time, is limited to 100.

 Note

Mass rejection and mass delegation of time off requests are not possible.

To decline a time off request, you need to use either Option 1 or Option 2.

To delegate a time off request, you need to use Option 2.

Manage Time-Off: Test Script

Test Procedures PUBLIC 201
Te
st
St Test
ep Step Pass
# Name Instruction Expected Result Additional Information / Fail

3 Display In the Approvals section, choose in The Time Off (#) dialog box is dis-
All Re- the Time Off card the View All link. played, containing cards for each
quest employee request.
Cards

4 Go to Next to Time Off (#), choose the View The My Workflow Requests (#) The complete list of all
My complete list of tasks icon. page opens in a new screen. All requests needing your
Work- the requests needing your atten- attention displays only in
flow Re- tion display, no matter to which case the View All link is
quests to-do category they belong. available at least in one
Screen card, no matter to which
 Note to-do category that card

If appropriate, choose More, belongs.

to have the complete list of re-

quests.

5 Filter To filter the requests, choose the Several fields, which can be used
for Filter (cone) icon. as filter criteria, like for example
Time request type, initiator, and so on,
Off Re- are displayed at the top of the My
quests Workflow Requests (#) screen.

To filter for time off requests, se- The time off requests to be ap-
lect for Request Type Change proved are listed. For each of
Generic Object Actions them, the name of the request-
and for Object select Time Off ing employee, the start date, end

Requests, then choose Apply. date, and time type (absence) are
displayed.

Manage Time-Off: Test Script

202 PUBLIC Test Procedures
 Te
st
St Test
ep Step Pass
# Name Instruction Expected Result Additional Information / Fail

6 Sort To sort the requests, choose the Sort The requests you need to approve
Re- (up/down arrow) icon. In the menu are listed as per the sort criteria
quests that expands, you have following op- you have selected.
(Op- tions:
tional)
• Sort by the date you have re-
ceived the request: this is the
default sorting for the workflow
list and ensures a timely com-
pletion of the requests;
• Sort by the date the request has
been initiated;
• Sort by the date the content of
the request becomes effective.

In addition, you can choose to dis-

play the requests in ascending or de-
scending order.

Check the appropriate radio-buttons

and choose Apply.

7 Select Flag the checkboxes on the very The number of selected requests In case there are only
Time left of all Time Off Requests for is displayed on the top right of the time off requests in your
Off Re- <employee name> links you want to list of requests. list and you want to ap-
quests approve. prove all of them at once,
to be you can flag the Select
ap- <#> out of <#> check-
proved box on the top left of the
list of requests.

8 Mass On the top right of the list of re- All the selected time off requests If appropriate, you can
Ap- quests, choose Approve (#). will be approved in one go. As the remove the filter and
prove workflows will be approved asyn- process other requests
Time chronously, it may take a while as per your requirement.
Off Re- until they are all approved. An ap- Once there is no re-
quests propriate message is generated by quest left for you to ap-
the system. prove, the My Workflow
Requests (#) screen will
have no entry anymore.
You can close the win-
dow.

After refreshing your

Home page, the
Approvals section is no
longer visible.

Manage Time-Off: Test Script

Test Procedures PUBLIC 203
Te
st
St Test
ep Step Pass
# Name Instruction Expected Result Additional Information / Fail

9 Con- Continue as described in the Result

tinue [page 204] section.

Result

The status of the request has changed accordingly to Approved. The employee receives an email notification,
that the time off request has been approved.

 Note

In case Time Off Workflow Notification has been deployed in your instance with the SAP Best
Practices solution, the subject of the email notification is Your <time type name> leave has been
approved.

The employee can check the status of the time off request.

In case of countries BEL, for the time types as listed here [page 474], and FIN for the time types listed here
[page 477], an email notification is sent out to the Line Manager about the direct reports' time off.

4.4.6 Check Status of Time Off Request (Optional)

Purpose

The Employee checks the status of his or her time off requests. The time off might have been requested by the
employee him- or herself, or on behalf of the employee.

 Note

This process step can be executed at any point during the process, once a time off request has been
submitted. For a time type having a two-step approval assigned, if the status is checked after the first
approval, the current (second) approver is displayed.

Manage Time-Off: Test Script

204 PUBLIC Test Procedures
Procedure

Test Test Pass

Step Step /
# Name Instruction Expected Result Additional Information Fail

1 Log on Log on to the Employee The Home page is displayed.

Central instance as Em-
ployee.

2 Go to From the Home dropdown The Time Off screen is dis- Declined time off requests are not
Time list, select My Employee played. It is structured into sev- listed here; they are visible only
Off File. On the My Employee eral sections. upon choosing Show All. This is de-
screen File screen, go to the Time tailed in test step # 3.
In the Upcoming Time Off sec-
Management section. In the
tion, located in the lower right
Upcoming Time Off block of
part of the screen, some of
the Time Management sub-
your future time offs (includ-
section, choose the Go to
ing approved and pending ab-
Time Off link.
sences, and holidays) are dis-
played.

3 Check In the Upcoming Time Off The View Absence section is

Status section, click on the (ap- displayed in the right part of
of your proved) time off request. the screen.
Time
Off Re-  Note
quest Alternatively, you can
click on any absence
day in the calendar on
the left side of the
screen and choose the
<time type> (# Days)
hyperlink.

View the request details, Your request is in status In case the time off request has not
especially the value of field Approved and details re- been processed yet, it is still in sta-
Approval Status. lated to the approver are given tus Pending. The approver is dis-
in the Activity block. The ap- played in the To Be Approved By field
proved period of absence is in the View Absence section.
colored accordingly in the cal-
endar on the left side of the
screen.

Manage Time-Off: Test Script

Test Procedures PUBLIC 205
Test Test Pass
Step Step /
# Name Instruction Expected Result Additional Information Fail

In case the Mandatory In case the value of the last time

Block Leave content has off within a sequence of consecu-
been deployed in your com- tive time offs without gap is at
pany instance with the least equal to the minimum of con-
SAP Best Practices solution secutive calendar days defined by
and this time off is part your company for fulfilling the com-
of your block leave, mean- pliance policy, you can set your ac-
ing you have selected Are tion in the appropriate Take Action
you applying this for block alert card to Done. Proceed as de-
leave? as Yes, check the scribed here [page 207].
Block Leave Counter value.

To view the status of all The Absences and Holidays dia-

your (past and future) time log box is displayed.
off requests, choose in the
Upcoming Time Off section
Show All.

Choose the Absences tab. All your future time offs to- Declined time off requests are
gether with their status are listed only here; they have status
listed. Declined and are not editable
anymore, in contrary to the ap-
 Note proved and pending time off re-
To view the time off re- quests, which can still be edited.
quests from the past,
choose the Filter (cone)
icon in the upper right cor-
ner of the Absences and
Holidays dialog box and
choose Past Events.

Result

If Time Forms has been implemented using SAP Best Practices solution, you can request from the HR
Administrator to provide official documents listing your absences during a specified period of time. Upon
submitting the required details to them, the HR Administrator can continue in the process execution with
Generate and Email Time Form (Optional) [page 268].

Manage Time-Off: Test Script

206 PUBLIC Test Procedures
4.4.7 Confirm Taking of Mandatory Block Leave (if
Mandatory Block Leave implemented)

Purpose

 Caution

This process step is relevant only if Mandatory Block Leave has been deployed in your Employee Central
instance!

Once the Employee has reached the minimum time off days required by the company to be taken as
mandatory block leave, they can confirm it in the system as well.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as Em- The Home page is displayed.
ployee.
In the For You Today section, the Take Action
> <Block Leave Reminder alert> - <your
name> card is displayed.

 Note
If there are several alerts to be consid-
ered, the View All link displays on the
card as well. The card of the most recent
alert is displayed.

Manage Time-Off: Test Script

Test Procedures PUBLIC 207
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

2 Review In the For You Today section, choose the Take The Take Action dialog box is displayed, con-
Action to Action > <Block Leave Reminder alert> - <your taining the detailed alert description.
be Taken name> card.

 Note
In case there are several alerts needing your
attention, the View All link displays in the
Take Action > <Alert Header> - <employee
name> card. Choose that link; the Alerts –
User Based (#) dialog box displays, contain-
ing cards for each alert. Choose the appro-
priate <Block Leave Reminder alert> - <your
name> card.

3 Confirm Choose Done to confirm the task completion.

 Note
Taking of
Manda-  Note The alert disappeared from the Pending
tory Block To-Dos (#) tab of the Manage Alerts And
In case there are other alerts left in the dia-
Leave Notifications screen. An HR Administra-
log box, press the esc key.
tor with appropriate permissions can
check this.

Once there is no alert left, the Take Action

card will no longer be visible in the For You
Today section on your Home page.

Result

For testing purposes, once the employee has reached the amount of time off days as per the company’s
policy for block leave, the HR Administrator should run again Block Leave Tracker Per User integration center
and check the Block Leave Tracker object instance of the specified employee. For a detailed procedure
description, refer to process steps Run Integration Center Block Leave Tracker Per User (if Mandatory Block
Leave implemented) [page 136] and Check Block Leave Tracker (if Mandatory Block Leave implemented)
(Optional) [page 139].

Manage Time-Off: Test Script

208 PUBLIC Test Procedures
4.5 Manage Long-Term Absences (Sub-Process)

It might happen that an employee in your company has to leave, not permanently, but for a period longer
than mere annual leave / vacation would account for. Examples include maternity leave of a female employee,
parental leave, sabbatical, long term sickness, and so on.

In such a situation, the employee requests a long-term absence. After approval by the line manager and a
member of the HR administrator dynamic group, an event with appropriate event reason is triggered, which
results in the appropriate setting of the employee’s status to mark that the employee is away from work for a
longer period.

In case Position Management has been implemented in your instance, you can decide whether that
employee should have the right to return to his or her current position when the long-term absence is over. For
this, the Right to Return feature needs to be set. Right to Return is also visualized on the Position Org Chart. In
this chapter, we consider that if Position Management has been implemented, the Right to Return feature is
also used. In addition, we consider that the employee is assigned to a regular and not mass position.

 Caution

This chapter is not relevant for countries BEL, FIN, ITA, SGP, SWE, and TUR!

4.5.1 Request Long-Term Time Off

Purpose

The Employee can request a long-term time off using the self-service functionality. In case the employee
cannot access the system or has no permission to request a particular type of long-term time off, the line
manager or the HR Administrator can request it on behalf of the employee.

Each long-term time off request initiated either by the employee or on behalf of the employee generates a
two-step workflow. The request must be approved by both the employee’s line manager and a member of the
HR Administrator dynamic group.

 Note

Exceptions to this behavior are encountered for the following countries and time types:

• Hungary (HUN) for all time types

• Netherlands (NLD) for time type Special Leave
• Switzerland (CHE) for time types Unpaid Leave and Military/Civil Service.

Requests for these time types need to be approved by the employee's line manager only.

Both options (request via self-service and request on behalf of employee) are described in detail. Depending on
the time off to be requested, you may execute only one of them.

Manage Time-Off: Test Script

Test Procedures PUBLIC 209
  Tip

In case the Mandatory Block Leave content has been deployed in your company instance with the SAP
Best Practices solution, we recommend you post several consecutive time offs of same or different time
type, which occur without a gap in between them. Having this, you can test the proper functioning of
integration center Block Leave Counter Mass Update described in the Appendix of the document.

Prerequisite

The correct line manager must have been maintained for the employee in order for a workflow to be triggered.

4.5.1.1 Option 1: Request Long-Term Time Off via Self-

Service

Purpose

The Employee needs to take a long-term time off. He or she enters details into the system related to this
long-term time off.

 Tip

Instead of executing the procedure as described below, you can also request time off in a quick manner.
For this, choose in the Quick Actions section on your Home page the Request Time Off card. The Create
Absence dialog box displays, which contains a more reduced view than the Time Off screen described
below. Enter the key data of long-term time off and submit the request. Pay attention that this option is
recommendable only if you know the period of the other time offs you have requested, as no detailed
calendar displays like in the Time Off screen!

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as Em- The Home page is displayed.
ployee.

Manage Time-Off: Test Script

210 PUBLIC Test Procedures
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

2 Go to Time From the Home dropdown list, select My Employee The Time Off screen is displayed. It is
Off screen File. On the My Employee File screen, go to the Time structured into several sections.
Management section. In the Upcoming Time Off
block of the Time Management subsection, choose
the Go to Time Off link.

3 Create In the bottom-right corner of the Time Off screen, The Create Absence section is displayed
Time Off choose Create Absence. in the right part of the screen, containing
Request the fields to be filled by you.

4 Enter Re- Make the following entries regarding your time off
quest De- request:
tails
Time Type: select from the dropdown list

 Note
In case you are a female employee hired at a
company in DEU and request maternity leave,
you need to fill out different fields than the ones
mentioned in the subsequent. Details are given
here [page 665].

 Note
In case of country KWT, a special type of long-
term time off is leave due to work injury suf-
fered by the employee. A work injury appears in
case the employee becomes sick or is injured
due to work-related activities. The long-term
time off due to work injury can be for less or
for more than 6 months. Pay attention to select
the correct time type!

 Note
Details to long-term (absence) time types, in-
cluding supporting documents to be attached
as well as error/warning/info messages issued,
are given here [page 501].

Start Date: defaults to today’s date; select an ap- In the Team Absences section, the No
propriate date from the calendar help team members absent link is displayed.
In case you have been granted permis-
sion to view the team absence calendar,
instead of the No team members absent

Manage Time-Off: Test Script

Test Procedures PUBLIC 211
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

Expected Return Date: defaults to tomorrow’s date; link, the <#> out of <#> team members
select an appropriate date from the calendar help link might be displayed, depending if
other team members are absent during
your planned time off.

Requesting: is defaulted automatically based on the In case a number of days is requested

dates entered that exceeds the limit allowed for the
time type, most likely an error message
is issued and the Submit button is dis-
abled. The number of days requested
needs to be adapted accordingly.

Depending on the selected time type, a

warning or info message might be issued
by the system asking you to attach sup-
porting document(s). This message is
visible below the section header (Create
Absence).

Comment: add an explanation to the request, if nec-

essary

 Note
In case of country NLD and time type
Special Leave, please enter the reason for
requesting this leave; for example, funeral or
any other family-related event.

5 Attach If applicable, attach a document: choose the Upload

Document link next to field attachment. In the Open dialog box,
(Optional) browse for the file saved on your local disk, and
then choose Open.

 Note
Alternatively, you can upload the supporting
document by dropping the file into the Drop
files to upload area.

Manage Time-Off: Test Script

212 PUBLIC Test Procedures
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

6 Mark Time Optionally, in case the Mandatory Block Leave In case you select Yes, read-only field
Off as content has also been deployed with the SAP Best Block Leave Counter will be adapted au-
Block Practices solution, you can specify if the requested tomatically after the request has been
Leave (Op- time off should be marked as relevant for block approved.
tional) leave:

Are you applying this for block leave?: select from

the dropdown list

7 View Team In case at least one other team member is absent The Team Absence Calendar dialog box
Absences during your planned time off, you can check who is displayed. You and the other team
(Optional, if this person is by choosing the <#> out of <#> team member(s) absent during your planned
view per- members link. time off are listed. Next to each person,
missions the appropriate time off period(s) over-
are granted lapping with your planned time off is dis-
to you) played.

After having checked the absences of your team

member(s), choose in the dialog box Close.

8 Submit Re- Choose Submit. A system message is generated about

quest successful saving of your request and
awaiting approval from your line man-
ager.

The period of absence planned by you is

colored accordingly in the calendar.

In the Upcoming Time Off section, your

planned absence is listed; it has status
Pending.

 Note

To change or cancel the time off request, choose in the Upcoming Time Off section that request. The View
Absence section is displayed in the right part of the screen. Choose Edit Absence.

• To change the time off request details, adapt the Start Date or Expected Return Date as appropriate and
choose Submit.
• To cancel the time off request, choose Cancel Time Off. In the upcoming Please Confirm dialog box, you
need to confirm that you really want to cancel the time off by choosing Yes. In case the cancellation
workflow has been activated for the selected time type, requests to cancel time off already granted of
this time type must be approved by the employee's line manager and member of the HR Administrator
dynamic group in the same way as the original request was. In case the cancellation workflow has
not been activated for the selected time type, such cancellation goes through without the need for
approval.

Manage Time-Off: Test Script

Test Procedures PUBLIC 213
  Note

In case the Mandatory Block Leave content has been deployed in your company instance with the
SAP Best Practices solution, and the shortened or cancelled time off is part of the block leave and is
in between two other time offs as part of block leave, then the block leave counter of the subsequent
time off within the block leave is not correct anymore. To solve this issue, integration center SFCC Block
Leave Counter Mass Update is scheduled and will update the counter balance automatically. For details
refer to chapter Run Integration Center Block Leave Counter Mass Update (if Mandatory Block Leave
implemented) [page 565].

Optionally, you can only enter a comment to your pending request in the View Absence section, by choosing
the Add Comment icon in the Activity block.

Result

Your Line Manager receives an email notification about your time off request needing attention.

Continue in the process execution with process step Review and Approve Long-Term Time Off Request [page
219].

4.5.1.2 Option 2: Request Long-Term Time Off on Behalf of

Employee

Purpose

The employee needs to take a long-term time off, but has no access to the system, or the corresponding time
type is not enabled in employee self-service. Therefore, somebody else needs to post the long-term time off
request on behalf of the employee.

The employee must inform the HR Administrator or the Line Manager; one of them will then post the long-term
time off on behalf of the employee.

Procedure

 Caution

For some time types, validation rules for checking the gender have been defined. In case no validation rule
has been defined, the system does not restrict an absence type based on the gender. Hence, if the time
type is relevant for males (for example, paternity leave) or females only (for example, maternity leave), then
the requester must pay attention to select a proper time type.

Manage Time-Off: Test Script

214 PUBLIC Test Procedures
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR The Home page is displayed.
Administrator or the employee's Line Manager.

2 Search In the Search for actions or people text box, lo- The autocomplete functionality suggests a
Employee cated in the top right corner of the screen, enter list of employees matching your search cri-
the name (or name parts) of the employee on be- teria.
half of whom you want to request time off.

3 Select Em- Select the appropriate employee from the result You are directed to the Employee Files page
ployee list. in which the profile of the employee is dis-
played.

4 Go to Time On the Employee Files screen, go to the Time The Time Information for <employee
Informa- Management section. In the Upcoming Time Off name> screen is displayed, showing per
tion screen block of the Time Management subsection, choose default the Absences tab.
of Em- the Administer Time link.
ployee

5 Request In the right corner above the Absences (#) table, The Create Absence dialog box is dis-
Time Off choose Create Absence. played, containing the fields to be filled.
on Behalf
of Em-
ployee

6 Enter Re- Make the following entries regarding the time off
quest De- request:
tails
 Note
Details to long-term (absence) time types, in-
cluding supporting documents to be attached
as well as error/warning/info messages is-
sued, are given here [page 501].

Manage Time-Off: Test Script

Test Procedures PUBLIC 215
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

Time Type: select from the dropdown list

 Note
In case you request maternity leave for a fe-
male employee hired at a company in DEU,
you need to fill out different fields than the
ones mentioned in the subsequent. Details are
given here [page 665].

 Note
In case you request maternity leave for an em-
ployee hired at a company in HUN, you need
to fill out different fields than the ones men-
tioned in the subsequent. Details are given
here [page 673].

 Note
In case you request maternity leave for a fe-
male employee hired at a company in NLD,
you need to fill out different fields than the
ones mentioned in the subsequent. Details are
given here [page 679].

 Note
In case of country KWT, a special type of long-
term time off is leave due to work injury suf-
fered by the employee. A work injury appears
in case the employee becomes sick or is in-
jured due to work-related activities. The long-
term time off due to work injury can be for less
or for more than 6 months. Pay attention to
select the correct time type!

 Note
In case of country SAU, a special type of long-
term time off is leave due to occupational
hazard suffered by the employee. An occupa-
tional hazard appears in case the employee
becomes sick or is injured due to work-related
activities.

Manage Time-Off: Test Script

216 PUBLIC Test Procedures
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

Start Date: defaults to today’s date; select an ap-

propriate date from the calendar help

Expected Return Date: defaults to tomorrow’s

date; select an appropriate date from the calendar
help

Requesting: is defaulted automatically based on In case a number of days is requested that

the dates entered exceeds the limit allowed for the time type,
most likely an error message is issued and
the Submit button is disabled. The number
of days requested needs to be adapted ac-
cordingly.

Depending on the selected time type, a

warning or info message might be issued
by the system asking you to attach sup-
porting document(s). This message is visi-
ble below the Comment field.

Comment: add an explanation to the request, if

necessary

 Note
In case of country NLD and time type
Special Leave, please enter the reason
for requesting this leave; for example, funeral
or any other family-related event.

7 Attach If applicable, attach a document: choose the

Document Upload link next to field attachment. In the Open
(Optional) dialog box, browse for the file saved on your local
disk, and then choose Open.

 Note
Alternatively, you can upload the supporting
document by dropping the file into the Drop
files to upload area.

Manage Time-Off: Test Script

Test Procedures PUBLIC 217
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

8 Mark Time Optionally, in case the Mandatory Block Leave In case you select Yes, read-only field
Off as content has also been deployed with the SAP Block Leave Counter will be adapted au-
Block Best Practices solution, you can specify if the tomatically after the request has been ap-
Leave (Op- requested time off should be marked as relevant proved.
tional) for block leave:

Are you applying this for block leave?: select from

the dropdown list

9 Submit Choose Submit. In case the HR Administrator has created

Request the request, a system message is gener-
ated about successful saving of the time
off request and awaiting approval from the
employee's line manager.

In case the Line Manager has created the

request, no approval is needed from him or
her anymore. Instead, the request is sent
directly to the HR Administrator dynamic
group.

The request is in status Pending.

 Note

To change or cancel the time off request, choose in the Absences (#) table on the Time Information for
<employee name> screen the Pencil (Edit) icon located next to the Status of the request. In the upcoming
Edit Absence dialog box, proceed as follows:

• To change the request, make the appropriate adaptions and choose Submit.
• To cancel the request, choose Cancel Time Off. In case the cancellation workflow has been activated for
the selected time type, requests to cancel time off already granted of this time type must be approved
by the employee's line manager and member of the HR Administrator dynamic group in the same way
as the original request was. In case the cancellation workflow has not been activated for the selected
time type, such cancellation goes through without the need for approval.

 Note

In case the Mandatory Block Leave content has been deployed in your company instance with the
SAP Best Practices solution, and the shortened or cancelled time off is part of the block leave and is
in between two other time offs as part of block leave, then the block leave counter of the subsequent
time off within the block leave is not correct anymore. To solve this issue, integration center SFCC Block
Leave Counter Mass Update is scheduled and will update the counter balance automatically. For details
refer to chapter Run Integration Center Block Leave Counter Mass Update (if Mandatory Block Leave
implemented) [page 565].

Manage Time-Off: Test Script

218 PUBLIC Test Procedures
Result

The approver receives an email notification about the time off request needing attention.

Depending who has posted the long-term time off request on behalf of the employee, continue in the process
execution as follows:

• in case the request has been created by the HR Administrator, continue with process step Review and
Approve Long-Term Time Off Request [page 219].
• in case the request has been created by the employee's Line Manager, continue with process step Process
Approved Long-Term Time Off Request [page 228].

 Tip

For exceptions to this behavior refer to the Purpose of Request Long-Term Time Off [page 209].

4.5.2 Review and Approve Long-Term Time Off Request

Purpose

The Line Manager processes the long-term time off request submitted by or on behalf of their direct report.

Procedure

 Caution

For some time types, validation rules for checking the gender have been defined. In case no validation rule
has been defined, the system does not restrict an absence type based on the gender. Hence, if the time
type is relevant for males (for example, paternity leave) or females only (for example, maternity leave),
then it is the responsibility of the employee’s line manager to approve or reject these time off requests
accordingly!

Manage Time-Off: Test Script

Test Procedures PUBLIC 219
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as Line The Home page is displayed.
Manager.
In the Approvals section, the Time Off >
<employee name> card is displayed. De-
tails, like absence period, absence time
type and the date, the request was sub-
mitted, are shown in this card.

 Note
If there are several requests of this
category to be approved, the View All
link displays on the card as well. The
card of the time off request, which
was submitted latest, is displayed.

2 Continue Continue with one of the three options listed below:

• Option 1 [page 220]: approve directly a single

long-term time off request
• Option 2 [page 222]: choose a single long-
term time off request, review its details, and
approve it

 Note
This is the preferred option in case the
request needs a detailed offline check. Ex-
amples of such use cases would be mater-
nity leave, Gyed, Gyes, Garden leave from
upcoming month/year (in case of coun-
try HUN), time off requested due to the
need to take care for a child sick of can-
cer (in case of country MEX) or time off
requested due to a work injury (in case of
country KWT).

• Option 3 [page 226]: filter for the relevant

long-term time off request and approve it

 Note
In case the Mandatory Block Leave content
has been deployed in your instance using SAP
Best Practices solution, you should use Op-
tion 2 for checking if the employee requested
the entire block leave as per your company's
policy.

Option 1: Direct Approval of Single Long-Term Time Off Request

Manage Time-Off: Test Script

220 PUBLIC Test Procedures
 Test Test
Ste Step Pass
p # Name Instruction Expected Result Additional Information / Fail

3 Ap- Review in the Time Off > <employee

prove name> card the high-level details of
Directly the request you need to approve.
Single These high-level details refer to the
Time absence time type, absence period,
Off Re- and absence duration.
quest
 Note
In case there are several time off
requests you need to approve,
the View All link displays in the
Time Off > <employee name>
card. Choose that link; the Time
Off (#) dialog box displays, con-
taining cards for each time off re-
quest. Review the high-level de-
tails on the appropriate card.

If everything is fine, choose the green The system generates a mes- You may also decline the
tick icon in the bottom right corner sage about the successful ap- time off request. In this
of the card. In the dropdown, which proval of the workflow and case, choose the red cross
expands, you can opt to approve the the request card disappeared icon in the bottom right
request with comments or without from the Approvals section. corner of the card. In the
comments. dropdown, which expands,
you can opt to decline
• In case you select Approve with
Comments, the Approve with the request with comments
Comments dialog box displays. or without comments. It
Add a comment in the text box is recommended to select
and choose Approve. Decline with Comments. In
• In case you select Approve, the upcoming Decline with
the request is approved immedi- Comments dialog box, add
ately. a comment in the text box
and choose Decline. As a
result, the time off request
will be canceled automati-
cally by the system.

4 Ap- If appropriate, approve directly other Once there is no time off re-
prove single requests. quest left for you to approve,
Other the Time Off card will no lon-
Re- ger be visible in the Approvals
quests section of your Home page.
(Op-
tional)

5 Con- Continue as described in the Result

tinue [page 227] section.

Manage Time-Off: Test Script

Test Procedures PUBLIC 221
Option 2: Detailed Processing of Single Long-Term Time Off Request

Test Test
Ste Step Pass
p # Name Instruction Expected Result Additional Information / Fail

3 Select In the Approvals section, The Employee Files > Workflow Details In case there are several
Time choose the Time Off > page opens in a new window. It contains time off requests sub-
Off Re- <employee name> card. details to the employee’s time off request mitted by or on behalf
quest and is divided into several sections: of this employee, pay at-
 Note tention to the displayed
• The Do you approve this request? sec-
high-level details (more
In case there are sev- tion contains a short overview of the
precisely the time type
eral time off requests request, its initiator, and the workflow
and absence period) to
you need to approve, participants.
choose the correct re-
the View All link dis- • The Time Off Requests section con-
quest.
plays in the Time Off tains the detailed request.
> <employee name>
• The Team Absence Calendar section
card. Choose that link;
contains a link; its name reflects if
the Time Off (#) dialog
other team members are absent dur-
box displays, containing
ing the same period or not.
cards for each employee
request. Choose the ap- • In the Comment section, you can post

propriate Time Off > your remarks to the request.

<employee name> card. • On the right part of the screen a short

profile of the affected employee is
given, as well as administrative details
to the request initiation. By choos-
ing the <employee name> link, you
can directly open the employee file.
Choose the browser Back to go back
to the Workflow Details screen.

Manage Time-Off: Test Script

222 PUBLIC Test Procedures
 Test Test
Ste Step Pass
p # Name Instruction Expected Result Additional Information / Fail

4 Re- Review the detailed request.

view
Time  Note
Off Re- In case
quest of maternity/pater-
nity/parental/adoption
leave, check offline
the correctness of the
data maintained about
the newly born/adopted
child.

 Caution
In case of country HUN:

• before approving
a Gyed Leave,
check that
the Maternity
Leave has already
taken place.
• before approving
Gyes, check that
both Maternity
Leave and Gyed
Leave have already
taken place.
• before approving
Garden Leave
from Next
Month or Garden
Leave from
Next Year, check
that the Start Date
of the leave fits to
the selected time
type.

 Caution
In case of country KWT
and Work Injury

Manage Time-Off: Test Script

Test Procedures PUBLIC 223
Test Test
Ste Step Pass
p # Name Instruction Expected Result Additional Information / Fail

less than 6
Months (KWT) or
Work Injury more
than 6 Months
(KWT): check that the
Start Date and the
Expected Return Date
of the request fit to
the selected time type.
More precisely, in case
of time type Work
Injury less than
6 Months (KWT),
check that the planned
absence period is indeed
less than 6 months.

 Caution
In case of country
MEX and Leave
for Children with
Cancer: Make sure to
check following data in
the instance:

• check that in
the Dependents sec-
tion of the employ-
ee's File, a record
for Relationship
Child is available.
• verify the age of the
child via field Date
Of Birth. Make sure
the child is not older
than 16 years of age.

Before approving the re-

quest, check offline that
the child has cancer.

Manage Time-Off: Test Script

224 PUBLIC Test Procedures
 Test Test
Ste Step Pass
p # Name Instruction Expected Result Additional Information / Fail

 Note
In case the Mandatory
Block Leave content has
been deployed in your
instance, check if the
long-term time off has
been marked as part of
a block leave.

In case at least one other The Team Absence Calendar dialog box If no other team mem-
team member is absent dur- is displayed. The requestor and the other ber is absent during the
ing the requestor's long-term team member(s) absent during the re- requestor's planned time
time off, you can check who questor’s long-term time off are listed. off, the No others absent
this person is by choosing Next to each person, the appropriate time during this period link is
the <#> other absent during off period(s) overlapping with the reques- displayed.
this period link. tor’s long-term time off is displayed.

In case a document has

been attached to the request,
view this attachment. For
this, choose the <attachment
name> link located in the
attachment field.

If needed, you can enter a The employee receives an email notifica-

note to this time off request tion with the link to the long-term time
in the Comment section. off request. By accessing this link, the em-
ployee can read the comment you posted
In case the Mandatory Block
and react accordingly.
Leave content has been de-
ployed in your instance: If
the long-term time off is a
block leave, but the number
of absence days does not ful-
fill your company policy re-
garding block leave, add an
appropriate comment to ask
the employee to comply with
the laws of full 2 weeks, and
choose Post.

Manage Time-Off: Test Script

Test Procedures PUBLIC 225
Test Test
Ste Step Pass
p # Name Instruction Expected Result Additional Information / Fail

5 Ap- If everything is fine, choose The system generates a message about You may also decline the
prove Approve to approve the time the successful approval of the workflow. time off request. In this
Time off request. You can close the window. After refresh- case, it is recommended
Off Re- ing your Home page, the Time Off > to add a comment ex-
quest <employee name> card is no longer visible plaining your decision.
in the Approvals section. Then choose Decline. As
a result, the time off re-
 Note quest will be canceled

Once there is no time off request automatically by the sys-

left for you to approve, the Time Off tem.

card will no longer be visible in the

Approvals section of your Home page.

6 Con- Continue as described in the

tinue Result [page 227] section.

Option 3: Filtering for Long-Term Time Off Request to be Approved

 Note

In case you have several requests in the Time Off card (this being the case if the View All link is displayed in
that card), you might want to filter for the appropriate long-term time off request submitted by or on behalf
of your direct report.

Test
Step Test Step Additional In- Pass
# Name Instruction Expected Result formation / Fail

3 Display All In the Approvals section, choose in The Time Off (#) dialog box is dis-
Request the Time Off card the View All link. played, containing cards for each em-
Cards ployee request.

4 Go to My Next to Time Off (#), choose the The My Workflow Requests (#) page If appropriate,
Workflow View complete list of tasks icon. opens in a new screen. All the re- choose More, to
Requests quests needing your attention display, have the com-
Screen no matter to which to-do category plete list of re-
they belong. quests.

5 Filter for To filter for the long-term time off re- Several fields, which can be used as
Time Off quest, choose the Filter (cone) icon. filter criteria, like for example request
Requests type, initiator, and so on, are dis-
played at the top of the My Workflow
Requests (#) screen.

Manage Time-Off: Test Script

226 PUBLIC Test Procedures
 Test
Step Test Step Additional In- Pass
# Name Instruction Expected Result formation / Fail

To filter for the long-term time The time off requests submitted by
off request submitted by or on be- the employee him/herself or on be-
half of your direct report, select half of the employee for you to ap-
Request Type Change Generic prove are listed. For each of them, the
Object Actions and Object name of the affected employee, the
Time Off Requests, and in start date, end date, and time type

field Requested For enter the name (absence) are displayed.

of the employee for whom the re-

quest has been submitted. Then
choose Apply.

6 Select Flag the checkbox on the very left of The number of selected requests is Alternatively, in-
Time Off all Time Off Requests for <employee displayed on the top right of the list of stead of execut-
Request name> link you want to approve. requests. ing these two
to be ap- test steps sepa-
proved rately, you can
combine them
7 Approve On the top right of the list of re- The selected time off request has by choosing
Time Off quests, choose Approve (#). been approved. The number of fil- Approve next to
Requests tered requests you still need to ap- the appropriate
prove has decreased accordingly. Time Off
Requests for
<employee
name> link.

8 Approve If appropriate, you can remove the Once there is no request left for you to
Other Re- filter and process other requests as approve, the Approvals section will no
quests per your requirement. longer be visible on your Home page.
(Optional)

9 Continue Continue as described in the Result

[page 227] section.

Result

The workflow is sent for further processing to the HR Administrator dynamic group. The members of the
HR Administrator dynamic group receive automatic email notifications about their needed approval for the
employee’s time off request.

The status of the request is still Pending.

 Note

In case of country HUN, the time off request needs to be approved by the line manager only, therefore the
status of the request is Approved.

Manage Time-Off: Test Script

Test Procedures PUBLIC 227
Depending on the countries in scope for your business process, continue in the process execution as follows:

• in case of countries other than CHE, MEX, and NLD: continue with process step Process Approved
Long-Term Time Off Request [page 228];
• in case of country CHE, based on the requested time off type, continue as follows:
• if time off request is of type other than Unpaid Leave or Military/Civil Service, continue with
process step Process Approved Long-Term Time Off Request [page 228];
• if time off request is of type Unpaid Leave or Military/Civil Service, the employee receives
an email notification, that the time off request has been approved. Continue with process step Update
Job Information of Employee on Leave [page 239] and subsequent.

• in case of country HUN, the employee receives an email notification, that the time off request has been
approved. Continue with process step Update Job Information of Employee on Leave [page 239] and
subsequent.
• in case of country MEX, based on the requested time off type, continue as follows:
• if time off request is of type other than Leave for Children with Cancer, continue with process
step Process Approved Long-Term Time Off Request [page 228];
• if time off request is of type Leave for Children with Cancer, following situations occur:
• if the request has been submitted by the employee him- or herself, the employee receives an email
notification, that the time off request has been approved. Continue with process step Update Job
Information of Employee on Leave [page 239] and subsequent.
• if the request has been submitted on behalf of the employee, continue with process step Process
Approved Long-Term Time Off Request [page 228].

• in case of country NLD, based on the requested time off type, continue as follows:
• if time off request is of type other than Special Leave, continue with process step Process
Approved Long-Term Time Off Request [page 228];
• if time off request is of type Special Leave, the employee receives an email notification, that the
time off request has been approved. Continue with process step Update Job Information of Employee
on Leave [page 239] and subsequent.

4.5.3 Process Approved Long-Term Time Off Request

Purpose

A member of the HR Administrator dynamic group picks up the long-term time off request for processing it.

 Note

If one of the members of the HR Administrator group has requested a long-term time off either for themself,
or on behalf of the employee, then, depending, if the Four-Eye Principle feature for Workflow Approvals is
enabled or not in your instance, following situations arise:

• if the feature is enabled, then only the other members of the HR Administrator group receive the
request approved by the line manager.

Manage Time-Off: Test Script

228 PUBLIC Test Procedures
 • if the feature is disabled, then besides the other members of the HR Administrator group, the line
manager of the requesting HR Administrator receives again the request he or she already approved in
the previous step.

Prerequisite

The employee’s line manager has approved the long-term time off request.

Procedure

 Caution

For some time types, validation rules for checking the gender have been defined. In case no validation rule
has been defined, the system does not restrict an absence type based on the gender. Hence, if the time
type is relevant for males (for example, paternity leave) or females only (for example, maternity leave), then
it is the responsibility of the HR Administrator to approve or reject these time off requests accordingly!

Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as a member The Home page is displayed.
of the HR Administrator dynamic group.
In the Approvals section, the Time Off
> <employee name> card is displayed.
Details, like absence period, absence
time type and the date, the request was
submitted, are shown in this card.

 Note
If there are several requests of this
category to be approved, the View
All link displays on the card as well.
The card of the time off request,
which was submitted latest, is dis-
played

Manage Time-Off: Test Script

Test Procedures PUBLIC 229
Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

2 Con- Continue with one of the three options listed below:

tinue
• Option 1 [page 230]: approve directly a single
long-term time off request
• Option 2 [page 232]: choose a single long-term
time off request, review its details, and approve it

 Note
This is the preferred option in case the re-
quest needs a detailed offline check. Exam-
ples of such use cases would be, in case of
country MEX, the time off request due to
child sick of cancer, posted on behalf of the
employee, or, in case of country KWT, the
time off requested due to a work injury.

• Option 3 [page 237]: filter for the relevant long-

term time off request and approve it

 Note
In case the Mandatory Block Leave content has
been deployed in your instance using SAP Best
Practices solution, you should use Option 2 for
checking if the employee requested the entire
block leave as per your company's policy.

Option 1: Direct Approval of Single Long-Term Time Off Request

Manage Time-Off: Test Script

230 PUBLIC Test Procedures
 Test
Step Test Step Pass
# Name Instruction Expected Result Additional Information / Fail

3 Approve Review in the Time Off >

Directly <employee name> card the high-
Single level details of the request you
Time Off need to approve. These high-level
Request details refer to the absence time
type, absence period, and ab-
sence duration.

 Note
In case there are several
time off requests you need
to approve, the View All link
displays in the Time Off
> <employee name> card.
Choose that link; the Time
Off (#) dialog box displays,
containing cards for each
time off request. Review the
high-level details on the ap-
propriate card.

If everything is fine, choose the The system generates a message You may also decline
green tick icon in the bottom right about the successful approval of the time off request.
corner of the card. In the drop- the workflow and the request card In this case, choose
down, which expands, you can disappeared from the Approvals the red cross icon in
opt to approve the request with section. the bottom right cor-
comments or without comments. ner of the card. In
the dropdown, which
• In case you select Approve
with Comments, the Approve expands, you can opt
with Comments dialog box to decline the request
displays. Add a comment with comments or with-
in the text box and choose out comments. It is rec-
Approve. ommended to select
• In case you select Approve, Decline with Comments.
the request is approved im- In the upcoming Decline
mediately.
with Comments dialog
box, add a comment in
the text box and choose
Decline. As a result, the
time off request will be
canceled automatically
by the system.

Manage Time-Off: Test Script

Test Procedures PUBLIC 231
Test
Step Test Step Pass
# Name Instruction Expected Result Additional Information / Fail

4 Approve If appropriate, approve directly Once there is no time off request

Other Re- other single requests. left for you to approve, the Time
quests Off card will no longer be visible in
(Op- the Approvals section of your Home
tional) page.

5 Continue Continue as described in the Re-

sult [page 239] section.

Option 2: Detailed Processing of Single Long-Term Time Off Request

Manage Time-Off: Test Script

232 PUBLIC Test Procedures
 Pass
Test Test
Ste Step /
p # Name Instruction Expected Result Additional Information Fail

3 Select In the Approvals section, The Employee Files > Workflow In case there are several time off re-
Time choose the Time Off > Details page opens in a new win- quests submitted by or on behalf of
Off <employee name> card. dow. It contains details to the this employee, pay attention to the
Re- employee’s time off request and displayed high-level details (more pre-
quest  Note is divided into several sections: cisely the time type and absence pe-
riod) to choose the correct request.
In case there are • The Do you approve this
several time off re- request? section contains
quests you need to a short overview of the re-
approve, the View All quest, its initiator, and the
link displays in the workflow participants.
Time Off > <employee • The Time Off Requests sec-
name> card. Choose tion contains the detailed
that link; the Time request.
Off (#) dialog box dis-
• The Team Absence
plays, containing cards
Calendar section contains
for each employee
a link; its name reflects if
request. Choose the
other team members are
appropriate Time Off
absent during the same pe-
> <employee name>
riod or not.
card.
• In the Comment section,
you can post your remarks
to the request.
• On the right part of the
screen a short profile of
the affected employee is
given, as well as adminis-
trative details to the activ-
ities so far in the work-
flow (request initiation, ap-
proval by line manager).
By choosing the <employee
name> link, you can di-
rectly open the employee
file. Choose the browser
Back to go back to the
Workflow Details screen.

Manage Time-Off: Test Script

Test Procedures PUBLIC 233
 Pass
Test Test
Ste Step /
p # Name Instruction Expected Result Additional Information Fail

4 Re- Review the detailed re-

view quest.
Time
Off  Note
Re- In case of mater-
quest nity/paternity/paren-
tal/adoption leave,
check offline the cor-
rectness of the data
maintained about the
newly born/adopted
child.

 Caution
In case of coun-
try KWT and Work
Injury less
than 6 Months
(KWT) or Work
Injury more
than 6 Months
(KWT): check that
the Start Date and
the Expected Return
Date of the request
fit to the selected
time type. More pre-
cisely, in case of time
type Work Injury
less than 6
Months (KWT),
check that the plan-
ned absence period
is indeed less than 6
months.

 Caution
In case of country
MEX and Leave
for Children

Manage Time-Off: Test Script

234 PUBLIC Test Procedures
 Pass
Test Test
Ste Step /
p # Name Instruction Expected Result Additional Information Fail

with Cancer: Make

sure to check following
data in the instance:

• check that in
the Dependents
section of
the employee's
File, a record
for Relationship
Child is availa-
ble.
• verify the age of
the child via field
Date Of Birth.
Make sure the
child is not older
than 16 years of
age.

Before approving the

request, check offline
that the child has can-
cer.

 Note
In case the Mandatory
Block Leave content
has been deployed in
your instance, check if
the long-term time off
has been marked as
part of a block leave.

In case at least one The Team Absence Calendar di- If no other team member is absent
other team member is ab- alog box is displayed. The re- during the requestor's planned time
sent during the requestor's questor and the other team off, the No others absent during this
long-term time off, you can member(s) absent during the period link is displayed.
check who this person is requestor’s long-term time off
by choosing the <#> other are listed. Next to each per-
absent during this period son, the appropriate time off pe-
link. riod(s) overlapping with the re-
questor’s long-term time off is
displayed.

Manage Time-Off: Test Script

Test Procedures PUBLIC 235
 Pass
Test Test
Ste Step /
p # Name Instruction Expected Result Additional Information Fail

In case a document has

been attached to the re-
quest, view this attach-
ment. For this, choose the
<attachment name> link
located in the attachment
field.

If needed, you can enter The employee receives an email

a note to this time off re- notification with the link to
quest in the Comment sec- the long-term time off request.
tion. By accessing this link, the em-
ployee can read the comment
In case the Mandatory
you posted and react accord-
Block Leave content has
ingly.
been deployed in your in-
stance: If the long-term
time off is a block leave,
but the number of absence
days does not fulfill your
company policy regarding
block leave, add an appro-
priate comment to ask the
employee to comply with
the laws of full 2 weeks,
and choose Post.

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236 PUBLIC Test Procedures
 Pass
Test Test
Ste Step /
p # Name Instruction Expected Result Additional Information Fail

5 Ap- If everything is fine, choose The system generates a mes- You may also decline the time off re-
prove Approve to approve the sage about the successful ap- quest. In this case, it is recommended
Time time off request. proval of the workflow. You to add a comment explaining your de-
Off can close the window. After re- cision. Then choose Decline. As a re-
Re- freshing your Home page, the sult, the time off request will be can-
quest Time Off > <employee name> celed automatically by the system.
card is no longer visible in the
In case the Mandatory Block Leave
Approvals section.
content has been deployed in your
instance: if several consecutive time
 Note
off requests have been submitted as
Once there is no time off part of mandatory block leave, then
request left for you to ap- the situation can arise in which you
prove, the Time Off card will have approved all the requests, but not
no longer be visible in the in the sequence these time offs take
Approvals section of your place. For example, three requests for
Home page. successively occurring time off peri-
ods have been posted and you have
approved the third request first, then
the block leave counter of that third
time off is incorrect and needs to be
corrected by scheduling the integra-
tion center SFCC Block Leave Counter
Mass Update. For details refer to chap-
ter Run Integration Center Block Leave
Counter Mass Update (if Mandatory
Block Leave implemented) [page 565].

6 Con- Continue as described in

tinue the Result [page 239] sec-
tion.

Option 3: Filtering for Long-Term Time Off Request to be Approved

 Note

In case you have several requests in the Time Off card (this being the case if the View All link is displayed
in that card), you might want to filter for the appropriate long-term time off request submitted by a specific
employee.

Manage Time-Off: Test Script

Test Procedures PUBLIC 237
Test Test
Ste Step Additional Infor- Pass
p # Name Instruction Expected Result mation / Fail

3 Display In the Approvals section, choose in The Time Off (#) dialog box is dis-
All Re- the Time Off card the View All link. played, containing cards for each em-
quest ployee request.
Cards

4 Go to My Next to Time Off (#), choose the The My Workflow Requests (#) page If appropriate,
Workflow View complete list of tasks icon. opens in a new screen. All the re- choose More, to
Requests quests needing your attention display, have the complete
Screen no matter to which to-do category list of requests.
they belong.

5 Filter for On the My Workflow Requests (#) Several fields, which can be used
Time Off screen, filter for the long-term time as filter criteria, like for example, re-
Re- off request by choosing the Filter quest type, initiator, and so on, are dis-
quests (cone) icon. played at the top of the My Workflow
Requests (#) screen.

To filter for the long-term time The time off requests submitted by
off request submitted by or on be- the employee him/herself or on behalf
half of a specific employee, select of the employee for you to approve are
Request Type Change Generic listed. For each of them, the name of
Object Actions and Object the affected employee, the start date,
Time Off Requests, and in end date, and time type (absence) are

field Requested For enter the name displayed.

of the employee for whom the re-

quest has been submitted. Then
choose Apply.

6 Select Flag the checkbox on the very left of The number of selected requests is Alternatively, in-
Time Off all Time Off Requests for <employee displayed on the top right of the list stead of executing
Request name> links you want to approve. of requests. these two test
to be ap- steps separately,
proved you can combine
them by choosing
7 Approve On the top right of the list of re- The selected time off request has Approve next to the
Time Off quests, choose Approve (#). been approved. The number of filtered appropriate Time
Re- requests you still need to approve has Off Requests for
quests decreased accordingly. <employee name>
link.

8 Approve If appropriate, you can remove the Once there is no request left for you to
Other filter and process other requests as approve, the Approvals section will no
Re- per your requirement. longer be visible on your Home page.
quests
(Op-
tional)

9 Continue Continue as described in the Result

[page 239] section.

Manage Time-Off: Test Script

238 PUBLIC Test Procedures
Result

The status of the request has changed accordingly to Approved. The employee receives an email notification,
that the time off request has been approved.

 Note

In case Time Off Workflow Notification has been deployed in your instance with the SAP Best
Practices solution, the subject of the email notification is Your <time type name> leave has been
approved.

 Note

If Time Forms has been implemented using SAP Best Practices solution, the employee can request
from the HR Administrator to provide official documents confirming the long-term absence (most likely
maternity leave) during a specified period of time. Upon submitting the required details to them, the HR
Administrator can execute Generate and Email Time Form (Optional) [page 268].

 Note

For country SAU:

A (Saudi or non-Saudi) employee employed at a company in SAU, who becomes sick or is injured in an
accident at work, is entitled to financial compensation, either in the form of a lump sum payment or
monthly benefits. Similarly, if an employee dies in an accident at work, compensation is granted to the
employee’s dependents. The compensation is granted from the Occupational Hazards Branch of General
Organization of Social Insurance (GOSI), and the amount and payment method vary according to age and
injury degree of the employee.

Continue in the process execution with process step Update Job Information of Employee on Leave [page 239]
and subsequent.

4.5.3.1 Update Job Information of Employee on Leave

Purpose

Once the long-term time off request has status Approved, an event is triggered with appropriate event reason,
which updates the job information of the employee automatically. Depending on the (absence) time type
selected, the employee status turns to Paid Leave or Unpaid Leave.

 Note

In case the employee, who goes on a long-term time off, has direct reports, these direct reports will report
to the next level manager during the time off of their manager.

Manage Time-Off: Test Script

Test Procedures PUBLIC 239
Procedure

This is an automated step, and no manual execution is required.

Result

Continue in the process execution as follows:

• in case Position Management is implemented in your instance, continue in the process execution with
process step Update Position of Employee on Leave [page 240] and subsequent.
• Otherwise, continue in the process execution with process step View Job Information of Employee on Leave
[page 243] and subsequent.

4.5.3.2 Update Position of Employee on Leave (if Position

Management implemented)

Purpose

 Caution

This process step is relevant only if Position Management has been deployed in your Employee Central
instance and Right to Return feature is activated!

Once the long-term time off request has status Approved, the employee’s position is updated automatically
with information related to the right of the employee to return on this position.

Prerequisites

Position Management is implemented in the Employee Central instance.

Procedure

This is an automated step, and no manual execution is required.

Manage Time-Off: Test Script

240 PUBLIC Test Procedures
4.5.4 View Position Details of Employee on Leave (if Position
Management implemented)

Purpose

 Caution

This process step is relevant only if Position Management has been deployed in your Employee Central
instance and Right to Return feature is activated!

The HR Administrator views if the position, to which the employee is assigned, has been updated as expected
after the employee started the long-term time off. More precisely, he or she checks if information has been
added, which reflects the right to return of the employee to this position after the long-term time off ends.

Prerequisite

Position Management is implemented in the Employee Central instance.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Admin- The Home page is displayed.
istrator.

2 Go to From the Home dropdown list, select Company Info. The Company Info screen is displayed
Company containing by default the Org Chart
Info based on the logged-in user.

Manage Time-Off: Test Script

Test Procedures PUBLIC 241
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

3 Search Choose the Position Org Chart tab. The position hierarchy starting from
Position the selected position and containing
In the Search By field, select value Position from the
one level below, if existing, is dis-
dropdown list.
played.
In the Search field, select from the dropdown list the
position the employee used to be assigned to before
the long-term leave.

In the As Of field, select from the calendar help the first

day the employee is on leave (or any other date within
the leave period).

 Note
In case you select for the Search By field value
People from the dropdown list and enter in the
Search field the name of the employee and select
from the calendar help a date within the leave pe-
riod, you should obtain a system message stating
that no position is found to which the employee is
assigned.

4 View Posi- Verify that the number of incumbents (visible in

tion High- <current #>/<target #>FTE) has decreased accord-
Level Data ingly, and the At least one right to return exists for this
position icon is visible.

5 View Choose the At least one right to return exists for this In the side panel next to the position,
Right-to- position icon. the Right To Return Details menu is ex-
Return panded.
Details
View details to the employee who has the right to return
to this position. If appropriate, choose the Show Right
to Return icon for additional information than the one
displayed in the Right To Return Details menu.

 Caution

In case the position should be blocked for the employee, who is on long-term time off, and hiring on this
position during the absence of the incumbent should be avoided, we recommend setting the field To Be
Hired manually to No. For this, as an HR Administrator, click on the position quickcard, and in the upcoming
side panel, next to as of <selected date>, choose Show Details. In the upcoming Position: dialog box, choose
Edit, enter as effective date of change the first day the incumbent is on leave, and choose Proceed. Set field
To Be Hired to No. Then choose Save.

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242 PUBLIC Test Procedures
4.5.5 View Job Information of Employee on Leave

Purpose

The HR Administrator views if the job information of the employee has been updated as expected after the
employee started the long-term time off.

Procedure

Test Pass
Ste Test Step /
p # Name Instruction Expected Result Additional Information Fail

1 Log on Log on to the Employee The Home page is displayed.

Central instance as HR
Administrator.

2 Search In the Search for actions The autocomplete functionality sug-

Employee or people text box, lo- gests a list of employees matching
cated in the top right your search criteria.
corner of the screen, en-
ter the name or name
parts of the employee
whose job information
data you want to view.

3 Select Em- Select the appropriate You are directed to the Employee Files
ployee employee from the re- page in which the profile of the em-
sult list. ployee is displayed.

4 Go to Em- Go to the Employment The Employment Information section is

ployment Information section. displayed.
Informa-
tion Sec-
tion

Manage Time-Off: Test Script

Test Procedures PUBLIC 243
Test Pass
Ste Test Step /
p # Name Instruction Expected Result Additional Information Fail

5 View De- Verify the Employee The Employee Status depends on the In case the long-term time
tails in Job Status field, located type of long-term time off; details can off starts on a future date,
Informa- in the Job Information be checked here [page 501]. you are advertised in the
tion Block block of the Job Job Information block that fu-
Information subsection. ture change in job informa-
tion is pending. Choose this
link. In the Change History
part of the upcoming Job
Information Changes dialog
box, choose the appropriate
future record, and verify the
Employee Status.

6 View Posi- Relevant only if Position

tion Infor- Management has been
mation implemented and Right
(Optional) to Return feature is ac-
tivated: in the Position
Information block of
the Organizational
Information subsection,
verify that no data for
position information is
available.

7 Go to Job Choose the Clock The Job Information Changes dialog

Informa- (History) icon next to box is displayed: on the left hand-side,
tion His- the Job Information the historical records of the job infor-
tory block. mation are listed; on the right hand-
side, the current valid record is dis-
played.

8 View Job In the Job Information The Event is Leave of Absence. In case the long-term time
Informa- Changes dialog box, ver- The Employee Status and Event off starts on a future date,
tion De- ify the values displayed Reason depend on the type of long- choose in the Change History
tails in the Employee Status term time off; details can be checked part of the Job Information
and Event blocks, re- here [page 501]. Changes dialog box the appro-
spectively. priate future record, and ver-
ify the fields mentioned in the
Check the values
Instruction column.
displayed for fields
Employee Status, Event,
and Event Reason.

Manage Time-Off: Test Script

244 PUBLIC Test Procedures
  Note

In case of a female employee employed at a company in DEU, who is on maternity leave, the further
process is slightly different than described in the subsequent.

After delivering the child, the employee informs the employer, see details here [page 670].

Then, the HR Administrator updates the maternity leave record by entering the real birth date of the child,
see details here [page 670].

 Note

In case of a female employee employed at a company in HUN, who is on maternity leave, the further
process is slightly different than described in the subsequent.

After delivering the child, the employee informs the employer, see details here [page 676].

Then, the HR Administrator updates the maternity leave record by entering the real birth date of the child,
see details here [page 677].

 Note

In case of a female employee employed at a company in NLD, who is on maternity leave, the further
process is slightly different than described in the subsequent.

After delivering the child, the employee informs the employer, see details here [page 683].

Then, the HR Administrator updates the maternity leave record by entering the real birth date of the child,
see details here [page 683].

 Note

An employee employed at a company in NLD, who is at least 6 weeks on leave due to long-term sickness,
needs to have had one or more conversations with the company's doctor. The employer (in person of Line
Manager and HR Administrator) needs to set up a meeting of the employee with the doctor. After 6 weeks,
the employer needs to set up a plan for the employee to return to work.

 Note

In case the employee, who goes on a long-term time off, has direct reports, the job information of these
direct reports will also be updated with a history record. This history record is due to event reason
Supervisor Change and reflects the fact, that during the time off of their manager, these direct reports
report to the next level manager. This can be checked in the org chart as well.

Result

For testing purposes, once the employee has reached the amount of time off days as per the company’s
policy for block leave, the HR Administrator should run again Block Leave Tracker Per User integration center
and check for the specified employee the Block Leave Tracker object instance. For a detailed procedure
description, refer to process steps Run Integration Center Block Leave Tracker Per User (if Mandatory Block

Manage Time-Off: Test Script

Test Procedures PUBLIC 245
Leave implemented) [page 136] and Check Block Leave Tracker (if Mandatory Block Leave implemented)
(Optional) [page 139].

4.5.6 Send Alert about Upcoming Long-Term Time Off End

Purpose

10 days before the employee returns from his or her long-term time off, appropriate alerts are sent out
automatically to the line manager of the employee, as well as to the members of the HR Administrator dynamic
group.

 Note

An HR Administrator with appropriate permissions can monitor the alerts via the Manage Alerts And
Notifications functionality. On the Pending Alerts (#) tab of the Manage Alerts And Notifications screen, the
alerts to be sent out are listed, together with their effective date and the persons they have been initiated
for.

Procedure

This is an automated step, and no manual execution is required.

Result

Once the alert has been sent out, it progresses to the Pending To-Dos (#) tab of the Manage Alerts And
Notifications screen, where it is listed together with the recipient.

4.5.6.1 Receive Alert about Upcoming Long-Term Time Off

End

Purpose

10 days before the employee returns to work, the line manager of the employee and the members of the HR
Administrator dynamic group receive email notifications with subject "<employee name> is returning

Manage Time-Off: Test Script

246 PUBLIC Test Procedures
from leave of absence in 10 days", in which they are informed, that the employee is soon returning
from the long-term time off. They are requested to decide on appropriate actions.

In addition to the emails received, the alert will also be visible for both the line manager and the members of the
HR Administrator dynamic group on their Employee Central Home page as a Take Action card within the For You
Today section.

Procedure

This is an automated step, and no manual execution is required.

4.5.7 Work on Tasks

Purpose

The Line Manager of the employee and a member of the HR Administrator dynamic group review the email
notifications they have received and work on the tasks as requested in these emails.

Procedure

This process step takes place outside software.

4.5.8 Confirm Task Completion

Purpose

Once the employee's Line Manager and a member of the HR Administrator dynamic group have completed the
tasks, they confirm it in the system as well.

Manage Time-Off: Test Script

Test Procedures PUBLIC 247
Procedure

Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as The Home page is displayed.
Line Manager or HR Administrator.
In the For You Today section, the Take Action >
<Alert about employee returning from leave of
absence> - <employee name> card is displayed.

 Note
If there are several alerts to be considered,
the View All link displays on the card as
well. The card of the most recent alert is dis-
played.

2 Review In the For You Today section, choose the Take The Take Action dialog box is displayed, contain-
Action to Action > <Alert about employee returning ing the detailed alert description.
be Taken from leave of absence> - <employee name>
card.

 Note
In case there are several alerts needing
your attention, the View All link displays
in the Take Action > <Alert Header>
- <employee name> card. Choose that
link; the Alerts – User Based (#) dialog
box displays, containing cards for each
alert. Choose the appropriate <Alert
about employee returning from leave of
absence> - <employee name> card.

3 Confirm Choose Done to confirm the task comple-

 Note
Task Exe- tion.
cution The alert disappeared from the Pending
 Note To-Dos (#) tab of the Manage Alerts And
Notifications screen. An HR Administrator
In case there are other alerts left in the
with appropriate permissions can check this.
dialog box, press the esc key.

Once there is no alert left, the Take Action card

will no longer be visible in the For You Today sec-
tion on your Home page.

Manage Time-Off: Test Script

248 PUBLIC Test Procedures
4.5.9 Initiate Return from Long-Term Time Off

Purpose

After some time, the employee is returning from the long-term time off.

After the employee has returned from the long-term time off, the HR Administrator maintains appropriate data
in the system.

Procedure

Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance as HR The Home page is displayed.
Administrator.

2 Search In the Search for actions or people text box, lo- The autocomplete functionality suggests a
Employee cated in the top right corner of the screen, enter list of employees matching your search crite-
the name or name parts of the employee who ria.
has returned from the long-term time off.

3 Select Em- Select the appropriate employee from the result You are directed to the Employee Files page,
ployee list. in which the profile of the employee is dis-
played.

4 Go to Time On the Employee Files screen, go to the Time The Time Information for <employee name>
Informa- Management section. In the Upcoming Time screen is displayed, showing per default the
tion Off block of the Time Management subsection, Absences tab.
Screen of choose the Administer Time link.
Employee

5 Edit Re- In the Absences (#) table, choose the Pencil The Edit Absence dialog box is displayed.
quest (Edit) icon located next to the Status of the long-
term time off request you want to update.

6 Enter Ac- In the Edit Absence dialog box, enter the date the
tual Re- employee has actually returned to work from the
turn Date long-term time off:

Manage Time-Off: Test Script

Test Procedures PUBLIC 249
 Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

Actual Return Date: select the appropriate date The value in field Requesting is updated auto-
from the calendar help matically.

 Note
In case of country PHL and a miscarriage
suffered by the employee, you can enter a
date below the mandatory 105 days of ma-
ternity leave.

Requesting: is defaulted automatically based on

the start date and the actual return date

Comment: add an appropriate explanation

7 Submit Choose Submit. A system message is generated about suc-

Updated cessful saving of the updated time off re-
Request quest and awaiting approval from the em-
ployee's line manager.

The request is in status Pending.

Result

The employee's line manager receives an email notification about an updated time off request needing
attention.

4.5.10 Review and Approve Return to Work Request

Purpose

The Line Manager processes the request, which has been triggered by the HR Administrator upon entering the
return to work date of the manager's direct report.

Manage Time-Off: Test Script

250 PUBLIC Test Procedures
Procedure

Test Test Step Pass

Step # Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as Line The Home page is displayed.
Manager.
In the Approvals section, the Time Off >
<employee name> card is displayed. De-
tails, like absence period, absence time
type and the date, the request was sub-
mitted, are shown in this card.

 Note
If there are several requests of this
category to be approved, the View
All link displays on the card as well.
The card of the time off request,
which was submitted latest, is dis-
played.

2 Continue Continue with one of the three options listed be-

low:

• Option 1 [page 251]: approve directly a single

return to work request
• Option 2 [page 253]: choose a single return
to work request, review its details and ap-
prove it
• Option 3 [page 254]: filter for the relevant
return to work request and approve it

Option 1: Direct Approval of Single Return to Work Request

Manage Time-Off: Test Script

Test Procedures PUBLIC 251
Test Test
Ste Step Pass
p # Name Instruction Expected Result Additional Information / Fail

3 Ap- Review in the Time Off > <employee

prove name> card the high-level details of the
Di- request you need to approve. These
rectly high-level details refer to the absence
Single time type, absence period, and ab-
Return sence duration.
to
Work  Note
Re-
In case there are several time
quest
off requests you need to approve,
the View All link displays in the
Time Off > <employee name> card.
Choose that link; the Time Off
(#) dialog box displays, containing
cards for each time off request. Re-
view the high-level details on the
appropriate card.

If everything is fine, choose the green The system generates a You may also decline the
tick icon in the bottom right corner of message about the success- updated time off request. In
the card. In the dropdown, which ex- ful approval of the workflow this case, choose the red
pands, you can opt to approve the re- and the request card disap- cross icon in the bottom
quest with comments or without com- peared from the Approvals right corner of the card.
ments. section. In the dropdown, which
expands, you can opt to
• In case you select Approve with
Comments, the Approve with decline the request with
Comments dialog box displays. comments or without com-
Add a comment in the text box ments. It is recommended
and choose Approve. to select Decline with
• In case you select Approve, the re- Comments. In the upcom-
quest is approved immediately. ing Decline with Comments
dialog box, add a comment
in the text box and choose
Decline. As a result, the up-
dated time off request will
be canceled automatically
by the system.

4 Ap- If appropriate, approve directly other Once there is no time off

prove single requests. request left for you to ap-
Other prove, the Time Off card will
Re- no longer be visible in the
quests Approvals section of your
(Op- Home page.
tional)

Manage Time-Off: Test Script

252 PUBLIC Test Procedures
 Test Test
Ste Step Pass
p # Name Instruction Expected Result Additional Information / Fail

5 Con- Continue as described in the Result

tinue [page 255] section.

Option 2: Detailed Processing of Single Return to Work Request

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

3 Select Re- In the Approvals section, The Employee Files > Workflow Details page opens in a new win-
turn to choose the Time Off > dow. It contains details to the updated time off request and is
Work Re- <employee name> card. divided in several sections:
quest
 Note • The Do you approve this request? section contains a short
overview of the request, its initiator, and the workflow partic-
In case there are sev- ipants.
eral time off requests • The Time Off Requests section contains the detailed re-
you need to approve, quest.
the View All link dis-
• The Team Absence Calendar section contains a link; its
plays in the Time Off
name reflects if other team members are absent during the
> <employee name>
same period or not.
card. Choose that link;
the Time Off (#) dialog • In the Comment section, you can post your remarks.

box displays, containing • On the right part of the screen a short profile of the em-
cards for each employee ployee is given, as well as administrative details to the re-
request. Choose the ap- quest initiation. By choosing the <employee name> link, you
propriate Time Off > can directly open the employee file. Choose the browser
<employee name> card. Back to go back to the Workflow Details screen.

4 Review Review the detailed request.

Return to If needed, you can enter in
Work Re- the Comment section a note
quest to the request.

5 Approve If everything is fine, choose The system generates a message about the successful approval
Return to Approve to approve the up- of the workflow. You can close the window. After refreshing your
Work Re- dated time off request. Home page, the Time Off > <employee name> card is no longer
quest visible in the Approvals section.

 Note
Once there is no time off request left for you to approve,
the Time Off card will no longer be visible in the Approvals
section of your Home page.

Manage Time-Off: Test Script

Test Procedures PUBLIC 253
  Note

You may also decline the updated time off request. In this case, it is recommended to add a comment
explaining your decision. Then choose Decline. As a result, the updated time off request will be canceled
automatically by the system.

Continue as described in the Result [page 255] section.

Option 3: Filtering for Return to Work Request to be Approved

 Note

In case you have several requests in the Time Off card (this being the case if the View All link is displayed in
that card), you might want to filter for the updated time off request submitted by the HR Administrator.

Test
Step Test Step Additional Informa- Pass
# Name Instruction Expected Result tion / Fail

3 Display All In the Approvals section, choose in the The Time Off (#) dialog
Request Time Off card the View All link. box is displayed, containing
Cards cards for each employee re-
quest.

4 Go to My Next to Time Off (#), choose the View The My Workflow Requests If appropriate, choose
Workflow complete list of tasks icon. (#) page opens in a new More, to have the
Requests screen. All the requests complete list of re-
Screen needing your attention dis- quests.
play, no matter to which to-
do category they belong.

5 Filter for To filter for the long-term time off re- Several fields, which can be
Return to quest, choose the Filter (cone) icon. used as filter criteria, like for
Work Re- example request type, initia-
quests tor, and so on, are displayed
on top of the My Workflow
Requests (#) screen.

To filter for the (updated) long-term The appropriate requests for

time off requests, select Request you to approve are listed. For
Type Change Generic Object each of them, the name of
Actions and Object Time Off the initiator, the start date,
Requests, and in field Requested For end date, and time type (ab-

enter the name of the employee for sence) are displayed.

whom the updated request has been

submitted. Then choose Apply.

Manage Time-Off: Test Script

254 PUBLIC Test Procedures
 Test
Step Test Step Additional Informa- Pass
# Name Instruction Expected Result tion / Fail

6 Select Re- Flag the checkbox on the very left of all The number of selected re- Alternatively, instead
turn to Time Off Requests for <employee name> quests is displayed on the of executing these
Work Re- links you want to approve. top right of the list of re- two test steps sepa-
quest to quests. rately, you can com-
be ap- bine them by choos-
proved ing Approve next
to the appropriate
7 Approve On the top right of the list of requests, The selected updated time Time Off Requests
Return to choose Approve (#). off request has been ap- for <employee name>
Work Re- proved. The number of fil- link.
quests tered requests you still need
to approve has decreased
accordingly.

8 Approve If appropriate, you can remove the filter Once there is no request
Other Re- and process other requests as per your left for you to approve, the
quests requirement. Approvals section will no lon-
(Optional) ger be visible on your Home
page.

9 Continue Continue as described in the Result

[page 255] section.

Result

The workflow is sent for further processing to the HR Administrator dynamic group. The members of the
HR Administrator dynamic group receive automatic email notifications about their needed approval for the
updated time off request.

The status of the request is still Pending.

 Note

In case of country HUN, the return to work request needs to be approved by the line manager only,
therefore the status of the request is Approved.

Depending on the countries in scope for your business process, continue in the process execution as follows:

• in case of countries other than CHE and NLD: continue with process step Process Approved Return to
Work Request [page 256];
• in case of country CHE, based on the requested absence type, continue as follows:
• if time off request is of type other than Unpaid Leave or Military/Civil Service, continue with
process step Process Approved Return to Work Request [page 256];
• if time off request is of type Unpaid Leave or Military/Civil Service, the employee receives
an email notification, that the updated time off request has been approved. Continue with process step
Update Job Information of Employee Returned from Leave [page 262] and subsequent.

Manage Time-Off: Test Script

Test Procedures PUBLIC 255
• in case of country HUN, the employee receives an email notification, that the updated time off request
has been approved. Continue with process step Update Job Information of Employee Returned from Leave
[page 262] and subsequent.
• in case of country NLD, based on the requested absence type, continue as follows:
• if time off request is of type other than Special Leave, continue with process step Process
Approved Return to Work Request [page 256];
• if time off request is of type Special Leave, the employee receives an email notification, that the
updated time off request has been approved. Continue with process step Update Job Information of
Employee Returned from Leave [page 262] and subsequent.

 Note

In case Time Off Workflow Notification has been deployed in your instance with the SAP Best
Practices solution, the subject of the email notification is Your <time type name> leave has been
approved.

4.5.11 Process Approved Return to Work Request

Purpose

A member of the HR Administrator dynamic group picks up the request related to the return to work of an
employee from a long-term time off and processes it.

 Note

Depending if the Four-Eye Principle feature for Workflow Approvals is enabled or not in your instance,
following situations arise:

• if the feature is enabled, then only the other members of the HR Administrator group receive the
request approved by the line manager.
• if the feature is disabled, then besides the other members of the HR Administrator group, the line
manager of the HR Administrator, who entered the actual return date of the employee, receives again
the request he or she already approved in the previous step.

Prerequisite

The employee’s line manager has approved the return to work from the long-term time off.

Manage Time-Off: Test Script

256 PUBLIC Test Procedures
Procedure

Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as a mem- The Home page is displayed.
ber of the HR Administrator dynamic group.
In the Approvals section, the Time Off >
<employee name> card is displayed. De-
tails, like absence period, absence time
type and the date, the request was sub-
mitted, are shown in this card.

 Note
If there are several requests of this
category to be approved, the View All
link displays on the card as well. The
card of the time off request, which
was submitted latest, is displayed.

2 Continue Continue with one of the three options listed below:

• Option 1 [page 257]: approve directly a single

return to work request
• Option 2 [page 259]: choose a single return to
work request, review its details and approve it
• Option 3 [page 260]: filter for the relevant re-
turn to work request and approve it

Option 1: Direct Approval of Single Return to Work Request

Manage Time-Off: Test Script

Test Procedures PUBLIC 257
Test
Step Test Step Additional Informa- Pass
# Name Instruction Expected Result tion / Fail

3 Approve Review in the Time Off >

Directly <employee name> card the
Single high-level details of the request
Return to you need to approve. These
Work Re- high-level details refer to the
quest absence time type, absence
period, and absence duration.

 Note
In case there are several
time off requests you need
to approve, the View All
link displays in the Time
Off > <employee name>
card. Choose that link; the
Time Off (#) dialog box
displays, containing cards
for each time off request.
Review the high-level de-
tails on the appropriate
card.

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258 PUBLIC Test Procedures
 Test
Step Test Step Additional Informa- Pass
# Name Instruction Expected Result tion / Fail

If everything is fine, choose The system generates a message You may also decline
the green tick icon in the bot- about the successful approval of the the updated time
tom right corner of the card. In workflow and the time off request dis- off request. In this
the dropdown, which expands, appeared from the Approvals section. case, choose the red
you can opt to approve the re- cross icon in the
quest with comments or with- bottom right corner
out comments. of the card. In the
dropdown, which ex-
• In case you select Approve
with Comments, the pands, you can opt
Approve with Comments to decline the request
dialog box displays. Add a with comments or
comment in the text box without comments. It
and choose Approve. is recommended to
• In case you select select Decline with
Approve, the request is Comments. In the up-
approved immediately.
coming Decline with
Comments dialog box,
add a comment in the
text box and choose
Decline. As a result,
the updated time off
request will be can-
celed automatically by
the system.

4 Approve If appropriate, approve directly Once there is no time off request

Other Re- other single requests. left for you to approve, the Time Off
quests card will no longer be visible in the
(Op- Approvals section of your Home page.
tional)

5 Continue Continue as described in the

Result [page 262] section.

Option 2: Detailed Processing of Single Return to Work Request

Manage Time-Off: Test Script

Test Procedures PUBLIC 259
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

3 Select Re- In the Approvals section, choose the The Employee Files > Workflow Details page opens in a
turn to Time Off > <employee name> card. new window. It contains details to the updated time off
Work Re- request and is divided into several sections:
quest  Note
• The Do you approve this request? section contains
In case there are several time a short overview of the request, its initiator, and the
off requests you need to ap- workflow participants.
prove, the View All link displays • The Time Off Requests section contains the detailed
in the Time Off > <employee request.
name> card. Choose that
• The Team Absence Calendar section contains a link;
link; the Time Off (#) dialog
its name reflects if other team members are absent
box displays, containing cards
during the same period or not.
for each employee request.
Choose the appropriate Time • In the Comment section, you can post your remarks.

Off > <employee name> card. • On the right part of the screen a short profile of the
employee is given, as well as details to the activities
so far in the workflow. By choosing the <employee
name> link, you can directly open the employee file.
Choose the browser Back to go back to the Workflow
Details screen.

4 Review Review the detailed request. If

Return to needed, you can enter in the
Work Re- Comment section a note to the re-
quest quest.

5 Approve If everything is fine, choose Approve The system generates a message about the successful
Return to to approve the updated time off re- approval of the workflow. You can close the window. After
Work Re- quest. refreshing your Home page, the Time Off > <employee
quest name> card is no longer visible in the Approvals section.

 Note
Once there is no time off request left for you to ap-
prove, the Time Off card will no longer be visible in the
Approvals section of your Home page.

 Note

You may also decline the updated time off request. In this case, it is recommended to add a comment
explaining your decision. Then choose Decline. As a result, the updated time off request will be canceled
automatically by the system.

Continue as described in the Result [page 262] section.

Option 3: Filtering for Return to Work Request to be Approved

Manage Time-Off: Test Script

260 PUBLIC Test Procedures
  Note

In case you have several requests in the Time Off card (this being the case if the View All link is displayed in
that card), you might want to filter for the updated time off request submitted by the HR Administrator.

Test Test
Step Step Additional Infor- Pass
# Name Instruction Expected Result mation / Fail

3 Display In the Approvals section, choose in The Time Off (#) dialog box is dis-
All Re- the Time Off card the View All link. played, containing cards for each em-
quest ployee request.
Cards

4 Go to My Next to Time Off (#), choose the View The My Workflow Requests (#) page If appropriate,
Workflow complete list of tasks icon. opens in a new screen. All the re- choose More, to
Requests quests needing your attention display, have the com-
Screen no matter to which to-do category plete list of re-
they belong. quests.

5 Filter for On the My Workflow Requests (#) Several fields, which can be used
Time Off screen, choose the Filter (cone) icon. as filter criteria, like for example re-
Requests quest type, initiator, and so on, are dis-
played at the top of the My Workflow
Requests (#) screen.

To filter for the (updated) long-term The appropriate requests for you to
time off requests, select Request approve are listed. For each of them,
Type Change Generic Object the name of the initiator, the start
Actions and Object Time Off date, end date, and time type (ab-
Requests, and in field Requested sence) are displayed.

For enter the name of the employee

for whom the updated request has
been submitted. Then choose Apply.

6 Select Flag the checkbox on the very left of The number of selected requests is Alternatively, in-
Return to all Time Off Requests for <employee displayed on the top right of the list stead of execut-
Work Re- name> links you want to approve. of requests. ing these two
quest to test steps sepa-
be ap- rately, you can
proved combine them
by choosing
7 Approve On the top right of the list of requests, The selected updated time off request Approve next to
Return to choose Approve (#). has been approved. The number of the appropriate
Work Re- filtered requests you still need to ap- Time Off
quests prove has decreased accordingly. Requests for
<employee
name> link.

Manage Time-Off: Test Script

Test Procedures PUBLIC 261
Test Test
Step Step Additional Infor- Pass
# Name Instruction Expected Result mation / Fail

8 Approve If appropriate, you can remove the fil- Once there is no request left for you to
Other ter and process other requests as per approve, the Approvals section will no
Requests your requirement. longer be visible on your Home page.
(Op-
tional)

9 Continue Continue as described in the Result

[page 262] section.

Result

The status of the request has changed accordingly to Approved. The HR administrator receives an email
notification, that the corrected (updated) time off request has been approved.

Continue in the process execution with process step Update Job Information of Employee Returned from Leave
[page 262] and subsequent.

4.5.11.1 Update Job Information of Employee Returned from

Leave

Purpose

Once the return date of the employee to work has been confirmed, an event is triggered with appropriate event
reason, which updates the job information of the employee automatically. The employee status turns again to
Active.

 Note

In case the employee, who returns from a long-term time off, has direct reports, these direct reports will
report again to him or her starting the date of return to work.

Procedure

This is an automated step, and no manual execution is required.

Manage Time-Off: Test Script

262 PUBLIC Test Procedures
Result

Continue in the process execution as follows:

• in case Position Management is implemented in your instance, continue in the process execution with
process step Update Position of Employee Returned from Leave [page 263] and subsequent.
• Otherwise, continue in the process execution with process step View Job Information of Employee Returned
from Leave [page 265] and subsequent.

4.5.11.2 Update Position of Employee Returned from Leave (if

Position Management implemented)

Purpose

 Caution

This process step is relevant only if Position Management has been deployed in your Employee Central
instance and Right to Return feature is activated!

Once the return date of the employee to work has been confirmed, the employee is automatically assigned
again to the position he or she was assigned to before the long-term time off.

Prerequisites

Position Management is implemented in the Employee Central instance.

Procedure

This is an automated step, and no manual execution is required.

Manage Time-Off: Test Script

Test Procedures PUBLIC 263
4.5.12 View Position Details of Employee Returned from
Leave (if Position Management implemented)

Purpose

 Caution

This process step is relevant only if Position Management has been deployed in your Employee Central
instance and Right to Return feature is activated!

The HR Administrator views if the employee has been assigned back to the old position after he or she returned
to work from the long-term time off. More precisely, the HR Administrator checks if the position data has been
updated as expected after the employee returned to work from long-term time off.

Prerequisite

Position Management is implemented in the Employee Central instance.

Procedure

Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Administra- The Home page is displayed.
tor.

2 Go to From the Home dropdown list, select Company Info. The Company Info screen is dis-
Com- played containing by default the
pany Info Org Chart based on the logged-in
user.

Manage Time-Off: Test Script

264 PUBLIC Test Procedures
 Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

3 Search Choose the Position Org Chart tab. The position hierarchy starting
Position To search for the position the employee is re-assigned to af- from the selected position and
ter his or her leave, proceed using one of the options below: containing one level below, if exist-
ing, is displayed.
Option 1: In the field, seSearch ByPositions from the
dropdown list. In the Search field, select the position from
the dropdown list.

Option 2: In the Search By field, select value People from

the dropdown list. In the Search field, enter name or name
parts of the employee and select the appropriate employee
from the list of suggested persons.

For both options, select in the As Of field, using calendar

help, the first day the employee is back to work (or any other
date after the return date).

4 View Po- Verify that the number of incumbents (visible in Note, that in the side panel next to
sition Search<current #>/<target #>FTE) has increased accord- the position, the Right To Return
Data ingly, and the At least one right to return exists for this Details menu does not show up
position icon is not visible anymore. anymore.

4.5.13 View Job Information of Employee Returned from

Leave

Purpose

The HR Administrator views if the job information of the employee has been updated as expected after the
employee has returned from the long-term time off.

Manage Time-Off: Test Script

Test Procedures PUBLIC 265
Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as The Home page is displayed.
HR Administrator.

2 Search Em- In the Search for actions or people text box, The autocomplete functionality suggests a list
ployee located in the top right corner of the screen, of employees matching your search criteria.
enter the name or name parts of the em-
ployee whose job information data you want
to view.

3 Select Em- Select the appropriate employee from the re- You are directed to the Employee Files page in
ployee sult list. which the profile of the employee is displayed.
The autocomplete functionality suggests a list
of employees matching your search criteria.

4 Go to Em- Go to the Employment Information section. The Employment Information section is dis-
ployment In- played.
formation
Section

5 View Details Verify the Employee Status field, which is lo- The Employee Status has become Active
in Job Infor- cated in the Job Information block of the Job again.
mation Information subsection.
Block

6 View Posi- Relevant only if Position Management has

tion Infor- been implemented and Right to Return fea-
mation (Op- ture is activated: in the Position Information
tional) block of the Organizational Information sub-
section, verify that the employee is assigned
again to the same position as before the
long-term time off. Verify that the Position
Entry Date coincides with the actual return
date maintained in process step Enter Return
to Work from Long-Term Time Off.

7 Go to Job Choose the Clock (History) icon next to the The Job Information Changes dialog box is
Information Job Information block. displayed: on the left hand-side, the historical
History records of the job information are listed; on
the right hand-side, the current valid record is
displayed.

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266 PUBLIC Test Procedures
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

8 View Job In- In the Job Information Changes dialog box, The Employee Status is Active, the Event is
formation verify the values displayed in the Employee Return to Work, and the Event Reason is
Details Status and Event blocks, respectively. Return From Leave(RETLEAVE).
Check the values displayed for fields
Employee Status, Event, and Event Reason.
 Note
In case a seasonal worker returns from
their inactive period back to their com-
pany in Croatia (HRV), the Event Reason
is End of Inactive Season
(END_OF_SEASON).

 Caution
In case of an employee with a company
in Hungary (HUN), for whom garden
leave ends, the Event Reason is End of
Garden Leave (GARDEN_END).
Please check the Result [page 268] sec-
tion below!

 Note
In case of an employee hired at a com-
pany in Kuwait (KWT), who returns from
a leave due to work injury, the Event
Reason is Back from work injury
(BACKWKINJ).

 Note
In case of an employee hired at a
company in the Kingdom of Saudi Ara-
bia (SAU), who returns from a leave
due to occupational hazard, the Event
Reason is Return from Leave-
OH(RETOCCPHZD).

 Note

In case the employee, who returns from a long-term time off, has direct reports, the job information of
these direct reports will also be updated with another history record. This history record is due to event
reason Supervisor Change and reflects the fact, that these direct reports report again to their initial
manager starting from the date of return to work of the manager. This can be checked in the org chart as
well.

Manage Time-Off: Test Script

Test Procedures PUBLIC 267
Result

In case of country Hungary (HUN) and Event Reason End of Garden Leave (GARDEN_END): garden leave
is intended for employees leaving the job, who will remain on the payroll but must stay away from work during
the notice period. Once the employee is back from garden leave (meaning Employee Status is again Active),
the Terminate action needs to be performed for them. The termination date must be one day before the Actual
Return Date, otherwise the employee will have an active day in the system between return from garden leave
and termination. In the employee’s job history, two records will be available for the Actual Return Date: the first
record refers to the Return to Work, the second record refers to the Termination.

 Note

In case the Employee Central Core content in your instance has been deployed with the SAP Best
Practices solution, you can refer to test script Administer Termination (FJ3) for details on executing the
Terminate action.

4.6 Generate and Email Time Form (Optional)

Purpose

 Caution

This process step is relevant only if Time Forms has been implemented in the Employee Central instance.

The HR Administrator generates, upon request from the employee, the required document capturing the time
management data stored in the system, along with employment and personal details, and sends it to the
employee.

The SAP Best Practices delivers following time form sample templates:

• Holiday Letter: lists all absences in a given period

• Maternity Leave: form confirming that the employee is on maternity leave
• Paid Annual Leave: lists the annual leaves/vacations taken in a given period of time
• Strike Letter: lists all absences due to strikes (time type Strike)

Prerequisites

Approved absences need to exist in the selected time period for the form to be generated.

Email is configured and the business email address of the employee is maintained in the system.

Manage Time-Off: Test Script

268 PUBLIC Test Procedures
Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR The Home page is displayed.
Administrator.

2 Search Em- In the Search for actions or people text box, The autocomplete functionality suggests a
ployee located in the top right corner of the screen, list of employees matching your search cri-
enter the name or name parts of the employee teria.
for whom you want to generate the appropriate
time form.

3 Select Em- Select the appropriate employee from the re- You are directed to the Employee Files page
ployee sult list. in which the profile of the employee is dis-
played.

4 Go to Time In- On the Employee Files screen, go to the Time The Time Information for <employee
formation Management section. In the Upcoming Time name> screen is displayed, showing per
Screen of Em- Off block of the Time Management subsection, default the Absences tab.
ployee choose the Administer Time link.

5 Go to Gener- Choose the Time Forms tab, and then choose The Generate Form for <employee name>
ate Form Generate Form. screen is displayed.
Screen of Em-
In the left part of the screen, Category
ployee
is defaulted to Absence Forms and is
read only. The fields to be filled for gen-
erating the form are displayed in the left
part of the screen; in the right part of
the screen, the generated form will be dis-
played for verification.

Manage Time-Off: Test Script

Test Procedures PUBLIC 269
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

6 Fill Fields In the Generate Form part of the screen, fill in

following fields:

Language: English US is defaulted; adapt

as appropriate by selecting from the dropdown
list the language used when creating the docu-
ment template

Time Period: select from calendar help a period

in which the employee has absences

 Note
In case you select a time period in which
the employee has no absences, the form
won’t be generated, and an appropriate er-
ror message will be issued when executing
test step #7.

Template: select from value help as appropriate

Template Description: defaulted from the docu-

ment template; read-only field

Time Type: select from the dropdown the time

type that fits to the template you want to gen-
erate

 Note
You can select several time types by flag-
ging the checkbox ahead of them.

Requested On: select from calendar help the

date for which the system should retrieve the
employee's data

7 Generate Choose Preview. The generated form displays in the Form

Form Preview part of the screen.

8 Review Form Before sending the form to the employee, ver- The displayed content is correct, and the
ify its correctness. form can be sent to the employee.

9 Download By choosing Download, you have the option to The form is listed in the Forms table on the
Form download the form As PDF Document or As Time Information for <employee name> →
Word Document. Time Forms screen.

Manage Time-Off: Test Script

270 PUBLIC Test Procedures
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

10 Email Form You can email the form to the respective em- The email is sent to the respective em-
ployee. Choose Send Email and then choose ployee, with you (the HR Administrator)
either With PDF Attachment or As HTML marked in cc.
Message.
The text entered in the Email Subject field
while configuring the document template
is used as the Subject line for the email.

Result

The Employee receives an email having attached the time form he or she has requested for.

4.6.1 View Time Form (Optional)

Purpose

 Caution

This process step is relevant only if Time Forms has been implemented in the Employee Central instance.

After having received the email with the requested time form attached, the Employee opens the attachment
and views the document.

Procedure

This process step takes place outside software.

Manage Time-Off: Test Script

Test Procedures PUBLIC 271
5 Country/Region - Specific Values

5.1 Short-Term (Absence) Time Types

 Note

This Note is relevant for countries HRV and SVN only!

In Croatia and Slovenia, (absence) time types are categorized into weak and strong time types. For this,
custom field Absence Category has been added to the Time Type object definition. The reason behind
introducing this field is the different payroll relevance of the (absence) time type. A strong absence will
be counted also on non-working days (public holidays) and will get paid with different rate than a weak
absence, which will be counted only on working days (non-public holidays). For an absence of category
strong absence, taken on a public holiday, absence compensation will be paid, and not public holiday
compensation. An absence of category weak absence, which falls on a public holiday, is not considered
neither counted, and public holiday compensation will be paid (and not absence compensation). In the
following, the listing of time types is split into these two categories.

5.1.1 Time Types with 1-step approval

The (Absence) Time Types listed in this chapter need to go through a 1-step approval process when
booked. Approver is the employee's Line Manager.

Please click on the <country> link in the below table to navigate to the country-specific content.

Australia [page 273] Finland [page 297] Italy [page 328] Oman [page 356] Switzerland [page 390]

Belgium [page 279] France [page 303] Japan [page 330] Philippines [page 360] Thailand [page 393]

Canada [page 281] Germany [page 306] Kingdom of Saudi Republic of Korea Türkiye [page 395]
Arabia [page 333] [page 363]

China [page 285] Hungary [page 312] Kuwait [page 336] Singapore [page 372] United Arab Emirates
[page 398]

Colombia [page 286] India [page 318] Malaysia [page 340] Slovenia [page 379] United Kingdom [page
400]

Croatia [page 289] Indonesia [page 323] Mexico [page 349] Spain [page 383] United States [page
402]

Manage Time-Off: Test Script

272 PUBLIC Country/Region - Specific Values
Denmark [page 296] Ireland [page 327] Netherlands [page Sweden [page 385] Vietnam [page 408]
352]

Australia (AUS)

Ena-
Message bled
Text if in
Support- Self-
Message Mes- ing Docu- Mes- Cancella- Serv-
Condition Text if Condi- sage ment to sage tion ice
Assigned Time for Taking tion not Ful- Se- be at- Se- Workflow Sce-
Absence Time Type Account Type Time Off filled verity tached verity Activated nario

Annual Leave Annual Leave Start date You are not Warn- Yes Yes
(AUS_ANN) / or end allowed to ing
 Note date of re- book the ab-
Annual Leave
Instead of taking quested sence in the
Daily
annual leave, the annual past!
(AUS_ANN_DLY)
employee has the leave
/
option to request must not  Not
partial or total pay-
Annual Leave be before e
Monthly today.
out of the annual Message
(AUS_ANN_MTH)
leave balance he is raised
or she is entitled
 Note only
to. Details can be when re-
found here [page The remain-
questing
ing balance is
567]. time off
not carried
forward. via self-
service.

Vacation On Attendance AUS Vacation No Yes

Hours based on Attend-
ance Hours
(AUS_VAC_ATT_
HRS)

 Note
The remain-
ing balance is
not carried
forward.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 273
 Ena-
Message bled
Text if in
Support- Self-
Message Mes- ing Docu- Mes- Cancella- Serv-
Condition Text if Condi- sage ment to sage tion ice
Assigned Time for Taking tion not Ful- Se- be at- Se- Workflow Sce-
Absence Time Type Account Type Time Off filled verity tached verity Activated nario

Long Service Leave Long Service Start date You are not Warn- Yes Yes
Leave (AUS_LSL) or end allowed to ing
 Note date of re- book the ab-

Instead of taking quested sence in the

long service leave, long serv- past!

the employee has ice leave

the option to re- must not  Not

quest partial or to- be before e
tal payout of the today.
Message
leave balance he is raised
or she is entitled only
to. Details can be when re-
found here [page questing
567]. time off
via self-
service.

Bereavemental Leave Start date You are not Warn- Yes Yes
or end allowed to ing
date of re- book the ab-
quested sence in the
bereave- past!
mental
leave  Not
must not e
be before
Message
today.
is raised
only
when re-
questing
time off
via self-
service.

Manage Time-Off: Test Script

274 PUBLIC Country/Region - Specific Values
 Ena-
Message bled
Text if in
Support- Self-
Message Mes- ing Docu- Mes- Cancella- Serv-
Condition Text if Condi- sage ment to sage tion ice
Assigned Time for Taking tion not Ful- Se- be at- Se- Workflow Sce-
Absence Time Type Account Type Time Off filled verity tached verity Activated nario

Carers Leave Start date You are not Warn- Yes Yes
or end allowed to ing
date of re- book the ab-
quested sence in the
carers past!
leave
must not  Not
be before e
today.
Message
is raised
only
when re-
questing
time off
via self-
service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 275
 Ena-
Message bled
Text if in
Support- Self-
Message Mes- ing Docu- Mes- Cancella- Serv-
Condition Text if Condi- sage ment to sage tion ice
Assigned Time for Taking tion not Ful- Se- be at- Se- Workflow Sce-
Absence Time Type Account Type Time Off filled verity tached verity Activated nario

Jury Start date You are not Warn- Please at- Warn- Yes Yes
or end allowed to ing tach addi- ing
date of re- book the ab- tional
quested sence in the docu-
jury leave past! menta-
must not tion re-
be before  Not lated to
today. e your Civic
Duty Re-
Message
quest.
is raised
only
 N
when re-
questing
ote
time off Mes-
via self- sage
service. is
raise
d
only
when
re-
quest
ing
time
off
via
self-
serv-
ice.

Manage Time-Off: Test Script

276 PUBLIC Country/Region - Specific Values
 Ena-
Message bled
Text if in
Support- Self-
Message Mes- ing Docu- Mes- Cancella- Serv-
Condition Text if Condi- sage ment to sage tion ice
Assigned Time for Taking tion not Ful- Se- be at- Se- Workflow Sce-
Absence Time Type Account Type Time Off filled verity tached verity Activated nario

Leave Without Pay The em- Balance ex- Error Yes Yes
ployee has ists for An-
consumed nual Leave.
the com- Please en-
plete an- sure that no
nual leave Annual Leave
he or she is available
is entitled before taking
to. Leave With-
out Pay.

Sick leave Sick Leave Start date You are not Warn- When Warn- Yes Yes
(AUS_SICK) or end allowed to ing creating ing
date of re- book the ab- absences
 Note quested sence in the more

The remain- sick leave past! than 2

ing balance is must not days of

not carried be before  Not Sick

forward. today. e Leave,

please at-
Message
tach
is raised
medical
only
certifi-
when re-
cate.
questing
time off
via self-
service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 277
 Ena-
Message bled
Text if in
Support- Self-
Message Mes- ing Docu- Mes- Cancella- Serv-
Condition Text if Condi- sage ment to sage tion ice
Assigned Time for Taking tion not Ful- Se- be at- Se- Workflow Sce-
Absence Time Type Account Type Time Off filled verity tached verity Activated nario

Study Leave Start date You are not Warn- Please at- Warn- Yes Yes
or end allowed to ing tach addi- ing
date of re- book the ab- tional
quested sence in the docu-
study past! menta-
leave tion re-
must not  Not lated to
be before e your up-
today. coming
Message
Exam
is raised
(Study
only
Leave Re-
when re-
quest)
questing
time off
 N
via self-
service.
ote
Mes-
sage
is
raise
d
only
when
re-
quest
ing
time
off
via
self-
serv-
ice.

In Australia, the employee has the opportunity to purchase additional annual leave. The additional annual leave
is unpaid, the cost of which will be deducted from the employee’s salary till the end of the deduction period
requested by the employee. For details refer to chapter Purchasing Additional Leave (for Australia and United
Kingdom only) [page 606].

Manage Time-Off: Test Script

278 PUBLIC Country/Region - Specific Values
The employee can purchase at most 12 weeks in a rolling period of one year. The system calculates the total
number of hours by multiplying the number of weeks requested with the employee’s Standard Weekly Hours as
maintained in the employees Job Information block.

 Caution

If time off of type Purchased Leave is requested by the employee themself (meaning via employee
self-service), the request needs to be approved by the employee's line manager only, when booked.

If time off of type Purchased Leave is requested on behalf of the employee, the request needs to be
approved by the employee's line manager and a member of the HR Administrator group.

Cancellation Workflow Enabled in Self-Serv-

Absence Time Type Assigned Time Account Type Activated ice Scenario

Purchased Leave Additional Leave (Purchase) (AUS_PUR) Yes Yes

 Note
The remaining balance is not carried
forward.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Belgium (BEL)

 Caution

If time off of type Legal Holiday or Extra Legal holiday is requested by the employee themself
(meaning via employee self-service), the request needs to be approved by the employee's line manager
only, when booked.

If time off of type Legal Holiday or Extra Legal holiday is requested on behalf of the employee,
the request needs to be approved by the employee's line manager and a member of the HR Administrator
group.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 279
 Ena-
Cancel- bled in
lation Self-
Absence Work- Service
Time flow Ac- Sce-
Type Assigned Time Account Type Additional Information tivated nario

Legal Legal Holiday (BEL_LEGAL_HOLIDAY) In the first year of employment, the employee Yes Yes
Holiday cannot request this type of time off, as there is no
 Note balance available. Starting with the second year of

The remaining balance is not car- employment, the employee will be entitled to the

ried forward. quota accrued and transferred from the Monthly

Accrual Account.

Extra Le- Extra Legal holidays (BEL_EXTRA_LE- In the first year of employment, the employee Yes Yes
gal holi- GAL_HOLIDAY) cannot request this type of time off, as there is no
day balance available. Starting with the second year
 Note of employment, the employee will be entitled to

The remaining balance is not car- some quota based on the seniority look-up table.

ried forward.

Addi- Additional Holiday (BEL_ADDTL_HOLI- Balance is available only in the first year of em- Yes Yes
tional DAY) ployment in the assumption that this is the first
Leave job the employee ever had at a company in Bel-
 Note gium.

End of the leave grant year is book-

ing end date.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

280 PUBLIC Country/Region - Specific Values
Canada (CAN)

Cancel-
Mes- Message Text if Mes- lation Enabled
Absence Assigned Condition Message Text if sage Supporting Docu- sage Work- in Self-
Time Time Account for Taking Condition not Ful- Se- ment to be at- Se- flow Ac- Service
Type Type Time Off filled verity tached verity tivated Scenario

Vacation CAN Vacation Start date or You are not allowed Warn- Yes Yes
(CAN_VACA- end date of to book the ab- ing
TION) requested sence in the past!
vacation
 Note must not be  Note
The vaca- before today. Message is
tion bal- raised only
ance, when request-
which is ing time off via
leftover self-service.
after the
booking
end date,
is paid out
to every
employee
after the
period
end proc-
essing cal-
endar
(PEP) has
been run
once the
bookable
period
ends. In
addition,
the time
account is
closed af-
ter the
PEP cal-
endar run.
Details
can be
found
here

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 281
 Cancel-
Mes- Message Text if Mes- lation Enabled
Absence Assigned Condition Message Text if sage Supporting Docu- sage Work- in Self-
Time Time Account for Taking Condition not Ful- Se- ment to be at- Se- flow Ac- Service
Type Type Time Off filled verity tached verity tivated Scenario

[page
589].

Jury Start date or You are not allowed Warn- Please attach ad- Warn- Yes Yes
Leave / end date of to book the ab- ing ditional documen- ing
Civic requested sence in the past! tation related to
Duty jury leave / your Civic Duty
leave due to  Note Request
civic duty Message is
must not be raised only
 Note
before today. when request- Message is
ing time off via raised only
self-service. when request-
ing time off
via self-serv-
ice.

Pater- Start date or You are not allowed Warn-

nity / Pa- end date of to book the ab- ing
rental / requested sence in the past!
Birth paternity, pa-
Leave / rental, birth  Note
Adoption leave or leave Message is
due to adop- raised only
tion must not when request-
be before to- ing time off via
day. self-service.

Manage Time-Off: Test Script

282 PUBLIC Country/Region - Specific Values
 Cancel-
Mes- Message Text if Mes- lation Enabled
Absence Assigned Condition Message Text if sage Supporting Docu- sage Work- in Self-
Time Time Account for Taking Condition not Ful- Se- ment to be at- Se- flow Ac- Service
Type Type Time Off filled verity tached verity tivated Scenario

Compas- Start date or You are not allowed Warn- Yes Yes
sionate end date of to book the ab- ing
Leave / requested sence in the past!
Personal compassion-
Leave / ate leave,  Note
Bereave- personal
Message is
ment leave, be-
raised only
Leave / reavement
when request-
Death Of leave, leave
ing time off via
Relative / due to death
self-service.
Carer's of a relative,
Leave or carer's
leave must
not be before
today.

Sickness Start date or You are not allowed Warn- As a reminder, Warn- Yes Yes
end date of to book the ab- ing please attach ad- ing
requested sence in the past! ditional documen-
leave due to tation if your Time
sickness  Note Off Request is
must not be Message is greater than 5
before today. raised only days

when request-
ing time off via
 Note
self-service. Message is
raised only
when request-
ing time off
via self-serv-
ice.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 283
 Cancel-
Mes- Message Text if Mes- lation Enabled
Absence Assigned Condition Message Text if sage Supporting Docu- sage Work- in Self-
Time Time Account for Taking Condition not Ful- Se- ment to be at- Se- flow Ac- Service
Type Type Time Off filled verity tached verity tivated Scenario

Study Start date or You are not allowed Warn- Please attach ad- Warn- Yes Yes
Leave end date of to book the ab- ing ditional documen- ing
requested sence in the past! tation related
study leave to your upcom-
must not be  Note ing Exam (Study
before today. Message is Leave Request)

raised only
when request-
 Note
ing time off via Message is
self-service. raised only
when request-
ing time off
via self-serv-
ice.

The em- You are not allowed Warn-

ployee has to take unpaid ing
consumed all leave if you have
types of any other time ac-
leave he or count positive bal-
she is enti- ance.
tled to.

Start date or You are not allowed Warn-

Unpaid
end date of to book the ab- ing Yes Yes
Leave
requested sence in the past!
unpaid leave
must not be  Note
before today. Message is
raised only
when request-
ing time off via
self-service.

Manage Time-Off: Test Script

284 PUBLIC Country/Region - Specific Values
 Cancel-
Mes- Message Text if Mes- lation Enabled
Absence Assigned Condition Message Text if sage Supporting Docu- sage Work- in Self-
Time Time Account for Taking Condition not Ful- Se- ment to be at- Se- flow Ac- Service
Type Type Time Off filled verity tached verity tivated Scenario

Strike / Start date or You are not allowed Warn- Yes Yes
Lock Out end date of to book the ab- ing
requested sence in the past!
leave due to
strike/lock  Note
out must not Message is
be before to- raised only
day. when request-
ing time off via
self-service.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

China (CHN)

Cancel- Enabled
Ab- Mes- Message Text Mes- lation in Self-
sence Condition for Message Text if sage if Supporting sage Work- Service
Time Assigned Time Taking Time Condition not Ful- Se- Document to be Se- flow Ac- Sce-
Type Account Type Off filled verity attached verity tivated nario

An- Annual Leave Start date or You are not allowed Warn- Yes Yes
nual Statutory end date of re- to book the ab- ing
Leave (CHN_ANN_STA quested annual sence in the past!
)/ leave must not
be before to-  Note
Annual Leave
day. Message is
Company
(CHN_ANN_CA) raised only
when request-
 Note ing time off via
self-service.
The remain-
ing balance
is not car-
ried for-
ward.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 285
 Cancel- Enabled
Ab- Mes- Message Text Mes- lation in Self-
sence Condition for Message Text if sage if Supporting sage Work- Service
Time Assigned Time Taking Time Condition not Ful- Se- Document to be Se- flow Ac- Sce-
Type Account Type Off filled verity attached verity tivated nario

Sick Sick Leave When creating Warn- Yes Yes

Leave (CHN_SICK) absences more ing
than 1 day of Sick
 Note Leave, please at-

The remain- tach medical cer-

ing balance tificate.

is not car-
ried for-
ward.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Colombia (COL)

Cancel- Enabled
Mes- Message Text if Mes- lation in Self-
Absence Assigned Condition for Message Text if sage Supporting Docu- sage Work- Service
Time Time Account Taking Time Condition not Ful- Se- ment to be at- Se- flow Ac- Sce-
Type Type Off filled verity tached verity tivated nario

Jury Start date or You are not allowed Warn- Please attach ad- Warn- Yes Yes
Leave / end date of to book the ab- ing ditional documen- ing
Civic requested sence in the past! tation related to
Duty jury leave / your Civic Duty
leave due to  Note Request.
civic duty Message is
must not be raised only
 Note
before today. when request- Message is
ing time off via raised only
self-service. when re-
questing time
off via self-
service.

Manage Time-Off: Test Script

286 PUBLIC Country/Region - Specific Values
 Cancel- Enabled
Mes- Message Text if Mes- lation in Self-
Absence Assigned Condition for Message Text if sage Supporting Docu- sage Work- Service
Time Time Account Taking Time Condition not Ful- Se- ment to be at- Se- flow Ac- Sce-
Type Type Off filled verity tached verity tivated nario

Paternity / Time Off request Warn-

parental / for this time type is ing
birth / adop- limited to 10 Days.
tion leave is
limited to 10  Note
days. Message is
raised only
when request-
Pater- ing time off via
nity / Pa- self-service.
rental /
Yes Yes
Birth
Start date or You are not allowed Warn-
Leave /
end date of to book the ab- ing
Adoption
requested pa- sence in the past!
ternity, paren-
tal, birth leave  Note
or leave due Message is
to adoption raised only
must not be when request-
before today. ing time off via
self-service.

Compas- Start date or You are not allowed Warn- Yes Yes
sionate end date of to book the ab- ing
Leave / requested sence in the past!
Personal compassion-
Leave / ate leave, per-  Note
Bereave- sonal leave, Message is
ment bereavement raised only
Leave / leave, leave when request-
Death Of due to death ing time off via
Relative / of a relative, self-service.
Carer's or carer's
Leave leave must
not be before
today.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 287
 Cancel- Enabled
Mes- Message Text if Mes- lation in Self-
Absence Assigned Condition for Message Text if sage Supporting Docu- sage Work- Service
Time Time Account Taking Time Condition not Ful- Se- ment to be at- Se- flow Ac- Sce-
Type Type Off filled verity tached verity tivated nario

Sickness Start date or You are not allowed Warn- As a reminder, Warn- Yes Yes
end date of to book the ab- ing please attach ad- ing
requested sence in the past! ditional documen-
leave due to tation if your Time
sickness must  Note Off Request is
not be before Message is greater than 5
today. raised only days

when request-
ing time off via
 Note
self-service. Message is
raised only
when re-
questing time
off via self-
service.

Study Start date or You are not allowed Warn- Please attach ad- Warn- Yes Yes
Leave end date of to book the ab- ing ditional documen- ing
requested sence in the past! tation related
study leave to your upcom-
must not be  Note ing Exam (Study
before today. Message is Leave Request)

raised only
when request-
 Note
ing time off via Message is
self-service. raised only
when re-
questing time
off via self-
service.

Unpaid The employee You are not allowed Warn- Yes Yes
Leave has con- to take unpaid ing
sumed all leave if you have
types of leave any other time ac-
he or she is count positive bal-
entitled to. ance.

Manage Time-Off: Test Script

288 PUBLIC Country/Region - Specific Values
 Cancel- Enabled
Mes- Message Text if Mes- lation in Self-
Absence Assigned Condition for Message Text if sage Supporting Docu- sage Work- Service
Time Time Account Taking Time Condition not Ful- Se- ment to be at- Se- flow Ac- Sce-
Type Type Off filled verity tached verity tivated nario

Start date or You are not allowed Warn-

end date of to book the ab- ing
requested un- sence in the past!
paid leave
must not be  Note
before today. Message is
raised only
when request-
ing time off via
self-service.

Vacation COL Vacation Start date or You are not allowed Warn- Yes Yes
(COL_VACA- end date of to book the ab- ing
TION) requested va- sence in the past!
cation must
 Note not be before  Note
No action today. Message is
and close raised only
previous when request-
Time Ac- ing time off via
count self-service.
once
bookable
period
com-
pletes.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Croatia (HRV)

Weak (absence) time type

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 289
 Ena-
bled in
Message Self-
Text if Mes- Cancella- Serv-
Absence Condition Condition sage tion Work- ice
Time Assigned Time Account Additional Informa- for Taking not Fulfil- Se- flow Acti- Sce-
Type Type tion Time Off led verity vated nario

Vacation Vacation (HRV) (HRV_VA- Yes Yes

CATION_QUOTA)

 Note
The bookable period
ends on June 30th of
the subsequent year.
The remaining balance
is not carried forward.

Vacation Vacation Fixed Term (HRV) In case the employee’s The re- The ab- Error Yes Yes
Fixed (HRV_VACATION_FT) contract changes dur- quested ab- sence can-
Term ing the year to become sence period not start or
(HRV)  Note a permanent one, must be end after

The bookable period time account Vacation within the pe- the con-

ends at the end of the Fixed Term (HRV) is riod, in which tract end

year. A take rule is de- replaced by Vacation the employee date.

fined, which prevents (HRV) starting the has a valid Kindly ad-

creating absences after day, the change of employment just the

the contract end date. the contract type be- contract at start and
comes effective. The the company. end dates
vacation accrual cal- accord-
endar needs to be run ingly.
using Manage Time
Off Calendars. During
the period the em-
ployee has a fixed-
term contract, time
type Vacation Fixed
Term (HRV) will be
available for selection
when requesting time
off. Starting the day,
the contract becomes
permanent, time type
Vacation will be availa-
ble for selection when
requesting time off.

Profes- Yes Yes

sional
Training

Manage Time-Off: Test Script

290 PUBLIC Country/Region - Specific Values
 Ena-
bled in
Message Self-
Text if Mes- Cancella- Serv-
Absence Condition Condition sage tion Work- ice
Time Assigned Time Account Additional Informa- for Taking not Fulfil- Se- flow Acti- Sce-
Type Type tion Time Off led verity vated nario

Study Study Leave Yes Yes

Leave (HRV_STUDY_LEAVE_QUO
TA)

 Note
The remaining balance
is not carried over to
the next year.

Unal- Yes No
lowed
Absence

Unpaid Yes Yes

Leave

Strong (absence) time types

Ena-
Message bled in
Text if Sup- Self-
Ab- Mes- porting Mes- Cancella- Serv-
sence Message Text sage Document sage tion ice
Time Additional Informa- Condition for if Condition Se- to be at- Se- Workflow Sce-
Type tion Taking Time Off not Fulfilled verity tached verity Activated nario

Prena- Leave due to pre- You can take a Error Please add Error Yes Yes
tal Ex- natal examination maximum du- an attach-
amina- is limited to 1 ration equiva- ment for
tion working day per lent to 1 work- this leave
month. The leave ing day from type.
can be requested your work
in hours and mi- schedule in a
nutes, and can be month.
split into several
requests.

Paren- Parental leave can be Parental leave You can re- Error Yes Yes
tal split between mother is limited to 8 quest only 8
Leave and father. Depend- months. months per
ing, the how many request for
child it is, the parental Parental Leave
leave is requested for, Types
either Parental Leave

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 291
 Ena-
Message bled in
Text if Sup- Self-
Ab- Mes- porting Mes- Cancella- Serv-
sence Message Text sage Document sage tion ice
Time Additional Informa- Condition for if Condition Se- to be at- Se- Workflow Sce-
Type tion Taking Time Off not Fulfilled verity tached verity Activated nario

Paren- or Parental Leave for Parental leave You can re- Error Yes Yes
tal Twins, Third Child is limited to 8 quest only 8
Leave should be requested. months. months per
for request for
Twins, Parental Leave
Third Types
Child

Manage Time-Off: Test Script

292 PUBLIC Country/Region - Specific Values
 Ena-
Message bled in
Text if Sup- Self-
Ab- Mes- porting Mes- Cancella- Serv-
sence Message Text sage Document sage tion ice
Time Additional Informa- Condition for if Condition Se- to be at- Se- Workflow Sce-
Type tion Taking Time Off not Fulfilled verity tached verity Activated nario

Re- This type of time Reduced working Maternity Error Yes Yes
duced off can be taken time due to ma- leave cannot
Work- instead of Mater- ternity can start start before
ing nity/Paternity Leave earliest with the the child’s
Time, and can be split be- child’s date of Date of Birth
Mater- tween mother and fa- birth and can last and can last
nity ther. up to six months until 6 months
from the child's from the
Upon selecting Time
birth. child’s Date of
Type Reduced
Birth.
Working Time,
Maternity, er-
ror message
Maternity
leave cannot
start before
the child’s
Date of Birth
and can last
until 6 months
from the
child’s Date
of Birth. displays
at the top of the
Create Absence sec-
tion. In addition, field
Real Date Of Birth
displays at the bot-
tom of the Create
Absence section. This
field needs to be fil-
led before Start Date
and End Date can be
maintained.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 293
 Ena-
Message bled in
Text if Sup- Self-
Ab- Mes- porting Mes- Cancella- Serv-
sence Message Text sage Document sage tion ice
Time Additional Informa- Condition for if Condition Se- to be at- Se- Workflow Sce-
Type tion Taking Time Off not Fulfilled verity tached verity Activated nario

Re- This type of time off Reduced working Child Care Error Yes Yes
duced can be taken if paren- time due to care Leave can be
Work- tal leave has already of a child can availed until
ing been consumed, but start earliest with child's age of
Time, the child needs addi- the child’s date of 3 years.
Care tional care. The time birth and can last
for off can be split be- up to three years
Child tween mother and fa- from the child's
ther. birth.

Upon selecting Time

Type Reduced
Working Time,
Care for Child,
error message
Child Care
Leave can be
availed until
child's age of
3 years. displays
at the top of the
Create Absence sec-
tion. In addition, field
Real Date Of Birth
displays at the bot-
tom of the Create
Absence section. This
field needs to be fil-
led before Start Date
and End Date can be
maintained.

Manage Time-Off: Test Script

294 PUBLIC Country/Region - Specific Values
 Ena-
Message bled in
Text if Sup- Self-
Ab- Mes- porting Mes- Cancella- Serv-
sence Message Text sage Document sage tion ice
Time Additional Informa- Condition for if Condition Se- to be at- Se- Workflow Sce-
Type tion Taking Time Off not Fulfilled verity tached verity Activated nario

Adop- The leave due to Adoption leave You can avail Info Please add Error Yes Yes
tion adoption can be split is limited to six this leave for a an attach-
Leave between the parents. months and can duration of ment for
A proof about the be taken until maximum 6 this leave
adoption needs to be the child turns 18 months, up to type.
attached to the re- years old. child's age 18
quest. years. Addi-
tional 60 days
can be availed
for subse-
quent chil-
dren, twins
etc.

 Note

The HR Administrator as well as the Employee has the possibility to split or delimit an existing vacation
record in case the employee must go on time off of any other (absence) time type as provided in this SAP
Best Practices solution. Details can be found here [page 621].

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 295
Denmark (DNK)

Ena-
bled
in
Self-
Ab- Mes- Cancella- Serv-
sence sage tion ice
Time Additional In- Condition for Message to Se- Workflow Sce-
Type Assigned Time Account Type formation Taking Time Off Requester verity Activated nario

Vaca- Vacation (DNK_VACATION) Between Sep- Cumulated bal- You cannot Error Yes Yes
tion tember 1st and ance of old and take <x> days
 Note December 31st, new vacation because
two vacation time account you’ve got
At the end of the bookable
time accounts must not fall be- only <y> days
period, the older vacation
are available. low -12. left and bal-
time account is closed. Fol-
The balances ance must
lowing situations arise:
are summed up, not fall below
• if there is any remain- but the old time -12 days.
ing positive balance on account goes
this time account, then negative first till
this balance is not car- the balance of
ried forward. -12 is reached
• if there is a nega- and then the
tive balance on this new account
account, meaning the starts getting
employee has over uti- negative.
lized the leaves in form
of advances, this neg-
ative balance is trans-
ferred from the current
account to the next
account to offset the
balance in the next ac-
count.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

296 PUBLIC Country/Region - Specific Values
Finland (FIN)

Message Ena-
Text if bled
Support- in
ing Self-
Ab- Message Mes- Docu- Mes- Cancella- Serv-
sence Assigned Text if Con- sage ment to sage tion ice
Time Time Ac- Additional In- Condition for dition not Se- be at- Se- Workflow Sce-
Type count Type formation Taking Time Off Fulfilled verity tached verity Activated nario

Carers' Carers Leave Only full day Yes Yes

Leave (FIN_CAR) booking is al-
Unpaid lowed.
 Not
e
The re-
maining
balance
is not
carried
forward.

Child's Requesting time Yes Yes

illness off in hours and
minutes is al-
lowed.

Paid Half-day booking Yes Yes

ab- is allowed.
sence

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 297
 Message Ena-
Text if bled
Support- in
ing Self-
Ab- Message Mes- Docu- Mes- Cancella- Serv-
sence Assigned Text if Con- sage ment to sage tion ice
Time Time Ac- Additional In- Condition for dition not Se- be at- Se- Workflow Sce-
Type count Type formation Taking Time Off Fulfilled verity tached verity Activated nario

Training A maximum Half-day booking Yes Yes

- Paid of 30 working is allowed.
days at a
time, on
which the em-
ployee, with
the consent
of the em-
ployer, is par-
ticipating in
trainings re-
quired for the
job, are con-
sidered to be
the equivalent
of days at
work and the
employee will
accrue holi-
day credit
quota during
this leave.
Once 30 days
of leave are
exceeded, no
holiday credit
quota is ac-
crued for the
leave days ex-
ceeding 30
days.

Manage Time-Off: Test Script

298 PUBLIC Country/Region - Specific Values
 Message Ena-
Text if bled
Support- in
ing Self-
Ab- Message Mes- Docu- Mes- Cancella- Serv-
sence Assigned Text if Con- sage ment to sage tion ice
Time Time Ac- Additional In- Condition for dition not Se- be at- Se- Workflow Sce-
Type count Type formation Taking Time Off Fulfilled verity tached verity Activated nario

Illness A maximum Only full day Add a Warn- Yes Yes

with of 75 working booking is al- medical ing
certifi- days in one lowed. certifi-
cate vacation year, cate as
on which the an at-
employee is tach-
unable to ment.
work due to
illness (be it
illness with
certificate or
illness during
vacation), are
considered to
be the equiva-
lent of days at
work and the
employee will
accrue holi-
day credit
quota during
this leave.
Once 75 days
of leave are
exceeded, no
holiday credit
quota is ac-
crued for the
leave days ex-
ceeding 75
days.

Unpaid If due to an Half-day booking Yes Yes

ab- unpaid ab- is allowed.
sence sence the em-
ployee
doesn’t accu-
mulate 14
working days
in the month,
the holiday
credit quota
for that
month will be
0 days.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 299
 Message Ena-
Text if bled
Support- in
ing Self-
Ab- Message Mes- Docu- Mes- Cancella- Serv-
sence Assigned Text if Con- sage ment to sage tion ice
Time Time Ac- Additional In- Condition for dition not Se- be at- Se- Workflow Sce-
Type count Type formation Taking Time Off Fulfilled verity tached verity Activated nario

Vaca- Vacation A weekday for Vacation lasting You cannot Error Yes Yes
tion (FIN_VAC) vacations at least 5 days take an ab-
means a day cannot end on a sence of at
 Not from Monday Friday; the sub- least 5 days
e to Saturday. sequent Satur- ending on a
Sundays and day must be in- Friday.
The bal-
public holi- cluded in the Please en-
ance
days are not time off request sure your
available
deducting the as well. leave ends
at the
vacation on Satur-
end of
quota. If the day.
the book-
requested va-
able is In case a vaca- You have a Error
cation in-
transfer- tion has been re- leave ending
cludes a Sat- quested that on Friday
red to the
urday, which ends on a Friday, last week.
Unused
is not a public then no new va- You cannot
Vacati
holiday, then cation starting start a fresh
on time the absence on the subse- leave on
account. quent Monday Monday as
on Saturday
can be re- it violates
deducts 1 day
quested. Instead, the Satur-
Unused Vaca- from the va-
the vacation end- day rule. In-
tion (FIN_UN- cation quota.
ing on Friday stead,
USED should be ex- please ex-
Only full day
tended to cover tend the
 Not booking is al- the vacation previous
lowed. days intended to week's leave
e
start on the sub- to cover the
This is a sequent Monday. appropriate
perma- days of the
nent time current
week.
account
type.

Manage Time-Off: Test Script

300 PUBLIC Country/Region - Specific Values
 Message Ena-
Text if bled
Support- in
ing Self-
Ab- Message Mes- Docu- Mes- Cancella- Serv-
sence Assigned Text if Con- sage ment to sage tion ice
Time Time Ac- Additional In- Condition for dition not Se- be at- Se- Workflow Sce-
Type count Type formation Taking Time Off Fulfilled verity tached verity Activated nario

In case a future You have a Error

dated vacation leave start-
starting on a ing on Mon-
Monday, has day next
been requested, week. You
then no vacation cannot re-
can be requested quest a
that ends on the leave that
previous Friday, ends on Fri-
Saturday, or day this
Sunday. Instead, week as it
the vacation violates the
starting on Mon- Saturday
day should be ex- rule. In-
tended to cover stead, ad-
the vacation just the next
days ending on week's leave
the previous Fri- to cover the
day, Saturday, or period con-
Sunday. tinuously of
this week,
too.

You have a Error

leave start-
ing on Mon-
day next
week. A
leave appli-
cation end-
ing on Sat-
urday or
Sunday this
week will
lead to vio-
lation of the
Saturday
rule. In-
stead, ad-
just the next
week's leave
to cover the
period con-
tinuously of
this week,
too.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 301
 Message Ena-
Text if bled
Support- in
ing Self-
Ab- Message Mes- Docu- Mes- Cancella- Serv-
sence Assigned Text if Con- sage ment to sage tion ice
Time Time Ac- Additional In- Condition for dition not Se- be at- Se- Workflow Sce-
Type count Type formation Taking Time Off Fulfilled verity tached verity Activated nario

Addi- Additional Only full day Yes Yes

tional Leave booking is al-
Leave (FIN_ADD) lowed.

 Not
e
The re-
maining
balance
is not
carried
forward.

Saved Saved vaca- Only full day Yes Yes

vaca- tion booking is al-
tion (FIN_SAVED) lowed.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

302 PUBLIC Country/Region - Specific Values
France (FRA)

Ena-
bled
in
Mes- Message Mes- Self-
sage Text if Sup- sage Cancella- Servi
Assigned Condition Message Text Se- porting Se- tion ce
Time Ac- for Taking if Condition verit Document to verit Workflow Sce-
Absence Time Type count Type Time Off not Fulfilled y be attached y Activated nario

Seniority Leave Start date You are not al- Warn Yes Yes
or end lowed to book ing
date of re- the absence in
quested the past!
seniority
leave must  Note
not be be- Message is
fore today. raised only
when re-
questing
time off via
self-serv-
ice.

Time Savings Account Start date You are not al- Warn Yes Yes
or end lowed to book ing
date of re- the absence in
quested the past!
time off
must not  Note
be before Message is
today. raised only
when re-
questing
time off via
self-serv-
ice.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 303
 Ena-
bled
in
Mes- Message Mes- Self-
sage Text if Sup- sage Cancella- Servi
Assigned Condition Message Text Se- porting Se- tion ce
Time Ac- for Taking if Condition verit Document to verit Workflow Sce-
Absence Time Type count Type Time Off not Fulfilled y be attached y Activated nario

Fraction Leave Start date You are not al- Warn Yes Yes
or end lowed to book ing
date of re- the absence in
quested the past!
fraction
leave must  Note
not be be- Message is
fore today. raised only
when re-
questing
time off via
self-serv-
ice.

Jury Start date You are not al- Warn Please attach Warn Yes Yes
or end lowed to book ing additional ing
date of re- the absence in documenta-
quested the past! tion related to
jury leave your Civic
must not  Note Duty Request
be before Message is
today. raised only
 Not
when re- e
questing Message
time off via is raised
self-serv- only
ice. when re-
questing
time off
via self-
service.

Manage Time-Off: Test Script

304 PUBLIC Country/Region - Specific Values
 Ena-
bled
in
Mes- Message Mes- Self-
sage Text if Sup- sage Cancella- Servi
Assigned Condition Message Text Se- porting Se- tion ce
Time Ac- for Taking if Condition verit Document to verit Workflow Sce-
Absence Time Type count Type Time Off not Fulfilled y be attached y Activated nario

Study Leave Start date You are not al- Warn Please attach Warn Yes Yes
or end lowed to book ing additional ing
date of re- the absence in documenta-
quested the past! tion related to
study your upcom-
leave must  Note ing Exam
not be be- Message is (Study Leave
fore today. raised only Request)

when re-
questing
 Not
time off via e
self-serv- Message
ice. is raised
only
when re-
questing
time off
via self-
service.

Vacation France CP Start date You are not al- Warn Yes Yes
Hire Account or end lowed to book ing
 Note (FRA_CPH); date of re- the absence in
France CP quested the past!
Instead of consuming
Vacation vacation
the entire vacation bal-
Taking (Péri- must not  Note
ance by taking time off,
ode de prise) be before Message is
the employee can opt
(FRA_CP2) today. raised only
to get vacation balance
paid out to the Retire- when re-
 Not questing
ment Plan. Details can be
found here [page 582]. e time off via

The re- self-serv-

maining ice.

balance
is not
carried
forward.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 305
 Ena-
bled
in
Mes- Message Mes- Self-
sage Text if Sup- sage Cancella- Servi
Assigned Condition Message Text Se- porting Se- tion ce
Time Ac- for Taking if Condition verit Document to verit Workflow Sce-
Absence Time Type count Type Time Off not Fulfilled y be attached y Activated nario

Working Time Reduction Working Start date You are not al- Warn Yes Yes
Time Reduc- or end lowed to book ing
 Note tion (RTT) date of re- the absence in
(FRA_WTR) quested the past!
This time type is
working
available for selection
 Not time re-  Note
only for those employ-
ees having time profile e duction Message is
must not raised only
With Working Time The re-
be before when re-
Reduction (FRA). maining
today. questing
balance
is not time off via

carried self-serv-

forward. ice.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Germany (GER)

Cancel-
Ab- Mes- Message Text Mes- lation Enabled
sence Condition for Message Text if sage if Supporting sage Work- in Self-
Time Assigned Time Taking Time Condition not Fulfil- Se- Document to be Se- flow Ac- Service
Type Account Type Off led verity attached verity tivated Scenario

In case of time profiles Generic Profile 2 (DEU) for non-challenged employees and Generic Profile
Special Holiday 2 (DEU) for challenged employees

Manage Time-Off: Test Script

306 PUBLIC Country/Region - Specific Values
 Cancel-
Ab- Mes- Message Text Mes- lation Enabled
sence Condition for Message Text if sage if Supporting sage Work- in Self-
Time Assigned Time Taking Time Condition not Fulfil- Se- Document to be Se- flow Ac- Service
Type Account Type Off led verity attached verity tivated Scenario

Vaca- Vacation No Yes

tion (DEU_Vaca-
(DEU_ tion_New)
VACA-
TION)  Note
The booka-
ble period
ends on
March 31st
of the sub-
sequent
year. The
remaining
balance is
not carried
forward.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 307
 Cancel-
Ab- Mes- Message Text Mes- lation Enabled
sence Condition for Message Text if sage if Supporting sage Work- in Self-
Time Assigned Time Taking Time Condition not Fulfil- Se- Document to be Se- flow Ac- Service
Type Account Type Off led verity attached verity tivated Scenario

Vaca- Vacation Yes Yes

tion (DEU_Vaca-
(DEU_ tion_New)
VACA-
TION_  Note
SH) The booka-
ble period
ends on
March 31st
of the sub-
sequent
year. The
remaining
balance is
not carried
forward.

Special Holiday
(DEU_Spe-
cial_Holiday)

 Note
The booka-
ble period
ends on
December
31st of the
current
year. The
remaining
balance is
not carried
forward.

In case of time profiles Generic Profile (DEU) for non-challenged employees and Generic Profile
Special Holiday (DEU) for challenged employees

Manage Time-Off: Test Script

308 PUBLIC Country/Region - Specific Values
 Cancel-
Ab- Mes- Message Text Mes- lation Enabled
sence Condition for Message Text if sage if Supporting sage Work- in Self-
Time Assigned Time Taking Time Condition not Fulfil- Se- Document to be Se- flow Ac- Service
Type Account Type Off led verity attached verity tivated Scenario

Vaca- Vacation No Yes

tion (DEU_Vaca-
(DEU_ tion)
VACA) You are not allowed
 Note to book the absence

The booka- in the past!

Start date or
ble period end date of re-
ends on
 Note
quested vaca- Warn-
March 31st tion must not Message is ing
of the sub- be before to- raised only
sequent day. when requesting
year. The time off via self-
remaining service.
balance is
not carried
forward.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 309
 Cancel-
Ab- Mes- Message Text Mes- lation Enabled
sence Condition for Message Text if sage if Supporting sage Work- in Self-
Time Assigned Time Taking Time Condition not Fulfil- Se- Document to be Se- flow Ac- Service
Type Account Type Off led verity attached verity tivated Scenario

Vaca- Vacation Yes Yes

tion (DEU_Vaca-
(DEU_ tion)
VACA_
SH)  Note
The booka-
ble period
ends on
March 31st
of the sub-
sequent
year. The
remaining
balance is
not carried
forward.

Special Holiday
(DEU_Spe-
cial_Holiday)

 Note
The booka-
ble period
ends on
December
31st of the
current
year. The
remaining
balance is
not carried
forward.

For any chosen time profile

Manage Time-Off: Test Script

310 PUBLIC Country/Region - Specific Values
 Cancel-
Ab- Mes- Message Text Mes- lation Enabled
sence Condition for Message Text if sage if Supporting sage Work- in Self-
Time Assigned Time Taking Time Condition not Fulfil- Se- Document to be Se- flow Ac- Service
Type Account Type Off led verity attached verity tivated Scenario

Jury Start date or You are not allowed Warn- Please attach Warn- Yes No
Leave end date of re- to book the absence ing additional docu- ing
quested jury in the past! mentation related
leave must not to your Jury
be before to-  Note Leave Request
day. Message is
raised only
 Note
when requesting Message is
time off via self- raised only
service. when re-
questing
time off via
self-service.

Per- Requesting You are not allowed Warn- Yes Yes

sonal personal leave to book the absence ing
Leave for a period in in the past!
the past is not
allowed.  Note
Message is
raised only
when requesting
time off via self-
service.

Study Start date or You are not allowed Warn- Please attach Warn- Yes Yes
Leave end date of re- to book the absence ing additional docu- ing
quested study in the past! mentation related
leave must not to your upcom-
be before to-  Note ing Exam (Study
day. Message is Leave Request)

raised only
when requesting
 Note
time off via self- Message is
service. raised only
when re-
questing
time off via
self-service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 311
 Cancel-
Ab- Mes- Message Text Mes- lation Enabled
sence Condition for Message Text if sage if Supporting sage Work- in Self-
Time Assigned Time Taking Time Condition not Fulfil- Se- Document to be Se- flow Ac- Service
Type Account Type Off led verity attached verity tivated Scenario

The employee You are not allowed Warn-

has consumed to take unpaid leave ing
all types of if you have any other
leave he or time account posi-
she is entitled tive balance.
to.

Start date or You are not allowed Warn-

Un-
end date of re- to book the absence ing
paid Yes Yes
quested un- in the past!
Leave
paid leave
must not be  Note
before today. Message is
raised only
when requesting
time off via self-
service.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Hungary (HUN)

 Caution

In case of fixed-term employees, error message You cannot request a leave after contract
end date. is issued in case they request time off of any of below listed time types for a period, for which
start date or end date, or both fall after their contract end date.

Manage Time-Off: Test Script

312 PUBLIC Country/Region - Specific Values
 Cancella- Enabled in
tion Work- Self-Serv-
Absence Time Assigned Time Condition for Taking flow Acti- ice Sce-
Type Account Type Additional Information Time Off vated nario

Annual Leave Annual Leave Half day booking is al- Yes Yes
(HUN_ANN) lowed.

 Note
The account is
closed at the
end of the
booking pe-
riod and the
remaining bal-
ance is not
carried for-
ward.

Vacation Paid in Annual Leave Vacation paid in advance Only full day booking is al- Yes No
Advance (HUN_ANN) is commonly used in case lowed.
of a subsequent termina-
 Note tion. In this case, payroll

The account is handles the entire time off

closed at the already on the first day

end of the of the vacation, even if

booking pe- the vacation starts in one

riod and the month and ends in the

remaining bal- next month.

ance is not The employee requests

carried for- annual leave. The HR
ward. administrator changes it
then into vacation paid in
advance.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 313
 Cancella- Enabled in
tion Work- Self-Serv-
Absence Time Assigned Time Condition for Taking flow Acti- ice Sce-
Type Account Type Additional Information Time Off vated nario

Study Leave Study Leave Only full day booking is al- Yes Yes
(HUN_STUDY) lowed.

 Note
The account is
closed at the
end of the
booking pe-
riod and the
remaining bal-
ance is not
carried for-
ward.

Father's Leave Father's Leave The balance must be used Only full hours booking is Yes Yes
(HUN_FATHER) within two months from allowed.
the child's birth.
 Note
The account is
closed at the
end of the
booking pe-
riod and the
remaining bal-
ance is not
carried for-
ward.

Manage Time-Off: Test Script

314 PUBLIC Country/Region - Specific Values
 Cancella- Enabled in
tion Work- Self-Serv-
Absence Time Assigned Time Condition for Taking flow Acti- ice Sce-
Type Account Type Additional Information Time Off vated nario

Prep. Leave for Prep. Leave This time type should be Only full day booking is al- Yes Yes
Adoption for Adoption used for time off during lowed.
(HUN_PADOPT) the adoption period, for
example, for meeting the
 Note child.

The account is
closed at the
end of the
booking pe-
riod and the
remaining bal-
ance is not
carried for-
ward.

Other Paid Ab- Only full day booking is al- Yes Yes
sence lowed.

Other Paid Ab- This time type should be Requesting time off in Yes Yes
used for a time off less hours and minutes is al-
sence Part Day
than one day. lowed.

Unpaid Absence Only full day booking is al- Yes No

lowed.

Unpaid Absence This time type should be Requesting time off in Yes No
Part Day used for a time off less hours and minutes is al-
than one day. lowed.

Uncertified Leave Only full day booking is al- Yes No

lowed.

Uncertified Leave This time type should be Half day booking is al- Yes No
Part Day used for a time off less lowed.
than one day.

Unpaid, Insured Only full day booking is al- Yes No

lowed.

Uncertified Sick Requesting time off in Yes Yes

Leave hours and minutes is al-
lowed.

Non-Hospital Only full day booking is al- Yes No

Care lowed.

Non-Hospital This time type should be Requesting time off in Yes No

Care Part Day used for a time off less hours and minutes is al-
than one day. lowed.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 315
 Cancella- Enabled in
tion Work- Self-Serv-
Absence Time Assigned Time Condition for Taking flow Acti- ice Sce-
Type Account Type Additional Information Time Off vated nario

Hospital Care Only full day booking is al- Yes No

lowed.

Hospital Care This time type should be Requesting time off in Yes No
Part Day used for a time off less hours and minutes is al-
than one day. lowed.

Non-Hospital Only full day booking is al- Yes No

Care Underway lowed.
Accident

Non-Hospital Only full day booking is al- Yes No

Care Other Acci- lowed.
dent

Hospital Care Un- Only full day booking is al- Yes No

derway Accident lowed.

Hospital Care Only full day booking is al- Yes No

Other Accident lowed.

Non-Hospital The requester needs to Only full day booking is al- Yes No
Care High Risk ensure that they post this lowed.
Pregnancy type of time off for female
employees only.

Hospital Care The requester needs to Only full day booking is al- Yes No
High Risk Preg- ensure that they post this lowed.
nancy type of time off for female
employees only.

Adaptation Leave Only full day booking is al- Yes No

lowed.

Child Care - Before posting this type Only full day booking is al- Yes No
1.Child of time off, the reques- lowed.
ter should check that
an appropriate child re-
cord is maintained in the
Dependents block of the
Employee File.

Child Care - Before posting this type Only full day booking is al- Yes No
2.Child of time off, the requester lowed.
should check that appro-
priate records for two chil-
dren are maintained in the
Dependents block of the
Employee File.

Manage Time-Off: Test Script

316 PUBLIC Country/Region - Specific Values
 Cancella- Enabled in
tion Work- Self-Serv-
Absence Time Assigned Time Condition for Taking flow Acti- ice Sce-
Type Account Type Additional Information Time Off vated nario

Child Care - Before posting this type Only full day booking is al- Yes No
3.Child of time off, the requester lowed.
should check that appro-
priate records for three
children are maintained in
the Dependents block of
the Employee File.

Child Care Hospi- Before posting this type Only full day booking is al- Yes No
tal - 1.Child of time off, the reques- lowed.
ter should check that
an appropriate child re-
cord is maintained in the
Dependents block of the
Employee File.

Child Care Hospi- Before posting this type Only full day booking is al- Yes No
tal - 2.Child of time off, the requester lowed.
should check that appro-
priate records for two chil-
dren are maintained in the
Dependents block of the
Employee File.

Child Care Hospi- Before posting this type Only full day booking is al- Yes No
tal - 3.Child of time off, the requester lowed.
should check that appro-
priate records for three
children are maintained in
the Dependents block of
the Employee File.

Sanitary Forbid- Only full day booking is al- Yes No

dance lowed.

Veterinary Quar- Only full day booking is al- Yes No

antine lowed.

Work Accident Only full day booking is al- Yes No

lowed.

Work Accident This time type should be Requesting time off in Yes No
Part Day used for a time off less hours and minutes is al-
than one day. lowed.

Work Accident Only full day booking is al- Yes No

Continued lowed.

Underway Acci- Only full day booking is al- Yes No

dent lowed.

Underway Acci- This time type should be Requesting time off in Yes No
dent Part Day used for a time off less hours and minutes is al-
than one day. lowed.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 317
 Cancella- Enabled in
tion Work- Self-Serv-
Absence Time Assigned Time Condition for Taking flow Acti- ice Sce-
Type Account Type Additional Information Time Off vated nario

Underway Acci- Only full day booking is al- Yes No

dent Continued lowed.

Occupational Dis- Only full day booking is al- Yes No

ease lowed.

Occupational Dis- Only full day booking is al- Yes No

ease Continued lowed.

Sick Leave Sick Leave Half day booking is al- Yes Yes
(HUN_SICK) lowed.

 Note
The balance
remaining at
the end of the
year is not car-
ried forward.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

India (IND)

 Caution

Employees should not be allowed to take time off of two different time types on consecutive working days.

For example, consider the use case where an employee wants to take sick leave and personal leave on
consecutive working days. Consecutive working days means: If the employee wants to request a time off
from Monday to Wednesday and Saturday and Sunday are not working days, the consecutive working day
before this time off request is Friday and the consecutive next working day after this time off request is
Thursday. In such a case, an error message will be triggered.

Within the SAP Best Practice, rules are delivered which prevent the employee from taking
Compassionate Leave / Personal Leave / Bereavement Leave / Death Of Relative /
Carer's Leave and Sickness on consecutive working days.

Manage Time-Off: Test Script

318 PUBLIC Country/Region - Specific Values
 Ena-
bled in
Cancel- Self-
Mes- Message Text if Mes- lation Serv-
Assigned Message Text if sage Supporting Docu- sage Work- ice
Absence Time Ac- Condition for Condition not Se- ment to be at- Se- flow Ac- Sce-
Time Type count Type Taking Time Off Fulfilled verity tached verity tivated nario

Jury Start date or end You are not al- Warn- Please attach ad- Warn- Yes Yes
Leave / date of requested lowed to book the ing ditional documen- ing
Civic Duty jury leave / leave absence in the tation related to
due to civic duty past! your Civic Duty Re-
must not be be- quest.
fore today.  Note
Message is
 Note
raised only Message is
when re- raised only
questing when request-
time off via ing time off via
self-service. self-service.

Paternity / paren- Time Off request Warn-

tal / birth / adop- for this time type ing
tion leave is lim- is limited to 10
ited to 10 days. Days.

 Note
Message is
raised only
when re-
questing
time off via
Paternity /
self-service.
Parental /
Birth Yes Yes
Leave / Start date or end You are not al- Warn-
Adoption date of requested lowed to book the ing
paternity, paren- absence in the
tal, birth leave or past!
leave due to adop-
tion must not be  Note
before today. Message is
raised only
when re-
questing
time off via
self-service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 319
 Ena-
bled in
Cancel- Self-
Mes- Message Text if Mes- lation Serv-
Assigned Message Text if sage Supporting Docu- sage Work- ice
Absence Time Ac- Condition for Condition not Se- ment to be at- Se- flow Ac- Sce-
Time Type count Type Taking Time Off Fulfilled verity tached verity tivated nario

Start date or You are not al- Warn-

end date of re- lowed to book the ing
quested compas- absence in the
sionate leave, per- past!
sonal leave, be-
reavement leave,  Note
leave due to death Message is
Compas-
of a relative, or raised only
sionate
carer's leave must when re-
Leave / Per-
not be before to- questing
sonal
day. time off via
Leave / Be-
reavement self-service. Yes Yes
Leave /
Death Of Compassionate You cannot re- Error
Relative / leave / personal quest Compas-
Carer's leave / bereave- sionate Leave /
ment leave / leave Personal Leave /
Leave
due to death Bereavement
of a relative / Leave / Death Of
carer's leave and Relative / Carer's
leave due to sick- Leave and Sick-
ness cannot be ness on consecu-
requested on con- tive days.
secutive working
days.

Start date or end You are not al- Warn- As a reminder, Warn-
date of requested lowed to book the ing please attach addi- ing
leave due to sick- absence in the tional documenta-
ness must not be past! tion if your Time
before today. Off Request is
 Note greater than 5

Message is days
Sickness raised only Yes Yes

when re-
 Note
questing Message is
time off via raised only
self-service. when request-
ing time off via
self-service.

Manage Time-Off: Test Script

320 PUBLIC Country/Region - Specific Values
 Ena-
bled in
Cancel- Self-
Mes- Message Text if Mes- lation Serv-
Assigned Message Text if sage Supporting Docu- sage Work- ice
Absence Time Ac- Condition for Condition not Se- ment to be at- Se- flow Ac- Sce-
Time Type count Type Taking Time Off Fulfilled verity tached verity tivated nario

Compassionate You cannot re- Error

leave / personal quest Compas-
leave / bereave- sionate Leave /
ment leave / leave Personal Leave /
due to death Bereavement
of a relative / Leave / Death Of
carer's leave and Relative / Carer's
leave due to sick- Leave and Sick-
ness cannot be ness on consecu-
requested on con- tive days.
secutive working
days.

Study Start date or end You are not al- Warn- Please attach addi- Warn- Yes Yes
Leave date of requested lowed to book the ing tional documenta- ing
study leave must absence in the tion related to your
not be before to- past! upcoming Exam
day. (Study Leave Re-
 Note quest)

Message is
raised only
 Note
when re- Message is
questing raised only
time off via when request-
self-service. ing time off via
self-service.

The employee You are not al- Warn-

has consumed all lowed to take ing
types of leave he unpaid leave if
Unpaid
or she is entitled you have any Yes Yes
Leave
to. other time ac-
count positive
balance.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 321
 Ena-
bled in
Cancel- Self-
Mes- Message Text if Mes- lation Serv-
Assigned Message Text if sage Supporting Docu- sage Work- ice
Absence Time Ac- Condition for Condition not Se- ment to be at- Se- flow Ac- Sce-
Time Type count Type Taking Time Off Fulfilled verity tached verity tivated nario

Start date or end You are not al- Warn-

date of requested lowed to book the ing
unpaid leave must absence in the
not be before to- past!
day.
 Note
Message is
raised only
when re-
questing
time off via
self-service.

Vacation IND Vaca- Start date or end You are not al- Warn- Yes Yes
tion date of requested lowed to book the ing
(IND_VACA- vacation must not absence in the
TION) be before today. past!

 Not  Note
e Message is

Maxi- raised only

mum of when re-

5 days is questing

carried time off via

over to self-service.

next
year.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

322 PUBLIC Country/Region - Specific Values
Indonesia (IDN)

Ena-
bled in
Cancel- Self-
Mes- Message Text if Mes- lation Serv-
Assigned Message Text if sage Supporting sage Work- ice
Absence Time Ac- Condition for Tak- Condition not Ful- Se- Document to Se- flow Ac- Sce-
Time Type count Type ing Time Off filled verity be attached verity tivated nario

In case of time profile Generic Profile (IDN) (IDN_Generic_Profile)

IDN_An- Annual leave can Time Off request for Error

nual_Leave be taken only af- this time type is
ter the probation- allowed after your
 Not ary period has probation status is
e been completed completed.
successfully.
The
booka- At most 12 consec- Maximum number Error
ble pe- utive working days of leave days (work-
riod can be taken in ing days) that can
ends on one request. be taken together is
June 12.
30th of
the sub- The requested an- You are not allowed Error
sequent nual leave must to take future leaves
Annual
year. In not be in the next of next year until
Leave
addi- year between Jan- carryforward proc- Yes Yes
(IDN_An-
tion, a uary and end of ess is completed.
nual_Leave)
maxi- June.
mum of
10 days
is car-
ried
over in
an in-
terim
account
to June
30th of
the sub-
sequent
year.

In case of time profile Generic Profile 2 (IDN) (IDN_Generic_Profile_2)

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 323
 Ena-
bled in
Cancel- Self-
Mes- Message Text if Mes- lation Serv-
Assigned Message Text if sage Supporting sage Work- ice
Absence Time Ac- Condition for Tak- Condition not Ful- Se- Document to Se- flow Ac- Sce-
Time Type count Type ing Time Off filled verity be attached verity tivated nario

IDN_An- Annual leave can Time Off request for Error

nual_Leave2 be taken only af- this time type is
ter the probation- allowed after your
 Not ary period has probation status is
e been completed completed.
successfully.
The
booka- At most 12 consec- Maximum number Error
ble pe- utive working days of leave days (work-
riod can be taken in ing days) that can
ends on one request. be taken together is
June 12.
30th of
the sub- The requested an- You are not allowed Error
Annual sequent nual leave must to take future leaves
Leave year. In not be in the next of next year until
(IDN_An- addi- year between Jan- carryforward proc- Yes Yes
nual_Leave tion, a uary and end of ess is completed.
2) maxi- June.
mum of
10 days
is car-
ried
over in
an in-
terim
account
to June
30th of
the sub-
sequent
year.

For any chosen time profile

Manage Time-Off: Test Script

324 PUBLIC Country/Region - Specific Values
 Ena-
bled in
Cancel- Self-
Mes- Message Text if Mes- lation Serv-
Assigned Message Text if sage Supporting sage Work- ice
Absence Time Ac- Condition for Tak- Condition not Ful- Se- Document to Se- flow Ac- Sce-
Time Type count Type ing Time Off filled verity be attached verity tivated nario

Sick Leave IDN_Sick Please attach Error Yes Yes

Leave Doctor's Certifi-
cate.
 Not
e
The re-
maining
balance
is not
carried
forward.

Only female em- Time Off request for Error

ployees are al- this time type is for
lowed to take men- female only
strual leave.
Menstrual
Yes Yes
Leave
Each menstrual Maximum 2 days Error
leave is limited to per request.
at most 2 working
days.

Only male employ- Time Off request for Error Please attach Error
ees are allowed this time type is for certified docu-
to take paternity male only. ment in writing
leave. by an obstetri-
Paternity
cian or midwife. Yes Yes
Leave
Each paternity You are allowed to Error
leave is limited to take only 2 consec-
at most 2 consecu- utive working days
tive working days. of Paternity Leave.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 325
 Ena-
bled in
Cancel- Self-
Mes- Message Text if Mes- lation Serv-
Assigned Message Text if sage Supporting sage Work- ice
Absence Time Ac- Condition for Tak- Condition not Ful- Se- Document to Se- flow Ac- Sce-
Time Type count Type ing Time Off filled verity be attached verity tivated nario

Baptism / Each time off due Time Off request for Error Yes Yes
Circumci- to the circumcision this time type is for
sion (Em- or baptism event 2 working days per
ployee’s of the employee's request only.
Children) child is limited to
2 working days.
Holidays are taken
into consideration
when calculating
the time off days.

Marriage Each marriage Time Off request for Error Please attach Error Yes Yes
Leave (Em- leave is limited to this time type is for wedding card or
ployee) 3 working days. 3 working days per marriage regis-
Holidays are not request only. tration certifi-
taken into account cate.
when calculating
the time off days.

Marriage Each leave due to Time Off request for Error Please attach Error Yes Yes
Leave (Em- the marriage of the this time type is for wedding card.
ployee's child is limited to 2 working days per
Child) at most 2 consecu- event only.
tive working days.

Death of Each leave due to Time Off request for Error Yes Yes
Employee's the death of an this time type is for
spouse, immediate family 2 working days only.
child, child- member is limited
in-law, pa- to 2 working days.
rent or pa- Holidays are not
rent-in-law taken into account
when calculating
the time off days.

Death of Each leave due to Time Off request for Error Yes Yes
Family the death of a per- this time type is for
Member son living in the 1 working day only.
Living in same house with
Same the employee is
House limited to 1 work-
ing day.

Study Please attach Error Yes Yes

Leave registration
form.

Disaster Yes Yes

Leave

Manage Time-Off: Test Script

326 PUBLIC Country/Region - Specific Values
 Ena-
bled in
Cancel- Self-
Mes- Message Text if Mes- lation Serv-
Assigned Message Text if sage Supporting sage Work- ice
Absence Time Ac- Condition for Tak- Condition not Ful- Se- Document to Se- flow Ac- Sce-
Time Type count Type ing Time Off filled verity be attached verity tivated nario

Unpaid If available, Warn- Yes Yes

Leave please attach ing
supporting
documents.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Ireland (IRL)

Enabled in
Absence Condition Cancellation Self-Serv-
Time Assigned Time Account for Taking Workflow Ac- ice Sce-
Type Type Additional Information Time Off tivated nario

Annual / Annual / Vacation Leave In case the employee was on paid or Half-day Yes Yes
Vacation (IRL_AVL) unpaid maternity leave, or on paid sick booking is al-
Leave leave during the year, the bookable pe- lowed.
riod for the entire annual leave quota
is extended to March 31st of the subse-
quent year.

Else, a maximum of 5 days can be used

till March 31st of the subsequent year.

Give Time Give Time Leave Half-day Yes Yes

Leave (IRL_GTL) booking is al-
lowed.
 Note
The account is
closed at the end of
the booking period
and the remaining
balance is not car-
ried forward.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 327
Italy (ITA)

Cancel-
Ab- Mes- Message Text if Mes- lation Enabled
sence Condition Message Text if sage Supporting sage Work- in Self-
Time Assigned Time Ac- for Taking Condition not Ful- Se- Document to Se- flow Ac- Service
Type count Type Time Off filled verity be attached verity tivated Scenario

Vaca- Vacation (ITA_VA- Start date You are not allowed Warn- Yes Yes
tion ITA CATION) or end date to book the ab- ing
of re- sence in the past!
 Note quested va-

Vacation can be cation must  Note

booked till 18 not be be- Message is
months after fore today. raised only
the validity end when request-
period of the ing time off via
time account. self-service.
Then, the re-
maining bal-
ance is carried
over on June
30th to the
Previous
Vacation
permanent
time account.

Paid Start date You are not allowed Warn- Yes Yes
Permits or end date to book the ab- ing
of re- sence in the past!
quested
paid per-  Note
mits must Message is
not be be- raised only
fore today. when request-
ing time off via
self-service.

Manage Time-Off: Test Script

328 PUBLIC Country/Region - Specific Values
 Cancel-
Ab- Mes- Message Text if Mes- lation Enabled
sence Condition Message Text if sage Supporting sage Work- in Self-
Time Assigned Time Ac- for Taking Condition not Ful- Se- Document to Se- flow Ac- Service
Type count Type Time Off filled verity be attached verity tivated Scenario

Study Start date You are not allowed Warn- Please attach Warn- Yes Yes
Days or end date to book the ab- ing certificate ing
Permit of re- sence in the past!
quested  Note
study per-  Note Message is
mit (in Message is raised only
days) must raised only when re-
not be be- when request- questing
fore today. ing time off via time off via
self-service. self-service.

Study Start date You are not allowed Warn- Please attach Warn- Yes Yes
Hours or end date to book the ab- ing certificate ing
Permit of re- sence in the past!
quested  Note
study per-  Note
mit (in Message is
hours) must Message is raised only
not be be- raised only when re-
fore today. when request- questing
ing time off via time off via
self-service. self-service.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 329
Japan (JPN)

Cancel-
Mes- lation Enabled
Message Text if sage Work- in Self-
Absence Assigned Time Ac- Condition not Fulfil- Se- flow Ac- Service
Time Type count Type Condition for Taking Time Off led verity tivated Scenario

Annual JPN Annual Leave Yes Yes

Leave (JPN_ANL)

 Note
The balance re-
maining after 2
years is carried
over to the JPN
Accumulated
Leave perma-
nent time ac-
count.

Accumu- JPN Accumulated Yes Yes

lated Leave Leave (JPN_ACL)

 Note
Permanent time
account, whose
balance should
not exceed 30
days.

Condolence Condolence leave is limited to You can apply up to Error Yes Yes
Leave 5 calendar days. 5 calendar days.

Congratula- Congratulation leave is limited You can apply up to Error Yes Yes
tion Leave to 5 calendar days. 5 calendar days.

Carer's JPN Carer's Leave Yes Yes

Leave (JPN_CRL)

 Note
The remaining
balance is not
carried forward.

Manage Time-Off: Test Script

330 PUBLIC Country/Region - Specific Values
 Cancel-
Mes- lation Enabled
Message Text if sage Work- in Self-
Absence Assigned Time Ac- Condition not Fulfil- Se- flow Ac- Service
Time Type count Type Condition for Taking Time Off led verity tivated Scenario

Hourly Leave JPN Hourly Leave Yes Yes

(JPN_HRL)

 Note
The remaining
balance is not
carried forward.

Long Service JPN Long Service Yes Yes

Leave Leave (JPN_LSL)

 Note
The remaining
balance is not
carried forward.

Menstrual JPN Menstrual Leave Only female employees are al- Only female employ- Error Yes Yes
Leave (JPN_MST) lowed to take menstrual leave. ees can request
Menstrual Leave.
 Note
The remaining
balance is not
carried forward.

Sick Leave JPN Sick Leave Yes Yes

(JPN_SICK)

 Note
The remaining
balance is not
carried forward.

Summer Va- JPN Summer Vaca- Start date of requested You can not apply Error Yes Yes
cation tion (JPN_SML) summer vacation must not be Summer Vacation
before July 1st, and not after during this period.
 Note September 30th.

The remaining
balance is not
carried forward.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 331
 Cancel-
Mes- lation Enabled
Message Text if sage Work- in Self-
Absence Assigned Time Ac- Condition not Fulfil- Se- flow Ac- Service
Time Type count Type Condition for Taking Time Off led verity tivated Scenario

Unpaid Yes Yes

Leave

Birthday leave must be taken Birthday Leave Error

in the month of birthday. should be availed
on Birthday Month
Birthday Only.
No Yes
Leave Birthday leave is limited to 1 You cannot avail Error
working day per calendar year. more than 1 day in
a calendar year for
Birthday Leave.

Volunteer / JPN Volunteer Leave Yes Yes

Self Devel- (JPN_VOL)
opment
Leave  Note
The remaining
balance is not
carried forward.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

332 PUBLIC Country/Region - Specific Values
Kingdom of Saudi Arabia (SAU)

Ab- Mes- Message Text if Mes- Cancella- Enabled

sence Message Text if sage Supporting sage tion in Self-
Time Assigned Time Condition for Condition not Ful- Se- Document to Se- Workflow Service
Type Account Type Taking Time Off filled verity be attached verity Activated Scenario

Annual Annual Leave Start date or You are not al- Warn- Yes Yes
Leave (SAU_AL) / end date of re- lowed to book the ing
quested annual absence in the
Annual Leave
leave must not past!
Daily
be before today.
(SAU_AL_DLY)
 Note
/
Message is
Annual Leave
raised only
Monthly
when request-
(SAU_AL_MTH
ing time off via
)
self-service.

 Note
The re-
maining
balance is
not carried
forward.

Before request- Sorry, but you Error

ing the first sick can't book this
leave in the sick- time off as there
ness year, the is no valid time ac-
sick leave year count.
tracker must be
Please request the Error
requested first.
Sick Leave Sick leave tracker
(SAU)
 Note first as this is the
(SAU_SICK) beginning of a new
For details Sickness Year.
 Note on the proc-
Sick ess of re-
The re- Yes Yes
Leave questing
maining
balance is sick leave

not carried refer to

forward. chapter Sick

Leave (for
the King-
dom of
Saudi Ara-
bia only)
[page 650].

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 333
Ab- Mes- Message Text if Mes- Cancella- Enabled
sence Message Text if sage Supporting sage tion in Self-
Time Assigned Time Condition for Condition not Ful- Se- Document to Se- Workflow Service
Type Account Type Taking Time Off filled verity be attached verity Activated Scenario

Start date or You are not al- Warn-

end date of re- lowed to book the ing
quested sick absence in the
leave must not past!
be before today.
 Note
Message is
raised only
when request-
ing time off via
self-service.

Mar- Start date or You are not al- Warn- Yes Yes
riage end date of re- lowed to book the ing
Leave quested mar- absence in the
riage leave must past!
not be before to-
day.  Note
Message is
raised only
when request-
ing time off via
self-service.

Pater- Start date or You are not al- Warn- Yes Yes
nity end date of re- lowed to book the ing
Leave quested pater- absence in the
nity leave must past!
not be before to-
day.  Note
Message is
raised only
when request-
ing time off via
self-service.

Manage Time-Off: Test Script

334 PUBLIC Country/Region - Specific Values
Ab- Mes- Message Text if Mes- Cancella- Enabled
sence Message Text if sage Supporting sage tion in Self-
Time Assigned Time Condition for Condition not Ful- Se- Document to Se- Workflow Service
Type Account Type Taking Time Off filled verity be attached verity Activated Scenario

Jury Start date or You are not al- Warn- Please attach Warn- Yes No
Leave end date of re- lowed to book the ing additional docu- ing
/ Civic quested jury absence in the mentation re-
Duty leave / leave due past! lated to your
to civic duty Civic Duty Re-
must not be be-  Note quest
fore today. Message is
raised only
 Note
when request- Message is
ing time off via raised only
self-service. when re-
questing
time off via
self-service.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 335
Kuwait (KWT)

Ena-
Can- bled
cella- in
Mes Mes tion Self-
Ab- sage Message Text sage Work- Serv-
sence Assigned Message Text if Se- if Supporting Se- flow ice
Time Time Account Condition for Taking Time Condition not verit Document to verit Acti- Sce-
Type Type Off Fulfilled y be attached y vated nario

The annual leave balance for You have ex- Er-

a year is maximum 30 days. ceeded your bal- ror
Annual Leave
It is accrued on a daily ba- ance for this
(KWT)
(KWT_AL) sis, so the employee will see year.
only the available balance as
 Note of today. Nevertheless, the
Annual employee can consume the
The re-
Leave entire annual leave balance Yes Yes
maining
(KWT) in advance; in that case, the
balance is
balance as of today goes
not car-
negative.
ried for-
ward. The start or end date of an- Annual leave Er-
nual leave must not be on a cannot start or ror
Saturday. end on a Satur-
day.

Sick Sick Leave Yes Yes

Leave (KWT)
(KWT) (KWT_AL)

 Note
The re-
maining
balance is
not car-
ried for-
ward.

Com- Please add an Er-

passion- attachment as ror
ate a proof for this
Yes Yes
Leave absence.
Inside
Kuwait

Manage Time-Off: Test Script

336 PUBLIC Country/Region - Specific Values
 Ena-
Can- bled
cella- in
Mes Mes tion Self-
Ab- sage Message Text sage Work- Serv-
sence Assigned Message Text if Se- if Supporting Se- flow ice
Time Time Account Condition for Taking Time Condition not verit Document to verit Acti- Sce-
Type Type Off Fulfilled y be attached y vated nario

The employee is entitled to You can take Er-

compassionate leave only compassionate ror
once during the employment leave only once
at the company. during an em-
ployment. Please
request Annual
Leave if you have
used this leave
type already.

Kuwaiti citizens are entitled You can avail a Er-

to at most 3 working days of maximum of 3 ror
compassionate leave. Days of Compas-
sionate Leave.

Compassionate leave can be You cannot avail Er-

taken only after the proba- this leave during ror
tionary period has ended. probation period.

Compassionate Leave Inside You can avail this Er-

Kuwait is reserved to Kuwaiti leave only if you ror
citizens only. are a Kuwait Citi-
zen.

Please add an Er-

attachment as ror
a proof for this
absence.

The employee is entitled to You can take Er-

compassionate leave only compassionate ror
once during the employment leave only once
Com- at the company. during an em-
passion- ployment. Please
ate request Annual
Leave if you have Yes Yes
Leave
Outside used this leave
Kuwait type already.

Expats are entitled to at You can avail a Er-

most 6 working days of com- maximum of 6 ror
passionate leave. Days of Compas-
sionate Leave.

Compassionate leave can be You cannot avail Er-

taken only after the proba- this leave during ror
tionary period has ended. probation period.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 337
 Ena-
Can- bled
cella- in
Mes Mes tion Self-
Ab- sage Message Text sage Work- Serv-
sence Assigned Message Text if Se- if Supporting Se- flow ice
Time Time Account Condition for Taking Time Condition not verit Document to verit Acti- Sce-
Type Type Off Fulfilled y be attached y vated nario

Compassionate Leave Out- Only non-Kuwait Er-

side Kuwait is reserved to ex- citizens are al- ror
pats only. lowed to avail
this leave.

Please add an Er-

attachment as ror
a proof for this
absence.

The maximum period the The total dura- Er-

employee can be on educa- tion of applied ror
tion leave is 5 years. Education leave
cannot cross
Employees who are 5 years
your duration of
and more with the company,
employment as
are entitled to 5 years of ed-
of Today.
ucation leave.

Employees who are less than

5 years with the company,
are entitled to a number of

Educa- calendar days of education

tion leave, which equals to the

number of days they are Yes Yes
Leave
(KWT) with the company. For exam-
ple, an employee who is 6
months with the company, is
entitled to 6 months of edu-
cation leave.

 Recommenda-
tion
Due to performance is-
sues, the product lim-
its a maximum duration
of an absence to 24
months. For details refer
to the SAP Knowledge
Base Article 2415176 .

Manage Time-Off: Test Script

338 PUBLIC Country/Region - Specific Values
 Ena-
Can- bled
cella- in
Mes Mes tion Self-
Ab- sage Message Text sage Work- Serv-
sence Assigned Message Text if Se- if Supporting Se- flow ice
Time Time Account Condition for Taking Time Condition not verit Document to verit Acti- Sce-
Type Type Off Fulfilled y be attached y vated nario

Education leave can be taken You cannot avail Er-

only after the probationary this leave during ror
period has ended. probation period.

The employee should submit Education Leave War

the education leave request should be ap- ning
at least 30 days before the plied at least 30
leave starts. days in advance.

Hajj leave is limited to at Exceeding the Er-

most 21 calendar days. limit of 21 days ror
for Hajj Leave.

The employee is entitled to Hajj Leave can be Er-

Hajj leave only once during availed only once ror
the employment at the com- during your em-
pany. ployment.

Hajj leave can be taken only You cannot avail Er-

Hajj after the probationary period this leave during ror
Leave has ended. probation period. Yes Yes
(KWT)
The employee must com- You should have Er-
plete 2 years of service as completed at ror
prerequisite for taking Hajj least 2 years of
leave. service to avail
Hajj Leave.

Hajj Leave is reserved to You can apply Er-

Muslim employees only. this leave only if ror
you are a Mus-
lim.

Long An employee having at least You can avail 5 Er- Yes Yes
Service 15 years of service at the days of this leave ror
Award company, is entitled to ad- only if you are
Leave 15 ditional 5 working days of more than 15
Years leave. years and not
(KWT) more than 20
years with the
company.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 339
 Ena-
Can- bled
cella- in
Mes Mes tion Self-
Ab- sage Message Text sage Work- Serv-
sence Assigned Message Text if Se- if Supporting Se- flow ice
Time Time Account Condition for Taking Time Condition not verit Document to verit Acti- Sce-
Type Type Off Fulfilled y be attached y vated nario

Long An employee having at least You can avail 7 Er- Yes Yes
Service 20 years of service at the days of this leave ror
Award company, is entitled to ad- only if you are
Leave ditional 7 working days of more than 20
20 Years leave. years and not
(KWT) more than 25
years with the
company.

Long An employee having at least You can avail 10 Er- Yes Yes
Service 25 years of service at the days of this leave ror
Award company, is entitled to ad- only if you are
Leave ditional 10 working days of more than 25
25 Years leave. years with the
(KWT) company.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Malaysia (MYS)

 Caution

If time off is requested by the employee themself (meaning via employee self-service), the request needs to
be approved by the employee's line manager only, when booked.

If time off is requested on behalf of the employee, the request needs to be approved by the employee's line
manager and a member of the HR Administrator group.

Manage Time-Off: Test Script

340 PUBLIC Country/Region - Specific Values
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

In case of time profile Generic Profile (MYS) (MYS_Generic_Profile)

Annual Leave The em- Time Off Error

and Emergency
ployee request for
Leave stick to
must com- this time
the same time
account type. plete 3 type is al-
In the months of lowed after
Employee File, service as 3 months
the employee prerequisite service.
(and anyone on
for taking
behalf in case
annual
permissions
MYS Annual leave.
are granted)
Leave (MYS_An- will see in the
Start date Time Off Error
nual_Leave) Time Off
of the re- request for
Balances block
quested an- this time
 Note of the Time
nual leave type is al-
Management
The bookable must not be lowed after
subsection
today or be- today.
period ends on both Annual fore today, Please pro-
March 31st of Leave and meaning ceed with
Annual Leave the subsequent Emergency the start Emergency
(MYS_An- year. In addi- Yes Yes
Leave time date must Leave re-
nual_Leave) tion, a maxi- types with be in the fu- quest.
mum of 5 days equal balance ture.
is carried over displayed.
Annual You are not Error
When selecting
in an interim leave can allowed to
the Go to Time
account to be re- take future
Off link, choos-
March 31st of quested for leaves of
ing in the
the subsequent the upcom- next year
Balances sec-
ing year until carry-
year. tion the Show
only after forward
All pushbutton,
the carry- process is
and in the up-
forward completed.
coming
process is
Balance
completed.
Overview dialog
box choosing
the Account
View button,
only the MYS
Annual
Leave time

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 341
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

The em- Time Off Error

ployee request for
must com- this time
plete 3 type is al-
months of lowed after
service as 3 months
account type prerequisite service.
with appropri- for taking
ate balance will emergency
Emergency display. When leave.
Leave MYS Annual requesting Start date Time Off Error
(MYS_Emer- Leave (MYS_An- emergency of the re- request for Yes Yes
gency_Leave nual_Leave) leave, the bal- quested this time
) ance of annual emergency type is al-
leave will be re- leave must lowed to-
duced accord- not be after day or ear-
ingly. today, lier. Please
meaning proceed
the start with An-
date must nual Leave
be in the request.
past or lat-
est today.

In case of time profile Generic Profile 2 (MYS) (MYS_Generic_Profile2)

MYS Annual Annual Leave The em- Time Off Error

and Emergency
Leave (MYS_An- ployee request for
Leave stick to
nual_Leave_2) must com- this time
the same time
account type. plete 3 type is al-
 Note In the months of lowed after
Employee File, service as 3 months
The bookable
Annual Leave the employee prerequisite service.
period ends on
(MYS_An- (and anyone on
March 31st of for taking Yes Yes
nual_LeaveV behalf in case
the subsequent annual
2) permissions
year. In addi- are granted) leave.

tion, a maxi- will see in the

mum of 5 days Time Off
Balances block
is carried over
of the Time
in an interim
Management
account to subsection

Manage Time-Off: Test Script

342 PUBLIC Country/Region - Specific Values
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

both Annual Start date Time Off Error

Leave and of the re- request for
Emergency quested an- this time
Leave time nual leave type is al-
types with must not be lowed after
equal balance today or be- today.
displayed. fore today, Please pro-
When selecting meaning ceed with
the Go to Time the start Emergency
Off link, choos- date must Leave re-
March 31st of be in the fu- quest.
ing in the
the subsequent ture.
Balances sec-
year. tion the Show Annual You are not Error
All pushbutton, leave can allowed to
and in the up- be re- take future
coming quested for leaves of
Balance the upcom- next year
Overview dialog ing year until carry-
box choosing only after forward
the Account the carry- process is
View button, forward completed.
only the MYS process is
Annual completed.
Leave time
The em- Time Off Error
account type
ployee request for
with appropri-
must com- this time
ate balance will
Emergency plete 3 type is al-
display. When
Leave MYS Annual months of lowed after
requesting
(MYS_Emer- Leave (MYS_An- service as 3 months Yes Yes
emergency
gency_Leave nual_Leave_2) prerequisite service.
leave, the bal-
_2) for taking
ance of annual
emergency
leave will be re-
leave.
duced accord-
ingly.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 343
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

Start date Time Off Error

of the re- request for
quested this time
emergency type is al-
leave must lowed to-
not be after day or ear-
today, lier. Please
meaning proceed
the start with An-
date must nual Leave
be in the request.
past or lat-
est today.

For any chosen time profile

Sick Leave MYS Sick Leave Please Error Yes Yes

(MYS_Sick Leave) attach
Medical
 Note Certifi-

The remaining cate is-

balance is not sued by

carried for- any

ward. clinic/
hospital
for this
ab-
sence.

Birthday Time Off Error

leave can request for
be taken this time
only after type is al-
the proba- lowed after
tionary pe- your pro-
Birthday riod has bation
ended. ends. Yes Yes
Leave
Birthday Time Off Error
leave is lim- request for
ited to 1 this time
working type is for 1
day. working
day only.

Manage Time-Off: Test Script

344 PUBLIC Country/Region - Specific Values
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

Birthday Time Off Error

leave must request for
be taken in this time
the month type is for
of birthday. the month
of birthday
only.

Marriage Time Off Error Please Error

leave can request for attach
be taken this time sup-
only after type is al- porting
the proba- lowed after docu-
tionary pe- your pro- ment
The employee riod has bation e.g.
is entitled to ended. ends. ROM
marriage leave and
only once dur- wedding
ing the employ- card.
ment at the Marriage Time Off Error
Marriage
company. Also, leave is lim- request for Yes Yes
Leave the employee ited to at this time
can apply for most 5 con- type is for
marriage leave secutive a maxi-
only for their working mum of 5
first legal mar- days. Holi- consecu-
riage. days are tive work-
taken into ing days
considera- only.
tion when
calculating
the time off
days.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 345
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

Marriage Time Off Error

leave can request for
be taken this time
only once type is for
during the first legal
employ- marriage
ment at the per em-
company. ployment
only. You
already
have re-
quested
Time Off
for this
time type.

Compas- Time Off Error

sionate request for
leave can this time
be taken type is for
only in case the death
Upon selecting
an immedi- of their im-
Time Type ate family mediate
Compassion member family
ate Leave, passed member
mandatory away. only.
field Family
Compassion- Compas- Time Off Error
Member dis-
sionate request for Yes Yes
ate Leave plays at the
leave is lim- this time
bottom of the ited to at type is for
Create Absence most 3 con- a maxi-
section. Select secutive mum of 3
an appropriate working consecu-
value from the days. Holi- tive work-
days are ing days
dropdown list.
taken into only.
considera-
tion when
calculating
the time off
days.

Manage Time-Off: Test Script

346 PUBLIC Country/Region - Specific Values
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

Only male Time Off Error Please Error

employees request for attach
are allowed this time Docu-
to take pa- type is for ment
ternity male only. which
leave. contains
Ex-
pected
Delivery
Date ad-
vised by
the doc-
tor for
this ab-
Paternity sence.
Yes Yes
Leave
Paternity You are al- Error
leave is lim- lowed to
ited to at take a
most 7 con- maximum
secutive of 7 con-
working secutive
days. Holi- working
days are days of Pa-
taken into ternity
considera- Leave.
tion when
calculating
the time off
days.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 347
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

Compensa- MYS Compensation High-level, the Yes Yes

tion Leave Leave (MYS_Com- process is as
pensation_Leave) follows: the
employee
 Note works on a

The time ac- non-working

count is closed day or public

at the end of holiday and is

the bookable thus entitled to

period and the some compen-

remaining bal- satory days off.

ance is not car- The employee

ried forward. informs the HR

Administrator
about the days
worked. The
HR Administra-
tor will then
create the
Compensation
Leave time ac-
count for the
employee and
add manually
the appropriate
entitlement to
the time ac-
count. Then the
employee can
request com-
pensation
leave.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

348 PUBLIC Country/Region - Specific Values
Mexico (MEX)

Cancel- Enabled
Mes- Message Text if Mes- lation in Self-
Absence Assigned Condition for Message Text if sage Supporting sage Work- Service
Time Time Ac- Taking Time Condition not Fulfil- Se- Document to be Se- flow Ac- Sce-
Type count Type Off led verity attached verity tivated nario

Jury Start date or You are not allowed Warn- Please attach Warn- Yes Yes
Leave / end date of re- to book the absence ing additional docu- ing
Civic quested jury in the past! mentation re-
Duty leave / leave lated to your
due to civic  Note Civic Duty Re-
duty must not Message is quest
be before to- raised only when
day. requesting time
 Note
off via self-serv- Message is
ice. raised only
when re-
questing
time off via
self-service.

Paternity / pa- Time Off request for Warn-

rental / birth / this time type is lim- ing
adoption leave ited to 10 Days.
is limited to 10
days.  Note
Message is
raised only when
requesting time
Pater- off via self-serv-
nity / Pa- ice.
rental /
Yes Yes
Birth
Start date or You are not allowed Warn-
Leave /
end date of re- to book the absence ing
Adoption
quested pater- in the past!
nity, parental,
birth leave or  Note
leave due to Message is
adoption must raised only when
not be before requesting time
today. off via self-serv-
ice.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 349
 Cancel- Enabled
Mes- Message Text if Mes- lation in Self-
Absence Assigned Condition for Message Text if sage Supporting sage Work- Service
Time Time Ac- Taking Time Condition not Fulfil- Se- Document to be Se- flow Ac- Sce-
Type count Type Off led verity attached verity tivated nario

Compas- Start date or You are not allowed Warn- Yes Yes
sionate end date of re- to book the absence ing
Leave / quested com- in the past!
Personal passionate
Leave / leave, personal  Note
Bereave- leave, bereave- Message is
ment ment leave, raised only when
Leave / leave due to requesting time
Death Of death of a rela- off via self-serv-
Relative / tive, or carer's ice.
Carer's leave must not
Leave be before to-
day.

Sickness Start date or You are not allowed Warn- As a reminder, Warn- Yes Yes
end date of re- to book the absence ing please attach ing
quested leave in the past! additional docu-
due to sick- mentation if
ness must not  Note your Time Off
be before to- Message is Request is
day. raised only when greater than 5

requesting time days

off via self-serv-

ice.
 Note
Message is
raised only
when re-
questing
time off via
self-service.

Manage Time-Off: Test Script

350 PUBLIC Country/Region - Specific Values
 Cancel- Enabled
Mes- Message Text if Mes- lation in Self-
Absence Assigned Condition for Message Text if sage Supporting sage Work- Service
Time Time Ac- Taking Time Condition not Fulfil- Se- Document to be Se- flow Ac- Sce-
Type count Type Off led verity attached verity tivated nario

Study Start date or You are not allowed Warn- Please attach Warn- Yes Yes
Leave end date of re- to book the absence ing additional docu- ing
quested study in the past! mentation re-
leave must not lated to your up-
be before to-  Note coming Exam
day. Message is (Study Leave

raised only when Request)

requesting time
off via self-serv-
 Note
ice. Message is
raised only
when re-
questing
time off via
self-service.

Unpaid The employee You are not allowed Warn- Yes Yes
Leave has consumed to take unpaid leave ing
all types of if you have any other
leave he or she time account posi-
is entitled to. tive balance.

Start date or You are not allowed Warn-

end date of re- to book the absence ing
quested un- in the past!
paid leave
must not be  Note
before today. Message is
raised only when
requesting time
off via self-serv-
ice.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 351
 Cancel- Enabled
Mes- Message Text if Mes- lation in Self-
Absence Assigned Condition for Message Text if sage Supporting sage Work- Service
Time Time Ac- Taking Time Condition not Fulfil- Se- Document to be Se- flow Ac- Sce-
Type count Type Off led verity attached verity tivated nario

Vacation MEX Vacation Start date or You are not allowed Warn- Yes Yes
(MEX_VACA- end date of re- to book the absence ing
TION) quested vaca- in the past!
tion must not
 Note be before to-  Note
The re- day. Message is
maining raised only when
balance is requesting time
carried off via self-serv-
over to ice.
the next
year.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Netherlands (NLD)

 Caution

If time off of type Sickness, Paternity, Short Term Care Leave, or Long Term Care Leave
is requested by the employee themself (meaning via employee self-service), the request needs to be
approved by the employee's line manager only, when booked.

If time off of type Sickness, Paternity, Short Term Care Leave, or Long Term Care Leave is
requested on behalf of the employee, the request needs to be approved by the employee's line manager
and a member of the HR Administrator group.

Manage Time-Off: Test Script

352 PUBLIC Country/Region - Specific Values
 Ena-
bled
in
Cancel- Self-
Ab- Mes- lation Serv-
sence Assigned Message sage Workflow ice
Time Time Ac- Condition for Tak- Text to Re- Se- Acti- Sce-
Type count Type Additional Information ing Time Off quester verity vated nario

Statu- Statutory Only full day book- Yes Yes

tory Leave ing is allowed.
Leave (NLD_STA)

 Not
e
The re-
maining
balance
is not
carried
forward.

Non- Non-Statu- It is allowed re- Yes Yes

Statu- tory Leave questing this type
tory (NLD_NON_ of time off in hours
Leave STA) and minutes. If
start and end date
 Not fall on the same
e day, you can re-
quest an amount
The re-
less or equal to
maining
the working hours
balance
per day.
is not
carried
forward.

Sick- In case the employee falls sick be- It is allowed re- Please in- Info No Yes
ness fore a planned and approved vaca- questing this type form your
tion starts, the illness needs to be of time off in hours manager if
reported to the employer, and the and minutes. If any work
employee must apply for an open- start and end date items need
ended sickness with undefined end fall on the same to be picked
date. This sickness record then day, you can re- up during
overlaps with the future vacation, quest an amount your ab-
both absences remain active in the less or equal to sence.
system and should be replicated to the working hours
Payroll. Details can be found in the per day.
Appendix here [page 629].

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 353
 Ena-
bled
in
Cancel- Self-
Ab- Mes- lation Serv-
sence Assigned Message sage Workflow ice
Time Time Ac- Condition for Tak- Text to Re- Se- Acti- Sce-
Type count Type Additional Information ing Time Off quester verity vated nario

Pater- The employee is The em- Error Yes No

Upon selecting Time Type
nity Paternity, the additional field entitled to 5 ployee is al-
Real Date of Birth displays on the weeks of paternity lowed to
bottom of the Create Absence dia- leave. The pater- take 5
log box. This field needs to be filled nity leave should weeks of pa-
before Start Date and End Date can start on or after ternity leave
be maintained. Based on the Real the child's birth within 9
Date of Birth entered, the period in date and must months
which paternity leave can be taken, be taken within 9 from the
as well as the allowed limit of days months from the birth of the
the employee is entitled to are con- birth of the child. child. The
trolled by preconfigured take rules. Only one request leave must
is allowed. be taken in
The paternity leave entitlement de-
one request.
pends on the Working Days Per
Week as maintained in the employ-
ees' Job Information block. In case
the employee changes the Working
Days Per Week during the year, and
goes on paternity leave for a period
which spans both working days per
week values, then the limit for this
leave is calculated based on the
Working Days Per Week valid on
the leave start date.

In the Netherlands, the employee can request Care Leave in order to provide care for children, partner, parents,
siblings, neighbors, and friends, in case no one else can give this care. For example, in case a person is
hospitalized, you cannot apply for care leave, as that person is already been taken care of in hospital.

The maximum number of care leave hours the employee is entitled to depends on the Standard Weekly Hours
as maintained in the employees Job Information block.

 Note

In case the employee changes the Standard Weekly Hours during the year and goes on care leave for a
period which spans both standard weekly hours values, then the limit for this leave is calculated based on
the Standard Weekly Hours valid on the leave start date.

In case the employee reduces the Standard Weekly Hours during the year, and goes again on care leave,
then, in case he/she has already consumed the maximum limit he/she would be entitled to with the

Manage Time-Off: Test Script

354 PUBLIC Country/Region - Specific Values
 new Standard Weekly Hours during leaves in the period with old Standard Weekly Hours, then the request
cannot be submitted.

 Note

In case the employee gets sick during care leave, the care leave needs to be canceled and a time off request
due to sickness needs to be created.

Care Leave is divided into short-term and long-term care leave. Both types of leave can be split into several
requests. Details to these time types are given in below table:

Enabled
Mes- Mes- Cancella- in Self-
Absence sage sage tion Service
Time Condition for Message Text if Con- Se- Message Text to Re- Se- Workflow Sce-
Type Taking Time Off dition not Fulfilled verity quester verity Activated nario

Short In a calendar year, You have exceeded the Error Please check the HR Info Yes Yes
Term the short-term limit for Short Term Manual or with HR
Care care leave must Care Leave in the cal- for information on al-
Leave not exceed two endar year. The max- lowed time off and re-
times the employ- imum limit is (2 * quired documentation
ees weekly work- weekly working hours). before submitting your
ing hours. request.

Long In a calendar year, You have exceeded the Error Please check the HR Info Yes Yes
Term the long-term care limit for Long Term Manual or with HR
Care leave must not ex- Care Leave in the cal- for information on al-
Leave ceed six times the endar year. The max- lowed time off and re-
employees weekly imum limit is (6 * quired documentation
working hours. weekly working hours). before submitting your
request.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 355
Oman (OMN)

Message Ena-
Text if bled
Support- in
ing Self-
Ab- Message Mes- Docu- Mes- Cancella- Serv-
sence Assigned Text if Con- sage ment to sage tion ice
Time Time Ac- Additional In- Condition for dition not Se- be at- Se- Workflow Sce-
Type count Type formation Taking Time Off Fulfilled verity tached verity Activated nario

Annual leave can This leave Error

Annual Leave
be taken only af- cannot be
(OMN_ANN)
ter six months of requested

 Not service at the before com-

company. pleting 6
e
months of
The old service at
time ac- the com-
count is pany.
closed at
When re- In case an exist- You cannot Error
the end
questing an- ing annual leave apply leave
of the
nual leave, the ends on a Thurs- starting
bookable non-working day or Friday, no from Sun-
period days Friday annual leave can day since
and a and Saturday be requested you have a
maxi- are counted starting on the leave ap-
as absence subsequent Sun- plied on pre-
mum
days as well. day. vious Thurs-
number
Annual In order to day.
of days Yes Yes
Leave prevent that
based on In case an exist- You cannot Error
the employee
ing annual leave apply leave
the em- submits a re-
starts on the covering
ployee’s quest that
next Sunday, this Thurs-
pay ends on a
then no other an- day since
Thursday or
grade is nual leave re- you already
Friday, and
carried quest ending on have a leave
then another
over to the previous starting
request that
the next Thursday or Fri- from next
starts on the
day can be sub- Sunday.
year. The subsequent
mitted. Kindly can-
number Sunday, thus
cel the leave
of days saving 1 or 2
on Sunday
days of an-
carried and cover
nual leave,
over can- the full week
take rules are
not ex- if you want
configured,
ceed the to apply the
which throw
leave cover-
specified errors when
ing Thurs-
accrual this use case
day.
is in place.

Manage Time-Off: Test Script

356 PUBLIC Country/Region - Specific Values
 Message Ena-
Text if bled
Support- in
ing Self-
Ab- Message Mes- Docu- Mes- Cancella- Serv-
sence Assigned Text if Con- sage ment to sage tion ice
Time Time Ac- Additional In- Condition for dition not Se- be at- Se- Workflow Sce-
Type count Type formation Taking Time Off Fulfilled verity tached verity Activated nario

Start date, or You are not Error

end date, or ex- allowed to
balance pected return book the
limit. date of re- absence in
quested annual the past!
leave must not
be before today.

Upon select- Leave due to the You are al- Error Please Error

ing Time Type death of an aunt lowed to re- add a

Death or uncle is lim- quest a support-

ited to at most 2 maximum ing docu-
Leave, man-
calendar days. of 2 days for ment as
datory field
this leave proof for
Relationship
type. this leave
Type displays
request.
at the bottom
of the Create
Leave due to the You are al- Error
Absence dia-
death of a pa- lowed to re-
log box. De-
Death rent, child, sib- quest a
pending on Yes Yes
Leave ling, grandchild, maximum
the value se-
or grandparent is of 10 days
lected for the
limited to at for this
relationship
most 10 calendar leave type.
to the dead
days.
person, the
employee is Start date of the You cannot Error
entitled to a requested leave take leaves
different due to the death in future for
number of of a family mem- this leave
days of death ber must not be type.
leave. in the future.

Leave due to the You are al- Error Please Error

This time type
death of the lowed to re- add a
is available for
spouse is limited quest a support-
selection for
Death to at most 130 maximum ing docu-
Muslim em-
of Hus- calendar days. of 130 days ment as
ployees; this Yes Yes
band The submitted for this proof for
being ob-
Leave request can be leave type. this leave
tained using a
extended up to request.
time type fil-
130 calendar
ter rule.
days.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 357
 Message Ena-
Text if bled
Support- in
ing Self-
Ab- Message Mes- Docu- Mes- Cancella- Serv-
sence Assigned Text if Con- sage ment to sage tion ice
Time Time Ac- Additional In- Condition for dition not Se- be at- Se- Workflow Sce-
Type count Type formation Taking Time Off Fulfilled verity tached verity Activated nario

The employee is As per leave Error

entitled to leave policy, em-
due to the death ployees are
of the spouse allowed to
only once during take this
the employment. leave only
once during
their em-
ployment.

Start date of the You cannot Error

requested leave take leaves
due to the death in future for
of the spouse this leave
must not be in type.
the future.

Be- WAIT FEED- Leave due to the You are al- Error Yes Yes
reave- BACK FROM husband’s death lowed to re-
ment LPM! is limited to at quest a
Leave most 14 consec- maximum
(Death utive calendar of 14 days
of Hus- days. for this
band) leave type.

Emergency leave You are al- Error

is limited to at lowed to re-
Emer- most 2 calendar quest a
gency days and can be maximum Yes Yes
Leave split into several of 2 days for
requests. this leave
type.

Manage Time-Off: Test Script

358 PUBLIC Country/Region - Specific Values
 Message Ena-
Text if bled
Support- in
ing Self-
Ab- Message Mes- Docu- Mes- Cancella- Serv-
sence Assigned Text if Con- sage ment to sage tion ice
Time Time Ac- Additional In- Condition for dition not Se- be at- Se- Workflow Sce-
Type count Type formation Taking Time Off Fulfilled verity tached verity Activated nario

The employee is Emergency Error

entitled to 6 cal- leave can-
endar days of not be re-
emergency leave quested for
during a calendar more than 6
year. The leave days in a
can be split into year. If the
several requests. leaves are
crossing a
calendar
year, 6 days
limit check
would be
performed
for the por-
tion of the
leave in the
first year
and as well
as the sub-
sequent
year.

Between two As per leave Error

emergency leave policy, there
requests there should be a
must be a gap of gap of 30
30 days. days be-
tween two
emergency
leaves.

Start date of the You cannot Error

requested emer- take leaves
gency leave must in future for
not be in the fu- this leave
ture. type.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 359
 Message Ena-
Text if bled
Support- in
ing Self-
Ab- Message Mes- Docu- Mes- Cancella- Serv-
sence Assigned Text if Con- sage ment to sage tion ice
Time Time Ac- Additional In- Condition for dition not Se- be at- Se- Workflow Sce-
Type count Type formation Taking Time Off Fulfilled verity tached verity Activated nario

Sick Sick Leave Start date of the You cannot Error Please Error Yes Yes
Leave (OMN_SICK) requested sick take leaves add a
leave must not in future for support-
 Not be in the future. this leave ing docu-
e type. ment as
proof for
The ac-
this leave
count is
request.
closed at
the end
of the
bookable
period;
the re-
maining
balance
is not
carried
forward.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Philippines (PHL)

Ena-
bled
Message in
Text if Sup- Cancel- Self-
Ab- Message Mes- porting Mes- lation Serv-
sence Text if Con- sage Document sage Workflow ice
Time Assigned Time Account Condition for dition not Se- to be at- Se- Acti- Sce-
Type Type Taking Time Off Fulfilled verity tached verity vated nario

In case of time profile Generic Profile (PHL) (PHL_Generic_Profile)

Manage Time-Off: Test Script

360 PUBLIC Country/Region - Specific Values
 Ena-
bled
Message in
Text if Sup- Cancel- Self-
Ab- Message Mes- porting Mes- lation Serv-
sence Text if Con- sage Document sage Workflow ice
Time Assigned Time Account Condition for dition not Se- to be at- Se- Acti- Sce-
Type Type Taking Time Off Fulfilled verity tached verity vated nario

PHL Va- PHL Vacation Leave Vacation leave Time Off re- Error Yes Yes
cation (PHL_VACATION_LEAVE) can be taken only quest for
Leave after the proba- this time
(PHL_V  Note tionary period has type is al-
ACA- The bookable period ended. lowed after
TION_L ends on March 31st of your proba-
EAVE) the subsequent year. tion ends.
The remaining balance
is not carried forward.

A time off due to As a re- Error

sickness, which is minder,
3 working days or please at-
longer, needs ad- tach addi-
ditional documen- tional docu-
PHL Sick Leave
tation attached to mentation
(PHL_SICK_LEAVE)
the request. if your
PHL
 Note Leave Re-
Sick
quest is 3
Leave The bookable period
days or Yes Yes
(PHL_SI ends on March 31st of
more
CK_LEA the subsequent year.
VE) The remaining balance Sick leave can be Time Off re- Error
is not carried forward. taken only after quest for
the probationary this time
period has ended. type is al-
lowed after
your proba-
tion ends.

In case of time profile Generic Profile 2 (PHL) (PHL_Generic_Profile_2)

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 361
 Ena-
bled
Message in
Text if Sup- Cancel- Self-
Ab- Message Mes- porting Mes- lation Serv-
sence Text if Con- sage Document sage Workflow ice
Time Assigned Time Account Condition for dition not Se- to be at- Se- Acti- Sce-
Type Type Taking Time Off Fulfilled verity tached verity vated nario

PHL Va- PHL Vacation Leave Vacation leave Time Off re- Error Yes Yes
cation (PHL_VACATION_LEAVE_2) can be taken only quest for
Leave after the proba- this time
(PHL_V  Note tionary period has type is al-
ACA- The bookable period ended. lowed after
TION_L ends on March 31st of your proba-
EAVE2) the subsequent year. tion ends.
The remaining balance
is not carried forward.

A time off due to As a re- Error Yes Yes

sickness, which is minder,
3 working days or please at-
longer, needs ad- tach addi-
ditional documen- tional docu-
PHL Sick Leave
tation attached to mentation
(PHL_SICK_LEAVE_2)
the request. if your
PHL
 Note Leave Re-
Sick
quest is 3
Leave The bookable period
days or
(PHL_SI ends on March 31st of
more.
CK_LEA the subsequent year.
VE2) The remaining balance Sick leave can be Time Off re- Error Yes Yes
is not carried forward. taken only after quest for
the probationary this time
period has ended. type is al-
lowed after
your proba-
tion ends.

For any chosen time profile

PHL Yes Yes

Leave
without
Pay

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

362 PUBLIC Country/Region - Specific Values
Republic of Korea (KOR)

 Caution

If time off is requested by the employee themself (meaning via employee self-service), the request needs to
be approved by the employee's line manager only, when booked.

If time off is requested on behalf of the employee, the request needs to be approved by the employee's line
manager and a member of the HR Administrator group.

Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

In case of time profile Generic Profile (KOR) (KOR_Generic_Profile)

KOR Annual Annual You are not Error

Leave (KOR_An- leave can allowed to
nual_Leave) be re- take future
quested for leaves of
 Note the upcom- next year

The bookable ing year until carry-

period ends on only after forward

March 31st of the carry- process is

Annual Leave forward completed.
the subsequent
(KOR_An- process is Yes Yes
year. In addi-
nual_Leave) completed.
tion, a maxi-
mum of 10
days is carried
over in an in-
terim account
to March 31st
of the subse-
quent year.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 363
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

Start date You are not Warn-

or end date allowed to ing
of re- book the
quested an- absence in
nual leave the past!
must not be
before to-  No
day. te
Mes-
sage is
raised
only
when
re-
quest-
ing
time
off via
self-
serv-
ice.

In case of time profile Generic Profile 2 (KOR) (KOR_Generic_Profile2)

KOR Annual Annual You are not Error

Leave (KOR_An- leave can allowed to
nual_Leave_2) be re- take future
quested for leaves of
 Note the upcom- next year
Annual Leave ing year until carry-
The bookable
(KOR_An-
period ends on only after forward Yes Yes
nual_LeaveV
March 31st of the carry- process is
2)
the subsequent forward completed.

year. In addi- process is

tion, a maxi- completed.

mum of 10
days is carried

Manage Time-Off: Test Script

364 PUBLIC Country/Region - Specific Values
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

Start date You are not Warn-

or end date allowed to ing
of re- book the
quested an- absence in
nual leave the past!
must not be
before to-  No
day. te
over in an in- Mes-
terim account sage is
to March 31st raised
of the subse- only
quent year. when
re-
quest-
ing
time
off via
self-
serv-
ice.

For any chosen time profile

Medical KOR Medical Half day book- Please Error Yes Yes
Leave Leave (KOR_Medi- ing is allowed. attach a
cal_Leave) sup-
porting
 Note docu-

The remaining ment.

balance is not
carried for-
ward.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 365
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

Marriage Time Off Error Please Error

leave can request for attach
be taken this time sup-
only once type is for porting
during the first legal docu-
employ- marriage ment
The employee
ment at the per em- e.g.,
is entitled to company. ployment ROM
marriage leave only. You and
only once dur- already wedding
ing the employ- have re- card.
ment at the quested
Time Off
company. Also,
for this
Marriage the employee
time type. Yes Yes
Leave can apply for
marriage leave Marriage Time Off Error
leave is lim- request for
only for their
ited to at this time
first legal mar-
most 5 con- type is for
riage. secutive a maxi-
working mum of 5
Only full day
days. Holi- consecu-
booking is al-
days are tive work-
lowed. taken into ing days
considera- only.
tion when
calculating
the time off
days.

Upon selecting Field Family Time Off Error Please Warn-

Time Type Member request for attach ing
Compassion (Korea) this time Medical
ate Leave needs to be type is for Certifi-
Compassion- filled. the death cate of
for
ate Leave for of their Death.
Immediate Yes Yes
Immediate family
Family Family, field
member
Family Member
only.
(Korea) dis-
plays at the
bottom of the

Manage Time-Off: Test Script

366 PUBLIC Country/Region - Specific Values
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

Compas- Time Off Error

sionate request for
Create Absence leave for this time
immediate type is for
section. An ap-
family a maxi-
propriate error
members is mum of 5
message is is- limited to at consecu-
sued to make most 5 con- tive work-
you aware that secutive ing days
the field needs working only.
to be main- days. Holi-
days are
tained. Select
taken into
an appropriate
considera-
value from the tion when
dropdown list. calculating
the time off
days.

Upon selecting Field Family Time Off Error Please Warn-

Time Type Member request for attach ing
Compassion (Korea) this time Medical
ate Leave needs to be type is for Certifi-

for filled. the death cate of

of their Death.
Extended
family
Family, field
member
Family Member
only.
Compassion- (Korea) dis-

ate Leave for plays at the

Yes Yes
Extended bottom of the

Family Create Absence

section. An ap-
propriate error
message is is-
sued to make
you aware that
the field needs
to be main-
tained. Select
an appropriate

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 367
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

value from the Compas- Time Off Error

sionate request for
dropdown list.
leave for ex- this time
tended type is for
family a maxi-
members is mum of 3
limited to at consecu-
most 3 con- tive work-
secutive ing days
working only.
days. Holi-
days are
taken into
considera-
tion when
calculating
the time off
days.

Only male Time Off Error Please Error

employees request for attach
are allowed this time Docu-
to take pa- type is for ment
ternity male only. which
leave. contains
Only full day Ex-
Paternity
booking is al- pected Yes Yes
Leave
lowed. Delivery
Date ad-
vised by
the doc-
tor for
this ab-
sence.

Manage Time-Off: Test Script

368 PUBLIC Country/Region - Specific Values
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

Paternity You are al- Error

leave is lim- lowed to
ited to at take a
most 10 maximum
consecutive of 10 con-
working secutive
days. Holi- working
days are days of Pa-
taken into ternity
considera- Leave.
tion when
calculating
the time off
days.

Infertility Leave due Time Off Error Please Error Yes Yes
Leave to infertility request for attach
is limited to this time Medical
at most 3 type is for Certifi-
consecutive a maxi- cate is-
working mum of 3 sued by
days. Holi- consecu- any hos-
days are tive work- pital.
taken into ing days
considera- only.
tion when
calculating
the time off
days.

Menstrual Only female Time Off Error

Leave employees request for
are allowed this time
to take type is for
menstrual female
leave. only.
Only full day
booking is al- Menstrual Time Off Error Yes Yes
lowed. leave can request for
be taken this time
only once type is for 1
per month working
for one day per
working month
day. only.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 369
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

You already Error

have re-
quested
Time Off
for this
time type
this month.

Manage Time-Off: Test Script

370 PUBLIC Country/Region - Specific Values
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

Compensa- KOR Com- Compensatory Yes Yes

tory Leave pensatory leave is in-
Leave (KOR_Com- tended for em-
pensatory_Leave) ployees who
work on a pub-
 Note lic holiday.

The time ac- Working on

count is closed public holidays

at the end of entitles the em-

the bookable ployee to some

period and the time off in lieu.

remaining bal- The multiple

ance is not car- time off in lieu

ried forward. configuration

as delivered
within the SAP
Best Practices
solution for
Timesheet is to
be used to ob-
tain the correct
number of days
of leave the
employee is en-
titled to.

 Note
For testing
purposes
of the
process
within this
test script,
you can
create the
Compensat
ory Leave

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 371
 Mes-
sage Ena-
Text if bled
Sup- in
Message porting Cancel- Self-
Text if Mes- Docu- Mes- lation Servi
Condition Condition sage ment to sage Work- ce
Absence Assigned Time Ac- Additional In- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce-
Time Type count Type formation Time Off led verity tached verity tivated nario

time ac-
count for
the em-
ployee and
add man-
ually the
appropri-
ate entitle-
ment to
the time
account.
Then the
employee
can re-
quest com-
pensatory
leave.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Singapore (SGP)

 Caution

If time off is requested by the employee themself (meaning via employee self-service), the request needs to
be approved by the employee's line manager only, when booked.

If time off is requested on behalf of the employee, the request needs to be approved by the employee's line
manager and a member of the HR Administrator group.

Manage Time-Off: Test Script

372 PUBLIC Country/Region - Specific Values
 Ena-
Message bled
Text if in
Support- Cancel- Self-
Mes- ing Docu- Mes- lation Serv-
Condition Message Text sage ment to sage Work- ice
Assigned Time for Taking if Condition Se- be at- Se- flow Ac- Sce-
Absence Time Type Account Type Time Off not Fulfilled verity tached verity tivated nario

Annual Leave SGP An- Start date or You are not al- Warn- Yes Yes
nual Leave end date of lowed to book ing
(SGP_ANN) requested the absence
annual leave in the past!
 Note must not be

The remain- before today.  Note

ing balance Message
is carried is raised
over to the only
next year when re-
and must be questing
used within 5 time off
months. via self-
service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 373
 Ena-
Message bled
Text if in
Support- Cancel- Self-
Mes- ing Docu- Mes- lation Serv-
Condition Message Text sage ment to sage Work- ice
Assigned Time for Taking if Condition Se- be at- Se- flow Ac- Sce-
Absence Time Type Account Type Time Off not Fulfilled verity tached verity tivated nario

Sick Leave SGP Sick Leave As a re- Warn- Yes Yes

(SGP_SICK) minder, ing
please at-
tach addi-
tional doc-
umenta-
tion if your
Time Off
Request is
greater
than 5
days

 N
ote
Mes-
sage
is
raised
only
when
re-
quest-
ing
time
off via
self-
serv-
ice.

Manage Time-Off: Test Script

374 PUBLIC Country/Region - Specific Values
 Ena-
Message bled
Text if in
Support- Cancel- Self-
Mes- ing Docu- Mes- lation Serv-
Condition Message Text sage ment to sage Work- ice
Assigned Time for Taking if Condition Se- be at- Se- flow Ac- Sce-
Absence Time Type Account Type Time Off not Fulfilled verity tached verity tivated nario

Hospitalisation Leave SGP Hospitali- As a re- Warn- No Yes

sation Leave minder, ing
(SGP_HOSP) ; please at-
tach addi-
SGP Sick Leave
tional doc-
(SGP_SICK)
umenta-
tion if your
Time Off
Request is
greater
than 5
days

 N
ote
Mes-
sage
is
raised
only
when
re-
quest-
ing
time
off via
self-
serv-
ice.

Childcare Leave SGP Child- No Yes

care Leave
(SGP_CHILD-
CARE);

SGP Extended
Childcare
Leave (SGP_EX-
TCHILDCARE)

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 375
 Ena-
Message bled
Text if in
Support- Cancel- Self-
Mes- ing Docu- Mes- lation Serv-
Condition Message Text sage ment to sage Work- ice
Assigned Time for Taking if Condition Se- be at- Se- flow Ac- Sce-
Absence Time Type Account Type Time Off not Fulfilled verity tached verity tivated nario

Study Leave Start date or You are not al- Warn- Please at- Warn- Yes Yes
end date of lowed to book ing tach addi- ing
requested the absence tional doc-
study leave in the past! umenta-
must not be tion re-
before today.  Note lated to

Message your up-

is raised coming

only Exam

when re- (Study

questing Leave Re-

time off quest)

via self-
service.
 N
ote
Mes-
sage
is
raised
only
when
re-
quest-
ing
time
off via
self-
serv-
ice.

Compassionate Leave Yes Yes

Manage Time-Off: Test Script

376 PUBLIC Country/Region - Specific Values
 Ena-
Message bled
Text if in
Support- Cancel- Self-
Mes- ing Docu- Mes- lation Serv-
Condition Message Text sage ment to sage Work- ice
Assigned Time for Taking if Condition Se- be at- Se- flow Ac- Sce-
Absence Time Type Account Type Time Off not Fulfilled verity tached verity tivated nario

Unpaid Leave The em- You are not al- Warn- Yes Yes
ployee has lowed to take ing
consumed unpaid leave
all annual if you have
leave he or any other
she is enti- time account
tled to. positive bal-
ance.

Maternity Leave (First 8 This type of Maternity Error

Weeks) maternity leave should
leave is lim- not be more
 Note ited to 56 than 8 weeks

The first 8 weeks of calendar

maternity leave are days.

taken as a block. Af-

ter the delivery, the
employee informs
the company and
maintains the de-
pendent (child) in-
formation in the
system. In case De-
pendents Manage- Yes Yes
ment has been de-
ployed with the
SAP Best Practi-
ces solution, the
procedure for main-
taining dependents
information is de-
scribed in test
script of scope
item Manage De-
pendents (1LY). Af-
ter this, the HR Ad-
ministrator adjusts
manually the SGP

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 377
 Ena-
Message bled
Text if in
Support- Cancel- Self-
Mes- ing Docu- Mes- lation Serv-
Condition Message Text sage ment to sage Work- ice
Assigned Time for Taking if Condition Se- be at- Se- flow Ac- Sce-
Absence Time Type Account Type Time Off not Fulfilled verity tached verity tivated nario

Maternity Leave The em- Leave appli- Error

(Last 8 Weeks) time ployee must cation is pos-
account type, by complete 3 sible only af-
granting 40 days to months of ter 3 months
the employee. The service as of service
procedure for doing prerequisite completion.
so is described here for taking
[page 141]. this type of
maternity
leave.

The em- Leave appli- Error

ployee must cation is pos-
complete 3 sible only af-
months of ter 3 months
service as of service
prerequisite completion.
for taking
SGP Maternity this type of
Leave (Last maternity
Maternity Leave (Next 8
8 Weeks) leave. Yes Yes
Weeks)
(SGP_MATER-
NITY) This type of Leave should Error
maternity be taken
leave needs within 12
to be con- months from
sumed in the DOB of child
first year of
life of the
child.

The em- Leave appli- Error

ployee must cation is pos-
complete 3 sible only af-
SGP Paternity months of ter 3 months
Paternity Leave Leave (SGP_PA- service as of service Yes Yes
TERNITY) prerequisite completion.
for taking
paternity
leave.

Manage Time-Off: Test Script

378 PUBLIC Country/Region - Specific Values
 Ena-
Message bled
Text if in
Support- Cancel- Self-
Mes- ing Docu- Mes- lation Serv-
Condition Message Text sage ment to sage Work- ice
Assigned Time for Taking if Condition Se- be at- Se- flow Ac- Sce-
Absence Time Type Account Type Time Off not Fulfilled verity tached verity tivated nario

The pater- Leave should Error

nity leave be taken
needs to be within 12
consumed in months from
the first year DOB of child
of life of the
child.

The em- Leave appli- Error

ployee must cation is pos-
complete 3 sible only af-
months of ter 3 months
service as of service
prerequisite completion.
for taking
shared pa-
SGP Shared
rental leave.
Shared Parental Leave Parental Leave Yes Yes
(SGP_SHPL)
The shared Leave should Error
parental be taken
leave needs within 12
to be con- months from
sumed in the DOB of child
first year of
life of the
child.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Slovenia (SVN)

Weak (absence) time type

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 379
 Ena-
Message bled
Text if in
Support- Cancel- Self-
Ab- Message Mes- ing Docu- Mes- lation Serv-
sence Assigned Condition for Text if Con- sage ment to sage Work- ice
Time Time Ac- Additional Infor- Taking Time dition not Se- be at- Se- flow Ac- Sce-
Type count Type mation Off Fulfilled verity tached verity tivated nario

Vaca- Vacation No Yes

tion (SVN)
(SVN_VA-
CAT-
ION_QUOT
A)

 No
te
The
booka-
ble pe-
riod
ends
on
June
30th of
the
subse-
quent
year.
The re-
main-
ing bal-
ance is
not car-
ried
for-
ward.

Birth Upon selecting Leave due to You are al- Error Please Error No Yes
Leave Time Type Birth the birth of a lowed to add an at-
Leave, field Real child is limited take only 2 tachment
Date Of Birth dis- to 2 working days in a for this
plays at the bot- days per calen- single re- time type.
tom of the Create dar year. These quest for
Absence section. absence days child birth
The date entered have to be sub- within two
is then taken into mitted in one weeks from
account when vali- request. The date of birth
dating the period, leave must take of the child.
in which the leave place within two
should take place. weeks from the
child's birth
date.

Manage Time-Off: Test Script

380 PUBLIC Country/Region - Specific Values
 Ena-
Message bled
Text if in
Support- Cancel- Self-
Ab- Message Mes- ing Docu- Mes- lation Serv-
sence Assigned Condition for Text if Con- sage ment to sage Work- ice
Time Time Ac- Additional Infor- Taking Time dition not Se- be at- Se- flow Ac- Sce-
Type count Type mation Off Fulfilled verity tached verity tivated nario

Child The employee is Leave due to a Leave due to Error Please Error No Yes
Mar- entitled to this type child's marriage the marriage add an at-
riage of time off for is limited to 2 of the child tachment
Leave each of their child days. is limited to for this
that gets married. 2 days per time type.
The Line Manager request.
should check off-
line, that the em-
ployee's child got
married.

Death Leave due to mar- At most 2 work- Leave due to Error No Yes
of riage, death of a ing days of the death of
Family family member, el- leave due to the a family
Mem- ementary catastro- death of a fam- member
ber phe, and other ily member can cannot ex-
special reasons be taken per ceed 2 days
constitute leaves calendar year. in a calendar
due to personal The leave can year.
circumstances; in be split into sev-
total, they should eral requests.
not exceed 7
Ele- At most 2 work- Leave due to Error No Yes
working days in
men- ing days of an elemen-
a calendar year.
tary leave due to an tary catas-
The error mes-
Catas- elementary cat- trophy can-
sage Leave due
trophy astrophe can be not exceed 2
to Marriage,
taken per calen- days in a
Death of dar year. The calendar
a family leave can be year.
member, split into several
Elementary requests.
catastrophy,
Mar- At most 3 work- You cannot Error No Yes
and Other
riage ing days of mar- exceed 3
special leave riage leave can days for
cannot exceed be taken per Marriage
in total 7 calendar year. Leave in a
working days The leave can calendar
in a calendar be split into sev- year.
year. eral requests.
Kindly plan
accordingly.
will be issued in
case a new re-
quest would lead

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 381
 Ena-
Message bled
Text if in
Support- Cancel- Self-
Ab- Message Mes- ing Docu- Mes- lation Serv-
sence Assigned Condition for Text if Con- sage ment to sage Work- ice
Time Time Ac- Additional Infor- Taking Time dition not Se- be at- Se- flow Ac- Sce-
Type count Type mation Off Fulfilled verity tached verity tivated nario

Other to the exceeding At most 1 work- You cannot Error No Yes

Spe- of the total days ing day of leave take more
cial for personal leaves due to other than 1 day
Leave the employee is personal rea- for other
eligible. In such sons can be leave type in
cases, the em- taken per calen- a calendar
ployee needs to dar year. year.
reduce the dura-
tion of another
approved personal
leave.

Pro- No Yes
fes-
sional
Train-
ing

Study Study No Yes

Leave Leave
(SVN_VAC_
STUDY)

 No
te
The re-
main-
ing bal-
ance is
not car-
ried
over to
the
next
year.

Unal- No No
lowed
Ab-
sence

Un- No Yes
paid
Leave

Manage Time-Off: Test Script

382 PUBLIC Country/Region - Specific Values
Strong (absence) time types

Absence Time Message Text if Supporting Docu- Message Se- Cancellation Workflow Enabled in Self-Serv-
Type ment to be attached verity Activated ice Scenario

Parental Leave Please add an attachment for this time Error No Yes
type.

 Note

The HR Administrator as well as the Employee has the possibility to split or delimit an existing vacation
record in case the employee must go on time off of any other (absence) time type as provided in this SAP
Best Practices solution. Details can be found here [page 621].

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Spain (ESP)

Mes- Enabled in
sage Cancellation Self-Serv-
Absence Time Assigned Time Ac- Message Text if Supporting Docu- Se- Workflow Ac- ice Sce-
Type count Type ment to be attached verity tivated nario

Vacation ESP Vacation (ESP_VA- Yes Yes

CATION)

 Note
The remaining bal-
ance is not carried
forward.

Vacation Natural ESP Vacation Natu- Yes Yes

days ral Days (ESP_VACA-
TION_ND)

 Note
The remaining bal-
ance is not carried
forward.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 383
 Mes- Enabled in
sage Cancellation Self-Serv-
Absence Time Assigned Time Ac- Message Text if Supporting Docu- Se- Workflow Ac- ice Sce-
Type count Type ment to be attached verity tivated nario

Jury Leave / Civic Please attach additional documenta- Warn- Yes Yes
Duty tion related to your Civic Duty Re- ing
quest.

 Note
Message is raised only when re-
questing time off via self-serv-
ice.

Compassionate No Yes
Leave / Personal
Leave / Bereave-
ment Leave /
Death Of Relative /
Carer's Leave

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

384 PUBLIC Country/Region - Specific Values
Sweden (SWE)

Ena-
Can- bled
cella- in
tion Self-
Ab- Mes- Work- Serv-
sence Message Text if sage flow ice
Time Assigned Time Additional Infor- Condition for Taking Time Condition not Ful- Se- Acti- Sce-
Type Account Type mation Off filled verity vated nario

Vaca- Vacation Yes Yes

tion (SWE_VAC)

 Note
The remain-
ing balance
is carried
forward and
split be-
tween
Saved
vacation
(SWE_SAV
ED) and
Not
Saved
Vacation
(SWE_NSA
V) time ac-
counts.

Vacation days in
advance
(SWE_VACA)

 Note
The remain-
ing balance
is not car-
ried forward.

Saved vacation
(SWE_SAVED)

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 385
 Ena-
Can- bled
cella- in
tion Self-
Ab- Mes- Work- Serv-
sence Message Text if sage flow ice
Time Assigned Time Additional Infor- Condition for Taking Time Condition not Ful- Se- Acti- Sce-
Type Account Type mation Off filled verity vated nario

 Note
The balance
can be used
for 5 years.

Unpaid vacation
(SWE_UNPV)

 Note
The remain-
ing balance
is not car-
ried forward.

Preg- In case part time absence Yes No

nancy for a longer period is in-
Allow- tended, you can flag the
ance Recurring Absence check-
box.

Paren- In case you want to take Yes Yes

tal part time absences for
Leave a longer period, you can
flag the Recurring Absence
checkbox.

10- Leave due to the birth of a You cannot avail Error Yes Yes
days child is limited to at most more than 10 days
birth of 10 working days and can be of child birth leave
Child taken only once during the per child during
employment at the com- your employment.
pany.

10- Leave due to the birth of a You cannot avail Error Yes Yes
days child is limited to at most more than 10 days
birth of 10 working days and can be of child birth leave
Child taken only once during the per child during
(Child employment at the com- your employment.
2) pany.

Manage Time-Off: Test Script

386 PUBLIC Country/Region - Specific Values
 Ena-
Can- bled
cella- in
tion Self-
Ab- Mes- Work- Serv-
sence Message Text if sage flow ice
Time Assigned Time Additional Infor- Condition for Taking Time Condition not Ful- Se- Acti- Sce-
Type Account Type mation Off filled verity vated nario

10- Leave due to the birth of a You cannot avail Error Yes Yes
days child is limited to at most more than 10 days
birth of 10 working days and can be of child birth leave
Child taken only once during the per child during
(Child employment at the com- your employment.
3) pany.

Care Of In case you want to take Yes Yes

Child part time absences for
a longer period, you can
flag the Recurring Absence
checkbox.

Care Of In case you want to take Yes Yes

Close part time absences for
Rela- a longer period, you can
tive flag the Recurring Absence
checkbox.

Death Yes Yes

Of Rel-
ative

Leave In case you re- In case you want to take Yes Yes
Of Ab- quest leave of ab- part time absences for
sence sence in a partic- a longer period, you can
ular month, the flag the Recurring Absence
vacation accrual checkbox.
for that month is
reduced accord-
ingly.

Military Yes Yes

Service

Military Yes Yes

Re-
fresh-
ment
Train-
ing

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 387
 Ena-
Can- bled
cella- in
tion Self-
Ab- Mes- Work- Serv-
sence Message Text if sage flow ice
Time Assigned Time Additional Infor- Condition for Taking Time Condition not Ful- Se- Acti- Sce-
Type Account Type mation Off filled verity vated nario

Volun- In case you re- Yes Yes

tary quest time off
De- due to voluntary
fense defense service
Service in a particular
month, the vaca-
tion accrual for
that month is
reduced accord-
ingly.

Com- Yes Yes

pensa-
tion
Leave
Hrs

Permis- Yes Yes

sion

Infec- Yes Yes

tious
Disease

Preven- Yes No
tive
Sick-
ness
Leave

Sick- In case you want to take Yes Yes

ness part time absences for
Leave a longer period, you can
flag the Recurring Absence
checkbox.

Sick- In case part time absence Yes No

ness for a longer period is in-
Pay tended, you can flag the
Recurring Absence check-
box.

Work In case you want to take Yes Yes

Injury part time absences for
a longer period, you can
flag the Recurring Absence
checkbox.

Manage Time-Off: Test Script

388 PUBLIC Country/Region - Specific Values
 Ena-
Can- bled
cella- in
tion Self-
Ab- Mes- Work- Serv-
sence Message Text if sage flow ice
Time Assigned Time Additional Infor- Condition for Taking Time Condition not Ful- Se- Acti- Sce-
Type Account Type mation Off filled verity vated nario

Study In case you re- Yes Yes

Leave quest study leave
in a particular
month, the vaca-
tion accrual for
that month is
reduced accord-
ingly.

Union In case you re- Yes Yes

Studies quest time off for
union studies in a
particular month,
the vacation ac-
crual for that
month is reduced
accordingly.

Union In case you re- Yes Yes

Studies quest time off
(un- for unpaid union
paid) studies in a par-
ticular month,
the vacation ac-
crual for that
month is reduced
accordingly.

Garden In case the em- Yes No

Leave ployee takes gar-
den leave in a
particular month,
the vacation ac-
crual for that
month is reduced
accordingly.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 389
Switzerland (CHE)

Ena-
bled
in
Cancel- Self-
Ab- Mes- Message Text if Mes- lation Serv-
sence Assigned Condition for sage Supporting Docu- sage Work- ice
Time Time Account Taking Time Message Text if Condi- Se- ment to be at- Se- flow Ac- Sce-
Type Type Off tion not Fulfilled verity tached verity tivated nario

Vaca- CHE Vacation Start date or You are not allowed to Warn- Yes Yes
tion (CHE_VACA- end date of re- book the absence more ing
TION) quested vaca- than 1 month in the
tion must not past!
 Note be more than 1
month in the  Note
There is past.
no expiry Message is raised
of the va- only when request-
cation ing time off via self-
quota.
service.

Sick- Start date or You are not allowed to Warn- As a reminder, Warn- Yes Yes
ness end date of re- book the absence more ing please attach addi- ing
quested leave than 1 month in the tional documenta-
due to sickness past! tion if your Time
must not be Off Request is
more than 1  Note greater than 3
month in the days.
past. Message is raised
only when request-  Note
ing time off via self-
Message is
service.
raised only
when request-
ing time off via
self-service.

Manage Time-Off: Test Script

390 PUBLIC Country/Region - Specific Values
 Ena-
bled
in
Cancel- Self-
Ab- Mes- Message Text if Mes- lation Serv-
sence Assigned Condition for sage Supporting Docu- sage Work- ice
Time Time Account Taking Time Message Text if Condi- Se- ment to be at- Se- flow Ac- Sce-
Type Type Off tion not Fulfilled verity tached verity tivated nario

Paid Start date or You are not allowed to Warn- As a reminder, Warn- Yes Yes
Leave end date of re- book the absence more ing please attach addi- ing
quested paid than 1 month in the tional documenta-
leave must not past! tion if your Time
be more than 1 Off Request is
month in the  Note greater than 3
past. days.
Message is raised
only when request-  Note
ing time off via self-
Message is
service.
raised only
when request-
ing time off via
self-service.

(Non- Start date or You are not allowed to Warn- As a reminder, Warn- Yes Yes
) Oc- end date of re- book the absence more ing please attach addi- ing
cupa- quested leave than 1 month in the tional documenta-
tional due to (non-) past! tion if your Time
Acci- occupational Off Request is
dent accident must  Note greater than 3
not be more days.
than 1 month in Message is raised
the past. only when request-  Note
ing time off via self-
Message is
service. raised only
when request-
ing time off via
self-service.

Start date or You are not allowed to Warn-

end date of re- book the absence more ing
quested short than 1 month in the
absence must past!
Short
not be more
Ab-
than 1 month in  Note
sence the past. Yes Yes
(max Message is raised
1 day) only when request-
ing time off via self-
service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 391
 Ena-
bled
in
Cancel- Self-
Ab- Mes- Message Text if Mes- lation Serv-
sence Assigned Condition for sage Supporting Docu- sage Work- ice
Time Time Account Taking Time Message Text if Condi- Se- ment to be at- Se- flow Ac- Sce-
Type Type Off tion not Fulfilled verity tached verity tivated nario

Short absence Time Off request for Error

is limited to the this time type is limited
maximum to 1 Day
number of
working hours
of 1 working
day. For exam-
ple, if the plan-
ned average
hours the em-
ployee works
per day are 4
hours, at most
4 hours can be
requested for
short absence.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

392 PUBLIC Country/Region - Specific Values
Thailand (THA)

Ena-
bled
in
Cancel- Self-
Ab- Mes- Message Text if Mes- lation Serv-
sence Assigned Condition for sage Supporting Docu- sage Work- ice
Time Time Account Taking Time Message Text if Condi- Se- ment to be at- Se- flow Ac- Sce-
Type Type Off tion not Fulfilled verity tached verity tivated nario

Start date or You are not allowed to Warn-

end date of re- book the absence in the ing
THA Vacation quested vaca- past!
(THA_VACA- tion must not
TION) be before to-  Note
day.
Message is raised
 Note
only when request-
Vaca- The re-
ing time off via self- Yes Yes
tion maining
service.
balance is
not car-
ried for- Vacation can be Time Off request for Error
ward. taken only after this time type is al-
the probation- lowed after your proba-
ary period has tion ends.
ended.

Per- THA Personal Start date or You are not allowed to Warn- Yes Yes
sonal Leave end date of re- book the absence in the ing
Leave (THA_PER- quested per- past!
SO- sonal leave
NAL_LEAVE) must not be be-  Note
fore today.
Message is raised
 Note
only when request-
The re- ing time off via self-
maining service.
balance is
not car-
ried for-
ward.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 393
 Ena-
bled
in
Cancel- Self-
Ab- Mes- Message Text if Mes- lation Serv-
sence Assigned Condition for sage Supporting Docu- sage Work- ice
Time Time Account Taking Time Message Text if Condi- Se- ment to be at- Se- flow Ac- Sce-
Type Type Off tion not Fulfilled verity tached verity tivated nario

Sick THA Sick A time off due As a reminder, Warn- No Yes

Leave Leave to sickness, please attach addi- ing
(THA_SICK_L which is longer tional documenta-
EAVE) than 3 days, tion if your Time
needs addi- Off Request is
 Note tional docu- greater than 3
mentation at- days.
The re- tached to the
maining request.  Note
balance is
Message is
not car-
raised only
ried for-
when request-
ward.
ing time off via
self-service.

Steri- Appropriate Please attach Error Yes Yes

liza- documentation document for this
tion needs to be at- absence.
Leave tached to the
request.

Train- THA Training Yes Yes

ing Leave
Leave (THA_TRAIN-
ING_LEAVE)

 Note
The re-
maining
balance is
not car-
ried for-
ward.

 Note

The HR Administrator as well as the Employee has the possibility to split or delimit an existing vacation
record in the following situations:

• if the employee falls sick during the vacation;

• if the employee must go on personal leave during vacation;

Manage Time-Off: Test Script

394 PUBLIC Country/Region - Specific Values
 • if the employee must go on sterilization leave during vacation;
• if the employee must go on training leave during vacation.

Details can be found here [page 621].

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Türkiye (TUR)

 Caution

If time off is requested by the employee themself (meaning via employee self-service), the request needs to
be approved by the employee's line manager only, when booked.

If time off is requested on behalf of the employee, the request needs to be approved by the employee's line
manager and a member of the HR Administrator group.

 Caution

To prevent changes of data in retro calculation sensitive portlets, an earliest retro date can be set. This
helps reduce data replication errors for changes too far in payroll past.

When the employee or someone else on behalf of the employee tries to post a time off in the past, which
can be of any type, except Breast-Feeding Leave, the message Retrospective changes are not
allowed due to the payroll period. will be issued in case the time off period contains a date
before the earliest change date as maintained in the employee’s pay group. In case the time off is posted
by a person, who has no permission to make retroactive data changes, the issued message will be an error
message. In case the time off is posted by a person, who has permission to make retroactive data changes,
the issued message will be a warning only.

 Note

The earliestDateChange in the Pay Group object instance needs to be changed from time to time
depending on the payroll cycle.

 Tip

For more details on preventing changes of data in retro calculation sensitive portlets, you can refer to
the SAP Knowledge Base Articles 0002421389 and 2289259 .

 Note

In case of a breast-feeding leave, the above-mentioned message is not issued.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 395
 Cancella- Enabled
Mes- tion in Self-
sage Workflow Service
Absence Time Assigned Time Condition for Taking Time Message Text if Condi- Se- Acti- Sce-
Type Account Type Off tion not Fulfilled verity vated nario

Annual Leave TUR Annual Start date or end date of re- Leave request for this Error Yes Yes
Leave (TUR_An- quested annual leave must time type is allowed for
nual_Leave) not be in a past month. current month or future
date.
 Note
All positive or
negative bal-
ances are car-
ried over to
the new time
account.

Birthday Leave Birthday leave is limited to 1 Birthday Leave request Error

working day. is for 1 working day only.
 Note
Birthday leave must be Birthday Leave is for the Error
Only one
taken in the month of birth- month of birthday only. Yes Yes
leave re-
day.
quest can
be posted
per year.

Marriage Each marriage leave is lim- Marriage Leave is for a Error Yes Yes
Leave ited to at most 3 consecu- maximum of 3 consec-
tive calendar days. utive days only per re-
quest.
 Note
It is recommended to
attach a document
proofing your eligibility
for this leave.

Paid Sickness Only full day booking is al- Yes Yes

Leave with lowed.
Doctor Report

Unpaid Sick- Only full day booking is al- Yes Yes

ness Leave lowed.
with Doctor
Report

Relocation Only full day booking is al- Yes Yes

Leave lowed.

Manage Time-Off: Test Script

396 PUBLIC Country/Region - Specific Values
 Cancella- Enabled
Mes- tion in Self-
sage Workflow Service
Absence Time Assigned Time Condition for Taking Time Message Text if Condi- Se- Acti- Sce-
Type Account Type Off tion not Fulfilled verity vated nario

Compassion- If both hourly and daily Yes Yes

ate Leave compassionate leave time
Hourly types are in scope
of your company, then
Compassion- Compassionate Leave Yes Yes
ate Leave Daily
Daily should be requested
only if the employee is away
for more than one day.

In case of hourly absences,

for example, to attend a fu-
neral, the employee should
request Compassionate
Leave Hourly.

Leave for Rela- Leave due to the death of Relatives Death Leave Error Yes Yes
tives Death a relative is limited to at request is for a maxi-
most 3 consecutive calen- mum of 3 consecutive
dar days. days only.

Maternity leave can be Maternity Leave request Error

posted only for female em- is for female only.
Maternity ployees.
Yes No
Leave Maternity leave is limited to Maternity Leave is for Error
at most 112 consecutive cal- maximum of 16 consec-
endar days. utive calendar weeks.

Breast-Feed- Only female employees are Only full hours booking Error Yes Yes
ing Leave allowed to take breast-feed- is allowed. Breast Feed-
ing leave. ing Leave request is for
female only.

Only male employees are Leave request for this Error

allowed to take paternity time type is for male
Paternity leave. only.
Yes Yes
Leave Paternity leave is limited to Paternity Leave is for a Error
at most 5 consecutive cal- maximum of 5 consecu-
endar days. tive days only.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 397
United Arab Emirates (ARE)

Ena-
bled in
Ab- Mes- Mes- Cancel- Self-
senc sage Message Text sage lation Serv-
e Assigned Condition Message Text if Se- if Supporting Se- Work- ice
Time Time Ac- Additional for Taking Condition not verit Document to verit flow Ac- Sce-
Type count Type Information Time Off Fulfilled y be attached y tivated nario

An- Annual Leave Start date or You are not al- Warni Yes Yes
nual (ARE_ANN) end date of lowed to book the ng
Leave requested absence in the
 Not annual leave past!
e must not be
before today.  Note
The re-
maining Message is

balance raised only

is not when re-

carried questing

forward. time off via

self-service.

Paternity Exceeding the Error

leave is lim- Limit of the Leave
ited to 3
days.

Start date or You are not al- Warni

end date of lowed to book the ng
Pa- requested absence in the
ter- paternity past!
No Yes
nity leave must
Leave not be before  Note
today. Message is
raised only
when re-
questing
time off via
self-service.

Upon select- The start This leave can be Error

date of the taken within six
Parental ing Time Type
Pa- parental months from the
Leave Parental leave must
rental Date of birth of No Yes
Leave (ARE_PA- Leave, error be before the the child.
RENTAL) message child turns 6
months old.

Manage Time-Off: Test Script

398 PUBLIC Country/Region - Specific Values
 Ena-
bled in
Ab- Mes- Mes- Cancel- Self-
senc sage Message Text sage lation Serv-
e Assigned Condition Message Text if Se- if Supporting Se- Work- ice
Time Time Ac- Additional for Taking Condition not verit Document to verit flow Ac- Sce-
Type count Type Information Time Off Fulfilled y be attached y tivated nario

Please Start date or You are not al- Warni

enter the end date of lowed to book the ng
date of the re- absence in the

Birth of quested pa- past!

rental leave
Child dis-
must not be  Note
plays at the
 Not top of the
before today. Message is
e Create raised only
Absence sec- when re-
The re-
tion. You questing
maining
need to enter time off via
balance
the Date of self-service.
is not
Birth of Child
carried
at the bottom
forward.
of the Create
Absence sec-
tion before
Start Date
and End Date
can be main-
tained.

Jury Start date or You are not al- Warni Please attach Warn No Yes
Leave end date of lowed to book the ng additional doc- ing
/ requested absence in the umentation re-
Civic jury leave / past! lated to your
Duty leave due to Civic Duty Re-
civic duty  Note quest
must not be Message is
before today. raised only
 Note
when re- Message is
questing raised only
time off via when re-
self-service. questing
time off via
self-serv-
ice.

Go back to Submit Time Off Request via Self-Service [page 164]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 399
Go back to Submit Time Off Request on Behalf of Employee [page 171]

United Kingdom (GBR)

Cancel-
Ab- Mes- lation Enabled
sence sage Work- in Self-
Time Assigned Time Ac- Condition for Taking Message Text if Condition not Se- flow Ac- Service
Type count Type Time Off Fulfilled verity tivated Scenario

Vaca- Holiday (GBR_Vaca- Start date or end date You are not allowed to book the Warn- Yes Yes
tion tion) of requested vacation absence in the past! ing
must not be before to-
 Note day.  Note
Maximum of 5 Message is raised only when
days is carried requesting time off via self-
over to next year. service.

Hourly Holiday Start date or end date You are not allowed to book the Warn- Yes Yes
Vaca- Hourly (GBR_Vaca- of requested vacation absence in the past! ing
tion tion_Hourly) must not be before to-
day.  Note
 Note Message is raised only when
Maximum of 5 requesting time off via self-
days is carried service.
over to next year.

In the United Kingdom, the employee has the opportunity to purchase additional vacation. The additional
vacation is unpaid, the cost of which will be deducted from an employee’s salary over their annual leave year.
This will ensure that the employee continues to receive a monthly salary, at a reduced rate to reflect the unpaid
leave. For details refer to chapter Purchasing Additional Leave (for Australia and United Kingdom only) [page
606].

The maximum number of additional leave the employee can purchase depends on the Working Days Per Week
as maintained in the employees Job Information block.

 Note

Suppose a fulltime employee has purchased the maximum of additional leave they are entitled. If during
the year, the employee reduces the Working Days Per Week, then most likely the employee’s salary changes
as well. In this case the number of purchased leave days remains unchanged (meaning, employee does not
lose the days even though entitlement decreases) and the agreed additional annual leave purchase amount
will remain unchanged.

Manage Time-Off: Test Script

400 PUBLIC Country/Region - Specific Values
  Note

Suppose a part-time employee has purchased the maximum of additional leave they are entitled. If during
the year, the employee increases the Working Days Per Week, then the entitlement of days they can
purchase increases as well and the employee can post another request to purchase additional leave.

 Caution

If time off of type Additional Leave (Purchase) is requested by the employee themself (meaning
via employee self-service), the request needs to be approved by the employee's line manager only, when
booked.

If time off of type Additional Leave (Purchase) is requested on behalf of the employee, the request
needs to be approved by the employee's line manager and a member of the HR Administrator group.

Cancellation Workflow Enabled in Self-Serv-

Absence Time Type Assigned Time Account Type Activated ice Scenario

Additional Leave (Pur- Additional Leave (Purchase) (GBR_PUR) Yes Yes

chase)
 Note
The remaining balance is not carried
forward.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 401
United States (USA)

Cancel-
Mes- Message Text if Mes- lation Enabled
Absence Condition for Message Text if sage Supporting sage Work- in Self-
Time Assigned Time Ac- Taking Time Condition not Se- Document to Se- flow Ac- Service
Type count Type Off Fulfilled verity be attached verity tivated Scenario

Bereave- Start date or You are not al- Warn- Yes Yes
mental end date of lowed to book ing
Leave requested be- the absence in
reavemental the past!
leave must
not be before  Note
today. Message is
raised only
when re-
questing
time off via
self-service.

Family Start date or You are not al- Warn- Yes Yes
Medical end date of lowed to book ing
Leave requested the absence in
family medi- the past!
cal leave
must not be  Note
before today. Message is
raised only
when re-
questing
time off via
self-service.

Manage Time-Off: Test Script

402 PUBLIC Country/Region - Specific Values
 Cancel-
Mes- Message Text if Mes- lation Enabled
Absence Condition for Message Text if sage Supporting sage Work- in Self-
Time Assigned Time Ac- Taking Time Condition not Se- Document to Se- flow Ac- Service
Type count Type Off Fulfilled verity be attached verity tivated Scenario

Floating Floating Start date or You are not al- Warn- Yes Yes
(USA_Floating) end date of lowed to book ing
requested the absence in
floating leave the past!
must not be
before today.  Note
Message is
raised only
when re-
questing
time off via
self-service.

Jury Start date or You are not al- Warn- Please attach Warn- Yes Yes
end date of lowed to book ing additional docu- ing
requested the absence in mentation re-
jury leave the past! lated to your
must not be Civic Duty Re-
before today.  Note quest

Message is
raised only
 Note
when re- Message is
questing raised only
time off via when re-
self-service. questing
time off via
self-service.

Vacation Vacation (USA_Va- Start date or You are not al- Warn- Yes Yes
cation) end date of lowed to book ing
requested va- the absence in
 Note cation must the past!

The remaining not be before

balance is not today.  Note

carried forward. Message is
raised only
when re-
questing
time off via
self-service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 403
 Cancel-
Mes- Message Text if Mes- lation Enabled
Absence Condition for Message Text if sage Supporting sage Work- in Self-
Time Assigned Time Ac- Taking Time Condition not Se- Document to Se- flow Ac- Service
Type count Type Off Fulfilled verity be attached verity tivated Scenario

Removal You are only al- Error

leave is lim- lowed to create
ited to 2 days. absences of 2
days as maxi-
mum for this
time type.

Start date or You are not al- Warn-

end date of lowed to book ing
Removal requested re- the absence in
Yes Yes
leave moval leave the past!
must not be
before today.  Note
Message is
raised only
when re-
questing
time off via
self-service.

Manage Time-Off: Test Script

404 PUBLIC Country/Region - Specific Values
 Cancel-
Mes- Message Text if Mes- lation Enabled
Absence Condition for Message Text if sage Supporting sage Work- in Self-
Time Assigned Time Ac- Taking Time Condition not Se- Document to Se- flow Ac- Service
Type count Type Off Fulfilled verity be attached verity tivated Scenario

Vacation Vacation Start date or You are not al- Warn- Yes Yes
(Califor- (USA_CAL_Vaca- end date of lowed to book ing
nia) tion) requested va- the absence in
cation must the past!
 Note not be before
today.  Note
The number of
days an em- Message is
ployee can ac- raised only
cumulate over when re-
the years is lim- questing
ited based on time off via
the seniority. self-service.
Once the limit
has been
reached, no re-
maining bal-
ance is carried
over to the next
year, until some
vacation days
have been con-
sumed.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 405
 Cancel-
Mes- Message Text if Mes- lation Enabled
Absence Condition for Message Text if sage Supporting sage Work- in Self-
Time Assigned Time Ac- Taking Time Condition not Se- Document to Se- flow Ac- Service
Type count Type Off Fulfilled verity be attached verity tivated Scenario

Vacation Vacation Start date or You are not al- Warn- Yes Yes
(Colo- (USA_COL_Vaca- end date of lowed to book ing
rado) tion) requested va- the absence in
cation must the past!
 Note not be before

The number of today.  Note

days an em- Message is
ployee can ac- raised only
cumulate over when re-
the years is lim- questing
ited based on time off via
the seniority. self-service.
Once the limit
has been
reached, no re-
maining bal-
ance is carried
over to the next
year, until some
vacation days
have been con-
sumed.

A leave due to Create message Warn-

sickness of reminding to at- ing
more than 5 tach document
days needs a if absence is
medical cer- greater than 5
tificate at- days.
tached to the
Sickness request.  Note Yes Yes

Message is
raised only
when re-
questing
time off via
self-service.

Manage Time-Off: Test Script

406 PUBLIC Country/Region - Specific Values
 Cancel-
Mes- Message Text if Mes- lation Enabled
Absence Condition for Message Text if sage Supporting sage Work- in Self-
Time Assigned Time Ac- Taking Time Condition not Se- Document to Se- flow Ac- Service
Type count Type Off Fulfilled verity be attached verity tivated Scenario

Start date or You are not al- Warn-

end date of lowed to book ing
requested the absence in
sick leave the past!
must not be
before today.  Note
Message is
raised only
when re-
questing
time off via
self-service.

Study Start date or You are not al- Warn- Please attach Warn- Yes Yes
Leave end date of lowed to book ing additional docu- ing
requested the absence in mentation re-
study leave the past! lated to your
must not be upcoming Exam
before today.  Note (Study Leave

Message is Request)

raised only
when re-
 Note
questing Message is
time off via raised only
self-service. when re-
questing
time off via
self-service.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 407
Vietnam (VNM)

Ena-
Message bled in
Text if Sup- Cancel- Self-
Mes- porting Mes- lation Serv-
Absence Condition Message Text if sage Document sage Work- ice
Time Assigned Time Account for Taking Condition not Se- to be at- Se- flow Ac- Sce-
Type Type Time Off Fulfilled verity tached verity tivated nario

In case of time profile Generic Profile (VNM) (VNM_Generic_Profile)

VNM An- VNM Annual Leave Annual leave Time Off re- Error Yes Yes
nual (VNM_ANNUAL_LEAVE) can be taken quest for this
Leave only after the time type is al-
(VNM_A  Note probationary lowed after your
NNUAL_ The bookable period period has probation sta-
LEAVE) ends on March 31st of been com- tus is com-

the subsequent year. pleted suc- pleted.

The remaining balance cessfully.

is not carried forward.

In case of time profile Generic Profile (VNM) 2 (VNM_Generic_Profile_2)

VNM An- VNM Annual Leave Annual leave Time Off re- Error Yes Yes
nual (VNM_ANNUAL_LEAVE_2) can be taken quest for this
Leave only after the time type is al-
(VNM_A  Note probationary lowed after your
NNUAL_ The bookable period period has probation sta-
LEAVE_2 ends on March 31st of been com- tus is com-
) the subsequent year. pleted suc- pleted.

The remaining balance cessfully.

is not carried forward.

For any chosen time profile

VNM VNM Sick Leave Please at- Error Yes Yes

Sick (VNM_SICK_LEAVE) tach Doc-
Leave tor's Certifi-
cate.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Manage Time-Off: Test Script

408 PUBLIC Country/Region - Specific Values
5.1.2 Time Types with 2-step approval

The (Absence) Time Types listed in this chapter need to go through a 2-step approval process when
booked. Approvers are the employee's Line Manager and a member of the HR Administrator group.

Please click on the <country> link in the below table to navigate to the country-specific content.

Belgium [page 409] France [page 420] Kuwait [page 433] Republic of Korea Türkiye [page 455]
[page 447]

Canada [page 410] Germany [page 425] Malaysia [page 435] Slovenia [page 447] United Arab Emirates
[page 456]

China [page 411] Indonesia [page 427] Netherlands [page South Africa [page United Kingdom [page
437] 450] 464]

Croatia [page 414] Ireland [page 428] Oman [page 439] Spain [page 452] United States [page
468]

Denmark [page 419] Kingdom of Saudi Philippines [page 444] Thailand [page 453] Vietnam [page 470]
Arabia [page 430]

 Note

If Time Sheet is also in scope of your company, and has been deployed into your instance using the
SAP Best Practices solution, then, for employees having a duration-based time profile, time recording
profile DUR - TOIL PH (DUR_TOIL_XX), and default overtime compensation variant either Time Off
or Payout and Time Off, time type Compensation Leave will be available for selection as well. Time
account type Compensation Leave (ADHOC_TOIL_XX) is assigned to this time type. A time off of type
Compensation Leave needs to undergo a 2-step approval process as well.

Belgium (BEL)

Enabled in
Absence Cancellation Work- Self-Service
Time Type Additional Information flow Activated Scenario

Unpaid Leave Before taking this type of time off, the employee agrees with the line Yes Yes
manager on the duration of the leave.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 409
Canada (CAN)

Mes- Cancella- Enabled

Message Text if sage tion Work- in Self-
Condition for Condition not Ful- Se- flow Acti- Service
Absence Time Type Taking Time Off filled verity vated Scenario

Short Term Disability Short term disa- Time Off request Warn- Yes
bility leave is for this time type is ing
 Note limited to 10 limited to 10 Days

If a time-off due to short term disability is days.

requested by the employee him- or herself

 Note
(meaning via employee self-service), the re- Message is
quest needs to be approved by the employ- raised only
ee's line manager and a member of the when request-
HR Administrator group. If a time-off due ing time off via
to short term disability is requested by the self-service.
HR administrator on behalf of the employee,
the request needs to be approved by the
employee's line manager only, when booked.
In case the line manager is posting the time-
off on behalf of the employee, the request is
automatically approved.

WCB 1st Day Yes No

 Note
This type of time-off is to be requested in
case the employee suffers a work incident
during the work day.

WCB Unapproved Yes No

 Note
During this type of time-off, the claim re-
garding the work incident is at the Workers
Compensation Board to accept or reject it;
this lasts at most 2 weeks. In case the work
incident implies an absence period less than
the threshold of 2 weeks, no Workers Com-
pensation Board approval process needs to
be run.

Manage Time-Off: Test Script

410 PUBLIC Country/Region - Specific Values
 Mes- Cancella- Enabled
Message Text if sage tion Work- in Self-
Condition for Condition not Ful- Se- flow Acti- Service
Absence Time Type Taking Time Off filled verity vated Scenario

Family Care Leave Start date or You are not allowed Warn- Yes Yes
end date of re- to book the ab- ing
quested family sence in the past!
care leave must
not be before to-  Note
day. Message is
raised only
when request-
ing time off via
self-service.

Military Service Start date or You are not allowed Warn- Yes Yes
end date of re- to book the ab- ing
quested military sence in the past!
leave must not
be before today.  Note
Message is
raised only
when request-
ing time off via
self-service.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

China (CHN)

Ab- Mes- Message Text Enabled in

Mes-
sence sage if Supporting Cancellation Self-Serv-
sage
Time Condition for Message Text if Condi- Se- Document to be Se- Workflow Acti- ice Sce-
Type Taking Time Off tion not Fulfilled verity attached verity vated nario

Mar- Marriage leave is Time off request for Error

riage limited to 3 days. marriage leave is limited Yes Yes
Leave to 3 days

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 411
Ab- Mes- Message Text Enabled in
Mes-
sence sage if Supporting Cancellation Self-Serv-
sage
Time Condition for Message Text if Condi- Se- Document to be Se- Workflow Acti- ice Sce-
Type Taking Time Off tion not Fulfilled verity attached verity vated nario

Start date or end You are not allowed to Warn-

date of requested book the absence in the ing
marriage leave past!
must not be be-
fore today.  Note
Message is raised
only when request-
ing time off via self-
service.

Please attach the Info

marriage certifi-
cate for approval

Paternity leave is Time off request for pa- Error

limited to 7 days. ternity leave is limited to
7 days

Start date or end You are not allowed to Warn-

date of requested book the absence in the ing
paternity leave past!
must not be be-
Pater- fore today.  Note
nity Message is raised Yes Yes
Leave only when request-
ing time off via self-
service.

Please attach the Info

paternity docu-
ments for appro-
val

Manage Time-Off: Test Script

412 PUBLIC Country/Region - Specific Values
Ab- Mes- Message Text Enabled in
Mes-
sence sage if Supporting Cancellation Self-Serv-
sage
Time Condition for Message Text if Condi- Se- Document to be Se- Workflow Acti- ice Sce-
Type Taking Time Off tion not Fulfilled verity attached verity vated nario

Per- Start date or You are not allowed to Warn- Yes Yes
sonal end date of re- book the absence in the ing
Leave quested personal past!
leave must not be
before today.  Note
Message is raised
only when request-
ing time off via self-
service.

Com- Start date or You are not allowed to Warn- Yes Yes
passion- end date of re- book the absence in the ing
ate quested compas- past!
leave sionate leave
must not be be-  Note
fore today. Message is raised
only when request-
ing time off via self-
service.

Home Start date or end You are not allowed to Warn- Yes Yes
Leave date of requested book the absence in the ing
home leave must past!
not be before to-
day.  Note
Message is raised
only when request-
ing time off via self-
service.

The employee has Balance exists for An- Error

consumed the nual Leave. Please en-
Unpaid
complete annual sure that no Annual Yes Yes
Leave
leave he or she is Leave is available before
entitled to. taking Unpaid Leave

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 413
Ab- Mes- Message Text Enabled in
Mes-
sence sage if Supporting Cancellation Self-Serv-
sage
Time Condition for Message Text if Condi- Se- Document to be Se- Workflow Acti- ice Sce-
Type Taking Time Off tion not Fulfilled verity attached verity vated nario

Start date or end You are not allowed to Warn-

date of requested book the absence in the ing
unpaid leave must past!
not be before to-
day.  Note
Message is raised
only when request-
ing time off via self-
service.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Croatia (HRV)

Weak (absence) time types

 Caution

If time off of type Paid Leave due to Childbirth, Paid leave due to Death of Family
Member, Paid Leave due to Marriage, or Paid Leave - Other Reason is requested by the
employee themself (meaning via employee self-service), the request needs to be approved by the
employee's line manager and a member of the HR Administrator group.

If time off of type Paid Leave due to Childbirth, Paid leave due to Death of Family
Member, Paid Leave due to Marriage, or Paid Leave - Other Reason is requested on behalf of
the employee, the request needs to be approved by the employee's line manager only.

Mes- Cancella- Enabled

sage tion Work- in Self-
Absence Time Message Text if Condition Se- flow Acti- Service
Type Condition for Taking Time Off not Fulfilled verity vated Scenario

Paid Leave due Leave due to Birth of a Yes Yes

Leave due to marriage, childbirth, death
to Childbirth Child, Death of a family
of a family member, relocation, and other
member, Marriage, Reloca- Error
special reasons constitute leaves due to tion and Others cannot ex-
personal circumstances; in total, they ceed in total 7 working days

Manage Time-Off: Test Script

414 PUBLIC Country/Region - Specific Values
 Mes- Cancella- Enabled
sage tion Work- in Self-
Absence Time Message Text if Condition Se- flow Acti- Service
Type Condition for Taking Time Off not Fulfilled verity vated Scenario

Paid Leave due Yes Yes

should not exceed 7 working days in a cal-
to Death of
endar year.
Family Member
In case a new request would lead to the
Paid Leave due Yes Yes
exceeding of the total days for personal in a calendar year. Kindly
to Marriage
plan accordingly
leaves the employee is eligible, an error
Paid Leave due Yes No
message is issued. In such cases, the em-
to Relocation
ployee needs to reduce the duration of an-
Paid Leave - other approved personal leave. Yes Yes
Other Reason

You should avail 1 hour per Error

The female employee can post at most request only.
Breast-Feeding
two breaks for breast-feeding per day, You can request a maxi- Error Yes Yes
Break
each break being one hour long. mum of 2 hours per day for
this leave type.

Blood Donation Only full day booking allowed Yes Yes

Medical Exami- Only full hours booking allowed Yes Yes

nation

Mobilization Only full day booking allowed Yes Yes

Court Appeal Only full hours booking allowed Yes Yes

Notice Period Only full day booking allowed Yes Yes

Strike Only full hours booking allowed Yes No

Trade Union Only full hours booking allowed Yes Yes

Work

Waiting for Only full hours booking allowed Yes Yes

Work

Strong (absence) time types

In case an employee falls sick, depending on the length of the sickness period, they are eligible to four different
types of sick leave. These time types reflect by whom the employee is getting paid (employer or insurance
institution) and in which percentage.

These (absence) time types are:

• Sickness (by Employer): this type of time off is limited to 42 consecutive days. These 42 days can be split
into several requests, with no gaps in between them.
• Sickness (by Insurance, 70%): this type of time off is limited to 6 months and can be taken only after the
42 days of Sickness (by Employer) have been consumed. There must be no gap between Sickness (by
Employer) period and Sickness (by Insurance, 70%) period.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 415
• Sickness (by Insurance, 80%): this type of time off is limited to 12 months and can be taken only after the
6 months of Sickness (by Insurance, 70%) have been consumed. There must be no gap between Sickness
(by Insurance, 70%) period and Sickness (by Insurance, 80%) period.
• Sickness (by Insurance, 50%): this type of time off is open ended and can be taken only after the 12
months of Sickness (by Insurance, 80%) have been consumed. There must be no gap between Sickness
(by Insurance, 80%) period and Sickness (by Insurance, 50%) period.

When selecting any of these four time types, an appropriate read-only field displays in the Create Absence
section. These fields are counters, which will be set by a preconfigured business rule upon request submission.

Reducing or cancelling a time off in a chain of consecutive time offs due to same sickness issues an appropriate
error message: the subsequent time offs need to be cancelled first, before the current one can be reduced or
cancelled.

More details to these time types are given in below table:

Ena-
Cancel- bled in
Mes- lation Self-
Absence sage Work- Service
Time Additional Infor- Condition for Taking Time Message Text if Condition not Se- flow Ac- Sce-
Type mation Off Fulfilled verity tivated nario

Sickness Upon selecting Time off due to sickness You cannot exceed 42 days for Error Yes Yes
(by Em- Time Type is limited to 42 consecutive similar sickness.
ployer) Sickness (by days. These 42 days can be
Employer), split into several requests,
read-only field with no gaps in between
Sickness Counter them.
ER (HRV) dis-
plays at the bot-  Note
tom of the Create Once there is a gap be-
Absence section. tween two sicknesses,
This field will be Sickness Counter ER
set automatically (HRV) starts again from
to the number scratch.
of calendar days
submitted in the
A sick leave record, which Cancellation or Reduction of this Error
request. is in between two other sick- request is not permitted as this
ness records related to the can lead to a gap between Sick-
same sickness, cannot be ness with 70% and Sickness
cancelled or its period can- leaves. Kindly Cancel the future
not be reduced. The future leaves first and then the current
sick leave must be canceled one.
first, before adapting the
Cancellation or Reduction of this Error
current sick leave record.
request is not permitted as this
can lead to a gap between two
Sickness leaves. Kindly Cancel
the future leaves first and then
the current one.

Manage Time-Off: Test Script

416 PUBLIC Country/Region - Specific Values
 Ena-
Cancel- bled in
Mes- lation Self-
Absence sage Work- Service
Time Additional Infor- Condition for Taking Time Message Text if Condition not Se- flow Ac- Sce-
Type mation Off Fulfilled verity tivated nario

Sickness Upon selecting Sickness (by Insurance, You cannot request Sickness (by Error Yes Yes
(by Insur- Time Type 70%) can be requested only Insurance, 70%) as either there
ance, Sickness (by after all eligible days of Sick- is no sickness ending on previ-
70%) Insurance, ness (by Employer) have ous calendar day Or your sick-
70%), read-only been consumed. ness leave utilized is not 42 cal-
field Sickness endar days.
70% paid counter Sickness paid by insurance You cannot exceed 182 days for Error
displays at the is limited to 6 consecutive similar sickness of this leave
bottom of the months. These 6 months type.
Create Absence can be split into several re-
section. This field quests, with no gaps in be-
will be set auto- tween them.
matically to the
number of cal- A sick leave record, which Cancellation or Reduction of this Error
endar days sub- is in between two other sick- request is not permitted as this
mitted in the re- ness records related to the can lead to a gap between Sick-
quest. same sickness, cannot be ness with 70% leaves. Kindly
cancelled or its period can- Cancel the future leaves first and
not be reduced. The future then the current one.
sick leave must be canceled
Cancellation or Reduction of this Error
first, before adapting the
request is not permitted as this
current sick leave record.
can lead to a gap between Sick-
ness with 70% and Sickness with
80% leaves. Kindly Cancel the
future leaves first and then the
current one.

Sickness Upon selecting Sickness (by Insurance, You cannot request Sickness (by Error Yes Yes
(by Insur- Time Type 80%) can be requested only Insurance, 80%) as either there
ance, Sickness (by after all eligible days of Sick- is no Sickness (by Insurance,
80%) Insurance, ness (by Insurance, 70%) 70%) ending on previous calen-
80%), read-only have been consumed com- dar day Or your Sickness (by In-
field Sickness pletely. surance, 70%) leave utilized is
80% paid counter not 182 calendar days.
displays at the Sickness paid by insurance You cannot exceed 365 days Error
bottom of the is limited to 12 consecutive for similar sickness of this leave
Create Absence months. These 12 months type.
section. This field can be split into several re-
will be set auto- quests, with no gaps in be-
matically to the tween them.
number of cal-
endar days sub- A sick leave record, which Cancellation or Reduction of Error
mitted in the re- is in between two other sick- this request is not permitted as
quest. ness records related to the this can lead to a gap between
same sickness, cannot be two Sickness with 80% leaves.
cancelled or its period can- Kindly Cancel the future leaves
not be reduced. The future first and then the current one.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 417
 Ena-
Cancel- bled in
Mes- lation Self-
Absence sage Work- Service
Time Additional Infor- Condition for Taking Time Message Text if Condition not Se- flow Ac- Sce-
Type mation Off Fulfilled verity tivated nario

sick leave must be canceled Cancellation or Reduction of this Error

first, before adapting the request is not permitted as this
current sick leave record. can lead to a gap between Sick-
ness with 80% and Sickness
with 50% leaves. Kindly Cancel
the future leaves first and then
the current one.

Sickness Sickness (by Insurance, You cannot request Sickness (by Error Yes Yes
(by Insur- 50%) can be requested only Insurance, 50%) as either there
ance, after all eligible days of Sick- is no Sickness (by Insurance,
50%) ness (by Insurance, 80%) 80%) ending on previous calen-
have been consumed com- dar day Or your Sickness (by In-
pletely. Multiple time off re- surance, 80%) leave utilized is
quests of this time type can not 365 calendar days.
be requested, with no gaps
in between them.

A sick leave record, which Cancellation or Reduction of Error

is in between two other sick- this request is not permitted as
ness records related to the this can lead to a gap between
same sickness, cannot be two Sickness with 50% leaves.
cancelled or its period can- Kindly Cancel the future leaves
not be reduced. The future first and then the current one.
sick leave must be canceled
first, before adapting the
current sick leave record.

Other Strong (absence) time types

Cancellation Workflow Enabled in Self-Serv-

Absence Time Type Condition for Taking Time Off Activated ice Scenario

Pregnancy Complications Allow requesting in hours and minutes Yes Yes

Transplantation Only full day booking Yes Yes

Occupational Sickness Allow requesting in hours and minutes Yes Yes

Injury at Workplace Allow requesting in hours and minutes Yes Yes

Injury during Homeland Allow requesting in hours and minutes Yes Yes

War

Family Member Escorting Allow requesting in hours and minutes Yes Yes

Nursing Family Member Allow requesting in hours and minutes Yes Yes

Manage Time-Off: Test Script

418 PUBLIC Country/Region - Specific Values
 Cancellation Workflow Enabled in Self-Serv-
Absence Time Type Condition for Taking Time Off Activated ice Scenario

Nursing Child, up to 3 Allow requesting in hours and minutes Yes Yes

Years of Age

Nursing Child, up to 7 Allow requesting in hours and minutes Yes Yes

Years of Age

Nursing Child, above 7 Allow requesting in hours and minutes Yes Yes
Years of Age

Quarantine Only full day booking Yes Yes

Isolation Only full day booking Yes Yes

Suspension Only full day booking Yes No

Jail Only full day booking Yes No

 Note

The HR Administrator as well as the Employee has the possibility to split or delimit an existing vacation
record in case the employee must go on time off of any other (absence) time type provided in this SAP Best
Practices solution. Details can be found here [page 621].

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Denmark (DNK)

Ena-
bled in
Ab- Mes- Cancella- Self-
Mes-
sence sage Message Text if Support- tion Service
sage
Time Condition for Message Text if Condi- Se- ing Document to be at- Se- Workflow Sce-
Type Taking Time Off tion not Fulfilled verity tached verity Activated nario

Start date or end You are not allowed to Warn-

date of requested book the absence in ing
leave due to sick- the past!
ness must not be
Sick- before today.  Note
Yes Yes
ness Message is raised
only when request-
ing time off via
self-service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 419
 Ena-
bled in
Ab- Mes- Cancella- Self-
Mes-
sence sage Message Text if Support- tion Service
sage
Time Condition for Message Text if Condi- Se- ing Document to be at- Se- Workflow Sce-
Type Taking Time Off tion not Fulfilled verity tached verity Activated nario

A time off due to As a reminder, please at- Warn-

sickness, which tach additional documenta- ing
is longer than 5 tion if your Time Off Re-
days, needs addi- quest is greater than 5
tional documen- days.
tation attached to
the request.  Note
Message is raised only
when requesting time
off via self-service.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

France (FRA)

Ab- Mes- Message Text if Cancella- Enabled

sence sage Supporting Docu- tion Work- in Self-
Time Condition for Message Text if Condi- Se- ment to be at- Message flow Acti- Service
Type Taking Time Off tion not Fulfilled verity tached Severity vated Scenario

Leave due to You cannot take more Error

birth of a child is than 3 days per occasion.
limited to 3 days.

Start date or end You are not allowed to Warn-

date of re- book the absence in the ing
Birth quested birth past!
Yes Yes
Leave leave must not
be before today.  Note
Message is raised
only when requesting
time off via self-serv-
ice.

Manage Time-Off: Test Script

420 PUBLIC Country/Region - Specific Values
Ab- Mes- Message Text if Cancella- Enabled
sence sage Supporting Docu- tion Work- in Self-
Time Condition for Message Text if Condi- Se- ment to be at- Message flow Acti- Service
Type Taking Time Off tion not Fulfilled verity tached Severity vated Scenario

Sick Start date or end You are not allowed to Warn- Yes Yes
Child date of re- book the absence in the ing
Leave quested leave past!
due to a sick
child must not be  Note
before today. Message is raised
only when requesting
time off via self-serv-
ice.

Leave due to You cannot take more Error

child marriage is than 1 days per occasion.
limited to 1 day.

Start date or end You are not allowed to Warn-

Child date of re- book the absence in the ing
Mar- quested leave past!
Yes Yes
riage due to child mar-
Leave riage must not be  Note
before today. Message is raised
only when requesting
time off via self-serv-
ice.

Death Start date or end You are not allowed to Warn- Yes Yes
of rela- date of re- book the absence in the ing
tive quested leave past!
due to death of a
relative must not  Note
be before today. Message is raised
only when requesting
time off via self-serv-
ice.

Pater- Paternity leave is This absence is limited to Error

nity limited to 11 cal- a maximum duration of 11 Yes Yes
Leave endar days. calendar days.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 421
Ab- Mes- Message Text if Cancella- Enabled
sence sage Supporting Docu- tion Work- in Self-
Time Condition for Message Text if Condi- Se- ment to be at- Message flow Acti- Service
Type Taking Time Off tion not Fulfilled verity tached Severity vated Scenario

Start date or end You are not allowed to Warn-

date of re- book the absence in the ing
quested pater- past!
nity leave must
not be before to-  Note
day. Message is raised
only when requesting
time off via self-serv-
ice.

Paid Start date or end You are not allowed to Warn- Yes No
Sick date of re- book the absence in the ing
Leave quested paid sick past!
leave must not
be before today.  Note
Message is raised
only when requesting
time off via self-serv-
ice.

Unau- Start date or end You are not allowed to Warn- Yes No
thorized date of re- book the absence in the ing
Unpaid quested unau- past!
Leave thorized unpaid
leave must not  Note
be before today. Message is raised
only when requesting
time off via self-serv-
ice.

Start date or end You are not allowed to Warn-

date of re- book the absence in the ing
quested unpaid past!
sick leave must
Unpaid
not be before to-  Note
Sick Yes No
day. Message is raised
Leave
only when requesting
time off via self-serv-
ice.

Manage Time-Off: Test Script

422 PUBLIC Country/Region - Specific Values
Ab- Mes- Message Text if Cancella- Enabled
sence sage Supporting Docu- tion Work- in Self-
Time Condition for Message Text if Condi- Se- ment to be at- Message flow Acti- Service
Type Taking Time Off tion not Fulfilled verity tached Severity vated Scenario

An unpaid sick As a reminder, Warning

leave of more please attach addi-
than 5 days tional documenta-
needs additional tion if your Time Off
documentation Request is greater
attached to the than 5 days.
request.
 Note
Message is
raised only
when request-
ing time off via
self-service.

Marriage leave is You cannot take more Error

limited to 4 days. than 4 days per occasion.

Start date or end You are not allowed to Warn-

date of re- book the absence in the ing
Mar- quested mar- past!
riage riage leave must Yes Yes
Leave not be before to-  Note
day. Message is raised
only when requesting
time off via self-serv-
ice.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 423
Ab- Mes- Message Text if Cancella- Enabled
sence sage Supporting Docu- tion Work- in Self-
Time Condition for Message Text if Condi- Se- ment to be at- Message flow Acti- Service
Type Taking Time Off tion not Fulfilled verity tached Severity vated Scenario

Unpaid Start date or end You are not allowed to Warn- Yes Yes
Leave date of re- book the absence in the ing
quested unau- past!
 thorized unpaid
Ti leave must not  Note
be before today.
p Message is raised
only when requesting
See
time off via self-serv-
also
ice.
the
Not
e
[pa
ge
424
]
be-
low
this
ta-
ble.

 Note

In case the employee requests vacation in the future, which consumes the entire balance available on the
leave start date, and then requests unpaid leave also in the future but before the vacation start, the balance
on the vacation start date will be reduced.

 Note

In this case, when editing the vacation request, an appropriate error message may be issued.

The approvers of the request should check offline if the unpaid leave or the vacation should be reduced
accordingly.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Manage Time-Off: Test Script

424 PUBLIC Country/Region - Specific Values
Germany (DEU)

Ena-
bled
Message in
Text if Sup- Cancel- Self-
Ab- Message Mes- porting lation Serv-
Mes-
sence Condition Text if Con- sage Document Work- ice
sage
Time Additional Informa- for Taking dition not Se- to be at- Se- flow Ac- Sce-
Type Prerequisites tion Time Off Fulfilled verity tached verity tivated nario

Sick- The fields The HR Administra- Please at- Info No Yes

ness Continued tor as well as the tach the
Sickness Pay Employee has the medical
Period and possibility to split or certificate
Continued delimit an existing for approval
Sickness Pay vacation record in
Measure lo- case the employee
cated in the Job falls sick during his
Information or her vacation. De-
block of the tails can be found
employee file here [page 621].
must have been
In addition to the
maintained.
employee, the HR
Depending on
Administrator has
the values of
the possibility to link
these fields,
time offs due to
based on a pre-
sickness in case:
configured rule,
the end date of - they are related,
continuous pay or not related but
and the cred- occur one after the
ited sickness other directly, and
days will be cal-
- fall within the
culated auto-
same period of time
matically.
(less than 6 months
in between).

Details can be found

here [page 639].

Sick- Sickness This ab- Error No Yes

ness without sence is
w/o sick note is limited to a
sick limited to 3 maximum
note calendar duration of
days. three days.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 425
 Ena-
bled
Message in
Text if Sup- Cancel- Self-
Ab- Message Mes- porting lation Serv-
Mes-
sence Condition Text if Con- sage Document Work- ice
sage
Time Additional Informa- for Taking dition not Se- to be at- Se- flow Ac- Sce-
Type Prerequisites tion Time Off Fulfilled verity tached verity tivated nario

The special The special Error

leave for leave for
child birth child birth is
is limited to limited to
1 day. one day.

Please at- Info

tach the
certificate
Spe- of birth of
cial your child
Leave or send a
No Yes
- paper copy
Child- to your HR
birth Depart-
ment

The special This ab- Error

leave for sence can
child birth only be re-
can be quested
taken only once per
once per calendar
calendar year.
year.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Manage Time-Off: Test Script

426 PUBLIC Country/Region - Specific Values
Indonesia (IDN)

Ena-
bled
Message in
Text if Sup- Cancel- Self-
Ab- Mes- porting lation Serv-
Mes-
sence Message Text sage Document Work- ice
sage
Time Condition for Tak- if Condition Se- to be at- Se- flow Ac- Sce-
Type Additional Information ing Time Off not Fulfilled verity tached verity tivated nario

In case the employee re- Only female em- Time Off re- Error Please at- Error
quested less than the al- ployees are allowed quest for this tach certified
lowed maximum number to take maternity time type is for document in
of calendar days she is leave. female only. writing by an
entitled to, she can edit obstetrician
Mater- the request and extend or midwife.
nity the leave. Yes Yes
Maternity leave is You are al- Error
Leave limited to 90 con- lowed to take
Based on the certificate
the employee attaches, secutive calendar only 90 con-
days. secutive calen-
the approvers can check
dar days of
the calculated date of
Maternity
the child's birth. Leave.

High level, the process Only female em- Time Off re- Error Please at- Error
is as follows: the em- ployees are allowed quest for this tach certified
ployee requests mater- to take time off due time type is for document in
nity leave. In case dur- to miscarriage. female only. writing by an
ing the pregnancy, she obstetrician
Mis- suffers a miscarriage, or midwife.
car- the HR Administrator
Leave due to mis- You are al- Error Yes Yes
riage must cancel the mater-
carriage is limited to lowed to take
Leave nity leave and request 45 consecutive cal- only 45 con-
time off due to miscar- endar days. secutive calen-
riage instead. The time dar days of
off due to miscarriage Miscarriage
should be posted in a Leave.

single request.

Leave Please at- Error Yes Yes

for tach sup-
State porting
Obliga- document is-
tion sued by the
government.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 427
 Ena-
bled
Message in
Text if Sup- Cancel- Self-
Ab- Mes- porting lation Serv-
Mes-
sence Message Text sage Document Work- ice
sage
Time Condition for Tak- if Condition Se- to be at- Se- flow Ac- Sce-
Type Additional Information ing Time Off not Fulfilled verity tached verity tivated nario

Time off for per- Time Off re- Error Please at- Error
In case the employee re- forming religious quest for this tach travel
Leave
quested less than the al- pilgrimage is limited time type is for document.
for
lowed maximum number to at most 40 calen- maximum 40
Per- dar days. calendar days
of calendar days they
form- only.
are entitled to, they can
ing Re- Yes Yes
edit the request and ex- Time off for per- You have ap- Error
ligious
tend the leave. A new re- forming religious plied religious
Pil-
quest for remaining, not pilgrimage can be leave before.
grimag
taken, days is not possi- taken only once
e
ble. during the employ-
ment.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Ireland (IRL)

 Note

For several absence time types, the employee is eligible for a given number of leave days during a rolling
year. Rolling year means the 12-month period measured backward from the date that leave is requested.
When the employee requests leave, the validation rule checks if there are absences of the same time type
in the past 12 months measured backwards from the new request start date and raises an error message in
case the maximum eligible number of days is exceeded.

Manage Time-Off: Test Script

428 PUBLIC Country/Region - Specific Values
 Message Can- Ena-
Text if cella- bled in
Support- tion Self-
ing Docu- Work- Serv-
Message Text Mes- ment to flow ice
Mes-
Absence Additional In- Condition for Tak- if Condition sage Se- be at- sage Se- Acti- Sce-
Time Type formation ing Time Off not Fulfilled verity tached verity vated nario

Unpaid Half-day book- Yes Yes

Leave ing is allowed.

Emergency Half-day book- Emergency leave is As per leave Error Yes Yes
Leave ing is allowed. limited to at most policy, employ-
5 working days in a ees are eligible
rolling year. for 5 days of
Emergency
Leave in a roll-
ing year.

Family Care Half-day book- Unpaid family care As per leave Error Please at- Error Yes Yes
Leave - Un- ing is allowed. leave is limited to policy, employ- tach sup-
paid at most 5 working ees are eligible porting
days in a rolling for 5 days Fam- docu-
year. ily Care Leave - ment.
Unpaid in a roll-
ing year.

Compas- Half-day book- Yes Yes

sionate ing is allowed.
Leave

Miscarriage This time type is A leave due to As per leave Error Yes Yes
Leave available for se- miscarriage can be policy, employ-
lection only for taken for at most ees are eligible
female employ- two weeks. for 2 weeks of
ees; this being Miscarriage
obtained using a Leave.
time type filter
rule.

Foster Leave Only full day The employee must As per leave Error Yes Yes
booking is al- complete 26 weeks policy, em-
lowed. of service at the ployee should
company as pre- have com-
requisite for taking pleted a mini-
foster leave. mum of 26
weeks service
in the organiza-
tion.

The employee As per leave Error

should submit the policy, em-
foster leave request ployee should
at least 4 weeks apply Foster
before the leave Leave 4 weeks
starts. in advance.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 429
 Message Can- Ena-
Text if cella- bled in
Support- tion Self-
ing Docu- Work- Serv-
Message Text Mes- ment to flow ice
Mes-
Absence Additional In- Condition for Tak- if Condition sage Se- be at- sage Se- Acti- Sce-
Time Type formation ing Time Off not Fulfilled verity tached verity vated nario

Foster leave is lim- As per leave Error

ited to at most 5 policy, employ-
working days in a ees are eligible
calendar year. for a maximum
of 5 days of
Foster Leave in
a calendar year.

Jury Service Only full day Yes Yes

Leave booking is al-
lowed.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Kingdom of Saudi Arabia (SAU)

Mes-
Absence Cancellation Enabled in
sage
Time Condition for Taking Se- Workflow Acti- Self-Service
Type Time Off Message Text if Condition not Fulfilled verity vated Scenario

Author- Start date or end date You are not allowed to book the absence Warn- Yes No
ized paid of requested author- in the past! ing
Leave ized paid leave must
not be before today.  Note
Message is raised only when re-
questing time off via self-service.

Author- The employee has con- You are not allowed to take unpaid leave if Warn-
ized Un- sumed all types of you have any other time account positive ing
Yes No
paid leave he or she is enti- balance.
Leave tled to.

Manage Time-Off: Test Script

430 PUBLIC Country/Region - Specific Values
 Mes-
Absence Cancellation Enabled in
sage
Time Condition for Taking Se- Workflow Acti- Self-Service
Type Time Off Message Text if Condition not Fulfilled verity vated Scenario

Start date or end date You are not allowed to book the absence Warn-
of requested author- in the past! ing
ized unpaid leave must
not be before today.  Note
Message is raised only when re-
questing time off via self-service.

Compas- Start date or end date You are not allowed to book the absence Warn- Yes No
sionate of requested compas- in the past! ing
Leave sionate leave must not
be before today.  Note
Message is raised only when re-
questing time off via self-service.

Compen- Start date or end date You are not allowed to book the absence Warn- Yes No
satory of requested compen- in the past! ing
Leave satory leave must not
be before today.  Note
Message is raised only when re-
questing time off via self-service.

Emer- Start date or end You are not allowed to book the absence Warn- Yes No
gency date of requested in the past! ing
Leave emergency leave must
not be before today.  Note
Message is raised only when re-
questing time off via self-service.

Hajj leave is limited to Exceeding the limit of 15 days of Hajj Error

15 days. Leave.

Start date or end date You are not allowed to book the absence Warn-
Hajj of requested Hajj leave in the past! ing
Yes No
Leave must not be before to-
day.  Note
Message is raised only when re-
questing time off via self-service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 431
 Mes-
Absence Cancellation Enabled in
sage
Time Condition for Taking Se- Workflow Acti- Self-Service
Type Time Off Message Text if Condition not Fulfilled verity vated Scenario

Iddah Start date or end date You are not allowed to book the absence Warn- Yes No
Leave of requested Iddah in the past! ing
leave must not be be-
fore today.  Note
Message is raised only when re-
questing time off via self-service.

Only female employees Maternity allowed only for female em- Error
are allowed to take ma- ployees.
ternity leave.
 Note
Message is raised based on the gen-
der of the employee for whom ma-
ternity leave is posted.
Maternity
Yes Yes
Leave
Duration of maternity Maternity calendar days must be equal to Error
leave must be exactly 70.
70 calendar days.
 Note
Message is raised only when the ma-
ternity leave is posted on behalf of
the female employee.

The start date of No Gaps with Maternity or Maternity not Error

the extended maternity recorded.
leave must be the day
immediately after the
Extended
end date of maternity
Maternity Yes Yes
leave.
Leave

Extended maternity Extended Maternity calendar days must Error

leave is limited to 30 not exceed 30
calendar days.

Study Start date or end date You are not allowed to book the absence Warn- Yes No
Leave of requested study in the past! ing
leave must not be be-
fore today.  Note
Message is raised only when re-
questing time off via self-service.

Manage Time-Off: Test Script

432 PUBLIC Country/Region - Specific Values
 Mes-
Absence Cancellation Enabled in
sage
Time Condition for Taking Se- Workflow Acti- Self-Service
Type Time Off Message Text if Condition not Fulfilled verity vated Scenario

Suspen- Start date or end date You are not allowed to book the absence Warn- Yes No
sion of requested leave due in the past! ing
to suspension must not
be before today.  Note
Message is raised only when re-
questing time off via self-service.

Unau- Start date or end date You are not allowed to book the absence Warn- Yes No
thorized of requested unauthor- in the past! ing
Unpaid ized unpaid leave must
Leave not be before today.  Note
Message is raised only when re-
questing time off via self-service.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Kuwait (KWT)

Mes-
Ab- Enabled
sage
sence Cancellation in Self-
Se-
Time Message Text if Condition not verit Workflow Service
Type Condition for Taking Time Off Fulfilled y Activated Scenario

The employee is entitled to Iddat leave You can avail a maximum of 130 Error
only once during the employment at the days for Iddat Leave once during
company. Iddat Leave (Muslim) is limited your employment.
Iddat
to at most 130 calendar days.
Leave
KWT Yes Yes
Iddat Leave KWT (Muslim) is reserved to You can apply this leave only if you Error
(Mus-
Muslim employees only. are a Muslim.
lim)

Only female employees are allowed to This leave can be requested only Error
take Iddat leave. by Female Employees.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 433
 Mes-
Ab- Enabled
sage
sence Cancellation in Self-
Se-
Time Message Text if Condition not verit Workflow Service
Type Condition for Taking Time Off Fulfilled y Activated Scenario

The employee is entitled to Iddat leave You can avail a maximum of 21 Error
only once during the employment at the days for Iddat Leave once during
company. Iddat Leave (Non-Muslim) is your employment.
Iddat
limited to at most 21 calendar days.
Leave
KWT Yes Yes
Iddat Leave KWT (Non-Muslim) is re- Only Non-Muslims can apply this Error
(Non-
served to non-Muslim employees only. leave.
Muslim)

Only female employees are allowed to This leave can be requested only Error
take Iddat leave. by Female Employees.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Manage Time-Off: Test Script

434 PUBLIC Country/Region - Specific Values
Malaysia (MYS)

Ena-
Message bled
Text if in
Message Support- Cancel- Self-
Text if Mes- ing Docu- lation Serv-
Mes-
Absence Assigned Condition Condition sage ment to Workflow ice
sage
Time Time Account Additional Infor- for Taking not Fulfil- Se- be at- Se- Acti- Sce-
Type Type mation Time Off led verity tached verity vated nario

Hospital- MYS Hospitali- Please at- Error Yes Yes

ization zation Leave tach Med-
Leave (MYS_Hospi- ical Cer-
talization tificate is-
Leave) sued by
any hos-
 Note pital for

The ac- this ab-

count is sence.

closed at
the end of
the booka-
ble period;
the re-
maining
balance is
not carried
forward.

Maternity leave Only fe- Time Off Error Please at- Error
should not be male em- request for tach
split into several re- ployees this time Docu-
quests, but should are al- type is for ment
be taken in one lowed to female which
request. During re- take ma- only. contains
quest approval, the ternity Expected
Mater- Line Manager and leave. Delivery
nity HR Administrator Date ad- Yes Yes
Leave must pay attention, vised by
that the employee the doc-
does not request tor for
multiple maternity this ab-
leaves for the same sence.
child. It is HR’s re-
sponsibility to ver-
ify the date of birth

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 435
 Ena-
Message bled
Text if in
Message Support- Cancel- Self-
Text if Mes- ing Docu- lation Serv-
Mes-
Absence Assigned Condition Condition sage ment to Workflow ice
sage
Time Time Account Additional Infor- for Taking not Fulfil- Se- be at- Se- Acti- Sce-
Type Type mation Time Off led verity tached verity vated nario

Maternity You are al- Error

leave is lowed to
limited to take a
of the child in the
at most maximum
certificate and vali-
98 con- of 98 con-
date the right ma-
secutive secutive
ternity request for
calendar calendar
this in the workflow.
days. days of
Maternity
Leave.

No Pay Yes Yes

Leave

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Manage Time-Off: Test Script

436 PUBLIC Country/Region - Specific Values
Netherlands (NLD)

Ena-
bled in
Cancella- Self-
Ab- Mes- tion Serv-
sence Message Text sage Workflow ice
Time Condition for if Condition Se- Acti- Sce-
Type Additional Information Taking Time Off not Fulfilled verity vated nario

Parental The maximum number of parental unpaid The total num- Maximum Info Yes No
Leave leave hours the employee is entitled to de- ber of parental un- length of pa-
(Un- pends on the Standard Weekly Hours as paid leave hours rental leave is
paid) maintained in the employees' Job Information should not exceed 26 times the
block. 26 times the em- weekly work-
ployees' weekly ing hours of
In case the employee changes the Standard
working hours. the employee.
Weekly Hours during the year, and goes on
parental leave for a period which spans both
standard weekly hours values, then the num-
ber of hours he or she is absent is summed up
accordingly.

 Tip
For example, employee is absent 3 days,
on which the old standard weekly hours
value of 40 hours is valid, and 5 days,
on which the new standard weekly hours
value of 20 hours is valid. In this case, the
number of hours the employee is absent
is 8 hours * 3 days + 4 hours
* 5 days.

In case the employee changes the Standard

Weekly Hours during the year, and has al-
ready an approved parental leave at a point
in time when the new standard weekly hours
value is effective, then the number of ab-
sence hours in the approved request are re-
duced/increased accordingly.

Upon selecting Time Type Adoption Adoption Leave Error

Leave, mandatory field Adoption Date dis- can be taken 4
Adop- plays on the bottom of the Create Absence weeks before the
tion dialog box. This field needs to be filled before adoption date and No No
Leave Start Date and End Date can be maintained. 22 weeks after.
Based on the Adoption Date entered, the pe- Total limit is 6
riod in which adoption leave can be taken, weeks.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 437
 Ena-
bled in
Cancella- Self-
Ab- Mes- tion Serv-
sence Message Text sage Workflow ice
Time Condition for if Condition Se- Acti- Sce-
Type Additional Information Taking Time Off not Fulfilled verity vated nario

as well as the allowed limit of days the em- You can take a Error
ployee is entitled to are controlled by precon- maximum of
figured take rules. Adoption leave can be split 42 days (6
into several requests till the allowed limit is weeks) for
reached. Adoption
Leave.
 Caution
In case you split the adoption leave for
one adopted child into several time offs,
make sure to add in the new request(s)
the same Adoption Date as in the initial
request!

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Manage Time-Off: Test Script

438 PUBLIC Country/Region - Specific Values
Oman (OMN)

Message Ena-
Text if Sup- Cancel- bled in
Ab- Mes- porting lation Self-
sence Message Text sage Document Work- Service
Mes-
Time Condition for if Condition Se- to be at- sage flow Ac- Sce-
Type Additional Information Taking Time Off not Fulfilled verity tached Severity tivated nario

Exams Leave due to ex- You are al- Error Please add Error Yes Yes
Leave ams is limited to lowed to take a support-
at most 15 calen- a maximum ing docu-
dar days and can of 15 days per ment as
be split into sev- year for this proof for
eral requests. leave type. If this leave
the leaves are request.
crossing a
calendar year,
15 days limit
check would
be performed
for the por-
tion of the
leave in the
first year and
as well as the
subsequent
year.

Hajj leave is lim- You can take Error Please add Error
ited to at most 15 a maximum a support-
calendar days. of 15 days for ing docu-
Hajj leave. ment as
proof for
this leave
request.

Hajj leave is re- Hajj leave is Error

served to Muslim allowed only
Hajj employees only. for Muslim
Yes Yes
Leave citizens.

The employee is As per leave Error

entitled to Hajj policy, em-
leave only once ployees are
during the em- allowed to
ployment. take this
leave only
once during
their employ-
ment.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 439
 Message Ena-
Text if Sup- Cancel- bled in
Ab- Mes- porting lation Self-
sence Message Text sage Document Work- Service
Mes-
Time Condition for if Condition Se- to be at- sage flow Ac- Sce-
Type Additional Information Taking Time Off not Fulfilled verity tached Severity tivated nario

Marriage leave is You are al- Error Please add Error

limited to at lowed to re- a support-
most 3 calendar quest a maxi- ing docu-
days and cannot mum of 3 ment as
be split into sev- days for this proof for
eral requests. leave type. this leave
request.
Mar-
riage The employee is As per leave Error Yes Yes
Leave entitled to mar- policy, em-
riage leave only ployees are
once during the allowed to
employment. take this
leave only
once during
their employ-
ment.

Medi- Leave due to the You are al- Error Please add Error Yes Yes
cal Ac- necessity of ac- lowed to take a support-
com- companying a a maximum ing docu-
panier person due to of 15 days per ment as
Leave medical reasons year for this proof for
is limited to at leave type. If this leave
most 15 calendar the leaves are request.
days and can be crossing a
split into several calendar year,
requests. 15 days limit
check would
be performed
for the por-
tion of the
leave in the
first year and
as well as the
subsequent
year.

Manage Time-Off: Test Script

440 PUBLIC Country/Region - Specific Values
 Message Ena-
Text if Sup- Cancel- bled in
Ab- Mes- porting lation Self-
sence Message Text sage Document Work- Service
Mes-
Time Condition for if Condition Se- to be at- sage flow Ac- Sce-
Type Additional Information Taking Time Off not Fulfilled verity tached Severity tivated nario

Care- This time off type is Leave due to the You are al- Error Yes Yes
giver intended for employees necessity of ac- lowed to take
Leave who accompany a pa- companying a a maximum
tient they are related to sick relative is of 15 days per
up to second degree. limited to at year for this
most 15 calendar leave type. If
Upon selecting Time
days per year the leaves are
Type Caregiver
and can be split crossing a
Leave, mandatory field
into several re- calendar year,
Relationship Type dis-
quests. 15 days limit
plays at the bottom of
check would
the Create Absence sec-
be performed
tion. Select an appropri-
for the por-
ate value from the drop-
tion of the
down list.
leave in the
first year and
as well as the
subsequent
year.

Data related to the Only female em- As per leave Error

ployees are al- policy, only
employee’s child must
lowed to take female em-
be maintained in the
mother care ployees are
Dependents section of leave. eligible to
the Employee File. Make avail this
sure to select for leave.
field Relationship value
The female em- As per leave Error
Child from the drop- ployee must be policy, you
Mothe down list. mother of at cannot apply
r Care least one child. this leave Yes Yes
Leave To be entitled to mother without de-
care leave, the female pendent chil-
employee must not have dren.
more than five children
The female em- As per leave Error
and the youngest child ployee must be policy, you
must be less than one mother of at cannot apply
year old. most five chil- this leave if
dren. you have
more than 5
Children.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 441
 Message Ena-
Text if Sup- Cancel- bled in
Ab- Mes- porting lation Self-
sence Message Text sage Document Work- Service
Mes-
Time Condition for if Condition Se- to be at- sage flow Ac- Sce-
Type Additional Information Taking Time Off not Fulfilled verity tached Severity tivated nario

The youngest Youngest Error

child must not be child must be
older than 1 year. less than 1
year old.

Mother care You are al- Error

leave is limited to lowed to re-
at most one hour quest a maxi-
per day and can mum of 1
be split into sev- Hour per day
eral requests for for this time
the same day, type.
because booking
in minutes is al-
lowed.

Nurs- This time off type is The youngest Youngest Error

ing reserved to a nursing child must not be child should
Break worker from the end of older than 1 year. be less than 1
maternity leave for a pe- year old.
riod of 1 year.
Nursing break is You can re- Error
Data related to the limited to at quest a maxi-
employee’s child must most one hour mum of 1
Yes Yes
per day. hour per day
be maintained in the
for this leave
Dependents section of
type
the Employee File. Make
sure to select for
field Relationship value
Child from the drop-
down list.

Select the child's Please enter Error

Upon selecting Time date of birth the date of
Type Paternity from the calen- Birth of Child.
Leave, field Date of dar help.
Pater-
Birth of Child displays at Paternity leave This leave can Error
nity Yes Yes
the bottom of the Create must start within be taken
Leave
Absence section. You are 98 days from the within 98
requested to enter the child’s birth. Days from the
child's date of birth. Date of birth
of the child.

Manage Time-Off: Test Script

442 PUBLIC Country/Region - Specific Values
 Message Ena-
Text if Sup- Cancel- bled in
Ab- Mes- porting lation Self-
sence Message Text sage Document Work- Service
Mes-
Time Condition for if Condition Se- to be at- sage flow Ac- Sce-
Type Additional Information Taking Time Off not Fulfilled verity tached Severity tivated nario

The paternity You are al- Error

leave is limited to lowed to re-
at most 7 con- quest a maxi-
secutive calen- mum of 7
dar days. days for this
leave type.

Unpaid In case the employee re- Unpaid leave is Unpaid leave Error Yes Yes
Leave quests annual leave in limited to at cannot be re-
the future, which con- most 30 calen- quested for
sumes the entire bal- dar days in a more than 30
ance available on the year. Half-day days in a year.
leave start date, and bookings are al- If the leaves
then requests unpaid lowed. are crossing a
leave also in the future calendar year,
but before the start of 30 days limit
the annual leave, the check would
balance on the annual be performed
leave start date will be for the por-
reduced. tion of the
leave in the
 Note first year and
as well as the
In this case, when
subsequent
editing the annual
year.
leave request, an ap-
propriate error mes-
sage may be issued.

The approvers of the re-

quest should check off-
line if the unpaid leave
or the annual leave
should be reduced ac-
cordingly.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 443
Philippines (PHL)

Message Ena-
Text if Sup- Cancel- bled in
Ab- Mes- porting lation Self-
sence Message Text sage Document Work- Service
Mes-
Time Condition for if Condition Se- to be at- sage flow Ac- Sce-
Type Additional Information Taking Time Off not Fulfilled verity tached Severity tivated nario

PHL Yes Yes

Emer-
gency
Leave

Only female em- Time Off re- Error Please at- Error
ployees are al- quest for this tach re-
lowed to take time type is quired
Magna Carta for female document
leave. only. for this ab-
sence.
PHL
Magna Each Magna You are only Error
Carta leave is given a maxi-
Carta
limited to at mum of 60 Yes Yes
for
most 60 calen- days for this
Wome dar days. leave.
n
The employee You should be Error
must complete 6 working in the
months of serv- company for
ice as prerequi- at least 6
site for taking months to ap-
magna carta ply for this
leave. leave.

High level, the process is The employee Only employ- Error Please at- Error
as follows: the employee must complete ees who have tach your
requests offline from the at least 1 year of rendered at valid Solo
government agency an service as pre- least 1 year of Parent ID.
ID, which proofs that requisite for tak- service are al-
they are a solo parent. ing solo parent lowed to take
PHL
This document is valid leave. this leave.
Solo
for 1 year; the validity Yes Yes
Parent
end date is also men-
Leave
tioned on the document.
This document needs to
be attached to the time
off request the solo pa-
rent is entitled to. It
is the HR's responsibil-

Manage Time-Off: Test Script

444 PUBLIC Country/Region - Specific Values
 Message Ena-
Text if Sup- Cancel- bled in
Ab- Mes- porting lation Self-
sence Message Text sage Document Work- Service
Mes-
Time Condition for if Condition Se- to be at- sage flow Ac- Sce-
Type Additional Information Taking Time Off not Fulfilled verity tached Severity tivated nario

ity to thoroughly check Solo parent leave You are only Error
the Solo Parent ID docu- is limited to at allowed to ap-
ment before approving most 7 working ply for a maxi-
the time off request! days per year. mum of 7
days per year
 Note for this type

The employee can of leave.

take every year solo

parent leave as long
as they get a new
yearly ID.

Paternity leave can be Only male em- Time Off re- Error Please at- Error
ployees are al- quest for this tach re-
split into several re-
lowed to take pa- time type is quired
quests; the sum of these
ternity leave. for male only. document
cannot exceed 7 work- for this ab-
ing days within a given sence.
time period. In case
Each paternity You are only Error
you prolongate the leave
leave is limited to given a maxi-
period of one request, at most 7 work- mum of 7
make sure to reduce the ing days. days for this
leave period of the other leave.
request accordingly. Re-
quests that begin less
PHL than 2 months before
Pater- the new request are con- Yes Yes
nity
sidered when calculating
Leave
the 7 days limit.

You can also request

more than one complete
paternity leave during
the year. Assume there
is a request between
January 4th and January
13th, 2021, which means
7 days. The earliest start
date for a new paternity
leave can be March 3rd,
2021.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 445
 Message Ena-
Text if Sup- Cancel- bled in
Ab- Mes- porting lation Self-
sence Message Text sage Document Work- Service
Mes-
Time Condition for if Condition Se- to be at- sage flow Ac- Sce-
Type Additional Information Taking Time Off not Fulfilled verity tached Severity tivated nario

Only female em- Time Off re- Error Please at- Error
ployees are al- quest for this tach re-
Even though the time off lowed to take time type is quired
PHL is limited, the employee leave due to vio- for female document
Vio- can edit the submitted lence they or only. for this ab-
lence request and prolongate their children sence.
Agains the absence period to suffered.
t more than 10 days. This Each leave due to You are given Error Yes Yes
Wome in the assumption that violence encoun- 10 days of
n and she can provide a docu- tered by the fe- paid leave for
Chil- ment from the govern- male employee this request,
dren ment proofing that she or her child(ren) extension can
Leave is entitled to this type of is limited to at be requested
leave (prolongation). most 10 consec- after present-
utive working ing necessary
days. documents.

PHL Please at- Error Yes Yes

Be- tach re-
reave- quired
ment document
Leave for this ab-
sence.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Manage Time-Off: Test Script

446 PUBLIC Country/Region - Specific Values
Republic of Korea (KOR)

Ena-
Message bled in
Text if Sup- Self-
Message porting Cancella- Serv-
Condition Text if Con- Mes- Document tion Work- ice
Mes-
Absence Additional Informa- for Taking dition not sage Se- to be at- sage flow Acti- Sce-
Time Type tion Time Off Fulfilled verity tached Severity vated nario

Only female Time Off re- Error Please at- Error

Maternity leave should
employees quest for this tach Docu-
not be split into several
are allowed time type is ment which
requests, but should
to take ma- for female contains
be taken in one re-
ternity only. Expected
quest. During request
leave. Delivery
approval, the Line
Date ad-
Manager and HR Ad-
vised by the
ministrator must pay
doctor for
attention, that the em-
Maternity this ab-
ployee does not re- Yes Yes
Leave sence.
quest multiple mater-
nity leaves for the
Maternity You are al- Error
same child. It is HR’s
leave is lim- lowed to take
responsibility to verify
ited to at a maximum
the date of birth of the
most 90 of 90 con-
child in the certificate
consecutive secutive cal-
and validate the right
calendar endar days
maternity request for
days. of Maternity
this in the workflow.
Leave.

No Pay Only full day booking is Yes Yes

Leave allowed.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Slovenia (SVN)

Weak (absence) time types

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 447
 Mes- Cancella- Enabled
sage tion Work- in Self-
Absence Message Text if Condi- Se- flow Acti- Service
Time Type Condition for Taking Time Off tion not Fulfilled verity vated Scenario

Blood No Yes
Donation

Civil Pro- No Yes

tection

Court Ap- No Yes

peal

Jail No No

Job Seek- No Yes

ing

Medical No Yes
Examina-
tion

Military No Yes
Exercise

Relocation At most 2 working days of leave due to reloca- You cannot take more Error No Yes
(employ- tion in the employee's interest can be taken than 2 days in a calendar
ee's inter- per calendar year. The leave can be split into year for this time type.
est) several requests.

Relocation At most 3 working days of leave due to reloca- You cannot take more Error No Yes
(employ- tion in the employer's interest can be taken than 3 days in a calendar
er's inter- per calendar year. The leave can be split into year for this time type.
est) several requests.

Strike No No

Trade Un- No Yes

ion Work

Work No Yes
Council
Work

Strong (absence) time types

Absence Cancellation Enabled in

Time Message Text if Condition not Message Workflow Ac- Self-Service
Type Condition for Taking Time Off Fulfilled Severity tivated Scenario

Child Re- No Yes

habilita-
tion Train-
ing

Co-stay in No Yes
Hospital

Manage Time-Off: Test Script

448 PUBLIC Country/Region - Specific Values
Absence Cancellation Enabled in
Time Message Text if Condition not Message Workflow Ac- Self-Service
Type Condition for Taking Time Off Fulfilled Severity tivated Scenario

Family No Yes
Member
Escorting

Family No Yes
Member
Nursing

Higher No Yes
Force

Injury No Yes
acc.Art.18
ZZVZZ

Injury at No Yes
Workplace

Injury by No Yes
3rd Per-
son, out of
Workplace

Injury out No Yes

of Work-
place

Isolation No No

Occupa- No Yes
tional
Sickness

Quaran- No Yes
tine

Short At most 3 days of time off due This absence is limited to a maxi- Error No Yes
Sickness to short sickness can be taken mum duration of three days in a
per calendar year. The time calendar year.
off can be split into several re-
quests.

Sickness No Yes

Suspen- No No
sion

Transplan- No Yes
tation

Waiting No No
for Work

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 449
  Note

The HR Administrator as well as the Employee has the possibility to split or delimit an existing vacation
record in case the employee must go on time off of any other (absence) time type as provided in this SAP
Best Practices solution. Details can be found here [page 621].

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

South Africa (ZAF)

Message
Text if Sup- Cancel-
Ab- Mes- porting lation Enabled
Mes-
sence Message Text sage Document Work- in Self-
sage
Time Assigned Time Account Condition for if Condition Se- to be at- Se- flow Ac- Service
Type Type Taking Time Off not Fulfilled verity tached verity tivated Scenario

Annual Annual Leave Monthly No Yes

Leave (ZAF_ANN_MTH)

 Note
The remaining bal-
ance is not carried
forward.

Sick Sick Leave (ZAF_SL) As a re- Warn- No Yes

Leave minder, ing
 Note please at-

After the 3rd year, tach addi-

the time account is tional docu-

closed and the re- mentation if

maining balance is your Time

not carried forward. Off Request

With the 4th year of is greater

employment, a new than 2 days

3-year cycle for sick

leave accrual starts.

Manage Time-Off: Test Script

450 PUBLIC Country/Region - Specific Values
 Message
Text if Sup- Cancel-
Ab- Mes- porting lation Enabled
Mes-
sence Message Text sage Document Work- in Self-
sage
Time Assigned Time Account Condition for if Condition Se- to be at- Se- flow Ac- Service
Type Type Taking Time Off not Fulfilled verity tached verity tivated Scenario

ZAF Family The employee Time Off re- Error

Responsability must work more quest for this
Leave (ZAF_Family_Re- than 4 months time type is
sponsability_Leave) as prerequisite only available
for taking fam- for the em-
 Note ily responsability ployees who

The remaining bal- leave. work more

ance is not carried than 4

Family
forward. months
Re-
spon- No Yes
The employee Time Off re- Error
sibility
must work more quest for this
Leave
than 4 days time type is
per week or only available
more than 24 for the em-
hours per week ployees who
as prerequisite work more
for taking fam- than 4 days a
ily responsability week
leave.

Unpaid No Yes
Leave

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 451
Spain (ESP)

Message
Text if Sup- Cancel-
Ab- Mes- porting lation Enabled
Mes-
sence Message Text if sage Document Work- in Self-
Condition for sage
Time Additional Informa- Taking Time Condition not Se- to be at- Se- flow Ac- Service
Type tion Off Fulfilled verity tached verity tivated Scenario

Com- Due to payroll calcula- When creat- Warn- Yes Yes

mon tion requirements, it is ing absen- ing
Sick- necessary to identify ces more
ness in the case of linked than 1 day
sickness due to the of Sick
same sickness cause Leave,
one absence record please at-
as “original” sickness. tach sup-
In addition to the em- porting
ployee, the HR Admin- document.
istrator has the possi-
bility to link time offs
due to sickness. De-
tails can be found here
[page 645].

Profes- When creat- Warn- Yes Yes

sional ing absen- ing
Sick- ces more
ness than 1 day
of Sick
Leave,
please at-
tach sup-
porting
document.

Unpaid The employee You are not al- Warn- Yes Yes
Leave has consumed lowed to take un- ing
all types of paid leave if you
leave he or she have any other
is entitled to. time account pos-
itive balance.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Manage Time-Off: Test Script

452 PUBLIC Country/Region - Specific Values
Thailand (THA)

Message Ena-
Text if bled
Support- in
Message ing Self-
Ab- Assigned Text if Mes- Docu- Mes- Cancella- Serv-
sence Time Ac- Condition Condi- sage ment to sage tion ice
Time count for Taking tion not Se- be at- Se- Workflow Sce-
Type Type Additional Information Time Off Fulfilled verity tached verity Activated nario

Mili- THA Mili- Appropri- Please at- Error Yes Yes

tary tary ate docu- tach
Leave Leave mentation docu-
(THA_MI needs to ment for
LI- be at- this ab-
TARY_LE tached to sence.
AVE) the re-
quest.
 N
ote
The
re-
main
ing
bal-
ance
is
not
car-
ried
for-
ward
.

Only fe- Time Off Error

Upon selecting Time Type
male em- request
Maternity Leave, man- ployees for this
datory field Calculated Date are al- time
of Birth displays at the bot- lowed to type is
Mater- tom of the Create Absence take ma- for fe-
nity section. This field needs to ternity male Yes Yes
Leave leave. only.
be filled before Start Date and
End Date can be maintained.
Based on the Calculated Date
of Birth entered, the period in
which maternity leave can be

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 453
 Message Ena-
Text if bled
Support- in
Message ing Self-
Ab- Assigned Text if Mes- Docu- Mes- Cancella- Serv-
sence Time Ac- Condition Condi- sage ment to sage tion ice
Time count for Taking tion not Se- be at- Se- Workflow Sce-
Type Type Additional Information Time Off Fulfilled verity tached verity Activated nario

taken, as well as the allowed Maternity You are Error

leave is allowed
limit of days the employee
limited to to take
is entitled to are controlled
98 days only 98
by a preconfigured take rule. within a days of
A pregnancy certificate, on time Mater-
which the calculated date of frame of nity
birth is mentioned, should be 120 days Leave
from the within
attached to the request.
calculated 120 days
Maternity leave can be split date of from due
into several requests till the birth. Ear- date of
allowed limit is reached. liest start birth.
date is the
calculated
 Caution
date of
In case you split the ma- birth.
ternity leave for same
child into several time
offs, make sure to add
in the new request(s) the
same Calculated Date of
Birth as in the initial re-
quest!

 Note

In case of Maternity Leave: if the baby is born before the Calculated Date of Birth maintained in the
maternity leave record, the record needs to be adapted. Most likely, the employee informs the HR
Administrator, who will then edit the request and adapt the Calculated Date of Birth accordingly, together
with the Start Date and End Date of the time off. The updated maternity leave details will be sent to the
employees' Line Manager and to the members of the HR Administrator group for review.

 Note

The HR Administrator as well as the Employee has the possibility to split or delimit an existing vacation
record in the following situations:

• if the employee must go on military leave during the vacation;

• if the employee starts maternity leave during her vacation.

Details can be found here [page 621].

Manage Time-Off: Test Script

454 PUBLIC Country/Region - Specific Values
Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Türkiye (TUR)

Ena-
bled
Cancel- in
lation Self-
Ab- Work- Serv-
sence Message Text if flow ice
Time Condition for Tak- Condition not Ful- Acti- Sce-
Type ing Time Off filled Additional Information Message Severity vated nario

Un- The unpaid leave Retrospective For more details on preventing Error - if posted by Yes Yes
paid period should not changes are not al- changes of data in retro cal- a person, who has
Leave contain a date be- lowed due to the culation sensitive portlets, you no permission to
fore the earliest payroll period! can refer to the SAP Knowledge make retroactive
change date as Base Articles 0002421389 data changes
maintained in the and 2289259 . Warning - if posted
pay group of the
by a person, who
employee.
has permission to
make retroactive
data changes

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 455
United Arab Emirates (ARE)

Ena-
bled in
Self-
Mes- Cancella- Serv-
Absence Message Text if sage tion Work- ice
Time Assigned Time Ac- Additional Infor- Condition for Condition not Se- flow Acti- Sce-
Type count Type mation Taking Time Off Fulfilled verity vated nario

Author- Start date or end You are not al- Warn- No No

ized Paid date of requested lowed to book ing
Leave authorized paid the absence in
leave must not be the past!
before today.
 Note
Message is
raised only
when re-
questing
time off via
self-service.

The employee You are not al- Warn-

has consumed all lowed to take ing
types of leave he unpaid leave if
or she is entitled you have any
to. other time ac-
count positive
balance.

Start date or You are not al- Warn-

Author- end date of re- lowed to book ing
ized Un- quested author- the absence in No No
paid Leave ized unpaid leave the past!
must not be be-
fore today.  Note
Message is
raised only
when re-
questing
time off via
self-service.

Manage Time-Off: Test Script

456 PUBLIC Country/Region - Specific Values
 Ena-
bled in
Self-
Mes- Cancella- Serv-
Absence Message Text if sage tion Work- ice
Time Assigned Time Ac- Additional Infor- Condition for Condition not Se- flow Acti- Sce-
Type count Type mation Taking Time Off Fulfilled verity vated nario

Extended Extended Maternity No Yes

Maternity Leave (ARE_Mater-
Leave Un- nity_EXT)
paid
 Note
The remaining
balance is not
carried forward.

Sick In- Sick Infants No Yes

fants Leave (ARE_SICK_IN-
Leave FANTS)

 Note
The remaining
balance is not
carried forward.

Upon selecting Leave due to the Time Off re- Error

Time Type spouse’s death is quest for this
Compassionat limited to at most time type is for a
e Leave 5 working days, maximum of 5
Spouse, error starting from the consecutive

message The date of death. working day

only.
leave should
start from
Compas- Date of
sionate Death displays No No
Leave at the top of the
Spouse Create Absence
dialog box. In ad-
dition, field Date
Of Death displays
at the bottom of
the Create
Absence dialog
box. This field
needs to be filled

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 457
 Ena-
bled in
Self-
Mes- Cancella- Serv-
Absence Message Text if sage tion Work- ice
Time Assigned Time Ac- Additional Infor- Condition for Condition not Se- flow Acti- Sce-
Type count Type mation Taking Time Off Fulfilled verity vated nario

before Start Date Start date or You are not al- Warn-
and End Date can end date of re- lowed to book ing
be maintained. quested compas- the absence in
sionate leave due the past!
to the spouse's
death must not  Note
be before today. Message is
raised only
when re-
questing
time off via
self-service.

Upon selecting Leave due to the Time Off re- Error

Time Type death of a pa- quest for this
Compassionat rent, child, sib- time type is for a
e Leave ling, grandchild, maximum of 3
Family, manda- or grandparent is consecutive

tory field limited to at most working day

Relationship Type 3 working days, only.

displays at the starting from the

bottom of the date of death.

Create Absence
dialog box. Upon
Compas- selecting from the
sionate dropdown list the
No No
Leave employee’s rela-
Family tionship to the
dead family mem-
ber, error mes-
sage The
leave should
start from
Date of
Death displays
at the top of the
Create Absence
dialog box. You
need to enter the

Manage Time-Off: Test Script

458 PUBLIC Country/Region - Specific Values
 Ena-
bled in
Self-
Mes- Cancella- Serv-
Absence Message Text if sage tion Work- ice
Time Assigned Time Ac- Additional Infor- Condition for Condition not Se- flow Acti- Sce-
Type count Type mation Taking Time Off Fulfilled verity vated nario

Date Of Death at Start date or You are not al- Warn-

the bottom of the end date of re- lowed to book ing
Create Absence quested compas- the absence in
dialog box before sionate leave due the past!
Start Date and to the death of
End Date can be a family member  Note
maintained. must not be be- Message is
fore today. raised only
when re-
questing
time off via
self-service.

Compen- Start date or You are not al- Warn- No No

satory end date of re- lowed to book ing
Leave quested compen- the absence in
satory leave must the past!
not be before to-
day.  Note
Message is
raised only
when re-
questing
time off via
self-service.

Emer- Start date or end You are not al- Warn- No No

gency date of requested lowed to book ing
Leave emergency leave the absence in
must not be be- the past!
fore today.
 Note
Message is
raised only
when re-
questing
time off via
self-service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 459
 Ena-
bled in
Self-
Mes- Cancella- Serv-
Absence Message Text if sage tion Work- ice
Time Assigned Time Ac- Additional Infor- Condition for Condition not Se- flow Acti- Sce-
Type count Type mation Taking Time Off Fulfilled verity vated nario

Hajj leave is lim- Exceeding the Error

ited to 30 days. Limit of the
Leave

Start date or end You are not al- Warn-

date of requested lowed to book ing
Hajj leave must the absence in
not be before to- the past!
Hajj Leave day. No No
 Note
Message is
raised only
when re-
questing
time off via
self-service.

Iddah leave is Exceeding the Error

limited to 130 Limit of the
days. Leave

Start date or end You are not al- Warn-

date of requested lowed to book ing
Iddah leave must the absence in
not be before to- the past!
Iddah
day. No No
Leave  Note
Message is
raised only
when re-
questing
time off via
self-service.

Manage Time-Off: Test Script

460 PUBLIC Country/Region - Specific Values
 Ena-
bled in
Self-
Mes- Cancella- Serv-
Absence Message Text if sage tion Work- ice
Time Assigned Time Ac- Additional Infor- Condition for Condition not Se- flow Acti- Sce-
Type count Type mation Taking Time Off Fulfilled verity vated nario

Marriage Start date or end You are not al- Warn- No Yes
Leave date of requested lowed to book ing
marriage leave the absence in
must not be be- the past!
fore today.
 Note
Message is
raised only
when re-
questing
time off via
self-service.

Start date or end You are not al- Warn-

date of requested lowed to book ing
sickness during the absence in
The worker is not
probation must the past!
entitled to paid
not be before to-
sick leave dur-
day.  Note
ing the probation
period; however, Message is
the employer may raised only
Sickness
grant them un- when re-
during No Yes
paid sick leave, questing
Probation
based on a medi- time off via
cal report issued self-service.
by the medical
authority that in- Start date of re- This leave Error
cludes the need quested sickness should be ap-
to grant the leave. during probation plied only during
must not be after Probation pe-
the probationary riod.
period end date.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 461
 Ena-
bled in
Self-
Mes- Cancella- Serv-
Absence Message Text if sage tion Work- ice
Time Assigned Time Ac- Additional Infor- Condition for Condition not Se- flow Acti- Sce-
Type count Type mation Taking Time Off Fulfilled verity vated nario

Start date or end You are not al- Warn-

date of requested lowed to book ing
sick leave must the absence in
not be before to- the past!
day.
 Note
Message is
raised only
when re-
questing
Sick Leave time off via No Yes
self-service.

Start date of The worker is Error

requested sick not entitled to
leave must not be paid sick leave
on or before the during the pro-
probationary pe- bation period.
riod end date. Please apply for
unpaid Sickness
during Proba-
tion leave.

Start date or end You are not al- Warn-

date of requested lowed to book ing
study leave must the absence in
not be before to- the past!
day.
Study Leave  Note
(ARE_STUDY)
Message is
raised only
Study  Note
when re- No Yes
Leave The remaining questing
balance is not time off via
carried forward. self-service.

Study leave can Time Off re- Error

be taken only af- quest for this
ter two years of time type is al-
service at the lowed after 2
company. years service.

Manage Time-Off: Test Script

462 PUBLIC Country/Region - Specific Values
 Ena-
bled in
Self-
Mes- Cancella- Serv-
Absence Message Text if sage tion Work- ice
Time Assigned Time Ac- Additional Infor- Condition for Condition not Se- flow Acti- Sce-
Type count Type mation Taking Time Off Fulfilled verity vated nario

Suspen- Start date or end You are not al- Warn- No No

sion date of requested lowed to book ing
leave due to sus- the absence in
pension must not the past!
be before today.
 Note
Message is
raised only
when re-
questing
time off via
self-service.

Unauthor- Start date or end You are not al- Warn- No No

ized Un- date of requested lowed to book ing
paid Leave unauthorized un- the absence in
paid leave must the past!
not be before to-
day.  Note
Message is
raised only
when re-
questing
time off via
self-service.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 463
United Kingdom (GBR)

Ena-
bled in
Self-
Mes-
Ab- Mes- Message Text if Cancella- Serv-
sage
sence Condition Message Text if sage Supporting Docu- tion ice
Se-
Time for Taking Condition not Se- ment to be at- verit Workflow Sce-
Type Additional Information Time Off Fulfilled verity tached y Activated nario

Carer' Start date You are not al- Warn- Yes Yes
s or end lowed to book ing
Leave date of re- the absence in
quested the past!
carer's
leave must  Note
not be be- Message is
fore today. raised only
when re-
questing
time off via
self-service.

Com- Start date You are not al- Warn- Yes Yes
pas- or end lowed to book ing
sio- date of re- the absence in
nate quested the past!
Leave unauthor-
ized un-  Note
paid leave Message is
must not raised only
be before when re-
today. questing
time off via
self-service.

Manage Time-Off: Test Script

464 PUBLIC Country/Region - Specific Values
 Ena-
bled in
Self-
Mes-
Ab- Mes- Message Text if Cancella- Serv-
sage
sence Condition Message Text if sage Supporting Docu- tion ice
Se-
Time for Taking Condition not Se- ment to be at- verit Workflow Sce-
Type Additional Information Time Off Fulfilled verity tached y Activated nario

Sick- The HR Administrator as Start date You are not al- Warn- As a reminder, Warn Yes Yes
ness well as the Employee has or end lowed to book ing please attach ad- ing
the possibility to split date of re- the absence in ditional documen-
or delimit an existing quested the past! tation if your Time
vacation record in case leave due Off Request is
the employee falls sick to sickness  Note greater than 5
during his or her vaca- must not Message is days.
tion. This functionality is be before raised only
applicable only for em- today. when re-
 Note
ployees having time pro- questing Message is
file Time Profile time off via raised only
(GBR). Details can be self-service. when request-
found here [page 621]. ing time off
via self-serv-
ice.

Study Start date You are not al- Warn- Please attach ad- Warn Yes Yes
Leave or end lowed to book ing ditional documen- ing
date of re- the absence in tation related
quested the past! to your upcom-
study ing Exam (Study
leave must  Note Leave Request)
not be be- Message is
fore today. raised only
 Note
when re- Message is
questing raised only
time off via when request-
self-service. ing time off
via self-serv-
ice.

The em- You are not al- Warn-

ployee has lowed to take ing
Un- consumed unpaid leave if
paid all types of you have any Yes Yes
Leave leave he or other time ac-
she is enti- count positive
tled to. balance.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 465
 Ena-
bled in
Self-
Mes-
Ab- Mes- Message Text if Cancella- Serv-
sage
sence Condition Message Text if sage Supporting Docu- tion ice
Se-
Time for Taking Condition not Se- ment to be at- verit Workflow Sce-
Type Additional Information Time Off Fulfilled verity tached y Activated nario

Start date You are not al- Warn-

or end lowed to book ing
date of re- the absence in
quested the past!
unpaid
leave must  Note
not be be- Message is
fore today. raised only
when re-
questing
time off via
self-service.

Other Start date You are not al- Warn- Yes Yes
or end lowed to book ing
date of re- the absence in
quested the past!
other leave
must not  Note
be before Message is
today. raised only
when re-
questing
time off via
self-service.

Per- Start date You are not al- Warn- Yes Yes
sonal or end lowed to book ing
Leave date of re- the absence in
quested the past!
personal
leave must  Note
not be be- Message is
fore today. raised only
when re-
questing
time off via
self-service.

Manage Time-Off: Test Script

466 PUBLIC Country/Region - Specific Values
 Ena-
bled in
Self-
Mes-
Ab- Mes- Message Text if Cancella- Serv-
sage
sence Condition Message Text if sage Supporting Docu- tion ice
Se-
Time for Taking Condition not Se- ment to be at- verit Workflow Sce-
Type Additional Information Time Off Fulfilled verity tached y Activated nario

Jury Start date You are not al- Warn- Please attach ad- Warn Yes Yes
Serv- or end lowed to book ing ditional documen- ing
ice date of re- the absence in tation related to
quested the past! your Civic Duty
leave due Request
to jury  Note
service Message is
 Note
must not raised only Message is
be before when re- raised only
today. questing when request-
time off via ing time off
self-service. via self-serv-
ice.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 467
United States (USA)

Cancella- Enabled
Mes-
Message Text if tion Work- in Self-
sage
Absence Time Assigned Time Condition not Fulfil- Se- flow Acti- Service
Type Account Type Condition for Taking Time Off led verity vated Scenario

Military Serv- Start date or end date of re- You are not allowed Warn- Yes Yes
ice quested leave due to military to book the absence ing
service must not be before to- in the past!
day.
 Note
Message is
raised only when
requesting time
off via self-serv-
ice.

The employee has consumed You are not allowed Warn-

Unpaid all types of leave he or she is to take unpaid leave ing
entitled to. if you have any other
 Note time account posi-
This time tive balance.
type is rel-
evant only Start date or end date of re- You are not allowed Warn-

for em- quested unpaid leave must not to book the absence ing

ployees be before today. in the past! Yes Yes

having
time pro-
 Note
file Message is
Generic raised only when
Profile requesting time
(USA). off via self-serv-
ice.

Manage Time-Off: Test Script

468 PUBLIC Country/Region - Specific Values
 Cancella- Enabled
Mes-
Message Text if tion Work- in Self-
sage
Absence Time Assigned Time Condition not Fulfil- Se- flow Acti- Service
Type Account Type Condition for Taking Time Off led verity vated Scenario

As per the California regula-

tions, an employee must com-
plete less than or equal to 120
days of employment require-
ment as prerequisite for tak-
ing paid sick leave. In this SAP
Best Practice, the employee
must complete 90 days of em-
ployment as prerequisite for
taking paid sick leave.

90 days is a sample value

which can be changed by the
customer. Customer has to
make sure that value of Time
From Hire To First Accrual is
Sickness
Sickness (Cali- less than or equal to 120 days.
(USA_CAL_SIC Yes Yes
fornia)
K) The leave due to sickness must Employees are re- Error
be requested for at least two quired to use paid
hours. sick leave for a mini-
mum of two hours

Start date or end date of re- You are not allowed Warn-
quested leave due to sickness to book the absence ing
must not be before today. in the past!

 Note
Message is
raised only when
requesting time
off via self-serv-
ice.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 469
Vietnam (VNM)

Ena-
bled
Message in
Text if Sup- Cancel- Self-
Ab- Mes- porting lation Serv-
Mes-
sence Message Text sage Document Work- ice
sage
Time Condition for Tak- if Condition Se- to be at- Se- flow Ac- Sce-
Type Additional Information ing Time Off not Fulfilled verity tached verity tivated nario

High level, the process Only female em- Time Off re- Error Please at- Error
is as follows: the em- ployees are allowed quest for this tach certified
ployee requests mater- to take time off due time type is for document in
nity leave. In case during to miscarriage. female only. writing by an
the pregnancy, she suf- obstetrician
fers a miscarriage, she  Note or midwife.
must cancel the mater- This error
nity leave and request message
time off due to miscar- comes up
riage instead. for a non-
Upon selecting female

Time Type employee

only after
VNM Miscarriage
the man-
Leave, mandatory field
datory
Number of months
field has
VNM pregnant displays at the
been fil-
Mis- bottom of the Create
led.
car- Absence section. This Yes Yes
riage field needs to be filled
before Start Date and If Number of You are only Error
Leave
End Date can be main- months pregnant is allowed to take
less or equal 3, the a maximum of
tained.
leave due to miscar- 20 consecu-
Based on the value en- riage is limited to tive working
tered, the employee is at most 20 consec- days of Leave.
utive working days.
entitled to a certain
number of consecutive If Number of You are only Error
working days of leave as months pregnant is allowed to take
follows: more than 3 but a maximum of
less or equal 6, the 40 consecu-
• in case the em- leave due to miscar- tive working
ployee was preg- riage is limited to days of Leave.
nant for 3 months at most 40 consec-
or less, she is enti- utive working days.
tled to 20 days.
• in case the em-
ployee was preg-
nant between 3 and

Manage Time-Off: Test Script

470 PUBLIC Country/Region - Specific Values
 Ena-
bled
Message in
Text if Sup- Cancel- Self-
Ab- Mes- porting lation Serv-
Mes-
sence Message Text sage Document Work- ice
sage
Time Condition for Tak- if Condition Se- to be at- Se- flow Ac- Sce-
Type Additional Information ing Time Off not Fulfilled verity tached verity tivated nario

6 months, she is en- If Number of You are only Error

titled to 40 days. months pregnant is allowed to take
more than 6, the a maximum of
• in case the em-
leave due to miscar- 50 consecu-
ployee was preg-
riage is limited to tive working
nant for more than
at most 50 consec- days of Leave.
6 months, she is en-
utive working days.
titled to 50 days.

Only male employ- Time Off re- Error Please at- Error
Upon selecting ees are allowed to quest for this tach certified
Time Type VNM take paternity leave. time type is for document in
Paternity Leave, male only. writing by an
obstetrician
mandatory fields
Calculated Date Of Birth,
 Note or midwife.

Type of Birth (VNM) This error

(normal or Cesarean message
section delivery), and comes up
Number of Child(ren) for a non-
display at the bottom of male em-
the Create Absence sec- ployee
tion. These fields need only after
to be filled before Start the 3
Date and End Date can manda-
VNM
be maintained. tory fields
Pater-
have been Yes Yes
nity Based on the values en-
Leave filled.
tered for Type of Birth
(VNM) and Number of
Child(ren), the employee The paternity leave You are only Error
is entitled to a certain must be taken allowed to take
within 30 calendar the leave
number of consecutive
days from the cal- within 30 days
working days of leave:
culated date of from calcu-
• In case of a Nor- birth. lated date of
mal Delivery, the birth.
employee is entitled Error
to 5 days in case In case of Normal You are al-
of a single child and Delivery of one lowed to take
10 days in case of Child, the paternity only 5 consec-
twins. Starting with leave is limited to at utive working
the 3rd child (trip- most 5 consecutive days of Pater-
lets), the employee
working days. nity Leave.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 471
 Ena-
bled
Message in
Text if Sup- Cancel- Self-
Ab- Mes- porting lation Serv-
Mes-
sence Message Text sage Document Work- ice
sage
Time Condition for Tak- if Condition Se- to be at- Se- flow Ac- Sce-
Type Additional Information ing Time Off not Fulfilled verity tached verity tivated nario

In case of Normal You are al- Error

Delivery of two Chil- lowed to take
dren, the paternity only 10 con-
leave is limited to secutive work-
at most 10 consecu- ing days of Pa-
tive working days. ternity Leave.

In case of Normal You are al- Error

Delivery of three lowed to take
or more Children, only <dura-
the paternity leave tion> consecu-
is limited to at tive working
most (10 + 3 addi- days of Pater-
tional days for each nity Leave.
gets additional 3
child) consecutive
days for every child.
working days.
• In case of a Ce-
sarean Section De- In case of Cesar- You are al- Error
livery, the employee ean Section Delivery lowed to take
is entitled to 7 days of one Child, the only 7 consec-
in case of a single paternity leave is utive working
child and 14 days in limited to at most days of Pater-
case of twins. Start- 7 consecutive work- nity Leave.
ing with the 3rd ing days.
child (triplets), the
In case of Cesar- You are al- Error
employee gets addi-
ean Section Deliv- lowed to take
tional 3 days for ev-
ery of two Children, only 14 con-
ery child.
the paternity leave secutive work-
is limited to at ing days of Pa-
most 14 consecu- ternity Leave.
tive working days.

In case of Cesarean You are al- Error

Section Delivery of lowed to take
three or more Chil- only <dura-
dren, the paternity tion> consecu-
leave is limited to at tive working
most (14 + 3 addi- days of Pater-
tional days for each nity Leave.
child) consecutive
working days.

Manage Time-Off: Test Script

472 PUBLIC Country/Region - Specific Values
 Ena-
bled
Message in
Text if Sup- Cancel- Self-
Ab- Mes- porting lation Serv-
Mes-
sence Message Text sage Document Work- ice
sage
Time Condition for Tak- if Condition Se- to be at- Se- flow Ac- Sce-
Type Additional Information ing Time Off not Fulfilled verity tached verity tivated nario

VNM The employee is entitled Each wedding leave Time Off re- Error Yes Yes
Wed- to this type of time is limited to a max- quest for this
ding off each time they get imum of 3 consecu- time type is for
Leave married. The Line Man- tive working days. 3 working days
ager and HR Administra- per request
tor should check offline, only.
that the employee got
married.

VNM Each leave due to Time Off re- Error Yes Yes
Per- personal reasons, quest for this
sonal like, for example, time type is for
Leave death of a parent, 3 working days
is limited to a max- per request
imum of 3 consecu- only.
tive working days.

VNM The employee is entitled The leave due to the Time Off re- Error Yes Yes
Child- to this type of time child's wedding is quest for this
ren's off for each of their limited to 1 working time type is for
Wed- child that gets married. day. 1 working day
ding The Line Manager and per request
Leave HR Administrator should only.
check offline, that the
employee's child got
married.

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 190]

5.1.3 Additional Time Types for Belgium (BEL)

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request via Self-Service [page 168]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 204]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 473
For several (absence) time types, the time-off request needs to be approved directly by a member of the HR
Administrator group; after approval, an email is sent out to the employee's Line Manager, notifying them about
the posted time off.

For several (absence) time types, no approval of the time-off request is required; instead, the status of the
request becomes automatically Approved upon submitting the request.

In this chapter, details to these (absence) time types are given.

(Absence) Time Types for which only approval by a member of the HR

Administrator dynamic group is needed. An email notification is sent out to
the line manager upon approval of the request by the HR Administrator.

Ena-
bled
in
Cancel- Self-
Ab- Message Mes- lation Serv-
sence Text if Con- sage Work- ice
Time Assigned Time Condition for dition not Se- flow Ac- Sce-
Type Account Type Additional Information Taking Time Off Fulfilled verity tivated nario

Illness No Yes

Manage Time-Off: Test Script

474 PUBLIC Country/Region - Specific Values
 Ena-
bled
in
Cancel- Self-
Ab- Message Mes- lation Serv-
sence Text if Con- sage Work- ice
Time Assigned Time Condition for dition not Se- flow Ac- Sce-
Type Account Type Additional Information Taking Time Off Fulfilled verity tivated nario

Pater- Upon selecting Time Type Paternity leave You can Error No Yes
nity Paternity Leave, field Real is limited to 15 take only 15
Leave Date Of Birth displays at the bot- working days days of pa-
tom of the Create Absence sec- within 4 months ternity
tion. This field needs to be filled from the child's leave within
before Start Date and End Date birth date. Pa- 4 months
can be maintained. Based on the ternity leave from birth
Real Date Of Birth entered, the cannot start be- date of
period in which paternity leave fore the child's child.
can be taken, as well as the al- birth date.
lowed limit of days the employee
is entitled to are controlled by
preconfigured take rules. Pater-
nity leave can be split into several
requests till the allowed limit is
reached.

 Caution
In case you split the pater-
nity leave for the same child
into several time offs, make
sure to add in the new re-
quest(s) the same Real Date
Of Birth as in the initial re-
quest!

Educa- Educational Leave No Yes

tional (BEL_EDUC_LEA
Leave VE)

 Note
The remain-
ing balance is
not carried
over to the
next year.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 475
 Ena-
bled
in
Cancel- Self-
Ab- Message Mes- lation Serv-
sence Text if Con- sage Work- ice
Time Assigned Time Condition for dition not Se- flow Ac- Sce-
Type Account Type Additional Information Taking Time Off Fulfilled verity tivated nario

Mater- Yes No
nity
(Preg-
nancy) For details on the process of requesting pregnancy and maternity leave refer to chapter
Pregnancy and Maternity Leave (for Belgium only) [page 657].
Mater- Yes No
nity
Leave

(Absence) Time Types for which the request is automatically approved upon
posting by the HR Administrator.

Absence Cancellation Work- Enabled in Self-

Time Type Additional Information flow Activated Service Scenario

Strike There is no quota attached to this time type. The employee No No

agrees with the line manager on the time off.

Unemploy- This type of time off is relevant for scenarios like Covid-19. No No
ment - Eco- The employee needs to take time off because they or their
nomic Rea- children are infected or in quarantine.
son

 Note

The Line Manager can view details to the absence of the direct report. For this, he or she can proceed as
follows:

• Log on to Employee Central as Line Manager.

• On the Home page, go to the My Team section and click on the Team Absences tile.
• In the upcoming Team Absence Calendar screen, go to the My Direct Reports tab and review the
absences of your direct reports. Choose the < (Navigate backwards) and > (Navigate forward) arrows to
review the absences in course of several weeks/months.

Manage Time-Off: Test Script

476 PUBLIC Country/Region - Specific Values
5.1.4 Additional Time Types for Finland (FIN)

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

Go back to Process Approved Time Off Request [page 204]

For several (absence) time types, the time-off request needs to be approved directly by a member of the HR
Administrator group; after approval, an email is sent out to the employee's Line Manager, notifying them about
the posted time off.

For several (absence) time types, after approval by the employee's Line Manager, an email is sent out to the
members of the HR Administrator group, notifying them about the posted time off.

In this chapter, details to these (absence) time types are given.

(Absence) Time Types for which only approval by a member of the HR

Administrator dynamic group is needed. An email notification is sent out to
the line manager upon approval of the request by the HR Administrator.

Ena-
Message bled
Text if Cancel- in
Support- lation Self-
Ab- Message Mes- ing Docu- Mes- Work- Serv-
sence Text if Con- sage ment to sage flow ice
Time Condition for dition not Se- be at- Se- Acti- Sce-
Type Additional Information Taking Time Off Fulfilled verity tached verity vated nario

Lock- Requesting time Yes No

out off in hours and
minutes is al-
lowed.

Strike Requesting time Yes No

off in hours and
minutes is al-
lowed.

Mili- Only full day Add the Warn- Yes No

tary/ booking is al- military ing
non- lowed. refresher
military letter as
Re- an attach-
fresher ment.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 477
 Ena-
Message bled
Text if Cancel- in
Support- lation Self-
Ab- Message Mes- ing Docu- Mes- Work- Serv-
sence Text if Con- sage ment to sage flow ice
Time Condition for dition not Se- be at- Se- Acti- Sce-
Type Additional Information Taking Time Off Fulfilled verity tached verity vated nario

Military Only full day Add the Warn- Yes No

reserve booking is al- military ing
lowed. invitation
letter as
an attach-
ment.

Part. Upon selecting Time Type This time type is You can Error Yes No
Parent Part. Parent Allow. intended to be only take
Allow. Leave, field Date Of Birth used for a time this leave
Leave (Child) displays at the bottom of off less than one within 3
(Partial the Create Absence dialog box. day, and can years from
Paren- Select an appropriate date from thus be re- child birth
tal Al- the calendar help. quested in date.
low- hours and mi-
ance  Caution nutes.
Leave)
When splitting this leave for It can be taken
the same child into several only after the
time offs, make sure to add child’s birth until
in the new request(s) the their third birth-
same Date Of Birth (Child) day.
as in the initial request!

If Part. Parent Allow.

Leave is taken on a Saturday,
which is not a public holiday, the
equivalent of 1 day is counted as
absence.

Child Only full day Yes No

Care booking is al-
Leave lowed.

Acci- Requesting time Yes No

dent en off in hours and
route to minutes is al-
work lowed.

Indus- Only full day Yes No

trial ac- booking is al-
cident lowed.

Manage Time-Off: Test Script

478 PUBLIC Country/Region - Specific Values
 Ena-
Message bled
Text if Cancel- in
Support- lation Self-
Ab- Message Mes- ing Docu- Mes- Work- Serv-
sence Text if Con- sage ment to sage flow ice
Time Condition for dition not Se- be at- Se- Acti- Sce-
Type Additional Information Taking Time Off Fulfilled verity tached verity vated nario

Lay-off A maximum of 30 working days Only full day Yes No

1 at a time, on which the employee booking is al-
is on lay off, are counted as lowed.
working days and the employee
will accrue holiday credit quota
during this leave. Once 30 days
of leave are exceeded, no holiday
credit quota is accrued for the
leave days exceeding 30 days.

Paren- Upon selecting Time Type Please en- Error Yes No

tal Al- Parental Allowance ter the child
low- Leave, fields Date Of Birth type (Sin-
ance (Child) and Type Of Birth dis- gle or Multi-
Leave play at the bottom of the Create ple).
Absence dialog box. You are re-
quested to enter the type of birth
and attach the appropriate birth
certificate.

 Caution
When splitting this leave for
the same child(ren) into sev-
eral time offs, make sure to
add in the new request(s)
the same Date Of Birth
(Child) and Type Of Birth as
in the initial request!

If Parental Allowance
Leave is taken on a Saturday,
which is not a public holiday, the
equivalent of 1 day is counted as
absence.

A maximum of 160 days of pa-

rental leave are counted as work-
ing days and the employee will
accrue holiday credit quota dur-
ing this leave period. Once a total
of 160 days leave is exceeded, no

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 479
 Ena-
Message bled
Text if Cancel- in
Support- lation Self-
Ab- Message Mes- ing Docu- Mes- Work- Serv-
sence Text if Con- sage ment to sage flow ice
Time Condition for dition not Se- be at- Se- Acti- Sce-
Type Additional Information Taking Time Off Fulfilled verity tached verity vated nario

holiday credit quota is accrued Depending on Depending Error

for the leave days exceeding 160 the Type of on the type
days. Birth, parental of birth se-
allowance leave lected, dif-
can be at most ferent error
320 days in messages
case of a single display:
child and 404
In case of
days in case of
Regular
multiples.
Birth:
You can
only take
320 days
for single
child.
Kindly at-
tach the
birth certifi-
cate fur-
nishing
these de-
tails.

In case of
Multiple
s: You can
only take
404 days
for multiple
children.
Kindly at-
tach the
birth certifi-
cate fur-
nishing
these de-
tails.

Manage Time-Off: Test Script

480 PUBLIC Country/Region - Specific Values
 Ena-
Message bled
Text if Cancel- in
Support- lation Self-
Ab- Message Mes- ing Docu- Mes- Work- Serv-
sence Text if Con- sage ment to sage flow ice
Time Condition for dition not Se- be at- Se- Acti- Sce-
Type Additional Information Taking Time Off Fulfilled verity tached verity vated nario

Parental Allow- The Leave Error

ance Leave can should
be taken only af- start after
ter the child’s the birth
birth until their date of the
second birth- child and
day. can be
availed until
the child
turns 2
years.

Preg- This time type is available for Only full day Yes No
nancy selection only in case of female booking is al-
Leave employees; this being obtained lowed.
using a time type filter rule.

Each Saturday that is not a pub-

lic holiday and falls into a preg-
nancy leave period, is counted as
a day of absence.

A maximum of 40 days of preg-

nancy leave are counted as
working days and the employee
will accrue holiday credit quota
during this leave period. Once 40
days of leave are exceeded, no
holiday credit quota is accrued
for the leave days exceeding 40
days.

Medical A maximum of 75 working days Only full day Yes No

rehabil- in one vacation year, on which booking is al-
itation the employee is subject to medi- lowed.
cal rehabilitation, are counted as
working days and the employee
will accrue holiday credit quota
during this leave. Once 75 days
of leave are exceeded, no holiday
credit quota is accrued for the
leave days exceeding 75 days.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 481
 Ena-
Message bled
Text if Cancel- in
Support- lation Self-
Ab- Message Mes- ing Docu- Mes- Work- Serv-
sence Text if Con- sage ment to sage flow ice
Time Condition for dition not Se- be at- Se- Acti- Sce-
Type Additional Information Taking Time Off Fulfilled verity tached verity vated nario

Study The maximum of 30 working Only full day Yes No

leave - days in one vacation year, on booking is al-
Unpaid which the employee is on unpaid lowed.
study leave, are considered to be
the equivalent of days at work,
and the employee will accrue
holiday credit quota during this
leave. Prerequisite for this is the
employee’s return to work im-
mediately after the study leave.
Once 30 days of leave are ex-
ceeded, no holiday credit quota
is accrued for the leave days ex-
ceeding 30 days.

(Absence) Time Types for which after approval by the employee's Line
Manager, an email is sent out to the members of the HR Administrator group.

Enabled
Ab- Cancella- in Self-
sence tion Work- Service
Time Condition for flow Acti- Sce-
Type Additional Information Taking Time Off vated nario

Unpaid Only full day Yes Yes

Illness booking is al-
lowed.

Illness A maximum of 75 working days in one vacation year, on which the Only full day Yes Yes
during employee is unable to work due to illness (be it illness during vaca- booking is al-
vacation tion or illness with certificate), are counted as working days and the lowed.
employee will accrue holiday credit quota during this leave. Once 75
days of leave are exceeded, no holiday credit quota is accrued for
the leave days exceeding 75 days.

Manage Time-Off: Test Script

482 PUBLIC Country/Region - Specific Values
5.1.5 Additional Time Types for Italy (ITA)

Go back to Submit Time Off Request via Self-Service [page 164]

Go back to Submit Time Off Request via Self-Service [page 168]

Go back to Submit Time Off Request on Behalf of Employee [page 171]

For several (absence) time types, no approval of the time-off request is required; instead, the status of the
request becomes automatically Approved upon submitting the request. Nevertheless, for some of these, an
email is sent out to the employee's Line Manager, notifying him or her about the posted time off.

In this chapter, details to these (absence) time types are given.

(Absence) Time Types for which no approval is needed, but an email

notification is sent out to the line manager upon posting the request via
self-service. In case the absence is posted on behalf of the employee, no
email notification is sent out to the line manager.

Message
Text if Ena-
Support- Cancel- bled in
Ab- Message Addi- Mes- ing Docu- Addi- Mes- lation Self-
sence Condition Text if Con- tional In- sage ment to tional In- sage Work- Service
Time Assigned Time for Taking dition not forma- Se- be at- forma- Se- flow Ac- Sce-
Type Account Type Time Off Fulfilled tion verity tached tion verity tivated nario

Blood Start date You are not Message Warn- Please at- Message Warn- No Yes
Dona- or end allowed to is raised ing tach cer- is raised ing
tion date of re- book the only tificate only
quested absence in when re- when re-
time-off the past! questing questing
must not time off time off
be before via self- via self-
today. service. service.

Bone Start date You are not Message Warn- Please at- Message Warn- No Yes
Mar- or end allowed to is raised ing tach cer- is raised ing
row date of re- book the only tificate only
Dona- quested absence in when re- when re-
tion time-off the past! questing questing
must not time off time off
be before via self- via self-
today. service. service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 483
 Message
Text if Ena-
Support- Cancel- bled in
Ab- Message Addi- Mes- ing Docu- Addi- Mes- lation Self-
sence Condition Text if Con- tional In- sage ment to tional In- sage Work- Service
Time Assigned Time for Taking dition not forma- Se- be at- forma- Se- flow Ac- Sce-
Type Account Type Time Off Fulfilled tion verity tached tion verity tivated nario

Death ITA Death/Seri- Start date You are not Message Warn- Please at- Message Warn- No Yes
/Seri- ous Family Rea- or end allowed to is raised ing tach cer- is raised ing
ous sons Permits date of re- book the only tificate only
Family (ITA_DEATH_SE- quested absence in when re- when re-
Rea- RIOUS_FAM- time-off the past! questing questing
sons ILY_REASON) must not time off time off
Per- be before via self- via self-
mits today. service. service.

Man- Start date You are not Message Warn- Please at- Message Warn- No Yes
datory or end allowed to is raised ing tach cer- is raised ing
Pater- date of re- book the only tificate only
nity quested absence in when re- when re-
Leave time-off the past! questing questing
must not time off time off
be before via self- via self-
today. service. service.

Op- Start date You are not Message Warn- Please at- Message Warn- No Yes
tional or end allowed to is raised ing tach cer- is raised ing
Pater- date of re- book the only tificate only
nity quested absence in when re- when re-
Leave time-off the past! questing questing
must not time off time off
be before via self- via self-
today. service. service.

Start date You are not Message Warn- Please at- Message Warn-
or end allowed to is raised ing tach cer- is raised ing
date of re- book the only tificate only
quested absence in when re- when re-
time-off the past! questing questing
must not time off time off
be before via self- via self-
Mar- today. service. service.
riage No Yes
Leave Marriage Time off re- Error
leave can- quest for
not be marriage
greater leave is lim-
than 15 ited to 15
consecu- days in a
tive calen- row.
dar days.

Manage Time-Off: Test Script

484 PUBLIC Country/Region - Specific Values
 Message
Text if Ena-
Support- Cancel- bled in
Ab- Message Addi- Mes- ing Docu- Addi- Mes- lation Self-
sence Condition Text if Con- tional In- sage ment to tional In- sage Work- Service
Time Assigned Time for Taking dition not forma- Se- be at- forma- Se- flow Ac- Sce-
Type Account Type Time Off Fulfilled tion verity tached tion verity tivated nario

Marriage Time off re- Error

leave can quest not al-
be taken lowed as it
only once has already
in 12 been re-
months. quested in
the last year

Paid Start date You are not Message Warn- Please at- Message Warn- No Yes
Paren- or end allowed to is raised ing tach cer- is raised ing
tal date of re- book the only tificate only
Leave quested absence in when re- when re-
/ Op- time-off the past! questing questing
tional must not time off time off
Paid be before via self- via self-
Ma- today. service. service.
ternity

Un- Start date You are not Message Warn- Please at- Message Warn- No Yes
paid or end allowed to is raised ing tach cer- is raised ing
Paren- date of re- book the only tificate only
tal quested absence in when re- when re-
Leave time-off the past! questing questing
/ Op- must not time off time off
tional be before via self- via self-
Un- today. service. service.
paid
Ma-
ternity

Trade Start date You are not Message Warn- Please at- Message Warn- No Yes
Union or end allowed to is raised ing tach cer- is raised ing
Per- date of re- book the only tificate only
mits quested absence in when re- when re-
time-off the past! questing questing
must not time off time off
be before via self- via self-
today. service. service.

Bone Start date You are not Message Warn- Please at- Message Warn- No Yes
Mar- or end allowed to is raised ing tach cer- is raised ing
row date of re- book the only tificate only
Dona- quested absence in when re- when re-
tion time-off the past! questing questing
Per- must not time off time off
mits be before via self- via self-
today. service. service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 485
 Message
Text if Ena-
Support- Cancel- bled in
Ab- Message Addi- Mes- ing Docu- Addi- Mes- lation Self-
sence Condition Text if Con- tional In- sage ment to tional In- sage Work- Service
Time Assigned Time for Taking dition not forma- Se- be at- forma- Se- flow Ac- Sce-
Type Account Type Time Off Fulfilled tion verity tached tion verity tivated nario

Sick- Start date You are not Message Warn- Please at- Message Warn- No Yes
ness or end allowed to is raised ing tach cer- is raised ing
Non- date of re- book the only tificate only
Disa- quested absence in when re- when re-
bled time-off the past! questing questing
Child must not time off time off
Aged be before via self- via self-
be- today. service. service.
tween
3 and
8
Years

Sick- Start date You are not Message Warn- Please at- Message Warn- No Yes
ness or end allowed to is raised ing tach cer- is raised ing
Non- date of re- book the only tificate only
Disa- quested absence in when re- when re-
bled time-off the past! questing questing
Child must not time off time off
Aged be before via self- via self-
up to today. service. service.
3
Years

Manage Time-Off: Test Script

486 PUBLIC Country/Region - Specific Values
(Absence) Time Types for which no approval is needed and no email
notification is sent out to the line manager upon posting the request. It is
enough that employee informs colleagues/line manager about the absence.

Ena-
Cancel- bled in
Ab- Assigned Message Mes- Message Text Mes- lation Self-
sence Time Ac- Condition Text if Con- sage if Supporting sage Work- Service
Time count for Taking dition not Se- Document to Se- flow Ac- Sce-
Type Type Prerequisite Time Off Fulfilled verity be attached verity tivated nario

2 Following fields re- Start date You are not Warn- No Yes
lated to the employ- or end date allowed to ing
Hours
ee’s dependent must of re- book the
/Day
be maintained: quested absence in
for time-off the past!
Disa-
• in the Person
must not be
Relationship
bled
block:
before to-  Not
Chil- day.
Relationship: e
dren Child
Mes-
Aged • in the Global
sage is
up to 3 Information
raised
Years block:
only
Challenged: Yes
when
re-
quest-
ing time
off via
self-
service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 487
 Ena-
Cancel- bled in
Ab- Assigned Message Mes- Message Text Mes- lation Self-
sence Time Ac- Condition Text if Con- sage if Supporting sage Work- Service
Time count for Taking dition not Se- Document to Se- flow Ac- Sce-
Type Type Prerequisite Time Off Fulfilled verity be attached verity tivated nario

2 Following fields re- Start date You are not Warn- No Yes
Hours lated to the employee or end date allowed to ing
/Day must be maintained: of re- book the
for quested absence in
Disa-
• in the Personal
time-off the past!
Information block
bled must not be
of the Personal
Em-
Information sub-
before to-  Not
ployee day.
section: e
• Challenge Mes-
Status: Yes
sage is
• Certificate raised
Start Date:
only
<start
when
date of
re-
certific
quest-
ate
ing time
confirmi
ng that off via
employee self-
is service.
challeng
ed>
• Certificate
End Date:
<date in
accordan
ce with
data on
certific
ate>
• in the Global
Information block
of the Personal
Information sub-
section:
Challenge Group:
Severely
Challenged
- Employee

Manage Time-Off: Test Script

488 PUBLIC Country/Region - Specific Values
 Ena-
Cancel- bled in
Ab- Assigned Message Mes- Message Text Mes- lation Self-
sence Time Ac- Condition Text if Con- sage if Supporting sage Work- Service
Time count for Taking dition not Se- Document to Se- flow Ac- Sce-
Type Type Prerequisite Time Off Fulfilled verity be attached verity tivated nario

3 Following fields re- Start date You are not Warn- No Yes
Days/ lated to the employee or end date allowed to ing
Month must be maintained: of re- book the
for quested absence in
Disa-
• in the Personal
time-off the past!
Information block
bled must not be
of the Personal
Em-
Information sub-
before to-  Not
ployee day.
section: e
• Challenge Mes-
Status: Yes
sage is
• Certificate raised
Start Date:
only
<start
when
date of
re-
certific
quest-
ate
ing time
confirmi
ng that off via
employee self-
is service.
challeng
ed>
• Certificate
End Date:
<date in
accordan
ce with
data on
certific
ate>
• in the Global
Information block
of the Personal
Information sub-
section:
Challenge Group:
Severely
Challenged
- Employee

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 489
 Ena-
Cancel- bled in
Ab- Assigned Message Mes- Message Text Mes- lation Self-
sence Time Ac- Condition Text if Con- sage if Supporting sage Work- Service
Time count for Taking dition not Se- Document to Se- flow Ac- Sce-
Type Type Prerequisite Time Off Fulfilled verity be attached verity tivated nario

Acci- Start date You are not Warn- Please attach Warn- No No
dent or end date allowed to ing certificate ing
of re- book the
quested absence in  Note
time-off the past!
Message
must not be
is raised
before to-  Not only
day.
e when re-
questing
Mes-
time off
sage is via self-
raised service.
only
when
re-
quest-
ing time
off via
self-
service.

Start date You are not Warn- Please attach Warn-

or end date allowed to ing certificate ing
of re- book the
quested absence in  Note
time-off the past!
must not be Message
before to-  Not is raised
day. only
e
when re-
Com- Mes- questing
pul-
sage is time off
sory No No
raised via self-
Mater-
nity only service.
when
re-
quest-
ing time
off via
self-
service.

Manage Time-Off: Test Script

490 PUBLIC Country/Region - Specific Values
 Ena-
Cancel- bled in
Ab- Assigned Message Mes- Message Text Mes- lation Self-
sence Time Ac- Condition Text if Con- sage if Supporting sage Work- Service
Time count for Taking dition not Se- Document to Se- flow Ac- Sce-
Type Type Prerequisite Time Off Fulfilled verity be attached verity tivated nario

Maternity Absence al- Error

leave can lowed only
be posted for female
only for fe- employees
male em-
ployees.

Maternity Time off re- Error

leave is lim- quest for
ited to 5 Compulsory
months. Maternity is
limited to
maximum 5
months.

Start date You are not Warn- Please attach Warn-

or end date allowed to ing certificate ing
of re- book the
quested absence in  Note
time-off the past!
must not be Message
before to-  Not is raised
day. only
e
when re-
Mes- questing
sage is time off
Com- raised via self-
pul-
only service.
sory
when
Late No No
Birth re-
Mater- quest-
nity ing time
off via
self-
service.

Maternity Absence al- Error

leave can lowed only
be posted for female
only for fe- employees
male em-
ployees.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 491
 Ena-
Cancel- bled in
Ab- Assigned Message Mes- Message Text Mes- lation Self-
sence Time Ac- Condition Text if Con- sage if Supporting sage Work- Service
Time count for Taking dition not Se- Document to Se- flow Ac- Sce-
Type Type Prerequisite Time Off Fulfilled verity be attached verity tivated nario

Maternity Time off re- Error

leave is lim- quest for
ited to 5 Compulsory
months. Maternity is
limited to
maximum 5
months.

Se- Following field related Start date You are not Warn- No Yes
verely to the employee’s or end date allowed to ing
Disa- dependent must be of re- book the
bled maintained: quested absence in
Family time-off the past!
Mem-
• in the Global
must not be
Information
ber As-
block:
before to-  Not
sis- day.
Challenged: Yes e
tance
Permit Mes-
sage is
raised
only
when
re-
quest-
ing time
off via
self-
service.

Manage Time-Off: Test Script

492 PUBLIC Country/Region - Specific Values
 Ena-
Cancel- bled in
Ab- Assigned Message Mes- Message Text Mes- lation Self-
sence Time Ac- Condition Text if Con- sage if Supporting sage Work- Service
Time count for Taking dition not Se- Document to Se- flow Ac- Sce-
Type Type Prerequisite Time Off Fulfilled verity be attached verity tivated nario

Ex- Following fields re- Start date You are not Warn- No Yes
tended lated to the employ- or end date allowed to ing
Paren- ee’s dependent must of re- book the
tal be maintained: quested absence in
Leave time-off the past!
for
• in the Person
must not be
Relationship
Disa-
block:
before to-  Not
bled day.
Relationship: e
Chil-
Child
dren Mes-
Aged • in the Global
sage is
up to Information
raised
12 block:
only
Years Challenged: Yes
when
re-
quest-
ing time
off via
self-
service.

Gen- Start date You are not Warn- No No

der Vi- or end date allowed to ing
olence of re- book the
Leave quested absence in
time-off the past!
must not be
before to-  Not
day.
e
Mes-
sage is
raised
only
when
re-
quest-
ing time
off via
self-
service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 493
 Ena-
Cancel- bled in
Ab- Assigned Message Mes- Message Text Mes- lation Self-
sence Time Ac- Condition Text if Con- sage if Supporting sage Work- Service
Time count for Taking dition not Se- Document to Se- flow Ac- Sce-
Type Type Prerequisite Time Off Fulfilled verity be attached verity tivated nario

Hospi- Start date You are not Warn- Please attach Warn- No No
taliza- or end date allowed to ing certificate ing
tion of re- book the
quested absence in  Note
time-off the past!
must not be Message
before to-  Not is raised
day. only
e
when re-
Mes- questing
sage is time off
raised via self-
only service.
when
re-
quest-
ing time
off via
self-
service.

Seri- ITA Seri- Start date You are not Warn- Please attach Warn- No No
ous ous Per- or end date allowed to ing certificate ing
Per- sonal/ of re- book the
sonal/ Family quested absence in  Note
Family Reasons time-off the past!
Rea- Leave must not be Message
sons (ITA_LEA before to-  Not is raised
Leave VE_ SERI- day. only
e
OUS_PER when re-
S_ FAM- Mes- questing
ILY_REA- sage is time off
SONS)
raised via self-
only service.
when
re-
quest-
ing time
off via
self-
service.

Manage Time-Off: Test Script

494 PUBLIC Country/Region - Specific Values
 Ena-
Cancel- bled in
Ab- Assigned Message Mes- Message Text Mes- lation Self-
sence Time Ac- Condition Text if Con- sage if Supporting sage Work- Service
Time count for Taking dition not Se- Document to Se- flow Ac- Sce-
Type Type Prerequisite Time Off Fulfilled verity be attached verity tivated nario

Unpaid Start date You are not Warn- Please attach Warn- No No
Acci- or end date allowed to ing certificate ing
dent of re- book the
Leave quested absence in  Note
time-off the past!
must not be Message
before to-  Not is raised
day. only
e
when re-
Mes- questing
sage is time off
raised via self-
only service.
when
re-
quest-
ing time
off via
self-
service.

2 Years Following field related Start date You are not Warn- No No
Leave to the employee’s or end date allowed to ing
for dependent must be of re- book the
Disa- maintained: quested absence in
bled time-off the past!
Family
• in the Global
must not be
Information
Mem-
block:
before to-  Not
bers day.
Challenged: Yes e
Mes-
sage is
raised
only
when
re-
quest-
ing time
off via
self-
service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 495
 Ena-
Cancel- bled in
Ab- Assigned Message Mes- Message Text Mes- lation Self-
sence Time Ac- Condition Text if Con- sage if Supporting sage Work- Service
Time count for Taking dition not Se- Document to Se- flow Ac- Sce-
Type Type Prerequisite Time Off Fulfilled verity be attached verity tivated nario

Unpaid Start date You are not Warn- Please attach Warn- No No
Drug or end date allowed to ing certificate ing
Addic- of re- book the
tion quested absence in  Note
Leave time-off the past!
must not be Message
before to-  Not is raised
day. only
e
when re-
Mes- questing
sage is time off
raised via self-
only service.
when
re-
quest-
ing time
off via
self-
service.

Public Start date You are not Warn- Please attach Warn- No No
Office or end date allowed to ing certificate ing
Leave of re- book the
quested absence in  Note
time-off the past!
must not be Message
before to-  Not is raised
day. only
e
when re-
Mes- questing
sage is time off
raised via self-
only service.
when
re-
quest-
ing time
off via
self-
service.

Manage Time-Off: Test Script

496 PUBLIC Country/Region - Specific Values
 Ena-
Cancel- bled in
Ab- Assigned Message Mes- Message Text Mes- lation Self-
sence Time Ac- Condition Text if Con- sage if Supporting sage Work- Service
Time count for Taking dition not Se- Document to Se- flow Ac- Sce-
Type Type Prerequisite Time Off Fulfilled verity be attached verity tivated nario

Unpaid Start date You are not Warn- Please attach Warn- No No
Sick- or end date allowed to ing certificate ing
ness of re- book the
Leave quested absence in  Note
time-off the past!
must not be Message
before to-  Not is raised
day. only
e
when re-
Mes- questing
sage is time off
raised via self-
only service.
when
re-
quest-
ing time
off via
self-
service.

Trade Start date You are not Warn- Please attach Warn- No No
Union or end date allowed to ing certificate ing
Leave of re- book the
quested absence in  Note
time-off the past!
must not be Message
before to-  Not is raised
day. only
e
when re-
Mes- questing
sage is time off
raised via self-
only service.
when
re-
quest-
ing time
off via
self-
service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 497
 Ena-
Cancel- bled in
Ab- Assigned Message Mes- Message Text Mes- lation Self-
sence Time Ac- Condition Text if Con- sage if Supporting sage Work- Service
Time count for Taking dition not Se- Document to Se- flow Ac- Sce-
Type Type Prerequisite Time Off Fulfilled verity be attached verity tivated nario

Nurs- Start date You are not Warn- No Yes

ing or end date allowed to ing
of re- book the
quested absence in
time-off the past!
must not be
before to-  Not
day.
e
Mes-
sage is
raised
only
when
re-
quest-
ing time
off via
self-
service.

Elec- Start date You are not Warn- Please attach Warn- No Yes
tions or end date allowed to ing certificate ing
Per- of re- book the
mits quested absence in  Note
time-off the past!
must not be Message
before to-  Not is raised
day. only
e
when re-
Mes- questing
sage is time off
raised via self-
only service.
when
re-
quest-
ing time
off via
self-
service.

Manage Time-Off: Test Script

498 PUBLIC Country/Region - Specific Values
 Ena-
Cancel- bled in
Ab- Assigned Message Mes- Message Text Mes- lation Self-
sence Time Ac- Condition Text if Con- sage if Supporting sage Work- Service
Time count for Taking dition not Se- Document to Se- flow Ac- Sce-
Type Type Prerequisite Time Off Fulfilled verity be attached verity tivated nario

Public Start date You are not Warn- Please attach Warn- No Yes
Offices or end date allowed to ing certificate ing
Per- of re- book the
mits quested absence in  Note
time-off the past!
must not be Message
before to-  Not is raised
day. only
e
when re-
Mes- questing
sage is time off
raised via self-
only service.
when
re-
quest-
ing time
off via
self-
service.

Sick- Start date You are not Warn- As a re- Warn- No No

ness or end date allowed to ing minder, ing
of re- book the please attach
quested absence in additional
time-off the past! documenta-
must not be tion if your
before to-  Not Time Off Re-
day. quest is
e
greater than 5
Mes- days
sage is
raised  Note
only Message
when is raised
re- only
quest- when re-
ing time questing
off via time off
self- via self-
service. service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 499
 Ena-
Cancel- bled in
Ab- Assigned Message Mes- Message Text Mes- lation Self-
sence Time Ac- Condition Text if Con- sage if Supporting sage Work- Service
Time count for Taking dition not Se- Document to Se- flow Ac- Sce-
Type Type Prerequisite Time Off Fulfilled verity be attached verity tivated nario

Union Start date You are not Warn- No Yes

As- or end date allowed to ing
sem- of re- book the
bly quested absence in
Per- time-off the past!
mits must not be
before to-  Not
day.
e
Mes-
sage is
raised
only
when
re-
quest-
ing time
off via
self-
service.

Per- Start date You are not Warn- No No

sonal or end date allowed to ing
Rea- of re- book the
sons quested absence in
Leave time-off the past!
must not be
before to-  Not
day.
e
Mes-
sage is
raised
only
when
re-
quest-
ing time
off via
self-
service.

Manage Time-Off: Test Script

500 PUBLIC Country/Region - Specific Values
 Ena-
Cancel- bled in
Ab- Assigned Message Mes- Message Text Mes- lation Self-
sence Time Ac- Condition Text if Con- sage if Supporting sage Work- Service
Time count for Taking dition not Se- Document to Se- flow Ac- Sce-
Type Type Prerequisite Time Off Fulfilled verity be attached verity tivated nario

Work Start date You are not Warn- No Yes

Safety or end date allowed to ing
Repre- of re- book the
senta- quested absence in
tive time-off the past!
Per- must not be
mits before to-  Not
day.
e
Mes-
sage is
raised
only
when
re-
quest-
ing time
off via
self-
service.

 Note

The Line Manager can view details to the absence of the direct report. For this, he or she can proceed as
follows:

• Log on to Employee Central as Line Manager.

• On the Home page, go to the My Team section and click on the Team Absences tile.
• In the upcoming Team Absence Calendar screen, go to the My Direct Reports tab and review the
absences of your direct reports. Choose the < (Navigate backwards) and > (Navigate forward) arrows to
review the absences in course of several weeks/months.

5.2 Long-Term (Absence) Time Types

Long-Term (Absence) Time Types need to go through a 2-step approval process when booked. Approvers
are the employee's Line Manager and a member of the HR Administrator group.

Please click on the <country> link in the below table to navigate to the country-specific content.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 501
Australia [page 502] France [page 513] Japan [page 529] Oman [page 540] Switzerland [page
552]

Canada [page 504] Germany [page 514] Kingdom of Saudi Philippines [page Thailand [page 554]
Arabia [page 530] 546]

China [page 505] Hungary [page 516] Kuwait [page 532] Republic of Korea United Arab Emirates
[page 547] [page 554]

Colombia [page 506] India [page 521] Malaysia [page 532] Slovenia [page 548] United Kingdom [page
556]

Croatia [page 507] Indonesia [page 523] Mexico [page 534] South Africa [page United States [page
550] 559]

Denmark [page 512] Ireland [page 524] Netherlands [page Spain [page 551] Vietnam [page 561]
538]

Australia (AUS)

Ena-
bled Leave of
Message in Absence
Text if Sup- Cancel- Self- Event Em-
Ab- Mes- porting Mes- lation Serv- Reason ployee
sence Condition for Message Text sage Document sage Work- ice Name Status
Additional
Time Taking Time if Condition Informa- Se- to be at- Se- flow Ac- Sce- (Code) during
Type Off not Fulfilled tion verity tached verity tivated nario (Plan) Leave

Long Yes Yes Long Term Unpaid

Term Sick Leave
Sick (LOA_SIC
K)

The re- A Sabbatical Message Warn-

quested sab- Leave can is raised ing
Sab- batical leave only be taken only when Sabbatical
Paid
bati- must be be- for a period of requesting Yes Yes Leave
Leave
cal tween 6 and between 6 & time off (PLASAB)
12 months. 12 months. via self-
service.

Manage Time-Off: Test Script

502 PUBLIC Country/Region - Specific Values
 Ena-
bled Leave of
Message in Absence
Text if Sup- Cancel- Self- Event Em-
Ab- Mes- porting Mes- lation Serv- Reason ployee
sence Condition for Message Text sage Document sage Work- ice Name Status
Additional
Time Taking Time if Condition Informa- Se- to be at- Se- flow Ac- Sce- (Code) during
Type Off not Fulfilled tion verity tached verity tivated nario (Plan) Leave

Start date or You are not al- Message Warn-

expected re- lowed to book is raised ing
turn date of the absence in only when
requested the past! requesting
sabbatical time off
leave must via self-
not be before service.
today.

The re- Time Off re- Message Warn-

quested un- quest for this is raised ing
paid sabbati- time type is only when
cal leave must only allowed if requesting
be longer absence if time off
than 12 over 12 via self-
Sab-
months. months service. Sabbatical
bati-
Unpaid Unpaid
cal Yes Yes
Start date or You are not al- Message Warn- (LOA - Leave
Un-
expected re- lowed to book is raised ing SabUnp)
paid
turn date of the absence in only when
requested un- the past! requesting
paid sabbati- time off
cal leave must via self-
not be before service.
today.

Ma- Yes Yes Maternity/ Paid

ter- Paternity - Leave
nity INTL
(PLAMAT)

Pa- Start date or You are not al- Message Warn- Please at- Warn- Yes Yes Parental Unpaid
rental expected re- lowed to book is raised ing tach medical ing Leave Leave
Leave turn date of the absence in only when certificate, (LOAPAR)
requested pa- the past! requesting when creat-
rental leave time off ing Parental
must not be via self- Leave if re-
before today. service. quired.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 503
Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Canada (CAN)

Ena- Leave of Ab-

Cancel- bled in sence Event Em-
Ab- Mes- lation Self- Reason ployee
sence Message Text sage Work- Service Name Status
Time Condition for Taking Time if Condition Additional Se- flow Ac- Sce- (Code) during
Type Off not Fulfilled Information verity tivated nario (Plan) Leave

The requested sabbatical A Sabbatical Message is Warn-

leave must be between 6 and Leave can only raised only ing
12 months. be taken for a when re-
period of be- questing time
tween 6 & 12 off via self-
months. service. Sabbatical
Sab- Paid
Yes Yes Leave (PLA-
batical Leave
Start date or expected return You are not al- Message is Warn- SAB)
date of requested sabbatical lowed to book raised only ing
leave must not be before to- the absence in when re-
day. the past! questing time
off via self-
service.

The requested unpaid sab- Time Off re- Message is Warn-

batical leave must be longer quest for this raised only ing
than 12 months. time type is when re-
only allowed if questing time
absence if over off via self-
Sab- 12 months service. Sabbatical
Unpaid
batical Yes Yes Unpaid (LOA
Leave
Unpaid Start date or expected re- You are not al- Message is Warn- - SabUnp)
turn date of requested un- lowed to book raised only ing
paid sabbatical leave must the absence in when re-
not be before today. the past! questing time
off via self-
service.

Long Yes No Long Term Unpaid

Term Sick Leave
Sick (LOA_SICK)

Manage Time-Off: Test Script

504 PUBLIC Country/Region - Specific Values
 Ena- Leave of Ab-
Cancel- bled in sence Event Em-
Ab- Mes- lation Self- Reason ployee
sence Message Text sage Work- Service Name Status
Time Condition for Taking Time if Condition Additional Se- flow Ac- Sce- (Code) during
Type Off not Fulfilled Information verity tivated nario (Plan) Leave

Mater- Yes Yes Maternity/ Paid

nity Paternity - Leave
INTL (PLA-
MAT)

WCB The work incident implies Yes No Long Term Unpaid

Ap- a long-term absence. The Sick Leave
proved claim has been approved by (LOA_SICK)
the Workers Compensation
Board. The employee will be
paid by the Workers Com-
pensation Board.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

China (CHN)

Ena-
bled
in Leave of
Message Cancel- Self- Absence Em-
Ab- Message Mes- Text if Sup- Mes- lation Serv- Event Rea- ployee
sence Condition Text if Con- Additional sage porting sage Work- ice son Name Status
Time for Taking dition not Informa- Se- Document to Se- flow Ac- Sce- (Code) during
Type Time Off Fulfilled tion verity be attached verity tivated nario (Plan) Leave

Maternity Time off re-

Ma- leave is lim- quest for Maternity/
ter- ited to 98 maternity Paternity - Paid
Yes Yes
nity days. leave is lim- INTL (PLA- Leave
Leave ited to 98 MAT)
days.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 505
 Ena-
bled
in Leave of
Message Cancel- Self- Absence Em-
Ab- Message Mes- Text if Sup- Mes- lation Serv- Event Rea- ployee
sence Condition Text if Con- Additional sage porting sage Work- ice son Name Status
Time for Taking dition not Informa- Se- Document to Se- flow Ac- Sce- (Code) during
Type Time Off Fulfilled tion verity be attached verity tivated nario (Plan) Leave

Start date You are not Message is Warn-

or expected allowed to raised only ing
return date book the ab- when re-
of re- sence in the questing
quested past! time off via
maternity self-serv-
leave must ice.
not be be-
fore today.

Please attach Info

the maternity
documents
for approval.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Colombia (COL)

Leave of
Absence Em-
Ab- Mes- Cancella- Enabled Event Rea- ployee
sence Message Text if sage tion Work- in Self- son Name Status
Time Condition for Taking Condition not Additional In- Se- flow Acti- Service (Code) during
Type Time Off Fulfilled formation verity vated Scenario (Plan) Leave

The requested sab- A Sabbatical Message is Warn-

batical leave must be Leave can only be raised only ing
Sabbatical
Sab- between 6 and 12 taken for a period when request- Paid
Yes Yes Leave (PLA-
batical months. of between 6 & 12 ing time off Leave
SAB)
months. via self-serv-
ice.

Manage Time-Off: Test Script

506 PUBLIC Country/Region - Specific Values
 Leave of
Absence Em-
Ab- Mes- Cancella- Enabled Event Rea- ployee
sence Message Text if sage tion Work- in Self- son Name Status
Time Condition for Taking Condition not Additional In- Se- flow Acti- Service (Code) during
Type Time Off Fulfilled formation verity vated Scenario (Plan) Leave

Start date or expected You are not al- Message is Warn-

return date of re- lowed to book the raised only ing
quested sabbatical absence in the when request-
leave must not be be- past! ing time off
fore today. via self-serv-
ice.

The requested unpaid Time Off request Message is Warn-

sabbatical leave must for this time type raised only ing
be longer than 12 is only allowed if when request-
months. absence if over 12 ing time off
months via self-serv-
Sab- Sabbatical
ice.
batical Unpaid Unpaid
Yes Yes
Un- (LOA - Sab- Leave
Start date or expected You are not al- Message is Warn-
paid Unp)
return date of re- lowed to book the raised only ing
quested unpaid sab- absence in the when request-
batical leave must not past! ing time off
be before today. via self-serv-
ice.

Long Yes No Long Term Unpaid

Term Sick Leave
Sick (LOA_SICK)

Mater- Yes Yes Maternity/ Paid

nity Paternity - Leave
INTL (PLA-
MAT)

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Croatia (HRV)

Weak (absence) time types: a weak absence will be counted only on working days (non-public holidays) and
will get paid with public holiday compensation..

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 507
 Enabled in Leave of Ab-
Cancellation Self-Serv- sence Event Employee
Absence Workflow Acti- ice Sce- Reason Name Status dur-
Time Type Additional Information vated nario (Code) (Plan) ing Leave

Seasonal Special provisions exist in payroll during Yes Yes Start of Inac- Dormant
Worker - In- inactivity time. tive Season
active Pe- (START_OF_SEA-
riod SON)

Strong (absence) time types: a strong absence will be counted also on non-working days (public holidays) and
will get paid with absence compensation, which is at a higher rate than public holiday compensation.

Message Ena-
Text if bled
Support- in Leave of Ab- Em-
Message ing Cancel- Self- sence Event ployee
Text if Mes- Docu- Mes- lation Servi Reason Sta-
Absence Condition for Condition sage ment to sage Work- ce Name tus
Time Additional Taking Time not Fulfil- Se- be at- Se- flow Ac- Sce- (Code) during
Type Information Off led verity tached verity tivated nario (Plan) Leave

Upon select-
Only female Maternity Error Please Error
ing Time employees are leave can add an
Type allowed to be availed attach-
Compulsor take maternity only by Fe- ment for
y leave. male em- this leave
Maternity ployees. type.
Leave, op-
tional field
Real Date Of
Birth dis-
plays at the
bottom of
Compul- the Create Maternity/
sory Ma- Absence sec- Paternity - Paid
tion. You can Yes Yes
ternity INTL (PLA- Leave
Leave capture the MAT)
appropriate
date by se-
lecting it
from the cal-
endar help.
Note, that
there is no
validation of
the real birth
date; mean-
ing you can
post the time
off also with-

Manage Time-Off: Test Script

508 PUBLIC Country/Region - Specific Values
 Message Ena-
Text if bled
Support- in Leave of Ab- Em-
Message ing Cancel- Self- sence Event ployee
Text if Mes- Docu- Mes- lation Servi Reason Sta-
Absence Condition for Condition sage ment to sage Work- ce Name tus
Time Additional Taking Time not Fulfil- Se- be at- Se- flow Ac- Sce- (Code) during
Type Information Off led verity tached verity tivated nario (Plan) Leave

Compulsory Maternity Error

maternity leave can-
out entering
leave is lim- not exceed
this date.
ited to 98 cal- 98 Calen-
endar days. dar Days.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 509
 Message Ena-
Text if bled
Support- in Leave of Ab- Em-
Message ing Cancel- Self- sence Event ployee
Text if Mes- Docu- Mes- lation Servi Reason Sta-
Absence Condition for Condition sage ment to sage Work- ce Name tus
Time Additional Taking Time not Fulfil- Se- be at- Se- flow Ac- Sce- (Code) during
Type Information Off led verity tached verity tivated nario (Plan) Leave

Maternity Upon select- Maternity Maternity Error Yes No Maternity/ Paid

Leave ing Time leave can start leave can- Paternity - Leave
Type earliest with not start INTL (PLA-
Maternity the child’s before the MAT)
leave, er- date of birth child’s
ror message and can last Date of
Maternity up to six Birth and
leave months from can last
the child's until 6
cannot
birth. months
start
from the
before
child’s
the Date of
child’s Birth.
Date of
Birth and
can last
until 6
months
from the
child’s
Date of
Birth. dis-
plays at the
top of the
Create
Absence dia-
log box. In
addition,
field Real
Date Of Birth
displays at
the bottom
of the Create
Absence dia-
log box. This
field needs
to be filled
before Start
Date and End
Date can be
maintained.

Manage Time-Off: Test Script

510 PUBLIC Country/Region - Specific Values
 Message Ena-
Text if bled
Support- in Leave of Ab- Em-
Message ing Cancel- Self- sence Event ployee
Text if Mes- Docu- Mes- lation Servi Reason Sta-
Absence Condition for Condition sage ment to sage Work- ce Name tus
Time Additional Taking Time not Fulfil- Se- be at- Se- flow Ac- Sce- (Code) during
Type Information Off led verity tached verity tivated nario (Plan) Leave

Paternity Upon select-Paternity Paternity Error Please Error Yes Yes Maternity/ Paid
Leave ing Time leave can start leave can- add an Paternity - Leave
Type earliest with not start attach- INTL (PLA-
Paternity the child’s before the ment for MAT)
Leave, er- date of birth child’s this leave
ror message and can last Date of type.
Paternity up to six Birth and
leave months from can last  N
the child's until 6 ote
cannot
birth. months
start
from the This
before
child’s at-
the Date of tach-
child’s Birth. men
Date of
t
Birth and
must
can last
until 6 con-

months tain
from the the
child’s agre
Date of eme
Birth. dis- nt
plays at the be-
top of the twee
Create
n
Absence sec-
mot
tion. In addi-
tion, field her
Real Date Of and
Birth dis- fa-
plays at the ther.
bottom of
the Create
Absence sec-
tion. This
field needs
to be filled
before Start
Date and End
Date can be
maintained.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 511
  Note

The HR Administrator as well as the Employee has the possibility to split or delimit an existing vacation
record in case the employee must go on time off of any other (absence) time type provided in this SAP Best
Practices solution. Details can be found here [page 621].

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Denmark (DNK)

Leave of
Absence Em-
Ab- Mes- Cancella- Enabled Event Rea- ployee
sence Message Text if sage tion in Self- son Name Status
Time Condition for Tak- Condition not Ful- Additional Se- Workflow Service (Code) during
Type ing Time Off filled Information verity Activated Scenario (Plan) Leave

Sab- Start date or ex- You are not allowed Message is Warn- Yes Yes Sabbatical Unpaid
batical pected return date to book the absence raised only ing Unpaid Leave
Unpaid of requested un- in the past! when re- (LOA - Sab-
paid sabbatical leave questing Unp)
must not be before time off via
today. self-service.

Mater- No No Maternity/ Paid

nity Paternity - Leave
Leave INTL (PLA-
MAT)

Pater- Paternity leave is Time off Request for Error Yes No Maternity/ Paid
nity limited to 14 calen- this time type is lim- Paternity - Leave
Leave dar days. ited to 2 weeks. INTL (PLA-
MAT)

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Manage Time-Off: Test Script

512 PUBLIC Country/Region - Specific Values
France (FRA)

Leave of Ab-
Cancel- Enabled sence Event Em-
Ab- Mes- lation in Self- Reason ployee
sence Message Text if sage Work- Service Name Status
Time Condition for Tak- Condition not Additional In- Se- flow Ac- Sce- (Code) during
Type ing Time Off Fulfilled formation verity tivated nario (Plan) Leave

The requested sab- A Sabbatical Message is Warn-

batical leave must Leave can only be raised only ing
be between 6 and 12 taken for a period when request-
months. of between 6 & 12 ing time off via
months. self-service. Sabbatical
Sabbat- Paid
Yes Yes Leave (PLA-
ical Leave
Start date or ex- You are not al- Message is Warn- SAB)
pected return date lowed to book the raised only ing
of requested sabbat- absence in the when request-
ical leave must not past! ing time off via
be before today. self-service.

The requested un- Time Off request Message is Warn-

paid sabbatical leave for this time type raised only ing
must be longer than is only allowed if when request-
12 months. absence if over 12 ing time off via
months self-service.
Sabbat- Sabbatical
Unpaid
ical Un- Yes Yes Unpaid (LOA
Start date or ex- You are not al- Message is Warn- Leave
paid - SabUnp)
pected return date lowed to book the raised only ing
of requested un- absence in the when request-
paid sabbatical leave past! ing time off via
must not be before self-service.
today.

Long You are not al- Message is Warn- Yes No Long Term Unpaid
Term lowed to book the raised only ing Sick Leave
Sick absence in the when request- (LOA_SICK)
past! ing time off via
self-service.

Mater- You are not al- Message is Warn- Yes Yes Maternity/ Paid
nity lowed to book the raised only ing Paternity - Leave
Leave absence in the when request- INTL (PLA-
past! ing time off via MAT)
self-service.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 513
 Leave of Ab-
Cancel- Enabled sence Event Em-
Ab- Mes- lation in Self- Reason ployee
sence Message Text if sage Work- Service Name Status
Time Condition for Tak- Condition not Additional In- Se- flow Ac- Sce- (Code) during
Type ing Time Off Fulfilled formation verity tivated nario (Plan) Leave

Parental Start date or ex- You are not al- Message is Warn- Yes Yes Parental Unpaid
Leave pected return date lowed to book the raised only ing Leave (LOA- Leave
of requested paren- absence in the when request- PAR)
tal leave must not be past! ing time off via
before today. self-service.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Germany (DEU)

Ena-
bled in
Self- Em-
Ab- Mes- Cancella- Serv- Leave of Ab- ployee
sence Message Text if sage tion ice sence Event Status
Time Condition for Tak- Condition not Additional In- Se- Workflow Sce- Reason Name during
Type ing Time Off Fulfilled formation verity Activated nario (Code) (Plan) Leave

The requested sab- A Sabbatical Message is Warn-

batical leave must Leave can only raised only ing
be between 6 and be taken for a when request-
12 months. period of be- ing time off via
tween 6 & 12 self-service.
Sabbatical
Sabbat- months. Paid
Yes Yes Leave (PLA-
ical Leave
SAB)
Start date or ex- You are not al- Message is Warn-
pected return date lowed to book raised only ing
of requested sab- the absence in when request-
batical leave must the past! ing time off via
not be before today. self-service.

Manage Time-Off: Test Script

514 PUBLIC Country/Region - Specific Values
 Ena-
bled in
Self- Em-
Ab- Mes- Cancella- Serv- Leave of Ab- ployee
sence Message Text if sage tion ice sence Event Status
Time Condition for Tak- Condition not Additional In- Se- Workflow Sce- Reason Name during
Type ing Time Off Fulfilled formation verity Activated nario (Code) (Plan) Leave

The requested un- Time Off request Message is Warn-

paid sabbatical for this time type raised only ing
leave must be lon- is only allowed if when request-
ger than 12 months. absence if over ing time off via
12 months self-service.
Sabbat- Sabbatical Un-
Unpaid
ical Un- Yes Yes paid (LOA -
Start date or ex- You are not al- Message is Warn- Leave
paid SabUnp)
pected return date lowed to book raised only ing
of requested unpaid the absence in when request-
sabbatical leave the past! ing time off via
must not be before self-service.
today.

Long Yes No Long Term Unpaid

Term Sick Leave
Sick (LOA_SICK)

Parental Start date or end You are not al- Message is Warn- Yes Yes Parental Leave Dor-
date of requested lowed to book raised only ing (LOA- mant
parental leave must the absence in when request- PAR_DEU)
not be before today. the past! ing time off via
self-service.

Mater- For details on the process of requesting maternity leave refer to Yes Yes Maternity/ Paid
nity chapter Maternity Leave (for Germany only) [page 664]. Paternity - Leave
INTL (PLA-
MAT)

 Note

In case the employee goes on parental or sabbatical unpaid leave during the calendar year, the vacation
balance is reduced by one-twelfth for any full month the employee is on parental/sabbatical unpaid leave.
For details on the accrual rule refer to the Time Off workbook for DE.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 515
Hungary (HUN)

 Caution

Time off requested for any long-term absence time type needs to be approved by the employee's line
manager only.

 Caution

In case of fixed-term employees, error message You cannot request a leave after contract
end date. is issued in case they request time off of any of below listed time types for a period, for which
start date or end date, or both fall after their contract end date.

Ena-
bled in Em-
Ab- Mes- Cancella- Self- Leave of Ab- ployee
sence Message Text sage tion Service sence Event Status
Time Additional Infor- Condition for if Condition Se- Workflow Sce- Reason Name during
Type mation Taking Time Off not Fulfilled verity Activated nario (Code) (Plan) Leave

Volun- In case the em- Yes Yes Away on Mili- Paid

tary ployee goes on tary Leave Leave
Military voluntary military (MIL_LEAVE)
Service service for in to-
tal more than 3
months during the
year (be it in one
leave or several
leaves with gaps in
between), the an-
nual leave accrual
will be recalculated
for the time period
exceeding the 3
months. Recalcula-
tion is done based
on the delivered ac-
crual rule.

Mater- For details on the process of requesting maternity leave refer to Yes No Maternity/ Paid
nity chapter Maternity Leave (for Hungary only) [page 673]. Paternity - Leave
Leave INTL (PLA-
MAT)

Manage Time-Off: Test Script

516 PUBLIC Country/Region - Specific Values
 Ena-
bled in Em-
Ab- Mes- Cancella- Self- Leave of Ab- ployee
sence Message Text sage tion Service sence Event Status
Time Additional Infor- Condition for if Condition Se- Workflow Sce- Reason Name during
Type mation Taking Time Off not Fulfilled verity Activated nario (Code) (Plan) Leave

Gyed After the end of Depending on Gyed leave Warn- Yes No Away on Gyed Paid
Leave maternity leave, pa- the Type Of should start ing Leave (GYED) Leave
rents can claim Birth, Gyed leave after the birth
childcare benefit can be taken ei- date of the
(GYED). Both ther until the child and can
mother and father second birthday be requested
are eligible. of the child, in until the sec-
case of a single ond birthday
Before posting the
child, or until in case of a
Gyed leave request,
their third birth- single child,
the requester (usu-
day in case of or third birth-
ally the HR ad-
multiples. day in case of
ministrator) should
multiples.
check that mater-
nity leave has al-
ready taken place.

When posting the

Gyed leave request,
then, upon select-
ing Time Type
Gyed Leave, op-
tional fields Real
Date Of Birth and
Type Of Birth (sin-
gle or multiple chil-
dren) display at
the bottom of the
Create Absence di-
alog box. Fill these
fields as appropri-
ate.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 517
 Ena-
bled in Em-
Ab- Mes- Cancella- Self- Leave of Ab- ployee
sence Message Text sage tion Service sence Event Status
Time Additional Infor- Condition for if Condition Se- Workflow Sce- Reason Name during
Type mation Taking Time Off not Fulfilled verity Activated nario (Code) (Plan) Leave

Gyes After the end of Depending on Gyes leave Warn- Yes No Away on Gyes Paid
maternity leave, the Type Of should start ing Leave (GYES) Leave
usually after Gyed Birth, Gyes leave after the birth
leave, parents can can be taken ei- date of the
claim childcare al- ther until the child and can
lowance (GYES). third birthday of be requested
Both mother and the child, in case until the third
father are eligible. of a single child, birthday in
or, in case of case of a sin-
Before posting the
multiples until gle child, or, in
Gyes leave request,
the end of the case of multi-
the requester (usu-
year when they ples, till the
ally the HR ad-
turn six years end of the
ministrator) should
old. year when
check that both
they turn six
maternity leave and
 Note years old.
Gyed leave have al-
ready taken place. Gyed and
Gyes leave
When posting the
have impact
Gyes leave request,
on the an-
then, upon select-
nual leave
ing Time Type
accrual.
Gyes, optional Once the
fields Real Date employee
Of Birth and Type applies Gyes
Of Birth (single or Gyed
or multiple chil- leave for
dren) display at more than 6
the bottom of the months, the
Create Absence di- HR adminis-
alog box. Fill these trator needs
fields as appropri- to manually
ate. reduce the
annual leave
balance.

Stu- Yes No Away on Gyed Paid

dent's Leave (GYED) Leave
GYED

Adop- Yes No Away on Gyed Paid

tion Fee Leave (GYED) Leave

Manage Time-Off: Test Script

518 PUBLIC Country/Region - Specific Values
 Ena-
bled in Em-
Ab- Mes- Cancella- Self- Leave of Ab- ployee
sence Message Text sage tion Service sence Event Status
Time Additional Infor- Condition for if Condition Se- Workflow Sce- Reason Name during
Type mation Taking Time Off not Fulfilled verity Activated nario (Code) (Plan) Leave

Unpaid In case the em- Yes No Unpaid Leave Unpaid

Leave ployee requests un- (LOA – Un- Leave
(Adop- paid leave (adop- pLea)
tion) tion), the annual
leave accrual will
be reduced accord-
ingly, based on the
delivered accrual
rule.

Unpaid In case the em- Yes No Unpaid Leave Unpaid

Leave ployee requests un- (LOA – Un- Leave
(GYED) paid leave (GYED), pLea)
the annual leave
accrual will be re-
duced accordingly,
based on the deliv-
ered accrual rule.

Unpaid In case the em- Yes No Unpaid Leave Unpaid

Leave ployee requests un- (LOA – Un- Leave
(GYES) paid leave (GYES), pLea)
the annual leave
accrual will be re-
duced accordingly,
based on the deliv-
ered accrual rule.

Unpaid In case the em- Yes No Unpaid Leave Unpaid

Leave ployee requests un- (LOA – Un- Leave
(GYET) paid leave (GYET), pLea)
the annual leave
accrual will be re-
duced accordingly,
based on the deliv-
ered accrual rule.

Unpaid In case the em- Yes No Unpaid Leave Unpaid

Leave ployee requests un- (LOA – Un- Leave
(GYOD) paid leave (GYOD), pLea)
the annual leave
accrual will be re-
duced accordingly,
based on the deliv-
ered accrual rule.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 519
 Ena-
bled in Em-
Ab- Mes- Cancella- Self- Leave of Ab- ployee
sence Message Text sage tion Service sence Event Status
Time Additional Infor- Condition for if Condition Se- Workflow Sce- Reason Name during
Type mation Taking Time Off not Fulfilled verity Activated nario (Code) (Plan) Leave

Unpaid In case the em- Yes No Unpaid Leave Unpaid

Leave ployee requests un- (LOA – Un- Leave
(grand- paid leave (grand- pLea)
parGYE parGYED), the an-
D) nual leave accrual
will be reduced
accordingly, based
on the delivered ac-
crual rule.

Unpaid In case the em- Yes No Unpaid Leave Unpaid

Leave ployee requests un- (LOA – Un- Leave
(foster- paid leave (foster- pLea)
erGYED erGYED), the an-
) nual leave accrual
will be reduced
accordingly, based
on the delivered ac-
crual rule.

Unpaid In case the em- Yes Yes Unpaid Leave Unpaid

Leave ployee requests un- (LOA – Un- Leave
(Sick paid leave (sick pLea)
Child) child), the annual
leave accrual will
be reduced accord-
ingly, based on the
delivered accrual
rule.

Unpaid In case the em- Yes Yes Unpaid Leave Unpaid

Leave ployee requests un- (LOA – Un- Leave
paid leave, the an- pLea)
nual leave accrual
will be reduced
accordingly, based
on the delivered ac-
crual rule.

Garden Garden Leave Yes No Garden Leave Paid

Leave is the practice (GARDEN) Leave
whereby an em-
ployee leaving a job
– having resigned
or otherwise had
their employment
terminated – is in-
structed to stay
away from work

Manage Time-Off: Test Script

520 PUBLIC Country/Region - Specific Values
 Ena-
bled in Em-
Ab- Mes- Cancella- Self- Leave of Ab- ployee
sence Message Text sage tion Service sence Event Status
Time Additional Infor- Condition for if Condition Se- Workflow Sce- Reason Name during
Type mation Taking Time Off not Fulfilled verity Activated nario (Code) (Plan) Leave

Garden during the notice When posting Yes No Garden Leave Paid
Leave period, while still this type of time (GARDEN) Leave
from remaining on the off, the requester
Next payroll. needs to ensure
Month that the start
date is within the
subsequent
month as of to-
day.

Garden When posting Yes No Garden Leave Paid

Leave this type of time (GARDEN) Leave
from off, the requester
Next needs to ensure
Year that the start
date is within the
next year.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

India (IND)

Ena-
bled in Em-
Ab- Mes- Cancella- Self- Leave of Ab- ployee
sence Message Text if sage tion Service sence Event Status
Time Condition for Tak- Condition not Additional In- Se- Workflow Sce- Reason Name during
Type ing Time Off Fulfilled formation verity Activated nario (Code) (Plan) Leave

The requested sab- A Sabbatical Message is Warn-

batical leave must Leave can only raised only ing
Sabbatical
Sabbat- be between 6 and be taken for a when request- Paid
Yes Yes Leave (PLA-
ical 12 months. period of be- ing time off Leave
SAB)
tween 6 & 12 via self-serv-
months. ice.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 521
 Ena-
bled in Em-
Ab- Mes- Cancella- Self- Leave of Ab- ployee
sence Message Text if sage tion Service sence Event Status
Time Condition for Tak- Condition not Additional In- Se- Workflow Sce- Reason Name during
Type ing Time Off Fulfilled formation verity Activated nario (Code) (Plan) Leave

Start date or ex- You are not al- Message is Warn-

pected return date lowed to book raised only ing
of requested sab- the absence in when request-
batical leave must the past! ing time off
not be before to- via self-serv-
day. ice.

The requested un- Time Off request Message is Warn-

paid sabbatical for this time type raised only ing
leave must be is only allowed if when request-
longer than 12 absence if over ing time off
months. 12 months via self-serv-
Sabbat- ice. Sabbatical Un-
Unpaid
ical Un- Yes Yes paid (LOA -
Leave
paid Start date or ex- You are not al- Message is Warn- SabUnp)
pected return date lowed to book raised only ing
of requested un- the absence in when request-
paid sabbatical the past! ing time off
leave must not be via self-serv-
before today. ice.

Long Yes No Long Term Unpaid

Term Sick Leave
Sick (LOA_SICK)

Maternity leave can Maternity cannot For more de- Error

be taken only once be requested tails on the
each year. more than once delivered
in a year. rules refer to
Maternity/
implementa-
Mater- The employee can Maternity leave Error Paternity - Paid
tion guide Yes Yes
nity avail only two ma- can only be INTL (PLA- Leave
ternity leaves dur- taken twice Employee
MAT)
ing her employ- within the period Central Time
ment at the com- of service. Management:
pany. Rules and
Concepts.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Manage Time-Off: Test Script

522 PUBLIC Country/Region - Specific Values
Indonesia (IDN)

Message Ena-
Text if bled
Support- in Leave of Ab- Em-
Message ing Cancel- Self- sence Event ployee
Text if Mes- Docu- Mes- lation Servi Reason Sta-
Absence Condition for Condition sage ment to sage Work- ce Name tus
Time Additional Taking Time not Fulfil- Se- be at- Se- flow Ac- Sce- (Code) during
Type Information Off led verity tached verity tivated nario (Plan) Leave

Pro- Full-paid time You are Error Please Error Yes No Long Term Paid
longed Ill- off due to pro- only al- attach Sick Paid Leave
ness – longed illness lowed to Doctor's (LOA_SICK_P
Full Pay is limited to at take 120 Certifi- AID)
most 120 cal- days of cate.
endar days this leave
during the for the en-
employment tire dura-
The em-
at the com- tion of
ployee is en-
pany. your em-
titled to at
ployment.
most 120
calendar
Pro- Time off due You are Error Please Error Yes No Long Term Paid
days for each
longed Ill- to prolonged only al- attach Sick Paid Leave
type of pro-
ness – longed ill- illness, which lowed to Doctor's (LOA_SICK_P
75% Pay ness leave, is paid 75%, is take 120 Certifi- AID)
so in total limited to at days of cate.
480 days per most 120 cal- this leave
employment endar days for the en-
at the com-
during the tire dura-
pany. The
employment tion of
120 days for
each type of at the com- your em-
prolonged ill- pany. ployment.
ness leave
Pro- Time off due You are Error Please Error Yes No Long Term Paid
can be split
longed Ill- to prolonged only al- attach Sick Paid Leave
into several
ness – illness, which lowed to Doctor's (LOA_SICK_P
requests.
50% Pay is paid 50%, is take 120 Certifi- AID)
limited to at days of cate.
most 120 cal- this leave
endar days for the en-
during the tire dura-
employment tion of
at the com- your em-
pany. ployment.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 523
 Message Ena-
Text if bled
Support- in Leave of Ab- Em-
Message ing Cancel- Self- sence Event ployee
Text if Mes- Docu- Mes- lation Servi Reason Sta-
Absence Condition for Condition sage ment to sage Work- ce Name tus
Time Additional Taking Time not Fulfil- Se- be at- Se- flow Ac- Sce- (Code) during
Type Information Off led verity tached verity tivated nario (Plan) Leave

Pro- Time off due You are Error Please Error Yes No Long Term Paid
longed Ill- to prolonged
only al- attach Sick Paid Leave
ness – illness, which
lowed to Doctor's (LOA_SICK_P
25% Pay is paid 25%, is
limited to at take 120 Certifi- AID)
most 120 cal- days of cate.
endar days this leave
during the for the en-
employment
tire dura-
at the com-
tion of
pany.
your em-
ployment.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Ireland (IRL)

 Note

For several absence time types, the employee is eligible for a given number of leave days during a rolling
year. Rolling year means the 12-month period measured backward from the date that leave is requested.
When the employee requests leave, the validation rule checks if there are absences of the same time type
in the past 12 months measured backwards from the new request start date and raises an error message in
case the maximum eligible number of days is exceeded.

Manage Time-Off: Test Script

524 PUBLIC Country/Region - Specific Values
 Message Ena-
Text if bled
Support- in Leave of Ab- Em-
Message ing Cancel- Self- sence Event ployee
Text if Mes- Docu- Mes- lation Servi Reason Sta-
Absence Condition for Condition sage ment to sage Work- ce Name tus
Time Additional Taking Time not Fulfil- Se- be at- Se- flow Ac- Sce- (Code) during
Type Information Off led verity tached verity tivated nario (Plan) Leave

Sick A doctor’s As per Error Yes Yes Long Term Paid

Leave certificate is leave pol- Sick Paid Leave
needed in icy, em- (LOA_SICK_P
case of a sick ployee AID)
leave lasting needs to
more than two provide a
weeks. doctor
certifi-
cate if
the Sick
Leave is
more
than 2
weeks.

 N
ote
The
mes-
sage
is
raise
d
only
whe
n re-
ques
ting
time
off
via
self-
serv-
ice.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 525
 Message Ena-
Text if bled
Support- in Leave of Ab- Em-
Message ing Cancel- Self- sence Event ployee
Text if Mes- Docu- Mes- lation Servi Reason Sta-
Absence Condition for Condition sage ment to sage Work- ce Name tus
Time Additional Taking Time not Fulfil- Se- be at- Se- flow Ac- Sce- (Code) during
Type Information Off led verity tached verity tivated nario (Plan) Leave

Paid sick leave As per Error

is limited to at leave pol-
most 90 cal- icy, em-
endar days in ployees
a rolling year. are eligible
for 90
days of
Sick Leave
in 12
months
period.

Sick A doctor’s Please Error Yes Yes Long Term Un-

Leave - certificate attach Sick paid
Unpaid must be sub- support- (LOA_SICK) Leave
mitted. ing docu-
ment.

Maternity This time The employee As per Error Yes Yes Maternity/ Paid
leave - type is avail- must com- leave pol- Paternity - Leave
Paid able for se- plete at least icy, em- INTL (PLA-
lection only one year of ployee MAT)
for female service as pre- needs to
employees; requisite for have a
this being taking paid minimum
obtained us- maternity 12-month
ing a time leave. service to
type filter avail Ma-
rule. ternity
Leave -
Paid.

A paid mater- As per Error

nity leave can leave pol-
be taken for at icy, em-
most 26 ployees
weeks. are eligible
for 26
weeks Ma-
ternity
Leave -
Paid.

Manage Time-Off: Test Script

526 PUBLIC Country/Region - Specific Values
 Message Ena-
Text if bled
Support- in Leave of Ab- Em-
Message ing Cancel- Self- sence Event ployee
Text if Mes- Docu- Mes- lation Servi Reason Sta-
Absence Condition for Condition sage ment to sage Work- ce Name tus
Time Additional Taking Time not Fulfil- Se- be at- Se- flow Ac- Sce- (Code) during
Type Information Off led verity tached verity tivated nario (Plan) Leave

Maternity This time Unpaid mater- As per Error Yes Yes Unpaid Ma- Un-
leave - type is avail- nity leave is leave pol- ternity/ paid
Unpaid able for se- limited to at icy, em- Paternity Leave
lection only most 26 ployees Leave
for female weeks in a are eligible (LOAMAT)
employees; rolling year. for 26
this being weeks Ma-
obtained us- ternity
ing a time Leave -
type filter Unpaid.
rule.

Paternity This time The employee As per Error Yes Yes Maternity/ Paid
Leave - type is avail- must com- leave pol- Paternity - Leave
Paid able for se- plete at least icy, em- INTL (PLA-
lection only one year of ployee MAT)
for male em- service as pre- needs to
ployees; this requisite for have mini-
being ob- taking paid mum 1
tained using paternity year serv-
a time type leave. ice to avail
filter rule. Paternity
Leave -
Paid.

Paid paternity As per Error

leave is lim- leave pol-
ited to at most icy, em-
4 weeks in a ployees
rolling year. are eligible
for 4
weeks of
Paternity
Leave -
Paid.

Paternity This time Unpaid pater- As per Error Yes Yes Unpaid Ma- Un-
Leave - type is avail- nity leave is leave pol- ternity/ paid
Unpaid able for se- limited to at icy, em- Paternity Leave
lection only most 4 weeks ployees Leave
for male em- in a rolling are eligible (LOAMAT)
ployees; this year. for 4
being ob- weeks of
tained using Paternity
a time type Leave –
filter rule. Unpaid.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 527
 Message Ena-
Text if bled
Support- in Leave of Ab- Em-
Message ing Cancel- Self- sence Event ployee
Text if Mes- Docu- Mes- lation Servi Reason Sta-
Absence Condition for Condition sage ment to sage Work- ce Name tus
Time Additional Taking Time not Fulfil- Se- be at- Se- flow Ac- Sce- (Code) during
Type Information Off led verity tached verity tivated nario (Plan) Leave

Adoption The employee As per Error Yes Yes Family Leave Paid
Leave - must com- leave pol- Birth / Adop- Leave
Paid plete at least icy, em- tion Paid
one year of ployee (PAIDLOA-
service as pre- needs to FAMLY)
requisite for have a
taking paid minimum
adoption 12-month
leave. service to
avail Adop-
tion Leave
- Paid.

Paid adoption As per Error

leave is lim- leave pol-
ited to at most icy, em-
26 weeks in a ployees
rolling year. are eligible
for 26
weeks
Adoption
Leave -
Paid.

Adoption Unpaid adop- As per Error Yes Yes Family Leave Un-
Leave - tion leave is leave pol- Birth/Adop- paid
Unpaid limited to at icy, em- tion Unpaid Leave
most 26 ployees (LOAFAMLY)
weeks in a are eligible
rolling year. for 26
weeks
Adoption
Leave -
Unpaid.

Manage Time-Off: Test Script

528 PUBLIC Country/Region - Specific Values
 Message Ena-
Text if bled
Support- in Leave of Ab- Em-
Message ing Cancel- Self- sence Event ployee
Text if Mes- Docu- Mes- lation Servi Reason Sta-
Absence Condition for Condition sage ment to sage Work- ce Name tus
Time Additional Taking Time not Fulfil- Se- be at- Se- flow Ac- Sce- (Code) during
Type Information Off led verity tached verity tivated nario (Plan) Leave

Sabbati- The employee As per Error Yes Yes Sabbatical Un-

cal Leave must be as- leave pol- Unpaid (LOA paid
signed at least icy, em- - SabUnp) Leave
1 year to their ployees
current posi- should
tion as prereq- have com-
uisite for tak- pleted 1
ing sabbatical year in the
leave. current
position to
avail Sab-
batical
Leave.

The employee As per Error

must com- leave pol-
plete at least icy, em-
four years of ployees
service as pre- should
requisite for have com-
taking sabbat- pleted 4
ical leave. years of
service in
the organi-
zation.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Japan (JPN)

Absence Time Cancellation Work- Enabled in Self- Leave of Absence Event Reason Employee Status
Type flow Activated Service Scenario Name (Code) (Plan) during Leave

Leave of Ab- Yes No Leave of Absence (LOALOA) Unpaid Leave

sence

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 529
Absence Time Cancellation Work- Enabled in Self- Leave of Absence Event Reason Employee Status
Type flow Activated Service Scenario Name (Code) (Plan) during Leave

Maternity/ Yes No Unpaid Maternity/Paternity Leave Unpaid Leave

Paternity Leave (LOAMAT)

Nursing Leave Yes No Nursing Leave (JP001) Unpaid Leave

Parental Leave Yes No Parental Leave (LOAPAR) Unpaid Leave

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Kingdom of Saudi Arabia (SAU)

Ena-
bled in
Self- Em-
Ab- Mes- Cancella- Serv- Leave of Ab- ployee
sence Message Text sage tion ice sence Event Status
Time Condition for Tak- if Condition Additional In- Se- Workflow Sce- Reason Name during
Type ing Time Off not Fulfilled formation verity Activated nario (Code) (Plan) Leave

Occu- Start date or ex- You are not al- Message is Warn- Yes No Leave of Ab- Paid
pational pected return date lowed to book raised only ing sence - OH Leave
Hazard of requested leave the absence in when request- (LEAV-
Leave due to occupa- the past! ing time off EOCCPHZD)
tional hazard must via self-serv-
not be before to- ice.
day.

The requested A Sabbatical Message is Warn-

sabbatical leave Leave can only raised only ing
Sabbatical
Sabbat- must be between 6 be taken for a when request- Paid
Yes No Leave (PLA-
ical and 12 months. period of be- ing time off Leave
SAB)
tween 6 & 12 via self-serv-
months. ice.

Manage Time-Off: Test Script

530 PUBLIC Country/Region - Specific Values
 Ena-
bled in
Self- Em-
Ab- Mes- Cancella- Serv- Leave of Ab- ployee
sence Message Text sage tion ice sence Event Status
Time Condition for Tak- if Condition Additional In- Se- Workflow Sce- Reason Name during
Type ing Time Off not Fulfilled formation verity Activated nario (Code) (Plan) Leave

Start date or ex- You are not al- Message is Warn-

pected return date lowed to book raised only ing
of requested sab- the absence in when request-
batical leave must the past! ing time off
not be before to- via self-serv-
day. ice.

The requested un- Time Off re- Message is Warn-

paid sabbatical quest for this raised only ing
leave must be time type is when request-
longer than 12 only allowed if ing time off
months. absence if over via self-serv-
Sabbat- 12 months ice. Sabbatical Un-
Unpaid
ical Un- Yes No paid (LOA -
Leave
paid Start date or ex- You are not al- Message is Warn- SabUnp)
pected return date lowed to book raised only ing
of requested un- the absence in when request-
paid sabbatical the past! ing time off
leave must not be via self-serv-
before today. ice.

Long Yes No Long Term Sick Unpaid

Term (LOA_SICK) Leave
Sick

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 531
Kuwait (KWT)

Ena- Leave of Ab-

Mes- Cancel- bled in sence Event Em-
sage lation Self- Reason ployee
Message Text if Se- Work- Service Name Status
Absence Condition for Tak- Condition not Additional In- verit flow Ac- Sce- (Code) during
Time Type ing Time Off Fulfilled formation y tivated nario (Plan) Leave

Maternity leave is Maternity leave Error

limited to 70 con- cannot exceed 70
secutive calendar days.
Maternity/
Maternity days.
Paternity - Paid
Leave Yes Yes
INTL (PLA- Leave
(KWT) Only female em- This leave can Error
MAT)
ployees are allowed be requested only
to take maternity by Female Em-
leave. ployees

Work In- The matching Yes Yes Away due to Paid

of the se-
jury less work injury Leave
lected time
than 6 (WORKINJ)
type and the
Months requested
(KWT) time off pe-
riod is
Work In- checked off- Yes Yes Away due to Paid
jury more line, while work injury Leave
than 6 processing (WORKINJ)
Months the request.
(KWT)

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Malaysia (MYS)

 Caution

If a leave due to prolonged illness is requested by the employee themself (meaning via employee self-
service), the request needs to be approved by the employee's line manager only, when booked.

If a leave due to prolonged illness is requested on behalf of the employee, the request needs to be approved
by the employee's line manager and a member of the HR Administrator group.

Manage Time-Off: Test Script

532 PUBLIC Country/Region - Specific Values
 Mes-
sage Ena-
Text if bled Leave of
Sup- in Absence
Message porting Cancel- Self- Event Em-
Text if Mes- Docu- Mes- lation Serv- Reason ployee
Condition Condition sage ment to sage Workflow ice Name Status
Absence Additional In- for Taking not Fulfil- Se- be at- Se- Acti- Sce- (Code) during
Time Type formation Time Off led verity tached verity vated nario (Plan) Leave

Prolonged Paid time During Error Please Error Yes No Long Paid
Illness off due to your em- attach Term Sick Leave
Leave prolonged ployment, Medical Paid
(Paid) illness is you cannot Certifi- (LOA_SIC
limited to use more cate is- K_PAID)
at most 90 than 90 sued by
calendar days for any
The employee
days dur- this pro- hospital
is entitled to at
ing the longed ill- and ap-
most 90 days
employ- ness leave proval
for each type
ment at type. letter
of prolonged
the com- from
illness leave,
pany. HR.
so in total 270
days per em-
Prolonged Half-paid During Error Please Error Yes No Long Paid
ployment at
Illness time off your em- attach Term Sick Leave
the company.
Leave The 90 days due to pro- ployment, Medical Paid
(Half-Paid) for each type longed ill- you cannot Certifi- (LOA_SIC
of prolonged ness is use more cate is- K_PAID)
illness leave limited to than 90 sued by
can be split at most 90 days for any
into several re-
calendar this pro- hospital
quests.
days dur- longed ill- and ap-
ing the ness leave proval
employ- type. letter
ment at from
the com- HR.
pany.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 533
 Mes-
sage Ena-
Text if bled Leave of
Sup- in Absence
Message porting Cancel- Self- Event Em-
Text if Mes- Docu- Mes- lation Serv- Reason ployee
Condition Condition sage ment to sage Workflow ice Name Status
Absence Additional In- for Taking not Fulfil- Se- be at- Se- Acti- Sce- (Code) during
Time Type formation Time Off led verity tached verity vated nario (Plan) Leave

Prolonged Unpaid During Error Please Error Yes No Long Unpaid

Illness time off your em- attach Term Sick Leave
Leave (Un- due to pro- ployment, Medical (LOA_SIC
paid) longed ill- you cannot Certifi- K)
ness is use more cate is-
limited to than 90 sued by
at most 90 days for any
calendar this pro- hospital
days dur- longed ill- and ap-
ing the ness leave proval
employ- type. letter
ment at from
the com- HR.
pany.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Mexico (MEX)

 Caution

If Leave for Children with Cancer is requested by the employee themself (meaning via employee
self-service), the request needs to be approved by the employee's line manager only, when booked.

If Leave for Children with Cancer is requested on behalf of the employee, the request needs to be
approved by the employee's line manager and a member of the HR Administrator group.

Manage Time-Off: Test Script

534 PUBLIC Country/Region - Specific Values
 Ena-
bled in Leave of Ab-
Message Self- sence Event Em-
Ab- Text if Addi- Mes- Cancella- Serv- Reason ployee
sence Condition Condition tional In- sage tion ice Name Status
Time for Taking not Fulfil- forma- Se- Workflow Sce- (Code) during
Type Prerequisite Time Off led tion verity Activated nario (Plan) Leave

The re- A Sabbati- Message Warn-

quested sab- cal Leave is raised ing
batical leave can only be only
must be be- taken for a when re-
tween 6 and period of questing
12 months. between 6 time off
& 12 via self-
months. service. Sabbatical
Sabbat- Paid
Yes Yes Leave (PLA-
ical Leave
Start date or You are not Message Warn- SAB)
expected re- allowed to is raised ing
turn date of book the only
requested absence in when re-
sabbatical the past! questing
leave must time off
not be before via self-
today. service.

The re- Time Off Message Warn-

quested un- request for is raised ing
paid sabbati- this time only
cal leave type is only when re-
must be lon- allowed if questing
ger than 12 absence if time off
months. over 12 via self-
Sabbat- months service. Sabbatical
Unpaid
ical Un- Yes Yes Unpaid (LOA
Leave
paid Start date or You are not Message Warn- - SabUnp)
expected re- allowed to is raised ing
turn date of book the only
requested absence in when re-
unpaid sab- the past! questing
batical leave time off
must not be via self-
before today. service.

Long Yes No Long Term Unpaid

Term Sick Leave
Sick (LOA_SICK)

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 535
 Ena-
bled in Leave of Ab-
Message Self- sence Event Em-
Ab- Text if Addi- Mes- Cancella- Serv- Reason ployee
sence Condition Condition tional In- sage tion ice Name Status
Time for Taking not Fulfil- forma- Se- Workflow Sce- (Code) during
Type Prerequisite Time Off led tion verity Activated nario (Plan) Leave

Mater- Yes Yes Maternity/ Paid

nity Paternity - Leave
INTL (PLA-
MAT)

Leave Data related to The sick child

for Chil- the employee’s must not be
dren child must be older than 16
with maintained in years of age.
Cancer the Dependents Leave for
section of the Children with
Unpaid
Employee File. No Yes Cancer
Leave
Make sure to se- (LOA_CAN-
lect in the Person CER)
Relationship
block value
Child for field
Relationship.

Manage Time-Off: Test Script

536 PUBLIC Country/Region - Specific Values
 Ena-
bled in Leave of Ab-
Message Self- sence Event Em-
Ab- Text if Addi- Mes- Cancella- Serv- Reason ployee
sence Condition Condition tional In- sage tion ice Name Status
Time for Taking not Fulfil- forma- Se- Workflow Sce- (Code) during
Type Prerequisite Time Off led tion verity Activated nario (Plan) Leave

The leave Cancer Error

due to child, leave for
who has can- children
cer, cannot cannot ex-
exceed 364 ceed 364
days within 3 days in
years. past three
years.
 Not
e
The
leave can
be taken
in por-
tions
though.
When re-
questing
a new
leave,
the pre-
config-
ured rule
back
tracks
three
years
from cur-
rent
leave
end date
and adds
the cur-
rent
leave du-
ration to
validate
that
leave
sum in-
cluding
current
leave du-
ration
does not

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 537
 Ena-
bled in Leave of Ab-
Message Self- sence Event Em-
Ab- Text if Addi- Mes- Cancella- Serv- Reason ployee
sence Condition Condition tional In- sage tion ice Name Status
Time for Taking not Fulfil- forma- Se- Workflow Sce- (Code) during
Type Prerequisite Time Off led tion verity Activated nario (Plan) Leave

exceed
364 days
for past
three
years.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Netherlands (NLD)

 Caution

Time off requested for time type Special Leave needs to be approved by the employee's line manager
only.

Ena-
bled
in
Cancella- Self- Leave of Ab- Em-
Mes- tion Serv- sence Event ployee
Condition for Message Text sage Workflow ice Reason Status
Absence Time Taking Time if Condition Additional In- Se- Acti- Sce- Name (Code) during
Type Off not Fulfilled formation verity vated nario (Plan) Leave

Maternity For details on the process of requesting maternity leave Yes No Maternity/ Paid
refer to chapter Maternity Leave (for the Netherlands Paternity - Leave
only) [page 679]. INTL (PLA-
MAT)

Manage Time-Off: Test Script

538 PUBLIC Country/Region - Specific Values
 Ena-
bled
in
Cancella- Self- Leave of Ab- Em-
Mes- tion Serv- sence Event ployee
Condition for Message Text sage Workflow ice Reason Status
Absence Time Taking Time if Condition Additional In- Se- Acti- Sce- Name (Code) during
Type Off not Fulfilled formation verity vated nario (Plan) Leave

Special Leave Yes Yes Away on Spe- Paid

cial Leave Leave
 Note (SPL_LEAVE)

This type of
leave is taken
on special oc-
casions, like
funerals or
other family-
related
events.

Sabbatical Unpaid Start date or You are not al- Message is Warn- Yes Yes Sabbatical Unpaid
expected re- lowed to book raised only ing Unpaid (LOA Leave
turn date of re- the absence in when request- - SabUnp)
quested unpaid the past! ing time off via
sabbatical self-service.
leave must not
be before to-
day.

Long Term Sick In case of a If employee Info Yes No Long Term Unpaid
part-time em- works as part Sick Leave
ployee, time time please (LOA_SICK)
type Sickness use the leave
should be used type as "Sick-
instead. ness".

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 539
Oman (OMN)

Leave
Message Ena- of Ab-
Text if bled in sence
Message Support- Self- Event Em-
Ab- Text if ing Docu- Mes- Cancella- Serv- Reason ployee
sence Condition Condi- ment to sage tion Work- ice Name Status
Time Additional for Taking tion not Message be at- Se- flow Acti- Sce- (Code) during
Type Information Time Off Fulfilled Severity tached verity vated nario (Plan) Leave

This time Select the Please Error Please Error

child's cal- enter the add a sup-
type is avail-
culated date of porting
able for se-
date of Birth of document
lection only birth from Child. as proof
for female the calen- for this
employees; dar help. leave re-
this being quest.
obtained
The mater- You can Warning
using a time
nity leave request
type filter
is limited only 98
rule.
to at most days for
Upon se- 98 consec- Mater-
lecting Time utive cal- nity. Any
Type endar further
Maternit days. exten-
y Leave, sion will Mater-
have to nity/
field Date of
Mater- Pater-
Birth of be ap- Paid
nity Yes Yes nity
Child dis- proved Leave
Leave -INTL
plays at the by Man- (PLA-
bottom of ager and MAT)
the Create HR Ad-
Absence mins.
section. You
are re-
quested to
enter the
child's date
of birth.

Once the
child is
born, the
HR adminis-
trator ad-
justs the
leave as per

Manage Time-Off: Test Script

540 PUBLIC Country/Region - Specific Values
 Leave
Message Ena- of Ab-
Text if bled in sence
Message Support- Self- Event Em-
Ab- Text if ing Docu- Mes- Cancella- Serv- Reason ployee
sence Condition Condi- ment to sage tion Work- ice Name Status
Time Additional for Taking tion not Message be at- Se- flow Acti- Sce- (Code) during
Type Information Time Off Fulfilled Severity tached verity vated nario (Plan) Leave

the child's At most 14 Mater- Warning

days out of nity
effective
the total of Leave
birth date.
98 days can be
can be taken 14
taken be- days be-
fore the fore the
child's delivery
birth. date.
Any ex-
ception
should
be ap-
proved
by Man-
ager and
HR Ad-
mins.

The em- As per Error

ployee is leave
entitled to policy,
maternity employ-
leave three ees are
times dur- allowed
ing the em- to apply
ployment. this
leave 3
times
during
the en-
tire em-
ploy-
ment.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 541
 Leave
Message Ena- of Ab-
Text if bled in sence
Message Support- Self- Event Em-
Ab- Text if ing Docu- Mes- Cancella- Serv- Reason ployee
sence Condition Condi- ment to sage tion Work- ice Name Status
Time Additional for Taking tion not Message be at- Se- flow Acti- Sce- (Code) during
Type Information Time Off Fulfilled Severity tached verity vated nario (Plan) Leave

Unpaid This time Unpaid Your Error Yes Yes Unpaid Unpaid
Child type is avail- child care leave Leave Leave
Care able for se- leave can cannot (LOA -
Leave lection only be taken exceed 1 Un-
for female for up to 1 year. pLea)
employees; year; pro-
this being vided that
obtained the em-
using a time ployee
type filter bears all
rule. contribu-
tions to the
In case the
Social Pro-
employee
tection
requests
Fund.
annual leave
in the fu-
ture, which
consumes
the entire
balance
available on
the leave
start date,
and then re-
quests un-
paid child
care leave
also in the
future but
before the
start of the
annual
leave, the
balance on
the annual
leave start
date will be
reduced.

Manage Time-Off: Test Script

542 PUBLIC Country/Region - Specific Values
 Leave
Message Ena- of Ab-
Text if bled in sence
Message Support- Self- Event Em-
Ab- Text if ing Docu- Mes- Cancella- Serv- Reason ployee
sence Condition Condi- ment to sage tion Work- ice Name Status
Time Additional for Taking tion not Message be at- Se- flow Acti- Sce- (Code) during
Type Information Time Off Fulfilled Severity tached verity vated nario (Plan) Leave

 Not
e
In this
case,
when
editing
the an-
nual
leave
re-
quest,
an ap-
propri-
ate er-
ror
mes-
sage
may be
issued.

The approv-
ers of the
request
should
check off-
line if the
unpaid child
care leave
or the an-
nual leave
should be
reduced ac-
cordingly.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 543
 Leave
Message Ena- of Ab-
Text if bled in sence
Message Support- Self- Event Em-
Ab- Text if ing Docu- Mes- Cancella- Serv- Reason ployee
sence Condition Condi- ment to sage tion Work- ice Name Status
Time Additional for Taking tion not Message be at- Se- flow Acti- Sce- (Code) during
Type Information Time Off Fulfilled Severity tached verity vated nario (Plan) Leave

Special In case the Yes Yes Unpaid Unpaid

Unpaid employee Leave Leave
Leave requests (LOA -
annual leave Un-
in the fu- pLea)
ture, which
consumes
the entire
balance
available on
the leave
start date,
and then re-
quests spe-
cial unpaid
leave also in
the future
but before
the start of
the annual
leave, the
balance on
the annual
leave start
date will be
reduced.

 Not
e
In this
case,
when
editing
the an-
nual
leave
re-
quest,

Manage Time-Off: Test Script

544 PUBLIC Country/Region - Specific Values
 Leave
Message Ena- of Ab-
Text if bled in sence
Message Support- Self- Event Em-
Ab- Text if ing Docu- Mes- Cancella- Serv- Reason ployee
sence Condition Condi- ment to sage tion Work- ice Name Status
Time Additional for Taking tion not Message be at- Se- flow Acti- Sce- (Code) during
Type Information Time Off Fulfilled Severity tached verity vated nario (Plan) Leave

an ap-
propri-
ate er-
ror
mes-
sage
may be
issued.

The approv-
ers of the
request
should
check off-
line if the
special un-
paid leave
or the an-
nual leave
should be
reduced ac-
cordingly.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 545
Philippines (PHL)

Ena-
Message bled in Leave of Ab-
Text if Sup- Cancel- Self- sence Event Em-
Message Mes- porting Mes- lation Serv- Reason ployee
Text if Con- sage Document sage Work- ice Name Status
Absence Condition for Tak- dition not Se- to be at- Se- flow Ac- Sce- (Code) during
Time Type ing Time Off Fulfilled verity tached verity tivated nario (Plan) Leave

Only female em- Time Off re- Error Please at- Error
ployees are allowed quest for tach re-
to take maternity this time quired
leave. type is for fe- document
male only. for this ab-
sence.

Duration of mater- You are al- Error

nity leave must be lowed to
exactly 105 consec- take only
utive calendar days. 105 days of
uninter-
 Note rupted Ma-
ternity Maternity/
PHL Ma- In case the em-
Leave. Paternity - Paid
ternity ployee has ex- Yes Yes
INTL (PLA- Leave
Leave perienced a MAT)
miscarriage,
 Not
the HR Admin- e
istrator can edit Mes-
the request and sage is
reduce the ab- raised
sence to less only
than 105 days. when re-
questing
time off
via self-
service.

PHL Sick Please at- Error Yes No Long Term Unpaid

Leave tach re- Sick Leave
Without quired (LOA_SICK)
Pay document
for this ab-
sence.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Manage Time-Off: Test Script

546 PUBLIC Country/Region - Specific Values
Republic of Korea (KOR)

 Caution

If sick leave is requested by the employee themself (meaning via employee self-service), the request needs
to be approved by the employee's line manager only, when booked.

If sick leave is requested on behalf of the employee, the request needs to be approved by the employee's
line manager and a member of the HR Administrator group.

Mes-
sage Ena-
Text if bled Leave of
Sup- in Absence
Message porting Cancel- Self- Event Em-
Text if Mes- Docu- Mes- lation Serv- Reason ployee
Condition Condition sage ment to sage Workflow ice Name Status
Absence Additional In- for Taking not Fulfil- Se- be at- Se- Acti- Sce- (Code) during
Time Type formation Time Off led verity tached verity vated nario (Plan) Leave

Sick Leave The employee Paid sick You have Error Please Error Yes No Long Paid
(Paid) leave is exceeded attach Term Sick Leave
is entitled to in
limited to the limit of Medical Paid
total 90 days
at most 90 90 days Certifi- (LOA_SIC
of paid and 90 calendar for Paid cate is- K_PAID)
days of half days dur- Sick Leave. sued by
paid sick leave ing the Kindly re- any ter-
during the en- employ- quest Half tiary
ment at paid sick hospi-
tire employ-
the com- leave. tal.
ment at the
pany.
company.
Once these Half paid You can re- Error Please Error
are con- sick leave quest half attach
sumed, only can be re- paid sick Medical
unpaid sick quested leave only Certifi-
leave can be only after once you cate is-
taken. Multiple the entitle- have con- sued by Long
sick leave re- ment of sumed 90 any ter- Term Sick
Sick Leave quests can be paid sick Paid
days of tiary Yes No Paid
(Half Paid) posted. Leave
leave has paid sick hospi- (LOA_SIC
been con- leave. tal. K_PAID)
Before re-
sumed.
questing half
paid sick
leave, the en-
tire 90 days of
paid sick leave

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 547
 Mes-
sage Ena-
Text if bled Leave of
Sup- in Absence
Message porting Cancel- Self- Event Em-
Text if Mes- Docu- Mes- lation Serv- Reason ployee
Condition Condition sage ment to sage Workflow ice Name Status
Absence Additional In- for Taking not Fulfil- Se- be at- Se- Acti- Sce- (Code) during
Time Type formation Time Off led verity tached verity vated nario (Plan) Leave

Half-paid You have Error

sick leave exceeded
is limited the limit of
to at most 90 days
need to be 90 calen- for Half
consumed dar days Paid Sick
first. Before during the Leave.
requesting un- employ- Kindly re-
ment at quest Un-
paid sick
the com- paid sick
leave, the en-
pany. leave.
tire 90 days of
Sick Leave half paid sick Unpaid You can re- Error Please Error Yes No Long Unpaid
(Unpaid) leave need to sick leave quest Un- attach Term Sick Leave
be consumed can be re- paid sick Medical (LOA_SIC
first. If this is quested leave only Certifi- K)
not the case, only after once you cate is-
appropriate the entitle- have con- sued by
error mes- ment of sumed 90 any ter-
sages are is- half paid days of tiary
sued. sick leave Half paid hospi-
has been sick leave. tal.
con-
sumed.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Slovenia (SVN)

Strong (absence) time types: a strong absence will be counted also on non-working days (public holidays) and
will get paid with absence compensation, which is at a higher rate than public holiday compensation.

Manage Time-Off: Test Script

548 PUBLIC Country/Region - Specific Values
 Ena- Leave of Ab-
bled in sence Event Em-
Message Text Cancella- Self- Reason ployee
Absence if Supporting Mes- tion Work- Service Name Status
Time Document to be sage flow Acti- Sce- (Code) during
Type Additional Information attached Severity vated nario (Plan) Leave

Mater- Upon selecting Time Type Please add an at- Error No No Maternity/ Paid
nity Maternity Leave, optional tachment for this Paternity - Leave
Leave field Real Date Of Birth displays time type. INTL (PLA-
at the bottom of the Create MAT)
Absence dialog box. You can
capture the appropriate date by
selecting it from the calendar
help. Note, that there is no val-
idation of the real birth date;
meaning you can post the time
off also without entering this
date.

Paternity Please add an at- Error No Yes Maternity/ Paid

Leave tachment for this Paternity - Leave
time type. INTL (PLA-
MAT)

 Note

The HR Administrator as well as the Employee has the possibility to split or delimit an existing vacation
record in case the employee must go on time off of any other (absence) time type as provided in this SAP
Best Practices solution. Details can be found here [page 621].

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 549
South Africa (ZAF)

Ena-
bled in
Self- Em-
Mes- Cancella- Serv- Leave of Ab- ployee
Absence sage tion ice sence Event Status
Time Condition for Taking Time Message Text if Condi- Se- Workflow Sce- Reason Name during
Type Off tion not Fulfilled verity Activated nario (Code) (Plan) Leave

Mater- Maternity leave is limited to Time Off request for Error No Yes Unpaid Mater- Unpaid
nity 4 months. this time type is limited nity/ Paternity Leave
Leave to 4 months Leave
(LOAMAT)

Injury on No Yes Injury on Duty Paid

Duty (INJURY) Leave

Parental Duration of parental leave Time Off request for Error No Yes Parental Leave Unpaid
Leave must be exactly 10 consec- this time type is limited (LOAPAR) Leave
utive calendar days. to 10 Days

A child must be 2 years You're eligible to avail Error

old or older for adoptive pa- the leave only if your
rents to qualify for parental child has completed 2
adoption leave. years

Duration of parental adop- Time Off request for Error

Parental tion leave must be exactly this time type is lim-
Parental Leave Unpaid
Adoption 70 consecutive calendar ited to 10 consecutive No Yes
(LOAPAR) Leave
Leave days. weeks

Only one of the parents Please be aware that Info

can take parental adoption this absence is for
leave. adoptive parents only
and is applicable to one
parent only

Parental Duration of parental com- Time Off request for Error No Yes Parental Leave Unpaid
Commis- missioning leave must be this time type is lim- (LOAPAR) Leave
sioning exactly 70 consecutive cal- ited to 10 consecutive
Leave endar days. weeks

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Manage Time-Off: Test Script

550 PUBLIC Country/Region - Specific Values
Spain (ESP)

Ena-
bled
in Leave of
Cancel- Self- Absence Em-
Ab- Message Mes- lation Serv- Event Rea- ployee
sence Condition for Text if Con- Additional sage Work- ice son Name Status
Time Taking Time dition not Informa- Se- flow Ac- Sce- (Code) during
Type Note Off Fulfilled tion verity tivated nario (Plan) Leave

Sab- The re- A Sabbatical Message is Warn- Yes Yes Sabbatical Paid
batical quested sab- Leave can raised only ing Leave (PLA- Leave
batical leave only be taken when re- SAB)
must be be- for a period questing
tween 6 and of between 6 time off via
12 months. & 12 months. self-serv-
ice.

Sab- The re- Time Off re- Message is Warn- Yes Yes Sabbatical Unpaid
batical quested un- quest for this raised only ing Unpaid Leave
Unpaid paid sabbati- time type is when re- (LOA - Sab-
cal leave must only allowed questing Unp)
be longer if absence if time off via
than 12 over 12 self-serv-
months. months ice.

Mater- Maternity leave Maternity Time Off Max The num- Error Yes No Maternity/ Paid
nity starts on the day leave is lim- 112 Days ber of days Paternity - Leave
of delivery. The ited to 112 is calcu- INTL (PLA-
HR Administrator days. lated start- MAT)
is informed if ing the day
the employee gave after the
birth to a single start date.
child or to mul-
Mater- tiples. The HR Maternity Time Off Max The num- Error Yes No Maternity/ Paid
nity Administrator will leave due to 126 Days ber of days Paternity - Leave
(Multi- then request on multiple birth is calcu- INTL (PLA-
ple behalf of the em- is limited to lated start- MAT)
Birth) ployee either an 126 days. ing the day

absence of type after the

start date.
Maternity or
absence of type
Maternity
(Multiple
Birth).

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 551
 Ena-
bled
in Leave of
Cancel- Self- Absence Em-
Ab- Message Mes- lation Serv- Event Rea- ployee
sence Condition for Text if Con- Additional sage Work- ice son Name Status
Time Taking Time dition not Informa- Se- flow Ac- Sce- (Code) during
Type Note Off Fulfilled tion verity tivated nario (Plan) Leave

Pater- Paternity Time Off Max Error Yes No Maternity/ Paid

nity / leave is lim- 28 Days Paternity - Leave
Birth ited to 28 INTL (PLA-
Leave days. MAT)
/
Adop-
tion

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Switzerland (CHE)

 Caution

Time off requested for time types Unpaid Leave and Military / Civil Service need to be
approved by the employee's line manager only.

Ena-
bled in Em-
Ab- Cancella- Self- Leave of Ab- ployee
sence Condition for Message Text if Mes- tion Work- Service sence Event Status
Time Taking Time Condition not Additional sage Se- flow Acti- Sce- Reason Name during
Type Off Fulfilled Information verity vated nario (Code) (Plan) Leave

Start date or You are not al- Message is Warning

expected return lowed to book raised only
date of re- the absence in when re- Sabbatical
Sabbat- Paid
quested sab- the past! questing time No No Leave (PLA-
ical Leave
batical leave off via self- SAB)
must not be be- service.
fore today.

Manage Time-Off: Test Script

552 PUBLIC Country/Region - Specific Values
 Ena-
bled in Em-
Ab- Cancella- Self- Leave of Ab- ployee
sence Condition for Message Text if Mes- tion Work- Service sence Event Status
Time Taking Time Condition not Additional sage Se- flow Acti- Sce- Reason Name during
Type Off Fulfilled Information verity vated nario (Code) (Plan) Leave

The requested A Sabbatical Message is Warning

sabbatical leave Leave can only raised only
must be be- be taken for a when re-
tween 6 and 12 period of be- questing time
months. tween 6 & 12 off via self-
months. service.

Long Yes Yes Long Term Sick Unpaid

Leave
Term (LOA_SICK)
Sick

Mater- Yes Yes Maternity/ Paid

Paternity - INTL Leave
nity
(PLAMAT)

Start date or You are not al- Message is Warning

expected return lowed to book raised only
date of re- the absence in when re-
quested unpaid the past! questing time
leave must not off via self-
be before to- service.
Unpaid day. Unpaid Leave Unpaid
No No
Leave The employee You are not al- Warning (LOA - UnpLea) Leave
has consumed lowed to take
all types of unpaid leave if
leave he or she you have any
is entitled to. other time ac-
count positive
balance.

Mili- Start date or You are not al- Message is Warning Yes Yes Military / Civil Paid
tary / expected return lowed to book raised only Service Leave
Civil date of re- the absence in when re- (MIL_CIVIL)
Service quested leave the past! questing time
due to military off via self-
or civil service service.
must not be be-
fore today.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 553
Thailand (THA)

Ena- Leave of Ab-

bled in sence Event Em-
Cancella- Self- Reason ployee
tion Service Name Status
Absence Workflow Sce- (Code) during
Time Type Additional Information Activated nario (Plan) Leave

Sick Leave The HR Administrator has the possibility to delimit an existing Yes No Long Term Unpaid
Without Pay vacation record in case the employee must go on sick leave Sick Leave
without pay. Details can be found here [page 621]. (LOA_SICK)

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

United Arab Emirates (ARE)

Ena-
bled
in
Cancella- Self- Leave of Ab- Em-
Ab- Message Mes- tion Serv- sence Event ployee
sence Condition for Text if Con- sage Workflow ice Reason Status
Time Additional Taking Time dition not Additional Se- Acti- Sce- Name (Code) during
Type Information Off Fulfilled Information verity vated nario (Plan) Leave

The requested A Sabbatical Message is Warn-

sabbatical Leave can raised only ing
leave must be only be taken when re-
between 6 and for a period questing
12 months. of between 6 time off via
& 12 months. self-service. Sabbatical
Sab- Paid
Start date or You are not Message is Warn- No No Leave (PLA-
batical Leave
expected re- allowed to raised only ing SAB)
turn date of re- book the ab- when re-
quested sab- sence in the questing
batical leave past! time off via
must not be self-service.
before today.

Long Yes Yes Long Term Unpaid

Term Sick Leave
Sick (LOA_SICK)

Manage Time-Off: Test Script

554 PUBLIC Country/Region - Specific Values
 Ena-
bled
in
Cancella- Self- Leave of Ab- Em-
Ab- Message Mes- tion Serv- sence Event ployee
sence Condition for Text if Con- sage Workflow ice Reason Status
Time Additional Taking Time dition not Additional Se- Acti- Sce- Name (Code) during
Type Information Off Fulfilled Information verity vated nario (Plan) Leave

Mater- Upon select- Maternity Exceeding Error No Yes Maternity/ Paid

nity ing Time leave is limited the Limit of Paternity - Leave
Leave Type to 60 days. the Leave. INTL (PLA-
Maternity MAT)
Leave, in-
formation
message As
per the
law first
45 days
of
maternity
leave are
fully
paid and
the
following
days will
be half
paid dis-
plays at the
top of the
Create
Absence sec-
tion.

The requested Time Off re- Message is Warn-

unpaid sabbat- quest for this raised only ing
ical leave must time type is when re-
be longer than only allowed questing
12 months. if absence if time off via
over 12 self-service.
months
Sab- Sabbatical
Warn- Unpaid
batical Start date or You are not Message is Yes Yes Unpaid (LOA -
ing Leave
Unpaid expected re- allowed to raised only SabUnp)
turn date of re- book the ab- when re-
quested un- sence in the questing
paid sabbatical past! time off via
leave must not self-service.
be before to-
day.

Go back to Request Long-Term Time Off via Self-Service [page 211]

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 555
Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

United Kingdom (GBR)

Leave of Ab-
Cancel- Enabled sence Event Em-
Ab- Mes- lation in Self- Reason ployee
sence Condition for Message Text if sage Work- Service Name Status
Time Taking Time Condition not Additional Informa- Se- flow Ac- Sce- (Code) during
Type Off Fulfilled tion verity tivated nario (Plan) Leave

Ma- Maternity leave Time Off request If condition for taking Error Yes No Maternity/ Paid
ternity is limited to 12 for this time type time off is not fulfilled, Paternity - Leave
Leave months. is limited to 12 the approval status of INTL (PLA-
months the time off request MAT)
is automatically set to
Declined.

Paternity leave Time Off request If condition for taking Error

is limited to 14 for this time type time off is not fulfilled,
calendar days. is limited to 2 the approval status of
weeks the time off request
is automatically set to
Declined. Maternity/
Pater-
Paternity - Paid
nity Yes No
Start date or You are not al- Message is raised only Warn- INTL (PLA- Leave
Leave
expected re- lowed to book when requesting time ing MAT)
turn date of re- the absence in off via self-service.
quested pater- the past!
nity leave must
not be before
today.

Leave due to Time Off request If condition for taking Error

adoption is lim- for this time type time off is not fulfilled, Family Leave
Adop- ited to 12 is limited to 12 the approval status of Birth/Adop- Unpaid
Yes No
tion months. months the time off request tion (LOAF- Leave
is automatically set to AMLY)
Declined.

Manage Time-Off: Test Script

556 PUBLIC Country/Region - Specific Values
 Leave of Ab-
Cancel- Enabled sence Event Em-
Ab- Mes- lation in Self- Reason ployee
sence Condition for Message Text if sage Work- Service Name Status
Time Taking Time Condition not Additional Informa- Se- flow Ac- Sce- (Code) during
Type Off Fulfilled tion verity tivated nario (Plan) Leave

Start date or You are not al- Message is raised only Warn-
expected re- lowed to book when requesting time ing
turn date of re- the absence in off via self-service.
quested adop- the past!
tion leave must
not be before
today.

Parental leave Time Off request If condition for taking Error

is limited to 126 for this time type time off is not fulfilled,
calendar days. is limited to 18 the approval status of
weeks the time off request
is automatically set to
Declined.
Paren- Parental
Unpaid
tal Yes Yes Leave (LOA-
Start date or You are not al- Message is raised only Warn- Leave
Leave PAR)
expected re- lowed to book when requesting time ing
turn date of re- the absence in off via self-service.
quested paren- the past!
tal leave must
not be before
today.

The requested Time Off request If condition for taking Error

sabbatical for this time type time off is not fulfilled,
leave must be has to be be- the approval status of
between 6 and tween 6 to 12 the time off request
12 months. months is automatically set to
Declined.
Sab- Sabbatical
Paid
bati- Yes Yes Leave (PLA-
Start date or You are not al- Message is raised only Warn- Leave
cal SAB)
expected re- lowed to book when requesting time ing
turn date of re- the absence in off via self-service.
quested sab- the past!
batical leave
must not be be-
fore today.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 557
 Leave of Ab-
Cancel- Enabled sence Event Em-
Ab- Mes- lation in Self- Reason ployee
sence Condition for Message Text if sage Work- Service Name Status
Time Taking Time Condition not Additional Informa- Se- flow Ac- Sce- (Code) during
Type Off Fulfilled tion verity tivated nario (Plan) Leave

The requested Time Off request Message is raised only Warn-

unpaid sabbati- for this time type when requesting time ing
cal leave must is only allowed if off via self-service.
be longer than absence if over
12 months. 12 months
Sab-
bati- Sabbatical
Start date or You are not al- Message is raised only Warn- Unpaid
cal Yes Yes Unpaid (LOA
expected re- lowed to book when requesting time ing Leave
Un- - SabUnp)
turn date of re- the absence in off via self-service.
paid
quested unpaid the past!
sabbatical
leave must not
be before to-
day.

Long Yes Yes Long Term Unpaid

Term Sick Leave
Sick (LOA_SICK)

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Manage Time-Off: Test Script

558 PUBLIC Country/Region - Specific Values
United States (USA)

Ena-
bled Em-
Cancel- in Leave of ploye
Mes- lation Self- Absence e Sta-
sage Work- Servi Event Rea- tus
Message Text if Se- flow ce son Name dur-
Absence Time Condition for Tak- Condition not Additional In- verit Acti- Sce- (Code) ing
Type ing Time Off Fulfilled formation y vated nario (Plan) Leave

Parental leave is lim- Time Off request Message is Warn

ited to 10 days. for this time type raised only ing
is limited to 10 when request-
Days ing time off
via self-serv-
Maternity/
ice.
Paternity - Paid
Parental Yes Yes
INTL (PLA- Leave
Start date or ex- You are not al- Message is Warn
MAT)
pected return date lowed to book raised only ing
of requested paren- the absence in when request-
tal leave must not be the past! ing time off
before today. via self-serv-
ice.

The requested sab- A Sabbatical Message is Warn

batical leave must Leave can only raised only ing
be between 6 and 12 be taken for a pe- when request-
months. riod of between 6 ing time off
& 12 months. via self-serv-
ice. Sabbatical
Paid
Sabbatical Yes Yes Leave
Leave
Start date or ex- You are not al- Message is Warn (PLASAB)
pected return date lowed to book raised only ing
of requested sabbat- the absence in when request-
ical leave must not the past! ing time off
be before today. via self-serv-
ice.

The requested un- Time Off request Message is Warn

paid sabbatical leave for this time type raised only ing Sabbatical
Un-
must be longer than is only allowed if when request- Unpaid
Sabbatical Unpaid Yes Yes paid
12 months. absence if over ing time off (LOA - Sab-
Leave
12 months via self-serv- Unp)
ice.

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 559
 Ena-
bled Em-
Cancel- in Leave of ploye
Mes- lation Self- Absence e Sta-
sage Work- Servi Event Rea- tus
Message Text if Se- flow ce son Name dur-
Absence Time Condition for Tak- Condition not Additional In- verit Acti- Sce- (Code) ing
Type ing Time Off Fulfilled formation y vated nario (Plan) Leave

Start date or ex- You are not al- Message is Warn

pected return date lowed to book raised only ing
of requested un- the absence in when request-
paid sabbatical leave the past! ing time off
must not be before via self-serv-
today. ice.

Long Term Sick Yes Yes Long Term Un-

Sick paid
(LOA_SICK Leave
)

Maternity Yes Yes Maternity/ Paid

Paternity - Leave
INTL (PLA-
MAT)

Unpaid Leave Yes Yes Unpaid Un-

Leave (LOA paid
 Note - UnpLea) Leave

This time type

is relevant
only for em-
ployees having
time profile
Generic
Profile 2
(USA). Refer
also to the
Note below
this table.

 Note

In the United States, an employee, who is on an Unpaid Leave, can request time off from their accrued
paid vacation so that they don’t remain unpaid for the whole duration of the Unpaid Leave. This paid
vacation is also replicated to Employee Central Payroll, so the employee can be paid during their Unpaid
Leave. More details can be found in the Appendix here [page 637].

Manage Time-Off: Test Script

560 PUBLIC Country/Region - Specific Values
Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Vietnam (VNM)

Message Ena-
Text if bled
Support- in Leave of
Message ing Cancel- Self- Absence Em-
Ab- Text if Mes- Docu- Mes- lation Serv- Event Rea- ployee
sence Condition Condition sage ment to sage Work- ice son Name Status
Time Additional Infor- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce- (Code) during
Type mation Time Off led verity tached verity tivated nario (Plan) Leave

Upon selecting Only fe- Time Off Error Please at- Error
male em- request for tach cer-
Time Type
ployees this time tified
VNM Maternity are al- type is for docu-
Leave, mandatory lowed to female ment in
fields Type of take ma- only. writing by
Birth (VNM) (nor- ternity an obste-

mal or Cesarean
leave.  No trician or
midwife.
section delivery) te
and Number of This
Child(ren) display error
at the bottom mes-
of the Create sage
VNM Absence section. comes Maternity/
Ma- These fields need up for Paternity - Paid
ter- Yes Yes
to be filled before a non- INTL (PLA- Leave
nity
Start Date and End female MAT)
Leave
Date can be main- em-
tained. ployee
Based on the only
values entered after
for Number of the 2
Child(ren), the em- man-
ployee is entitled to datory
a certain number fields
of consecutive cal- have
endar days of leave: been
filled.
• In case of a
single child,

Manage Time-Off: Test Script

Country/Region - Specific Values PUBLIC 561
 Message Ena-
Text if bled
Support- in Leave of
Message ing Cancel- Self- Absence Em-
Ab- Text if Mes- Docu- Mes- lation Serv- Event Rea- ployee
sence Condition Condition sage ment to sage Work- ice son Name Status
Time Additional Infor- for Taking not Fulfil- Se- be at- Se- flow Ac- Sce- (Code) during
Type mation Time Off led verity tached verity tivated nario (Plan) Leave

If Number You are al- Error

of lowed to
the employee
Child(ren) take a
is entitled to
is 1, the maximum
180 consecu-
maternity of 180 con-
tive calendar
leave is secutive
days.
limited to calendar
• Starting with
at most days of
the 2nd child Maternity
180 con-
(twins), the Leave.
secutive
employee gets
calendar
additional 30
days.
days for each
child; meaning If Number You are al- Error
210 days in of lowed to
case of twins, Child(ren) take a
240 days in is more maximum
case of trip- than 1, of <dura-
lets, etc. the mater- tion> con-
nity leave secutive
Once the request is
is limited calendar
submitted, the em- to at most days of
ployee can edit it (180 + 30 Maternity
later on in case, additional Leave.
for example, the days for
number of children each
child) con-
is different than ex-
secutive
pected.
calendar
days.

VNM Please at- Error Yes Yes Long Term Un-

Long- tach Doc- Sick paid
term tor's Cer- (LOA_SICK) Leave
Sick tificate.
Leave

Go back to Request Long-Term Time Off via Self-Service [page 211]

Go back to Request Long-Term Time Off on Behalf of Employee [page 215]

Go back to View Job Information of Employee on Leave [page 243]

Manage Time-Off: Test Script

562 PUBLIC Country/Region - Specific Values
6 Test Procedures on Mobile Device
(Optional)

Some steps described in the test procedures can be executed with the SAP SuccessFactors App, too. Following
the next steps you will learn how to execute the test procedures on your Mobile Device.

Make sure to install and activate the App on the mobile devices of the people who execute these steps. More
information can be found in chapter Install Mobile App (Optional) [page 129].

6.1 Request Time Off (Optional)

Use

The Employee can request time off also on his or her mobile device.

Role

For this process, the following user should be prepared before you perform the process steps:

• Employee

Procedure

1. Open the SAP SuccessFactors mobile app and log on by tapping the corresponding user name.
2. Tap on Time Off.
3. Before requesting time off, tap on Balances to check whether balances are still available on your time
accounts.
4. Tap on All Absences & Holidays to check additionally whether there are any public holidays in the period
you want to take time off.
5. Next, tap on +. Choose the time type for which you want to request time off for.
6. Enter details as appropriate. Notice the Team Absences information to check how many other members of
your team are absent during the period you are requesting time off for.
7. Additionally you can apply your time off for block leave by setting the switch Are you applying this for block
leave? appropriately.

Manage Time-Off: Test Script

Test Procedures on Mobile Device (Optional) PUBLIC 563
8. Then tap Send.
9. The processing of the request can be performed as described in the next process step.

 Note

For details on using Employee Central Time Off with the SAP SuccessFactors Mobile application, refer to
the latest production User Guide in the SAP Help Portal Use End-User Information Using Employee
Central Time Management , chapter Using Mobile Time Management.

6.2 Process Time Off Requests (Optional)

Use

The request approvers, like Line Managers and members of the HR Administrator dynamic group, receive the
requests also on their mobile devices. Instead of processing the request on the company instance website, they
can do so on the mobile device.

Role

For this process, the following user should be prepared before you perform the process steps:

• Line Manager
• HR Administrator

Procedure

1. Open the SAP SuccessFactors mobile app and log on by tapping the corresponding user name.
2. Tap on To-Do and under Approve Requests select the appropriate time off (update) request you need to
process.
3. On the Request Details screen, review the request.
4. If satisfied, tap Approve.
5. If appropriate, you can also decline or delegate the time off (update) request. In this case, it is
recommended to first choose Add comment to explain your decision. Then tap Decline or Delegate.

Manage Time-Off: Test Script

564 PUBLIC Test Procedures on Mobile Device (Optional)
7 Appendix

7.1 Run Integration Center Block Leave Counter Mass Update

(if Mandatory Block Leave implemented)

Purpose

 Caution

The entire chapter is relevant only if Mandatory Block Leave has been deployed in your Employee Central
instance with the SAP Best Practices solution!

If the employee changes or cancels post approval one or multiple time offs that formed a block leave, the block
leave counter of the subsequent time off within the block leave is not correct anymore. Also, in case the last
request in a series of several consecutive requests has been approved first, the block leave counter of that last
time off within the block leave is not correct anymore once the other requests have been approved.

In order to sort time offs, if required, and to correct the block leave counter, integration center SFCC Block
Leave Counter Mass Update is scheduled to run regularly to track for any changes and update the counter
balance automatically. For testing purposes though, you can run the integration center manually, as described
in the Procedure section.

Procedure

Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance as HR Ad- The Home page is displayed.
ministrator.

2 Go to Inte- From the Home dropdown list, select Admin Center. The Integration Center screen is dis-
gration Type Integration Center in the tool search played.
Center box and select the feature/tool from the list.
Screen

Manage Time-Off: Test Script

Appendix PUBLIC 565
 Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

3 Go to My Choose the My Integrations tile. The Integration Center - My Integrations

Integra- screen is displayed, containing the list of
tions the integrations you defined so far.
Screen

4 Run Inte- In the row of integration center SFCC Block Leave A Success dialog box is displayed inform-
gration Counter Mass Update, choose from the Actions ing you that the job has been submitted.
Center column the Edit Integration (Pencil) icon. Choose Choose OK.
Next several times, till you arrive on the Scheduling
screen. Here, select for Scheduled Version Occurs
value Once from the dropdown list, enter the email
address of the person who should receive a notifica-
tion once the job run is finished, then choose Next.
Choose Run Now.

5 Go Back to Choose Cancel. You return to the Integration Center -

My Integra- My Integrations screen, on which the
tions Running icon is displayed next to the in-
Screen tegration job you have just submitted.

 Note
You can choose the Refresh icon to
refresh the screen and check if the
job run has finished.

6 View Job Once the job has finished, you can view details of
Details the job run by choosing the <date> hyperlink in the
Last Run column.

Result

The Block Leave Counter in each time off request subsequent to the adapted/cancelled request has been
corrected.

Also, in case the approval of several subsequent time off requests took place in different order than the time off
order, the time offs have been sorted and the Block Leave Counter saved correctly.

To check this, the Employee can proceed as described in test step #3 of process step View my Time Off
Request Status.

As HR Administrator, you can check the correctness of the Block Leave Counter as follows:

• Search for the employee’s data file. On the Employee Files screen, go to the Time Management section and
choose the Administer Time link located in the Upcoming Time Off block.

Manage Time-Off: Test Script

566 PUBLIC Appendix
 • In the Absences (#) table, choose the row with the appropriate time-off record.
• In the upcoming View Absence dialog box, check the number value displayed for Block Leave Counter.

7.2 Payout of Time Account Balance via Employee Self-

Service (for Australia only)

Go back to Time Types with 1-step approval (AUS) [page 273]

Purpose

 Caution

The entire chapter is relevant for Australia (AUS) only!

Instead of taking time off, the employee can opt to get time off balance paid out. The request needs to be
approved by the line manager and a member of the HR Administrator dynamic group.

 Note

Within the SAP Best Practices solution, the recurring time account types relevant for payout via employee
self-service are Annual Leave and Long Service Leave.

7.2.1 Run Entitlement Creation

Purpose

The entitlement creations for annual leave and long service leave run automatically. The transfer of the
entitlement (balance) to the appropriate time account type takes place on the Next Transfer Date as mentioned
in the Time Account Type Accrual Transfer objects of the particular employee.

For testing purposes though, the HR Administrator can run the entitlement creation manually as described
below in the Procedure section.

Manage Time-Off: Test Script

Appendix PUBLIC 567
Procedure

For testing purposes, the HR Administrator runs the entitlement creation manually as follows:

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR The Home page is displayed.
Administrator.

2 Go to In the Search for actions or people text box, lo- The Manage Time Off Calendars page is dis-
Manage cated in the top right corner of the screen, type played.
Time Off time off.
Calendars
From the list of terms suggested by the auto-
screen
complete functionality, select Manage Time Off
Calendars.

3 Create In the upper right corner of the screen, above The New Calendar (Entitlement Creation) di-
New Cal- the calendars table, choose + New Calendar. alog box is displayed.
endar From the dropdown menu that expands, select
Entitlement Creation.

4 Enter De- In the New Calendar (Entitlement Creation) dialog

tails of box, make the following entries:
New Cal-
Name: enter as appropriate
endar

 Note
It is recommended to mention the time ac-
count type in the name.

Time Account Type: select Annual Leave

(AUS_ANN) from the dropdown list

Start Date: defaults to today’s date; leave as is

End Date: defaults to today’s date; leave as is

Run Date: select tomorrow's date from the calen-

dar help

5 Save Cal- Choose Save. The calendar is saved and has status
endar Scheduled.

Manage Time-Off: Test Script

568 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

6 Execute On the Manage Time Off Calendars page, next The message Simulation of
Calendar to the calendar you have saved in test step # 5, calendar <calendar name> has
Simula- choose Run. started. You can access the
tion simulation results by the
In the upcoming Run or Simulate dialog box,
choose Simulate. Execution Manager Dashboard
page and by email. is displayed.

7 Check Check the log file for the time account change
Simula- calendar simulation run to see if the result is as
tion Re- expected.
sults
You can either open it in the email you have re-
ceived, or you can use the Execution Manager
Dashboard as described in test step # 8 below.

8 Check Duplicate the page by right-mouse click on the The Execution Manager > Scheduled Job >
Simula- tab and choosing Duplicate. MONITOR screen is displayed, on which the
tion Re- list of jobs run is given.
On the duplicated page, go to the Admin
sults via
Center page and type Execution Manager
Execution
Dashboard into the Tool Search field.
Manager
Dash-
Choose the right arrow (>) icon at the very right The Event Details page for the selected
board
of the table row, in which the job, you have cre- <Process Instance Name> is displayed.
ated in step # 4, is listed.

 Note
For finding the job, refer to the Process
Instance Name and Timestamp columns.

In the Event Description column, choose the The Time Account Change Calendar callout
Finished: Entitlement Creation - <calendar name> is displayed.
hyperlink.

In the Time Account Change Calendar callout, The log is downloaded as csv file.
choose Download Report.

Verify the correctness of the data displayed in the If everything is fine, you can run the pe-
Log file. riod-end processing calendar in production
mode.

9 Execute Go back to your initial page (Manage Time Off Once the run is finalized, the calendar has
Produc- Calendars) and next to the calendar, choose Run. status Finished.
tion Cal- On the Run or Simulate dialog box, choose Run.
The entitlement is generated.
endar Run

Manage Time-Off: Test Script

Appendix PUBLIC 569
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

10 Repeat for Repeat test steps # 3 to # 9 for time account In case the employee is less than 10 years
Other type Long Service Leave (AUS_LSL). with the company, you can post manually a
Time Ac- number of days for the long service leave, in
count order to check that a two-step workflow is
Type triggered when requesting payout. This can
be done as described in process step Adjust
Employee Entitlements Manually [page 141].

7.2.2 Request Time Account Payout

Purpose

Instead of taking the time off he or she is entitled to, the Employee requests a total or partial payout of the
available time off balance.

The Employee can request payout for annual leave whenever balance is available. In case the employee is at
least 10 years with the company, he or she is entitled to long service leave as well and can request payout for
this type of time account.

Prerequisites

Sufficient balance must exist in order to request payout.

Procedure

Test Test Step Pass

Step # Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as Em- The Home page is displayed.
ployee.

Manage Time-Off: Test Script

570 PUBLIC Appendix
 Test Test Step Pass
Step # Name Instruction Expected Result / Fail

2 Go to Pay From the Home dropdown list, select My Employee The Pay Out Time screen is displayed. It is
Out Time File. On the My Employee File screen, go to structured into several sections:
screen the Time Management section. In the Time Off
• In the Time Accounts section, your
Balances block of the Time Management subsec- available time balances for time ac-
tion, choose the Pay Out Time link. count types Annual Leave and Long
Service Leave as of today are dis-
played in quickcards.
• In the Payout Requests section, the
already requested payouts (if any)
are listed.

3 Create In the appropriate <time account type> quickcard, The Create Payout Request dialog box is
New Time choose the Create Payout Request link. displayed.
Account
Payout
Request

4 Enter Re- Make the following entries regarding your payout

quest De- request:
tails
Time Account: the time account type chosen in
test step # 3 is defaulted; either leave as is or
change by selecting from the dropdown list

Request Date: defaults to today’s date and is read-

only

Number of Days to Pay Out: enter as appropriate

 Note
The available balance is mentioned in a text
below this field.

5 Submit Choose Submit. The Success dialog box is displayed, in

Request which the persons responsible for approv-
ing the request are listed: the payout re-
quest must be approved by your line man-
ager and a member of the HR Administra-
tor dynamic group.

Manage Time-Off: Test Script

Appendix PUBLIC 571
Test Test Step Pass
Step # Name Instruction Expected Result / Fail

6 Close Dia- In the Success dialog box, choose OK. You return to the Pay Out Time screen,
log Box in which your request is listed in the
Payout Requests section; it has status
Pending.

 Note
In case the email address of your line
manager is maintained in the system,
he or she receives an email about
the needed approval for your time ac-
count payout request.

7.2.3 Validate Time Account Payout Request

Purpose

The Line Manager processes the time account payout request submitted by his or her subordinated employee.

Manage Time-Off: Test Script

572 PUBLIC Appendix
Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as Line The Home page is displayed.
Manager.
In the Approvals section, the Create Time
Account Payout > <employee name> card
is displayed. Details, like the date and per-
son who submitted the request, are shown
in this card.

 Note
If there are several requests of
the same category (MDF Workflow
Requests - Employee-Related, in this
case) to be approved, the View All link
displays on the card as well. The card
of the request, which was submitted
latest, is displayed.

Manage Time-Off: Test Script

Appendix PUBLIC 573
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

2 Select In the Approvals section, choose the Create Time The Employee Files > Workflow Details
Time Ac- Account Payout > <employee name> card. page opens in a new window. It contains
count details to the employee’s time account
Payout  Note payout request. The screen is divided into
Request In case there are several employee-related re- several sections:

quests you need to approve, the View All link • The Do you approve this request? sec-
displays in the card. Choose that link; the MDF tion contains a short overview of the
Workflow Requests - Employee-Related (#) di- request, its initiator, and the workflow
alog box displays, containing cards for each participants.
request. Choose the appropriate Create Time
• The Time Account Payout section
Account Payout > <employee name> card.
contains the detailed request.
• In the Comment section, you can post
your remarks to the request.
 Note
• On the right part of the screen a
In case there is a higher number of cards in
short profile of the affected employee
the dialog box, you can filter for the appropri-
is given, as well as administrative
ate request as follows: in the MDF Workflow
details to the request initiation. By
Requests - Employee-Related (#) dialog box,
choosing the <employee name> link,
choose the View complete list of tasks icon. The
you can directly open the employee
My Workflow Requests (#) page opens in a new
file. Choose the browser Back to go
screen. If appropriate, choose More, to have
back to the Workflow Details screen.
the complete list of requests. Choose the Filter
(cone) icon to search for the request you need
to approve. In the upcoming filter criteria fields,
make entries as appropriate. For example,
for Request Type enter Change Generic
Object Actions, for Object enter Time
Account Payout, and in Requested For en-
ter the name of the employee for whom the re-
quest has been submitted. Then choose Apply.

Manage Time-Off: Test Script

574 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

3 Review Review the detailed request. Check, for example,

Time Ac- the Total Amount to be paid out to the employee.
count
Payout  Note
Request
You can double-check the amount by calculat-
ing it as follows:

• In the upper right part of the screen,

choose the <employee name> link.
• On the upcoming Employee Files page of
the employee, scroll to the Job Information
subsection and in the Job Information
block choose Show more to display the
Time Information block.
• Below the Work Schedule, choose the
Details link. In the upcoming Work
Schedule Details dialog box, choose the
Details tab. Note down the Average Hours
Per Day and Average Hours Per Year values.
• Choose Close to close the dialog box.
• Scroll to the Compensation Information
subsection and check the annualized sal-
ary. If the amount is masked, choose
Show to view it. Divide the <annualized
salary> by the <average hours
per year> to obtain the <rate
per hour>. Multiply the <rate per
hour> with the <average hours
per day>, to obtain the Standard Rate.
Finally, multiply the <Standard Rate>
with the <Quantity> to obtain the Total
Amount.
• Choose the browser Back to go back to the
Workflow Details screen.
• Verify if your calculation coincides with the
amount displayed in the workflow request.

If needed, you can enter a note to this payout re-

quest in the Comment section.

Manage Time-Off: Test Script

Appendix PUBLIC 575
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

4 Approve If everything is fine, choose Approve to approve the The system generates a message about
Time Ac- payout request. the successful approval of the workflow
count request. The request card disappeared
Payout  Note from the Approvals section.
Request You may also decline the time account payout
request. In this case, it is recommended to
 Note
add a comment explaining your decision. Then Once there is no request left for you to
choose Decline. approve, the Approvals section will no
longer be visible on your Home page.

The status of the request is still

Pending and the request is sent to
the members of the HR Administrator dy-
namic group. In case the email addresses
of the members of the HR Administra-
tor dynamic group are maintained in the
system, they receive an automatic email
about the needed approval for the em-
ployee’s time account payout request.

7.2.4 Validate Approved Time Account Payout Request

Purpose

A member of the HR Administrator dynamic group picks up the time account payout request for processing it.

 Note

If one of the members of the HR Administrator group has requested time account payout for themself,
then, depending if the Four-Eye Principle feature for Workflow Approvals is enabled or not in your instance,
following situations arise:

• if the feature is enabled, then only the other members of the HR Administrator group receive the
request approved by the line manager.
• if the feature is disabled, then besides the other members of the HR Administrator group, the line
manager of the requesting HR Administrator receives again the request he or she already approved in
the previous step.

Manage Time-Off: Test Script

576 PUBLIC Appendix
Prerequisite

The employee’s line manager has approved the time account payout request.

Procedure

Pass
Test Test
Step Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance as a member The Home page is displayed.
of the HR Administrator dynamic group.
In the Approvals section, the Create Time
Account Payout > <employee name>
card is displayed. Details, like the date
and person who submitted the request,
are shown in this card.

 Note
If there are several requests of
the same category (MDF Workflow
Requests - Employee-Related, in this
case) to be approved, the View All
link displays on the card as well. The
card of the request, which was sub-
mitted latest, is displayed.

Manage Time-Off: Test Script

Appendix PUBLIC 577
 Pass
Test Test
Step Step /
# Name Instruction Expected Result Fail

2 Select In the Approvals section, choose the Create Time The Employee Files > Workflow Details
Time Account Payout > <employee name> card. page opens in a new window. It contains
Account details to the employee’s time account
Payout  Note payout request. The screen is divided
Request In case there are several employee-related requests into several sections:

you need to approve, the View All link displays • The Do you approve this request?
in the card. Choose that link; the MDF Workflow section contains a short overview
Requests - Employee-Related (#) dialog box dis- of the request, its initiator, and the
plays, containing cards for each request. Choose workflow participants.
the appropriate Create Time Account Payout >
• The Time Account Payout section
<employee name> card.
contains the detailed request.
• In the Comment section, you can
post your remarks to the request.
 Note
• On the right part of the screen
In case there is a higher number of cards in the
a short profile of the affected em-
dialog box, you can filter for the appropriate re-
ployee is given, as well as adminis-
quest as follows: in the MDF Workflow Requests
trative details to the activities so
- Employee-Related (#) dialog box, choose the
far in the workflow (request initia-
View complete list of tasks icon. The My Workflow
tion, approval by line manager).
Requests (#) page opens in a new screen. If appro-
By choosing the <employee name>
priate, choose More, to have the complete list of
link, you can directly open the em-
requests. Choose the Filter (cone) icon to search
ployee file. Choose the browser
for the request you need to approve. In the upcom-
Back to go back to the Workflow
ing filter criteria fields, make entries as appropri-
Details screen.
ate. For example, for Request Type enter Change
Generic Object Actions, for Object enter
Time Account Payout, and in Requested For
enter the name of the employee for whom the re-
quest has been submitted. Then choose Apply.

Manage Time-Off: Test Script

578 PUBLIC Appendix
 Pass
Test Test
Step Step /
# Name Instruction Expected Result Fail

3 Review Review the detailed request. Check, for example, the

Time Total Amount to be paid out to the employee.
Account
Payout  Note
Request
You can double-check the amount by calculating it
as follows:

• In the upper right part of the screen, choose

the <employee name> link.
• On the upcoming Employee Files page of the
employee, scroll to the Job Information sub-
section and in the Job Information block,
choose Show more to display the Time
Information block.
• Below the Work Schedule, choose the Details
link. In the upcoming Work Schedule Details
dialog box, choose the Details tab. Note down
the Average Hours Per Day and Average Hours
Per Year values.
• Choose Close to close the dialog box.
• Scroll to the Compensation Information sub-
section and check the annualized salary.
If the amount is masked, choose Show to
view it. Divide the <annualized salary>
by the <average hours per year>
to obtain the <rate per hour>. Mul-
tiply the <rate per hour> with the
<average hours per day>, to ob-
tain the Standard Rate. Finally, multiply the
<Standard Rate> with the <Quantity>
to obtain the Total Amount.
• Choose the browser Back to go back to the
Workflow Details screen.
• Verify if your calculation coincides with the
amount displayed in the workflow request.

If needed, you can enter a note to this payout request in

the Comment section.

Manage Time-Off: Test Script

Appendix PUBLIC 579
 Pass
Test Test
Step Step /
# Name Instruction Expected Result Fail

4 Approve If everything is fine, choose Approve to approve the pay- The system generates a message about
Time out request. the successful approval of the workflow
Account request. The request card disappeared
Payout  Note from the Approvals section.
Request You may also decline the time account payout re-
quest. In this case, it is recommended to add a
 Note
comment explaining your decision. Then choose Once there is no request left for
Decline. you to approve, the Approvals sec-
tion will no longer be visible on your
Home page.

The status of the request has changed

accordingly to Approved.

In addition, an email notification is trig-

gered to inform the employee about the
approval of the time account payout re-
quest.

7.2.5 View Time Account Payout

Purpose

Once the time account payout request has been approved, the Employee checks the payout amount he or she
is going to receive.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as Employee. The Home page is displayed.

Manage Time-Off: Test Script

580 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

2 Go to Pay From the Home dropdown list, select My Employee File. The Pay Out Time screen is dis-
Out Time played.
On the Employee Files screen, go to the Time
screen
Management section. In the Time Off Balances block of
the Time Management subsection, choose the Pay Out
Time link.

3 Check Sta- In the Payout Requests section, check the status of your The request has status
tus of Pay- time account payout request. Approved.
out Re-
quest

4 Go back to In the top left corner of the screen, choose the People
Employee Profile link to return to your My Employee File page.
File screen

5 Go to Pay Go to the Compensation Information section and there

Component scroll to the Pay Component Non Recurring subsection.
Non Recur-
ring sub-
section

6 Select In the One Time Payment block, select from the Time The payment records for the se-
Time Period dropdown list the year for which you want to view lected time period are displayed.
Frame the time account payout amount.

Manage Time-Off: Test Script

Appendix PUBLIC 581
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

7 Check Pay- Check the Pay Component and the appropriate payout In case you have requested payout
out Details Amount you are going to receive. for annual leave, pay component
AU - Annual Leave Payout
 Note Eligibi (2000AU) with appro-
In case the Amount value is masked, choose the priate amount is displayed.
Show link.
In case you have requested payout
for long service leave, pay compo-
 Note nent AU - LSL Lve Payout
Eligibility (2010AU) with
You can double-check the amount by calculating it
appropriate amount is displayed.
as follows:

• On your Employee Files page, scroll to the Job

Information subsection. In the Job Information
block, choose Show more to display the Time
Information block.
• Below the Work Schedule, choose the Details
link. In the upcoming Work Schedule Details
dialog box, choose the Details tab. Note down
the Average Hours Per Day and Average Hours
Per Year values.
• Choose Close to close the dialog box.
• Scroll to the Compensation Information sub-
section and check the annualized salary. If the
amount is masked, choose Show to view it.
Divide the <annualized salary> by the
<average hours per year> to obtain
the <rate per hour>. Multiply the <rate
per hour> with the <average hours
per day>, to obtain the rate per day. Finally,
to obtain the Amount as displayed in the One
Time Payment block, multiply the <rate per
day> with the number of days you have re-
quested payout for.

7.3 Payout of Vacation Balance via Employee Self-Service

(for France only)

Go back to Time Types with 1-step approval (FRA) [page 305]

Manage Time-Off: Test Script

582 PUBLIC Appendix
Purpose

 Caution

The entire chapter is relevant for France (FRA) only!

Instead of consuming the entire vacation balance by taking time off, the employee can opt to get vacation
balance paid out to the Retirement Plan.

To be eligible for payout, the employee must have taken at least 8 days of vacation during the bookable period.
The payout request cannot be posted before 15th of October within the bookable period. A maximum of 10
days can be posted for payout within one request.

After approval by the line manager, the balance will be paid out to the retirement plan.

 Note

Within the SAP Best Practices solution, the recurring time account types relevant for payout via employee
self-service are France CP Hire Account and France CP Vacation Taking (Période de
prise).

7.3.1 Request Vacation Balance Payout

Purpose

The Employee can opt to get their vacation balance paid out to the retirement plan. To be eligible for payout
within a certain year, the employee must have taken at least 8 days of vacation during the bookable period. A
maximum of 10 days can be posted in one payout request.

Prerequisites

Sufficient balance must exist in order to request payout.

At least 8 days of vacation must have been taken within the bookable period of the vacation time account type.

 Note

In case this prerequisite is not fulfilled, error message To opt for Payout, you should have taken
at least 8 days of vacation will be issued upon entering the number of days to be paid out.

Manage Time-Off: Test Script

Appendix PUBLIC 583
Procedure

Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central The Home page is displayed.

instance as Employee.

2 Go to Pay From the Home dropdown list, The Pay Out Time screen is displayed. It is structured into
Out Time select My Employee File. On the several sections:
screen My Employee File screen, go to
• In the Time Accounts section, your available time balan-
the Time Management section. ces for time account types France CP Hire Account and
In the Time Off Balances block France CP Vacation Taking (Période de prise) as of today
of the Time Management subsec- are displayed in quickcards.
tion, choose the Pay Out Time
link.  Note
If today’s date is within the bookable period of
France CP Hire Account, then this card will have a
number of available days greater than 0 displayed.
Otherwise, the France CP Vacation Taking (Période
de prise) card will have a number of available days
greater than 0 displayed.

• In the Payout Requests section, the already requested

payouts (if any) are listed.

3 Create New In the appropriate <vacation The Create Payout Request dialog box is displayed.
Vacation account> quickcard, choose the
Payout Re- Create Payout Request link.
quest

4 Enter Re- Make the following entries re-

quest De- garding your payout request:
tails
Time Account: the vacation ac-
count chosen in test step # 3 is
defaulted; leave as is

Request Date: defaults to today’s In case the Request Date is before 15th of October within the
date and is read-only bookable period, error message You cannot request
Payout before 15th of October within the
bookable period of the time account is is-
sued.

Manage Time-Off: Test Script

584 PUBLIC Appendix
 Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

Number of Days to Pay Out: enter In case you enter more than 10 days, error message Only
as appropriate 10 vacation days can be paid out to the
Retirement Plan is issued.
 Note
The available balance is men-
tioned in a text below this
field.

5 Submit Re- Choose Submit. The Success dialog box is displayed, in which the person re-
quest sponsible for approving the request, namely your line man-
ager, is listed.

6 Close Dia- In the Success dialog box, choose You return to the Pay Out Time screen, in which your request
log Box OK. is listed in the Payout Requests (#) section; it has status
Pending.

 Note
In case the email address of your line manager is main-
tained in the system, he or she receives an email about
the needed approval for your time account payout re-
quest.

 Note

The HR Administrator can post a payout request on behalf of the employee as well. In this case, no approval
is required. The procedure for the HR Administrator is as follows:

• Log on to the Employee Central instance as HR Administrator.

• Search for the employee, for whom you need to post a payout request.
• On the Employee Files page of the employee, go to the Time Management section. In the Upcoming
Time Off block of the Time Management subsection, choose the Administer Time link.
• Choose the Time Accounts tab and there choose the appropriate <vacation account> button. In the
Account Postings section, choose Add Payout.
• In the Create Payout Request dialog box, make following entries:
• Posting Date: select from calendar help

 Note

In case you select a date before 15th of October within the bookable time account period,
error message You cannot request Payout before 15th of October within the
bookable period of the time account is issued.

• Payout Type: you have the option to request Partial Balance or Complete Balance.

Manage Time-Off: Test Script

Appendix PUBLIC 585
 In case you select Partial Balance, Number of Days to Pay Out will be editable and you can
enter a number as appropriate.
In case you select Complete Balance, Number of Days to Pay Out will be automatically filled with
the available balance of the time account on the Posting Date and becomes read-only.
• Choose Submit. The request is listed in the Payout Requests (#) section; it has status Approved.

7.3.2 Validate Vacation Balance Payout Request

Purpose

The Line Manager processes the vacation balance payout request submitted by the direct report.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as Line The Home page is displayed.
Manager.
In the Approvals section, the Create Time
Account Payout > <employee name> card
is displayed. Details, like the date and per-
son who submitted the request, are shown
in this card.

 Note
If there are several requests of
the same category (MDF Workflow
Requests - Employee-Related, in this
case) to be approved, the View All link
displays on the card as well. The card
of the request, which was submitted
latest, is displayed.

Manage Time-Off: Test Script

586 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

2 Select In the Approvals section, choose the Create Time The Employee Files > Workflow Details
Time Ac- Account Payout > <employee name> card. page opens in a new window. It contains
count details to the employee’s vacation balance
Payout  Note payout request. The screen is divided into
Request In case there are several employee-related re- several sections:

quests you need to approve, the View All link • The Do you approve this request? sec-
displays in the card. Choose that link; the MDF tion contains a short overview of the
Workflow Requests - Employee-Related (#) di- request, its initiator, and the workflow
alog box displays, containing cards for each participants.
request. Choose the appropriate Create Time
• The Time Account Payout section
Account Payout > <employee name> card.
contains the detailed request.
• In the Comment section, you can post
your remarks to the request.
 Note
• On the right part of the screen a
In case there is a higher number of cards in
short profile of the affected employee
the dialog box, you can filter for the appropri-
is given, as well as administrative
ate request as follows: in the MDF Workflow
details to the request initiation. By
Requests - Employee-Related (#) dialog box,
choosing the <employee name> link,
choose the View complete list of tasks icon. The
you can directly open the employee
My Workflow Requests (#) page opens in a new
file. Choose the browser Back to go
screen. If appropriate, choose More, to have
back to the Workflow Details screen.
the complete list of requests. Choose the Filter
(cone) icon to search for the request you need
to approve. In the upcoming filter criteria fields,
make entries as appropriate. For example,
for Request Type enter Change Generic
Object Actions, for Object enter Time
Account Payout, and in Requested For en-
ter the name of the employee for whom the re-
quest has been submitted. Then choose Apply.

3 Review Review the detailed request. Check, for example,

Time Ac- the Quantity to be paid out to the employee.
count
If needed, you can enter a note to this payout re-
Payout
quest in the Comment section.
Request

Manage Time-Off: Test Script

Appendix PUBLIC 587
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

4 Approve If everything is fine, choose Approve to approve the The system generates a message about
Time Ac- payout request. the successful approval of the workflow
count request. The request card disappeared
Payout  Note from the Approvals section.
Request You may also decline the vacation balance pay-
out request. In this case, it is recommended to
 Note
add a comment explaining your decision. Then Once there is no request left for you to
choose Decline. approve, the Approvals section will no
longer be visible on your Home page.

The status of the request has changed ac-

cordingly to Approved.

In addition, an email notification is trig-

gered to inform the employee about the
approval of the vacation balance payout
request.

7.3.3 View Vacation Balance Payout

Purpose

Once the vacation balance payout request has been approved, the Employee checks the payout amount he or
she is going to receive.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as Employee. The Home page is displayed.

Manage Time-Off: Test Script

588 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

2 Go to Pay From the Home dropdown list, select My Employee File . The Pay Out Time screen is dis-
Out Time played.
On the Employee Files screen, go to the Time
screen
Management section. In the Time Off Balances block of
the Time Management subsection, choose the Pay Out
Time link.

3 Check Sta- In the Payout Requests section, check the status of your The request has status Approved.
tus of Pay- vacation balance payout request.
out Re-
quest

4 Go back to In the top left corner of the screen, choose the People
Employee Profile link to return to your My Employee File page.
File screen

5 Go to Pay Go to the Compensation Information section and there

Component scroll to the Pay Component Non Recurring subsection.
Non Recur-
ring sub-
section

6 Select In the One Time Payment block, select from the Time The payment records for the se-
Time Period dropdown list the year for which you want to view lected time period are displayed.
Frame the vacation balance payout amount.

7 Check Pay- Check the Amount you are going to receive.

out Details
 Note
The Amount is obtained by multiplying Number
(visible in the One Time Payment record) with
the Rate as defined in pay component France
Retirement Fund (1191FR).

 Note
In case the Amount value is masked, choose the
Show link.

7.4 Payout via Period-End Processing (for Canada only)

Go back to Time Types with 1-step approval (CAN) [page 281]

Manage Time-Off: Test Script

Appendix PUBLIC 589
Purpose

 Caution

The entire chapter is relevant for Canada (CAN) only!

Once the end of the bookable period of a recurring time account is reached, the remaining balance needs to be
paid out to the employees. For this, the period-end processing calendar needs to be run after the booking end
date, which leads to balance payout and closing of the previous time account.

 Note

Within the SAP Best Practices solution, the recurring time account type relevant for payout via period-end
processing is CAN Vacation.

7.4.1 Run Period-End Processing

Purpose

The HR Administrator runs the period-end processing calendar at the end of the bookable period of a recurring
time account.

In the case of time account type CAN Vacation, the account validity is between January 1st and December
31st of a specified year, whereas the bookable period ends on March 31st of the next year. So, once the
bookable period for vacation ends, the HR Administrator runs the period-end processing calendar for the last
year.

Procedure

Test Pass
Step Test Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance as HR Administrator. The Home page is displayed.

Manage Time-Off: Test Script

590 PUBLIC Appendix
 Test Pass
Step Test Step /
# Name Instruction Expected Result Fail

2 Go to In the Search for actions or people text box, located in the top The Manage Time Off
Manage right corner of the screen, type time off. Calendars page is displayed.
Time Off
From the list of terms suggested by the autocomplete function-
Calendars
ality, select Manage Time Off Calendars.
screen

3 Create In the upper right corner of the screen, above the calendars The New Calendar (Period-End
New Cal- table, choose + New Calendar. From the dropdown menu that Processing) dialog box is dis-
endar expands, select Period-End Processing. played.

4 Enter De- In the New Calendar (Period-End Processing) dialog box, make
tails of the following entries:
New Cal-
Name: enter as appropriate
endar

 Note
It is recommended to mention the time account type in the
name.

Time Account Type: select CAN Vacation from the dropdown

list

Start Date: defaults to today’s date; select the account validity

start date of last year (Jan 1, <last year>) from the
calendar help

End Date: defaults to today’s date; select the account validity

end date of last year (Dec 31, <last year>) from the
calendar help

Run Date: select tomorrow's date from the calendar help

5 Save Cal- Choose Save. The calendar is saved and has

endar status Scheduled.

6 Execute On the Manage Time Off Calendars page, next to the calendar The message Simulation
Calendar you have saved in test step # 5, choose Run. of calendar
Simula- <calendar name>
In the upcoming Run or Simulate dialog box, choose Simulate.
tion has started. You
can access the
simulation results
by the Execution
Manager Dashboard
page and by email. is
displayed.

Manage Time-Off: Test Script

Appendix PUBLIC 591
Test Pass
Step Test Step /
# Name Instruction Expected Result Fail

7 Check Check the log file for the time account change calendar simula-
Simula- tion run to see if the result is as expected.
tion Re-
You can either open it in the email you have received, or you can
sults
use the Execution Manager Dashboard as described in test step
# 8 below.

8 Check Duplicate the page by right-mouse click on the tab and choosing The Execution Manager >
Simula- Duplicate. Scheduled Job > MONITOR
tion Re- screen is displayed, on which
On the duplicated page, go to the Admin Center page and type
sults via the list of jobs run is given.
Execution Manager Dashboard into the Tool Search
Execution
field.
Manager
Dash-
Choose the right arrow (>) icon at the very right of the table row, The Event Details page for the
board
in which the job, you have created in step # 4, is listed. selected <Process Instance
Name> is displayed.
 Note
For finding the job, refer to the Process Instance Name and
Timestamp columns.

In the Event Description column, choose the Finished: Period- The Time Account Change
End Processing - <calendar name> hyperlink. Calendar callout is displayed.

In the Time Account Change Calendar callout, choose Download The log is downloaded as csv
Report. file.

Verify the correctness of the data displayed in the Log file. If everything is fine, you can
run the period-end processing
calendar in production mode.

9 Execute Go back to your initial page (Manage Time Off Calendars) and Once the run is finalized,
Produc- next to the calendar, choose Run. In the Run or Simulate dialog the calendar has status
tion Cal- box, choose Run. Finished.
endar Run
The balance payout is gener-
ated and the time account is
closed.

Manage Time-Off: Test Script

592 PUBLIC Appendix
7.4.2 View Time Account Payout

Purpose

Once the period-end processing has run for a certain recurring time account (CAN Vacation in our case),
the HR Administrator checks the correctness of the payout amount, the employee is going to receive for the
remaining balance.

In this chapter, we describe how to do spot checks for particular employees, as well as how to download the
payout details for all employees in one go.

Procedure

Spot checks for particular employees

Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance as HR Ad- The Home page is displayed.
ministrator.

2 Search In the Search for actions or people text box, located The autocomplete functionality sug-
Employee in the top right corner of the screen, enter the name gests a list of employees matching your
(or name parts) of the employee whose payout data search criteria.
you want to check.

3 Select Em- Select the appropriate employee from the result list. You are directed to the Employee Files
ployee page, in which the profile of the em-
ployee is displayed.

4 Go to Time On the Employee Files screen, go to the Time The Time Information for <employee
Informa- Management section. In the Upcoming Time Off name> screen is displayed, showing per
tion screen block of the Time Management subsection, choose default the Absences tab.
of Em- the Administer Time link.
ployee

5 Go to Pay- On the Time Information for <employee name> The Payout Records table is displayed.
out Re- screen, go to the Account Payouts section.
cords of
Employee

Manage Time-Off: Test Script

Appendix PUBLIC 593
 Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

6 Select Re- Choose the record that has been newly created by The Payout Details dialog box is dis-
cord Cre- the period-end processing calendar run. played, containing details like Posting
ated by Pe- Date (is the last day of the bookable pe-
riod-End riod), Payout Quantity (is the vacation
Processing balance still available on the last day of
the bookable period), Rate per Day, and
Total Payout.

7 Note Down Note down the Rate per Day, Payout Quantity, and
Payout De- Total Payout.
tails

8 Verify Pay- To verify that the Rate per Day and Total Payout are The total payout, the employee is going
out Cor- correct, close the Payout Details dialog box, and con- to receive, has been verified and is cor-
rectness tinue as follows: rect.

• On top of the Time Information for <employee

name> screen, choose the People Profile link to
navigate back to the Employee Files page of the
employee.
• Scroll to the Job Information subsection and in
the Job Information block, choose Show more to
display the Time Information block.
• Below the Work Schedule, choose the Details
link.
• In the upcoming Work Schedule Details dialog
box, choose the Details tab. Note down the
Average Hours Per Day and Average Hours Per
Year values.
• Choose Close to close the dialog box.
• Scroll to the Compensation Information subsec-
tion and check the annualized salary. If the
amount is masked, choose Show to view it.
• Divide the <annualized salary> by the
<average hours per year> to obtain
the <rate per hour> . Multiply the <rate
per hour> with the <average hours
per day>, to obtain the Rate Per Day. Fi-
nally, multiply the <rate per day> with
the <payout quantity> to obtain the Total
Payout.

9 View Non- Scroll to the Pay Component Non Recurring subsec-

Recurring tion and check that the pay component CAN -
Data Vacation Payout is stored there with the ap-
propriate total payout amount.

Manage Time-Off: Test Script

594 PUBLIC Appendix
Download payout details of all employees

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Admin- The Home page is displayed.
istrator.

2 Go to Import From the Home dropdown list, select Admin Center. The Import and Export Data
and Export Type Import and Export Data in the tool screen is displayed.
Data screen search box and select the feature/tool from the list.

3 Select Action On the Import and Export Data screen, make following The fields to be filled are dis-
to Perform entry: played.

Select the action to perform: select Export Data

from the dropdown list

4 Enter Export Make following entries:

Details
Select Generic Object: select Time Account
Payout from the dropdown list

Include dependencies: select No from the dropdown

list

For all other fields keep the values suggested by the

system.

5 Export Choose Export. The export starts; you will receive

an email notification once the ex-
port was completed.

6 Monitor Ex- On the Admin Center screen, type Scheduled Job The Scheduled Job Manager
port Manager in the tool search box and select the fea- screen > Job Monitor tab is dis-
ture/tool from the list. played.

7 Down- On the Job Monitor screen, search for the appropriate The .csv file opens.
load .csv File TimeAccountPayout_MDFExport_<date> job name and
choose in the Actions table column the View Details
link. In the upcoming Run Details dialog box, choose
the Download Status link.

8 Check Payout Check for the users the values displayed in columns
Details Quantity, Standard Rate, and Total Amount.

7.5 Payout of Prima Vacacional (for Mexico only)

Go back to Time Account Types (MEX) [page 106]

Manage Time-Off: Test Script

Appendix PUBLIC 595
Purpose

 Caution

The entire chapter is relevant for Mexico (MEX) only!

There is a legal requirement in Mexico that specifies that employees must receive an annual entitlement
("prima vacacional") in addition to their normal annual leave entitlement. At the end of the employee’s year
(one day before service anniversary), the prima vacacional entitlement must be paid out.

 Tip

An example of Prima Vacacional calculation is given in the Time Off workbook for MX.

7.5.1 Run Period-End Processing Calendar

Purpose

The account validity and the bookable period of time account type MEX Prima Vacacional are between
the employee's service anniversary date of a specified year and one day before the service anniversary date of
the subsequent year. So, once the bookable period ends, the period-end processing calendar for the last year
runs.

Procedure

The period-end processing rule for Prima Vacacional runs automatically at the end of the bookable period.

For testing purposes though, the HR Administrator can run it manually. Proceed as follows:

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR The Home page is displayed.
Administrator.

Manage Time-Off: Test Script

596 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

2 Go to Man- In the Search for actions or people text box, lo- The Manage Time Off Calendars page is
age Time cated in the top right corner of the screen, type displayed.
Off Calen- time off.
dars
From the list of terms suggested by the auto-
screen
complete functionality, select Manage Time Off
Calendars.

3 Create In the upper right corner of the screen, above the The New Calendar (Period-End
New Cal- calendars table, choose + New Calendar. From the Processing) dialog box is displayed.
endar dropdown menu that expands, select Period-End
Processing.

4 Enter De- In the New Calendar (Period-End Processing) dia-

tails of log box, make the following entries:
New Cal-
Name: enter as appropriate
endar

 Note
It is recommended to mention the time ac-
count type in the name.

Time Account Type: select MEX Prima

Vacacional from the dropdown list

Start Date: defaults to today’s date; select a date

of last year from the calendar help, which includes
the service anniversary date of at least one em-
ployee

End Date: defaults to today’s date; select from the

calendar help the bookable period end date corre-
sponding to the start date

Run Date: select tomorrow's date from the calen-

dar help

5 Save Cal- Choose Save. The calendar is saved and has status
endar Scheduled.

6 Execute On the Manage Time Off Calendars page, next to The message Simulation of
Calendar the calendar you have saved in test step # 5, calendar <calendar name> has
Simulation choose Run. started. You can access the
In the upcoming Run or Simulate dialog box, simulation results by the
choose Simulate. Execution Manager Dashboard
page and by email. is displayed.

Manage Time-Off: Test Script

Appendix PUBLIC 597
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

7 Check Check the log file for the time account change
Simulation calendar simulation run to see if the result is as
Results expected.

You can either open it in the email you have re-

ceived, or you can use the Execution Manager
Dashboard as described in test step # 8 below.

8 Check Duplicate the page by right-mouse click on the tab The Execution Manager > Scheduled Job
Simulation and choosing Duplicate. > MONITOR screen is displayed, on which
Results via the list of jobs run is given.
On the duplicated page, go to the Admin
Execution
Center page and type Execution Manager
Manager
Dashboard into the Tool Search field.
Dashboard

Choose the right arrow (>) icon at the very right of The Event Details page for the selected
the table row, in which the job, you have created in <Process Instance Name> is displayed.
step # 4, is listed.

 Note
For finding the job, refer to the Process
Instance Name and Timestamp columns.

In the Event Description column, choose the The Time Account Change Calendar cal-
Finished: Period-End Processing - <calendar lout is displayed.
name> hyperlink.

In the Time Account Change Calendar callout, The log is downloaded as csv file.
choose Download Report.

Verify the correctness of the data displayed in the If everything is fine, you can run the pe-
Log file. riod-end processing calendar in produc-
tion mode.

9 Execute Go back to your initial page (Manage Time Off Once the run is finalized, the calendar has
Production Calendars) and next to the calendar, choose Run. status Finished.
Calendar On the Run or Simulate dialog box, choose Run.
The balance payout is generated and the
Run
time account is closed.

Manage Time-Off: Test Script

598 PUBLIC Appendix
7.5.2 View Time Account Payout

Purpose

The Prima Vacacional is paid out automatically during the period-end processing run. The HR Administrator
checks the correctness of the payout amount, the employee is going to receive.

In this chapter, we describe how to do spot checks for particular employees, as well as how to download the
payout details for all employees in one go.

Procedure

In order to ease the check of the time account payout, we give some sample data in below table:

Employee 1 Employee 2 Employee 3

Seniority 1 year 5 years 15 years

Monthly Salary 15,000 MXN 10,000 MXN 60,000 MXN

Rate per Day 500 MXN 333.33 MXN 2,000 MXN

Prima Percentage 25% 40% 30%

Vacation Accrual Amount 12 20 24

Prima Vacacional Payout 1,500 MXN 2,666.66 MXN 14,400 MXN

Spot checks for particular employees

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Adminis- The Home page is displayed.
trator.

2 Search In the Search for actions or people text box, located in The autocomplete functionality sug-
Employee the top right corner of the screen, enter the name (or gests a list of employees matching
name parts) of the employee whose payout data you your search criteria.
want to check.

3 Select Select the appropriate employee from the result list. You are directed to the Employee
Employee Files page, in which the profile of the
employee is displayed.

Manage Time-Off: Test Script

Appendix PUBLIC 599
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

4 Go to On the Employee Files screen, go to the Time The Time Information for <employee
Time In- Management section. In the Upcoming Time Off block name> screen is displayed, showing
formation of the Time Management subsection, choose the per default the Absences tab.
screen of Administer Time link.
Employee

5 Go to Pay- On the Time Information for <employee name> screen, The Payout Records table is dis-
out Re- go to the Account Payouts section. played.
cords of
Employee

6 Select Re- Choose the record that has been newly created by the The Payout Details dialog box is dis-
cord Cre- period-end processing calendar run. played, containing details like Posting
ated by Date (is the last day of the bookable
Period- period), Payout Quantity (is the num-
End Proc- ber of days, based on look up tables
essing for prima percentage and seniority,
the employee is entitled to), Rate per
Day, and Total Payout.

7 Note Note down the Payout Quantity, Rate per Day, and Total
Down Pay- Payout.
out Details

Manage Time-Off: Test Script

600 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

8 Verify Pay- To verify that the Rate per Day and Total Payout are cor- The total payout, the employee is go-
out Cor- rect, close the Payout Details dialog box, and continue ing to receive, has been verified and
rectness as follows: is correct.

• On top of the Time Information for <employee

name> screen, choose the People Profile link to
navigate back to the Employee Files page of the
employee.
• Scroll to the Job Information subsection and in the
Job Information block, choose Show more to dis-
play the Time Information block.
• Below the Work Schedule, choose the Details link.
• In the upcoming Work Schedule Details dialog box,
choose the Details tab. Note down the Average
Hours Per Day and Average Hours Per Year values.
• Choose Close to close the dialog box.
• Scroll to the Compensation Information subsection
and check the annualized salary. If the amount is
masked, choose Show to view it.
• Divide the <annualized salary> by the
<average hours per year> to obtain
the <rate per hour> . Multiply the <rate
per hour> with the <average hours per
day>, to obtain the Rate Per Day. Finally, multi-
ply the <rate per day> with the <payout
quantity> to obtain the Total Payout.

9 View Non- Scroll to the Pay Component Non Recurring subsec-

Recurring tion and check that the pay component Prima
Data Vacation Payout MEX is stored there with the
appropriate payout amount.

Download payout details of all employees

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Adminis- The Home page is displayed.
trator.

2 Go to Import From the Home dropdown list, select Admin Center. Type The Import and Export Data
and Export Import and Export Data in the tool search box screen is displayed.
Data screen and select the feature/tool from the list.

Manage Time-Off: Test Script

Appendix PUBLIC 601
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

3 Select Action On the Import and Export Data screen make following The fields to be filled are dis-
to Perform entry: played.

Select the action to perform: select Export Data from

the dropdown list

4 Enter Export Make following entries:

Details
Select Generic Object: select Time Account Payout
from the dropdown list

Include dependencies: select No from the dropdown list

For all other fields keep the values suggested by the sys-
tem.

5 Export Choose Export. The export starts; you will re-

ceive an email notification once
the export was completed.

6 Monitor Ex- On the Admin Center screen, type Scheduled Job The Scheduled Job Manager
port Manager in the tool search box and select the feature/ screen > Job Monitor tab is dis-
tool from the list. played.

7 Down- On the Job Monitor screen, search for the appropriate The .csv file opens.
load .csv File TimeAccountPayout_MDFExport_<date> job name and
choose in the Actions table column the View Details
link. In the upcoming Run Details dialog box, choose the
Download Status link.

8 Check Pay- Check for the users the values displayed in columns
out Details Quantity, Standard Rate, and Total Amount.

7.6 Payout of Not Saved Vacation (for Sweden only)

Go back to Time Account Types (SWE) [page 119]

Purpose

 Caution

The entire chapter is relevant for Sweden (SWE) only!

The balance accumulated in the Not Saved Vacation time account is paid out to the employee.

Manage Time-Off: Test Script

602 PUBLIC Appendix
7.6.1 Post Payout Request

Purpose

The vacation days accumulated in the Not Saved Vacation account must be paid out to the employee. The
payout request is posted by the HR Administrator on behalf of the employee.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Adminis- The Home page is displayed.
trator.

2 Search Em- In the Search for actions or people text box, located in The autocomplete functionality sug-
ployee the top right corner of the screen, enter the name (or gests a list of employees matching
name parts) of the employee for whom you need to post your search criteria.
a payout request.

3 Select Em- Select the appropriate employee from the result list. You are directed to the Employee
ployee Files page in which the profile of the
employee is displayed.

4 Go to Time On the Employee Files screen, go to the Time The Time Information for <employee
Information Management section. In the Upcoming Time Off block name> screen is displayed, showing
screen of of the Time Management subsection, choose the per default the Absences tab.
Employee Administer Time link.

5 Create New Choose the Time Accounts tab and there choose the Not The Create Payout Request dialog
Payout Saved Vacation button. box is displayed.

In the Account Postings section, choose Add Payout.

6 Enter Pay- Make following entries:

out Details
Posting Date: defaults to today’s date, adapt if appropri-
ate by selecting from calendar help

Manage Time-Off: Test Script

Appendix PUBLIC 603
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

Payout Type: you have the option to request Partial

Balance or Complete Balance.

In case you select Partial Balance, Number of

Days to Pay Out will be editable and you must enter a
number as appropriate.

In case you select Complete Balance, Number of

Days to Pay Out will be automatically filled with the
available balance as of the Posting Date and becomes
read-only.

Rate: you have the option to select between Standard Read-only field Total Payout is au-
Rate and Custom Rate. tomatically filled with the value ob-
tained by multiplying <rate> with
In case you select Standard Rate, Rate per Day
<number of days to pay
(SEK) will be automatically filled and becomes read-
out>.
only.

 Note
The standard rate is obtained as follows: Divide
the <annualized salary> by the <average
hours per year> to obtain the <rate per
hour>. Multiply the <rate per hour> with
the <average hours per day>, to obtain the
Standard Rate.

<average hours per year> and

<average hours per day> can be found on
the Employee Files page → Job Information subsec-
tion → Job Information block → Time Information
block → Work Schedule → Details link.

In case you select Custom Rate, Rate per Day (SEK)

will be editable, and you must enter an amount as ap-
propriate.

Manage Time-Off: Test Script

604 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

7 Submit Re- Choose Submit. In the upcoming Success dialog box, The posted payout displays on the
quest choose OK. Time Information for <employee
name> screen → Time Accounts tab
→ Not Saved Vacation button →
Account Postings section.

The request is also listed in the Time

Information for <employee name>
screen → Account Payouts tab →
Payout Requests (#) section; it has
status Approved.

7.6.2 View Payout Details (Optional)

Purpose

The HR Administrator verifies if the payout of Not Saved Vacation has been created in the employee file as
expected.

Procedure

Test
Ste Test Step Pass
p # Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Administrator. The Home page is displayed.

2 Search Em- In the Search for actions or people text box, located in the top The autocomplete functional-
ployee right corner of the screen, enter the name (or name parts) of ity suggests a list of employ-
the employee whose payout data you want to check. ees matching your search cri-
teria.

3 Select Em- Select the appropriate employee from the result list. You are directed to the
ployee Employee Files page, in which
the profile of the employee is
displayed.

Manage Time-Off: Test Script

Appendix PUBLIC 605
Test
Ste Test Step Pass
p # Name Instruction Expected Result / Fail

4 Go to Pay Go to the Compensation Information section and there scroll

Component to the Pay Component Non Recurring subsection.
Non Recur-
ring subsec-
tion

5 Select Time In the One Time Payment block, select from the Time Period The one time payment records
Frame dropdown list the year, for which you want to view the balance for the selected time period
payout amount. are displayed.

6 Check Pay- Check the details of the record(s) having Pay Component Not
out Details Saved Vacation Payout SWE (2010SWE).

7.7 Purchasing Additional Leave (for Australia and United

Kingdom only)

Go back to Time Types with 1-step approval (AUS) → Purchased Leave [page 278]

Go back to Time Types with 1-step approval (GBR) → Additional Leave (Purchase) [page 400]

Purpose

 Caution

The entire chapter is relevant for Australia (AUS) and United Kingdom (GBR) only!

Purchased leave provides the flexibility for employees to fund an additional period of leave through payroll
deductions. The employees can purchase additional leave in return for giving up some of their compensation.
The additional annual leave is unpaid, the cost of which will be deducted from an employee’s salary over their
annual leave year. This will ensure that the employee continues to receive a monthly salary, at a reduced rate to
reflect the unpaid leave.

For purchase leave, a deduction pay component is created for each request. The deduction can be a one-time
deduction or a recurring deduction over a defined time period.

AUS
The employee can purchase a maximum of 12 weeks leave in a rolling period of 12 months. The quantity of
purchased leave balance will be calculated by multiplying the number of weeks with standard weekly hours
on job info of the employee. The employee can make multiple purchases in a rolling period of 12 months with
overlapping deduction period. Within this SAP Best Practices solution, the employee can submit two leave
purchase requests with overlapping deduction period, as two different pay components are delivered. A new
time account is created for every purchased leave with the balance of purchased quantity when the request

Manage Time-Off: Test Script

606 PUBLIC Appendix
is approved. In sum, the number of weeks cannot exceed the limit of 12 weeks within a rolling period of 12
months. The account creation date coincides with the day on which the request to purchase leave is submitted
by the employee. The bookable period begins on the approval date of the purchase request and ends on the
deduction end date. Only one purchase request can be posted per day. When requesting time off of type
Purchased Leave, no matter how many time accounts are available, the time type will be available only once in
the drop-down list and the available balance is cumulated from the single time accounts as per their bookable
period.

GBR

The number of additional leave days that can be purchased depends on the number of working days
per week of the employee when posting the request. The employees can “buy” up to 2 working weeks
(pro-rated if appropriate) additional annual leave in each leave year, with deductions in pay spread over 12
months. Employment would not be broken during the unpaid leave period(s) and continuous service would
be maintained. The employee can post several purchase requests; for each approved purchase request, a
separate time account will be created. Multiple purchase requests with overlapping deduction period are not
possible. In sum, the number of days purchased cannot exceed the limit of 10 days in case of a fulltime
employee. The account creation date coincides with the day on which the request to purchase leave is
submitted by the employee. The bookable period is from the day on which the request is submitted till the
end of the year. Only one purchase request can be posted per day. When requesting time off of type Additional
Leave, no matter how many time accounts are available, the time type will be available only once in the
drop-down list and the available balance is cumulated from the single time accounts.

7.7.1 Request Purchase of Additional Leave

Purpose

The Employee requests to purchase additional leave. With the use of the Purchase Time feature some of the
employee’s compensation will be converted into additional leave.

In country AUS: The employee can purchase leave in multiples of weeks and cannot purchase more than
12 weeks in a rolling period of one year. The employee can make multiple purchases in a rolling period of 12
months with overlapping deduction period.

In country GBR: The employee can purchase up to 2 working weeks (pro-rated if appropriate) additional
annual leave in each leave year, with deductions in pay spread over 12 months. The recommendation is to
create the leave purchase request early in the leave year, for example, already in January or February for the
entire leave year.

Manage Time-Off: Test Script

Appendix PUBLIC 607
Procedure

Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance The Home page is displayed.
as Employee.

2 Go to From the Home dropdown list, select In case of country AUS, the Purchase Time tab within
Purchase My Employee File. On the My Employee the Pay Out and Purchase Time screen is displayed.
Time File screen, go to the Time Management
In case of country GBR, the Purchase Time screen is
screen section. In the Time Off Balances block
displayed.
of the Time Management subsection,
choose the Purchase Time link. If this is the first time you have accessed the screen,
you see an empty screen and the system asks
whether you would like to create a purchased time
account.

 Note
When you access the screen again after having
already purchased additional time off, it will be
called Purchase Time and is structured into sev-
eral sections:

• In the Purchased Time Accounts section,

your available time accounts for Additional
Leave (Purchase) as of today are displayed
in quick cards, showing the amount of
leave available on the account and the date
from/to which it is bookable.
• In the Purchased Time Requests section, the
detailed requests for any time you have al-
ready purchased are listed.

3 Create Choose Create Purchase Time Request. The Create Purchase Time Request dialog box is dis-
Purchase played.
Time Re-
In case of country Australia, the information message
quest
The start date of deductions from
payroll will be determined after the
request is approved. is displayed on the
screen.

Depending on your companys country of registration,

continue with either test step # 4a or # 4b.

Manage Time-Off: Test Script

608 PUBLIC Appendix
 Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

4a Enter Re- For country AUS, make the following

quest De- entries regarding your purchase time re-
tails for quest:
Country
Number of weeks to purchase: enter as
AUS  Note
appropriate
In case you request a number of weeks to
purchase greater than the number you are en-
titled to, the error message You cannot
purchase more than 12 weeks in a
rolling period of one year is issued
and you cannot submit the request.

Deduction Period (Months): enter the

number of months, in which the required
deduction should be made from your
compensation

 Note
You can split the purchase request
into two requests with overlapping
deduction periods. Once you submit
a third leave purchase request for
which the deduction period overlaps
with the deduction period of one of
the other two requests, the HR Ad-
ministrator will get an error message
when approving the request.

Note: enter any additional information in

support of your request

4b Enter Re- For country GBR, make the following

quest De- entries regarding your purchase time re-
tails for quest:
Country
Number of days to purchase: enter as ap-
GBR  Note
propriate
In case you request more number of days to
purchase than you are entitled to, the error mes-
sage You have exceeded the limit
for Purchase leave for this leave
year is issued and you cannot submit the re-
quest.

Manage Time-Off: Test Script

Appendix PUBLIC 609
Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

Deduction Start Date: defaults to today’s

date; adapt as appropriate by selecting
from the calendar help the date, from
which the required deduction should be
made from your compensation

Deduction Period (Months): enter the

number of months in which the required
deduction should be made from your
compensation

 Note
When splitting the purchase request
into several requests, the deduction
period of the second purchase re-
quest should not overlap with the
deduction period of the first request.
Otherwise, the HR Administrator will
get an error message when approv-
ing the request.

Note: enter any additional information in

support of your request

5 Submit Choose Submit. The Confirm dialog box is displayed, in which you are
Request asked to confirm your request.

6 Confirm Choose Confirm. The Success dialog box is displayed, in which the per-
Request sons responsible for approving the request are listed:
the request to purchase additional leave must be ap-
proved by your line manager and a member of the HR
Administrator dynamic group.

7 Close Di- In the Success dialog box, choose OK. You return to the Purchase Time screen, in which your
alog Box request is listed in the Purchase Time Requests sec-
tion; it has status Pending.

 Note
In case the email address of your line manager is
maintained in the system, they receive an email
about their needed approval for your purchase
time request.

Manage Time-Off: Test Script

610 PUBLIC Appendix
Result

Your request creates a time account that is in addition to, and separate from, the account for your annual leave.

 Note

After final approval, the time account with the purchased leave is released for you to use.

7.7.2 Process Additional Leave Purchase Request

Purpose

The Line Manager approves the request to purchase additional leave submitted by the subordinated employee.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as The Home page is displayed.
Line Manager.
In the Approvals section, the Create Time
Account Purchase > <employee name> card is
displayed. Details, like the date and person who
submitted the request, are shown in this card.

 Note
If there are several requests of the
same category (MDF Workflow Requests -
Employee-Related, in this case) to be ap-
proved, the View All link displays on the
card as well. The card of the request, which
was submitted latest, is displayed.

Manage Time-Off: Test Script

Appendix PUBLIC 611
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

2 Select In the Approvals section, choose the Create The Employee Files > Workflow Details page
Time Ac- Time Account Purchase > <employee name> opens in a new window. It contains details to
count card. the employee’s request to purchase additional
Purchase leave. The screen is divided into several sec-
Request  Note tions:

In case there are several employee-related • The Do you approve this request? section
requests you need to approve, the View All contains a short overview of the request,
link displays in the card. Choose that link; its initiator, and the workflow participants.
the MDF Workflow Requests - Employee-
• The Time Account Purchase section con-
Related (#) dialog box displays, containing
tains the detailed request.
cards for each request. Choose the appro-
priate Create Time Account Purchase >
• In the CommentRequest section, you can
post your remarks to the request.
<employee name> card.
• On the right part of the screen a
short profile of the affected employee is
 Note given, as well as administrative details
In case there is a higher number of to the request initiation. By choosing
cards in the dialog box, you can fil- the <employee name> link, you can di-
ter for the appropriate request as fol- rectly open the employee file. Choose the
lows: in the MDF Workflow Requests - browser Back to go back to the Workflow
Employee-Related (#) dialog box, choose Details screen.
the View complete list of tasks icon. The
My Workflow Requests (#) page opens
in a new screen. If appropriate, choose
More, to have the complete list of re-
quests. Choose the Filter (cone) icon to
search for the request you need to ap-
prove. In the upcoming filter criteria fields,
make entries as appropriate. For example,
for enter Change Generic Object
ActionsRequest Type, for Object
enter Time Account Purchase, and
in Requested For enter the name of the
employee for whom the request has been
submitted. Then choose Apply.

3 Review Review the detailed request. If needed, you can

Time Ac- enter a note to this purchase request in the
count Comment section.
Purchase
Request

Manage Time-Off: Test Script

612 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

4 Approve If everything is fine, choose Approve to approve The system generates a message about
Time Ac- the purchase request. the successful approval of the workflow re-
count quest. The request card disappeared from the
Purchase  Note Approvals section.
Request You may also decline the time account
purchase request. In the event of a man-
 Note
ager’s refusal, reasons must be given to Once there is no request left for you to ap-
the employee, for example, operational or prove, the Approvals section will no longer
technical reasons related to the individu- be visible on your Home page.
al’s job or service needs, and other alter-
native options should be explored with the The status of the request is still Pending
employee. Support and advice can be pro- and the request is sent to the members of the
vided to managers by their directorate HR HR Administrator dynamic group. In case the
representatives. Then choose Decline. email addresses of the members of the HR Ad-
ministrator dynamic group are maintained in
the system, they receive an automatic email
about the needed approval for the employee’s
time account purchase request.

7.7.3 Process Approved Additional Leave Purchase Request

Purpose

A member of the HR Administrator dynamic group picks up the employee's request to purchase additional
leave for processing it.

 Note

If one of the members of the HR Administrator group has requested purchase of leave for themself, then,
depending if the Four-Eye Principle feature for Workflow Approvals is enabled or not in your instance,
following situations arise:

• if the feature is enabled, then only the other members of the HR Administrator group receive the
request approved by the line manager.
• if the feature is disabled, then besides the other members of the HR Administrator group, the line
manager of the requesting HR Administrator receives again the request he or she already approved in
the previous step.

Manage Time-Off: Test Script

Appendix PUBLIC 613
Prerequisite

The employee’s line manager has approved the request to purchase leave.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as The Home page is displayed.
a member of the HR Administrator dynamic
In the Approvals section, the Create Time
group.
Account Purchase > <employee name> card
is displayed. Details, like the date and person
who submitted the request, are shown in this
card.

 Note
If there are several requests of the
same category (MDF Workflow Requests
- Employee-Related, in this case) to be
approved, the View All link displays on
the card as well. The card of the request,
which was submitted latest, is displayed.

Manage Time-Off: Test Script

614 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

2 Select Time In the Approvals section, choose the Create The Employee Files > Workflow Details page
Account Pur- Time Account Purchase > <employee name> opens in a new window. It contains details
chase Re- card. to the employee’s request to purchase leave.
quest The screen is divided into several sections:
 Note
• The Do you approve this request? sec-
In case there are several employee-re- tion contains a short overview of the re-
lated requests you need to approve, the quest, its initiator, and the workflow par-
View All link displays in the card. Choose ticipants.
that link; the MDF Workflow Requests
• The Time Account Purchase section con-
- Employee-Related (#) dialog box dis-
tains the detailed request.
plays, containing cards for each request.
Choose the appropriate Create Time
• In the Comment section, you can post
your remarks to the request.
Account Purchase > <employee name>
card. • On the right part of the screen a short
profile of the affected employee is given,
as well as administrative details to the
 Note activities so far in the workflow (request
In case there is a higher number of initiation, approval by line manager). By
cards in the dialog box, you can filter choosing the <employee name> link,
for the appropriate request as follows: in you can directly open the employee file.
the MDF Workflow Requests - Employee- Choose the browser Back to go back to
Related (#) dialog box, choose the View the Workflow Details screen.
complete list of tasks icon. The My
Workflow Requests (#) page opens in a
new screen. If appropriate, choose More,
to have the complete list of requests.
Choose the Filter (cone) icon to search
for the request you need to approve. In
the upcoming filter criteria fields, make
entries as appropriate. For example, for
Request Type enter Change Generic
Object Actions, for Object enter
Time Account Purchase, and in
Requested For enter the name of the em-
ployee for whom the request has been
submitted. Then choose Apply.

3 Review Time Review the detailed request. If needed, you

Account Pur- can enter a note to this purchase request in
chase Re- the Comment section.
quest

Manage Time-Off: Test Script

Appendix PUBLIC 615
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

4 Approve If everything is fine, choose Approve to ap- The system generates a message about
Time Ac- prove the purchase request. the successful approval of the workflow re-
count Pur- quest. The request card disappeared from
chase Re-  Note the Approvals section.
quest You may also decline the time account
purchase request. In this case, it is rec-
 Note
ommended to add a comment explaining Once there is no request left for you to
your decision. Then choose Decline. approve, the Approvals section will no
longer be visible on your Home page.

The status of the request has changed ac-

cordingly to Approved.

In addition, an email notification is triggered

to inform the employee about the approval of
the time account purchase request.

Result

A time account with the purchased leave is released to the employee.

7.7.3.1 Create Additional Leave (Purchase) Time Account

Purpose

The Additional Leave (Purchase) ad-hoc time account with the purchased leave balance is released for the
employee to use.

Procedure

This is an automated step, and no manual execution is required.

Manage Time-Off: Test Script

616 PUBLIC Appendix
Result

The attributes of the created time account are as follows:

• For country AUS:

• Account Validity: day on which the request to purchase leave is submitted by the employee
• Bookable Period: from deduction start date till deduction end date

 Note

The deduction start date coincides with the date of the day on which the request is approved. The
deduction end date is calculated as deduction start date plus the number of months entered in
field Deduction Period (Months).

• balance in amount of hours: amount entered in field Number of weeks to purchase of the request
multiplied with standard weekly hours on the employee's job info.
• For country GBR:
• Account Validity: day on which the request to purchase leave is submitted by the employee
• Bookable Period: from day on which the request is submitted till end of the year
• balance in amount of hours: amount entered in field Number of days to purchase in the request.

 Note

The SAP Best Practices solution delivers a second time account configuration rule, which can
replace the existing rule in the time account type instance Additional Leave (Purchase) (GBR_PUR).
Using this second rule, the leave purchase request submitted in the current year will create a
time account with bookable period from January 1st, next year till December 31st, next year; the
deduction will be spread over the entire 12 months.

7.7.3.2 Create Recurring Deduction Record

Purpose

After final approval of the purchase request, a recurring deduction record is created in the employee’s file.

 Note

A deduction pay component (deduction record) is created for each purchase leave request.

Procedure

This is an automated step, and no manual execution is required.

Manage Time-Off: Test Script

Appendix PUBLIC 617
Result

The attributes of the created recurring deduction record are as follows:

• For country AUS:

• Pay Component: AU Purchase Leave Deduction (1) (2170AU)

 Note

In case of a second leave purchase request, which has an overlapping deduction period with the
first leave purchase request, the pay component of this second recurring deduction record is AU
Purchase Leave Deduction (2) (2180AU).

• Amount / Unit Of Measure: amount (in hours) as entered in field Number of weeks to purchase of the
request multiplied with standard weekly hours on the employee's job info
• existence of record: from deduction start date till deduction end date as per the data maintained in the
leave purchase request.
• For country GBR:
• Pay Component: GB Purchase Leave Deduction (2120GB)
• Amount / Unit Of Measure: amount (in days) as entered in field Number of days to purchase in the
request to purchase leave
• existence of record: from deduction start date till deduction end date as per the data maintained in the
leave purchase request.

7.7.4 View Recurring Deduction Record (Optional)

Purpose

The HR Administrator verifies if the recurring deduction record has been created in the employee file as
expected.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR The Home page is displayed.
Administrator.

Manage Time-Off: Test Script

618 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

2 Search Em- In the Search for actions or people text box, lo- The autocomplete functionality suggests
ployee cated in the top right corner of the screen, enter a list of employees matching your search
the name (or name parts) of the employee. criteria.

3 Select Em- Select the appropriate employee from the result You are directed to the Employee Files
ployee list. page, in which the profile of the em-
ployee is displayed.

4 Go to Com- Go to the Compensation Information section. The Compensation Information section is

pensation In- displayed.
formation Sec-
tion

5 Go to Recur- Scroll to the Recurring Deduction subsection. In case the deduction started already,
ring Deduction the appropriate record will be visible in
Subsection the Recurring Deduction block.

6 Open Recur- In the Recurring Deduction block, choose the The Recurring Deduction Changes dialog
ring Deduction History (Clock) icon. box is displayed; on the left hand-side,
History the historical records of the recurring de-
duction are listed; on the right hand-side,
the current valid record is displayed.

7 Verify Change Check that for each purchase leave request two
History recurring deduction records are listed in the
History:

• One record with data: the start date co-

incides with the Deduction Start Date as
maintained by the employee in the pur-
chase leave request.
• One empty record with no data: check that
the data has been deleted one day after the
expiry of the number of months in which
the required deduction should be made
from the employees’ compensation.

 Note
In case of several purchase leave requests
posted by the employee, additional records
will be visible in the Change History, similar
as the ones described above.

8 Close Recur- Choose X (Cancel). You return to the Employee Files page.
ring Deduction
History

Manage Time-Off: Test Script

Appendix PUBLIC 619
7.7.5 Request Additional Leave

Purpose

The Employee requests time off from the additional leave time account they have purchased.

 Note

For country AUS, at the end of booking period, any unused balance should be paid to the employee using
period end processing and will be subject to Australian taxation laws.

 Note

For country GBR, if having purchased additional annual leave, the employee fails to take it before the end of
the relevant leave year the leave will be lost, with no reimbursement.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as Employee. The Home page is dis-
played.

2 Go to From the Home dropdown list, select My Employee File. On the The Time Off screen is dis-
Time Off My Employee File screen, go to the Time Management section. Con- played. It is structured into
screen tinue with either Option 1 or Option 2. several sections.

Option 1: In the Upcoming Time Off block of the Time Management

subsection, choose the Go to Time Off link.

Option 2: In the Time Off Balances block of the Time Management

subsection, choose the Purchase Time link. In the Additional Leave
(Purchase) <account validity start date> quick card, choose the
Create Absence link.

3 Create Continue as described in process step Option 1: Submit Time

Time Off Off Request via Self-Service [page 162], starting test step #3. As
Request time type select Purchased Leave (AUS_PUR) for country
AUS, or Additional Leave (Purchase) (GBR_PUR)
for country GBR.

Manage Time-Off: Test Script

620 PUBLIC Appendix
7.8 Request Sickness Overlapping with Approved Vacation
(for Croatia, Germany, Slovenia, Thailand, and United
Kingdom only)

Go back to Time Types with 1-step approval (HRV) [page 295]

Go back to Time Types with 1-step approval (SVN) [page 379]

Go back to Time Types with 1-step approval (THA) [page 393]

Go back to Time Types with 2-step approval (DEU) → Sickness [page 425]

Go back to Time Types with 2-step approval (GBR) → Sickness [page 465]

Go back to Time Types with 2-step approval (HRV) [page 419]

Go back to Time Types with 2-step approval (SVN) [page 447]

Go back to Time Types with 2-step approval (THA) [page 453]

Go back to Long-Term Time Types (HRV) [page 512]

Go back to Long-Term Time Types (SVN) [page 549]

Go back to Long-Term Time Types (THA) [page 554]

Purpose

 Caution

This use case is currently relevant for following countries: Croatia (HRV), Germany (DEU), Slovenia
(SVN), Thailand (THA), and United Kingdom (GBR) (for employees having time profile Time Profile
(GBR))!

 Caution

In case of country Croatia, an approved vacation or study leave will be split/delimited in case the employee
goes on time off of any other time type as provided in this SAP Best Practices solution in a period, which
overlaps totally/partially with the vacation/study leave. In the following though, only sickness overlapping
with vacation will be given as example.

 Caution

In case of country Slovenia, an approved vacation or study leave will be split/delimited in case the
employee goes on time off of any other time type as provided in this SAP Best Practices solution in a
period, which overlaps totally/partially with the vacation/study leave. In the following though, only sickness
overlapping with vacation will be given as example.

 Caution

In case of country Thailand, an approved vacation will be split/delimited also in case the employee must
go on personal leave, sterilization leave, sick leave without pay, military leave or maternity leave in a period,

Manage Time-Off: Test Script

Appendix PUBLIC 621
 which overlaps totally/partially with the vacation. In the following though, only sickness overlapping with
vacation will be given as example.

The HR Administrator as well as the Employee has the possibility to split or delimit an existing vacation record
in case the employee falls sick during his or her vacation. In case the employee falls sick while on vacation, he
or she does not need to spend the vacation entitlement for a sickness. So, the sickness needs to be recorded
and the vacation record split. In case the “Split and Delimit” function is configured in your Employee Central
instance, when a sick leave record is created that overlaps with a vacation record, the existing vacation gets
automatically split, the sickness record gets created and the time account balance gets re-calculated such
that the reduced vacation record increases the vacation balance. Without this function, it would be necessary
to manually cancel the existing absence and create a new one. With the “Split and Delimit” function, a new
absence is created without a collision error and the existing absence is canceled automatically. If the new
absence does not completely cover the one that has been canceled, another absence is created for the
remaining time. When the sickness is all in all longer than the existing vacation – for example, employee has a
one-week vacation but gets a certificate saying that he or she is three weeks sick – the vacation record gets
completely cancelled. When there is only a partial overlap, the end or start date of the vacation gets adapted –
this is what is called “delimit”. There are no changes on the approval status of the already existing vacation – so
when there is a split or delimit of an already approved vacation, this does not need to be approved again after
the split.

 Note

For country THA, the sickness-related time type is called Sick Leave.

Prerequisite

The “Split and Delimit” function must be configured in the Employee Central instance.

Procedure

In the following, the procedure for the HR Administrator [page 622] and Employee [page 625] are described
separately.

 Note

In the following, only sickness overlapping with vacation will be given as example. In case of countries SVN
and THA, the procedure for the other relevant (absence) time types is similar.

PROCEDURE FOR HR ADMINISTRATOR

Manage Time-Off: Test Script

622 PUBLIC Appendix
 Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central in- The Home page is displayed.
stance as HR Administrator.

2 Search In the Search for actions or people The autocomplete functionality suggests a list of employ-
Employee text box, located in the top right cor- ees matching your search criteria.
ner of the screen, enter the name
(or name parts) of the employee on
behalf of whom you want to request
time off.

3 Select Select the appropriate employee You are directed to the Employee Files page, in which the
Employee from the result list. profile of the employee is displayed.

4 Go to On the Employee Files screen, go to The Time Information for <employee name> screen is
Time In- the Time Management section. In the displayed, showing per default the Absences tab.
formation Upcoming Time Off block of the Time
screen of Management subsection, choose the
Employee Administer Time link.

5 Request In the right corner above the The Create Absence dialog box is displayed, containing
Time Off Absences (#) table, choose Create the fields to be filled.
on Behalf Absence.
of Em-
ployee

6 Enter Re- Make the following entries regarding

quest De- the time off request:
tails
Time Type: select Sickness from In case of country DEU, the message "Please attach
the dropdown list the medical certificate for approval."
is issued.

Start Date: defaults to today’s date;

select a date from calendar help,
which is either the start date, end
date or within the period of the em-
ployee’s vacation

End Date: defaults to today’s date;

select a date from calendar help,
which is either the end date, after or
within the period of the employee’s
vacation

Manage Time-Off: Test Script

Appendix PUBLIC 623
 Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

Requesting: is defaulted automati- Depending on the period for which the requested time off
cally based on the dates entered due to sickness overlaps with the vacation, different noti-
fications related to the splitting or delimiting of the exist-
ing vacation record are displayed on top of the Create
Absence dialog box:

• if the sickness overlaps completely with the va-

cation, the message "If you create this
absence, the existing absence of
time type <vacation time type> from
<start date> to <end date> will be
canceled." is issued.
• if the sickness is during the vacation, the mes-
sage "If you create this absence,
the existing absence of time
type <vacation time type> from
<start date> to <end date> will
be canceled. Two other absences
will be created for the remaining
periods before (<period before
sickness>) and after (<period after
sickness>) the new absence." is issued.
• if the sickness partly overlaps with the vaca-
tion, including the end or start date of the va-
cation, the message "If you create this
absence, the existing absence of
time type <vacation time type> from
<start date> to <end date> will
be canceled. Another one will be
created for the remaining (<period
before or after sickness>)." is issued.

Comment: add an explanation to the

request, if necessary

Manage Time-Off: Test Script

624 PUBLIC Appendix
 Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

To attach a medical certificate,

choose the Upload link next to field
attachment. In the Open dialog box,
browse for the file saved on your lo-
cal disk, and then choose Open.

 Note
Alternatively, you can upload the
supporting document by drop-
ping the file into the Drop files to
upload area.

Dependent on the country in which

the employee is employed, additional
fields related to continued pay dur-
ing a long-term sickness are dis-
played. You can fill them as appropri-
ate.

7 Submit Choose Submit. A system message is generated about successful sav-

Request ing of the time off request and awaiting approval from
the employee's line manager. The request is in status
Pending.

In case the email address of the employee's line manager

is maintained in the system, he or she receives an email
about the time off request needing his or her approval.

 Note
In case the Line Manager has created the request,
no approval is needed from him or her anymore. In-
stead, the request is sent directly to the HR Adminis-
trator dynamic group.

PROCEDURE FOR EMPLOYEE

Pass
Test Test
Step Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance The Home page is displayed.
as Employee.

Manage Time-Off: Test Script

Appendix PUBLIC 625
 Pass
Test Test
Step Step /
# Name Instruction Expected Result Fail

2 Go to From the Home dropdown list, select My The Time Off screen is displayed. It is structured into
Time Off Employee File. On the My Employee File several sections.
screen screen, go to the Time Management sec-
tion. In the Upcoming Time Off block of
the Time Management subsection, choose
the Go to Time Off link.

3 Create In the bottom-right corner of the Time Off The Create Absence section is displayed in the right
New screen, choose Create Absence. part of the screen, containing the fields to be filled by
Time Off you.
Request

4 Enter Make the following entries regarding your

Request time off request:
Details
Time Type: select Sickness from the In case of country DEU, the message "Please
dropdown list attach the medical certificate for
approval." is issued.

Start Date: defaults to today’s date; select

a date from calendar help, which is either In the Team Absences section, the No team members
the start date, end date or within the pe- absent link is displayed. In case you have been granted
riod of the employee’s vacation permission to view the team absence calendar, instead
of the No team members absent link, the <#> out of
End Date: defaults to today’s date; select <#> team members link might be displayed, depend-
a date from calendar help, which is either ing if other team members are absent during your
the end date, after or within the period of planned time off.
the employee’s vacation

Manage Time-Off: Test Script

626 PUBLIC Appendix
 Pass
Test Test
Step Step /
# Name Instruction Expected Result Fail

Requesting: is defaulted automatically In case of country GBR, if you request more

based on the dates entered than 5 days of leave due to sickness, the mes-
sage "As a reminder, please attach
additional documentation if your
Time Off Request is greater than 5
days" is issued.

In case of country THA, if the requested time

off is longer than 3 days, the message "As a
reminder, please attach additional
documentation if your Time Off
Request is greater than 3 days" is is-
sued.

For all five countries, depending on the period for

which the requested time off due to sickness overlaps
with the vacation, different notifications related to the
splitting or delimiting of the existing vacation record
are displayed at the top of the Create Absence section:

• if the sickness overlaps completely with the va-

cation, the message "If you create this
absence, the existing absence of
time type <vacation time type>
from <start date> to <end date>
will be canceled." is issued.
• if the sickness is during the vacation, the mes-
sage "If you create this absence,
the existing absence of time
type <vacation time type> from
<start date> to <end date> will
be canceled. Two other absences
will be created for the remaining
periods before (<period before
sickness>) and after (<period
after sickness>) the new absence."
is issued.
• if the sickness partly overlaps with the
vacation, including the end or start date
of the vacation, the message "If you
create this absence, the existing
absence of time type <vacation
time type> from <start date>
to <end date> will be canceled.
Another one will be created for
the remaining (<period before or
after sickness>)." is issued.

Manage Time-Off: Test Script

Appendix PUBLIC 627
 Pass
Test Test
Step Step /
# Name Instruction Expected Result Fail

Comment: add an explanation to the re-

quest, if necessary

To attach a medical certificate, choose the

Upload link next to field attachment. In the
Open dialog box, browse for the file saved
on your local disk, and then choose Open.

 Note
Alternatively, you can upload the sup-
porting document by dropping the file
into the Drop files to upload area.

5 Submit Choose Submit. A system message is generated about successful sav-

Request ing of your request and awaiting approval from your
line manager. The request is in status Pending.

In case the email address of your line manager is main-

tained in the system, he or she receives an email about
his or her needed approval for your time off request.

Result

After the time off request due to sickness has been approved, depending on the period of overlap between
sickness and vacation, the "Split and Delimit” function induces different records as follows: (the enumeration
below fits to the enumeration of messages in test step # 6, and test step # 4, respectively, for field
Requesting):

• The vacation record gets completely cancelled, the sickness record is created, and the vacation balance
is re-calculated accordingly. In the Absences (#) table, the Vacation record is canceled, and the
Sickness record is posted and has status Approved.
• The vacation record is automatically split; the sickness record is created and the time account balance re-
calculated so that the reduced vacation record increases the vacation balance. In the Absences (#) table,
the initial Vacation record is canceled, the Sickness record is posted, and for the remaining period
between initial vacation before and after the sickness, new Vacation records are created automatically
with status Approved.
• The end or start date of the vacation gets adapted, meaning the record is delimited, and the sickness
record is created. In the Absences (#) table, the initial Vacation record is canceled, the Sickness
record is posted, and for the remaining period between initial vacation before or after the sickness, a new
Vacation record is created automatically with status Approved.

The approval status of the already existing vacation remains unchanged.

Manage Time-Off: Test Script

628 PUBLIC Appendix
7.9 Concurrent Absences (for the Netherlands only)

Go back to Time Types with 1-step approval (NLD) → Sickness [page 353]

Purpose

 Caution

The entire chapter is relevant for the Netherlands (NLD) only!

Concurrent absences are absences that either partially or fully overlap with one another. Having this feature
implemented, the system allows more than one absence record within the same time frame. For example, an
employee, who has a future vacation planned, falls sick before the vacation starts and applies an open-ended
sickness with undefined end date. This overlaps with the future vacation.

In the Netherlands, any illness shall be reported to the employer with an undetermined end date (meaning,
high date 31.12.9999) and any existing absences overlapping with the illness shall not be cancelled but should
remain active and should also be replicated to Payroll.

There is also a reintegration process offered by employers to help employees recover better by allowing
reduced work capacity during illness and allowing vacation to be recorded during long-term illnesses. For this,
field Available Work Capacity % has been introduced, which is visible only for absence class Sickness on the
Time workbench Admin UI and can be entered only by administrators. The percentage the employees work
during the illness can increase over time. This field then also gets replicated to Payroll.

With this, the “Split and Delimit” of sick leave overlapping with vacation becomes obsolete for the Netherlands.

7.9.1 Request Vacation

Purpose

The Employee requests a vacation, which is to take place in the future.

 Note

The vacation-related time types are called Statutory Leave and Non-Statutory Leave, respectively.

Manage Time-Off: Test Script

Appendix PUBLIC 629
Procedure

Pas
Test
Ste Test Step s/
p # Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance as Employee. The Home page is displayed.

2 Open the In the Quick Actions section on your Home page, choose the The Create Absence dialog box is dis-
Create Ab- Request Time Off card. played, containing the fields to be fil-
sence dia- led.
log box

3 Enter Va- Make the following entries regarding your vacation request:
cation De-
Time Type: select either Statutory Leave or Non-
tails
Statutory Leave from the dropdown list
Start Date: select from calendar help a date, which lies in
the future

End Date: select an appropriate date from the calendar help

Requesting: is defaulted automatically based on the dates

entered

4 Submit Choose Submit. A system message is generated

Leave Re- about successful saving of your re-
quest quest and awaiting approval from
your line manager.

An email is sent out to the line man-

ager, notifying about a workflow item
to be approved.

7.9.2 Approve Vacation Request

Purpose

The Line Manager of the employee approves the vacation.

Procedure

Proceed as described in process step Review and Approve Time Off Request [page 176].

Manage Time-Off: Test Script

630 PUBLIC Appendix
7.9.3 Report Sickness

Purpose

The Employee falls sick before the planned vacation starts and reports this to the employer.

Procedure

Tes
t
Ste Test Step Pass
p# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central in- The Home page is displayed.
stance as Employee.

2 Go to Time From the Home dropdown list, se- The Time Off screen is displayed. It is structured into
Off screen lect My Employee File. On the several sections.
My Employee File screen, go to
the Time Management section. In
the Upcoming Time Off block of
the Time Management subsection,
choose the Go to Time Off link.

3 Create Sick In the bottom-right corner of the The Create Absence section is displayed in the right part
Leave Re- Time Off screen, choose Create of the screen, containing the fields to be filled by you.
cord Absence.

4 Enter Sick Make the following entries regarding

Leave De- your sick leave request:
tails
Time Type: select Sickness from Checkbox Undetermined End Date displays in the Create
the dropdown list Absence section.

Information message Please inform your

manager if any work items need to be
picked up during your absence. is issued.

Manage Time-Off: Test Script

Appendix PUBLIC 631
Tes
t
Ste Test Step Pass
p# Name Instruction Expected Result / Fail

Start Date: select from calendar

help

 Note
The date should be before the
start of your future vacation,
most likely today’s date.

Undetermined End Date: flag the Several fields disappear from the screen.
checkbox
The End Date turns automatically to Unknown and be-
comes read-only.

Warning message If you create this

absence, it's created as a concurrent
absence of the (Non-)Statutory Leave
time type, from <start date> to <end
date>. is issued.

 Note
In case there are several vacation records in the fu-
ture, the warning message will be displayed for each
of these.

5 Submit Sick Choose Submit. A system message is generated about successful saving
Leave Data of your request and awaiting approval from your line man-
ager.

An email is sent out to the line manager, notifying about a

workflow item to be approved.

Result

The period of absence planned by you is colored accordingly in the calendar. When clicking in the calendar on
a date, for which concurrent absences (vacation and sickness) exist, both will be listed in the upcoming callout
next to that date. In the Team Absence Calendar, the sickness running parallel to the vacation is visualized as
well.

Manage Time-Off: Test Script

632 PUBLIC Appendix
7.9.4 Review Sickness Details

Purpose

The Line Manager acknowledges the sickness details reported by the employee.

Procedure

Proceed as described in process step Review and Approve Time Off Request [page 176].

7.9.4.1 Send Concurrent Absence Alert

Purpose

After the employee's sickness record has become effective in the system (has status Approved), an alert is
sent out to the employee.

Procedure

This is an automated step, and no manual execution is required.

7.9.4.2 Receive Concurrent Absence Alert

Purpose

The employee and the members of the HR Administrator dynamic group receive email notifications with
subject “Concurrent Absence Created” in which they are informed, that the employee has created an
illness record with an undetermined end date that overlaps or is concurrent with a future dated vacation
request.

Manage Time-Off: Test Script

Appendix PUBLIC 633
For the employee, in addition to the email received, the alert will also be visible on the Employee Central Home
page as a Take Action card within the For You Today section.

Procedure

This is an automated step, and no manual execution is required.

Result

The employee can mark the alert as Done.

7.9.5 Enter Employee Work Capacity (Optional)

Purpose

During a longer illness, the employer can offer a reintegration process to the employee by allowing reduced
work capacity during illness.

The HR Administrator enters the percentage, the employee is able to work during the illness. The percentage is
entered as a number between 0 and 99.99. The work capacity percentage 0 means that the employee is fully
ill and not working during their illness. If the work capacity percentage is 50, then employee works 50% and is
50% ill.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central in- The Home page is displayed.
stance as HR Administrator.

2 Search In the Search for actions or people text The autocomplete functionality suggests a list of em-
Employee box, located in the top right corner of ployees matching your search criteria.
the screen, enter the name or name
parts of the employee.

Manage Time-Off: Test Script

634 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

3 Select Em- Select the appropriate employee from You are directed to the Employee Files page, in which
ployee the result list. the profile of the employee is displayed.

4 Go to Time On the Employee Files screen, go to The Time Information for <employee name> screen
Information the Time Management section. In the is displayed, showing per default the Time Records
Screen of Upcoming Time Off block of the Time section.
Employee Management subsection, choose the
Administer Time link.

5 Edit Re- In the Time Records (#) table, choose The Edit Absence dialog box is displayed.
quest the Pencil (Edit) icon located next to
Warning message You are editing
the Status of the sickness record you
an absence that is created as
want to update.
a concurrent absence to the
(Non-)Statutory Leave time type
dated <start date> to <end date>. is
issued.

 Note
In case the open-ended sick leave overlaps with
several vacation records, the warning message
will be displayed for each of these records.

6 Enter Avail- In the Edit Absence dialog box, scroll

able Work to the Additional Leave Information for
Capacity The Netherlands section and enter the
employee’s work capacity:

Available Work Capacity (%): enter a

number between 0 and 99.99

7 Submit Up- Choose Submit. A system message is generated about successful sav-
dated Sick ing of the updated request; the request has been
Leave Re- sent to the employee's line manager and is in status
cord Pending.

An email is sent out to the employee's line man-

ager, notifying about their attention needed for the
updated sick leave record.

 Note

Next, the line manager of the employee needs to review the details of the updated sickness record. They
proceed similar as described in process step Review and Approve Time Off Request [page 176].

Manage Time-Off: Test Script

Appendix PUBLIC 635
 When done, the request proceeds to the members of the HR Administrator dynamic group. One of the
members of this groups picks up the request and reviews the sick leave details. They proceed similar as
described in process step Process Approved Time Off Request [page 190].

7.9.6 Return to Work from Leave due to Sickness

Purpose

Once the Employee has overcome their illness, they maintain this information in the system.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central in- The Home page is displayed.
stance as Employee.

2 Go to Time From the Home dropdown list, select The Time Off screen is displayed. It is structured
Off screen My Employee File. On the My Employee into several sections.
File screen, go to the Time Management
section. In the Upcoming Time Off block
of the Time Management subsection,
choose the Go to Time Off link.

3 Edit Sick In the Upcoming Time Off section, The Edit Absence section is displayed in the right
Leave Re- choose the open-ended Sickness re- part of the screen.
cord cord.
Warning message You are editing
In the upcoming View Absence section, an absence that is created as
displayed in the right part of the screen, a concurrent absence to the
choose Edit Absence. (Non-)Statutory Leave time type
dated <start date> to <end date>. is
issued.

 Note
In case the open-ended sick leave overlaps with
several vacation records, the warning message
will be displayed for each of these records.

Manage Time-Off: Test Script

636 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

4 Update Un-flag the Undetermined End Date The End Date becomes again editable. All fields,
Sick Leave checkbox. which have disappeared from the screen during
Record process step Report Sickness, display again.

Enter the End Date of your sickness.

5 Submit Choose Submit. A system message is generated about successful

Sick Leave saving of your request and awaiting approval from
Data your line manager.

An email is sent out to the line manager, notifying

about a workflow item to be approved.

 Note

Next, the line manager acknowledges the update of the employee's sickness record. They proceed similar
as described in process step Review and Approve Time Off Request [page 176].

7.10 Concurrent Absences (for the United States only)

Go back to Long-Term (Absence) Time Types (USA) → Unpaid Leave [page 560]

Purpose

 Caution

The entire chapter is relevant for the United States (USA) only!

Concurrent absences are absences that either partially or fully overlap with one another. Having this feature
implemented, the system allows more than one absence record within the same time frame.

In the United States, an employee can request accrued vacation time while they are out on a long-term time
off, in particular on time off of type Unpaid Leave. Thus, they are not on an unpaid absence for the whole
duration of the unpaid leave and can get paid for the accrued vacation during their time off.

Manage Time-Off: Test Script

Appendix PUBLIC 637
7.10.1 Request Vacation while on Unpaid Leave

Purpose

The Employee, who is on an unpaid long-term time off, requests vacation, while being on unpaid leave.

Prerequisite

A long-term time off of type Unpaid Leave already exists in the period in which vacation is to be requested.

Procedure

Pass
Test Test
Step Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance as Em- The Home page is displayed.
ployee.

2 Go to From the Home dropdown list, select My The Time Off screen is displayed.
Time Off Employee File. On the My Employee File
screen screen, go to the Time Management section.
In the Upcoming Time Off block of the Time
Management subsection, choose the Go to Time
Off link.

3 Request In the bottom-right corner of the Time Off screen, The Create Absence section is displayed in
Vacation choose Create Absence. the right part of the screen. The warning mes-
sage If you create this absence,
it's created as a concurrent
absence of the Unpaid Leave
time type, from <start date> to
<end date>. is issued in the upper part of
the section. The fields you need to fill are in
edit mode.

Manage Time-Off: Test Script

638 PUBLIC Appendix
 Pass
Test Test
Step Step /
# Name Instruction Expected Result Fail

4 Enter Make the following entries regarding your vaca-

Vacation tion request:
Details
Time Type: select Vacation from the dropdown
list

Start Date: select from the calendar help a date,

which falls into the timeframe of your unpaid
leave

End Date: select from the calendar help a date,

which falls into the timeframe of your unpaid
leave

Requesting: is defaulted automatically based on

the dates entered

5 Submit Choose Submit. A system message is generated about suc-

Request cessful saving of your request and awaiting
approval from your line manager.

An email is sent out to the line manager, noti-

fying about a workflow item to be approved.

Result

The period of absence planned by you is colored accordingly in the calendar. When clicking in the calendar on
a date, for which concurrent absences (vacation and unpaid leave) exist, both will be listed in the upcoming
callout next to that date. In the Team Absence Calendar, the vacation running parallel to the unpaid leave is
visualized as well.

7.11 Special Use Case: Link Sickness Records (for Germany

only)

Go back to Time Types with 2-step approval (DEU) → Sickness [page 425]

Manage Time-Off: Test Script

Appendix PUBLIC 639
Purpose

 Caution

This use case is relevant for Germany (DEU) only!

According to the German regulation Continued Remuneration Act (Entgeltfortzahlungsgesetz), employees who
fall sick are entitled to continue to be paid by their employer while they are incapable of working for a period of
up to 6 weeks (42 calendar days). If the sickness is longer than 42 days, the employee receives payment from
the health insurance. The HR Administrator can link sickness records if:

- they are related, or not related but occur one after the other directly, and

- fall within the same period of time (less than 6 months in between).

In this chapter, the procedure for linking two absences due to sickness with sick note is described.

Prerequisite

The fields Continued Sickness Pay Period and Continued Sickness Pay Measure, located in the Job Information
block of the Employment Information section of the employee's file, have been maintained during hiring /
rehiring of the employee.

 Note

In case the Employee Central Core content has been deployed with the SAP Best Practices solution, you
can refer for details of maintaining these fields to the appropriate process step of scope item test script
Manage Hire/Rehire (FJ0).

Procedure

Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance as HR Ad- The Home page is displayed.
ministrator.

2 Search Em- In the Search for actions or people text box, located The autocomplete functionality sug-
ployee in the top right corner of the screen, enter the name gests a list of employees matching
(or name parts) of the employee on behalf of whom your search criteria.
you want to request time off.

Manage Time-Off: Test Script

640 PUBLIC Appendix
 Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

3 Select Em- Select the appropriate employee from the result list. You are directed to the Employee Files
ployee page, in which the profile of the em-
ployee is displayed.

4 Go to Time On the Employee Files screen, go to the Time The Time Information for <employee
Information Management section. In the Upcoming Time Off name> screen is displayed, showing
screen of block of the Time Management subsection, choose per default the Absences tab.
Employee the Administer Time link.

Enter details of the FIRST SICKNESS

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

5 Request In the right corner above the Absences (#) The Create Absence dialog box is displayed,
Time Off on table, choose Create Absence. containing the fields to be filled.
Behalf of
Employee

6 Enter Re- Make the following entries regarding the

quest De- time off request:
tails
Time Type: select Sickness from the
dropdown list

Start Date: select from the calendar help

End Date: select from the calendar help

Requesting: is defaulted automatically The message Please attach

based on the dates entered the medical certificate for
approval. is issued.

Comment: add an explanation to the re-

quest, if necessary

Manage Time-Off: Test Script

Appendix PUBLIC 641
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

To attach a medical certificate, choose the

Upload link next to field attachment. In the
Open dialog box, browse for the file saved
on your local disk, and then choose Open.

 Note
Alternatively, you can upload the sup-
porting document by dropping the file
into the Drop files to upload area.

Leave the fields displayed in the Continued The End of Continued Pay date will be calcu-
Pay Information part of the dialog box lated based on the values maintained in fields
empty. Continued Sickness Pay Period and Continued
Sickness Pay Measure. You can see this date
once you edit the time off request after having
submitted it.

7 Submit Re- Choose Submit. A system message is generated about success-

quest ful saving of the time off request. The 2-step
approval process has been initiated and the re-
quest is in status Pending.

 Note
After approval, the request will have status
Approved.

• In case the employee is not fully recovered after the first sickness, he or she will send a new medical
certificate, prolonging his or her absence for a certain number of days.
• In case the employee comes to work after the time off due to sickness, and then is sick again for a similar
sickness, he or she will send a new medical certificate.

For these use-cases, the HR Administrator needs to create a new (second) sickness record and link it to the
first sickness record.

Enter details of the SECOND SICKNESS

Manage Time-Off: Test Script

642 PUBLIC Appendix
 Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

8 Request In the right corner above the Absences (#) table, The Create Absence dialog box is dis-
Time Off on choose Create Absence. played, containing the fields to be filled.
Behalf of
Employee

9 Enter Details Make the following entries regarding the time off
of Second request:
Sickness
Time Type: select Sickness from the dropdown
list

Start Date: select from the calendar help

End Date: select from the calendar help

Requesting: is defaulted automatically based on The message Please attach

the dates entered the medical certificate for
approval. is issued.

Comment: add an explanation to the request, if

necessary

To attach a medical certificate, choose the Upload

link next to field attachment. In the Open dialog
box, browse for the file saved on your local disk,
and then choose Open.

 Note
Alternatively, you can upload the supporting
document by dropping the file into the Drop
files to upload area.

10 Enter Con- In the Continued Pay Information part of the dialog

tinued Pay box, make following entries:
Information
Days Credited for Continued Pay: enter the num- The End of Continued Pay date will be cal-
ber of days for which continued pay has already culated automatically based on the num-
taken place for the first sickness ber entered. You can see this once you edit
the time off request after having submitted
 Note it.

The amount of days credited for continued

pay can be taken from the Absences (#) table
→ <first sickness record> → field Taken.

Manage Time-Off: Test Script

Appendix PUBLIC 643
 Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

Leave fields Start Date of Sick Pay Supplement

and End of Sick Pay Supplement empty.

 Note
In case you want to maintain them, you need
to enter dates in both fields.

11 Link Absen- In the bottom left corner of the Create Absence Above the Comment text box, two addi-
ces dialog box, choose Link additional absence. tional fields are displayed, namely Reason
and Absences to be Linked.

12 Enter Link- Enter details to the time off due to Sickness to

age to First be linked with the time off request you are creat-
Sickness ing:

Reason: select from the dropdown list, as follows:

• in case this sickness follows directly after

the first sickness without a break in between
them, select Overlapping
• in case this sickness is logically related to the
first sickness, but the employee has worked
in between, select Identical

 Note
In case of an overlapping sickness record, the
start day of the second sickness record needs
to be one day after the end date of the first
sickness record.

In case of an identical sickness record, the

start day of the second sickness record can
be sometime after the end date of the first
sickness record.

Absences to be Linked: select from the dropdown

list the first Sickness record

 Note
Sickness records that happen within 6
months can be linked.

Manage Time-Off: Test Script

644 PUBLIC Appendix
 Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

13 Submit Re- Choose Submit. A system message is generated about suc-

quest cessful saving of the time off request. The
2-step approval process has been initiated
and the request is in status Pending.

 Note
After approval, the request will have
status Approved.

The two Sickness records are displayed

in the Absences table with a Linked
Absences (paper-clip) icon.

View Linked Absences

Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

14 View Linked To view the linked absences, choose in the Absences table The Linked Absences callout
Absences the Linked Absences (paper-clip) icon visible in the Related is displayed, containing de-
Records column next to one of the time type Sickness tails to absences with same
records. sickness.

15 View Details of View the displayed information, for example, check the
Linked Absen- Continued Pay End Date. When done, choose Close.
ces

16 View Other Proceed in a similar way as described in test steps # 14 and

Linked Re- # 15 for other linked records, too.
cords

7.12 Special Use Case: Mark Sickness Record as Original

(for Spain only)

Go back to Time Types with 2-step approval (ESP) → Common Sickness [page 452]

Manage Time-Off: Test Script

Appendix PUBLIC 645
Purpose

 Caution

This use case is relevant for Spain (ESP) only!

In Spain, due to payroll calculation requirements, it is necessary to identify in the case of linked sickness due to
the same sickness cause one absence record as “original” sickness.

In this chapter, we describe the procedure for linking two absences due to common sickness and marking one
as original record.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Admin- The Home page is displayed.
istrator.

2 Search Em- In the Search for actions or people text box, located in The autocomplete functionality sug-
ployee the top right corner of the screen, enter the name (or gests a list of employees matching
name parts) of the employee on behalf of whom you your search criteria.
want to request time off.

3 Select Em- Select the appropriate employee from the result list. You are directed to the Employee
ployee Files page, in which the profile of the
employee is displayed.

4 Go to Time On the Employee Files screen, go to the Time The Time Information for <employee
Information Management section. In the Upcoming Time Off block name> screen is displayed, showing
screen of of the Time Management subsection, choose the per default the Absences tab.
Employee Administer Time link.

Enter details of the FIRST COMMON SICKNESS

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

5 Request In the right corner above the Absences (#) The Create Absence dialog box is displayed,
Time Off on table, choose Create Absence. containing the fields to be filled.
Behalf of
Employee

Manage Time-Off: Test Script

646 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

6 Enter Re- Make the following entries regarding the time

quest De- off request:
tails
Time Type: select Common Sickness from
the dropdown list

Start Date: select from the calendar help

End Date: select from the calendar help

Requesting: is defaulted automatically based In case more than 1 day is re-

on the dates entered quested, the message When creating
absences more than 1 day
of Sick Leave, please attach
supporting document. is issued.

Comment: add an explanation to the request,

if necessary

To attach a medical certificate, choose the

Upload link next to field attachment. In the
Open dialog box, browse for the file saved on
your local disk, and then choose Open.

 Note
Alternatively, you can upload the support-
ing document by dropping the file into the
Drop files to upload area.

7 Submit Re- Choose Submit. A system message is generated about suc-

quest cessful saving of the time off request. The
2-step approval process has been initiated
and the request is in status Pending.

 Note
After approval, the request will have sta-
tus Approved.

In case the employee is not fully recovered after the first sickness, he or she will take another time off due to
sickness.

Enter details of the SECOND COMMON SICKNESS

Manage Time-Off: Test Script

Appendix PUBLIC 647
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

8 Request In the right corner above the Absences (#) table, The Create Absence dialog box is dis-
Time Off on choose Create Absence. played, containing the fields to be filled.
Behalf of
Employee

9 Enter Re- Make the following entries regarding the time off
quest De- request:
tails
Time Type: select Common Sickness from the
dropdown list

Start Date: select from the calendar help

End Date: select from the calendar help

Requesting: is defaulted automatically based on In case more than 1 day is requested,

the dates entered the message When creating
absences more than 1 day of
Sick Leave, please attach
supporting document. is issued.

Comment: add an explanation to the request, if

necessary

To attach a medical certificate, choose the Upload

link next to field attachment. In the Open dialog
box, browse for the file saved on your local disk,
and then choose Open.

 Note
Alternatively, you can upload the supporting
document by dropping the file into the Drop
files to upload area.

In the bottom left corner of the Create Absence Above the Comment text box, two ad-
dialog box, choose Link additional absence. ditional fields are displayed, namely
Reason and Absences to be Linked.

Manage Time-Off: Test Script

648 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

Enter details to the time off due to Common

Sickness to be linked with the time off request
you are creating:

Reason: select Identical from the dropdown

list

Absences to be Linked: select from the dropdown

list the appropriate (first) Common Sickness
record

10 Submit Re- Choose Submit. A system message is generated about

quest marking the first common sickness re-
cord as original. The 2-step approval
process has been initiated and the re-
quest is in status Pending.

 Note
After approval, the request will have
status Approved.

The two Common Sickness records

are displayed in the Absences table with a
Linked Absences (paper-clip) icon.

View Linked Absences

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

11 View To view the linked absences, choose in the Absences table The Linked Absences callout is dis-
Linked the Linked Absences (paperclip) icon visible in the Related played, containing details to linked
Absences Records column next to one of the time type Common absences with same sickness. For
Sickness records. one of them, Yes appears in the Is
Original column.

12 Change You can change which absence is to be treated as the orig-

Original inal. To do this, choose Change Original Absence. In the
Absence upcoming dialog box, check the radio button ahead of the
(Optional) absence you want to treat as original. Choose Save.

Manage Time-Off: Test Script

Appendix PUBLIC 649
7.13 Sick Leave (for the Kingdom of Saudi Arabia only)

Go back to Time Account Types (SAU) [page 103]

Go back to Sick Leave absence time type (SAU) [page 333]

 Tip

For details on the configuration refer to the SAP blog https://blogs.sap.com/2021/11/23/sick-leave-

handling-in-ec-time-off-for-middle-east-countries/ .

Purpose

 Caution

The entire chapter is relevant for the Kingdom of Saudi Arabia (SAU) only!

The employee is entitled to a certain amount of sick leave days during a sickness year. The sickness year starts
from the first sick leave request the employee submits and ends after one year. If the employee requests a sick
leave after the end of the previous sickness year, a new sickness year starts. A gap between sickness years is
possible. The sickness days are grouped into buckets and will be compensated differently based on the bucket
they belong to.

In order to have the time account type for sick leave created in accordance with the Labor Law, the custom
MDF object Sick Leave Year Tracker has been defined, which keeps track of the window period of a sickness
year. For every first leave of a sickness year, this tracker must be requested by an employee via self-service
through People Profile, this being a one-time activity per sickness period/year. An integration center then
creates an ad-hoc time account from the Sick Leave Year Tracker object instance.

 Note

In case the employee tries to request sick leave without having a sick leave year tracker and thus sick leave
time account in place, the error messages Sorry, but you can’t book this time off as there
is no valid time account. and Please request the Sick leave tracker first as this
is the beginning of a new Sickness Year are issued.

Manage Time-Off: Test Script

650 PUBLIC Appendix
7.13.1 Request Sick Leave Year Tracker

Purpose

Before requesting the first sick leave in the sickness year, the Employee must first request the sick leave year
tracker. This activity needs to be executed once per sickness period/year.

Procedure

Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance The Home page is displayed.
as Employee.

2 Create From the Home dropdown list, select My The Sick Leave Year Tracker dialog box is displayed.
Sick Employee File. On the My Employee File
The fields Sick Leave Quota Start Date and Sick
Leave screen, go to the Sick Leave Tracker sec-
Leave Quota End Date are read-only.
Year tion. In the Sick Leave Year Tracker block
Tracker of the Sick Leave Tracker subsection,
choose the Pencil (Edit) icon.

3 Enter In the Sick Leave Year Tracker dialog box,

Sick make following entry:
Leave
When should these changes take effect?:
Year
select from calendar help the date, on
Tracker
which your first sick leave in the year
Details
starts

Manage Time-Off: Test Script

Appendix PUBLIC 651
Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

4 Save Sick Choose Save. The message Please wait for 5 mins for
Leave your time account to get created
Year and then you can start creating
Tracker sick leave requests. displays on the bot-
tom of the screen.

You are directed back to your employee profile. In the

Sick Leave Year Tracker block, the Sick Leave Quota
Start Date and Sick Leave Quota End Date have been
set automatically based on a preconfigured business
rule. The Sick Leave Quota Start Date coincides with
the date entered in When should these changes take
effect?, the Sick Leave Quota End Date is after one
year.

 Note

The HR Administrator can also request the sick leave year tracker on behalf of the employee.

Result

A sick leave year tracker object instance has been created for the employee.

7.13.2 Run Integration Center Sick Leave Tracker to Sick Leave

Account Creation

Purpose

The Sick Leave Tracker to Sick Leave Account Creation integration center creates from the sick leave tracker
MDF object instance an ad-hoc time account with specific dates and amount (120 days).

Integration center Sick Leave Tracker to Sick Leave Account Creation should be scheduled to run every 5
minutes so that it picks the latest tracker records. For testing purposes though, you can run the integration
center manually, as described in the Procedure section.

 Caution

Pay attention to run the integration center latest 5 mins after creating the sick leave tracker object
instance!

Manage Time-Off: Test Script

652 PUBLIC Appendix
Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Ad- The Home page is displayed.
ministrator.

2 Go to Inte- From the Home dropdown list, select Admin Center. The Integration Center screen is dis-
gration Type Integration Center in the tool search played.
Center box and select the feature/tool from the list.
Screen

3 Go to My Choose the My Integrations tile. The Integration Center - My Integrations

Integra- screen is displayed, containing the list of
tions the integrations you defined so far.
Screen

4 Run Inte- In the row of integration center Sick Leave Tracker to A Success dialog box is displayed in-
gration Sick Leave Account Creation, choose from the Actions forming you that the job has been sub-
Center column the Edit Integration (Pencil) icon. Choose mitted. Choose OK.
Next several times, till you arrive on the Scheduling
screen. Here, select for Scheduled Version Occurs
value Once from the dropdown list, enter the email
address of the person who should receive a notifica-
tion once the job run is finished, and then choose
Next. Choose Run Now.

5 Go Back to Choose Cancel. You return to the Integration Center -

My Inte- My Integrations screen, on which the
grations Running icon is displayed next to the in-
Screen tegration job you have just submitted.

 Note
You can choose the Refresh icon to
refresh the screen and check if the
job run has finished.

6 View Job Once the job has finished, you can view details of the
Details job run by choosing the <date> hyperlink in the Last
Run column.

Result

A time account with the appropriate sick leave balance will be released to the employee.

Manage Time-Off: Test Script

Appendix PUBLIC 653
7.13.2.1 Create Sick Leave Time Account

Purpose

The Sick Leave ad-hoc time account with the appropriate balance is released for the employee to use.

Procedure

This is an automated step, and no manual execution is required.

Result

The attributes of the created time account are as follows:

• Account Validity: day on which the sick leave tracker has been requested by the employee
• Bookable Period: one year from account validity start date
• balance: 120 days

 Caution

• In case the employee requests a new sick leave year tracker, whose start date falls within the period
of the existing sick leave year tracker, the error message There is already a sick leave year
range created as of this start date. Kindly select a start date which resides
after the previous period is issued.
• In case the employee tries to change the start date of the sick leave year tracker via the Clock
(History) icon in the Sick Leave Year Tracker block, the error message Sick Leave Start Year
Date cannot be changed since there is already a time account linked with this
date. Kindly contact your system admin to delete or change the time account
linked is issued. This changing of dates needs to be handled explicitly by administrators who can later
adjust the tracker and time account.

Manage Time-Off: Test Script

654 PUBLIC Appendix
7.13.3 View Employee Sick Leave Time Account (Optional)

Purpose

The HR Administrator verifies, if the Sick Leave time account has been created for the employee as expected..

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR The Home page is displayed.
Administrator.

2 Search Em- In the Search for actions or people text box, lo- The autocomplete functionality sug-
ployee cated in the top right corner of the screen, enter gests a list of employees matching your
the name (or name parts) of the employee whose search criteria.
sick leave time account you want to check.

3 Select Em- Select the appropriate employee from the result You are directed to the Employee Files
ployee list. page, in which the profile of the em-
ployee is displayed.

4 Go to Time In- On the Employee Files screen, go to the Time The Time Information for <employee
formation Management section. In the Upcoming Time name> screen is displayed, showing per
screen of Em- Off block of the Time Management subsection, default the Absences tab.
ployee choose the Administer Time link.

5 View Sick On the Time Information for <employee name> The Account Validity is the day on
Leave Time screen, choose the Time Accounts tab. There, which the sick leave tracker has been re-
Account De- choose the Sick Leave button. quested by the employee, the Bookable
tails Period is one year from account validity
Check the details of the time account as dis-
start date, and the balance is 120 days.
played in the Account Information block. The sick
leave balance itself is displayed inside the Sick
Leave button.

 Note
In case the validity start date of the sick leave
year tracker lies in the future, choose in the
Account Postings block the Future Postings
(#) tab to achieve the display of the balance.

Manage Time-Off: Test Script

Appendix PUBLIC 655
7.13.4 Request Sick Leave

Purpose

The Employee requests a sick leave.

It is considered that this is the first sick leave the employee requests in a sickness year.

Procedure

Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance as Em- The Home page is displayed.
ployee.

2 Open Cre- In the Quick Actions instance as section on your The Create Absence dialog box is displayed,
ate Absence Home page, choose the Request Time Off card. containing the fields to be filled.
dialog box

3 Enter Re- Make the following entries regarding your sick

quest De- leave request:
tails
Time Type: select Sick Leave from the drop-
down list

Start Date: select from calendar help the same

date as entered during requesting the sick leave
year tracker in field When should these changes
take effect?

End Date: select an appropriate date from the

calendar help

Requesting: is defaulted automatically based on In case no sufficient balance is available, an

the dates entered error message is displayed and the Submit
button is disabled. You will need to adapt
your request.

Manage Time-Off: Test Script

656 PUBLIC Appendix
 Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

4 Submit Re- Choose Submit. A system message is generated about suc-

quest cessful saving of your request and awaiting
approval from your line manager.

An email is sent out to the line manager,

notifying about a workflow item to be ap-
proved.

 Caution

In case the employee has still enough sick leave balance and requests a sick leave, which starts during
the bookable period but ends after the bookable period, the error message You cannot take # days
because your balance is insufficient will be issued. In this case, the instance as request.

7.13.5 Process Sick Leave Request

Purpose

The Line Manager processes the sick leave request submitted by the employee.

Procedure

Proceed as described in process step Review and Approve Time Off Request [page 176].

7.14 Pregnancy and Maternity Leave (for Belgium only)

Go back to Pregnancy/Maternity absence time type (BEL) [page 476]

Manage Time-Off: Test Script

Appendix PUBLIC 657
Purpose

 Caution

The entire chapter is relevant for Belgium (BEL) only!

The employee is entitled to 6 weeks of pregnancy leave before the calculated date of birth. This leave must
start at least one week before the estimated birth date. The other 5 weeks are optional.

After the child's birth, the employee must take with no exception at least 7 weeks of maternity leave.

7.14.1 Enter Pregnancy Leave Details

Purpose

The Employee informs, in a timely manner, her Line Manager and the HR Administrator about her pregnancy.
The expected date of birth is recorded by the system; the start and end date will then be entered in accordance
with preconfigured business rules.

 Note

For details on the preconfigured business rules delivered within this SAP Best Practices solution, refer to
the Time Off workbook for BE.

Entering details to the pregnancy leave can be done only on behalf of the employee, for example by the HR
Administrator.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance The Home page is displayed.
as HR Administrator.

2 Search Em- In the Search for actions or people text The autocomplete functionality suggests a list of
ployee box, located in the top right corner of the employees matching your search criteria.
screen, enter the name (or name parts)
of the employee on behalf of whom you
want to enter pregnancy leave details.

Manage Time-Off: Test Script

658 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

3 Select Em- Select the appropriate employee from You are directed to the Employee Files page, in
ployee the result list. which the profile of the employee is displayed.

4 Go to Time On the Employee Files screen, go to The Time Information for <employee name> screen
Information the Time Management section. In the is displayed, showing per default the Absences tab.
screen of Upcoming Time Off block of the Time
Employee Management subsection, choose the
Administer Time link.

5 Create Time In the right corner above the Absences The Create Absence dialog box is displayed, con-
Off Request (#) table, choose Create Absence. taining the fields to be filled.
on Behalf of
Employee

6 Enter Time Make the following entries regarding the

Off Details planned time off:

Time Type: select Maternity The Calculated Date Of Birth field displays at the
(Pregnancy) from the dropdown list bottom of the Create Absence dialog box.

Calculated Date Of Birth: select from cal-

endar help the date as mentioned on the
doctor's certificate

Start Date: select from calendar help a In case you select a start date less than 1
date between 1 and 6 weeks before the week before the calculated date of birth, the
Calculated Date Of Birth error message "Pregnancy Leave must
start at least one week before
the estimated birthdate and cannot
end before or after the estimated
birthdate." is issued.

In case you select a start date which is more than

6 weeks before the calculated date of birth, the
warning message "Please note that you
can only take a total of 6 weeks
before the estimated birthdate of
the child (1 mandatory week & 5
optional weeks)." is issued.

End Date: select from calendar help the In case End Date does not equal to Calculated
same date as Calculated Date Of Birth Date of Birth, error message "Pregnancy
Leave must start at least one week
before the estimated birthdate and
cannot end before or after the
estimated birthdate." is issued.

Manage Time-Off: Test Script

Appendix PUBLIC 659
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

Requesting: is defaulted automatically

based on the dates entered; read-only
field

Returning to Work On: is defaulted auto-

matically to the next working day after
the date entered in End Date; read-only
field

Comment: add an explanation to the re-

quest, if necessary

To attach the pregnancy certificate the

employee has submitted, choose the
Upload link next to field attachment. In
the Open dialog box, browse for the
file saved on your local disk, and then
choose Open.

 Note
Alternatively, you can upload the
certificate by dropping the file into
the Drop files to upload area.

7 Submit Choose Submit. A system message is generated about successful

Pregnancy saving of the request; the request has been sent
Leave De- to the HR Administrator dynamic group and is in
tails status Pending.

In case the email addresses of the members of the

HR Administrator dynamic group are maintained in
the system, they receive emails about their needed
attention for the pregnancy leave details of the em-
ployee.

 Note

Next, a member of the HR Administrator group, other than the person who posted the time off, needs to
review the details of the pregnancy leave. The HR Administrator proceeds similar as described in process
step Process Approved Time Off Request (Optional) [page 190].

Once the HR Administrator has confirmed the review of the pregnancy leave details, the line manager of the
employee receives an email notification about the posted time off.

Manage Time-Off: Test Script

660 PUBLIC Appendix
7.14.2 Inform Employer about Child Birth

Purpose

Once the child is born, the employer needs to be informed promptly about this event. A copy of the birth
certificate must be sent to the employer.

Procedure

This process step takes place outside software.

Result

Once having received the birth certificate, the HR Administrator will post maternity leave for the employee.

7.14.3 Enter Maternity Leave Details

Purpose

Once the Employee has informed the employer about the birth of the child, the HR Administrator must post the
maternity leave record.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central in- The Home page is displayed.
stance as HR Administrator.

Manage Time-Off: Test Script

Appendix PUBLIC 661
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

2 Search In the Search for actions or people The autocomplete functionality suggests a list of em-
Employee text box, located in the top right cor- ployees matching your search criteria.
ner of the screen, enter the name (or
name parts) of the employee on be-
half of whom you want to enter ma-
ternity leave details.

3 Select Em- Select the appropriate employee from You are directed to the Employee Files page, in which
ployee the result list. the profile of the employee is displayed.

4 Go to Time On the Employee Files screen, go to The Time Information for <employee name> screen is
Informa- the Time Management section. In the displayed, showing per default the Absences tab.
tion screen Upcoming Time Off block of the Time
of Em- Management subsection, choose the
ployee Administer Time link.

5 Create In the right corner above the The Create Absence dialog box is displayed, containing
Time Off Absences (#) table, choose Create the fields to be filled.
Request on Absence.
Behalf of
Employee

6 Enter Time Make the following entries regarding

Off Details the planned time off:

Time Type: select Maternity Fields Calculated Date Of Birth and Real Date Of Birth
Leave from the dropdown list display at the bottom of the Create Absence dialog box.

Calculated Date Of Birth: select from

the calendar help the same date as
in the Maternity (Pregnancy)
record

Real Date Of Birth: select from the

calendar help the date as mentioned
on the birth certificate

Start Date: select from the calendar In case you select a start date, which is not the next
help one day after the Calculated Date day after the Calculated Date Of Birth, error message
Of Birth "The Start Date must be the day after
Estimated Date of Birth." is issued.

Manage Time-Off: Test Script

662 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

End Date: select from the calendar In case the period between Real Date Of Birth and End
help a date that is at least 7 weeks Date is less than 49 calendar days, the error message
after the Real Date Of Birth "You must take at least 7 weeks as
from the birthdate of the child." is is-
sued.

 Note
Everything going beyond the 7 weeks does not trig-
ger any message; when posting the maternity leave
record, the HR Administrator should check in ad-
vance if the employee is eligible to more than 7
weeks of maternity leave.

Requesting: is defaulted automati- A Real Date Of Birth, which is before the Calculated Date
cally based on the dates entered; Of Birth, falls into the pregnancy leave. When posting
read-only field the Maternity Leave record, the period between Real
Date of Birth and Calculated Date of Birth will be consid-
ered when calculating the minimum of 7 weeks manda-
tory maternity leave. Therefore, Requesting will be in
such a case less than 42 days.

Returning to Work On: is defaulted au-

tomatically to the next working day
after the date entered in End Date;
read-only field

Comment: add an explanation to the

request, if necessary

To attach the birth certificate the

employee has submitted, choose the
Upload link next to field attachment.
In the Open dialog box, browse for the
file saved on your local disk, and then
choose Open.

 Note
Alternatively, you can upload the
certificate by dropping the file
into the Drop files to upload area.

Manage Time-Off: Test Script

Appendix PUBLIC 663
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

7 Submit Choose Submit. A system message is generated about successful sav-

Maternity ing of the request; the request has been sent to
Leave De- the HR Administrator dynamic group and is in status
tails Pending.

In case the email addresses of the members of the HR

Administrator dynamic group are maintained in the sys-
tem, they receive emails about their needed attention
for the maternity leave details of the employee.

 Note

Next, a member of the HR Administrator group, other than the person who posted the time off, needs to
review the details of the maternity leave. The HR Administrator proceeds similar as described in process
step Process Approved Time Off Request (Optional) [page 190].

Once the HR Administrator has confirmed the review of the maternity leave details, the line manager of the
employee receives an email notification about the posted time off.

 Note

In case of a premature child born before Maternity (Pregnancy) start date, the HR Administrator must
cancel the pregnancy leave and post maternity leave with Calculated Date Of Birth being one day before the
Real Date Of Birth and fill the other data as per the take rules configured.

7.15 Maternity Leave (for Germany only)

Go back to Maternity absence time type (DEU) [page 515]

Purpose

 Caution

The entire chapter is relevant for Germany (DEU) only!

Maternity leave begins 6 weeks before the birth and ends 8 weeks afterwards. The start of maternity leave is
calculated according to the doctor's certificate.

For multiple and premature births and children with disabilities, the protection period after the birth is
extended to 12 weeks.

Manage Time-Off: Test Script

664 PUBLIC Appendix
7.15.1 Enter Maternity Leave Details

Purpose

The Employee informs her Line Manager in a timely manner about her pregnancy. The expected date of birth
is recorded by the system; the maternity protection period is then calculated automatically by preconfigured
business rules.

 Note

For details on the preconfigured business rules delivered within this SAP Best Practices solution, refer to
the Time Off workbook for DE.

Entering details to the maternity leave can be done either by the Employee herself via employee self-service, or
on behalf of the employee by her Line Manager or an HR Administrator.

In this document, the procedures to be followed by both roles are detailed.

Procedure

In the following, the procedure for the Employee [page 665] and Line Manager / HR Administrator [page
667] are described separately.

PROCEDURE FOR EMPLOYEE

Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as Em- The Home page is displayed.
ployee.

2 Go to From the Home dropdown list, select My Employee The Time Off screen is displayed. It is
Time Off File. On the My Employee File screen, go to the Time structured into several sections.
screen Management section. In the Upcoming Time Off
block of the Time Management subsection, choose
the Go to Time Off link.

3 Create In the bottom-right corner of the Time Off screen, The Create Absence section is displayed in
Time Off choose Create Absence. the right part of the screen, containing the
Request fields to be filled by you.

Manage Time-Off: Test Script

Appendix PUBLIC 665
Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

4 Enter Make the following entries regarding your planned

Time Off time off:
Details
Time Type: select Maternity from the dropdown Three additional fields display on the bot-
list tom of the Create Absence section, two
of which you need to fill out as described
subsequently.

Type Of Birth: The maternity leave period, reflected by

Start Date and Expected Return Date, is
• in case you expect a single child, select
calculated based on a preconfigured busi-
Regular Birth (00) from the dropdown
ness rule. The Start Date is set 42 days (6
list;
weeks) before the calculated date of birth.
• in case you expect multiples, select Depending if you expect a single child or
Premature / Multiple (01) from the multiples, the Expected Return Date will be
dropdown list either 56 days (8 weeks) after the calcu-
lated date of birth in case of a single child,
Calculated Date Of Birth: select from calendar help or 84 days (12 weeks) after the calculated
the date as mentioned on the doctor's certificate date of birth in case of multiples.

Requesting: is defaulted automatically based on the

Start Date and Expected Return Date

Comment: add an explanation to the request, if nec-

essary

To attach the pregnancy certificate, choose the

Upload link next to field attachment. In the Open
dialog box, browse for the file saved on your local
disk, and then choose Open.

 Note
Alternatively, you can upload the certificate by
dropping the file into the Drop files to upload
area.

5 Submit Choose Submit. A system message is generated about

Mater- successful saving of your request; the re-
nity quest has been sent to your line manager
Leave and is in status Pending.
Details
In case the email address of your line
manager is maintained in the system, he
or she receives an email about his or her
needed attention for your maternity leave
details.

Manage Time-Off: Test Script

666 PUBLIC Appendix
  Note

If, for example, during your pregnancy it is recognized that you are expecting multiples instead of a single
child, you can change the details of your maternity leave record. To do so, choose in the Upcoming Time
Off section that record. The View Absence section is displayed in the right part of the screen. Choose Edit
Absence. Adapt the Type of Birth as appropriate; the Expected Return Date is adapted automatically based
on the preconfigured business rule. Choose Submit.

PROCEDURE FOR LINE MANAGER / HR ADMINISTRATOR

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR The Home page is displayed.
Administrator or as the employees' Line Man-
ager.

2 Search Em- In the Search for actions or people text box, lo- The autocomplete functionality suggests a
ployee cated in the top right corner of the screen, en- list of employees matching your search crite-
ter the name (or name parts) of the employee ria.
on behalf of whom you want to enter maternity
leave details.

3 Select Em- Select the appropriate employee from the re- You are directed to the Employee Files page,
ployee sult list. in which the profile of the employee is dis-
played.

4 Go to Time On the Employee Files screen, go to the Time The Time Information for <employee name>
Information Management section. In the Upcoming Time screen is displayed, showing per default the
screen of Off block of the Time Management subsection, Absences tab.
Employee choose the Administer Time link.

5 Create In the right corner above the Absences (#) ta- The Create Absence dialog box is displayed,
Time Off ble, choose Create Absence. containing the fields to be filled.
Request on
Behalf of
Employee

6 Enter Time Make the following entries regarding the plan-

Off Details ned time off:

Time Type: select Maternity from the drop- Three additional fields display at the bottom
down list of the Create Absence dialog box, two of
which you need to fill out as described sub-
sequently.

Manage Time-Off: Test Script

Appendix PUBLIC 667
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

Type Of Birth:
The maternity leave period, reflected by Start
• in case the employee expects a single Date and Expected Return Date, is calculated
child, select Regular Birth (00) based on a preconfigured business rule. The
from the dropdown list; Start Date is set 42 days (6 weeks) before
the calculated date of birth. Depending if the
• in case the employee expects multi-
employee expects a single child or multiples,
ples, select Premature / Multiple
the Expected Return Date will be either 56
(01) from the dropdown list
days (8 weeks) after the calculated date of
birth in case of a single child, or 84 days (12
Calculated Date Of Birth: select from calendar
weeks) after the calculated date of birth in
help the date as mentioned on the doctor's
case of multiples.
certificate

Requesting: is defaulted automatically based

on the Start Date and Expected Return Date

Comment: add an explanation to the request, if

necessary

To attach the pregnancy certificate the em-

ployee has submitted, choose the Upload link
next to field attachment. In the Open dialog
box, browse for the file saved on your local
disk, and then choose Open.

 Note
Alternatively, you can upload the certifi-
cate by dropping the file into the Drop files
to upload area.

Manage Time-Off: Test Script

668 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

7 Submit Ma- Choose Submit. A system message is generated about suc-

ternity cessful saving of the request; the request has
Leave De- been sent to the employee's line manager
tails and is in status Pending.

In case the email address of the employee's

line manager is maintained in the system,
he or she receives an email about his or her
needed attention for the maternity leave de-
tails of the direct report.

 Note
In case the Line Manager has entered
the maternity leave details, the request
is sent directly to the HR Administrator
dynamic group.

 Note

If, for example, during the employee's pregnancy it is recognized that she is expecting multiples instead of
a single child, the details of her maternity leave record can be changed. To do so, choose in the Absences
(#) table on the Time Information for <employee name> screen the Pencil (Edit) icon located next to the
Status of the request. In the upcoming Edit Absence dialog box, adapt the Type of Birth as appropriate; the
Expected Return Date is adapted automatically based on the preconfigured business rule. Choose Submit.

 Note

Next, the line manager of the employee needs to review the details of the maternity leave. He or she
proceeds similar as described in process step Review and Approve Long-Term Time Off Request [page
219].

When done, the request proceeds to the members of the HR Administrator dynamic group. One of the
members of this groups pick the request and reviews the maternity leave details. He or she proceeds
similar as described in process step Process Approved Long-Term Time Off Request [page 228].

Manage Time-Off: Test Script

Appendix PUBLIC 669
7.15.2 Inform Employer about Child Birth

Purpose

Once the child is born, the employer needs to be informed promptly about this event. A copy of the birth
certificate must be sent to the employer.

Procedure

This process step takes place outside software.

Result

Once having received the birth certificate, the HR Administrator will enter the birth date of the child into the
system.

7.15.3 Enter Real Date of Birth

Purpose

Once the Employee has informed the employer about the birth of the child, the HR Administrator must enter
the date of birth into the employee's maternity leave record.

Procedure

Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance The Home page is displayed.
as HR Administrator.

Manage Time-Off: Test Script

670 PUBLIC Appendix
 Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

2 Search Em- In the Search for actions or people text The autocomplete functionality suggests a list of
ployee box, located in the top right corner of the employees matching your search criteria.
screen, enter the name or name parts of
the employee who has delivered.

3 Select Em- Select the appropriate employee from the You are directed to the Employee Files page, in
ployee result list. which the profile of the employee is displayed.

4 Go to Time On the Employee Files screen, go to The Time Information for <employee name> screen
Information the Time Management section. In the is displayed, showing per default the Absences tab.
Screen of Upcoming Time Off block of the Time
Employee Management subsection, choose the
Administer Time link.

5 Edit Re- In the Absences (#) table, choose the The Edit Absence dialog box is displayed.
quest Pencil (Edit) icon located next to the
Status of the maternity leave you want to
update.

6 Enter Real In the Edit Absence dialog box, enter the

Date of date the child was born:
Birth

Manage Time-Off: Test Script

Appendix PUBLIC 671
 Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

Real Date Of Birth: select from calendar The Actual Return Date is defaulted automatically,
help the date as mentioned on the birth based on a preconfigured business rule, as follows:
certificate
• in case the Real Date Of Birth is on or after
the Calculated Date Of Birth, then the Actual
Return Date is calculated as Real Date Of Birth
+ 56 days in case of a single child, or + 84 days
in case of multiples
• in case the Real Date Of Birth is before the
Calculated Date Of Birth, but after the begin-
ning of the initially calculated maternity protec-
tion period, then the Actual Return Date is cal-
culated as Calculated Date Of Birth + 56 days
in case of a single child, or + 84 days in case of
multiples
• in case of a premature birth, which occurs at
least 6 weeks before the calculated date of
birth (meaning before beginning of the initially
calculated maternity protection period), you
need to ensure that Type Of Birth is 01. The
Start Date in the maternity leave record is then
automatically defaulted with the Real Date Of
Birth, and the Actual Return Date is calculated
as Real Date Of Birth + 84 days.

 Note
In case you change by mistake the Start
Date and/or Expected Return Date man-
ually, the warning message The current
combination of start and end
date is not matching the
calculation based on Due Date
(Calculated Date of Birth) /
Real Date of Birth. Kindly
review or re-enter the birth
dates. will be issued. Correct the data, or in
very rare cases proceed with the data you have
entered.

Requesting: is defaulted automatically

based on the start date and the actual
return date

Comment: add an appropriate explana-

tion, if applicable

Manage Time-Off: Test Script

672 PUBLIC Appendix
 Pass
Test
Step Test Step /
# Name Instruction Expected Result Fail

To attach the birth certificate the em-

ployee has submitted, choose the Upload
link next to field attachment. In the Open
dialog box, browse for the file saved on
your local disk, and then choose Open.

 Note
Alternatively, you can upload the cer-
tificate by dropping the file into the
Drop files to upload area.

7 Submit Up- Choose Submit. A system message is generated about successful

dated Ma- saving of the updated request; the request has been
ternity sent to the employee's line manager and is in status
Leave Re- Pending.
cord
 Note
In case the email address of the employee's
line manager is maintained in the system, he or
she receives an email about his or her needed
attention for the updated details of his or her
direct reports' maternity leave.

 Note

Next, the line manager of the employee needs to review the details of the updated maternity leave record.
He or she proceeds similar as described in process step Review and Approve Return to Work Request [page
250].

When done, the updated record proceeds to the members of the HR Administrator dynamic group. One of
the members of this groups pick the request and reviews the updated maternity leave details. He or she
proceeds similar as described in process step Process Approved Return to Work Request [page 256].

7.16 Maternity Leave (for Hungary only)

Go back to Maternity Leave absence time type (HUN) [page 516]

Manage Time-Off: Test Script

Appendix PUBLIC 673
Purpose

 Caution

The entire chapter is relevant for Hungary (HUN) only!

The employee is entitled to 168 calendar days of maternity leave. The start date of the leave can be at most
28 days before the expected date of birth. In very special cases, for example, death of the mother at birth, the
father is entitled to this leave.

7.16.1 Enter Maternity Leave Details

Purpose

The Employee informs, in a timely manner, her Line Manager and the HR Administrator about her pregnancy.
The expected date of birth is recorded by the system; the start date and expected return date will then be
entered in accordance with preconfigured business rules.

 Note

For details on the preconfigured business rules delivered within this SAP Best Practices solution, refer to
the Time Off workbook for HU.

Details to the maternity leave can be entered only on behalf of the employee by an HR Administrator or the Line
Manager.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance The Home page is displayed.
as HR Administrator.

2 Search Em- In the Search for actions or people text The autocomplete functionality suggests a list of
ployee box, located in the top right corner of the employees matching your search criteria.
screen, enter the name (or name parts)
of the employee on behalf of whom you
want to enter maternity leave details.

Manage Time-Off: Test Script

674 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

3 Select Em- Select the appropriate employee from You are directed to the Employee Files page, in
ployee the result list. which the profile of the employee is displayed.

4 Go to Time On the Employee Files screen, go to The Time Information for <employee name>
Information the Time Management section. In the screen is displayed, showing per default the
screen of Upcoming Time Off block of the Time Absences tab.
Employee Management subsection, choose the
Administer Time link.

5 Create Time In the right corner above the Absences The Create Absence dialog box is displayed, con-
Off Request (#) table, choose Create Absence. taining the fields to be filled.
on Behalf of
Employee

6 Enter Time Make the following entries regarding the

Off Details planned time off:

Time Type: select Maternity Leave Two additional fields display at the bottom of the
from the dropdown list Create Absence dialog box, one of which you need
to fill out as described subsequently.

Calculated Date Of Birth: select from cal-

endar help the date as mentioned on the
doctor's certificate

Start Date: select from the calendar help In case you select a start date that is earlier than
a date which is at most 28 days before 28 days before the calculated date of birth, the
the Calculated Date Of Birth warning message "Start date can be max
28 days earlier than expected date
of birth." will be issued.

Expected Return Date: is set automati- In case you change the expected return date to a
cally, based on a preconfigured business date outside the 168 days range, the warning mes-
rule, to the date that is 168 days after the sage "Maternity Leave cannot exceed
Start Date 168 calendar days." will be issued.

Requesting: defaulted automatically to

168 days; read-only field

Comment: add an explanation to the re-

quest, if necessary

Manage Time-Off: Test Script

Appendix PUBLIC 675
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

To attach the pregnancy certificate the

employee has submitted, choose the
Upload link next to field attachment. In
the Open dialog box, browse for the
file saved on your local disk, and then
choose Open.

 Note
Alternatively, you can upload the
certificate by dropping the file into
the Drop files to upload area.

7 Submit Ma- Choose Submit. A system message is generated about successful

ternity Leave saving of the request; the request has been sent
Details to the employee's line manager and is in status
Pending.

In case the email address of the employee's line

manager is maintained in the system, he or she re-
ceives an email about his or her needed attention
for the maternity leave details of the direct report.

 Note
In case the Line Manager has entered the ma-
ternity leave details, the request is approved
automatically.

 Note

Next, the line manager of the employee needs to review the details of the maternity leave. He or she
proceeds similar as described in process step Review and Approve Long-Term Time Off Request [page
219].

7.16.2 Inform Employer about Child Birth

Purpose

Once the child is born, the employer needs to be informed promptly about this event. A copy of the birth
certificate should be sent to the employer.

Manage Time-Off: Test Script

676 PUBLIC Appendix
Procedure

This process step takes place outside software.

Result

Once having received the birth certificate, the HR Administrator will enter the birth date of the child into the
system.

7.16.3 Enter Real Date of Birth

Purpose

Once the Employee has informed the employer about the birth of the child, the HR Administrator must enter
the date of birth into the employee's maternity leave record.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central in- The Home page is displayed.
stance as HR Administrator.

2 Search Em- In the Search for actions or people text The autocomplete functionality suggests a list of em-
ployee box, located in the top right corner of ployees matching your search criteria.
the screen, enter the name or name
parts of the employee who has deliv-
ered.

3 Select Em- Select the appropriate employee from You are directed to the Employee Files page, in which
ployee the result list. the profile of the employee is displayed.

Manage Time-Off: Test Script

Appendix PUBLIC 677
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

4 Go to Time On the Employee Files screen, go to The Time Information for <employee name> screen is
Information the Time Management section. In the displayed, showing per default the Absences tab.
Screen of Upcoming Time Off block of the Time
Employee Management subsection, choose the
Administer Time link.

5 Edit Re- In the Absences (#) table, choose the The Edit Absence dialog box is displayed.
quest Pencil (Edit) icon located next to the
Status of the maternity leave you want
to update.

6 Enter Real In the Edit Absence dialog box, enter

Date of the date the child was born:
Birth
Real Date Of Birth: select from calendar Depending on the selected date, different situations
help the date as mentioned on the birth arise:
certificate
• In case the Real Date Of Birth is between the
initial Start Date of the leave and the Calculated
Date Of Birth, or after the Calculated Date Of
Birth, the maternity leave period remains as ini-
tially planned.
• In case the baby is premature and the Real
Date Of Birth is before the initial Start Date of
the leave, warning message "If the Date
of Birth Of Child is before the
earliest start date, the leave
should start from Real Date Of
Birth." is issued. You need to adapt the Start
Date to be the same as the Real Date Of Birth.
• In case by accident the Real Date Of Birth is set
after the Expected Return Date, error message
"Date Of Birth of Child cannot
be after end date of maternity
leave request" is issued.

Actual Return Date: enter same date as

Expected Return Date

 Note
You can still change this date later
in case the employees' return is de-
layed.

Requesting: is defaulted automatically In case the absence period is greater than 168, the
based on the start date and the actual warning message "Maternity Leave cannot
return date exceed 168 calendar days." is issued.

Manage Time-Off: Test Script

678 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

Comment: add an appropriate explana-

tion, if applicable

To attach the birth certificate the

employee has submitted, choose the
Upload link next to field attachment.
In the Open dialog box, browse for the
file saved on your local disk, and then
choose Open.

 Note
Alternatively, you can upload the
certificate by dropping the file into
the Drop files to upload area.

7 Submit Up- Choose Submit. A system message is generated about successful

dated Ma- saving of the updated request; the request has been
ternity sent to the employee's line manager and is in status
Leave Re- Pending.
cord
 Note
In case the email address of the employee's line
manager is maintained in the system, he or she
receives an email about the needed attention for
the updated details of the direct reports' mater-
nity leave.

 Note

Next, the line manager of the employee needs to review the details of the updated maternity leave record.
He or she proceeds similar as described in process step Review and Approve Return to Work Request [page
250].

7.17 Maternity Leave (for the Netherlands only)

Go back to Maternity absence time type (NLD) [page 538]

Manage Time-Off: Test Script

Appendix PUBLIC 679
Purpose

 Caution

The entire chapter is relevant for the Netherlands (NLD) only!

The employee is entitled to 16 weeks of maternity leave. These 16 weeks can be split into 4 weeks before the
calculated date of birth and 12 weeks after the delivery, or into 6 weeks before the calculated date of birth
and 10 weeks after the delivery. If the baby is born after the calculated date of birth, the maternity leave gets
extended by the difference between calculated date of birth and real date of birth.

7.17.1 Enter Maternity Leave Details

Purpose

The Employee informs, in a timely manner, her Line Manager and possibly the HR Administrator about her
pregnancy. The expected date of birth is recorded by the system; the start date and expected return date will
then be entered in accordance with preconfigured business rules.

 Note

For details on the preconfigured business rules delivered within this SAP Best Practices solution, refer to
the Time Off workbook for NL.

Details to the maternity leave can be entered only on behalf of the employee by her Line Manager or an HR
Administrator.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as The Home page is displayed.
HR Administrator or as the employees' Line
Manager.

Manage Time-Off: Test Script

680 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

2 Search Em- In the Search for actions or people text box, The autocomplete functionality suggests a list
ployee located in the top right corner of the screen, of employees matching your search criteria.
enter the name (or name parts) of the em-
ployee on behalf of whom you want to enter
maternity leave details.

3 Select Em- Select the appropriate employee from the re- You are directed to the Employee Files page, in
ployee sult list. which the profile of the employee is displayed.

4 Go to Time On the Employee Files screen, go to the Time The Time Information for <employee name>
Information Management section. In the Upcoming Time screen is displayed, showing per default the
screen of Off block of the Time Management subsec- Absences tab.
Employee tion, choose the Administer Time link.

5 Create In the right corner above the Absences (#) The Create Absence dialog box is displayed,
Time Off table, choose Create Absence. containing the fields to be filled.
Request on
Behalf of
Employee

6 Enter Time Make the following entries regarding the plan-

Off Details ned time off:

Time Type: select Maternity from the Two additional fields display at the bottom of
dropdown list the Create Absence dialog box, one of which
you need to fill out as described subsequently.

Calculated Date Of Birth: select from calendar

help the date as mentioned on the doctor's
certificate

Start Date: select from the calendar help In case you select a start date outside
a date between 4 and 6 weeks before the the 4 to 6 weeks range, the warning
Calculated Date Of Birth message "Maternity Leave should
start between 4-6 weeks before
Calculated Date of Birth" will be is-
sued.

Expected Return Date: select from the calen- In case you select a date outside the 112
dar help the day, which is 112 days after the days range, the warning message "The
Start Date maternity leave duration is not
matching the calculation based
 Note
on due date (Calculated Date
You can check the value displayed in the of Birth) / Real Date of Birth.
read-only field Requesting. Kindly review or contact your
administrator." will be issued.

Manage Time-Off: Test Script

Appendix PUBLIC 681
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

Requesting: is defaulted automatically based

on the Start Date and Expected Return Date

Comment: add an explanation to the request,

if necessary

To attach the pregnancy certificate the em-

ployee has submitted, choose the Upload link
next to field attachment. In the Open dialog
box, browse for the file saved on your local
disk, and then choose Open.

 Note
Alternatively, you can upload the certifi-
cate by dropping the file into the Drop
files to upload area.

7 Submit Ma- Choose Submit. A system message is generated about success-

ternity ful saving of the request; the request has been
Leave De- sent to the employee's line manager and is in
tails status Pending.

In case the email address of the employee's

line manager is maintained in the system, he or
she receives an email about his or her needed
attention for the maternity leave details of the
direct report.

 Note
In case the Line Manager has entered the
maternity leave details, the request is sent
directly to the HR Administrator dynamic
group.

 Note

Next, the line manager of the employee needs to review the details of the maternity leave. He or she
proceeds similar as described in process step Review and Approve Long-Term Time Off Request [page
219].

When done, the request proceeds to the members of the HR Administrator dynamic group. One of the
members of this groups pick the request and reviews the maternity leave details. He or she proceeds
similar as described in process step Process Approved Long-Term Time Off Request [page 228].

Manage Time-Off: Test Script

682 PUBLIC Appendix
7.17.2 Inform Employer about Child Birth

Purpose

Once the child is born, the employer needs to be informed promptly about this event. A copy of the birth
certificate must be sent to the employer.

Procedure

This process step takes place outside software.

Result

Once having received the birth certificate, the HR Administrator will enter the birth date of the child into the
system.

7.17.3 Enter Real Date of Birth

Purpose

Once the Employee has informed the employer about the birth of the child, the HR Administrator must enter
the date of birth into the employee's maternity leave record.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central in- The Home page is displayed.
stance as HR Administrator.

Manage Time-Off: Test Script

Appendix PUBLIC 683
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

2 Search Em- In the Search for actions or people The autocomplete functionality suggests a list of em-
ployee text box, located in the top right cor- ployees matching your search criteria.
ner of the screen, enter the name or
name parts of the employee who has
delivered.

3 Select Em- Select the appropriate employee You are directed to the Employee Files page, in which
ployee from the result list. the profile of the employee is displayed.

4 Go to Time On the Employee Files screen, go to The Time Information for <employee name> screen is
Information the Time Management section. In the displayed, showing per default the Absences tab.
Screen of Upcoming Time Off block of the Time
Employee Management subsection, choose the
Administer Time link.

5 Edit Re- In the Absences (#) table, choose The Edit Absence dialog box is displayed.
quest the Pencil (Edit) icon located next to
the Status of the maternity leave you
want to update.

6 Enter Real In the Edit Absence dialog box, enter

Date of the date the child was born:
Birth

Manage Time-Off: Test Script

684 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

Real Date Of Birth: select from calen- Depending on the selected date, different situations
dar help the date as mentioned on arise:
the birth certificate
• In case the Real Date Of Birth is on or before
the Calculated Date Of Birth (but within the 4
to 6 weeks of leave before delivery), then the
Expected Return Date can stay as is (such that
Requesting = 112). If Expected Return Date is
changed, warning message “The maternity
leave duration is not matching
the calculation based on due date
(Calculated Date of Birth) / Real
Date of Birth. Kindly review or
contact your administrator” is issued.
• If the Real Date Of Birth is after the Calculated Date
Of Birth, the maternity leave gets extended by the
difference between due date and birth date. In this
case, you need to adapt the Expected Return Date
accordingly (such that Requesting = 112 + # days
the baby is late).

 Note
The warning message “The maternity
leave duration is not matching
the calculation based on due
date (Calculated Date of
Birth) / Real Date of Birth.
Kindly review or contact your
administrator” should not appear any-
more.

• In case the baby is premature and the Real Date Of

Birth is before the initial Start Date of the leave, er-
ror message “Please ensure that Start
Date of leave is on or before Real
Date of Birth.” is issued. You need to adapt
the Start Date and the Expected Return Date, such
that Requesting = 70 days.

 Note
The warning message “The maternity
leave duration is not matching
the calculation based on due
date (Calculated Date of
Birth) / Real Date of Birth.
Kindly review or contact your
administrator” should not appear any-
more.

Manage Time-Off: Test Script

Appendix PUBLIC 685
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

Actual Return Date: enter same date

as Expected Return Date

 Note
You can still change this date
later in case the employees' re-
turn is delayed.

Requesting: is defaulted automati-

cally based on the start date and the
actual return date

Comment: add an appropriate ex-

planation, if applicable

To attach the birth certificate the

employee has submitted, choose the
Upload link next to field attachment.
In the Open dialog box, browse for the
file saved on your local disk, and then
choose Open.

 Note
Alternatively, you can upload the
certificate by dropping the file
into the Drop files to upload area.

7 Submit Up- Choose Submit. A system message is generated about successful sav-
dated Ma- ing of the updated request; the request has been
ternity sent to the employee's line manager and is in status
Leave Re- Pending.
cord
 Note
In case the email address of the employee's line
manager is maintained in the system, he or she
receives an email about his or her needed attention
for the updated details of his or her direct reports'
maternity leave.

Manage Time-Off: Test Script

686 PUBLIC Appendix
  Note

Next, the line manager of the employee needs to review the details of the updated maternity leave record.
He or she proceeds similar as described in process step Review and Approve Return to Work Request [page
250].

When done, the updated record proceeds to the members of the HR Administrator dynamic group. One of
the members of this groups pick the request and reviews the updated maternity leave details. He or she
proceeds similar as described in process step Process Approved Return to Work Request [page 256].

7.18 Rounding of Time Off Period

Go back to Request Time Off [page 162]

Purpose

 Note

This chapter is valid only for employees having following values maintained in the Time Information fields:

• a clock-time based Time Profile,

• a clock-time based Work Schedule, and
• Time Recording Variant Clock Times.

In addition, the time type allows requesting partial day absences.

When requesting time off for less than 1 day, the employee needs to pay attention to enter times that are in
increments of a quarter of hour.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance The Home page is displayed.
as Employee.

Manage Time-Off: Test Script

Appendix PUBLIC 687
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

2 Go to From the Home dropdown list, select My The Time Off screen is displayed.
Time Off Employee File. On the My Employee File
screen screen, go to the Time Management sec-
tion. In the Upcoming Time Off block
of the Time Management subsection,
choose the Go to Time Off link.

3 Create At the bottom-right corner of the Time The Create Absence section is displayed in the right
Time Off Off screen, choose Create Absence. part of the screen, containing the fields to be filled by
Request you.

4 Enter Re- Select the appropriate short-term time

quest De- type:
tails
Time Type: select <short-term
time type> from the dropdown list

Unflag the Full Day checkbox. Field End Date disappears, and editable fields Start
Time and End Time display instead.

Start Time and End Time are defaulted with the start
and end time of your planned working time.

Enter the time off period:

Start Date: select as appropriate from

calendar help

Start Time: enter as appropriate by us- In case you choose a minute value other than
ing the time picker 00, 15, 30, or 45, the error message You can
enter Start and End Times only in
increments of 15 mins is issued.

End Time: enter as appropriate by using In case you choose a minute value other than
00, 15, 30, or 45, the error message You can
the time picker
enter Start and End Times only in
increments of 15 mins is issued.

5 Submit Choose Submit. A system message is generated about successful

saving of your request and awaiting approval from
Request
your line manager.

Result

The process continues as described in process step Review and Approve Time Off Request [page 176].

Manage Time-Off: Test Script

688 PUBLIC Appendix
7.19 Cross-Midnight Shift Processing

Go back to Request Time Off [page 162]

Purpose

 Caution

The entire chapter is valid only for employees having following values maintained in the Time Information
fields:

• a clock-time based Time Profile,

• a clock-time based Work Schedule, for example CLT 21:00 - 06:00 Mon-Fri Cross Midnight,
and
• Time Recording Variant Clock Times.

A cross-midnight shift is defined as one that starts on one calendar day and ends on the next calendar day. For
example, a shift that starts at 9:00 PM on Monday and ends at 6:00 AM on Tuesday. If the shift ends or starts
directly at midnight (00:00), it is not considered to be a cross-midnight shift.

In this chapter, the behavior of cross-midnight shift when requesting time off is described. Also, we highlight
what happens in case the work schedule of an employee changes to cross-midnight shift before an already
approved time off in the future takes place (chapter Change Employee Work Schedule and subsequent).

7.19.1 Request Short-Term Time Off

Purpose

The Employee wants to take a short-term time off. The Employee enters details into the system related to the
time off request of a specific type.

Procedure

 Note

The system behavior in case the requested time off is immediately before or on the same day as a public
holiday is sketched below the Procedure table.

Manage Time-Off: Test Script

Appendix PUBLIC 689
Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as Em- The Home page is displayed.
ployee.

2 Go to From the Home dropdown list, select My The Time Off screen is displayed.
Time Off Employee File. On the My Employee File
screen screen, go to the Time Management section.
In the Upcoming Time Off block of the Time
Management subsection, choose the Go to Time
Off link.

3 Create At the bottom-right corner of the Time Off The Create Absence section is displayed in
Time Off screen, choose Create Absence. the right part of the screen, containing the
Request fields to be filled by you.

4 Select Select the appropriate short-term time type:

Time
Time Type: select <short-term time
Type
type> from the dropdown list

Depending how long your time off should be,

continue with

• Option 1 [page 690] for requesting a single

full-day absence, or
• Option 2 [page 690] for requesting a par-
tial-day absence, or
• Option 3 [page 691] for requesting a multi-
day absence

4a Enter Option 1: request a single full-day absence

Request (meaning start date and end date coincide):
Details -
Option 1 Leave Full Day checkbox flagged.

Start Date: select from calendar help the date on Read-only field Requesting is defaulted auto-
which the shift starts matically to 1 day.

End Date: leave same date as Start Date Read-only field Returning to Work On is de-
faulted automatically with the start date/start
 Note time of the next shift as <End Date +
1day>,9:00PM, or, in case the end date is
The entire absence belongs to the day when
before a non-working day, <next working
the shift starts.
day>,9:00PM.

4b Enter Option 2: request a partial-day absence:

Request
Details -
Option 2

Manage Time-Off: Test Script

690 PUBLIC Appendix
 Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

Unflag the Full Day checkbox. Field End Date disappears, and editable fields
Start Time and End Time (+ 1day) display in-
stead.

Start Time is per default the start time of your

shift (for example, 9:00PM as per our exam-
ple), while End Time (+ 1day) is per default the
end time of your shift (e.g. 6:00AM as per
our example).

Start Date: select the date of shift start from cal-

endar help

Start Time: enter as appropriate by using the Read-only field Requesting is defaulted auto-
time picker matically with the appropriate day fraction.

Read-only field Returning to Work On is de-

 Note
faulted automatically to
In case you choose a start time at or after
• <start date>, <end time>, if
12AM, this field will display as Start Time
End Time is before midnight, or
(+1 day); this means, the physical absence
• <start date + 1day>, <end
actually takes place on the next day.
time>, if End Time is after midnight and
before shift end, or

End Time: enter as appropriate by using the time • <next working day>, 9:00PM, if
picker End Time coincides with shift end.

4c Enter Option 3: request a multi-day absence (meaning

Request start date and end date differ):
Details -
Option 3 Leave Full Day checkbox flagged.

Start Date: select from calendar help Read-only field Requesting is defaulted auto-
matically based on the dates entered.
End Date: select from calendar help
Read-only field Returning to Work On is de-
faulted automatically as <end date +
1day>,9:00PM, or, in case the end date is
before a non-working day, <next working
day>,9:00PM.

Manage Time-Off: Test Script

Appendix PUBLIC 691
Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

5 Submit Choose Submit. A system message is generated about suc-

Request cessful saving of your request and awaiting
approval from your line manager.

 Note
In case the email address of your line
manager is maintained in the system,
they receive an email about the needed
approval for your time off request.

The period of absence planned by you is col-

ored accordingly in the calendar.

In the Upcoming Time Off section, your

planned absence is listed; it has status
Pending.

 Note

System behavior in case the requested time off is immediately before or on same day as a public
holiday

A full day public holiday belongs to the date on which the shift starts.

The employee requests, for example, an absence that begins at 9:00 PM on a Wednesday and ends at
6:00 AM the following day, Thursday. There is a full day public holiday on that Thursday. This holiday will
be ignored, since the absence belongs to the day on which the shift started (Wednesday). Field Returning
to Work On will display as <date of Friday>,9:00PM. However, if the public holiday falls on that
Wednesday, the entire shift starting on Wednesday will be designated a non-working day. As such, it would
not be possible to create an absence for that day. It would also not be possible to create an absence
for Thursday morning any time between 12:00 AM and 6:00 AM, since that would be considered part of
the previous day (that is, a public holiday). For both cases, the error message Your requested time
off must include at least one workday. Please change the dates you’ve entered
accordingly will display on the screen.

Result

Continue in the process execution with process step Review and Approve Time Off Request [page 176] and,
optionally, with process step Process Approved Time Off Request [page 190]. Afterwards, continue with process
step View Team Absence Calendar [page 693].

Manage Time-Off: Test Script

692 PUBLIC Appendix
7.19.2 View Team Absence Calendar

Purpose

The Employee/Line Manager views the absences of the peers/direct reports.

For cross-midnight absences, the daily view of the Team Absence Calendar behaves differently than the weekly
and monthly view:

• In the Weekly and Monthly view, absences are displayed based on the date the shift starts on.
• In the Daily view, absences are displayed based on the physical start time and end time.

Prerequisites

• All team members have kept their absences up to date.

• Permissions to view the absences of their peers have been granted to the employees.

 Note

This is a decision to be taken at customer level.

Procedure

 Note

The procedure is detailed in the assumption that the employee can view the team absence calendar. If this
is not the case, then the process step should be executed by the line manager only.

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central The Home page is displayed.

instance as Employee.

Manage Time-Off: Test Script

Appendix PUBLIC 693
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

2 Go to Time Off From the Home dropdown list, The Time Off screen is displayed.
screen select My Employee File. On the
My Employee File screen, go to
the Time Management section.
In the Upcoming Time Off block
of the Time Management sub-
section, choose the Go to Time
Off link.

3 Choose Team In the top-right corner of the The Team Absence Calendar dialog box opens. You, your
Absence Calen- Time Off screen, choose Show manager, and your peers are listed.
dar Team Absences.
 Note
 Note In case you are also a line manager, the dialog box
As a line manager you can consists of the My Peers tab (displayed by default)
access the team absence and the My Direct Reports tab. In the My Direct
calendar also by choosing Reports tab, you and your direct reports are listed.
in the Quick Actions sec-
tion on your Home page the In the calendar, workdays and weekend days/holidays
View Team Absences card. are displayed in different color coding. Today’s date is
This option is not detailed marked with a frame.
below.

4 Display Absen- In the top-right corner of the The team calendar of the current month/week is dis-
ces of Team Team Absence Calendar dialog played.
Members in box, choose the Month / Week
Monthly/ tab.
Weekly View
 Note
As a line manager, choose
first the My Direct Reports
tab.

Manage Time-Off: Test Script

694 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

In the top-left corner of the di- For ease of reading, concrete weekdays are given as ex-
alog box, use the left (<) and ample.
right (>) arrow to view the
absences in several months/
• Single full-day absence: If the absence starts at
9:00 PM Wednesday and ends at 6:00 AM Thurs-
weeks.
day, the absence is only displayed for Wednesday.
• Partial-day absence: If the absence starts at 2:00
AM Tuesday and ends at 6:00 AM Tuesday, the ab-
sence is displayed for Monday, because the absence
occurs during the shift that started on Monday at
9:00 PM.
• Multiple day absence starting and ending on a work-
ing day: If the absence starts at 9:00 PM Monday
and ends at 6:00 AM Friday, the absence is only dis-
played from Monday to Thursday, because the shift
that ends at 6:00 AM on Friday actually belongs to
Thursday.

5 Display Absen- In the top-right corner of the The team calendar of the current day is displayed.
ces of Team Team Absence Calendar dialog
Members in box, choose the Day tab.
Daily View

Manage Time-Off: Test Script

Appendix PUBLIC 695
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

In the top-left corner of the di- For ease of reading, concrete weekdays are given as ex-
alog box, use the left (<) and ample.
right (>) arrow to view the ab-
• Single full-day absence: If the absence starts at
sences on different days. 9:00 PM Wednesday and ends at 6:00 AM Thurs-
day, this is exactly the time frame that is marked in
the daily view.
• Partial-day absence: If the absence starts at 12:00
AM Tuesday and ends at 6:00 AM Tuesday, this is
exactly the time frame that is marked in the daily
view.

 Note
In case the employee has requested, for exam-
ple, an absence that begins at 9:00 PM on a
Wednesday and ends at 6:00 AM the following
day, Thursday, and that Thursday is a full day
public holiday, then in the daily view, on Thurs-
day between 12:00AM and 6:00AM there will be
an overlap between the public holiday and the
absence. The system behaves similar in case
of a partial-day absence that begins at or after
12:00AM on Thursday (public holiday), as the
absence belongs to the day on which the shift
started (Wednesday).

• Multiple day absence starting and ending on a work-

ing day: If the absence starts at 9:00 PM Monday
and ends at 6:00 AM Friday, this is exactly the time
frame that is marked in the daily view.
• Multiple day absence ending on a non-working day:
If the absence starts at 9:00 PM Monday and ends
on Sunday, all of Saturday and Sunday is marked as
an absence in the daily view.
• Multiple day absence starting on a non-working day:
If the absence starts on Saturday, and ends at 6:00
AM Thursday, then the time frame in the daily view
starts with Saturday 9:00PM (shift start) and ends
with 6:00 AM Thursday (shift end).

Manage Time-Off: Test Script

696 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

6 View Absence Click on an absence in the team The View Absence dialog box is displayed, containing
Details absence calendar, and in the following information:
upcoming small callout, choose
the <time type> (# days) link.  Note
As examples we consider the weekdays from test
step #5.

• Single Full-Day Absence:

• Start Date: <start date of shift>, for
example Wednesday
• End Date: <start date of shift>, for
example Wednesday
• Start Time: 9:00PM
• End Time: 6:00AM (+1 day)
• Requesting: 1 day
• Returning to Work On: <end date +
1day>,9:00PM (or, in case the end
date is before a non-working day, <next
working day>,9:00PM); for example
Thursday,9:00PM
• Partial-Day Absence:
• Start Date: <start date of shift>, for
example Monday
• End Date: <start date of shift>, for
example Monday
• Start Time: <start time of absence>

 Note
In case the start time is after midnight,
then <start time of absence>
(+1 day) is displayed.

• End Time: <end time of absence>

 Note
In case the end time is after midnight,
then <end time of absence> (+1
day) is displayed.

• Requesting: <day fraction>

• Returning to Work On:

Manage Time-Off: Test Script

Appendix PUBLIC 697
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

• If End Time is before shift end,

then <appropriate date>,<end
time>; for example Monday,<end
time>, if before midnight, or
Tuesday,<end time>, if after mid-
night
• If End Time coincides with shift
end, then <date of next
working day>,9:00PM, for example
Tuesday,9:00PM
• Multiple Day Absence starting and ending on a
working day:
• Start Date: <start date>, for example
Monday
• End Date: <end date>, for example
Thursday
• Requesting: # days
• Returning to Work On: <end date +
1 day>,9:00PM (or, in case End Date
is before a non-working day: <date of
next working day>,9:00PM), for exam-
ple Friday,9:00PM
• Multiple Day Absence ending on a non-working day:
• Start Date: <start date>, for example
Monday
• End Date: <date of non-working
day>; for example Sunday
• Requesting: # days
• Returning to Work On: <date of next
working day>,9:00PM, for example
Monday,9:00PM
• Multiple Day Absence starting on a non-working
day:
• Start Date: <date of non-working
day>, for example Saturday
• End Date: <end date>, for example
Wednesday
• Requesting: # days

Manage Time-Off: Test Script

698 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

• Returning to Work On: <end date

+ 1 day>,9:00PM, for example
Thursday,9:00PM

7 Close View Ab- When finished, choose OK. You return to the Team Absence Calendar dialog box.
sence dialog
box

8 Close Team Ab- When finished, close the Team You return to the Time Off screen.
sence Calendar Absence Calendar dialog box by
dialog box choosing Close.

7.19.3 Change Employee Work Schedule (Optional)

Purpose

An Employee having work schedule, for example, 08:00 – 17:00 Mon-Fri, has requested a short-term time
off somewhen in the future. Before taking this time off, the employee’s work schedule changes to become a
cross-midnight work schedule, for example CLT 21:00 - 06:00 Mon-Fri Cross Midnight.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR The Home page is displayed.
Administrator.

2 Search In the Search for actions or people text box, lo- The autocomplete functionality suggests a
Employee cated in the top right corner of the screen, enter list of employees matching your search cri-
the name or name parts of the employee whose teria.
work schedule you want to change.

3 Select Em- Select the appropriate employee from the result You are directed to the Employee Files page
ployee list. in which the profile of the employee is dis-
played.

Manage Time-Off: Test Script

Appendix PUBLIC 699
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

4 Select Ac- In the top right corner of the page, choose Actions The When should these changes take effect?
tion to be and from the menu that expands, select Change field is displayed.
Performed Job and Compensation Information. In the What
would you like to change? block of the upcoming
Change Job and Compensation Info dialog box,
flag the Job Information check box.

5 Enter Ef- Enter the effective date of change as follows: Several blocks related to organizational and
fective job information are displayed.
When should these changes take effect?: select
Date of
from calendar help a date that is before the time
Change
off requested by the employee

6 Change Scroll to the Time Information block and make

Work following change:
Schedule
Work Schedule: select CLT 21:00 - 06:00
Mon-Fri Cross Midnight from the drop-
down list

7 Save Choose Save. Depending on the configuration in your in-

Changes stance, an approval workflow may be trig-
gered. Proceed as appropriate.

Result

Proceed as per the configuration in your instance, for example, in case an approval workflow is triggered, you
need to approve the change in work schedule such that the change becomes effective.

Once the change in work schedule becomes effective, the already approved time off can be recalculated if the
"meaning" of the absence stays the same.

• In case of single full-day absence requests and multi-day absence requests, the upcoming absence
request is recalculated to take the new cross-midnight work schedule into account. Continue in the
process execution with process step View Recalculated Absence [page 703].
• Partial-day absence requests can only be recalculated if the timeframe between the start time and end
time of the time off request falls within the working times of the new work schedule. With the clock-time
based work schedules used as examples in this chapter, recalculation will not be possible; instead an
alert will be triggered to the HR Administrator to correct the time off request. Continue in the process
execution with process step Receive Alert to Correct Partial-Day Time Off Request Manually [page 701]
and subsequent.

Manage Time-Off: Test Script

700 PUBLIC Appendix
7.19.3.1 Receive Alert to Correct Partial-Day Time Off Request
Manually (Optional)

Purpose

Because the time frame requested as partial-day time off is no longer specified as working time based on
the employee’s new work schedule, the time off request cannot be recalculated. An alert is raised to the HR
Administrator to correct the time off manually.

Procedure

This is an automated step, and no manual execution is required.

Result

The alert is listed in the Admin Alert tile on the HR Administrator’s Home page.

7.19.3.2 Correct Partial-Day Time Off Request (Optional)

Purpose

Because the time frame requested as time off is no longer specified as working time based on the employee’s
new work schedule, the time off request cannot be recalculated and needs to be corrected manually. This is
done by the HR Administrator.

Prerequisite

The timeframe between the start time and end time of the partial-day time off requested by the employee does
not fall anymore within the working times of the employees' new work schedule.

Manage Time-Off: Test Script

Appendix PUBLIC 701
Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as The Home page is displayed.
HR Administrator.

2 Access Ad- On the Home page, choose in the Quick The Admin Alerts page is displayed.
min Alerts tile Actions section the Admin Alerts card.

3 Select Alert For Admin Alert Type field, select The appropriate messages of this category to-
Recalculate Absences (#) from gether with the affected users are listed. For
the dropdown list. our use case, for each affected user, the er-
ror message Please enter a start
time and an end time that fall
within the planned working time
is displayed.

4 Select Error Click on the appropriate error message. You are directed to the Time Information for
Message <employee name> page → Time Alerts tab,
which displays all time alerts triggered for the
affected employee.

5 Select Re- Check the date for which the time off re- The Edit Absence dialog box is displayed; at
quest quest needs to be adapted. the top of the dialog box, the error message
Please enter a start time and
Then choose the Time Records tab and
choose the Pencil (Edit) icon next to the
an end time that fall within
status of the request, which needs to be the planned working time is dis-
corrected. played.

6 Correct Re- Adapt Start Time and End Time to fit to the The error message disappears from the dialog
quest new work schedule. box.

7 Submit Cor- Choose Submit. A new approval workflow is triggered.

rected Re-
quest

Manage Time-Off: Test Script

702 PUBLIC Appendix
7.19.4 View Recalculated Absence (Optional)

Purpose

The HR Administrator checks if the single full-day or multi-day absence of the employee has been recalculated
correctly.

Prerequisites

The work schedule has been changed to a cross-midnight work schedule before the already approved single
full-day or multi-day absence takes place.

Procedure

 Note

As example, we consider the work schedule having changed from 08:00 – 17:00 Mon-Fri to CLT
21:00 - 06:00 Mon-Fri Cross Midnight. The time off requested before the change in work
schedule has start date a Monday and end date a Wednesday, with returning to work on a Thursday at
8:00AM.

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Administrator. The Home page is displayed.

2 Select In the Search for actions or people text box, located in the top You are directed to the
Employee right corner of the screen, enter the name of the employee and Employee Files page of the
select the appropriate employee from the suggested autocom- employee.
plete list.

3 Select On the Employee Files screen, go to the Time Management sec- The View Absence dialog box
Time Off tion. In the Upcoming Time Off block of the Time Management is displayed.
subsection, choose the Administer Time link. In the upcoming
Time Information for <employee name> screen, stay on the
Absences tab and click on the time off request you want to
check.

Manage Time-Off: Test Script

Appendix PUBLIC 703
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

4 Check Check that the start date is still Monday, end date is still Wed- The time off has been recalcu-
Time Off nesday, and return to work date is still Thursday, but the return lated correctly.
Details to work time has changed to 9:00PM, when the shift of the first
working day after the time off starts.

 Note

As Employee/Line Manager you can check in the Team Absence Calendar if the recalculated absence is
shown correctly. Proceed analogously as described in process step View Team Absence Calendar [page
693].

7.20 Absence Requesting Within Flextime Bandwidth (for

Germany only)

Go back to Submit Time Off Request [page 162]

Purpose

 Caution

The entire chapter is valid only for employees having following values maintained in the Time Information
fields:

• a clock-time based Time Profile,

• a flexible clock-time based Work Schedule, and
• Time Recording Variant Clock Times.

In addition, time type Vacation allows requesting partial day absences.

Absence recording within flextime bandwidth gives employees the flexibility to start or end work early and
ability to request partial day absences after work or before work.

The Employee requests a partial vacation day outside the planned working hours, but within the flextime
bandwidth.

Manage Time-Off: Test Script

704 PUBLIC Appendix
Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as Em- The Home page is displayed.
ployee.

2 Go to From the Home dropdown list, select My Employee The Time Off screen is displayed.
Time Off File. On the My Employee File screen, go to the Time
screen Management section. In the Upcoming Time Off
block of the Time Management subsection, choose
the Go to Time Off link.

3 Request At the bottom-right corner of the Time Off screen, The Create Absence section is displayed in
Vacation choose Create Absence. the right part of the screen, containing the
fields to be filled by you.

4 Enter Re- Select the appropriate short-term time type:

quest De-
Time Type: select Vacation from the dropdown
tails
list

Unflag the Full Day checkbox. Field End Date disappears, and editable
fields Start Time and End Time display in-
stead.

Start Time and End Time are defaulted with

the start and end time of your planned
working time.

Choose the hyperlink below Planned Working Time

to check your flextime bandwidth. Then enter your
planned vacation period:

Start Date: select as appropriate from calendar

help

Start Time: enter as appropriate by using the time

picker
If the start time or end time is outside the
End Time: enter as appropriate by using the time flextime bandwidth, an error is raised.

picker

5 Submit Choose Submit. A system message is generated about suc-

Request cessful saving of your request and awaiting
approval from your line manager.

 Note

You can request multiple partial day absences in a day. The total absence duration for that day cannot
exceed the planned working time duration.

Manage Time-Off: Test Script

Appendix PUBLIC 705
Result

The process continues as described in process step Review and Approve Time Off Request [page 176].

7.21 Run Time Account Accrual (Optional)

Go back to Time Account Type > SGP Childcare Leave [page 113]

Go back to Time Account Type > SGP Extended Childcare Leave [page 114]

Go back to Process Integration [page 731]

Purpose

When the data of a child born during the employment of the parent is entered into the system, the HR
Administrator needs to run manually the accrual of child-dependent time accounts for that employee. Similar,
in case it has been missed to maintain child data in the system before Time Off has been deployed, the HR
Administrator also needs to run the accrual manually.

 Tip

Child-dependent time account types are, for example, SGP Childcare Leave or Hungary Annual Leave.

 Note

It is assumed that Time Off has been deployed before the birth date of the child.

Procedure

 Note

In this document, we limit the description to the SGP childcare leave time account type only. Nevertheless,
the procedure can be applied to any time account type for any other country/region in a similar way.

Manage Time-Off: Test Script

706 PUBLIC Appendix
 Test Pass
Step Test Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance as HR Admin- The Home page is displayed.
istrator.

2 Go to Manage In the Search for actions or people text box, located in The Manage Time Off Calendars
Time Off Cal- the top right corner of the screen, type time off. page is displayed.
endars
From the list of terms suggested by the autocomplete
screen
functionality, select Manage Time Off Calendars.

3 Create New In the right corner of the screen, above the calendars The New Calendar (Accrual) dialog
Calendar table, choose + New Calendar. From the dropdown box is displayed.
menu that expands, select Accrual.

4 Enter Details In the New Calendar (Accrual) dialog box, make the
of New Cal- following entries:
endar
Name: enter as appropriate. Depending on the period you en-
ter, the calendar(s) to be created
 Note and the appropriate accrual period

It is recommended to mention the time account are shown in the Calendars to be

type in the name. created section of the dialog box.

Time Account Type: dependent on the age of the

child, select either SGP Childcare Leave or
SGP Extended Childcare Leave from the
dropdown list

Start Date: defaults to today’s date, adapt as appropri-

ate by selecting from the calendar help

End Date: defaults to today’s date, adapt as appropri-

ate by selecting from the calendar help

Flag the With Recalculation checkbox.

5 Save Calen- Choose Save. The calendar is saved and has sta-
dar tus Ready to Run.

6 Execute Cal- On the Manage Time Off Calendars page, next to the The message Simulation of
endar Simu- calendar you have saved in test step # 5, choose Run. calendar <calendar name>
lation has started. You can
In the upcoming Run or Simulate dialog box, choose
Simulate. access the simulation
results by the Execution
Manager Dashboard page
and by email. is displayed.

Manage Time-Off: Test Script

Appendix PUBLIC 707
Test Pass
Step Test Step /
# Name Instruction Expected Result Fail

7 Check Simu- Check the log file for the time account change calendar If everything is fine, you can run
lation Results run (open it for example in the email you have received) the accrual calendar in production
to see if the accrual of childcare or extended childcare mode.
leave is correct.

8 Execute Pro- On the Manage Time Off Calendars page, next to the Once the run is finalized, the calen-
duction Cal- calendar, choose Run. On the Run or Simulate dialog dar has status Finished.
endar Run box, choose Run.

9 Search Em- In the Search for actions or people text box, located in The autocomplete functionality sug-
ployee the top right corner of the screen, enter the name (or gests a list of employees matching
name parts) of the employee whose data you want to your search criteria.
check.

10 Select Em- Select the appropriate employee from the result list. You are directed to the Employee
ployee Files page, in which the profile of the
employee is displayed.

11 Go to Time On the Employee Files screen, go to the Time The Time Management section is
Management Management section. displayed.
Section

12 Check Ac- Check in the Time Off Balance block of the Time
crued Bal- Management subsection, if the amount of childcare
ance leave accrued is correct.

 Note
Alternatively, you can choose in the Upcoming
Time Off block of the Time Management subsec-
tion the Administer Time link and go in the upcom-
ing screen to the Time Accounts section. There,
choose the SGP Childcare Leave or SGP Extended
Childcare Leave button and view the account post-
ings.

 Note

• Alternatively, to simulate the time off calendar run for a single employee only, type into the Search
for actions or people text box Simulator and select Time Account Process Simulator from the
suggested list of terms matching your search criteria.
• In the Accrual section of the screen make following entries:
• Employee: enter the employee’s name
• Date: select the run date from the calendar help

Manage Time-Off: Test Script

708 PUBLIC Appendix
 • Time Account Type: dependent on the age of the child, select either SGP Childcare Leave or
SGP Extended Childcare Leave from the dropdown list
• Recalculation: move the OFF slider button to ON
• Choose Run Simulation.
• After the simulation has run, view the simulation result. You will also receive an email with the log file,
where you can view the result.

7.22 Vacation Accrual Recalculation due to Changes in

Employee Data during the Year (for Croatia only)

Go back to Time Account Type > Vacation time account types for HRV [page 83]

Purpose

 Note

The entire chapter is relevant for Croatia (HRV) only!

If changes to personal information (for example, change of the challenge status) or dependents occur during
the year, the vacation quota needs to be recalculated. For this, the custom fields, which have been added to
the jobInfo_HRV HRIS element, need to be recalculated. To obtain the field recalculation, a new record needs to
be inserted in the employee’s job information history, of which effective start date coincides with the date, the
personal / dependents information has changed. After that, the recalculation of the vacation quota needs to be
triggered.

The employee turning 18 years old during the year constitutes a special use case. Employees who are up to 18
years old, are entitled to more vacation than employees above 18 years of age. This is reflected in field Base
Quota within the employee’s Job Information record. For these employees, a new record needs to be inserted
in the job information history with effective start date January, 1st of the subsequent year. This history record
must be inserted BEFORE the accrual calendar for vacation runs, for example towards the end of the current
year.

 Note

In case the employee’s job code or work schedule changes during the year as result of a personnel action,
the recalculation of the vacation quota needs to be triggered as well. This is the case also when the
organization-specific quota changes during the year.

Manage Time-Off: Test Script

Appendix PUBLIC 709
7.22.1 Insert New Record in Job History

Purpose

If any changes to personal information or dependents occur during the year, the vacation quota needs
to be recalculated. To ensure this, the HR Administrator needs to insert a new record in the employee’s
job information history, of which effective start date coincides with the date, the personal / dependents
information has changed.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR The Home page is displayed.
Administrator.

2 Search In the Search for actions or people text box, located The autocomplete functionality suggests a
Employee in the top right corner of the screen, enter the list of employees matching your search cri-
name (or name parts) of the employee. teria.

3 Select Select the appropriate employee from the result You are directed to the Employee Files
Employee list. page, in which the profile of the employee
is displayed.

4 Go to Job Go to the Employment Information section and The Job Information Changes dialog box is
History of there scroll to the Job Information subsection. displayed.
Employee Choose the Clock (History) icon next to the Job
Information block.

5 Insert At the bottom left corner of the dialog box, choose The Insert History Record for Job
Job His- Insert New Record. Information dialog box is displayed.
tory Re-
cord

Manage Time-Off: Test Script

710 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

6 Enter De- Make following entries in the dialog box:

tails
When should these changes take effect?: select
from calendar help the same date as the date the
change in the personal or dependents information
becomes effective

Event: select Data Change from the dropdown

list

Event Reason: select Accrual Data Change

from the dropdown list

7 Save Re- Choose Save. The appropriate sub-quota field(s) has

cord been updated accordingly based on the
preconfigured business rules.

7.22.2 Trigger Vacation Accrual Recalculation

Purpose

After the quota-relevant fields in the employee’s job information have been updated, be it as result of a
personnel action in job information or a change in the employee's personal data, the vacation accrual needs
to be recalculated for this employee. The HR Administrator can do this either via Manage Data (for a single
employee) or via Manage Time Off Calendars.

Procedure

Test Pass
Step Test Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance as HR The Home page is displayed.
Administrator.
Continue with either Option 1 [page 711] or
Option 2 [page 712].

Option 1: Via Manage Data

Manage Time-Off: Test Script

Appendix PUBLIC 711
Test Pass
Step Test Step /
# Name Instruction Expected Result Fail

2 Go to Man- In the Search for actions or people text box, The Manage Data screen is displayed.
age Data located in the top right corner of the screen,
screen type manage data. From the list of terms sug-
gested by the autocomplete functionality, select
Manage Data.

3 Create Time From the Create New dropdown, select Time The Time Management Recalculation Event
Management Management Recalculation Event. screen is displayed in edit mode.
Recalcula-
tion Event

4 Enter Time Maintain the mandatory fields.

Management
As Event Type select Recalculate
Recalcula-
Accruals.
tion Event
Details Enter in the Target ID the employee’s user ID.

As Date, select the effective start date of the

change in employee data.

Leave Status as To be processed.

5 Save Record Choose Save. Continue with verifying the quota update
[page 712].

Option 2: Via Time Off Calendars

2 Go to Man- In the Search for actions or people text box, lo- The Manage Time Off Calendars screen is
age Time Off cated in the top right corner of the screen, type displayed.
Calendars time off. From the list of terms suggested by
screen the autocomplete functionality, select Manage
Time Off Calendars.

3 Search Ac- For employees with permanent contract, search

crual Calen- for the Vacation (HRV) accrual calendar.
dar
For employees with fixed-term contract, search
for the Vacation Fixed Term (HRV) accrual calen-
dar.

4 Run Calen- Choose the Pencil (Edit) icon. In the upcoming Continue with verifying the quota update
dar Edit Calendar (Accrual) dialog box make sure the [page 712].
With Recalculation checkbox is flagged.

Simulate the accrual calculation.

If everything is fine, you can execute the produc-

tion calendar run.

Verify vacation quota update

Manage Time-Off: Test Script

712 PUBLIC Appendix
 Test Pass
Step Test Step /
# Name Instruction Expected Result Fail

1 Search Em- In the Search for actions or people text box, lo- The autocomplete functionality suggests a
ployee cated in the top right corner of the screen, en- list of employees matching your search cri-
ter the name (or name parts) of the employee teria.
whose data you want to check.

2 Select Em- Select the appropriate employee from the result You are directed to the Employee Files page,
ployee list. in which the profile of the employee is dis-
played.

3 Go to Time On the Employee Files screen, go to the Time The Time Management section is displayed.
Management Management section.
Section

4 Check Vaca- In the Upcoming Time Off block of the Time The vacation quota has been recalculated
tion Balance Management subsection, choose the Administer as expected.
Update Time link. In the upcoming screen, choose
In case of an employee with fixed-term
the Time Accounts tab. There, choose Vacation
contract, the vacation quota per month is
(HRV) or Vacation Fixed Term (HRV), respec-
adapted accordingly. See also the note be-
tively, and view the account postings.
low this table.

 Note

In case of employees with fixed-term contract, the adapted overall vacation quota leads to a change of the
monthly vacation quota accrued starting for the month, in which the change in job information/personal
data becomes effective. As the additional quota is divided among the remaining months of the contract in
the accrual year, it can happen that the accrued quota for a particular month is considerably higher than
1/12 of the total quota. In this case, manual adjustments can be done by the HR Administrator to reduce
the accrual from one month and add the delta to other months after recalculation. This is a customer
decision though.

 Tip

Refer also to the example given in the Time Off workbook for HR.

7.22.3 Special Use Case: Employee Turns 18 During the Year

Purpose

For an employee turning 18 during the year, a job history record needs to be inserted with effective start date
January 1st of the subsequent year. The HR Administrator can do this already towards the end of the current

Manage Time-Off: Test Script

Appendix PUBLIC 713
year, to ensure that the record is available when the accrual calendar for vacation runs at the beginning of the
subsequent year.

 Note

You might think of creating birthday alerts, such that the HR Administrator gets an email notification
when an employee turns 18. For details you can refer to section Birthday Alert of the Implementing and
Administering Workflows in Employee Central implementation guide.

 Note

Another option would be creating a report that gives all employees turning 18 during the year.

Procedure

Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Ad- The Home page is displayed.
ministrator.

2 Search In the Search for actions or people text box, located The autocomplete functionality suggests
Em- in the top right corner of the screen, enter the name a list of employees matching your search
ployee (or name parts) of the employee who has turned 18 criteria.
in the current year.

3 Select Select the appropriate employee from the result list. You are directed to the Employee Files
Em- page, in which the profile of the employee
ployee is displayed.

4 Go to Job Go to the Employment Information section and there The Job Information Changes dialog box is
History of scroll to the Job Information subsection. Choose displayed.
Em- the Clock (History) icon next to the Job Information
ployee block.

5 Insert At the bottom left corner of the dialog box, choose The Insert History Record for Job
Job His- Insert New Record. Information dialog box is displayed.
tory Re-
cord

Manage Time-Off: Test Script

714 PUBLIC Appendix
 Test Test
Step Step Pass
# Name Instruction Expected Result / Fail

6 Enter De- Make following entries in the dialog box:

tails
When should these changes take effect?: select
January 1st <subsequent year> from the
calendar help

Event: select Data Change from the dropdown list

Event Reason: select Accrual Data Change

from the dropdown list

7 Save Re- Choose Save. The Base Quota has been reduced ac-
cord cordingly based on the preconfigured
business rule.

Result

The vacation accruals calendar can be run as planned at the beginning of the year.

7.23 Annual Vacation Quota Statement (for Croatia only)

Go back to Time Account Type > Vacation (HRV) [page 84]

Purpose

 Note

The entire chapter is relevant for Croatia (HRV) only!

Till latest June 30th of the current year, the employees must inform the employer about their planned vacation.
They need to take at least 2 weeks of block leave. The annual vacation quota and the listing of planned vacation
periods must be sent to each employee.

The list of requested vacations can be obtained using a report. The annual vacation quota will be sent out using
the mass document generation function.

Manage Time-Off: Test Script

Appendix PUBLIC 715
Limitation

The annual vacation quota statement is currently limited to employees having a permanent employment
contract.

7.23.1 Report on Employee's Vacation Plan

Purpose

The employee submits vacation requests. The list of the planned absence periods can then be pulled from the
system using a report.

Procedure

Refer to the SAP Knowledge Base Article How to Report on Employee's Absence Days for details on how to
create a report, which lists the vacations requested by the employee.

Result

The detailed report output can be sent to the employee.

7.23.2 Mass Generate "Annual Vacation Quota Statement"

Purpose

With the mass document generation function, the HR Administrator can generate at the beginning of the year
the annual vacation quota statement for up to 500 employees at the same time.

Manage Time-Off: Test Script

716 PUBLIC Appendix
Prerequisite

Document Generation has been implemented in the Employee Central instance and the Annual Vacation
Quota Statement document template for Croatia is in place.

 Note

You can find the steps for creating the document generation template and rules in the Time Off workbook
for HR.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Adminis- The Home page is displayed.
trator.

2 Go to Mass From the Home dropdown list, select Admin Center. The Mass Document Generation
Document screen is displayed.
Type Document Generation - Mass Generate
Generation
Documents in the tool search box and select the fea-
screen
ture/tool from the list.

Manage Time-Off: Test Script

Appendix PUBLIC 717
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

3 Choose Make the following entries:

Filter Cri-
teria for  Note
Generating Required fields are marked with an asterisk on the
the Docu- UI. In addition, those optional fields that are reasona-
ments ble to be maintained, are also mentioned.

Execution Manager - Job Name: enter as appropriate

Country/Region: select Croatia from the dropdown list

Language: select either English US or Hrvatski

from the dropdown list

Template:

• if you have selected Language English US, then

select Annual Vacation Quota Statement
from the dropdown list;
• if you have selected Language Hrvatski, then se-
lect Izjava o kvoti godišnjeg dopusta
from the dropdown list

User Selection by Legal Entity: select your <Croatian-

specific legal entity> from the dropdown list

User Selection by Rule: if appropriate and in case a rule

has been defined, select it from the dropdown list

 Note
This field is used to narrow further the number of
employees for whom the document should be gener-
ated.

As of Date: defaults to today’s date; adapt if needed by

selecting from the calendar help

 Note
This field refers to the date the system uses to re-
trieve an employee's data.

Generated Documents – Recipient Options: select Email

Job Owner from the dropdown list

Manage Time-Off: Test Script

718 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

4 Start Mass Choose Start Mass Generation. The system will send each docu-
Genera- ment in a separate email to your
In the upcoming Warning dialog box, choose Yes. In the
tion business email address provided in
Information dialog box, which is displayed informing you
your contact information. The text
that the mass document generation job was submitted,
entered in the Email Subject field
choose OK.
while creating the template will be
used as the Subject line for the
email.

5 Review To view details regarding the mass document generation The Execution Manager > Scheduled
Mass job, go to the Admin Center page and type Execution Job > MONITOR screen is displayed,
Document Manager Dashboard into the Tool Search field. on which the list of jobs run is given.
Genera-
tion Job Choose the right arrow icon at the very right of the table The Event Details page for the se-
row, in which the job, you have created in test step # 3, is lected <Process Instance Name> is
listed. displayed on the right part of the
screen.
 Note
For finding the job, refer to the names in the Process
Instance Name column.

Choose the hyperlinks listed in the Event Description col- Small callouts are displayed to the
umn. right, containing details to the ap-
propriately selected event.

6 Download For some events, like Users Selection, you can download
Report an Excel report. For this, choose in the callout Download
Report.

 Note
In case the mass document generation job has
ended with errors, you can download an Excel report
for event Template Generation as well. In this case,
the error(s) that occurred while triggering a job for a
particular user are listed.

Result

You receive each generated document in a separate email. Print out the statements and stamp them. Let them
be signed by the appropriate representative of the company, for example the employee's line manager. Then
send it to the employee, either on paper via mail, or, in case the employee has a company-related business

Manage Time-Off: Test Script

Appendix PUBLIC 719
email address, scan it and send it electronically to that email address. The employee can print it out, and, if
required, sign it, and send it back.

7.24 Vacation Eligibility in Subsequent Years (for Slovenia

only)

Go back to Time Account Type > Vacation (SVN) [page 115]

Purpose

 Note

The entire chapter is relevant for Slovenia (SVN) only!

At the beginning of each calendar year, the company runs annual leave quota calculation for all active
employees; as result, the Vacation Quotas per Employee SVN object is populated for the year for each active
employee. Subsequently, the vacation accrual calendar for the specified year is run. Once it has run, the annual
leave quota statement can be generated for the employees by making use of the mass document generation
function.

When running the annual leave quota calculation, special attention needs to be paid to the eligibility of
additional vacation days due to taking care of children up to 15 years old. For each child up to 15 years old,
an employee employed at a company in Slovenia is eligible to some additional vacation days. The eligibility of
additional vacation days due to existing child(ren), which were added after the employee is hired (before or
after vacation accrual calendar has run for the employee in the hiring year) can change in subsequent years.
Starting with the calendar year, in which the child turns 16, the employee is not eligible anymore for these
additional vacation days. The eligibility of the employee for additional vacation days based on the child’s age is
calculated by a preconfigured business rule.

In addition, an integration center has been configured, which updates the Vacation Quotas per Employee SVN
object instance of the employees accordingly.

This integration center needs to run at the beginning of the year (January, 1st) BEFORE the accrual
calendar for vacation runs!

Manage Time-Off: Test Script

720 PUBLIC Appendix
7.24.1 Run Integration Center Employee Sub-Quota Creation for
SVN Time Off Accruals

Purpose

The Employee Sub-Quota Creation for SVN Time Off Accruals integration center updates the Vacation Quotas
per Employee SVN object instance of the employees based on different criteria, like seniority, child(ren) up to
15 years old, disabled child(ren), and so on.

Integration center Employee Sub-Quota Creation for SVN Time Off Accruals is scheduled to run at the beginning
of each calendar year (January 1st). For testing purposes though, you can run the integration center manually,
as described in the Procedure section.

Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Ad- The Home page is displayed.
ministrator.

2 Go to Inte- From the Home dropdown list, select Admin Center. The Integration Center screen is dis-
gration Type Integration Center in the tool search played.
Center box and select the feature/tool from the list.
Screen

3 Go to My Choose the My Integrations tile. The Integration Center - My Integrations

Integra- screen is displayed, containing the list of
tions the integrations configured so far in the
Screen instance.

4 Run Inte- In the row of integration cen- A Success dialog box is displayed, in-
gration ter SFCC_EMP_SUB_QUOTA_MDF_CREATE_SVN, forming you that the job has been sub-
Center choose from the Actions column the Edit Integration mitted. Choose OK.
(Pencil) icon. Choose Next several times, till you
arrive on the Scheduling screen. Here, select for
Scheduled Version Occurs value Once from the drop-
down list, enter the email address of the person who
should receive a notification once the job run is fin-
ished, and then choose Next. Choose Run Now.

Manage Time-Off: Test Script

Appendix PUBLIC 721
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

5 Go Back to Choose Cancel. You return to the Integration Center -

My Inte- My Integrations screen, on which the
grations Running icon is displayed next to the in-
Screen tegration job you have just submitted.

 Note
You can choose the Refresh icon to
refresh the screen and check if the
job run has finished.

6 View Job Once the job has finished, you can view details of the
Details job run by choosing the <date> hyperlink in the Last
Run column.

Result

A new effective-dated record, starting January 1st, has been added to the history of the Vacation Quotas per
Employee SVN object instance of the employees, in which the single sub-quotas of the vacation quota have
been updated accordingly.

7.24.2 Check Employee Vacation Quotas Object Instance

Purpose

The HR Administrator checks if the generated vacation quota for the subsequent year has been updated
correctly based on the integration center run. Special attention is paid to the value of field Quota Based On
Young Child (<=15).

Manage Time-Off: Test Script

722 PUBLIC Appendix
Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Administra- The Home page is displayed.
tor.

2 Go to Man- From the Home dropdown list, select Admin Center. Type The Manage Data screen is dis-
age Data Manage Data in the tool search box and select the fea- played.
Screen ture/tool from the list.

3 Select Em- In the Search field, select Vacation Quotas per The Vacation Quotas per
ployee Employee SVN from the dropdown list. In the second Employee SVN object instance
search field, select the employee from the dropdown list. for the selected employee is dis-
played.

4 Verify Va- Check that a new effective-dated record has been added
cation Quo- to the object history, for which the start date is January
tas Object 1st. Verify the correctness of the different quota amounts
Instance displayed: check especially if the quota related to children
up to 15 years has been updated accordingly (given by the
number of children, visible in field Quota Based On Young
Child (<=15)).

Result

The vacation quotas object instance for the subsequent year is up-to-date. In case many errors are found,
configuration or master data need to be corrected and quota calculation must run again for the same (current)
year.

7.24.3 Run Vacation Accrual Calendar

Purpose

The Vacation Accrual Calendar is scheduled to run at the beginning of each calendar year (January 1st), after
the integration center has run and possible errors in the vacation quotas object instances have been corrected.
For testing purposes though, the HR Administrator can run the accrual calendar manually, as described in the
Procedure section.

Manage Time-Off: Test Script

Appendix PUBLIC 723
Procedure

Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

1 Log on Log on to the Employee Central instance as HR Ad- The Home page is displayed.
ministrator.

2 Go to In the Search for actions or people text box, located The Manage Time Off Calendars screen
Manage in the top right corner of the screen, type time is displayed.
Time Off off.
Calendars
From the list of terms suggested by the auto-
screen
complete functionality, select Manage Time Off
Calendars.

3 Create In the upper right corner of the screen, choose + The New Calendar (Accrual) dialog box
New Cal- New Calendar. From the dropdown menu that ex- is displayed.
endar pands, select Accrual.

4 Enter De- In the dialog box, make following entries:

tails of
Name: enter as appropriate
New Cal-
endar
 Note
It is recommended to mention the time account
type in the name.

Time Account Type: select Vacation (SVN) from

the dropdown list

Start Date: defaults to today’s date, adapt as appro-

priate by selecting from the calendar help, for exam-
ple the employee's hiring date

End Date: defaults to today’s date, adapt as appro-

priate by selecting from the calendar help, for exam-
ple the end of the accrual period (December 31st)

In the Calendars to be created part of the dialog box,

select for Run Date an appropriate date from the
calendar help.

5 Save Cal- Choose Save. The calendar is saved and has status
endar Ready to Run.

Manage Time-Off: Test Script

724 PUBLIC Appendix
 Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

6 Execute On the Manage Time Off Calendars screen, next to The message Simulation of
Calendar the calendar you have saved in test step # 5, choose calendar <calendar name>
Simulation Run. has started. You can access
In the upcoming Run or Simulate dialog box, choose the simulation results
Simulate. by the Execution Manager
Dashboard page and by
email. is displayed.

7 Check Check the log file for the time account change calen-
Simulation dar run (open it, for example, in the email you have
Results received) to see if the accrual of vacation is correct.

 Note
For details on the accrual rules delivered, refer
to the Time Off workbook for SI.

8 Execute On the Manage Time Off Calendars screen, next to Once the run is finalized, the calendar
Produc- the calendar, choose Run. In the Run or Simulate has status Finished. The Vacation
tion Calen- dialog box, choose Run. quota has been generated for the em-
dar Run ployee, based on the accrual rules con-
figured in the instance.

9 Search In the Search for actions or people text box, located The autocomplete functionality sug-
Employee in the top right corner of the screen, enter the name gests a list of employees matching your
(or name parts) of the employee whose data you search criteria.
want to check.

10 Select Em- Select the appropriate employee from the result list. You are directed to the Employee Files
ployee page, in which the profile of the em-
ployee is displayed.

11 Go to Time On the Employee Files screen, go to the Time The Time Management section is dis-
Manage- Management section. played.
ment Sec-
tion

Manage Time-Off: Test Script

Appendix PUBLIC 725
Test
Step Test Step Pass
# Name Instruction Expected Result / Fail

12 Check Ac- Check in the Time Off Balance block of the Time
crued Bal- Management subsection if the amount of vacation
ance accrued is correct.

 Note
Alternatively, in the Upcoming Time Off block
of the Time Management subsection, you can
choose the Administer Time link and go in the
upcoming screen to the Time Accounts section.
There, choose Vacation SVN and view the ac-
count postings.

Result

The vacation quota for the current year has been generated for the employees. The process of requesting time
off can start again.

7.24.4 Mass Generate "Annual Leave Quota Statement"

Purpose

With the mass document generation function, the HR Administrator can generate at the beginning of the year
the annual leave quota statement for up to 500 employees at the same time.

Prerequisite

Document Generation has been implemented in the Employee Central instance and the Annual Leave Quota
Statement document template for Slovenia is in place.

 Tip

You can find the steps for creating the document generation template and rules in the Time Off workbook
for SI.

Manage Time-Off: Test Script

726 PUBLIC Appendix
Procedure

Test Pass
Step Test Step /
# Name Instruction Expected Result Fail

1 Log on Log on to the Employee Central instance as HR Adminis- The Home page is displayed.
trator.

2 Go to Mass From the Home dropdown list, select Admin Center. The Mass Document Generation
Document Type Document Generation - Mass Generate screen is displayed.
Generation Documents in the tool search box and select the fea-
screen ture/tool from the list.

Manage Time-Off: Test Script

Appendix PUBLIC 727
Test Pass
Step Test Step /
# Name Instruction Expected Result Fail

3 Choose Fil- Make the following entries:

ter Criteria
for Gener-
 Note
ating the
Docu- Required fields are marked with an asterisk on the
ments UI. In addition, those optional fields that are reasona-
ble to be maintained, are also mentioned.

Execution Manager - Job Name: enter as appropriate

Country/Region: select Slovenia from the dropdown

list

Language: select either English US or

Slovenščina from the dropdown list

Template:

• if you have selected Language English US then

select Annual Leave Quota Statement
from the dropdown list;
• if you have selected Language Slovenščina, the
select Odmeri Letnega Dopusta from the
dropdown list

User Selection by Legal Entity: select your

<Slovenian-specific legal entity> from
the dropdown list

User Selection by Rule: if appropriate and in case a rule

has been defined, select it from the dropdown list

 Note
This field is used to narrow further the number of
employees for whom the document should be gener-
ated.

As of Date: defaults to today’s date; adapt if needed by

selecting from the calendar help

 Note
This field refers to the date the system uses to re-
trieve an employee's data.

Generated Documents – Recipient Options: select Email

Job Owner from the dropdown list

Manage Time-Off: Test Script

728 PUBLIC Appendix
 Test Pass
Step Test Step /
# Name Instruction Expected Result Fail

4 Start Mass Choose Start Mass Generation. The system will send each docu-
Generation ment in a separate email to your
In the upcoming Warning dialog box, choose Yes. In the
business email address provided in
Information dialog box, which is displayed informing you
your contact information. The text
that the mass document generation job was submitted,
entered in the Email Subject field
choose OK.
while creating the template will be
used as the Subject line for the
email.

5 Review To view details regarding the mass document generation The Execution Manager > Scheduled
Mass job, go to the Admin Center page and type Execution Job > MONITOR screen is displayed,
Document Manager Dashboard into the Tool Search field. on which the list of jobs run is given.
Generation
Job Choose the right arrow icon at the very right of the table The Event Details page for the se-
row, in which the job, you have created in test step # 3, is lected <Process Instance Name> is
listed. displayed on the right part of the
screen.
 Note
For finding the job, refer to the names in the Process
Instance Name column.

Choose the hyperlinks listed in the Event Description col- Small callouts are displayed to the
umn. right containing details to the appro-
priately selected event.

6 Download For some events, like Users Selection, you can download
Report an Excel report. For this, choose in the callout Download
Report.

 Note
In case the mass document generation job has
ended with errors, you can download an Excel report
for event Template Generation as well. In this case,
the error(s) that occurred while triggering a job for a
particular user are listed.

Result

You receive each generated document in a separate email. Print out the statements and stamp them. Let them
be signed by the appropriate representative of the company, for example the employee's line manager. Then
send it to the employee, either on paper via mail, or, in case the employee has a company-related business

Manage Time-Off: Test Script

Appendix PUBLIC 729
email address, scan it and send it electronically to that email address. The employee can print it out, and, if
required, sign it, and send it back.

7.25 Process Integration

The process to be tested in this test script is part of a chain of integrated processes.

Preceding Processes

In the assumption that the Employee Central related content in your instance has been deployed with the
SAP Best Practices solution, the following processes and conditions can proceed this process.

Process Business Condition

In case the Core content has been deployed: Man- Employees must have been hired (or rehired) and already exist in the
age Hire/Rehire (FJ0) system.

For countries HRV, SGP, SVN, and ZAF: In case For HRV: In order to use the complete Time Off functionality for Cro-
Dependents Management has been deployed: atia, Dependents Management must have been deployed.

Manage Dependents (1LY) For SGP: In order to use the complete Time Off functionality for
Singapore in case of employees having children up to 12 years old,
Dependents Management must have been deployed. The data of
the child(ren) must have been maintained in the system in order to
accrue the amount for childcare or extended childcare leave. In the
child's data record, the global information data and there in particular
field Nature of Citizenship must have been maintained.

For SVN: In order to use the complete Time Off functionality for Slov-
enia, Dependents Management must have been deployed.

For ZAF: if an employee has adopted a child, he or she will be eligible

to parental adoption leave only if the child is two years old. The data of
the child must have been maintained in the system.

For other countries which have (absence) time The data of the dependent must have been maintained in the system.
types related to dependents:

In case Dependents Management has been de-

ployed:

Manage Dependents (1LY) (Optional)

Manage Time-Off: Test Script

730 PUBLIC Appendix
Succeeding Processes

In the assumption that the Employee Central related content in your instance has been deployed with the
SAP Best Practices solution, after completing the activities in this test script, you can continue testing the
following business processes:

Process Business Condition

In case the Time Sheet content has been deployed: Record Under certain conditions the employee may accrue upon
Working Time (15S) (Optional) recording working time an appropriate amount for time ac-
count type Working Time Accounts or Time Off
in Lieu. The employee can then request time off of type
Working Time Accounts or Time Off in Lieu.

For country AUS: In case the employee has a clock time-

based time profile and time account type Vacation
On Attendance Hours is relevant for him or her:
the employee accrues upon recording working time an ap-
propriate amount for time account type Vacation On
Attendance Hours. The employee can then request time
off of type Vacation On Attendance Hours.

For country SGP: In case a child is born or has been The data of the child must be maintained in the system.
adopted during the employment of the employee, or the
For SGP: The accrual of childcare leave needs to be run man-
employee has missed to maintain child data before Time
ually, as described here [page 706].
Off has been deployed:
For ZAF: The employee will be eligible to parental adoption
Manage Dependents (1LY) (Optional)
leave only if the child is two years old.
For country ZAF: if an employee has adopted a child during
For HUN: The annual leave balance increases based on the
employment:
employee’s number of children up to 16 years of age. The HR
Manage Dependents (1LY) (Optional) Administrator needs to run the accrual calendar manually to
regenerate the quota after the child is born and maintained
For country HUN: In case a child is born during the em-
in the Dependents block on the My Employee File page. The
ployment of the employee, or the employee has missed to
procedure is similar as described here [page 706].
maintain child data before Time Off has been deployed:

Manage Dependents (1LY) (Optional)

Manage Time-Off: Test Script

Appendix PUBLIC 731
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Manage Time-Off: Test Script

732 PUBLIC Important Disclaimers and Legal Information
Manage Time-Off: Test Script
Important Disclaimers and Legal Information PUBLIC 733
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