0. Work Schedules in SAP November 20, 2008 Paula Terzian

1. Copyright ©2008 Michigan State University
SAP Time Management
Enables flexible representation of all personnel procedures involved in recording and evaluating employee time data
Work Schedules and Calendars
Time Data Collection
Recording of Attendance and Absences
Annual Vacation and Sick Leave Accrual
Time Evaluation and Overtime Wage Type Generation
Reporting
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2. Introduction to Work Schedules
In SAP, a Work Schedule is the description of the duration and composition of an employee’s working time for any given work day.
In other words, a work schedule determines the standard hours and working days of an employee.
Work Schedules are extremely flexible and can be used to model:
flextime
rotating schedules with any type of pattern
schedules where an employee can work at any time
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3. Time Management Work Schedules
For each group of employees, the time management requirements are based on certain expectations.
These expectations must be defined in the form of work schedules for each of the groups of employees.
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4. Integration of Work Schedules
An employee’s work schedule integrates with all parts of the SAP system including Payroll and Benefits.
It can be used to determine hourly rates for salaried employees, a difference in holiday pay, or to indicate to HR-Benefits full-time or part-time employment.
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5. Key Points for Work Schedules
Work schedules are a representation of an employee’s planned working time.
Every employee in SAP will require a work schedule; however there will not be a 1 to 1 relationship between employees and work schedules. Many employees will share 1 common schedule.
It is important to group employees with similar schedules.
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6. Example Work Schedules
DAILY WORK HOURS
Work Schedule Code
Schedule
Name
PAID on Public Holidays? (Y/N)
MON
TUES
WED
THUR
FRI
SAT
SUN
Example:
STUDENT
Student 24x7 N
APA
Salary Support
8 to 5 Y 8
OFF
APSA
Salary Supervisor Staff 10 Hour 10
Operating Engineers
Phys Plant Rotation 1 12
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7. Copyright ©2008 Michigan State University
Examples Explained
Hourly students use positive time recording and can work at any time on any day of the week.
Students would have the same work schedule with planned hours of 0. Because they report all time worked and do not receive pay for holidays, they can have a work schedule that has no planned hours and does not include days off. This is sometimes called a 24 by 7 work schedule.
Salaried employees work 8 hours/day on Monday through Friday, but some people start at 7:00 a.m. and others start as 8:00 a.m.
Employees would have the same work schedule because their planned working time is simply 8 hours per day. This planned working time will be used to determine absence time or an hourly rate in the case of an unpaid leave.
Salaried employees work 8 hours/day on Monday through Friday, but some people start at 7:00 a.m. and others start as 8:00 a.m.
All of the above employees would have the same work schedule because their planned working time is simply 8 hours per day. This planned working time will be used to determine absence time or an hourly rate in the case of an unpaid leave.
Hourly students use positive time recording and can work at any time on any day of the week.
All of the above students would have the same work schedule with planned hours of 0. Because they report all time worked and do not receive pay for holidays, they can have a work schedule that has no planned hours and does not include days off. This is sometimes called a 24 by 7 work schedule.
Copyright ©2008 Michigan State University
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8. Frequently Asked Questions
Will all employees at MSU be required to have a work schedule in SAP?
Yes, each employee will require a work schedule in SAP. However, there is not a 1 to 1 relationship between employees and work schedules. Similar employees will be grouped together to use 1 work schedule.
What constitutes a ‘similar’ work schedule?
A similar work schedule can be defined as a schedule that shares the same amount of working hours on the same days. For example, employees that work 8 hours a day, 5 days a week would share the same work schedule regardless if one started at 6:00 am and another started at 8:00 am. However, an employee who worked 10 hours a day Monday through Thursday would have a different work schedule than an employee that worked 10 hours per day Tuesday through Friday.
3. Why does an employee with positive time (enter all time worked) require a work schedule?
A positive time employee would require an accurate work schedule because this allows the employee to have and use their accruals properly. It also allows the system to automatically know when an employee is scheduled for a holiday and how much holiday time they should be paid (only if required). If neither accruals nor holiday pay are required then the employee can be given a generic schedule which for example could be used for students.
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9. Frequently Asked Questions
4. Why does a salaried employee (exception paid) require a work schedule?
A salaried employee would require an accurate work schedule because this allows the employee to have and use their accruals properly. It also allows the system to automatically know when an employee is scheduled for a holiday and how much holiday time they should be paid (only if required). A salaried employee’s schedule is used in payroll for proration in the instance of a mid-month start or a mid pay period change in pay.
5. What do the hours represent that you are asking for on the work schedule spreadsheet?
When asking for hours we are asking for planned paid hours in a day. Please exclude any unpaid time that may make up an employees work day (lunch break). For the work schedule at this time we are only concerned with the planned paid hours per day.
6. What do you want when you ask for a rotational schedule?
A rotational schedule is a work schedule that repeats itself after a period of days. For example, an employee works 10 days on, has 4 days off and then repeats is a type of rotational schedule. The pattern can be over any number of days before it repeats. It does not have to follow a standard week or pay period.
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10. Copyright ©2008 Michigan State University
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