Time Sheet is a new feature in Employee Central to allow salaried and hourly employees to enter the over time or working time directly in EC. This feature greatly help customers to track the employee working hours in the same system instead of using third party system for tracking the attendance hours.
Key Features
- Time Sheet shows the work schedule for a week, public holidays, and the employee’s absences and configured totals for example overtime hours, recorded hours etc.
- It is possible to configure an approval workflow for time sheets, approver can approve or decline the whole weekly time sheet.
- EC time valuation engine supports to include rules to calculate overtime based on either daily recorded hours or on whole week recorded hours. Time valuation framework has been designed in such a way that complex rules can also be setup in very easy manner.
Example: If the customer has requirement to pay a different premium for the first 2 hours overtime and different premium for remaining overtime hours.
Understand the Time Sheet
- By default time sheet shows the current week work schedule as per the system date and highlights today entry (refer 1 ). If there is any public holiday with in the current week then the day would be marked with “*” and holiday name is visible on hovering.
- Hours can be entered using graphical bar(scrolling mode) or using hours and minutes input box (refer 2)
- Partial hours can also be entered for any given date (refer 3)
- It is possible to add multiple attendance types for same day. For example 4 hours Attendance and 4 hours Onsite can be entered on same day (refer 4).
- Shows total number of hours recorded, total over time hours, total public holiday hours, total paid absence hours, total unpaid absence hours etc. (refer 5).
1 . Scenarios covered by Time Sheet
Time Sheet mainly covers 2 scenarios.
- Overtime recording of salaried employees (overtime recording)
Salaried employees only record hours worked in excess of their regular work schedule in a weekly time sheet. The system then calculates overtime hours according to configured business rules. For example on a given day an employee works two hours more than the scheduled working time, in this case employee record only those two hours. The system calculates all hours entered as overtime.
- Working time recording for hourly employees (positive time recording)
Hourly employees enter all hours worked in a weekly time sheet. The system then calculates hours and overtime hours.
2 . Prerequisites to implement Time Sheet
Enabling and basic configuration of Time Off (work schedules, holiday calendars, and time profile) is mandatory before you can run Time Sheet.
3 . Which objects are required to be created to make it work?
In order to make time sheet work, certain objects have to be created and they must be linked each other. Let’s have a look at the required components.
- Holiday Calendar: Holiday calendar groups public holidays applicable for different countries.
- Work Schedule: Defines the employee's working pattern. Does the employee work full time or part time? Which days of the week does he or she work?
- Time Profile: Time Profile specifies which absence types the employee is entitled to take and which attendance types are applicable for employees. We can also define the main attendance type which acts as a default attendance type while filling the hours in time sheet (Employee don’t have to choose attendance type while filling time sheet as long as he is charging time against default attendance type).
- Time Type: Time Types are classified as either attendance or absence types, and they can be created to track time either in hourly format or in day format. It is possible to create different time types for different countries.
- Time Type Group: Time Type Group combines different time types together. Based on the assigned time category , it can act as either input or output in time valuation. Below table explains different possible time type groups.
Time Type Group Name | Time Category | Purpose | Time Types |
Paid Absences | Paid Absences | This Time Type Group can act as input for time valuation engine, and passes paid absence hours as an input. | Can assign any absence time types to this time type group. |
Public Holidays | Paid Holidays | This Time Type Group can act as input for time valuation engine, and passes paid holiday hours as a input. | Time Types can’t be assigned to this category. |
Recorded Hours | Recorded Working Time | This Time Type Group can act as input for time valuation engine, and passes recorded working hours as an input. | Can assign any attendance time types to this time type group. |
Overtime | Calculated Time | This Time Type Group can act as output for time valuation engine, and outputs the overtime hours based on configured rules. | Time Types can’t be assigned to this category. |
- Time Valuation:
Time valuation is the process of evaluating the input hours from different sources (recorded hours, public holidays, paid absences) and generating the output hours (overtime hours).
- Input Time Type Group:
Input Time Type Group is the group providing input hours to Time Valuation engine, you must specify all groups which should be considered. For example, recorded hours, public holidays, and paid absences.
- Time Type Group Below:
Enter a time type group here that is used as output time type group for the time valuation results up to the given threshold value.
Example: Employee should get same hourly rate as the base rate for the first 2 hours overtime and should get higher hourly rate for the remaining overtime hours.
Standard working hours as per work schedule = 8 hours
Recorded working hours = 13 hours
Overtime = 5 hours
In this case employee gets normal hourly rate for the first 2 hours and higher hourly rate for the last 3 hours.
Time Type Group Below stores first 2 hours overtime.
- Time Type Group Above:
Enter a time type group here that is used as output time type group for the time valuation results above the given threshold value.
As per the example above Time Type Group Above stores last 3 hours overtime.
- Valuation Method:
Valuation method defines the basis on which the input time data is valuated, for example if overtime is calculated on a daily or weekly basis.
- Time Recording Profile:
Time Recoding Profile specifies the time recording method, time valuation and workflow to be used.
4)Assign Time Recording Profiles to Employees
Assign Time recoding profile to an employee under job information.
5)Integration with Payroll
Time valuation result must be sent to payroll system in order to pay employees based on their recorded times. There are two ways to send the results to payroll system.
- Manual:
You can extract data from the Time Sheet solution using MDF OData API technology. The OData APIs of Employee Timesheet and EmployeeTimeValuationResult MDF entities allow the data transfer of time valuation results (like regular paid hours, overtime hours, overtime hours with premium, and so on) to payroll systems.
- Middleware:
You can use BOOMI middleware to extract the time valuation results you want and replicate it in Payroll..
- SAP Managed Tags:
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