SAP

HR User Manual

Time Management

Published by Team of SAP

Consultants at SAPTOPJOBS Visit us at
www.sap-topjobs.com

Copyright 2008-10@SAPTOPJOBS
All rights reserved. No part of this publication may be reproduced, stored in a
retrieval system, or transmitted in any form, or by any means electronic or mechanical
including photocopying, recording or any information storage and retrieval system without
permission in writing from SAPTOPJOBS.
 INDEX
1 Maintain Employee Time .......................................... 3
2 Enter Time Data for Employee - Attendences............ 5
3 Enter Time Data for Employee - Absences ................ 9
4 Maintain Time Defaults ...........................................13
5 CATS Time Entry ....................................................16
6 CATS Approval ........................................................21
7 CATS HR Transfer ...................................................26
 1 Maintain Employee Time

Definition:-

This scenario describes the typical processes to create and

maintain employee time information, completing hourly time
entries using the Cross-Application Time Sheet (CATS),
attendance and absence recording, and project structure.
Prerequisite
The following SCENARIOs are to be executed before this process
can be generated:
SCENARIO Transaction
code
Hire-to-Retire: Maintain Organizational PPOME
Structure
Hire-to-Retire: New Hire / Rehire PA40
Administration
Hire-to-Retire: Maintain Personal PA30
Administration
Process Steps
As the new employee joins the company, the HR department will hire
the employee into the appropriate organizational and enterprise
structures using the hiring action.
A hired employee must be active with work schedule to enter time in
CATS, perform time evaluation and payroll subsequently.
Master Data
You have entered the master data required to go through the
procedures of this scenario. Ensure that the following scenario-specific
master data exists before you test this scenario:
HR Master Data Employee IDs
US Hourly employees 109857
US Salary employees 109005
2 Enter Time Data for Employee - Attendences
Definition:-
In this activity, you enter attendance time data performed by an
employee.
Prerequisites
When the new employee joins the company, the HR department
uses the hiring action to hire the employee into the appropriate
organizational and enterprise structures. A hired employee
must be active with work schedule to enter time in PA61 or
CATS, running time evaluation, and subsequently payroll.
Procedure
1. Access the transaction by choosing one of the following
navigation options:
SAP R/3 Human resource → Time Management→
menu Administration → Time Data Æ Maintain
Business Role Time administrator
Transaction PA61
code

2. On the Maintain Time Data screen, make the following entries:

Field Description R/O/C User Comment
name action
and
values
Personnel Personnel R Use 109005
no. number search
help to
find the
number.
Infotype R 2002 Subtype
0800
 Period Dates R Select a
date or
period of
dates

3. Choose the Create button.

4. To select a type of attendance (as shown in this table), double-

click your selection:
PSG Attendance Attendance Type Text
10 0800 Attendance Hours

5. On the Create attendance info screen, make the following

entry:
Field Description R/O/C User Comment
name action
and
values
Date R Date of Start
the Date/End
work Date
12/11/2007
-
12/11/2007
Time R Times Example:
worked 9:00-18:00
Attendance R Hours For
Hours worked example,
8.00
6. If applicable, to allocate costs to a sender cost center/activity
type, choose the Cost Assignment button. See the master data
section above for the master data combinations allowed.
Note: -
If the cost assignment was not transferred over during
the execution of the CATS transfer for HR, this manual
step can be applied before time evaluation is run.

7. Choose the Save button.

Result
The attendance is entered for the employee in time data.
3 Enter Time Data for Employee - Absences
Definition:-
In this activity, you will enter absence time data performed by an
employee.
Prerequisites
When the new employee joins the company, the HR department
will use the hiring action to hire the employee into the
appropriate organizational and enterprise structures. A hired
employee must be active with work schedule to enter time in
PA61 or CATS, running time evaluation, and subsequently
payroll.
Procedure
1. Access the transaction by choosing one of the following
navigation options:
SAP R/3 Human resource → Time Management→
menu Administration → Time Data Æ Maintain
Business Role Time administrator
Transaction PA61
code

2. On the Maintain Time Data screen, make the following entries:

Field Description R/O/C User Comment
name action
and
values
Personnel Personnel R Use 109005
no. number search
help to
find the
number.
Infotype R 2001 Subtype
 0110
Period Dates R Select a
date or
period of
dates

3. Choose the Create button.

4. To select a type of absence, as shown in the table, double-

click your selection:
PS Group Absence Absence Type Text
10 0100 Paid leave
10 0101 Vacation
10 0110 PTO/Floating Holiday
10 0115 Severence Pay
10 0150 Unpaid leave
 PS Group Absence Absence Type Text
10 0190 Educational leave
10 0200 Sickness
10 0204 FMLA
10 0205 Unpaid Sick leave
10 0210 Sickness w/o certificate
10 0211 Unpaid leave
10 0212 Excused Tardiness
10 0213 Unexcused Tardiness

5. On the Create absences info screen, make the following entry:

Field Description R/O/C User Comment
name action
and
values
Date R Date of Start
the work Date/End
Date
Time R Times Example:
absent 9:00-18:00
Absence R Hours For
Hours absent example,
8.00

6. Choose the Save button.

Result
The absence is entered for the employee in time data.
4 Maintain Time Defaults
Definition:-

This infotype will allow timesheet default so the timesheet fields

can be defaulted for employee at the time entry.
Prerequisites

When the new employee joins the company, the HR department

will use the hiring action to hire the employee into the
appropriate organizational and enterprise structures. A hired
employee must be active with work schedule to enter time in
CATS, maintain payment for piecework and running time evaluation
and subsequently payroll.
Procedure
1. Access the transaction by choosing one of the following
navigation options:
SAP R/3 Human resource → Time Management→
menu Administration → Time Data Æ Maintain
Business Role Time administrator
Transaction PA61
code

2. On the Maintain time data screen, make the following entries:

Field Description R/O/C User Comment
name action
and
values
Personnel R <personnel 109005
no. number>
Infotype R 0315 Or, choose
the Time
 management
data tab,
then the
Time sheet
default row

3. Choose the Create button.

4. On the Create time sheet default screen, make the following

entry:
Field Description R/O/C User Comment
name action
and
values
Start R <start 12/11/2007
date>
End R <end 12/11/2007
date>
 Sender O <cost 2200
Cost center>
center
Activity O <activity 2412
Type type>
Vendor O For external
service
providers
only
Purchase O For external
Order service
providers
only

7. Choose the Save button.

Result
Timesheet defaults are now effective for time entry.
5 CATS Time Entry
Definition:-
The Cross-Application Time Sheet (CATS) is a tool for recording
working times and tasks. It lets you control all business
processes concerning your employees’ tasks – from paying the
employees, monitoring the progress of a project, to creating
invoices.
You can use CATS classic to enter data for a single employee (for
example, your own working times), or for several employees at
once. You enter working times together with information
required for the further processing of the data in other SAP
System components (Logistics, Accounting, and Human
Resources).
Six data entry profiles are delivered in the SAP Best Practices for
HCM USA. Full CATS configuration is not possible, because
there are master data requirements that are not met by the Non-
HR application areas. However, integration to HR is completely
configured.
Profile Profile Description
BASIC Profile for HR only installation
Prerequisites
Employees must be active with work schedules. Only hourly employees
are required to enter CATS time entry. If using Project System
elements, the project must be approved and released.
Procedure
1. Access the transaction by choosing one of the following
navigation options:
SAP R/3 Human resource → Time Management→
menu Time Sheet → CATS Classic Æ Recording
Working Time
Business Time administrator
 Role
Transaction CAT2
code

2. On the Initial entry screen, make the following entries:

Field Description R/O/C User Comment
name action
and
values
Data R BASIC Enter this to
Entry display the
Profile following
date and
personnel
number
Date C Required Must be
for this aligned with
profile payroll run
dates
10/31/2002
Personnel R Required 109808
number for
BASIC
profile

3. Choose the Change button.

4. On the Time Sheet Data Entry screen, make the following
entries:
Field Description R/O/C User Comment
name action and
values
Sender O NA
cost
center
WBS O Select the NA
element WBS
element
Project
system
information
and work
structure
breakdown
Network O Select a NA
Network
Activity O Select an NA
Activity
Activity O Select an NA
activity
type type or this
maybe
defaulted
from
employee’s
master
record
IT0315 if
applicable.
Activity Specifies O Select an NA
number the number activity
of the number if
service applicable
master
record for
which you
want to
enter,
change or
display
data.
Abs/Attn Absence R Use 0800 0800
type and for Regular
Attendance time
Type

Hours R Enter total 8

hours
worked for
each
working
day. If
using
attendance
code 0800
(overtime
will be
calculated
 by time
evaluation)

5. Use the Previous Record and Next Record buttons to

navigate between dates.

6. The standard delivered CATS profile requires the entry to be

released and approved. Choose the Release view button.

7. On the Release review screen, select the time entry row and
choose .

8. Choose the Save button.

Result
The time entries are successfully entered and ready for
supervisor’s approval.
6 CATS Approval

Definition:-
This activity will allow the supervisor or HR administrator to
review and approve employee’s time.

Prerequisites
Timesheets have been submitted by employee. Employees have
used a data entry profile that includes an approval step to
record their working times. Employees have saved and released
their working times

Procedure
1. Access the transaction choosing one of the following
navigation options:
SAP R/3 Human resource → Time Management→
menu Time Sheet → Approval Æ Approve
Working Time
Business Time administrator
Role
Transaction CATS_APPR_LITE
code

2. On the Initial entry screen, make the following entries:

Field Description R/O/C User action Comment
name and values
Reporting Reporting R Enter the
Period Preiod reporting
period you
wish to
approve
Personnel Personnel O Enter the 109808
number Number personnel
numbers
which require
time approval
Employee Employee O Employment
Status Status Status
Company Company O Select the
Code Code company code
BP01
Cost Cost Center O Often this
Center field can be
used to select
time entry
pertaining to
the right cost
centers.
WBS WBS Element O This is also an
Element option in
pulling the
hours charged
to certain
projects and
tasks.
Network Network O This is also an
option in
pulling the
hours charged
to certain
projects and
tasks.
Org Unit Organizational O This is very
Unit useful to HR
in pulling the
entire
employee’s
 time data
within an
Organizational
Unit.
Basic Data Basic Data O Check
Processing
Status and
take out
default
number if
time will not
approve
Receiver Receiver O
Account Account
Assgmt Assgmt
Sender Sender O
Account Account
Assignment Assignment
Data Data Sources O
Sources
Immediate Immediate O Times can be
Transfer to Transfer to transferred
HR HR directly to HR
Note: -
If you wish, you can leave all fields blank so that the
remaining hours are pulled for approval. It is also
optional to transfer the hours to HR directly.
3. Choose the Execute button.

4. On the next list screen, review the hours allocated for

approval for each employee. The time can be either approved
or rejected. If you reject the time, you must enter a rejection
reason.
5. The list of times appear in the screen. Choose the rows with
times that you want to approve or reject, then approve or
reject the time

Result

You have approved or rejected data records for the employees

assigned to you. The approved records are ready for transfer to
the target component(s).
7 CATS HR Transfer
Definition:-
This activity will transfer records from the Time Sheet to Human
Resources. The records include attendance data, absence data,
and employee remuneration data. The transferred data is then
available for further processing in Time Management and Payroll.

Prerequisites
The timesheets have been approved.

Procedure
1. Access the transaction choosing one of the following
navigation options:
SAP R/3 Human resource → Time Management→
menu Time Sheet → Transfer Æ Transfer to
Human Resource
Business HR personnel or Time administrator
Role
Transaction CAT6
code

2. On the Initial entry screen, make the following entries:

Field name Description R/O/C User action Comment
and values
Personnel Personnel O Leave it blank 109808
number Number will transfer all
the employee’s
approved
timesheet to
HR
Date Date O Select a date
 range if only
times in certain
date intervals
are to be
transferred.
Initial Transfer Initial Transfer O
Button
Repeat Repeat O Choose this Fix the
Transfer Transfer button if data then
Button certain time perform
entries were repeat
not transferred transfer
successfully again.
due to date
locking,
employee data
change and so
on.
Transfer/Delete Transfer/Delete O The delete
Button option will help
system to clean
up the data
buffers.
Lock/Unlock Lock/Unlock O Certain
timesheet
record may
need to be
locked so HR
can enter the
time directly
into HR
database. The
locked entry
maybe some
bad entry that
must be
corrected.
 Mode Execution O The
mode transaction
should be
executed
mostly in
background
mode. Select
foreground if
troubleshooting
must be
performed.

3. The transfer log will be listed with employee numbers, hours

and dates and so on.
Note: -
For cost assignment to be transferred, the HR Transfer
program must be processed for it to take effect in HR.
For cost assignment to be transferred the HR Transfer
program must be processed for it to take effect in HR. If
the cost assignment (sender cost center/activity type
combination) does not transfer over this can be
manually entered by directly maintaining infotype 2002,
Attendances. See section 1.2 for the detailed steps.
 SAP
HR User Manual

Time Management

Published by Team of SAP

Consultants at SAPTOPJOBS Visit us at
www.sap-topjobs.com

Copyright 2008-10@SAPTOPJOBS
All rights reserved. No part of this publication may be reproduced, stored in a
retrieval system, or transmitted in any form, or by any means electronic or mechanical
including photocopying, recording or any information storage and retrieval system without
permission in writing from SAPTOPJOBS.