A client of mine had a requirement to pay their employees overtime once they had completed their weekly contractual hours. There is a standard SAP sub schema, TW30, which can be utilised to convert any excess worked time above the weekly contractual hours into unapproved overtime.

Consider the example below where the working week is Monday to Sunday. TW30 would correctly convert the last two hours of Friday into unapproved overtime hours.

Day

Mon

Tue

Wed

Thu

Fri

Sat

Sun

Total Hours

Planned Hours

8

8

8

8

8

0

0

40

Worked Hours

8

8

10

8

8

0

0

42

Regular Hours

8

8

10

8

6

0

0

40

Overtime Hours

0

0

0

0

2

0

0

2

However if the employee has an absence at the end of the working week this is not converted as, although certain absences can contribute towards the weekly working hours, the absence cannot, and should not, be split into part absence and part overtime records. After being processed by TW30 the records would look like the table below.

Day

Mon

Tue

Wed

Thu

Fri

Sat

Sun

Total Hours

Planned Hours

8

8

8

8

8

0

0

40

Worked Hours

8

8

10

8

0

0

0

34

Regular Hours

8

8

10

8

0

0

0

34

Absence Hours

0

0

0

0

8

0

0

8

Overtime Hours

0

0

0

0

0

0

0

0

This is an error and would result in the employee not being paid correctly. As you can see in the table above the employee is being paid 34 regular hours (highlighted in RED) and 8 hours absence which is incorrect.

The solution was to create a new sub schema with several Personnel Calculation Rules (PCR). The first PCR is used to store the number of hours worked and any absence that counts towards weekly working hours in time types. At the end of the working week, in this case Sunday, another PCR would total the number of hours worked and the absences and check against the employees weekly working hours from IT0007.

If the total is greater than the weekly work hours another PCR would trigger a retro calculation using a reduced weekly hours target. In the above example this would be the weekly planned hours of 40 minus the absence hours of 8 giving a target of 32 hours.

After processing the records would now look like the table below.

Day

Mon

Tue

Wed

Thu

Fri

Sat

Sun

Total Hours

Planned Hours

8

8

8

8

8

0

0

40

Worked Hours

8

8

10

8

0

0

0

34

Regular Hours

8

8

10

6

0

0

0

32

Absence Hours

0

0

0

0

8

0

0

8

Overtime Hours

0

0

0

2

0

0

0

2

Want to find out more? Please contact me at steve.williams@epiuse.com 

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