PA61: Shared Leave (Recipient)

updated 5/7/08

Trigger:

There is a need to record the process of an employee receiving leave donations when they have exhausted their personal leave balances.

 

Business Process Procedure Overview

 

The State of NC has a policy that permits an employee to receive leave donations from other employees provided that the employee has been approved to participate in the Voluntary Shared Leave (VSL) program.  An employee who receives leave donations can then record the shared leave when he or she exhausts their personal leave balances.

 

Once an employee is approved for Shared Leave, an eligibility record is created that enables the employee to receive leave donations.  The Absence Pool infotype (Infotype 696) will denote an employee's eligibility to receive shared leave. 

 

There is a single subtype of Infotype 696 that is relevant to Shared Leave eligibility:

Foreign Pool (Subtype F):  The Foreign Pool subtype creates a generic eligibility record for the employee.  Even though the infotype names references absence pools, the functionality in the BEACON system will only allow direct employee to employee leave donations. 

 

Additionally, a separate Received Shared Leave quota (Quota type 80) is created for the employee when donations are made via the Absence Donations/Withdrawal Infotype (Infotype 613).

 

There is a single subtype of Infotype 2006 that is relevant to the quota for Shared Leave:

Received Shared Leave (subtype 80) - The Received Shared Leave quota is reduced by recording Absence type 9000 on the time sheet and is reduced only after an employee's other leave quotas have been exhausted.

Once an employee is eligible and has a Received Shared Leave quota to accept donations, donations may be processed following the steps outlined in the PA61 - Shared Leave (Donor) BPP.

 

This BPP will detail:

1) Creating a Shared Leave Eligibility record

NOTE: If you are processing Shared Leave across agencies, BEST Shared Services must assist with the processing.

 

 

 

 

Access Transaction:

 

Via Menu Path

SAP menu >> Human Resources >> Time Management >> Administration >> Time Data >> PA61 - Maintain

Via Transaction Code

PA61

 

 

 

Procedure:

 

SAP Easy Access

1. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Command

White alphanumeric box in upper left corner used to input transaction codes

R

Enter value in Command.

Example: PA61

2. Click Enter button.

Maintain Time Data

3. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Personnel no.

Unique employee identifier

R

Enter value in Personnel no..

Example: 3275

4. Click Enter button.

Information:  Ensure the correct personnel number was entered after clicking Enter.

Maintain Time Data

5. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

From

Effective date of the personnel action

R

Enter value in From.

Example: 4/23/07

To

Ending date of the specified date range

R

Enter value in To.

Example: 5/23/07

Infotype

Unique number identifying the type of data to be displayed.

R

Enter value in Infotype.

Example: 696

STy

Infotype subtype.

R

Enter value in STy.

Example: F

Information:  The From field will default to the current date, but the date may need to be maintained.

Information:  The Period From and To dates should reflect the time period that an employee is eligible to receive leave donations according to his or her agency's Shared Leave policy.  The receiving employee will be able to receive donations only within this period.  Should the agency agree to extend the donation period, the eligibility record can be maintained to reflect the extended dates. 

6. Press ENTER.

7. Click Create (F5) button.

Create Absence Pools

8. Click the Absence Pool ID dropdown.

Create Absence Pools

9. Select Voluntary Shared Leave in the list box.

Create Absence Pools

10. Click Save (Ctrl+S) button.

Information:  When employees donate leave to the recipient by creating the donation record (infotype 0613), SAP will automatically generate a quota corrections record (infotype 2013), which will increase the recipients VSL (voluntary shared leave) quota.

Information:  In the event that the medical condition expires prior to an employee's Received Shared Leave being exhausted, the leave must be returned to the donors in accordance with OSP policy.  BEACON will systematically handle prorating and returning the leave.  Shared Services is responsible for executing the process to prorate and return the leave.

11. The system task is complete.