PA61: Shared Leave (Donor)

updated 5/7/08

Trigger:

There is a need to record the leave an employee is donating to another employee who has been approved to participate in the Voluntary Shared Leave program.

 

Business Process Procedure Overview

 

The State of NC has a policy that permits an employee to donate leave to another employee who has been approved to participate in the Voluntary Shared Leave (VSL) program.   An employee can donate Vacation, Bonus or Sick leave to another employee according to OSP policy.  The Absence Donation/Withdrawal Infotype (Infotype 613) enables the leave donation functionality.  In BEACON, leave donations will be made directly to another employee's VSL quota.

 

There is a single subtype of Infotype 613 that is relevant for leave donations:

Donation (Subtype 0001) - Upon creation, the donation record (infotype 0613) will automatically create a time quota compensation record (infotype 0416) to deduct the amount from the donors balances and a quota correction record (infotype 2013) to apply the donation to the receiving employees VSL (voluntary shared leave) quota.

Critical:  In order for a leave donation to be correctly processed, the receiving employee must have a current Absence Pool record (Infotype 696).  These steps are detailed in the PA61 - Shared Leave (Recipient) BPP.  Verify these steps have been completed before continuing.

 

This BPP will detail:

1) Creating a leave donation record

2) Verifying the deduction from the selected quota

 

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

 

  

 

 

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: 3274

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: 4/23/07

Infotype

Unique number identifying the type of data to be displayed.

R

Enter value in Infotype.

Example: 613

STy

Infotype subtype.

R

Enter value in STy.

Example: 0001

Information:  The From and To fields should contain the same date and reflect the date of the donation.

6. Click Create (F5) button.

Critical:  In order for a leave donation to be correctly processed, the receiving employee must have a current Absence Pool record (Infotype 696).  These steps are detailed in the PA61 - Shared Leave (Recipient) BPP.  Verify these steps have been completed before continuing.

Create Absence Donation Administration US

7. Click the Abs.quota type dropdown.

Create Absence Donation Administration US

8. Select Vacation Leave ( 31.32000 Hours ) in the list box.

Information:  The Abs. quota type drop down list also provides the current balance for donating employee's eligible quotas.

Reference:  All of an employee's quotas will be displayed, however OSP police only allows specific types of leave to be donated.  Refer to OSP policy for specific rules concerning leave donation.

Create Absence Donation Administration US

9. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Number/Unit

Enter number/unit of items out on a loan.

R

Enter value in Number/Unit.

Example: 16

Reference:  Refer to OSP policy for minimum donation amounts associated with the VSL program.

10. 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

Information:  Hit [ENTER] after entering a personnel number to refresh the transaction.  This enables the receiving employee's quotas to be displayed in the Target Abs. quota drop down list.  If the transaction is not refreshed, no target quotas are displayed due to the system not yet processing the receiving employee.

Create Absence Donation Administration US

11. Click the Target Abs. quota dropdown.

Create Absence Donation Administration US

12. Select Received Shared Leave in the list box.

Information:  The leave may only be donated into the receiving employee's Received Shared Leave quota.

Create Absence Donation Administration US

13. Click Save (Ctrl+S) button.

Information:  Following the creation of a leave donation record, you can view the employee's quota balances to verify that the selected balance reflects the donation that was just processed.  In the steps above, the employee donated 16 hrs of Vacation leave.  In the steps below, the donated 16 hrs are shown in the Deduction column for the employee's Vacation leave balance.

Maintain Time Data

14. Click All radio button.

15. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Infotype

Unique number identifying the type of data to be displayed.

R

Enter value in Infotype.

Example: 2006

16. Click Overview (Shift+F8) button.

List Absence Quotas

Information:  If the donation is not reflected in the donating employee's quota, back out of the transaction to the SAP menu and re-enter transaction [PA61].  The donation should now be reflected on infotype 2006.

Information:  The donated leave will be available to the receiving employee the following day.  The nightly Time Evaluation program will process the donation.

17. Click Back (F3) button.

18. The system task is complete.