2162317 - How to Create Time Accounts in Employee Central

Symptom

This KB article provides the basic steps and configuration required to create a time account in Employee Central Time Off

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

Environment

SAP SuccessFactors Employee Central

Resolution

Prerequisites

Time Type - For each absence type, individual time type configuration must be created.
Time Account Type - For every time type, time account type must be created and assigned under Time Account Posting Rules on time type.
Time Profile - After time account types are assigned to the time type, time types should be assigned on a time profile, which, must be assigned on employee's job information

Time Type

Go to Admin Center > Manage Time Off Structures > Create New > Time Type
Add the External Name and External Code for the Time Type
Add the ‘Time Account Posting Rule’ which is the one we created in step 1
Configure the workflow in ‘Workflow Configuration’, according to the required workflow to be triggered
Add the ‘Unit’ same as the one entered for the Time Account Type

Time Account Type

Go to Admin Center >Manage Time Off Structures > click on Create New then select Time Account Type

Maintain the following settings:

External Name: Enter a meaningful name for your time account type.
External Code: Enter a meaningful external code for your time account
Unit: Enter a time unit here, either Hour(s) or Day(s). It must be the same as the unit chosen in the matching time type.
Account Creation Type: Recurring
Account Creation Start Date: Account Valid From (Day or Month) for Time Account Type
Account Valid From [Day] / Account Valid [Month]: 1
Account Booking Offset [Months]: 0
Posting Order: Oldest First by Bookable Period
Accrual Frequency Period: Annually.
Hire Rule: Enter the rule to be applied to the calculation of accruals for hire accrual period.
Accrual Rule: Enter the rule to be applied to the calculation of accruals.
Termination Rule: Enter the rule to be applied to the calculation of accruals for terminated employees.
Accruals Based on: Standard

Notes:

Accrual Frequency Period can be Annually, Monthly, Weekly, Daily etc
‘Account Creation Start Date’to “Account Valid From (Day or Month) for the Time Account Type” (This will create the Time Account from the start of the Calendar Year i.e from January to December)
Account Booking Offset[Months]’ is to configure the Bookable Until/Booking Possible Until of the time Account. The value set here will extend the bookable period with specified number of months after the end of the validity period for the recurring account.
Account Validity and Booking Validity should never be changed during accruals;

If you give the value in this field as ‘6’ - Booking Possible Until will be till 6 months after the validity of the account (Account Valid Until date) please refer to the example below:

Account Valid From : 01/01/2015
Account Valid Until : 12/31/2015
Booking Possible From : 01/01/2015
Booking Possible Until : 06/31/2016 (i.e 6 months minus the Account Valid Until date)

If you give the value in this field as ‘2’ - Booking Possible Until will be till 2 months after the validity of the account (Account Valid Until date) please refer to the example below:

Account Valid From: 01/01/2015
Account Valid Until: 12/31/2015
Booking Possible From: 01/01/2015
Booking Possible Until: 2/31/2016 (i.e 2 months minus the Account Valid Until date)

It is not possible to set a negative value for this field.

Time Profile

Admin Tools > Manage Time Off Structures >Time Profile
Create a new Time Profile/Add the Time Type created to the Time Profile

Note: It's not possible to delete the old Time Type if it is already assigned to employees

Add the Time Profile created to the Employee’s Time Profile field in Job Information Portlet.
Run Calendar
Admin Tools >Manage Time Off Calendar > Account Creation > New Calendar
‘Start Date’ and ‘End Date’ – To define the validity of the Account (Please find the example screenshots below)
Select the Time Account Type
Simulate
If Simulation successful, then Run

Best Practice: Always ‘Simulate’ to check for any error before running the Calendar

Note: Do not create recurring or permanent time accounts manually (using an MDF import or oData). They are created automatically when you assign a time profile to an employee’s job information and also during the account creation calendar run.

FAQ - Additional Information

Q) Is there any way to test if the time accounts will get automatically created when expected? based on the "Account Creation Offset [Months]"?

A) No, you can't check this in advance. If account creation automation setting is enabled, and you set the field to "Account Creation Offset [Months]" to "3" for example, the accounts should get created with an automatic account creation calendar, 3 months before the "Account Valid From" date.