2335451 - How To Record Night Shifts In Time Sheet?

Symptom

You need to configure your Time Sheet with shifts which go over the night passing the midnight but when trying to do this, you are not able to correctly create the Work Schedule.

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 – Time Sheet
SAP SuccessFactors Time Tracking

Cause

Record hours passing Midnight is not supported under Employee Central Time Sheet.

However, with SuccessFactors Time Tracking subscription, Cross Midnight functionality available by default.

Resolution

1. With SuccessFactors Time Tracking subscription:

With SuccessFactors Time Tracking subscription, Cross Midnight functionality available by default.

Consider the documentation guide: Cross-Midnight Processing.

2. Without SuccessFactors Time Tracking subscription:

Without SuccessFactors Time Tracking subscription, Cross Midnight functionality in not supported by default.

For this, please consider the below workaround:

Explore if you can make the employees to duration based employees. For time evaluation (working time account calculation, overtime calculations) each time recorded on the “physical” day would be the times collected for the evaluation day. An employee working a night shift from 22:00 – 05:00 would record 7 hours on the day on which the shift start. Hence I expect working time account calculations and weekly overtime calculations would be correct then.

For reporting purposes you can add custom fields either to the time type (or to a so-called allowance type). The employee can record then 22:00 – 05:00 as performed working time. How time sheet UI and reporting looks like is attached in the screenshots. Please note that the start / end times are however not available for time valuation purpose. They are only for documentation / reporting purpose. A pay type generation based on the start/end times is NOT possible.

In order to get paid an employee or time admin would need to enter a shift premium manually as an allowance type. You can use input validation rules that for example a night allowance is only recorded on days with a day model “night shift”. How this looks in the time sheet interface can be seen in the attached screenshots. I have put custom fields for start / end times for the time type and for the allowance type into the time sheet. But please note that this custom fields are available then for all employees using time sheets – even for employees with time recording method “clock time”.

The fields are then in the details link. The difference is: for a “clock time” employee the duration is calculated based on the entries in the start / end field. For the “duration” based recorder the start / end field trigger no calculation nor validation. In addition, an automated break deduction is not possible for duration based recorders. They would need to record the net duration working time (and can add for documentation purpose a time type or allowance type called “break” with start / end times).

Please note that you would need to have effort in moving this employees back to “clock time” time recording method once we deliver a real cross midnight solution. Work schedules, time recording profiles, time valuation rules would need to be adapted and assigned to the employees. Please note that you need to investigate if this workaround suits for the overall process.

Screenshot of:

Duration based time recorder with start / end custom fields for documentation purpose:

An allowance with start / end time can be used for documentation purpose too:

Keywords

Time Sheet, TimeSheet, Clock Times, Duration, Midnight, Cross Midnight, 00:00, 24:00, Night Shift, Late Shift, Night, TIM-6153 , KBA , LOD-SF-EC-TMS , Time Sheet , LOD-SF-TTR , Time Tracking , How To

Product

SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors HCM Suite all versions ; SAP SuccessFactors Time Tracking all versions