2335451 - Cross Midnight Processing In SAP SuccessFactors Time Sheet

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

• SAP SuccessFactors Employee Central – Time Sheet
• SAP SuccessFactors Time Tracking

There is a requirement to configure Cross Midnight Shifts.

SAP SuccessFactors Time Tracking subscription is mandatory. Cross-midnight recording is not available in EC Time Sheet alone.

1. With SuccessFactors Time Tracking subscription:

With a SAP SuccessFactors Time Tracking subscription, the Cross Midnight functionality is available by default. However, it must be configured within the Work Schedule settings before it can be used.

• Work Schedule Configuration
  • Time Recording Variant must be Clock Times (not Duration). Cross-midnight processing is only supported for clock-time-based recording.
  • The work schedule must be Period or Schedule model — not the Simple model.
• Cross Midnight Allowed:
  • Must be set to Yes
    
    
• Night Shift Bandwidth (critical for logical day attribution)

  • This feature ensures that all relevant attendance recordings are registered for the intended planned working time segment, on the day the night shift in question starts. It determines the earliest possible start time and the latest possible end time that an employee can record as part of a night shift.

    An example would be where a night shift is scheduled from 22:00 until 06:00. The night shift bandwidth is from the start of the shift until 08:00. An additional attendance is then booked from 06:30 until 07:30 on day 2. This means that an additional hour is added to the actual time worked on the night shift for day 1.

Important note: If the shift ends or starts directly at midnight (00:00), it is not considered to be a cross-midnight shift.

For more details, refer to the relevant SAP Help Portal documentation.

• Cross-Midnight Processing
• Creating a Regular Work Schedule
• Creating a Work Schedule Day Model

2. Without SuccessFactors Time Tracking subscription:

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

Please consider 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:

KBA 3660989 - Day assignment system logic of Cross-Midnight shifts

KBA 2335451 - How To Record Night Shifts In Time Sheet?

Time Sheet, Clock Times, Duration, Midnight, Cross Midnight, 00:00, 24:00, Night Shift, Late Shift, Night, TIM-6153, cross midnight work schedule, day model configuration,  Cross Midnight Allowed , KBA , LOD-SF-EC-TMS , Time Sheet , LOD-SF-TTR , Time Tracking , LOD-SF-TTR-CIO , Clock In/ Clock Out , How To

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