2530361 - Period End Processing - Use Carried Over Balance by a Certain Date in the Next Period

Is it possible to use PEP to ensure that the carried over balance is used and approved by a certain date in the following period?

The requirement is to implement Period-End Processing (PEP) with the following condition:

• A maximum of 5 days can be carried over from the previous year's annual leave.

• These 5 carryover days must be used within the first 6 months of the new leave period (i.e., by 30/06/2020).

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• SAP SuccessFactors Employee Central
• SAP SuccessFactors HXM Suite

This requirement is not fully supported by standard functionality.

• In the current design, each posting on a time account is valid for the entire bookable period, regardless of the posting date.

• The system does not support assigning an “expiration date” to individual balances (e.g., carryover amounts valid only until a specific date).

Suggested Workaround:

To enforce the usage of carryover days within a limited time frame, use an Ad Hoc Time Account Type, which allows you to define custom, shorter bookable periods (e.g., January 1 to March 31).

Configuration Steps:

Scenario Example:There are 15 unused days on the Annual Leave 2020 time account. You want to carry over only 5 days into the next year, but ensure these are used within the first 3 months of the year.

1. Create a Custom Field

• Navigate to Configure Object Definitions > Time Account.

• Create a custom field (e.g., balanceAtAccountClosing) to store the remaining balance at the end of the period.

2. Create Interim Account Update Rule (Annual Leave Time Account)

• Create a rule to:

  • Calculate the remaining balance on the standard Annual Leave account.

  • Save this value in the balanceAtAccountClosing custom field.

  • Deduct the same amount from the current time account, reducing its balance to zero.

3. Create Ad Hoc Time Account Type

• Go to Manage Data > Create New > Time Account Type.

• Create a new Ad Hoc Time Account Type.

• Refer to the Implementation Guide – Ad Hoc Time Accounts for detailed steps.

4. Create Second Interim Account Update Rule (Ad Hoc Account)

• Create another rule to:

  • Fetch the value from the balanceAtAccountClosing field.

  • Post this amount to the new Ad Hoc Time Account.

5. Assign Ad Hoc Time Account Type to Time Profile

• Navigate to Time Profile in Manage Data.

• Assign the Ad Hoc Time Account Type to the relevant Annual Leave Time Type.

6. Manually Create Ad Hoc Time Account

• Go to Manage Data > Create New > Time Account.

• Select the Ad Hoc Time Account Type.

• Define the bookable period (e.g., Jan 1 to Mar 31 or Jan 1 to Jun 30, depending on requirement).

Refer to: Operating Time Management Handbook – Creating Time Accounts

7. Run Interim Account Update Calendar (Annual Leave)

• Navigate to Manage Time Off Calendar>New Calendar> Interim Calendar> Select Time Account Annual Leave, Set Start Date/End Date
• This updates the field "balanceAtAccountClosing" with the remaining balance and resets the original time account to zero.

8. Run Interim Account Update Calendar (Ad Hoc Account)

• Navigate to Manage Time Off Calendar>New Calendar> Interim Calendar> Select Adhoc Time Account, Set Start Date/End Date
• This transfers the saved value from the custom field "balanceAtAccountClosing" into the Ad Hoc Time Account.

Important Notes:

• If you need to cap the carryover (e.g., maximum 5 days), adjust the interim update rule for the Ad Hoc Time Account to include this condition.

• For more on capping rules, refer to: Capping Accruals – Implementation Guide

Reference:

For more details, see the section in the Operating Time Management Handbook titled: "Best Practice Tip: Period-End Processing – Transferring Balances Between Accounts"

2594644 - b1805 EC Time - Rule Function to sum up Balance Based on Posting Type

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