Bt1000 Ess - Leave Request Maintenance
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BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
External References Links to External Documents External Reference Process Diagram Standard Operating Procedures Job Aids Reference Materials
Links
Version Number 1.0 2.0
Change Description Original Documentation Total revision and new screen shots. 07/12/05
Overview This version is effective 08/01/2005. Trigger(s): An employee wants to request time off from work or wants to modify or delete an existing leave request. - OR A supervisor, supervisor’s aide, timekeeper, time advisor, or workers’ comp. advisor needs to enter an absence for an employee or needs to modify or delete an existing leave request for an employee. Business Process Description Overview A leave request is created, modified, or deleted through Employee Self-Service (ESS). A future dated, unapproved leave request may be deleted without supervisor approval (based on absence type). A supervisor or an approving authority will need to approve newly created, modified, or deleted leave requests that are submitted through ESS. The employee will receive an email notification after the submitted leave request is approved or rejected. Input 1. Employee requests time off from work. 2. Employee modifies an existing leave request. 3. Employee deletes an existing leave request. Steps 1. Required steps noted in detail on screens 1.1 through 1.4 2. Required steps noted in detail on screens 1.5 through 1.6 3. Required steps noted in detail on screens 1.7 through 1.8 Output 1. Leave request is created.
Comments The following role holders also have the ability to submit leave requests on behalf of an employee: supervisor, supervisor’s aide, timekeeper, time advisor or workers’ comp. advisor. Details
Comments
2. Leave request is modified.
Leave requests will automatically be completed or routed to the appropriate approver based on the absence type.
3. Leave request is deleted.
The leave request updates the R/3 absence infotype 2001.
4. Outlook email notification is sent to the employee after leave request is approved/rejected.
Outlook email notification is sent to the supervisor for all rejected leave requests, leave requests requiring time advisor/workers’ comp. advisor approval, or leave requests processed on the supervisor’s behalf.
Last changed on: 07/12/2005
Last changed by: SWE Team
Version: 2.0
Page:
1 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
Tips and Tricks •
The date should be entered in the format of mm/dd/yyyy, including backslashes.
•
Use the calendar
•
The Calculate
•
Collision - A system error generates when an absence is requested for a period of time when another absence/attendance already exists.
•
Retroactivity – Leave request end date cannot be more than two weeks prior to the current date. Should a modification, deletion or new request be required for a prior date more than two weeks in the past, a timekeeper or time advisor would have to make the adjustment for the employee using SAP transaction PA61, Infotype 2001.
icon to select a date from the calendar that is displayed. button can be used to calculate the hours of the request.
Valid Leave Request Statuses Status Approved To Be Approved Pending Pending Deletion
Last changed on: 07/12/2005
Description Leave request has been approved. Leave request pending approval/rejection. A previously approved leave request has been modified and is now pending approval/rejection. A previously approved leave request was deleted and is pending approval/rejection.
Last changed by: SWE Team
Version: 2.0
Page:
2 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
Procedure Steps 1.1
An employee can access the transaction by: Roles→ EMPLOYEE SELF SERVICE→ Employee Self Service User→ Time Management→ Create/Maintain Leave Request N/A
Via Menus Via Transaction Code
Last changed on: 07/12/2005
Last changed by: SWE Team
Version: 2.0
Page:
3 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
1.2
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
On the “Leave Request Maintenance” screen, select the appropriate radio button as described in the table below:
Field Name Self Other
Personnel Number for whom leave is being requested
Description Perform leave request maintenance for yourself. Perform leave request maintenance for another employee.
Personnel number to perform leave request maintenance for.
R/O/D/N R/O R/O
R/O (Required when the “Other” radio button is selected.)
User Action and Values Select the radio button. Select the radio button.
Select the “Other” radio button then enter the employee’s personnel number in the available field.
Comments
Only supervisors, supervisor aides, deadline approvers, timekeepers, time advisors and workers’ comp. advisors have the authority and security to enter requests for other employees. Only supervisors, supervisor aides, deadline approvers, timekeepers, time advisors and workers’ comp. advisors have the authority and security to enter requests for other employees.
R = Required, O = Optional, D = Display, N = Not Required
Select the Continue
Last changed on: 07/12/2005
button to proceed.
Last changed by: SWE Team
Version: 2.0
Page:
4 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
1.3
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
On the “Leave Request Maintenance” screen, select the appropriate radio button depending on the leave request action. If modifying or deleting a leave request, enter the specific date or date range of the leave request.
Field Name Create New Leave Request Modify Leave Request From Date (Same line as the Modify Leave Request button) To Date (Same line as the Modify Leave Request button) Delete Request From Date (Same line as the Delete Request button) To Date (Same line as the Delete Request button)
Description Create a new leave request.
R/O/D/N R/O
User Action and Values Select the radio button.
Comments
Modify an existing leave request.
R/O
Select the radio button.
The begin date when selecting leave request to modify.
R/O
Enter the beginning date when identifying the specific leave request to modify.
The current date will default in this field.
The end date when selecting leave request to modify.
R/O
Enter the ending date when identifying the specific leave request to modify.
The date of 12/31/9999 will default in this field.
Delete an existing leave request. The begin date when selecting leave request to delete.
R/O R/O
Select the radio button. Enter the beginning date when identifying the leave specific request to delete.
The end date when selecting leave request to delete.
R/O
Enter the ending date when identifying the specific leave request to delete.
The current date will default in this field.
The date of 12/31/9999 will default in this field.
R = Required, O = Optional, D = Display, N = Not Required
Select the Continue
Last changed on: 07/12/2005
button to proceed.
Last changed by: SWE Team
Version: 2.0
Page:
5 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
If the “Create New Leave Request” radio button was selected, go to step 1.4. If the “Modify Leave Request” radio button was selected, go to step 1.5. If the “Delete Request” radio button was selected, go to step 1.7. 1.4
The “Create Request for Leave” screen will appear if the Create New Leave Request radio button was chosen. Enter information in the fields as specified in the table below:
Field Name Absence Type Anticipated Quota Balance Actual Quota Balance
Description Absence type for the particular leave request. Quota balance available through the end of the current leave calendar year for the selected absence type. Current quota balance for the selected absence type.
Last changed on: 07/12/2005
Last changed by: SWE Team
R/O/D/N R D
User Action and Values Type the first letter of the absence type or use the drop down list. Display only. Field cannot be updated.
D
Display only. Field cannot be updated.
Version: 2.0
Comments
All leave requests, including future dated, have been deducted. Future dated leave requests are not deducted. Page:
6 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
Meal Period for this Request Leave Begin Date
Time of the meal period.
O
Date leave begins.
R
Leave Begin Time Leave End Date
Time leave begins.
O
Date leave ends.
R
Leave End Time Absence Hours
Time leave ends.
O
Actual hours absent based on the dates and times entered.
O
Medical Appointment Time Family Relationship
Time of medical appointment.
O
Enter time if request is for a medical appointment.
Family member relationship for which leave is requested.
O
Use the drop down list to select.
Medical Certificate Available Other Remarks
Medical documentation is available to support the leave request.
O
Select check box if medical documentation is available.
Remarks to support the leave request.
O
Enter begin time of leave request or if left blank, it will represent a full day. Enter end date of leave request. Enter end time of leave request or if left blank, it will represent a full day. Will calculate automatically after selecting the calculate button.
Use 24 hour format (military time). A leave request should not begin on an off day. Use 24 hour format (military time). A leave request should not end on an off day. Use 24 hour format (military time). If only absence hours are entered, the start time will begin at the start of the shift and the end time will be calculated based on the absence hours entered. Use 24 hour format (military time). Required for some absence types, i.e., SF, SB, SC, FL.
Enter text to further explain reason for leave request. These remarks are saved on absence infotype 2001. R = Required, O = Optional, D = Display, N = Not Required
Select the Calculate
button to calculate the hours of the request.
Then select the Create
Last changed on: 07/12/2005
Enter a time only if changing the meal period in conjunction with the leave request. Enter begin date of leave request.
Last changed by: SWE Team
button and proceed to step 1.9.
Version: 2.0
Page:
7 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
Tips and Tricks for the “Modify Leave Request” Screen
1.5
•
A leave request can only be modified if the newly entered dates and times are between the original start date/time and original end date/time of the leave request. If not, the original leave request will need to be deleted and a new one created.
•
An error message will be received when attempting to modify a leave request with new dates and times that are not between the original start date/time and original end date/time of the leave request.
•
The ‘Other Remarks’ field of a modified leave request must be completed or it will not be accepted by the system. The “Modify Leave Request” screen will appear if the Modify Leave Request radio button was chosen. Select the radio button in front of the leave request to modify.
Field Name Choose
Description R/O/D/N User Action and Values Radio button to use when selecting a R Select the appropriate radio button in leave request. front of the leave request to modify. R = Required, O = Optional, D = Display, N = Not Required
Select the Modify
Last changed on: 07/12/2005
Comments
button to proceed.
Last changed by: SWE Team
Version: 2.0
Page:
8 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
1.6
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
On the “Modify Leave Request” screen, enter information in the fields as specified in the below table:
Field Name Absence Type Anticipated Quota Balance Actual Quota Balance Meal Period for this Request
Description Absence type for the particular leave request. Quota balance available through the end of the current leave calendar year for the selected absence type. Current quota balance for the selected absence type. Actual time of the meal period.
R/O/D/N D
User Action and Values Display only. Field cannot be updated.
Comments
D
Display only. Field cannot be updated.
All leave requests, including future dated, have been deducted.
D
Display only. Field cannot be updated.
O
Enter a time in the ‘Modified Leave Request’ section only if changing the meal period of the original leave request. Enter date in the ‘Modified Leave Request’ section only if changing the date of the original leave request. Enter time in the ‘Modified Leave
Leave Begin Date
Date leave begins.
R
Leave Begin
Time leave begins.
O
Last changed on: 07/12/2005
Last changed by: SWE Team
Version: 2.0
Use 24 hour format (military time).
Use 24 hour format Page:
9 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
Time
R/3 4.6C Robin Mills
Request’ section only if changing the time of the original leave request. If left blank, it will represent a full day. Enter date in the ‘Modified Leave Request’ section only if changing the date of the original leave request. Enter time in the ‘Modified Leave Request’ section only if changing the time of the original leave request. If left blank, it will represent a full day. Will calculate automatically in the ‘Modified Leave Request’ section when using the calculate button. Enter time if request is for a medical appointment.
(military time).
Required for some absence types, i.e., SF, SB, SC, FL.
Leave End Date
Date leave ends.
R
Leave End Time
Time leave ends.
O
Absence Hours
Actual hours absent based on the dates and times entered.
O
Medical Appointment Time Family Relationship
Time of medical appointment.
O
Family member relationship for which leave is requested.
O
Use the drop down list to select.
Medical Certificate Available Other Remarks
Medical documentation is available to support the leave request.
O
Select check box if medical documentation is available.
Remarks are required to support the leave request modification.
R
Enter text to further explain reason for leave request modification.
Use 24 hour format (military time).
Use 24 hour format (military time).
Upon modifying the leave request, only the text that appears in the other remarks text field is saved.
R = Required, O = Optional, D = Display, N = Not Required
Select the Modify
button and proceed to step 1.9.
Below is an example of an error message received when attempting to modify a leave request with new dates and times that are not between the original start date/time and end date/time:
Below is an example of an error message received when attempting to modify a leave request and not completing the ‘Other Remarks’ field:
Last changed on: 07/12/2005
Last changed by: SWE Team
Version: 2.0
Page:
10 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
Tips and Tricks for the “Delete the Leave Request” Screen
1.7
•
The ‘Other Remarks’ field of a leave request for deletion must be completed or it will not be accepted by the system.
•
A leave request can be deleted unless it is a past dated ‘To Be Approved’ leave request. To delete a past dated ‘To be Approved’ leave request, the supervisor or approving authority must be contacted to reject the original request. The “Delete Leave Request” screen will appear if the Delete Request radio button was chosen. Select the radio button in front of the leave request to delete.
Field Name Choose
Description R/O/D/N User Action and Values Radio button to use when selecting a R Select the appropriate radio button in leave request. front of the leave request to delete. R = Required, O = Optional, D = Display, N = Not Required
Select the Delete
Last changed on: 07/12/2005
Comments
button to proceed.
Last changed by: SWE Team
Version: 2.0
Page:
11 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
1.8
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
On the “Delete the Leave Request” screen, enter information in the fields as specified in the table below:
Field Name Absence Type Anticipated Quota Balance
Actual Quota Balance Meal Period for this Request Leave Begin Date Leave Begin Time
Description Absence type for the particular leave request. Quota balance available through the end of the current leave calendar year for the selected absence type.
R/O/D/N D
User Action and Values Display only. Field cannot be updated.
D
Display only. Field cannot be updated.
Current quota balance for the selected absence type. Time of the meal period.
D
Display only. Field cannot be updated.
D
Display only. Field cannot be updated.
Date leave begins.
D
Display only. Field cannot be updated.
Time leave begins.
D
Display only. Field cannot be updated.
Last changed on: 07/12/2005
Last changed by: SWE Team
Version: 2.0
Comments
All leave requests, including future dated, have been deducted.
24 hour format (military time).
24 hour format (military time). Page:
12 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number: Leave End Date Leave End Time Absence Hours Medical Appointment Time Family Relationship Medical Certificate Available Other Remarks
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
Date leave ends.
D
Display only. Field cannot be updated.
Time leave ends.
D
Display only. Field cannot be updated.
Actual hours absent based on the dates and times entered. Time of medical appointment.
D
Display only. Field cannot be updated.
D
Display only. Field cannot be updated.
D
Display only. Field cannot be updated.
D
Display only. Field cannot be updated.
Family member relationship for which leave is requested. Medical documentation is available to support the leave request.
24 hour format (military time).
24 hour format (military time).
Required remarks to support the R Enter text to further explain reason for leave request deletion. leave request deletion. R = Required, O = Optional, D = Display, N = Not Required
Select the Delete
button to proceed.
Below is an example of an error message received when attempting to delete a leave request and not completing the ‘Other Remarks’ field:
Below is an example of an error message received when attempting to delete a past dated “To Be Approved” leave request. See Tips and Tricks on page 11 for more details.
Last changed on: 07/12/2005
Last changed by: SWE Team
Version: 2.0
Page:
13 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
1.9
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
A message will be displayed after selecting the Create, Modify, or Delete button. If the system accepted the leave request, one of the following pop-up boxes will appear: Pop-up box that appears for a leave request creation or modification. This pop-up box will also appear for a previously approved leave request deletion:
Select the OK
button to clear the message and submit to an approving authority. - OR -
Pop-up box that appears for a leave request deletion where the leave begin date is the current date or a future date and is still pending approval:
Select the OK
button to clear the message.
The following Pop-up box appears if there is a collision with the leave request:
Select the OK
button to clear the message.
You will need to use new dates/times for the request you are attempting to create.
Last changed on: 07/12/2005
Last changed by: SWE Team
Version: 2.0
Page:
14 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
Cross Functional Dependencies: Team N/A
Dependent tasks
Workflow Requirements: Trigger N/A
Last changed on: 07/12/2005
Approval
Last changed by: SWE Team
Response
Version: 2.0
Page:
15 of 15
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
External References Links to External Documents External Reference Process Diagram Standard Operating Procedures Job Aids Reference Materials
Links
Version Number 1.0 2.0
Change Description Original Documentation Total revision and new screen shots. 07/12/05
Overview This version is effective 08/01/2005. Trigger(s): An employee wants to request time off from work or wants to modify or delete an existing leave request. - OR A supervisor, supervisor’s aide, timekeeper, time advisor, or workers’ comp. advisor needs to enter an absence for an employee or needs to modify or delete an existing leave request for an employee. Business Process Description Overview A leave request is created, modified, or deleted through Employee Self-Service (ESS). A future dated, unapproved leave request may be deleted without supervisor approval (based on absence type). A supervisor or an approving authority will need to approve newly created, modified, or deleted leave requests that are submitted through ESS. The employee will receive an email notification after the submitted leave request is approved or rejected. Input 1. Employee requests time off from work. 2. Employee modifies an existing leave request. 3. Employee deletes an existing leave request. Steps 1. Required steps noted in detail on screens 1.1 through 1.4 2. Required steps noted in detail on screens 1.5 through 1.6 3. Required steps noted in detail on screens 1.7 through 1.8 Output 1. Leave request is created.
Comments The following role holders also have the ability to submit leave requests on behalf of an employee: supervisor, supervisor’s aide, timekeeper, time advisor or workers’ comp. advisor. Details
Comments
2. Leave request is modified.
Leave requests will automatically be completed or routed to the appropriate approver based on the absence type.
3. Leave request is deleted.
The leave request updates the R/3 absence infotype 2001.
4. Outlook email notification is sent to the employee after leave request is approved/rejected.
Outlook email notification is sent to the supervisor for all rejected leave requests, leave requests requiring time advisor/workers’ comp. advisor approval, or leave requests processed on the supervisor’s behalf.
Last changed on: 07/12/2005
Last changed by: SWE Team
Version: 2.0
Page:
1 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
Tips and Tricks •
The date should be entered in the format of mm/dd/yyyy, including backslashes.
•
Use the calendar
•
The Calculate
•
Collision - A system error generates when an absence is requested for a period of time when another absence/attendance already exists.
•
Retroactivity – Leave request end date cannot be more than two weeks prior to the current date. Should a modification, deletion or new request be required for a prior date more than two weeks in the past, a timekeeper or time advisor would have to make the adjustment for the employee using SAP transaction PA61, Infotype 2001.
icon to select a date from the calendar that is displayed. button can be used to calculate the hours of the request.
Valid Leave Request Statuses Status Approved To Be Approved Pending Pending Deletion
Last changed on: 07/12/2005
Description Leave request has been approved. Leave request pending approval/rejection. A previously approved leave request has been modified and is now pending approval/rejection. A previously approved leave request was deleted and is pending approval/rejection.
Last changed by: SWE Team
Version: 2.0
Page:
2 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
Procedure Steps 1.1
An employee can access the transaction by: Roles→ EMPLOYEE SELF SERVICE→ Employee Self Service User→ Time Management→ Create/Maintain Leave Request N/A
Via Menus Via Transaction Code
Last changed on: 07/12/2005
Last changed by: SWE Team
Version: 2.0
Page:
3 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
1.2
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
On the “Leave Request Maintenance” screen, select the appropriate radio button as described in the table below:
Field Name Self Other
Personnel Number for whom leave is being requested
Description Perform leave request maintenance for yourself. Perform leave request maintenance for another employee.
Personnel number to perform leave request maintenance for.
R/O/D/N R/O R/O
R/O (Required when the “Other” radio button is selected.)
User Action and Values Select the radio button. Select the radio button.
Select the “Other” radio button then enter the employee’s personnel number in the available field.
Comments
Only supervisors, supervisor aides, deadline approvers, timekeepers, time advisors and workers’ comp. advisors have the authority and security to enter requests for other employees. Only supervisors, supervisor aides, deadline approvers, timekeepers, time advisors and workers’ comp. advisors have the authority and security to enter requests for other employees.
R = Required, O = Optional, D = Display, N = Not Required
Select the Continue
Last changed on: 07/12/2005
button to proceed.
Last changed by: SWE Team
Version: 2.0
Page:
4 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
1.3
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
On the “Leave Request Maintenance” screen, select the appropriate radio button depending on the leave request action. If modifying or deleting a leave request, enter the specific date or date range of the leave request.
Field Name Create New Leave Request Modify Leave Request From Date (Same line as the Modify Leave Request button) To Date (Same line as the Modify Leave Request button) Delete Request From Date (Same line as the Delete Request button) To Date (Same line as the Delete Request button)
Description Create a new leave request.
R/O/D/N R/O
User Action and Values Select the radio button.
Comments
Modify an existing leave request.
R/O
Select the radio button.
The begin date when selecting leave request to modify.
R/O
Enter the beginning date when identifying the specific leave request to modify.
The current date will default in this field.
The end date when selecting leave request to modify.
R/O
Enter the ending date when identifying the specific leave request to modify.
The date of 12/31/9999 will default in this field.
Delete an existing leave request. The begin date when selecting leave request to delete.
R/O R/O
Select the radio button. Enter the beginning date when identifying the leave specific request to delete.
The end date when selecting leave request to delete.
R/O
Enter the ending date when identifying the specific leave request to delete.
The current date will default in this field.
The date of 12/31/9999 will default in this field.
R = Required, O = Optional, D = Display, N = Not Required
Select the Continue
Last changed on: 07/12/2005
button to proceed.
Last changed by: SWE Team
Version: 2.0
Page:
5 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
If the “Create New Leave Request” radio button was selected, go to step 1.4. If the “Modify Leave Request” radio button was selected, go to step 1.5. If the “Delete Request” radio button was selected, go to step 1.7. 1.4
The “Create Request for Leave” screen will appear if the Create New Leave Request radio button was chosen. Enter information in the fields as specified in the table below:
Field Name Absence Type Anticipated Quota Balance Actual Quota Balance
Description Absence type for the particular leave request. Quota balance available through the end of the current leave calendar year for the selected absence type. Current quota balance for the selected absence type.
Last changed on: 07/12/2005
Last changed by: SWE Team
R/O/D/N R D
User Action and Values Type the first letter of the absence type or use the drop down list. Display only. Field cannot be updated.
D
Display only. Field cannot be updated.
Version: 2.0
Comments
All leave requests, including future dated, have been deducted. Future dated leave requests are not deducted. Page:
6 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
Meal Period for this Request Leave Begin Date
Time of the meal period.
O
Date leave begins.
R
Leave Begin Time Leave End Date
Time leave begins.
O
Date leave ends.
R
Leave End Time Absence Hours
Time leave ends.
O
Actual hours absent based on the dates and times entered.
O
Medical Appointment Time Family Relationship
Time of medical appointment.
O
Enter time if request is for a medical appointment.
Family member relationship for which leave is requested.
O
Use the drop down list to select.
Medical Certificate Available Other Remarks
Medical documentation is available to support the leave request.
O
Select check box if medical documentation is available.
Remarks to support the leave request.
O
Enter begin time of leave request or if left blank, it will represent a full day. Enter end date of leave request. Enter end time of leave request or if left blank, it will represent a full day. Will calculate automatically after selecting the calculate button.
Use 24 hour format (military time). A leave request should not begin on an off day. Use 24 hour format (military time). A leave request should not end on an off day. Use 24 hour format (military time). If only absence hours are entered, the start time will begin at the start of the shift and the end time will be calculated based on the absence hours entered. Use 24 hour format (military time). Required for some absence types, i.e., SF, SB, SC, FL.
Enter text to further explain reason for leave request. These remarks are saved on absence infotype 2001. R = Required, O = Optional, D = Display, N = Not Required
Select the Calculate
button to calculate the hours of the request.
Then select the Create
Last changed on: 07/12/2005
Enter a time only if changing the meal period in conjunction with the leave request. Enter begin date of leave request.
Last changed by: SWE Team
button and proceed to step 1.9.
Version: 2.0
Page:
7 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
Tips and Tricks for the “Modify Leave Request” Screen
1.5
•
A leave request can only be modified if the newly entered dates and times are between the original start date/time and original end date/time of the leave request. If not, the original leave request will need to be deleted and a new one created.
•
An error message will be received when attempting to modify a leave request with new dates and times that are not between the original start date/time and original end date/time of the leave request.
•
The ‘Other Remarks’ field of a modified leave request must be completed or it will not be accepted by the system. The “Modify Leave Request” screen will appear if the Modify Leave Request radio button was chosen. Select the radio button in front of the leave request to modify.
Field Name Choose
Description R/O/D/N User Action and Values Radio button to use when selecting a R Select the appropriate radio button in leave request. front of the leave request to modify. R = Required, O = Optional, D = Display, N = Not Required
Select the Modify
Last changed on: 07/12/2005
Comments
button to proceed.
Last changed by: SWE Team
Version: 2.0
Page:
8 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
1.6
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
On the “Modify Leave Request” screen, enter information in the fields as specified in the below table:
Field Name Absence Type Anticipated Quota Balance Actual Quota Balance Meal Period for this Request
Description Absence type for the particular leave request. Quota balance available through the end of the current leave calendar year for the selected absence type. Current quota balance for the selected absence type. Actual time of the meal period.
R/O/D/N D
User Action and Values Display only. Field cannot be updated.
Comments
D
Display only. Field cannot be updated.
All leave requests, including future dated, have been deducted.
D
Display only. Field cannot be updated.
O
Enter a time in the ‘Modified Leave Request’ section only if changing the meal period of the original leave request. Enter date in the ‘Modified Leave Request’ section only if changing the date of the original leave request. Enter time in the ‘Modified Leave
Leave Begin Date
Date leave begins.
R
Leave Begin
Time leave begins.
O
Last changed on: 07/12/2005
Last changed by: SWE Team
Version: 2.0
Use 24 hour format (military time).
Use 24 hour format Page:
9 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
Time
R/3 4.6C Robin Mills
Request’ section only if changing the time of the original leave request. If left blank, it will represent a full day. Enter date in the ‘Modified Leave Request’ section only if changing the date of the original leave request. Enter time in the ‘Modified Leave Request’ section only if changing the time of the original leave request. If left blank, it will represent a full day. Will calculate automatically in the ‘Modified Leave Request’ section when using the calculate button. Enter time if request is for a medical appointment.
(military time).
Required for some absence types, i.e., SF, SB, SC, FL.
Leave End Date
Date leave ends.
R
Leave End Time
Time leave ends.
O
Absence Hours
Actual hours absent based on the dates and times entered.
O
Medical Appointment Time Family Relationship
Time of medical appointment.
O
Family member relationship for which leave is requested.
O
Use the drop down list to select.
Medical Certificate Available Other Remarks
Medical documentation is available to support the leave request.
O
Select check box if medical documentation is available.
Remarks are required to support the leave request modification.
R
Enter text to further explain reason for leave request modification.
Use 24 hour format (military time).
Use 24 hour format (military time).
Upon modifying the leave request, only the text that appears in the other remarks text field is saved.
R = Required, O = Optional, D = Display, N = Not Required
Select the Modify
button and proceed to step 1.9.
Below is an example of an error message received when attempting to modify a leave request with new dates and times that are not between the original start date/time and end date/time:
Below is an example of an error message received when attempting to modify a leave request and not completing the ‘Other Remarks’ field:
Last changed on: 07/12/2005
Last changed by: SWE Team
Version: 2.0
Page:
10 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
Tips and Tricks for the “Delete the Leave Request” Screen
1.7
•
The ‘Other Remarks’ field of a leave request for deletion must be completed or it will not be accepted by the system.
•
A leave request can be deleted unless it is a past dated ‘To Be Approved’ leave request. To delete a past dated ‘To be Approved’ leave request, the supervisor or approving authority must be contacted to reject the original request. The “Delete Leave Request” screen will appear if the Delete Request radio button was chosen. Select the radio button in front of the leave request to delete.
Field Name Choose
Description R/O/D/N User Action and Values Radio button to use when selecting a R Select the appropriate radio button in leave request. front of the leave request to delete. R = Required, O = Optional, D = Display, N = Not Required
Select the Delete
Last changed on: 07/12/2005
Comments
button to proceed.
Last changed by: SWE Team
Version: 2.0
Page:
11 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
1.8
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
On the “Delete the Leave Request” screen, enter information in the fields as specified in the table below:
Field Name Absence Type Anticipated Quota Balance
Actual Quota Balance Meal Period for this Request Leave Begin Date Leave Begin Time
Description Absence type for the particular leave request. Quota balance available through the end of the current leave calendar year for the selected absence type.
R/O/D/N D
User Action and Values Display only. Field cannot be updated.
D
Display only. Field cannot be updated.
Current quota balance for the selected absence type. Time of the meal period.
D
Display only. Field cannot be updated.
D
Display only. Field cannot be updated.
Date leave begins.
D
Display only. Field cannot be updated.
Time leave begins.
D
Display only. Field cannot be updated.
Last changed on: 07/12/2005
Last changed by: SWE Team
Version: 2.0
Comments
All leave requests, including future dated, have been deducted.
24 hour format (military time).
24 hour format (military time). Page:
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BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number: Leave End Date Leave End Time Absence Hours Medical Appointment Time Family Relationship Medical Certificate Available Other Remarks
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
Date leave ends.
D
Display only. Field cannot be updated.
Time leave ends.
D
Display only. Field cannot be updated.
Actual hours absent based on the dates and times entered. Time of medical appointment.
D
Display only. Field cannot be updated.
D
Display only. Field cannot be updated.
D
Display only. Field cannot be updated.
D
Display only. Field cannot be updated.
Family member relationship for which leave is requested. Medical documentation is available to support the leave request.
24 hour format (military time).
24 hour format (military time).
Required remarks to support the R Enter text to further explain reason for leave request deletion. leave request deletion. R = Required, O = Optional, D = Display, N = Not Required
Select the Delete
button to proceed.
Below is an example of an error message received when attempting to delete a leave request and not completing the ‘Other Remarks’ field:
Below is an example of an error message received when attempting to delete a past dated “To Be Approved” leave request. See Tips and Tricks on page 11 for more details.
Last changed on: 07/12/2005
Last changed by: SWE Team
Version: 2.0
Page:
13 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
1.9
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
A message will be displayed after selecting the Create, Modify, or Delete button. If the system accepted the leave request, one of the following pop-up boxes will appear: Pop-up box that appears for a leave request creation or modification. This pop-up box will also appear for a previously approved leave request deletion:
Select the OK
button to clear the message and submit to an approving authority. - OR -
Pop-up box that appears for a leave request deletion where the leave begin date is the current date or a future date and is still pending approval:
Select the OK
button to clear the message.
The following Pop-up box appears if there is a collision with the leave request:
Select the OK
button to clear the message.
You will need to use new dates/times for the request you are attempting to create.
Last changed on: 07/12/2005
Last changed by: SWE Team
Version: 2.0
Page:
14 of 15
BUSINESS PROCESS PROCEDURE
File Name: BPP Control Number:
Title: Process: T-Code:
Leave Request Maintenance ESS – Leave Request Maintenance N/A – Accessed through ESS
BT1000 ESS.doc BT1000
Release: Responsibility:
R/3 4.6C Robin Mills
Cross Functional Dependencies: Team N/A
Dependent tasks
Workflow Requirements: Trigger N/A
Last changed on: 07/12/2005
Approval
Last changed by: SWE Team
Response
Version: 2.0
Page:
15 of 15
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