3 HR Administrators and the Payroll Time Sheet
3.5 Managing Changes to the First Day of the Time Sheet Week
The working week is different from country to country, for example Monday-Sunday in Germany and typically from Sunday-Saturday in the US. The working week may even be different between different employee groups within the same organization.
To reflect this, you can configure the first day of the working week for time recording and time valuation in the Payroll Time Sheet. You do this by defining a seven-day period which begins on any specified day of the week and applying this defined period to the time recording profiles of employees. The weekly calendar in the time sheet UI reflects this respective week definition - the first day of the week is displayed as the start day of the time sheet.
As well as determining the start day of the weekly calendar in the time sheet, this configuration also controls the start day of the time valuation period for weekly overtime calculation.
Tip
For information on configuring this first day, see Define First Day of the Time Sheet Week in the Payroll Time Sheet Implementation Guide.
You can find the most current version of this guide on the SAP Help Portal athttp://help.sap.com/cloud4hr. On the Success Factors HCM Suite page, under Product Information, choose Employee Central Implementation Guides Payroll Time Sheet .
The remainder of this section describes a number of day-to-day scenarios that you as a time administrator may need to deal with when changes are made to the first day of the week in employees' time sheets.
'Proactive' Assignment of Time Recording Profile with Different First Day of Week
You can change the first day of the time sheet for an employee by assigning a new time recording profile with a different first day of the week within the employee's Job Information. This is possible only if no time sheets exist for the employee that are valid on or after the effective date of the new Job Information record.
Where this is true, and depending on the actual old and new first days of the time sheet week (and on which day of the week the change of Job Information becomes effective), either one or two time sheets each with a validity period of less than seven days will be created as a result of the change. You can see an examples of this below, under Time Recording After Change of First Day of Week.
However, if time sheet data already exists for the employee that are valid on or after the effective date of the new Job Information record, a 'retroactive' assignment of a new time recording profile to change the first day of the time sheet week would be required. This is currently not permitted, as explained next.
'Retroactive' Assignment of Time Recording Profile with Different First Day of Week
Where time sheet data exists as stated above, a 'retroactive' assignment of a new time recording profile to define a new first day of the week is not permitted. This is because such a change is not managed by any automated recalculation process.
However, if you must change the first day of the time sheet and time sheets already exist on or after the effective date of the change, you can delete the entire Employee Time Sheet instance using the Admin Center transaction Manage Data. The employees would then have to repeat time recording for the deleted time sheets.
Time Recording After Change of First Day of Week
In the time sheet UI, all instances of employee time sheet are visualized as 7-day periods, regardless of their actual validity period. The time sheet shows the first day of week as specified in the time recording profile based on the assigned Time Valuation Period. Within the 7-days period displayed in the time sheet, all days with a date outside
the validity period of the currently selected time sheet are greyed out and inactive. Employees can navigate between time sheet instances.
The pictures below show examples of how the time sheet looks like after a change of the time sheet week from Monday-Sunday to Saturday-Friday, with an effective date of Friday, 01 April 2016. As you can see in these examples, two time sheets each with a validity period of less than seven days are created by the system as a result of the change:
Note
In these examples, a clickable information message explaining to employees why the currently-displayed time sheet week is shorter than the regular seven days is displayed in the time sheet summary area.
Here you can see the original time sheet week from Mon-Sun, effective up to and including Thursday 31 March 2016. Any time sheet days after Thursday belong to the new time sheet week effective from Friday 01 April onward and are greyed out and inactive.
When the employee navigates forward to the next time sheet, you can see the new time sheet week from Saturday to Friday in the above picture. A new time sheet is created only for Friday 01 April, because the employee must record time for this day. The period Saturday 26 March to Thursday 31 March is greyed out because it represents the previous time sheet period.
When the employee navigates forward for a second time, a full time sheet week from April 02-April 08 is displayed, with the first day of the week as Saturday 02 April. For all following weeks, the employee will see a full 7-day time sheet, with first day of the week remaining as Saturday.
Time Sheet Generation After Change of First Day of Week
The background jobs that generate time sheets for employees who record their time negatively or import external time records for positive time recorders will reflect any changes to the first day of week from the effective date of the change, in the same way as shown in the above pictures.