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Leave Encashment Year Change

Hi Folks,

Can somebody guide me how to change Leave Year in SAP-HCM? Currently our leave year is January to December in which Annual Leaves and Medical Leaves are encashed while casual leaves are elapsed. Our requirement is to change the leave year from April to March.

Recommended solutions will be appreciated

Thank you

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2 Answers

  • Posted on Dec 11, 2015 at 07:23 AM

    I think you are calculating leave encashment with the help of PCR.

    Are you moving the leave encashment no of leaves from time management to Payroll?

    If yes then Check in the Time management Schema there should be PCR's which are calculating no of leaves for encashment in the Payroll.

    In that PCR you might be seen the operation VARSTCURMO (which is taking consider the time evaluation Period). You have modify this with the time evaluation Period. In the standard system Time evaluation Period is Calendar Year (so from 01 as Jan to 12 as Dec) but some time system has been modified with Payroll Period( So If we are taking Indian Payroll Period then 01 is April current Year and 12 is March Next Year and Time evaluation period is same then).

    If in your PCR's VARSTCURMO is calling on 12 month then you need to modify it to 03. (This is from Time management to Payroll).

    If Payroll then you are using IT416 and it's only possible to update on December or on the time separation. So change that BADI @ infotype level.

    Check and let me know.

    Regards, Sankarsan

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  • Posted on Dec 11, 2015 at 07:36 AM

    Normally year end or anniversary is indicated in V_T559L Selection rules - Accrual period - as calendar year, other period, or related to date type.

    If you want for all employees this change as Apr-Mar, it would be suitable to use date type.

    If you are already using a date type, then the date type's date value needs to be changed.

    This date type and date value (say ZC 01.04.15) would need to be added in IT 41 for all relevant employees eligible for this abs quota type, effective from the next year Apr 01 (i.e., IT 41 is to be delimited on 01.04.2016 and the date type and value).

    This can be loaded using LSMW with PA30 txn and an input file (spreadsheet saved as *.CSV text file). For new hires, this is possible through dynamic actions (for infotype 1, or 8, so that the eligible employees would be known by the time IT 8 is inserted).

    Validity period (in V_T59L Validity/deduction intervals) would not need changes, as these would normally depend on transfer time.

    Changes in config should be delimited from 01.04.2016 if you want the change to be effective from this date.

    If you are generating leave entitlement daily, weekly, fortnightly or pay period, then there is no issue re: the period Jan - Mar 2016.

    If you are generating leave entitlement on 31 Dec and transferring on 01 Jan for the whole year, then, an IT 2013 would be needed to adjust the abs.quota entl on 01.04.2016, so that the generated value on Jan 01 is adjusted on 01.04.2016 so that the entl is made to be the value applicable for 3months.

    Note if your organization has part time employees, this adjustment may require to be calculated based on how the entitlement is calculated suitably based on employment % or (or working hrs per pay period / full time employment working hours).

    The above should be enough. But be sure to test different possible scenarios before passing on the changes for UAT. System test would need to be more thorough as compared to UAT. And you may provide supplement scenarios/data for UAT.

    Hope this helps.

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