SAP SuccessFactors Time Off: Common How-To Fixes

This blog covers common how-to scenarios in SAP SuccessFactors Time Off and Time Management. It simplifies multiple SAP KBAs into step-by-step guidance to help users configure, troubleshoot, and manage time-related processes effectively.

How to run Interim Time Account Updates automatically in SAP SuccessFactors?

Answer

Navigate to Import and Export Data.
Import the object Time Account Change Calendar.
Set the Status to SCHEDULED.
Fill in the Run Date field.
The system will execute the calendar when the run date is reached.

Note:

Interim Time Account Updates cannot be fully automated.
Use Automatic Period Time Account Update (available from 1H 2020 release) for scheduled automation.

How to record attendance and absence on the same day in SAP SuccessFactors?

Answer

Ensure the Time Type unit is set to hours.
Record attendance hours in Time Sheet.
Apply Time Off for remaining hours of the same day.
Ensure total hours do not exceed scheduled work hours.

Note:

Not allowed if the day is a holiday.
Works only for normal working days based on work schedule.

How to enable or disable recalculation in Time Off?

Answer

Go to Admin Center.
Navigate to Manage Time Off Structures or Manage Data.
Search for Time Management Configuration.
Update Enable Recalculation:

Set to No to disable.

Set to Yes to enable.

Note:

Recalculation still triggers if job information fields change (e.g., Work Schedule, Time Profile).
You must clear existing Time Management Recalculation Events (TMRE) before disabling.

How to use the Round() function in accrual business rules?

Answer

Create or edit a business rule for accrual.
Use the Round() function.
Set Precision = 0 for whole numbers.
Set a low threshold (e.g., 0.001) to always round up.
Assign the rule to the Time Account Type.

Note:

Useful for termination or period-end processing scenarios.

How to set deduction quantity based on calendar days for LOA Time Type?

Answer

Go to Manage Data → Time Type (LOA).
Set Duration Display According To = Deduction Quantity.
Enable field Maximum Duration in Months via Configure Object Definition.
Set value ≤ 24 months.
Create Absence Counting Configuration:
Include Holidays.
Include Planned Working Time = Zero.
Create Absence Counting Rule:
Deduction Quantity = 1.
Assign the rule to the configuration.

Note:

Counting Method is not supported for LOA.
System still calculates days based on work schedule and holiday calendar.

How to create Time Accounts in SAP SuccessFactors?

Answer

Create Time Type.
Create Time Account Type.
Assign Time Account Type to Time Type via posting rules.
Create Time Profile.
Assign Time Types to Time Profile.
Assign Time Profile to employee Job Information.
Run Time Account Creation Calendar if needed.

Note:

Do not manually create recurring accounts.
Avoid manually changing validity periods.

How to remove a Time Account payout?

Answer

Go to Administer Time UI.
Navigate to Account Payouts.
Click Cancel Payout Request (cross icon).

Note:

Do NOT delete via Manage Data or import.
Direct deletion may cause data inconsistencies.

How to create an Accrual Calendar?

Answer

Go to Admin Center → Manage Time Off Calendars.
Click New Calendar → Accrual.
Enter Name.
Set:

Start Date = Accruable Start Date
End Date = Accruable End Date

Note:

Monthly → 1-month range
Yearly → 1-year range

How to delete employee time record with no calendar entries?

Answer

Go to Manage Data → Time Account.
Select the relevant account.
Click Make Correction.
Set Closed = No (do not save yet).
Delete affected Employee Time entries.
Save.
Delete Employee Time record.

Note:

Required when system blocks deletion due to closed account reference.

How to report on Time Off and Time Sheet?

Answer

Use Advanced Reporting (Canvas Reports) via Report Center.
Import standard templates if required.
Use Employee Time object fields (e.g., createdDate).
Alternatively, use Story Reports.

Note:

Not available in Adhoc Reports or Dashboards.

How to run accrual recalculation for a single employee?

Answer

Go to Admin Center → Manage Data.
Create Time Management Recalculation Event.
Enter parameters (optional Time Account Type internal ID).
Set Start Job on Save = Yes (immediate run).
Save.

Note:

Recalculation only posts if accrual entries exist.

How to make a non-working day a working day?

Answer

Use Temporary Work Schedule for individual employees.
For bulk:
Create a Work Schedule with required working day.
Import via Temporary Time Information.
Assign schedule to employees.

Note:

If caused by holiday calendar, remove holiday and run recalculation.

How to correct incorrect Period End Processing (PEP) postings?

Answer

Correct the PEP rule if needed.
Create a new time account if missing.
Reopen closed accounts (set Closed = No).
Delete incorrect PEP postings.
Create a new PEP calendar.
Simulate and re-run.

Note:

Closed accounts are not processed again unless reopened.

How to trigger workflow for temporary work schedule?

Answer

Go to Configure Object Definitions.
Search Temporary Time Information.
Enable workflow routing field.

Note:

Works only in ESS scenario.
Not supported via Time Admin Workbench.

How to create workflow for Time Account Payout?

Answer

Create a Workflow.
Create Time Account Payout Profile.
Assign profile to Time Account Type.
Create Business Rule (Workflow purpose).
Assign rule as onSave in Time Account Payout object.

Note:

Only non-recurring pay components (amount type) supported.

How to terminate accruals?

Answer

Go to Manage Time Off Structures.
Search Time Account Change Calendar.
Select calendar.
Click Make Correction.
Set Status = Job Failed.
Save.

Note:

This stops further accrual processing.

How to add attachment field in Time Off?

Answer

Go to Configure Object Definitions → Employee Time.
Add field of type Attachment.
Set condition based on Time Type.
Save.
Create Attachment Field Configuration in Manage Data.
Test via leave request.

Note:

Attachments stored in Manage Documents → Employee Time category.

How to enable recurring absence?

Answer

Go to Manage Permission Roles.
Select Employee Self Service role.
Enable Create recurring absence permission.

Note:

Not available in legacy UI.
Cannot disable for admin users.

How to enable undetermined end date for absence?

Answer

Go to Time Type configuration.
Set Undetermined End Date Allowed = Yes.
Add Time Type to Time Profile.
Assign profile to employee Job Information.

Note:

Feature only appears if Time Type is correctly assigned.

How to delete approved leave requests?

Answer

For bulk:
Export Employee Time.
Update status to Cancelled and re-import.

For full deletion:
Use import with Delete operator.

For few records:
Delete via Manage Data.

For individual:
Use Cancel option in UI.

Note:

Avoid deleting from Time Account directly.

SAP SuccessFactors Time Off involves multiple configurations across Time Types, Time Accounts, workflows, and reporting tools. Understanding these core processes helps avoid errors and ensures accurate time tracking and accrual management.

For specialized SAP SuccessFactors AMS support, contact 3Core Systems.