Work Instruction
Functional Area: Reporting / Display Attendance / Absence List
PurposeDisplay and Reporting for Central HR Users - Time Maintenance
Use this procedure to display an attendance and/or absence list report for one or more exempt employees.
Trigger
Perform this procedure when you need to display a list of absences for exempt employees.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
  • Select Human ResourcesTime ManagementAdministrationInformation SystemReport SelectionAbsenceAbsence data overviewto go to theAttendances/Absence Data: Overviewscreen.
Transaction Code
PT64
Business Process Information
  • Exempt employees only have absences recorded in SAP.
  • SAP transactions PT64 (Attendance/Absence List Report), PT65 (Graphical Absence Overview) and PT90 (Attendance/Absence Calendar View) are to be used to report on absences recorded for exempt employees.
Helpful Hints
  • The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
  • On certain screens you may have to scroll to view some data entry fields.

Work Instruction
Functional Area: Reporting / Display Attendance / Absence List
Procedure
1. / Start the transaction using the menu path or transaction code.
Attendance/Absence Data: Overview

2. / Perform one of the following:
If You / Then / Go To
Want to use the organizational structure to define your selection criteria / Click . / Step 3
Do not want to use the organizational structure to define your selection criteria / - - / Step 6
Choose Organizational unit

3. / Click to the left of the organizational objects to be displayed.
Choose Organizational unit (2)

4. / Select to the left of the appropriate organizational object.
5. / Click .
Attendance/Absence Data: Overview (2)

6. / As required, complete/review the following fields:
Field / R/O/C / Description
Data Selection Period / Required / Valid date range to be used when selecting profile data
Example:
01/01/2006
To (to the left the Data Selection Period field) / Required / End value when specifying a range of values, dates and/or times
Example:
12/31/2006
Employment status / Optional / Indicates employee's employment status; It describes the employee status with regard to payroll, in terms of active, inactive, retired, withdrawn. It is assigned in infotype 0000.
Example:
0 (Withdrawn) 1 (Inactive) 2 (Retiree) 3 (Active)
If you want to report on all employees who had an absence during the selected timeframe, leave this field “blank.”
Payroll area / Required / Indicates which division of the university an employee is assigned to
Example:
UM (Monthly)
If this field is not displayed, you can access this field by clicking on .
/ Use the selection options as necessary to filter the attendance/absence report. If additional selection criteria are necessary, click .
7. / Click .
Attendance/Absence Data: Overview (3)

8. / Perform one of the following:
If You Want To Sort By / Then / Go To
Employee / 1. Select to the left of Org. assignment – Employees – Attendance/absence types.
2. Click . / Step 9
Absence Type / 1. Select to the left of Org. assignment – Att./Absence types – Employees.
2. Click . / Step 13
Exit this transaction / - - / Step 16
Attendance/Absence Data: Overview (4)

9. / Review the displayed information.
10. / Click .
Exit report

11. / Click .
12. / Return to Step 8.
Attendance/Absence Data: Overview (5)

13. / Review the displayed information.
14. / Perform one of the following:
If You Want To / Then / Go To
Display infotype 2001 (Absences) entered for the absence / 1. Click on the appropriate absence.
2. Click . / Step 15
Exit this transaction / - - / Step 16
Overview Absences (XXXX)

15. / Review the displayed information.
16. / Click until you return to the SAP Easy Access Screen.
17. / You have completed this transaction.
11/14/2017
Ver: / 10_HR_PT64_Disp Att Abs List_HR3_0.udc
© University of Cincinnati / 1/11
Work Instruction
Functional Area: Reporting / Display Attendance / Absence List
Result
You have displayed an attendance and/or absence list report for one or more exempt employees.
Comments
None
11/14/2017
Ver: / 10_HR_PT64_Disp Att Abs List_HR3_0.udc
© University of Cincinnati / 1/11