Work Instruction
Functional Area: Time Management / Enter Quota Corrections
Purpose
Use this procedure to add or remove hours from an employee’s absence quota.
Trigger
Perform this procedure when:
  • A quota correction is necessary.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
  • Select Human ResourcesTime ManagementAdministrationTime DataMaintainto go to theMaintain Time Data (Working times tab)screen.
Transaction Code
PA61
Business Process Information
Quota corrections to existing employees are only to be performed after the Human Resources Service Center (HRSC) has determined the need for a quota correction. The following are examples of possible reasons for a quota correction:
  • Leave donation
  • Error on an employee’s quota balance
  • Employees hired with prior employment with the State of Ohio, or any political subdivision of the State of Ohio, within the past 10 years and have an unused balance of accumulated sick leave, will require a quota correction to add the unused balance to their sick quota.
 Position changed for an employee
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: Time Management / Enter Quota Corrections
Procedure
1. / Start the transaction using the menu path or transaction code.
Maintain Time Data (Working times tab)

2. / As required, complete/review the following fields:
Field / R/O/C / Description
Person ID / Required / Unique Employee Identification number
Example:
10000151
3. / Click .
/ It’s important to perform this step to ensure the employee’s correct Quotas entitlements are selected for correction.
Maintain Time Data (Working times tab)

4. / As required, complete/review the following fields:
Field / R/O/C / Description
Fr. / Required / A beginning range to be entered or selected from a list
Example:
02/01/2005
This will be the effective date of the change.
Infotype / Required / Screen(s) in SAP HR that store HR data; Identified by a name and four-digit number
Example:
2013
You can also type the name of the Infotype (Quota Corrections).
STy / Required / Subtypes are subdivision of infotypes. The various subtypes of an infotype can be assigned different time constraints and a separate data history can be maintained for each.
Example:
01 (Vacation) 02 (Comp Time) 03 (Short Term Sick) 04 (Long Term Sick) 11 (Vacation Provisional) 13 (Short Term Sick Provisional) 14 (Long Term Sick Provisional)
Quota corrections cannot be made for Military (MIL) quotas.
5. / Click .
Create Quota Corrections (2013)

6. / Perform one of the following:
If An Absence Quota Needs To Be / Go To
Increased / Step 7
Reduced / Step 10
Replaced (for example: entire amount to be a set number of hours) / Step 13
7. / As required, complete/review the following fields:
Field / R/O/C / Description
Quota number / Required / Number of hours to be processed
Example:
Enter number of hours to be increased.
8. / Select to the left of Increase generated entitlement.
9. / Go to Step 15.
10. / As required, complete/review the following fields:
Field / R/O/C / Description
Quota number / Required / Number of hours to be processed
Example:
Enter number of hours to be reduced.
11. / Select to the left of Reduce generated entitlement.
12. / Go to Step 15.
13. / As required, complete/review the following fields:
Field / R/O/C / Description
Quota number / Required / Number of hours to be processed
Example:
Enter number of hours to be replaced.
14. / Select to the left of Replace generated entitlement.
15. / As required, complete/review the following fields:
Field / R/O/C / Description
Transfer / Required / Specifies how you want the quota correction to be processed
Example:
Transfer collected entitlement immediately.
Use the drop-down menu to select this option.
16. / Click .
Maintain Time Data (Working times tab) (2)

17. / Click until you return to the SAP Easy Access screen.
/ The system displays the message, "Record created."
/ If the effective date of the quota correction is in the past, results of the quota correction will not reflect in the employee’s quota balance until the following day. If the correction needs to be made immediately, Time Evaluation must be run for the employee. For all future dated quota corrections, corrections will be reflected on the day following the effective date of the correction.
18. / You have completed this transaction.
8/8/2017
Ver: / 02_PT_PA61_Enter Quota Corr_PT3_0.udc
© University of Cincinnati / 1/8
Work Instruction
Functional Area: Time Management / Enter Quota Corrections
Result
You have successfully entered a Quota Correction.
Comments
None
8/8/2017
Ver: / 02_PT_PA61_Enter Quota Corr_PT3_0.udc
© University of Cincinnati / 1/8