SuccessFactors Time Off: Simple, flexible and beautiful

SuccessFactors Employee Central(EC) Time off module is made to suit your employees’ and your company’s need. It is simple, flexible and beautiful. SuccessFactors EC Time Off module helps companies manage their employees’ time management data in the SuccessFactors. KALTech can help enable this functionality for your organisation.
This module’s functionality attracts each of the different users: employees, managers and HR administrators. It allows employees to request time off, view or cancel their time requests, and view team calendars which shows them who else among the peers has requested time off during the same period. Managers can use the easy functionality called Manage Time Off to create, view, approve, and reject employees’ time-off requests. Team calendar can help the manager in approving or rejecting leave by viewing the team’s current absences and planned absences. HR administrators can create, view, approve and reject employees’ time-off requests as well as manage the time accounts.

Why Time Off?


  • Organisations necessity to know when their employees are at work and when they aren’t.
  • Employees need to be able to plan their holidays.
  • Managers need to be able to agree whether the holiday request can be approved or not.

SuccessFactors EC Time off offers this solution in a paperless environment. Employees can request time off from their mobile/cellular phone or the internet and managers can approve or decline these requests in the same manner.
EC Time Off supports the variety of needs around account and accrual management as well as specific policies while taking leave.

Use cases for a time off application


  • Employee requests, views or cancels time off; such as annual leave, sick leave or paid time off.
  • Employee views team absences.
  • Employee views own time account details.
  • Manager approves or rejects time off requests based on team absences.
  • HR Administrator sets up Time Off at the hiring.
  • HR Administrator needs an overview of an employee’s time accounts.
  • HR Administrator makes a manual adjustment to a time account.
  • HR Administrator creates an absence request on behalf of an employee.
  • HR Administrator creates and runs a time off accrual calendar to have accrual created automatically.
  • HR Administrator runs period-end processing.


How does EC Time off Work?

Employee Central offers flexible solution time off as time off policies may differ from organisation to organisation, within an organisation, from country to country as organisations might have different time off policies for diverse user groups.
Time off is not just country-specific, but even employee-specific. Hence, time off settings need to be defined for each employee. This can be done by maintaining the following fields for each employee in the employee’s job information:

  • Holiday calendar ➜ to ensure that the public holidays are taken into account when the employee requests time off.
  • Work schedule ➜ to state the employee’s roster which determines whether the employee works full time or part time and for which days of the week. This information is needed to evaluate the time off correctly.
  • Time profile ➜ to specify which leave types the employee is entitled to take and how the time accounts (Leave Quotas) should be managed and accruals should be created.


Requesting Time off

To empower an employee to request leave, holiday calendar, work schedule, and time profile must be defined in the system and assigned to the employee in employee’s job information.
Request time off process:
Request time-off process

Managing Balances (Time Accounts)

If employees are entitled to or are accruing time off for certain leave types, time account is required to manage the balance.
For such leave types, time account types need to be defined in the system in addition to the time type. Time account type are used to control:

  • How time accounts are created.
  • How accruals are created.
  • How leave can be taken.

Managing Balances

Time Accounts

Time accounts can be created in one of two ways:

  • Automatically, by assigning a time profile to the employee’s job information.
    By this manner, a time profile is assigned that includes a time type with a time account type assigned. The time accounts required for this employee are then created. Permanent time accounts and recurring time accounts for the respective time period are created.
  • With a time off calendar of type “account creation”.

For “recurring” time account types, you need to create the time accounts for the following year using a time off calendar of type “account creation”.
Here’s an overview of how this works:
Time Accounts


Accruals can be created automatically by assigning the accrual rule in the time account type. Accrual rules determines the amount and posting date of the accrual booking.
To prorate and create accruals at the time an employee is hired or leave the company, hire rule and termination rule can be created and assigned.
The accrual booking is done using a time off calendar of type “accrual”. This calendar can be created either manually, in bulk by selecting a period for which you want calendars created, or automatically.
A calendar of type “accrual” first identifies valid time accounts and considers the respective time account eligibility status and time account type waiting period. The accrual postings are then created, based on the accrual rule.
Accruals Flow

Closing Time Accounts

Time accounts can be closed and remaining balances can be forfeited or transferred to the subsequent time accounts using a time off calendar of type “period-end processing”. This is defined in the period-end processing rule in the time account type.

Time Off Workflows

With SuccessFactors, it is very flexible and simple to define workflows as per the business need. SuccessFactors allows up to 6 levels of workflow definition. Different workflows can be defined per time type. For example, annual leave request requires manager approval whereas an unpaid leave request needs additional approval from the manager’s manager.

Time off Reporting

SuccessFactors offers a number of delivered Standard Reports (Absence Overview, Account Overviews, Account snapshots) to allow both Managers and Administrators to view. Reports can be produced by individual employee or by a large work group such as a department, division, business unit and/or organisation. Access to these reports are granted through the SuccessFactors Role-based Permission framework, which ensures that employees’ data are available to their respective managers or the company administrators only.
For more information, contact us at KALTech and experience the KALTech difference!!
SuccessFactors Consultant

This entry was posted on November 13th, 2015.
Discussing 4 Comments
  • Suraj kumar biswal August 13, 2016 at 2:27 pm

    Dear Atin,

    The post is informative and helpful, however I am looking for the system where Accruals and Time account required to be generated in SAP R3 Time and integrated to SSF Time off for Absence management.

    Looking for possibility of such environment as we already have SAP R3 system in place and as a part to ess/MSS wanted to use SSF.

  • archie March 3, 2017 at 1:17 pm

    very informative document , I am very much clear on my time off concepts now .

    awaiting for documents on worlfow and position management.


  • Vivek M March 6, 2017 at 3:50 am

    I have a situation in time off.
    My client wants this scenario to be made possible in success factors.
    Sick Leave – if an employee goes for a sick leave for 90 days for example, the first 30 days is paid and the next 30 days is 50% paid and the anything above 60 days is unpaid. Can we have a rule defined like this.

    • Calvin Kally March 6, 2017 at 8:24 am

      Hi Vivek,
      Your request is requires complex rules setup. While I know this was done via Quotas in R/3, I understand that scenarios like you have proposed are better handled in Workforce Software. The Time Rules in EC are still maturing and my concern is that you have only queried 1 such requirement here – usually customers have other ‘complex’ time requirements. Hence SAP sell Workforce Software for more granular time planning and interpretation.


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