Tuesday, 31 May 2016

What is Off Cycle Payroll?

Off-cycle payroll runs are used to make payments outside the regular payroll run like one time bonuses.   ThePayroll Control Record needs to be in the Exit Payroll stage, and the off cycle run  MUST be executed after the pay date of the regular payroll run.

For example, if the current payroll period is from 01.07.2010 and 31.07.2010, and the pay date is 20.07.2010, then you can execute off-cycle payroll runs between 21.07.2010 and the date you release the Payroll Control Record for the next payroll run.

There are 3 main types of off-cycle payroll run in SAP:
  • Off-Cycle Bonus Payment (Type A):  Considered to be one-off bonus payment, it can also be used to reimburse employees for expense claims.  Data is entered via infotype 0267 (Additional Off-Cycle Payments).  When executing a "Start Payroll", you need to enter the "Reason for Payroll" field according to the desired calculation type. 

  • Off-Cycle Correction Accounting (Type B): Considered to be adjustment runs, it is used for late overtime or anything that did not make it into the regular payroll run.  Data is entered just like a regular payroll run (i.e., IT2001, IT2010, IT0014, IT0015). When executing a "Start Payroll", you need to enter the "Reason for Payroll" field with the corresponding reason type.

  • Off-Cycle Christmas Bonus Payment or SAC (Type S):  Christmas Bonus (SAC) can be paid with the regular payments run (June and December) or on a special Payroll run before the regular one. Data is calculated automatically by the system, based on the payment date and the configuration in tables T511K and V_T7AR75.
Lets consider Off Cycle Payment Type A-
STEP 1) Create IT267
Go to Transaction PA30
  1. Enter a Pernr
  2. Select Infotype 267
  3. Click Create

  1. Wage Type
  2. Amount
  3. Payment Date for the Offcycle Run -(the day offcycle payment will credited in employees bank account)
  4. Offcycle Reason
  5. Click Save

STEP 2) Run Off Cycle Payroll
In Payroll Accounting program ,Enter
  1. Payroll Area
  2. Pernr
  3. Offcyle Reason
  4. Offcycle Type and Date
  5. Payroll Schema
  6. Click Execute

Check the results
Once you have executed an off-cycle payroll run, you also need to:
  • Execute an off-cycle bank transfer.
  • Post off-cycle results to GL
The process is similar to that of regular payroll run in SAP

Monday, 30 May 2016

How to Execute Payroll in Background

When running payroll for large employee range it is advisable to process it in the background.

In SAP Command Prompt , Enter Transaction PC00_MXX_CALC , where XX = Molga of the country for which you want to run the payroll.

Enter the Payroll  Area and Payroll Schema
In SAP Menu Bar , Click
  1. Program
  2. Execute in Background
In the SAP -Output Device Dialog Box
  1. Enter Device as LOCL (local)
  2. Click the check mark
An Information message stating Format is set to X_65_132 is shown. Click Check Mark to proceed ahead.

Click Immediate and then click the save button so the job is scheduled instantaneously.  Alternatively you can also specify a date and time to run the job.
Go To Transaction SM37 to check your Job.

Sunday, 29 May 2016

How to Delete Payroll Results

You may come across scenarios which require you to delete payroll results. For example , you have accidentally run off cycle payment for an employee. The following procedure will delete the lastest payroll result for an employee from the SAP system provided payroll has not been posted to GL account yet.

In the SAP command prompt Enter transaction PU01

Enter Employee Personnel Number. Click Execute.
Highlight the payroll results . Click Execute.
You will get a confirmation message that the last payroll results were successfully deleted.

You can also use the PROGRAM - RPUDEL20 to delete multiple payroll results of many a employees at the same time.

Saturday, 28 May 2016

How to Check Payroll Result

When executing a payroll run, you need to check your payroll results to ensure that employees are paid correctly.  It should be done any time after you have executed a Start Payroll, and definitely before you execute a bank transfer in your SAP system.

You can use the transaction PC_PAYRESULT , which displays all payroll related tables in SAP.

Salient Features of PC_PAYRESULT :-
  • It includes customer wagetypes and technical wagetypes.
  • Once you executed a "Start Payroll", payroll results are created for the selected employees.
  • No payroll results are created during a simulation.
  • You can only display payroll results for ONE particular employee at a time.
Type PC_PAYRESULT into the SAP transaction code box.
Under Selection,
  • Enter the Personnel number of the employee/s  you wish to view pay results.
  • Enter the date you wish to view all results from
Hit Enter Key
In the Personnel Numbers Selected section
  • Click on the personnel number for which you want to see payroll results
In the Overview of Payroll Results section, you can now see all payroll runs that have been executed for this employee, including any payroll run caused by retroactive accounting and off-cycle payroll processing.

Double click on the Payroll results line Item for which you want to  view the  tables
Double click on the payroll program table you want to view (i.e., RT, RT_, CRT, BT, etc.).
The selected payroll program table for that particular payroll run will now be displayed.

Thursday, 26 May 2016

How To Execute Payroll

Before you proceed ahead executing payroll , make sure that control record is set to released status in your SAP system

In the SAP command prompt , Enter transaction PC00_MXX_CALC , where XX = Molga of the country for which you want to execute payroll.
In the next SAP screen,
  • Enter Payroll Area
  • Select Current Period
  • You can also select other period and run payroll for a period other than the current period.
Select the correct Schema
Under Log , Flag the Display log checkbox.
Under Remuneration statement parameters
  • For a SMALL number of employees, tick the "Display Variant Rem. Statement" field and select the appropriate variant
  • For a LARGE number of employees, tick "No Remuneration Statement" since there is a high chance of aABAP dump Error
Click Execute Check the Display Log for the results of the Payroll Run. It gives summary of total number of employees run , employees in error and employees successful.

If you selected Remuneration statement in the previous selection screen, you can view this by clicking on theForm button.
Remuneration Statement
You can also run payroll in Simulation (Test Mode) using transaction PC00_MXX_CALC_SIMU (XX = Molga). Test Mode simulates the actual payroll run but does not update the payroll tables. It is helpful in determining and correcting errors before you perform actual (live)  payroll run 

Tuesday, 24 May 2016

Payroll Control Record

The Payroll Control Record defines the current payroll period and payroll past for retroactive accounting.
  • It locks the SAP-HR Master Data against changes during a payroll run, which applies for the payroll past and payroll present.  Changes that affect the future are still possible.
  • It defines the greatest earliest retroactive accounting period.
The Payroll Control Record screen is divided into 4 sections:
  • Payroll Area: This section indicates the payroll area for which the payroll control record is applicable for.  For each payroll area, only ONE Payroll Control Record can exist at a time.
  • Payroll Status: This section indicates, with a green tick, at what stage a payroll run is currently in.  It also defines the current payroll period with exact dates and indicates how many times a payroll has been run.
  • Earliest Retro Acctg Period: This section indicates the greatest earliest payroll period for retroactive accounting.
  • Last Change to Personnel Control Record: This section indicates who triggered a change to the Payroll Control Record, when, and what change occurred.
SAP Training Hub- Screen Shot of Control Record
In the Payroll Control Record screen, you can use the following buttons:
  • Incorrect Pers. Nos: Click this button to get a list of employees in SAP HR , rejected during the last payroll run.
  • List Personnel Numbers: Click this button to get a list of employees included in the payroll area.
  • Locked Pers. Nos: Click this button to obtain a list of employees , in SAP HR locked out of payroll in infotype 0003 (Payroll Status), hence stopping the ability to execute a payroll run for them.
SAP Training Hub- Control Record Buttons

Monday, 23 May 2016

What is Payroll Area and Period

A very common confusion among beginners in SAP - HR is the concept behind payroll area and payroll period. Lets examine -

Payroll Area:
  • Typically an organization have a variety of employee types who are paid at different pay frequencies. For example, blue collar workers are paid weekly, white collar employees are paid monthly , part time employees are typically paid bi-weekly.
  • Payroll Area groups employees together on the same payroll run frequency (semi-monthly, monthly, etc.).
  • When executing a payroll for a particular payroll area all employees belonging to that payroll are processed. This avoids the need for running payroll individually for employees who are paid at same frequency
Payroll Periods:
  • Records of payroll run for earlier months an employee are always stored for tax, audit and retro purposes. Suppose the current month is Oct 2010 and you want to refer to the payroll results for the month of Jan 2010 for an employee who is paid on monthly basis. It surely is easy to look for this data. But what if the employee is configured to be paid every 9 days and you want to know what his 16th payslip, for the current financial year ,looked like. How do you go about searching for this data ? Inconvenient isn't it ? Well, Enter Payroll Periods.
  • Payroll Periods represents the period for which regular payroll is run.
  • It is identified by a period number and a payroll year.
SAP Training Hub- Illustration of Pay Period
  • The payroll period includes a "start date", an "end date". In the above example period 01 for payroll area xx has start date 01/01 and end date 01/31
  • For each payroll area, payroll periods are generated for current and future years.
  • When generating payroll periods, the period number depends on the period parameter (semi-monthly, monthly, etc.) and the start of the fiscal year. For example, for countries for which the financial year starts in April, payroll period "01 2010" represents the payroll period for April 2010.
Pay Day:
  • Its the date the salary is credited to bank account of the employee.
  • Pay Day differ from organizations to organizations. Some pay on the last working way of the month.Some companies pay last months salary on the 10th of the current month.
SAP Training Hub- Illustration of Pay Day

Sunday, 22 May 2016

Overview of Payroll Process

The following flow chart  gives depiction of the SAP HR  payroll process along with the status of the control record during each phase.
Released Payroll:
  • At this stage, the Payroll Control Record is set to "Release for Payroll".
  • Past and present HR Master Data is locked for those particular employees. However ,future dated changes in master data are permitted in your SAP system.
  • If the payroll is released from the "Exit" stage, the system rolls into the next payroll period, increases the payroll area period number by 1 in the Payroll Control Record (for example, from period 01/2008 to 02/2008).
Start Payroll:
  • You execute the payroll run for one payroll area, for the payroll period defined in the Payroll Control Record.
  • If errors occur, you will get a list of employees rejected during the payroll run.  The system has stored the employees rejected during the payroll run in something called "Matchcode W".
  • At this stage, the Payroll Control Record is set to "Released for Correction".
  • Past and present HR Master Data for those particular employees is now unlocked for corrections.
  • You should make appropriate corrections to fix the payroll errors.
  • Once you have made the appropriate corrections, you need to Release Payroll and Start Payroll using Matchcode W, which will only select the employees that were rejected during the previous payroll run.
  • You can cycle between the "Corrections" and "Released Payroll" stages as many times as necessary.
Exit Payroll:
  • At this stage, the Payroll Control Record is set to Exit Payroll.
  • Past and present HR Master Data for those particular employees is now unlocked in your SAP system.
  • The payroll run is closed off for the particular period.  You cannot go backwards in respect to payroll results.

Friday, 20 May 2016

How to Check Time Evaluation Results

SAP stores time evaluation results generated by executing RPTIME in cluster B2.

To view the results , in the SAP command prompt , enter transaction PT66
SAP Time Evaluation
In the next SAP screen, Enter Personnel Number whose results you want to see
SAP Time Results
In the next SAP screen , double click on the period you want to see the results for.
SAP Time Results
In the next SAP screen, double click on the Table whose results you want to see
SAP Time Results
Results are shown-
SAP Time Results

How to Run Time Evaluation Essentials

Time Evaluation processes the employees' attendance at work and absences from work to make sure they are paid accordingly.
  • It evaluates the employee's actual working time and absences.
  • It calculates time-related payments.
  • It updates absences quotas.
  • It generates time wagetypes which are transferred to the Payroll Program.
Before executing the Payroll Program, all employees need to be processed successfully by the Time Evaluation Program.But time evaluation needs to run for relevant employees. Some employee populations may not have time evaluation requirements.
SAP Time Management
To Run Time Evaluation, Enter PT60 in the SAP Transaction Code Box
SAP Time Evaluation
In the next SAP Screen
  1. Enter Personnel Number
  2. Enter Evaluation Schema
  3. Enter Evaluation Up to Date (The date until which Time Data will be evaluated)
Enter any other selection field if required. Click Execute
SAP Time Evaluation
Time should be evaluated and a log must be displayed.
SAP Time Evaluation
You can view the Time Results Generated , using transaction PT66

Wednesday, 18 May 2016

Time Evaluation Essentials

SAP HR Time Data includes:

  • Daily working hours
  • Absences (annual leave, sick leave, long service leave, etc.)
  • Time-related payments (overtime, meal allowances, shift allowances, etc.)
  • Absence quotas (accumulations, deductions, and corrections)
  • Absence quota compensation for unused absence quota balances

Time Types

  • Time data (attendances or absences) is stored using time types.
  • Time types are stored in HR Master Data or created by the Time Evaluation program during time evaluation.  They have a 4-digit code assigned to them.
  • For example: Time-related Payments = Time type 2000 to 2499, Absences = Time type 2500 to 2999

Time Data Recording

To record employee times in SAP  R/3 Time Management, such as hours worked, business trips, leave, or substitutions, you can use a variety of systems and methods, such as:
  • Online by time administrators
  • Separate time recording systems
  • Cross-Application Time Sheet (CATS)
  • Employee Self-Service (ESS) applications, such as Internet Application Components (IACs), Workflow forms, or touch screen systems
  • Customer(Legacy) systems with an interface to the R/3 System

Categories of Absences & Attendances

There are 2 categories of absences :
  1. Quota-driven absences
  2. Non quota-driven absences
Quota-driven absences are absences with allocated limits over a set period (such as annual leave).
  • These absences need to be recorded for legal and/or financial reasons.
  • Entitlement can be given at the start of the period (e.g. as a total sum for the year), or can be given gradually with the total period being broken up into several smaller portions (as an accrual, e.g. monthly, depending on local practices and regulations).
  • During the period of validity, deductions can be made to the entitlement balance (which could hold a negative value).
  • Entitlement balances can be added from one year to the next or replaced by a new value each year.
Non quota-driven absences are absences that do not have periodic limits (such as study leave, bereavement leave and unpaid leave).

Some important Time Management infotypes:

Absence Quotas2006
Attendance Quotas2007
Time Events2011

Important Time Transactions

  • PA51Display time data
  • PA53: Display time data
  • PA61Maint. Time data
  • PA62List entry for  additional data
  • PA63Maint. time data PA64: Calendar entry

How to assign a Job & Cost Center to a Position

While in SAP transaction PPOME

In the Overview section , select the Position you want to assign a Job to
sap om assign job to position
In the details section , under the basic data tab , select Job Search. Enter the Name of the Job and click the Check Mark
sap om assign job to position
Select the desired Job from the search results. Click the Save Button
sap om assign job to position
The Job is assigned to the position

sap om assign job to position
To assign a cost center to a position , select the Account Assignment tab and enter the Master Cost Center Information.

Tuesday, 17 May 2016

Identify a position as Head of Org Unit

Once a position is declared a Head of the Org Unit -
  • The position becomes the manager for all employees belonging to the Organizational Unit
  • The Manager automatically becomes responsible for the approval of timesheet, training requests and any other SAP workflow.
Two important things should be considered when assigning a position as the Chief:
  1. A position can be assigned as Chief to one Org Unit ONLY
  2. An Org Unit without chief will automatically inherit the chief of the Org Unit it belongs to.
While in SAP transaction  PPOME
Select the position you want to make the chief
In the details section, under the basic data tab , select Head of organizational unit
Click Save. In the overview section , the icon for position changes signifying he is the chief of the org unit.


Saturday, 14 May 2016

Delimit a Position

If, because of a restructuring, the position should cease to be available, you should NOT delete the position from the system but proceed with delimitation of the position.The prerequisite to be able to delimit a position is that no active employee is linked to it. If that is the case, first the employee should be terminated or moved to another position.Be sure that you really do not need this position before proceeding because this action is very difficult to roll back.

In order to delimit a position proceed as follows:

While in SAP transaction PPOME
sap om delimit a position
Select the position you want to delimit
sap om delimit a position 
Select the button 'delimit' and chose the option 'object'
 In the next SAP pop up window ,enter the delimit date. Click the Check Mark Button.

sap om delimit a position
The position is Delimited.
sap om delimit a position