HR110

Business Processes in HCM Payroll

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PARTICIPANT HANDBOOK
INSTRUCTOR-LED TRAINING
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Course Version: 15
Course Duration: 2 Day(s)
e-book Duration: 6 Hours 55 Minutes
Material Number: 50123823
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© Copyright. All rights reserved. iv
Contents

vi Course Overview

1 Unit 1: Payroll Overview

2 Lesson: Setting Up the User Interface

5 Lesson: Identifying Payroll Elements

15 Unit 2: Payroll Data

16 Lesson: Entering Payroll Data

23 Unit 3: Payroll Elements

24 Lesson: Organizing a Payroll Run

29 Lesson: Reviewing the Payroll Status Infotype
32 Lesson: Identifying Retroactive Payroll Entries

38 Unit 4: Payroll Process

39 Lesson: Running Payroll

59 Unit 5: Payroll Reports

60 Lesson: Reporting on Payroll

62 Lesson: Generating Remuneration Statements
64 Lesson: Analyzing Payroll Results
66 Lesson: Analyzing Wage Types
67 Lesson: Creating a Payroll Analysis Report

75 Unit 6: Post Payroll Results

76 Lesson: Outlining the Payroll Posting Process

82 Lesson: Verifying a Posting Run
87 Lesson: Updating a Live Posting Run
89 Lesson: Verifying Payroll Posting Documents

97 Unit 7: Bank Transfers and Check Preparation

98 Lesson: Generating Employee Payments

108 Unit 8: Process Model

109 Lesson: Running a Payroll Process Model

121 Unit 9: SuccessFactors Employee Central Payroll

122 Lesson: Outlining Employee Central Payroll Basics

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Course Overview

TARGET AUDIENCE
This course is intended for the following audiences:

Application Consultant

Project Stakeholder

Super / Key / Power User

Project Manager

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 UNIT 1 Payroll Overview

Lesson 1
Setting Up the User Interface 2

Lesson 2
Identifying Payroll Elements 5

UNIT OBJECTIVES

Control access to data using profiles and roles

Identify the information required to run payroll

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 Unit 1
Lesson 1
Setting Up the User Interface

LESSON OVERVIEW
This lesson introduces you to the various roles connected with payroll. In addition, it explains
how to set up a user interface.

Business Example
You need to configure different roles for different users based on their experience and scope
of work. For this reason, you require the following knowledge:

An understanding of the various roles available in Payroll

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Control access to data using profiles and roles

Payroll Roles

Figure 1: Role Concept

Authorizations and the corresponding menu structure are linked to a role. A role is then
assigned to users with the same area of responsibility.

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 Lesson: Setting Up the User Interface

The following composite roles are available in Payroll:

Payroll Manager

Payroll Process Administrator

Payroll Administrator

Payroll Manager

The composite role Payroll Manager ( SAP_WP_PAYROLL-MANAGER) is responsible for

the following tasks:

Running the payroll correctly

Providing a general overview of the payroll results

Displaying HR master data and personnel files

Displaying remuneration statements, payroll accounts, and the payroll journal

The composite role Payroll Manager contains the following single roles:
International single role: Payroll Manager ( SAP_HR_PY_PAYROLL-MANAGER)

Country-specific single role: Payroll Manager < Country > ( SAP_HR_PY_xx_PAYROLL-

MANAGER )

SAP NetWeaver Business Warehouse (SAP NetWeaver BW) single role: Payroll Manager
( SAP_BWC_0ROLE_0023 )

Payroll Process Administrator

The composite role Payroll Process Administrator ( SAP_WP_PAYROLL-PROC-ADM) is

responsible for the following tasks:

Controlling and supervising the whole payroll process

Running, monitoring, and correcting the payroll

Performing time evaluation

Creating remuneration statements

Posting payroll results to Financial Accounting (FI)

Disbursing wage and salary payments

Performing evaluations at employee level

The composite role Payroll Process Administrator contains the following single roles:
International single role: Payroll Process Administrator ( SAP_HR_PY_PAYROLL-PROC-
ADM )

Country-specific single role: Payroll Process Administrator < Country >

( SAP_HR_PY_xx_PAYROLL-PROC-ADM)

Payroll Administrator

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Unit 1: Payroll Overview

The composite role Payroll Administrator ( SAP_WP_PAYROLL-ADM) is responsible for all

tasks carried out at employee level.

Examples of Payroll Administrator tasks:

Maintaining HR master data and Time Management data

Simulating payroll

Checking the remuneration statement and payroll account for individual employees

Performing evaluations for individual employees

Providing employees with information concerning their payroll and answering their queries

Entering the payroll data for employees and checking the data

The composite role Payroll Administrator contains the following single roles:

International single role: Payroll Administrator ( SAP_HR_PY_PAYROLL-ADM)

Country-specific single role: Payroll Administrator < Country > ( SAP_HR_PY_xx_PAYROLL-

ADM )

Single role: Payroll Administrator for Loans ( SAP_HR_PY_PAYROLL-LOAN-ADM)

LESSON SUMMARY
You should now be able to:

Control access to data using profiles and roles

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 Unit 1
Lesson 2
Identifying Payroll Elements

LESSON OVERVIEW
This lesson introduces you to payroll and its associated features.

Business Example
You are responsible for running an accurate payroll. For this reason, you require the following
knowledge:

An understanding of payroll basics

An understanding of the prerequisites for running payroll

An understanding of remuneration elements

An understanding of the master data

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Identify the information required to run payroll

Payroll Basics

Figure 2: Payroll

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Unit 1: Payroll Overview

Payroll is the calculation of payment for work performed by each employee. Payroll comprises
a number of work processes, including the generation of payroll results and remuneration
statements, implementation of bank transfers, and facilitation of check payments.
Payroll also covers a number of subsequent activities, such as the posting of results to
Financial Accounting (FI), and other evaluations, such as for taxes.

Payroll Prerequisites
A number of prerequisites must be met before you can enter and process employee data in
the system. SAP provides you with a series of model entries, which you can adapt to meet the
needs of your particular enterprise.

The following table lists the prerequisites for running payroll, and some of the activities
associated with the prerequisites:

Tasks Prerequisites Activities

Maintenance of master and
Work schedules Use Customizing to set up
time data and generate work sched-
ules

Dialog and time wage Make copies of model

types wage types to create cus-
tomer wage types in the
customer name range

Infotypes 0000, 0001, Use personnel actions to

0002, 0006, 0007, 0008, enter employee data in
and 0009 and country- the system
specific infotypes (such as
tax)

Payroll also processes in-

fotypes 0014, 0015, 2001,
2010, 2003, 2005, and so
on

Administration Payroll areas and periods Use Customizing to set up

and generate payroll areas
and periods

Payroll control records Use Customizing to create

payroll control records

Subsequent activities Bank details and informa- Set up account numbers

tion about house banks (entered by HR or employ-
ees through Employee
Self-Service [ESS]) and
house banks (set up by FI)

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 Lesson: Identifying Payroll Elements

Tasks Prerequisites Activities

Cost centers Set up cost centers (in FI)

and link them to organiza-
tional units and positions

Remuneration statements Utilize standard form

Remuneration Elements

Figure 3: Payroll Process

Remuneration or wages are calculated in the following steps:

Calculation of remuneration elements

Calculation of statutory and voluntary deductions, which are country-specific

Remuneration elements, statutory deductions, and voluntary deductions are based on

individual payments and deductions that are calculated for an employee during a payroll
period. The payments and deductions are stored as wage types and then included in the
payroll calculation.

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Unit 1: Payroll Overview

Calculation of Remuneration Elements

Figure 4: Remuneration Elements

An employee’s remuneration elements are determined on the basis of the individual wage
types used in a payroll period.

The following payments can be included in the calculation of remuneration:

Basic pay

Bonuses

Vacation allowances

Christmas bonuses

Gratuities

If an employee participates in regular benefits such as health, insurance, savings plans as well
additional benefits, such as a company-owned apartment or company-sponsored day care
services, this can lead to deductions from the employee's pay.
Such payments and deductions can increase or reduce an employee’s taxable income.
Taxable income is determined by a variety of factors, such as the laws of a country or a
company’s policies.
The wage types can be entered online or generated during the payroll run.

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 Lesson: Identifying Payroll Elements

Statutory and Voluntary Deductions

Figure 5: Statutory and Voluntary Deductions

To determine the payment amount, statutory and voluntary deductions, such as taxes and
social insurance contributions, are taken into account.
Deductions are calculated on the basis of gross values, such as the total gross amount and
the gross tax amount. For this reason, various amounts are calculated during the payroll run,
which are then used for subsequent processing.

Master Data

Figure 6: Storing HR Master Data Using Exact Dates

Both HR master data and a large number of Customizing table entries include a start and end
date. The payroll program requires these dates so that it can perform calculations for specific
days and retroactive accounting for previous periods.

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Unit 1: Payroll Overview

The system recognizes changes to payment infotypes and triggers retroactive accounting.
For example, when you make changes to the master data for earlier periods, the arrears are
calculated automatically and paid along with the current pay period’s salary. Because the
system recognizes retroactive accounting automatically, you cannot change the payroll
results manually.

Retroactive Accounting

Figure 7: Retroactive Accounting

If you change the HR master data for a period for which the payroll has already been run, the
payroll must be run again for the same period using the current values. This is known as
retroactive accounting.
The periods for which the payroll has been completed and exited constitute the payroll past. If
you make any changes to an infotype associated with retroactive accounting, the Earliest MD
Change field in the Payroll Status infotype (0003) is set to the start date of the changed
infotype. This ensures that retroactive accounting is automatically triggered up to the
retroactive accounting date when the next payroll is performed.

LESSON SUMMARY
You should now be able to:

Identify the information required to run payroll

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 Unit 1

Learning Assessment

1. The Payroll Administrator role is responsible for HR master data and Time Management
data.
Determine whether this statement is true or false.

X True

X False

2. Which role is responsible for displaying HR master data and personnel files?
Choose the correct answer.

X A Payroll Administrator

X B Payroll Process Administrator

X C Payroll Manager

X D Payroll PROC ADM

3. The calculation of statutory and voluntary deductions is country-specific.

Determine whether this statement is true or false.

X True

X False

4. Payroll results can be changed manually.

Determine whether this statement is true or false.

X True

X False

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Unit 1: Learning Assessment

5. The periods for which the payroll has been completed and exited constitute the
__________.
Choose the correct answer.

X A time data

X B payroll past

X C retroactive accounting relevance

X D HR master data

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 Unit 1

Learning Assessment - Answers

1. The Payroll Administrator role is responsible for HR master data and Time Management
data.
Determine whether this statement is true or false.

X True

X False

2. Which role is responsible for displaying HR master data and personnel files?
Choose the correct answer.

X A Payroll Administrator

X B Payroll Process Administrator

X C Payroll Manager

X D Payroll PROC ADM

3. The calculation of statutory and voluntary deductions is country-specific.

Determine whether this statement is true or false.

X True

X False

4. Payroll results can be changed manually.

Determine whether this statement is true or false.

X True

X False

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Unit 1: Learning Assessment - Answers

5. The periods for which the payroll has been completed and exited constitute the
__________.
Choose the correct answer.

X A time data

X B payroll past

X C retroactive accounting relevance

X D HR master data

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 UNIT 2 Payroll Data

Lesson 1
Entering Payroll Data 16

UNIT OBJECTIVES

Hire an employee and review the master data infotypes

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 Unit 2
Lesson 1
Entering Payroll Data

LESSON OVERVIEW
This lesson introduces you to personnel processes and infotypes.

Business Example
You need to change the payroll data of employees for events such as hiring, organizational
reassignment, and deviations from the work schedule. For this reason, you require the
following knowledge:

An understanding of personnel processes

An understanding of the infotypes relevant for payroll

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Hire an employee and review the master data infotypes

Personnel Processes

Figure 8: Personnel Processes

During an employee’s employment, a series of processes or events, such as hiring,

organizational reassignment, salary increase, leaving, and rehiring can take place. Some of

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 Lesson: Entering Payroll Data

these events can be relevant to remuneration and they need to be tracked by updating the
relevant infotypes. If these events occur in the payroll past, they trigger retroactive
accounting.

Events that can trigger retroactive accounting are as follows:

Hiring

Organizational reassignment

Deviations from the work schedule

Retroactive salary increase

Time sheet information received late

Retroactive hourly rate increase

Note:
If an employee leaves your enterprise, you do not delimit information about the
remuneration and bank details immediately. You may need this information, if
there is a retroactive accounting salary change.

Infotypes

Figure 9: Hiring

A hiring action consists of a series of standard infotypes that are required for any country.
Some infotypes, such as tax data, are country-specific. If you set the user parameters for a
particular country, such as 01 for Germany or 10 for the USA, the system accesses the
appropriate personnel actions, which include all the relevant country-specific infotypes.

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Unit 2: Payroll Data

Organizational Reassignment

Figure 10: Organizational Reassignment

Employee data may change in any payroll period due to transfers, substitutions, increase or
decrease in basic pay, or simply corrections.
You can create data or copy and change existing data to create new entries. At times, you
need to enter data in a series of infotypes while at other times, you need to access a single
infotype.

Note:
Any changes you make to infotypes that are relevant to payroll, in periods for
which the payroll has already run, automatically trigger retroactive accounting.

Deviations from the Work Schedule

Figure 11: Deviations from the Work Schedule

Deviations from the work schedule usually make up the largest share of tasks that are
periodically performed in an HR department.

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 Lesson: Entering Payroll Data

In the system, deviations take the form of time data, such as hours or days, or remuneration
data. To ensure that the correct amount of time and overtime payments is available, you must
enter the data in the system at the right time.

Infotypes Used to Enter Deviations from the Work Schedule

The table lists the infotypes that are used to enter data that deviates from the work
schedule:

Infotype Description
Absences (2001) Used to enter an employee’s absences
Attendances (2002) Used to enter an employee’s attendances
Substitutions (2003) Used to enter substitutions, such as when an
employee works a different shift
Availability (2004) Used to enter times at which employees are
available for duty in addition to their regular
shift
Overtime (2005) Used to enter the start times and end times
for additional working hours
Employee Remuneration Information (2010) Used to input numbers, such as overtime
hours
Monthly Calendar (2051) Used to enter attendances and absences on
a monthly overview screen
Weekly Calendar (2052) Used to enter attendances and absences on
a weekly overview screen

Methods of Entering Time Data

Figure 12: Methods of Entering Time Data

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Unit 2: Payroll Data

Fast data entry increases the efficiency of data processing, because the same infotype record
can be created and maintained for more than one employee at the same time. This means
that you do not need to enter a separate record for each individual employee; you can use a
single screen to enter the data for more than one employee simultaneously.
Various processing options are available, such as creating, changing, copying, deleting, and
locking or unlocking records.

You can use any of the following ways to select the personnel numbers to be processed:

You can enter the personnel numbers directly on the fast entry screen.

You can list the personnel numbers yourself before maintaining the fast entry screen.

You can use a report to list the personnel numbers on the basis of specific search criteria.

You can choose your own selection criteria using Ad Hoc Query.

LESSON SUMMARY
You should now be able to:

Hire an employee and review the master data infotypes

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 Unit 2

Learning Assessment

1. Basic Pay (0008) is an infotype relevant to Hiring.

Determine whether this statement is true or false.

X True

X False

2. Which infotype is used to enter the start times and end times for additional working
hours?
Choose the correct answer.

X A Employee Remuneration Information (2010)

X B Overtime (2005)

X C Availability (2004)

X D Attendances (2002)

3. Personnel numbers can be entered directly in the fast entry screen to record certain
infotypes, such as Additional Payments (0015).
Determine whether this statement is true or false.

X True

X False

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 Unit 2

Learning Assessment - Answers

1. Basic Pay (0008) is an infotype relevant to Hiring.

Determine whether this statement is true or false.

X True

X False

2. Which infotype is used to enter the start times and end times for additional working
hours?
Choose the correct answer.

X A Employee Remuneration Information (2010)

X B Overtime (2005)

X C Availability (2004)

X D Attendances (2002)

3. Personnel numbers can be entered directly in the fast entry screen to record certain
infotypes, such as Additional Payments (0015).
Determine whether this statement is true or false.

X True

X False

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 UNIT 3 Payroll Elements

Lesson 1
Organizing a Payroll Run 24

Lesson 2
Reviewing the Payroll Status Infotype 29

Lesson 3
Identifying Retroactive Payroll Entries 32

UNIT OBJECTIVES

Review the elements of a payroll control record

Review the Payroll Status infotype assigned to individual employees

Identify retroactive payroll adjustments

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 Unit 3
Lesson 1
Organizing a Payroll Run

LESSON OVERVIEW
This lesson introduces you to the organization of a payroll run.

Business Example
You want to run payroll for your employees. For this reason, you require the following
knowledge:

An understanding of the payroll area

An understanding of the payroll period

An understanding of the payroll control record

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Review the elements of a payroll control record

Payroll Organization

Figure 13: Overview – Payroll Organization

You can perform a payroll run at different times, for example, at the beginning of the month,
and with different frequencies, such as monthly. Payroll consists of different phases that take
place sequentially. You can control payroll using various payroll areas and payroll control
records.

You must make the following settings in Customizing to perform a payroll run:

Payroll areas

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 Lesson: Organizing a Payroll Run

You define a payroll area to group employees for whom payroll is run at the same time,
and who are paid on the same date. You also define a payroll area to set the dates for the
payroll period. A period parameter and a date modifier are assigned to each payroll area.
Payroll periods
You define a payroll period to represent the period for which a regular payroll is run.
Payroll periods must be generated for each combination of period parameters and date
modifiers assigned to a payroll area. A payroll period is identified by a period number and
a year. The start and end dates for each period are defined; and the payday is calculated
using a rule entered as a parameter. Each period parameter is assigned to a time unit.
The values for time units are defined as monthly, semi-monthly, weekly, bi-weekly, every
four weeks, and annually.
Control records
You create a control record for every payroll area to control the individual stages of the
payroll process.

Payroll Areas

Figure 14: Payroll Areas

You must create payroll areas if you want to run payroll for employees at different times. For
example, if you want to pay employees on a monthly or weekly basis, you must create at least
one monthly and one weekly payroll area.
Employees from different employee subgroups can belong to the same payroll area. The only
criterion for grouping employees in the same payroll area is that they should be paid for the
same period and on the same payment date.
You can use a payroll area as a selection criterion for many payroll processes. For example,
you can use a payroll area to run payroll, generate the remuneration statement, and create
evaluation reports for the payroll run.
If you want to select fewer employees for a payroll run or other evaluations, you can use
additional selection criteria, for example, the cost center, or the employee subgroup.

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Unit 3: Payroll Elements

However, such a selection is suitable only for test and simulation purposes, because the
payroll control record is not taken into account in the simulation run.

Note:
The ABKRS feature delivers a default value for the Payroll Area field in the
Organizational Assignment infotype (0001).

Payroll Periods

Figure 15: Payroll Periods

A payroll period determines the period for which a payroll result is created. The length of
payroll periods can differ. For example, a payroll period can be a month, a week, or fourteen
days.

Note:
The exact start and end dates of payroll periods must be defined for payroll areas.

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 Lesson: Organizing a Payroll Run

Payroll Control Records

Figure 16: Payroll Control Record

The payroll control record performs the following functions in payroll:

It defines the payroll past for retroactive accounting.

It locks master data and time data so that no changes can be made during the payroll
process. The lock is valid for the payroll past and the payroll present. Changes that affect
future payroll runs are still possible.

It defines the earliest possible retroactive accounting date for each payroll area.

You must create a payroll control record in Customizing for each payroll area.

Note:
You can find the payroll control record in the payroll menu for your country under
Tools Control Record.

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Unit 3: Payroll Elements

Payroll Control Record – Periods

Figure 17: Payroll Control Record – Periods

The following table describes the various fields in the payroll control record:

Field Description
Payroll period Shows the period of the last payroll run
Run Shows the current saved payroll run
Earliest RA period Shows the start date of the retroactive ac-
counting period
Last change to control record Shows the change information

When you create the payroll control record in your live system, ensure that the payroll period
used to create the payroll control record is one period before the period in which you want to
go live. The payroll period is automatically incremented by one period when you release the
payroll for the payroll run. For example, if you want the SAP payroll system to go live in the
period 05 of the current year, you must enter the period 04 of the current year in the payroll
control record.

LESSON SUMMARY
You should now be able to:

Review the elements of a payroll control record

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 Unit 3
Lesson 2
Reviewing the Payroll Status Infotype

LESSON OVERVIEW
This lesson introduces you to the Payroll Status infotype.

Business Example
You need to modify the Payroll Status infotype for employees to incorporate changes in
Payroll or Time Management. For this reason, you require the following knowledge:

An understanding of the Payroll Status infotype

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Review the Payroll Status infotype assigned to individual employees

Payroll Status Infotype

The Payroll Status infotype (0003) is automatically created for each employee at the time of
hiring. The Payroll Status infotype contains data that controls an employee’s payroll runs and
time evaluations. The system updates the infotype when performing a payroll run, evaluating
time, or making changes to the payroll past.
If you need to enter employee-specific information about Payroll or Time Management, you
can update particular fields in the infotype manually.

System-Defined Fields

Figure 18: Payroll Status Infotype (System Settings)

The following fields of the Payroll Status infotype are automatically updated by the
system:
Accounted to
The end date of the last completed payroll period is entered here by the payroll driver.

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Unit 3: Payroll Elements

Earliest MD change
If master data is changed for earlier payroll periods, the system enters the appropriate
date in this field. This date is deleted after each completed payroll run. The program
recognizes whether and when payroll must be repeated to take master data changes into
account.

MD change
The Earliest Master Data Change Bonus field is filled with a date when master data is
edited. This date is deleted during bonus accounting and non-authorized manual checks
(NAMC, only for the U.S.). As a result, the payroll system can perform retroactive
accounting optimally in connection with bonus accounting. This field is used in a similar
way to Earliest MD Change.

Payroll correction
If a personnel number is rejected or you entered data during the correction phase of the
payroll run, the payroll driver flags this field. The employee is then entered in the
correction run with this indicator. If the payroll is completed successfully, the indicator is
removed. If changes are made in Customizing, the Payroll correction indicator is not set.

Manual Settings

Figure 19: Payroll Status Infotype (Manual Settings)

You can change the values in the following fields of the Payroll Status infotype manually:

Earl. pers. RA date(Earliest personal retroactive accounting date)

You use this field to set an employee’s retroactive accounting limit if it differs from the
date set in the payroll area.
Accounted to
You use this field to specify the date up to which a payroll is to be run for an employee
who has left the enterprise. The date that you specify must lie in an interval in which the
employee is not actively employed. For example, a terminated employee can continue to
be paid for a specified period after the leaving date. If an employee is actively employed,
the payment is triggered automatically during retroactive accounting. You do not need to
enter a date in this field.
Do not account after
You use this field to enter a date after which payroll will no longer be run for an employee.
The subsequent day must lie in a non-active period.
Pers. no. locked(Personnel number locked)

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 Lesson: Reviewing the Payroll Status Infotype

You use this field to lock an employee for payroll. This means that the personnel number
will not be selected for payroll.

LESSON SUMMARY
You should now be able to:

Review the Payroll Status infotype assigned to individual employees

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 Unit 3
Lesson 3
Identifying Retroactive Payroll Entries

LESSON OVERVIEW
This lesson introduces you to retroactive accounting limits.

Business Example
You need to understand the date restrictions applied when payroll is processed. For this
reason, you require the following knowledge:

An understanding of retroactive accounting limits

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Identify retroactive payroll adjustments

Retroactive Accounting

Figure 20: Retroactive Accounting Limits

The retroactive accounting limit determines the exact date until which the master data and
time data can be changed in the payroll past.
The retroactive accounting limit is based on the following values:

Per payroll area (Payroll control record)

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 Lesson: Identifying Retroactive Payroll Entries

Each payroll area has a payroll control record, which includes the earliest possible
retroactive accounting date. The system cannot perform retroactive accounting before
this date.
Employee hiring date
Retroactive accounting cannot be performed before an employee's hiring date.
Per employee ( Payroll Statusinfotype)
Each employee has a Payroll Status infotype, which includes the earliest personal
retroactive accounting date.

If the date set for each payroll area differs from the date specified for the employee, the later
date is used. The absolute retroactive accounting limit for an employee is the hiring date.

LESSON SUMMARY
You should now be able to:

Identify retroactive payroll adjustments

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 Unit 3

Learning Assessment

1. The exact start and end dates of payroll periods must be defined for payroll areas.
Determine whether this statement is true or false.

X True

X False

2. The __________ locks master data and time data so that no changes can be made during
the payroll process.
Choose the correct answer.

X A control record

X B payroll period

X C period parameter

X D date modifier

3. The Payroll Status infotype contains data that controls an employee’s payroll runs and
time evaluations.
Determine whether this statement is true or false.

X True

X False

4. You can update particular fields in the Payroll Status infotype manually.
Determine whether this statement is true or false.

X True

X False

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 Unit 3: Learning Assessment

5. In which field do you specify the date after which payroll will no longer run for an
employee?
Choose the correct answer.

X A Accounted to

X B Do not account after

X C Earl. pers. RA date

X D MD change bonus

6. The absolute retroactive accounting limit for an employee is the hiring date.
Determine whether this statement is true or false.

X True

X False

7. The payroll control record can impact retroactive accounting.

Determine whether this statement is true or false.

X True

X False

8. The retroactive accounting limit determines the date before which you cannot change
master data and time data in the payroll past.
Determine whether this statement is true or false.

X True

X False

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 Unit 3

Learning Assessment - Answers

1. The exact start and end dates of payroll periods must be defined for payroll areas.
Determine whether this statement is true or false.

X True

X False

2. The __________ locks master data and time data so that no changes can be made during
the payroll process.
Choose the correct answer.

X A control record

X B payroll period

X C period parameter

X D date modifier

3. The Payroll Status infotype contains data that controls an employee’s payroll runs and
time evaluations.
Determine whether this statement is true or false.

X True

X False

4. You can update particular fields in the Payroll Status infotype manually.
Determine whether this statement is true or false.

X True

X False

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 Unit 3: Learning Assessment - Answers

5. In which field do you specify the date after which payroll will no longer run for an
employee?
Choose the correct answer.

X A Accounted to

X B Do not account after

X C Earl. pers. RA date

X D MD change bonus

6. The absolute retroactive accounting limit for an employee is the hiring date.
Determine whether this statement is true or false.

X True

X False

7. The payroll control record can impact retroactive accounting.

Determine whether this statement is true or false.

X True

X False

8. The retroactive accounting limit determines the date before which you cannot change
master data and time data in the payroll past.
Determine whether this statement is true or false.

X True

X False

© Copyright. All rights reserved. 37

 UNIT 4 Payroll Process

Lesson 1
Running Payroll 39

UNIT OBJECTIVES

Process payroll runs for employees

Process a retroactive payment to correct a payroll error

© Copyright. All rights reserved. 38

 Unit 4
Lesson 1
Running Payroll

LESSON OVERVIEW
This lesson introduces you to the payroll process.

Business Example
You need to perform payroll runs for your employees and resolve the issues that arise while
performing a payroll run. For this reason, you require the following knowledge:

An understanding of the payroll process

An understanding of how to run payroll

An understanding of how to resolve the issues encountered while running payroll

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Process payroll runs for employees

Process a retroactive payment to correct a payroll error

Payroll Processes

Figure 21: Overview of Payroll Processes

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Unit 4: Payroll Process

The payroll process in the SAP system includes the following steps:
1. Release the payroll.

2. Start the payroll run.

3. Check the results.

4. Perform corrections and repeat the payroll process until the payroll is error-free.

5. Exit the payroll.

During a payroll run, the payroll program reads the master data and time data infotypes. Any
changes made to the master data or time data during the payroll run can lead to inaccuracies
in the payroll results. To avoid this, the system does not permit any changes in the master
data and time data that affect the payroll past and present. You must not run payroll master
data maintenance.

Functions of the Payroll Control Record

The payroll control record controls the payroll process.

The following table explains the functions of the payroll control record:

Function in menu Payroll control record

Release Payroll
The status of the payroll control record is
release for payroll.

Master data and time data are locked for

payroll past and present.

Payroll area is released for the payroll run.

Start Payroll
The status of the payroll control record is
released for payroll.

Check Result
The status of the payroll control record is
check payroll results.

Master data, time data, and the payroll

area are locked.

Corrections The status of the payroll control record is

release for correction.

Master data and time data are released

for correction.

Exit Payroll The status of the payroll control record is

Exit payroll .

Master data and time data are released.

Payroll is closed for the Pay Period.

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 Lesson: Running Payroll

Payroll Simulation

Figure 22: Payroll Simulation

Before you run an actual payroll, you can simulate the payroll run. Simulating a payroll run
enables you to display and print remuneration statements in a test environment.

Simulating a payroll run offers the following advantages:

The system does not lock the master data and time data.

Release Payroll and Exit Payroll functions are not required. The results of a simulated
payroll run are not written to the database; they can be viewed in the payroll log.

Note:
When payroll periods are counted in the payroll control record, simulation runs are
ignored.

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Unit 4: Payroll Process

Release Payroll

Figure 23: Release Payroll

The first step in processing payroll is to execute the Release Payroll function. If you choose
the Release Payroll function from the menu, the system prevents you from making any
changes that affect the payroll past or present. This lock applies to the personnel numbers
included in the relevant payroll area. Changes that affect future payrolls can still be made.
You must execute the Release Payroll function before starting a payroll run. If the status of the
payroll control record was previously Exit Payroll , the Release Payroll function increases the
period in the payroll control record by one.

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 Lesson: Running Payroll

Start Payroll (Part 1)

Figure 24: Start Payroll / Release for Payroll (Part 1)

After executing the Release Payroll function, you can execute the Start Payroll function. To
start a payroll run, specify the payroll area in both the Payroll period and Selection sections.
The payroll area determines the payroll period with the exact dates and personnel numbers
that will be selected.

Note:
Before executing the Start Payroll function, ensure that a payroll control record
exists.

When a live payroll is run, you do not need to enter the payroll period. The system uses the
payroll area and the control record to determine the payroll period automatically.
For a simulation run, you can enter a different payroll period.

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Unit 4: Payroll Process

Start Payroll (Part 2)

Figure 25: Start Payroll / Release for Payroll (Part 2)

When starting a payroll, you need to specify the payroll schema in the General program
control section on the Payroll driver (international) screen.
The payroll schema describes the sequence and the content of a program procedure. It
consists of a list of statements and links to subschemas and functions that are described in
detail using parameters. The program processes the specified calculation schema
sequentially.
If you execute a retroactive run that the system does not recognize, you must make an entry
in the Forced retro. accounting as of field. For example, you need to make an entry in this field
if there are changes in Customizing tables for the payroll past.
For a payroll simulation run, select the Test run (no update) checkbox. When the Test run flag
is set, no changes are made to the database and the UPD YES fuunction is overridden. This
affects the newly generated schema. Therefore, you must not set this flag for a regular payroll
run.

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 Lesson: Running Payroll

Payroll Log

Figure 26: Payroll Log

You can choose to display the payroll log after the payroll run by selecting the Display log
checkbox. In the payroll log, the payroll results are displayed in a tree structure, which makes
it easier for you to analyze and get an overview of the payroll results.
The payroll log presents the table of contents in the form of a tree structure. You can use the
nodes within the tree structure to access the required information. In addition, you can use
the headers within the tree structure for help with troubleshooting and navigation within the
log. You can also expand or collapse individual nodes within the tree structure as per your
requirements.

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Unit 4: Payroll Process

Detailed View of a Processing Step

Figure 27: Detailed View of a Processing Step

If you display a detailed view of a processing step, you can choose between input data, data
processing, and output data within the log.
You can save your own personnel settings for the log tree and list as a variant.

Error Messages in the Log

Figure 28: Error Messages

If an error occurs when a personnel number is processed, the log is expanded at the
appropriate place and the error message is displayed (for example, "Division by zero not
performed" ). This indicates that the Basic Pay infotype 0008 does not exist.

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 Lesson: Running Payroll

Matchcode W

Figure 29: Matchcode W

Matchcode W provides a list of all personnel numbers in the selected payroll area that have
been rejected by the payroll run due to incorrect data. This means that the payroll has not run
successfully for them.
Personnel numbers are also included in Matchcode W if personnel data has been changed in
the correction phase of the payroll run.

Check Results

Figure 30: Check Results

You can execute the Check Result function to ensure that changes are not made to payroll
data if they affect the payroll past or present. This function also locks the corresponding
payroll accounting area to prevent you from including it in a payroll run. This function enables
you to check the payroll results.

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Unit 4: Payroll Process

The Check Result function is optional and is not used in many cases. You can reset this
function by choosing Release Payroll .

Corrections

Figure 31: Corrections

If you choose Corrections , the infotype records assigned to the selected payroll area are
released for correction. Choose this function to change infotype data if personnel numbers
are rejected during the payroll run.
You can perform up to 99 correction runs.
After correcting the data, you must release the payroll. This locks the personnel records
again. The last payroll period is not increased.
You then choose Start Payroll to run payroll again for all the personnel numbers included in
Matchcode W (that is, personnel numbers for which the master data was changed). Choose
search helps, and choose W (Payroll correction run). The Restrict Value Range dialog box
appears. To restrict the value range, you can enter one single personnel number or an interval
range of personnel numbers. The system only selects personnel numbers that lie within this
range from Matchcode W . If you do not want to restrict the value range, the system selects all
the personnel numbers from Matchcode W to be included in the payroll.

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 Lesson: Running Payroll

Exit Payroll

Figure 32: Exit Payroll

The Exit Payroll function enables you to re-release infotypes so that they can be maintained
for the payroll past and present. The payroll area is then locked for the start of the payroll run.
You cannot exit the payroll until the payroll has run successfully for all the personnel numbers
assigned to the payroll area ( Matchcode W is empty). If you try to exit the payroll while
rejected personnel numbers still exist, the system displays an error message.
After exiting payroll, you can change data for the period in question by performing retroactive
accounting in a subsequent period.

Troubleshooting
Examples of problems that can occur during a payroll run:

Delayed time recording sheets

Retroactive employee transfer

Change in the payroll area

Missing Basic Pay infotype error

Planned Working Time infotype error

Payroll administration error

Partial period factoring

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Unit 4: Payroll Process

Delayed Time Recording Sheets

Figure 33: Delayed Time Recording Sheets

A problem can occur when time recording sheets arrive in the Payroll department after the
payroll has been run for the payroll period, but before being set to Exit Payroll .

If there is a delay in the arrival of a time recording sheet, perform the following steps:

1. Release the payroll run for corrections.

2. Enter the time data in the system.

3. Release the payroll again.

4. Run payroll using Matchcode W .

5. Check the results.

Retroactive Employee Transfer

Figure 34: Retroactive Employee Transfer

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 Lesson: Running Payroll

A scenario such as this can arise when, for example, the Personnel department enters a
number of employee transfers that came into force in June, after the payroll has been
completed for that month, and new hires have been entered for July.

In case of employee transfers and new hires, perform the following steps:
1. Enter the changes in the master data for the month of June.

2. Run payroll for July, as normal.

3. The changes will be recognized by the system automatically within retroactive accounting
and paid with the July payroll run.

Note:
Within the SAP system, personal data and many table entries are given start and
end dates. This is necessary for calculations involving exact dates, and also for
performing retroactive accounting in previous periods.

You have completed the payroll run for the current period. When you make changes to
payment-related data in the payroll past, you receive a notification that you are changing data
in the payroll past and that this will trigger retroactive accounting. This means that payroll
must be run for this period again with the current values. This is known as retroactive
accounting.
All of the periods for which you have completed and exited payroll constitute the payroll past.
If you maintain an infotype that is relevant to retroactive accounting, the Earliest MD Change
field in the Payroll Status infotype (0003) is set to the start date of the changed infotype
record. This ensures that retroactive accounting is automatically triggered up to this
retroactive accounting date when the next payroll run is performed.

Change in the Payroll Area

Figure 35: Change in the Payroll Area

In some countries, such as Germany, the payroll area is restricted and, therefore, can only be
changed at the end of a payroll period. If an employee transfers to a different subgroup during
a payroll period, for example, from industrial to salaried employee, and a new payroll area is
created, the payroll area cannot be changed immediately.
The system changes the payroll period automatically. You must maintain the DFINF feature to
re-import the ABKRS feature when the Organizational Assignment record is copied and the
payroll area is not copied from the previous record. The DFINF feature controls the
determination of field values for certain infotypes. The ABKRS feature determines the default
value for the payroll area.

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Unit 4: Payroll Process

If an employee changes payroll area on July 15, but a change of payroll area is not permitted
until August 1, you can save the Organizational Assignment infotype containing the change in
employee subgroup. The system then creates a new record containing the change in payroll
area that is valid from August 1.

Missing Basic Pay Infotype Error

Figure 36: Error Due to Missing Basic Pay Infotype

If an employee leaves an organization, the Basic Pay infotype must not be delimited. The basic
payroll data must remain in the system. This is the only way of guaranteeing a correct
retroactive accounting run, if one is needed.
If a leaving personnel action delimits the Basic Pay infotype, you can reset the end date of the
Basic Pay infotype to 12.31.9999.

Planned Working Time Infotype Error

Figure 37: Error in Planned Working Time Infotype (0007)

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 Lesson: Running Payroll

You can access an employee’s working times, which are stored in the system for each month,
by generating monthly work schedules.
Before you can run payroll for a period, you must generate the monthly work schedule in the
system. A previous and subsequent period of a monthly work schedule must exist for each
period to be included in the payroll run. Payroll will not be run for an employee for whom the
work schedule does not exist.

Payroll Administration Error

Figure 38: Error in Payroll Administration

If you want to go live with the SAP payroll system in January 2014 (period 01.2014 for a
monthly payroll area), the payroll control record for the corresponding payroll area must be
created in the system for 12.2013.
If the control record is incorrectly set to 01.2014, the system changes the payroll period to
02.2014 when the payroll is released. In this case, you cannot run payroll for the period
01.2014.
If a control record is set incorrectly, delete the old control record and create a new one.

Partial Period Factoring

Factoring refers to the proportional calculation of periodical remuneration. Periodical
remuneration comprises the wage types that an employee receives as basic pay, recurring
payments, and additional payments, if required.

The following scenarios can result in factoring:

Change in basic pay

An employee joins your enterprise, but not on the first day of a period.

An employee receives a pay raise in the middle of a period.

An employee leaves your enterprise, but not on the last day of a period.

An employee has unpaid leave.

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Unit 4: Payroll Process

Organizational assignment
An employee moves to another department, and is therefore, assigned to another cost
center. You want the cost centers involved to be debited for the correct periods.

Reduction in recurring payments or additional payments

An employee receives a transportation allowance and has a three-week vacation. The
transportation allowance is only paid for the period during which the employee travels to
work.

During a payroll run, changes in the following infotypes are evaluated for factoring:
Actions (0000)

Organizational Assignment (0001)

Planned Working Time (0007)

Basic Pay (0008)

Recurring Payments/Deductions (0014)

Additional Payments (0015)

Absences (2001)

If a situation arises where factoring is necessary, the current partial period factor is calculated
and multiplied by the assigned wage type.
Reductions are triggered, for example, by unpaid leave during a payroll period.

LESSON SUMMARY
You should now be able to:

Process payroll runs for employees

Process a retroactive payment to correct a payroll error

© Copyright. All rights reserved. 54

 Unit 4

Learning Assessment

1. The steps involved in running a payroll process are (1) Start Payroll, (2) Release Payroll,
(3) Exit Payroll, (4) Check Result, and (5) Corrections. Identify the correct sequence.
Choose the correct answer.

X A (1), (2), (5), (4), (3)

X B (2), (4), (2), (1), (3)

X C (4), (1), (2), (3), (5)

X D (2), (1), (4), (5), (3)

2. After the payroll process has started, changes that affect the payroll past and present are
permitted.
Determine whether this statement is true or false.

X True

X False

3. You can view the results of a simulation run in the payroll log.
Determine whether this statement is true or false.

X True

X False

4. The _________ function must be executed before starting a payroll run.

Choose the correct answer.

X A Check Result

X B Corrections

X C Simulation

X D Release Payroll

© Copyright. All rights reserved. 55

Unit 4: Learning Assessment

5. You can exit a payroll even if Matchcode W is not empty.

Determine whether this statement is true or false.

X True

X False

6. After an employee leaves an organization, the Basic Pay infotype is deleted.

Determine whether this statement is true or false.

X True

X False

© Copyright. All rights reserved. 56

 Unit 4

Learning Assessment - Answers

1. The steps involved in running a payroll process are (1) Start Payroll, (2) Release Payroll,
(3) Exit Payroll, (4) Check Result, and (5) Corrections. Identify the correct sequence.
Choose the correct answer.

X A (1), (2), (5), (4), (3)

X B (2), (4), (2), (1), (3)

X C (4), (1), (2), (3), (5)

X D (2), (1), (4), (5), (3)

2. After the payroll process has started, changes that affect the payroll past and present are
permitted.
Determine whether this statement is true or false.

X True

X False

3. You can view the results of a simulation run in the payroll log.
Determine whether this statement is true or false.

X True

X False

4. The _________ function must be executed before starting a payroll run.

Choose the correct answer.

X A Check Result

X B Corrections

X C Simulation

X D Release Payroll

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Unit 4: Learning Assessment - Answers

5. You can exit a payroll even if Matchcode W is not empty.

Determine whether this statement is true or false.

X True

X False

6. After an employee leaves an organization, the Basic Pay infotype is deleted.

Determine whether this statement is true or false.

X True

X False

© Copyright. All rights reserved. 58

 UNIT 5 Payroll Reports

Lesson 1
Reporting on Payroll 60

Lesson 2
Generating Remuneration Statements 62

Lesson 3
Analyzing Payroll Results 64

Lesson 4
Analyzing Wage Types 66

Lesson 5
Creating a Payroll Analysis Report 67

UNIT OBJECTIVES

Confirm payroll results by reviewing the results tables

Provide employees with detailed information about payroll calculations

Generate payroll reporting and facilitate pay period analysis

Review payroll results by running the payroll journal

Analyze the use of wage types processed during payroll processing

Outline Ad Hoc Query functionality

© Copyright. All rights reserved. 59

 Unit 5
Lesson 1
Reporting on Payroll

LESSON OVERVIEW
This lesson explains how to display payroll results.

Business Example
After a payroll run, you need to display the payroll results. For this reason, you require the
following knowledge:

An understanding of the types of views available for displaying payroll results

An understanding of the method of displaying payroll results

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Confirm payroll results by reviewing the results tables

Payroll Results

Figure 39: Overview — Views of Payroll Results

After a payroll run, you can view the payroll results in different views.

Views allowed by the payroll system:

Technical
In this view, you can generate an international report that displays payroll results.

Employee
In this view, the RPCEDTx0 program enables you to generate employee remuneration
statements.

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 Lesson: Reporting on Payroll

Department
In this view, various programs are available that provide different views of payroll data.

International Report
An international report enables you to display the payroll results for a specific country. The
country to which the international report belongs is indicated by the suffix at the end of the
report name.

An international report provides the following features:

It enables you to display the content of all the tables and field lists for any payroll cluster.

It enables you to display and then temporarily save the selection of tables so that the time
required to call the tables is reduced.

It enables you to display archived payroll results.

To display or maintain HR master data, choose Goto HR Master Data Display/Maintain .

To include loan wage types in the display, choose Tables Loans Display .

Note:
For Release 4.6C and above, an international report replaces the country-specific
report RPCLSTRX.

LESSON SUMMARY
You should now be able to:

Confirm payroll results by reviewing the results tables

© Copyright. All rights reserved. 61

 Unit 5
Lesson 2
Generating Remuneration Statements

LESSON OVERVIEW
This lesson explains how to generate a remuneration statement.

Business Example
Employees can view payments and deductions from their salary in their remuneration
statements. After every payroll run, you need to generate remuneration statements for your
employees. For this reason, you require the following knowledge:

An understanding of how to generate a remuneration statement

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Provide employees with detailed information about payroll calculations

Remuneration Statement

Figure 40: Remuneration Statement

A remuneration statement contains a list of payments and deductions effected during a

payroll run for an employee.

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 Lesson: Generating Remuneration Statements

The remuneration statement is usually created after the payroll run, but before payment is
effected. If you perform more than one payroll run in a specific period, you can create
remuneration statements after each payroll run. If corrections are made, the original
documents are overwritten.
Customizing enables you to determine the format, structure, and content of the forms you
want to use. The SAP system also enables you to create personal or general notifications for
your employees that are printed on the remuneration statement as additional information.
The notifications can be standard texts, such as general information from management or
birthday greetings.

Note:
You can enter any additional information in the Notifications infotype (0128).

LESSON SUMMARY
You should now be able to:

Provide employees with detailed information about payroll calculations

© Copyright. All rights reserved. 63

 Unit 5
Lesson 3
Analyzing Payroll Results

LESSON OVERVIEW
This lesson explains how to generate a payroll account and a payroll journal.

Business Example
To view payroll results at a department level, you need to generate a payroll account and a
payroll journal. For this reason, you require the following knowledge:

An understanding of payroll accounts and how to generate them

An understanding of payroll journals and how to generate them

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Generate payroll reporting and facilitate pay period analysis

Review payroll results by running the payroll journal

Payroll Account

Figure 41: Payroll Account

You can generate a payroll account to view the payroll results generated for employees in a
department.
A payroll account contains tables of payroll data for one or more employees for one or more
periods. The payroll account is created on the basis of existing payroll results. This means
that you can create the payroll account at any time, whenever required. A payroll account is
usually created at the end of the year. However, it is also possible to create a payroll account
for each payroll period.
The report used to create payroll accounts enables you to view detailed information about
payroll results and to access a remuneration statement directly from the payroll account
display screen. By double-clicking the payroll results for a period, you can access the
corresponding remuneration statement.

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 Lesson: Analyzing Payroll Results

Payroll Journal

Figure 42: Payroll Journal

You can generate a payroll journal to view the payroll data for several employees for a specific
period. A payroll journal is usually created at the end of a period.

LESSON SUMMARY
You should now be able to:

Generate payroll reporting and facilitate pay period analysis

Review payroll results by running the payroll journal

© Copyright. All rights reserved. 65

 Unit 5
Lesson 4
Analyzing Wage Types

LESSON OVERVIEW
This lesson explains how to use the wage type reporter to execute reports for wage type
evaluations.

Business Example
You need to execute various reports for wage type evaluations during payroll processing. For
this reason, you require the following knowledge:

An understanding of how to use the wage type reporter to execute various reports for
wage type evaluations

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Analyze the use of wage types processed during payroll processing

Wage Types

Figure 43: Wage Type Evaluations

The wage type reporter is a tool that you can use to evaluate wage types. Using this tool, you
can display various wage types for a specific period with in-period or for-period views. The
evaluation can be formatted using the list viewer and exported to an Excel file.
In the future, the wage type reporter will replace the wage type statement and the wage type
distribution tools.

LESSON SUMMARY
You should now be able to:

Analyze the use of wage types processed during payroll processing

© Copyright. All rights reserved. 66

 Unit 5
Lesson 5
Creating a Payroll Analysis Report

LESSON OVERVIEW
This lesson explains how to use the Ad Hoc Query tool.

Business Example
You need to evaluate the payroll results in your company. For this reason, you require the
following knowledge:

An understanding of the Ad Hoc Query tool

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Outline Ad Hoc Query functionality

Ad Hoc Query

Figure 44: Ad Hoc Query

The Ad Hoc Query tool is an HR reporting tool that you can use to perform simple evaluations
for selected payroll results. Using this tool, you can choose selection and output fields and
access data from all areas within Human Resources.
By configuring an infotype in Customizing, you can access payroll results for employees.

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Unit 5: Payroll Reports

Payroll Results Infotype

Figure 45: Evaluation of Payroll Results

The Payroll Results infotype has four fixed fields: Payroll area , Country grouping , Currency ,
and For-period . You can use Customizing to define all the other fields.
The Ad Hoc Query tool can be used for both master data and recruitment.

LESSON SUMMARY
You should now be able to:

Outline Ad Hoc Query functionality

© Copyright. All rights reserved. 68

 Unit 5

Learning Assessment

1. In which of the following views can you display a remuneration statement?

Choose the correct answer.

X A Technical

X B Employee

X C Organizational

X D Department

2. You can view results for one or more employees in the Department view.
Determine whether this statement is true or false.

X True

X False

3. An international report enables you to permanently save the selection of tables to be

displayed.
Determine whether this statement is true or false.

X True

X False

4. A remuneration statement is generated before every payroll run.

Determine whether this statement is true or false.

X True

X False

© Copyright. All rights reserved. 69

Unit 5: Learning Assessment

5. _______________ enables you to determine the format, structure, and content of the forms
you need to use for a remuneration statement.
Choose the correct answer.

X A Controlling

X B Organizational Management

X C Personnel Management

X D Customizing

6. A remuneration statement contains a clear list of payments and deductions effected

during a payroll run for an employee.
Determine whether this statement is true or false.

X True

X False

7. A _______________ is usually created at the end of a payroll period.

Choose the correct answer.

X A payroll account

X B payroll journal

X C payroll form

X D remuneration statement

8. A _______________ contains tables of payroll data for one or more employees for one or
more periods.
Choose the correct answer.

X A payroll account

X B payroll remuneration statement

X C payroll journal

X D payroll form

9. A payroll account is created on the basis of existing payroll results.

Determine whether this statement is true or false.

X True

X False

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 Unit 5: Learning Assessment

10. You can display wage types for a specific period with in-period or for-period views.
Determine whether this statement is true or false.

X True

X False

11. The Ad Hoc Query tool is used to perform simple evaluations for selected payroll results.
Determine whether this statement is true or false.

X True

X False

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 Unit 5

Learning Assessment - Answers

1. In which of the following views can you display a remuneration statement?

Choose the correct answer.

X A Technical

X B Employee

X C Organizational

X D Department

2. You can view results for one or more employees in the Department view.
Determine whether this statement is true or false.

X True

X False

3. An international report enables you to permanently save the selection of tables to be

displayed.
Determine whether this statement is true or false.

X True

X False

4. A remuneration statement is generated before every payroll run.

Determine whether this statement is true or false.

X True

X False

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 Unit 5: Learning Assessment - Answers

5. _______________ enables you to determine the format, structure, and content of the forms
you need to use for a remuneration statement.
Choose the correct answer.

X A Controlling

X B Organizational Management

X C Personnel Management

X D Customizing

6. A remuneration statement contains a clear list of payments and deductions effected

during a payroll run for an employee.
Determine whether this statement is true or false.

X True

X False

7. A _______________ is usually created at the end of a payroll period.

Choose the correct answer.

X A payroll account

X B payroll journal

X C payroll form

X D remuneration statement

8. A _______________ contains tables of payroll data for one or more employees for one or
more periods.
Choose the correct answer.

X A payroll account

X B payroll remuneration statement

X C payroll journal

X D payroll form

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Unit 5: Learning Assessment - Answers

9. A payroll account is created on the basis of existing payroll results.

Determine whether this statement is true or false.

X True

X False

10. You can display wage types for a specific period with in-period or for-period views.
Determine whether this statement is true or false.

X True

X False

11. The Ad Hoc Query tool is used to perform simple evaluations for selected payroll results.
Determine whether this statement is true or false.

X True

X False

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 UNIT 6 Post Payroll Results

Lesson 1
Outlining the Payroll Posting Process 76

Lesson 2
Verifying a Posting Run 82

Lesson 3
Updating a Live Posting Run 87

Lesson 4
Verifying Payroll Posting Documents 89

UNIT OBJECTIVES

Outline the process of posting payroll results to Financial Accounting

Set up a posting run in preparation for payroll postings

Check documents to be posted to Financial Accounting (FI) to ensure accuracy

Post payroll results to FI and Controlling

Verify the posting of payroll documents to FI

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 Unit 6
Lesson 1
Outlining the Payroll Posting Process

LESSON OVERVIEW
This lesson introduces you to a posting run.

Business Example
You need to post payroll results to Financial Accounting (FI). For this reason, you require the
following knowledge:

An understanding of the posting environment

An understanding of a posting run

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Outline the process of posting payroll results to Financial Accounting

Set up a posting run in preparation for payroll postings

Payroll Posting

Figure 46: Posting to FI

You use posting runs to group FI-relevant payroll results into documents and post these
documents to various FI components. Payroll includes the calculation of wages and salaries
paid to employees and deduction calculations.
You need to post payroll results to FI after a payroll run. Posting of payroll results needs to be
done once for each payroll period. When the payroll results have been posted to FI, all posting

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 Lesson: Outlining the Payroll Posting Process

information is selected from the payroll results, summarized, formatted, and posted to the
integrated FI component.
The FI department is interested in the flow of payments including personnel expenses,
payables, and resulting payments. The payments are posted according to the type or identity
of the payee and the due date of the payment. FI also provides an overview of resource
allocation within the enterprise.
The cost accounting department is interested in the classification of costs according to the
type (cost center = general ledger [G/L] account) and the assignment to cost centers or
other account assignment objects (additional account assignment). These costs include the
allocation of personnel costs to cost objects or as overhead costs.
Posting information is stored in master data using a series of different infotypes.
You can store a different cost center for a different account assignment in the Recurring
Payments and Deductions , Additional Payments , and Remuneration Statements infotypes.

Posting Information in the Payroll Results

Figure 47: Posting Information in the Payroll Results

Posting information in the payroll results shows expenses and payables.

Wage Types

The following table lists some of the wage types in an employee’s payroll result that are
relevant to FI:

Wage Type Description

Standard salary Expenses for the enterprise

Bonuses Posted to a corresponding expense ac-

count
Overtime

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Unit 6: Post Payroll Results

Wage Type Description

Bank transfer The employer’s payables to the employee,

tax office, and so on
Transfer of capital formation savings pay-
ment Posted as credits to a corresponding pay-
ables account
Employment tax

Employee’s contribution to social insur-

ance

Employer’s health insurance contribution An expense for the enterprise and, at the
same time, a payable to the social insur-
ance agency

Posted to two accounts – one debited as

an expense and one credited as a payable

Posting Environment

Figure 48: Posting Environment

You can differentiate between posting wage types (for example, production wages, salaries,
bank transfers, and so on) based on their cost assignments and cost center assignment
information.
After the payroll run, you can post the results to FI. You complete the process by posting to FI
and reworking in Cost Center Accounting (CCA).

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 Lesson: Outlining the Payroll Posting Process

Payroll Posting Runs

Figure 49: Posting Runs

A posting run can be performed in the following ways:

A test run without documents (T)

A simulation run with simulated documents (S)

A productive run (P)

In a test run, the system checks whether the balance of expenses and payables is zero.
In a simulation run and a productive run, the system checks all HR and FI tables. Posting
information in master data is validated against the FI table entries.

The Create Posting Run step evaluates payroll results in a live run and helps you perform
the following tasks:
Create a posting run.

Create posting documents.

Select the employees to be evaluated.

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Unit 6: Post Payroll Results

Creation of a Posting Run

Figure 50: Create Posting Run Screen

The sequence of evaluations for posting to FI should correspond to the sequence of payroll
periods. It is usually sufficient to set the current period as the payroll period.
Alternatively, you can post individual personnel numbers. It is recommended that the entries
here correspond to those for the corresponding payroll runs. The selection of personnel
numbers for the posting run should be the same as the selection for the basic payroll run.
You can use the Type of document creation section to create a posting document for a live
posting run. You can run a live posting run only once for each personnel number and for each
payroll period. If you want to repeat a live posting run, you must first delete the existing run.
However, you can simulate a posting run for the same personnel number in the same period
whenever required.
You can use Posting variant to create posting variants in Customizing for posting payroll
results to FI.

When you choose Execute Run for a productive run, the system performs the following
steps:

1. Creates a posting run.

2. Evaluates the payroll results.

3. Creates payroll documents.

4. Flags the payroll results of the evaluated employees.

5. Generates index information.

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 Lesson: Outlining the Payroll Posting Process

LESSON SUMMARY
You should now be able to:

Outline the process of posting payroll results to Financial Accounting

Set up a posting run in preparation for payroll postings

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 Unit 6
Lesson 2
Verifying a Posting Run

LESSON OVERVIEW
This lesson introduces you to the method of reviewing your posting document.

Business Example
You need to verify your posting run for accuracy. For this reason, you require the following
knowledge:

An understanding of how to analyze your posting run

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Check documents to be posted to Financial Accounting (FI) to ensure accuracy

Payroll Posting Run Analysis

Figure 51: Posting Run Log

You can use the posting run log to review the processed personnel numbers and statistics.
You can also expand the tree to view further detailed information.
To access the document overview section, choose the Document Overview pushbutton or
double-click the Doc. Creation line.

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 Lesson: Verifying a Posting Run

Document Analysis – Overview

Figure 52: Document Analysis – Overview

To obtain an overview of the documents, call the Posting Run Overview screen by choosing
Edit Posting Run . You can also double-click the documents creation line to view the details.

Documents for Posting

Figure 53: Display Posting Runs

You can carry out the following activities for each posting run:
Display the accompanying documents.

Display an overview of the run status (including history).

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Unit 6: Post Payroll Results

Execute posting (when all documents are released).

Delete the posting run.

Note:
When you choose Create Posting Run , the run is created with a run number. This
run is given the status Documents created .

You can check the following characteristics in a posting run:

Status:
You can view the status of the posting run in the Status column on the Display Posting
Run screen.
History:
You can view the posting run history by choosing Goto Run history .
Attributes:
You can display the attributes of a posting run by choosing Goto Run attributes .
Details:
You can view the details of a posting run by choosing Goto Details .

The standard system displays only those posting runs that have been created and not yet
posted. You can use a filter (choose Edit Filter ) to change the display criteria for the list of
posting runs. For example, you can display all posting runs or posting runs that have been
deleted.

Document Overview
You can display a list of posting documents by double-clicking a posting run.

For each posting document, you can perform the following activities:
Display the document.

Release the document.

Display the posting documents only when the run has been posted and is in the same
system.

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 Lesson: Verifying a Posting Run

Posting Document – Display

Figure 54: Display Posting Document

The Display Documents function generates a variable list for which company-specific and
employee-specific variants can be created and modified as required.
You can display the line items of the posting document by double-clicking a posting
document.

Auditing Information for the Posting Document

Figure 55: Auditing Information for the Posting Document

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Unit 6: Post Payroll Results

You can display the underlying revision information for each document line item by double-
clicking the item or by selecting the item and choosing Details .
You can branch to auditing information for the posting document (that is, view the underlying
wage type).

Payroll Results and Posted Amounts

Figure 56: Payroll Results and Posted Amounts

You can double-click individual items in the Details list to display the underlying information
from the payroll results.

LESSON SUMMARY
You should now be able to:

Check documents to be posted to Financial Accounting (FI) to ensure accuracy

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 Unit 6
Lesson 3
Updating a Live Posting Run

LESSON OVERVIEW
This lesson introduces you to the method of releasing and posting documents.

Business Example
You need to release the documents created after a live posting run so that they can be posted
to Financial Accounting (FI). For this reason, you require the following knowledge:

An understanding of how to release your documents

An understanding of how to post your documents

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Post payroll results to FI and Controlling

Release of Documents

Figure 57: Releasing a Document

You must release each document that is created. This action updates the document status.
When the last document is released, the posting run has the status All documents released.

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Unit 6: Post Payroll Results

To release documents, perform the following steps:

1. Display the posting documents for a posting run.

2. Flag the checked posting documents.

3. Choose Edit Release document.

4. Confirm the release.

Payroll Posting Documents

Figure 58: Posting a Run

If the payroll run has the status All Documents Released, the documents can be posted.

To confirm the posting of the documents, perform the following steps:

1. Call the list of posting runs.

2. Select the required posting runs.

3. Choose Edit Post documents.

4. Verify the posting of the posting documents.

If a posting run is successful, all the posting documents for the selected posting run are
transferred to FI or Cost Center Accounting (CCA). If required, the documents are also
transferred to Funds Management (FM) and then posted. The posting run has the status
Documents posted and the accompanying posting documents have the status Released .
If a posting run is unsuccessful, it has the status Document Transfer failed.

LESSON SUMMARY
You should now be able to:

Post payroll results to FI and Controlling

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 Unit 6
Lesson 4
Verifying Payroll Posting Documents

LESSON OVERVIEW
This lesson explains how you review the results of the posted payroll documents and reverse
the incorrect postings. It also explains how you can integrate payroll posting with subsequent
activities.

Business Example
You need to examine the posted documents to check them for completeness and
correctness. For this reason, you require the following knowledge:

An understanding of various document types

An understanding of how to reverse an incorrect posting

An understanding of how to integrate payroll posting with subsequent activities

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Verify the posting of payroll documents to FI

Financial Accounting Documents

Figure 59: Displaying Financial Accounting Documents

After you have successfully posted the payroll results to Financial Accounting (FI),
perform the following activities in FI:
Compare transferred and posted payables.

Check withholdings for advance payments.

Check withholdings for claims.

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Unit 6: Post Payroll Results

Ensure clearing of cross-company code transactions.

Note:
Cross-company code transactions are cleared by balancing the document split
account and the recalculation difference.

This functionality is supported only in an integrated system.

Displaying the Resulting FI Document

Figure 60: Displaying_the_Resulting_FI_Document.ppt

You can access the FI documents directly.

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 Lesson: Verifying Payroll Posting Documents

Controlling Documents

Figure 61: Displaying the Resulting CO Document

You can access the Controlling (CO) documents directly.

Completeness Check

Figure 62: Completeness Check

The completeness check is used to determine whether the payroll results that have not been
selected were generated in the selection period, and whether posting runs that do not have
the status Documents posted exist.

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Unit 6: Post Payroll Results

LESSON SUMMARY
You should now be able to:

Verify the posting of payroll documents to FI

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 Unit 6

Learning Assessment

1. Which of the following wage types represent an expense for an enterprise?

Choose the correct answers.

X A Employment tax

X B Bank transfer

X C Bonuses

X D Overtime

2. In a test run, the system checks whether the balance of expenses and payables is zero.
Determine whether this statement is true or false.

X True

X False

3. You can access the document overview from the log by choosing the Document Overview
pushbutton.
Determine whether this statement is true or false.

X True

X False

4. Which of the following options can you check in the posting run?
Choose the correct answers.

X A Status

X B Details

X C History

X D Owner

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Unit 6: Learning Assessment

5. If a posting run is unsuccessful, it has the status Not posted .

Determine whether this statement is true or false.

X True

X False

6. You need to release the documents created after a live posting run so that these can be
posted to Financial Accounting.
Determine whether this statement is true or false.

X True

X False

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 Unit 6

Learning Assessment - Answers

1. Which of the following wage types represent an expense for an enterprise?

Choose the correct answers.

X A Employment tax

X B Bank transfer

X C Bonuses

X D Overtime

2. In a test run, the system checks whether the balance of expenses and payables is zero.
Determine whether this statement is true or false.

X True

X False

3. You can access the document overview from the log by choosing the Document Overview
pushbutton.
Determine whether this statement is true or false.

X True

X False

4. Which of the following options can you check in the posting run?
Choose the correct answers.

X A Status

X B Details

X C History

X D Owner

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Unit 6: Learning Assessment - Answers

5. If a posting run is unsuccessful, it has the status Not posted .

Determine whether this statement is true or false.

X True

X False

6. You need to release the documents created after a live posting run so that these can be
posted to Financial Accounting.
Determine whether this statement is true or false.

X True

X False

© Copyright. All rights reserved. 96

 UNIT 7 Bank Transfers and
Check Preparation

Lesson 1
Generating Employee Payments 98

UNIT OBJECTIVES

Make employee payments through bank transfers and checks

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 Unit 7
Lesson 1
Generating Employee Payments

LESSON OVERVIEW
This lesson explains how to generate bank transfers and checks.

Business Example
Some employees receive their remuneration by bank transfer, while others receive it by
check. To make payments to employees, you need to know how to generate bank transfers
and checks. For this reason, you require the following knowledge:

An understanding of how to generate bank transfers

An understanding of how to generate checks

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Make employee payments through bank transfers and checks

Employee Payments

Figure 63: Generating Bank Transfers / Checks

Whether employee remuneration is paid by bank transfer or check is specified in the Payment
Method field of the Bank Details infotype (0009).

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 Lesson: Generating Employee Payments

If employees want to distribute their salary between two different bank accounts, you need to
enter the details of the main bank in subtype 0 and the details of the second bank in subtype
1. You must also specify the percentage of the salary or the fixed amount to be transferred to
the second bank. The remaining amount is then transferred to the main bank.
In some countries a zero net advice statement is available. For those employees who receive
no pay because of more deductions than pay, a zero net advice can be offered to demonstrate
the payroll accounting.
Bank transfers and checks are generated based on the preliminary program for data medium
exchange (DME).

Preliminary Program for DME

Figure 64: Overview – Bank Transfer and Check Printing

The preliminary program for DME generates a temporary dataset that is used as input for the
DME program. This report creates a file that complies with the banking regulations for DME
and contains all payment information.

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Unit 7: Bank Transfers and Check Preparation

Preliminary DME Program for Bank Transfers

Figure 65: Preliminary DME Program

You can generate bank transfers in two steps.

Execute the preliminary program for DME to select data from the payroll results. The DME
program creates a program run date and an identification feature.
The entries in the DME program are then used to create the corresponding bank transfers and
generate checks.

Note:
After you execute the preliminary program, note the number and the date of the
file that is created.

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 Lesson: Generating Employee Payments

Generation of Bank Transfers

Figure 66: Generating Bank Transfers

The program used to generate bank transfers is country-specific and is not available for every
country. This program is available under the Bank Transfer area in your country-specific
Payroll.
To start the DME program, you must enter the number and date of the file that was created
after you executed the preliminary program so that the data in the file can be copied.

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Unit 7: Bank Transfers and Check Preparation

Generation of Check Payments

Figure 67: Generating Checks

The program used to generate checks (Report RFFOUS_C) is country-specific and is not
available for every country (it is available for the United States and Canada). This program is
available under the Bank Transfer area in your country-specific SAP menu for Payroll. The
program used to generate zero net advices (Report FFOUS_AVIS) is available in some
countries such as the United States and Canada.
To start the check run, you must enter the number and date of the file that was created after
you executed the preliminary program so that the data in the file can be used for creating
checks.

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 Lesson: Generating Employee Payments

Repeat Payroll Runs

Figure 68: Repeating a Run

When repeating a preliminary program for the DME run, enter the date and time of the run
you want to repeat in the Repeat Run: Date and Time fields respectively. In this way, you select
the data records that are already flagged as being paid with this date and time again.
Using the Flagged records only parameter, you can determine whether only the records
flagged with the given date and time are selected in a repeat run or also those that have not
been flagged.
If the preliminary program for a DME run is repeated after an interruption in the program, you
must enter the Repeat Run: Date and Time fields to identify the run to be repeated. When you
repeat an interrupted run, you need to mark those records that were already selected during
the interrupted run as well as those that have not yet been selected. Therefore, do not select
the Flagged records only parameter when you are repeating an interrupted run.

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Unit 7: Bank Transfers and Check Preparation

Advance Payments

Figure 69: Qualified Advance Payments

In the first payroll run, you run the payroll for (and remunerate) part of an employee’s pay
during the current period. This will usually be the employee’s basic pay. You run the payroll for
(and remunerate) bonuses for overtime or leave compensation at a later date.
When you start the preliminary program for DME, you must set the Set flag for transfers
indicator. In the second payroll run, the indicator determines the difference between the
current employee payment and the amount already paid.
In the second payroll run, wage type /559 (Bank Transfer) is transferred, unchanged, to the
new payroll result, because it was flagged as paid in the preliminary program for DME. If, in
the second payroll run, the system identifies that the current employee payment is greater
than the amount already paid, the difference is stored in wage type /558 (Payment of
Balance) in the new payroll result.
The payroll result created in the first payroll run is overwritten by the second payroll run.

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 Lesson: Generating Employee Payments

Advance Payments from Master Data

Figure 70: Advance Payments from Master Data

Using advance payment from master data (formerly referred to as an unqualified advance
payment), you can transfer the wage types you entered in the External Bank Transfers (0011),
Recurring Payments/Deductions (0014), or Additional Payments (0015) infotypes without
running the payroll. The statutory deductions are calculated only in the payroll run for the
subsequent month.
When you start the advance payment, select the Set flag for transfers parameter. This marks
the infotype records with the end date of the current period as paid.
The wage types that you pay as the advance payment from master data infotypes 0014 and
0015 must be coded in such a way that the amount is considered as already paid, and not paid
again in the next payroll run. Depending on the content, the wage type must reduce the
payment amount in the payroll run.
The wage types that you pay as advance payments from master data infotype 0011 are
marked as already paid in the subsequent payroll run when they are transferred to the bank
transactions table. This is done so that the amount is not paid again with the salary.

Note:
To access the advance payment program, choose Payroll <your country>
Subsequent Activities Period-Independent Reporting . The Program name
is RPCDTBX0, where X can be substituted by the country code (for example, D for
Germany).

LESSON SUMMARY
You should now be able to:

Make employee payments through bank transfers and checks

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 Unit 7

Learning Assessment

1. The data entered in the _______________ determines whether a check or a bank transfer is
generated.
Choose the correct answer.

X A Bank Details infotype (0009)

X B Recurring Payments/Deductions infotype (0014)

X C Additional Payments infotype (0015)

2. The payroll result created in the first payroll run is overwritten by the second payroll run.
Determine whether this statement is true or false.

X True

X False

3. Which of the following wage types indicates bank transfer?

Choose the correct answer.

X A /558

X B /559

X C /554

X D /553

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 Unit 7

Learning Assessment - Answers

1. The data entered in the _______________ determines whether a check or a bank transfer is
generated.
Choose the correct answer.

X A Bank Details infotype (0009)

X B Recurring Payments/Deductions infotype (0014)

X C Additional Payments infotype (0015)

2. The payroll result created in the first payroll run is overwritten by the second payroll run.
Determine whether this statement is true or false.

X True

X False

3. Which of the following wage types indicates bank transfer?

Choose the correct answer.

X A /558

X B /559

X C /554

X D /553

© Copyright. All rights reserved. 107

 UNIT 8 Process Model

Lesson 1
Running a Payroll Process Model 109

UNIT OBJECTIVES

Run a process model to automate the payroll process

© Copyright. All rights reserved. 108

 Unit 8
Lesson 1
Running a Payroll Process Model

LESSON OVERVIEW
This lesson explains the process models that you can use to automate the payroll process.

Business Example
To schedule payroll jobs and subsequent activities, you need to run payroll in a background
job. For this reason, you require the following knowledge:

An understanding of process models

An understanding of various processes based on process models

An understanding of process steps and breakpoints

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Run a process model to automate the payroll process

Payroll as a Background Operation

You can run payroll as a background operation in the following ways:
Using a payroll calendar
You can use the payroll calendar to schedule and execute payroll jobs sequentially. The
payroll jobs are grouped into various tasks according to payroll areas. The scope of
functions contains a calendar in which you can mark one or several dates, for example,
and display the scheduled tasks.
Using report RPCSC000
You can use report RPCSC000 to run payroll for a large number of personnel numbers in
a payroll period by splitting it into several background jobs. The system then processes
the background jobs on several application servers in parallel. To do this, you must
specify the number of personnel numbers to be included in a background job, or the
number of background jobs to be created. Report RPCSC000 selects the personnel
numbers for which the payroll is run from the database and groups them into
background jobs. You can release the background jobs either individually or
simultaneously.
Defining jobs
You can use the Define Job function ( System Services Jobs Define Job) to
define a single job or a series of jobs.
Using the process model
You can define a process model to run various payroll-related process steps in the
background.

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Unit 8: Process Model

Process Model Overview

Figure 71: Overview – Process Model and Process

A process model is used to control the payroll process and the subsequent evaluation
programs. The programs are processed in a specific sequence. Process models are used as a
basis for carrying out processes. Every process is created using a process model and is given
a unique process number.
A process is the concrete execution of the process steps specified in the process model, or
programs, after taking into consideration the defined breakpoints.
If a process model is used regularly, you create a new process every time. For example, you
use the same process model every month to develop the payroll run, the bank transfer to the
employee, and the form printing. You create a new process for every month using this
process model. In December, you can use a different process model that contains additional
evaluation reports for the end of the year.

Note:
You can copy a process model that SAP delivers for your country and adjust it to
meet your requirements.

Advantages of a process model:

You can monitor the execution of the programs.

You can check every personnel number during the process procedure.

You can repeat individual process steps.

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 Lesson: Running a Payroll Process Model

You can reduce the process run time by running programs in parallel.

You can send a notification under certain circumstances.

Process Model Elements

Figure 72: Elements of a Process Model

A process model comprises the following key elements:

Process step
A process step refers to the processing of a program in the process model.
Breakpoint
A breakpoint refers to a point at which you can stop a process between two steps. A
breakpoint is used to interrupt and monitor the process sequence.
Wait point
A wait point refers to a point at which you can stop a process until a specific event
occurs. You can use a wait point if you want to make the processing of the next point
dependent on an external event. Alternatively, you can use a wait point if you want a
process step to start only if another process step is being run in a different branch.

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Unit 8: Process Model

Process Step

Figure 73: Process Step and its Attributes

Every process step has the following attributes:

Program Category
A program category specifies a step from a business point of view (for example, payroll
posting) and establishes the role of a program in a process model. You can assign as
many programs as you want to a program category.
Program Name
A program name specifies the program that is executed in a step.
Selection Variant
A selection variant specifies the selection variant and criteria that are used to execute a
step.
Size of Package
The size of package specifies the size of personnel number packages. A program can
process personnel number packages of different sizes in parallel.
Communication
Communication specifies when and how a particular person is contacted. For example,
after a specific step is executed, the person who started the process receives an e-mail.

Note:
To display the attributes of a process step, select the process step and choose
Edit Select .

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 Lesson: Running a Payroll Process Model

Breakpoint

Figure 74: Breakpoint Between Steps

The following types of breakpoints are available for the process model:

Unconditional breakpoint
The process is always interrupted when it reaches this breakpoint.
Conditional breakpoint
The process is only interrupted when it reaches a certain percentage of incorrect
personnel numbers.
Variable breakpoint
A self-defined function module is used to determine whether or not the process is
interrupted.

You can specify the name of the person who is notified by e-mail if a breakpoint is reached.
You can also specify the standard text that is used in the e-mail.

Note:
To display the attributes of a breakpoint, mark a breakpoint and choose Edit
Select .

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Unit 8: Process Model

Conditional Breakpoint

Figure 75: Conditional Breakpoint – An Example

A conditional breakpoint contains parameters that determine whether the process is to be

continued. For example, if 80% of the employee records are correct, the process will
continue. If less than 80% of the employee records are correct, the process will be stopped.

Process Monitoring

Figure 76: Monitoring HR Process

Completed processes in a process model are locked so that no changes can be made to them.
They can, however, still be displayed so that the process history can be followed.
You can control the program sequence that takes place in the process model and administer
and monitor processes in the HR Process Workbench.

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 Lesson: Running a Payroll Process Model

To control, administer, and monitor a process model, use the following options:

Additional information
You can use status display to control the processing status of a process and the status of
the personnel numbers. The status of a process is displayed by the process, process
step, run, and package. The status of a personnel number can be displayed at all process
levels. Only correctly processed personnel numbers are transferred from one process
step to another.
Job overview
You can use the job overview to gather information about the start and end dates and
time of processing, and the interruption for the packages.
Spool list
You can use the spool list to display the program output of individual steps at package
level when the log is switched on.

Repeat a Process Step

Figure 77: Repeating a Process

Personnel numbers processed successfully are transferred from one step to another.
Personnel numbers with errors have to run through the process again.
You can repeat a process step as often as necessary. The subsequent programs that process
the results of the previous program are also repeated when you repeat a process step.
A process can be repeated at any time. If a process is repeated, the process manager only
starts the steps with status “incorrect” for the personnel numbers with status “incorrect” or
“initial".
You can use the HR Process Workbench to start and repeat a process and process steps
(complete history is guaranteed).

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Unit 8: Process Model

LESSON SUMMARY
You should now be able to:

Run a process model to automate the payroll process

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 Unit 8

Learning Assessment

1. You can use the _______________ to schedule payroll jobs and execute them one after
another.
Choose the correct answer.

X A Process model

X B Payroll menu

X C HR Process Workbench

X D Payroll calendar

2. To run payroll for a large number of personnel numbers in a payroll period, you can split
the payroll into several background jobs using report RPCSC000.
Determine whether this statement is true or false.

X True

X False

3. Which of the following options represent advantages of a process model?

Choose the correct answers.

X A You can repeat individual process steps.

X B You can send a notification under certain circumstances.

X C You can increase the process run time by running programs in parallel.

X D You can easily monitor the execution of the programs.

4. Which of the following types of breakpoints are available for the process model?
Choose the correct answers.

X A Conditional

X B Fixed

X C Variable

X D Unconditional

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Unit 8: Learning Assessment

5. Processes can be administered and monitored using the _______________.

Choose the correct answer.

X A Process model

X B Payroll calendar

X C HR Process Workbench

X D Payroll menu

6. You can use a _______________ to make the processing of the next point dependent on an
external event.
Choose the correct answer.

X A Process step

X B Criterion

X C Spool list

X D Wait point

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 Unit 8

Learning Assessment - Answers

1. You can use the _______________ to schedule payroll jobs and execute them one after
another.
Choose the correct answer.

X A Process model

X B Payroll menu

X C HR Process Workbench

X D Payroll calendar

2. To run payroll for a large number of personnel numbers in a payroll period, you can split
the payroll into several background jobs using report RPCSC000.
Determine whether this statement is true or false.

X True

X False

3. Which of the following options represent advantages of a process model?

Choose the correct answers.

X A You can repeat individual process steps.

X B You can send a notification under certain circumstances.

X C You can increase the process run time by running programs in parallel.

X D You can easily monitor the execution of the programs.

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Unit 8: Learning Assessment - Answers

4. Which of the following types of breakpoints are available for the process model?
Choose the correct answers.

X A Conditional

X B Fixed

X C Variable

X D Unconditional

5. Processes can be administered and monitored using the _______________.

Choose the correct answer.

X A Process model

X B Payroll calendar

X C HR Process Workbench

X D Payroll menu

6. You can use a _______________ to make the processing of the next point dependent on an
external event.
Choose the correct answer.

X A Process step

X B Criterion

X C Spool list

X D Wait point

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 UNIT 9 SuccessFactors
Employee Central
Payroll

Lesson 1
Outlining Employee Central Payroll Basics 122

UNIT OBJECTIVES

Outline the basics of SuccessFactors Payroll

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 Unit 9
Lesson 1
Outlining Employee Central Payroll Basics

LESSON OVERVIEW

LESSON OBJECTIVES
After completing this lesson, you will be able to:

Outline the basics of SuccessFactors Payroll

SuccessFactors Payroll Basics

The SuccessFactors People Cloud is a suite of solutions that can help your enterprise achieve
top notch results when it comes to your number one asset – your people. Our global payroll
solution, Employee Central Payroll (EC Payroll) compliments Employee Central and helps
complete the suite. The SuccessFactors People Suite is scalable from the small/midsize to
large enterprise and is a suite of best of breed solutions with broad and deep functionality.
People Cloud: a Full HCM Suite

Figure 78: People Cloud a FullHCM Suite

What is EC Payroll? It is SAP’s proven and global payroll engine hosted by the
SuccessFactors Cloud Operations group.
EC Payroll is integrated with Employee Central . Data entered in EC flows into EC Payroll in
near real-time. The integration layer is based on Boomi. Boomi AtomSphere ®allows you to
connect any combination of Cloud, SaaS, or On-Premise applications with no appliances, no
software, and no coding.

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 Lesson: Outlining Employee Central Payroll Basics

EC Payroll is meant for EC customers that want to manage payroll in-house but within the
cloud. However, it is not a payroll service bureau type offering. While SAP/SuccessFactors
does not offer EC Payroll as a service-bureau offering, we do have partners who offer several
flavors of Business Process Outsourcing (BPO) light based on EC/EC Payroll. These partners
can often serve customers with a smaller number of employees that would typically be served
with our standard offering .

Customer Responsibilities

Figure 79: Customer Responsibilities

With the standard EC Payroll solution, you need to perform initial payroll configuration to
match your specific business needs. If you have changes in your business, such as a merger
or a split after the initial implementation, you need to complete additional configuration to
adapt to these changes in your business. You will also need to submit payroll runs, reports,
and inspect the result. SAP/SuccessFactors does not print or mail checks for you but you
may choose to outsource this to a partner. Additional tasks that can be out sourced to
partners include tax filing/remittance, payment process, and garnishment administration.
Further tasks can be outsourced with an application management service or one of our BPO-
light partners.

Note:
Consult the latest version of the EC Payroll Service Catalog in the SAP Service
Marketplace portal for a detailed breakdown of tasks and responsibilities.

A summary of tasks to be complete include:

Configuration
- Payroll Process
- Pay codes (wage types, pay types)
- New pay rules
- Transports from the Development system to the Quality Assurance system to the
Productive system
- Testing (transports moved from the Development system to the Quality Assurance
system to the Productive system

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Unit 9: SuccessFactors Employee Central Payroll

Procesing payroll

Report management

Bank reconciliation

Direct deposit

The following tasks can be done either in-house or using a managed service:
Check printing

Tax filing / remittance

Payment process

Garnishment administration

SAP Cloud Operations Responsibilities

Figure 80: SAP Cloud Operations Responsibilities

SAP handles the hosting of the EC Payroll engine in the cloud and makes the technical
connections to Employee Central (EC) . This includes aspects such as backup and disaster
recovery, system provisioning and monitoring such as network infrastructure (on the SAP
Cloud side), storage management, and technical integration monitoring.
SAP Cloud operations will also apply upgrades, patches, and legal changes including tax
updates

Note:
When applying some patches there may be some customer activities such as
testing or customer-specific configurations that are still required. Certain types of
patches, system patches (and Tax updates in the USA) are applied automatically.
Other updates may be done at your request using a support ticket to
accommodate your schedule. For example, HR Support Packages (HRSP) are
available every 6 weeks to be applied upon your request. At a minimum, we
recommend that you request our special HR SPs known as synchronization
packages which are typically available in June and November.

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 Lesson: Outlining Employee Central Payroll Basics

System provisioning and monitoring includes the following tasks:

Technical network infrastructure (SAP Cloud side)

Storage management

Network monitoring and technical integration monitoring

Employee Central Payroll Architecture

Figure 81: Employee Central Payroll Architecture

EC and EC Payroll comes with Dell Boomi middleware to provide near real-time integration, all
hosted in the cloud by SAP.
Each customer has access to Development, Quality and Production instances of EC and EC
Payroll . EC Payroll follows the “private cloud” model and therefore is not shared with another
customer.
Employees maintain necessary data for payroll exclusively through Employee Central (EC) .
SuccessFactors numbers their releases by year and month and occur every 3 months. As of
release 1402 (2014 February), HR Administrators can perform most tasks in EC and
depending on the organization, may also perform certain tasks directly in EC Payroll. Payroll
Managers/Administrators will likely perform most tasks such as starting payroll and printing
checks directly in EC Payroll. With future releases, more and more payroll specific tasks will
also be performed from within EC.

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Unit 9: SuccessFactors Employee Central Payroll

Employee Central Payroll Country Roadmap

Figure 82: Employee Central Country Roadmap

As of February 2014 (release 1402) EC supported 67 standard countries while EC Payroll

supported 27 countries with more countries being added most every quarter.

BSI in the Cloud

Figure 83: BSI in the Cloud

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 Lesson: Outlining Employee Central Payroll Basics

Business Software Incorporated, more commonly referred to as BSI is a USA payroll specific
partner for EC Payroll. BSI is a long time partner of SAP and has been used by hundreds of
SAP ERP HCM Payroll customers over the years to produce millions of paychecks.
As of release 1402, BSI’s TaxFactory ™(TF) SaaS (Software as a Service) solution is the only
tax calculation solution integrated with EC Payroll.
BSI offers comprehensive coverage of US payroll taxes at Federal, state, local and territory
tax jurisdictions. BSI’s experience, coverage and the SaaS nature of TaxFactory SaaS
combine to ensure timely and accurate tax calculations, minimizing risk of fines and penalties.

BSI TaxFactory ™SaaS

BSI TaxFactory ™SaaS includes the following features:

Mandatory for EC Payroll customers with US employees

Integrated with our US payroll solution

Comprehensive coverage for Federal, State, local, and terrirory tax jurisdictions

Minimized the risk of fines and penalties due to automatic updates

Added benefits of lower maintenance and dedicated support

Types of payroll tax authorities covered by BSI TaxFactory ™SaaS include the following:

Federal
Withholding Tax

Federal Unemployment Insurance Premium (FUTA)

Federal Insurance Contributions (FICA)

- Social Security
- Medicare

Railroad Retirement Tax

State Withholding Tax

State Unemplyment Insurance (SUI)

State Disability Insurance (SDI)

All Occupational / iscellaneous Taxes

Local Country and City Withholding Taxes

City, Borough, Township, Village, and Municipal Taxes

Occupational Privilege and Head Taxes

School District Taxes

Transportation District Taxes

Territory Withholding Taxes

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Unit 9: SuccessFactors Employee Central Payroll

Unemplyment Taxes

Disability Insurance

BSI eForms Factory ™SaaS

Figure 84: BSI eForms Factory SaaS

As of release 1311, for US payroll, EC Payroll offers optional integration to BSI’s

eFormsFactory ™ . As of this release, for USA, EC Payroll relies on BSI’s eFormsFactory ™to
help customer’s employees and administrators complete tax withholding forms such a
Federal form W-4 – “Employee’s Withholding Allowance Certificate” and state and local
equivalents.
BSI TaxLocator, an integral part of eFormsFactory ™, helps determine all of the tax authorities
for which an employee, or administrator on employees behalf, needs to complete forms
based on residence and work addresses automatically flowing from EC Payroll.

Features of BSI eFormsFactory ™SaaS include:

Integrated with our US payroll solution

Reduced burdens and compliance challenges of managing and producing W-4s

Employees are provided self-service access to online payroll tax forms

Employers are provided a console to manage and process these forms online

Employee Withholding Allowance Certificiates (Federal W-4, State/Local equivalents)

BSI TaxLocator, and integral part of eFormsFactory ™ , helps determine all of the tax authorities
for which an employee, or the administrator on an employee’s behalf, needs to complete
forms based on residence and work addresses automatically flowing from EC Payroll.

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 Lesson: Outlining Employee Central Payroll Basics

LESSON SUMMARY
You should now be able to:

Outline the basics of SuccessFactors Payroll

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