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Payroll Basics

Contents"
Payroll Steps Wage Types in Payroll The SAP Payroll Concept Payroll Schema X000 Main Schema and Subschemas Functions and What They Do The Schema ditor Functions and Personnel Calculation !ules

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Payroll Basics" %nit &b'ecti(es

At the conclusion o* this unit. you +ill be able to"

)denti*y +age types as an essential part o*

payroll

Describe the SAP payroll concept and its

ad(antages

De*ine payroll control using the process

schema and *unctions

,plain +hy some *unctions re-uire personnel

calculation rules to process +age types

%se the schema editor

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Course &(er(ie+ Diagram

Payroll Basics

Time Wage Type Selection

Personnel Calculation !ules

A(erages

Starting Payroll

Factoring

Wage Type 0aluation

Cumulation Wage Types

Absence 0aluation

!etroacti(e Accounting

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!emuneration Structure

Periodic remuneration Basic remuneration 2*i,ed parts3 Basic pay Bonuses Time compensation 2(ariable parts3 Bonuses *or o(ertime. night +or4. Sunday and public holiday +or4 based on planned +or4ing time and o(ertime Time compensation 2(ariable parts3
Pnnnn Wage type Pnnnn Amount Wage type P0014 Recurring Number/Unit Amount P0008 Basic Pay Number/Unit Wage type Amount Wage type Number/Unit Amount Number/Unit

Pnnnn Wage type P2010 Employee Amount n!o" Remuneration Wage typeNumber/Unit Number/Unit #Amount$

Automatic generation during the payroll run

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The elements of an employees periodic remuneration are either entered by the relevant department or are created by the payroll program using specific prerequisites as a basis.

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Wage Type )n*ormation

Assignment to employee groupings

7ame

What in*ormation do +age types contain6

Assignment to absences

Assignment to Cost Accounting

Assignment to a particular part o* the payroll period Characteristics determining payroll processing

0alue *ields" 7umber. rate. amount

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Wage types form an essential part of payroll. A wage type consists of several fields containing various information.

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Wage Type lements

Wor4 center basic pay WPBP9Split

0; 0;

Amount per unit !AT !T

;5#00 $0#00

7umber 7%MB !

Amount AM&%7T

7%M

AMT

,amples" 9 :ourly +age

80#00

9 Time +age type"

9 Salary

0; 0$

1.500#00 5.000#00

Partial perio% 01 Partial perio% 02

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Each wage type is assigned to a work center/basic pay period. If for e!ample an employee"s pay changes within a payroll period then the period is split into partial periods and the wage types are assigned to these partial periods. #urthermore each wage type contains three value fields$ The RTE field specifies for e!ample the hourly rate used for hourly wage types. With time wage types the NUM field initially specifies three hours overtime for e!ample. To determine the time wage type amount the system multiplies the number by the rate and stores the result in the AMT field. The rate for time wage types is calculated according to the conditions defined in %ustomi&ing. With basic pay wage types such as salary the amount is stored in the AMT field.

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0alidity Period o* Wage Type Characteristics

,ample

Ta,9*ree

Sub'ect to ta,

;==<

;==>

;===

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Each wage type contains a sequence of time'dependent characteristics that determine how the wage type is treated during the payroll run. The characteristics that are stored enable you to control how wage types are processed during payroll. If wage type characteristics change it does not suffice to simply change the corresponding table entries. Instead the validity periods of e!isting entries must be delimited and new entries created with the characteristics required in the future. If you change the wage type characteristics of a previous payroll period you must correct all subsequent payroll results. As the system does not automatically recogni&e such changes you must force retroactive accounting runs for the relevant employees and payroll periods.

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Wage Type Coding

;# Primary +age types

9 Dialog +age types 9 Time +age types 9 &thers" Absences

$# Secondary +age types

9 0aluation bases 9 @ross cumulation 9 A(erage bases 9 Factoring ? C& 9 &utgoing +age types in retroacti(e acc# period 9 )ncoming +age types *rom pre(ious period 9 &thers" 9 !esult +age types" Ta, 9 !esult +age types" S) ?0## ?;## ?$## ?>## ?A## ?A## ?/## ?1##

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(rimary wage types are either entered into the system directly by the user )for e!ample dialog wage types for basic pay* or generated by the system based on time data )for e!ample time wage types for overtime*. +uring the payroll run the payroll program creates secondary wage types. #or e!ample all amounts to be paid are cumulated into the secondary wage type Total Gross )/,-,* during the run. .A( delivers secondary wage types identified by a name starting with /. /ou can create customer wage types in the above name range. 0ote that many secondary wage types have a fi!ed meaning and that you must therefore not change the name. /ou can create customer wage types by copying and modifying non'technical wage types.

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Payroll Processes

;# ;# $# $#

!ead basic data !ead payroll accounts *rom the payroll period last accounted Time data processing 9 !ead time data 9 @enerate time +age types 9 0aluate time +age types )mport additional payments?deductions Factoring 9 !educe basic pay 9 Determine +age types *or F)?C& Statutory payments?deductions

/# /#

1# 1# 5# 5#

8# 8#

<# <# ># >#

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7et payments?deductions Determine payment amount

The customer largely defines the first phase of processing. The second phase involving statutory payments and deductions rarely requires customer ad1ustments.

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The SAP Payroll Concept

Payroll %ri&er

Schema
Function
Personnel calculation rule

&perations

Function module

&peration module

CustomiBing tables

SAP
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Customer 2)M@3

A customer'defined schema and the functions included in that schema affect flow control in the payroll driver. A function calls the function module assigned to it in the payroll driver. %ertain functions also call personnel calculation rules containing operations that are lin2ed to operation modules in the payroll driver. +uring the payroll run function and operation modules access entries stored in %ustomi&ing tables.

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)nternational Payroll Schema X000

Payroll schema" X)70 XBD0 XC!0 XT00 XAP= XAC= X7A= X!!0 X770 X 7D

)7T !7AT)&7AC @ross +age calculation and trans*er

)nitialiBation o* payroll dit basic data )mport last payroll results Process time data *or Payroll )mport additional payments?deductions Partial period *actoring and storage Cumulate net amount?*orm payment amount !etroacti(e accounting 7et payments?deductions and trans*ers Final processing

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To run the payroll program you require a payroll driver and a payroll schema. The payroll schema defines the processes carried out by the payroll driver and ensures that the program gathers all the data required to run payroll for an employee in a specified period.

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Main Schema and Subschemas

C&M C&M C&M C&PD X)70 C&PD XBD0 C&PD XC!0 C&PD XT 00 C&PD XAP= C&PD XAC= C&PD X7A= C&PD X!!0 C&PD X770 C&PD X 7D

Payroll Schema"

)7T !7AT)&7AC @ross +age calculation and trans*er

)nitialiBation o* payroll dit basic data )mport last payroll results Process time data *or Payroll )mport additional payments?deductions Partial period *actoring and storage Cumulate net amount?*orm payment amount !etroacti(e accounting 7et payments?deductions and trans*ers Final processing

Functions

COM BLOCK ENAME WPBP GON BLOCK

BEG

Basic %ata N'ERNA' (NA)

Edit basic data Determine name of EE Read work center/basic a! data Contin"e wit# com $ete data Edit basic data

END

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A main schema consists of a sequence of subschemas that are included in the main schema using the COPY function. The main schema is generated and subsequently e!ecuted by the payroll driver. .ubschemas can be edited separately in %ustomi&ing yet they are not e!ecutable unless incorporated into a main schema. A schema consists of a sequence of functions. #unctions retrieve and process the data required for each processing step.

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Function Types and ,amples

Functions that import in*otype data" WPBP Work center and a!"c #a$ data !AB A !ence! P00;5 Add"t"ona% #a$&ent! P$0;0 '' re&(nerat"on "n)or&at"on Functions that process data according to the entries in CustomiBing tables" PAB A !ence *a%(at"on Functions that edit +age types using personnel calculation rules" P)T Proce!! "n#(t ta %e
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/ou can display documentation on a function by pressing #,. #unctions within a schema are processed sequentially. +ata processing for employee wage types ta2es place in internal payroll tables. To process such data certain functions access an assigned personnel calculation rule that can be ad1usted if necessary.

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Maintaining Schemas

Schema Create Source te,t Attributes Documentation

Display

Change

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The schema editor )transaction (E-,* enables you to display and maintain schemas. When displaying a source te!t you can choose between tables and structural rap!ics. The personnel calculation schema editor enables you to carry out the following activities$ +isplay and print schema directory %ompare source te!t from schemas %opy schemas %hange schema elements %reate schemas %hec2 the synta! of source te!t in schemas 3enerate modified or new source te!t Transport schemas to another client 0avigate within and between schema elements 0avigate between schemas Access personnel calculation rules

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Schema Attributes

Attributes
Program class Country grouping C Payroll T Time Management E. 0;. 0$. ### ==

,ecutable schema

Person responsible

Changes by person responsible only

Administrati(e data
Created on Cast changed by 0ersion
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F F F

on F

at F

Attributes store administrative data on schemas. The program class determines how the schema is used )% 4 (ayroll T 4 Time 5anagement*. The 67 country grouping defines the country versions for which the schema is valid. If you flag C!an es by person responsible only the schema elements )source te!t attributes documentation* can only be changed by the person responsible for them. /ou do not require special authori&ation to generate a schema. A person other than the person responsible can e!ecute a schema. Each function chec2s the authori&ations set up in 67.

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The Schema ditor

; +ct 0000;0 0000$0 0000/0 000010 000050 Par1 Par2 Par3 Par4 , -e.t ; Command line $ Cine number / Function 1 Parameters ; 9 1 5 $ / 1 5 8

,ecute *unction

8 Te,t

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In areas " and # of the editor you can use the standard .A( commands. Area $ of the editor specifies the schema"s functions. The four parameters in area % provide more e!act definitions of the functions. (lacing an asterisk in area & deactivates the relevant function. /ou can enter a description of each function in area '.

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Displaying Schemas as Structural @raphics
X000

G 9

X)70 XBD0

)nitialiBation o* payroll dit basic data Basic data )nternational

C&M 9 dit basic data 7AM WPBP P005$ @&7

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To e!pand the sub'tree clic2 the plus sign and to collapse the sub'tree clic2 the minus sign. If the function and parameter fields are not displayed in color this indicates that the function has been deactivated. Where a function calls a personnel calculation rule you can call the personnel calculation rule by double'clic2ing the name of the rule )in the first parameter field*. .chemas can be viewed in structural graphics but cannot be edited in this view.

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Functions and Personnel Calculation !ules

C&M C&M C&M C&PD C&PD C&PD C&PD H ### X)70 *B+0 XC!0 XT 00

Payroll schema"

)7T !7AT)&7AC @ross +age calculation and trans*er

Parameter

)nitialiBation o* payroll dit basic data )mport last payroll results @ross remuneration 2Time Management3

BLOCK COM %MPR& POR& 'E&C( BLOCK

BEG L .,,- P,- NOAB END

%m ort $ast a!ro$$ res"$ts Last a!ro$$ res"$ts %m ort $ast res"$t &ransfer re$e)ant data to LR& Pre are CR& *o$d res"$ts+ %m ort $ast a!ro$$ res"$ts

Personnel calculation rule *00,

(peration (peration (peration

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A payroll schema consists of a sequence of functions. #unctions retrieve and process the data required for the respective processing step. %ertain functions call a personnel calculation rule. The relevant calculation rule processes the data previously retrieved by functions. A personnel calculation rule consists of separate operations and always processes logical units. (ersonnel calculation rules therefore fine'tune the processes carried out by functions.

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Payroll Basics" Summary

Dou are no+ *amiliar +ith the main processing steps in Payroll# Dou ha(e learned that the payroll program is controlled by *unctions in a process schema# Dou 4no+ that +age types are an essential part o* payroll and that personnel calculation rules assist in processing +age types#

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0#$0 ,ercise Data Sheet

Iey to )cons in the ,ercises and Solutions ,ercises Solutions &b'ecti(es

Business Scenario :ints and Tips Warning or Caution Data used in ,ercises Type o* Data (ayroll Area Wage Types$ .alary ;ad Weather ;onus =vertime up to < hours =vertime after < hours =vertime .unday =vertime (ublic 6oliday ;onus <@A ;onus @-A ;onus C@A ;onus ,--A Eacation ;onus ;onus
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Data in Training System 8, 9 8: )3roups -, 9 -:* /- 9 /: )3roups ,- 9 ,:* ,-nn )nn 4 3roup number* <-nn >nn, >nn< >nn> >nn? >nn@ >nnB >nnC >nnD ?-nn @-nn
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Instructors ;onus

B-nn

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0#$;Payroll Basics9 ,ercises

Unit( Payroll )asics Topic( *irin an E+ployee

6iring an employee.

,.

/our employee 0.0 )enter a name of your choice* starts wor2 in your company on Fanuary -, of the current year. E!ecute the personnel action ,*irin *r%--, by entering the following data in the respective infotypes. /ou can s2ip infotypes for which no data is given. (ersonnel number$ (ersonnel area$ Employee grouping Employee subgroup$ ##nn )nn 4 group number.* CA)) " .-

In the Or ani/ational Assi n+ent infotype enter( (ayroll area$ 8, to 8: for groups -, ' -: /- to /: for groups ,- ' ,: (ersonnel subarea$ ---> (osition$ +efault )Note( %ancel the position assignment* In the Address infotype enter( Any data 0orkin ti+e infotype( Wor2 schedule rule$ #GE8 Time 5anagement status$ In the )asic pay infotype enter( (ay scale type$ (ay scale area$ (ay scale group$ Wage type$ -, -, E-> 5-<- )salary valuated indirectly*

Also create the infotypes )ank 1etails2 Contract Ele+ents )copy default values* and Absence 3uotas )Type -: validity period current calendar*.
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7elease payroll for period -, run payroll for your employee and loo2 at the results table.

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Unit( Payroll )asics Topics( 4c!e+a Editor2 Main 4c!e+a and 4ubsc!e+as

%reate your own main and subschemas.

To ad1ust payroll to meet your company"s requirements you must ma2e changes to the payroll schema. /ou do this in copies which you create from the original schema.

5a2e a copy of subschema 8T-- and rename it HTnn. #inally ma2e a copy of the international payroll schema 8--- and rename it H-nn )nn 4 group number*.

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0#$$Payroll Basics9 Solutions

Unit( Payroll )asics Topic( *irin an E+ployee

,. <.

E!ecute the personnel action I6iring 67?--$ Human Resources Personnel Management Administration Personnel Actions 7elease payroll$ Human resources Payroll International Payroll Release payroll 7un payroll for your employee$ Human resources Payroll International Payroll Start payroll

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Unit( Payroll )asics Topics( 4c!e+a Editor2 Main 4c!e+a and 4ubsc!e+as

%opy subschema 8T-- and schema 8---$ Human resources Payroll International Tools Maintenance tools Schema Copy #rom schema .T-To schema 5Tnn And #rom schema .--To schema 5-nn6

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