GRP TRN HCM010 PayrollAdmin TS EN v1.0

HCM010: Payroll
Administrator
1
Payroll Administrator
Course Agenda
General Introduction
Lesson 1 Payroll in SAP HCM
Lesson 2 Payroll Basics
Lesson 3 Payroll Process
Lesson 4 Off-cycle Payroll
Lesson 5 Subsequent Payroll Activities
Lesson 6 Payroll Reports
Lesson 7 Best Practice and Hints
Summary
Final Questions
3
Course Objectives
To provide the necessary skills to use SAP HCM Payroll
Purpose component to calculate remuneration for work done for each
employee.
Duration 2 days
Training Method Classroom
Members of staff who are engaged in managing and
Target Groups
administering Payroll
SAP Navigation and HCM Components Overview course
Prerequisites
Recommended: Personnel Administrator course
Understand the Payroll process in SAP HCM
Define the gross and net parts of the Payroll
Course Run Payroll, perform off-cycle activities
Objectives Identify the Payroll errors and manage the Payroll
corrections
Creating bank transfer file and financial postings
4
Training - Housekeeping
Course Duration: 2 days (16 Hours)

Fire Procedures Facilities
Start Time: 8:00 AM
Lunch/prayer 12:00 ~ 1:00
Finish Time: 4:00 PM
Mobile phones Email
5
Classroom stages of knowledge building
Our course equipment
Questions and Assessment

Questions and Assessment
Exercises of SAP transactions

Exercises of SAP transactions
functional steps
functional steps
Progress of knowledge
Demonstration of SAP transactions /

Demonstration of SAP transactions /
steps with system or Simulations
steps with system or Simulations
Detailed sub-process description
Detailed sub-process description
Your Expectations
Overview end-to-end process
Overview end-to-end process and Questions
? !
Introduction to key subject and topics
Introduction to key subject and topics
SAP basic training (if necessary)

SAP basic training (if necessary)
Time
6
GRP Project Benefits
GRP Project Objectives
Consolidated, integrated HR data in one system
(single trusted source)
Standardized processes - HR Law 8 Y 2009
Reduce manual effort, paper work and duplication
Avoidance of multiple local reinventions
Reporting across the 46 government entities to support

internal decision making.
User friendly interface and security control for end user

across the 46 entities locations
Align HR functions with best business practices and
modern technologies
7
GRP Scope Comprehensive & Integrated
Human Capital Management
8
HCM010: Payroll Administrator
Course Objectives
After Completing this course, you will be able to:

Define the processes to be completed prior running the Payroll
Maintain employees records relevant to Payroll
Understand Payroll process and complete payroll cycle
Perform off-cycle activities
Perform subsequent activities: post to finance, create bank transfer files
Identify activities that trigger an Off-cycle Payroll
Create Loans and run Off-cycle Payroll
Run Payroll related reports
9
SAP ERP Human Capital Management
2012 Solution Portfolio
HCM service delivery

Workforce planning
and analytics
Co
Strategic workforce planning

Operational headcount planning
Workforcerepla
HR nning Talent management
Executive analytics and analytic
an s Employee performance
Ad hoc reporting (business d management
intelligence (BI) factory) pa Compensation management
People risk management ro y Talent assessment
Time and ll
attendance management Succession management
Learning Management
Employee data Recruiting
Mobile delive ry
Organizational data Ta
Competency data en l
Core HR and payroll tm
Time and attendance
Organizational management an
HR administration ag management
Payroll processing e
Time management
m
Employee self service en
Forecast and plan
Manager self service t
Rostering and shift planning
Shared service framework for HR
Analysis and scheduling
Reporting and Analytics
Real-time services
10
HCM010 Payroll Administrator
11
Course Agenda
Summary
Final Questions
12
Lesson Objectives
At the end of this Lesson you will be able to:

Understand the Payroll role in SAP HCM
Describe the key tasks of a Payroll Administrator
13
HCM Core Modules
The following modules are the core modules in HCM and they are closely
linked to each other.
Organizational Personnel
Management Administration
(OM) (PA)
Time Payroll
Management Administration
(TM) (PY)
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Payroll
The Payroll program is run at a specific point in time, not only to calculate an
employee's basic remuneration but also any special payments, overtime
payments, or bonuses that must take effect in the period in question.
15
Roles in SAP HCM
In SAP HCM everything is now oriented toward the user and

his daily tasks.
Roles can be tailored to one specific user group and enable

users to work efficiently.
Roles combine the Easy Access menu options and authorizations
Each role defines what transactions and what data users are allowed
to access.
16
Key Tasks of Payroll Administrator
Maintain Payroll related data

Run the Payroll
Run Off-cycle and Retroactive Payroll when
necessary
Check the Payroll results and take remedial
actions to correct errors
Run Payroll reports
Perform Payroll subsequent activities (bank
transfer, financial postings)
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19
Course Agenda
Summary
Final Questions
20
Objectives
This section provides you with an overview of the following topics:
Payroll components and terminology

Payroll related infotypes
Payroll master data maintenance
Business processes in Payroll
Payroll related validation rules
21
Infotypes
In the SAP System, the information units used to enter master data are
called Infotypes.
Master Data is maintained using
Infotypes.
An Infotype is a set of related
information grouped together.
For the user, it is

displayed as a screen for
data entry.
22
Infotypes and subtypes
Infotypes are used to group related data fields

together. They provide information with a structure,
Infotypes
facilitate data entry, and enable you to store data for
specific periods
Subtypes are used to subdivide infotype records. For

Subtypes example, Address Infotype can be subdivided to:
Permanent address (subtype 1)
Emergency address (subtype 2)
23
Infotypes - Example
BANK
Working time
Family Pay / Bank details
Person
Personal data
Organizational Assignment
Qualifications
24
Terminology: Infotype and Subtype
SAP Personnel Records Manual Personnel Records
Addresses
Infotype
Bank(0006)
Details
Org.
Infotype (0009)
Assignment
Infotype (0001)
SAP infotypes
25
Accessing Employee data
Employee master data can be accessed and maintained using

transactions:
PA20 Display HR Master Data
PA30 Maintain HR Master Data
PA40 Personnel Actions
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Display HR Master Data
Enter Personnel number if it is known
3. Data
Displayed
1. Choice of Search
2. Hit List / Select EE
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6. Select view options
4. Select Infotype menu tab
5. Select Infotype
Enter Infotype number if it is known
28
When you select infotypes, you

can specify a selection period in
the displayed screen area.
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Display current record Display overview of historical records
30
Infotype Maintenance Options
The actual work with infotypes involves the following activities:

Create
Change
Copy
Delimit
Delete
Display
Overview
31
The Create function allows you to enter new data. A new

Create record is created while retaining the old record. The infotype
history is generated by defining the validity periods.
The Change function enables you to correct an existing

infotype record without creating a new one. You overwrite
Change
the old one. When an infotype record is changed, its history
is not updated.
The Copy function also creates new infotype records. It also

Copy updates the infotype history. You can overwrite the values
displayed .
32
After selecting the required records and clicking the Delimit

Delimit button, the respective selected end date is set to the day
before the delimitation date.
In the display mode the user can see data but cannot change
Display / them. In many cases displaying something is the only
Overview function a user is authorized to use.
An overview shows all entries of an infotype in the selection
period in form of a list
Removes Infotype from Database.

Infotypes with time constraint 1 must be continuously
Delete
available. Thus it is not possible to delete all data records of
such an infotype.
33
Infotype Maintenance Icons
Copy Delimit Delete Overview
Change/
Create Display
Edit
34
Personnel Actions
When you process an action a sequence of infotypes relevant to the performed
process is provided by the system.
Examples of personnel
actions:
Hiring
Leave
Separation
Organizational change
Promotion
Salary Adjustment
-etc.
35
Key Infotypes in Payroll
PA related Infotypes Time related Payroll related Infotypes

Infotypes
IT 0000 Actions IT 0007 Planned IT 0008 Basic Pay
working time
IT 0001 Org Assignment IT2001 Absences IT 0009 Bank Details
IT 0002 Personal Data IT2002 Attendances IT 0014 Recurring Payment

and Deduction
IT 0006 Addresses IT2006 Absence IT0015 Additional Payment
Quota
IT 0102 Grievances IT2010 Employee
remuneration Information
IT 0021 Family/Related IT0045 Loans
Person
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Key Infotypes in Payroll
PA related Infotypes Time related Payroll related Infotypes

Infotypes
IT 0016 Contract IT 0416 Time Quota IT 0267 Additional Off-Cycle
elements Compensation Payment
IT 0003 Payroll Status
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Basic Pay (IT0008)
Payroll data entered in Basic Pay IT
Data populated based on the Grade

of the Job/Position of the employee
The basic salary wage type is

defaulted to the minimum point
amount of the grade selected.
Higher amount than the minimum of

the grade can be entered manually
Any change to basic pay triggers

additional changes to other
payments
38
Recurring Payments/Deductions (IT0014)
Allowances are maintained in IT0014
Periodical/recurring payments and

deductions maintained in IT0014
Data populated based on the

employees type, grade, personal
data, address data.
Some allowances require %-age

entry and amount calculated based
on it.
39
Recurring Payments and Deductions
Maintain HR Type the Select Infotype 0014

Enter Then
Master data Personal
(PA30) No. Select the start date
Press F5 or click on create
Select the Wage type, and insert the amount
Car Usage
Mobile Allowance
Allowance
Infectious Diseases Diseases

Diseases Allow Radiation Allow Chemical Allow
For Qatari only
SAVE
40
Additional Payments/Deductions (IT0015)
One time payments or deductions

maintained in IT0015
Bonuses are entered in this infotype
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Additional Payments and Deductions

Enter Then
Select the Wage type, and insert the amount
Vacation Air fright

Allowance (Q) Allowance (E)
Telephone Encourage
Allowance Allowance Penalty
SAVE
42
Payment Amount
IT 08 IT 45
IT
IT 15
267
Paymen
t IT
IT 14
Amount 2010
43
Definitions
The control record enables the system to determine for what
Control Record
period a particular Payroll area is being processed.
Organizational unit which groups together employees for

Payroll Area
whom Payroll is run at the same time and in the same way.
Period for which regular Payroll is run. A Payroll period is

Payroll Period
identified by period number and Payroll year.
Off-cycle Payroll run that is carried out in addition to the regular Payroll
Payroll run for a specific day for individual employees.
Retroactive A Payroll run which is repeated for a period for which a

Payroll Payroll run has been completed in the past.
An object in which the system stores the amount and time for
Wage Type
calculating pay.
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Payroll Area
Payroll Area
Period Date Modifier

(Monthly, Weekly, Annually, .. ) (exact day/date of period)
45
Payroll Area
Payroll Area 01 Payroll Area 09
Jan 1 s t Feb 1 s t Jan 1 s t Feb 1 s t
Monthly payroll run on 25th Weekly payroll run on Monday
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Payroll Period
Payroll Area 01 (Monthly)
Payroll Period Payroll Period Payroll Period Payroll Period

01 02 03 04
04.2012 05.2012 06..2012 07.2012
Payroll Area 09 (Weekly)
Payroll Period Payroll Period Payroll Period Payroll Period Payroll Period Payroll Period Payroll Period
01 02 03 04 05 06 07
6.10 12.10 13.10 19.10 20.10 26.10 27.10 2.11
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Payroll Control Record
Payroll object that is important for the payroll run, and

which contains all the information on a payroll area
Payroll control record is a summary of administrative

functions in Payroll for a payroll area.
It defines the current Payroll period and Payroll past for
retroactive accounting.
It locks master data against changes during the Payroll run.
When you carry out a payroll run, the system automatically

changes the payroll status in the payroll control record.
48
Payroll Control Record - Example
Example of a Payroll control record (PA03)
Additional Icons of the Payroll Control Period
Display matchcode W (employees whose payroll needs a correction before control
record can be set to Exit)
View the list of assigned employees
Display the employees currently locked for processing via Infotype 0003
Payroll Area
Payroll Area
Payroll Status
Payroll Status
Payroll Period
Payroll Period
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Payroll Schema
SCHEMA contains calculation rules to be used by payroll program.

It contains functions to calculate the remunerations for the employees. There are
specific SCHEMAS for each country.
When running a Payroll, you must specify SCHEMA. The list of SCHEMAS set
up for the pilot Entities is given below:
Schema Schema Text Entity
Q001 Qatar Qatar Schema
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Payroll Status (Infotype 0003)
Each employee has an
individual payroll status.
Infotype in which data on
the Payroll status and Time
Management status is stored.
The system automatically
creates this infotype when
the employee is hired. In
general, the system updates
the infotype and writes the
changes to the payroll past.
51
Wage types
Wage types are the central processing instruments of payroll.
Entries are made using wage types in the provided payroll-relevant infotypes,
e.g., as basic salary or overtime.
Primary (dialog) wages type that you enter in the system are entered in
infotypes and defined as subtypes:
Basic Pay infotype (0008)
Recurring Payments and Deductions infotype (0014)
Additional Payments infotype (0015)
EE Remuneration Info infotype (2010)
Time Quota Compensation infotype (0416)
The wage types thus form the basis of payroll.
52
Wage type examples
A wage type is identified by Infotype 0015 Additional Payments /

a four-digit key Deductions:
1140 Furniture Allowance
1160 Vacation Bonus
Infotype 0008 Basic Pay:
1271 Shift Allowance
1000 Basic Pay
2030 Penalty
Infotype 0014 Recurring Payments /

Deductions:
1010 Housing Allowance
1020 Car Usage Allowance
1030 Transportation allowance
1120 Social Allowance
53
Pre-Requisites
BEFORE you start the Payroll

process, you need to make sure
the following items are already
done/processed:
1. Maintain all Personnel Administration (PA), Time Management (TM),

and Payroll (PY) data
2. Setup Payroll Area, Periods and maintain Payroll control record
3. Financial data should be identified such as bank details and cost
centers
54
Validation rules and Business Scenarios
The SAP HCM system applies rules and validations for each data entry or action
in the system. These rules have been defined from HR Qatari Law 2009.
Data entry against the validation rule will result in error or warning message. In
case of error message data cannot be entered and conditions for the according
rule have to be checked.
Examples are:
Conflicting allowances
Allowance amount limits depending on:
position grade
employee type
employee group
marital status
spouse employer
Etc.
55
Business Case: Loans Validation
An employee is trying to get a car loan

Business with an amount of 60,000 QAR. He is also
trying to get another loan for the same
Scenario period as a marriage loan with an amount
of 45,000 QAR.
1. The Car Loan for Non Qatari equal five times the basic salary up to a maximum of 50,000 QAR
2. The amount of Marriage Loan equal fixed amount which is 50,0000 QAR
3. Combination between two loans for the same period is forbidden
56
Business Case: Phone Allowance Validation
Business An Employee in 9th grade is trying to get a

phone allowance with amount of 600
Scenario QAR.
HR Law, Article 44: A telephone allowance shall be paid to the employees in

grade seven and above or in the equivalent salary grade, amounting to QR 600
per year.
57
Business Case: Housing Allowance Validation
An Employee who has a resident contract

Business from the agency requests a housing
allowance.
Scenario Error message displayed while trying to
enter housing allowance in this case.
HR Law, Article 27:The Government Entity may allocate an accommodation for the
employee, in accordance with the terms stated in a resolution to be issued by the Council of
Ministers. The payment of the housing allowance shall cease as of the date on
which the accommodation is allocated.
Neither spouse shall be given a housing allowance, if a residence has been
allocated to either one by the Government Entity where he/she works.
58
Business Case: Furniture Allowance Validation
An employee with furnished apartment,

Business requests a furniture allowance. Payroll
administrator enters allowance in the
Scenario system and gets error message.
HR Law, Article 31: A Qatari employee whose Government Entity provides

him/her with unfurnished accommodation shall be entitled to a one-off furniture
allowance throughout the term of his/her service.
59
Business Case: Car Usage Allowance Validation
An employee is requesting car usage

Business allowance of 30,000 QAR per year as he is
using his private car.
Scenario Error message will be displayed while trying
to enter the amount over the limit.
HR Law, Article 43: In addition to the prescribed transportation allowance, the

employee whose duties involve operation of a car, and who has not been
provided with a car by the Government Entity, shall be entitled to a car
allowance ranging between QR 1000 to QR 2000 per month.
60
System Demo
Maintain Infotypes:
0008 Basic Pay

demonstrate Basic Salary entry
default values by system depending on the grade
validation rules (min/max amount for the grade)
0014 Recurring Payments / Deductions

demonstrate allowances entry
validation rules
system defaults values and allowances
0015 Additional Payments / Deductions

demonstrate one time payments entry
validation rules
61
System Exercises
Maintain data in Infotypes:
0008 Basic Pay
0014 Recurring Payments / Deductions
0015 Additional Payments / Deductions
View data in infotypes:
0002 Personal Data

Check marital status, nationality
0006 Addresses
Check company residence, furniture type
0009 Bank Details

Check the bank details
62
Review Questions
63
Review Questions
1. Once the Payroll area is locked you can still maintain the personal
data relevant to payroll:
A) True
B) False
C) Only for the future periods
2. The main Payroll related Infotypes are:

A) 0020, 0021, 0040
B) 0008, 0014, 0015
C) 0006, 0003, 0001
64
Review Questions
3. A Payroll Area is an organizational unit which groups employees

based on the salary processing date
A) True
B) False
4. In Payroll Administration, a Payroll Period is:

A) The date on which the payment is transferred to employee account
B) The date on which the payment is processed
C) A period number and year indicating the month and financial year of
payroll processing
65
Review Questions
5. Staff with the following SAP roles will be involved in Payroll

Administration:
A) OM Administrator, Enterprise Controller, PA Administrator
B) PA Administrator, TM Administrator, PY Administrator
C) Manager, HR Manager, Employee
6. SCHEMA contains the calculation rules required to run the payroll:

A) True
B) False
66
Review Questions
7. Payroll control record functions: (Select all the correct answers)

A) It maintains the payroll period
B) It locks master data against changes during the payroll run
C) It calculates the salaries and benefits
67
68
Course Agenda
Summary
Final Questions
69
Lesson Objectives
After completing this lesson you will be able to:
Understand the Payroll process
Describe the organization and monitoring of a payroll run
Start payroll
Check the payroll log
Correct the payroll results
Exit payroll
70
Payroll Cycle
Off
Release
Cycle
Payroll
Runs
Send Results Run

(Finance, Bank) Payroll
rr
eerrrroo
ooff
aassee
IInn cc
Exit Print &
Payroll Review
Update Release for

Infotypes Correction
71
Payroll Process Overview
Legend:
Release Payroll
Function in menu Release for Payroll
Control record status
Start Payroll
Release for Payroll
Payroll run OK?
YES NO
Exit Payroll Corrections

Exit Payroll Release for correction
Subsequent Activities Change Master Data
72
Payroll Process Overview
Input Process Output
r F ile
f e
Basic Pay Trans
k
Ban
Recurring Payments Release Payroll
Run Payroll Finance
Additional Payments
Error Correction Postings
Absence Run Payroll

Exit Payroll
Payme
nt
Off-cycle Payroll Payments Employ to
ees
73
Key Steps
The Payroll Administrator processes the Payroll at the specified date in each
Entity.
PY Administrator will ensure that all master data maintenance, updates and time
evaluation have been completed prior to start the Payroll process.
Payroll Administrator steps should be as follow:
1. Release Payroll
2. Start Payroll
3. Check Payroll results, if data error exist, go to release Payroll for correction
4. Print Payroll difference report
5. If the data is correct, you proceed to exit Payroll
You can follow the steps in the following slide to complete the Payroll run.
74
Start Payroll
75
Release Payroll
Master data records are locked to prevent changes being

made during the Payroll run
Release Payroll
The period in the control record is increased by 1
You can start the Payroll run
76
Run Actual Payroll
The actual Payroll run screen looks same as simulation run

The check box Test run is not selected
Run Actual It decides the current Payroll period from the Payroll control
Payroll record
It now runs the Payroll for the Payroll area selected
Check the result for errors
77
Payroll Log
The payroll results are displayed in a tree structure.
This makes it easier for you to analyze and get an overview of the
payroll results.
78
Matchcode W
Matchcode W provides a list of all personnel numbers in the selected
payroll area that have been rejected by the payroll run because of
incorrect data.
To display matchcode W,
proceed as follows:
1. In the Payroll menu, choose Tools
Control Record.
2. Enter a payroll area and choose
Display.
3. Choose the menu path Goto
Incorrect pers. nos.
4. A list is displayed of all personnel
numbers assigned to the selected
payroll area that have been rejected
because of incorrect data.
79
Check Payroll Results
If necessary, you can set the status of the payroll to Check

Payroll Results during this phase.
If there were errors, the system will indicate the errors
Check Payroll
Check the result for errors running this report
Results
During this phase you can simulate the payroll for individual
employees to understand exactly how the errors originated.
You can reset this function by choosing Release Payroll.
80
Release Payroll for Error Correction
By running this transaction the Payroll status for the Payroll

area is set to Released for Correction
Release Payroll The master data records are now unlocked
for Error
Correction Make the corrections required
After you have corrected the data, you must release the
payroll.
81
Release Payroll for Error Correction
ZPY _WT_RPT ZPY _WT_RPT
Print Payroll Print the report for review and verification by the HR
Difference Manager
Report
Approve HR Manager verifies and if there no errors approves

Payroll If there are errors, repeat the process for error correction
(HR Manager)
82
Exit Payroll
You simulate the posting to Accounting.

Once the Payroll has been run successfully, you need to exit
the Payroll
Exit Payroll
By doing this, the system locks the Payroll record for current
period and moves to the next period
You can now do the finance posting
83
Payroll driver (program) example
Payroll Period
Payroll Period
Payroll Schema
Payroll Schema
Test run (not

Test run (not
selected)
selected)
84
Live events relevant to Payroll
During an employees employment relationship a series of events take
place. These can be relevant to remuneration:
Leave, Illness
Deviation from work schedule
Hiring or Rehiring
Increase in payments
Organizational reassignment
Employee leaving the entity
If these events occur in the payroll past, they trigger retroactive accounting.
If Payments need to be processed during the month (before actual payroll run)
Off-Cycle Payroll run is triggered.
85
Review Questions
86
Review Questions
1. Which of the following Infotype contains the Loan data?

A) 0008
B) 0014
C) 0015
D) 0045
E) 0007
2. You can edit the employee data during the payroll run?
F) Always
G) Only if Payroll released for corrections
H) Only past period data
I) Only future period data
87
Review Questions
3. Which of the following Actions will effect the Payroll run? (Multiple
correct answers)
A) End of service
B) Salary adjustment
C) Normal leave
D) New Hire
E) Promotions
F) Transfer
88
Review Questions
4. A standard Payroll run is the Payroll processing at the fixed date in

each month:
A) True
B) False
5. An Off-cycle Payroll run is:

C) A Payroll run processed at a regular interval
D) A Payroll run, generally for few employees, processed to make additional
payments
E) A Payroll run, processed to pay monthly salaries on a fixed date
89
Review Questions
6. Releasing the Payroll locks the employee master data in the

relevant Payroll area:
A) True
B) False
7. If you find errors after running the payroll, you should:

C) Process the payroll without correction
D) Release payroll for correction
E) Correct the error without releasing payroll for correction
90
Review Questions
8. The best practice is that you should always run the Payroll first
tine without test run:
A) True
B) False
91
Lesson 4 Off-Cycle Payroll
92
Course Agenda
Lesson 6 Payroll Repots
Summary
Final Questions
93
Objectives

Describe Off-Cycle payroll concept
Organize Off-Cycle Payroll run
Identify Off-Cycle Payroll triggers
Identify required data for the Off-Cycle run
Understand Off-Cycle Workbench
94
When to Run Off-cycle Payroll?
When there is a need for Off-cycle Payroll?
95
Important Notes
Off-cycle Payroll runs are used to process payments

outside the regular Payroll.
The Payroll Control Record needs to be in the EXIT Payroll
status.
The Off-cycle run MUST be executed after the pay date of
the regular Payroll run.
96
Triggers
You need to run the Off-Cycle Payroll, in the following cases:

The mid-Month Separation of Employees
Bonus payments
Leave with Advance
Loan payments
Corrections
Air ticket allowance
Other off-cycle payments
97
Off-Cycle Payroll
98
Reasons
Leave Advance: Correction:
In case of employee taking leave with PY Administrator usually performs a

advance payment, you will need to pay correction run if master data has been
him in advance, before the regular changed and you must run Payroll
Payroll run. before the next regular Payroll run.
Loan:
End of Service When employee should receive an

approved loan, PY Administrator can
An employee separated and you want to also execute payroll for a one-time
pay him or her salary for the Payroll payment (Loan) for an employee.
periods during which the separation
action is to take place.
99
Off-Cycle Payroll Workbench
Type Personnel No.
Select the reason/date
Wage lists that are

applicable
Payment details.
100
Procedure for the Off-Cycle Payroll
101
Loans
HR Law defines 3 types of loans:

Marriage Loan
Car Loan
Cost of Living Loan
NOTE: More than one type of loan is NOT allowed

at the same period.
102
Create Loans

Select the Loan Type
Fill in:
Loan amount Car Loan
Conditions
Installments
Marriage Loan
Payment method
Start Dates
SAVE
Cost of Living
103
Create Loans
Select Loan type
Fill in basic data (date, Amount)
Fill in conditions and

repayment amount
Fill in payment method and date
104
Review Questions
105
Lesson 4 Off-cycle Payroll run and Retroactive Payroll
Review Questions
1. Which of the following is a loan type available in the system?

A) Car loan
B) Divorce loan
C) Court loan
D) Housing loan
E) Travel loan
2. You can run the Off-cycle Payroll on the 25th of the month?
F) True
G) False
106
Review Questions
3. Which of the following payments can be performed using Off-cycle

Payroll run?
A) Per diem
B) Cash payment
C) Payroll payment off-cycle
D) Loan
E) Corrections
4. The Off-cycle Payroll can only be used for loans?

F) True
G) False
107
Lesson 5: Subsequent Payroll
Activities
108
Course Agenda
Lesson 6 Standard Reports and BI Reports
Summary
Final Questions
109
Objectives

Create Postings to Finance
Create Bank Transfer File
110
Subsequent activities
The component comprises the activities that you must carry out after
payroll (gross - net - payroll).
Wage and Salary Payments

You pay wages and salaries to employees, while taking into consideration bank-
specific requirements and specifications.
Wage Type Reporter

You use the wage type reporter to evaluate wage types that are contained in the
payroll results.
Posting to accounting
The payroll results contain information that is relevant for Accounting. For this reason,
they must be evaluated for posting to Accounting.
111
Subsequent activities
You use the wage type reporter to
evaluate wage types that are contained
in the payroll results.
You can use this report at different

stages of Payroll process to:
View current period payroll results
Compare different periods payroll results
Use t-code: ZPY_WT_RPT
112
Steps after Payroll run
After completing the full cycle of the Payroll (from
release to exit) the next steps will be:
Create Posting to Finance (Accounting)

Create Bank Transfer File
Generate required documents for banks with cover
letter
Generate required documents for MOEF
113
Create Posting to Finance
Use T-code:
PC00_M99_CIPE Create Posting Run
To get the Document number
114
Document Overview
Press here to release the

document
115
Posting run overview
116
Generate FI File
Using T-Code: Z_INTF_FI
117
Statement Of Settlement report
118
How to Create Bank Transfer File
A Bank file is an electronic data file that is generated from the system which
consists of the employee name, bank details and amount he/she is to be paid.
This electronic file will be saved and copied to a CD and sent to the relevant
bank. The bank uses this information to transfer the money to employees
accounts.
Once the Payroll is completed and you have set the control record to Exit
Payroll and the DME program has been run, the next step is to generate the
direct deposit file to send to the bank.
Run DME Run

Get ID Number
program zpy_bank_trans
119
Run DME Program
Using transaction:
PC00_M99_CDTA
To get the ID number for
generating the needed files
120
Bank Transfer File
Use transaction:
ZPY_BANK_TRANS
ID Number from
previous step
Different types of output
121
Reports Generated
122
How the payment is processed
After completing the process of bank transfer, there are two

scenarios:
1. Some Entities will generate a cover letter to the Main House Bank instructing
them to make the payments to other banks where the employees hold their
accounts
2. Some Entities will generate one cover letter each to the respective banks where
the employees hold their accounts
These cover letters will be sent to the relevant

bank along with the data file which holds the
detailed information on each employee salary
and benefits. This file is copied to a CD.
123
System Demo
Posting to Finance
Bank Transfer File
124
System Exercises
Posting to Finance and Bank Transfer

File
125
Review Questions
126
Review Questions
1. You should run the Finance Posting Run before exiting the payroll:
A) True
B) False
2. The running of transaction Z_INT_FI enables you:
A) Generate the file for posting to legacy system
B) Generate the file to send to the bank
C) Generate the file to send to MOEF
127
Review Questions
3. The steps for creating bank transfer file after payroll exit are:
A) Run DME program >> Get ID Number >> Run bank transfer file
B) Run Simulation >> Posting to Finance >> Run Report
C) Run Payroll >> Run Payroll Report >> Exit Payroll
4. The documents you will send to the bank for salary payments are:
A) A cover letter and CD that contains data produced from the system
B) A cover letter only
C) A cover letter and Excel sheet with salary details
128
129
Course Agenda
Summary
Final Questions
130
Lesson Objectives
At the end of this Lesson you will be able to:

131
Payroll related Standard Reports
Transaction code for Report Description

ZPAYSLIP Payslip
S_AHR_61015606 Remuneration Statement
PC00_M99_HRF Wage Statement with HR Forms
ZPY_WT_RPT Wage Type Reporter
132
Printed Output
The users will be able to get the following output based on their roles.
Description Format Who can access How to access

Pay-Slip PDF file
Bank Letter Text file
To whom it may concern

PDF
(Salary Statement)
Loan Statement PDF
End of Service Form PDF
Representation Allowance PDF
133
Example
Available options:
Display details
Sort and filter
Export to excel or other format document
Change and save layout
134
Review Questions
135
Quiz
1. Employees will be able to get their remuneration statement:
A) True
B) False
2. To generate the payroll difference report you will use the transaction:
A) ZPAYSLIP
B) PC00_M99_HRF
C) ZPY_WT_RPT
136
Lesson 7: Best Practice and Hints
137
Course Agenda
Summary
Final Questions
138
Tips
Always run the payroll in test or simulation mode first

Follow the Payroll Process steps in order
Do NOT exit the payroll unless you are 100% sure of the payroll results. As
the action cannot be undone.
139
Do and Dont
DO DONT
Check the Infotypes before start Exit the payroll cycle before
checking the results
Maintain the control record from
PA03
Use the release for correction when
there are an error
140
Summary
141
Course Agenda
Summary
Final Questions
142
HCM 010: Payroll Administrator
Summary
In this course we learned how to:

Describe the processes to be completed prior to running Payroll
Maintain employees records relevant to Payroll
Run Payroll and correct errors
Lock and unlock employee master data
Release Payroll and complete Payroll run
Post to finance
Create bank transfer files
Identify the personnel actions that will trigger an Off-cycle Payroll
Create Loans and run Off-cycle Payroll
Check the Payroll results and Correct them
Use the best practices in running Payroll
143
Summary
144
Help and Support
145
Q&A
146
Thank you!
147

GRP TRN HCM010 PayrollAdmin TS EN v1.0

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HCM010: Payroll

Course Duration: 2 days (16 Hours)

Mobile phones Email

Our course equipment

Questions and Assessment

Exercises of SAP transactions

Demonstration of SAP transactions /

SAP basic training (if necessary)

Standardized processes - HR Law 8 Y 2009

Reduce manual effort, paper work and duplication

Avoidance of multiple local reinventions

Reporting across the 46 government entities to support

User friendly interface and security control for end user

After Completing this course, you will be able to:

HCM service delivery

Strategic workforce planning

HCM010 Payroll Administrator

At the end of this Lesson you will be able to:

In SAP HCM everything is now oriented toward the user and

Roles can be tailored to one specific user group and enable

Roles combine the Easy Access menu options and authorizations

Maintain Payroll related data

HCM010 Payroll Administrator

This section provides you with an overview of the following topics:

Payroll components and terminology

For the user, it is

Infotypes are used to group related data fields

Subtypes are used to subdivide infotype records. For

Family Pay / Bank details

SAP Personnel Records Manual Personnel Records

Employee master data can be accessed and maintained using

2. Hit List / Select EE

6. Select view options

4. Select Infotype menu tab

Enter Infotype number if it is known

When you select infotypes, you

Display current record Display overview of historical records

The actual work with infotypes involves the following activities:

The Create function allows you to enter new data. A new

The Change function enables you to correct an existing

The Copy function also creates new infotype records. It also

After selecting the required records and clicking the Delimit

Removes Infotype from Database.

Copy Delimit Delete Overview

PA related Infotypes Time related Payroll related Infotypes

IT 0001 Org Assignment IT2001 Absences IT 0009 Bank Details

IT 0002 Personal Data IT2002 Attendances IT 0014 Recurring Payment

PA related Infotypes Time related Payroll related Infotypes

Data populated based on the Grade

The basic salary wage type is

Higher amount than the minimum of

Any change to basic pay triggers

Periodical/recurring payments and

Data populated based on the

Some allowances require %-age

Maintain HR Type the Select Infotype 0014

Press F5 or click on create

Select the Wage type, and insert the amount

Infectious Diseases Diseases

One time payments or deductions

Bonuses are entered in this infotype

Maintain HR Type the Select Infotype 0015

Press F5 or click on create