payroll processing administration

School Board of Broward County

BRITE Implementation

Payroll Processing Administration 6/25/2008 Page 1

Payroll Processing AdministrationPayroll Processing Administration




2Payroll Processing Administration

SAP BRITE Help

Throughout this document it will say to refer to the Business Process Procedures (BPPs) for more instructions. BPPs should be accessible from within SAP. Once in a transaction, go to Help>ERP BRITE Help and it will link you to the appropriate BPPs when available.





Agenda

Three: Off-Cycle ProcessingFour: Reporting

Two: Follow-Up Payroll ProcessingOne: Payroll Processing

TimeLesson




Payroll ProcessingPayroll Processing

NOTE: All screen shots throughout this manual are from the web graphical user interface (web GUI).





Key Payroll Changes

Transfer time data from CATS (CAT6) New financial integration steps

Future changes: Employees handle updating personal data MSS approval by administrators Approve working times step (CAPS)





Payroll Process OverviewTime Entry1. Enter Time (Schools & Depts)

Time Transfer2. Load Time entered through COMPASS3. Load Time entered through KRONOS4. Approve Working Times (New!)5. Transfer Time Data (New!)6. Release Payroll

Simulate Payroll Run7. Run Time Evaluation8. Run Payroll (in background)9. Release payroll10. WT Report for Overpayments/Repayments 11. WT Report to Check Net Variations12. Correct Time Evaluations13. Correct Payroll Errors14. Run Payroll for Correction

(Matchcode W)15. Simulate Posting (New!)16. Simulate Third Party (New!)17. Exit Payroll18. Run program RPUTRBK0 to update IT0003

dates

Financial Integration (New!)19. Posting to Accounting 20. Third Party Run21. Execute Evaluation Run21. Third Party Remittance 22. Create Posting Run23. Process Posting Run

DME23. Pre-DME (in background)24. Run DME (in background)25. DME Management FDTA

Check Printing26. Create Check Print File27. Release Print Spool File28. Exit Payroll

Reporting29. WT Report for Taxes30. Post Report for Overpayments31. Print ACH and Checks SummaryDeductions

(See Payroll Analyst Steps Quick Reference)

See Process Flows for more details: Payroll Processing Posting to FI/CO Third-Party Remittance Off-Cycle Process Off-Cycle Replacement Process Off-Cycle Reverse Payment Process





CAPS: Approve Working Time

This information is covered in depth in the Time Entry end user course.





CAT6: Transfer Time Data to HR Time Management

Future Functionality







PA03: Payroll Control Record

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Use this procedure to change the status of the Payroll Control Record as needed within the payroll process. The status types used in the Payroll Control Record include: Release for Payroll, Release for Correction and Exit Payroll. See BPP for detailed instructions.

1. Payroll Area displayed; choose on previous screen. 2. The following options can be selected:

Release for Payroll: This selection will lock employee records for which payroll needs to run from any master data changes in the present or past.Release for Corrections: This selection allows changes to employees master data in the past or present during the period when payroll is not yet finalized.Exit Payroll: This selection is utilized when payroll has been finalized.Check Payroll Results: Not used by SBBC.





PT60: HR Time

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This transaction must be run in order to update accruals and process payroll.

1. Enter a single or range numbers in the Personnel Number field.2. Select Payroll Area.3. Enter ZM04 in the Evaluation Schema field.4. Select Test run (no update) if running a test.5. Click execute.





PC00_M10_CALC: Run Payroll

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1. Fill in Payroll area AA or BB for both Payroll area fields above.2. Fill in Schema with Z000.3. If running a simulation check the Test run button.4. Click execute.





PC00_M99_CWTR: Wage Type Reporter

Use this reporting tool to evaluate wage types that are contained in the payroll results. Use this reporting tool as needed or required as part of a weekly business process. It is done after payroll has successfully been run. Remember that this reporting tool has different ways of searching for the data as well as different ways of displaying the data for use.

Please note the Selection box defaults with the following available fields/options: Personnel Number Company Code Personnel area Personnel subarea Employee group Employee subgroup Payroll area You are able to use these fields/options

in combination as needed for your search. In addition if you click on the button additional options for selection will appear as seen: The default selection fields appear in the

right box on the right. The additional options for selection appear in the left box. Click on the arrows to transfer options to the list of Selection Fields.





PU01: Delete Current Payroll Result

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This transaction is used to delete a payroll result for an employee for whom payroll should not have been run or should have been run differently (i.e., the system performed a retroactive run too far in the past). The last payroll result is the only one that can be deleted. See BPP for detailed instructions.

Any deletions must have proper approval and this procedure can only be performed in the following situations: The employees master data can no longer be processed. Payment was not yet arranged for the employee. If working in a live system, the payroll control record for the payroll area to which the employee belongs does

not yet have the status End of Payroll.

1. Employees payroll results generated in the last run are displayed. If payroll has only been run for the current period, the list will contain only one entry. If the system has performed a Retroactive Accounting Run, the list will have several entries as shown above. Select the appropriate record to be deleted.

2. One the Delete button is clicked, the system automatically performs the following activities: Deletes current payroll result and the previous payroll result becomes the current payroll result. Payroll Status Infotype 0003 is updated. Application log (transaction code SLG1) is updated with deleted payroll result. This log records deleted

payrolls, date, and who deleted them.





PU03: Change Payroll Status

You can change this information from either PU03 or PA30, Infotype 0003.





PC00_M99_CIPE: Create Posting Run

This transaction evaluates payroll results and creates summarized documents for posting to the Accounting module. This transaction should be performed after each Payroll run. A live posting run must be created to post the personnel expenses and payables to the accounts and account assignment on the Accounting module. Prior to creating a live posting run, a simulation run with technically correct posting documents containing the correct information should be created. See BPP for detailed instructions.

Run a Test run of the posting first, verify the Doc. Creation displays No Errors.





PC00_M99_URME: Create Third Party Remittance Evaluation Run

IMPORTANT: This report should be run at least once a day.

Use this report to evaluate and update the third party remittance tables for any missing data. The third party remittance process in the system is intended to handle posting and payment information for external payees, such as tax authorities, garnishment recipients and benefits providers.

See BPP for detailed instructions.





PC00_M99_URME: Create Third Party Remittance Evaluation Run





PC00_M99_URMP: Create Third Party Posting Run

IMPORTANT: This transaction, which should be run at least once a day.

This procedure provides financial posting information. Remittance due is listed according to FI vendor and HR payee. A third-party remittance posting run is created.






PCP0: Display Posting Runs

This transaction is the starting point for all other actions performed with reference to the posting run: Checking a posting run Posting documents Reversing posting documents Deleting a posting run Changing or creating text for a posting run Manually setting the status of a posting run to posted

This procedure should be run daily to ensure all payments, payrolls, and third party remittance documents are posted properly. The following transactions must be completed before this transaction can be run: PC00_M99_CIPE: Create Posting Run PC00_M99_PPM: Execute Posting Run for Payments PC00_M99_URME: Run Remittance Evaluation






PC00_M10_CDTC: Pre-DME

Use this transaction to evaluate payroll results to create payment data. The creation of payment data is the first step in the wage and salary payments process and is part of completing the scheduled payroll runs. For every current original result for employees processed in a payment run, the Pre-Program DME reads the Payment Information table (BT) in the payroll results. In the process, the system performs the following steps for every entry in this table: System determines the information on payment receipt. System evaluates the sender bank account information. System determines the payment currency. System checks the payment data for consistency. For every entry in the Payment Information table (BT) the system creates an entry in the payment data.

NOTE: Payroll must be exited for the periods you want to make salary adjustments. Transaction PA03 needs to be completed with a status of Exit Payroll.





PC00_M10_FFOT: Run DME

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Perform this transaction after completing transaction PC00_M10_CDTC: Pre-Program DME to create a DME file which contains all bank transactions in the same format as the file used by SBBCs primary banking institution. See BPP for detailed instructions.

1. Name of bank file is being sent to and file name.2. Name of lists generated, dataset, and spool number.

NOTE: If there are any errors with this procedure, Error log will be a line item in the Name column. As a general rule, there should not be any errors when processing this transaction.





FDTA: DME Administration

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As part of the payroll process transaction PC00_M10_FFOT (Create DME) evaluates the payment data and creates a DME file. The DME file contains all bank transactions and is the same format as the file used by SBBCs house bank. The process is continued by using transaction FDTA: DME Administration which helps to manage the data media created. DME Administration includes the following functions: Display file medium file attributes. Delete individual or multiple data media files. Download files from SAP to hard drive or disk for transmission to banking institution.


NOTE: At least one file must exist from transaction PC00_M10_FFOT: Create DME file for this transaction to work.

NOTE: This transaction is a tool used to manage data medium files created for employee payments via ACH and it is used mainly to download files to be transmitted to the banking institution.

1. List of all applicable data medium files. Select the file you wish to download and click on the Download button.Key fields: Run On: Date of data medium creation Identifi (Identification Feature): Unique six-digit number that identifies file. Amount paid in local c (Amount paid in local currency): Total amount paid. Entered by: User who ran the Pre-DME. Receiver: SBBCs house bank 2.

2. Click the Download button.3. A pop-up window displays the file number and allows you to choose where you want to save the file.





PC00_M10_FFOC: Create Check File

This transaction, performed after completing transaction PC00_M10_CDTC: Pre-Program DMS, creates a check file to be printed as part of the completion of the scheduled payroll processing procedure.

Double click on the error log to get more detailed information on errors. In this example, double-clicking on the error log above results in the following screen:





SP01: Output Controller

Shows what spools have been generated under a user.





P0000_M10_SBT_PBS: Savings Bond Purchases

This procedure is used to generate a transmission file in ASCII format for savings bond purchases. After the file is generated, it is submitted to the servicing Federal Reserve Bank in one of the following media: tape, cartridge, diskette, or electronically. See BPP for detailed instructions.

The report displays all successfully processed employees with a green light in front of their record. (If looking at this presentation in black and white, successful employees with have the third circle in the MSG column shades and employees will have the first circle shaded.) Employee records with errors will display a red light. If any records with errors are generated, the TemSe file will not be generated. For more information about an error, double-click on the error icon.

NOTE: This procedure creates a TemSe file, which can be accessed with the following path: SAP Menu Tools CCMS Print SP12 TemSe Administration. Once the file is created, the following pop-up window displays the file information.

Refer to BPP for more details.





Questions?





Agenda



TimeLesson




FollowFollow--Up Payroll Processing Up Payroll Processing





PC00_M99_URMC: Run Remittance Completeness Check

Run this procedure for each applicable payroll area to check for any personnel numbers with incomplete Third Party Remittance process.

This procedure allows for checking remittance in three different ways and provides the following lists: Employees and payroll results that have not been evaluated All payee items that have been evaluated but not posted to FI All posting runs in transaction PCP0 that have not been released






PC00_M99_CIPC: Posting to Accounting: Search for Payroll Results Not Posted

This transaction produces a list of payroll results that did not get posted to Accounting. See BPP for detailed instructions.

TIP: This transaction only verifies payroll results that have been included on a payroll run and posted in the system.

This screen shows all the payroll results that have not been posted. In general, there should not be any payroll results which were not posted. Transaction PC00_M99_CIPE: Execute Posting Run pr PC00_M99_PPM: Execute Posting Run for payments will post the unposted results.

Results with the following will be displayed: Existing payroll results which were not evaluated for posting to Accounting. Love posting runs that don have any of the following statuses: Transferred, Posted, Deleted, Reversed,

Archived, or Partially Archived.





PC00_M99_URMD: Undo Third Party Remittance Runs

This transaction is used to undo or delete remittance information produced by: Evaluation runs Posting runs Acknowledgement runs All third party remittance runs in general

This transaction should be run whenever an evaluation run has written incorrect data to the third party remittance tables. However, caution needs to be used when running this report if you have already posted the data to FI.

NOTE: It is recommended to execute a test run that shows the data to be deleted before running a productive run.





PC00_M99_URMR: Third Party Remittance Reconciliation

Use this procedure to generate a list of all third-party remittance items that have been evaluated, posted or paid.The list contains information confirmed by FI, such as receipt of the posting, acknowledgement/payment of the posting and payee item details.






Questions?





Agenda



TimeLesson




OffOff--Cycle Processing Cycle Processing





PUOC_10: Off-Cycle Workbench

Use this transaction to create an Off-cycle check for an employee. Off-cycle checks are processed the week in between an employees regular pay date.

This transaction has a simulation you can use to practice running reports.





PUOCBA: Subsequent Processes of Off-Cycle

This transaction completes the Off-Cycle Check run process by printing the remuneration statement, posting to Accounting, and generating payment via check or bank transfer.






PUOCLL: Bank Transfer Reversed or Replaced by Check

This transaction is used to obtain a list of replaced or reversed checks.






PUST: HR Process Workbench

This procedure enables you to review/check the automated payroll and subsequent activities for Off Cycle check runs. These subsequent activities are defined by created process models containing the sequence of all programs to be started by the system during the PUOCBA OC Batch: Follow-up for Payroll procedure. This procedure allows you: To monitor the processing of the programs. Repeat single process steps, for example, if errors have occurred and you then correct the error. Check Personnel Numbers during the complete process run.

Refer to BPP for more details.





Questions?





Agenda



TimeLesson




Reporting Reporting





PT66: Display Time Evaluation Results

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This transaction allows for viewing of wage types that are passed to payroll. The wagetype should correspond to the subtype from IT2002. See BPP for detailed instructions.

NOTE: Time Eval must have occurred before this transaction will provide data.

1. Personnel Information and Period displayed in report.2. Wage Type





CADO: Display Time Sheet Data

This transaction displays all attendances and absences entered in CAT2.

TIP: Highlight the A/A Type column and click the sort button (circled above) to categorize the time entries by absences or attendances.

TIP: Click the Subtotal button (the / button) and the pop-screen above will appear. Click the subtotal check box to get totals and subtotals on each A/A Type. This screen displays: personnel number, date and hours for time entered in CAT2, accounting information (if time was reclassified), attendance or absence type for the hours, status of the time, and when the time was entered/changed and by whom.

NOTES: You can add and remove fields per your requirements using the Change Layout options. In the Production system at Go Live, a customized Layout Option will be available which will automatically

display the employees name. In order to see the secondary position associated with RGR hours, you might want to add Position to the

report using the Change Layout options.





PC_PAYRESULT: Display Payroll Results

Perform this procedure when there is a request to verify amounts paid/deducted on an employees paycheck. The information that is available includes but is not limited to gross wages related to Basic Pay or various other infotypes as well as Federal, FICA, and Medicare Taxes.

Review the applicable Payroll Result as needed by selecting the appropriate result for which research is needed. The selection is done by double clicking on the applicable line items above from the Payroll Results list.





PC00_M99_CLGA00: Wage Type Statement

Use this procedure to display a list of wage types distributions based on the payroll data of selected employees. When running this report an evaluation takes places of the selected wage types indicating the number and amount values currently assigned to the wage types. The wage type statement can be evaluated in the following two ways: Individual evaluation per Personnel Number or name Total evaluation without displaying Personnel Numbers and names

See the BPP for further instructions.





PQAH: InfoSet Query

Perform this procedure when Human Resources or Payroll receives a request to run a query regarding personnel data information, demographics, etc. stored in the system

To process an Ad Hoc query, you must be set up within the appropriate user group. Requests to be added to a user group are submitted to SAP Support Center.





PC00_M10_REC: Payroll Reconciliation Report

This report balances tax forms to payroll in FI by showing the payroll result totals for tax form-relevant wage type groupings. See the Payroll Tax Super User course for more details.





PC00_M10_CLJN: Payroll Journal

The payroll journal contains detailed, selected payroll data for several employees, for whom payroll has been run in particular time interval or a selected payroll period.

You can use the payroll journal to: Identify errors that have occurred during the payroll run Cumulate payroll data belonging to an organizational unit Track the development of data over several payroll periods Have an additional, detailed control medium for revisions





P0000_M10_SVB_PBS: Display Savings Bond Purchases

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Use this transaction to run the standard SAP report that displays Savings Bond purchases as reflected in the payroll records. This report should be run after every payroll run. The displayed data is captured from the selected time period.

The report provides the following information: Bond Owner Bond Purchase Date Personnel Number Number of Bonds Purchased Bond Series Bone Denomination Bond Price Beneficiary Name


1. Time period selected.2. Detailed information displayed for selected employee.





ZHPY_PAY59: Gross to Net

Use this report to analyze the difference from prior period.

Enter criteria for the report. In Period is required.





ZHPY_CRT: CR/CRT Report

This report behaves as the wage type reporter.





PC00_M10_CPL3U0: Garnishment Statistics

Result:





S_AHR_61016146: Garnishment Details

This indicates garnishment information such as document date number and amounts taken.





S_PH9_46000361: W4 Withholding Allowance Report

Use this report to check employees IT 0210 W-4 Withholding Information records to find cases where employees have claimed more allowances than allowed by our tax authority. Run this report as part of a routine, either monthly or quarterly. This report can be run for a specified period and/or employee group.

1. Click Payroll Period.2. Enter either AA or BB.3. Click Execute.

The report generated is sorted by tax jurisdiction with the allowance threshold displayed next to it. (The current allowance threshold for the IRS is 10 exemptions.) For each jurisdiction, the report displays the following information:

Effective Date: Effective date of the employees IT 0210 record. Claimed Status: Filling status from IT 0210 record. Claimed Allowance: Number of allowances from IT 0210 record. Mandated Status: Mandated filling status from IT 0161 (IRS Mandates), if applicable. Mandated Allowance: Mandated allowances from IT 0161 (IRS Mandates), if applicable.





S_PH9_46000360: Exemption Expiration Report

Use this report to determine which employees tax exemptions, entered in IT 0210 W-4 Withholding Info., are due to expire soon. Run this report as part of a routine, either monthly or quarterly.

1. Click Payroll Period.2. Enter either AA or BB.3. Click Execute.





SE17: General Table Display

FYI, this transaction replaces SE16 for table queries.





ZTIM: Time Management Report

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1. Fill out Object ID.2. Fill out Object selection period.3. Scroll down and make sure Presentation server is selected.4. Click Execute.





ZTIM: Time Management Report

Report lists all employees with hours worked at the selected Org Unit.





ZHTM_TIMEDATA_CHNG: Retroactive Time Date Changes

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1. Fill in the Date rage for Evaluation. The date range is asking for the dates to be evaluated for changes (it is not pay period dates).

2. Enter the Personnel Number and Payroll Area.3. Click Execute to review the report.





ZHTM_TIMEDATA_CHNG: Retroactive Time Date Changes

Scroll down to see what was originally entered (what the entry was changed to is above).

NOTE: All the dates on the screen (Start date, End Date, Workdate Date) are within the range specific on the previous screen.





BI Reports

These are the Payroll reports on the Payroll tab. See the BI section for more detailed information on BI reports.





BI Report: Overtime

This is a BI transaction, and is accessible through your tab on the portal.





Questions?

payroll processing administration

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