HR Payroll ppt

Embed Size (px)

Citation preview

  • HR PAYROLL

  • Introduction to Payroll

    To calculate the remuneration for work done for each Employee .

    Payroll does not just involve the calculation of remuneration, but consists of a variety of processes that are becoming increasingly important due to the employers Increased obligation to supply benefits and medical welfare.

  • Introduction to PayrollThese benefits are products of :

    Labor law Tax law Contribution law Benefits law Civil law Reporting law Information law Statistics law

  • Calculation of PayPay is calculated in two main steps:

    Calculation of Gross payCalculation of Net pay

    Both gross and net pay comprise the individual payments and deductions which are calculated during a payroll accounting period and are received by an employee. These payments and deductions are included in the calculation of pay by uniquely distinguishable wage types.

  • Process FlowPayroll in the SAP System:

    In the SAP Human Resources Management System, payroll accounting is executed using the Payroll driver.

    When you access Payroll, the payroll driver calls theaccompanying payroll schema, which consists of a sequence of functions.

    For each activity, the individual functions import data from internal tables and payroll relevant files.

  • Payroll Driver Payroll Schema Internal Tables Files

    Basic Components of Payroll.

  • Payroll driver is a special report for Payroll. SAP has developed country-specific payroll drivers, which are based on report RPCALCx0. The country-specific net calculation of pay must be developed explicitly for every country. Separate country programs which meet the tax and insurance requirements of the respective country can be created from the basic report RPCALCx0.

    Payroll Driver

  • It contains calculation rules to be used by the payroll driver during payroll. SAP has developed country-specific schemas which are based on schema X000.

    With country-specific reports, the first character in the name refers to the country indicator. For example, D for Germany F for France U for USAPayroll Schema :

  • Calculation rules and other reports are stored in an accompanying schema which also contains the activities carried out by the payroll driver during payroll. All data is stored in internal tables and saved in files with a cluster structure.When you access Payroll, the payroll driver calls the accompanying payroll schema, which consists of a sequence of functions. For each activity, the individual functions import data from internal tables and payroll relevant files.

    Integration

  • Internal tables store data during payroll.

    The system imports data to these tables and used them to calculate new data. This data is then also saved in internal tables.

    At the start of the payroll run, the system reads the values from the results tables(RT) to the old results table (ORT). Data from the previous period is, therefore, available in the current payroll period.

    Internal Tables :

  • The most important internal tables are: Input table (IT) Table IT contains data that can be edited. Exists only during processing. Output table (OT) Table OT contains the results of an activity. These results are written to the input table for further processing. Exists only during processing. Results table (RT) Table RT contains the results of the period for which payroll has been run. The system saves this data in the PCL2 file in cluster RX.

  • The necessary data for the respective processing step is loaded into the input table and is available for various processing procedures.

    The results of a processing step are stored either in the output table or the results table. At the end of a processing step, the data from the OT is loaded back into the IT, where it is available for further processing steps.Interaction of IT, OT and RT:

  • The IT and OT are only temporarily filled, whereas the RT is stored on the database.

    In one of the first processing steps, the RT of the last payroll accounting period is imported into the old results table (ORT) and can consequently be used for further processing. Interaction of IT, OT and RT:

  • PCL1 The PCL1 file contains primary information, in other words, data from the master data and time recording systems.

    PCL2 The PCL2 file contains secondary information, in other words, derived data and all generated schemas.

    Importing and Exporting DataThe import/export files PCLn are managed with the ABAP/4 commands IMPORT and EXPORT . Files:

  • When you start payroll,

    the system imports the relevant master data from the Pnnnn files (for example, basic pay and tax class) and imports the time data from the PCL1 file to the IT table.

    The system imports the payroll results from the previous month from table ORT (for example, to form averages).

    The system processes this data and saves the payroll results and generated schemas in the PCL2 file.

    Integration

  • Scope of FunctionPayroll AreaPayroll Period Payroll Control RecordPayroll Status

  • Payroll AreaA group of employees for whom payroll should be run together, and at the same time. UseYou can perform Payroll separately for different employee groups, using different payroll period. Eg: QA Monthly QB Bi Monthly QF Every 14 Days

  • The payroll area contains the following information: payroll area text Eg : Monthly , Weekly , Bi-Weekly Period parametersIts two digit numerical parameterEg : 01 - Monthly , 02 - Bi-Weekly. Date ModifiersEg : DDMMYYYY ,MMDDYYYY etc..

    Structure

  • Exact period in which the regular payroll is carried out. Its ( 2 , 4 ) digit numerical parameter First is a unit & second is Year A payroll period is usually a month or a week A 'special case' (especially in USA) payroll can also be one day Payroll Period

  • QA MonthlyJan 01 Jan 31 = 01. 2005Feb 01 Feb 29 = 02.2005

    QB Bi MonthlyJan 01 Jan 15 = 01.2005Jan 16 Jan 31 = 02.2005Feb 01 Feb 14 = 03.2005

    QC Every 14 DaysJan 01 Jan 14 = 01.2005Jan 15 Jan 28 = 02.2005Jan 29 Feb 11 = 03.2005Payroll Period

  • Payroll object that is important for the payroll run, and which contains all the information on a payroll area.UseThe payroll control record has the following functions:It locks the personnel numbers, for which payroll should be run, against master data changes that affect the payroll past or present. It locks the payroll for the period during which payroll-relevant changes are made to the master data for the personnel numbers being processed. Payroll Control Record

  • It makes the following information available for the system :What is the next payroll period for which regular payroll should be run? Up to what date is retroactive accounting carried out? What status does the payroll currently have? (for example, Released for Payroll or Check Payroll Results)?

  • The control record contains the following information: Payroll area Payroll status Payroll period Earliest possible retroactive accounting period Last change made to the control record

    Structure

  • Infotype in which data on the Payroll status and Time Management status is stored.For example, the system stores the date of the last payroll run performed for the employee in the Payroll Status infotype (0003).The system can flag an employee that was rejected in the payroll run.Payroll Status (Infotype 0003)

  • Use If you change the master or time data for an HR master record for a period for which payroll has already been run, the old payroll results must be checked in the next regular payroll run, and, if necessary, the payroll run must be repeated. The system automatically creates a retroactive accounting run in the payroll past Only changes to master and time data are relevant for retroactive accounting since previous payroll results must be corrected. Retroactive Accounting

  • An employees Basic Pay ( infotype 0008) is increased from $3,500 to $3,700 from May 1, 2004. The payroll has already run for this employee for the period up to June 30, 2004. If you change the Basic Pay record, the system performs retroactive accounting when the next payroll runs for this employee. This ensures that the increase in basic pay, effective as of July 1, 2004 , is taken into retroactive consideration.For Example

  • Purpose As an addition to regular payroll, which carries out payroll at fixed regular intervals, this function enables you to carry out specific off-cycle payroll activities for individual employees on any day. The Off-Cycle Workbench is a special user interface in the SAP System for various off-cycle operations.Example: You can pay an employee in advance before he or she takes leave. You can give a bonus to an employee for special work. Off-Cycle Activities are not available in all country versionsOff-Cycle Activities

  • Wage types represent a core element of payroll accounting.

    The standard system includes a wage type catalog that contains a large number of wage types for a wide variety of business tasks.

    Each wage type has particular characteristics which determine whether the wage type can be entered in master data, and how the wage type is then processed during the payroll run.

    These characteristics are influenced by the business task that the wage type is expected to fulfill.WAGETYPES :

  • Wage types are divided into two categories,

    1. Primary Wage Types Dialog Wage Types Time Wage Types

    2. Secondary Wage Types

  • Dialog wage types : Wage types that you can enter online, i.e. when maintaining master data.Eg. Basic Pay (0008) Recurring Payments/Deductions (0014) Additional Payments (0015) Leave Compensation (0083)Time wage types :Time wage types are primary wage types created by the system when predefined conditions are met. This occurs during time evaluation via time wage type selection.Eg.Overtime bonus 50% wage type

  • Secondary wage types :Secondary wage types are not entered online. Instead, they are created during the payroll run, or derived from particular factors. Secondary wage types also include wage types used to cumulate several other wage types, or to store interim results on a temporary basis. The technical name of secondary wage types included in the standard system begins with "/",

    E.g. /101 for Total Gross Amount .(cumulative all of the wage types that pertain to an employee's total gross amount).

  • Payroll results are stored in cluster Rx of the PCL2.

    The cluster key is non-mnemonic. It contains the PERNR (personnel number) and SEQNO (sequential number) fields.The internal table RGDIR ( Payroll directory) contains a directory entry for each payroll result. This entry is a sequential number (RGDIR-SEQNR) which uniquely identifies the payroll result.Read Payroll Results

  • Function Module : CU_READ_RGDIRExporting : Pernr - Personal NumberImporting : Molga - CountryTables : Rgdir - Payroll Results Directory.

    This Function Module populates payroll results of all employees with PERNR & SEQNR as key.

    For Populating Results Directory

  • We have populated Results Directory & retrieved Sequential Number , we need to call an import macro module for retrieving the required payroll results. For this we need to pass the unique identification of an Employee payroll Result i.e.. rx-key-pernr = v_pernr.rx-key-seqno = v_seqnr. to that import macro.

    Calling Import Module : RP-imp-c2-RU.

    This Macro populates all the cluster tables required for Payroll, by importing from PCL2 Cluster Directory.After that we can Loop through these cluster tables for required fields. Macro Modules :

  • Use Logical Database As per the Requirement. Get the PERNRs for which you want to obtain payroll results Populate Results Directory RGDIR with PERNR & Molga (Country) by calling FM CU_READ_RGDIR Get the Unique Key Sequential Number with PERNR. Pass these KEY Field ( PERNR , SEQNR ) to RP-IMP-C2-RU or PYXX_READ_PAYROLL_RESULT to import all the relevant field entries from PCL2 DIRECTORY to all the cluster tables. Get the required fields by looping through cluster tables.

    Program Flow.

  • Common Includes Used to Populate Results

    INCLUDE RPC2RUU0. " Cluster RU Data-Definition

    INCLUDE RPC2RX09. " Cluster RU Data-Definition internat partINCLUDE RPC2CD09. " Cluster CD Data-DefinitionINCLUDE RPC2CA00. " Data Definition, Import/Export Macros for ClusterINCLUDE RPPPXD00. " Data definition buffer PCL1/PCL2INCLUDE RPPPXD10. " Common part buffer PCL1/PCL2INCLUDE RPPPXM00. " Buffer handling routine

  • Function Modules in PayrollCD_EVALUATION_PERIODS

    This module transfers the payroll results to a payroll run as A records (current). It also transfers the accompanying P records (previous).

  • ContdCD_READ_PREVIOUS

    This module transfers a previous payroll record for a payroll record; this is the newest record for the payroll period (or daily payroll run) which was written before the transferred payroll record and contains the same FOR data as the transferring record.

  • Contd

    CD_READ_PREVIOUS_ORIGINAL

    This module reads the previous original payroll result.

  • Contd.PYXX_READ_PAYROLL_RESULT

    CALL FUNCTION 'PYXX_READ_PAYROLL_RESULT' EXPORTING clusterid = ld_relid employeenumber = pernr-pernr sequencenumber = wa_pc261-seqnr read_only_international = 'X' CHANGING payroll_result = wa_result EXCEPTIONS illegal_isocode_or_clusterid = 1 error_generating_import = 2 import_mismatch_error = 3 subpool_dir_full = 4 no_read_authority = 5 no_record_found = 6 versions_do_not_match = 7 OTHERS = 8.