|
Perform this procedure when it is time to process payroll.
The State of North Carolina will be using the SAP R/3 Human Resource module as their system of record for all state employees and the SAP Payroll module for paying state employees. There will be three payroll areas used:
Business Process Procedure Overview |
This is the standard SAP gross to net payroll program (driver). To populate selection fields with the State of NC specific values choose a pre-determined variant. Payroll processing relies on information from many sources. Sources include the human resource departments at each agency for actions like hiring, terminating, leave and others. Agencies also make updates to employee records for activities such as pay increases, entering time for absences and others. Payroll receives time data from the time data collection system. This data can represent all time worked for agencies like the Department of Transportation (DOT), time for temporary workers, and exception time for time taken off by an employee. Payroll is also a source for its own data. Payroll is responsible for setting up garnishments, adding or terminating deductions, adding one time deductions or one time payments. The input of all information leads to the processing of payroll for the State of North Carolina using the SAP R/3 Payroll module. Generally before payroll is run in the production environment, the Central Payroll Administrator will run a simulation of the payroll. The simulation will run every active employee for the next payroll period but will not update any payroll records (referred to as employee payroll clusters). The simulation will report back any errors the system encounters as it runs each individual employee. If there are errors, updates are required on an employee's record. Once employee changes have been made, a simulation can be run on just that employee or several employees where changes were made. The main goal of a simulation run is to clear all errors before the production run is started. On the scheduled payroll processing date, payroll is "released" for execution. The purpose of this release is to lock out any changes that might affect this particular payroll period or in the past. After release, the payroll is executed in the production mode. After completion, if for some reason there are errors, (referred to as Match Code W's), the system will have to be put into the "Corrections" mode which will allow update to employee data to correct the errors. After all employee records are corrected, the payroll is again released and the payroll can be executed again. When the payroll is restarted, the system allows for only running the "Match Code W's", or errors. A complete rerun of payroll is not necessary because the correct employee records have already been update. The employees with errors will be rerun and overlay the payroll cluster record of the previous run. After payroll has been completed, another simulation run is used to verify that all accounting information for each employee has been validated against the general ledger accounts in the Financial module (FI) and the cost assignments in the Controlling module (CO). All information has to be correct with no errors. SAP will not post a payroll to FI/CO unless all items are accounted for. If there are errors, the payroll will again need to be put into the "Corrections" mode to allow for change. Once the corrections have been made, payroll is released and the employee(s) records that were changed will be rerun to update the payroll cluster data with the correct information. The simulation to verify the accounting information will be run again to verify that there are no more errors in the data. After completion of the verification of proper accounting, the payroll is then "Exited". Once payroll has been excited there is no way to return to that payroll period. Because of this, it is very important to make sure the payroll run and the accounting information are error free. After exiting the system additional processing of payroll data will occur. This would include banking information, posting to FI/CO and payment of third party vendors. Each one of these subsequent steps is covered in detail in other blueprint documentation.
|
SAP menu >> Human Resources >> Payroll >> Americas >> USA >> Payroll >> PC00_M10_CALC - Start payroll | |
Via Transaction Code |
PC00_M10_CALC |
Procedure:
SAP Easy Access
|
1. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
White alphanumeric box in upper left corner used to input transaction codes |
R |
Enter value in Command. Example: PC00_M10_CALC |
Payroll Driver (USA)
|
Information: Always choose a pre-existing variant.
Payroll Driver (USA)
|
Information: Remove your User ID - SAP will default your User ID, but you did not create the variant you are searching for.
ABAP: Variant Directory of Program RPCALCU0
|
Information: Choose from the following variants based on the type of payroll being processed:
· ZPROD-BIWEEKLY - Bi Weekly Employees
· ZPROD-BW-ERROR - Bi Weekly Employees with Errors
· ZPROD-CLAIMS - Claims
· ZPROD-MO-ERROR - Monthly Employees with Errors
· ZPROD-MONTHLY - Monthly Employees
· ZPROD-OCC - Off Cycle
Payroll Driver (USA)
|
7. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
Code identifying the payroll area, or frequency of payroll (bi-weekly, monthly, etc.). Payroll area 01 for Monthly or 04 for Bi-Weekly |
R |
Enter value in Payroll area. Example: 04 |
Information: Notice that after clicking Enter the period date range updates to the current monthly or bi-weekly period (based on the variant chosen). To run a payroll for another period, choose the Other period choice (not displayed here).
Information: Confirm the Current Period and From and To dates for the payroll area defaults. These fields read from the payroll area control records, and should be fine.
Payroll Driver (USA)
|
9. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
Code identifying the payroll area, or frequency of payroll (bi-weekly, monthly, etc.). Payroll area 01 for Monthly or 04 for Bi-Weekly |
R |
Enter value in Payroll area. Example: 01 |
Information: A payroll area is a grouping of employees with the same payroll calendar of payroll periods and pay dates. To process a monthly employee, choose [01]. To process a bi-weekly employee, choose [04]. Never choose [99] (non-payroll relevant).
Field Name |
Description |
R/O/C |
Values |
Unique number identifying an individual's master record data in the system. |
R |
Enter value in Personnel Number. Example: 110 |
Information: To run a payroll for an individual employee, enter their personnel number here. To run a payroll for multiple employees, use the multiple search criteria button to the right of the field to enter multiple personnel numbers. To run a payroll for all employees in the payroll area, leave this field blank.
Information: To view the technical details of the payroll run, choose the Display log check box. If you do not wish to view the details, do not click this check box.
Critical: Do not choose the Display log check box if you are processing a large number of employees at the same time. This will freeze processing.
Information: The Display Variant statement Statement radio button allows the processor to view the pay stub/remuneration statement of the employee(s) being processed. Enter the pay stub/remuneration statement form value in the field to the right of the radio button. You may choose a remuneration statement format specific for the State of NC using the matchcode search for the field.
Payroll Driver (USA)
|
Display Log Tree
|
Information: In the Statistics area, confirm the correct number of employees have been processed. Check the Selected personnel numbers, and Successful totals. If the Number of periods is higher than the number of employees processed, this indicates some of the employees were processed in retro-active payrolls as well as the current payroll period.
Information: Click on the Form button to see the employee's pay stub/remuneration statement. If multiple personnel numbers were processed, all forms will display on the screen.
Layout Set Display
|
Information: Confirm the Gross Pay, Deductions, Taxes, and Net Pay from the remuneration statement. At the bottom of each remuneration statement the employee's net pay is displayed.
Layout Set Display
|
Information: Confirm the employee's net pay.
Display Log Tree
|
Information: The log is temporary and only available as long as you are viewing. If you exit the log you have to re-run the payroll to reproduce the log.
Exit log display
|
Payroll Driver (USA)
|
button.
button.
button.
button.
button.
checkbox.
radio button.
button.
button.
button.
.
button.
button.
button.
button.