USER MANUAL - SAP HR

The first step in the HR is Hiring an Employee, secondly maintenance of the hired employee, thirdly relieving action and lastly running the payroll.

1. Hiring of an Employee
Enter - TCODE (Transaction Code pa40) Menu Path: Human Resource → Personnel Management → Administration → HR Master Data → Personnel Action:

Select Action Type – Hiring and then press F8 (Execute)

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Mention the Start date (Date of Joining and To Date to be 31.12.1999) Organization Assignment

To Check whether the position already exists or a new one has to be created kindly follow the below steps Type Tcode: PPOM_OLD

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Right Click and Select the Organizational Unit as already created and enter

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Check by right clicking the particular unit and see whether there is a position with the same name already available (for the new employee who is getting hired) if so Press F7 and Assign the holder. Else, Select a Department & Press F8 to create a Position.

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o o o Personnel Area : 1BAN Employee Group: 1 (Active) or (9) External Employee. Or Any Employee Subgroup : Subgroup accordingly Eg: 01-Manager C 03 -Executive 10 -Traniee 13 -Manager D 18 .Select Position Mention the Position in Abbreviation and Full description and save the same a new position will be created and seen in the Log Tree. Once the position is created you can assign the holder in Action Info type 0000 or in the 0001 [org assignment].Workmen Press Cltr+S (Record gets created) 6 .

2. 7 . The next screen is Personal Data Information All the boxes that have a tick mark are mandatory columns that needs to be filled and if any other information is available could also be entered and then save the entry by pressing Cltr+S.

CD..3..1GUR.area : Eg: CS. as it is already created Pay.CW etc. Next: Click on: 1 Permanent Address and enter The screen display as create Address 8 . and save the entry by pressing Cltr+S.1PUN etc. Create Organizational Assignment Kindly check and enter the following boxes Subarea : Eg: 1BAN.

Create Address The Address should be entered and again ticked box is a mandatory column. 9 . Press Cltr+S to save the entry.4.

Press Cltr+S to save the entry 10 .50 Monthly working Hrs 184.5 Weekly working hours 42. And press enter you will get the details check the details and enter . Create Planned Working Time Kindly check Work Schedule rule : GENSHIFT Time Mgmt Status : 9 -Time Evaluation of planned times (Full time employee/Part time Employee) and enter 3 times all the information will come Employment Percent: 100 Daily Working hours : 8.5.17 Annual Working hours 2210 Weekly workdays 5 / for workmen 6 days a week These information is already updated in the system but just have a check by seeing the start date.

The Wage Types which are mandatory to be entered • 1000 : BASIC SALARY • 1040 : SPECIAL ALLOCANCE • 1200 : MEDICAL ALLOWANCE • 1020 : HOUSE RENT ALLOWANCE • 1030 : CONVEYANCE ALLOWANCE (Wage Types 1020.g. Info types 581 & 583 respectively) If these entries are made even though they are not automatically displayed these particulars break up are taken twice (Doubly accounted for salary). 11 . Create Basic Pay Please mention Group as EE (as per the position) and Level as per the grade and then press enter you get the below screen wherein few wage types already prop and the information has to be entered.6.1030 will be asked for once the Income Tax Info types are entered e.

Else. Branch Name and Bank MIRC Code. leave the Bank Key and Bank Account blank and Method to be selected ( ) Cash Payment.7. Create Bank Details In Case the person has to be given cheque with the Bank Name and Account Number entries for Bank Key and Bank Account has to be made and Payment method to be selected as P (Bank Transfer) Else. if the employee is getting through cheque payment select as C Note: Bank Key has been created for few banks. After necessary information save the entry by pressing Cltr+S 12 . if a new bank has be added → go to SM30 and enter ZBANK_DETAILS and press maintain and enter the Bank Name.

Create the Contract Element: The default screen will appear and start date and end date and other personal details of employee. here you can mention the reminder date before the expiry of the contract. in the contractual regulations you can choose either permanent.8. Long term temporary.2008) the below screen will appear press Ctrl…S and save the screen 13 . Trainee. or external contractors and in the periods as per your company rule if 6 months select 6 months or 3 months and press Ctrl…S and save the next screen displays create monitoring of tasks – the task of expiry of probation.08. Eg: one week before (25.

9. Create Absence Quotas This above screen can be ignored and exist the screen by Pressing F12 14 .

Give the Personnel Number of the employee hired Now the Income Tax related Infotypes have to be entered and are mandatory (Kindly collect the Income Tax Declaration Sheet from the Employees before and so that these entries can be done before running the payroll). After hiring an employee the next action is maintaining the Employee. To get into this activity the Tcode to be mentioned is PA 30. These infotypes have to entered under the head Direct Selection * Infotype Details of Infotype (580-588) Kindly enter the following infotypes and Press F5 to create (These are all one time enteries) • 580: Previous Employment Tax Details ( If a person has joined the organization in between a Financial Year and has the Tax deducted details from his earlier employer and wants the same to be considered in our company and merged for IT Calculation the same has to be entered) 15 .These above steps completes the Hiring Action and the employee hired is assigned an employee number.

• 581 – Housing (HRA/CLA/COA) and is applicable if a person has declared payment of House Rent the amount has to be entered in the box Rent Amount Enter some amount and press Ctrl S it will take you to the screen infotype 008 to enter the HRA amt and save the IT 0008 16 .

and save the entry 17 .• IT 582 : Medical Allowance and Sty as MDA Allowed Exemption Amount to be entered as 15000/.

if the employee is applicable.• 583 : Car & Conveyance Select Conveyance Type as No Vehicle and save the entry. 18 .

• 584 : Income from Other Sources Sty (sub type to be selected) 0001 : House Property (If a person has declared Housing Loan details) 0002 : Other Sources (In case of any other income) Interest Limit for Housing Loan is standard Rs. 19 .1500000/.whereas the Housing Loan Repayment should be entered under deduction details for the amount given by the employee.

• 585 : Deductions under section 80 If the employee contribution is their mention amount for the respective field and Save the infotype. 20 .

• 586 : Investments under section 80C to be entered and saved Enter the amount which were it pertains to the employee respectively and save the screen. • 587 : PF Contribution 21 .

and for Gurgaon is VDO 2 and enter the pension number tick the pension contribution box and save the screen • 588 : Other Statutory Deductions Select Sty: 0003 (Professional Tax) – Tick the Eligible for P Tax 0002 (Labour Welfare Fund Only once in a year in the month of Dec) 0001 (ESI (Employees' State Insurance) 22 .For Bangalore employee PF Trust id is VDO1.

S and save the screen 23 .If eligible for professional tax maintain other wise not to be maintained. Press Ctrl….

Press Ctrl…. S and save the screen 24 .Contribution applies to the employee tick the contribution to LWF.

Enter the ESI no……… Press Ctrl…. S and save the screen Note: that entry of Infotype 0021(Family Member/Dependents) is entered so that the a person availing the Children Education exemption is correctly taken for IT exemptions 25 .

Sty to be selected is 2 (Child) 26 .

2008).Enter the mandatory columns like Start Date (That should be the Start of Financial Year date 01. Child No. Last Name..04. and Date of Birth and on completion save the entries. First Name. 27 . This completes the pa30 action.

of the person to be relieved and the Action Type to be selected is Leaving Press F8 (Execute) 28 .Relieving an Employee Go to main Screen and enter the (Tcode pa40) mention the Personnel No.

Next Screen is Copy Action Mention the date of Relief (i.e. Date of Leaving) in the Start Date and save the entry. 29 .

The next step is to run the payroll and check for correctness of the salaries of each employee the procedure for the same is as follows : Go to Tcode : pa03 Enter the payroll area of the unit for which the pay is to be run and press F6 and then you see a screen 30 .

Exit Payroll is the last step wherein after the final live run of payroll is done the data of salary for the particular and previous months cannot be altered. 2. So we need to be careful by exiting a payroll. Release for Payroll Release for Correction Check Payroll Results Exit Payroll Point 1. coordinators will be only doing the test run. 31 . 4. 3. Point 3. As mentioned above is when the salary has to be run for a particular unit and checked Point 2.The steps to go about is 1. Payroll results can be checked Point 4. However. Any corrections to be made in the data entered for an employee.

once the Release for payroll is selected save and go back to the main screen and mention the Tcode as PC00_M40_CALC In the Payroll Driver screen the entries to be made are Payroll area Current Period (In the beginning of the Financial Year i...e. statement Then Execute (Press F8) 32 . Remuneration Statement parameters: Leave it as default – No remun. followed by the year.g. Under General Program Control Schema to be mentioned as ZN00 Test Run should be ticked while checking the Unit Wise payroll of any particular month. for the month of April 2008) The count of months in SAP is taken from 1-12 (April – March) so after the 1 st month we need to select other period and mention 2. 3 etc. (For e.Finally.. 03 2008) for the month of June 2008) Payroll Area under the head Selection to be mentioned.

and run the live payroll run. Use T Code: ZPAYSLIP to take the salary slip for all the employees. With the above step the payrun is complete. After checking all the output.You get the above screen wherein a selected unit’s payroll log is displayed. 33 . After the successful run of the payroll the next step is posting payroll process Use the T code PC00_M99_CIPE.

First run in the simulation run and check the document error free message. and back to the screen and remove the s and enter P for live posting 34 . Click on document overview and note the document no.

1st Step 35 .

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2nd Step 1st step Flag the Live Posting run and Post it 2nd Step Post Document 37 .

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General Icons and their description Icons Description Continue Enter Save Back Exit Cancel Date and preview period Goto Create Copy Change Display Delimit info type Schedule Delete Maintain overview In descending order In ascending order One level up Expand node Collapse node Display evaluation path Column configuration 39 .

6. 2. → Pay slip → Cash Report → Cash Report → Cheque Payment Report → Recording For Deleting Personnel Number → HR_PY: ZHR_ECS ( Bank Transfer) → Salary Register → Income Tax Report. PC00_M99_CWTR 10.Icons Description Display periods Display <-> Change Refresh Unrelated objects Icon list/Legend Insert line Delete line Replace Move… Change sequence Transaction Codes List for taking Reports: 1. ZPAYSLIP ZHR_CASH ZHR_CASH_CHEQUE ZHR_CHEQUE ZHR_DELETING_PERSONNEL ZHR_ECS ZHR_SAL_REG ZTAX → Provident Fund → FORM 16 Income tax → Form 21 → Form 217 → Gratuity → Professional Tax → Employee State Insurance → Labour Welfare Fund → Wage type report → Pay result. 3. 4. PC00_M40_F16 3. 40 . PC00_M99_CLSTR Development Reports: 1. PC00_M40_F217 5. 8. PC00_M40_F24 4. PC00_M40_PFY 2. PC00_M40_PTX 7.(RT table) 5. PC00_M40_ESIF 8. PC00_M40_LWF 9. PC00_M40_GRY 6. 7.

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