HCM COURSE 1

BSNL

USER MANUAL: PAYROLL
Version:
1.0

04/01/2011

Contents
Page | 1

HCM COURSE 1
I.

SAP Basics............................................................................................................ 4
A.

SAP Icon on Monitor…....................................................................................... 5

B.

Log On Window….............................................................................................. 6

C. Logging on to System.......................................................................................7
D. Access further links........................................................................................... 7
E.

Layout of SAP Easy Access Screen....................................................................8

F.

Menu Bar on SAP Window…..............................................................................9

G. Field Help: F1 and F4.......................................................................................10
II.

SAP Payroll Basics.............................................................................................. 12
A.

Key Definitions................................................................................................ 13

B.

Wage type under each Infotype......................................................................15

C. IMPORTANT. Transaction Codes.......................................................................26
D. Stages in Payroll Control Record.....................................................................26
IV.

Master Data Maintenance............................................................................... 30

V.

Simulation of Payroll........................................................................................... 42

VI.

Running Live Payroll........................................................................................ 48

A.

Running Payroll............................................................................................... 49

B.

Forced Retro Run............................................................................................. 55

C. Check list before running the live Payroll........................................................57
D. Deputation out recoveries...............................................................................58
E.

Income tax, Professional tax and EPF deduction.............................................70

F.

Suspension Payroll.......................................................................................... 78

G. Factoring......................................................................................................... 93
H. CLA&COA........................................................................................................ 99
I.

Direct recruitee: deduction of GPF,Pension contribution, Leave Salary.........107

J. Unabsorbed Employee: Deduction of GPF, Pension Contribution and Leave
Salary.................................................................................................................. 122
K.

Absorbed Employee: Deduction of GPF, Pension Contribution and Leave Salary
138

L.

Transport Allowance...................................................................................... 152

M.

HRA............................................................................................................ 161
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HCM COURSE 1
VII.

Offcycle Payroll............................................................................................. 169

VIII.

Payroll Cluster............................................................................................... 173

IX.

Posting of Payroll........................................................................................... 177

X.

Payslip generation & Printing...........................................................................186
A.

Viewing it on R/3........................................................................................... 187

B.

Payslip Viewing by Employee (Through ESS).................................................189

XI.

Income tax form generation & Statutory payment to government agencies.
192

A.

Form 16......................................................................................................... 193

B.

Chalan Mapping............................................................................................ 198

C. Form 24q....................................................................................................... 208
D. Provident Fund Reports – India......................................................................214
E.

Program for Annual pension reports..............................................................218

F.

Program for Annual PF reports......................................................................226

G. Program for Provind Fund reports..................................................................233
H. Program for PF Reports(Exempted Trust - India)...........................................239

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HCM COURSE 1

I.

SAP Basics

Page | 4

To open Logon Window :  Double click on the Toolbar “SAPlogon” on above Screen. SAP Icon on Monitor….HCM COURSE 1 A. Page | 5 .

HCM COURSE 1 B. Double click on the relevant logon OR Select the relevant logon and click on “Log On” Page | 6 . SAP Logon which has been configured by the System Head can be seen. Log On Window… In this window.

The asterisks in the password box cannot be deleted just overwrite in the box.. D. Logging on to System.... You can expand and collapse menus in the workplace menu by choosing the dropdown arrows to the left of the menu items.. Page | 7 ...HCM COURSE 1 C.. Access further links.

or  Choose Enter. Page | 8 . or  Select and click Execute E. Layout of SAP Easy Access Screen System Messages appear in the status bar.HCM COURSE 1 To open an application in the workplace menu:  Double-click its node.

HCM COURSE 1 F. Menu Bar on SAP Window… Page | 9 .

.HCM COURSE 1 G... Field Help: F1 and F4.. Page | 10 .

HCM COURSE 1 i. function and messages. F1 Help • The F1 key to display an explanation of fields. Page | 11 . ii. F4 Help • The F4 key to display possible input values. • The F1 help also displays technical information on the relevant field. menus.

SAP Payroll Basics Page | 12 .HCM COURSE 1 II.

SSAs etc iii. Group A. x. C. For new hiring. IDS viii. Representation of large divisions or separate geographical areas of a company’s structure. the existing employee numbers will be same in SAP (One digit would be removed). Pay scale Type Pay Scale type determines the pay scale structure applicable for the employees in a particular Company or location (PA) or payroll area. Pay scale area A pay scale area is a special area in which a collective agreement is valid. In BSNL following are the pay scale area: Remote. Cost Center Page | 13 . Rest of India and Hill Area. E. IDA. D. BSNL Recruitee. Payroll Area A payroll accounting area (which is often abbreviated to payroll area) is an area containing all the employees for whom the payroll runs at the same time.HCM COURSE 1 A. Following are the pay scale types in BSNL CDA. iv. Personnel Number They are nothing but “Employee Numbers” which are of eight character numeric fields. Personnel Sub-area (PSA) Personnel Sub area represents a further division of the Personnel Area. Industrial Worker and Trainee v. Personnel Area (PA) Personnel Area is a subunit of the Company Code and connects HR directly to FI/CO. E. CDS. Employee Group (EG) This field defines the type of employment. vii. Key Definitions i. Pay scale group A pay scale group is a criterion where different pay slabs are maintained.g. Absorbed. Deputation In. ix. B. e. vi. This field defines the location of the employee. In case of BSNL. Tribal.g. system will generate number automatically. Unabsorbed. Border. For example PA’s in BSNL are the circles (Territorial and Non Territorial) ii. Employee Subgroup (ESG) This field defines the Cadre of the employee.g.

xi. xii. xiii. Page | 14 . xv. Company Code Company Code is an Organizational unit. xiv. Wage type (WT) Classification of wage payment or deduction is called as Wage Types. Infotype (IT) A group of information stored in logical data fields. Example: Infotype for Address IT0021 has different subtypes for different Family/Related Person that can be stored.HCM COURSE 1 Cost Center in SAP is a unit within a company that is used to track where costs occurred within the Organization. Business Area Business Area is an Organizational unit that represents a separate area of operations or responsibilities in a business organization. which represents a business organization according to the requirements of commercial law in a particular country. Subtypes: Subtypes are subdivisions or special variants of infotypes.

HCM COURSE 1 B.1 Stagnation Increment – 2 Page | 15 . Wage type under each Infotype T512Z Wage payment or deduction in the normal course is effected through the normal wage types. 0008 – Basic Pay Wage Type /TPA 1BAP 1BND 1CLA 1COA 1DA1 1DA2 1DA3 1DA4 1DPY 1DTA 1GRP 1HRA 1NPA 1PPY 1PUA 1SI1 1SI2 WageType Text Total Package Basic Pay Band Pay-CDS Company leased accom Company owned accom IDA-DA IDS-DA CDA-DA CDS-DA Dearness Pay Diet allowance Grade Pay HRA NPA (Non Practicing Allow Personal pay Professional Upgradation Stagnation Increment .

200 SCA-BC-Rs.300 SCA-BA-Rs.7000 SCA-HA-Rs.300 Board allowance CCA (CCA equivalent Amt) Cash handling allowance Cycle Maintenance allowan Conveyance allowance Deputation allowance Family planning allowane SCA-HA-Rs.7000 SCA-BC-Rs.HCM COURSE 1 1SI3 1SUB 1TRA Stagnation Increment .3 Subsistence Allowance Transport Allow 0014.300 Head Quarter allownace Night Duty Allow Outstation allowance Page | 16 .750 SCA-BA-Rs.1050 SCA-BA-Rs.Recurring Payments/Deductions Wage Type 1ADH 1AHR 1BA1 1BA2 1BA3 1BA4 1BA5 1BC1 1BC2 1BRD 1CCA 1CHA 1CMA 1CON 1DEP 1FPA 1HA1 1HA2 1HQA 1NDA 1OSA Wagetype Text BSNL adhoc Additional HRA SCA-BA-Rs.1100 SCA-BA-Rs.

HCM COURSE 1 1POS 1PPH 1RL1 1RL2 1RL3 1RL4 1RL5 1RUA 1SDA 1SDI 1SPA 1TIA 1WAA 3ELC 3GAR 3LES 3OAD 3QLF 3WCH Position allowance Hindi Personal pay SCA-RL-Rs.1100 SCA-RL-Rs.BSNL adhoc Additional HRA Manual Arr.300 SCA-RL-Rs.SCA-BA1-Rs.200 Rural area Special duty allowance Island(Special duty) Special allowance Training Allowance Washing Allowance Electricity garage recovery Lease rent Other Advance Deduction License Fee for Quarter Water charges 0015.Additional Payments Wage Type 1EGR 1LEA 1LES 1LTC 1MED 1OAD 1OTA 2ADH 2AHR 2BA1 Wagetype Text Gratuity recieved EL Encashment (Normal) EL Encashment (End of Ser LTCClaim Medical Allowance Other Advance Overtime Manual Arr.110 Page | 17 .1050 SCA-RL-Rs.750 SCA-RL-Rs.

Overtime Manual Arr.750 Manual Arr.105 Manual Arr.HRA Manual Arr.NPA (Non Pract Manual Arr.SCA-HA2-Rs.EL Encashment Manual Arr.Cycle Maintena Manual Arr.Deputation all Manual Arr.300 Manual Arr.300 Manual Arr.300 Manual Arr.Allowaance Manual Arr.HCM COURSE 1 2BA2 2BA3 2BA4 2BA5 2BAP 2BC1 2BC2 2BND 2CCA 2CHA 2CMA 2CON 2DA1 2DA2 2DA3 2DA4 2DEP 2DPY 2DTA 2ENT 2FPA 2GRP 2HA1 2HA2 2HQA 2HRA 2LEA 2MED 2NDA 2NPA 2OSA 2OTA 2POS Manual Arr.Position allow Page | 18 .CCA (City Comp Cash handling allowance Manual Arr.Diet allowance Manual Arr.SCA-BC1-Rs.200 Manual Arr.SCA-BA5-Rs.Basic Pay Manual Arr.700 Manual Arr.Night Duty All Manual Arr.Family plannin Manual Arr.Grade Pay Manual Arr.SCA-BA3-Rs.SCA-BC2-Rs.700 Manual Arr.Ent.Band Pay-CDS Manual Arr.CDA-DA CDS-DA Manual Arr.CDS-DA Manual Arr.Medical Allowa Manual Arr.Outsation allo Manual Arr.Dearness Pay Manual Arr.Conveyance all IDA-DA Manual Arr.SCA-BA2-Rs.Head Quarter a Manual Arr.SCA-BA4-Rs.SCA-HA1-Rs.

Arr.Benevalent fun Manual Arr.Lease rent Manual Arr.Stagnation 2 Manual Arr.Hindi Personal Manual Arr.Stagnation I Manual Arr.SCA-BA2-Rs.Professional U Manual Arr.HCM COURSE 1 2PPH 2PPY 2PUA 2RL1 2RL2 2RL3 2RL4 2RL5 2RUA 2SCC 2SDA 2SDI 2SI1 2SI2 2SI3 2SPA 2TIA 2TRA 2WAA 3ELA 3LTA 3MIS 3PEN 3PNO 3PVR 3TAD 4BEN 4CGH 4ELC 4LES 4PEN 4PNO 4TAD Manual Arr.Penal Interest Manual Arr.SCA-RL5-Rs.CGHS Manual Arr.110 Manual Arr.Stagnation 3 Manual Arr. Penal Charges Manul. TAAdv Recovery Page | 19 .750 Manual Arr.300 Manual Arr.105 Manual Arr.Special duty a Island(Special duty) Manual Arr.SCA-BA1-Rs.SCA-BA3-Rs.SCA-RL4-Rs.Personal pay Manual Arr.Rural area Spl Allow.Special allowa Manual Arr Training Allow Transport Allow Manual Arr.Electricity Manual Arr.200 Manual Arr.Washing Allowa EL Advance Recovery LTC Advance Recovery Misc Deduction Penal Interest Penal Charges-Others Pers Vehicle recovery BSNL Travel Adv Recovery Manual Arr. for Children Manual Arr.

Membership Fees Wage Type 3BEN 3CGE 3CGH 3CLB 3CRT 3GIS 3GPF 3GSL 3LIC 3MOU 3PLI 3PMF Wagetype Text Benevalent fund CGEGIS CGHS Club Subsccription Court attachment CGIS GPF Subsciption GSLIS LIC MOU Bank Loan PLI (Postal life insuranc PM relief fund Page | 20 ._ HBA_BSNL PenLeg Int.Water charges Employee Health Checkup GPF Subsciption Dummy For EL Process Leave Sal Adv-Dummy Dummy for I/W Supplementa PenLeg Int. HBA_MTNL Avg sal pre-instln Voluntary Tax 0057._ HBA_MTNL Dummy WT for OT Legacy Int.HCM COURSE 1 4WCH 7EHC 7GPF 7LIN 7LVS 7OFF 900L 903L 904L 9900 9HB0 9HB3 9HB4 MLIN MVT1 Manual Arr._ HBA_DOT PenLeg Int. HBA_BSNL Legacy Int. HBA_DOT Legacy Int.

garage recover Manual Arr.GPF Subsciption GPF Subsciption GSLIS Sec 80D(Mediclaim) Perm.GPF Subsciptio Manual Arr.EPF Manual Arr.HCM COURSE 1 3PRD 3SOC 3SUD 3UNS 3WFL 3WLF 4EPF 4GAR 4GPR 4GPS 4GSA 4GSB 4MIS 4PTX 4PVR 6GPF 7GPF 7GSL M80D M80U MHLP MLIC PORD Society deduction Subsistance adjustment Union Subscription Welfare Loan Welfare Fund Manual Arr.Professional T Manual Arr.GSLIS adv rec Manual Arr.Misc Deduction Manual Arr.GSLIS adv bal Manual Arr. Disabled: sec80(u) Housing Loan Principal LIC premium Page | 21 .GPF advance re Manual Arr.Pers Vehicle r Arr.

Fan Advance Loan Festival Advance Fuel reimbursement GPF Non-Refundable GPF Refundable Mobile Bill reimbursement HBA Loan Med.Reimb.HCM COURSE 1 3BEN 3CGE 3CGH Benevalent fund CGEGIS CGHS 0267.Additional Off-Cycle Payments Wage Type 1BBD 1BRF 1CAR 1COM 1CYC 1DIS 1DRV 1EHC 1ELA 1ELC 1ETR 1FAN 1FES 1FUL 1GPF 1GPR 1GSM 1HBA 1IER 1INT Wagetype Text Broadband Reimbursement Briefcase Reimbursement CAR Loan COMP Loan CYCLE Loan Distress Advance Driving Charges Reimb.(Indoor-NoTax) Page | 22 .Reimb.(Indoor) Med. Executive Health Checkup EL Encashment Advance Electricity Reimbursement Entertainment Reimb.

Stitching Charges Reimb. Employee Health Checkup Page | 23 .Medical Reimbu Stitching Charges Reimb. Reimb.HCM COURSE 1 1LEA 1LES 1LTA 1LVS 1MER 1MNT 1MOB 1NMA 1OAD 1PLI 1RMD 1RST 1SCH 1SPC 1TRF 1TWL 1WAR 2FUA 2PLI 2RMD 2SCH 7EHC EL Encashment (Normal) EL Encashment (End of Ser LTC Advance Leave Salary Advance Medical Reimb/Advance Med. Spl Allow (Commuted) Transfer Pay Advance Towel Reimbursement Warm Clothing Loan Furnishing allowance Bonus/PLI Manual Arr. (NonTaxable) Mobile handset Reimb. Newspaper & Magazine Reim Other Advance Bonus/PLI Medical Reimbursement Fixed Phone Bill Reimb.

HCM COURSE 1 Indirect Valuation Wage Type In the following wage types indirect valuation rules have been set up. User does not have to enter the amount in these wage types. 1 2 1 1NPA 2 1COA 1DA1 1DA2 1DA3 1DA4 1DA4 1DPY 1HRA 1HRA 1HRA 1HRA 1HRA 1NDA 1 1 1 1 1 2 1 1 2 3 4 5 1 1NPA 1 1NPA 2 1PUA 1 1PUA 2 Wage Type Text Planned remuneration Planned remuneration CGHS NPA (Non Practicing Allow Company owned accom IDA-DA IDS-DA CDA-DA CDS-DA CDS-DA Dearness Pay HRA HRA HRA HRA HRA Night Duty Allow NPA (Non Practicing Allow NPA (Non Practicing Allow Professional Upgradation Professional Upgradation Page | 24 . WageTy pe CSAL CSAL 3CGH No. The amount is automatically calculated by the system once the record is created.

Earning Page | 25 .HCM COURSE 1 1PUA 1SDI 3 1 1SUA 1 1SUA 2 1SUA 3 1SUB 1 1SUB 2 1SUB 3 1SUB 4 1SUB 5 1SUB 6 1SUB 7 1SUB 1TRA 1TRA 3CGH 8 1 2 1 Professional Upgradation Island(Special duty) Skill Upgradation Allowan Skill Upgradation Allowan Skill Upgradation Allowan Subsistence Allowance Subsistence Allowance Subsistence Allowance Subsistence Allowance Subsistence Allowance Subsistence Allowance Subsistence Allowance Subsistence Allowance Transport Allow Transport Allow CGHS Nomenclature of Wage Types: 1.

System retro earning 6 . . .Loan wage types C.System Deductions 4 . Transaction Codes T.Dummy Wage types 9.System retro deductions 7 .HCM COURSE 1 2 .Manual arrears earning 3 . IMPORTANT. Code PC00_M99_PA03_RELEA PC00_M99_PA03_C ORR PC00_M99_PA03_E ND PA30 PC00_M40_CALC_SI MU PC00_M40_CALC PA03 PC00_M40_CLSTR PC00_M99_CIPE PC00_M40_CEDT PC00_M40_F16 PC00_M40_CMAP PC00_M40_F24Q Applicability Control Record Release payroll correction payroll exit Maintain Master Data payroll simulation Running live payroll control record Payroll result Posting to accounting Remuneration Statements Form 16 Challan Mapping Form 24 Q Page | 26 .Manual Arrear Deductions 5.

HCM COURSE 1 PC00_M40_EPF PC00_M40_PNY PC00_M40_PFY PC00_M40_PFE PC00_M40_EPN PF Reports India Annual Pension reports Annual PF Reports Provident fund Reports (Form 12A.India) D. Following screen will appear Page | 27 . RELEASE Transaction Code: PC00_M99_PA03_RELEA Menu Path: Human Resources Payroll Asia/PacificIndiaPayroll Accounting Person Responsible: Payroll Administrator 1.10) PF Reports(Exempted Trust . Stages in Payroll Control Record I.

3. Released for payroll does not allow you to make any changes to the master/Transaction data II.HCM COURSE 1 2. Released for the payroll option is used to change the payroll period to the current month. PAYROLL CORRECTION Transaction Code: PC00_M99_PA03_CORR Menu Path: Human Resources Payroll Asia/Pacific  India  Payroll Accounting Person Responsible Payroll Administrator Page | 28 .

Now you can exit the payroll for going to the next month (Payroll period) III. EXIT PAYROLL Transaction Code: PC00_M99_PA03_END (Exit) Menu Path: Human ResourcesPayroll Asia/Pacific India Payroll Accounting Person Responsible: Payroll Administrator Page | 29 .HCM COURSE 1 1. 3. Released for the correction option is used to make the master/Transaction data correction 2. If the Results are found satisfactory then repeat Released for Payroll.

Hence.HCM COURSE 1 NOTE: Error handling while Exiting Payroll Record On exit payroll. in some cases where an employee has been locked but changes have been carried out for the employee master record. for such employees those employees payroll status to be modified to normal case and tick on payroll in correction mode in IT0003 to be removed. The reason being that for such employees the payroll status is in correction mode. the system does not allow to exit the payroll record. Page | 30 .

HCM COURSE 1 IV. Master Data Maintenance Maintaining Basic Pay details for an employee (Info type 0008) Page | 31 .

b) In the SAP Easy Access screen in the Command Task enter PA30 and press Enter.HCM COURSE 1 a) Log into the system using your SAP User ID and Password. c) The following screen will appear Page | 32 .

place cursor in the field and click F4) 3)Group: CDA-A1 or any other specific for your case. (for selecting other value.08. place cursor in the field and click F4) 2) Area: A4…(for selecting other value.2011 (Date of Next Increment (DNI). If this date is not maintained.HCM COURSE 1 d) Click on create d) The following screen would appear Next increase: 01. 1 year hence. Once the first increment has happened.e. increment won’t take place for the particular employee. the date automatically is set to the next date of increment. i. ) Under Pay Scale enter: 1) Type: DA / DS / IA / IS (for selecting other value. place cursor in the field and click F4) e) Enter the values and press Enter The following message appears Page | 33 . The first time entry is done manually.

HCM COURSE 1 f) Press Enter Again. The following message appears g) Press Enter again. The following message appears h) Click on Save Page | 34 .

HCM COURSE 1 Maintaining Recurring Payment/ Deductions details for an emp (Info type 0014) e) Log into the system using your SAP User ID and Password. g) The following screen will appear Page | 35 . f) In the SAP Easy Access screen in the Command Task enter PA30 and press Enter.

Press Enter In the Direct selection section.HCM COURSE 1 Enter the Personnel no. The following message appears a) Click on Save Page | 36 . enter Infotype: 0014 d) Click on create h) The following screen would appear Under Recurring Payment/ Deductions section 1) Wage Type: IDEP 2) Amount: 15000 e) Press Enter. of employee for whom Basic Pay details needs to be maintained.

j) In the SAP Easy Access screen in the Command Task enter PA30 and press Enter.HCM COURSE 1 Maintaining Additional Pay details for an employee (Info type 0015) i) Log into the system using your SAP User ID and Password. k) The following screen will appear Page | 37 .

of employee for whom Basic Pay details needs to be maintained. enter Infotype: 0015 Sty: 1GSM Page | 38 .HCM COURSE 1 Enter the Personnel no. Press Enter In the Direct selection section.

HCM COURSE 1 e) d) Click on create l) The following screen would appear Enter: Amount: 1000 INR Date of origin: 31.07.2010 (The date when the amount would be disbursed to the employee) Click on Save Page | 39 .

of employee for whom Basic Pay details needs to be maintained. Press Enter Infotype: 0057 Page | 40 In the Direct selection section. n) In the SAP Easy Access screen in the Command Task enter PA30 and press Enter. enter .HCM COURSE 1 Maintaining Membership details for an employee (Info type 0057) m) Log into the system using your SAP User ID and Password. o) The following screen will appear Enter the Personnel no.

HCM COURSE 1 Page | 41 .

HCM COURSE 1 d) Click on create p) The following screen would appear Under Payment data section 1) Member type: (Select from drop down) BSNL-LIC 2) Wage Type: 3LIC 3) Membership fees: 6000 INR Under Payee section 1) Payee key: LIC e) Press Enter. The following message appears f) Click on Save Page | 42 .

r) In the SAP Easy Access screen in the Command Task enter PA30 and press Enter. enter Infotype: 0267 Page | 43 . Press Enter In the Direct selection section. s) The following screen will appear Enter the Personnel no. of employee for whom Basic Pay details needs to be maintained.HCM COURSE 1 Maintaining Off-cycle payment details for an employee (Info type 0267) q) Log into the system using your SAP User ID and Password.

2011 (Enter the date on which off-cycle needs to be done to the employee) 4) Off-cycle reas.HCM COURSE 1 d) Click on create t) The following screen would appear Enter the following values: Under Additional Off-Cycle Payments 1) Wage Type: 1ELC 2) Amount: 1250 INR 3) Payment date: 30. The following message appears f) Click on Save Page | 44 .04.: 0003 e) Press Enter.