SAP-HCM Payroll – End User

Manual
Contents
1. SAP Payroll-Processing Flow……………………………………..……………2
2 .Navigation selection………………………………………………………….... 3
3. PY-Work flow………………………………………………………………….5
4. Maintenance of master data for payroll…………………………………………6
5. Inputs for IT-0008………………………………………………………………7
6. Inputs for IT-0014……………………………………………………………...10
7. IT00-15 (Addl. Payments)……………………………………………………..11
8. IT00-45(Departmental loans and Advances)…………………………………..12
9. Departmental loan Delimit and closing………………………………………..16
10. IT-0015(Membership fees)…………………………………………………...17
11. IT-0581(Housing & Accommodation)……………………………………….18
12. IT-0582(Exemptions)………………………………………………………...19
13. IT-0583(CAR-Conveyance Allowance)……………………………………...20
14. IT-0584(Income from other source)………………………………………….21
15. IT-0586(Sec 80C Deductions)……………………………………………….22
16. IT-0587 (EPF-Contribution)…………………………………………………23
17. IT-0588(Other Statutory Deductions………………………………………...24
18. IT-0267 (Off-Cycle Payroll)…………………………………………………26
19. IT-0027(Cost Center assignment)……………………………………………27
20. Payroll Report Generation…………………………………………………...28
21. Payroll Calculation…………………………………………………………...29
22. Payslip………………………………………………………………………..31
23. Essentials for Payroll…………………………………………………………34
24. Do’s and Don’ts in SAP-HCM Payroll………………………………………35

1
2
Navigation selection

Step-I

Step-II

Step-III

3
 The following are some of the Infotypes used in payroll

Info
type Infotype Text Infotype Infotype Text

0003 Payroll Status 0581 Housing (HRA/ CLA / COA)

0007 Planned Working Time 0582 Exemptions

0008 Basic Pay 0583 Car & Conveyance

0009 Bank Details 0584 Income From Other Sources

Recurring
0014 Payments/Deductions 0585 Section 80 Deductions

0015 Additional Payments 0586 Section 80 C Deductions

0045 Departmental Loans 0587 Provident Fund Contribution

Previous Employment
0580 Tax Details 0588 Other Statutory Deductions
4
 PY-WORK FLOW

The workflow of Payroll process is as follows

Maintenance of master data for payroll i.e.. Pay-particulars, time data
(Attendance),etc.
Payroll Execution Payroll
Result Posting
Payroll Report Generation i.e.. Pay slips, bank statements, salary
Particulars,Form16,etc.

5
Maintenance of master data for payroll

PA30

Emp.No.
PA30-MAINTAIN HR MASTER DATA

INFOTYPE MENU Ente

r
Begi

Enter
End
Date

6
Inputs for IT0008

HRA %

7
 Inputs for IT0008
Pay

details
like Basic,
PGI, FPI,
HRA,DA,CCA,
Medic Allow.
are to be
entered in
this Infortype
and save

Note:

DA will be
calculated
automatically
and HRA % is
to entered in
beside cell.

8
Payslip Simulation in IT0008

After attending all

the changes in
Payroll you can
check whether the
changes are
successfully
incorporated in
Payroll for that
particular month or
not by simulating the
Payroll in IT0008

9
Payslip Simulation in IT0008

10
Inputs for IT-0014 (Spl.Allowances: Peshi,DPE,Typist Etc.

Enter Date

Select Allowance from

Drop down

Enter
Amount

11
 IT-0015 Addl.Payments(Adjustments/Arrears)
Select the concerned sub-infotype and enter amount

Emp.No

Enter Begin
Date

Enter End
Date

Select concerned
sub-Info-type

12
IT0045(Department Loans/Advances)

Begin Date

Approve
d Date

Sanctioned
Amount

13
 IT0045(Department Loans/Advances)

Select the
concerned
Sub-type
and enter
data in
mandatory
field in
various tabs
and save

14
IT0045(Department Loans/Advances)

Interest Rate

Repayment
start Date

Installment
Amount

15
 IT0045(Department Loans/Advances)

Interest rate,
Repayment
start date and
Monthly
Installment
Amount to be
captured and
save

16
IT0045(Department Loans/Advances)

Payment Paymen Paid

Date t Type Amount

17
 IT0045(Department Loans/Advances)
Loan
payment
Details like
payment
date,
payment
type and
paid
amount are
to be
captured
and save

18
Payments Tab in IT0045

19
 Departmental Loan Delimit and Closing
If an employee proceeded on LOP etc then to delimit the loan recovery
for that particular month:

1. Copy the existing record

2. Change the start and end date

3. Make the installment amount as ZERO

4. then save the record.

If the departmental loan was completely repaid by 31.07.2010, then

1.Select change button in IT0045 for that particular loan item
2.Go to the PAYMENTS tab enter the date 01.08.2010 i.e. start date of
the succeeding month select Payment type ‘Special repayment
(external)’ and press Enter then, in the Amount column the loan
balance amount will come automatically.

3.Then save the record.

20
 IT-0057(Membership fee)

Recoveries like
GPF,Bankloan,
GIS,GSLI,Flagday
fund,LIC,
GJPA,One day
salary, etc. are to
be captured in this
Info-Type. If any
employee
proceeds on LOP
then Copy the
existing record
then change the
start date and end
date make the
amount as ZERO
then save the
record.

21
IT-0057(Membership fee)

22
IT-0581(housing/Accommodation)

To avail
Begi HRA
n
Date
exemption,
necessary
Select type of
Accommodation
information
will be
captured in
Rent Paid per
Month if the type
this Infotype
of
Accommodation is
Rented

23
IT-0582 (EXEMPTIONS)

Date & Amount to

Exemptions like L
Exempted

Journey
Particulars

24
IT-0583(CAR&CONVEYANCE ALLOWANCE)

Select from
dropdown

25
 IT-0583(CAR&CONVEYANCE ALLOWANCE)

This allowance is to
SE/GM and above
cadres, the type of
Car&Conveyance
allowance either
Company transport or
Own transport is be
selected

26
IT-0584(Income from other sources)

Select property type &

enter necessary data

27
 IT-0584(Income from other sources)

Select
sub-type
0001 for
income
from
house
property

28
IT-0586(Sec 80c Deductions)

Put Tick Mark

during January

Proposed Actual
Saving Savings

29
 IT-0586(Sec 80c Deductions)
Proposed
savings
to be entered
during April month
and actual saving
shall be entered
during January duly
obtaining Saving
certificates from
concerned
employees, failing
to do so, tax will be
deducted
automatically. Tax
once deducted,
cannot be
overriden. Hence
utmost attention is
to be drawn.

30
IT-0587(EPF-Contribution)

Enter Begin Date

Select From
This infotype
Dropdown is used to
and
Enter
EPF No. store EPF
contribution
details

31
IT-588(Other Statutory Deductions:P-Tax&LWF)

Enter Begin Date

Put tick mark

32
 IT-588(Other Statutory Deductions:P-Tax&LWF)
Select
sub-
type0002
(LWF
Contribution),
enter date
and put tick
mark for
Contribution
to LWF.

33
IT-588(Other Statutory Deductions:P-Tax&LWF)

Enter Begin
Date

Put tick mark for P-

tax Eligibility

34
 IT-588(Other Statutory Deductions:P-Tax&LWF)
Select sub-
type0003
(P-Tax
eligibility),
enter date
and put tick
mark for
employees
who are
eligible for
P-Tax
deduction.

35
IT-0267-Off-Cycle Payroll(Supplementary Payments)

Select a
relevant wage type

Enter Amount

Enter Payment Date

36
 IT-0267-Off-Cycle Payroll(Supplementary Payments)
To make a
payment
through
Off-cycle
payroll,
necessary
data will be
captured in in
this info-type

BDC
avaialable For
mass
uploading of
Off-cycle data

37
 IT-0027 -Cost centre assignment

Cost centre need

to be assigned
For Pensioners and
for those
Select 01 PERNRS who are
Enter Company
in default
code Positions due to
various
Enter Cost Centre reasons
Enter Percentage 100

38
 Payroll Report Generation
Transaction codes for payroll execution & Report generation

Process Transaction Code

Payroll simulation
Payslip generation
Salary Particulars
Bank statement
Remittance reports
Off-cycle details
Gross pay Particulars
PC00_M40_CALC_SIMU
ZHRPAYSLIP
ZHR_PY_PAYREG
ZHR_PY_BNKSTATEMENT
ZHR_PY_MEMFEES_LOAN
ZHR_PY_0267_details
PC00_M40_ANN <select variant “Gross Pay Particulars”>

Transaction Code Process

ZHR_0267 Program to Upload infotype 0267 <off-cycle>
PC00_M40_PFE Form5,Form10 & Form12A with Annexure for Trust wise Detls
PC00_M40_PTX Professional Tax Reports
PC00_M40_LWF Labour Welfare Fund -> LWF Report
PC00_M40_CEDT Remuneration statement <SAP Standard>
PC00_M99_CWTR Wage Type Reporter

39
Payroll Calculation – PC00_M40_CALC_SIMU

Payroll Areas are

EG-Gazitted Employees
Enter Period

EN-Non gazitted Empl.

Enter Empl.
No./Nos. ED-Deputed Empl.

EO-O&M Empl.
Select from
Dropdown P0-Pensioners

Schema- ZN00

40
PAYSLIP GENERATION – PC00_M40_CEDT

Enter Period &

Empl.No

Select
from Dropdo wn

41
 PAYSLIP GENERATION – PC00_M40_CEDT
Payroll
Areas are
EG-Gazitted Employees
EN-Non gazitted Empl.
ED-Deputed Empl.

EO-O&M Empl.

P0-Pensioners

Form Name- ZNN0

42
PAYSLIP

43
SALARY PARTICULARS - ZHR_PY_PAYREG

Enter
Period

Enter
Empl. No. / No.s

Select Wage
Types

44
 SALARY PARTICULARS - ZHR_PY_PAYREG
We
can also
select the
employees
at random
with giving
ranges
lower and
upper limits.

45
BANK STATEMENT - ZHR_PY_BNKSTATEMENT

Select the
Payroll Area

Enter
Period

Enter Empl.
No. /No.s

46
BANK STATEMENT - ZHR_PY_BNKSTATEMENT

By execution of
this, the bank
statement will
be generated in
Ms-Excel
Format which is
easy to edit as
per the
requirement

47
 ESSENTIALITES FOR PAYROLL
Some of the important Infotypes which are mandatory for Payroll

INFOTYPE No. TEXT Sub-Module

IT0000 Actions Pers. Adm(PA)
IT0001 Org.Assignment Org.Mgmt(OM)
IT0002 Personal Data Pers. Adm(PA)
IT0007 Planned Working Time Time Mgmt(PT)
IT0008 Basic Pay Payroll(PY)
IT000009 Bank Details Payroll (PY)
IT0014 Recurring Payments/Deductions Payroll (PY)
IT0015 Additional Payments Payroll (PY)
IT0057 Membership Fees Payroll (PY)
IT0587 Provident Fund Contribution Payroll (PY)

48
 Do’s and Donts in SAP-HCM PAYROLL
1. Off-cycle amounts related to the employees, system allows up to 24th of every month only and the
amounts should not be placed for the dates from the dates 25th to 31st of every month.

2. Off-cycle amounts related to the pensioners, system allows up to 19th of every month only and
the amounts should not be placed for the dates from 206th to 31st of every month.

3. Centralized Posting – Regular Payroll (Monthly) & Off Cycle Payroll (Daily).

4. Absenses Quota Creation in IT2006, EL/HPL: End date is 31.12.9999 CL/OH:End date is end of the
calendar year.

5. If employee proceeds on LOP after 25th of the month i.e. after applying LOC then maintain LOP for
that period system will reduce the salary in the succeeding month.

6. For the employee who expired after applying LOC(For 30 days), the amount should be
recovered from terminal benefits, and make FI Entry manually for the same amount.

7. Not possible acquaintance recovery(Salary refund not possible)

8. Actions:Transfer Order, Relieving, Joining, Commencement, Completion, Re-allocation of work,

promotion etc .., actions have to be maintained in PA40.

9. Pensioners & Suspended Employees: Default Position & IT0027 & Bus area in IT0001 to be
maintained. When re-instated, then delimit IT0027/Default Position .

10. EPF for suspended employees should be maintained manually.

49
 Do’s and Donts in SAP-HCM PAYROLL

11. Leave salary, DA Arrears should be paid through regular salary.

12. Recoveries particularly for any month should be shown in IT0015, not in IT0014, if the
recoveries are recurring in nature then it should be maintain in IT0014.

13. Pensioner: If expired after run the regular payroll ie.., separated on or after 16th

Employee: If expired/ separated/ proceeded on LOP on or after 25th

As per SAP HCM the system, the salary pays for the entire month. The amount paid for the
absence period should be recovered from terminal benefits of the pensioner and in the next month
salary of the employees respectively.

14. Mobile bill excess recovery is to be made through Wage type 2030 Mobile bill recovery
and through Wagetype 2055 for Office land line recovery.

15. Go-Live Action on 01.11.2010 and other actions after that should not be deleted.

16. Off-cycle amount once run and posted shouldn’t be deleted from the system. If any wrong
amounts are maintained in Off-cycle then it has to be attended duly reversing the posted
document by the Core team only.

50
 Do’s and Donts in SAP-HCM PAYROLL

17. If any changes in IT0008, the existing record has not be directly change.

First copy the record in IT0008, and change start date & other details.

If case of any employee proceeded on leave (Leave not yet sanctioned), un-authorized absence, LPC
not received etc, amounts in IT0008 not to be make as ZERO.

In such cases to maintain LOP (Loss of pay) in IT 2001 in PA30 and delimit the Membership fees
(IT0057) and Departmental loans (IT0045) in PA30 during the period.

18. SEPERATION: When Employee separated all payroll wage types ie.., IT0008, IT0014, IT0045,
IT0057 etc., have to be delimited.

If the date of retirement or expiry is 31.07.2011, then separation action has to run on 01.08.2011.

19. Income Tax should be recovered through IT0015 Wage type:4VT0

20. If any excess Professional Tax is to be recovered then it should be recovered through
IT0015 Wage type: MP00

21. Maintain Subsistence allowance in PA30, Infotype 14 for suspended employees

1204 Subsistnce All 50% <= AAO, 1207 Subsistnce All 75% <= AAO

1210 Subsistence Allowance-oth, 1304 Subsistence All 50% >AAO

1307 Subsistence All 75% >AAO

51