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 employer’s Increased obligation to supply benefits and medical welfare.

Introduction to Payroll
These benefits are products of : • • • • • • • • Labor law Tax law Contribution law Benefits law Civil law Reporting law Information law Statistics law

Calculation of Pay
Pay is calculated in two main steps:  Calculation of Gross pay  Calculation 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.

For each activity. which consists of a sequence of functions.Process Flow Payroll in the SAP System : In the SAP Human Resources Management System. payroll accounting is executed using the Payroll driver. the individual functions import data from internal tables and payroll relevant files. When you access Payroll. the payroll driver calls the accompanying payroll schema. .

• Payroll Driver • Payroll Schema • Internal Tables • Files .Basic Components of Payroll.

which are based on report RPCALCx0. .Payroll Driver Payroll driver is a special report for Payroll. SAP has developed country-specific payroll drivers. 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 Schema : It contains calculation rules to be used by the payroll driver during payroll. For example. D for Germany F for France U for USA . 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.

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

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. This data is then also saved in internal tables. available in the current payroll period.Internal Tables : Internal tables store data during payroll. The system imports data to these tables and used them to calculate new data.

•Output table (OT) Table OT contains the results of an activity. Exists only during processing.The most important internal tables are: Input table (IT) Table IT contains data that can be edited. 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. These results are written to the input table for further processing.

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

whereas the RT is stored on the database. the RT of the last payroll accounting period is imported into the old results table (ORT) and can consequently be used for further processing. In one of the first processing steps.Interaction of IT. . OT and RT: The IT and OT are only temporarily filled.

data from the master data and time recording systems.Files: • PCL1 The PCL1 file contains primary information. derived data and all generated schemas. Importing and Exporting Data The import/export files PCLn are managed with the ABAP/4® commands IMPORT and EXPORT . in other words. . in other words. • PCL2 The PCL2 file contains secondary information.

The system processes this data and saves the payroll results and generated schemas in the PCL2 file. basic pay and tax class) and imports the time data from the PCL1 file to the IT table.Integration When you start payroll. . the system imports the relevant master data from the Pnnnn files (for example. The system imports the payroll results from the previous month from table ORT (for example. to form averages).

Scope of Function  Payroll Area  Payroll Period  Payroll Control Record  Payroll Status .

Payroll Area A group of employees for whom payroll should be run together. Use You can perform Payroll separately for different employee groups. Eg: QA – Monthly QB – Bi Monthly QF – Every 14 Days . and at the same time. using different payroll period.

02 .MMDDYYYY etc.Monthly . ..Bi-Weekly.  Date Modifiers Eg : DDMMYYYY . Weekly . Bi-Weekly  Period parameters Its two digit numerical parameter Eg : 01 .Structure The payroll area contains the following information:  payroll area text Eg : Monthly .

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

2005 QC – Every 14 Days Jan 01 – Jan 14 = 01.2005 Jan 16 – Jan 31 = 02.2005 Jan 29 – Feb 11 = 03.2005 Feb 01 – Feb 14 = 03. 2005 Feb 01 – Feb 29 = 02.2005 QB – Bi Monthly Jan 01 – Jan 15 = 01.2005 Jan 15 – Jan 28 = 02.2005 .Payroll Period QA – Monthly Jan 01 – Jan 31 = 01.

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

Released for Payroll or Check Payroll Results)? .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.

Structure 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 .

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) Infotype in which data on the Payroll status and Time Management status is stored. . For example.

and. if necessary. 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. the old payroll results must be checked in the next regular payroll run. .Retroactive Accounting 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 payroll run must be repeated.

2004 . 2004. the system performs retroactive accounting when the next payroll runs for this employee. The payroll has already run for this employee for the period up to June 30.700 from May 1. is taken into retroactive consideration.For Example An employee’s Basic Pay ( infotype 0008) is increased from $3.500 to $3. 2004. effective as of July 1. If you change the Basic Pay record. . This ensures that the increase in basic pay.

Off-Cycle Activities Purpose As an addition to regular payroll. which carries out payroll at fixed regular intervals. 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. this function enables you to carry out specific offcycle payroll activities for individual employees on any day. Off-Cycle Activities are not available in all country versions .

WAGETYPES : Wage types represent a core element of payroll accounting. . 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. Each wage type has particular characteristics which determine whether the wage type can be entered in master data. The standard system includes a wage type catalog that contains a large number of wage types for a wide variety of business tasks.

Secondary Wage Types .Wage types are divided into two categories. Primary Wage Types   Dialog Wage Types Time Wage Types 2. 1.

when maintaining master data.Dialog wage types : Wage types that you can enter online. Overtime bonus 50% wage type . · 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.e. This occurs during time evaluation via time wage type selection. Eg. Eg. i.

(cumulative all of the wage types that pertain to an employee's total gross amount). they are created during the payroll run. or to store interim results on a temporary basis. E. Instead. /101 for Total Gross Amount .Secondary wage types : Secondary wage types are not entered online. Secondary wage types also include wage types used to cumulate several other wage types. or derived from particular factors.g. . The technical name of secondary wage types included in the standard system begins with "/".

Read Payroll Results Payroll results are stored in cluster Rx of the PCL2. The cluster key is non-mnemonic. . 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. It contains the PERNR (personnel number) and SEQNO (sequential number) fields.

Country Tables : Rgdir .For Populating Results Directory Function Module : CU_READ_RGDIR Exporting : Pernr .Payroll Results Directory.Personal Number Importing : Molga . . This Function Module populates payroll results of all employees with PERNR & SEQNR as key.

For this we need to pass the unique identification of an Employee payroll Result i. to that import macro. 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.e. rx-key-pernr = v_pernr. rx-key-seqno = v_seqnr. Calling Import Module : RP-imp-c2-RU. we need to call an import macro module for retrieving the required payroll results.Macro Modules : We have populated Results Directory & retrieved Sequential Number .

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.  Use Logical Database As per the Requirement.Program Flow. .  Pass these KEY Field ( PERNR .  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.  Get the required fields by looping through cluster tables.

INCLUDE RPPPXD10. " Cluster RU Data-Definition " Cluster RU Data-Definition internat part " Cluster CD Data-Definition " Data Definition. INCLUDE RPPPXM00. INCLUDE RPC2CA00. INCLUDE RPPPXD00. Import/Export Macros for Cluster " Data definition buffer PCL1/PCL2 " Common part buffer PCL1/PCL2 " Buffer handling routine INCLUDE RPC2CD09. . INCLUDE RPC2RX09.Common Includes Used to Populate Results INCLUDE RPC2RUU0.

. It also transfers the accompanying ‘P’ records (previous).Function Modules in Payroll CD_EVALUATION_PERIODS This module transfers the payroll results to a payroll run as ‘A’ records (current).

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 This module transfers a previous payroll record for a payroll record. .

Contd… CD_READ_PREVIOUS_ORIGINAL This module reads the previous original payroll result. .

. 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.Contd…….

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