HCM COURSE 1

BSNL

USER MANUAL: PAYROLL

Version:
1.0

04/01/2011

Contents
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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

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HCM COURSE 1
A. SAP Icon on Monitor.

To open Logon Window :

Double click on the Toolbar SAPlogon on above Screen.

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HCM COURSE 1
B. Log On Window

In this window, SAP Logon which has been configured by the System Head can be seen.
Double click on the relevant logon OR Select the relevant logon and click on Log On

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HCM COURSE 1
C. Logging on to System.....

The asterisks in the password box cannot be deleted just overwrite in the box.

D. Access further links.....

You can expand and collapse menus in the workplace menu by choosing the dropdown arrows
to the left of the menu items.
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HCM COURSE 1
To open an application in the workplace menu:

Double-click its node, or

Choose Enter, or

Select and click Execute

E. Layout of SAP Easy Access Screen

System Messages appear in the status bar.

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HCM COURSE 1

F.

Menu Bar on SAP Window

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HCM COURSE 1

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

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HCM COURSE 1
i.

ii.

F1 Help

The F1 key to display an explanation of fields, menus, function and messages.

The F1 help also displays technical information on the relevant field.

F4 Help

The F4 key to display possible input values.

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HCM COURSE 1

II.

SAP Payroll Basics

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HCM COURSE 1
A. Key Definitions
i. Personnel Area (PA)
Personnel Area is a subunit of the Company Code and connects HR directly to FI/CO.
Representation of large divisions or separate geographical areas of a companys structure.
For example PAs in BSNL are the circles (Territorial and Non Territorial)
ii. Personnel Sub-area (PSA)
Personnel Sub area represents a further division of the Personnel Area.
This field defines the location of the employee, e.g. SSAs etc
iii. Employee Group (EG)
This field defines the type of employment. E.g. Unabsorbed, Absorbed, Deputation In, BSNL
Recruitee.
iv. Employee Subgroup (ESG)
This field defines the Cadre of the employee. E.g. Group A, B, C, D, Industrial Worker and
Trainee
v. Personnel Number
They are nothing but Employee Numbers which are of eight character numeric fields. In case
of BSNL, the existing employee numbers will be same in SAP (One digit would be removed).
For new hiring, system will generate number automatically.
vi. 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.

vii.

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. Following are the pay scale types in BSNL
CDA, CDS, IDA, IDS

viii. 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, Border, Tribal, Rest of India and Hill Area.
ix. Pay scale group
A pay scale group is a criterion where different pay slabs are maintained.

x. Cost Center
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HCM COURSE 1
Cost Center in SAP is a unit within a company that is used to track where costs occurred within
the Organization.
xi. Infotype (IT)
A group of information stored in logical data fields.

xii. Subtypes: Subtypes are subdivisions or special variants of infotypes.

Example: Infotype for Address IT0021 has different subtypes for different Family/Related Person
that can be stored.
xiii. Wage type (WT)
Classification of wage payment or deduction is called as Wage Types.
xiv. Company Code
Company Code is an Organizational unit, which represents a business organization according
to the requirements of commercial law in a particular country.
xv. Business Area
Business Area is an Organizational unit that represents a separate area of operations or
responsibilities in a business organization.

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HCM COURSE 1
B. 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 - 1
Stagnation
Increment 2
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HCM COURSE 1
1SI3
1SUB
1TRA

Stagnation
Increment - 3
Subsistence
Allowance
Transport Allow

0014- 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.1050
SCA-BA-Rs.750
SCA-BA-Rs.300
SCA-BA-Rs.200
SCA-BC-Rs.7000
SCA-BC-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-HA-Rs.300
Head Quarter allownace
Night Duty Allow
Outstation allowance
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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.1050
SCA-RL-Rs.750
SCA-RL-Rs.300
SCA-RL-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.BSNL adhoc
Additional HRA
Manual Arr.SCA-BA1-Rs.110
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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.SCA-BA2-Rs.105
Manual Arr.SCA-BA3-Rs.750
Manual Arr.SCA-BA4-Rs.300
Manual Arr.SCA-BA5-Rs.200
Manual Arr.Basic Pay
Manual Arr.SCA-BC1-Rs.700
Manual Arr.SCA-BC2-Rs.300
Manual Arr.Band Pay-CDS
Manual Arr.CCA (City Comp
Cash handling allowance
Manual Arr.Cycle Maintena
Manual Arr.Conveyance all
IDA-DA
Manual Arr.CDS-DA
Manual Arr.CDA-DA
CDS-DA
Manual Arr.Deputation all
Manual Arr.Dearness Pay
Manual Arr.Diet allowance
Manual Arr.Ent.Allowaance
Manual Arr.Family plannin
Manual Arr.Grade Pay
Manual Arr.SCA-HA1-Rs.700
Manual Arr.SCA-HA2-Rs.300
Manual Arr.Head Quarter a
Manual Arr.HRA
Manual Arr.EL Encashment
Manual Arr.Medical Allowa
Manual Arr.Night Duty All
Manual Arr.NPA (Non Pract
Manual Arr.Outsation allo
Manual Arr.Overtime
Manual Arr.Position allow
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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.Hindi Personal

Manual Arr.Personal pay
Manual Arr.Professional U
Manual Arr.SCA-BA1-Rs.110
Manual Arr.SCA-BA2-Rs.105
Manual Arr.SCA-BA3-Rs.750
Manual Arr.SCA-RL4-Rs.300
Manual Arr.SCA-RL5-Rs.200
Manual Arr.Rural area
Spl Allow. for Children
Manual Arr.Special duty a
Island(Special duty)
Manual Arr.Stagnation I
Manual Arr.Stagnation 2
Manual Arr.Stagnation 3
Manual Arr.Special allowa
Manual Arr Training Allow
Transport Allow
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.Benevalent fun
Manual Arr.CGHS
Manual Arr.Electricity
Manual Arr.Lease rent
Manual Arr.Penal Interest
Manual Arr. Penal Charges
Manul.Arr. TAAdv Recovery
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HCM COURSE 1
4WCH
7EHC
7GPF
7LIN
7LVS
7OFF
900L
903L
904L
9900
9HB0
9HB3
9HB4
MLIN
MVT1

Manual Arr.Water charges

Employee Health Checkup
GPF Subsciption
Dummy For EL Process
Leave Sal Adv-Dummy
Dummy for I/W Supplementa
PenLeg Int._ HBA_BSNL
PenLeg Int._ HBA_DOT
PenLeg Int._ HBA_MTNL
Dummy WT for OT
Legacy Int. HBA_BSNL
Legacy Int. HBA_DOT
Legacy Int. HBA_MTNL
Avg sal pre-instln
Voluntary Tax

0057- 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
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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.EPF
Manual Arr.garage
recover
Manual Arr.GPF
advance re
Manual Arr.GPF
Subsciptio
Manual Arr.GSLIS adv
rec
Manual Arr.GSLIS adv
bal
Manual Arr.Misc
Deduction
Manual Arr.Professional
T
Manual Arr.Pers Vehicle
r
Arr.GPF Subsciption
GPF Subsciption
GSLIS
Sec 80D(Mediclaim)
Perm. Disabled:
sec80(u)
Housing Loan Principal
LIC premium
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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.
Executive Health
Checkup
EL Encashment Advance
Electricity
Reimbursement
Entertainment Reimb.
Fan Advance Loan
Festival Advance
Fuel reimbursement
GPF Non-Refundable
GPF Refundable
Mobile Bill
reimbursement
HBA Loan
Med.Reimb.(Indoor)
Med.Reimb.(Indoor-NoTax)
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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. Reimb.
(NonTaxable)
Mobile handset Reimb.
Newspaper & Magazine
Reim
Other Advance
Bonus/PLI
Medical Reimbursement
Fixed Phone Bill Reimb.
Stitching Charges
Reimb.
Spl Allow (Commuted)
Transfer Pay Advance
Towel Reimbursement
Warm Clothing Loan
Furnishing allowance
Bonus/PLI
Manual Arr.Medical
Reimbu
Stitching Charges
Reimb.
Employee Health
Checkup

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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. The amount is automatically calculated by the system
once the record is created.

WageTy
pe
CSAL
CSAL
3CGH

No.
1
2
1

1NPA

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

1NPA

1PUA

1PUA

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
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HCM COURSE 1
1PUA
1SDI

3
1

1SUA

1SUA

1SUA

1SUB

1SUB

1SUB

1SUB

1SUB

1SUB

1SUB

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- Earning
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HCM COURSE 1
2 - Manual arrears earning
3 - System Deductions
4 - Manual Arrear Deductions
5. - System retro earning
6 - System retro deductions
7 - Dummy Wage types
9. - Loan wage types

C. IMPORTANT. Transaction Codes

T. 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
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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,10)
PF Reports(Exempted Trust - India)

D. Stages in Payroll Control Record

I.

RELEASE

Transaction Code: PC00_M99_PA03_RELEA

Menu Path: Human Resources Payroll Asia/PacificIndiaPayroll Accounting
Person Responsible: Payroll Administrator

1.

Following screen will appear

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HCM COURSE 1

2. Released for the payroll option is used to change the payroll period to the current month.
3. Released for payroll does not allow you to make any changes to the
master/Transaction data

II.

PAYROLL CORRECTION
Transaction Code: PC00_M99_PA03_CORR
Menu Path: Human Resources Payroll Asia/Pacific India Payroll Accounting
Person Responsible Payroll Administrator

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HCM COURSE 1

1. 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.
3. 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 ResourcesPayroll Asia/Pacific India Payroll Accounting
Person Responsible: Payroll Administrator

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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, the system does not allow to exit the payroll
record. The reason being that for such employees the payroll status is in correction mode.
Hence, 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.

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HCM COURSE 1

IV. Master Data Maintenance

Maintaining Basic Pay details for an employee (Info type 0008)

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HCM COURSE 1
a) Log into the system using your SAP User ID and Password.
b) In the SAP Easy Access screen in the Command Task enter PA30 and press Enter.

c)

The following screen will appear

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HCM COURSE 1

d) Click on create
d) The following screen would appear

Next increase: 01.08.2011 (Date of Next Increment (DNI). The first time entry is done manually. Once the first increment has
happened, the date automatically is set to the next date of increment, i.e. 1 year hence. If this date is not maintained, increment
wont take place for the particular employee. )
Under Pay Scale enter:
1) Type: DA / DS / IA / IS (for selecting other value, place cursor in the field and click F4)
2) Area: A4(for selecting other value, place cursor in the field and click F4)
3)Group: CDA-A1 or any other specific for your case. (for selecting other value, place cursor in the field and click F4)

e) Enter the values and press Enter

The following message appears
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f) Press Enter Again. The following message appears

g) Press Enter again. The following message appears

h) Click on Save

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Maintaining Recurring Payment/ Deductions details for an emp (Info type 0014)
e) Log into the system using your SAP User ID and Password.
f)

In the SAP Easy Access screen in the Command Task enter PA30 and press Enter.

g) The following screen will appear

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HCM COURSE 1
Enter the Personnel no. of employee for whom Basic Pay details needs to be maintained.
Press Enter
In the Direct selection section, 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. The following message appears

a) Click on Save
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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.

j)

In the SAP Easy Access screen in the Command Task enter PA30 and press Enter.

k)

The following screen will appear

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HCM COURSE 1
Enter the Personnel no. of employee for whom Basic Pay details needs to be maintained.
Press Enter

In the Direct selection section, enter Infotype: 0015

Sty: 1GSM

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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

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HCM COURSE 1
Maintaining Membership details for an employee (Info type 0057)
m) Log into the system using your SAP User ID and Password.
n) In the SAP Easy Access screen in the Command Task enter PA30 and press Enter.

o) The following screen will appear

Enter the Personnel no. of employee for whom Basic Pay details needs to be maintained.
Press Enter

Infotype: 0057
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In the
Direct
selection
section,
enter

HCM COURSE 1

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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
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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.
r)

In the SAP Easy Access screen in the Command Task enter PA30 and press Enter.

s)

The following screen will appear

Enter the Personnel no. of employee for whom Basic Pay details needs to be maintained.
Press Enter
In the Direct selection section, enter Infotype: 0267

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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: 30.04.2011 (Enter the date on which off-cycle needs to be done
to the employee)
4) Off-cycle reas.: 0003

e) Press Enter. The following message appears

f) Click on Save
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