END-USER TRAINING MANUAL

Personnel Administration

Document Name Date Author Reviewed By

Personnel Administration 15/11/2017 Salma Moustafa Amira Farouk

Manual

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Table of Content

Module outline……………………………..………………………………..….3
Training objective…………………………………………………………… . .3
Target audience……………………………………………………………...…..3
Related business process……………………………………………..………….4
Procedures………………………………………………….………………..…..5
Payroll Employee Actions………………………………………………………..6

Maintain Payroll Master Data…………………………………………………..24

Fast Entry……………………………………………………………………….34

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MODULE OUTLINE

SAP HR Payroll Module will be used to calculate the remuneration for work performed
by employees. The pay structure of the company and permissibility of allowances and
deductions for individual employee will form the framework and inputs for the
calculation of payroll payments and deductions for employees.

Following are some relevant topics used in Payroll:

 Simulating and executing actual payroll

 Correcting payroll run
 Displaying payroll results
 Displaying remunerations

TRAINING OBJECTIVE

Upon completion of this course, process user will be familiar with the following
activities:

 Entering payroll data

 Simulating payroll

TARGET AUDIENCE

Key/process users of Payroll

RELATED BUSINESS PROCESS

Wage Type

All the Payroll payments and deductions being used by the company will be
configured as wage types in SAP HR Module. A wage type will be a four-digit
alphanumeric key.

Primary Wage Type

Specific wage types representing all the company payroll payments and
deductions will be called Primary Wage Types.

Secondary Wage Type

Some wage types will automatically be created by SAP during the actual
payroll run for accumulation of several primary wage types like employee
gross pay and net bank transfer etc. these will be called the secondary wage
types. These wage types start with ‘/’

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 Payroll Period

A Payroll Period will be the date interval for which the employee is compensated in
a Payroll run. The Payroll Period will be on the basis of calendar month as Payroll
will be run on monthly basis.

Pay Scale type

The pay scale type defines the category of employee for which payroll is valid.

Pay Scale Area

The Pay Scales Areas are defined as a generic category for which payroll is valid.

Retroactive Accounting

Retroactive accounting will automatically calculate the changes made in past, up to a

certain date, entered in the system, for periods whose payroll has been run, and will
bring the impact to the results of the current month.

Posting to Accounting

Posting to Accounting will transfer the Payroll results automatically to SAP FI /CO,
details are covered later in this document.

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PROCEDURES

Tips and Tricks

 Use CHECK mark or press ENTER key to refresh screen.

 Save [Ctrl +S] : allow you to save the data added or changes.

 Back [F3] : allow you to go back to the previous screen.

 Cancel [Shift + F2] : allow you to cancel the current action being
performed.

 Exit [Shift + F3] : allow you to return to the main menu.

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 Payroll Employee Actions

1. Execute screen via:

Human resources  Personnel Management 

Via Menu
Administration  HR Master Data  Personnel Actions
ViaTransaction Code PA40

The following screen will appear:

For Payroll User Group,

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1. Enter the personnel number
2. Select action type "Salary Adjustment"

3. Click on the Execute (F8).

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1. Select ‘Reason for Action’
2. Keep or Change ‘Position’, enter Personnel area, Employee group and
Employee subgroup

3. Click on the Save (Ctrl+S).

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1. Enter the corresponding Personnel Subarea in the ‘Subarea’ field if the
Personnel area is changed.

2. Keep or change the valid Payroll Area in the corresponding field.

3. Keep or change the relevant details in the various fields as shown above.

Hint: If certain details, such as the position, are not known, but are previously
stored in the system, then click on the field and press F4 or click on the right-
most icon of the field. A list of data appears, from which a suitable entry can be
selected.

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 4. Click on the Save (Ctrl+S).

1. Select valid Work Schedule Rule for the employee

Hint: If certain details are not known, but are previously stored in the system, then
click on the field and press F4 or click on the right-most icon of the field. A list of
data appears, from which a suitable entry can be selected.

2. Click on the Save (Ctrl+S).

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1. Enter/edit details accordingly, ‘Start’ date should be changed to the date from
which the change is being implemented and for this infotype, ‘to’ date should
be ‘31.12.9999’.

2. To add a wage type to an employee you must enter/select wage type code in the
first column.

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 1. Enter the bank details in the various fields shown above. The details would
include the correct ‘Payee’, ‘Bank details’ type’, ‘Bank key’, ‘Bank account’,
‘Payment Method’ and ‘Payment Currency’ in the corresponding fields. The
‘Start’ field must contain the correct joining date of the employee. Enter the
‘To’ date so as to represent an infinite date.

Hint: If certain details are not known, but are previously stored in the system, then
click on the field and press F4 or click on the right-most icon of the field. A list of
data appears, from which a suitable entry can be selected.

2. Click on the Save (Ctrl+S). The following infotype displayed is Change Internal
Data.

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1. Enter the wage type number

Hint: The date in field ‘to’ should be the date to which the allowance is to be
given to the employee, if exact date is not known, enter ’31.12.9999’. Later the
record can be delimited whenever the end date becomes known.
Similarly deductions can also be enetered, indicator for deductions is that ‘A’ will
be displayed in the field next to amount.
2. Press (Ctrl+S) to save.

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 1. Enter/select wage type, wage type can be a payment or a deduction.
2. Enter amount and date
3. Press (Ctrl+S) to save

1. Enter Benefit area

2. Enter 1st program Grouping

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3. Enter 2nd Program grouping

4 Press (Ctrl+S) to save

1. Enter Benefit plan

2. Enter Health plan
3. Enter dependent Coverage
4. Press (Ctrl+S) to save

Employee's Salary has been Adjusted.

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Personnel Actions screen will appear again,

1. Enter the personnel number

2. Select action type "Freeze Salary"

3. Click on the Execute (F8).

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1. Select ‘Reason for Action’

2. Click on the Save (Ctrl+S).

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 Click on the Save (Ctrl+S).

Employees Salary has been Frozen.

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Personnel Actions screen will appear again,

1. Enter the personnel number

2. Select action type "Unfreeze Salary"

3. Click on the Execute (F8).

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1. Select ‘Reason for Action’
2. Keep or Change ‘Position’, enter Personnel area, Employee group and
Employee subgroup

3. Click on the Save (Ctrl+S).

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1. Enter the corresponding Personnel Subarea in the ‘Subarea’ field if the
Personnel area is changed.

2. Keep or change the valid Payroll Area in the corresponding field.

3. Keep or change the relevant details in the various fields as shown above.

Hint: If certain details, such as the position, are not known, but are previously
stored in the system, then click on the field and press F4 or click on the right-
most icon of the field. A list of data appears, from which a suitable entry can be
selected.

4. Click on the Save (Ctrl+S).

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 1. Select valid Work Schedule Rule for the employee

Hint: If certain details are not known, but are previously stored in the system, then
click on the field and press F4 or click on the right-most icon of the field. A list of
data appears, from which a suitable entry can be selected.

2. Click on the Save (Ctrl+S).

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 1. Enter/edit details accordingly, ‘Start’ date should be changed to the date from
which the change is being implemented and for this infotype, ‘to’ date should
be ‘31.12.9999’.

2. To add a wage type to an employee you must enter/select wage type code in the
first column.

3. Click on the Save (Ctrl+S).

Employee's Salary has been Unfrozen.

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Maintain Payroll Master Data

Creating /Changing Basic Pays (IT 0008)

Execute screen via:

Human resources  Personnel Management

Via Menu Path
Administration HR Master Data Maintain
Via Transaction Code PA30

1. Select personnel number of the employee

2. Select Payroll Data tab.
3. Select/enter Info-type 0008 (Basic Pay)

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4. Press the Select icon (F5) if it is being created for the first time, for
changes click on (Shift+F9) to copy.

1. Enter/edit details accordingly, ‘Start’ date should be changed to the date from
which the change is being implemented and for this infotype, ‘to’ date should
be ‘31.12.9999’.

2. To add a wage type to an employee you must enter/select wage type code in the
first column.

3. Click on the Save (Ctrl+S).

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Creating /Changing Recurring Payments and Deductions (IT 0014)

Execute screen via:

Human resources  Personnel Management

Via Menu Path
Administration HR Master Data Maintain
Via Transaction Code PA30

The following screen will appear:

1. Select personnel number of the employee

2. Select Payroll Data tab
3. Enter/select Info-type 0014 (Recurring Payments and Deductions)
4. Press the Select icon (F5) to create.

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The following screen will appear:

3. Enter the wage type number

Hint: The date in field ‘to’ should be the date to which the allowance is to be
given to the employee, if exact date is not known, enter ’31.12.9999’. Later the
record can be delimited whenever the end date becomes known.
Similarly deductions can also be enetered, indicator for deductions is that ‘A’ will
be displayed in the field next to amount.
4. Press (Ctrl+S) to save.

The recurring payment / deductions wage type has been created.

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Creating Additional payments (IT 0015)

Execute screen via:

Human resources  Personnel Management

Via Menu Path
Administration HR Master Data Maintain
Via Transaction Code PA30

The following screen will appear:

1. Select personnel number of the employee

2. Enter/select Info-type 0015 (Recurring Payments and Deductions)
3. Press the Select icon (F5) to create.

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 1. Enter/select wage type, wage type can be a payment or a deduction.
2. Enter amount and date
3. Press (Ctrl+S) to save

The additional payment has been created

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Creating Employee Remuneration info (IT 2010)

Execute screen via:

Human resources  Personnel Management

Via Menu Path
Administration HR Master Data Maintain
Via Transaction Code PA30

The following screen will appear

1. Select personnel number of the employee

2. Enter/select Info-type 2010 (Employee Remuneration Info)
3. Press the Select icon (F5) to create.

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 1. Enter/select wage type, wage type can be a payment or a deduction.
2. Enter amount and date
3. Enter number of units and units type, or enter amount.
Hint: Do not enter wage type by both units and amount enter by only
either one.

4. Press (Ctrl+S) to save

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Creating Additional Off-Cycle Payments (IT 0267)

Execute screen via:

Human resources  Personnel Management

Via Menu Path
Administration HR Master Data Maintain
Via Transaction Code PA30

The following screen will appear

1. Select personnel number of the employee

2. Enter/select Info-type 0267 (Additional Off-Cycle Payments)
3. Press the Select icon (F5) to create.

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1. Enter/select wage type
2. Enter amount and date
3. Press (Ctrl+S) to save

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Fast Entry

Fast entry enables maintenance of some info types in bulk. There can be two scenarios,
either maintenance of multiple info-types for one or more employees or one wage type
for multiple employees. This transaction is used for specific info-types only.

Execute screen via:

Human resources  Personnel Management

Via Menu Path Administration HR Master Data Fast Entry

Via Transaction Code PA70

Via PA30 Click on HR master data in the task bar.

Following screen will appear

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1. Enter ‘Period’ for which the record has to be created.

2. Select/enter info-type number and wage type if only one wage type has to be
maintained

3. In the ‘Enter Personnel Numbers’ selection, four options are provided, through
these you can select the employees whose records have to be created/changed.

4. Furthermore, you are also given an option to save the record in the screen or
create a batch input session which can be run immediately or scheduled.

5. Click (F5) to create or (F6) to change existing records.

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1. Enter personnel number in the first column, corresponding names will
appear automatically
2. Wage type number (if not entered in the initial screen) in the second
column
3. In the next column, enter amount.
4. Currency is shown in the fourth column.
5. Fifth and sixth column are irrelevant
6. Start Date in the seventh and End Date in the eighth columns
7. After entering the data, Save your entries by clicking (Ctrl+S) to
save the data
8. You can also copy from other applications, such as MS Excel, and paste
the data onto these columns.

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Executing payroll run

Execute screen via:

Human resources  Payroll  International Payroll 

Via Menu Path
PC00_M99_CALC
Via Transaction Code PC00_M99_CALC

The following screen should appear

1. The following fields should be filled on the screen

Payroll area
Personal number
Payroll schema
Layout for remuneration statement

2. The “Test Run” box should be unchecked to allow for actual off cycle
payroll run to be performed. Check “Display log” to enable payroll log
3. Click on (F8) to execute run.

The remuneration statement will appear in the following screen.

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