Master Data and Configuration Data

Master data is updated using the Easy Access Menu or commands (such as PA30, PA40, PP01). 

These update the infotypes (which are further stored in tables)
Configuration data are customization which done using the IMG or by editing the configuration tables directly.
For OM Module:
Master data:
Jobs
Positions
Tasks

Configuration data:

Organizational plan versions
Object types

For Training and Event Management:
Master data:
Business Event Group
Business Event Type
Resource Type
Room
External Instructor
Other Resource

Configuration data:
Cost Items
Time Schedule
Location
Building Address
Delivery Methods

Creating actions

These are mandatory steps for creating any personnel action

1. Define infogroups (Spro>IMG> Personnel Management>Personnel Administration>Customizing Procedures>Actions>Define Infogroups)
2. Add infotypes to the created infogroup
3. Set up personal action (Spro>IMG> Personnel Management>PersonnelAministrat ion>CustomizingProcedur es>Actions>Set up personnel actions)
4. Create reason for the personal action (Spro>IMG> Personnel Management>PersonnelAministrat ion>CustomizingProcedur es>Actions>Create reasons for personnel actions)
5. Add the action to the menu (Spro>IMG> Personnel Management>PersonnelAministrat ion>CustomizingProcedur es>Actions>Change action menu)

To Check if everything is working as expected test using PA40

Questionairre to be used during Blueprint stage

Organizational Units

Q: 1) Please, provide details about your company’s organizational structure (Reporting Hierarchy).
A:
Q: 2) Are all organizational units assumed to be departments or are there regions in their org chart?
A:
Q: 3) Please, provide a list of your company’s organizational units (e.g. departments).
A:
Q: 4) Does your company have different locations (e.g., individual departments are located externally)? Alternatively, do any of your employees work on external work places? Then you need address information for the correspondence.
A:
Q: 5) Does each of your organizational unit represent a department or organizational units, which represent departments with subordinated organizational units, which represent groups?
A:
Q: 6) Are there any organizational units and positions within your organizational plan, which are not part of the normal reporting hierarchy (staff) and which report directly to higher organizational units or positions?
A:
Q: 7) Organizational units and positions can relate to Cost Centers. Provide a list of the assignments.
A:

Jobs

Q: 1) Provide a list of your company’s jobs (e.g. secretary, manager). How many jobs exist?
A:
Q: 2) Define and document job codes.
A:
Q: 3) Do job descriptions already exist or do they need to be set up?
PositionsQuestions:
Q: 1) Provide a list of your company’s position (e.g. department secretary, HR manager).
A:
Q: 2) Do Position descriptions already exist or do they need to be set up?
A:
Q: 3) Do you automatically report your vacant positions to recruitment? If not, will you set up every unoccupied position to vacant?
A: Q: 4) Do you maintain employee group and employee subgroup information on positions within your organizational plan?
A: Q: 5) Organizational units and positions can relate to Cost Centers. Provide a list of the assignments.
A:

Tasks

Q: 1) Do tasks describing jobs and/or positions already exist or do they need to be set up?
A:
Q: 2) Provide a list of your company’s tasks (e.g. administration tasks, HR tasks). In case you are using tasks for your job descriptions.
A:
Q: 3) If your organization plans to use tasks, identify any groups of tasks that are routinely performed together, so that they can catalogued as a task group.
A:

Personnel Management

Q: How many personnel areas are there?
Explanation: Typically, an organization must divide its employees for various reasons, e.g. administration, personnel records access and reporting. You can make this separation at both the enterprise structure (e.g. geographic, functional) and the personnel structure (e.g. different categories of employees) levels. This must be considered in reference to the financial/costing (FI/CO) structures.
A: Q: 2) Describe the structure of your organization. Consider countries, locations, legal entities, payrolls, union/agreements etc.
Personnel AreaQuestions:
Q: 1) In SAP, should your enterprise be hierarchically structured using personnel areas and sub areas.
A: Q: 2) Within each legal entity, divide your workforce into logical groups (personnel areas) which used primarily for reporting and authorizations.
Explanation: At least one personnel area is required for each legal entity (company code).
A:

Personnel Sub Area

Q: 1) Divide each personnel area into logical personnel subs areas.
Explanation: The employees in each personnel sub area will typically share the same public holiday calendar, payroll and time-related rules.
A:

Employee Group

Q: 1) List the employee groups that your company uses.
Explanation: Employee groups allow you to divide employees into different categories. Employee groups used to generate default data for payroll accounting serve as selection criteria for reporting and constitute an authorization check.
A:

Employee Subgroup

Q: 1) List the employee subgroups that your company uses.
Explanation: Employee subgroups also allow you to divide employees into different categories. (E.g. Active, Permanent, Part Time). Employee subgroups also used to determine security access and selection criteria for reporting. In addition, these employee combinations will typically share the same payroll, benefits and time-related rules. List the employee subgroups that your company uses.
A: Q: 2) For which parts of your organization should integration of organization management and personnel administration (PA) apply?
Explanation: Divide further to your workforce into logical groups (e.g. divisions, departments, sections) and to produce organizational charts, you need to integrate organization management with personnel administration. For which parts of your organization should integration apply?
A:
Q: 3) If Organization Management not used, it is still possible to record organization units, positions and jobs in personnel administration (PA). Provide this organizational data.
A: Payroll AreaQuestions:
Q: 1) Which Payroll Areas need to be set up for your organization?
Explanation: Typically, Payroll Accounting Areas used to divide the workforce into logical groups of employees. These groups are based on payroll frequency, start date of the payroll run and, sometimes, geographical locations and security access. Which Payroll Accounting Areas need to be set up for your organization? Note: It is possible to assign employees to “non-payroll-relevant” Payroll Accounting Areas
A:

General Settings

Q: What is the Holiday Calendar for your company.? If there are factories and office establishment, different holiday calendars may be in place.? I formation reg those
A:

Master Data

Q: 1) Do you want to assign your own employee numbers or have the system generate them for you? SAP recommends the use of system generated employee numbers after the initial data conversion.
A:
Q: 2) With the use of third-party archiving systems, SAP allows you to store documents (e.g. photographs, resumes, position description forms) for employee level. If you are using this facility, which documents will be stored?
A:
Q: 3) SAP allows you to maintain a free-text screen for all info types. Do you have the requirement to store free text?
A:

Personal Data

Q: 1) When you record employee names, which forms-of-address, titles, name prefixes/affixes (e.g. Mr., Sir) do you use and how do you want them displayed on reports and correspondence?
A:
Q: 2) When recording employee details, which other particulars (e.g. marital status, nationality) do you wish to record?
A.

Addresses

Q: 1) What address types would you like to maintain for your employees (e.g. permanent, postal)?
A:

Bank Details

Q: 1) Which methods of payment allowed in your organization?
Explanation: It is necessary to define a method of payment (e.g. direct payment, check) for each employee paid. The method of payment can be defined globally for all employees or a different method for each country.
A:.

Family/Relates Persons

Q: 1) What relationships with other persons do you wish to maintain for your employees (e.g. Spouse, Child, Guardian, Emergency Contact, and Friend)?
A:

Education and Training

Q: 1) Define the types of educational establishments (e.g. secondary school, university, internal course) for which you want to record your employees’ certificates.
A: Q: 2) List the types of certificates which you would want to attach to employees.
A:
Q: 3) Identify which branches of study (e.g. subjects, course name) are to be recorded against employees.
A:

Other/Previous Employers

Q: 1) If you wish to record previous employment history for your new employees, list which Industry and Jobs you require.
A:

Qualification

Q: 1) If you are not using the qualifications catalogue within Personnel Development (PD), list the qualifications (e.g. languages, skills) you would like to record for employees.
A:

Appraisals

Q: 1) In SAP you have the ability to record appraisals in either PA or PD. If you intend to record appraisal ratings in PA, which types of performance criteria (e.g. Leadership, Communication) and weightings do you require?
A:
Q: 2) How many appraisals type you need to maintain?
A:
Q: 3) Define the ratings of each appraisal?
A:.

Communications Data

Q: 1) Which user identification numbers are to record against your employees?
Explanation: You may record user identification numbers for various electronic media (e.g. internet, fax) or Company Credit Card numbers against each of your employees.
A:

Planned Working Time

Q: 1) Which info type used to store the planned working time (work schedule rules).
A:

Contract Elements

Q: 1) What types of employee contracts used in your organization?
A:
Q: 2) If you wish to record periods of notice, which must given by either the employee or employer, list the standard notice periods.
A:

Internal Medical Service

Q: 1) What medical examinations (e.g. audiometric, general habits, vision) would you like to record for your employees?
A:
Q: 2) For each medical examination, list the specific tests or areas for which you want to record medical data.
A:
Q: 3) For each specific test or area, detail the typical results (e.g. Y/N, x cm, blood type) you might want to record.
A:
Q: 4) For each occurrence of a medical examination, what overall results (e.g. fit for work) would you like to record?
A:

Monitoring of Dates

Q: 1) SAP allows you to monitor and to report on the expiration of certain key events (e.g. probation, work permit, medical examination). Which key events do you wish to record?
A

Date Specifications

Q: 1) What key dates do you want to record against your employees?
A:

Grievances

Q: 1) If you track grievances, disciplinary actions or harassment incidents on employees, provide as list of each type and detailed description of the business process.
A:

Objects on Loan

Q: 1) Do you wish to record the loan of company property (e.g. PCs, mobile telephones) and an identifying number against employees? If so, list these items.
A:

Basic Pay

Q: 1) Describe your pay structure.
A:
Q: 2) Will your company perform global salary increases and, if so, provide the details?
A:
Q: 3) Please provide your company’s Basic pay details?
A:

Recurring Payments/Deductions/Accruals

Q: Please provide your company’s allowances and deductions?
A:

Additional Payments

Q: Please provide your company’s additional payments?
A:

Loans
Q: Please provide your company’s Loan details?
A:

Cost Distribution

Q: 1) Do you want to capture the cost of each employee?
A:
Q: 2) Do you need to distribute salary of employees between different cost centers?
A:

Social Insurance and Benefits

Q: 1) Does your organization make use of the employee insurance statement? If so, which one?
A:
Q: 2) Does your organization provide a private health insurance scheme? If so, please specify.
A:
Q: 3) Which calculation method is applicable to the Social Insurance (GOSI) days?
A:
Q: 4) How many different contribution percentages are applicable to each Social Insurance (GOSI) scheme?
A:
Q: 5) How do you calculate End of Service Benefits?
A:

Qualifications / Requirements

Q: 1) Do you have skills, competencies, qualifications, or requirements in your company? If you do, you need a qualifications catalog containing a hierarchical structure of the qualifications of interest to your specific company.
A:
Q: 2) How do you evaluate these qualifications/requirements? Maintain the appropriate scales (e.g. Language Scale with proficiencies 1 to 5).
A:
Q: 3) Are there any alternative qualifications? (E.g. Knowledge of AmiPro as an alternative to knowledge of Word).
A:
Q: 4) For which employees should qualifications be maintained?
A:
Q: 5) For which jobs/positions should requirements be maintained?
A:
Q: 6) Do you perform profile match ups between requirements profiles and qualification profiles?
A:
Q: 7) If qualification deficits detected, do you want the system to propose training measures to rectify the situation?
A:
Q: 8) Do you try to find employees with specific qualifications or employees suitable for specific jobs/positions?
A:
Q: 9) Do you want to find qualified applicants for vacant positions?
A:

Development Plans

Q: 1. Will you be planning to capture employee development needs?
A:

Personnel Time Management
Work Schedules

Q: 1) In which way the Working Hours Decree implemented in your organization.
A:
Q: 2) Name your shifts.
Information: For each group of employees, the time management requirements are based on certain expectations. These expectations must be defined in the form of work schedules for each of the groups of employees. This includes the description of possible deviations from these expectations
A:
Q: 3) Which patterns do your shifts use? E.g. weekly or monthly or rotating
A:
Q: 4) Describe the daily shifts. Specify start and end times, planned working hours and breaks for each of these daily shifts. How do public holidays affect these daily shifts?
A:
Q: 5) Do you have rules that change your daily shifts (for example, the last working day before a holiday ends at noon)? Provide a list of such rules.
A:

Personnel Time Specifications Administration

Q: 1) How does your organization calculate/express absenteeism due to illness?
A:
Q: 2) please, describe the process of sickness and recovery notification and indicate which information is provided and how.
A:
Q: 3) Does your organization make use of notifications of sickness and recovery? If so, to who are they sent?
A:
Q: 4) You must identify rules and policies, as they determine the kind of time data you collect. What kind of data is collected? For example, do you need to record attendances, absences, the time of day, and elapsed times?
A:
Q: 5) Describe the different types of substitutions used in your company (such as a substitution for a particular period of working time, or for a specific position or personnel number).
A:
Q: 6) Describe the different types of availability/on-call duties used in your company (such as on-call for maintenance, on-call for emergencies).
A:
Q: 7) describe the different types of attendances and absences used in your company (such as vacation, sick, business meeting).
A:
Q: 8) For each attendance and absence, identify the amount and unit of time that can taken. Do you have attendances or absences of less than one day, one full day, or longer than one day (up to a specified maximum)?
A:
Q: 09) There are various priorities for different attendances and absences. Therefore, you must set the reaction for an overlap (for example if an employee gets sick on vacation). How do you handle an overlap between attendances and absences?
A:
Q: 10) Which of the identified absences are unpaid?
A:
Q: 11) Which of the identified absences are paid? How they paid?
APersonnel Time Recording SubsystemQuestions:
Q: 1) Capture of time management data for a particular employee with particular characteristics (interfaces to subsystems, direct entry, etc.).
A:
Q: 2) What kind of time events do you use (for example, clock-in, clock-out, start of break, end of break, start of off-site work, end of off-site work, etc.)?
A:

Training and Event ManagementBusiness Event Location

Q: 1) Are business events held at more than one location?
A: .
Q: 2) If there is more than one business event location, do you need to define a location hierarchy?
A:

Business Event Group

Q: 1) Define the business event hierarchy for the business event catalog?
A:

Business Event Type

Q: 1) Which information should be stored for the business event type?
A:

Resource Type

Q: 1) Are rooms already available for the business events, or are external resources accessed?
A:
Q: 2) Do the resources only consist of rooms, or do you want to use the system to manage other resources too, such as beamers and overhead projectors?
A:
Q: 3) Are the instructors employees at the enterprise, or are they also external persons?
A:

Business ProcessesPersonnel Actions

Q: 1) What other modules and sub modules are integrated with personnel administration?
A:
Q: 2) What are the typical Personnel Actions, which occur in your organization (e.g. hiring, salary adjustment, termination, transfer)?
A:
Q: 3) What are the reasons you would like to record for each of these Actions?
A:
Q: 4) Which Personnel Actions set what status?
Explanation: All employee records must have an employee status (i.e. terminated, active, inactive, and retired). Personnel Actions are used to record an employee status wherever necessary (e.g., Hiring sets status to Active). Wherever necessary, which Personnel Actions set what status?
A:
Q: 5) What data (e.g. addresses, basic pay) would you like to incorporate in each of these Personnel Actions?
A:
Q: 6) Are there any Personnel Actions that should perform by different user groups?
Explanation: Group of users may have differing access levels or responsibilities to maintain Personnel Actions (e.g. different countries). This accomplished by defining user groups, which display different sets of info types (Info groups).
A:
Q: 7) Do you have the requirement to transfer employees between countries?
Explanation: SAP has the facility to combine the hiring and termination actions when transferring employees between countries.
A:
Q: 8)If an employee resigns, how your company pays the final settlement amount? (Either check or cash)
A:

RecruitmentProcessing Receipt of Application

Q: 1) “WORKFLOW – Within Recruitment a mail can be sent for every administrative task to any of the following people: Personnel officer responsible for applicant, person responsible for action, person responsible for reference action.
A: Q: 2) Applicant groups and applicant ranges decide the applicants according hierarchical or functional structure. Which way do you prefer?
A:

Applicant Pool Administration

Q: 1) In order to process the applicant’s data correctly, the applicant goes through different recruitment processes. Ex: Initial Data load, add additional data, reject applicants etc. List the processes that are applicable to applicants in your companies.
A:
Q: 2) List the names, forms of address and telephone numbers of the recruitment officers that will be responsible for processing applications
A:
Q: 3) If your company uses status reasons indicating why an applicant is rejected, please provide a list.
A: Yes , the company uses status reasons indicating why an applicant is rejected. List will be given later in text format.
Q: 4) If you want to create and assign your own numbering system indicate the desired number ranges in the text box. Number ranges hold eight characters. Ex. 00000000 to 99999999
A

Notification of Rejection of Application

Q: 1) Do you use one standard rejection letter for all applicants or different letters?
A:
Q: 2) If your company sends out a notification of rejection to applicants, please specify the status reasons for the rejection status?
A:
Q: 3) What procedure does the company follow when an applicant rejects the contract letter that is sent to him/her?
A:

Personnel Cost Planning

Q: 1) Is the cost projection for personnel costs incorporated into the organization’s overall budget plan?
A:
Q: 2) Which default period used as the basis for your cost calculations?
A:
Q: 3) Do you wish to ensure that people who are not authorized to display an organizational structure also not authorized to view the cost planning for this organization?
A:
Q: 4) Would you like to use different display options like graphics and tables in Excel?
A:
Q: 5) If your company utilizes the projected pay cost planning method, define the wage elements that used in your corporation.
A:
Q: 6) If your company intends to use Personnel Cost Planning, which of these projected costs methods would suit your needs the best. Actual Payroll Costs (would need to run R/3 Payroll), Employee Basic Pay or Notional Wage Element Costs
A: Q: 7) Results of Cost Planning need to be transferred to the CO module and to be included in overall financial budget planning.
A:

Personnel Time ManagementEntry of Personnel Time Specifications

Q: 1) How are attendances and absences recorded?
A:
Q: 2) Do you have a practice of compensating employees for entitlements (e.g., vacation, sick leave, etc.)?
A: Q: 3) How do you handle the situation of incomplete pair formation? For example, No clock-in: Error No clock-out: Error and/or no clock-out: Delimit time pair with end of planned work time
A:
Q: 4) How do you handle situations where time data overlaps, e.g., differences between recorded absences and time events; doctor’s visited and overtime on the same day?
A:
Q: 5) How do you handle situations affecting the day in general, e.g., an employee is at work on a day off, no time data on a workday, vacation on a public holiday?
A:
Q: 6) Are you required to guarantee a minimum break time, e.g. dependent on the number of hours worked?
A:
Q: 7) Which times must be made available to payroll e.g. normal working hours, overtime, public holidays, hours worked on a public holiday?
A:
Over Time
Q: 1) How do you define overtime (e.g. daily, weekly, monthly, and annually, etc.)? Is approval necessary?
A:
Q: 2) Are part-time employees eligible for overtime? What are the rules defining overtime for part-time employees?
A:
Q: 3) How do you calculate overtime hours?
A:
Q: 4) How are public holidays considered in the overtime calculations?
A:
Q: 5) How do you compensate these overtime hours? (For example, payment, compensatory time, mixed forms of compensation)
A:
Q: 6) How is your time-related data (overtime, bonus for nighttime work,) entered into the payroll run and how does it become time wage types?
A:

Q: 7) In your company, how extra payment for overtime beyond that specified by the collective agreement represented?
A:
Q: 8) How are lump-sum payments for overtime represented in your company?
A: [ ] Overtime included in agreement with specified number of hrs[ ] Overtime included in agreement w/o specified number of hrs[ ] Separate portion of salary with specified number of hrs[ ] Separate portion of salary with specified amount
Q: 9) How is your time-related data (overtime, bonus for nighttime work,) entered into the payroll run and how does it become time wage types?
A:

PayrollBases

Q: 1) Do You Want to Start SAP Payroll during the Year?
A:
Q: 2) Does the entire payroll process take place using the SAP System or some parts carried out using a third-party system?
A:
Q: 3) For how many employees is payroll run and how often?
A:
Q: 4) Who is allowed to maintain or view what data (everyone, only certain people), and what roles exist within Payroll?
A:
Q: 5) How is the implementation of payroll organized (e.g. who is authorized to start or correct payroll, and when?)
A:
Q: 6) What does your payroll process include (e.g. deduction run, remuneration statement, data medium, posting to accounting)?
A:
Q: 7) What type of employees do you distinguish between with regard to payroll (hourly wage earners, monthly wage earners, salaried employees)?

Processing of Time Data

Q: 1) How do you determine the amount of basic compensation, for example, dependent upon the pay scale group and level, and upon other basic compensation components on a percentage basis (indirect evaluation)?
A:
Q: 2) Absences divided into paid and unpaid absences. Which of the absences mentioned above are paid and which are unpaid?
A:

Loans

Q: 1) Would you like to administer loans using Payroll? If yes, what loan types do you need?
A:
Q: 2) Which reduction rules, interest calculations do you apply?
A:

Training and Event Management

Q: 1) How do you plan your business event catalog? Do you determine demand?
A:
Q: 2) Do you want to use Training and Event Management to manage internal and external business events?
A: Q: 3) Define the business event hierarchy for the business event catalog of the customer.
A:
Q: 4) How are attendees registered for business events?
A:
Q: 5) Do you want to use booking functions?
A:
Q: 6) Do you charge cancellation fees?
A:
Q: 7) Is there integration with Materials Management?
A:
Q: 8) Which types of material need to be managed by Training and Event Management? Do these materials already exist in Materials Management? The interface is only suitable for consumer goods such as files and pencils. It is not suitable for managing PCs
A:
Q: 9) Do you want to use billing functions?
A:
Q: 10) Has customizing been maintained in your system for the customer master and billing?
A:
Q: 11) Do you intend to transfer billing document data to FI and CO?
A:
Q: 12) Are the business events attended by people other than your customers? Do you need functions for one-time customers?
A:
Q: 13) Is a discount offered on the price of the business event?
A:
Q: 14) Do want to transfer costs to Cost Accounting?
A:
Q: 15) Has customizing been maintained for the Controlling application component?
A:
Q: 16) Should the cost center structure of your enterprise reflected in your system?
A:

SAP Tax Configuration

SAP uses the BSI tax engine to calculate U.S. taxes. The BSI tax engine covers four types of payments:

  • Regular payments
  • Supplemental payments
  • Cumulative payments
  • Vacation payments

Regular Payments

The regular payment methods are:

  • Regular
  • Maximum wage
  • Self adjust
  • Year-to-date

BSI determines the appropriate regular payment method and assigns it to each tax. This pre-assigned method is used in the calculation when the type of payment indicated via the Payment Type parameter is Regular Payments.

Supplemental Payments

The supplemental payment methods are:

  • Regular payment
  • Flat rate
  • Separate aggregation
  • Rate table
  • Cumulative
  • Aggregation with pay periods
  • Wage-associated
  • Concurrent
  • Regular no exemption
  • System selected

Cumulative Payments

The cumulative payment methods are:

  • Regular payment
  • Cumulative

Vacation Payments

The vacation payment methods are:

  • Regular payment
  • Vacation

Supported Tax Jurisdictions

BSI supports all payroll tax authorities at the following levels:

  • Federal
  • State
  • County
  • City
  • School district
For configurations check 

Additional actions infotype – IT0302

About Infotype 0302

The Situation: SAP do not allow storing two infotypes of Time Constraint 1 with the same subtype on the same day, because it would be mean the delimitation date for both will be the same, in which case first Infotype would be overwritten by the latter one.

Under What circumsatances: Why would one want to Run Two Action on SAME DAY?
Many occasions when an employee may experience multiple personnel actions on the same day.

EX.1: There are occasions where a person could be ending maternity leave and starting a career break on the same day
EX 2: You hired an employee on a certain day and then for some reason you need to perform, Transfer Action to other location or Country Reassignment etc

So can We do it?: The answer is YES, you can!

To handle similar situations SAP created “Additional Actions” (Infotype 0302) to capture these additional/multiple actions on same day.

Tell me more about this Infotype 0302: This infotype cannot be maintained directly, but it is located for viewing at the bottom of the Actions infotype (0000).

To make use of this functionality, you need to set it up using the following IMG path:Personnel Management -> Personnel Administration -> Customizing Procedures -> Actions ->Set up personnel actions

To activate Additional actions, run report RPUEVSUP.
This sets the the value of the semantic code EVSUP to 1 for the group ADMIN in table T77S0
In table T529A, it sets the indicator U0302 for all personnel action types.
Additional Actions should be activated for all personnel number ranges.

If we do the same action again (i.e. we hire the same employee twice), the actions infotype (IT000) stores the latest of the two actions. When we activate additional actions, we can do 2 different actions on the same day.

Features of Infotype 0302 Addiitonal Actions:Infotype 0302 Additional Actions allows you to automatically log all of the personnel action types that are performed for an employee on a specific date. It allows you to perform and document several personnel action types for an employee in the R/3 System on the same day.

You can display and edit the data records logged in the infotype Additional Actions (0302) on the list screen of the infotype Actions (0000),whether you want to use the automatic logging of personnel action types in the infotype Additional Actions (0302)which personnel action type should be saved, that is preserved, in the infotype Actions (0000) if you perform another personnel action type for the employee on the same day

The system then logs all personnel action types that are executed for an employee and their related reasons in the Additional Actions infotype (0302). – It creates an Additional Actions record (0302) on the specified key date for each record in the Actions infotype (0000).

Check the STAT2 field entries youhave in Table T529A. This is how SAP determines if an action is a statuschanging one and only allows one of these each day. IF field STAT2 isblank, not a status change. Otherwise, a change. If a second statuschanging action is done, it will replace the first. Also, if actioncode/reason code combination is already there, it will overwrite.

Two Status changes of employee in same day

Multiple actions can be performed on the same day on an employee, but two actions which change the status of the employee are not allowed by SAP.

This a frequently asked question, especially in interviews. So, if you are asked if a person can be hired and terminated on the same day, the answer would be no.

This should not be confused with Additional actions infotype – IT0302.

SAP Payroll – Year-end processing – US

SAP reccomends a number of steps that needs to be taken care by payroll consultants. Most of them are related to tax (like W2 forms, 1042’s etc) . Here some of them are listed:

  • Adjustment pays and termination pays are to be given a lot of importance when running the year-end payroll.
  • The company also has to note all the reportable fringe benefits given to employees.
  • Next steps would be to create a new payroll year (also checking if definition of the holiday and factory calendar of the upcoming year are as expected)
  • Define the new tax rates for the upcoming year.
  • Some companies also print out all the journal reports and deduction reports.
  • First run for the next payroll year also needs to be monitored as a part of the year-end activities.
  • A functional consultant may have to impart user training for IT0221 (payroll adjustment).
  • The company has to plan for the tax filing schedule.

SAP provides a lot of documentation related to the year-end processing processes. Refer to OSS notes 1239555 from the SAP service marketplace.

Click here for the year end preparation checklist

Click here for year-end reporting document for 2007

Click here for tax reporting paths

The purpose of the accrual process is to recognize payroll costs in the month in which they were incurred, i.e. when the employee actually performs the work. 

This accrual process will result in a more accurate presentation of monthly and year-end payroll expenses and liabilities.

The accrual is calculated in HRMS and posts an entry in FI (debit department payroll expense and credit accrued liability) to account for the portion of earnings owed but not paid at month end.

The accrual is calculated as follows:

The system determines the fraction of the payrolls that were earned but not physically paid in the current month. This amount is calculated based on the number of days in each payroll that were earned in the month, as a fraction of the total number of days in each payroll (10 days for all biweekly payrolls). If an entire payroll was earned and not paid, then the fraction would be 1 (ie.100% accrual). Some months may have to accrue a fraction of one payroll, other months we may accrue more than one payroll.

Features – Basics

Features are objects those that default values by quering different enterprise, personnel or data structure fields. The transaction code for features are pe03.

These below are the features to default and in which info type deal affected to:

Work Schedule Rule SCHKZ- IT0007
Pay Scale Data TARIF-IT0008
Wage Type Model LGMST-IT0008
Administrator groups PINCH-IT0001
Number Range Intervals NUMKR

Note:

Feature NUMKR is used to define whether the employee numbering created for such personnel area would be created internal (proposed by the system) or external assignment (User Define).

Feature TARIF can be used to default basic pay Info group entries per Personnel Sub Area based on pay scale type/area and its relationship with payscale group and leveling.

Another useful feature is ABKRS, that is the feature which defaults payroll area

The two ways of maintaining features are use using the table method or the tree method. The experienced sap hr consultants prefer the table method of configuring a feature whereas those who worked on 4.6 and later prefer the tree method.

Organizational Structure

GENERAL INFORMATION

In the SAP System, the company’s structure is defined by the Enterprise Structure and the Personnel Structure. When used together, these structures defined the legal entities of the company, work locations for the company, and the Company’s various employee groups.
Because the enterprise and personnel structures help the company differentiates between the various type of employee and work locations, the structures values are used extensively in payroll, time and benefit processing rules.

The enterprise and personnel structures are also used extensively by the financial components of SAP. For instance, the structure values are used in rules to appropriately posts payroll expenses to the correct GL accounts. Additionally, the tracking of recurring base budgets by staff group relies heavily on Enterprise and Personnel structure values.
Enterprise and Personnel structures are stored on positions. When positions are created by the HR compensation Analyst, the appropriate structure values will be selected and stored for the position.

As employees are assigned to positions, the employee will inherit the structure values stored on the position. If the values are not appropriate for the assignment, the values may be changed on the employee assignment screen (Infotype 0001, Organizational Assignment). Especially with concurrent employment, the enterprise and personnel structure values will require carefull over sight.

OVERVIEW OF the ENTERPRISE STRUCTURE

The enterprise structure for Personnel Administration is made up of the following elements.
Client : an independent legal and organizational unit of the system
Company Code : An independent company with its own accounting unit;a company that draws its own balance sheet
Personnel Area : A specific entity for Personnel Administration; a sub division of the company code
Personnel SubArea : A sub division of the personnel Area

Following is a more detailed of each enterprise structure value.

Company Code
The company code is the highest level of the enterprise structure within the client. It represents an independent company. The company code is established in the Finance module of SAP.

The IMG Path:
IMG-> Enterprise Structure -> Definition -> Financial Accounting -> Define Company
IMG-> Enterprise Structure -> Definition -> Financial Accounting -> Edit, Copy, Delete and

Check Company Code
And Related above definition altogether:
IMG-> Enterprise Structure -> Assignment -> Assign Company Code to Company

Note:
Country groupings are assigned to the company code. The country groupings control master data entry and the setting up and processing of wage types and pay scale groups in Payroll on a country-specific basis. The country grouping must be unique within a company code.

Personnel Area
The personnel Area represent a subdivision of the company code.
The personnel Area can be used to perform system evaluations of data or to perform authorization checks. It is also can be used in report selection parameter in delimiting the report output.

The IMG Path:
IMG-> Enterprise Structure -> Human Resources -> Definition -> Pesonnel Areas
Then to link personnel Area to related Company Code
IMG-> Enterprise Structure -> Human Resources -> Assignment Personnel Area to Company Code

By relate the personnel Area and Company Code, in case FI module has Go-Live, the the configuration will be directly linked to the Controlling Area that is used by Finance Side. Thus the payroll live posting into FI has been set

In case, the FI module has not GO-Live yet, then this Company, Company Code also have to be set anyway..

Personnel SubAreas
The personnel subarea represents a subdivision of the personnel area. For instance, within
each personnel area, the company has a variety of employees. Some are eligible for pay while others are not. Some are eligible for benefits while others are not.

For Instance, company A has 2 separate location of plant. One is for their head office and the other is for manufacturing plant. But both of their financing transaction m would be reconciled into the same Accounting balance sheet, that is to company A. Each of plant will issue their Tax reporting to separate Tax office addresses.

Infotypes – basics

Looking for other details about infotypes? Click here

Want to know the basics of an infotype? Click here

Want to enhance infotypes, Click here || Excel of all infotypes


 Infotypes are also called information types and are pre-defined templates to enter sensible related information for an employee or applicant. for eg an address infotype would have fields like street & house no, city, pin code.This infotype is unique and is represented by an infotype number eg address has infotype no 0006.

There other infotypes like

0000 – Actions (to capture employee movement info in the orgnization)
0001 – Organizational Assignment (to capture employee positioning in the organization)
0002 – Personal Data
0006 – Address
0007 – Planned Working Time (Store planned working hours for the employee.)
0008 – Basic Salary
0009 – Bank Details
0014 – Recurring Payment
0015 – Additional payment
0016 – Contract Elements
2006 – Absence Quotas

The above infotypes together in the same sequence form a part of the Hiring Action.To make you understand this better just try and recollect the contents of your offer letter which your organization might have given you. It would possibly read “We are delighted to offer you the position (IT 0001) of ______. You will belong to ______ department (IT 0001). Your joining date will be ______(IT0000 or IT0041)and you will be paid a salary of ______ (IT 0008). You will be paid monthly allowances ______ (IT 0008 or IT 0014) and we are also offering you a joining bonus of ______ (IT 0015). You will be eligible for annual leave of ______ days (IT 2006) and sick leave of ______ (IT 2006).You will be on a probation for six months from the date of joining (probation date & confirmation date in IT0016). Your working hours will be from ____ hrs to ____ hrs beginning Monday to Friday (IT 0007) and we look forward to your presence on date ______(IT 0016)……

I hope this gives you some idea of what an infotype is.

This must have raised a question in many minds that “Hey ! I got the offer during my recruitment so how come this is being referred to after hiring?” Well thats simple – this is because all your relevant data that was captured during recruitment was transferred to the the master (called HR master data)during the hiring process.

So how was it captured in recruitment?
Well, this was captured using recruitment actions like shortlist candidate, for interview, make offer, offer accepted till you join the organization and sign the joining letter when your data actually gets transferred from the Recruitment module to the Personnel Administration module.

Again this data was captured in recruitment infotypes.

So we can now get an idea that in SAP HR ,all data is captured in infotypes.

Question and Answer

What are info types ?
Infotypes, known as information types are units of human resources information formed by grouping related data fields together. These are represented in the sap hr system by a unique 4 digit number eg. Personal Data (0002), Address (0006) etc. All customer infotypes fall in the number range from 9000 to 9999. The fields in the infotype would vary based on the country grouping for eg if any employee belongs to country grouping 10 than he would have the SSN no field in the Personal Data infotype which would not be seen in same infotype for country grouping 99.

*Infotype numbering in SAP HR sub module
0000-0999 Personal Administration (HR Master Data)
1000-1999 PD Infotypes ( OM etc)
2000-2999 Time Infotypes
4000-4999 Recruitment Infotypes
So whenever you are searching for a customer defined infotype make sure your search is restricted between 9000 -9999. The infotypes relevant to retroactive accounting for payroll and time infotypes are defined in theIMG . Personnel Administration–>Customizing Procedures–>Infotypes–>Define fields relevant for retroactive accounting–> Retroactive accounting relevance for payroll and time per IT

Under this node you define for each infotype the following:- 1.Check if no organizational assignment exists for the employee in IT0001-Organizational Assignment and throw an error, warning or no message.So whenever you are searching for a customer defined infotype make sure your search is restricted between 9000 -9999.The infotypes relevant to retroactive accounting for payroll and time infotypes are defined in theIMG . Personnel Administration–>Customizing Procedures–>Infotypes–>Define fields relevant for retroactive accounting–> Retroactive accounting relevance for payroll and time per IT

Under this node you define for each infotype the following:-
1.Check if no organizational assignment exists for the employee in IT0001-Organizational Assignment and throw an error, warning or no message.
2.Maintenance of this infotype is permissible, permissible with warning, or not permissible after the employee has left the organization (employee in inactive status).
3.Entries in payroll past are permissible, not permissible or check for entries in the payroll past are infotype specific.
4.Infotype is not relevant for retroactive accounting, change in the infotype triggers retroactive accounting or retroactive accounting is field-dependent according to table T588G where the fields whose change in values should trigger retroactive accounting are defined. Hence you can see the significance of field triggers in retroactive accounting where retroactive accounting for a given infotype can be restricted to changes in the past to certain fields of the infotype.
If there is case that we need to specify certain info types for certain countries only, below are the

IMG path you can maintain:
SPRO–>Personnel Administration–>Customizing Procedures–> Assign infotypes to countries