570_ERP605_BPD_EN_US

EHP5 for SAP ERP 6.0

September 2011

English

Maintain Employee Information (570)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Maintain Employee Information (570): BPD

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Contents

Maintain Employee Information (570)..................................................................................................5

1 Purpose........................................................................................................................................ 5

2 Prerequisites................................................................................................................................ 5

2.1 Master Data and Organizational Data...................................................................................5

2.2 Business Conditions..............................................................................................................6

2.3 Preliminary Steps.................................................................................................................. 6

2.4 Roles..................................................................................................................................... 7

3 Process Flow and Overview.........................................................................................................8

4 Process Steps............................................................................................................................ 11

4.1 Display Personnel File.........................................................................................................11

4.2 Display Master Data............................................................................................................12

4.3 Maintain Master Data..........................................................................................................15

4.4 Maintain Garnishments.......................................................................................................16

4.5 Maintain Garnishment Order...............................................................................................19

4.6 Maintain Objects on Loan....................................................................................................21

4.7 Maintain Grievances............................................................................................................22

4.8 Maintain Monitoring of Tasks...............................................................................................24

4.9 Maintain Bank Information...................................................................................................25

4.10 Maintain Planned Working Time......................................................................................27

4.11 Maintain Recurring Deductions/Payments.......................................................................28

4.12 Maintain Additional Payments..........................................................................................31

4.13 Maintain Date Specifications............................................................................................33

4.14 Maintain Education..........................................................................................................34

4.15 Maintain Communication.................................................................................................36

4.16 Maintain Additional Personal Data...................................................................................37

4.17 Maintain Maternity Protection/Parental Leave.................................................................38

4.18 Create Additional Absence Data......................................................................................39

4.19 Maintain Workers’ Compensation NA..............................................................................41



Maintain Employee Information (570)

1 Purpose This scenario describes the typical processes used to create and maintain employee master records that contains all personal data, time data, benefit data, and payroll data

2 PrerequisitesThe following BPDs must be executed before this process can be generated:

BPP Transaction code

560: Maintain Company Organizational Structures PPOME

563: New Hire / Rehire Administration PA40

2.1 Master Data and Organizational DataYou have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario:

Organizational Assignment

Organizational Entity

Value Description

Org. Units O 10001000 - 10001010

US organizational units created as part of master data load

Jobs C 10002000 - 10002043

US jobs created as part of master data load

Positions S 10003000 - 10003031

US jobs created as part of master data load



Employee Master DataEmployees PERNR # Description

Employees 00910060 - 00910088 US employees created as part of master data load

2.2 Business Conditions To run through this business process, the employee must have a record in the system.

Business condition Scenario

To process any change to an employee, they must already exist in the system. You have completed all necessary steps described in the Business Process Procedure New Hire/Rehire Administration (563).

New Hire / Rehire Administration (563)

2.3 Preliminary Steps

2.3.1 User Group Parameter

UseIn this step, you set up user settings that are necessary for PA30 – Maintain HR Master Data.

Procedure1. Access the transaction using one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP menu System User Profile Own Data Parameters

Transaction code SU01

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role Administrator (HCM) (SAP_NBPR_ADMIN_HCM_M)

Business role menu Human Resources ® Environment User Maintenance

2. On the Maintain User Profile screen:

Field name Description User action and values Comment

Parameter ID UGR 10

Parameter value MOL 10

3. Choose Enter.

4. Confirm the information message.

ResultYou have created the user settings necessary for PA30 – Maintain HR Master Data.



2.4 Roles

UseThe following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Procedure must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

Business role Technical name Process step

Administrator (HCM) SAP_NBPR_ADMIN_HCM_M All



3 Process Flow and OverviewA requisition for a new position to be filled acts as the trigger for a new employee to be hired to into a company.

When the new employee joins the company, the HR department hires the employee into the appropriate organizational and enterprise structures using the hiring action (BPD: New Hire/Rehire Administration (563)).

During the employee’s tenure with the company, the maintenance of the employee master record is maintained according to life event changes.

Payroll-dependent records require a certain cut-off date to ensure the new values are included in the next payroll cycle.

Once all HR data is maintained, the payroll cycle should be run. Refer to the BPD Payroll and Post Payroll Processing (566) to run payroll.

Process step External process reference

Business condition

Business role

Trans-action code

Expected results

Display Personnel File

A request for inquiry

Administrator (HCM)

PA10 Employee’s master record is displayed

Display Master Data Specific information on an employee is requested

Administrator (HCM)

PA20 Employee’s master record is displayed

Maintain Master Data Employee submits a change in personal information

Administrator (HCM)

PA30 Employee’s master record is changed

Maintain Garnishments

Employee record needs garnishment document

Administrator (HCM)

PA30 Employee’s garnishment document is updated

Maintain Garnishment Order

Garnishment order must be updated

Administrator (HCM)

PA30 Employee’s garnishment document is updated

Maintain Objects on Loan

Employee needs to borrow company items

Administrator (HCM)

PA30 Employee’s objects on load record updated.

Maintain Grievances A grievance is filed against an employee.

Administrator (HCM)

PA30 The employee’s grievance record is updated.




Business condition

Business role

Trans-action code

Expected results

Maintain Monitoring of Tasks

Important dates for tasks must be stored in the employee record.

Administrator (HCM)

PA30 Employee’s monitoring of tasks record is updated.

Maintain Bank Information

An employee’s bank information data changes and requires updating.

Administrator (HCM)

PA30 The employee’s bank account record is updated.

Maintain Planned Working Time

The employee’s work schedule must be maintained.

Administrator (HCM)

PA30 Employee’s planned working time record is updated.

Maintain Recurring Deductions/Payments

Employee needs to have deductions on recurring basis

Administrator (HCM)

PA30 Employee’s recurring deduction with a balance is created.

Maintain Additional Payments

Employee needs to set up a one-off payment

Administrator (HCM)

PA30 Employee’s additional payment record is updated.

Maintain Date Specifications

Employee needs date events added.

Administrator (HCM)

PA30 Employee’s date specifications record is updated.

Maintain Education Employee’s educational history is entered.

Administrator (HCM)

PA30 Employee’s education record is updated.

Maintain Communication

Employee needs a communication history

Administrator (HCM)

PA30 Employee’s communication record is updated.

Maintain Additional Personal Data

Employee maintains additional personal data

Administrator (HCM)

PA30 Employee’s additional personal data is updated.

Maintain Maternity Employee Administrator PA30 Employee’s




Business condition

Business role

Trans-action code

Expected results

Protection/Parental Leave

goes on a Maternity or Parental Leave LOA

(HCM) maternity information is updated

Create Additional Absence Data

Employee goes on LOA due to illness or accident

Administrator (HCM)

PA30 Employee’s illness/accident information is updated

Maintain Workers’ Compensation

Employee goes on LOA due to illness or accident and is paid Workers’ Compensation

Administrator (HCM)

PA30 Employee’s workers’ compensation information is updated



4 Process Steps

4.1 Display Personnel File

UseAn employee’s personnel file is organized as a series of Human Resource infotypes and info subtypes. These are structures used to group related data fields together providing organization and facilitating ease of entry of the employee data. Infotypes and info subtypes are numbered and represent all aspects of information related to an employee’s association with the organization. Examples of infotypes include:

Personnel Actions - (for example, Hiring, Promotions, Separations)

Personal Data (for example, Name, Address, Telephone)

Payroll Data

Benefits Data

Organizational Data

Work Schedule Data

Individual employee’s personnel information is accessed with the employee’s Personnel Number. When an individual personnel record is examined, the infotypes are presented in ascending, numerical order. Infosubtype data is displayed after infotype data.

Because there are a large number of infotypes and infosubtypes, this BPD does not present all available options but provides a general overview to navigating through the data available.

PrerequisitesEmployee should already be hired into the system before maintaining employee data

Procedure1. Access the transaction choosing one of the following navigation options:


SAP ECC menu Human Resources Personal Management Administration HR Master Data Personnel File

Transaction code

PA10



Business role menu Human Resources ® HR Master Data Personnel File

2. On the Personnel no. field, enter the employee number or select the dropdown list to search for the employee.



3. Choose the Enter key on the computer to check the entries.

4. On the Personnel File screen, basic identifying information about the employee is displayed if the Personnel Number entered was valid. This includes items such as:

Name

Personnel Area / Subarea

Employee Group / Subgroup

5. Choose the Display icon to go to the infotype and subinfotype screens.

The system displays all the infotypes and subinfotypes that contain data for the selected employee. They are displayed in numerical order.

6. The first infotype is 0000 – Actions. This screen displays HR activity that has occurred for the employee with the most recent activity being displayed.

To bypass infotypes, choose the Next record button to move to the next infotype.

7. Choose the Display button to display a list of all segments of the current infotype (such as

Actions IT0000). The list contains – for example – all infotype Action segments for the selected employee in date sequence with the most current segment first. Select the desired line and

choose the Choose button to view a specific infotype segment.

8. Choose Back to return to the Personnel File screen to allow the entry of another Personnel

Number.

ResultPersonnel File is displayed for employee.

4.2 Display Master Data

UseThe Human Resources department is responsible for inquiry questions on company employee data and for updating the SAP master data record.

When someone requests information for employee data, the HR department is responsible for providing the information that is stored in the SAP system. The HR department is also responsible to maintain changes of master data and store it in the SAP system. Designated Human Resources representatives are responsible for the retrieving and displaying master data.

PA20 is a Display only transaction type. The data can be updated in transaction PA30 and the displayed fields have been shaded to indicate that they are display only.

Prerequisites



Employees must be in the system before displaying employee master data.



SAP ECC menu Human Resources Personal Management Administration HR Master Data Display

Transaction code

PA20



Business role menu Human Resources ® HR Master Data Display HR Master Data


If you do not know the last name of an employee you are looking for, for example, Johns(s)on, and not sure if the last name is spelled with one S or two S’s. Personnel Number field type =n.Johns and the system displays all the employees with last names starting with Johns.

You can also use the Search area on the left of the screen to enter criteria to search for employees.

3. On the Display HR Master Data screen, review information in the fields as specified in the table below:

Field name Description User action and values

Personnel number

Each employee is assigned a unique personnel number

The personnel number of the employee. If the personnel number is unknown, use matchcode for the last name to pull up the employee’s personnel number.

Period Interval for maintaining the infotype

Review the period for which the infotype is stored.

Infotype Infotype to display Select an infotype from the list presented or enter the infotype number or select an infotype from the dropdown list.

If you do not know the exact name or number of the infotype record you want to display, in the Direct Selection Infotype field you can select the dropdown menu and select the infotype from the list by double-clicking the appropriate infotype. You can also use the infotype menu tabs (Basic Personnel Data, Gross/net Payroll, Benefits, Time, Additional Personnel Data, Planning Data, and Labor Relations tab) to find the infotype you are



looking for. If you do not see all of the menus mentioned, choose the Additional Tab button to find the hidden menus.

Below is a table of commonly used infotypes:

Infotype Number Infotype Description

0000 Actions

0001 Organizational Assignment

0002 Personal Data

0006 Addresses

0007 Planned Working Time

0008 Basic Pay

0009 Bank Details

0014 Recurring Payments/Deductions

0015 Additional Payments

0019 Monitoring of Dates

0021 Family/Related Person

0022 Education

0028 Internal Medical Service

0032 Internal Control

0040 Objects on Loan

0041 Date Specification

0048 Visa Status

0057 Membership Fees

0076 Workers’ Compensation NA

0077 Additional Pers. Data

0080 Maternity Protection/parental leave

0081 Military Service

0082 Additional Absence Data

0102 Grievances

0105 Communications

0167 Health Plans

0168 Insurance Plans

0169 Savings Plans

0170 Flexible Spending Accounts

0171 Gen. Benefits Data

0185 Personal IDs



0194 Garnishment Document

0195 Garnishment Document

0207 Residence Tax Area

0208 Work Tax Area

0209 Unemployment State

0210 Withh. Info. W4/W5 US

0269 ADP File Number

0375 HCE Information

0376 Benefits Medical Information

0378 Event: Permissions

0416 Time Quota Compensation

0556 Tax Treaty

2001 Absences

2002 Attendances

2006 Absence Quotas

2012 Time Transfer Specifications

4. Once an infotype has been selected, choose the Display button to view the infotype record.

If nothing happens when selecting the Display, it is possible that an infotype record has not been created for the employee. To create an infotype record, go to the Maintain Master Data section.

ResultMaster Data is displayed for Employee.

4.3 Maintain Master Data

UseIn this activity, you maintain master data.

PrerequisitesEmployees must be entered in the system before maintaining employee master data.



SAP ECC menu Human Resources Personal Management Administration HR



Master Data Maintain

Transaction code

PA30



Business role menu

Human Resources ® HR Master Data Maintain HR Master Data

2. On the Personnel no. field, enter the employee number.

3. On the Maintain HR Master Data screen, review information in the fields as specified in the table below:


Personnel number

Each employee is assigned a unique personnel number

Enter the personnel number of the employee. If the personnel number is unknown, use matchcode for the last name to pull up the employee’s personnel number

Period Interval for maintaining the infotype

Enter the appropriate period for which you want to change/display the infotype. You can use 12/31/9999 for the end date

Infotype Infotype to be created, changed or copied

Select an infotype from the list presented or enter the infotype number or select an infotype from the dropdown list.

4. Choose the Create button or Copy or Change button, as appropriate.

Result Master Data is maintained for Employee.

4.4 Maintain Garnishments

UseThis is the main garnishment infotype and is used to store garnishment document information, including

General information such as status, important dates, priority, and category

Vendor information

Originator information

Garnishment processing information, such as applicable service charges, and remittance information.

PrerequisitesEmployee must be hired before maintaining employee data.



The US employees created as part of master data load for this scenario are Personnel Nos. 00910063, 00910080, 00910086.



SAP ECC menu Human Resources Personal Management Administration HR Master Data Maintain

Transaction code

PA30



Business role menu



3. On the infotype field, enter 0194 or select the dropdown list to search for Garnishment Document and press the Enter key.

4. Choose the Create button.

5. On the Create Garnishment Document (Infotype 0194) screen, enter the following fields using the information from the DA order:


Start Start date of new record Enter the start date of the garnishment deduction

To End date of new record Enter the end date of the new record

If there is no end date leave as 12/31/9999

Case No. Official ID # assigned to the Garnishment case by the presiding legal authority

Enter Case No.

Status Garnishment Document Status Enter current legal status of the garnishment document.

Status should be “Active” to begin deduction

Received Date of Garnishment Receipt Verify date on which the garnishment document is entered into the system is correct (this field is defaulted to entry date)



Released Date of Garnishment Release Leave it blank

Priority Garnishment Document Priority Enter 3 digit number corresponding to the priority with which the garnishment is deducted

Jurisdiction Garnishment Document Jurisdiction

Enter the state or territory from which the garnishment document originated

Category Garnishment Document Category Enter the category of the garnishment document that has been issued

Addl. Code Additional garnishment reference code required by State Disbursement Units

This field only appears when the Category selected is Support.

Enter a reference code

Medical Support for Dependent

Describes whether the employee is eligible for family medical insurance that covers the dependent for whom the support garnishment is paid

This field only appears when the Category selected is Support.

Select value from drop-down list

Vendor Garnishment Vendor Enter the Vendor ID or select from dropdown menu

Originator Legal authority from which the garnishment document originated

Select value from drop-down list

Name Name of the Originator Enter name

Street Street address of the Originator Enter street address

City City of the Originator Enter city

Zip Code Zip Code of the Originator Enter zip code

State State of the Originator Enter state or select from drop-down list

Country Country of the Originator Enter country code or select from drop-down list

Plaintiff Garnishment Plaintiff Enter the name of the person or organization on whose behalf the garnishment document was issued

Issue Separate Check to Vendor

Separate check indicator Check this box to determine whether payments to a vendor from multiple garnishments should be grouped into one transfer in Financials (FI).

Remittance Remittance Rule Enter how often garnished wages are remitted to the vendor.

Send Answ. Answer Letter Indicator Indicate whether a separate answer letter is to be sent to the originator of the garnishment



document, and if so, how often

Elapsed Days Days to Elapse Between Answer Letters

Enter Days to elapse between answer letters

First Reply Start Date for Reply Enter Start Date

Service Ch Service Charge Rule Enter values that correspond to the garnishment service charges that are levied upon employees

6. Save your entries. The system accepts the data and completes the new record.

When you create and save a garnishment document, the Garnishment Order (Infotype 0195) detail-entry screen appears. This screen allows you to enter garnishment order information for several different order types.

Result Employee’s garnishment document is updated.

4.5 Maintain Garnishment Order

UseThe Garnishment Order (Infotype 0195) allows you to store the processing data for a garnishment request. This data includes:

The initial balance of the claim

The periodic deduction information

Any information on nonexempt and exempt limits

This infotype can be displayed in either a fast-entry or a detail-entry screen. Both screens allow you to enter the main data of the garnishment order type, but only the fast-entry screen allows you to insert several order types using one entry screen.

If you need to fill in more fields than there are in the fast-entry screen, you can use the detail-entry screen, which you can access from the fast-entry screen by choosing Garnishment Order, by selecting Order from the toolbar, or by simply double-clicking the desired entry in the fast-entry screen.

Prerequisites Employee must be hired before maintaining employee data. Garnishment Document (Infotype 0194) must be completed.




Procedure1. Access the transaction upon completion of Garnishment Document (Infotype 0194). See

previous steps.

2. On the Create Garnishment Order (Infotype 0195) screen, enter the following data:


From Start date of new record

Defaults from the Garnishment Document 0194

To End date of new record

Defaults from the Garnishment Document 0194

Order Type Garnishment Order Type

Select classification for the garnishment order at hand. Possible entries in this field include (but are not restricted to) CS (Child support), CC (Court charge), CA (Child support arrears), 01 (Alimony) and 02 (Alimony arrears).

Note that Order Type is defaulted from Garnishment Document 0194.

Rule Nonexempt Rule for Calculating the Nonexempt Amount

Enter Rule that the system applies to calculate the nonexempt (garnishable) amount for this garnishment order.

Initial Balance Garnishment Order Initial Balance

Enter total amount an enterprise is required to withhold from employee wages by the power vested in a garnishment document, if one exists.

Not all orders require this field to be completed.

Deduction Garnishment Order Deduction

Specify the regular deduction to be taken from employee wages to retire employee garnishment debt.

Not all orders require this field to be completed.

Limit 1: Exempt/Nonexempt

Indicates if the limit set forth here applies to the nonexempt amount or exempt amount

Select the appropriate radio button.

Limit 1: Value Establishes a ceiling for the exempt or nonexempt amount in the garnishment order

Enter amount used in conjunction with the Unit field

Limit 1: Unit Basis of deduction Select value from drop-down list. This field is used with the amount entered in the Value field



Limit 2: Exempt/Nonexempt



Limit 2: Value Establishes a ceiling for the exempt or nonexempt amount in the garnishment order

Enter amount used with the Unit field

Limit 2: Unit Basis of deduction Select value from drop-down list. This field is used with the amount entered in the Value field

Additional Amt: Exempt/Nonexempt



Additional Amt: Value Establishes a ceiling for the exempt or nonexempt amount in the garnishment order

Enter amount used with the Unit field

Additional Amt: Unit Basis of deduction Select value from drop-down list. This field is used with the amount entered in the Value field


Result Employee’s garnishment order is updated.

4.6 Maintain Objects on Loan

UseThe employee can borrow company objects, which is recorded on the employee’s master record. When an employee terminates employment, the HR department can verify a list of objects the employee is required to return before leaving the company.

Prerequisites Employee must be hired before maintaining employee data.



SAP ECC menu Human Resources Personal Management Administration HR



Master Data Maintain

Transaction code

PA30



Business role menu



3. On the infotype field, enter 0040 or select the dropdown list to search for Objects on Loan and press the Enter key.


5. On the Create Objects on Loan (Infotype 0040) screen, enter the following data:


Start Start date of new record

Enter the start date of the new record



Object on loan

Object type on loan Select the object on loan from the dropdown list

Number Number of objects Enter the number of objects on loan

Units Unit of objects Select from the dropdown list the unit

Asset Number Loan object ID no. Enter the object ID number if applicable

Comments Comments Enter comments if applicable


Result Employee’s objects on loan record updated.

4.7 Maintain Grievances

UseThe Grievance Process is triggered when an employee files a formal complaint against another employee or when a Supervisor, Manager, or the Human Resources department needs to document discipline for an employee. This process is used to document any necessary Grievance Resolution.

The Grievance Process has two steps: A grievance is filed against an employee and documented, and the discipline resulting from the filed Grievance is documented.



Prerequisites Employee must be hired before maintaining employee data

The US employee created as part of master data load for this scenario is Personnel Nos. 00910073.




Transaction code

PA30



Business role menu



3. On the infotype field, enter 0102 or select the dropdown list to search for Grievances and choose the Enter key.


5. On the Create Grievances (Infotype 0102) screen, enter the following data:


Start Start date of new record Enter the start date of the new record



Subtype Type of grievance Select the type of grievance from the dropdown list:

1 Grievance

2 Discipline

3 Harassment

Reason Reason of grievance Select the reason for the grievance from the dropdown list



Grievance number

Number of grievances Enter the number of grievances if applicable

Date entered Date grievance filed Enter the date grievance is filed if applicable

Supervisor Supervisor of employee Select the supervisor from the dropdown list

Policy-related Indicates whether or not the grievance is based on official company policy

Select the checkbox if appropriate

Arbitration Required

Indicates whether or not the grievance requires arbitration

Select the checkbox if appropriate

Grievance Status

Utilized to determine status of filed grievance

Select the status of the grievance if applicable

Stage Determine what stage this grievance is being handled at

Select the appropriate stage of the grievance if applicable

Result What action was taken as a result of the filed grievance

Select the appropriate result of the grievance if applicable

Date Settled Date the grievance was settled or dismissed

Enter a calendar date

Estimated Costs

Estimate of the cost associated with this complaint

Enter an amount


Result The employee’s grievance record is updated.

4.8 Maintain Monitoring of Tasks

UseCompanies can keep track of important dates for the employee within the monitoring tasks infotype and managers are prompted in advance of the due date.

Prerequisites Employee must be hired before maintaining employee data.




Transaction PA30



code



Business role menu



3. On the infotype field, enter 0019 or select the dropdown list to search for Monitoring of Tasks and choose the Enter key.


5. On the Create Monitoring of Tasks (Infotype 0019) screen, enter the following data:


Task type Type of task Select the type of task from the dropdown list

Date of Task Due date of task Enter the due date of the task

Reminder date

Reminder date of the task

Reminder date is automatically calculated based on the date of task

Comments Comments of the task

Enter comments of the task if applicable


Result Employee’s monitoring of tasks record is updated.

4.9 Maintain Bank Information

UseAn employee’s bank information data changes and requires updating. An employee creates a secondary bank account in addition to the primary bank

Prerequisites Employee’s bank information should have been set up during the Hiring Action.




Transaction PA30



code



Business role menu



3. On the Infotype field, enter 0009 and in the STy field, enter 1 (or select the dropdown list to search for Bank Details) and choose the Enter key.


5. On the Create Bank Details (Infotype 0009) screen, enter the following data:





Bank details type

Type of bank account Select the type of bank 1 other bank to create a secondary bank from the dropdown list

Payee Payee of employee Defaults to employee name

Post code Post code of employee Defaults from information entered in address infotype 0006

City City of employee Defaults from information entered in address infotype 0006

Bank country Bank country of employee Defaults from information entered in address infotype 0006

Bank key Bank key of employee If employee is paid via direct deposit then select a bank key from the dropdown list

Note: not required if payment method is C or N (Check)

Bank account Bank account number of employee

Enter the bank account details of the employee

Note: not required if payment method is C or N (Check)

Bank control key

Determine if a checking or savings account

Enter 01 for checking account or 02 for savings account

Payment method

Payment method of salaries paid

Select N for Check of B for direct deposit

Standard value

Dollar amount to be deposited into the secondary account

Enter the dollar amount to be deposited into secondary account



Standard percentage

Percentage of net earnings to be deposited into the secondary account

Enter the percentage to be deposited into secondary amount

Note: if a dollar amount is entered then the percentage should not be entered.


Result The employee’s bank account record is updated.

4.10 Maintain Planned Working Time

UseIt is necessary to maintain planned working time for employees who work swing and graveyard shifts as the eligibility of the shift premiums is driven by the work schedule to which the employee is assigned.

To assign the employee to the swing and graveyard work schedule rule the employee must be within the SAP Best Practices for HCM personnel areas and sub areas.

Prerequisites Employee must be hired before updating the employee’s planned working time information.




Transaction code

PA30



Business role menu



3. On the infotype field, enter 0007 or select the dropdown list to search for Planned Working Time and choose the Enter key.


5. On the Create Planned Working Time (Infotype 0007) screen, enter the following data:







Work Schedule rule

Work schedule rule A default value should appear. Select a different work schedule rule from the dropdown list if necessary

Time Management Status

Status of time processing within time evaluation

Select value from dropdown list

Working Week Start of working week of new employee

Defaults to 01 for working week beginning on Monday

Part-time employee

Indicator for part-time employee

Select this checkbox if employee is to work part-time

6. Press the Enter key to check the entries. A delimit message is displayed to confirm the delimitation of the previous record.


Result Employee’s planned working time record is updated.

4.11 Maintain Recurring Deductions/Payments

UseFor employee payments or deductions that should occur more than one time (for example, every pay period), these payments are handled through the recurring deductions/payments infotype (0014). Specifying a wage type in the Recurring Payments/Deductions infotype (0014), you can enter an amount and/or a value and a unit of measurement that should always be paid or deducted by Payroll. Recurring payments/deductions are wage elements that are paid or deducted in every payroll period. In contrast to additional payments, recurring payments/deductions are paid or deducted within a defined periodicity. In addition, for deductions with a specified total amount, equal installments can be deducted over several periods. You can use it, for example, to set up interest-free loans for your employees.

To set up a deduction in the system that is valid over several payroll periods, you create a record in the infotype Recurring Payments/Deductions (0014). If you want the individual deductions to add up exactly to a specified total amount, you must choose the validity period for this infotype record so that the sum of the partial amounts corresponds to the total amount.

The balance of the total amount is stored within infotype Additional Payments (0015); the balance wage type is the required total amount that is to be reached by the individual deductions in the infotype Recurring Payments/Deduction (0014). You create this wage type in the infotype Additional Payment (0015). The validity date for this record lies in the payroll period in which the payments start. With each deduction in the individual periods, the amount of this balance wage type is reduced during payroll.



To process the payment, the payroll processing steps need to be executed. Refer to BPD Payroll and Post Payroll Processing (566) for further information on this.

Prerequisites Employee must be hired before updating employee’s recurring deductions/payments.




Transaction code

PA30



Business role menu



3. On the infotype field, enter 0014 or select the dropdown list to search for Recurring Payments/Deductions and choose the Enter key.


5. On the Create Recurring Deductions/Payments (Infotype 0014) screen, enter the following data:





Enter the end date of the when the deduction from the employee’s pay is to stop.


Wage Type Wage type to be deducted from employee

Select the wage type from the dropdown list

The SAP Best Practices for HCM package delivers many deduction wage types. Here are some deduction wage types that you can choose from:

2010 Parking deduction

2011 Miscellaneous deduction

2012 Cafeteria deduction

2040 401K Loan deduction

wage types with balances:

2000 Charitable Donation (Amt)



2015 Bond Purchase deduction (Amt)

2035 Computer Loan deduction (Amt)

2045 Education Loan deduction (Amt)

Amount Amount to be deducted each pay period

Enter the amount of the payment

Number and TMU

Number and unit of payment

Use this field if you want to use other than a dollar amount of payment; for example, instead of using the Amount field, you can enter a number and a percentage (in the unit box) in this field for an additional payment. Unless otherwise indicated, leave this field blank.

*: This is a required field if Amount field is left blank

Assignment #

This field is user-definable. It is not used in the standard system.

Leave blank

Reason for change

Reason for the additional payment

Leave blank

Payment dates

Payment modeling Leave this section blank

6. Save your entries. For deduction wage types with balances then the Create Additional Payments screen are displayed for wage types that require a total balance to be linked to the deduction payment.

7. On the Create Additional Payments (Infotype 0015) screen, enter the following data:


Wage Type Wage type that holds the balance of the total deduction to be paid

The balance wage type should automatically be displayed based on the selection made within I0014 Recurring deductions/payments infotype

The SAP Best Practices for HCM package delivers many deduction wage types. Here are some deduction wage types that you can choose from:

2002 Charitable Bal

2005 Misc Dedn Arrears Bal

2016 Bond Purchase Bal

2046 Education Loan Bal

Amount Amount of additional payment Enter the amount of the balance

Number and TMU

Number and unit of payment Use this field if you want to use other than a dollar amount of payment; for example, instead of using the Amount field, you can enter a number and a percentage (in the



unit box) in this field for an additional payment. Unless otherwise indicated, leave this field blank.

Leave this field blank if creating a balance

Date of origin

The system enters the last day of this payroll period as the new value. If the employee has left the company, the date of origin is identical to the last active day of the payroll period.

The system defaults the date, adjust as required

Default date The system used the last day of the current payroll period, taken from the payroll control record, as the default date. If required, it is possible to enter a period and year different form the period in the payroll control record

Leave blank

Assignment #


Leave blank

Reason for change

Reason for the additional payment

Leave blank


Result Employee’s recurring deduction with a balance is created.

4.12 Maintain Additional Payments

UseOne-off payments/deductions to employees (such as bonuses or expenses) are paid to the employee through the additional payments infotype (0015).

By specifying a wage type in the Additional Payments (0015) infotype, you can store an amount and/or a value and a unit of measurement that should be paid or deducted in a certain period by Payroll. Additional payments are wage elements that are not paid or deducted in every payroll period in contrast to recurring payments and deductions that are paid or deducted within a defined periodicity.

To process the payment, the payroll processing steps need to be executed. Refer to BPD Payroll and Post Payroll Processing (566) for further information on this.



Prerequisites Employee must be hired before updating employee’s additional payments.




Transaction code

PA30



Business role menu



3. On the infotype field, enter 0015 or select the dropdown list to search for Additional Payments and choose the Enter key.


5. On the Create Additional Payments (Infotype 0015) screen, enter the following data:


Wage Type Wage type assigned to be assigned to the additional payment

Select the wage type from the dropdown list

Amount Amount of additional payment Enter the amount of the payment

Number and TMU

Number and unit of payment Use this field if you want to use other than a dollar amount of payment; for example, instead of using the Amount field, you can enter a number and a percentage (in the unit box) in this field for an additional payment. Unless otherwise indicated, leave this field blank.

Date of origin

The system enters the last day of this payroll period as the new value. If the employee has left the company, the date of origin is identical to the last active day of the payroll period.

The system defaults the date, adjust as required

Default date The system used the last day of the current payroll period, taken from the payroll control record, as the default date. If required, it is possible to enter a period and

Leave blank



year different form the period in the payroll control record

Assignment #


Leave blank

Reason for change

Reason for the additional payment Leave blank


Result Employee’s additional payment record is updated.

4.13 Maintain Date Specifications

UseThis infotype stores additional data relating to Date Events that have an impact on other HR areas, such as payroll and benefits.

Date types have been created for SAP Best Practices for HCM. It is easy to track when the employee is eligible for benefits enrollment, 401(k) enrollment, and PTO eligibility. Additionally, if the employee is rehired, the Rehire date is stored. The date specifications infotype (0041) is created with some default values when hiring the employee. The dates may require maintaining during the life of the employee at the company.

Prerequisites Employee must be hired and the default date type values created before updating employee’s date specifications record.

The US employees created as part of master data load for this scenario are Personnel Nos. 00910060 - 00910088.




Transaction code

PA30



Business role Human Resources ® HR Master Data Maintain HR Master Data



menu

2. On the Personnel no. Field, enter the employee number.

3. On the infotype field, enter 0041 or select the dropdown list to search for Date Specifications and choose the Enter key.

4. Choose the Change button to maintain the existing record.

5. On the Change Date Specifications (Infotype 0041) screen, enter the following data:


Date type Defines the meaning of a particular date

Select from the dropdown list various dates (Date Types UA-U9 has been created for SAP Best Practices for HCM)

16 Original Hire Date

17 Service Date

18 Adjusted Service Date

19 Expected Return Date

21 Rehire Date

UF Benefits Eligibility Date

U7 Vesting Date

U8 1000 Hours

Date – for each date type selected

Date for which Date Specifications go into effect

If you select a Date Type, use the dropdown calendar and change the date if necessary. For most employees, it is the hire date.


Result Employee’s date specifications record is updated.

4.14 Maintain Education

UseThis infotype maintains information relating to educational history supplied by the employee. It is stored as a record of reference and does not affect any benefit, time, or payroll processing. Most new hires supply educational background data.

Prerequisites Employee must be hired before updating employee’s education and training record

Procedure



1. Access the transaction choosing one of the following navigation options:



Transaction code

PA30



Business role menu


2. On the Personnel no. Field, enter the employee number, or select the dropdown list to search for the employee.

3. On the Infotype field, enter 0022 or select the dropdown list to search for Education and choose the Enter key.

4. Choose the Create button. The Subtypes for infotype Education dialog box is displayed. Select a subtype.

5. On the Create Education (Infotype 0022) screen, enter the following data:



To End date of new record Enter the end date of the new record.


Educational est.

Type of educational establishment

Defaults from the subtype selection

Certificate Type of certification Select type of certification from the dropdown list

Duration of course

Length of course Enter the number and units of the length of course taken

Final Grade Final mark on certificate Enter the final grade achieved by the employee if applicable

Branch of study 1

Special field of the employee’s course of studies

Select branch of study from the dropdown box list if applicable

Branch of study 2

Special field of the employee’s course of studies

Select branch of study from the dropdown box list if applicable


Result Employee’s education record is updated.



4.15 Maintain Communication

UseEmployee information stored relates to various forms of communication contacts with the employee. This infotype record stores information as reference purposes and does not affect any benefit, time, or payroll processing.

Prerequisites Employee must be hired before updating employee’s communication record




Transaction code

PA30



Business role menu



3. On the Infotype field, enter 0105 or select the dropdown list to search for Communication and choose the Enter key.

4. Choose the Create button. The Subtypes for Infotype Communication dialog box is displayed. Select a subtype

5. On the Create Communication (Infotype 0105) screen, enter the following data:

Field name

Description User action and values


To End date of new record Enter the end date of the when the deduction from the employee’s pay is to stop.


Type Type of communication device

Defaults from the subtype selection

ID/Number Identification of the communication type

Enter the appropriate number/identification of the communication type selected list




Result Employee’s communication record is updated.

4.16 Maintain Additional Personal Data

UseIn this activity, additional personal data is maintained.

Prerequisites Employee must be hired before updating employee’s additional personal data record




Transaction code

PA30



Business role menu



3. On the Infotype field, enter 0077 or select the dropdown list to search for Additional Personal Data and choose the Enter key.


5. On the Create Additional Personal Data (Infotype 0077) screen, enter the following data:







Ethnic origin Ethnic origin Select ethnic origin from the dropdown list

Ethnicity Ethnicity Select value from dropdown list

Race data Race Checkbox the race

Military Military status Select the military status from the dropdown list if



Status applicable

Veteran Status

Veteran Status Select the appropriate veteran status checkbox if applicable

Disability Disability Status Select the disability checkbox if applicable


Result Employee’s additional personal data is updated.

4.17 Maintain Maternity Protection/Parental Leave

UseThis activity enables you to record all absences related to maternity protection and parental leave. In addition, Absences entered here are also stored automatically in the Absences infotype.

Prerequisites Employee must be hired before updating employee’s maternity or parental leave data record

The US employee created as part of master data load for this scenario is Personnel Nos. 00910074.




Transaction code

PA30



Business role menu



3. On the Infotype field, enter 0080 or select the dropdown list to search for Maternity Protection/Parental Leave and choose the Enter key.


5. On the Maternity Protection/Parental Leave (Infotype 0080) screen, enter the following data:









Pregnancy Notification Date

Date of notification

Enter the date on which the employer was informed of the pregnancy.

Expected Date of Delivery

Expected delivery date

Enter the presumed date of delivery. The system uses this date to calculate the anticipated absence for the employee. If the Actual date of delivery field contains an entry, calculations are based on this date instead. Select the green checkmark to display the defaulted absence types.

Actual Date of Delivery

Actual delivery date

Enter the date of the actual delivery. This date overrides the Expected Date of Delivery. Select the green checkmark to display the defaulted absence types.

Absence Type

Absence type The absence types defaults based on the gender of the employee.

Start Date Start Date The system automatically calculates the start date of the absence

End Date End Date The system automatically calculates the end date of the absence

6. Save your entries. The system accepts the data and completes the new record. If the Date of Delivery is not a work day, the system displays the Absence infotype (I2001). Correct the start date of the infotype to reflect a work day. Save your entries. The system accepts the data and completes the new record.


4.18 Create Additional Absence Data

UseThis activity is used to create additional absence data for the purposes of tracking illness or accident related absences.

Prerequisites Employee must be hired before updating employee’s additional absence data record






Transaction code

PA30



Business role menu



3. On the Infotype field, enter 0082 or select the dropdown list to search for Additional Absence Data. On the Subtype field, enter the subtype or select the dropdown list to search for the subtype and choose the Enter key.


5. On the Create Additional Absence Data (Infotype 0082) screen, enter the following data:


Subtype Subtype Defaults to the subtype previously selected.

Case Number Case Number Enter a number assigned by a Worker's Comp Board or an internally assigned number.

Description Description Enter the description of the illness or accident

Reported On Reported On Enter the date on which the injury or illness was reported.

Time Reported Time Reported Enter the time on which the injury or illness was reported.

Date of Illness Date of Illness Enter the date of the injury or onset of the illness.

Illness Time Time of Illness Enter the time of the injury or onset of the illness.

Estimated Costs

Estimated Costs

Enter the total cost of the injury or illness.

Personnel Area Personnel Area Enter the personnel area of the event

Personnel Subarea

Personnel Subarea

Enter the personnel subarea of the event.





4.19 Maintain Workers’ Compensation NA

UseIn this activity, Workers’ Compensation information related to the accident or illness recorded in IT0082 is maintained.

Prerequisites Employee must be hired before creating the employee’s workers’ compensation record.





Transaction code

PA30



Business role menu



3. On the Infotype field, enter 0076 or select the dropdown list to search for Workers’ Compensation NA. On the Subtype field, enter the subtype or select the dropdown list to search for the subtype and choose the Enter key.


5. On the Create Workers’ Compensation NA (Infotype 0076) screen, enter the following data:


Subtype Subtype Defaults to the subtype previously selected.

Status Status Enter the user-defined status field to denote the status of the Worker's Comp claim. Values are typically: R-Reporting; O-Open; P-Pending; or C-Closed.

Case Number Case Number Enter a number assigned by a Worker's Comp Board or an internally assigned number.

Date Date Enter the date that the employee stopped working due to the injury or illness.



Time Time Enter the time that the employee stopped working due to the injury or illness.

Number of Hours Worked

Number of Hours Worked

Enter the number of hours the employee worked on the day the injury or illness occurred.

Wage Type for Workers’ Compensation

Wage Type for Workers’ Compensation

Select wage type from dropdown list

Amount Paid Amount Paid Enter the amount that can be used with the Payment Rule field in the payroll calculation.

Payment Rule Payment Rule This field holds a free form character to be used in the payroll calculation. It is currently a user-defined field.




570_ERP605_BPD_EN_US

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