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Off-Cycle Processing with Funds or Grants Management (988) SAP Best Practices.

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Präsentation zum Thema: "Off-Cycle Processing with Funds or Grants Management (988) SAP Best Practices."—  Präsentation transkript:

1 Off-Cycle Processing with Funds or Grants Management (988) SAP Best Practices

2 © SAP 2008 / Page 2 Scenario Overview – 1 Purpose To complete processing of employee Off-cycle Payroll Run payroll for payments including bonuses and other one-time payments, advance payments (multiple pay periods), and absence payments (days within a payroll period) Execute a correction payroll when changes have been made to an employee's master data Process payroll data for a check that was manually created outside of the system View an employee's payroll history Replace payments Reverse payments Adjust W2 data of individual employee during the year end process Benefits Ability to reissue, void, or create payments in a single workbench Automated, efficient processing with complete history of employees payroll Key process flows covered Reversal / Void Check Replacement Purpose and Benefits:

3 © SAP 2008 / Page 3 Scenario Overview – 2 Required SAP ECC 6.0 EhP3 Enterprise roles involved in process flows Payroll Administrator SAP Applications Required:

4 © SAP 2008 / Page 4 Scenario Overview – 3 Off-Cycle Processing History Tab The History tab allows you to view an employees pay results for a given payment in the remuneration format. When you choose the History tab it shows at a summary level the payment date, amount, and other information related to that specific pay. If you click on the blue box with an I in it, this will give you detailed information on the check/bank information. If the payment has been reversed or replaced, it will show you the reason and by whom it was reversed or replaced. If it was replaced it will show the check number that replaced it. In addition, there is an icon displayed in the case of it being a replacement or reversed result. At the bottom of the history tab is the remuneration statement button, which submits RPCEDTXX that then allows a more detailed view of the pay information. Replace Payment Tab The Replace Payment tab is where you go to replace a transfer or a check with a check. A big part of the replacement process is the check management this was discussed earlier in the configuration section above. When you go the replace payment tab only payments that are processed will be shown. If it is a check there must be a check number entry in PAYR. If direct deposit the BT must be date and time stamped. Detailed Process Description:

5 © SAP 2008 / Page 5 Scenario Overview – 4 Off-Cycle Processing Payroll Tab On demand bonuses are created when employees need to receive a special payment prior to or separate from the next regular payroll run. On demand regular payrolls can be used to prepay an employee for the next period, or to pay an employee for a previously exited period. Processing Payments for Individual Absences in Advance or Pay in Advancer Occasions arise where you would like to retroactively adjust an employee's payroll results, but without including any master data changes in the adjustment that would also affect the employee's payroll results. This need is met by year-end adjustments run from the Off-Cycle with Reason code 0110 Year-End Adjustments. Detailed Process Description:

6 © SAP 2008 / Page 6 Scenario Overview – 5 Off-Cycle Processing Reversal Tab The Reverse Payment tab is there to allow the reversal/void of a payment. Depending on the status of third party remittance, the payment will be processed as either a void or an out of sequence reversal. Check Number Assignment Tab The Assign Check Number tab is used for when a manual payment is made. On this tab, you can assign the check number that is associated with that payment. The payment must have a payment method of M to be displayed on this tab. Authorized manual checks are checks that are processed by SAP, but are printed or hand written outside of the system. Detailed Process Description:

7 © SAP 2008 / Page 7 Process Flow Diagram Off-Cycle Processing with Funds or Grants Management Legend – Please see next page

8 © SAP 2008 / Page 8 Legend SymbolDescriptionUsage Comments Band: Identifies a user role, such as Accounts Payable Clerk or Sales Representative. This band can also identify an organization unit or group, rather than a specific role. The other process flow symbols in this table go into these rows. You have as many rows as required to cover all of the roles in the scenario. Role band contains tasks common to that role. External Events: Contains events that start or end the scenario, or influence the course of events in the scenario. Flow line (solid): Line indicates the normal sequence of steps and direction of flow in the scenario. Flow line (dashed): Line indicates flow to infrequently- used or conditional tasks in a scenario. Line can also lead to documents involved in the process flow. Connects two tasks in a scenario process or a non-step event Business Activity / Event: Identifies an action that either leads into or out of the scenario, or an outside Process that happens during the scenario Does not correspond to a task step in the document Unit Process: Identifies a task that is covered in a step-by-step manner in the scenario Corresponds to a task step in the document Process Reference: If the scenario references another scenario in total, put the scenario number and name here. Corresponds to a task step in the document Sub-Process Reference: If the scenario references another scenario in part, put the scenario number, name, and the step numbers from that scenario here Corresponds to a task step in the document Process Decision: Identifies a decision / branching point, signifying a choice to be made by the end user. Lines represent different choices emerging from different parts of the diamond. Does not usually correspond to a task step in the document; Reflects a choice to be made after step execution SymbolDescriptionUsage Comments To next / From last Diagram: Leads to the next / previous page of the Diagram Flow chart continues on the next / previous page Hardcopy / Document: Identifies a printed document, report, or form Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines Financial Actuals: Indicates a financial posting document Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines Budget Planning: Indicates a budget planning document Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines Manual Process: Covers a task that is manually done Does not generally correspond to a task step in a document; instead, it is used to reflect a task that is manually performed, such as unloading a truck in the warehouse, which affects the process flow. Existing Version / Data: This block covers data that feeds in from an external process Does not generally correspond to a task step in a document; instead, this shape reflects data coming from an external source; this step does not have any incoming flow lines System Pass / Fail Decision: This block covers an automatic decision made by the software Does not generally correspond to a task step in the document; instead it is used to reflect an automatic decision by the system that is made after a step has been executed. External to SAP Business Activity / Event Unit Process Process Reference Sub- Process Reference Proces s Decisio n Diagram Connection Hardcopy / Document Financial Actuals Budget Planning Manual Proces s Existing Version / Data System Pass/F ail Decisio n

9 © SAP 2008 / Page 9 Appendix – Public Sector Clients There is no difference in Public Sector for the Off-Cycle Workbench Deployment of the Off-Cycle Processing is not necessary to comply with Off-Cycle requirements, but does add considerable ease of use and value. For reversal and replacement of checks, further subsequent processing should be executed to perform further necessary steps. SAP Best Practices for HCM delivers standard process models required to execute the subsequent processing. The payroll activity allows you to perform various payroll processes that are not covered by the regular run. These payroll processes are referred to as reasons. Reasons can be an adjustment check for correcting an employee check (for example, overtime pay was missed). Another would be on-demand check used to create a check for an employee to prepay them for the next payroll period. Also, a special payment that is used to give an employee some kind of special payment outside of the regular payroll (for example, a holiday bonus). In addition, you can perform advance payments, giving you the ability to run several future pay periods at once. One thing to note when running an advance payment is the last period is your current period all other periods will be processed as retros. This means that there will be one check for all periods and the taxes will be calculated in the last period where the prior period earnings have been brought forward to pay in the current period.

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