BF015 Admins to Pay VER 13

AIM for Business Flows

BF.015 FUTURE PROCESS MODEL SAMBA Financial Group Admin To Pay

Author: Mohd Elbaw

Wissam Hajjar

Creation Date: June 4, 2009 Last Updated: 15-11-2009

Document Ref: MEO/SS/SAMBA/HRMS/BF015/Ver 1.3

Version: 1.3

Approvals:

<Approver 1>

<Approver 2>

Copy Number _____

BF.015 Future Process Model

Admin To Pay File Ref: BF015_Admins_To_Pay (v. Error! Reference source not found. )

Doc Ref: MEO/SS/SAMBA/HRMS/BF015/ 15-11-2009

Document Control ii

Document Control

Change Record 4

Date Author Version Change Reference 22-Jun-09 Mohd Elbaw Draft 1a No Previous Document 28-Jun-09 Mohd Elbaw 1.2 3-Jul-2009 Mohd Elbaw 1.3 1-sep-2009 Wissam Hajjar 1.4

Reviewers

Name Position Moh’d Elbaw Oracle Project Manager Sohiyb Sakaji SAMBA Project Manager Balagi KS SAMBA IT Project Manager

Distribution

Copy No. Name Location 1 Library Master Project Library 2 Project Manager 3 4

Note To Holders: If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes.

If you receive a hard copy of this document, please write your name on the front cover, for document control purposes. SAMBA reserves the right to amend or change the contents of this document if any contents not in line with Samba’s policies and procedures which has already been delivered to Oracle.




Document Control iii

Contents

Document Control ................................................................................................. ii

Event Catalog......................................................................................................... 1

Admin To Pay ............................................................................................... 1

Process Listing and Process Descriptions ............................................................ 4

Payroll & Compensation Definition ......................................................... 4 Process Relationships for Payroll & Compensation Definition ............. 6

Function Hierarchy ................................................................................................ 7

Payroll Definition ......................................................................................... 7

Process Step Catalogs ........................................................................................... 9

Payroll Definition ......................................................................................... 9

Function Hierarchy .............................................................................................. 10

Compensation Definition ......................................................................... 10

Process Step Catalogs ......................................................................................... 12

Recurring Earning Elements Definition ................................................ 12


Non Recurring Earning Elements Definition ....................................... 13


Deduction Elements Definition ............................................................... 28


Recurring Deduction Elements Definition ........................................... 30


Information Elements Definition ............................................................ 33 Accruals ........................................................................................................ 33


Employer Charges Elements Definition ................................................ 35

Process Listing and Process Descriptions .......................................................... 37

Payroll To Payment ................................................................................... 37 Process Relationships for Payroll to payment ......................................... 40




Document Control iv

Function Hierarchy .............................................................................................. 41


Assign To payroll ....................................................................................... 42 Assignment Change ................................................................................... 42 Salary Change ............................................................................................. 43 Personal Payment Method ....................................................................... 43 Moving & Relocation Expenses............................................................... 43 Samba Club Contribution ......................................................................... 43 Salary in Advance ...................................................................................... 44 Housing in Advance .................................................................................. 45 Schooling Fees ............................................................................................. 46 Annual Medical Checkup Claim ............................................................ 48 Overtime Request ....................................................................................... 49 Thursday Overtime Request .................................................................... 50 Cash Flow Loan .......................................................................................... 52 Cash Flow Loan Transactions .................................................................. 53 Housing Loan Request .............................................................................. 54 Purchase Housing Loan Transactions ................................................... 55 Construction Housing Loan Transactions ............................................ 56 Element Set .................................................................................................. 58 Assignment Set ........................................................................................... 58 Consolidation Set ....................................................................................... 58 Quick Pay ..................................................................................................... 58 Daily Payroll Run ....................................................................................... 59 Retro Pay (Enhanced) ................................................................................ 59 Monthly Payroll Run ................................................................................. 60 Rollback Payroll Run ................................................................................. 60 Retry Payroll Run ....................................................................................... 60 Pre Payment ................................................................................................ 60 Saudi Payment Output File ...................................................................... 61 Saudi Payroll Archiver .............................................................................. 61 Saudi Payroll Register ............................................................................... 61 Saudi Pay slip Report ................................................................................ 62

Open and Closed Issues ...................................................................................... 63

Open Issues .................................................................................................... 63 Closed Issues ................................................................................................. 63




Event Catalog 1 of 63

Event Catalog

Admin To Pay

Event ID Name Type Description Frequency

PAY01 Payroll & Compensation Definition

Setup A payroll defines a group of employees with a common frequency of payment and a common pay date; it can be Weekly, bi-weekly, semi-monthly, and monthly. SAMBA will have different Payrolls to meet the pay policies of SAMBA and Country regulations. Employees are assigned to payroll through their assignment screens SAMBA has a compensation structure of fixed Pay element (e.g. Basic Salary, Housing Allowances, Transportation Allowance ….etc) And variable Pay element (e.g. Bonus (Sign On Bonus, Guaranteed Bonus …etc). For both types these compensations have eligibility rules by which a potential employee becomes eligible for such benefits.

Once






PAY02 Payroll to Payment Payroll Processing

SAMBA Payroll dept. will be responsible for running the payroll for the compensated Earning / Deduction elements. The data for payroll will be fed from several places like Self-Service Requests, Contract Changes, and Management awards …etc. The Actual result will depend on Employment type, Grade, and Position of the employee. The Final Results are calculated dynamically during the Payroll process. These results will be verified by a reconciliation activity versus the previous month payroll results. The Payment of Payroll depends on the defined payroll payment methods. SAMBA staffs are paid by direct transfer to their SAMBA Staff account, For the new joiners whom don’t have SAMBA Staff bank Account their salary will be paid by cheque.

Daily / Weekly/ Monthly / As and When Occur

PAY03 Time Collection To Payroll

Payroll Processing

Pay / Deduction Elements are used to capture various time attendance events, The Unpaid Leave deduction, Overtime Allowance, Thursday Overtime Allowance, and Shift allowance will be linked to the occurrence of employee time attendance records. In order to fit this purpose SAMBA will require to define work schedules, work plan for shifts, rotation plans and Holiday Calendars.







PAY04 Absence Management

Payroll Processing

Corresponding to the submitted leave request as described in BF015_Hire_To_Retire_VER_1.3.Doc, This process is made to manage each type of absence from payroll aspect. Each type of leave will either have an Earning Element associated to the occurrence of absence records (E.g. Vacation Allowance is linked to Paid Leave request) or Have deduction element (E.g. Unpaid Leave Deduction for the unpaid leave days )





Process Listing and Process Descriptions 4 of 63

Process Listing and Process Descriptions

Payroll & Compensation Definition

Process ID Event Process Title Description of Process Output






PAY01.01 Payroll & Compensation Definition

Payroll Definition This process involves the definition of 8 payroll registers for KSA Business Group that represents two legal entities; SAMBA and SAMBA Capital. The eight payroll register are: 1- SAMBA Regular Payroll This payroll register will include all employees having employment type as local Staff 2- SAMBA Special Payroll This payroll register will include specific individuals identified by HR, and this payroll will be handled in a special way 3- SAMBA Consultant and Agency Payroll: This payroll register will include all employees whose employment types are Direct Consultant, Agencies Consultant, Temporary consultant except KHALDA staff 4- SAMBA Capital Regular Payroll This payroll register will include all employees with their employment records registered under SAMBA Capital Legal Entity. 5- SAMBA Capital Special Payroll This payroll register will include specific individuals identified by HR, and this payroll will be handled in a special way 6- SAMBA KHALDA Payroll This payroll register will include all KHALDA employees working for SAMBA 7- SAMBA Capital KHALDA Payroll This payroll register will include all KHALDA employees working for SAMBA Capital 8- SAMBA Capital Consultant and Agency Payroll: This payroll register will include all employees whose employment types are Direct Consultant, Agencies Consultant, Temporary consultant except KHALDA staff

For KSA Business Group, the following payroll registers are: -SAMBA Staff Payroll -Management Payroll - Consultant Payroll - SAMBA Capital Payroll -SAMBA Capital Management Payroll - KHALDA Staff Payroll

PAY01.02 Payroll & Compensation Definition

Compensation Definition, Compensation Eligibility





Process Relationships for Payroll & Compensation Definition

SAMBA Bank

Function: Payroll & Compensation Definition

Function Owner: Payroll

Date: 28-6-2009

Description:




Function Hierarchy 7 of 63

Function Hierarchy

Payroll Definition

Function ID #

Function Description

Function Owner

Type

Notes

PAY01.01.01

Payroll Definition Designated Payroll Officer Setup This process involves the definition of 5 payroll registers for KSA Business Group that represents two legal entities; SAMBA and SAMBA Capital. The eight payroll register are: 1- SAMBA Regular Payroll This payroll register will include all employees having employment type as local Staff 2- SAMBA Special Payroll This payroll register will include specific individuals identified by HR, and this payroll will be handled in a special way 3- SAMBA Consultant and Agency Payroll: This payroll register will include all employees whose employment types are Direct Consultant, Agencies Consultant, Temporary consultant except KHALDA staff 4- SAMBA Capital Regular Payroll This payroll register will include all employees with their employment records registered under SAMBA Capital Legal Entity. 5- SAMBA Capital Special Payroll This payroll register will include specific individuals identified by HR, and this payroll will be handled in a special way 6- SAMBA KHALDA Payroll This payroll register will include all KHALDA employees working for SAMBA 7- SAMBA Capital KHALDA Payroll This payroll register will include all KHALDA employees working for SAMBA Capital 8- SAMBA Capital Consultant and Agency Payroll:





Function ID #


Function Owner

Type

Notes

This payroll register will include all employees whose employment types are Direct Consultant, Agencies Consultant, Temporary consultant except KHALDA staff




Process Step Catalogs 9 of 63

Process Step Catalogs

Payroll Definition

ID Description Frequency Notes Agent Automation

PAY01.01.01.01

Define a Payroll Once Enter the Payroll Name (Unique Payroll Name Is entered), Payroll Period Type (Calendar Month will be used as Payroll Period Type) , Enter the end date of the payroll's first period (31-Jan-1950 is the end date of the 1st Payroll period) and the number of years for the system should initially generate the payroll's calendar Open the calendar year on a 2 years basis

Designated Payroll Officer

Automatic

PAY01.01.01.02

Enter The Payroll Period dates Once For the chosen Payroll Periods in STEP PAY01.0101.01, the start and end date of each period should be defined. As SAMBA will use a calendar month, the start and end date should exactly match the start and end of each calendar month.


Automatic

PAY01.01.01.03

Enter Payroll Valid Payment Methods Once SAMBA will have two Payment Method: - Direct Deposit: The default payment method that will be used for all SAMBA Staff. - Cheque: This payment method may be used for new joiners who do not have SAMBA staff Account and maybe used for Direct Consultant and Temporary consultant


Automatic

PAY01.01.01.04

Enter Payroll Costing Details Once Each Payroll register will have the code of GL books. This code will be used with the inherited cost center from employee assignment and expense code of the Pay / Deduction Element


Automatic





Function Hierarchy

SAMBA Bank

Function: Compensation Definition Function Owner:

Payroll Date:

28-6-2009 Description:

Compensation Definition

Function ID #


Function Owner

Type

Notes

PAY01.02.01

Recurring Earning Elements Definition Designated Payroll Officer Element Definition Element Such as Basic Salary, Housing Allowance, Transportation allowance, Driver Allowance, Shift Allowance and Teller Allowance are recurring Earnings elements that represent most payments made to an employee. These elements normally processed in the regular payroll run of each period.

PAY01.02.02

Non-Recurring Earning Elements Definition Designated Payroll Officer Element Definition Element Such As Vacation allowance, Salary Advance , House In Advance, Schools Fees , Annual Medical Checkup, Maternity Claim , Overtime Allowance , Thursday Compensation ,Cash Flow Loan , Housing Loan , Guaranteed Bonus , Sign On Bonus and Management Bonus, retention bonus, target oriented bonus, Incentive Compensations, etc are non-recurring earning element which will be processed as and when occurs

PAY01.02.03

Non Recurring Deduction Elements Definition Designated Payroll Officer Element Definition Element such as Sick Leave Deduction non-recurring deduction s that represent the absentia records.

PAY01.02.04

Recurring Deduction Elements Definition Designated Payroll Officer Element Definition Element such as SAMBA Club, Salary In Advance recovery , Advance House Allowance Recovery , ESIP Contribution , ESPP Contribution , Housing Loan Commission , Cash Flow Commission etc are recurring deductions limited to either to the outstanding balance (Salary In Advance, Advance House Allowance) or limited to employee enrollment in ESIP or ESSP Plan. Other Elements such as Gosi Annuities –Employee charges represent the social security deduction for Saudi Nationality Employees only those who are registered in GOSI.

PAY01.02.05

Information Elements Definition Designated Payroll Officer Element Definition Element such as ESPP Allocated Number of Shares , ESPP Settlement , ESPP Round Up Difference , ESIP Settlement , CAP Participation , CAP Allocated Number of Shares , CAP Round Up Difference , CAP Settlement and LTBP Round Up Difference are considered as Information elements which can





Function ID #


Function Owner

Type

Notes

be used to represent information items that are used or not used in payroll processing. They can also be setup to hold information for use in other elements, and to trigger the processing of other elements, for example, loan details.

PAY01.02.06

Employer Charges Elements Designated Payroll Officer Element Definition Employer Charges element represent payments such as GOSI Annuities – Employer, GOSI Hazard – Employer made to Social Security statutory bodies by the employer for the employee. Also include ESIP Employee contribution Interest, ESIP SAMBA Contribution, ESIP SAMBA Contribution Interest, ESPP Employee Contribution Interest, ESPP SAMBA Contribution and LTBP Awarded Options which represent SAMBA Liability to Benefit plan for the employees.

PAY01.02.07

Balances Definition Designated Payroll Officer Element Definition Balances represent the outstanding of allotted Benefits or credit facilities or any reporting dimension that will be used for Report Analysis these balance are described under Balance Definition in page 19.

PAY01.02.08

Third Party Payment Element Designated Payroll Officer Element Definition Elements such as GOSI Payment, Recruiting Agency payment, Life Insurance, Medical Insurance, School Payment, and House Payment will be considered as Third Party Payment since payment Is made to an external organization (3rd party).






Recurring Earning Elements Definition

ID Description Frequency

Notes Agent Automation

PAY01.02.02.01 Basic Salary Once Is an automatic element created to all SAMBA and SAMBA Capital employees, It holds the data of the monthly

Basic salary for each employee


Automatic

PAY01.02.02.2 Consultant Salary

Once Is an automatic element created to all consultants (are not employee), It holds the data of the billing salary for consultants


Automatic

PAY01.02.02.2 Housing Allowance

Is an automatic element granted to employees based on their contract, either it is Monthly that is calculated (ABS/12 *4) /12 or a fixed amount determined in the contract of the employee. Hiring is classified into 3 categories: 1- Non Professional Hires = > Not eligible for housing allowance during probation period 2- Professional Hire (Local) => Eligible for the housing allowance (From Hire Date) that is paid at end of probation 3- Professional Hire (Foreign) => Eligible for the housing allowance (From Hire Date) provided no accommodation is provided by the bank and probation does not apply for their case


Automatic

PAY01.02.02.3 Transportation Allowance

Is an automatic element granted to employees based on their grade, either it is Monthly that is derived from grade rate or a fixed amount determined in the contract of the employee


Automatic

PAY01.02.02.4 Driver Allowance

Is an automatic element granted to employees based on their grade, either it is Monthly that is derived from grade rate or a fixed amount determined in the contract of the employee


Automatic

PAY01.02.02.5 Shift Allowance Is an automatic element granted to employees who have specific positions working on shifts (Defined Later in OTL), and it is specified in People group in the assignment screen, and it should not be granted during probation


Automatic

PAY01.02.02.6 Teller Allowance Is an automatic element granted to employees who works as Teller and it is specified in People group in the assignment screen, and it should not be granted during probation


Automatic

PAY01.02.02.7 Brokerage Allowance

Is an automatic element granted to employees who have specific job as a broker at Samba Capital, and it is specified in his People group in the assignment screen, and it should not be granted during probation


Automatic

Comment [s1]: Check numbering

Comment [s2]: Should be through a user defined table as agreed earlier with Oracle- Samba suggest we use user defined table

Comment [s3]: Should be through a user defined table as agreed earlier with Oracle- Samba suggest we use user defined table






Non Recurring Earning Elements Definition



PAY01.02.02.01 Vacation allowance

Once The Allowance is one basic salary amount (Prorated from Joining date till end of joining year) paid to employee if the employee applies for a Paid Leave of 2 weeks or more, and include the request of issuing the vacation allowance. In case the employee did not request for a vacation allowance throughout the year, then he will be granted the value of 1 basic salary (Prorated from Joining date) at the last period of the year (December) Vacation Allowance Eligibility Criteria: - Vacation Allowance Amount is equal to one Month Basic Salary prorated from the employee’s joining date - Employment Type is “Employee’ - In the employee’s contract, Furlough’s Allowance should be “No” - Applied only if employee have requested a Two Consecutive weeks of paid leave - Applied only if Employee request vacation allowance in annual Leave request - In case the employee did not avail the two weeks, and upon his return he will fill a return from leave request, where upon the approval the line manager with his comments he will either recover the allowance or not recover, and this request will be passed to HR - In case employee did not avail the two consecutive weeks, and vacation allowance is already taken, then he will not get the allowance again -In case the employee takes his vacation allowance, and later on he gets a salary increase, then we only take into consideration the basic salary at the time he applied for the request, and disregard any other changes. -In case employee will apply for the vacation prior to the vacation by 30 days or more, then he will not get the allowance but prior to 30days from the actual vacation start date. If he applies for a vacation within 30 days of his vacation start date, he will get the allowance at the time of application. End of Employment Rule: - In Case of Resignation, the prorated vacation allowance based on current ABS will be deducted /Paid based on whether he took the vacation allowance or not depending on the last working date Vacation Allowance Formula: Vacation Allowance = 1 Month Basic Prorated from Joining date till end of joining year only if Furlough Allowance is set to ”No” NB: In case Furlough’s allowance in the contract is Yes, then in case the employee didn’t apply for any vacation throughout the year, instead of paying the amount at the end of the year, we have to send a notification to HR that Furlough Allowance should be paid to these staff


Automatic







PAY01.02.02.02 Salary In

Advance Once The Employee may request to have Salary advance, this maybe with respect to his Net Salary or a certain

amount that is less than one Net Salary. The Maximum number of salary advances allowed per a single request is 3 salaries. Salary In Advance Eligibility Criteria: - Maximum number of salary in advances is 3 per request; however this should be subject to a special approval. - This request is not retroactive, that is the employee will get the salary in advance value at the time of application - No overlapping requests are allowed between years. - Request Date must before 3 Calendars day of Payroll Run.(Global Value) - Employment Type is “Employee’ - Employment Type is “Khalda Staff’ as long he gets a third party element (Khalda Staff Salary in Advance) -Employee can not apply for salary advances prior to the completion of his probation period -A reserve amount of 500 SAR (Global Value)(for Officers)/per salary and 200 SAR (Global Value)(Non Officers) /per salary will be deducted from the net salary before paying to the employee ( For all employees & Khalda Staff). The deducted amount will be given back to the employee through the respective payroll . End of Employment Rule: - In Case of Resignation/Termination the outstanding balance will recovered from employee EOS indemnity. Salary In Advance Formula: Salary In Advance = Net Salary –Reserve Amount


Automatic







PAY01.02.02.03 Advance

Housing Allowance

Once For Employee who have Regular / Fixed Amount Housing Allowance as per the agreed contract details, the Employee may request to have this allowance in advance, as long as the requested amount does not exceed his annual housing amount Advance Housing Allowance Eligibility Criteria: - Employment Type is “Employee’ - Employees under probation can apply for housing in advance but it should go for special approval - Only Employees who are eligible for House Allowance as defined in Employment contract to be paid on monthly basis or Fix Amount per Annum. - Request Date must before 3 Calendars day of Payroll Run. - Maximum Amount employee can requested is ceiled by the Annual Housing Allowance amount. For Employee who receive Housing Allowance on Monthly Basis Annual Housing Allowance amount = (ABS/12) * 4 For Employee who receive Housing Allowance as Fix Amounts per Annum. Annual Housing Allowance amount = Fix Amount per Annum -Monthly recovery will be equal to the monthly housing allowance End of Employment Rule: - In Case of Resignation/Termination the outstanding balance will be recovered from employee EOS indemnity. Advance Housing Allowance Formula for recovery: If the outstanding amount >= monthly housing allowance Housing In Advance Recovery = Monthly housing allowance If the outstanding amount< monthly housing allowance House In Advance Recovery = outstanding amount


Automatic







PAY01.02.02.04 School Fees Once School Fees allowance is annual variable amount depending on employee’s contract. In his contract the

employee will have a ceiling amount for resident children and a ceiling amount for nonresident children if any, along with the number of children eligible for schooling If employee claims schooling fees for a past period then the whole amount will be expensed, else whatever will be considered as future payment will be amortized. School Fees Allowance Eligibility Criteria: - Employment Type is “Employee’ - Schooling fees depends on the contract -System should validate that the child applied for is less than 18 years(parameter) at the time the schooling years starts - System should validate the amount applied for is not greater than the amount offered in the contract for a specific scholastic year. - A Scan Copy of the paid Invoice to the school should be attached with claim request. End of Employment Rule: - In Case of Resignation/Termination the outstanding balance will be recovered from employee EOS indemnity. School Fees Formula: Invoice Period < request Date (current date) School fees = Amount Expensed Invoice Period > Request Date (current date) School fees = Amount Amortized, and a monthly amortization amount will be calculated


Automatic







PAY01.02.02.05 Annual Medical

Checkup Once The reimbursement of Annual Medical Checkup is based on submitted invoice. The eligibility of this Allowance

is based on employee Grade and age of employee. The Remuneration amount is ceiled by “fix Annual Medical Checkup amount|” of 2,000 SAR.(parameter) Annual Medical Checkup Eligibility Criteria: - Employment Type is “Employee’ - Grade is T and above is fully eligible - Officials (Character grades) staff aged >= 40 are eligible - Annual Medical Checkup Year should be for the previous Year or the current Year - Employee Can Claim only once per Annum -No Carry over is allowed for unclaimed Annual Medical Checkup. The Balance will be reset on Jan of each Calendar Year. - A parameter to insure the minimum time between 2 annual medical checkup reports will be added to validate requests End of Employment Rule: - None Annual Medical Checkup Formula: If Invoice Amount is greater than “fix Annual Medical Checkup amount|” Annual Medical Checkup = “fix Annual Medical Checkup amount|” If Invoice Amount is Less Than “fix Annual Medical Checkup amount|” Annual Medical Checkup = Invoice Amount


Automatic

PAY01.02.02.06 Maternity Claim Once This element is granted to women who are pregnant Any woman who has a period of service less than 1 year, she will be entitled for a maternity leave without pay And she would still be entitled for her full annual paid leave. Any woman who has a period of service between 1 and 3 years, bank will pay for half of the maternity leave ( if she takes 70days then we pay for 35 days) and regarding her annual paid leave she will be entitled for half that period as well ( if she is entitled for 30 days paid leave, she will be entitled for 15 paid days only) In case a woman uses her annual paid leave balance prior to maternity leave, then we will deduct the value of 50% from her paid leave Any woman who has a period of service greater than 3 years, she will be entitled for the full payment of the maternity leaves (70 days) and she will not be entitled for a paid vacation for that year.


Automatic







PAY01.02.02.07 Moving &

Relocation Expenses

Once Reimbursement of Moving and Relocation expenses is made available to some of new hired employees or to employees transferred to far destinations to assist in the cost of the physical movement This is a request submitted by the employee from self service along with supporting documents This includes some other expenses such as housing allowance already paid This amount is paid on actual Moving & Relocation Expense Eligibility Criteria: - Employment Type is “Employee’ - For New Joiner , The Employee Can claim for this allowance as per his contract - For Employees Transferred to different Location, if request was initiated by bank management End of Employment Rule: - None Moving & Relocation Expense Formula: Moving & Relocation Amount = Requested Amount as per receipts


Automatic

PAY01.02.02.08 Relocation Allowance

A relocation allowance is made available to some of new hired employees or to transferred employees (regions) to assist in the cost of the physical movement In case of new hire, this element should be automatic only if mentioned in the contract In case of transfer, then line manager will apply for this request For international hires, they get the value of 1 basic salary For local hires and transfers, they get the value of the 1 basic salary + 1,500 SAR (parameter) End of Employment Rule: - None Relocation Allowance Formula: Relocation Allowance = 1 basic Salary ( International Hires) Relocation Allowance = 1 basic Salary + 1,500 SAR (parameter) (Local Hires and transfers)







PAY01.02.02.08 Overtime

Payment Once The allowance for overtime can be compensated in money that equals number of hours performed

outside the normal working hours. The amount in money is calculated by Overtime rate Hours as follow: - Working Days (Saturday … Wednesday) A rate of one Hour and a half Rate will be applied to each performed one hour overtime. - Non Working Days (Friday) A rate of 2 hours Rate will be applied to each performed one hour overtime. - In overtime, we need to deduct 3 hours from the total worked hours in a week - Example: if employee works 4hours then he get the value of 1 hour. - Public Holiday: A rate of two Hour Rate will be applied to each performed one hour overtime. Overtime Allowance Eligibility Criteria: - Employment Type is “Employee” - Only numeric grades are eligible for overtime - Employment Type is “Khalda Staff” - Max Number of Overtime Hours should not exceed 48 hours per month -For Friday overtime, the total hours per month should not exceed 24 hours -For weekdays overtime, total hours should not exceed 32 hours per month - Number of Hours per Month is 240 Hours. - If during payroll run, the amount of overtime acquired by an employee exceeds 20% of his monthly basic salary, then we should only pay him 20% of his monthly basic salary, and discard the rest. End of Employment Rule: - None Overtime Allowance Formula: In case of Working Days Overtime Allowance = (ABS/12) /240 * (Number of Approved Overtime Hours * 1.5 Hour) In case of Weekends (Friday Only) Overtime Allowance = (ABS/12) /240 * (Number of Approved Overtime Hours * 2 Hour) In case of Public Holidays Overtime Allowance = (ABS/12) /240 * (Number of Approved Overtime Hours * 2 Hour)


Automatic







PAY01.02.02.09 Thursday

Compensation Once This allowance will be based on the Line manager decision. Once an employee registers his Thursday overtime

hours, the action will go to his line manager and the manager will have one of the following three options:

1- Days in Lieu Leave: he can grant him a day in lieu in case the employee worked for a minimum of 6 hours (parameter)

2- Paid Day: the employee will be given 12% of MBS / 4 if he worked for minimum of 4 hours (parameter)

3- Worked hours: Overtime will be considered as a weekend overtime, and he will earn the number of worked hours * weekend rate.

Thursday Compensation Eligibility Criteria: - Employment Type is “Employee” - Employment Type is “Khalda Staff” - Number of Hours per Month is 240 Hours. End of Employment Rule: - None Thursday Compensation Allowance Formula:

1- Days in Lieu Leave: he line Manager can grant him a day in lieu in case the employee worked for a minimum of 6 hours (parameter)

2- Paid Day: the employee will be given 12% of MBS/ 4 if he worked for minimum of 4 hours (parameter) 3- Worked hours: Overtime will be considered as a weekend overtime, and he will earn the number of

worked hours * weekend rate.


Automatic







PAY01.02.02.10 Cash Flow Loan Once A cash Flow loan is a sort of credit facility given to top performer employees, in which SAMBA lends a fund to

employees An interest rate of 3 %( parameter) will be applied on the outstanding loan balance during the loan tenure period which is 36 Month as max. Employee can request for additional Cash Flow loan only if he has paid off 18 months of his ongoing cash flow loan Employee cannot request for a new loan unless 18 months has passed after beginning of a previous loan (Employee can apply. Such request is treated as exceptional loan) Cash Flow Loan Eligibility Criteria: - Employment Type is “Employee” - Employment Type is “Khalda Staff” - Min. of two years in Service. - Max. Loan Amount can be requested is 30% (parameter) of Annual Basic Salary - Max. Loan Settlement tenure should not exceed either 36 Month - Total of current Deduction along with the Cash flow loans installment should not exceed 43% of Gross Salary. - Gap of 18 Month Between two loan request - Commission of 3% will be applied on the Cash Flow Loan Outstanding Balance, This commission will calculate on prorate mode. The full details of this element will be discussed on Cash Flow Loan Commission Element. Cash Flow Loan Functionality Feature : - Employee Can make Full Settlement or partial Settlement without effecting the Cash Flow Loan Settlement Tenure period. - Employee can request to reschedule the Settlement Tenure period. End of Employment Rule: - In Case of Resignation/Termination the outstanding balance will be recovered from employee EOS indemnity. Interest on all the outstanding balance will be calculated up to resignation date Cash Flow Loan Formula: If Requested Amount > 30% of Annual Basic Salary Cash Flow Loan Amount = 30% of Annual Basic Salary If Requested Amount < 30% of Annual Basic Salary Cash Flow Loan Amount = Requested Amount Loan Settlement Tenure period = 36 Month or Cash flow Loan Installment = Cash flow Amount / Loan Settlement Tenure period

Automatic







PAY01.02.02.11 Housing Loan Once Housing loan is a sort of secured credit facility given to Saudi Nationality Employees, in which SAMBA makes

the fund payment to house landlord or to the construction company. No interest rate is applied on the outstanding loan balance during the loan tenure period which is 180 months - A pool parameter will be created in the table value but this pool value will not be validated against while applying for a loan -Employee Should Settle the outstanding balance before reaching the retirement age of (60 Years ) -Employee should settle any amount over the period of 180 months Housing Loan Eligibility Criteria: - Employment Type is “Employee” - Only Saudi Nationality Employees are eligible. - Min. of 6years of consecutive period in service. There are exceptional cases that need to be entered only from the core HR screens. - Employee Age >= 25 Years . - House Loan Principle Amount is linked to the Employee Grade Grade Max. Principle Amount (Parameter) ---------- --------------------------------- R & S Up to 600K SAR T & Up Grade Up to 800K SAR U & Up Grade Up to 900K SAR V & Up Grade Up to 1500K SAR The loan amount is calculated using the maximum allowed amount as per his grade or 85% of the value of the property (house) whichever is less. Ex1: Max per grade = 600,000 property value = 600,000 then loan amount = 85 % of 600,000 = 510,000 Ex2: Max per grade = 600,000 property value = 800,000 then loan amount = max per grade = 600,000 Ex3: Max per grade = 600,000 property value = 500,000 then loan amount = 85 % of 500,000 = 425,000 - Max. Loan Settlement tenure should not exceed either 180 Months or the retirement age whichever is early. - - Total of current Deductions along with the Housing loans installment should not exceed 43% of Gross Salary. - Commission of 0 %( parameter) will be applied on the Housing Loan Outstanding Balance. - The Payment will be either paid to the employee staff account or to the landlord - After applying the committee should have around 6 months to approve this request - There are three types of Housing Loan; 1- Purchase House 2- Constructions housing loan 3- Renovation housing loan ( details to be provided later )


Automatic







Purchase Housing Loan - Employee will apply for this request through self service - Upon approval of the loan, the approved amount is paid to Landlord or the employee if he submit related invoices - The paid amount will be recovered over the period of 180 months whatever this amount is. - We need to capture the details of the contract that to be entered by HR and not the employee upon applying for this request. The contract details will include: - Contract Number, Contract date, Property Owner, Insurance company name, policy number, insurance amount, insurance date, insurance expiry date, evaluation amount Purchase Housing Loan Transaction - Freeze Amount ( Exceptional only applied from the Entry Screen of employee by payroll user) - Partial Payment – Deduct from outstanding balance, and recalculate monthly payment based on number of months remaining - Full Payment – Pay the full outstanding balance Construction Housing Loan - The approved amount will not be released unless the employee applies for a release amount request either to his account or to the construction company. - As per submitted Invoice by Employee or as per constriction project progress certificate submitted by the constriction company, a Payment release will be issued from the approved Pool Amount. - The Loan Settlement Tenure period start to count from the first payment release. The tenure period is 180 Months. We need to capture the details of the contract that to be entered by HR and not the employee upon applying for this request. The contract details will include: - Contract Number, Contract date, Property Owner, Insurance company name, policy number, insurance amount, insurance date, insurance expiry date, evaluation amount Construction Housing Loan Transactions -Freeze Amount: ( Exceptional only applied from the Entry Screen of employee by payroll user) -Partial Payment: - In case of partial payment, the remaining outstanding balance will be divided by the remaining number of months and a new value of recovery will be derived. -Full Recovery: Pay the full outstanding balance

PAY01.02.02.11 Housing Loan Once End of Employment Rule: - In Case of Resignation/Termination the outstanding balance will be recovered from employee’s EOS indemnity







PAY01.02.02.12 Guaranteed

Bonus Once Based on the contract, SAMBA will provide a guaranteed bonus to the employee.

Upon signing the contract the employee will earn this bonus element as per the terms and conditions and based on the amount entered in the contract and the splitting duration details of this bonus also mentioned in the contract. This bonus is normally awarded during annual bonus cycle and will be compensated with a combination of Management Bonus, Retention Bonus and Stock Options. Example: If I sign in Jan, and in my contract I have the value of 100,000 split on 2 years, then by end of first year I will get 50,000 and by the end of the second I will get 50,000


Automatic

PAY01.02.02.13 Sign - On Bonus Once A sign-on bonus is a sum of money paid to a new employee and is designed to be an incentive for that employee to join SAMBA, and may be paid on several payments to the employee as per the contract of the employee. Sign On Bonus Eligibility Criteria: - Employment Type is “Employee” - Sign on Bonus Amount is variable amount defined on employment contract details called as “Sign On Bonus Amount” - Paid Once per Employment service. - We should take into consideration that he has to stay with samba for a certain period of time post taking this bonus. End of Employment Rule: - If employee is resigning prior to the period mentioned in the contract, then the full amount will be recovered from the employee. Sign On Bonus Formula: Sign on Bonus = “Sign On Bonus Amount”


Automatic

PAY01.02.02.14 Management Bonus

Once Based on the performance of Employees and the overall performance of SAMBA , a sum of money is paid to employees as annual incentive as per their performance


Automatic

PAY01.02.02.15 Retention Bonus Once As per the performance of Employees and entire SAMBA performance, a sum of money is awarded to eligible employees as annual incentive. This amount is paid in installments after specific period (presently 50% is paid after one year and the remaining 50% is paid a year later). These payments are subject to continues performance of the employee. In case if employees performance is not satisfactory during this period, his retention payment will be ceased. Some employee are contractually eligible for Retention Bonus. These contractual Retention Bonuses are paid as per the terms and conditions specified in the contract. - The difference between retention and management bonus, is that we reserve the amount and we don’t pay until due dates ( we need to split the payments into different dates)


Automatic

PAY01.02.02.16 Target Oriented Bonus

Once Upon meeting agreed targets, and the terms of conditions of employment contracts, employees are awarded the target oriented bonus. The details of the contract will be identified in the contract of the employee. This bonus is normally awarded during annual bonus cycle and will be compensated with a combination of Management Bonus, Retention Bonus and Stock Options.


Automatic

PAY01.02.02.17 Incentive Compensation

Once This is an earning element, where Payroll users will enter the values for employees either one by one or using a batch element entry. (later on we might do this through a self service request and validations)


Automatic







PAY01.02.02.18 R and R

Allowance Once It is an earning element; granted to specific employees. It is Initiated and approved by Bank Management and

HR and entered by the designated payroll officers. The payroll officer will enter the amount to be paid to the employee. - the R and R destination is identified in the employee’s contract Eligibility Criteria: - Samba employees only. End of Service: Prorated amount ( the amount is full year, so at time of resignation) will be recovered when full amount was paid, or if not paid, then we pay the prorated amount


Automatic

PAY01.02.02.19 Furlough Allowance (Only to Home Country)

Once It is an earning element; granted to specific employees as per their contract and entered by designated payroll officers. The payroll officer will enter the amount to be paid to the employee. Employees eligible for Furlough Allowance are not eligible for Vacation Allowance. Eligibility Criteria: - Samba employees only. End of Service: Prorated amount ( the amount is full year) so at time of resignation this amount will be recovered if full amount was paid, or if not paid, then Samba will pay the prorated amount


Automatic

PAY01.02.02.20 Per Diems Once It is an earning element; given to specific employees by the payroll users. The payroll user will enter the amount to be paid to the employee. Family Rate = Married Employee and family members are living at post of assignment Employee Only rate = Single employee or Married with family living abroad Eligibility Criteria: - Samba employees only. - Married Employee and his dependants staying in Saudi Arabia End of Service: Prorated amount ( the amount is full year) so at time of resignation this amount will be recovered if full amount was paid, or if not paid, then Samba will pay the prorated amount Calculation Rule : X = of dependants living in Saudi Arabia Y= If X = 0 then we use employee rate ( defined above) Y= If X >=1 then we use family rate (defined above) Per Diems = Number of days (contract) * X + 1 (Employee) * Y


Automatic







PAY01.02.02.21 Visitation

Allowance Once It is an earning element; granted to specific employees as per their contract and entered by designated payroll

officers. The payroll officer will enter the amount to be paid to the employee. This is only for kids attending boarding school outside the kingdom. Eligibility Criteria: - Samba employees only ( specific employees only) End of Service: Prorated amount ( the amount is full year) so at time of resignation this amount will be recovered if full amount was paid, or if not paid, then Samba will pay the prorated amount Visitation Allowance = Amount Entered by payroll user as per employment contract


Automatic

ADD ID Temporary Accommodation Allowance

Once Is an earning element granted based on a self service request done by the employee’s manager based on a start and end date. This element is prorated based on the requested dates, and will have an amount equal to a global value Only employees having a position of Management Associates are eligible for this element This element is not subject to probation period


Automatic

ADD ID ATM Custodian Compensation

Once This is a non recurring earning element which will be requested the employee’s manager through Manager Self Service, where the manager will enter only the amount to be paid to the employee Only employees working at Branch Banking (Organization) are allowed to take this request Probation period should be completed before requesting this amount


Automatic

ADD ID Other Earning Once Is a non recurring earning element, containing non-classified earning to be paid to employee and remarks for justification..


Automatic







ADD ID Tawaruk Loan Tawaruk Loan is Islamic loan provided for Samba employees. This loan will be requested through self service

and the employee will have to generate Purchase Request Form and sign it as a hard copy and forwarded it to the payroll officer. After the request has been approved, the payroll officer prepares an agreement with the employee outside oracle system, where the communications between HR and CAB will also be outside oracle system. Upon the liquidation of the commodities related to the employee, the employee will earn the amount requested up to 30% of his ABS. Payroll officer, will enter the Tawaruk Loan amount and its recovery schedule plus the mourabaha amount. Eligibility - All Samba Employees are eligible - Khalda staff or other consultants are eligible for this loan - If employee has a cash flow loan, employee can not apply for this loan - Min. of two years in Service. With exceptions - Max. Loan Amount can be requested is 30% (parameter) of Annual Basic Salary - Max. Loan Settlement tenure should not exceed 36 Month – -Total of current Deduction along with the Tawaruk loan installment should not exceed 43% of Gross Salary. - Gap of 18 Month Between two loan requests –exceptions might exist - Murabaha of 3% will be applied on the Tawaruk Loan initial amount per year End Employment: The employee will settle the outstanding balance along with the murabaha amount from his final settlement


ADD ID Tawaruk Loan Transactions

Employee can perform the following transaction on his running tawaruk loan: 1- Freeze Recovery: In special cases the employee can request to freeze the recovery amount he has to pay 2- Partial Payment: The employee can pay a partial payment of his outstanding balance. A 3% murabaha will be deducted from the partial amount paid and the difference will be deducted from the outstanding balance. 3- Full Recovery : The employee can fully recover this amount including the murbaha amount


ADD ID End of Service Refer for Indemnity Calculation document provided by SAMBA






Deduction Elements Definition



PAY01.02.03.01 Sick Leave Deduction Once An Employee is entitled of 120 Days as sick leave within the leave year , The first 30 Days will be considered as paid leave and any additional day above the 30 till 120 days will be considered as unpaid leave that to be deducted from employee salary and Other recurring allowances such as Transportation , Housing , Teller , Driver and shift allowances Sick Leave Deduction Rule: - Sick Leave request is approved - Sick leave balance during the Year is > 30 and <=120 - If sick leave balance is >=31 and < 90 Sick Leave Deduction = Basic Salary * 25% + Housing Allowance * 25% + transportation allowance * 25% + Teller Allowance * 25% + shift allowance * 25% + driver allowance * 25% - If sick leave balance is >=91 and <= 120 Sick Leave Deduction = Basic Salary * 100% + Housing Allowance * 100% + transportation allowance * 100% + Teller Allowance * 100% + shift allowance * 100% + driver allowance * 100% - If sick leave balance is >=121 The employee payroll will be suspended or terminated (based on the case)

Designated Payroll Officer Automatic

PAY01.02.03.02 Examination Leave Deduction Once An Employee is entitled for Actual Examination Schedule Days as paid leave, Any days between the examination schedule and its included on the absence duration it will be considered as paid leave days, if his paid leave balance is zero then these days will be considered as unpaid leave. Examination Leave Deduction Rule: -Examination Leave Request is approved - Examination Time Table schedule is entered along with Examination Leave if Annual Paid Leave is Zero Examination Leave Deduction = number of Days of non exact examination days If Annual Paid Leave is > 0 Examination Leave Deduction =0 Annual Paid Leave Balance = Annual Paid Leave Balance – Examination Leave Duration (From Date – To Date)








PAY01.02.03.03 GOSI Annuities – Employee Once For Saudi Nationality Employee , Deduction of 9% of GOSI reference salary (Basic (as

per January Salary) + Housing ) will be deducted on monthly basis during his employment record within SAMBA GOSI Annuities –Employee Eligible Criteria: -Applied to Saudi Nationality and some GCC nationality. - For Non Saudis, GCC nationality, they will have 2 times update per year, once in January and the other in July (Parameters) this means the reference will change 2 times (also a parameter) in a years -For Non Saudis, and non GCC reference salary is the basic salary + Housing Allowance not exceeding 45,000 For GCC Nationals: ** Refer to Excel sheet provided by samba for details of GOSI Calculation GCC nationals. GOSI Annuities –Employee Deduction Rule: - GOSI Annuities –Employee Deduction = GOSI Reference Salary * 9% (Saudis) End Employment Rule : - The Deducted Amount will be recovered to the employee represented by Reversal GOSI Annuities – Employee payroll element on the same payroll period of Final Settlement processing.


PAY01.02.03.04 Samba Club Subscription Once A monthly deduction of 20 Riyal (parameter) Called as “SAMBA Club Subscription Fees“ prorated for employee who have enrolled on SAMBA Club , Such a deduction is applicable for specific country, Region and cities. SAMBA Club Subscription Eligible Criteria: - Employment Type is “Employee” - Employment Type is “Khalda Staff” - Samba Club is mandatory for all employees within the following locations: Riyadh, Jeddah. End Employment Rule: None Samba Club Subscription Rule: - Samba Club Subscription = “SAMBA Club Subscription Fees“ prorated


PAY01.02.03.05 Parent Medical Insurance This is an element requested by the employee to insure his parents. This will be done through self service. The employee will select either to insure his father, mother, or both. After approval the amount (Global Value) will be multiplied by the number of persons insured per request and the total amount will be created to the pay value of a deduction element. -All employees are eligible for this request -You can only apply for this request once a year (Calendar Year)






Recurring Deduction Elements Definition


PAY01.02.04.01 Salary In Advance Recovery Once For each salary in advance request, recurring deduction will be associated to recover any advance payment that was paid as salary in advance. The recurrence of such element depends on the salary in advance outstanding balance , In other meaning if the total advance payment was fully recovered this element will be automatically stopped. Salary In Advance Recovery Eligibility Criteria: - Salary In Advance Balance is greater than Zero End Employment Rule: - None Salary In Advance Recovery Calculation Rule: If Monthly Installment > Salary In Advance Balance Salary In Advance Recovery = Salary In Advance Balance Once the Salary in Advance balance is rested to zero, this element will be stopped automatically. If Monthly Installment < Salary In Advance Balance Salary In Advance Recovery = Monthly Installment Salary In Advance Balance = Salary In Advance Balance -Salary In Advance Recovery






PAY01.02.04.02 Advance House Allowance Recovery

Once For each Advance House Allowance request, recurring deduction will be associated to recover any advance payment that was paid as Advance Housing Allowance. The recurrence of such element depends on the Advance Housing outstanding balance; In other meaning if the total advance payment was fully recovered this element will be automatically stopped. House In Advance Recovery Eligible Criteria: - House In Advance Balance is greater than Zero End Employment Rule : - None House In Advance Recovery Calculation Rule: If Monthly Installment > House In Advance Balance House in Advance Recovery = House In Advance Balance House In Advance Balance = -1 * House In Advance Balance - Once the House in Advance balance is rested to zero, this element will be stopped automatically. If Monthly Installment < House In Advance Balance House In Advance Recovery = Monthly Installment

Enter Agent

PAY01.02.04.03 ESIP Employee Contribution Once Please Refer to ESIP Document PAY01.02.04.04 ESPP Contribution Once Please Refer to LTBP Document PAY01.02.04.05 Housing Loan Recovery Once Based on the amount requested in the housing loan and the number of installments, a

monthly amount will be deducted from the employees account till the outstanding balance becomes zero. If the outstanding balance is zero, this element will be stopped and there will be no more deductions In special cases, the employee may ask for a freezing of his monthly payment, therefore the payroll user can interfere and set a freeze until date in the element entry screen in an update mode and the system will stop the recovery till that date, however the commission will always be calculated Employee can also request to pay a partial payment in addition to his recovery, or to fully recover the whole outstanding amount, and this is done through self service.

Agent

PAY01.02.04.06 Housing Loan – Commission Once Currently no commission is being applied to the housing loan, however system will be adjusted to calculate the commission whenever samba management decides to apply such a commission

Agent






PAY01.02.04.07 Cash Flow Loan Recovery Once Based on the amount requested in the Cash Flow loan and the number of installments, a monthly amount will be deducted from the employees account till the outstanding balance becomes zero. If the outstanding balance is zero, this element will be stopped and there will be no more deductions In special cases, the employee may ask for a freezing of his monthly payment, therefore the payroll user can interfere and set a freeze until date in the element entry screen in an update mode and the system will stop the recovery till that date, however the commission will always be calculated Employee can also request to pay a partial payment in addition to his recovery, or to fully recover the whole outstanding amount, and this is done through self service.

Agent

PAY01.02.04.08 Cash Flow Loan Commission One For each Paid Amount as Cash Flow Loan, a percentage of interest Called as “Cash Flow Loan Interest” will be applied on the outstanding Cash Flow Loan Balance. The recurrence of such limit is to employment record within SAMBA and the outstanding balance of Cash Flow loan - The commission should be deducted once in a month at the time of the payroll run. Cash Flow Eligible Criteria: - Cash Flow Balance is Greater than zero Cash Flow Loan Commission: Commission = Outstanding balance * Interest Rate

Agent

ID Family Medical Contributions All employees ( Samba and Khalda) will have to pay a fixed (Global Value) amount, now it is 50 SAR

Agent

ID Other Deductions Once Is a non recurring deduction element containing non-classified deductions to be paid by the employee and remarks for justification..

Agent






Information Elements Definition


PAY01.02.05.01 ESPP Allocated Number of Shares Please Refer to ESPP Document Designated Payroll Officer Automatic PAY01.02.05.02 ESPP Settlement Please Refer to ESPP Document Designated Payroll Officer Automatic PAY01.02.05.03 ESPP Round Up Difference Please Refer to ESPP Document Designated Payroll Officer Automatic PAY01.02.05.04 ESIP Settlement Please Refer to ESPP Document Designated Payroll Officer PAY01.02.05.05 CAP Participation Please Refer to CAP Document Designated Payroll Officer Automatic PAY01.02.05.06 CAP Allocated Number of Shares Please Refer to CAP Document Designated Payroll Officer PAY01.02.05.07 CAP Round Up Difference Please Refer to CAP Document Designated Payroll Officer Automatic PAY01.02.05.08 CAP Settlement Please Refer to CAP Document Designated Payroll Officer Automatic PAY01.02.05.09 LTBP Round Up Difference Please Refer to LTBP Document Designated Payroll Officer Automatic

Accruals


PAY01.02.05.10 Indemnity Accrual

-FCPG will provide a yearly amount (Parameter) for the whole bank

- This amount will be allocated to each Department (Formula will be provided by SAMBA)

PAY01.02.05.11 Medical Insurance Accrual

- Payment is done in advance to BUPA - All employees and their dependents residing in Saudi Arabia and children aging up to 25years at the beginning of the contract will be counted in the head count - Khalda staff is included in this count - Premium is fixed amount defined in user table (Date Track) - The charge per employee is prorated based on his enrollment and deletion date

PAY01.02.05.12 Life Insurance Accrual - War Premium Accrual

-Paid to ALICO by a third payment as a percentage of the employee monthly basic salary of every active employee - All employees are eligible for this accrual -Khlada staff not included in this accrual - Headcount is done on the 15th of every month (parameter) - If employee joins prior to 15 then he is included in the headcount - If employee resigns after 15 then he has to refund the value paid on behalf of the employee Premium = ABS of employee * Rate (Global Value) ** We need to Clarify if the charged amount is prorated.

PAY01.02.05.13 Management Bonus

- A pool ( Percentage * ABS) - Based on the pool , we calculate the amount to be accrued over the period of 1 year - This amount will be allocated to each Department and based on the percentage we can calculate the amount for officials and non officials






PAY01.02.05.14 Retention Bonus Based on the employee contract, the employee will be eligible for a retention bonus

till a specific date. To accrue this amount, we take the bonus amount and split it over the period of time between the retention start date and the date of the retention. For the Retention Bonus paid for the performance of the employee, the accrual is done the similar way Management Bonus Accrual is done Payment of the retention bonus can be done as a single payment or as multiple payments

Agent

PAY01.02.05.15 Guaranteed Bonus Based on the employee contract, the employee will be eligible for a guaranteed bonus till a specific date. To accrue this amount, we take the bonus amount and split it over the period of time between the guaranteed start date and the date of the retention. Payment of the guaranteed bonus can be done as a single payment or as multiple payments

Agent

ID Medical Insurance –Retirees Granted to a selected ex-employees and their resident (have iqama not necessary living in Saudi) and aging up to 25 and based on the age of the retired employee at the beginning of the contract - At the beginning of the contract, the head count of all employees, dependents , and retirees ( Less than 75years (at time of retirement agreement) - The total annual payment will be divided by 4

Agent






Employer Charges Elements Definition



PAY01.02.06.01 GOSI Annuities – Employer This element shows SAMBA Contribution of 9% for Saudi employee to GOSI GOSI Annuities – Employer Eligible Criteria: - Employment Type is “Employee” only - Employee Nationality is “Saudi” or Other Contributed GCC nationality End Employment Rule: - Reverse to the department the amount charged GOSI Annuities – Employer Calculation Rule GOSI Annuities – Employer = GOSI Reference Salary * 9% GOSI HAZARDS – Employer = GOSI Reference Salary * 2%


PAY01.02.06.02 GOSI Hazard – Employer This element shows SAMBA Contribution of 2% for all employees to GOSI GOSI Hazard – Employer Eligible Criteria: - Employment Type is “Employee” End Employment Rule: - Reverse to the department the amount charged if he is not working full month - If he works the full month, then you don’t reverse the amount charged. GOSI (hazards – Employer Calculation Rule GOSI Hazard – Employer = GOSI Reference Salary * 2%


PAY01.02.06.03 ESIP Employee Contribution Interest

Please refer to ESIP document Designated Payroll Officer Automatic

PAY01.02.06.04 ESIP SAMBA Contribution Please refer to ESIP document Designated Payroll Officer Automatic PAY01.02.06.05 ESIP SAMBA Contribution

Interest Please refer to ESIP document Designated Payroll Officer Automatic

PAY01.02.06.06 ESPP Employee Contribution Interest

Please refer to ESIP document Designated Payroll Officer Automatic







PAY01.02.06.07 LTBP Award Please refer to LTBP document Designated Payroll Officer Automatic

Comment [l4]: What is LTBP Award ?





Process Listing and Process Descriptions

Payroll To Payment

Process ID Event Process Title Description of Process Output PAY02.01 Payroll to Payment Assign To Payroll Each Employee Assignment Should be linked to a

payroll registered defined in Step PAY01.01.01. Based on Employment type or Employee seniority Level , The designated HR Officer will assign the employee to the respective payroll register

Linked To Payroll

PAY02.02 Payroll to Payment Assignment Change Date Track changes can be applied to the employee primary assignment, These changes may affect his payroll or may not. Such Changes are : - Change of Assignment Status - Change of Grade / Corporate Title as result of Promotion business process. - Change of Allowance Eligibility Matrix which is represented in the People Group Filed. All of these changes are date Tracked and can be traced by Date Track History functionality.

PAY02.03 Payroll to Payment Salary Change For each employee assignment, one or more salaries can be entered. Two methods are used when entering a salary: 1- By correcting existing data, and this will not provide date track, 2- By updating the existing data, this is the most used for salaries since salaries are subject to change due to promotion and this will provide date tracked data

PAY02.04 Payroll to Payment Personal Payment Method For each employee assignment, only one payment method can be entered, The Authorized Payment Method for SAMBA is: - Direct Transfer

Pay Method

PAY02.05 Payroll to Payment Samba Club Contribution - 10 Riyal for Non-official and 20 for Official, will be deducted from employee as monthly contribution in club (Jeddah and Riyadh only) - Female who have children only eligible.

PAY02.06 Payroll to Payment Advance Salary Employee will apply for an Advance Salary from Self Service. After passing through the designated approval workflow an advance salary element will be entered into his entries for that month. Another element will be inserted to calculate the monthly installment of the advance salary. Once the outstanding balance is zero, this element will stop.






PAY02.07 Payroll to Payment Advance House Allowance Employee will apply for an Advance House Allowance from Self Service. After passing through the designated approval workflow an Advance House Allowance element will be entered into his entries for that month. Another element will be inserted to calculate the monthly installment of the Advance House Allowance. Once the outstanding balance is zero, this element will stop.

PAY02.08 Payroll to Payment Schooling Fees Employee will apply for this process through self service. Once his request is approved and based on the period he is claiming elements will be created. In case he is claiming a past period then he will earn a schooling expense element. In case the period he is claiming includes a future period, then for that future period he will get a schooling fees amortization element and a monthly amortization amount.

PAY02.09 Payroll to Payment Medical Checkup Claim Employee will apply for this request from self service. After passing through the designated approval workflow he will earn an element containing the amount he applied for after passing all the necessary validations

PAY02.10 Payroll to Payment Overtime Request Employee will apply for this request from self service. After passing through the designated approval workflow he will earn an element containing the number of hours he worked on a specific date and payroll will calculate the value of these worked hours In case he is applying for an overtime that happens on Thursday, then he has to apply for a Thursday compensation request

PAY02.11 Payroll to Payment Thursday Compensation Request Employee will apply for this request from self service. After passing through the designated approval workflow he will earn an element called Thursday compensation request containing the total number of hours he worked on a specific Thursday. Then based on the decision of his manager, either he will earn days in lieu leave, or a paid day , or just the value of the number of hours he worked on that day

PAY02.12 Payroll to Payment Cash Flow Loan Employee will apply for this request from self service. After passing through the designated approval workflow he will earn an element called cash flow loan payment and another element to handle the monthly settlement of the loan called cash flow loan recovery. This element will trigger another element called Cash Flow Loan commission, and this element will calculate the commission of the loan






PAY02.13 Payroll to Payment Housing Loan Employee will apply for this request from self service. After passing through the designated approval workflow, where based on a flag in the request either a payment will go as a third party payment to be paid to the landlord, or a payment into the employee’s direct account will be made. Another element to handle the monthly settlement of the loan called Housing Loan recovery. This element will trigger another element called Housing Loan commission, and this element will calculate the commission of the loan based on a parameter specified in the housing loan parameter table value

PAY02.14 Payroll to Payment ESIP Plan Employee Incentive Plan is plan that is based on the employee monthly contribution and SAMBA’s contribution, and both contributions are eligible for a certain interest rate. Based on the policy employee will be able to withdraw his money after a certain time.

PAY02.15 Payroll to Payment ESPP Plan Refer to ESPP Plan Document PAY02.16 Payroll to Payment CAP Plan Refer to CAP Plan Document PAY02.17 Payroll to Payment LTBP Plan Refer to LTBP Plan Document PAY02.18 Payroll to Payment Element Set We use element set in order to group one or more

element into an element set, so that we can use this set whenever we run a payroll, or daily payroll

PAY02.19 Payroll to Payment Assignment Set We use assignment set to group 1 or more employee with some common points according to a specific criteria like Grade, Job, Position, Organization..etc, and whenever we need to run a payroll or daily payroll for these people only

PAY02.20 Payroll to Payment Consolidation Set A Consolidation sets are the means by which you label payroll runs for further Processing, this enables you to process the results from more than one payroll in a single action. It is also used to label assignment sets when you use these for payroll processing. The same choices apply to assignment sets as to payrolls. By default there is one consolidation set its name same BG name, you can use it or make another one.

PAY02.21 Payroll to Payment Quick Pay Quick Pays is a functionality that allows you to run the payroll for single person assignment. It uses the same executable as that of actual Payroll run

PAY02.22 Payroll to Payment Daily Payroll Run Daily payroll run is a payroll that will be used for special element sets and assignment set in order to manage daily transactions related to employees, it will be specific for some people and some elements.

PAY02.23 Payroll to Payment Retro pay Before the run of every payroll, an enhanced retro pay should be launched to capture any changes in the data that have a retro effect on the payroll.

PAY02.24 Payroll to Payment Monthly Payroll Run Is a monthly payroll, it will include all employee of a certain payroll and all their elements except those that were processed in a previous daily payroll run or a quick pay






PAY02.25 Payroll to Payment Rollback Payroll run In case an error occurs, or due to any reason that requires the rollback of a payroll run, then we run this request to rollback the payroll and all its results

PAY02.26 Payroll to Payment Retry Payroll Run In case of error in a payroll run, or some employees in that payroll, and we don’t need to rollback all the payroll, then we can retry the payroll for all employees or we can retry the run for some selected people

PAY02.27 Payroll to Payment Prepayment After finishing the payroll run successfully, we do a prepayment, so that the results of each employee will be applied deposited to his account entered in his payment method

PAY02.28 Payroll to Payment Saudi Payment output file This request will generate kind of bank file for the result of the payroll run that is list of employees, their account numbers, net pay.

PAY02.29 Payroll to Payment Saudi Archiver Is a request that should be ran for the system to generate the Pay slip report and Payroll register report

PAY02.30 Payroll to Payment Saudi Payroll Register Is a request that run a report that display the detailed earning and deduction of each employee with than payroll in a listing way for all employees

ID Payroll to Payment Saudi Pay slip Report Is report that displays the earning, deductions, balances, and accruals for each employee alone

Process Relationships for Payroll to payment





Function Hierarchy






Assign To payroll


PAY01.01 Log on HR Super User , navigate to People -> Enter & Maintain -> Enter Employee Number-> Assignment

Once Each Employee Assignment Should be linked to a payroll registered defined in Step PAY01.01.01. Based on Employment type or Employee seniority Level , The designated HR Officer will assign the employee to the respective payroll register


Assignment Change


PAY02.02 Log on HR Super User , navigate to People -> Enter & Maintain -> Enter Employee Number-> Assignment

Once Date Track changes can be applied to the employee primary assignment, These changes may affect his payroll or may not. Such Changes are : - Change of Assignment Status - Change of Grade / Corporate Title as result of Promotion business process. - Change of Allowance Eligibility Matrix which is represented in the People Group Filed. All of these changes are date Track and can be traced by Date Track History functionality.






Salary Change


PAY02.03 Log on HR Super User , navigate to People -> Enter & Maintain -> Enter Employee Number-> Assignment ->Salary

Once For each employee assignment, one or more salaries can be entered. Two methods are used when entering a salary: 1- By correcting existing data, and this will not provide date track, 2- By updating the existing data, this is the most used for salaries since salaries are subject to change due to promotion and this will provide date tracked data


Personal Payment Method

ID Description Frequency Notes Agent Automation PAY02.04 Log on HR Super User , navigate to People ->

Enter & Maintain -> Enter Employee Number-> Assignment ->Others -> Pay Method

Once For each employee assignment, one or more payment methods can be entered, The Authorized Payment Method for SAMBA are: - Direct Transfer - Cheque


Moving & Relocation Expenses


PAY02.05 Add description

Once Designated Payroll Officer Automatic

Samba Club Contribution


PAY02.06 Granted to all Samba employees within a certain region Once Designated Payroll Officer Automatic





Salary in Advance NOTE: THE DIAGRAMS ARE HIGH LEVEL AND DO NOT REFLECT THE ENTIRE PROCESSES AS MENTIONED IN THE REST OF THE bf DOCUMENT.


PAY02.07 Employee Self Service -> Salary in Advance Multiple - Log on to self service Employee Manual - Salary in Advance Request Employee Manual - Fill in number of salaries required Employee Manual - Based on salaries requested approvers will be

selected System Automated

- Upon approval, salary in advance payment will be granted to employee and salary in advance recovery

System Automated





Housing in Advance NOTE: THE DIAGRAMS ARE HIGH LEVEL AND DO NOT REFLECT THE ENTIRE PROCESSES AS MENTIONED IN THE REST OF THE bf DOCUMENT.


PAY02.08 Employee Self Service -> Housing in Advance Multiple - Log on to self service Employee Manual

- Housing in Advance Request Employee Manual

- Fill in amount required Employee Manual






- Upon approval, housing in advance payment will be paid to the employee or to the contractor and an element housing in advance recovery will be deducted from his month housing allowance till outstanding balance of loan is zero

System Automated

schooling Fees NOTE: THE DIAGRAMS ARE HIGH LEVEL AND DO NOT REFLECT THE ENTIRE PROCESSES AS MENTIONED IN THE REST OF THE bf DOCUMENT.





ID Description Frequency Notes Agent Automation PAY02.09

Employee Self Service -> Schooling Fees Request

Multiple - Log on to Self Service

Employee Manual

Schooling Fees request Employee Manual

Submit for approval Employee Manual

Element entry will be created based on the period selected by the employee as per the requirements

System Automated





Annual Medical Checkup Claim NOTE: THE DIAGRAMS ARE HIGH LEVEL AND DO NOT REFLECT THE ENTIRE PROCESSES AS MENTIONED IN THE REST OF THE bf DOCUMENT.


PAY02.10 Employee Self Service -> Annual Medical Checkup

Multiple - Log on to self service Employee Manual

- Annual Medical Checkup Request Employee Manual

- Fill in amount required Employee Manual

After all validations are applied an element entry called Annual Medical Checkup Allowance will be inserted into the employee’s element entries

System Automated





Overtime Request NOTE: THE DIAGRAMS ARE HIGH LEVEL AND DO NOT REFLECT THE ENTIRE PROCESSES AS MENTIONED IN THE REST OF THE bf DOCUMENT.

ID Description Frequency Notes Agent Automation PAY02.11 Employee Self Service -> Overtime Request Multiple - Log on to self service Employee Manual

- Overtime Request Employee Manual

- Fill in the overtime hours Employee Manual






-Submit the request Employee Manual

- Once approved , system will calculate the entered hours and generate their pay value

System Automated

Thursday Overtime Request NOTE: THE DIAGRAMS ARE HIGH LEVEL AND DO NOT REFLECT THE ENTIRE PROCESSES AS MENTIONED IN THE REST OF THE bf DOCUMENT.






PAY02.11 Employee Self Service -> Thursday

Overtime Request Multiple - Log on to self service Employee Manual

- Thursday Overtime Request Employee Manual

- Fill in the overtime hours Employee Manual


Before approving, approver should decide if this he will compensate this overtime as Leave in lieu, or paid day, or the number of hours worked

Manager Manual

Based on the manager’s decision, system will create element that corresponds to his decision and employee will have in his entries

System Automated

Cash Flow Loan NOTE: THE DIAGRAMS ARE HIGH LEVEL AND DO NOT REFLECT THE ENTIRE PROCESSES AS MENTIONED IN THE REST OF THE bf DOCUMENT.






PAY02.12 Employee Self Service -> Cash Flow Loan


- Cash Flow Loan Employee Manual

- Fill in requested amount and installment number Employee Manual


- Once approved , system will create a cash flow loan payment that will be inserted into the employees entries, and another element Cash Flow loan recovery that will be the monthly deductions, and this element will generate the cash flow loan commission which resembles the interest charged over the loan

System Automated





Cash Flow Loan Transactions NOTE: THE DIAGRAMS ARE HIGH LEVEL AND DO NOT REFLECT THE ENTIRE PROCESSES AS MENTIONED IN THE REST OF THE bf DOCUMENT.


PAY02.13 Employee Self Service -> Cash Flow Loan Transactions


- Cash Flow Loan Transactions Employee Manual

-Select type of transaction (Tenor Installments, Partial Payment, Full Recovery) Employee Manual

Submit for approval Employee Manual

Based on request type, system will create the required element entry. System Automated

In Special Case Payroll user might need to freeze the recovery payment, therefore he should update the existing entry with a Freeze Till Date





Housing Loan Request NOTE: THE DIAGRAMS ARE HIGH LEVEL AND DO NOT REFLECT THE ENTIRE PROCESSES AS MENTIONED IN THE REST OF THE bf DOCUMENT.

ID Description Frequency Notes Agent Automation PAY02.14 Employee Self Service -> Housing

Loan Request Multiple - Log on to self service Employee Manual

- Select Housing Loan Type (Purchasing, Construction) Employee Manual

Submit For approval Employee Manual






Before approving, if employee decides to pay for the house or land owner, then the system will create Housing loan payment for Contractor, and if the employee request to the money to be paid for his account then Housing Loan payment element will be created

System Automated

Purchase Housing Loan Transactions NOTE: THE DIAGRAMS ARE HIGH LEVEL AND DO NOT REFLECT THE ENTIRE PROCESSES AS MENTIONED IN THE REST OF THE bf DOCUMENT.







PAY02.15 Employee Self Service -> Purchase Housing Loan Request


-Select Request Type (Tenor Installments, Partial Payment, Full Recovery) Employee Manual

Submit Request Employee Manual

Once approved, system will apply the request changes System Automated

Construction Housing Loan Transactions NOTE: THE DIAGRAMS ARE HIGH LEVEL AND DO NOT REFLECT THE ENTIRE PROCESSES AS MENTIONED IN THE REST OF THE bf DOCUMENT.






PAY02.15 Employee Self Service -> Purchase Housing Loan Request


-Select Request Type (Tenor Installments, Partial Payment, Full Recovery, Release Amount) Employee Manual

If Request is partial payment then enter amount Employee Manual

Submit Request Employee Manual

Once approved, system will apply the request changes System Automated





Element Set


PAY02.19 Payroll User -> Payroll -> Element Set Multiple Set Effective Date Payroll User Manual

Enter Element Set Name Payroll User Manual

Click Include element to include elements Payroll User Manual

Click Exclude to exclude element Payroll User Manual

Assignment Set

ID Description Frequency Notes Agent Automation PAY02.20 Payroll User -> Payroll -> Assignment Set Multiple Set Effective Date Payroll User Manual

Enter Assignment Set Name Payroll User Manual

Click Assignment Amendments Payroll User Manual

Include/Exclude Employees Payroll User Manual

Consolidation Set


PAY02.21 Payroll User -> Payroll -> Consolidation Set Once Set Effective Date Payroll User Manual

Enter Name for Consolidation Set Payroll User Manual

Quick Pay

ID Description Frequency Notes Agent Automation PAY02.22 Enter & Maintain -> Employee Number -

>Assignment-> Others -> Quick Pay Multiple Set Effective Date Payroll User Manual

Enter and Maintain Payroll User Manual

Enter Employee Number Payroll User Manual






Click Assignment Payroll User Manual

Click Others Payroll User Manual

Select Quick Pay Payroll User Manual

Click Element Selection, and select required elements

Payroll User Manual

Start Run Payroll User Manual

Daily Payroll Run


PAY02.23 Payroll User -> Processes and Report -> View Requests-Submit Request

Multiple Payroll Run Payroll User Manual

Select Payroll Payroll User Manual

Select Assignment Set (if Needed) Payroll User Manual

Select Element Set (If Needed) Payroll User Manual

Click Submit Payroll User Manual

System Will calculate all element entries System Automated

Retro Pay (Enhanced)



Multiple Retro Pay (Enhanced) Payroll User Manual

Enter Effective Date Payroll User Manual



System check any changes that happened and have a retro effect and recalculate with respect to them

System Automated

Monthly Payroll Run







Multiple Payroll Run Payroll User Manual


Select Assignment Set (if Needed) Payroll User Manual

Select Element Set (If Needed) Payroll User Manual


Rollback Payroll Run



Multiple Rollback Run Payroll User Manual

Select Payroll Run Payroll User Manual


Retry Payroll Run



Multiple Retry Payroll Run Payroll User Manual

Select Payroll Run Payroll User Manual


Pre Payment



Multiple Prepayments Payroll User Manual

NB: This request requires a pre requisites which is a Payroll Run


Enter Start Date Payroll User Manual






Enter End Date Payroll User Manual


Saudi Payment Output File

ID Description Frequency Notes Agent Automation PAY02.28 Payroll User -> Processes and Report -> View

Requests-Submit Request Multiple Saudi Payment Output File Payroll User Manual

NB: This request requires a pre requisites which is a Pre-Payment




Select Payment Method Payroll User Manual


Saudi Payroll Archiver



Multiple Saudi Payroll Archiver Payroll User Manual

NB: This request requires a pre requisites which is a Saudi Payment Output file





Saudi Payroll Register

ID Description Frequency Notes Agent Automation PAY02.28 Payroll User -> Processes and Report -> View

Requests-Submit Request Multiple Saudi Payroll Register Payroll User Manual






NB: This request requires a pre requisites which is a Saudi Payroll Archiver

Select Reporting Entity Payroll User Manual


Select Reporting End Date Payroll User Manual


Saudi Pay slip Report



Multiple Saudi pay slip report Payroll User Manual

NB: This request requires a pre requisites which is a Saudi Payroll Archiver


Select Reporting End Date Payroll User Manual





Open and Closed Issues 63 of 63

Open and Closed Issues

Open Issues

ID Issue Resolution Responsibility Target Date Impact Date

Accounting entries for all elements

Open Oracle & Samba

Costing of accruals Open Oracle & Samba No process flow diagrams Closed Oracle 3rd party payments Open Oracle End of Service calculations Open Oracle Handling negative payments Open Oracle Salary Hold and Salary Release Open Oracle List of Alerts Open Oracle Payroll Reconciliation ( pre-run

& Post Run) Open Oracle

Transfer to GL Process Open Oracle Balances Adjustment Open Oracle Issuing cheques Open Oracle Reversal of Transactions Open Oracle Cost Allocation Open Oracle

Closed Issues

ID Issue Resolution Responsibility Target Date Impact Date

BF015 Admins to Pay VER 13

Documents

Transcript of BF015 Admins to Pay VER 13