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Product Documentation PUBLICSAP Business ByDesign February 2017

Human Resources

Table Of Contents

1 Human Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2 Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92.1 Organizational Data Requirements for Human Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92.2 Integration of Payroll with Compensation, Time Administration, and Personnel Administration . . . . 13

3 Personnel Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183.1 Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Employee Life Cycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183.2 Work View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Quick Guide for Work (in Personnel Administration) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Complete Payroll Data – Country Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

3.3 Regular Tasks View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Quick Guide for Regular Tasks (in Personnel Administration) . . . . . . . . . . . . . . . . . . . . . . . . . . 22Hire an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Change Tax Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

3.4 Employees View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Quick Guide for Employees (in Personnel Administration) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Change an Employee's Payroll Group Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Add Tax Withholding Data - US . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

3.5 Authorities View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Authorities Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Set Up Tax Authorities for Payroll Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Assign an Employee to a Newly-Created Local Tax Authority . . . . . . . . . . . . . . . . . . . . . . . . . . 44

3.6 Reports View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

4 Time Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 514.1 Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Time Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51Time Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52Custom Adjustments for Time Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Working Time Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Time Account Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Premium Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Approval Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61Time Recording Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

SAP Business ByDesign February 2017Table Of Contents P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 3

4.2 Work View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Quick Guide for Work (in Time Administration) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Complete Time Data (Hire) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

4.3 Regular Tasks View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Quick Guide for Regular Tasks (in Time Administration) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68Maintain a Deviating Holiday Calendar for an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Run Day Closure for One Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72Review Account Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73Administer Day Closure Runs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

4.4 Employees View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Quick Guide for Employees (in Time Administration) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81Assign a Vacation Time Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83Create a New Ad Hoc Time Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Assign a Work Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

4.5 Time Models View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87Time Models Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90Create a Daily Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92Create a Schedule Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Create a Period Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Create a New Working Day Calendar with a New Holiday . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

4.6 Time Recording View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Time Recording Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Process Time Recording Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114Edit Time Punches — Time Administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116View Time Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117Upload Times Using Microsoft Excel® . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118Approve Time Recordings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120Reminders for Time Approvals Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

4.7 Reports View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

5 Compensation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1275.1 Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Compensation Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1275.2 Work View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Quick Guide for Work (in Compensation) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129Complete Compensation Data - Hire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

5.3 Regular Tasks View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131Quick Guide for Regular Tasks (in Compensation) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

5.4 Employees View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132Quick Guide for Employees (in Compensation) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

5.5 Compensation Components View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

4 © 2017 SAP SE or an SAP affiliate company. All rights reserved. • P U B L I CSAP Business ByDesign February 2017

Table Of Contents

Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134Compensation Components Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136Create a New Compensation Component . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138Maintain Pay Type Mapping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140Maintain Time Account Type Mapping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141Maintain Time Type Mapping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

5.6 Compensation Structures View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

5.7 Reports View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

6 Payroll Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1486.1 Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Integrating your ByDesign System with the Payroll Provider System (Germany) . . . . . . . . . . . . . 148Integrating your ByDesign System with the Payroll Provider System (US) . . . . . . . . . . . . . . . . . 149Posting of Payroll Results Using Microsoft Excel® Upload . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150File-Based Payroll Processing with an Outsourced Payroll Provider . . . . . . . . . . . . . . . . . . . . . . 152

6.2 Work View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156Quick Guide for Work (in Payroll Processing) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

6.3 Regular Tasks View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157Quick Guide for Regular Tasks (in Payroll Processing) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157Maintain Payroll Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159Adjust XSLT Conversion Rules (Managing your XSLT Conversion Templates) . . . . . . . . . . . . . . 160

6.4 Payroll Run View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163Payroll Run Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389Creating a Payroll XML Data File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393

7 Resource Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3967.1 Resource Search View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396

Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396Resource Search Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401Search for a Suitable Resource . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404

7.2 Resource Profiles View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405Resource Profiles Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406Update a Resource Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 408

7.3 Reports View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409Actual Utilization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409Forecasted Utilization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 411Forecasted Demand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414

8 Data Privacy Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4168.1 Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416

SAP Business ByDesign February 2017Table Of Contents P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 5

Data Privacy Management in Business ByDesign . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4168.2 Personal Data Disclosure View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418

Personal Data Disclosure Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418Disclose Employee Personal Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420Service Agent Data Disclosure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421

8.3 Personal Data Removal View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422Business Partner Data Removal Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422Remove Employee Personal Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424Service Agent Data Erasure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426

8.4 Document Data Removal View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428Document Data Removal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428

9 Business Configuration: Fine-Tune . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4319.1 Personnel Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431

Configuration Guides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431Configuration: Fine Tune Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436

9.2 Time and Labor Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437Business Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437Configuration Guides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441Configuration Guides: Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447Configuration: Fine Tune Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450

9.3 Payroll Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476Business Configuration: Provider Pay Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476Business Configuration: Payroll Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476

10 Business Configuration: Integrate and Extend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47810.1 Configuration: Compensation Components: Other Providers - Germany . . . . . . . . . . . . . . . . . . . . 47810.2 Configuration: Compensation Components: Other Providers - US . . . . . . . . . . . . . . . . . . . . . . . . . 47810.3 Configuration: Create and Maintain Payroll Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47910.4 Configuration: Compensation Structures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47910.5 Configuration: Employee Work Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47910.6 Configuration: Payroll Start Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48010.7 Configuration: Social Insurance Head Office - Germany . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480


Table Of Contents

1 Human Resources

OverviewThe SAP Business ByDesign solution helps you integrate your Human Resources (HR) processes with other coreprocesses and ensure that appropriate HR data is available to employees when they need it. The software has built-in work-flows and functionality such as HR-related forms and reports to help your employees better manage andcomplete their tasks.

RelevanceThe Human Resources business area is relevant if you need support for:

● Personnel Administration ● Time and Labor Management ● Compensation ● Payroll Processing ● Resource Management ● Data Privacy Management

Benefits ● Your HR tasks become simplified.

The SAP Business ByDesign solution pro-actively routes tasks, approval requests, and alerts to employeesbased on their responsibilities within your company. The software helps you streamline execution of dailytasks, simplify maintenance of employee data, and easily resolve employee requests. Business processautomation and built-in support for best practices help your employees prioritize tasks and track whethertasks are completed.

● Your HR processes are integrated with other core processes in your business.SAP Business ByDesign supports integration of HR processes with project costing, internal accounting, timerecording, and expense management. Other non-HR business areas that benefit from this tight integrationinclude project management, financial accounting, and procurement. For example, time recording ties intoinvoicing, revenue recognition, and profitability analysis. Because of this integration, you can speed up theprocesses for gathering working times and creating invoices. Time recording also ties into serviceprocurement to facilitate tasks such as reporting the hours worked by third-party resources or service agents.When third-party resources have access to time sheets in SAP Business ByDesign, all related data iscentralized and up to date. Staffing functions are linked to project management and HR so that managersand project leaders can see detailed data, such as who is allocated to which projects and who is scheduled tobe on vacation.

● You facilitate compliance through automatic generation of employee access rights.With SAP Business ByDesign, you can define a hiring process for specific roles. When you hire a new employeeor transfer an existing one, the software uses organizational data (such as department and role information)to generate a full security profile for the employee – including the employee’s access rights within SAPBusiness ByDesign. This proposal is routed to the appropriate line manager and administrators for verificationand refinement. You can make incremental restrictions manually – for example, to enforce segregation ofduties to protect against fraud. Employee transfers are much easier because the software generates a

SAP Business ByDesign February 2017Human Resources P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 7

security profile for the employee. And if your business goes global, SAP Business ByDesign ensures that yourHR department can oversee employees in other countries and achieve full compliance with local regulations.

● You outsourced payroll.SAP offers a file-based payroll process with the solution, to support integration with external payroll servicesproviders. SAP Business ByDesign helps ensure that you retain control over and visibility into your payrollprocess, even when it is outsourced.


Human Resources

2 Business Background

2.1 Organizational Data Requirements for Human Resources

OverviewThis document provides you with the information you need to set up Human Resources (HR) data that is related toOrganizational Management. For each scope variant of HR, it lists the required and optional data from anorganizational perspective. It also provides suggestions for customers who want to switch to different HR scopevariants. It describes, for instance, which organizational data should be maintained when the scope is enhanced fromPeople Master Data Management to include Personnel Administration or Time and Labor Management.

People Master Data ManagementOnly basic employee data is maintained using People Master Data Management. This allows you to assign employeesto the organizational structure and to assign jobs to them. You do this in the Organizational Management work centerand in the Business Partner work center. In the People Master Data Management scope, the PersonnelAdministration work center is not in use, so no explicit hire, transfer, or termination of employees is possible.To prepare your system for People Master Data Management, you must do the following:

● Create a Basic Org StructureA basic org structure should be available for employees and service agents. At least one org unit should bemaintained. It is not necessary to assign employees to any org units.In the Organizational Management work center, choose the Edit Org Structures common task. You can createor edit your org structure in this view.

If you plan to upgrade to Personnel Administration, we recommend that you do the following: ● Maintain the Org Structure

Ensure that your org structure contains org units with the following definitions assigned to them: Company,Business Residence, Cost Center, and Reporting Line Unit. Employees should be assigned only to org unitsthat themselves are or that lie below reporting line units and cost centers. The system can then determinethese attributes for each employee.In the Organizational Management work center, choose the Edit Org Structures common task, and flag therelevant definitions for the org units on the Definitions tab.

Personnel AdministrationTo prepare your system for Personnel Administration, you must do the following:

● Assign the Definition Company to an Org UnitThe company, including the country of registration, represents the legal employer of each employee and ismandatory for the work agreement. It enables the system to determine a company for each employee and isused to check whether the hire country is the same as the country of registration of the company. A warningthat the hire country may be incorrect is issued when this is not the case. The system does not enforce thesame countries for hire and the company. This is to support the Societas Europaea (SE) or "EuropeanCompany". In these companies, the country of registration of the company can differ from the hire country.

SAP Business ByDesign February 2017Business Background P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 9

In the Organizational Management work center, choose the Edit Org Structures common task, and flag therelevant org unit as a Company on the Definitions tab. You will then be asked to specify the Country ofRegistration and the system will propose a Default Currency based on this.

● Assign the Definition Business Residence to an Org Unit and Specify an AddressA business residence is required for Personnel Administration. Employees can only be assigned to org unitsthat themselves are or that lie below business residences. The setup of your org structure will impact the waylegal reporting is done. Equal Employment Opportunity (EEO) reporting requirements should, for instance,be taken into consideration when determining the business residences within an organizational structure.In the Organizational Management work center, choose the Edit Org Structures common task, and flag therelevant org unit as a Business Residence on the Definitions tab. You maintain the address of this businessresidence on the Addresses tab.

● Assign the Definition Reporting Line Unit to an Org UnitReporting line units are required for Personnel Administration. Employees can only be assigned to org unitsthat are or are below reporting line units. The start date of an employee’s assignment (work agreement) maynot be prior to the effective-from date of the reporting line unit. The start date of an employee’s workagreement is either the hire date (for new hires) or the date of the first system record (for migratedemployees).In the Organizational Management work center, choose the Edit Org Structures common task, and flag therelevant org unit as a Reporting Line Unit on the Definitions tab.

● Assign the Definition Cost Center to an Org UnitCost centers are required in the org structure. Employees can only be assigned to org units that themselvesare or that lie below cost centers.In the Organizational Management work center, choose the Edit Org Structures common task, and flag therelevant org unit as a Cost Center on the Definitions tab.

● Define Jobs and Assign EmployeesA job describes the tasks and functions of the employees assigned to the job. Employees are identified viathe job for staffing of org units or projects. Jobs are mandatory for the hire process and for PersonnelAdministration. Jobs and cost centers are used in the definition of labor resources, which in turn are requiredfor internal cost assignment of employees.In the Organizational Management work center, you can create jobs in the Job Definition view.

● Maintain Standard Working TimeStandard working time is the working time that a full-time equivalent (FTE) in the company would work. Thisis defined in a Go-Live Activity. The defined values are valid for the selected company and are inherited alongthe org structure below.

Configuration settings are usually performed by an administrator. If you do not have the requiredauthorization, contact your administrator.

Prerequisites:Working time is enabled in your solution configuration. To find this business option, go to the BusinessConfiguration work center and choose the Implementation Projects view. Select your implementation projectand click Edit Project Scope . In the Scoping step of the project, ensure that Personnel Administration isselected within Human Resources.To find this activity, go to the Business Configuration work center and choose the Implementation Projectsview. Select your implementation project and click Open Activity List . Select the Fine Tune phase, then selectthe Working Time activity from the activity list.

We recommend that you also do the following: ● Assign Managers to Org Units

Each org unit should have an assigned manager so that the system can route documents, such as expensereports and purchase requests, to the employee’s line manager. If no manager can be found for the org unit


Business Background

of the employee, the system will try to determine this from reporting line units higher up in the organizationalstructure. This is not mandatory for Personnel Administration.In the Organizational Management work center, choose the Edit Org Structures common task, and assignmanagers to org units in your org structure using the General tab.

● Create Employees of Countries Not Supported by the System as Service AgentsHR supports a limited number of countries. If you have employees in countries that are currently notsupported by HR, you should define the org structure for these countries and then assign the employees tothe structure as service agents. Currently, the following countries are supported: DE, US, CN, FR, IN, UK.

If you want to extend your scope to include Personnel Administration, you should take the following intoconsideration:

● Maintain Requirements and Recommendations for Personnel AdministrationYou should do this before you extend your scope to include personnel administration.

● Maintain Standard Working Time in Fine-TuningThis must be maintained as an activity in the fine-tune phase during the scope enhancement itself and cannotbe done beforehand.

● Assign Jobs to EmployeesThis can be done during the employee migration phase of the scope enhancement. The job of an employeecan be selected from within the migration screens.

Time and Labor ManagementTo prepare your system for Time and Labor Management, you must do the following (in addition to the requirementsfor Personnel Administration):

● Assign Managers to Org Units with the Definition Reporting Line UnitThis is mandatory when approval processes are in scope. If HR approval processes are in scope, the systemattempts to assign a manager of a reporting line unit as the responsible approver. If no reporting line unitmanager can be found for the reporting line unit of the employee, the system will try to determine a managerfrom reporting line units higher in the organizational structure. The determination of an approver is neededfor the routing of approval tasks.In the Organizational Management work center, choose the Edit Org Structures common task, and assignmanagers to org units in your org structure using the General tab.

● Assign the Definition Business Residence to an Org UnitThe business residence is a prerequisite for the working day calendar. If you want to define working daycalendars with local holidays, then you must maintain business residences.In the Organizational Management work center, choose the Edit Org Structures common task, and flag therelevant org unit as a Business Residence on the Definitions tab.

● Maintain a Working Day CalendarDefines the valid working days and is a prerequisite for implementing the (local) holiday calendar.You define your working day calendar in the Business Configuration work center, in the Activity List view. Inthe Fine-Tune phase, choose the activity Working Day Calendar. You assign your working day calendar to theorganizational structure in the Organizational Management work center. For more information, see Create aNew Working Day Calendar with a New Holiday [page 96].

● Maintain a Holiday CalendarA holiday calendar is assigned to the working day calendar and defines which days of the year are public orcompany-specific holidays. The system uses the holiday calendar to evaluate time recordings. For instance,vacation taken on a public holiday should not be deducted from the vacation account.You define your holiday calendar as part of the definition of the working day calendar. For more information,see Create a New Working Day Calendar with a New Holiday [page 96].


If you want to extend your scope to include Time and Labor Management, you should take the following intoconsideration:

● Maintain the Requirements for Time and Labor ManagementYou should do this before you extend your scope to include Time and Labor Management.

● Assign Managers to Reporting Line UnitsThis can be maintained after the scope enhancement has been completed.You assign your managers to the org structure in the Organizational Management work center. Choose theEdit Org Structures common task, and assign managers on the General tab.

Compensation and PayrollCompensation and Payroll are always in scope together. To prepare your system for Compensation and Payroll, youmust do the following (in addition to the requirements for Time and Labor Management):

● Maintain a company currencyThe currency selected for the company is relevant for compensation and payroll.In the Organizational Management work center, choose the Edit Org Structures common task, and flag yourorg unit as a Company on the Definitions tab. You will then be asked to specify the Country of Registrationand the system will propose a Default Currency based on this. On the Addresses tab, you can add yourcompany address.

● Maintain cost centers in the SAP system and in the Payroll systemCost centers must be maintained in the SAP system and in the external payroll system. The cost center of anemployee is included in the interface data from the SAP system to the payroll system, because payrollprocessing requires cost center data for posting payroll results into financials. Employees should be assignedonly to org units that are or are below cost centers. The system can then determine the cost center for eachemployee.

● Map the IDs of companies, business residences and cost centers in the Payroll system and the SAP systemIf SAP data is to be uploaded into the payroll system, a mapping is needed between the IDs of companies,business residences, and cost centers. This mapping must be performed either in the external payroll systemor during the uploading process. It is recommended that the business residences remain in sync with thelocations established within the payroll vendor’s system. An employee’s business residence is included in thepayroll extract for tax reporting purposes.

● Payroll US: Maintain the ID at Payroll ProviderSome payroll systems in the US need the reporting line unit of the employee for payroll reporting. If the ID atPayroll Provider is maintained as an external business identifier for the reporting line unit, this information isincluded in the interface data transferred from the SAP system to the payroll provider’s system.In the Organizational Management work center, choose the Edit Org Structures common task, and select yourreporting line unit. On the General tab, choose External Business Identifiers.

● Payroll US: Maintain a Company Tax Arrangement (Federal Level)A company tax arrangement (federal level) is required to maintain federal tax information for employees. Anemployee’s company, as assigned within the org structure, should be aligned with the appropriate FederalEmployer Identification Number (FEIN) for W-2 or 1099 reporting purposes. The FEIN number is alsotransferred to the payroll system of the payroll provider.You define your Company Tax Arrangements in the Business Configuration work center, in the Activity Listview. In the Fine-Tune phase, choose the activity Tax Regulations by Other Providers - US.

We also recommend that you do the following: ● Payroll US: Maintain a Company Tax Arrangement (State Level)

A company tax arrangement (state level) is used by the system to provide default tax information foremployees. Depending on the business residence of an employee, the appropriate state tax authority is


Business Background

provided as a default value during the hire process. The Employer Identification Number (EIN) is required forthis.You define your Company Tax Arrangements in the Business Configuration work center, in the Activity Listview. In the Fine-Tune phase, choose the activity Tax Regulations by Other Providers - US.

If you want to extend your scope to include Compensation and Payroll, you should take the following intoconsideration:

● Maintain the requirements for Compensation and PayrollYou should do this before you extend your scope to include Compensation and Payroll.

See AlsoOrg Structures Quick GuideJob Definition Quick Guide

2.2 Integration of Payroll with Compensation, Time Administration,and Personnel Administration

OverviewCompensation, Time Administration, Personnel Administration and Payroll Processing are closely connected toensure that all payroll-relevant data is correctly handled in the ByDesign system and employees are subsequentlypaid correctly by your chosen payroll provider.

In summary:Personnel Administration records personal and organizational master data for the employee, and providesany payroll-relevant data to payroll processing.Time Administration stores information to payroll about employees' payment-relevant attendances andabsences within the payroll period.Compensation provides the payment data required by payroll, divided into one-time or recurring paymentsand deductions.Payroll Processing merges all of the payroll-relevant data provided by the other three work centers perpayroll group and payroll period, and checks the consistency of this data before sending it to the payrollprovider for processing.

Prerequisites

Configuration Settings

1. Scoping: Human Resources with PayrollHuman Resources Management with Payroll is activated in your solution configuration. To find this businessoption, go to the Business Configuration work center and choose the Implementation Projects view. Selectyour implementation project and click Edit Project Scope . In the Scoping step of the project, ensure thatPayroll is selected within Human Resources.In the Questions step, expand the Human Resources scoping element and select Payroll. Select PayrollIntegration and Payroll Processing and answer the questions related to how you wish to implement your payrollsetup within the ByDesign system.


2. Fine Tune: Payroll GroupsPayroll Groups are activated in your solution configuration. To find this fine-tuning activity, go to the BusinessConfiguration work center and choose the Implementation Projects view. Select your implementation projectand click Open Activity List . Select the Fine-Tune phase, and under Payroll Processing select Payroll Groups— <Country> for your selected country from the activity list.

You may also have modified the following pre-delivered elements: ● Provider Pay Types - These are pre-delivered in Business Configuration and you can optionally

amend these default settings to meet your requirements. ● Compensation Components - A set of compensation components are pre-delivered and you

can later adapt these components in the Compensation Components view. ● Premium Pay - For more information, see here [page 59]. ● Time Accounts - For more information, see here [page 52].

Compensation TasksThe following four Compensation-based tasks must be performed in the Compensation Components view for theintegration to work. These tasks are outlined in the following table:

Task Explanation

Copy Compensation Component Amend pre-delivered compensation components according to your companycompensation policy

Maintain Pay Type Mapping[page 140]

Assign compensation components to the provider-specific pay types so that thecomponents are correctly transferred into the payroll system

Maintain Time Type Mapping[page 142]

Assign a time type and a premium to an hourly rate and to a result compensationcomponent, to ensure payment for time worked is processed correctly in payroll

Time type mapping is relevant not only for hourly-paid employees, but also forsalaried employees who work overtime, night-shifts, at weekends or on publicholidays and so on

Maintain Time Account TypeMapping [page 141]

Assign a time account and a premium to a hourly rate and to a result compensationcomponent so that the payout is correctly transferred to payroll

Making the Settings Required for Human Resources Work Center IntegrationTo implement this integration, you must make certain settings during both the business configuration phase andlater in the relevant Human Resources areas as illustrated in the graphic below:


Business Background

Three examples of the integration of Payroll with Compensation, Time Administration, and PersonnelAdministration that supports the payroll process in the ByDesign system are given below:

1. Payment of Overtime for an Hourly-Paid Employee with Positive Time Recording: GermanyA time administrator records two hours overtime for an employee in the Time Administration TimeRecording view, in addition to the regular hours worked. There is a premium of 50% for theovertime. Basic remuneration for the regular hours worked and for this premium are to be paidout. According to the standard time types and premiums in the system, the time administratorselects the time type DE0001(actual hours worked) and the premium DE0013 (Overtime 1.5). Forthe monetary valuation of the working time, the system determines the hourly rate that is savedin the corresponding compensation component for the employee. In this example: EUR 20.00assigned in the compensation component STDLOHNTA.The system evaluates the working time with this hourly rate as follows: ● MEHRGVG (basic remuneration for overtime hours) = STDLOHNTA (hourly rate) * 2 (overtime

hours) = EUR 40.00 ● MEHR50 (premium remuneration for overtime hours) = STDZUMA50 * 2 (overtime hours) =

EUR 20.00. Here the relative compensation component STDZUMA50 is used; defined asSTDLOHNTA (hourly rate) * 0,5.

● Total payout for the overtime hours is EUR 60.00 (sum of MEHRGVG and MEHR50)

These two results are handled as distinct compensation components in payroll as theymust be processed separately for taxation purposes.

2. Payment of a Salaried Employee with Exception-Based Time Recording: USA salaried-exempt employee's monthly salary of USD 5,000.00 is maintained as a compensationcomponent in his or her compensation file. As a salaried employee, any recorded attendances orabsences do not affect the amount of compensation calculated in the ByDesign system. Anyadjustment to paid or unpaid absences can only be performed in the payroll provider system.

3. Overtime Payment for a Salaried Non-Exempt Employee with Exception-Based Time Recording:USA salaried non-exempt employee's monthly salary of USD 3,000.00 is maintained as acompensation component in his or her compensation file. The time administrator records twohours of overtime for this employee in the Time Administration Time Recording view. A premiumof 50% is applied for this overtime. For an employee with exception-based time recording, the non-exempt monthly salary of USD 3,000.00 is saved as a compensation component in thecompensation file.According to the standard time types and premiums, the time administrator selects time typeUS0001 (actual hours worked) and premium pay US0005(overtime 1.5)For the monetary valuation of the working time, the system determines the hourly rate that is savedin the corresponding compensation component for the employee; in this example, USD 30.00assigned in the compensation component HRATESAL. The system evaluates the working time withthe hourly rate as follows, resulting in an overtime payment of USD 90.00: ● OT1.5SAL (hourly overtime pay) = HRATESAL (hourly rate) * 150% = USD 45.00

● OTPAY (overtime pay) = 2 (overtime hours) * OT1.5SAL = USD 90.00

The ByDesign system can automatically calculate overtime payments for salariedemployees if you have maintained an hourly rate especially for overtime payments, forexample HRATESAL , in the compensation files of your salaried employees


Business Background

See AlsoCompensation Basics [page 127]Payroll Relevance of Time Recording Methods [page 109]


3 Personnel Administration

3.1 Business Background

3.1.1 Employee Life Cycle

OverviewThis document gives you an overview of an employee's possible different phases during her or his employment. Theemployee life cycle begins with the hire process, may later involve an internal transfer from one department toanother, and ends with the termination of the relationship between the company and the employee. All theseprocesses can be easily carried out with the help of SAP Business ByDesign.This document also explains the main functions employees can perform themselves. Every employee, for example,can edit his personnel data or can easily submit a leave request via employee self-services. These self-services reducea HR administrator's workload and simplify common business processes.

PrerequisitesThe following work centers must be in scope to execute the whole employee life cycle:

● Personnel Administration ● Time Administration ● Compensation ● Payroll Processing ● Self-Services subview, within the Home work center

Two other Human resources work centers are available, but are not included within the lifecycle processdescribed in this document:

● Resource Management: For more information see Resource Profiles [page 406] and Resource Search [page 401].

● Data Privacy Management: For more information see here [page 416].

Features1. Hiring an Employee

As an HR administrator in your company, a key role is to hire process new employees and maintain allnecessary employee data in the ByDesign system. You initially add a new employee into the system in thePersonnel Administration work center. The necessary data is easily entered in a five-step guided activity. Afterreviewing and confirming the inserted data a personnel file for the new employee has been created.For more information, see Hire an Employee [page 26].The Hire an Employee task ensures the creation of an employee object and the storage of the correspondingemployee master data only. To complete the hiring process and to ensure the newly-hired employee is


Personnel Administration

provided with a work schedule, and basic compensation and payroll data are maintained, you must carry outseveral follow-on tasks in other Human Resources work centers.The follow-on tasks to complete the hiring process for the new employee are as follows: ● Complete Time Data guided activity in the Work view of the Time Administration work center: you create

a time file that contains all time-related data such as work schedules or time accounts. ● Complete Compensation Data guided activity in the Work view of the Compensation work center: you

create a compensation file that contains all compensation-related data such as compensation structuresor earnings.

● Complete Payroll Data guided activity in the Work view of the Personnel Administration work center: youadd all relevant payroll data such as basic payroll or social insurance or tax data. The data that must bemaintained for this activity varies depending on the country in which you are hiring the employee.For more information, see Complete Payroll Data [page 21]

After completing the hiring process you can finalize the new employee's access to the SAP Business ByDesignsystem in the Application and User Management work center, under User and Access Management Business Users . After that the new employee can access the work centers he needs for her or his dailywork.Furthermore, the employee can update her or his personal information via employee self-services in theHome work center, under Self-Services Self-Services Overview . ● Submit a leave request that will be sent to a manager for approval, using the guided activity New Leave

Request within the Time section.For more information, see Create a Leave Request.

● Record time within a time sheet which will also be sent to a manager for approval, using the guided activityEdit Time Sheet, also within the Time section.For more information, see Edit Time Sheet.

2. Transferring an EmployeeIf an employee changes either organizational unit or job (or both) within your company a HR administratorcan perform the Transfer Employee quick activity in the Personnel Administration Regular Tasks view. Herea change is made to the master data of the employee according to the type of transfer being performed. Inthis activity you can change the work agreement as well as the organizational assignment or the current jobof the employee concerned.After transferring the employee within the Personnel Administration work center, business tasks areaddressed to the HR administrator to update the corresponding Time and Compensation Files for theemployee.

3. Terminating the Relationship With an EmployeeAt the end of an employment period, the employee relationship with the company is terminated by the HRadministrator. This can also performed in the Personnel Administration Regular Tasks view using theTerminate Relationship with Employee quick activity.

You can still review the time file of the employee whose relationship has been terminated in the TimeAdministration work center.

For more information, see Terminate Relationship with an Employee in the Tasks section of the Quick Guidefor Regular Tasks (in Personnel Administration) [page 22].

4. Rehiring an EmployeeYou can also rehire an employee who has previously left your company, by executing the Rehire anEmployee task in the Personnel Administration Regular Tasks view. For rehire, you simply insert his or herprevious Personnel ID and the new organizational data relating to the rehire. After you confirm the data youhave inserted in this task, the former employee is rehired. One big advantage of the rehire process is that youcan reuse the former personal data of the employee. Furthermore, you can retain the rehired employee's

SAP Business ByDesign February 2017Personnel Administration P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 19

original hire date in the system by selecting the Reinstatement check box. This ensures correct handling oftime-dependent compensation data for the rehired employee.

3.2 Work View

3.2.1 Quick Guide for Work (in Personnel Administration)

The Work view within the Personnel Administration work center provides you with a list of all your open PersonnelAdministration tasks. For example, hire or rehire tasks for employees that must be completed. You use this view toanalyze and organize your Personnel Administration workload, and prioritize tasks accordingly.

Business BackgroundBusiness Task Management (BTM) ensures that activities related to a business process within or across yourorganization are completed in order to fulfill defined business objectives. Using BTM, the system addresses work tousers and enables them to receive, manage, and complete business task management items related to a businessprocess in an efficient way. The system creates business task management items when it requires input from a userabout a related business document. These items are created so that users check, change, clarify information,complete items , or make a decision as part of a business process.For more information, see Business Task Management.

Tasks

Monitoring Your Work1. From the Show drop-down list, you can select a set of work items to view and to process,

for example open tasks, open hire tasks or open error tasks.2. From the Group By drop-down list, you can group work items by specified criteria, such

as Due Date.

Processing Your WorkThe following options are available to help you complete your work.

● To view and edit documents related to the item in your work-list, click Edit . ● To create new business task management items related to the item in your work-list,

click New and choose the relevant option. ● For information about tasks, notifications, and alerts, see Working with Tasks,

Notifications, and Alerts. ● For information about clarification requests, see Working With Clarification Requests. ● To export business data to Microsoft Excel®, click Export and choose To Microsoft

Excel. For information, see Export Business Data Using Microsoft Excel.

● To process a task, select the item and then from Actions choose one of the optionsoffered there.



Complete Payroll DataAs part of the overall hire process in Business ByDesign, you add payroll information to a newly-hired employee’s Personnel File and, in so doing, add this employee to payroll itself. Addingpayroll data involves entering payroll information relevant for all countries supported byByDesign and country-specific social insurance, tax, and previous employment informationfor an employee. You perform this task in the Work view of the Personnel Administration workcenter.For information about this task, see here [page 21].

Export Business Data Using Microsoft ExcelYou can export different types of data from the SAP Business ByDesign system to MicrosoftExcel.For information about this task, see here.

3.2.2 Complete Payroll Data – Country Versions

Documentation is available on this topic that is specifically relevant for the following countries: Austria,Canada, China, France, Germany, India, Switzerland, UK, and the US. To ensure that the relevant country-specific document version is displayed, select Personalize -> My Settings. Select the Onscreen Help tab andchoose the relevant country in the Country drop-down menu. Save your settings and logout to ensure thechanges are made.

3.3 Regular Tasks View

3.3.1 Business Background

3.3.1.1 Terminating Relationship With Employees in Payroll

OverviewIn the Personnel Administration Regular Tasks view, you can terminate an employee’s relationship with yourcompany. When terminating an employee, there are specific considerations you need to take into account as partof the overall payroll business process.

Process Flow

1. Initiate TerminationYou initiate the termination task in the Regular Tasks view, choosing Terminate Relationship with Employee.This opens the Terminate Employee quick activity.

2. Select the Employee


Select the employee to be terminated in the Employee field by entering the employee ID or selecting theemployee in the employee selection window.

3. Set the Termination DateAs part of the termination process you must define the Termination Date for the employee. You will need toconsider the following criteria when determining what date should be used as the termination date: ● If the Termination Date is the first day of the payroll period, the employee may be considered as

terminated for the entire payroll period. Under this scenario the employee will receive no regular pay forthis payroll period.

● If the employee is terminated on the last day of the payroll period, the employee may be paid their regularpay for the entire payroll period. The system will consider the employee active through the TerminationDate and mark them inactive for payroll as of the next day. Therefore, the Termination Date should beset to the payroll period end date.

● If the employee is terminated during a payroll period, but not on the last day of the period, the TerminationDate must be set to the last day worked. Under this scenario a payment override will need to be generatedto pay the employee including their last day worked, but not for the entire payroll period.

4. Define Termination DetailsSelect the relevant Termination Category and Termination Reason from the available drop down lists, thenclick Save and Close to complete the termination task.

5. Edit the Personnel FileIn the Employees view, select the employee record for the terminated employee and click Edit .

6. Select the Inactive in Payroll CheckboxIn the employee's Personnel File, click Employment then Payroll Group Assignment . Select the Inactive inPayroll checkbox to ensure that the employee is no longer included in the payroll group snapshot. Then click

Save .

Select the Inactive in Payroll checkbox only if no more payments are to be generated for theemployee and all legal reporting for the employee is complete.Do not select this checkbox if the employee is due payment for severance, contract fulfillment,bonus, or other payments after their termination date.

ResultThe employee is now terminated in the ByDesign system and is no longer included in payroll processing. To view theresults of the termination, open the employee file in the Employees view.

See AlsoWorking with Snapshots [page 163]Creating a Payroll XML Data File [page 393]

3.3.2 Quick Guide for Regular Tasks (in Personnel Administration)

The Regular Tasks view within the Personnel Administration work center enables you to manage the differentemployment events of an employee. For example, you can hire a new employee, transfer an employee within yourcompany, or terminate a relationship with an employee.



This document contains text that is region specific. To ensure that the system displays the correct text, select Personalize My Settings . Select Onscreen Help and, under Country, choose the relevant country. Saveyour settings and logout to ensure these changes are made.

Business Background

Employee Life CycleThis document gives you an overview of an employee's possible different phases during her or his employment. Theemployee life cycle starts with the hiring followed by a possible internal transfer from one department to anotherand ends with the termination of the relationship. All these processes can be easily carried out with the help of SAPBusiness ByDesign.For more information, see Employee Life Cycle [page 18].

Terminating Relationship with Employees in PayrollIn the Personnel Administration Regular Tasks view, you can terminate an employee’s relationship with yourcompany. When terminating an employee, there are specific considerations you need to take into account as partof the overall payroll business process.For more information, see Terminating Relationship With Employees in Payroll [page 21].

Integration of Payroll with Compensation, Time Administration, and Personnel AdministrationCompensation, Time Administration, Personnel Administration and Payroll Processing are closely connected toensure that all payroll-relevant data is correctly handled in the ByDesign system and employees are subsequentlypaid correctly by your chosen payroll provider.For more information see Integration of Payroll with Compensation, Time Administration, and PersonnelAdministration [page 13].

Business Scenario: Workforce AdministrationThe Workforce Administration business scenario is designed to efficiently manage and execute all employee-relatedtasks. Depending on the solution scope you require, there are two approaches to deal with personnel data:

● People Master Data Management is the lean way to administer basic master data for your employees andservice agents. These personnel can be staffed to projects and record their working times using EmployeeSelf-Services.

● Personnel Administration enables you to maintain the full set of employee- and employment-related dataaccording to country-specific regulations. You can manage personnel events such as hiring employees,transferring them within the organization or terminating the relationship with an employee. You can accesspersonnel files where you can administer personal and organizational employee data, as well as data relatedto the employment.

For more information, see Workforce Administration.

Tasks

Hire an EmployeeIn the Hire Employee guided activity you enter information about a newly-hired employee intothe system. This involves creating a work agreement and maintaining, for example,biographical, contact, and employment data for the employee.


For information about this task, see here [page 26].

Rehire an Employee1. Click Rehire Employee to open the rehire task.2. Select the employee you want to rehire in the Employee ID field.

Based on the selected Employee ID, any existing information in the system abouta former employee whom you want to rehire is displayed. This saves re-enteringbasic personnel information and prevents duplicate Personnel Files beingcreated for the same employee.

3. Enter or edit the following data required for the rehire, as follows: ● Hire Date : date of rehire ● Assign an Organizational Unit and Job. ● Select the employee’s Administrative Category and Work Agreement. ● Maintain the Agreed Working Hours and the relevant Assessment Period. ● Select the Competition Clause Effective checkbox if a competition clause applies

for the rehired employee. Competition clauses typically refer to the time after thetermination of an employment and define any job restrictions that may be imposedon the employee.

● Select the Reinstatement checkbox if the employee is to be reinstated to his or herformer status, receiving the benefits that applied to the previous period ofemployment in the company.

● Use the Service Start Date field to enter an adjusted entry date that will be usedfor calculation of the employee's length of service.

4. Check your entries and click Save and Close .

Rehire data for the employee are now saved to the system. Follow-on tasks to complete thetime, compensation, and payroll data for the employee's rehire into your company are nowgenerated.

Change Administrative Category1. Click Change Administrative Category.2. Search for the employee in the Employee field.

The system then defaults the first day of the following month as the Change Date, thedate from which the new Administrative Category is valid. You can overwrite thisdefaulted date.

3. Select the new Administrative Category in the Administrative Category field.The standard working time for the selected Administrative Category is then displayed.

US only: The FLSA Status for the selected Administrative Category is alsodisplayed.

4. If required, change the Agreed Working Hours to adapt the calculated Full-TimeEquivalent, where a different value for standard working hours is associated with thenew Administrative Category.

5. Click Save and Close .

The employee's updated Administrative Category is now saved in the system.



Hire a Service Agent as Employee1. Click Hire Service Agent as Employee to open this task.2. Select the service agent you want to hire as an employee in the Service Agent ID field.

Based on the selected Service Agent ID, any existing information in the systemabout the service agent you are hiring is displayed.

3. Enter or edit the following data required for the service agent hire process, as follows: ● Hire Date ● Assign the service agent to an Organizational Unit and a Job. ● Select the employee’s Administrative Category and Work Agreement. ● Maintain the Agreed Working Hours and the relevant Assessment Period. ● Select the Competition Clause Effective checkbox if a competition clause applies

for the hired service agent. Competition clauses typically refer to the time afterthe termination of an employment and define any job restrictions that may beimposed on the employee.

4. Check your entries and click Save and Close .

Rehire data for the former service agent are now saved to the system. Follow-on tasks tocomplete the time, compensation, and payroll data for the service agent's hire into yourcompany are now generated.

Transfer an Employee1. Click Transfer Employee.2. Search for the employee you want to transfer in the Employee field.3. Enter the date on which the transfer becomes effective in the Transfer Date field. By

default, the system preselects the first day of the subsequent month.

The Transfer Date is the date from which the new Organizational Assignment isvalid.

4. Enter the employee's new Organizational Unit and Job. By default, the systempreselects the current job assuming that the employee will only changes departmentsand not jobs.

5. (US only) : Choose a Job Category for the employee using the value help.6. Maintain the Agreed Working Hours. The system preselects the currently-agreed

working hours in this field. However, you can amend the Agreed Working Hours to fitthe new department/job as required or adjust the calculated Full-Time Equivalent (FTE)for the employee.

7. Review the data you have entered and click Save and Close .

The transfer details are now saved in the system. The system then generates follow-on tasksto complete the Time, Compensation, and Payroll Data for the employee's transfer. These areavailable in the Work view of the respective work center.

Change Workplace Contact Data1. Choose Change Workplace Contact Data to open this activity.


2. Search for the employee for whom you want to change workplace data in theEmployee field.

3. Change the workplace contact details as follows: ● Enter the new communication details, such as, office phone and e-mail details. ● Enter the new office location details. Click the Organizational Address list and

choose the address of the organizational unit to which the employee belongs. Ifthe unit has no address, then the address of the business residence is used towhich the organizational unit belongs. You can add a Building and the Room to theorganizational address.

4. Review the details and click Save to save the details.

The new workplace contact details are saved to the system.

Terminate Relationship With an EmployeeThe Terminate Relationship with Employee quick activity allows you to terminate the workagreement between your company and an employee of your company. After you havecompleted this task, you must also review the Time, Compensation, and Payroll dataassociated with the termination process. You access this activity in the Regular Tasks view ofthe Personnel Administration work center.

If Payroll is included in your ByDesign solution scope, see Terminating Relationship withEmployees in Payroll [page 21] for more information about handling the terminationprocess within payroll processing

1. Click Terminate Relationship with Employee to open this task.2. Select your employee in the Employee field.

The system then fills the Last Working Day field with the last day of the current month.You can amend this date as required.

3. Maintain the remaining termination details as follows: ● Select a Termination Category, either Resignation or Dismissal ● Select the Instant Dismissal checkbox to indicate that the termination is

immediate. Selecting this checkbox simply records the instant dismissal in thesystem: no other actions are triggered in the system as a result.

● Select the Termination Reason. The values available in this field are determinedby the Termination Category you have selected for the employee.


Change Tax DataFor more information on changing existing tax data for your employees, see here[page 28].

3.3.3 Hire an Employee

OverviewWithin the Regular Tasks view, you enter information about a new employee in the Personnel Administration workcenter. This activity triggers follow-on tasks in the system, allowing you to enter time, compensation, and payrolldata and thus complete the overall hire process for the employee in the ByDesign system.




Procedure1. Select the country in which you want to hire the employee. The default selection is United States.2. In the Regular Tasks Overview for your selected country, click Hire Employee.3. Under Personal Data, enter the employee’s first and last name (mandatory), and other personal, contact, and

payment data.

Then click Next .

You can add the employee in the system without entering all personal details during the initial hireprocess. After hiring is complete, in the Personnel Administration Employees view, you can open theemployee's Personnel File and maintain any additionally-required personal data.

4. In the Enter Employment Information step:a. Enter the Hire Date, normally the current date or a date in the near future.b. Select the Organizational Unit to which the employee belongs in your company.c. Select the employee's Job, derived from the chosen Organizational Unit.d. Enter the Work Agreement details as follows:

a. Select an Administrative Category for the employee, determining the regulations under which theemployee works.

b. Specify the type of Work Agreement, for example, permanent or temporary.e. Under Regular Conditions:

a. Enter the Agreed Working Hours, per day, or week, or month.b. Specify the Assessment Period, in years, months, weeks, or days.

f. In the Special Conditions section, select the Competition Clause Effective checkbox to indicate acompetition clause applies to the employee. A competition clause typically refers to the time after thetermination of an employment and defines any job restrictions that may be imposed on the employee.

5. If required, upload any documents related to the new employee in the Attachments view. For example, youcould add the employee's resume.

6. Review the data and click Finish to save the details you have entered.

ResultThe data you entered in this activity are saved to the employee’s Personnel File. The system now generates follow-on tasks to complete the time, compensation, and payroll data as part of the overall hire process for the employee.


3.3.4 Change Tax Data

OverviewThe Personnel Administration regular task Change Tax Data allows you to amend tax data for your employees. Youcan also access this task in an employee's Personnel File, by clicking Tax Data , then Change Tax Data .


See AlsoThe Personnel File [page 28]

3.4 Employees View


3.4.1.1 The Personnel File

OverviewYou use the Personnel File to display and amend an employee's personal and employment-related data. ThePersonnel File is created during the employee hire process and is accessed in the Personnel AdministrationEmployees view.

The structure and content of your employee's Personnel Files vary, depending on the country in whichthey were hired and the current scope of your HR solution.

PrerequisitesAn employee's hire task has been completed in all Human Resources work centers contained in your ByDesignsolution scope.

Features

Work with the Employee List ViewChoosing the Employees view, you open a list view displaying all employees currently entered in the system. Use theShow field to filter the display and the Find field to search for an individual employee using, for example, their Last



Name or Employee ID. Click Go to execute your search. Display an overview of an employee's personal data byclicking the ID in the Employee ID column.Open an employee's Personnel File by selecting an employee from the list and clicking Edit , and export an employeeto an Excel format using Export . You can also jump to key Personnel Administration regular tasks from theemployee list view by clicking Actions and choosing a task. Navigate to an employee's Time and CompensationFiles by clicking You Can Also . To view employees that have already been terminated, choose All in the Show field.


The remainder of this document describes the tasks you can perform in the thematically-related sub-views of the Personnel File you access using the Personnel File editor tabs.

Add an Employee ImageClick the General tab to view an employee's general personnel data. Using the Image menu button, you can alsoadd, delete, or replace an image of an employee displayed in the Personnel File.

Work with Employee Personal DataClick the Personal Data tab to view and edit employee biographical, personal contact, disability, military service/ethnicity, payment, and additional bank data.

The personal data available to you in this tab is dependent on the country in which an employee was hiredand the current scope of your HR solution. For example military/ethnicity data is only maintained in thePersonnel File of US employees, whilst Payroll must be in scope to activate the Additional Bank Data tab.

Work with Employment DataClicking Employment , you can perform a number of activities in the following sections:

● Work Agreement An employee's work agreement contains all key data governing the terms and conditions of employment, keyhire and employee lifecycle dates, working hours, and so on. In this tab you can amend existing workagreement data for an employee, under:a. Effective Dates

Display the Initial Hire Date and change existing hire and termination dates by clicking eitherChange Hire Date or Change Termination Date , for example when you have entered an incorrect date or

when a hire date has been entered but an employee starts at a later date in your company.

The Initial Hire Date is the date when an employee was first hired into your company. The HireDate and Initial Hire Date will be the same if an employee remains in his first period of employment.However, if an employee is terminated and then rehired at a later point in time, the Hire Date shownunder Effective Dates is the date of the rehire. The termination date always refers to the mostrecent employment and associated work agreement.

b. Special ConditionsSet the Reinstatement checkbox if a rehired employee is granted his/her previous conditions ofemployment. Enter an alternative Service Start Date if you wish to use this adjusted date for calculationof an employee's length of service.

c. Clauses


View and edit a range of work agreement clauses, that is, specific time-dependent work agreement data.These are displayed in the Details section. You can only remove a work agreement clause if the removalaction does not cause a change in an employee's Administrative Category.Edit the following fields here: ● Assessment Period ● Competition Clause ● Agreed Working Hours

>>> Where, for example, a new or changed company collective agreement results in achange in the standard working hours for your employees, you must manually edit allaffected employee work agreements and update the Agreed Working Hours to reflect thischange. An administrator will also need to change the relevant Standard Working Timein the Business Configuration fine-tune activity Working Time [page 431] to ensure thecorrect Standard Working Time is implemented in the system and displayed in theaffected employees' Personnel Files.>>> You must use the Personnel Administration regular task Change AdministrativeCategory to amend an employee's Administrative Category. You cannot perform thisaction in an employee's Personnel File. For more information on this regular task, seeunder Tasks, in the Quick Guide for Regular Tasks (in Personnel Administration)[page 22].

Use the Alternative Employee ID field, for example, if you want to record a previousemployee ID derived from a legacy system or a special ID related to employee benefitsschemes and so on.

● Organizational Assignment View an employee's Organizational Assignment, defined as the time-dependent assignment of a workagreement to the organizational structure of a company through an organizational unit. This assignment ismade during the Hire process and it cannot be changed directly in the Personnel File. However, you can changean employee's organizational assignment when he or she is transferred within your company using theTransfer Employee regular task.

The Transfer Employee regular task is only relevant for an internal transfer within your company. Ifthe employee is transferring to a sister or subsidiary company for example, he or she must first beterminated and then rehired in the new organization.

● Payroll Group Assignment Add a new or update an existing assignment of an employee to a payroll group in this tab. You can also create,change, or delete the Employee ID at Payroll Provider by clicking Change and then OK . The Employee IDat Payroll Provider is a unique identifier of an employee used in the payroll system of your payroll providerand is relevant where the provider has a different notation for employees than used in your SAP BusinessByDesign system.Select the Inactive in Payroll checkbox when you no longer want to include an employee in the payroll exportto be sent to your payroll provider. For instance, when the employee has been terminated and will no longerreceive payments from your organization. However, once this checkbox is selected, no future changes in anemployee's data (for example, address change) will be included in the payroll export from the ByDesignsystem to your payroll provider system. The following three examples illustrate how this checkbox works:



1. A snapshot is generated for payroll period February 16-29. You select the employee'sInactive in Payroll checkbox on February 16. The snapshot is later regenerated. Becausethe employee was included in the first version of the snapshot, he is included in the finalsnapshot. Additionally, the effective date and field for the indicator are included in the XMLand employee data XLS files.

2. The payroll period February 16-29 is closed. You select an employee's Inactive in Payrollcheckbox on February 16. A second employee's checkbox is selected on March 1. The firstsnapshot is run for the payroll period March 1-15. In this instance, neither employee isincluded in the snapshot for the period March 1-15.

3. The payroll period February 16-29 is closed. You select an employee's Inactive in Payrollcheckbox on March 16. The first snapshot is run for payroll period Mar 1-15. The employeeis included in the snapshot and the effective date and field for the indicator are included inthe XML and employee data XLS files.

Work with Social Insurance DataSocial Insurance data is country-specific. If an employee works in a country with a social insurance system, thePersonnel File will contain a Social Insurance tab. Further information on maintaining country-specific socialinsurance within the Personnel File follows below, depending on the country you have selected during personalizationof your ByDesign system.

Work with Tax DataTax data is also country-specific and all Personnel Files include a Tax Data tab containing all necessary tax datarequired for payroll processing. Further information on maintaining country-specific tax data within the PersonnelFile follows below, again dependent on the country you have selected during personalization of your ByDesignsystem.

Monitor Changes to Personnel File DataAll employee Personnel Files include a Changes tab where you can search for and display a history of changes madeto a selected employee's Personnel File. You can filter the search for specific periods, category of employee data, orchanges made by a particular user. Alternatively, simply search for all changes by clicking Go . Click Reset to clearyour existing filter criteria and results.Each set of changes made to an employee's Personnel File on a particular date are displayed in the upper list. Selecta set of changes and under Details, view the specific data that has been created, updated or deleted. Click

Export to export the data in the Details section to a spreadsheet format.

Upload Attachments to the Personnel FileUse the Attachments tab to upload documents or external web links to an employee's Personnel File. Click Addand choose either File or Link. In the dialog box that appears, specify the location of the file/link to upload, and addadditional information such as document/link title, type, and any additional comments. Then click Add .You can also work with existing uploaded files or web links in this tab by selecting your required file/link and clickingthe following buttons:

● View / Download : view the external link or download the selected file to your local system ● Add : Upload an additional file/link to an employee's Personnel File ● Delete : Delete an existing file/link from an employee's Personnel File ● Replace : Replace an existing file/link with an alternative


● Lock : Lock an existing file/link so that only you can view it

Click Icon View or List View to switch between these alternative displays of an employee's uploaded files/links.

See AlsoThe Time File [page 77]

3.4.1.2 Maintaining Employee Social Insurance Data (Germany)

OverviewSocial insurance data for German employees is entered in the system when you perform the hire task CompletePayroll Data — Germany (Hire) within the Personnel Administration Work view. However, you can also maintain socialinsurance data in the employee's Personnel File subsequent to the hire process, in the Personnel AdministrationEmployees view. This document gives you an overview of the social insurance data stored in the Personnel File andprovides further information to assist you in maintaining this data for your employees in Germany.

You can use the Initial Load function to trigger the creation of the most common German social insurancefunds (and their main data) in the system. However, you can only perform this initial load once, after whichthe function is inactive. All social insurance fund data records created in this system using this method areassigned the initial status Blocked. You will need to activate each individual record you wish to use in thesystem.

Prerequisites

● The employee is hired into your company. ● Initial social insurance data has been entered in the system during the Complete Payroll Data — Germany

(Hire) task. For more information on this task, see here [page 21].

FeaturesSocial insurance data is maintained in an employee's personnel file, located in the Personnel AdministrationEmployees view. Choose Social Insurance Data to access it. The social insurance data in an employee's PersonnelFile is divided into five separate records:

Social InsuranceClick Social Insurance to view all basic social insurance data for the employee. The employee's Social InsuranceNumber may not have been entered as part of the hire process, in which case you can enter it here. Normally yourpayroll provider will require this information when running this employee's payroll. The health insurance head andbranch offices of the employee maintained during the hire are also displayed and can be amended in this view.



If you need to run payroll for a new employee but do not have the employee's social insurance number, youcan still include the employee in payroll. The provider can use the social insurance data sent by you for thepayroll run to obtain a new social insurance number for the employee from the German social insurance fundoffice (DEUEV).

The remainder of the social insurance record is separated into two parts: ● Click Basic Data to view and update an employee's basic social insurance data entered during the hire

process. The Official Key, used for statistical reporting, is generated automatically by the system dependingon the entries made in the Health Insurance, Pension Insurance, Unemployment Insurance, and PensionInsurance fields above. You can also update an employee's Health Insurance Branch Office or add a new branchoffice using the New button. The head office is automatically updated in this record based on any changesmade to the employee's branch office.The EU SI Number field must be left empty as the legislation for this number is not yet active and the Statusfield must only be maintained if the employee is a family member or a partner in a limited company.DEUEV Data must be maintained for the employee as it is required for official statistics and to ensure correctpayroll processing in Germany. It is not mandatory to maintain DEUEV data directly in your ByDesign system,but it is recommended that you add this data in ByDesign during the hire process for the employee or laterin the employee's Personnel File under Basic Data . Alternatively, the DEUEV data can be added directly intothe payroll provider system.

Beginning on 01 December 2011, new DEUEV-related fields must be maintained for all employees.Therefore, you must create a new Social Insurance record under Basic Data with a start date of01 December 2011 for each employee and maintain the following new DEUEV-related fields:

a. Function/Occupationb. Certificatec. Vocational Trainingd. Leasing Personnele. Contract Form

● Click Further Data to view and maintain social insurance data related to any special circumstances applyingto the employee, for example low or multiple incomes, exemptions, add-ons and no contribution rules. Youuse this tab to also maintain any contribution distribution rules and special regulations that apply to theemployee. Select the Direct Payer checkbox when the employee pays the contribution amount directly to theinsurance fund. In this case, the employer contributions are paid directly to the employee through payroll.

All social insurance data maintained in this section are time-dependant, with their validity shown in the ValidFrom/To fields.

Private Health InsuranceIf the employee has private health insurance, this data is recorded during the hire process and available to view andmaintain by clicking Private Health Insurance . You can amend existing private health insurance data, delimit recordsand create new ones. The following fields must be maintained for each record in the section:

● Valid From/To ● Contribution Amount: Enter the amount the employee pays for his private health insurance. ● Grant Calculation Amount: Specify the amount relevant for the calculation of the employer's grant to the

employee's private health insurance contribution, if you wish to override the standard grant amount.


● Basic Contribution Amount: Required for tax calculations where an employee has private health insurance.The actual amount is provided by the private health insurance fund.

● Special Regulation: Choose Not Capped if you wish to reset the limitation of the employer's standard healthinsurance contribution. In this case, the employer pays 50% of the employee's private health insurancecontributions regardless of the Contribution Amount.

Private Pension InsuranceIf the employee has private pension insurance, this data is recorded during the hire process and available to viewand maintain here by clicking Private Pension Insurance . You can amend existing private pension insurance data,delimit records and create new ones. The following fields must be maintained for each record in the section:

● Valid From/To ● Contribution Amount: Enter the amount the employee pays for his private pension insurance. ● Grant Calculation Amount: Specify the amount relevant for the calculation of the employer's grant to the

employee's private pension insurance contribution, if you wish to override the standard grant amount. ● Special Regulation: Choose Company Pension if the employee is a member of a private pension scheme that

is an alternative to the legal pension insurance. For example if the employee is a lawyer, architect, orpharmacist. Choose Additional Payment if the employee pays private pension insurance contributions inaddition to contributions for legal pension insurance. In these cases, do not specify a Contribution Amount.

Private Nursing InsuranceIf the employee has private nursing insurance, this data is also recorded during the hire process and available to viewand maintain under Private Nursing Insurance . You can amend existing private nursing insurance data, delimit recordsand create new ones. The following fields must be maintained for each record in the section:

● Valid From/To ● Contribution Amount: Enter the amount the employee pays for his private nursing insurance. ● Grant Calculation Amount: Specify the amount relevant for the calculation of the employer's grant to the

employee's private nursing insurance contribution, if you wish to override the standard grant amount. ● Basic Contribution Amount: Required for tax calculations where an employee has private nursing insurance. ● Special Regulation: Choose Not Capped if you wish to reset the limitation of the employer's standard nursing

insurance contribution. In this case, the employer pays 50% of the employee's private nursing insurancecontributions regardless of the Contribution Amount.

Partial RetirementClick Partial Retirement to view and maintain partial retirement (semiretirement) data for an employee. To qualifyfor the partial retirement scheme, an employee must be at least 55 years old when the scheme starts and he or shemust be assigned the social insurance category partial retired.

● Valid From/To ● Model: Select the partial retirement model valid for the employee. Three models are available in the system

by default:a. Partial retirement model valid before 01.07.2004b. Partial retirement model valid from 01.07.2004c. Partial retirement model valid from 01.07.2004 but with increase according to former regulation

You can maintain additional partial retirement models in Business Configuration.



● Phase: Specify whether the employee is in the part-time, released or work phase of partial retirement.

The following fields allow you to maintain additional partial retirement data for the employee: ● Name of Replacement: Enter the nominated successor for the employee. This information is required by the

employment office to ensure repayments are made to your company. ● Partial Retirement ID: Enter the employees partial retirement ID as supplied by the employment office. ● Earnings Additional Contribution: Enter the additional contribution made to the employee according to any

collective agreement or company regulations in place. In general, 20% of any additional contributions arerefunded by the employment office.

● Pension Additional Contribution: Enter the additional pension contribution made to the employee accordingto any collective agreement or company regulations in place. In general, 90% of any additional pensioncontributions are refunded by the employment office.

● Minimum Net Earnings: Enter the minimum net earnings of the employee according to any collectiveagreement or company regulations in place. In general, 90% of any these earnings are refunded by theemployment office.

See AlsoPartial Retirement in Germany: Payroll Handling [page 35]

3.4.1.3 Partial Retirement in Germany: Payroll Handling

OverviewYou can use the Personnel Administration Employees view to ensure the partial retirement (semiretirement) schemeis correctly handled in payroll for your eligible employees. The partial retirement model used by the employee isimplemented in payroll, together with the employer supplements to the employee's standard working wage in partialretirement and the additional employer contribution to the employee's pension insurance.Partial retirement refers to the transition from working life to retirement during which either the working time canbe reduced up until retirement, or the employee retires prematurely. In an equal distribution scheme, the employee'sworking time is halved over the entire partial retirement period. In a block scheme, partial retirement is divided intotwo equal working phases. In the first (working) phase the working time remains the same as previously; in the second(release) phase, the employee does not work at all. The block scheme is more commonly used.The German Semiretirement Act (AltTZG) regulates the requirements for approving a grant through the GermanFederal Employment Agency. To be eligible to offer partial retirement to employees, an employer must supplementthe standard working wage by at least 20% as part of the scheme and make supplementary contributions to theemployee's pension insurance. In addition, a trainee or a person registered as unemployed must be hired when anemployee enters partial retirement. The employer then receives the total of the minimum supplement amount plusthe additional pension insurance contribution as a grant.The regulations described above are restricted to a specific period: The grant is ensured for a maximum period ofsix years and the employee must have entered partial retirement by December 31 2009. For detailed information,for example, on calculating the halved standard working time, handling overtime or flexible working times,determining the standard working wage, or calculating supplements, contact the German Federal EmploymentAgency.


RelevanceThe regulations for partial retirement and its handling in Personnel Administration are relevant if you want to includepartially retired employees in payroll.

Prerequisites

● The employee must be over 55 years old and be assigned the social insurance category partial retired. ●


Partial retirement models are activated in your solution configuration. To find this business option, go to theBusiness Configuration work center and choose the Implementation Projects view. Select yourimplementation project and click Edit Project Scope . In the Scoping step of the project, ensure that PersonnelAdministration is selected within Human Resources.In the Questions step, expand the Human Resources scoping element and select Personnel Administration.Select Personnel File and answer the questions related to partial retirement models under Social Insurance— Germany.

Partial Retirement Details in the Personnel FileYou maintain all data related to an employee's partial retirement in the Employees view. Select the employee, click

Edit to open the Personnel File, click Social Insurance and then click Partial Retirement to create or amend anemployee's record. The data required for an employee's partial retirement record are described below:

● Enter the date the employee begins the partial retirement phase in the Valid From field. ● Choose the partial retirement Model that applies to the employee. Three models are available in the system

by default: ○ Partial retirement model valid before 01.07.2004 ○ Partial retirement model valid from 01.07.2004 ○ Partial retirement model valid from 01.07.2004 but with increase according to former regulations

● Specify whether the employee is in the part-time, released or work phase of partial retirement. ● Enter the name of the trainee or person registered as unemployed that was hired at the time the employee

entered partial retirement in the Name of Replacement field. ● Enter the Partial Retirement ID. This ID is provided by the German Federal Employment Agency if the partial

retirement grant is approved for the employee. ● Earnings Additional Contribution: Enter the supplement in percent to the standard working wage that the

employee receives in partial retirement (see Examples, below). The minimum supplement is 20 percent. ● Pension Additional Contribution Enter the percentage of the standard working wage used for calculating the

additional pension insurance contribution the employer pays for the employee in partial retirement. You mustenter at least 80 percent. However, the resulting amount must not be greater than the difference betweenthe standard working wage and 90% of the assessment threshold.

● Minimum Net Earnings: Enter the minimum amount of the net standard working wage in percent of theprevious (full-time) net wage. Higher supplements are often agreed collectively, for which this percentage(for example, 83% of the previous net salary) is usually used.



The payroll provider compares this default with the calculation of remuneration including theadditional amounts. If the calculated remuneration falls short of the default, supplements are addeduntil the minimum amount is reached. For grants following the old model (valid for entry to partialretirement up until 30.06.2004), the German Federal Employment Agency also reimburses theadditional contribution amounts. This part of the grant does not apply to grants following the newregulation (entry as of 01.07.2004).

ExamplesBased on a standard working wage of EUR 750.00 , the employer supplement is calculated as follows:

Amount Type Rule End Amount

Standard working wage 750,00

Supplement At least 20% x standard working wage 150,00

Supplemented remuneration Standard working wage + supplement 900,00

In addition to the standard working wage supplement, the employer pays an increased pension insurance (PI)contribution calculated as follows:


Standard working wage 750,00

Pension insurance contribution (employer/employee) 19.9% x standard working wage 149,25

Additional pension insurance contribution (employer only) 19.9% x (80% x standard working wage) 119,40

Total PI contributions PI contribution + additional PI contribution 268,65

The additional pension insurance contribution limit to the difference between the standard working wage and 90%of the income threshold is calculated in the example as follows:


Standard working wage 2.750,00

90% of assessment threshold 90% x 5,300.00 4.770,00

Difference amount 4,770.00 minus 2,750.00 2.020,00

Assessment amount for additional pension insurance contribution without limit 80% x 2,750.00 2.200,00

Limited assessment amount for additional pension insurance contribution 2.020,00

Additional pension insurance contribution (employer only) 19.9% x 2,020.00 401,98

3.4.2 Quick Guide for Employees (in Personnel Administration)

The Employees view within the Personnel Administration work center provides you with a list of all employees workingin your company. You can choose between a list of all employees or active employees using the Show field. Thisemployee list gives you an overview of the main employee data, such as name, organizational unit, hire date, and


country. The Details section below the list provides you with communication data, organizational assignment, andan image (if maintained) of the currently selected employee.

Business Background


The Personnel FileYou use the Personnel File to display and amend an employee's personal and employment-related data. ThePersonnel File is created during the employee hire process and is accessed in the Personnel AdministrationEmployees view.

The structure and content of your employee's Personnel Files vary, depending on the country in whichthey were hired and the current scope of your HR solution.

For more information, see The Personnel File [page 28].

Maintaining Employee Social Insurance Data (Germany)Social insurance data for German employees is entered in the system when you perform the hire task CompletePayroll Data — Germany (Hire) within the Personnel Administration Work view. However, you can also maintain socialinsurance data in the employee's Personnel File subsequent to the hire process, in the Personnel AdministrationEmployees view. This document gives you an overview of the social insurance data stored in the Personnel File andprovides further information to assist you in maintaining this data for your employees in Germany.For more information, see Maintaining Employee Social Insurance Data (Germany) [page 32]

Maintaining Employee Tax Data (Germany)Tax data for German employees is entered in the system when you perform the hire task Complete Payroll Data —Germany (Hire) within the Personnel Administration Work view. However, there is additional tax data required forpayroll processing that you must also maintain in the employee's Personnel File in the Personnel AdministrationEmployees view. This document gives you an overview of the tax data stored in the Personnel File and providesfurther information to assist you in maintaining tax data for your employees in Germany.For more information, see Maintaining Employee Tax Data (Germany)

Partial Retirement in Germany: Payroll HandlingYou can use the Personnel Administration Employees view to ensure the partial retirement (semiretirement) schemeis correctly handled in payroll for your eligible employees. The partial retirement model used by the employee isimplemented in payroll, together with the employer supplements to the employee's standard working wage in partialretirement and the additional employer contribution to the employee's pension insurance.For more information, see Partial Retirement in Germany: Payroll Handling [page 35].







Tasks

Change an Employee's Payroll Group AssignmentThis task allows you to change an employee's payroll group assignment and include him orher in the payroll processing for the new payroll group.For information about this task, see here [page 40].

Edit Private Contact Data1. Go to the Personnel Administration work center, then choose the Employees view.2. Select the employee whose details you want to edit, then click Edit to open the

Personnel File.3. Edit Personnel File as follows:

● Choose the Personal Data view ● Choose the Private Contact Data subview ● Edit the relevant private contact details

The new private contact details are saved to the employee’s Personnel File.

Maintaining Employee Bank DataThis section contains text that is relevant for the US only. To ensure that the system displaysthe correct text, select Personalize My Settings . Select Onscreen Help , and underCountry, choose US. Save your settings and logout to ensure the changes are made.

Add Tax Withholding DataThis task allows you to add an employee’s tax withholding data to his Personnel File.For information about this task, see here [page 41].

Export Business Data Using Microsoft Excel®You can export different types of data from the SAP Business ByDesign system to MicrosoftExcel.For information about this task, see here.


3.4.3 Change an Employee's Payroll Group Assignment

OverviewYou must change the payroll group for one of your employees. For example, work agreement data changes for anemployee which necessitates a change in payroll group. Examples of work agreement changes would be a movefrom hourly to salaried employment, a change in work location, of organizational assignment, or local employmentagreement. You make this change to the payroll group assignment in the employee’s Personnel File, in theEmployees view of the Personnel Administration work center.Use the first screen of the snapshot creation process to verify that the employee for whom you wish to make thepayroll group assignment change has the status Snapshot Not Started for the current payroll group. This point inthe payroll process is the last possibility you have to change the payroll group assignment of an employee. You canalso use this screen to verify that all the employees are correctly assigned to a given payroll group.

● A change from hourly to salaried payroll group requires a change to an employee’s AdministrativeCategory, itself requiring a termination and a rehire of the affected employee. In this case, thepayroll group would be changed as part of the rehire process where a new work agreement iscreated for the employee.

● You can only change an employee’s payroll group if the payroll run status of the assigned payrollgroup is Snapshot Not Started. There are no restrictions for the status of the new payroll group.You can change the payroll group assignment even if, for example, the status of the new payrollgroup is Data File Created. However, in this case, you must recreate the snapshot to include theemployee into the payroll process of the new payroll group.

● You cannot change an employee’s payroll group retroactively (that is, after any given payroll periodis closed) and rerun the payroll for the closed period with the new payroll group. This rule appliesafter you have performed the Close Payroll Period task.

Prerequisites



Payroll Groups for your selected country are activated in your solution configuration. To find this activity, go to theBusiness Configuration work center and choose the Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Fine-Tune phase, then select Payroll Groups – <name of country>from the activity list.

The actual fine-tuning activity related to payroll groups relevant for your company will depend on your choiceof payroll provider made during the scoping of your ByDesign system.

Employee Payroll DataYou have entered the employee's complete payroll data in the system. For more information about this task, seehere [page 21].



Payroll Provider RequirementsIndividual payroll providers may define payroll groups in different ways than those defines in your ByDesign system.This directly affects the way any change to an employee’s payroll group is handled. Refer to your payroll providerbefore you make changes to payroll groups in your ByDesign system to ensure these changes are compatible withthe setup in the provider's system.

Procedure1. Enter the Personnel File for the employee, click Employment and then choose the Payroll Group

Assignment subview.2. Click Add Row , and maintain the validity period and new payroll group for the employee.3. Click Save .4. Depending on how your HR administration is organized, you or another administrator must perform

subsequent tasks in both Time Administration and Compensation. For Time Administration, if the employeehas time accruals activated, the rule involved will most likely need to be changed from the old payroll periodfrequency to the new one, if applicable. For Compensation, the relevant compensation component typesbased on frequency (earnings and deductions) must be changed. In all cases, the values associated with theformer payroll period must be delimited and new values added, reflecting the new payroll group assignment.

ResultAn employee’s payroll group assignment is changed and the required follow-on tasks have been performed in TimeAdministration and Compensation. She is now included in payroll processing for the new payroll group. From thispoint on, the employee is included in any payroll run task for the new payroll group and will only be included in thepayroll run tasks for the old payroll group up until the closing of the payroll period in which the change to the payrollassignment was made.

See AlsoTerminating Relationship with Employees in Payroll [page 21]

3.4.4 Add Tax Withholding Data - US

This document contains text that is relevant for US. To ensure that the system displays the correct text, select Personalize My Settings . Select Onscreen Help , and under Country, choose US. Save your settingsand logout to ensure the changes are made.


3.5 Authorities View

3.5.1 Authorities Quick Guide

The Authorities view within the Personnel Administration work center consists of the following subviews, bothcontaining country-specific payroll-relevant data:

Tax AuthoritiesThis subview enables you to access your tax authority records. You can create new tax authority records and updatestatus, address, main contact, communication, financial, and company tax arrangement data for your existingrecords.

Assigning the Personnel Administration work center (or other recommended work centers) to a user willnot result in the selection of the Tax Authorities subview; it must be manually added to a user’s accessrights. To grant a user access to the Tax Authorities subview, go to the Application and UserManagement work center, select the user, click Edit and choose Access Rights. In the Work Center andView Assignment list, expand the work center Personnel Administration and select the Tax Authoritiessubview.For countries such as Germany, the Tax Authorities subview is replaced by the Social Insurance subviewin the Personnel Administration Authorities view. The above information also applies to the SocialInsurance subview.

Social InsuranceUse this subview to access your social insurance authority records. You can create new head and branch officerecords, amend existing records, and change their status in the system.

Depending on which countries are included in your company's Business ByDesign scope, differences mayexist between your solution and the full-range of functions (including country-specific content) availablein the Authorities view as described in this document.


Business Background




Integration of Payroll with Compensation, Time Administration, and Personnel AdministrationCompensation, Time Administration, Personnel Administration and Payroll Processing are closely connected toensure that all payroll-relevant data is correctly handled in the ByDesign system and employees are subsequentlypaid correctly by your chosen payroll provider.For more information, see Integration of Payroll with Compensation, Time Administration, and PersonnelAdministration [page 13].





Tasks

Create a Social Insurance Fund - Head OfficeIn the Social Insurance subview, you can create a head office record for a social insurance fund.When creating the record, you must maintain the social insurance fund number whichidentifies the insurance fund. This number is passed to the payroll system.

1. In the Authorities view choose Social Insurance.2. In the Show field, select All Head Offices.3. Click New and then choose Head Office.

If you are creating a head office for Germany, choose Head Office - Germany .

4. Enter the details of the head office, such as the name, address, and phone number. Youmust also specify the social insurance fund number.

5. Click Save and Close . Alternatively, click View All to add further details. For example,you could add the bank account details of the head office.

Click Initial Load to trigger the creation of the most common German socialinsurance funds (and their main data) in the system. However, you can only performthis initial load once, after which the function is inactive. All social insurance fund datarecords created in this system using this method are assigned the initial statusBlocked. You will need to activate each individual record you wish to use in the system.


Create a Social Insurance Fund - Branch OfficeHead office records for social insurance funds are normally provided in the system, howeverthe associated branch office records are not. Therefore you must manually create branchoffice records as you need them.

Set Up Tax Authorities for Payroll ProcessingYou can use the Authorities view to create new or maintain existing tax authority data requiredfor payroll processing.For more information on correctly setting up your tax authority data for payroll processing,see here [page 44].

Assign an Employee to a Newly-Created Local Tax AuthorityWhere an employee is hired or rehired in the system, you may also have to allocate theemployee to his or her local tax authority by assigning a tax authority record.For more information on this process, see here [page 44].


3.5.2 Set Up Tax Authorities for Payroll Processing


3.5.3 Assign an Employee to a Newly-Created Local Tax Authority




3.6 Reports View

3.6.1 Reports

3.6.1.1 Employee Turnover

OverviewThis report provides an overview of how many employees entered, left, or transferred within the company within aspecified time period. You can use the report to calculate entry, transfer, and leave rates, as well as the breakdownof entries, leavers, and transfers. You can use personnel and organizational characteristics to filter and analyze theinformation in this report.

Features

Report ContentThe report is composed of the following key figures:

● Entries, Transfers, and Terminations, in absolute numbers

In the case of a transfer, an employee leaves one reporting line unit and joins another. The report liststhe transfers in relation to the reporting line unit the transferred employees leave. So, the transfers areseen from the perspective of the delivering department of the company, not from the perspective ofthe receiving one.

● Entry Rate, Transfer Rate, Turnover Rate, where entries, transfers, and terminations are each divided by thesum of headcount at the start of a given period plus entries within the period, expressed as a percentage.

● Entry Breakdown, Transfer Breakdown, Termination Breakdown. These key figures give the percentage ofentries, transfers or terminations per reporting line unit, in relation to the total number of entries, transfersor terminations.

Initially the report displays the absolute numbers of entries, transfers, terminations, and headcount. You can usethe other key figures to filter and analyze the total of the information provided by the report.

Time SeriesThe following time series are available as dedicated reports for employee turnover analysis:

● Employee Turnover Quarterly: By default this shows employee turnover by work agreement for the currentquarter and the three preceding quarters.

● Employee Turnover Yearly: By default this shows employee turnover by work agreement for the current yearand the three preceding years.

Analyzing the ReportInitially, the headcount analysis information refers to reporting line units or gender (headcount demographics). Youcan use alternative organizational characteristics and personnel characteristics to filter and analyze the information.For example, you can filter for headcount by cost center, or by a specific job, gender, or nationality.


Additional information is available for the following characteristics: ● Administrative Category, for example, hourly paid or salaried-exempt ● Country (of employment) ● Work Agreement, for example, permanent or temporary ● Business Residence, Company, Cost Center, Job, Reporting Line Unit (organizational characteristics) ● Employee, Gender, Nationality ● Event Type, for example, a hiring or a transfer ● Event Reason, for example, a reorganization ● Event Date, for example, hire date, termination date, and date of transfer out of previous organization

To further analyze data in this report, you can drag characteristics to rows and columns.

Data UpdateThe data in this report is provided in real-time, directly from SAP Business ByDesign.

See AlsoOverview of Reports in Human Resources ManagementOverview of Data Sources in Human Resources Management

3.6.1.2 Headcount

OverviewThis report provides an overview of the number of employees currently working in the company and as such itprovides input for capacity planning or the annual report. Key figures in the report are generated by calculating theheadcount and full-time equivalents (FTE) for the end of the quarter, the end of the year, or for a given key date. Youcan use personnel and organizational characteristics to filter and analyze the information in this report.

Features

Report ContentThe report is composed of the key figures Headcount and FTE. In addition, the following key figures are provided:

● Age, where age means the average age of the employees. Decimals are hidden by default in the average valuesshown. If you filter the information using the Employee characteristic (see below), the report showsemployees' ages in full years at the end of the respective reporting period.

● Length of Service is defined like Age, but one decimal place is displayed by default, as partial year values aresignificant in this context.

Time SeriesThe following time series are available as dedicated reports for headcount analysis:

● Headcount Demographics Overview: Date. Here you can specify any key date by selecting from the variablesprovided or a date from the calendar. The default date is Today, and headcount, length of service, FTE, andage are shown by gender.



● Headcount and FTE Quarterly: By default this shows headcount and FTE by reporting line unit for the currentquarter and the three preceding quarters.

● Headcount and FTE Yearly: By default this shows headcount and FTE by reporting line unit for the currentyear and the three preceding years.

Analayzing the ReportInitially, the headcount analysis information refers to reporting line units or gender (headcount demographics). Youcan use alternative organizational characteristics and personnel characteristics to filter and analyze the information.For example, you can filter for the headcount by cost center, or you can filter by a specific job, gender, or nationality.Additional information is available for the following characteristics:

● Administrative Category, for example, hourly paid or salaried exempt ● Country (of employment) ● Work Agreement, for example, permanent or temporary ● Business Residence, Company, Cost Center, Job, Reporting Line Unit (organizational characteristics) ● Employee, Gender, Nationality


Data UpdateThe data in this report is provided in real-time, directly from SAP Business ByDesign.


3.6.1.3 Employer Information Report - EEO

OverviewThis report provides information for a specified key date to support creation of the EEO Employer Information Reportfor the US, and delivers the required employee data to enable a HR administrator to manually complete Section Dof the EEO report. This report is available in the Reports view of the Personnel Administration work center. As a defaultsetting, all employees with work agreement types apart from “Retiree” and “Temporary” are considered by thisreport.For EEO (and VETS) reporting, both single and multiple establishment types of reporting are supported by the useof the Company and Business Residence selection options.

Prerequisites ● This US-specific report is available when you have included Country US and the Business Package Personnel

Administration in your scoped ByDesign solution. ● Job category information must be recorded for each employee in your company, as this data forms the basis

for both the EEO and VETS analytical reports.


Employees whose Job Category, Ethnicity, or Gender data are not maintained in the system are stillincluded in the report under Not Assigned, because all employee data categories relevant for EEOreporting are shown irrespective of their maintenance status. In this way, depending on the filters set,the report can also help identify employees with missing personal data required for EEO reporting.

● As the officially submitted EEO report is generated based on a selected payroll period date, the Key Date valuemust coincide with a payroll period end date (with the current date as the default).

ViewsThe following view is available with this report:Legal Reporting - EEOA summary of all EEO-relevant data for employees with work agreement types apart from Retiree and Temporary.The default view looks like the structure of the respective table in the official survey document, and shows the drill-down to all values of ethnicity and gender in the columns and all job categories in the rows (including totals). It alsodisplays Headcount as the key figure for the specified key date.

If multiple selections are required for Company and Business Residence, choose Advanced Select.

Features ● The report offers the following Parameters:

a. Key Date: mandatory, with current date as default selection valueb. Work Agreement: default selection excludes work agreement category types ‘2 – Temporary’ and ‘6 –

Retiree’c. Companyd. Business Residence

● You can use the following Key Figure to filter and analyze the data provided by this report:Headcount: based on a specified Key Date

● Additional information is available for the following Characteristics:a. Administrative Categoryb. Business Residencec. Companyd. Country of Employmente. Employeef. Ethnicity (default displays all available values, independent of current Headcount data)g. Gender (default displays all available values, independent of current Headcount data)h. Jobi. Job Category (default displays all available values, independent of current Headcount data)j. Nationalityk. Reporting Line Unitl. Work Agreement

● Access Context: This report supports the access contexts of company and management.



See AlsoEmployer Information Report — VETS [page 49]

3.6.1.4 Employer Information Report - VETS

OverviewThis report is available in the Reports view of the Personnel Administration work center, and provides informationfor a specified period to support creation of the VETS Employer Information Report for the US. The EmployerInformation Report - VETS report supports the collection of data to manually complete the related VETS employerinformation report and provides certain drill-down options to analyze results. It generates the data required tocomplete the VETS-100A report, but can also be used by companies with a requirement to complete the VETS-100report. As a default setting, all employees with work agreement types apart from “Retiree” and “Temporary” areconsidered by the report.For VETS (and EEO) reporting, both single and multiple establishment types of reporting are supported by the useof the Company and Business Residence selection options.

The only data required for the survey which is not currently provided by the VETS report directly are theminimum and maximum headcount for the relevant 12 month period. This information can be collected byusing the standard Headcount report for a pre-defined time series/specified date, or derived fromassociated payroll data.

Prerequisites ● This US-specific report is available when you have included Country US and the Business Package Personnel

Administration in your scoped ByDesign solution. ● Job category information must be recorded for each employee in your company, as this data forms the basis

for both the EEO and VETS analytical reports.

Employees whose Job Category, Ethnicity, or Gender data are not maintained in the system are stillincluded in the report under Not Assigned, because all employee data categories relevant for VETSreporting are shown irrespective of their maintenance status. In this way, depending on the filters set,the report can also help identify employees with missing personal data required for VETS reporting.

● As the officially submitted VETS report is generated based on a selected payroll period date, the Key Datevalue must coincide with a payroll period end date (with the current date as the default).

ViewsThe following view is available with this report:Legal Reporting - VETSA summary of all VETS-relevant data for employees with work agreement types apart from Retiree and Temporary.The default view looks like the structure of the respective table in the official survey document, and shows the drill-down to all values of job categories in the rows (including totals). It also shows the headcount-related key figureslisted under Features below, for the as-of-date, and a count of new hires for the specified data range (usually aprevious 12 month period). However, it does not consider rehired employees in the selected period.


If multiple selections are required for Company and Business Residence, choose Advanced Select.

Features ● The report offers the following Parameters:

a. Key Date: (mandatory with defaulting on ‘today’) to report on number of employees for a specified dateb. Date Range: (mandatory with defaulting on ‘last 365 days’) to report on new hires for a specified periodc. Work Agreement: (by default excluding work agreement types ‘2 – Temporary’ and ‘6 – Retiree’)d. Companye. Business Residence

● You can use the following Key Figures to filter and analyze the data provided by this report:Headcount: based on a specified Key DateNew Hires: based on a selected date rangeIn addition, these key figures are filtered to the following 5 categories:a. Headcount restricted to ‘Special Disabled Veteran’b. Headcount restricted to ‘Vietnam Era Veteran’c. Headcount restricted to ‘Other Protected Veteran’d. Headcount restricted to ‘Armed Forces Service Medal Veteran’e. Headcount restricted to ‘Newly Separated Veteran’

● Additional information is available for the following Characteristics:a. Administrative Categoryb. Business Residencec. Companyd. Country of Employmente. Employeef. Hire Dateg. Jobh. Job Category (default displays all available values, independent of current Headcount data)i. Reporting Line Unitj. Work Agreement

● Access Context: This report supports the access contexts of company and management.

See AlsoEmployer Information Report - EEO [page 47]



4 Time Administration


4.1.1 Time Types

OverviewTime types are defined categories of working and non working times used when employees record their time in timesheets. You set up time types to describe and document the different times when your employees are active for thecompany (for example, working time, training, business trip) and not active (for example, vacation, illness, time inlieu) in as far as they are relevant for your company.You set up time types in the Maintain Employee Time Types fine-tuning activity. To find this activity, go to the BusinessConfiguration work center and choose the Implementation Projects view. Select your implementation project andclick Open Activity List . Select the Fine Tune phase, then select the Time Types — <Country> activity from the activitylist.For more information, see Configuration: Maintain Employee Time Types [page 457].

UseTime types can be used:

● For decentral time recording by employees in the Employee Self-Service (ESS) Time Sheet or ESS LeaveRequest, and for central time recording by the time administrator in the Time Administration work center.

● For project time recording to track time worked by your employees on projects. ● For creating employees' work schedules in the Time Models view that differentiate between working time,

and paid and unpaid breaks. ● For payroll calculation and leave administration to correctly calculate your employees’ time off balances and

accurately remunerate your employees based on planned working time (work schedules), actual workingtime, and in particular, all deviations from the planned working time (exception times).

● For the analytics of employee times, for example, to report on productivity or absence rate statistics.

Personnel Administration must be in scope if you want to use time types. If Personnel Administration is not inscope, you can still use the ESS Time Sheet for project time recording, but without time types. In addition,leave types cannot be differentiated.

FeaturesTime types:

● Describe the different times when your employees are active or not active for the company in as far as theseare relevant for the company, for example, actual hours worked, overtime, paid break, or vacation.

SAP Business ByDesign February 2017Time Administration P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 51

● Are referenced when employees’ times are recorded in the Time Administration work center or using ESSLeave Request or ESS Time Sheet.

● Can be assigned to predefined categories for reporting purposes, for example, productive time or illness. ● Control what types of employee times require manager approval. ● Can post to one or multiple time accounts. If Compensation is in scope, time types can be used to record

payment-relevant premium pay together with the employee time. They can be used for payroll calculationpurposes using the paid/unpaid indicator.

● Can have reasons assigned, for example to explain an absence, which are then available for a timeadministrator to record against absences in an employee's time file.

StructureYou set up time types in the Maintain Employee Time Types fine-tuning activity. The scope and settings of availabletime types depends on:

● Whether you scoped only exception time recording and/or positive recording ● Whether you use work schedules ● Whether you use time accounts

See AlsoTime Accounts [page 52]Time Account Rules [page 57]Configuration: Maintain Time Account Rules [page 468]

4.1.2 Time Accounts

OverviewTime accounts are used to collect and track the different types of working time and leave from work recorded for orby your employees within given periods, and to manage leave entitlements and periodic accruals. Examples of timeaccounts that a company might require include time accounts to collect actual productive hours worked, paid timeoff, vacation, or overtime.

Prerequisites



● The Time Accounts business option is selected in your solution configuration.To find this business option, go to the Business Configuration work center and choose the ImplementationProjects view. Select your implementation project and click Edit Project Scope . In the Scoping step of theproject, ensure that Time and Labor Managementis selected within Human Resources.

● You have answered the questions related to time accounts.


Time Administration

In the Questions step, expand the Human Resources scoping element, select Time and Labor Managementand then Time Accounts.

● Time accounts have been set up in the Maintain Time Account Types fine-tuning activity.These are later assigned to individual employees in the runtime environment. To find this activity, go to theBusiness Configuration work center and choose the Implementation Projects view. Select yourimplementation project and click Open Activity List . Select the Fine Tune phase, then select the Time Accounts—<Country> activity from the activity list.

Features

● Time AccountsTime accounts collect postings in units of hours or days from the following sources: ○ Employee times recorded ○ Automated rule-based accruals/entitlements

The posting type accrual indicates a regularly occurring time account balance increase that isposted in smaller rates, often per pay period, for example two days vacation accrued to an accountat the beginning of each month. In contrast, the posting type entitlement indicates a quota that ismade available in the full amount at once, usually at the beginning of the period. For example, anannual entitlement of 30 days can be made available at the beginning of each calendar year.

○ Automated period-end processing ○ Manual time balance adjustments

● Time Account CategoriesTime accounts can be assigned to one of three categories according to how their balances are handled: ○ Quota time accounts are used to collect and manage time balances, for instance remaining vacation

balance. Balances are increased by rule-based entitlements or accruals and decreased by absences.The remaining balance is calculated by subtracting leave taken or paid out from the employee's leaveentitlement. For example, an employee’s vacation balance is increased by 15 days of annual vacationentitlement and reduced each time one or more days of vacation are taken.You can display the remaining balance of a quota time account on the Time Account Balances tab in theemployee's time file. The Taken column there shows how many days of an entitlement or accrual havealready been taken. You should assign this time account category if you want to track this information.

○ Statistical time accounts serve multiple purposes. On the one hand, they can be used as counters, forexample, to track statistical totals, and to summarize time-related key figures, such as the total numberof hours rated as overtime or as leave per employee and calendar year. They can be used for reportingpurposes and to enable the time administrator keep track of the employee's overtime or leave situation.Statistical accounts can also be freely configured for use as accounting objects. For example, productivetimes and paid absences post to a statistical account up to a monthly limit of 180 hours. Employees work160 hours a month and are not compensated for the first 20 hours overtime. All hours exceeding 180that are posted to the account can be automatically transferred to a quota account (for example, to atime in lieu account), where they count as overtime to be compensated.The balances of statistical time account types can be increased by all time types or premium pay. Forexample, when an employee works overtime, the information can be posted to several different statisticaltime accounts, such as Overtime Paid and Overtime Overall. Deductions and rule-based accrual orperiod-end processing usually do not make sense for statistical accounts. Note that the Taken columnis not filled for statistical time accounts since the main function of such accounts is to document howmany days have been recorded. This information is reflected in the balance. It makes little sense to showthe remaining balance in a statistical account since no deductions occur.


○ Working time accounts are used to collect time credits or deficits that result when the actual hoursworked deviate from the daily target hours of the employee’s work schedule or the average hours asspecified in the employee's time profile. The difference is posted to the working time account as a timecredit or deficit. Time credits can be compensated with time in lieu.A deviation from the daily target hours of the employee’s work schedule could typically occur for workschedules that have a flextime bandwidth, where the bandwidth defines the earliest start and latest endtimes during which flextime is permitted. In contrast, fixed schedules can define a working time thatdeviates from the agreed average hours of the employee’s time profile. For more information, seeWorking Time Accounts [page 55].

StructureThe following main attributes can be assigned to time accounts:

● Creation: permanent or recurring enables you to specify whether there is exactly one time account valid forthe whole time profile validity or whether a new time account instance is created at defined intervals. Thesetime accounts are automatically created by the system based on the assignment of a time account type andrule to the employee’s time profile.It is also possible to create and assign ad hoc time accounts in the runtime environment on-the-fly withouthaving to change the time profile. Ad hoc time accounts are non-rule-based quota time accounts with freelydefinable values, which can be assigned manually to the employee on demand in the runtime environment.Ad hoc time accounts are used when certain time account types, for example, time accounts for trackingmaternity or paternity leave entitlement, do not need to be created for employees regularly or automatically,but on an ad hoc basis. For more information about ad hoc accounts, see the overview section of Create aNew Ad Hoc Time Account [page 85].

● Time account rules enable you to specify how time account balances are calculated, in particular, how leaveentitlements are calculated, and how periodic accruals and period-end processing are performed. If yourcompany has several different policies for time accounts (for example, different vacation entitlements fordifferent categories of employee), you may need to define more than one rule for the same time account type.

● A posting order enables you to specify that a time type should be deducted from multiple time accounts in aspecial sequence. For example, vacation time should first deduct from a Vacation (deferred) account andthen from the balance of the Vacation (current year) account.

See AlsoMaintain Time Account Types [page 471]Maintain Time Account Rules [page 468]Maintain Time Account Posting Order [page 462]Time Types [page 51]Example: Model a Leave Policy [page 448]

4.1.3 Custom Adjustments for Time Accounts

OverviewTime accounts are used to collect and track the different types of working time and leave from work recorded for orby your employees within given periods, and to manage leave entitlements and periodic accruals. Examples of timeaccounts that a company might require include time accounts to collect actual productive hours worked, paid timeoff, vacation, or overtime.


Time Administration

Quota Adjustments can be made to employee time accounts – like a vacation time account – using an externalapplication or system.This can be done by configuring rules that determine the accrual quantity or entitlement of a time account thatcannot be configured in the standard solution. This calculated quota adjustment is pushed to the time account. Onreceipt of this quota adjustment, an activation of the time account is automatically called by the system.



● The Time Accounts business option is selected in your solution configuration.To find this business option, go to the Business Configuration work center and choose the ImplementationProjects view. Select your implementation project and click Edit Project Scope. In the Scoping step of theproject, ensure that Time and Labor Managementis selected within Human Resources.

● You have answered the questions related to time accounts.In the Questions step, expand the Human Resources scoping element, select Time and Labor Managementand then Time Accounts.

● Time accounts have been set up in the Maintain Time Account Types fine-tuning activity.These are later assigned to individual employees in the runtime environment. To find this activity, go to theBusiness Configuration work center and choose the Implementation Projects view. Select yourimplementation project and click Open Activity List. Select the Fine Tune phase, then select the Time Accounts—<Country> activity from the activity list.

FeaturesCustom adjustments for time accounts are the rules that enable you to determine how the system shouldautomatically calculate time account balances, in particular perform periodic accruals and period-end processing.This is especially useful to configure rules that determine the accrual quantity or entitlement of a time account thatcannot be configured in the standard solution. These rules can be configured in an external application (or in PDI),and the calculated quota adjustment be pushed to the time account.

In New Zealand, the accrual quantity of leave quotas is governed by several legal entities that are toocomplex to be managed in the ByD system. This is typically set up in the New Zealand payroll system,that feeds the leave data back to the HR system for the leave work flow. One of the examples is the dailyaccrual of an employee’s leave quantity

You can use this data from the external system to calculate the time account balances of the employees.

4.1.4 Working Time Accounts

OverviewWorking time accounts are used to collect and manage time credits and deficits that result when the actual hoursworked by employees deviate from their planned working time as defined by the work schedule or from the averagedaily hours as defined in the time profile. They allow more flexible structuring of the daily working time of employeesand enable time in lieu compensation of shift durations that deviate from the employee's contractual agreement.


The balance of a working time account is calculated on a daily basis for all employees by means of period closureruns. An automated daily comparison between actual times and planned working time or daily average hours isperformed and the difference is posted to the working time account. All recorded time data, such as absences andattendances, is taken into consideration for this comparison. Times that lie outside the planned working time (or aflextime bandwidth) can be flagged to be automatically regarded as not relevant for the working time account.

The information displayed about postings to an employee's working time account is presented in summarizedform, it is not broken down into the individual time types. It is the daily balance resulting from the comparisonbetween actual working time and planned or average times. You can see detailed information about time typepostings, breaks and so on in the Time Recording view on the Review and Correct tab of the Time Sheet.

For detailed information about which fields are displayed on the time sheet and about how calculations are made,see Period Totals on the Time Administration Time Sheet [page 103] and Calculations and Fields on the TimeAdministration Time Sheet [page 99].

BenefitsWorking time accounts:

● Enable employers to flexibly steer workforce requirements depending on volatile workloads ● Allow employees to flexibly determine the start and end of their daily working time within a predefined

bandwidth. The difference to the planned working time is posted to the working time account. ● Enable different durations of shifts by comparing them with the individual contractual working time and

posting the difference to a working time account. ● Allow employees to take partial days or full days off as time in lieu, thus reducing the balance of the working

time account. ● Have capping rules to enable automatic handling of times worked outside of a flextime bandwidth or outside

the planned working time.

PrerequisitesSettings in Business Configuration

● For Germany, where working time accounts are best business practice, SAP pre-delivers a sample timeaccount type DE0036 Working Time Account.

● For all other countries, if you want to use working time accounts, you must create a time account type of thecategory working time account with a time account rule that determines how the balance is calculated.You set up time accounts in the Maintain Time Account Types fine-tuning activity. These are later assignedto individual employees in the runtime environment. To find this activity, go to the Business Configurationwork center and choose the Implementation Projects view. Select your implementation project and click

Open Activity List . Select the Fine Tune phase, then select the Time Accounts — <Country> activity from theactivity list. For more information, see Configuration: Maintain Time Account Types [page 471].

Settings in the Runtime Environment ● In the Time Administration work center, under Employees Edit Time File Time Profile , you must assign

the employee a work schedule and a working time account with a time account rule that specifies how balancecalculation is done. Furthermore, on the Basic Data tab of the time account, you can specify (depending onyour business configuration settings) whether certain times should not be credited to the working timeaccount, in other words, should be capped at a given limit. The capping options are as follows: ○ Cap actual times outside flextime bandwidth


Time Administration

Only times whose clock times lie inside the flextime bandwidth are regarded for the working time accountcalculation. Productive times that are outside the bandwidth are disregarded.

○ Cap actual times outside planned working timeOnly times whose clock times lie inside the planned working time are regarded for the working timeaccount calculation. Productive times outside of this are disregarded.

Time recording and work schedules must both be clock-time-based when you define either ofthese capping options. Duration-based time recording does not work with these options.

○ Do not capAll times are taken into consideration for working time account balance calculation, independent ofwhether these times are inside or outside the planned working time or flextime bandwidth.

● Work schedules and time recording must be based on clock times if you want to disregard times outsideplanned working time or a flextime bandwidth for the working time account balance calculation.

● If you want use working time accounts in the context of flextime, you must create time models that containthe flextime bandwidth time type in the Time Models view.

1. Positive Time Recording with Flextime BandwidthEmployees have to work eight hours on weekdays within a flextime bandwidth defined between06:00 and 19:00. They can decide when and how long they work for each workday. The hoursworked between 06:00 and 19:00 are compared against the eight hours. The positive or negativedifference is posted to a working time account. Employees can compensate a positive balance bytaking full days off or by working less and a negative balance by working longer on other days.

2. Exception Time Recording with Shifts of Varying LengthsAn employee has a contractual working time of seven hours a day and five working days, althoughhe has to work full continuous shifts as follows: one week 05:00 – 14:00 early shift, one week 14:00– 22:00 late shift and one week night shift from 22:00 – 05:00. Each working day he has a one-hour unpaid break. The working time account now serves to administer these different workingtime durations by comparing the actual daily working time with the average working time of sevenhours and posting the difference to its balance. Thus, on early and late shift days, the working timeaccount balance increases by one hour, on night shifts it decreases by one hour. Overall, since theemployee works more than contractually agreed, he can take partial or full days off to compensatethis.

See AlsoTime Accounts [page 52]

4.1.5 Time Account Rules

OverviewTime accounts are used to collect and track the different types of working time and leave from work recorded for orby your employees within given periods, and to manage leave entitlements and periodic accruals.Time accounts can have rules appended that enable you to determine how the system should automatically calculatetime account balances, in particular perform periodic accruals and period-end processing. If your company hasseveral different policies for time accounts (for example, for different organizational units, employee categories, or


part-time versus full-time employees), you may need to define more than one rule for the same time account type.For example, a company in the U.S. may have different vacation entitlements for bargaining unit employees and non-bargaining unit employees. The appropriate time account rules associated with the different time account types areassigned to individual employees when their time profile is created during the time hire process. Depending oncountry and scoping, the system defaults a sample set of typical time account types and related time account rules.Since the actual accrual values, seniority or age ranges, and dates for accrual or period-end processing vary fromcompany to company, you must create your own time account rules based on these sample settings.For more information, see Configuration: Maintain Time Account Rules [page 468].To find this activity, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Open Activity List . Select the Fine Tune phase, then select the TimeAccounts — <Country>.

PrerequisitesBefore working on the Maintain Time Account Rules fine-tuning activity, you have:

● Decided on the Time Account — <Country> scope for each country if you have multiple countries in scope ● Completed the Maintain Time Account Types fine-tuning activity . To find this activity, go to the Business

Configuration work center and choose the Implementation Projects view. Select your implementation projectand click Open Activity List . Select the Fine Tune phase, then select the Time Accounts — <Country>.

● Identified the quota time accounts that require an accrual rule and determined: ○ How the entitlement amount is calculated

Leave entitlement often depends on seniority or age. It can also vary for part-time employees. Forexample, the number of working days per week may influence the vacation entitlement.

○ How often accrual occurs ○ Which groups of employees are eligible for the entitlement

The posting type accrual indicates a regularly occurring time account balance increase that is postedin smaller rates, often per pay period, for example two days vacation accrued to an account at thebeginning of each month. In contrast, the posting type entitlement indicates a quota that is madeavailable in the full amount at once, usually at the beginning of the period. For example, an annualentitlement of 30 days can be made available at the beginning of each calendar year.

● Identified which time accounts require a period-end processing rule (that is, a regular scheduled check andadjustment of the remaining time account balance) and determined: ○ When period-end processing should occur, for instance at the end of the payroll period or at the end of

the year ○ What happens to unused balance (forfeit, carryover, or payout )

● Identified how time credit is calculated for working time accounts if you use them, including: ○ How to determine the actual working time that can be credited to the working time account (either all

recorded times or working time as defined by the work schedule, in particular if you use a flextimebandwidth)

○ Whether actual working time is compared with the daily planned working time of the work schedule orwith the daily average hours of the time profile

See AlsoConfiguration: Maintain Time Account Types [page 471]Complete Time Data (Hire) [page 64]


Time Administration

Time Accounts [page 52]Working Time Accounts [page 55]

4.1.6 Premium Pay

OverviewCompany agreements, labor laws, or trade union contracts can contain stipulations for additional payments for workon non-regular days, for example, work on Sundays or public holidays, shift work or overtime. Premium paysupplements the concept of time types with respect to how certain employee times are compensated. It enablesyou to specify different payment rates for specific working conditions. Premium pay information can be specifiedwhen employee times are recorded in an employee’s time sheet in the Employee Self-Services or in the TimeAdministrator's Time Recording view.You define the available types of premium pay with different payment rates and time account allocation methods inthe Premium Pay — <Country> fine-tuning activity. In this activity, you can also set up premium pay rules forautomatic calculation of premium pay when certain specific working conditions are fulfilled.The system provides a preconfigured set of premium pay types and allocation methods per country. You can reviewthis sample set using the optional Premium Pay – <Country> fine-tuning activity. If you need to set up your ownpremium pay codes, you must add this fine-tuning activity to your activity list.To find this activity, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Open Activity List . Select the Fine Tune phase, then select the PremiumPay – <Country> activity from the activity list. For more information, see Configuration: Maintain Premium Pay Type

[page 450].

FeaturesTime Types with Special Working ConditionsTime types classify the various types of working time and leave from work differentiated in your company, such asactual hours worked, vacation or education. They are defined in the Maintain Employee Time Types fine-tuningactivity and recorded in the system as attributes of employee times. Not all employee times and time types lead toa change in the employee’s payment. For instance, time recorded for education or a project confirmation that lieswithin the employee’s regular working time may simply serve monitoring or project management purposes. On theother hand, certain special working conditions or leave from work can lead to a deviation from an employee’s standardpayment. Typical examples of special working conditions include:

● Non-exempt and overtime work ● Work on public holidays or weekends ● Night shift or other special shifts ● Sick leave or other kinds of unpaid or specifically paid absences

Time types are set up in the Business Configuration work center in the Implementation Projects view. Selectyour implementation project and click Open Activity List . Select the Fine Tune phase, then select the TimeTypes – <Country> activity from the activity list. For more information, see Configuration: Maintain EmployeeTime Types [page 457].

Premium Pay and Allocation Methods


An allocation method specifies how premium pay is handled with respect to payment, for example, whether it is paidout in full or partially, or whether it is allocated to a certain time account, in full or partially. Examples of allocationmethods are payout all; payout base, bank premium; bank all.In the first three cases of special working conditions listed above, the time type on its own is usually not enough toderive the specific deviating payment rate or allocation method. Instead, when you record employee times forexceptional cases, you can specify a premium pay in addition to the time type, which triggers the deviating payment.Deviation from standard payment can involve:

● A different rate of pay, for instance, if overtime hours are valuated with a factor of 150% or 200% ● Additional time worked can be banked as time in lieu to be taken off at a later date rather than paid out ● Periods with reduced or no payment, for instance, due to a long illness period

You can combine multiple time types with the same kinds of premium pay. For example, any time type of thecategory Productive Time, such as Actual Hours Worked, Home Office, Consulting, Education, could beassigned to a premium pay Overtime 1.5, payout all.

Premium pay types are set up in the Business Configuration work center in the Implementation Projects view.Select your implementation project and click Open Activity List . Select the Fine Tune phase, then selectthe Premium Pay – <Country> activity from the activity list. Click Maintain Premium Pay Types. There you canreview the set of premium pay types delivered in the standard and create new ones if required. For moreinformation, see Configuration: Maintain Premium Pay Types [page 450].

Premium Pay RulesPremium pay rules define sets of working conditions under which a given premium pay type should be automaticallycalculated by the system. You can create premium pay rules in Business Configuration, which are used for automaticgeneration of overtime premiums. Premium pay rules can then be assigned to a time recording profile in the MaintainTime Recording Profile fine-tuning activity. For more information, see step 5 of Configuration: Maintain TimeRecording Profile [page 453].

Premium pay rules are set up in the Business Configuration work center in the Implementation Projects view.Select your implementation project and click Open Activity List . Select the Fine Tune phase, then select thePremium Pay – <Country> activity from the activity list. Click Maintain Premium Pay Rules. For moreinformation, see Configuration: Maintain Premium Pay Rules [page 453].

Integration with Other SAP Business ByDesign ComponentsWhen an employee time is entered with a combination of a time type and a premium pay, the actual amount to bepaid out is determined by the Compensation and Payroll systems. If you use the integrated SAP Business ByDesignPayroll solution, this process is automated using the Compensation Component Type (CCT) Mapping function ofthe Compensation work center. Here, a time type and a premium pay must be mapped to compensation componenttypes. For more information, see Integration of Payroll with Compensation, Time Administration, and PersonnelAdministration [page 13].If you do not use the integrated SAP Business ByDesign Payroll solution, you can still record working time incombination with a time type and premium pay, but you must ensure that the payroll-relevant information istransferred manually to your third-party payroll solution. As a special case, certain types of premium pay are usedto specify the details when paying out a remaining time account balance, for instance, unused vacation. This is doneon the Time Account Balances tab of the Time Administration work center using a time balance adjustment with theposting type Payout.

See AlsoMaintain Time Type Mapping [page 142]Maintain Time Account Type Mapping [page 141]


Time Administration

Maintain Pay Type Mapping [page 140]

4.1.7 Approval Options

OverviewEmployee time types that indicate leave from work, such as vacation or paid time off, or time types of the categoriesspecial attendance, such as training course attendance, may require approval by a line manager. The approvalprocess can be system-based, triggered after a leave request has been submitted in the Leave Request or the TimeSheet. Approval rules can also apply for Leave Request - on Behalf and Time Sheet - on Behalf if the user submittingthe leave request on behalf is not the line manager of the employee. You can configure time types to trigger anotification, an approval business task, or nothing to the employee’s manager, and specify whether an additionalreview by the time administrator is required. You do this in the Maintain Approval Options fine-tuning activity. To findthis activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Fine-Tune phase, then select the activity from the activity list.For more information, see Configuration: Maintain Approval Options [page 455].

Scoping Prerequisites


● In Scoping, you decided whether your company needs to use employee times for: ○ Project time recording to track the time your employees work on projects ○ Payroll calculation and leave administration

● The Approval business option is enabled and the scoping questions answered in your solution configuration.To find this business option, go to the Business Configuration work center and choose the ImplementationProjects view. Select your implementation project and click Edit Project Scope . In the Scoping step of theproject, ensure that Time and Labor Management is selected within Human Resources.In the Questions step, expand the Human Resources scoping element, select Time and Labor Management,select Approval and answer the questions related to manager and project lead approval, leave request andtime sheet approval.

● The Personnel Administration business package is in scope: ○ If Personnel Administration is in scope, you must set up time types for recording employee times. You

set up the available time types in the Maintain Employee Time Types fine-tuning activity. To find thisactivity, go to the Business Configuration Implementation Projects view. Select yourimplementation project and click Open Activity List . Select the Fine-Tune phase, then select the activityfrom the activity list.For more information, see Configuration: Maintain Employee Time Types [page 457].

○ If Personnel Administration is not in scope, the Time Sheet can be used for project time recording. Thisimplies the following: ○ Employee times are only differentiated by services, not by time types ○ Leave cannot be entered ○ All project time confirmations count as productive time


○ Any approval is done by the project lead

Project lead approval is mandatory when project times are recorded for service agents. Whenproject times are recorded for employees, the project decides whether project lead approvalis required, as defined for the project in the Project Management work center. If approval isrequired, it is typically done by the project lead on a regular basis, for all time data assignedto the projects for which he is responsible.

4.1.8 Time Recording Services

OverviewEmployee time types describe the various types of working time and leave from work that can be recorded in yourcompany. Time types are set up using the Maintain Employee Time Types fine-tuning activity and are referencedwhen employee times are recorded in the following time recording services:

● By human resource experts in the Time Administration work center, which is available if the Time and LaborManagement and Personnel Administration business packages are selected

● By employees using decentralized time entry in the Employee Self-Service Leave Request or Employee Self-Service Time Sheet. Self-services are usually combined with system-based approval processes.

● By managers recording employee times on behalf of their team members, using Employee Self-Service LeaveRequest – on Behalf or Employee Self-Service Time Sheet – on Behalf in the Managing My Area work center.Project leads can use the Time Sheet on behalf of their team members if the Time Recording business topicin Projects is in scope.

FeaturesYou can activate or deactivate the different time types for each of the time recording services in scope in the Activatefor Time Recording Services fine-tuning activity. For example, you may decide that time types with more complexpayment rules, such as long-term medical leave or unpaid absences, can only be recorded by a time administratorin the Time Administration work center. The system provides you with proposals as to which of the sample time typesto activate or deactivate per service. If you create your own time types, the system activates these by default for thetime recording services you have in scope. Review these settings and adjust them to fit your requirements.Depending on scope, a tab will be available for each of the time recording services:

● Leave Request – Specifies which time types of the categories Vacation, Illness or Leave employees andmanagers will see in a leave request if Employee Self-Services Leave Request or Employee Self-ServicesLeave Request – on Behalf is in scope.

● Time Sheet – Specifies which time types employees and managers will see in a time sheet if Employee Self-Services Time Sheet or Employee Self-Services Time Sheet – on Behalf is in scope.

● Time Administration – Specifies which time types a time administrator will see in the Time Administrationwork center.

● Illness View – Specifies which time types assigned to the Illness category a subject matter expert will see inthe illness subview of the employee's time file. This illness subview supports time administrators inadministering employees’ paid and unpaid leave periods related to illnesses (of the employee or familymembers).


Time Administration

See AlsoConfiguration: Activate for Time Recording Services [page 454]

4.2 Work View

4.2.1 Quick Guide for Work (in Time Administration)

The Work view of the Time Administration work center displays a list of all your open tasks, employee time files thathave to be completed or reviewed, and employee time requests to be approved. You can analyze how much workyou have to do, organize your workload, and prioritize tasks accordingly.

Business BackgroundBusiness Task Management (BTM) ensures that activities related to a business process within or across yourorganization are completed in order to fulfill defined business objectives. Using BTM, the system addresses work tousers and enables them to receive, manage, and complete business task management items related to a businessprocess in an efficient way. The system creates business task management items when it requires input from a userabout a related business document. These items are created so that users check, change, clarify information,complete items, or make a decision as part of a business process.For more information, see Business Task Management.

Tasks

Monitor Your Work1. From the Show dropdown list, you can display a set of work items to view and to process,

for example open tasks, open review time data tasks or open employment changestasks.

2. From the Group By dropdown list, you can group work items by specific criteria, suchas due date.

Process Your WorkThe following options are available to help you complete your work:

● To view and edit documents related to the item in your worklist, click Edit . ● To create new business task management items related to the item in your worklist,





● To process a task, select the item and then under Actions choose one of the options.

Complete Time Data - HireWith this task, you can complete a time file for a newly-hired employee, specify how time datais to be recorded and evaluated, assign the employee a work schedule and the relevant timeaccounts for collecting and tracking employee times and leave entitlements.For more information, see here [page 64].

Export to Microsoft ExcelYou can export different types of data from the SAP Business ByDesign system to MicrosoftExcel. For more information about this task, see Export Business Data Using Microsoft Excel.

4.2.2 Complete Time Data (Hire)

OverviewWith this task, you can complete a time file for a newly-hired employee, specify how time data is to be recorded andevaluated, assign the employee a work schedule and the relevant time accounts for collecting and tracking employeetimes and leave entitlements.

Procedure1. In the Time Administration work center, Work view, click Complete Time Data (Hire) to access the time file of

an employee.2. In the Enter Basic Data step, select a time recording profile for the employee to specify which overtime and

break deduction rules apply.3. Under Time Recording Method, select a time recording method as follows:

a. Positive if employees have to record all times worked, absences and leaves.b. Exception-based if employees only have to record exceptions to their planned working time as defined

in the work schedule, for example, to record overtime or sick leave.4. Click Next to go to the next step: Define a Work Schedule.5. Under Work Schedule Information, select a work schedule category as follows:

a. Select Predefined if you want to use a reusable time model that has been created for this purpose. ● In the Time Model field, enter the ID of the time model that you want to use. ● If you want to specify a different start day for the work schedule than the day defined in the time

model, then under Details click Move Up/Move Down as required.b. Select Individual if you want to create a work schedule specifically for one employee.

● Click Add Row and in the Daily Model ID field, enter the ID of the daily time model that you wouldlike to assign or select a time type along with start and end times or duration. If necessary, clickthe icon to search for the daily time model ID.

● Repeat these steps for each day in the work schedule.6. Enter further information as required, and click Next to go to the next step: Assign Time Accounts.7. Click Add Row or Add Multiple Accounts depending on the number of time accounts you want to assign, and

select one or more time accounts from the Time Account drop-down list.The time account category is defaulted automatically: Quota, Statistical, or Working Time Account.


Time Administration

8. For the categories Quota and Working Time Account, select a time account rule from the Time AccountRule list.

Time account rules are defined in Business Configuration. You can display the details of a rule on the Accrual/Entitlement Rules tab by clicking the corresponding link.

9. Enter further information as required on the Accrual/Entitlement Rules tab and repeat the procedure for eachtime account that you want to assign.

The Initial Balance field is displayed on this tab in the following cases: ● If the employee's hire date lies no more than 3 months before the time file date, you have the

option of assigning the employee an initial time account balance. The Initial Balance field isnot available if the hire date lies more than three months before the time file date. In this case,an initial balance can only be assigned by means of a manual adjustment.

● In the case of a rehire that is not flagged as a Reinstatement, which indicates that the rehiredemployee is granted his or her former benefits.

10. Click Next to go to the next step: Review time data.a. Click Previous to navigate back to the appropriate screen and make updates as relevant.b. Click Finish and Next to save the time file of the newly hired employee and to go to the final step:

Confirm time data.11. A message displays to confirm that the time file for the newly hired employee was successfully created.

Click Close to return to the Work view or click one of the links displayed to complete the hiring process.

ResultThe time-related data for the newly hired employee is saved to their time file. To open the employee’s time file, selectthe appropriate employee in the Employees view and click Edit .

See AlsoConfiguration: Maintain Time Account Rules [page 468]Time Models and Work Schedules [page 87]Maintain a Deviating Holiday Calendar for an Employee [page 70]




4.3.1.1 Temporary Change of Work Schedule

OverviewThe Temporary Change of Work Schedule function enables time administrators to make short-term changes toemployee’s long-term planned work schedules, for example, in order to react to unplanned absences of othercolleagues or to short-term increased or decreased workload.

RelevanceTime administrators can react flexibly in the following situations:

● An employee requires a temporary change of shift for the coming week at short notice. The long-term plannedwork schedule should not be affected.

● An employee has to stand in for an ill colleague at short notice. The time administrator can quickly assign thework schedule of the ill colleague to the substitute for the required period.

Features ● Assign an employee a temporary work schedule, either an individual work schedule or a predefined one based

on a period model or a schedule model, which has a fixed start day. ● Copy the work schedule of another employee to minimize data entry. ● Show an employee’s assigned work schedule to check availability.

Process FlowThe employee Jan Smith, who is scheduled for the late shift, calls in sick for the next two weeks. The timeadministrator must find a substitute to fill his shift at short notice. In the Regular Tasks view, the time administratorclicks Temporary Change of Work Schedule and selects the employee, Tim Daniels. The time administrator cantemporarily assign a predefined work schedule (either period or schedule model) or define an individual one in thecase of a daily time model. Alternatively, the Copy from Employee function enables him to copy the work scheduleof Jan Smith or any other employee to minimize data entry.

See AlsoTime Models and Work Schedules [page 87]


Time Administration

4.3.1.2 Time Valuation

RelevanceTime valuation is triggered automatically whenever employee times are created or changed or when master data inthe time profile, for example, a work schedule, time account rules or basic data is changed. Time valuation checksrecorded time data and determines results that are required for time account quota considerations, for furtherprocessing of the data in target applications, and for reporting purposes.Day Closure, on the other hand, is the process whereby a day closure date is set for a given employee. The existenceof a day closure date documents that a given day and all days prior to it can be considered to be complete in thecontext of time management. As a result, time valuation can perform more checks and determine more results thanfor a day that is not yet closed. For more information, see Day Closure [page 67].A time valuation correction run can be triggered manually if required. A typical correction run would be necessary,for example, if an error had to be corrected in a time model. Time valuation would need to be run again for employeesassigned to the corrected time model as of the change date. You would start such a retroactive run for multipleemployees in the Regular Tasks view by clicking Administer Day Closure Runs and then New Day Closure Run, or forone employee using the Start Day Closure for One Employee and by specifying the correction start date.For more information, see Run Day Closure for One Employee [page 72] and Administer Day Closure Runs[page 73].

FeaturesIn detail, time valuation performs the following main tasks:

● Breakdown of working time models into units that are relevant for valuation, such as breaks, absences, coretime and so on.

● Transfer of time recording data to Project Management to enable project planning, status tracking and projectconfirmation.

● Transfer of data about the provision of services to financial accounting to enable valuation of costs and forreporting purposes.

● Transfer of results to payroll, including details of actual times worked, absences, planned working time, andtime account payouts.

● Creation and update of instances of time accounts based on recurrence rules defined in fine tuning or ondefault values manually entered.

● Accrual and deduction of time accounts, as well as handling of time account balances, including transfer,deletion, or payout of remaining balances.

● Calculation of aggregated times for the Time Sheet. For more information, see Understanding Calculationsand Fields on the Time Sheet [page 99]

4.3.1.3 Day Closure

OverviewYou can access the day closure tasks in two locations:


● In the Time Administration work center, Regular Tasks view, under Time Valuations. ● In the Time Administration work center, Time Recording view, in the employee's Time Sheet, under You Can

Also.

Day Closure is the process whereby a day closure date is set for a given employee. The existence of a day closuredate documents that a given day and all days prior to it can be considered to be complete in the context of timemanagement.For such days, it is expected that all recorded data for this employee has already been entered in the system. As aresult, time valuation can perform more checks and determine more results than for a day that is not yet closed.Examples of checks and additional results include:

● Determination of credited working time ● Determination of the difference between actual and planned working time ● Data transfer to payroll ● Time account period end postings ● Consistency checks for time events (clock in/clock out)

Running day closure does not mean that no further data can be recorded for this employee on a closed day.It simply means that time valuation assumes that all data is present in the system and determines the resultsfor the employee accordingly. However, if required, recorded data can be changed or further data can berecorded, leading to a recalculation of the valuation results.

See AlsoTime Valuation [page 67]

4.3.2 Quick Guide for Regular Tasks (in Time Administration)

You can access this view from the Time Administration work center. The Regular Tasks view provides you with quickaccess to time administration tasks that you need to carry out periodically for individual employees. The tasks in theview are organized according to the type of data affected: employee times, time account processing, and timevaluation. For example, you can make a temporary change to an employee's work schedule, administer periodic timeaccount processing, start time valuation correction runs and schedule day closure runs for one or multipleemployees.

Business Background

Temporary Change of Work ScheduleThe Temporary Change of Work Schedule function enables time administrators to make short-term changes toemployee’s long-term planned work schedules, for example, in order to react to unplanned absences of othercolleagues or to short-term increased or decreased workload.For more information, see Temporary Change of Work Schedule [page 66].

Time ValuationTime Valuation is a process in Time and Labor Management that enables your company to determine derived timevaluation result data from all employee time data that is recorded in the system, such as planned working time, actual


Time Administration

working time, and overtime. The process, which runs automatically, evaluates all recorded times, all changes to anemployee's time profile, determines existing time accounts and their balances, and optionally transfers the valuationresults to downstream processes in target applications.You can access the time valuation functions in the Time Administration work center in the Regular Tasks view.For more information, see Time Valuation [page 67].

Day ClosureYou can access the day closure tasks in two locations:

● In the Time Administration work center, Regular Tasks view, under Time Valuations. ● In the Time Administration work center, Time Recording view, in the employee's Time Sheet, under You Can

Also.

Day Closure is the process whereby a day closure date is set for a given employee. The existence of a day closuredate documents that a given day and all days prior to it can be considered to be complete in the context of timemanagement.For more information, see Day Closure [page 67].

Time and Labor ManagementThe Time and Labor Management business scenario covers all aspects of managing your employees' time data. Itenables you to create time accounts and time account rules, reusable time models and work schedules. It hasfunctions for tracking and monitoring the different time recording options, enables valuation of recorded times andperiod-end closing, and transfer of account balances. Time and Labor Management simplifies time administrators'daily work by enabling them to work reactively by checking alerts and worklist items in the Overview view, workproactively using the information provided in the Work view, review and change employee time data, and administertime accounts, including making balance adjustment and payouts. Time and Labor Management is essential for acomplete HR system. It is relevant if you want to run Payroll and Compensation in your HR system, and it can alsorun standalone, for example, if you simply want to manage project data collected in the time sheet.For more information, see Time and Labor Management.

Tasks

Temporarily Change a Work ScheduleFor information about this task, see here.

Maintain a Deviating Holiday Calendar for an EmployeeFor information about this task, see here [page 70].

Administer Day Closure RunsThe Administer Day Closure Runs task enables you to create, modify, schedule and executeday closure runs and time valuation correction runs typically for multiple employees. You canperform a day closure run, which means you set a specific date as day closure date for allselected employees. Alternatively, you can set up a time valuation correction run, whichtriggers time valuation for the given set of employees with a defined correction start date. Youcan schedule the runs either for a specific date and time or with a recurring frequency, suchas every night or at the end of every week.For information about this task, see here [page 73].


Run Day Closure for One EmployeeThe Run Day Closure for One Employee task enables you to manually set a period closure dateor start a time valuation correction run for one employee and only once. The activity isperformed directly on the screen and any messages appear immediately. You would typicallyuse this task if the number of employees affected is small. For a large number of employees,it would make more sense to start a correction run using the Administer Day Closure Runstask.For information about this task, see here [page 72].

Review Account BalancesThe Review Account Balances task is one you typically perform before period-end closing. Itenables you to display an overview of time account balances for a given time account type forall employees to check the remaining balances and, if required, maintain deviating period-endprocessing rules for individual employees to override the default rules defined.For information about this task, see here [page 73].

View Period Closure ResultsThe View Period Closure Results task is one you typically perform after period-end processinghas run to check the results of period-end closure for time accounts. It enables you to displayan overview of time account balances for a given time account type for all employees, forexample, to check the remaining balances, amounts transferred or carried over to other timeaccounts, or amounts that were paid out. If required, you can maintain deviating period-endprocessing rules for individual employees to override the default rules defined or exclude anemployee from a valuation run entirely.For information about this task, see here.

4.3.3 Maintain a Deviating Holiday Calendar for an Employee

OverviewYou can assign one or more holiday calendars to an employee. Deviating holiday calendars are created for employeeswho work in different locations for certain periods of time, where different holiday calendars apply. You can also editor remove existing deviating holiday calendar assignments for an employee. By default, an employee is assigned theholiday calendar of the business residence when hired.In the Regular Tasks under Employee Times click Maintain Deviating Holiday Calendar.Alternatively in the Employees view, select an employee to whom you want to assign a deviating holiday calendarand click Actions and choose Maintain Deviating Holiday Calendar .

An employee is assigned to a holiday calendar for the entire year and needs to be assigned a deviatingcalendar for two months.

The assignment of the deviating holiday calendar is date dependent. There can be only one deviating calendarvalid for a date range.


Time Administration

PrerequisitesYou are a time administrator.

Assign a Deviating Holiday Calendar for an Employee1. In the Employee ID field, enter the ID of the employee to whom you want to assign a deviating holiday calendar.

If the employee has already been assigned one or more deviating holiday calendars, the DeviatingHoliday Calendar table displays this assignment.

2. Click Add Row .3. In the Start Date field, enter the date from which you want to assign a deviating holiday calendar to the

employee.4. In the End Date field, enter the date until which you want to assign the deviating holiday calendar to the

employee.5. In the Public Holiday Calendar field, select the deviating holiday calendar that you want to assign to the

employee.6. Click Save .

If you specify an assignment period of a newly assigned holiday calendar that overlaps with theassignment period of an already assigned holiday calendar, the system automatically adjusts theassignment period of the already assigned holiday calendar.

Remove a Deviating Holiday Calendar Assignment for an Employee1. In the Maintain Deviating Holiday Calendar view, enter the Employee ID for whom you want to remove an

existing deviating holiday calendar assignment.2. Click Show and choose All to display all the deviating holiday calendars.3. Select the row corresponding to the deviating holiday calendar assignment that you want to remove for the

employee.4. Click Remove . The deviating holiday calendar assignment for the employee is removed.5. Click Save .

Update a Deviating Holiday Calendar Assignment for an Employee1. In the Maintain Deviating Holiday Calendar view, enter the Employee ID for whom you want to update a

deviating holiday calendar assignment.2. Click Show and choose All to display all the deviating holiday calendars.3. Select the row corresponding to the deviating holiday calendar assignment that you want to update.4. Do one of the following:

● In the Start Date field, enter the date from which you want to assign the deviating holiday calendar tothe employee.


● In the End Date field, enter the date until which you want to assign the deviating holiday calendar tothe employee.

● In the Public Holiday Calendar field, enter the deviating holiday calendar that you want to assign to theemployee.

If you specify an assignment period that overlaps with the assignment period of an already assignedholiday calendar, the system automatically adjusts the assignment period of the already assignedholiday calendar.

5. Click Save .

4.3.4 Run Day Closure for One Employee

OverviewThe Run Day Closure for One Employee task enables you to manually set a period closure date or start a time valuationcorrection run for one employee and only once. The activity is performed directly on the screen and any messagesappear immediately. You would typically use this task if the number of employees affected is small. For a large numberof employees, it would make more sense to start a correction run using the Administer Day Closure Runs task.

Procedure1. In the Time Administration work center, in the Regular Tasks view, under Time Valuations, click Run Day

Closure for One Employee.2. Specify the employee for whom you want to run day closure.3. Select the action you want to trigger:

a. Select Set Period Closure Date if you want to specify a date up to and including which all time datarecorded is considered complete and thus all valuation results, for example, time account balances,are determined. You must specify a date that lies after the current period closure date displayed.

b. Select Start Time Valuation if you want to recalculate a valuation run for all time data of the employeefrom a specific date on. Click Run to specify the valuation start date.

ResultThe run is started and any errors that occur are output immediately and can be corrected directly.

See AlsoAdminister Day Closure Runs [page 73]Time Valuation [page 67]Day Closure [page 67]


Time Administration

4.3.5 Review Account Balances

OverviewThe Review Account Balances task is one you typically perform before period-end closing. It enables you to displayan overview of time account balances for a given time account type for all employees to check the remaining balancesand, if required, maintain deviating period-end processing rules for individual employees to override the default rulesdefined.

Procedure1. Review Account Balances

In the Regular Tasks view of the Time Administration work center, click Review Account Balances and on thenext screen, specify the time account type whose balances you want to check.

a. Specify a key date. This restricts the time accounts displayed to records that are valid one year beforeor one year after the key date.

b. Click Go . The table below displays the time account balances on the period end date for all employeesfor the time account type specified.

c. If no adjustments are required, click Close .2. Exclude Employee from Run or Maintain Deviating Rules

If you need to exclude an employee from period-end processing for a given period or define a different timeaccount rule for an employee's time account:

a. Click Maintain Deviating Rules , select the Exclude Employee for this Period checkbox, and then clickSave and Close to exit.

orb. On the Maintain Deviating Rules screen, click Adjust Rules and specify a new posting type and value

for the account balance.3. Make Manual Balance Adjustments

a. On the Review Account Balances screen, click Open Time File .b. On the Time Account Balances tab, review the time account balance details.c. If you need to manually adjust the balance of a time account type, select the relevant time account and

in the Details section, click the Adjustments tab.d. Click Add Row and select the required posting type (manual adjustment, transfer, or payout).e. Enter other details as required by the selected posting type and save your entries.

4.3.6 Administer Day Closure Runs

OverviewThe Administer Day Closure Runs task enables you to create, modify, schedule and execute day closure runs andtime valuation correction runs typically for multiple employees. You can perform a day closure run, which meansyou set a specific date as day closure date for all selected employees. Alternatively, you can set up a time valuationcorrection run, which triggers time valuation for the given set of employees with a defined correction start date. You


can schedule the runs either for a specific date and time or with a recurring frequency, such as every night or at theend of every week.

Procedure1. In the Regular Tasks view, under Time Valuations, click Administer Day Closure Runs, then click New and

choose Day Closure Run.2. Enter the basic data of the run.

a. In the ID field, enter an ID for the day closure run.b. In the Description field, enter a description for the day closure run.

3. Specify the control parameters by selecting either a correction run or a date, depending on whether you wantto schedule a day closure run or need to re-run time valuation.

a. If you require a correction run, select the Correction Run field and specify the correction start date.The date fields under Control Parameters then become inactive.

b. If you require a day closure run, specify either a Fixed Date, which will be set as day closure date for allselected employees, or a Relative Date.

4. Specify the relevant employees under Selection Criteria.a. Click Add Row and select Excluding or Including depending on whether it makes more sense to exclude

or include a range of employees. For all employees, enter * (asterisk).b. Complete the other rows as required.c. When you have completed your selection, click Set to Active .d. Click Schedule to specify when you want the run to start. You can schedule the job to run immediately,

for a specific date and time, with a given recurrence if required, or according to the same schedule asanother job.

5. Save your entries.

Result and Follow-Up ActivitiesThe task is then normally performed as a background job once or several times. You can now view the results in anapplication log file. You can also reschedule or cancel scheduled jobs.

View Job Loga. On the Administer Day Closure Runs screen, click View Jobs .b. In the Show dropdown box, select Run Jobs and click Go .c. Select the relevant job and click View Job Log .

Cancel or Reschedule Joba. On the Administer Day Closure Runs screen, select the relevant job and click View Jobs .b. From the list of scheduled jobs displayed, select the job and click Cancel Job or Reschedule .

Result: If you canceled a job, the status changes to Release cancelled. If you rescheduled a job, the ChangeHistory section below updates with the new schedule information.

See AlsoDay Closure [page 67]Time Valuation [page 67]


Time Administration

4.4 Employees View


4.4.1.1 Using Durations or Clock Times in Time Administration

OverviewTime recording can be clock-based, where employees enter start and end times, or duration-based, where thenumber of hours and minutes is entered. Before deciding whether to base your employees’ time recording on clocktimes or durations, you should consider the following points.

UseDuration-based time recording means that working time valuation and calculations are based purely on the durationsentered and that start and end times, which can be entered for information or documentation purposes, are notconsidered.Impact for Time Valuation

● Calculations are based exclusively on the net times entered. Any break times specified in the employee’s workschedule are not deducted, even if they are recorded.

● Calculation of target hours does not consider unpaid break times that might be specified in the work schedule,in particular these are not subtracted. The duration of paid breaks, however, is added to the target hours.

Clock-time recording (without duration information) is typically important in the following use cases: ● If you need to document start and end times, and if further time valuation requirements are based on clock

times, for example, to prove that employees have taken legally-required breaks. ● To enable collision handling of partial day recorded times. ● if your company implements a capping rule for working time accounts, where hours worked outside of planned

working time or a flextime bandwidth are capped. ● To enable determination of night shift premiums, where relevant.

Impact for Time Valuation ● If there is an unpaid break specified in the work schedule, the break time is automatically deducted if it occurs

during recorded working time or absence. ● Recorded absences that lie outside of the planned working time are not considered. ● Target hours are determined by subtracting an unpaid break (as specified in the work schedule) from the

employee’s planned working time if these times overlap.

Time Entry: Durations or Clock TimesDepending on whether time recording in your company is clock-based or duration-based, you may have to completesome of the fields in the Time Information section when you record times in the Employees view. This section explainsthe behavior of the fields in relation to one another.


If you use working time accounts in your company, which are used to collect and manage time credits anddeficits for employes, then both work schedules and time recording must be based on clock times, especiallyif you want to credit only those times that lie within a defined flextime bandwidth or within the planned workingtime. For more information, see Working Time Accounts [page 55].

Entering Time InformationYou are in the Time Administration work center, Employees view. Select the employee and click Edit to access thetime file. On the Employee Times tab, in the Details section, click the General tab. The fields in this section havethe following behavior:

● QuantityThis is a display-only field. The system automatically calculates the amount of time recorded for a given timetype and displays it in decimal format in the Quantity field when you save your entries. The time quantitydisplayed is based on which of the following fields you fill: ○ Start/End Times only

○ Duration only

○ Start/End Times and Duration

○ None ● Enter Start/End Times Only

1. If time recording is clock-based, enter or select start and end times in the appropriate fields.2. Save your entries.

Result: The system automatically calculates the difference between the start and end times and displays thisin decimal format in the Quantity field.

● Enter Duration Only1. If time recording is duration-based, enter or select the number of hours and minutes for a given time

type and leave the start and end times empty.2. Save your entries.

Result: The Quantity value, which is always equal to the duration entered, is automatically displayed in decimalformat.

The entry format for duration is hours and minutes, for example, 06:30 (for six hours and thirtyminutes). If you enter time in a different format, the system automatically converts the formataccordingly. In the Quantity field, 06:30 is then displayed as 6.5 hours.

● Enter Start/End Times and DurationIt is important to note that if you enter a value in the Duration field, this value always has precedence over anyvalues in the Start/End Times fields. In other words, the system always determines what to display in theQuantity field based on the Duration field if it is filled.You would typically need to enter both start/end times and duration if you needed to document a differencein the two values, for example, that the employee’s attendance at work was longer than the duration of thework performed.The opposite case, where the difference between the start and end times is shorter than the duration specifiedis not permitted and will trigger an error message.

● NoneIf you enter neither start/end times nor duration, the value displayed in the Quantity field is derived from thetarget hours of the employee for the full day.


Time Administration

You can confirm time for project tasks and sales orders in the Labor Information tab, of the Details section. You canchoose the Project Task Confirmation or Sales Order Confirmation radio button, from Confirmation Type and fill outthe information accordingly.

When confirming time for sales orders and project tasks, the corresponding time record will be shown in theTime Sheet.

4.4.1.2 The Time File

To access an employee's time file, go to the Time Administration work center, Employees view, select the employeeand click Edit .The time file is divided into six thematically-related views, which are accessed via tabs in the Time File Editor. Themain tasks that can be performed here are:

● Tracking Employee Time DataThe General tab provides quick display access to a summary of an employee's most important time data,including basic time administration and organizational data, the employee's work schedule, and an overviewof current time account balances.

● Reviewing Employee TimesOn the Employee Times tab you can display and edit an overview of an employee's recorded times in eithera calendar or list view for a user-definable period. The calendar is color-coded according to the different timetypes to make the information more easily available.. In addition, it displays information about public holidays.You can edit times in the calendar or list view and see the resulting postings and compensation informationin the Details section below, which is updated immediately. However, pure time recording is more typicallyperformed in the Time Recording view.Germany-specific: In the List view, you can display an Illnesses only view and filter by case number, forexample, to verify whether an employee has reached the statutory 42 days illness limit, which affectsContinued Pay Rules.For more detailed information about the Calendar/List views, see the second bullet point of Time RecordingQuick Guide [page 111].

● Updating a Time ProfileThe Time Profile tab provides access to an employee's time administration master data, that is, to the masterdata that is recorded for an employee as part of the hiring process in the Complete Time Data (Hire) task. Youcan display and edit the employee's basic time administration and organizational data, information about theassigned work schedule and time account rules. On the Basic Data tab, you can assign an employee a timerecording profile. The time recording profile defines different sets of time recording rules for employees whoseworking time needs to be handled differently, for example based on their administrative category (hourly orsalaried) or on whether they have working time accounts. On the Time Account Rules tab, as part of the hireprocess you can assign time accounts to the employee and define the associated rules, including accrualsand period-end processing. Here, you can also override the rules that were assigned to a time account inbusiness configuration. For detailed information about time account rules, see here [page 57].

● Administering Time Account BalancesOn the Time Account Balances tab you can display detailed information about time account balances andadjust these if required. Time account balances are determined based on a number of different factors. Theposting type that is set in the time account rules affects the calculation as follows: for the posting typeentitlement, the balance is shown up to the validity end of a recurrent time account or to the end of the followingyear for permanent accounts; for the posting type accrual, the balance is shown as of the current date.


Additionally, the balance calculation takes absence deductions, attendances, and manual adjustments intoconsideration.For each time account, the Details section provides information about the basic data, time account postings,time types recorded that post to the time account, and balance adjustments, such as manual, payout ortransfer. You can make a manual balance adjustment, transfer balances between accounts, and in particular,trigger a payout to payroll.Additionally, you can close a time account or create an ad hoc account for an employee if you have set thisup in the business configuration, for example, if an employee requires a certain time account type for only alimited period of time.In this tab you can also see the values for Custom Adjustment for employee times accounts. These values arecalculated from rules defining quota adjustments made to employee time accounts configured in an externalapplication, and pushed to the time account.

● Tracking Changes to Time FilesOn the Changes tab you can display a history of all changes made to the employee's time file according todifferent filter criteria.

● Adding AttachmentsOn the Attachments tab you can view and upload documents that are relevant to the employee's time file,such as illness certificates.

See AlsoComplete Time Data (Hire) [page 64]View Time Statement [page 117]Assign a Work Schedule [page 86]Time Recording Profiles [page 78]The Personnel File [page 28]

4.4.1.3 Time Recording Profiles

OverviewThe time recording profile enables companies to define different sets of time recording rules for employees whoseworking time needs to be handled differently, for example based on their administrative category (hourly or salaried)or on whether they have working time accounts.In the Time Recording Profile you can define rules for:

● Automatic minimum break deductions based on working time durations ● Automatic overtime calculation with premium pay assignment ● Enablement of self-service for employees to edit their own time punch data

The configured time recording profile is assigned to individual employees in one of the following ways: ● It is assigned to existing employees in their time file: Time Administration Employees Time Profile

Basic Data tab. ● It is assigned to new employees when you create their time file: Time Administration Work Complete

Time Data (Hire) Enter Basic Data step.


Time Administration

PrerequisitesBefore you can assign a time recording profile to an employee in the time file, you must complete the Maintain TimeRecording Profile fine-tuning activity.To find this activity, go to the Business Configuration work center, and choose the Implementation Projects View.Select your implementation project and click Open Activity List . In the Fine Tune phase, select the Time Types —<Country> activity and click Maintain Time Recording Profile. For more information, see Configuration: MaintainTime Recording Profile [page 464].

FeaturesYou can configure the following functions:

1. Automatic Minimum Break DeductionIf your employees are required by law or company policy to take a break after working a certain number ofhours, you can specify that a break is automatically deducted after a specified number of hours has beenworked. For example, German law requires certain employees to take a 30-minute break after six hours' workor a 45-minute break after nine hours' work. ● You can define minimum breaks which are automatically deducted. ● All productive times per day are summed up to determine whether the break should be deducted. ● You can specify partial or full break deduction.

You would specify partial deduction to ensure that the total working time does not drop below theminimum break threshold because of the break deduction.

● Recorded break times including breaks punched at terminals are treated as break times.

The minimum break rule is defined as 30 minutes break after 6 hours work, or 45 minutes breakafter 9 hours work.

● Normal case: Employee records 10 hours work; the system automatically deducts 45minutes break.

● Partial deduction: Employee records 6 hours 10 minutes work; the system automaticallydeducts 10 minutes break to ensure that the working time does not fall below the threshold.

● Full deduction: Employee records 6 hours 10 minutes work; the system automaticallydeducts 30 minutes break.

● In combination with a recorded break: Employee records 8 hours work and 20 minutesbreak; the system automatically deducts 10 minutes break.

2. Overtime and Premium Pay RulesYou define overtime rules for a time recording profile in fine tune phase, including the following details: ● Daily Overtime Threshold: A daily overtime threshold to specify the number of hours a day above which

working time is regarded as overtime. The threshold value you define can be based for example on eithera fixed value, planned working time according to the work schedule, or average hours stored in the timefile.

● Periodic Overtime Threshold: A periodic overtime threshold to specify the number of hours a week or amonth above which working time is regarded as overtime.

● Premium Pay Type: A premium pay at which all hours above the overtime thresholds are compensated.


● Graded Thresholds: Different threshold levels to enable you to assign different rates of premium pay tolonger periods of overtime.

● Credited Absences: Absence types that can be included in the calculation of working time. All productivetimes and admissible absences are then calculated against the overtime threshold.

3. Time Punch EditingYou can enable a self-service for employees, which allows them to edit their own time punch data manuallyin cases where corrections or changes are required, for example, if a clock-in or a clock out punch is missing.In Business Configuration you can specify how far in the past time punch data can be edited and whetherapproval by the time administrator is required.

Examples of Overtime Calculation

Daily Threshold with Working Time

Daily Overtime Threshold Fixed value: 9 hours

Recorded Working Time 10

Overtime CalculationBasis

10

Daily Overtime Credited 1

Daily Threshold with Working Time and Credited Absence



Recorded AbsenceCredited

4


10


Daily Threshold with Working Time and Non-Credited Absence



Recorded Absence Non-Credited

4


6


Weekly Overtime Threshold with Working Time and Credited Absence / Threshold Value = Planned Working Time xDays per Week = 40

Day Monday Tuesday Wednesday Thursday Friday Total Credited

Recorded Working Time 10 10 7 10 0 —


Time Administration


0 0 0 0 Vacation (8Hours)

—

Overtime Calculation Basis 10 10 + 10 = 20 20 + 7 = 27 27 + 10 = 37 37 + 8 = 45 45 – 40 = 5

Daily Overtime Threshold = 9 Hours / Weekly OT = Planned Working Time x Days per Week = 40

Day Monday Tuesday Wednesday Thursday Friday Total WeeklyOvertimeCredited

Recorded Working Time 10 7 11 10 0 —


0 1 0 0 Vacation 8Hours

—

Daily Overtime 1 0 2 1 0 4

Weekly OvertimeCalculation Basis

9 9 + 8 = 17 17 + 9 = 26 26 + 9 = 35 35 + 8 = 43 3

4.4.2 Quick Guide for Employees (in Time Administration)

You can access this view from the Time Administration work center. The Employees view provides you with accessto the individual time file of each employee. In the time file you can view employees' current and historical time data,maintain employee times, edit their time profile, administer time accounts, and access key time administration-related documents. In addition, you can access an employee's monthly time statement containing time recordingdetails for a selected month, details of daily postings to the working time account, where relevant, as well as selectedtime account balances, balance adjustments, and premium pay details.

Business Background

The Time FileThe time file is divided into six thematically-related views, which are accessed in the Time File Editor. For moreinformation, see here [page 77].

Time TypesTime types are defined categories of working and non working times used when employees record their time in timesheets. You set up time types to describe and document the different times when your employees are active for thecompany (for example, working time, training, business trip) and not active (for example, vacation, illness, time inlieu) in as far as they are relevant for your company.

Time AccountsTime accounts are used to collect and track the different types of working time and leave from work recorded for orby your employees within given periods, and to manage leave entitlements and periodic accruals.For more information, see here [page 52].


Using Durations or Clock Times in Time AdministrationTime recording can be clock-based, where employees enter start and end times, or duration-based, where thenumber of hours and minutes is entered.For more information, see here [page 75].


Tasks

View an Employee's Time Statement

The View Time Statement function is only available for Germany.

You can review the details of an employee's time statement, containing time recording detailsfor a selected month, details of daily postings to the working time account, where relevant, aswell as selected time account balances, balance adjustments, and premium pay details. Go tothe Employees view and click View Time Statement . For more information about this task, seehere [page 117].

View an Employee's Time FileTo view a summary of an employee's most important time data:

1. Select an employee from the list and click Edit .The time file opens, displaying the employee's general time data on the first tab,including basic time administration and organizational data, the employee's workschedule, and an overview of current time account balances.

2. From here you can access the employee's personnel and compensation files by clickingYou can also.

Assign a Work ScheduleIf you need to assign a work schedule to an existing employee, for example, because theemployee is switching from full-time to part-time, you do so in the employee's time file. Forinformation about this task, see Assign a Work Schedule [page 86].

Complete Time Data — HireThis task enables you to complete a time file for a newly-hired employee, specify how timedata is to be recorded and evaluated, assign the employee a work schedule and the relevant


Time Administration

time accounts for collecting and tracking employee times and leave entitlements. Forinformation about this task, see here [page 64].

Assign a Vacation Time AccountWhen a new employee is hired, you must manually assign the employee the relevant timeaccounts that are used in your company including, for example, an account to collect vacation.For information about this task, see here [page 83].

Create a New Ad Hoc Time AccountAd hoc time accounts are non-rule-based quota time accounts with freely definable values,which can be assigned manually to the employee on demand in the Time File. Ad hoc timeaccounts are used when certain time account types, for example, time accounts for trackingmaternity or paternity leave entitlement, do not need to be created for employees regularlyor automatically, but on an ad hoc basis.For more information about this task, see here [page 85].

Trigger Payout of a Time Account BalanceIf you need to pay out the balance of a time account to an employee outside of the regularaccount period end processing, for example, for an employee whose contract has ended, youcan trigger this payout manually.

Export to Microsoft Excel®You can export different types of data from the SAP Business ByDesign system to MicrosoftExcel®. For more information about this task, see Export Business Data Using Microsoft Excel®.

4.4.3 Assign a Vacation Time Account

OverviewWhen a new employee is hired, you must manually assign the employee the relevant time accounts that are used inyour company including, for example, an account to collect vacation (such as, a paid or unpaid time-off time account),according to the time account rules that have been set up in your solution configuration. The system thenautomatically generates entitlements based on the time account rule. Absences, such as leave or vacation, candeduct from this time account.

Prerequisites



Time accounts have been enabled for the relevant country in your solution configuration. To find this business option,go to the Business Configuration work center and choose the Implementation Projects view. Select yourimplementation project and click Edit Project Scope . In the Scoping step of the project, ensure that Time and LaborManagement is selected within Human Resources.


In the fine-tuning phase, you have specified which time account types are used in your company and which accrualand entitlement rules apply in the fine-tuning activities Maintain Time Account Types and Maintain Time AccountRules. For more information, see Configuration: Maintain Time Account Types [page 471] and Configuration:Maintain Time Account Rules [page 468].

The posting type accrual indicates a regularly occurring time account balance increase posted in smaller rates,often per pay period, for example two days vacation accrued to an account at the beginning of each month.In contrast, the posting type entitlement indicates a quota that is made available in the full amount at once,usually at the beginning of the period. For example, an annual entitlement of 30 days can be made availableat the beginning of each calendar year.

Time account rules can include: ● How many days vacation ● Whether entitlement or accrual depends on seniority or age ● When new vacation is posted ● What happens to a remaining balance at the end of the account validity period

Procedure1. In the Time Administration work center, in the Employees view, select the employee to whom you want to

assign a time account and click Edit .2. In the employee's Time File, choose the Time Profile tab.

If you are assigning the time account not as part of the hire process but at a later point in time and donot want to use the start date of the time profile as the start date for the time account, you must firstcopy the time profile and change the validity start date. To do this, click Copy under Time Profile andassign new start and end dates to the profile as required.

3. Select the relevant time profile and choose the Time Account Rules tab.4. Click Add Row and in the Time Account column, click the arrow to select the required vacation account type.

The configuration settings for the account type are defaulted.5. In the Time Account Rule column, select the time account rule.

In the Details section below, the Accrual/Entitlement Rules tab displays details of the time account rulesassociated with the time account, including the accrual start date.

6. Enter accrual or entitlement data as required. ● If a certain period must elapse before vacation is accrued, enter the number of days, weeks, or months

in the Waiting Period field. ● Specify the entitlement for the remainder of the period in the Initial Balance field.

In Germany, for example, annual vacation entitlement is posted to a time account on the firstday of each year. When employees are hired mid-year, you must manually assign the employeea pro rata leave entitlement for the remainder of the current year in this field. The system doesnot automatically calculate and assign a mid-year or mid-month accrual or entitlement.

● If you need to specify a different accrual amount from that defined in the rule, specify this in theDeviating Accrual Rate field.


Time Administration

4.4.4 Create a New Ad Hoc Time Account

OverviewAd hoc time accounts are non-rule-based quota time accounts with freely definable values, which can be assignedmanually to the employee on demand in the Time File. Ad hoc time accounts are used when certain time accounttypes, for example, time accounts for tracking maternity or paternity leave entitlement, do not need to be createdfor employees regularly or automatically, but on an ad hoc basis.

ExampleMale employees in your company are entitled to 5 days leave for the birth of a child, to be taken within 3 months ofthe birth. Since this rule does not apply to all employees and such time accounts are assigned to the employee ondemand rather than automatically or regularly, it makes sense to create an ad hoc quota time account PaternityLeave in the fine-tuning phase without any further rules attached. You then assign the time account manually to theemployee in the time file and define the relevant values (validity and bookable periods, posting type) as required.

Prerequisites



● Time accounts have been enabled for the relevant country in your solution configuration. To find this businessoption, go to the Business Configuration work center and choose the Implementation Projects view. Selectyour implementation project and click Edit Project Scope . In the Scoping step of the project, ensure that Timeand Labor Management is selected within Human Resources.

● At least one quota time account type has been flagged as an Ad Hoc Account in the Maintain Time AccountTypes fine-tuning activity under Creation. To find this fine-tuning activity, go to the Business Configurationwork center and choose the Implementation Projects view. Select your implementation project and click

Open Activity List . Select the Fine Tune phase, then select the Time Accounts — <Country> activity from theactivity list. Unlike recurring and permanent time account types, ad hoc time account types are not assignedtime account rules in fine-tuning activity. For more information, see Configuration: Maintain Time AccountTypes [page 471].

Procedure1. Assign the relevant quota time account to the employee.

a. In the Time Administration work center, in the Employees view, select an employee and click Edit toopen the time file.

b. In the employee's Time File, click Time Profile .c. On the Time Account Rule tab, click Add Row to assign the employee a new quota time account.d. Select the relevant time account type and press Enter .

The Category field automatically updates to Quota Account.e. Save your entries.


2. Assign the new ad hoc account to the employee and define values for it.a. In the Time File on the Time Account Balances tab, click New.

The New Time Account dialog box appears.b. Select the ad hoc time account type from the drop-down list.c. Enter the validity dates and the bookable period during which time can be posted to this account.d. Specify the initial balance, for example, 5 days paternity leave.e. Select the posting type and click OK to save.

ResultYou have created and assigned a new quota time account to the employee, to which time can be posted during thebookable periods specified.

4.4.5 Assign a Work Schedule

OverviewIf you need to assign a work schedule to an existing employee, for example, because the employee is changing fromfull-time to part-time, you do so in the employee's time profile, which is part of the time file.

Procedure1. In the Time Administration work center, in the Employees view, select the employee and click Edit to access

the time file.2. On the Time Profile tab, click Copy .

Copying a time profile saves you having to create all of the associated data, such as time account rules,again.

3. Enter the validity date from which the new work schedule and thus the new time profile should be valid.The system automatically delimits the validity of the previous time profile to the day before the new validitystart date.

4. On the Work Schedule tab, assign the employee a new work schedule.5. On the Time Account Rules tab, review the time account rules assigned to the employee's time accounts and

make changes where relevant. For example, it might be necessary to adjust the leave entitlement or accrualif the employee is switching from full-time to part-time.

6. Save the new time profile with the new work schedule.

ResultYou have defined a new work schedule for an employee. Any planned leave that lies in the validity period of the newschedule is automatically adjusted to the employee's new schedule. For example, if the employee has planned twoweeks annual leave for September on the basis of his full-time work agreement, the number of days is adjusted tomatch the part-time work agreement accordingly.


Time Administration

4.5 Time Models View


4.5.1.1 Time Models and Work Schedules

OverviewTime administrators can create and reuse predefined time models to facilitate management of employees' workingtime. A time model contains the planned working times and break times for a specific time period. Time models canbe tailored to the exact planned working time requirements of the employees they affect. When you assign a timemodel to an employee, it becomes the employee’s work schedule. In other words, the different time models youcreate and store can be used as templates from which to create work schedules for employees.You can access the Time Models view from the Time Administration work center.There are two options for creating work schedules:

● Individual: You create individual work schedules on a case by case basis to match the working times ofindividual employees. You would typically use these for employees who do not work according to commonworking times.

● Predefined: You create predefined work schedules, based on time models, as reusable working patterns. Theyare created for generic use and can be assigned to multiple employees.

Structure of Time ModelsReusable work schedules are defined on the basis of:

● Daily models: A daily model defines working times and paid or unpaid breaks for one workday. They can bebased on clock times, where you specify start and end times, or duration-based, where you specify a numberof hours. If you create a daily model for a period that occurs on two consecutive calendar days, for examplefor a night shift, you can use the Day Assignment function to specify to which day the shift is assigned. Dailymodels are combined to create period models.Daily Models with Core Time and Flextime BandwidthIf your company has a flextime policy, you can also define daily models using one or both of the time typesflextime bandwidth and core time in addition to the time types for working time and break time. With theflextime bandwidth time type, you define a period that specifies the earliest permitted daily starting time andthe latest permitted daily finishing time during which flextime is possible. This time type is typically used inconnection with a working time account. You can set up the working time account in a way that all recordedtimes outside the flextime bandwidth are capped. In other words, these times are not considered for theworking time account balance. If times are recorded outside the flextime bandwidth, the time administratorreceives a warning message in the Messages subview, which he can confirm.With the core time time type, you define a timeframe during which employees have to be present at work. Inthe event of core time violations, the time administrator receives a warning message in the Messages subview,which he can confirm. No warning message is sent if an absence has been recorded for this time.For more information, see Create a Daily Model [page 92].


● Period models: A period model comprises a sequence of daily models combined for a defined period, forexample, a week. A period model can be reused to create a schedule model. For more information, see Createa Period Model [page 94].

● Schedule models: A schedule model is a period model that has a fixed start date assigned. For moreinformation, see Create a Schedule Model [page 93].

Only period and schedule models can be assigned to employees as predefined long-term work schedules.

DependenciesWorking Day Calendar and Holiday CalendarYou use the Working Day Calendar business option to identify the working days and non-working days that are validfor your organization or for an organizational unit in a particular country or region. SAP Business ByDesign providesa pre-configured working day calendar and pre-configured holiday calendars, which cannot be modified. You canuse the standard working day calendar and a selected holiday calendar if they suit the working day and holidayrequirements valid in your company. If required, you can create new working day and holiday calendars to suit specificneeds.For information about how to define new working day and holiday calendars, see Create a New Working Day Calendarwith a New Holiday [page 96].Holiday Handling: Full-day and Half-Day*

The half-day holiday function is not available for the US or for some other countries.

In some countries, half-day public holidays exist, such as December 24th and 31st in Germany. Some companiestreat these holidays as full-day holidays and no vacation is deducted from employees' time accounts, while othercompanies treat them as half-day holidays and will deduct a half-day vacation from an employee who does not workon the holiday.If, for example, your company gives all employees a full day's holiday on what is normally a half-day holiday, youmust define this via the Holiday Class indicator in the Create New Holiday activity in the Working Day Calendar fine-tuning activity. For information about how to define a new holiday, see here [page 96].

If your company uses half-day holidays and this function is available for your country, you can use the Deviationon Half-Day Holiday function to define different working time on a half-day holiday at time model level.

The question of whether an employee is required to work on a public holiday, be it a full-day holiday or a half-dayholiday, depends upon:

1. Which holiday class is assigned to the public holiday in the holiday calendar: Ordinary public holiday (full-day) or Half-day holiday

2. The Handle Holiday as ruleThis rule determines whether the employee has to work, whether the holiday is a paid or unpaid day off, andhow absences are calculated.The Handle Holiday as rule can be set to:a. Holiday is paid day off

When this rule is selected for an employee, this means that full-day public holidays are treated as paidfull-days off and half-day public holidays as paid half-days off.


Time Administration

This is the only rule that considers half-day public holidays as half-days off. If no half-day holidaysexist in your company, this rule can be ignored. With all other rules, half-day holidays are treatedin the same manner as regular working days. In particular, if the time model defines deviatingplanned working time for half-day holidays, these times are only relevant for employees assignedto this rule. For employees assigned to other rules the deviating schedule has no effect.

b. Full holiday is paid day offFull-day public holidays are treated as paid full-days off, half-day public holidays are treated as regularworking days.

c. Full holiday is unpaid day offFull-day public holidays are treated as unpaid full-days off, half-day public holidays are treated as regularworking days.

d. Holiday is workdayAll public holidays (both full-day and half-day) are treated as regular working days.

3. The work schedule assigned to the employee depending upon which Handle Holidays as rule is assigned: ● For days considered as paid or unpaid full-days off (rules b or c), no defined work schedule is taken into

account and the target hours on those days are considered to be zero. ● For days considered as paid half-days off (a), the deviating work schedule is relevant, if such a schedule

exists. Otherwise, the regular schedule is taken into account. ● For days considered as regular working days (d), the regular schedule is valid.

If your company has rotating shift time models, it might be necessary to set a different planned workingtime on half-day holidays for a group of employees. For example, you might need to specify that employeeson the early shift on December 24th are only required to work from 9:00 until 13:00, while employees onthe late shift are not required to work at all on that day. If you need to do this, you must choose the Holidayis paid day off rule and specify a different working time in the daily time model. You do this under Show -> Deviation on half-day off and specify different working time and/or breaks. There, you can also click Setas Non-Working Day to specify that no work is required on a half-day holiday. The deviating working timethat you specify here is, however, only relevant if the Handle holiday as rule is set to Holiday is workday.Note that if all your employees have a day off on half-day holidays, you should define this via the holidayclass in the holiday calendar (see above).

Absence Calculation

Consequences of “Handle Holiday As” Rule Variations for Half-Day Holidays and Absence Calculation

Rule Consequences

Holiday is paid day off If there is a deviation defined in the time model, then this is the planned working time for half-dayholidays. A full day vacation is calculated with 0.5 days but with the target hours of the deviation.It is not possible to record half-day records on half-day holidays.

Full holiday is paid day off A half-day holiday is treated as a normal working day. If there are deviations in the daily timemodel, they are ignored. A full day vacation (or other absence) is calculated with 1 day, a half-dayvacation with 0.5 days. The absence hours are set in relation to the target hours, that is if thetarget hours are 8 hours, a half-day record is calculated with 4 hours.

Full day holiday is an unpaidday off

The same handling on half-day holidays as with the rule Full holiday is paid day off.


Rule Consequences

Holiday is workday If there is a deviation defined in the time model for half-day holidays, this is ignored. The employeehas to work according to the normal daily time model setup. Absences are calculated against thetarget hours of the daily time models, full-day records are calculated with 1 day, half-day recordswith 0.5 days.

See AlsoAssign a Work Schedule [page 86]

4.5.2 Time Models Quick Guide

You can access this view from the Time Administration work center. In the Time Models view, you can create andmanage reusable time models for employees in your company. Time models can be tailored to the exact plannedworking time requirements of the employees they affect. You can define daily models, period models, or schedulemodels.

To ensure you can use time models and have access to the Time Models view, you must select time modelsduring the Scoping phase of Business Configuration.

Business Background

Time Models and Work SchedulesTime administrators can create and reuse predefined time models to facilitate management of employees' workingtime. A time model contains the planned working times and break times for a specific time period. Time models canbe tailored to the exact planned working time requirements of the employees they affect. When you assign a timemodel to an employee, it becomes the employee’s work schedule. In other words, the different time models youcreate and store can be used as templates from which to create work schedules for employees.You can access the Time Models view from the Time Administration work center.For more information, see Time Models and Work Schedules [page 87]



Time Administration

Tasks

Create a Daily ModelA daily model defines working times and paid or unpaid breaks for one workday. Forinformation about this task, see here [page 92].

Create a Period ModelA period model defines a work pattern consisting of a series of daily models that is repeatedafter a defined period of time, for example, weekly or monthly. For information about this task,see here [page 94].

Create a Schedule ModelA schedule model is a period model that has a fixed start day assigned. For information aboutthis task, see here [page 93].

Copy a Time ModelYou can copy an existing period or schedule model if you only want to make minor changes toit before assigning it to an employee.

1. In the Time Models view, select a daily, period, or schedule model from the list of timemodels and click Copy .

2. Enter an ID and an intuitive description for the new time model.

The ID you enter should contain no spaces and have no more than ten characters.

3. Make the minor changes you require. For example, click Move Up or Move Down toensure the on/off days in the period fall on the correct days of the week.

4. Save the new time model.

Assign a Work ScheduleIf you need to assign a work schedule to an existing employee, for example, because theemployee is switching from full-time to part-time, you do so in the employee's time file. Forinformation about this task, see here [page 86].

Create a New Working Day Calendar with a New HolidayIf the standard holiday calendar delivered does not meet your company-specific requirements,for example, because all your employees are entitled to a full day off rather than a half-day onDecember 24, you can define a new holiday. This involves first creating a new working daycalendar. For more information about this task, see here [page 96].

Export to Microsoft Excel®You can export different types of data from the SAP Business ByDesign system to MicrosoftExcel. For more information about this task, see Export Business Data Using Microsoft Excel


4.5.3 Create a Daily Model

OverviewA daily model defines working times and paid or unpaid breaks for one workday. Daily models can be clock-time-based, where you specify start and end times, or duration-based, where you specify a number of hours. Daily modelsare combined to create period models and schedule models.

Procedure1. In the Time Models view, click New to open the Create Time Model guided activity.2. Enter basic data for the new time model.

a. In the Time Model Type field, select Daily model.b. In the Time Model ID field, enter an ID that contains maximum ten characters and no spaces.c. In the Time Model Description field, enter a descriptive text for the daily model.d. From the Country list, select the country for which the daily model is valid.e. In the Valid From/To fields, enter the validity dates for the daily model. If necessary, click the Date icon

to select the date.f. Click Next to go to the next step of the guided activity.

3. Assign time types including work times and break times.

● Important considerations if you have defined minimum break deduction rules in businessconfiguration:If you want to assign this daily model to an employee who has a time recording profile inwhich rules have been defined for the automatic deduction of a minimum break, then youshould only specify duration-based productive time types in the time model, and not clock-time based. In other words, you would define the productive time type Working Time asbeing 8 hours, and not from 8:00 to 16:00. The reason for this is to avoid a discrepancybetween what is calculated for the employee's actual working time and target hours. Targethours are derived directly from the work schedule, a minimum break is not deducted fromthe target hours. For example, an employee's time recording profile specifies a minimumbreak of one hour after 6 hours work. If the employee records working time as 8:00 to 16:00,his actual working time will be reduced by the duration of the minimum break and result in7 hours actual working time. At the same time, his target hours will be calculated as the fullinterval recorded (here 8 hours).

● If breaks are also defined as part of the time model, these breaks will be considered in thecalculation of the minimum break and might reduce the duration of the minimum break. Forexample: an employee's time recording profile defines a minimum break of one hour aftersix hours work, and his time model additionally contains a break of 20 minutes. If theemployee records eight hours working time, the minimum break deducted will be 40minutes, to make allowances for the 20-minute break in the time model.

a. Click Add Row and from the Time Type list, select a time type.b. Enter either Start Time and End Time or Duration and, where relevant, Day Assignment from the

appropriate lists.


Time Administration

Day assignment is only relevant for daily models containing time types that start and end ontwo consecutive days. It enables you to specify a 'logical' working day, which might crossmidnight, as opposed to an actual calendar day, which ends at midnight. For example, if a shiftbegins before midnight and a break during the shift starts after midnight, for this time type youwould select the day assignment Previous day to assign the break to the previous day.

c. Repeat for each time type assignment for the particular day.4. Optional: Using Core Time and Flextime Bandwidth

If your company has a flextime policy, you can also define daily models using one or both of the time typesflextime bandwidth and core time in addition to the time types for working time and break time. With theflextime bandwidth time type, you define a period that specifies the earliest permitted daily starting time andthe latest permitted daily finishing time during which flextime is possible. With the core time, you define atimeframe during which employees have to be present at work.

a. Click Add Row and from the Time Type list, select a time type.b. Enter the Start Time and End Time.c. Click Next to go to the next step of the guided activity.

5. Review the data entered for the daily model.a. Click Previous to navigate back to the appropriate screen and make changes as relevant.b. Click Finish to save the daily model data and go to the Confirmation screen of the guided activity.

6. A message displays to confirm that the daily model was successfully created. Click Close to return to theTime Models view or click the model ID link to open the new model.

See AlsoCreate a Period Model [page 94]Create a Schedule Model [page 93]Using Durations or Clock Times in Time Administration [page 75]Period Totals on the Time Administration Time Sheet [page 103]

4.5.4 Create a Schedule Model

OverviewA schedule model is a period model that has a fixed start day assigned. You would typically create schedule modelsif your company has several different rotating shifts in operation.

PrerequisitesYou have created at least one period model. For more information, see Create a Period Model [page 94].

Procedure1. In the Time Models view, click New to open the Create Time Model guided activity.2. Enter basic data for the new time model.


a. In the Time Model Type field, choose Schedule model.b. In the Time Model ID field, enter an ID that contains maximum ten characters and no spaces.c. In the Time Model Description field, enter an intuitive description for the schedule model.d. From the Country list, choose the country for which the model is valid.e. Click Next to go to the next step of the guided activity.

3. Assign a period model as required.a. Click Add Row and in the Period Model ID field, select an existing period model.b. If you want to define a different start day for the model than is defaulted under Details, click

Move Up/Move Down as required.c. Click Next to go to the next step of the guided activity.

4. Review the data entered.a. Click Previous to navigate back to the appropriate screen and make changes as relevant.b. Click Finish to save the schedule model data and go to the Confirmation screen of the guided activity.

5. A message displays to confirm that the new schedule model was successfully created. Click Close to returnto the Time Models view or click the model ID link to open the new model.

See AlsoCreate a Daily Model [page 92]

4.5.5 Create a Period Model

OverviewA period model comprises a sequence of daily models combined to form a work pattern for a defined period, forexample, a week. It specifies the individual working days, including breaks, and days off contained in the period. Thework pattern repeats after the last day defined in the model. A period model can be reused to create a schedulemodel, which is a period model with a fixed start day assigned. You would typically create schedule models if yourcompany has several different rotating shifts in operation, possibly with different start days or with shifts of varyinglengths.

PrerequisitesYou have created at least one daily model.

Procedure1. In the Time Models view, click New to open the Create Time Model guided activity and enter basic data for

the new time model.2. Enter Basic Data

a. In the Time Model Type field, select Period model.b. In the Time Model ID field, enter an ID that contains maximum ten characters and no spaces.c. In the Time Model Description field, enter an intuitive description for the period model.


Time Administration

d. From the Country list, select the country for which the period model is valid.e. In the Valid From/To fields, enter the validity dates for the new model. If necessary, click the Date icon

to select the date.f. Click Next to go to the next step of the guided activity.

3. Assign Daily Modelsa. Click Add Row and assign a day number to the first daily model.

You must assign a series of consecutive numbers to each day of the period model, startingwith 1. You should also include days off in the period model. This is because if you only definea 5-day period model to represent 5 working days, for example, from Monday to Friday, thepattern repeats after the highest day number, so that the first day of the next pattern wouldthen be Saturday. The actual assignment of day numbers to specific calendar days does notoccur until the period model is assigned as an employee's work schedule, but it makes senseto keep this assignment in mind when defining the period model.

b. In the Daily Model ID field, select an existing daily model.c. The default Yes for Day Off automatically switches to No when you assign a daily model.d. Repeat these steps for each day in the period model.e. Click Next to go to the next step of the guided activity.

4. Review and Confirma. Click Previous to navigate back to the appropriate screen and make changes as relevant.b. Click Finish to save the period model data and go to the Confirmation screen of the guided activity.

5. A message displays to confirm that the new period model was successfully created. Click Close to returnto the Time Models view or click the model ID link to open the new model.

ResultYou have created a period model, which can be assigned as a work schedule to employees or which can be used tocreate a schedule model.

Example

Correctly-Defined Period Model Incorrectly-Defined Period Model

Day 1 — Daily Model = H_35H Day 2 — Daily Model = H_35H





Day 6 — Daily Model = <No Model> —

Day 7 — Daily Model = <No Model> —

See AlsoCreate a Schedule Model [page 93]


Create a Daily Model [page 92]

4.5.6 Create a New Working Day Calendar with a New Holiday

OverviewIf you need to define a new holiday in your company because none of the existing holidays fulfill your requirements,for example, you want to define 24 December as a full-day holiday for your employees rather than the standard half-day that is currently defined, you do so in the fine-tuning activity Working Day Calendar with the following process:To find this activity, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Open Activity List . Select the Fine Tune phase, then select the WorkingDay Calendar activity from the activity list.

a. Create a new holiday calendar with a new holidayb. Assign the holiday calendar to a new working day calendarc. Assign the new working day calendar to the relevant business residence in Organizational Management

For more information about the working day calendar, see Working Day Calendar.

PrerequisitesYou have authorization to maintain business configuration settings and to edit the org structure.

Procedure1. Create a new holiday calendar with a new holiday

a. In the Business Configuration work center, open the fine-tuning activity Working Day Calendar.b. Under Main Actions, click Create a new holiday calendar.c. On the New Holiday Calendar screen, select the relevant country and click Next .d. Enter a code starting with Z and a name for the holiday calendar.

e. Select a country from the dropdown list and either: ● Select an existing holiday from the list and add it to the Selected Holidays table using the right

arrow.

If you want to check the details of a specific holiday in the list to see whether it meets yourrequirements, select the holiday and click Display .

● If none of the holidays meet your requirements, define a new holiday by clicking Add .2. Create a new holiday

a. Specify a unique name and description for the new holiday.

If you have different companies with different holiday schedules, indicate this in the nameyou assign to the new holiday.

b. Select the holiday class: full-day (ordinary public holiday) or half-day holiday. For example, specify thatyour new holiday December 24 is a full-day holiday.

c. Select the holiday type.


Time Administration

● If you select Fixed Date, enter the day and month of the holiday in the Fixed Date Details section.You should also specify whether the holiday is guaranteed even when it falls on a weekend. Movethe holiday forwards or backwards as required.

● If you select Fixed Day of Week, select the day of the week and month of the holiday. For example,you can specify that the new holiday is on the First Friday of November.

● If you select Distance to Easter, specify the numbers of days of the holiday before or after Easter. ● If you select Floating Holiday, specify the date of the holiday in the Floating Holiday Details section.

d. Click OK to save your entries. If necessary, remove the duplicate holiday from the holiday calendarthat has now been replaced by your new holiday.

e. Result: You have created a holiday and a new holiday calendar. You must now assign the holidaycalendar to a new working day calendar.

3. Create a new working day calendar and assign the holiday calendar to ita. In the fine-tuning activity Working Day Calendar, click Create new working day calendars and select the

country or countries for which it is valid. Do so by selecting one or more entries from the list and clickingthe arrow.

b. Click Next and select the holiday calendar you want to assign.c. Click Next and specify the workdays that apply.d. Enter a unique name for your new calendar.e. Review the data and click Finish to save your new calendar.

4. Assign the new working day calendar to the relevant business residence in Organizational Managementa. In the Organizational Management work center, click Edit Org Structure under Common Tasks.b. Select the business residence and on the General tab, select your new working day calendar from the

list.c. Save your entries.

4.6 Time Recording View


4.6.1.1 The Time Sheet

OverviewThe Time Sheet provides functions for recording project confirmations and the various types of work and absencesfrom work defined in your company. External service agents can confirm time worked on projects and project tasks,while employees and their line managers can record project-based work, including project tasks performed forpartner companies, and non-project-based work. The Time Sheet can be accessed in the following views:

● In the Home work center under Self-Services Overview, employees can record their own time decentrally byclicking Edit Time Sheet.

● In the Managing My Area work center under Common Tasks, line managers can record time for theiremployees by clicking Call Employee Services On Behalf and then Edit Time Sheet.


● In the Project Management work center under Common Tasks, project managers and team membersrespectively can access and edit the Time Sheet.

Features and FunctionsThe Time Sheet provides the following main functions and features:

● Display additional columns such as task and ID or reporting line unit by clicking Personalize and selecting therequired fields.

● A color-coded calendar to facilitate date picking and status recognition, which can be displayed or hidden asrequired. The release status for each day can be: ○ Green indicating recorded times that have been released ○ Yellow indicating recorded times that have not yet been released ○ Red indicating recorded times that have been rejected

A Status icon and text indicate both the release status and the approval status of recorded times. ● View Activity Report: You can run a report to display a list of all recorded activities for a selected time period

and project. The report displays both hours recorded and billable hours, as well as a work description whererelevant. You can export this list to Microsoft Excel®, for example, for sign-off purposes. For more information,see View Activity Report.

The Microsoft Excel template displays recorded billable hours in the Hours column and an additionalcolumn for details of the project tasks, which is not displayed in the report output.

● Four different Views depending on how you want to record time: ○ The Day view is suited to record time on a daily basis, typically when employees or service agents want

to confirm partial-day times for those tasks and activities they have worked on each day. ○ The Week view is suited to record time on a weekly basis, typically at the end of the week when employees

or service agents want to confirm partial-day times for tasks and activities worked on during the week.In this view, the details of the individual time records are displayed below the time sheet when a durationcell is selected.

○ The Months view is useful to get an overview of all recorded times at the end of a month and for releasingvarious time entries in one go.

○ The Work Package view lists all the times recorded on the projects and their project tasks of the selectedtime period. Therefore, this view is suitable if various work packages are assigned to you and you wantto report times on different projects and/or tasks.

● The Manage My Worklist function enables employees and service agents to control the visibility of entries inthe Time Sheet. In addition, employees can assign themselves to tasks to which they are not already assigned.Changes made to the worklist are automatically updated in the Time Sheet and vice versa.

● Time types recorded by the time administrator are shown in the Time Sheet for information purposes evenif the time types are deactivated for maintenance. These and certain other time confirmations that cannotbe edited appear dimmed.

● Partial-day time confirmation can be entered as a duration (as Hours) or using start and end times. If the userenters start and end times, the duration field is automatically calculated.

● A summary of recorded and target hours is displayed in both views. The target hours are derived from theemployee's planned working time according to the work schedule. ○ In the Tasks view, the sum and target hours are displayed at the bottom of the time sheet. ○ In the Days view, the sum and target hours are shown in the date line.


Time Administration

● Cell-based navigation to details (Tasks view): Detailed information is displayed below the time sheet for aselected cell. You can navigate from cell to cell using keyboard navigation to display the details of the individualtime records. The details include the hours recorded, status, and premium pay. If you are recording projecttimes for a customer project, the billable hours are displayed in addition. If you are recording time for anintercompany project, the purchase order is defaulted.

● A billable hours field is displayed on the Time Sheet if a customer project has been flagged as billable in ProjectManagement. When time is recorded for a project, the number of hours to be billed is defaulted from the timeentered. This entry can be overwritten in the Billable Hours field if you need to specify that the number ofhours billed is different from the number of hours worked. An icon beside the field then indicates that differentbillable hours have been recorded. To revert to the default hours, you simply clear the field.

● A premium pay can be added to the time confirmation to indicate payment for time that is compensated at adifferent rate from the standard payment rate.

● A work description can be appended to a time confirmation, which is available externally, for example, forproject invoicing purposes. In the Tasks view, the Work Description field displays an existing work description.In the Days view an existing description is indicated by an icon in the relevant column. The text itself is visiblein the quick info.

● An internal comment can be stored in addition for a time confirmation, which is only visible internally. In theTasks view, the Internal Comment field displays all existing internal comments. In the Days view. An existingcomment is indicated by an icon in the relevant column. The texts are visible in the quick info.

● A Work Package Completed indicator can be set for project time confirmations. This is used for informationpurposes only in the Time Sheet. The indicator can be deselected again if required. This information is passedto project management.

● The More Information column provides information on the selected time entry. The information icon opens aTime Confirmations dialog box which contains information like the, Planned Hours, Actual Hours andRemaining Hours.

See AlsoEdit a Time Sheet

4.6.1.2 Calculations and Fields on the Time Administration Time Sheet

OverviewEmployee time can be recorded in the Time Administration Time Sheet using time types, which are definedclassifications of working and non working times. Time types in turn are assigned to time type categories. The timetype category to which a time type is assigned determines how the various employee times are calculated by thetime valuation process. The available time type categories are: Productive Time, Special Attendance, Leave, Break,Availability , Premium Paid Time, Special Working Time Specifications, Time Allocation, Vacation, and Illness.The results of the calculation are displayed on the employee's time sheet. The fields shown on the time sheet dependupon the employee's time recording method and on whether the employee has been assigned a working timeaccount. They are as follows:

Time Recording Method Fields Displayed on Time Sheet

Positive time recording with working timeaccount

Date, Status, Total hours recorded, Breaks, Absences, Flextime balance,Credited, Target hours, Overtime, Non credited


Time Recording Method Fields Displayed on Time Sheet

Positive time recording without working timeaccount

Date, Status, Total hours recorded, Absences, Deviation, Target hours,Overtime

Exception time recording with/without workingtime account

Date, Status, Breaks, Absences, Account balance, Credited, Target hours,Overtime, Non credited.

Calculation RulesThe following calculation rules apply:

Calculation Value Special Features of Calculation

Relevant Time TypeCategory andCalculated Values

Target HoursThis is the employee'sagreed planned dailyworking time accordingto the work schedule.

For each day, the system calculates the target hours based on the workschedule information. This value is important for absence counting and forthe calculation of working time accounts. The calculation also considers atemporary change to the employee's work schedule.

● For clock-time-based time management, the duration of theworking time time type is taken and the duration of unpaid breaktime type that overlap are subtracted. Paid breaks are treated likethe time type working time.

● For time recording with duration only the duration of the unpaidbreaks is subtracted from the duration of the time type workingtime.

Recorded timeShown on the timesheet as: Total HoursRecorded

For employees with flextime, all recorded times are taken intoconsideration, even those that lie outside the flextime bandwidth. Breaksare not yet subtracted.

● Productivetimes

● Specialattendance

Absence timeNet absence times

● Clock-time-based absences outside target hours are notconsidered.

● Clock-time-based absences on a day without target hours are notconsidered.

● Unpaid breaks with clock times are deducted from clock-time-based absences.

● Full day absences are counted basis on target hours.

● Absences

● Illness

● Vacation

Overtime Considers productive times and special attendance times that arerecorded with a payment type that is classified in business configurationas overtime.

● Productivetimes



Time Administration

Calculation Value Special Features of Calculation

Relevant Time TypeCategory andCalculated Values

Actual working timeNo correspondingvalue on the time sheet.This value is forcalculation purposesonly.

● All times of the category productive times that are inside targethours or flextime bandwidth are taken for the calculation of the netactual times.

● Times of the category productive times that are outside a flextimebandwidth but assigned to the time type permitted excess time arealso considered.

● Times of the category special attendance are always taken intoconsideration, whether they are inside or outside the target hours /flextime bandwidth. Exception: Special attendances that aremarked as unpaid are not considered.

● Unpaid breaks from the work schedule or recorded unpaid breaksare subtracted when the clock times of the breaks overlap with therecorded employee times times.

● Productivetimes


Flextime Excess TimeShown on the timesheet as Not credited

All times of the category productive time that lie outside the plannedworking time or flextime bandwidth.The precondition is that the work schedules are defined with clock timesand that time recording is based on clock times.Non-credited times can be turned into credited times by assigning them tothe time type permitted flextime excess time.Overtime is never counted as flextime excess time.

Productive times

Credited working timeShown on the timesheet as Credited

Absences are taken into consideration only up to the maximum of dailytarget hours. Full day absences for exception-based time recorders arecalculated for the working time account based on the daily average hoursfrom the employees time profile.

All times calculated asactual working time andpaid and unpaidabsences

Planned/actualdifferenceShown on time sheet asFlextime balance orAccount balance

Calculation of this value depends on the working time account calculationrule assigned to the working time account in fine tuning. This can be:

● Credited working time minus daily target hours (from the workschedule)

● Credited working time minus daily average hours (from the timeprofile)

For employees without working time accounts, the following calculation values are relevant:

Total recorded time Times classified as actual working time (see above) plus absences

Deviation Credited times plus overtime plus absences minus target hours

See AlsoWorking Time Accounts [page 55]Period Totals on the Time Administration Time Sheet [page 103]


4.6.1.3 Status Indicators in Time Recording

OverviewThe status of an employee's time recording is displayed on the Time Administrator's Time Sheet by means of color-coded indicators and descriptive text. The possible statuses are: complete (green), schedule exceeded (yellow),incomplete (red), or not calculated (gray). In addition, a yellow indicator with an exclamation point indicates thatinactive records exist. The calculation of these statuses differs depending on whether:

● The employee's time recording method is positive or exception-based. ● The employee has a working time account assigned. ● Planned working time (target hours) exists according to the work schedule on the day in question. ● The valuation period is closed. (The period closure date should lie within the period in question.)

Details

Planned working time refers to the specification in the employee's work schedule of the employee's plannedworking time including details of paid or unpaid breaks. Target hours defines the employee's planned networking hours per day, taking into account productive time, and paid or unpaid breaks.

TimeRecordingMethod

Day With/WithoutPlannedWorking Time Complete (Green) Schedule Exceeded (Yellow) Incomplete (Red)

Positive With TargetHours

When the sum of recordedtimes equals the plannedworking times.

When the sum of recordedtimes exceeds the plannedworking time.

When no time is recorded orfewer hours have beenrecorded than the plannedworking times.

WithoutTarget Hours

When the employee hasrecorded:

● Neither productivetime nor specialattendance

● No times at all

● Illness, absence, orvacation

● Availability, premiumpay

When the employee hasrecorded:

● Productive time,special attendance

● Times with a premiumpay that is classifiedas overtime inbusinessconfiguration

Categories not included: ● Illness, absence, or

vacation

● Availability, premiumpay

Applicable only if incorrectdata exists for a day.


Time Administration

TimeRecordingMethod

Day With/WithoutPlannedWorking Time Complete (Green) Schedule Exceeded (Yellow) Incomplete (Red)

Positive withWorkingTimeAccount

With TargetHours

When any amount of creditedtime is recorded.

If there are capped timesoutside the flextimebandwidth or planned times(depending on settingsdefined for working timeaccount), regardless of howmany hours have beenrecorded for this day.

If there are no credited times.

WithoutTarget Hours

If there are no credited times. When any amount of creditedtime has been recorded.

Applicable only if incorrectdata exists for a day.

Exception-Based

All The status is always greenunless inactive times exist

Not applicable Not applicable

See AlsoPeriod Totals on the Time Administration Time Sheet [page 103]Understanding Fields and Calculations on the Time Sheet [page 99]Working Time Accounts [page 55]

4.6.1.4 Period Totals on the Time Administration Time Sheet

OverviewYou access the Time Sheet in the Time Administration work center under Time Recording. The data displayed underPeriod Totals on the Time Sheet provides the time administrator with information about how much time (of allcategories) has been recorded for or by an employee for a given period and, where relevant, what time data has beenposted to the employee's working time account. The information varies depending on the employee's time recordingmethod and on whether the employee has a working time account. The two time recording methods are positivetime recording or exception-based time recording.

Details

Planned working time refers to the specification in the employee's work schedule of the employee's plannedworking time including details of paid or unpaid breaks. Target hours defines the employee's planned networking hours per day, taking into account productive time, and paid or unpaid breaks.


TotalsDisplayedon TimeSheet

Positive with Working TimeAccount

Positive Without Working TimeAccount Exception-Based

PlannedWorkingTime

● Displays the sum of dailytarget hours as defined in thework schedule (ortemporary change of workschedule) for the selectedperiod

● Calculates 0 for a publicholiday with target hours if itis flagged as a day off in theHandle Holiday As rule.





Absences Displays the sum of absencesrecorded:

● Fullday absences arederived from the targethours.

● For partial day absences ondays with target hours, onlynet times are displayed, thatis, overlapping breaks aresubtracted from the timeentered. (This only applies toclock-time based recording,not to duration-basedrecording).

● Absences are countedregardless of whether theyare classified as paid orunpaid in BC.

● Fullday absences and clock-time based partial dayabsences on days withouttarget hours are notcounted.

Displays the sum of absencesrecorded:



● Absences are countedregardless of whether theyare classified as paid orunpaid in BC


Displays the sum of absencesrecorded:



● Absences are countedregardless of whether theyare classified as paid orunpaid in BC



Time Administration




Overtime This calculation includes: ● Employee times recorded

with a premium pay that isclassified as overtime inBusiness Configuration(BC), regardless of whetherthe recorded times arewithin the target hours oroutside, or of how manyhours have been recordedfor day.

● Unpaid breaks (eitherexplicitly recorded oraccording to the workschedule) are subtractedfrom recorded times if theyoverlap with the timesentered.

This calculation includes: ● Employee times recorded



This calculation includes: ● Employee times recorded







CreditedTime

Displays the sum of all times that arecredited to a working time accountduring a period.This includes times of thecategories:

● Productive time and paidspecial attendance that liewithin flextime bandwidth /target hours (depending onthe settings in the workingtime account)

● Paid special attendance thatlie outside flextimebandwidth / plannedworking time

● Productive time that liesoutside flextimebandwidth / target hours (ifcovered by permittedexcess)

● Illness, absence, or vacationtimes that lie within flextimebandwidth / target hours(even if they are classified asunpaid in BC) are credited tothe working time accountonly up to the limit of theemployee's target hours,and not if the absence wouldresult in an excess to thedaily target hours.

● Recorded paid breaks

Not included are times of thecategories:

● Unpaid special attendance

● Availability and premiumpay

● Recorded unpaid breaks

● Overtime

Not applicable These totals are only calculated foremployees with working timeaccounts, although the field isdisplayed for both.This includes times of thecategories:

● Productive time and paidspecial attendance that liewithin flextime bandwidth /target hours (depending onthe settings in the workingtime account)

● Paid special attendance thatlie outside flextimebandwidth / plannedworking time

● Productive time that liesoutside flextimebandwidth / target hours (ifcovered by permittedexcess)

● Illness, absence, or vacationtimes that lie within flextimebandwidth / target hours(even if they are classified asunpaid in BC) are credited tothe working time accountonly up to the limit of theemployee's target hours,and not if the absence wouldresult in an excess to thedaily target hours.

● Recorded paid breaks


● Unpaid special attendance


● Recorded unpaid breaks

● Overtime

If an employee with exceptiontime recording records timesthat lie within his plannedworking time, this time is notadded to the credited time.


Time Administration




FlextimeBalance orWorkingTimeAccountBalance

The Flextime Balance totalorresponds to Working TimeAccount Balance forException-Based TimeRecording with Working TimeAccount

● Displays the balance of theworking time account basedon day closure resultsusually up to the date beforecurrent date. Timesrecorded for the current dayare usually valuated in thenext day closure.

● If absences that woulddeduct from the workingtime account are recordedfor periods that lie in thefuture, these are alsoincluded in the balancecalculation. For example, aday's vacation in lieu bookedfor the following week thatwould deduct from theworking time account isimmediately calculated inthe balance. In contrast, aplanned illness (hospitalstay) recorded for the futureis not deducted until itactually occurs.

Not applicable If the employee has a working timeaccount, this total shows the currentbalance of the account.

● It shows the balance of theworking time account basedon day closure results up tothe date previous to currentdate; times recorded for thecurrent day are valuated inthe next day closure.

● If absences that woulddeduct from the workingtime account are recordedfor periods that lie in thefuture, these are alsoincluded in the balancecalculation. For example, aday's vacation in lieu bookedfor the following week thatwould deduct from theworking time account isimmediately calculated inthe balance. In contrast, aplanned illness (hospitalstay) recorded for the futureis not deducted until itactually occurs.





RecordedTime

Not applicable Usually only net times are displayedhere. In other words, if time isentered with clock times, a recordedunpaid break that overlaps with theemployee's defined working time issubtracted.Totals displayed here include:

● Employee times recordedwith a premium pay that isflagged as overtime in BC,regardless of whether timeslie within or outside of thetarget hours.

● Absences (paid and unpaid)are counted for days withtarget hours: fulldayabsences are calculatedbased on the daily targethours; partial day absencesonly count on days withtarget hours, and not ondays off, for example.

● Fullday times of thecategories productive timeand special attendance arecalculated based on thetarget hours.

● Special attendance andproductive time are countedexactly as recorded; nocapping occurs.



● Recorded paid and unpaidbreaks

● Productive time and specialattendance that areclassified in BC as unpaid

Not applicable

See AlsoStatus Indicators in Time Recording [page 102]Calculations and Fields on the Time Administration Time Sheet [page 99]


Time Administration

4.6.1.5 Payroll Relevance of Time Recording Methods

OverviewWhen the time file is created for a newly hired employee, the user assigns the employee one of two time recordingmethods: positive or exception-based. This assignment is made in the Time Administration work center in theWork view using the Complete Time Data — Hire task. The positive time recording method requires employees torecord all times worked, all absences and leaves. This method would be selected for an employee who is paid forhours worked. Exception-based time recording is used if employees only have to record exceptions to their plannedworking time as defined in their work schedules, for example, when they need to record overtime or sick leave. Therequirement for recording hours worked against a project should not be considered when determining the timerecording method.Two other factors that play a role are the employee's administrative category and the premium pay indicator. Theadministrative category specifies whether employees are paid for hours worked or a fixed salary. This assignmentis made in the Personnel Administration work center in the Regular Tasks view using the Hire Employee task. Youspecify the relevant administrative category on the Enter Employment Information tab.Premium pay enables employers to specify deviating payment rates for specific working conditions, such as for nightshift or overtime work. The premium pay indicator is set in Business Configuration work center in the Premium Pay— <Country> fine-tuning activity if this business option has been selected in the business configuration.

Time ValuationWhen the day closure job is run, time valuation occurs based on an employee’s assigned time recording method andadministrative category.

How is Time Valuated Based on an Employee’s Time Recording Method and Administrative Category?

Salaried Hourly

Positive TimeRecording

● Planned hours are compared to actualrecorded hours to determine if anemployee has worked too few or toomany hours in a day. The shortage/overage is displayed in the TimeRecording view, as well as in a standardreport.

● Planned hours are compared to actualrecorded hours to determine if anemployee has worked too few or toomany hours in a day. The shortage/overage is provided in the Time Recordingview, as.well as in a standard report.

● Holiday hours are calculated and postedbased on the assigned working daycalendar in Org Management if theHandle Holiday Rule in the employee’stime file is Full holiday is a paid day off


Exception-Based TimeRecording

Not applicable ● On days where nothing is explicitlyrecorded in the time sheet Scheduledhours are used to calculate and postactual hours worked.

● Holiday hours are calculated and postedper the assigned working day calendar inOrg Management if the Handle HolidayRule in the employee’s time file is Fullholiday is a paid day off.

Payroll RelevanceIf the SAP Business ByDesign payroll solution is in scope, payroll-relevant data is passed to the payroll snapshot. Adifferentiation is made between salaried and hourly-paid employees. For salaried employees (whether positive orexception-based time recording), the hours recorded as worked have no impact on payroll since it is assumed thatthe employee is paid a fixed salary, unless the times are flagged with a premium pay.

Which Recorded Times Are Included in the Payroll Snapshot Based on Employees' Time Recording Method andAdministrative Category?

Salaried Hourly

Positive TimeRecording

This applies to both workdays and publicholidays:

● Actual times recorded that are flaggedwith a premium pay

● All actual times (with or withoutpremium) are transferred.

● On public holidays if the handle holidayrule is Full holiday is a paid day off andnothing is recorded, a special holidaypayment is automatically generated andtransferred.

Exception-Based TimeRecording

● Times that are recorded with premiumpay are transferred.

● Recorded actual times that deviate fromplanned working time are onlytransferred if they are flagged with apremium pay.

● If the employee does not record anytimes, actual times are generated fromplanned times, but these are nottransferred since they are not flaggedwith a premium pay.

● On days where nothing is recordedexplicitly, planned hours are passed asactual hours.

● Recorded actual times are alsotransferred.

● On public holidays, if the handle holidayrule is Full holiday is a paid day off andnothing is recorded, a special holidaypayment is generated and transferred.

See AlsoComplete Time Data — Hire [page 64]Premium Pay [page 59]


Time Administration

4.6.2 Time Recording Quick Guide

You can access this view from the Time Administration work center. In the Time Recording view, you can enteremployee time data that was collected from your employees on paper time sheets or imported from Microsoft Excel®,monitor the status of time recording data for completeness and accuracy, and keep track of time account balances.The Time Recording view has the following subviews:

Time SheetThe Time Sheet provides you with a comprehensive overview of an employee's time recording for a calendar weekand of data that has been calculated by time valuation when employee times are recorded, such as working timeaccount balances, overtime hours, credited and non credited hours. You can see at a glance if too much or too littletime has been entered, or which time entries result in postings to the employee’s working time account. In the TimeRecording – Time Sheet view, select the employee and click Open Time Sheet . You can perform the following maintasks:

● Display an overview of employee times that have already been recorded for a calendar week, for example, forchecking purposes, and update, review and correct this data as required.

● Quickly enter employee times that have been submitted on paper and immediately identify and correct anyerrors or inconsistencies.

● View and copy the employee's work schedule to facilitate data entry. ● Upload data stored on an external spreadsheet directly from the Time Sheet and thus speed up data entry. ● Check the completeness of data entered for a period using the status information and trigger time valuation

where necessary. ● Track postings to employees’ working time accounts for exact days, and directly update and correct these

entries as required.

Calendar/ListThe Calendar/List view enables you to display and edit an employee's time data for a user-defined period in a color-coded calendar or table view. You would typically use this view when you need to quickly enter single time records,and for checking purposes. You can perform the following main tasks:

● Access an employee's time file to quickly enter an single time record, such as an illness in the List view. ● Display an employee’s time recording data for longer periods, such as a weekly, monthly or yearly overview

and view a graphical display of the planned working days and working time of the employee according to thework schedule.

● View and edit information about postings to all time accounts, not just working time accounts. ● Filter the display according to time types or categories to gain quick information about one specific time type. ● Germany-specific: In the Table view, display an Illnesses view and filter by case number, for example, to verify

whether an employee has reached the statutory 42 days limit, which affects Continued Pay Rules.

MessagesThe Messages view enables the time administrator to display and process errors and warning messages that aretriggered by time valuation when certain irregularities are detected in employees' time recording. Irregularities canoccur, for example, when there are no times at all recorded for a day or when there are two consecutive clock-inpunches without an intervening clock-out. In such cases, the time administrator must be informed and decide what


action to take. From the Messages view, the time administrator can open the employee's time sheet to analyze andcorrect time entries.

Business Background

Calculations and Fields on the Time Administration Time SheetEmployee time is recorded in the Time Sheet using time types, which are defined classifications of working and nonworking times. The fields shown on the Time Sheet depend upon the employee's time recording method and onwhether the employee has been assigned a working time account. For more information, see here [page 99].

Status Indicators in Time RecordingThe status of an employee's time recording is displayed on the Time Administrator's Time Sheet by means of color-coded indicators and descriptive text. For more information, see here [page 102].

Period Totals on the Time Administration Time SheetThe data displayed under Period Totals on the Time Administration Time Sheet provides information on how muchemployee time (of all categories) has been recorded for a given period and, where relevant, what time data has beenposted to the employee's working time account. For more information, see here [page 103].

Time TypesTime types are defined categories of working and non working times used when employees record their time in timesheets.

Working Time AccountsWorking time accounts are used to collect and manage time credits and deficits that result when the actual hoursworked by employees deviate from their planned working time as defined by the work schedule or from the averagedaily hours as defined in the time profile. They allow more flexible structuring of the daily working time of employeesand enable time in lieu compensation of shift durations that deviate from the employee's contractual agreement.For more information, see here [page 55].

Using Durations or Clock Times in Time AdministrationDepending on whether time recording in your company is clock-based or duration-based, you may have to completesome of the fields in the Time Information section when you maintain the Time Sheet. This section explains thebehavior of the fields in relation to one another. For more information, see here [page 75].

Payroll Relevance of Time Recording MethodsFor more information, see here [page 109].

Approve Time RecordingsProject managers can approve times confirmed for work performed on project tasks by team members. Projectmanagers can call a list of all projects and team members in their responsibility and approve either single or multipletime records. For more information, click here [page 120].

Time and Labor ManagementThe Time and Labor Management business scenario covers all aspects of managing your employees' time data. Itenables you to create time accounts and time account rules, reusable time models and work schedules. It hasfunctions for tracking and monitoring the different time recording options, enables valuation of recorded times and


Time Administration

period-end closing, and transfer of account balances. Time and Labor Management simplifies time administrators'daily work by enabling them to work reactively by checking alerts and worklist items in the Overview view, workproactively using the information provided in the Work view, review and change employee time data, and administertime accounts, including making balance adjustment and payouts. Time and Labor Management is essential for acomplete HR system. It is relevant if you want to run Payroll and Compensation in your HR system, and it can alsorun standalone, for example, if you simply want to manage project data collected in the time sheet.For more information, see Time and Labor Management.

Tasks

Upload Times Using Microsoft ExcelTime administrators can use the Upload Times from Microsoft Excel function to perform amass upload of employee times into the SAP Business ByDesign system for times that havebeen recorded outside the system and entered in a spreadsheet.For information about this task, see here [page 118].

Enter a Vacation RecordIn the Time Sheet subview of the Time Recording view:

1. Click Open Time Sheet to open the Time Sheet quick activity for a given employee.2. Enter the vacation details:

● On the Time Entry tab, click Add Row and enter data as follows:From the Time Type list, select Vacation.

● In the Date field, enter the vacation date.3. Click Save to save the vacation details.4. On the Review and Correct tab, you can check the correctness of the details entered

and, if necessary, correct them.5. Click Save and Close to return to the Time Recording view.

Result: The vacation details are saved to the employee’s time file. To open the employee’stime file, select the appropriate employee ID link in the Employees view and click Edit.

Maintain Employee TimesChoose the Time Sheet subview of the Time Recording view.

1. Select the appropriate employee ID and click Open Time Sheet.2. On the Time Entry tab, click Add Row and enter data in the time sheet as required:

● Under Details select a time type in the Time Type list. ● In the Start/End Date fields, enter the start and end dates. ● Enter further information as required.

3. Click Save to save the time type details.4. On the Review and Correct tab, you can check the correctness of the details entered

and, if necessary, correct them.5. Click Save and Close to return to the Time Recording view.

Result: The time type details are saved to the employee’s time file. To open the employee’stime file, select the relevant employee ID link in the Employees view and click Edit.


Depending on whether time recording in your company is clock-based or duration-based, you may have to complete some of the fields in the Time Information sectionwhen you maintain the time sheet. For more information, see Using Durations or ClockTimes in Time Administration [page 75].

Export to Microsoft ExcelYou can export different types of data from the SAP Business ByDesign system to MicrosoftExcel. For more information about this task, see Export Business Data Using Microsoft Excel.

Process Time Recording MessagesThe time administrator can display error and warning messages that were triggered by timerecording, in particular by time punches at terminals, and take the necessary steps to correctthese.For more information about this task, see here [page 114].

Edit Time Punches

The Edit Time Punches function is only available if the business option Time RecordingTerminal Integration has been enabled in your solution configuration.

For more information about this task, see here [page 116].

View an Employee's Time Statement

The View Time Statement function is only available for Germany.

You can review the details of an employee's time statement, containing time recording detailsfor a selected month, details of daily postings to the working time account, where relevant, aswell as selected time account balances, balance adjustments, and premium pay details. Go tothe Time Recording view and click View Time Statement . For more information about this task,see here [page 117].

4.6.3 Process Time Recording Messages

OverviewThe time administrator can check for errors and warnings resulting from time recording inconsistencies and corrector confirm the associated time entries as necessary. The following message types are possible:

Message Text(Warning or Error) Significance

Time RecordingMethod

Non-credited time (W) Times exist that lie outside the flextime bandwidth. This occurs only whenworking time accounts are assigned and the appropriate capping rule isselected.

All methods


Time Administration

Message Text(Warning or Error) Significance

Time RecordingMethod

No recorded time (E) No productive or absence times have been recorded on a day with targethours.

Positive time recordingat terminal

Work on full-dayabsence (W)

Productive times have been recorded although a full-day absence recordexists


Work on day off (W) Productive times have been recorded although non-working day/publicholiday


Double clock-in (E) Two consecutive clock-ins have been punched without an interveningclock-out.


Double clock-out (E) Two consecutive clock-outs have been punched without an interveningclock-in or a clock-out with reason.


Missing clock-in (E) A clock-in, which is expected to complete the time pair after a given timeperiod, is missing.


Missing clock-out (E) A clock-out, which is expected to complete the time pair after a given timeperiod, is missing.


Core time violation (W) Recorded time does not comply with the core time defined in the workschedule.

All methods

Procedure1. In the Time Administration work center, under Time Recording, open the Messages view.

The view displays any errors or warnings that are triggered by the time valuation of time recording and thatrequire processing.

2. Select a message to display the details below the table.3. Process the messages in the list as appropriate:

● Warning messages can be either confirmed directly by clicking Confirm or, where relevant, processedin the Time Sheet.

● Time recording errors must be corrected in the Time Sheet.4. Select an error or warning message and click Open Time Sheet. or click the link in the Severity column.

The employee's Time Sheet opens on the Review and Correct tab displaying the period during which the erroroccurred.

5. Select the relevant day in the Time Recording Completeness table. Analyse and correct the time entries forthe respective day. In case of messages originating from terminal-based time recording, the Time Sheetadditionally displays a Time Punches tab. The following editing options are available:

● You can add or remove a clock-in/out punch by clicking Add Row or Remove . ● You can overwrite a clock time. When you do so, a new entry is created in the table and the old entry

is displayed as Inactive. You can undo this change by selecting the new entry and clicking Revert .6. You can view the results of time valuation per day on the Valuation Results tab. For example, you can see the

individual time types and whether a premium pay is assigned.7. You can create, edit and review all other times except time punches on the Other Times tab.


4.6.4 Edit Time Punches — Time Administrator

Overview

The Edit Time Punches function is only available if the business option Time Recording Terminal Integrationhas been enabled in your solution configuration.

Prerequisites ● The self-service ESS Edit Time Punches has been configured in the Maintain Time Recording Profiles fine-

tuning activity.To find this fine-tuning activity, go to the Business Configuration work center, and choose the ImplementationsView. Select your implementation project and click Open Activity List . In the Fine Tune phase, select the TimeTypes — <Country> activity and click Maintain Time Recording Profile and open the ESS Edit Time Punchestab.

● The employee's time recording method is Positive with Terminal Integration.

Procedure1. You are in the Time Administration work center in the Time Recording view. In the Messages subview, click

Edit Time Punches to edit an employee's time punch data.

You can personalize the screen by adding or removing columns. For example, you might want tohide the Time Zone column or display the Deviating Assignment column. Click Personalize and selector deselect fields, then save your selections and exit.

The Edit Time Punches screen appears for the selected week, displaying the employee's time punch data.Incorrect entries are indicated with an exclamation point icon in the Status column. Here, you can correctincorrect time punch data, create new entries, and approve or reject entries edited by the employee in theemployee self-service.

2. Select an entry that you want to edit. Details of the selected time punch are displayed below the table.3. To correct an entry, click Insert Time Punch .4. Correct the data as required by entering clock-in and / or clock-out times.5. Under Deviating Assignment you can assign the time punch to the previous or following day. You would use

this function, for example, if a shift started and ended on two consecutive days and you wanted to assign thehours worked to one specific day.

6. In the Internal Comment box, you can enter a comment for the employee.7. Edit the time punch entries you require and save.


Time Administration

4.6.5 View Time Statement

OverviewIn the Employee Self-Services Overview of the Home work center, employees can display, review, and print a timestatement containing details of their recorded times for a selected month, the balances of certain time accounts,and where relevant, daily postings to their working time accounts.

Procedure1. In the Home work center, choose Employee Self-Services Overview View Time Statement .2. On the Employee Time Statement screen, you can filter the view to display the month you require if it is not

already displayed in the table.3. Select the month for which you want to display your time recording details and click Preview .4. The time statement is displayed on a form, which you can print out directly.

The time statement includes an overview of time recording totals for each day of the month and the dailypostings to your working time account, if you have one. In addition, it shows the balances of selected timeaccounts, as well as details of time account adjustments and premium pay. Refer to the table below for anexplanation of the main columns.

Days flagged with an asterisk (*) indicate a public holiday.

Text on TimeStatement What It Means

Description Description of the type of recorded working time

Hours Duration in hours and minutes of recorded working time

Absences Sum of times recorded as absences, illness, and vacation.

Credited If you have a working time account, this shows the number of hours that are credited to theaccount. This depends on how your company has configured working time accounts.

Target Hours The planned daily working time according to your work schedule.

Day Balance If you have a working time account, this shows the daily balance of the account after time hasbeen credited to or debited from it.

Overtime All types of working time that are specifically classified as overtime.

Non-Credited If you have a working time account, this total shows the sum of recorded times that are notcredited to the working time account, either because they lie outside the planned working timeor the flextime bandwidth. This total does not include any time recorded as overtime.


4.6.6 Upload Times Using Microsoft Excel®

OverviewYou can create employee times and project times by entering them in a predefined Microsoft Excel template anduploading them to the SAP Business ByDesign system.

The following roles have the following authorizations to upload employee times and/or project confirmations: ● Users with the Time Administrator work center can upload employee times and project confirmations

for employees only. ● Users with the role of project lead in the Project Management work center can only upload project times

of service agents and their own times. ● Users with the role of line manager can upload times of their direct reports in the Project

Management work center.

PrerequisitesYou have installed the latest Add-In for Microsoft Excel. Depending on your solution set-up, you can do this from theSelf Services Overview in the Home work center, from the Download Center in the Application and UserManagement work center, or from the Download link that is available directly on the user interface.Also, the settings for your browser must be set correctly. You can check this by clicking Check My ComputerSettings on the logon screen.

StepsEnter Employee Times or Project Times in the Template

Certain data, for example, employee IDs, will typically remain the same with each upload. To avoid havingto fill the template with unchanged data every time you upload new time data, you can create your owntemplate containing the required employee IDs and store it locally. You can use a copy of this templatewhenever you want to upload new data.

1. Go to the Time Administration work center and under Time Recording, choose the Time Sheet view. ClickActions , and then either Upload Times from Microsoft Excel or Upload Project Confirmations from Microsoft

Excel.Get the Template

1. Select the template.Choose the template in the required language and click Download.

You can choose any language that you have selected during scoping. If you have selected onlyone language during scoping, you will not get a selection of language versions to choose from.

2. Decide what you want to do with the template. Choose one of the following options: ● If you want to use the template only once, you can open the template without saving it. Click

Open.


Time Administration

● If you want to save the template so that you can use it again, choose a location to save the file to,enter an appropriate file name, and click Save. Then click Open.

If you have previously downloaded and saved this template on your computer, navigate to the locationwhere you have saved the template, and open it.

Log on to the solution from Microsoft Excel1. In the SAP Add-In ribbon in Microsoft Excel, click Logon.

If the SAP Add-In ribbon is not displayed, check to make sure that the Add-In for MicrosoftExcel has been installed correctly (see Prerequisites in this document).

A dialog box opens where you can enter the logon details. The system URL is proposed automatically.The system URL is the URL of the system that you are working with.

2. Enter your user ID and your password, and click Logon.

After initial logon to the system, the ribbon text is changed from SAP Add-In to the name of yoursolution.

Enter Details in the Microsoft Excel Template

Note the following: ● The Microsoft Excel template is presented with a number of rows where you can enter or copy

your data. If you need more, add the number of rows you need before you start entering orcopying your data.

● Ensure that mandatory fields (those marked with an asterisk) are filled. ● To help you fill in the details:

○ Some fields have dropdown lists. ○ In some fields you can search the system for data, for example, countries. Place the cursor

on the field, and click Lookup in your solution's tool bar or ribbon to search the system. Asearch field is available in the Lookup dialog box that appears. When you start to type textin the search field, the relevant entries are filtered in the ID and Description columns,meaning that you do not have to scroll through the whole list. If the Lookup button is notactive in the ribbon or toolbar, then it is not possible to perform a search.

2. Enter or select the relevant country code.

You must enter the country code if you want to obtain value help in the Time Type and Premium fieldsusing the Lookup function.

3. Enter the employee ID.The template does not support employee names. However, if you do not know the employee ID, you cansearch for it by entering the employee's name in the Lookup function. To use this function, you must be loggedon. Then position the cursor in the employee ID field and click Lookup .

4. Complete the Date field.Follow the country-specific formatting guidelines for the date format (for example, MM/DD/YYYY for US orDD.MM.YYYY for DE).

5. Complete the Time Type field if you want to upload employee times. Complete the Service and Project Taskfields if you want to upload project confirmations.

6. Enter other data as required, for example:


● Start/End Times or DurationSee under Caution below for more information on this.

● Work Description and/or Internal Comment ● Projects only: Different Billable Duration if you need to specify that the number of hours billed differs

from the number of hours recorded. ● Employee Times only: Approver ID with the ID of the person who has already approved the times recorded

externally. For project times, the approver ID is determined automatically from the project task.

● At upload, the data in the template is checked for consistency. Invalid or incomplete entries arenot uploaded, but returned as errors. If there are errors to be corrected, you must correct them inthe same template and upload this again. Only new or updated entries will then be imported to thesystem, and not data that was already successfully uploaded the first time. If you use a newtemplate to upload corrected data, which also includes successfully uploaded correct entries, thesystem will upload all data as new entries and this will result in duplicate entries in the system. Thisis because the system appends metadata to all time entries uploaded into the system, which itwrites back to the template, and can thus recognize already uploaded data.

ResultA success message confirms upload of all records to the system. The new time records are updated to the system.The time administrator can check that all recorded times have been activated for individual employees by openingthe employee's time sheet In the Time Recording view.

● All uploaded time records are initially saved in inactive status and later automatically activated in abackground operation. The system checks uploaded data for dependencies and collisions when thedata is activated in the system. In the event of collision errors occurring, for example, if two conflictingtime types are recorded for the same time, a task is created for the responsible time administrator,who must resolve the conflict. The time administrator can directly access the time sheet containingthe error and can resolve the conflict on the Review and Correct tab.

● Note that only time confirmations entered with clock times may result in collisions, not times enteredwith durations.

● If necessary, you can change one or more entries in an uploaded template and perform the uploadagain, but only if the updated record has not been edited in the meantime in the SAP Business ByDesignsystem. Trying to upload a time record that has already been edited in the system will result in an errormessage.

4.6.7 Approve Time Recordings

OverviewProject managers can approve times confirmed for work performed on project tasks by team members. They cancall a list of time confirmations that require approval and approve either single or multiple time records. In additionto the single record view, two aggregated views based on team member and project, or team member and projecttask are available.


Time Administration

Procedure1. Go to the Project Management work center and under Approvals, choose the Time Recordings view.

The data displayed and the screen layout vary depending on the view you select in step 2. You canadditionally refine the view by clicking Advanced and specifying various query parameters such as teammember, selection period, or project ID. The individual time recordings contained in each of the itemslisted in the Totals views can refer to different purchase orders, services, or tasks. You can save thenew query or organize your queries as required.

2. Under Show, select a view depending on how you want to review and approve the time recordings for whichyou are responsible. The following views are available:

● Projects Last Week — Totals lists the sum totals recorded per project by each team member for theprevious week.

● Project — Totals lists the sum totals recorded per project by each team member. ● Tasks Last Week — Totals lists the sum totals recorded per task by each team member for the previous

week. ● Task — Totals lists the sum totals recorded per task by each team member. ● All Time Recordings lists individual time confirmations.

3. Where relevant, under Group by, specify whether you want to group the data in the table, for example, byteam member or by project.

4. Review and process the items in your list.Depending upon your selections, the table displays the most important time recording details, including teammember, project or task, work duration recorded and the following three indicators:

● Changed Time Recordings: If selected in one of the Totals views, this indicates that at least one of theitems contained in the time recording was changed or cancelled after previous approval.

● Different Billable Hours: If selected in one of the Totals views, this indicates that the number of hoursbilled is not identical to the number of hours recorded as worked for at least one of the items containedin the time recording.

● Internal Comment: If selected in one of the Totals views, this indicates that an internal comment hasbeen appended to a time recording.

The details behind these indicators are displayed on the General and Notes tabs below. The General tabcontains links to the individual fact sheets of the project, service, and task. The Notes tab contains a workdescription if one has been appended to the time recording and a history of any internal comments that havebeen entered.

5. Select one or multiple rows in the table to process.

If you have selected one of the Totals views, which display aggregated time recording values, you canview the details of the individual items contained in the time recording by clicking Open . Here you canthen approve or reject individual items if required.

6. Click Approve or Reject for the time recordings you want to process.

If you reject one or more time recordings, you can also enter an internal comment. This comment willbe added to all records contained in an aggregated time recording. Bear in mind that in the Totals views,usually more than one time recording is contained.


ResultThe time recordings you have approved or rejected are automatically removed from the list.

4.6.8 Reminders for Time Approvals Quick Guide

In the Reminders for Time Approvals view in the Time administration work center you can create and schedule e-mailreminders for managers to approve time recordings.

Business Background

Approval OptionsFor approval of employee time types requiring approval by line manager, see Approval Options [page 61].

Approve Time RecordingsFor approval by project managers for time recorded against project tasks, see Approve Time Recordings[page 120].

Tasks

Create New Reminder1. In the Reminder for Time Approvals view, click on New Reminder .2. Enter an ID and Description for the e-mail reminder3. A new e-mail reminder is created with status Active.

Schedule Reminder1. Click on an e-mail reminder that you would like to schedule, and click Schedule

Reminder.2. Select a scheduling option. You can choose to schedule the reminder for one instance,

or set up a recurrence pattern.Depending upon the schedule you have selected, you can define the date andrecurrence pattern for the e-mail reminders.

3. Save and Close the changes.

Managing Reminders ● You can view execution details for a reminder in the details section of a reminder that

you select. The details include a log and the processing status of the e-mail reminder. ● To see the status and scheduled pattern for an e-mail reminder, click View Jobs .

You can reschedule or cancel the already scheduled e-mail reminder. ● You can change the status of an e-mail reminder to Active or Obsolete

To do so click on Actions , then Set to Obsolete or Set to Active.


Time Administration

You cannot change the status of an active run to Obsolete if the e-mail reminderis scheduled.

● To delete an e-mail reminder, click Delete .

You cannot delete a reminder if there are any executions of the reminder. If youdo not have to use the e-mail reminder again, You can only set is as obsolete.

4.7 Reports View

4.7.1 Reports

4.7.1.1 Employee Times

OverviewThis report shows all the actual working time recorded by or on behalf of employees. It displays all time types, suchas vacation or illness, that have a status of Approved or In Approval. You can use the report to analyze data on anindividual level, per employee, or on an aggregated level, such as a reporting line unit or a cost center. Additionally,you can report actual times that have been recorded with premium pay, which is used to record deviating rates ofpay for specific working conditions. You would do this typically if you needed to transfer payroll-specific data to athird-party payroll system or a tax consultant.The Time Recording Completion Rate shows all the actual working time recorded by or on behalf of employees incomparison with their planned working time. It shows the level of completion per employee and per reporting lineunit.

Features

Report ContentThe report is composed of the key figures Headcount, Planned Working Time, Recorded Time, and Time RecordingCompletion Rate.

Time SeriesThe following time series are available as dedicated reports for employee times:

● Employee Times: Monthly: This provides information on planned and recorded times for the current monthand three preceding months.

● Employee Times: Quarterly: This provides information on planned and recorded times for the current quarterand three preceding quarters.

● Employee Times: Weekly: This provides information on planned and recorded times for the current week andthree preceding weeks.

● Employee Times: Yearly: This provides information on planned and recorded times for the current year andthree preceding years.


Analyzing the ReportYou can use the following characteristics to filter and analyze the information in this report:

● Time information, including Time Type, Reason, Time Type Category and Premium Pay. ● Employee ● Organizational information, including Company, Business Residence, Country (of Employment), Reporting

Line Unit, Job, Cost Center, Project, and Work Agreement.


Data UpdateThe data in this report is provided in real-time.


4.7.1.2 Time Accounts Report

OverviewThis report provides an overview of the current status of selected time accounts per employee or per reporting lineunit. You can run the report for the different categories of time account — quota, statistical, and working time accountbalances. The report displays details of time taken and the current balance per time account. This report is intendedfor the use of line managers and time administrators.

Features

Report ContentThe report is composed of the key figures Taken and Balance, in hours/days. The Balance key figure displays thetime account balance as of the last posting within the time period for prior time periods, or the balance as of todayfor current or future time periods. You can add the key figure Planned, which displays planned times from the currentdate up to the end of the reporting period.In addition, you can add the key figure Interim Balance. This key figure displays the balance after each posting forprior time periods. The Taken key figure displays the taken amount for the time account type from the start of therequested period till the current date. The information in this report is presented in table format.

Analyzing the ReportYou can use the following characteristics to filter and analyze the information in this report:

● Time information, including Time Account Type, Time Account Category and Posting Date ● Employee ● Organizational information, including Administrative Category, Business Residence, Company, Cost Center,

Country (of Employment), Job, and Reporting Line Unit



Time Administration

Time SeriesThe following time series are available as dedicated reports for time accounts analysis:

● Time Accounts: Monthly: This provides information on time account balances and postings for the last 12months including the current month.

● Time Accounts: Quarterly: This provides information on time account balances and postings for the currentquarter and three preceding quarters.

● Time Accounts: Weekly: This provides information on time account balances and postings for the currentweek and three preceding weeks.

● Time Accounts: Yearly: This provides information on time account balances and postings for the current yearand three preceding years.

If you create a report based on the Employee Times or Time Accounts data sources, select the Key Date fromStep 4 Characteristics Properties and check the Mandatory field in step 5 Define Variables, for the report todisplay correct results.



4.7.1.3 Employee Times: Overtime Overview

OverviewThis report provides an overview of overtime, including figures that are relevant for overtime calculation, such asactual times worked, absences, and non-credited times. You can use the report to analyze data on an individual level,per employee, or on an aggregated level, such as a reporting line unit or a cost center.

FeaturesReport ContentThe report is composed of the key figures Actual Hours Worked, Overtime, Credited Hours for Overtime, AbsenceTime, Absence Time Credited for Overtime, and Non-Credited Hours for Overtime. In addition, you can add the keyfigures Planned Working Time, Overtime Threshold, and Weekly Overtime Threshold.Analyzing the ReportYou can use the characteristics listed here to filter and analyze the information in this report: To further analyze datain this report, you can drag characteristics to rows and columns.

● Time information, including Time Type, Time Type Category, Time Recording Method, Date, Project, Task,Note, Service, Clock Times, Premium Pay, Approver, and Approval Status

● Employee


● Organizational information, including Company, Business Residence, Country (of Employment), ReportingLine Unit, Job, Cost Center, Project, and Work Agreement.




Time Administration

5 Compensation


5.1.1 Compensation Basics

OverviewWith Compensation in ByDesign, you can implement a compensation system for your company. You do this bycreating compensation components (earnings and deductions), defining compensation structures, and assigningthis information to individual employees.In cooperation with Time Administration, Compensation Management provides the necessary information for themonetary evaluation of times and time accounts. Furthermore, all other payment-relevant information (for example,salaries, one-time earnings, and deductions) is provided to Payroll Processing per payroll period.

Prerequisites



Compensation is activated in your solution configuration. To find this business option, go to the BusinessConfiguration work center and choose the Implementation Projects view. Select your implementation project andclick Edit Project Scope . In the Scoping step of the project, ensure that Payroll Processing is selected within HumanResources. The Compensation work center is then activated automatically. You cannot activate Compensationwithout Payroll Processing.

Employee Master DataYou have already hired employees in the system and entered their master data in the Personnel Administration workcenter.

ConceptCompensation enables the implementation of the company-specific compensation system and salary guidelines inthe system. You can do this by creating and managing compensation components (earnings and deductions),creating compensation structures (for example, for different employee groups) and default values for compensationgrades within the structure, and assigning this information to the individual employees.You can thus implement the structure of your company's compensation system company-wide (compensationstructures, compensation grades), as well as manage the individual compensation data for your employees or groupsof employees.

SAP Business ByDesign February 2017Compensation P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 127

Compensation structures are optional in the system. They support two goals: ● Standard payment for similar activities within your company ● Competitive payment compared with the market

In a company with salaried-exempt and salaried non-exempt employees, the compensation administratorcreates a compensation structure for each group.The administrator also creates the required compensation components and assigns them to thecompensation grades within the compensation structures as a default. For each compensationcomponent, the administrator can suggest absolute or relative amounts. Based on this, the administratorenters the employee-specific compensation data. On hiring, the employees are assigned to acompensation structure and a compensation grade depending on their respective jobs. As a result of thisassignment, compensation components (and, if required, amounts) are suggested for each employee.The administrator accepts the suggestions and enters additional individual earnings and deductions. Assoon as the administrator has finished entering data, the employee data is available in the system and thepayment corresponds to the guidelines of the company's compensation system.

Process Flow in System1. Define Compensation Components:

● In the Compensation Components view, check the list of the pre-delivered compensation components.Deactivate the compensation components you do not require.

● Create additionally required compensation components, by copying provided entries, if required.2. Define Compensation Structures:

● In the Compensation Structures view, create your required compensation structures. ● Under Compensation Structure Compensation Grades , create the relevant compensation grades

for each compensation structure. ● Optional: Under Compensation Structure Compensation Components , assign relevant

compensation components and default values per compensation grade.3. Enter Individual Employee Compensation:

● On hiring, enter the compensation data (compensation structure and grade as well as earnings) peremployee using the Complete Compensation Data (Hiring) activity.

● Enter the deductions in the employee's compensation file. To do so, call the appropriate employee viathe search in the Employees view and select the entry in the list. Click Edit and choose CompensationDetails in the employee's Compensation File.

● Also enter all other changes to the assignment of compensation structure and grade, as well as earningsand deductions, directly in the employee's Compensation File.

You can also make changes to an employee's compensation grade and make individual assignments for one-timeearnings and deductions in the Regular Tasks view.

If you change an employee's assignment to the compensation structure or compensation grade, this doesnot automatically adjust the employee's individual compensation components. Furthermore, if you changethe assigned compensation components or default values for a compensation grade, this does notautomatically adjust the individual compensation components of the employees assigned to thiscompensation grade.


Compensation

See AlsoIntegration of Payroll with Compensation, Time Administration, and Personnel Administration [page 13]

5.2 Work View

5.2.1 Quick Guide for Work (in Compensation)

In the Work view within the Compensation work center, you see a list of all your open tasks, and employeecompensation files that have to be completed or reviewed. You can analyze how much work you have to do, organizeyour workload, and prioritize tasks accordingly.


Tasks

Monitoring Your Work1. From the Show dropdown list, you can select a set of work items to view and to process,

for example open tasks, open employment changes tasks or open hire tasks.2. From the Group By dropdown list, you can group work items by specified criteria, such

as Due Date.








Complete Compensation Data - HireIn the Work view of the Compensation work center, you can enter compensation-related dataas part of the hire process for a new employee in your company.For information about this task, see here [page 130].


5.2.2 Complete Compensation Data - Hire

OverviewIn the Work view of the Compensation work center, you can enter compensation-related data as part of the hireprocess for a new employee in your company.

Procedure1. Click the Complete Compensation Data (Hire) task link for the selected employee. The Complete

Compensation Data (Hire) guided activity opens.2. On screen one of this guided activity, assign a compensation structure as follows (an optional step):

a. In the Compensation Structure field, enter the ID of the compensation structure that you would like toassign. If necessary, click the Open Selection Dialog icon to search for the compensation structure ID.

b. In the Grade field, enter the ID of the compensation grade that you would like to assign. If necessary,click the Open Selection Dialog icon to search for the compensation grade ID.The system automatically displays the corresponding grade information.

c. In the Valid From field, enter the date on which the compensation structure comes into effect. Ifnecessary, click the Date icon to select the date.

d. Click Next to proceed to step two of the activity.3. On screen two of the guided activity, review the default compensation components based on the assigned

compensation structure and grade, and update this information as required:a. In the Earnings table, select the row for the compensation component you want to update.b. Make any required updates, such as adjusting the value and currency in the Amount field or the validity

period in the Valid From/To field.c. To add an additional compensation component, click Add Row .d. In the Compensation Component field, enter the ID of the compensation component that you would

like to assign. If necessary, click the Open Selection Dialog icon to search for the compensationcomponent ID.The system automatically displays data for the selected component.

e. In the Amount field, enter the value and select a currency for your selected compensation component.f. Click Next to proceed to step three of the activity.


Compensation

4. Review the compensation data you have created and amend it if required:a. Click Previous to navigate back to the appropriate screen and make updates.b. Click Finish to save the compensation-related data for the new employee and proceed to the final

screen of this activity.A message is displayed informing you that the Compensation File for the newly-hired employee wassuccessfully created.

5. Click Close to return to the Work view.

ResultCompensation-related data is saved to the new employee's Compensation File.


5.3.1 Quick Guide for Regular Tasks (in Compensation)

The Regular Tasks view within the Compensation work center allows you to maintain specific compensationinformation for individual employees. For example, you can assign one-time compensation components (earningsand deductions) to employees and change their grade assignment in the compensation structure.

Business Background

Compensation BasicsWith Compensation in ByDesign, you can implement a compensation system for your company. You do this bycreating compensation components (earnings and deductions), defining compensation structures, and assigningthis information to individual employees.For more information, see Compensation Basics [page 127].


Tasks

Assign GradeIn this view, you can assign a grade to an employee in the compensation structure.


Enter a One-Time Earning or DeductionYou can also enter a one-time earning or deduction for an employee, to be processed on aspecified date.

5.4 Employees View

5.4.1 Quick Guide for Employees (in Compensation)

The Employees view within the Compensation work center provides you with access to the individual compensationfiles of your employees, where you can view an employee's current compensation data and alter their compensationcomponents. You can assign a compensation structure or a grade to an employee and remove compensationcomponents from an employee.

This view shows per default active employees only. If you want to see the compensation data for a formeremployment (of the same employee), choose Show All Employees .

Business Background


Key Figures in Compensation ManagementAn employee’s compensation file contains important key figures which allow you to compare the compensation ofdifferent employees and assess their position within your company’s compensation system.The following key figures are relevant:

● Compa Ratio ● Range Penetration ● Estimated Gross Earnings

For more information, see Key Figures in Compensation Management [page 145].



Compensation

Tasks

View an Employee's Compensation Data1. Click the Employee ID link in the Employees view to access the Compensation

Overview for the selected employee. Here you can view details on the following: ● Organizational Data ● Relative Position In Compensation ● Compensation Structure Assignment ● Estimated Earnings

2. For more detailed compensation information, you can also select an employee in thisview, click Edit to open the complete Compensation File and view the following data: ● General: Content as shown in the Compensation Overview. ● Compensation Structure Assignment: Employee's compensation structure

assignment, salary grades and default compensation components ● Compensation Details: Comprehensive compensation data for the employee,

including a complete compensation history ● Changes: A history of changes to the employee's Compensation File; you can filter

by date or by user to view the changes you wish to see ● Attachments: Documents relevant to the employee's Compensation File

Change Grade Assignment1. Select the employee in the Employees view and click Edit to edit the employee's

Compensation File.2. Choose Compensation Structure Assignment.3. Enter the appropriate Grade ID for the employee in the field or choose it from the value

list. Enter the Valid From/To date for the new assignment in the field.4. Click Save to save the new compensation grade assignment, then click Close to

return to the Employees view.

Result: The new grade assignment is saved to the employee’s compensation file.

Maintain Compensation ComponentYou can maintain an employee's compensation components in the Employees view of theCompensation work center.

1. Click the appropriate employee ID link to open the employee's Compensation File.2. Click Edit and choose Compensation Details.3. Enter the adjustments for the respective compensation component.

a. In the Compensation Components table, select the row of the compensationcomponent you want to change.

b. Make your changes, for example, adjusting the value in the Amount field or thevalidity period in the Valid From/To field.

4. Click Save and Close to save the compensation component adjustments and return tothe Employees view.


Change a Compensation Structure Assignment for an Employee1. Select the employee in the Employees view and click Edit to edit the employee's

Compensation File.2. Choose Compensation Structure Assignment.3. Click Add Row and in the Compensation Structure ID field, select the new

compensation structure assignment for the employee. Then maintain the Grade ID andthe new validity period for this assignment.


Result: The employee is now assigned to a new compensation structure..

Export Business Data Using Microsoft Excel®You can export different types of data from the SAP Business ByDesign system to MicrosoftExcel®.For information about this task, see here.

5.5 Compensation Components View


5.5.1.1 Compensation Components

OverviewCompensation is a systematic procedure for providing monetary value to employees in exchange for workperformed. Compensation Components designate all payment-relevant information (salary , bonus payment, nightbonus pay, canteen, salary increase, overtime, advance, holiday bonus).Compensation is a systematic procedure for providing monetary value to employees in exchange for workperformed. Compensation Components designate all payment-relevant information, for example: salary, bonuspayment, night bonus pay, salary increase, overtime, insurance contributions, union deductions and so on. TheByDesign system contains a set of predefined compensation components.The Compensation Components view within the Compensation work center allows you to manage existingcompensation components, create new components, copy existing components and deactivate components in thesystem. You can also maintain the mappings of compensation components to other elements in Time Administrationand Payroll Processing in this view.Compensation components are subdivided into two types:

● Earnings, comprising recurring and one-time earnings ● Deductions, comprising recurring deductions and one-time deductions


Compensation

Prerequisites




FeaturesThe main tasks in the Compensation Components view are described below:

● Create a New Compensation ComponentCreate a new compensation component (one-time/recurring earning or deduction). For more informationsee here [page 138].

● Copy Compensation ComponentUse existing compensation components as templates for new ones.

● Maintain Pay Type MappingMap your compensation components to a payroll provider-specific entity, the pay type, which specifies thepayroll handling.For more information see here [page 140].

● Maintain Time Type MappingMap your combinations of time type and premium pay to the hourly rate that applies and subsequently to aresulting compensation component.For more information see here [page 142].

● Maintain Time Account MappingMap your combinations of time account and premium pay to the rate that applies and subsequently to aresulting compensation component.For more information see here [page 141].

Oliver Adams, as HR Administrator in his company has the task to create a new compensation component,Bonus 2012, as a one-time earning. He chooses the Compensation Components view, clicks New andselects One time earning. The New One-Time Earning screen provides him with all the required fields toquickly create the compensation component. Oliver Adams enters and saves the required information.The newly-created compensation component can now be assigned to employees.For more information on creating new compensation components, see Features below.

See AlsoQuick Guide for Compensation Components [page 136]


5.5.2 Compensation Components Quick Guide

The Compensation Components view within the Compensation work center allows you to manage existingcompensation components, create new components, copy existing components and deactivate components in thesystem. You can also maintain the mappings of compensation components to other elements in Time Administrationand Payroll Processing in this view.

Compensation components are subdivided into two types: ● Earnings: recurring and one-time earnings ● Deductions: recurring and one-time deductions

Business Background


Compensation ComponentsCompensation is a systematic procedure for providing monetary value to employees in exchange for workperformed. Compensation Components designate all payment-relevant information (salary , bonus payment, nightbonus pay, canteen, salary increase, overtime, advance, holiday bonus).For more information, see Compensation Components [page 134].


Tasks

Create a New Compensation ComponentCreate a new compensation component that can be assigned to employees at a later time.You can create one of four compensation component variants in the system.For more information about this task, see here [page 138].


Compensation

Copy Compensation Component1. Select the row of the compensation component you want to copy, from the list of

available components.2. Click Copy to open the Copy of Compensation Component screen.3. Modify the details for the compensation component copy as follows:

a. Enter a unique ID for your copy of this existing compensation component in theCompensation Component ID field. If necessary, click the Open Selection Dialogicon to search for existing compensation component IDs

b. Enter a name for your compensation component copy in the CompensationComponent field.

c. Choose a calculation method by selecting one of the Calculation Method radiobuttons.

d. Enter further information as required.4. Click Save to save your compensation component copy, then click Close to return

to the Compensation Components view.

The compensation component copy is saved to the system and is now available in theCompensation Components view. To open this copy, select it in the list of existingcompensation components and click Edit .

Maintain Pay Type MappingYou can map compensation components maintained in the ByDesign system to your payrollprovider's pay types, to define the payroll handling of these components.For information about this task, see here [page 140].

Maintain Time Type MappingYou can also map your combinations of time type and premium pay, to the hourly rate thatapplies (and subsequently to a resulting compensation component).For information about this task, see here [page 142].

Maintain Time Account Type MappingMapping your combinations of time account and premium pay, to the rate that applies (andsubsequently to a resulting compensation component) is also possible in this view.For information about this task, see here [page 141].

Export Business Data Using Microsoft Excel®You can export different types of data from the SAP Business ByDesign system to MicrosoftExcel®.For information about this task, see here.


5.5.3 Create a New Compensation Component

OverviewIn the Compensation work center, you can create a new compensation component in the system that can be assignedto employees at a later time. You can create one of four compensation component variants in the system:

● One Time Earning ● One Time Deduction ● Recurring Earning ● Recurring Deduction

One time earnings or deductions refer to compensation components that are paid out/deducted on a single occasiononly, for example a one-off bonus payment. Recurring compensation components relate to payments made to, ordeducted from employees that occur repeatedly, for example on a weekly, monthly, or yearly basis. An example ofa recurring deduction would be a monthly contribution to a company pension scheme.

Procedure1. In the Compensation Components view, click New and select your required compensation component

variant from the four available.2. Enter a unique ID and name for the new component in the Compensation Component ID and Compensation

Component fields respectively. Select the Active checkbox when you wish the earning or deduction to beactively used in the ByDesign system. If this checkbox is selected, you can assign the earning or deductionto employees. Deselect this checkbox when an earning or deduction is no longer in use. It is then removedfrom the list of compensation components available for use in the Compensation File and in the CompensationRegular Tasks view. Earnings or deductions that were assigned to employees before the checkbox wasdeselected remain in use.

When entering an ID for your new component, choose a meaningful ID to ensure the component canbe easily located in follow-up processes.

3. Select the country for which this new component is relevant.4. If you are creating a recurring compensation component, specify the nature of the recurrence by maintaining

the relevant fields in the Recurrence section. You can set the component to recur with a set pattern (forexample daily, bi-weekly, monthly and so on) or recur on fixed due dates. If you select the Recurring with fixeddue dates option for the component, you must maintain the frequency of the recurrence. The frequency ofthe recurrence is defined as the number multiplied by the time interval. For example, if you wish to create aquarterly bonus you maintain the number as 3 and the time interval as Monthly.You can also define a maximum number of occurrences of this component for an employee.

5. Choose a calculation method for the component in the Earning/Deduction section. Choosing Absolute meansthe compensation component is calculated as a fixed monetary sum in a defined currency, which you maintainin this step. In this case, the value of the earning or deduction is not relative to another earning or deduction.If you opt for a Relative calculation method, you must specify the monetary value of the new component asa given percentage of an existing component.


Compensation

If you select a relative calculation, you must select an earning or deduction you wish to use as thecalculation base for your new component. You must also define the percentage of your selectedcomponent which holds for the new component. An example of a relative earning or deduction is abonus payment that is 5% of the regular salary.

6. Select the Overwrite Allowed checkbox if you want the possibility to change the amount of the earning ordeduction when you assign the earning or deduction to an employee. If you do not select this checkbox, thenthe amount is fixed and cannot be changed when you apply the component to employees.

7. Check you have maintained all mandatory fields in this quick activity and click Save and Close .

ResultYou have created a new compensation component in the system. There are a number of different roles the newcomponent can play. Depending on its relation to Time Administration and Payroll Processing, you must map thiscomponent to other elements in Time and Payroll. These are described in the following use cases:

Use Case 1: Administrative-onlyThe new compensation component is created in the system and can be assigned to employees. In this master datascenario, the system simply records that the compensation component is assigned to given employees. No actualpayouts to employees are made and payroll processing is not involved.

Use Case 2: Compensation component used to pay out employeesThe compensation component is to be paid out to the employees to whom it is assigned. In other words, thecomponent must be made payroll-relevant in the system. You must map the compensation component to a givenpay type. For more information on how to implement this, see: Maintain Pay Type Mapping [page 140].

Use Case 3: Compensation component used to pay out recorded timeThe compensation component is utilized to pay employees to whom it is assigned for recorded time worked. Youmust map the compensation component, the time type of the recorded times, and a premium to a given pay type.The payout of the component would normally occur during the next scheduled payroll run at the payroll provider.For more information on how to implement this, see: Maintain Time Type Mapping [page 142].

Use Case 4: Compensation component used to pay out time account balancesThe compensation component is used to pay out time account balances. You must map the compensationcomponent, the time account type of the recorded times, and a premium to a given pay type. The payout of thecomponent would normally occur during the next scheduled payroll run at the payroll provider. For more informationon how to implement this, see: Maintain Time Account Type Mapping [page 141].

Depending on your requirements, you may have to perform more than one set of mappings as describedabove. For example, if you want to pay out recorded time, you must first perform the time type mapping andthen subsequently pay type mapping for these time types, to ensure the payroll provider can make the payrollcalculations for the affected employees. For more background information on the interactions betweencompensation components, time types, time accounts and premiums, see: Integration of Payroll withCompensation, Time Administration, and Personnel Administration [page 13].


5.5.4 Maintain Pay Type Mapping

OverviewIn the Compensation Components view within the Compensation work center you can map compensationcomponents maintained in the ByDesign system to your payroll provider's pay types. The mapping provides atechnical link from the internal ByDesign compensation component (for example, Overtime Pay) to the pay typesthat are implemented by your payroll provider (for example, OTPAY). In this way, payroll-relevant data is passedcorrectly to the provider for payroll handling. Your provider can, for instance, use this data in gross-to-net payrollcalculations or simply list amounts on your employees’ pay statements.

Prerequisites



Payroll is activated in your solution configuration, and as a result Compensation is activated automatically. To findthis business package, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Edit Project Scope . In the Scoping step of the project, ensure thatPayroll is selected within Human Resources.In the Questions step, expand the Human Resources scoping element and select Payroll. Select Payroll Processingand Payroll Integration and answer the questions related to implementing payroll in your system.

Procedure1. Click Actions then choose Maintain Pay Type Mapping to open the Maintain Pay Type Mapping screen.2. Select the country for which you wish to perform this mapping in the Country field. Then select the

compensation component you want to map to a pay type.1. Click Add Row and in the Compensation Component ID field, enter the ID of the compensation

component that you would like to map. If necessary, click the Open Selection Dialog icon to search forthe compensation component ID you require.The system automatically displays the name of the compensation component in the CompensationComponent field.

2. Choose the pay type to be mapped to the compensation component using the drop down list availablein the Pay Type field.

3. Click Save and Close to save the pay type mapping and return to the Compensation Components view.

ResultThe pay type mapping is saved to the system and is now available in the list of existing mappings in the Maintain PayType Mapping quick activity.


Compensation

5.5.5 Maintain Time Account Type Mapping

OverviewIn the Compensation Components view within the Compensation work center, you can map your combinations oftime account and premium pay to the rate that applies, and subsequently to a resulting compensation component.This mapping is the basis for the monetary valuation of time account amounts. It enables the system for instanceto make calculations such as 2,5 days of holiday paid with EUR 120.00 per day; equating to a payment of EUR 300.00.The resulting compensation component carries the result of the calculation which is forwarded to the payroll providervia a Pay Type Mapping. It is possible to implement multiple mappings for the same time account type and premium,allowing the summation of several rates for the same time account amount.You can also set up automatic payout of remaining time account balances with integrated payroll processing if thePayroll business package is in scope.

For more information on pay type mapping, see here [page 140].

Prerequisites




Procedure1. Click Actions , then choose Maintain Time Account Type Mapping to open the Maintain Time Account Type

Mapping screen.2. Choose the country for the mapping in the Country field. Then specify the rate to be mapped to a time account

and premium pay combination, and subsequently to a resulting compensation component as follows:1. Click Add Row and in the Rate ID field, enter the ID of the compensation component that you would

like to map. If necessary, click the Open Selection Dialog icon to search for the compensationcomponent ID.The system automatically displays the corresponding validity information.

2. Choose the time account to be mapped to the selected rate in the Time Account field.3. Choose the premium pay to be mapped to the rate in the Premium Pay field.4. Choose the resulting compensation component to be mapped to the rate, time account, and premium

pay combination in the Resulting Compensation Component ID field.


3. Click Save and Close to save the time account type mapping and return to the Compensation Componentsview.

ResultThe time account mapping is saved to the system and is now available in the list of existing mappings in the MaintainTime Account Type Mapping quick activity.

5.5.6 Maintain Time Type Mapping

OverviewIn the Compensation Components view within the Compensation work center, you can map your combinations oftime type and premium pay to the hourly rate that applies, and subsequently to a resulting compensation component.This mapping is the basis for the monetary valuation of recorded time. It enables the system, for instance, to makecalculations such as 3,0 hours of overtime paid with 150% of the normal rate of EUR 10.00; producing a grosspayment result of EUR 45.00. The resulting compensation component carries the result of this calculation which isforwarded to the payroll provider via a pay type mapping. It is possible to define multiple mappings for the same timetype and premium, allowing the summation of several hourly rates for the same recorded time. In the example above,for instance, distinct mappings can be implemented for the standard rate and for the 50% overtime respectively.

For more information on pay type mapping, see here [page 140].

Prerequisites




Procedure1. Click Actions , then choose Maintain Time Type Mapping to open the Maintain Time Type Mapping screen.2. Select the country for the mapping in the Country field.

1. Click Add Row and enter the ID of the compensation component that you would like to map in theHourly Rate ID field. If necessary, click the Open Selection Dialog icon to search for the compensationcomponent ID.The system then automatically displays the corresponding validity information.


Compensation

2. Choose the time type to be mapped to the hourly rate in the Time Type field.The system then automatically displays the selected time type in the Time Type Mapping table list.

3. Choose the premium pay type to be mapped to the hourly rate in the Premium Pay field.The system then automatically displays the selected premium pay type in the Time Type Mapping tablelist.

4. Choose the resulting compensation component to be mapped to the hourly rate, time type, andpremium pay combination in the Resulting Compensation Component ID field.

3. Click Save and Close to save the time type mapping and return to the Compensation Components view.

ResultThe time type mapping is saved to the system and is now available in the list of existing mappings in the MaintainTime Type Mapping quick activity.

5.6 Compensation Structures View


5.6.1.1 Compensation Structures

OverviewCompensation structures help support the compensation strategy of the organization and help provide acompensation process that is flexible and efficient to administer. You can use the Compensation Structures viewwithin the Compensation work center to create and maintain point-based and range-based compensation structuresfor all employee groups. Each grade describes a target point or a target range for the employee's salary. You canalso assign default compensation components (earnings and deductions) to each grade.The Compensation Structures view supports:

● Both point-based and range-based compensation structures ● Manual structure maintenance using detail-view editing

Prerequisites





FeaturesThe main tasks in the Compensation Components view are described below:

● Create a new point-based or range-based compensation structure. ● Copy an already existing compensation structure for further use. ● Export the list of displayed compensation structures to a Microsoft Excel spreadsheet. ● Change existing compensation structures. To do so, click Edit . The Compensation Structures screen

appears, on which you can perform the following tasks:a. The General tab shows the details of the current compensation structure that you have previously

selected from the list. You can see whether it is active, which means that it can be assigned to employees,the type (point-based or range-based), country, currency, and frequency.

b. On the Compensation Grades tab you can define the grades for your compensation structure. Dependingon the setup of the compensation structure, you can either create grades based on pay ranges (fromminimum to maximum amount) or based on distinct points (with discrete amounts).

c. On the Compensation Components tab you can define the specific compensation components that applyas the default for the selected grade. These defaults are automatically triggered when assigning thegrade to an employee during the hire process.

When you are assigning the grade to an employee after the hire process, the default compensationcomponents are not automatically assigned.

As a result of a recent survey and to ensure market alignment, Oliver Adams receives a request to reviewthe Sales compensation structure. He chooses the Compensation Structures view, selects the Salescompensation structure and clicks Edit . The compensation structure is displayed.He then chooses the Compensation Grades view and reviews the minimum, maximum, and target valuesfor each grade in the structure. Next, he chooses the Compensation Components view and reviews thedefault compensation components for each grade in the structure.Finally, Oliver Adams reports back to his manager that the Sales compensation structure is in line with itspeer competitors.

See AlsoQuick Guide for Compensation Structures


Compensation

5.7 Reports View


5.7.1.1 Key Figures in Compensation Management

OverviewWithin the Compensation work center, an employee’s compensation file contains important key figures you can useto compare the compensation of different employees and assess their position within your company’s compensationsystem.The following key figures are available within Compensation Management in ByDesign:

● Relative Position of Compensation (compa ratio) ● Range Penetration ● Estimated Gross Earnings

To see these key figures for an individual employee, open the Compensation Employees view, select an employeeand click Edit . This opens the employee's Compensation File.

Only the compensation components that you identified as relevant in during the Business Configuration phaseare used to calculate the key figures.

Prerequisites



Compensation components are activated and amended as required in your solution configuration. To find thisactivity, go to the Business Configuration work center and choose the Implementation Projects view. Select yourimplementation project and click Open Activity List . Select the Fine-Tune phase, then select CompensationComponents — <Country> for your selected country from the activity list.

Only the compensation components you identified as relevant in during Business Configuration are used tocalculate the Compensation key figures described in this document.

Relative Position of CompensationThe relative position of an employee's compensation (compa ratio) can be determined either in relation to a referencepoint or based on its position within the compensation grade.


● The compa ratio describes the employee's earnings in relation to a target value (normally the midpoint of thecompensation grade).A compa ratio of 1 means that the employee is being paid exactly the target compensation. A compa ratio ofless than 1 means that compensation is below the target, while a value greater than 1 means that it is abovethe target.Formula: Gross Earnings ÷ Target (Midpoint)

An employee has an annual salary of EUR 36,500. The employee's compensation grade rangesfrom EUR 34,000 to EUR 42,000. The target (midpoint) of the grade is EUR 38,000. The salaryhas the following position relative to the reference point:EUR 36,500 ÷ EUR 38,000 = 0.96The employee is thus being paid slightly less than the target for that compensation grade.

● Range Penetration describes the position of an employee's earnings between the minimum and maximum ofthe compensation grade.A range penetration of 0% means that the employee is being paid the minimum of that compensation grade.A range penetration of 50% means that the employee is at the midpoint between the minimum and themaximum, while 100% is the maximum of the compensation grade. Values near or below 0%, or near or above100%, suggest that the employee should be assigned to a different compensation grade or receive a salaryadjustment.Formula: (Gross Earnings – Minimum) ÷ (Maximum – Minimum)

An employee earns EUR 36,500 annually. The compensation grade ranges from EUR 34,000 toEUR 42,000.

The range penetration is therefore:(36,500 – 34,000) ÷ (42,000 – 34,000) = 0.3125 or 31.25% 31,25%)

Estimated Gross EarningsThe system calculates the employee's estimated gross earnings for different time periods (annually, monthly, andhourly). The employee's relevant earnings are added together and converted to the different time periods.You can also see this key figure for individual employees in the wage and salary list in the Compensation Reportsview.

An employee earns EUR 2,000 per month. With a working week of 40 hours, the expected gross earningsare as follows:

● Annually: EUR 24,000.00 ● Monthly: EUR 2,000.00 ● Hourly: EUR 12.50

An employee's actual earnings can only be seen by accessing Payroll Processing in your ByDesign system.

See AlsoCompensation Components Quick Guide [page 136]


Compensation

5.7.2 Reports

5.7.2.1 Wage and Salary List

OverviewThis report provides a list of active employees that satisfy specific selection criteria, for example, a list of activeemployees with the reporting line unit and job to which they are assigned, and their expected gross earnings.

Report ContentBy default the wage and salary list shows all active employees, and their expected gross earnings. The expectedgross earnings are calculated based on compensation components that are assigned to an employee'scompensation file and that have been flagged as relevant for the calculation of the estimated gross earnings keyfigures. These key figures are calculated using the Agreed Working Hours data stored in an employee's personnelfile, and are projected for different time periods.

The expected gross earnings key figures are only estimations. The actual gross earnings per employeeare only available in payroll.


6 Payroll Processing


6.1.1 Integrating your ByDesign System with the Payroll ProviderSystem (Germany)

OverviewBefore you can upload payroll data for your first productive payroll run with ByDesign, the required integration mustbe in place between your ByDesign system and the payroll provider system. This document provides an outline ofthe activities you must perform to ensure this integration.

This document refers to the integration activities required for performing German file-based payrollprocessing only. For integration-relevant information for US file-based payroll processing, see here[page 149].

If you require more information concerning the integration between Compensation, Time Management andPayroll Processing, see here [page 13].

Configuration Set Up in ByDesignIf you have payroll in your scope, the ByDesign system will be automatically pre-delivered with best-of-breed content.The system loads Compensation Components and Payroll Pay Types, Time Types and Time Account Types.The table below lists this automatically pre-delivered content and outlines the recommended adjustments to it.

Steps Explanation Tasks

● Review pre-deliveredCompensationComponents

Compensation Components are used to maintain thevarious earnings and deductions that are assigned toan employee in Compensation. The system comes pre-delivered with a set of Compensation Components.

Review the pre-deliveredCompensation Components inthe Compensation Componentsview of the Compensation workcenter. Adjust or deactivate themif necessary, or create new ones.

● Review pre-deliveredmappings betweenCompensationComponents and Payroll(Provider) Pay Types

Mapping between Compensation Components andPayroll Pay Types (payroll-specific entities) ensurescorrect payroll handling. Payroll Pay Types carry all theinformation required by the payroll provider system tocorrectly calculate payroll.The ByDesign system comes pre-delivered with a setof Payroll Pay Types, and mappings between the pre-delivered Compensation Components and the PayrollPay Types.

Review the Pay Type mapping andadjust the mapping for newly-created CompensationComponents in theCompensation Components view.You can also create new PayrollPay Types if you require them,during the BusinessConfiguration phase.


Payroll Processing

● Perform BusinessConfiguration of thePayroll System

If you start with a new payroll system, your provider willask you for further information to configure the payrollsystem to your needs. Also a data migration must beperformed from your legacy and ByDesign systemsinto the payroll provider system.

If you wish to commence payroll processing in anew payroll system, it is recommended youstart payroll at the beginning of a calendar year.

As this process can take sometime, make contact as early aspossible with your payrollprovider to discuss theserequirements in more detail.

See AlsoQuick Guide for Compensation Components [page 136]About Provider Pay Types [page 476]

6.1.2 Integrating your ByDesign System with the Payroll ProviderSystem (US)

OverviewBefore you can upload payroll data for your first productive payroll run using the Business ByDesign system, therequired integration must be in place between your ByDesign system and the payroll provider system. This documentprovides an outline of the activities you must perform to ensure this integration.

This document refers to the integration activities required for performing US file-based payroll processingonly. For integration-relevant information for German file-based payroll processing, see here [page 148].

If you require more information concerning the integration between Compensation, Time Management andPayroll Processing, see here [page 13].

Configuration Set Up in ByDesignIf you have payroll in your scope, the ByDesign system will be automatically pre-delivered with best-of-breed content.The system loads Compensation Components and Payroll Pay Types, Time Types and Time Account Types.The table below lists this automatically pre-delivered content and outlines the recommended adjustments to it.

Steps Explanation Tasks

● Review pre-deliveredCompensationComponents

Compensation Components are used to maintain thevarious earnings and deductions that are assigned to anemployee in Compensation. The system comes pre-delivered with a set of Compensation Components.

Review the pre-deliveredCompensation Components inthe Compensation Componentsview of the Compensation workcenter. Adjust or deactivatethem if necessary, or create newones.

SAP Business ByDesign February 2017Payroll Processing P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 149

● Review pre-deliveredmappings betweenCompensationComponents and Payroll(Provider) Pay Types

Mapping between Compensation Components andPayroll Pay Types (payroll-specific entities) ensurescorrect payroll handling. Payroll Pay Types carry all theinformation required by the payroll provider system tocorrectly calculate payroll.The ByDesign system comes pre-delivered with a set ofPayroll Pay Types, and mappings between the pre-delivered Compensation Components and the PayrollPay Types.

Review the Pay Type mappingand adjust the mapping fornewly-created CompensationComponents in theCompensation Componentsview.You can also create new PayrollPay Types if you require them,during the BusinessConfiguration phase.

● Perform BusinessConfiguration of thePayroll System

If you start with a new payroll system, your provider willask you for further information to configure the payrollsystem to your needs. Also a data migration must beperformed from your legacy and ByDesign systems intothe payroll provider system.

If you wish to commence payroll processing in anew payroll system, it is recommended you startpayroll at the beginning of a calendar year.

As this process can take sometime, make contact as early aspossible with your payrollprovider to discuss theserequirements in more detail.

See AlsoQuick Guide for Compensation Components [page 136]About Provider Pay Types [page 476]

6.1.3 Posting of Payroll Results Using Microsoft Excel® Upload

OverviewAs a payroll administrator in ByDesign, you can use a SAP—delivered Microsoft Excel template to upload the resultsof a payroll run performed by your payroll provider into the ByDesign system and post these accounting—relevantpayroll results to the General Ledger. The template contains posting references that control the automatic postingof a document with any number of line items. You use a ByDesign add-in within the Microsoft Excel template to logon to your ByDesign system, load the data into the excel template, and post the payroll results to the appropriateGeneral Ledger account.

This document describes the features of the predefined excel template and provides an example. For moreinformation about the actual process of posting payroll results to Accounting using the predefined excel template,see Transferring Payroll Results to Accounting [page 175].

FeaturesThe Microsoft Excel template provided by SAP for loading and posting accounting-relevant payroll results intoGeneral Ledger has the following properties:

ExecutionPer upload, you can post a journal entry with any number of line items for a company (employer).


Payroll Processing

Document HeaderThe excel file document header contains the following information:

● Company (employer) : If you specify the value $DEF, the system derives the company from the cost centerof a debit line item (See Line Items, below).

● Set of Books: Using this setting, you control the set of books to which the journal entry is to be posted. If youuse more than one set of books, you must post the payroll results separately for each set of books. Specifythe value $DEF to post the results to the default set of books and all parallel sets of books at the same time.If your sets of books use different charts of accounts, you need to post separately by entering thecorresponding accounts.

● Posting Date: Represented by the end date of payroll period. ● Document Type: The default value is 00047, which you can configure by completing the corresponding values

on the Validations sheet in the excel template. ● Business Transaction: The (transaction type) value is set to 601.

Line ItemsEach line item within the excel template comprises the following data:

● Account: The account of each line item must correspond to the target account in your account plan. ● A checkbox indicating whether it is an employer expense (debit) or a payable (credit). ● Cost Center ● Profit Center : If you specify $DEF in the document header, the system derives the profit center from the cost

centers in the debit line items. The payables are assigned to the profit centers by document splitting,according to the relationships of the distribution for the expenses (approximation).

● Currency ● Amount

Example

The following tables show an example of posting accounting-relevant payroll results as Expenses andLiabilities.

Expenses (Debit) Amounts Cost Centers

Salaries 35.000,00 1 20.000,00

2 10.000,00

3 5.000,00

Rebates 5.000,00 1 2.857,00

2 1.429,00

3 714,00

Employer Contributions 8.000,00 1 4.572,00

2 2.285,00

3 1.143,00


Expenses (Debit) Amounts Cost Centers

Pension Contribution: Employer 260,00 1 148,50

2 74,30

3 37,20

Total: 48.260,00

Payables (Credit) Amounts

Salaries paid 23.260,00

Taxes paid 8.000,00

SI contributions paid 16.000,00

Pension Contribution: Employer plus Employee 1.000,00

Total: 48.260,00

See AlsoUpload a Journal Entry Voucher

6.1.4 File-Based Payroll Processing with an Outsourced PayrollProvider

OverviewThe ByDesign system provides the payroll data used by an external payroll provider to run your payroll as anoutsourced process. The payroll data comprises both the employee master data and the pay data, such as hoursworked, one-time earnings or deductions and so on. For each payroll period, this data is submitted to the payrollprovider.The payroll data file contains data that is valid or effective in the current payroll period, in addition to data changedsince the previous payroll period. The payroll data file therefore contains two distinct types of payroll data:

● Type 1 Data: changed since the previous data file (normally in the previous payroll period) was generated ● Type 2 Data: valid or effective in the payroll period for which the data file is being created

A monthly-paid employee will move to a new home address as of May 01. He informs the HR administratorof this change on April 09. This data is updated in the ByDesign system by the HR Administrator on April10, who ensures the new address data record is active from May 01 onwards. The current payroll periodis April, and a data file is created for this period. The April data file will include this changed address dataas the change occurred since the previous data file (for March) was created. This is an example of Type1 data. In addition, when the data file is created for the May payroll period, it will also include the updatedaddress as this data is effective from May 01 onwards. This is an example of Type 2 data.

This document describes administering the payroll run in the ByDesign system using the Payroll Processing PayrollRun view. You can also perform the steps of the payroll process by completing the payroll run tasks assigned to youas the payroll administrator in the Payroll Processing Work view.


Payroll Processing

RelevanceThis version of payroll processing is relevant when your system is configured for file-based transfer of payroll datato your payroll provider.

Prerequisites ● Before you can upload payroll data for the first productive payroll run, the required integration between your

ByDesign system and the provider's system must be in place. For more information on these requirementssee: ○ Integrating your ByDesign System with the Payroll Provider System (Germany) [page 148] ○ Integrating your ByDesign System with the Payroll Provider System (US) [page 149]

● The required payroll periods must be defined in your system. The definition of the payroll periods must complywith the individual requirements of your chosen payroll provider. For more information about the definitionof payroll periods, see Maintain Payroll Periods [page 159]

For detailed information on the key tasks that must be performed to integrate the Human Resources workcenters and ensure correct payroll processing, see: Integration of Payroll With Compensation, TimeAdministration, and Personnel Administration [page 13].



Your ByDesign system must be configured for payroll processing using a file-based download process for yourselected country. To find this business option, go to the Business Configuration work center and choose theImplementation Projects view. Select your implementation project and click Edit Project Scope . In the Scoping stepof the project, ensure that Payroll is selected within Human Resources.In the Questions step, expand the Human Resources scoping element and select Payroll. Select Payroll Integrationand answer the questions related to your preferred payroll integration for your country of choice.

Process Flow1. Create Snapshot

In order to run payroll for a specific payroll group, a snapshot of the payroll data to be processed for this group,for a specific payroll period, must be created. You create the snapshot in the Payroll Processing Payroll Runview by selecting a payroll group and clicking Create Snapshot . This automatically gathers all the relevantinformation required by your provider to run payroll for this payroll group. This includes all employee masterdata (such as pay rates) that has changed since payroll was last run for this payroll group, and any pay datathat applies to the current payroll period such as one-time deductions or hours worked by an hourly-paidemployee.


You must check the snapshot and amend the data where necessary before you transfer it to thepayroll provider. Errors occurring at the payroll provider (after you have transferred the data file)can only be corrected within your ByDesign system. When you correct errors or apply any changesto the payroll data already transferred to the payroll provider system, you must update thesnapshot(s) for all affected employees, as the entire snapshot is not updated in this situation. Thisaction updates the payroll data and corrects any previous errors. By default, all records thatcontained errors in the previous snapshot are included in the updated snapshot. However, you canselect particular records and exclude them when recreating the snapshot.To update a snapshot in the Payroll Processing Payroll Run view,

1. In the Payroll Run view, select the payroll group for which you want to update the snapshot,then click Update Snapshot to open the Update Snapshot editor.

2. Manually include or exclude employee records from the snapshot as required.

By default, all employee payroll data records free from errors in the precedingsnapshot have the status Exclude. The idea is that error-free employees shall notbe affected by updating the snapshot. This means the record is not updated whenthe snapshot is updated. If you wish to update records for an error–free employee,you must manually include employee records for the update run.

3. Click Update Snapshot to update all records with status Included.Result: The snapshot is updated and the payroll data for all employee records with statusIncluded is now updated.

It is recommended that you select the Inactive in Payroll checkbox within an employee's personnel file whenyou no longer want to include this employee in the payroll export to be sent to your payroll provider. Forinstance, when the employee has been terminated and will no longer receive payments from yourorganization. However, once this checkbox is selected, no future changes in an employee's data (for example,address change) will be included in the payroll export from the ByDesign system to your payroll providersystem. The following three examples illustrate how this checkbox works:

1. A snapshot is generated for payroll period February 16-29. You select the employee'sInactive in Payroll checkbox on February 16. The snapshot is later regenerated. Because theemployee was included in the first version of the snapshot, he is included in the finalsnapshot. Additionally, the effective date and field for the indicator are included in the XMLand employee data XLS files.

2. The payroll period February 16-29 is closed. You select an employee's Inactive in Payrollcheckbox on February 16. A second employee's checkbox is selected on March 1. The firstsnapshot is run for the payroll period March 1-15. In this instance, neither employee isincluded in the snapshot for the period March 1-15.

3. The payroll period February 16-29 is closed. You select an employee's Inactive in Payrollcheckbox on March 16. The first snapshot is run for payroll period Mar 1-15. The employeeis included in the snapshot and the effective date and field for the indicator are included inthe XML and employee data XLS files.

2. Create Data FileOnce you have reviewed (and if necessary corrected) the payroll data snapshot, you then create a payrolldata file from the snapshot. Select the snapshot created for your selected payroll group in the Payroll Runview (Payroll Process Status is Snapshot Generated) and click Create Data File to trigger the creation of thefile. In the default file-based process, the ByDesign system then generates a standard XML output file


Payroll Processing

comprising an SAP-proposed selection of employee master data and payroll transaction data contained inthe snapshot generated in the previous step.However, by using XSLT conversion templates, you can adapt both the format and the contents of the output(target) file. You are able to produce your payroll data file in an amended XML format or in an excel-basedformat, choosing to output only the payroll data required by your provider to run the payroll. The conversionof the standard XML output is performed automatically in the background based on rules contained in theconversion templates you implement. For more information on working with these XSLT templates, seeAdjust XSLT Conversion Rules [page 160].

Before you create the payroll data file, it is possible to exclude individual HR data records, forexample, if the hiring process of a new salaried employee is not completed as standard and you wantto run payroll manually for this employee. You can use the Payroll Process Data View [page 165]to check the payroll snapshot data for the current payroll period and correct any errors beforedownloading the payroll data file.

3. Download Data File(s)Following successful creation of the payroll data file(s) (XML/excel-based) for your chosen payroll group,download the file(s) from the ByDesign system and save to a location (on your local system for example) fromwhich you can transfer it to your payroll provider. Select the payroll data files created for your selected payrollgroup in the Payroll Run view (Payroll Process Status is Data File Created) and click Download Data File . Foreach output file you wish to download, select the file from the list, click Download and save it to your chosenlocation.

4. Transfer Data FileThe next step is to transfer the payroll data file(s) to your payroll provider. How this transfer takes placedepends on the agreements in place with your provider, but may include uploading the file(s) to a sharedregister or some form of data medium exchange.

5. Check and Release Payroll DataBefore the actual payroll run, your provider will check the transferred data and add any additionally requireddata that is not maintained in your ByDesign system, for example in the US, Garnishments. If no errors arefound and the preliminary payroll results show no abnormalities, the final payroll run is executed by yourprovider.

If the provider discovers errors in the transferred data, you need to correct these in the ByDesignsystem. After correction, you must create and check another payroll snapshot for the period. Youthen need to regenerate the XML/excel-based payroll data file(s), perform a download and re-sendto your provider.

6. Payroll Run by Payroll ProviderThe provider performs the payroll run in the provider payroll system and pays the employees. In addition, theprovider performs all legal reporting and payments and third-party remittances, according to the agreementsyou have in place with your provider.

7. Accessing, Processing and Transferring General Ledger DataWhen the payroll is completed, your provider makes the payroll results available to you. As the payrolladministrator, you then manually transfer the relevant payroll results to cost centers and ensure your financialaccountant is informed.You can use a specially-designed excel template to upload your payroll results to accounting. For moreinformation, see: Posting of Payroll Results Using Excel Upload [page 150].

8. Closing the Payroll PeriodWhen the payroll run is completed, you must close the payroll period in the ByDesign system. This ensuresthat your system is prepared for the next payroll period. In addition, you may also need to close the payrollperiod in the payroll provider system according to any workflow agreements in place with your provider.


Alternatively, you can first close the payroll period and then perform transfer of General Ledger data.

See AlsoWorking with Snapshots [page 163]Creating a Payroll XML Data File [page 393]

6.2 Work View

6.2.1 Quick Guide for Work (in Payroll Processing)

In the Work view within the Payroll Processing work center, you can view a list of all your open tasks and payroll workitems assigned to you. In addition, you can see all success and error messages from payroll snapshot creation thatare displayed as tasks in the work list.


Tasks

Monitoring Your Work1. From the Show drop-down list, you can select a set of work items to view and to process,

for example open tasks, open payroll run tasks or open send payroll data tasks.2. From the Group By drop-down list, you can group work items by specified criteria, such

as Due Date.



click New and choose the relevant option.


Payroll Processing

● For information about tasks, notifications, and alerts, see Working with Tasks,Notifications, and Alerts.

● For information about clarification requests, see Working With Clarification Requests. ● To export business data to Microsoft Excel®, click Export and choose To Microsoft





6.3.1 Quick Guide for Regular Tasks (in Payroll Processing)

In the Regular Tasks view of the Payroll Processing work center, you can create and edit payroll periods for all payrollgroups, set the current payroll period, and synchronize employee data between your ByDesign system and thepayroll provider system. You can also cleanup your existing payroll processing by removing invalid ones.

Business Background


Business Scenario: Payroll ServicesThe business scenario Payroll Services is designed to efficiently support the payroll process with an external payrollsystem. Payroll Services combines the advantages of an internal payroll - transparency and monitoring andcontrolling – with the advantages of an outsourced payroll - lower costs, higher efficiency and lower risk of liability.In the BPO scenario of Payroll Services, the payroll provider takes care of tax calculations and remittance, and heinitiates the salary payments to employees which extremely reduces your administrative costs. has started.On the other hand, Payroll Services provides you with a preview of all payroll input data to validate and correct thedata when necessary, so that you have full control over the payroll before the payroll calculationFor more information, see Payroll Services.


Tasks

Set Current Payroll Period1. Choose Regular Tasks Set Current Payroll Period .

Here you select the payroll period for which you wish to start payroll processingin the ByDesign system. This is normally a one-time activity performed when youstart to run payroll.

2. Determine the payroll period you want to set as the current (first) period by enteringthe relevant Process ID. Click the Open Selection Dialog icon and select the line in thetable containing your required process ID.The system then takes over your chosen process ID into the Process ID field.


Result: The payroll period you selected is saved as the current payroll period.

Maintain Payroll PeriodsYou can add or delete a payroll period in this view.For information about this task, see here [page 159].

Synchronize Employee DataYou may need to synchronize employee data held in your ByDesign system with data storedin your payroll provider's (vendor) systems. You can use the Synchronize Employee Data taskwithin this view to generate a file containing all employee master data such as name, address,regular rate of pay and so on.

Adjust XSLT Conversion RulesWhen running file-based payroll processing with an outsourced payroll provider, you producean XML data file (or files in US processing) comprising the employee master data and thepayroll transaction data contained in a payroll snapshot. After downloading this file from theByDesign system, you then transmit it to your payroll provider for processing. In default file-based processing, when you create a new payroll data file, a standard XML output file isproduced in the system. The standard XSLT conversion of the payroll data file is a SAP-proposed selection of the generated payroll data. However, you can also generate a secondoutput (target) payroll data file in an amended XML format or an excel-based format usingXSLT conversion templates pre-delivered by SAP.You can manage the pre-delivered XSLT conversion templates and upload your own templatesto the ByDesign system in this view.For information about this task, see here [page 160].

Cleanup Invalid Payroll ProcessesInvalid payroll processes may exist in your ByDesign system if you previously scoped payrollto run with 'automated data exchange', created some payroll processes using this automaticprocess and then later switched to 'manual file download' payroll processing. These invalidpayroll processes are highlighted in this view and must be removed. To do this, simply selectone invalid payroll process as indicated in the 'Invalid' column and click


Payroll Processing

Cleanup Invalid Payroll Processes . This action removes all invalid payroll processes and nofurther steps are required.

6.3.2 Maintain Payroll Periods

OverviewIn the Regular Tasks view for Payroll Processing, you can add or delete a payroll period. To add a payroll period, followthe steps outlined below.

PrerequisitesYou must have already maintained your required payroll periods within the fine-tuning phase of BusinessConfiguration.

Procedure1. Click Maintain Payroll Periods and on the following screen click Add Row .2. Enter the Payroll Period ID at Payroll Provider.

This is the unique identifier of the payroll period at the payroll provider. This ID must comply with therequirements of the provider. This ensures the provider can identify the payroll period properly.

3. Enter additional details, such as the country for which the payroll period is relevant, and the start and enddate of the payroll period.

You do not need to enter a Process ID. Once you have added a payroll period, the system provides thisID automatically.

4. Set period as current.The first payroll period entered is automatically set as the current payroll period. However, you can changethis setting. Click Set Current Payroll Period in the Regular Tasks view to set any other payroll period as thecurrent one.

To delete a payroll period, select the desired period and click Delete. However, you cannot delete apayroll period once it has been closed.

ResultYou have added or deleted a payroll period and selected a payroll period as the current period for payroll processing.


6.3.3 Adjust XSLT Conversion Rules (Managing your XSLTConversion Templates)

OverviewWhen running file-based payroll processing with an outsourced payroll provider, you produce XML file datacomprising employee master data and payroll transaction data contained in a payroll snapshot. After downloadingthis file from the ByDesign system, you then transmit it to your payroll provider for processing. In default file-basedprocessing, when you create a new payroll data file, a standard XML output file is produced in the system. Thestandard XSLT conversion of the payroll data file is a SAP-proposed selection of the generated payroll data.For a detailed description of the format of the standard XML output files for US and Germany, see:

● Payroll Processing Germany: Payroll XML File Specifications [page 275] ● Payroll Processing US: Payroll XML File Specifications [page 351]

Under See Also, you can find links to documents describing the standard XML output files for countriesother than the US and Germany.

However, you can also generate a second output (target) payroll data file in an amended XML format or an excel-based format using standard XSLT conversion templates pre-delivered by SAP. The Adjust Conversion Rules activitywithin the Regular Tasks view of the Payroll Processing work center allows you to manage your XSLT templates:existing SAP-delivered XSLT conversion templates can be viewed, checked, downloaded, replaced, or removed. NewXSLT files amended to suit your particular payroll requirements can also be added and checked, giving you greaterflexibility in managing your payroll processing with an external payroll provider.In a further step, you can also convert the excel file into, for example, a CSV file on your local system if required byyour payroll provider.In short, this activity allows you to manage the list of active XSLT conversion templates that are applied during theCreate Data File step of the payroll process.

● Changes made to the XSLT conversion templates affect all active payroll groups for the countryyou have selected in this activity.

● If you have produced XSLT conversion templates for payroll processing in previous ByDesignFeature Packs, you cannot upload them for use in Feature Pack 3.5 as they will not be compatiblewith this release and an error will occur.

Prerequisites



File-based payroll processing is activated in your solution configuration. To find this business option, go to theBusiness Configuration work center and choose the Implementation Projects view. Select your implementationproject and click Edit Project Scope . In the Scoping step of the project, ensure that Payroll is selected within HumanResources.


Payroll Processing

In the Questions step, expand the Human Resources scoping element and select Payroll. Select Payroll Processingand Payroll Integration and ensure that file-based payroll processing is activated for the country in which yourcompany operates

XSLT Conversion TemplatesThe existing SAP-delivered XSLT conversion template(s) are uploaded into the Conversion Rules list in this quickactivity. For customers, these templates are available from your SAP account manager or implementation projectmanager. Additionally, all XSLT conversion templates available in this view must have been previously syntax-checked and activated.

SAP Employees and Partners can download these SAP-delivered XSLT templates directly from the SAPBusiness Center for On-Demand Solutions. After logging in, choose: SAP Business ByDesign thenCommunity, and click Wiki Info Exchange. Under Solution Scope Information, click ApplicationInformation and then Human Resources Management, and scroll down to find the topic Converting PayrollXML Data to Microsoft Excel® . Choose your ByDesign Feature Pack to access a dedicated page for downloadincluding overview and prerequisites information.

Payroll ProviderAgreement with your payroll provider is in place regarding the exact payroll data required by the provider, and theformat of the data. This will provide the basis for the XSLT conversion rules you set up in your own templates if youdo not wish to use the SAP standard XSLT conversion template.

Procedure1. In the Payroll Processing Regular Tasks view, click Adjust Conversion Rules.2. In the Adjust Conversion Rules quick activity, select your country using the drop-down list on the Country

field. (Only the countries you have included in your solution scope will be available for selection.)The system then displays the currently-implemented XSLT files in the Conversion Rules list.

For US payroll processing only, two XSLT conversion templates are required in the system anddisplayed in this view: for employee master data and pay data respectively. These templates workconsecutively in the background to produce two separate XML or excel-based output files.

3. Select an XSLT conversion template from the list and choose the appropriate button to maintain it: remove/replace existing templates or download them to your local system for viewing or updating. You can also addyour own XSLT conversion templates into the list and run checks on your existing templates.Adding an XSLT File

a. Click Add and click Browse . Select your XSLT conversion template and maintain a DocumentTitle. Add optional comments as required. (You can also add comments after upload in the Detailssection.)

b. Click OK . The system now runs a syntax check on your selected template and uploads it into theConversion Rules list. If the check produces no errors, the Status icon for the template is green and itis activated in the system. If errors are detected, the icon is red and error messages are displayed inthe message region at the bottom of the screen.

c. Choose the format of the target (output) payroll data file in the Target File Format field. Two optionsare possible: ● Convert XML payroll data to an excel-based format


The default setting for this field, Microsoft Office Excel-Sheet, results in the creation of the defaultXML output file and an excel-based file. The excel file contains only the payroll data you require,determined by the rules set up in the XSLT conversion template(s) you implement in this activity.For example, you determine in the XSLT conversion process that the gender code for an employeeis converted into word form.

● Convert XML payroll data to a modified XML formatIf you choose XML File, the system creates the default XML output file and an amended XML file,the latter containing only your required payroll data, in XML format, determined by the rules setup in the XSLT conversion template(s) you implement in this activity. For example, you determinein the XSLT conversion process that the value Separated (marital status) is converted into thevalue Single.

d. Click Save .

Removing an XSLT Filea. Select an existing template from the Conversion Rules list and click Remove .b. Click Save .

The template is now removed from your ByDesign system and will not be applied during the createdata file process.

Replacing an XSLT Filea. Select an existing template from the Conversion Rules list and click Replace .b. Click Browse and select the replacement XSLT conversion template. Add optional comments as

required.c. Click OK . The system now runs a syntax check on your replacement template, uploads it into the

Conversion Rules list and removes the original template from the list. The check procedure is exactlythe same as when you add a new template. The replacement file retains the Document Title of thetemplate you have replaced.

d. Click Save .

Downloading an XSLT Filea. Select an existing template from the Conversion Rules list and click Download .

The File Name of the template you wish to download appears in the Action Dialog box.b. Click Download and provide a file name and location where you wish to save the template. Click

Save in the Save as dialog box.The Action Dialog box now reappears with your entered file name in the File field.

c. Click OK to download the template to your chosen location.

Checking an XSLT FileSelect an existing template from the Conversion Rules list and click Check . The system now performs asyntax check on the selected file. If the check produces no errors, the Status icon for the template is greenand it is activated in the system. If errors are detected, the icon is red and error messages are displayed inthe message region at the bottom of the screen.This function is also helpful to manually reproduce error messages when you are correcting errors in yourexisting or newly-updated templates.


Payroll Processing

Each active (indicated by a green Status icon) XSLT conversion template is applied during data filecreation. This means that each active XSLT template in the Conversion Rules list will generate itsown output file. For example, you currently have 3 activated templates in the list and you have setthe Target File Format field to Microsoft Office Excel-Sheet. If you now create a new data file for agiven payroll group, the system will produce four output files: the default XML file and three excel-based files.

ResultYou have successfully amended your existing XSLT conversion template(s), or replaced them with your own versionsadapted for your particular payroll process and requirements of your payroll processor. The Conversion Rules listnow contains all conversion templates which will be applied during the Create Data File step of the payroll process.

New payroll developments or enhancements may require you to replace your existing XML or XSLT templatefiles. The process for this replacement differs as follows:

● XML files will be replaced automatically in a dedicated software update by SAP ● You must manually replace XSLT conversion templates. Navigate to the SAP Business Center for On-

Demand Solutions location specified in this document and download the newest version of thetemplate. You then replace the file(s) using the Payroll regular task Adjust Conversion Rules.

See AlsoFile-Based Payroll Processing with an Outsourced Payroll Provider [page 152]Creating a Payroll XML Data File [page 393]Payroll Processing China: Payroll XML File Specification [page 222]Payroll Processing France: Payroll XML File Specifications [page 238]Payroll Processing GB: Payroll XML File Specifications [page 257]Payroll Processing India: Payroll XML File Specifications [page 307]Payroll Processing Switzerland: Payroll XML File Specifications [page 333]Payroll Processing Austria: Payroll XML File Specifications [page 191]Payroll Processing Canada: Payroll XML File Specifications [page 206]

6.4 Payroll Run View


6.4.1.1 Working with Snapshots

OverviewFor every payroll cycle you need to create a snapshot of the payroll data of each payroll group for which you want torun the payroll. The snapshot automatically gathers the relevant information of all employees included in the payroll


group. The payroll run then is based on the status of the payroll data reflected in the snapshot. You can check theSnapshot Status of any employee’s payroll data record in the system and update a snapshot to take up the datachanges you made correcting an employee’s files. You can also manually exclude or include any record when youupdate a snapshot.

FeaturesFrom the snapshot, payroll data files are generated which comply to the requirements of the payroll provider whoseservices you are using. The files are transmitted to the payroll provider for processing the payroll. Therefore, youmust review each snapshot to ensure all data records included are free from error. Use the Snapshot and theSnapshot Details editor to review snapshots. In case of errors, which you correct in the personnel, time, orcompensation files, you have to update the snapshot.The main tasks when working with snapshots are described below:

Creating a SnapshotYou create a payroll data snapshot for a selected payroll group in the Payroll Run view.

When you generate a snapshot for the very first time in the system, it will include data that already residesin your ByDesign system. It is possible that this existing data may overwrite any new data related to thecurrent payroll period if collected in this initial snapshot. To avoid this potential overwrite, it isrecommended you process an "initial" payroll period that is at least one payroll period prior to your firstproductive payroll period. The snapshot you generate in the “initial” payroll period must not be sent toyour payroll provider as it is assumed the provider already holds this data. Once the “initial” payroll periodis closed, only changed data will be extracted into the snapshot from that point on.

Checking ErrorsUse the link View Payroll Process Data to review the Snapshot Status of any employee’s payroll data record that iscontained in a selected snapshot. If there are errors you have to correct them in the according personnel, time, orcompensation files of the employee. By default, all records that are free from errors in the existing snapshot havethe status Excluded. That means the records are not updated when you update the snapshot. In contrast, recordswith errors have the status Included, so that they are selected when you update the snapshot – after you havecorrected the errors. However, you can manually include or exclude any record as needed.For a selected snapshot the Snapshot Details editor shows all employees to be processed in the given payroll period.The list of records is generated according to the payroll group for which you created the snapshot. By default thelist of all employees included is shown. You can check specifically for newly-hired or transferred employees, or foremployees affected by termination and dismissal. Use the Snapshot Details editor to open the personnel, time, orcompensation files if there are errors to be corrected, or if you need to verify information.

Updating a SnapshotFrom the Payroll Run view you can update a selected snapshot. In addition, you can use the Snapshot Details editorto update a selected snapshot.

1. Select the payroll group for which you want to update the snapshot, then click Update Snapshot to open theUpdate Snapshot editor



Payroll Processing

By default, all employee payroll data records free from errors in the preceding snapshot have thestatus Exclude. The idea is that error-free employees shall not be affected by Updating the snapshot.If you wish to update records for an error–free employee, you must manually include employeerecords for the update run.

3. Click Update Snapshot to update all records with status Included.

Result: The snapshot is updated and the payroll data for all employee records with status Included is now updated.

Creating Data File or Sending DataOnce a snapshot is reviewed and free from errors, you are ready to transmit the payroll data to the payroll provider.Depending on the type of communication, you either create data files which you upload to the provider system oryou transmit the payroll data directly. Both, the Create Data File editor and the Send Data editor, list the payroll datarecords contained in the snapshot. By default, all records free from errors have the status Included. Recordscontaining errors have the status Excluded. However, you can manually include or exclude any record when youcreate the payroll data files or when you send the payroll data.

ConstraintsYou cannot directly edit employee payroll data in the Snapshot Details editor, or in the Update Snapshot editor. Youmust navigate to the personnel, time, and compensation files and make the necessary changes there.

6.4.1.2 Payroll Process Data Subview

OverviewThis subview within the Payroll Processing Payroll Run view allows you to check the payroll snapshot data for thecurrent payroll period and correct any errors before transmission of this data to the payroll provider.

PrerequisitesThe payroll snapshot is already generated for the relevant payroll period.

You can access the payroll snapshot from two locations in the system:1. Open the Snapshot Created Without Errors task in the Payroll Processing Work view.2. Click the View Payroll Process Data link in the Payroll Processing Payroll Run view.

Main TasksThe payroll snapshot process data available in this sub view and the tasks you are able to perform using this functionare described below. The subview is divided into two main tabs:

General General summarizes totals for the payroll group. A count of employees by snapshot status and administrativecategory is shown. A count is also provided for each main Employee Life Cycle [page 18] event that is included,such as a new hire or transfer. The payment amounts and hours for the current snapshot are sub-totalled by


compensation component. In addition, the same information is provided for the previous payroll period, so you canquickly compare the current period against the previous results to check for any potential errors.

Employee Data Employee Data consists of the following six second-level tabs:

● All Employees Lists all employees included in the payroll snapshot along with any errors generated by the system duringsnapshot creation. Stoplight indicators allow you to quickly identify issues with an employee in the snapshot.Use this view to navigate from an error message to the relevant employee file, where you can view the originalemployee master data and correct the error as required.

If you have changed the Employee ID at the Payroll Provider for any employee contained in thesnapshot, where that employee already exists (is replicated) in the provider system, an errormessage is generated by a consistency check and displayed in this subview: Emp. ID at providerchanged after replication to provider system.

● Data Changes The Data Changes tab provides a listing of changes that were made to employee's master data within thepayroll group since the last payroll period. Changes are grouped by type. For each employee listed, a summaryof the change is provided. This subview also allows the user to navigate to an employee's file for more detailedinformation regarding the change.

● Earnings Review the expected gross payment hours and amounts, by employee and compensation component

● Deductions All deductions made from the employees pay in the current payroll period are displayed, including the relevantCompensation Component and Provider Pay Type

● Absences All employee absences in the current payroll period are displayed, including the relevant Employee TimeType and Provider Time Type

● Travel ExpensesAll payments for travel expenses made to the employee in the current payroll period are displayed, includingthe relevant Expense Report ID and Expense Group

Using this SubviewThree simple use cases are described below, to illustrate how the functions delivered in this subview can be used foryour payroll processing:

a. There are a number of employees in error in the snapshot? How do I find out who these employees are andsee more details on the errors?Open Employee Data to identify those employees with a red snapshot status and view details of the errorsfor these employees. For each individual error, use the information provided in the column Error Location tonavigate to the erroneous employee data and make the required corrections.

b. There is a noticeable discrepancy between the total regular pay for this payroll period compared with theprevious payroll period. How can I determine what caused this discrepancy?Click Earnings and select each employee individually to check if all employees have complete time (andother payroll-relevant data) for the current payroll period.

c. How do I verify that a deduction change an employee requested is included in the payroll snapshot?Click Data Changes , filter for the employee concerned, and check whether this change is amongst the changeslisted.


Payroll Processing

Example

After a payroll snapshot has been created for the current payroll period, Oliver Adams (payrolladministrator) opens the Payroll Process Data subview to verify employee information is error-free andthe overall payroll period total is within an acceptable tolerance range. Oliver notices, however, that thecount of Employees with Errors is not zero and the payroll group period total is USD10,000 less for regularpay compared with the previous period. He therefore uses the functions available in this subview toinvestigate further and make the necessary corrections to employee data for this payroll period.Firstly, Oliver clicks All Employees to identify those employees with a red snapshot status and see detailsof the error(s) per employee. He sees an employee has an error in a bank routing ID on a further payment.The Error Location information shows this is associated with Personnel Administration, and he clicks

Open Personnel File to edit the employee's personnel file. Here, Oliver navigates to the PaymentAssignment tab and corrects the bank routing ID. After he has made the correction and saved the changeddata, the system returns to the Payroll Process Data subview, where he continues to correct all remainingerrors in the employee data.Secondly, Oliver checks why the regular payroll period total is less than expected, as compared with theprevious period. To do this he clicks Earnings and selects each employee to identify if any employeeseither have no time data for the current payroll period or some missing time entries. Oliver discovers thatall employees in the same department are missing their time data, and therefore chooses

Open Time File for each affected employee and enters this missing payroll-relevant data.In addition, Oliver was notified of a change to an employee's donation deduction amount. To check thischange was made, he clicks Data Changes , filters the list to select the employee, and checks whetherthis change is amongst the compensation changes listed. To ensure the change was made according tothe employee's notification, Oliver also chooses Open Compensation File to check the deduction amountis correct. He notices the amount is not what the employee had requested and therefore makes thenecessary change in the employee's Compensation File and saves the data. When Oliver closes the file,the system returns to the Payroll Process Data subview.After performing all the activities described above, Oliver now creates a new payroll snapshot for theemployees whose data has been updated. He chooses Update Snapshot in the Payroll Process Datasubview and verifies the data is now correct. In a final step, Oliver chooses Create Data File in this viewto produce a new file for transmission to the payroll provider.

See AlsoWorking with Snapshots [page 163]Resolving Employee Data Errors in File-Based Payroll Processing [page 170]

6.4.1.3 Using the Payroll Application Log

OverviewAs a payroll administrator, certain discrete steps of any payroll process you initiate are performed by the system inthe background. These are known as Mass Data Runs (MDRs): upon which the payroll process is based.Generic Overview & Mass Data RunsMass data runs (MDRs) are created and scheduled in views by users, and executed by the system. Within the viewfrom which the process is started, the user receives no direct feedback except the success status of the process.


You can check the results of any finished MDR in the application log once the run is finished. This log allows you toretrace the process steps and verify any errors, warnings and messages. Messages within the application log detailbusiness-specific information about the run start and finish times, the process steps involved and the success ofthose steps, and messages detailing the results. Each execution of a mass data run generates an application log witha unique Application Log ID. Once log items are posted to the application log, they cannot be deleted or updated bya user. Some application logs, if there is no legal requirement for them to be retained, are deleted automaticallyaccording to rules defined within the system.Payroll SpecificsAs a payroll administrator, certain discrete steps of any payroll process you initiate are performed by the system inthe background. These are:

● Data preparation* ● Consistency check* ● Data replication / data file creation ● Close pay period

*These two steps are combined into the Create Snapshot and Update Snapshot activities, accessed from within thePayroll Processing Payroll Run view.For the manual steps not executed in the background, an MDR object is not used and therefore there is no applicationlog. For each individual background payroll process step, employee-specific data is processed for all the employeeswho belong to a particular payroll process. The advantage of running the payroll in the background and is that yoursystem is not blocked while the payroll is running. You can initiate a payroll run for your employees which runs in thebackground and continue with your other tasks. Once a discrete step in the overall payroll process is finished, afollow-on task is created for you in the Payroll Processing Work view. This informs you about the status of the currentpayroll process step and indicates the next task to be performed.The application log provides you with more details of each discreet payroll process step executed in the background.Without this log, there is no direct way for you to know what has happened during the execution of the process stepin question or check potential errors. The log thus enables you to quickly see the results of the background payrollprocess steps, providing a read-only display of data derived from the current payroll process step. You cannotperform any payroll activities from the log itself. Instead, you must open the associated task in the Work view and,in the case of an error, navigate to the work center location where the error(s) must be corrected. For errors listedin the log where no associated Business Task Management (BTM) task is addressed to the authorized administrator,you must restart the payroll process step in question. If the error still persists, you must report an incident to obtainfurther support.

Each instance of the application log consists of three different sections that group the messages posted tothe log itself:

● Overview: Displays an aggregation of the payroll step data collected in the Results section ● Settings: Contains information on the parameters and settings of the business objects in the backend

system: log parameters (MDR execution parameters), selection criteria used to create the log data(execute the MDR), and any relevant data derived from configuration settings.

● Results: Provides detailed information and status of the payroll process step, including any errormessages generated during execution.

FeaturesThe main sections in the application log are described below. You can export the log messages to excel format fromany of these sections:


Payroll Processing

OverviewThis summary section provides an overall status for the payroll process step and shows also the number ofemployees processed successfully in the payroll step and the number of employees with errors and or warnings.You can also see the initiator of the process step and the start/end times. The Summarizing Messages area providesfurther message information and individual statuses per message. The messages provide a summary of the typesof business documents that were triggered during the run execution, and the resulting status of those actions. Themessage status is indicated by a traffic light icon: green for success, yellow for a warning, and red for an error.

SettingsThis section displays the relevant parameter (payroll process step type code) used in the execution of the step. Thisparameter specifies the precise step of payroll process which the background MDR is executing. For example, aconsistency check, data replication or a clean-up step. You can review these settings to ensure that the run includedall the business objects you intended. You can also view the employee selection criteria used for processing thispayroll step. The selection criteria is the Payroll Process ID.

Details (Generic Information)The Results view contains a comprehensive list of all the messages and their statuses collected during the mass datarun or process. Each message contains information about an action that was performed, and the message statustraffic light icon indicates whether the action was successful or not. Depending on the mass data run, you may beable to drill down to detailed information about each process step, for example, the business document IDs andcomponents. You can use these messages to identify the cause of a specific error in the run that you may be able toact upon.

Details (Payroll Specifics)Under Execution details, you can view a complete list of employee ID numbers together with an execution status foreach employee included in this payroll process step. Again, execution status is denoted by traffic lights.

Creating the Payroll Snapshot, Correcting Employee Errors and Checking Final Results using theApplication Log

1. As payroll administrator, Oliver Adams initiates the creation of the payroll snapshot for employeepayroll group AK3, representing monthly salaried employees of Akron Heating at the USheadquarters. The snapshot is created with a number of errors. Oliver is alerted to the outcome ofthis snapshot creation by the business task Snapshot Created with Errors in the Payroll ProcessingWork view.

2. Oliver opens the task and navigates to the payroll files of the employees with errors and correctsthe master data in error.

3. In the Payroll Run view, Oliver regenerates the snapshot and opens the application log to check theresults of the regenerated snapshot.

4. As the log confirms all employees are included in the snapshot without error, Oliver initiates thenext payroll process step. This is the creation of the payroll data file, which is subsequently sentto the payroll provider.


If any given payroll step is performed correctly, the next step in payroll process is initiated automatically.Where no errors occur, there is no need to check the application log.Errors in the log are not the same as errors generated when running the application itself. Application logerrors are technical errors such as an error in action execution, where a node ID of a business object in thesystem is invalid, a business object node is locked, or some other problem with technical parameters. In allcases where such technical errors are raised, the particular payroll step is cancelled by the MDR and you,as payroll administrator, receive a business task to inform you of the error and allow you to correct it.In contrast, a consistency check error is an application-specific error and not a technical error. In this case,the action performed during the payroll process step and subsequent save has been performed correctlyand all associated entries in the application log will have a green indicator. These application errors are thusnot displayed in the log. The log displays only technical errors. Separate business tasks are addressed tothe authorized administrator when application-data-specific errors are raised by the system

See AlsoMass Data Runs (MDR)Business Task Management

6.4.1.4 Resolving Employee Data Errors in File-Based PayrollProcessing

OverviewAccuracy and completeness of employee data is a critical component of the overall payroll process in SAP BusinessByDesign. As ByDesign is the system of record for both employee master data and pay data, errors in this data mustbe resolved in the ByDesign system before the data is transmitted to the payroll provider. As the payrolladministrator, you can use the tools and business tasks provided within the Human Resources work centers to accessand correct employee data errors. This document provides more information on errors that may occur using file-based payroll processing and guidance on how you can address such errors.

For more information on file-based payroll processing in the ByDesign system, see here [page 152].

Prerequisites



Your ByDesign system must be configured for payroll processing using a file-based download process for yourselected country . To find this business option, go to the Business Configuration work center and choose theImplementation Projects view. Select your implementation project and click Edit Project Scope . In the Scoping stepof the project, ensure that Payroll is selected within Human Resources.In the Questions step, expand the Human Resources scoping element and select Payroll. Select Payroll Integrationand answer the questions related to your preferred payroll integration for your country of choice.


Payroll Processing

FeaturesThe following sections describe the most common errors that may occur during file-based payroll processing in theByDesign system:

1. Errors when Creating or Updating the Payroll SnapshotThe payroll snapshot collects all employee payroll data for the selected payroll group and payroll period, and preparesit for processing by your payroll provider. As the Payroll Administrator, you execute the snapshot creation processin the Payroll Processing Payroll Run view. If data errors are encountered during snapshot creation, business tasksare generated in the Payroll Processing Work view. You can resolve these errors by addressing the tasks created bythe ByDesign system. An overview of snapshot error tasks is provided below:

● Error in Personnel Administration DataData provided to Payroll Processing from Personnel Administration (PA) may contain errors which aredetected during creation of the snapshot.The following list provides examples of the data required in the snapshot that the system checks is providedby PA: ○ Permanent Establishment ○ Cost Center ○ Birth Date ○ Nationality ○ Bank Account Number and Bank Routing Number for Main Payment ○ Bank Account Number and Bank Routing Number for Further Payment ○ Start date for employee is the start of the month ○ Hire date for employee is consistent with other key dates, such as Work Agreement start date and Birth

Date. ○ Employee marital status code ○ Employee gender code ○ Employee private Address for current payroll period


There are also US- and German-specific checks made by the system on the incoming data supplied byPersonnel Administration:US-Specific Checks

● Employee Social Security Number ● Work state for current payroll period ● Unemployment state for current payroll period ● Address state (region code) for current payroll period ● Federal Employer Identification Number ● Employee Federal Tax Arrangement data ● Payroll-provider-specific ID for Tax Authority (with internal ID) ● Note to payee contains payment information ● Payment method for Main Payment ● Payment method for Further Payment

German-Specific Checks ● Form-of-Address for Employee ● Social Insurance Fund Head Office ID ● Additional Social Insurance Fund Head Office ID ● Employee Social Insurance data ● Statutory Insurance data ● Tax card details ● Supplementary tax details

A business task is created in this situation to allow you to correct these Personnel Administration input errors.For more information, see Solve Error in Personnel Administration Data for Payroll Group < > and PayrollPeriod < >.

● Error in Time Administration DataData provided to Payroll Processing from Time Administration may contain errors which are detected duringcreation of the snapshot. For example, the system checks if average working time values for the payroll periodhave been supplied.A business task is created in this situation to allow you to correct these errors. For more information, seeSolve Error in Time and Labor Data for Payroll Group < > and Payroll Period < >

● Error in Compensation DataData provided to Payroll Processing from Compensation may contain errors which are detected duringcreation of the snapshot. For example, the system checks if the compensation components supplied areconsistent with payroll data for the employee, all required compensation component IDs are supplied, andall components have a corresponding amount for inclusion in payroll.A business task is created in this situation to allow you to correct these errors. For more information, seeSolve Error in Compensation Data for Payroll Group < > and Payroll Period < >.

● Snapshot Create/Update Error (Business Data)Consistency checks on the snapshot data can result in detection of errors. In this situation, the snapshot iscreated but a number of errors exist which you as payroll administrator must correct before creating thepayroll data file.For more information see: Snapshot Created with Errors for Payroll Group < > and Payroll Period < >.

● Snapshot Error (Technical)


Payroll Processing

A snapshot may for technical reasons not be created or re-created successfully and this task is generatedwhen the snapshot generation process is terminated by the ByDesign system. For more information see:Snapshot Creation Error for Payroll Group < > and Payroll Period < >.

2. Errors when Creating the Payroll XML Data FileIf an error occurs during the creation of payroll XML data files (for technical reasons), a business task is generatedby the ByDesign system to inform you as payroll administrator that you must raise an incident to obtain help fromSAP specialists.For more information see Error in Creating Data Files for Payroll Group < > and Payroll Period < >.

3. Errors Resolved by Synchronizing Data in the ByDesign and Payroll Provider SystemsIf you cannot find or resolve errors in the payroll process, you can perform manual synchronization of all data in theByDesign and payroll provider systems in the Payroll Processing Regular Tasks view. Synchronization of data is alast resort before reporting an incident to obtain support from SAP.

See AlsoSolve a Problem or Report an Incident

6.4.1.5 Expense Report Notification to Payroll Processing

OverviewEmployees generate expenses as part of their daily work, some of which are reimbursed by the company. Somereimbursement payments made to employees for expenses they personally incurred on behalf of the company aresubject to tax. Information on the expense payment calculation made in Expense & Reimbursement Management(ERM) must be sent to Payroll Processing to ensure that all tax-relevant expense data is reported to the appropriatetax authorities for the employee concerned, and the correct expense-related tax is deducted from the employeewhere necessary.The notification of payroll-relevant expense data made from ERM to Payroll Processing exists in two distinct forms:

● Notifying Payroll Processing About Expense Report Settlement Results ● Notifying Payroll Processing About the Cancellation of Expense Report Settlement Results

RelevanceThe transmission of expense-related tax data from Expense & Reimbursement Management to Payroll Processingis relevant for all countries in which the calculation and payment of expenses to employees is made outside of payroll,but where:

● There is a requirement to report expense data to the tax authorities ● Tax is due on a proportion of the expenses paid that must be processed through Payroll.


For Germany only, one of the following four models can be applied for the handling of expenses and taxation.The data sent to Payroll Processing from Expense & Reimbursement Management allows for the correctcalculation of tax in each of the following models:

1. Employee receives only statutory per diem expenses: EUR 24.00. No tax is due, but information issent to payroll for reporting purposes.

2. Employee receives top-up expenses from employer, above the statutory rate. The taxable portionnotified to Payroll Processing represents the delta between the statutory reimbursement rate andthe company-specific reimbursement rate.Payroll calculates the tax due based on this delta amount, with the actual expenses-related tax paidby the employee depending on his or her progressive tax rate.

3. Employee receives top-up expenses from employer, above the statutory rate. The employee optsfor a flat-rate (Pauschal) agreement and pays a fixed rate of 25% tax on the delta amount describedabove.

4. Employee receives top-up expenses from employer, above the statutory rate. An employer flat-rateagreement operates, where the company pays a flat rate of 25% on this delta amount.

PrerequisitesThe interaction between Expense & Reimbursement Management and Payroll Processing is automatically activatedin scoping when Financials and Human Resources with Payroll Processing are selected.If Payroll Processing is not implemented in SAP ByDesign, a report must be run to list the payroll-relevant tax datafrom ERM which needs to be entered in Payroll in a manual operation.



The interaction between Expense & Reimbursement Management and Payroll Processing is activated in yoursolution configuration. To find the business options involved, go to the Business Configuration work center andchoose the Implementation Projects view. Select your implementation project and click Edit Project Scope . In theScoping step of the project, ensure that Expense & Reimbursement Management is selected within Cash FlowManagement and Payroll Processing is selected within Human Resources.

Process Flow

Notifying Payroll Processing about Expense Report Settlement ResultsThe notification process is handled as follows:

1. An expense report is created by an employee using Employee Self-Service and subsequently assigned thestatus Approved by the responsible manager.

2. This triggers an automatic transfer from Expense & Reimbursement Management to Payroll Processing ofthe payroll-relevant tax data from the expense report, in the form of payroll expense group codes.

3. The employee’s payroll is run by the payroll provider which includes this expense-related data from ERM(converted to provider-specific pay types).

Result: All expense data is included in the data file sent to the payroll provider, ensuring that the tax calculation iscorrect.


Payroll Processing

Expense Payments to employees are made in Financials, not in Payroll Processing. The expense-relateddata received in Payroll from Expense & Reimbursement Management is required only as an element ofthe determination of the employee’s progressive tax rate, and for reporting purposes.

Notifying Payroll Processing about Cancellation of Expense Report Settlement ResultsThe cancellation notification is handled as follows:

1. A previously approved expense report is now assigned the status Canceled by the Expense Clerk.2. This triggers an automatic system notification from Expense & Reimbursement Management to Payroll

Processing informing that previously transmitted payroll-relevant expense tax data must be removed frompayroll.

3. A retrocalculation is performed by the payroll provider that reverses the previous expense-relatedcalculations in the provider's payroll system.

Result: All expense data previously included in the payroll run at the payroll provider and now cancelled in theByDesign system is removed.

See AlsoFile-Based Payroll Processing with an Outsourced Payroll Provider [page 152]

6.4.1.6 Transferring Payroll Results to Accounting

OverviewAccounting-relevant payroll results generated from a payroll run at the payroll provider must be manually posted toAccounting in the ByDesign system. Within this process, the payroll administrator ensures that the AccountingDepartment receives data in the correct format for posting and at the required granularity. This document describeshow the journal entry posting data generated from the payroll results are handled by the payroll administrator,uploaded into the General Ledger (GL), and posted to named GL accounts in the General Ledger work center.

Prerequisites ● You have installed the predefined SAP Microsoft Excel® add-in required to transfer payroll results to

Accounting. ● Your internet browser settings are correct. Process Flow (below) contains a link to more information on this

prerequisite. ● You have prepared the payroll results received from the payroll provider to ensure they completely match

the SAP Microsoft Excel® add-in template you will use for posting the payroll results in the General Ledgerwork center.In normal cases, the accounting-relevant payroll data in the payroll provider system is maintained in a differentformat than in the ByDesign system. Therefore, these data from the provider must be mapped to thecorresponding information in the ByDesign system. This is a prerequisite for Accounting purposes and forcorrect cost-center assignment.


Process Flow

Transfer of Accounting-Relevant Payroll Results to Accounting

1. The payroll provider runs payroll for the current payroll period, stores the payroll results in the providersystem, and generates a Microsoft Excel® file containing the accounting-relevant payroll results for the period.

2. The provider sends the excel file to the payroll administrator.3. As Payroll Administrator, you open the predefined excel template, log onto your ByDesign system via the

template, and fill the template with the payroll results data to be posted.Filling the excel template in this step maps the payroll results data from the payroll provider to the postingformats required by Accounting in the ByDesign system.

● The excel posting template is available in the General Ledger work center. In the Journal EntryVouchers view, click New , and choose Journal Entry Vouchers from Microsoft Excel®.

● Posting Payroll Results Using Excel Upload [page 150] provides you with additionalinformation on the main features of the ByDesign excel template, including an example.

4. The payroll administrator posts the payroll data in the General Ledger work center using the ByDesign Exceladd-in.

For more information on installing, setting up, and using this add-in excel template, see Upload aJournal Entry Voucher

All pay type data reflecting employee gross payroll results (salaries/wages, bonus payments, employer socialinsurance/other contributions, and so on) are posted against the corresponding cost centers as employerExpenses. All amounts to be transferred to the employee or deductions made from the employee (tax, socialsecurity/insurance, other items) are posted as Liabilities.

5. The ByDesign system then checks the correctness of the posting data, including ensuring that the sum of theexpenses is equal to the sum of the liabilities.

6. The Payroll Administrator informs the Accountant that the payroll results from the most recent payroll periodhave now been posted.

7. The Accountant checks and approves the posting, as appropriate.

Since the accountant makes the actual posting in GL, the required separation of duties between thepayroll administrator and the accountant is maintained.

Summary/Result: The payroll results from the payroll provider have been posted in General Ledger by the PayrollAdministrator, checked by the ByDesign system, and approved in Accounting.

Process VariantsDepending on your business sector, your location, and any local agreements in place with your payroll provider andyour Accounting Department, the transfer of payroll results may vary. Three examples of alternative processes fortransferring accounting-relevant payroll results from your payroll provider to Accounting are provided below:


Payroll Processing

● Example 1: The tax advisor (or payroll provider) running your payroll directly fills the excel postingtemplate and sends it to you as payroll administrator. You then make a final check of the databefore posting it to General Ledger and informing the Accountant.

● Example 2: As a payroll administrator running payroll in-house, you access your in-house payrollsystem, fill the excel file directly from the payroll results, and post the payroll results in GL.Alternatively, you send the excel file to Accounting for subsequent posting.

● Example 3: In its most basic form, the process consists of the payroll provider extracting theaccounting-relevant payroll results to an excel file and sending it to you as payroll administrator.You check the excel and forward it to Accounting for manual posting. Alternatively, the providersends the excel file directly to Accounting. In either case, the excel posting template is not usedand Accounting must ensure that the payroll results are mapped and posted to the correct GLaccounts.

6.4.1.7 Payroll Processing Australia: Payroll XML File Specifications

OverviewWhen running file-based payroll processing with an outsourced payroll provider, you produce XML file datacomprising employee master data and payroll transaction data contained in a payroll snapshot. After downloadingthis file from the ByDesign system, you then transmit it to your payroll provider for processing. In default file-basedprocessing, when you create a new payroll data file, a standard XML output file is produced in the system. Thestandard XSLT conversion of the payroll data file is a SAP-proposed selection of the generated payroll data.This document provides an overview of the contents of this standard XML file. It explains the structure and the keyemployee and pay data contained within the file, including cross-references to the XML tags and explanations of theinput options (per field), where relevant. Many technical fields are not described, as they typically are not referencedby payroll providers.You can also use SAP-delivered XSLT templates to convert the XML payroll data to an Excel format. For moreinformation on this process, see Adjust XSLT Conversion Rules.

SAP Employees and Partners can download these SAP-delivered XSLT templates directly from the SAPByDesign Business Center. After logging in, choose: Community then Wiki. In the Super Areas section of theWiki Info Exchange, click Human Resources Management and scroll down to the bottom of the page. UnderChild Pages double-click the Converting Payroll XML Data to Microsoft Excel in ByDesign Feature Pack 2.6 link.You can also download templates for earlier releases by opening the relevant child page under HumanResources Management.

2.0 XML File StructureThe XML file that you download from the ByDesign system is divided into two main sections:2.1 Header data2.2 Delta employee and pay data

2.1 Header DataThe section of data between the XML tags <message header> and </ message header> contains key header data,which includes fields such as:


● • <ID> : System-generated unique file identifier ● • <CreationDateTime> : File creation data

2.2 Delta Employee and Pay DataThe remainder of the XML file contains generic and employee-specific data for all employees, located between theXML tags <AU_EmployeePayrollInputCollection> and </AU_EmployeePayrollInputCollection>.In general, when the XML file is created by clicking Create Data File in the Payroll Processing Payroll Run view, onlythe delta payroll data are included in the file. That is, all new, changed or deleted employee or pay data entered sincethe creation of the file in the previous payroll period with an effective date falling within or prior to the current payperiod. There are a few exceptions to this rule:

1. Certain fields are always passed for employees who are currently active in payroll: ● Employee ID ● Employee’s Payroll Provider ID ● Hire Date/Rehire Date ● Administrative Category ● Work Agreement

2. When an employee transfers between payroll groups, all data for the employee is included in the XML file.3. In the Payroll Processing Regular Tasks view, if you select Synchronize Employee Data, an XML file is created

containing all employee data for the selected employees.

2.2.1 Generic DataThe first section of data between the tags <AU_EmployeePayrollInputCollection> and </AU_EmployeePayrollInputCollection> contains generic data relevant for all employees included in the XML file. Thisgeneric data comprises:

● <PayrollProcessID>: System-generated ID comprised of payroll group, country, payroll period and payrollyear

● <PayrollProcessPayrollProviderID>: Payroll Process ID entered in the Maintain Payroll Periods activity,located in the Regular Tasks view. Some payroll providers require a unique identifier to upload the file, whichwould be entered here.

2.2.2.1 General DataEach employee’s section begins with general data, comprised of object node and payroll process information:

● <ObjectNodeReference> : Contains system-generated ID’s and codes that are not relevant for the purposesof deciphering the file

● <AT_EmployeePayrollInput> : Provides generic data regarding payroll processing and simply repeats theinformation from section 2.2.1 of this document

2.2.2.2 Individual Employee DataFor each employee included in the file creation, the general data in 2.2.2.1 is followed by employee-specific data thatwas entered within an employee’s record or time sheet. The XML tag for the section is <EmployeeActionCode>.


Payroll Processing

Action codes are used within the XML file to identify how data should be treated. The following action codesare used:

● 04 - Save (create or change) ● 05 - Remove (delete if present) ● 06 - No action

The individual employee data is structured much like the SAP Business ByDesign screens, grouped by action codeand validity period. The three sequential examples below illustrate the XML data the first time it is entered into theSAP Business ByDesign system and after an employee changes her last name.

3.0 Employee-Specific Field MappingsData that is passed in the XML file for each employee is grouped into sections. The remainder of this documentprovides details for each of the data groups, including the location of the ByDesign field, the XML tag and the contentinformation.

3.1 Employee Identifiers from Personnel File

ByDesign Field XML Tag Content

Employee ID <EmployeeID> Type: Text, Length: 80

Graphic 5: Employee Identifiers from Payroll File

<Employee actionCode=”04”><UUID>00300571–d832–02dd-93cb-9924df8dc1ce</UUID><EmployeeID>50</EmployeeID>

3.2 Biographical Data from Personnel File


Gender <GenderCode> Type: Text, Length: 10 = Gender Not Known1 = Male2 = Female

Place of Birth <BirthPlaceName> Type: Text, Length: 40

Date of Birth <BirthDate> Type: Date, Format: YYYY-MM-DD

Marital Status <MaritalStatusCode> Type: Text, Length: 11 = Single2 = Married3 = Widowed4 = Divorced5 = Separated

Additional values may be added by customersusing the General Business Partnersfine- tuning activity in Business Configuration.


Nationality <NationalityCountryCode> Type: Text, Length: 2For example, AU is passed for Australia.

Title <FormOfAddressCode> Type: Text, Length: 40001 = Ms.0002 = Mr.


First Name <GivenName> Type: Text, Length: 40

Last Name <FamilyName> Type: Text, Length: 40

Academic Title <AcademicTitleCode> Type: Text, Length: 40001 = Dr0002 = Prof.0003 = Prof. Dr.0004 = B.A.0005 = MBA0006 = Ph. D.

Additional values may be addedby customers using theGeneral Business Partnersfine- tuning activity in Business Configuration.

3.3 Private Contact Data from Personnel File


Country Code <CountryCode> Type: Text, Length: 2For example, AU is passed for Australia

Postal Code <StreetPostalCode> Type: Text, Format: 99999-9999

City <CityName> Type: Text, Length: 40

P.O. Box <POBoxID> Type: Text, Length: 10

Street <StreetName> Type: Text, Length: 60

House Number <HouseID> Type: Text, Length: 10

3.4 Social Insurance ID from Personnel File


Social Insurance ID <SocialInsuranceID> Type: Text , Length:20

Graphic: Social Insurance ID from Personnel File

<EmployeeSocialInsuranceArrangementPeriodTerms actionCode="01"><ObjectNodeReference><ObjectID>00163E0114D91DDFBBAE40E7C11CBACD</ObjectID>


Payroll Processing

<ObjectTypeCode>719</ObjectTypeCode><ObjectNodeTypeCode>24109</ObjectNodeTypeCode></ObjectNodeReference><SocialInsuranceID>123456</SocialInsuranceID><ValidityPeriod><StartDate>0001-01-01</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod></EmployeeSocialInsuranceArrangementPeriodTerms>

3.5 Social Insurance Information from Personnel File

Family Data


Social Insurance ID Type: Text, Length: 20

Family Partner ID <FamilyMemberBusinessPartnerUUID> Type: Text, Length: 10

Family Member Name Read Only (User selects the ID first

Member Type <EmployeeSocialInsuranceFamilyMemberTypeCode> Type: Text, Length: 2

1. Child

2. Foster Child

3. Grandchild

E-Card Exclusion <ECardContributionExcludedIndicator> Type: Checkbox, Value: True/False

Graphic 2: Family Data from Personnel File

<EmployeeSocialInsuranceArrangementFamilyData actionCode = “01”><ObjectNodeReference><ObjectID>00163E0114D91DDFBBAE4DF8F18CBACE</ObjectID><ObjectTypeCode>719</ObjectTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2010-11-11</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><FamilyMemberBusinessPartnerUUID>00163e01-02e3-02dd-b8bd-b41e9510850d</FamilyMemberBusinessPartnerUUID><EmployeeSocialInsuranceFamilyMemberTypeCode>1</EmployeeSocialInsuranceFamilyMemberTypeCode><SocialInsuranceID>1254896344</SocialInsuranceID><ECardContributionExcludedIndicator>true</ECardContributionExcludedIndicator></EmployeeSocialInsuranceArrangementFamilyData>


Social Insurance Contribution Groups


ContributionGroup

<EmployeeSocialInsuranceContributionModelCode> Type: Text, Length: 4Example:

● 33 — Salaried Employees Older Than 60

3.6 Tax Information from Personnel File


EmployeeTaxationRuleCode <EmployeeTaxationRuleCode> Type: Text,Length: 2

Graphic 3: Tax Information from Personnel File

<EmployeeTaxArrangementPeriodTerms actionCode="01"><ObjectNodeReference><ObjectID>00163E0120151EE094F289D35FE333D4</ObjectID><ObjectTypeCode>681</ObjectTypeCode><ObjectNodeTypeCode>22095</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2010-02–01</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><EmployeeTaxationRuleCode>SI</EmployeeTaxationRuleCode><EducationEmployeeTaxTypeCode>H</EducationEmployeeTaxTypeCode><AdditionalTaxableIndicator>false</AdditionalTaxableIndicator><DependantsNumberValue>1</DependantsNumberValue><EmployeeTaxationExemptionMethodCode>1</EmployeeTaxationExemptionMethodCode><TaxReductionAmount currencyCode="AUD">100.0</TaxReductionAmount><TaxAmount currencyCode="AUD">0.0</TaxAmount><CompanyDirectorIndicator>true</CompanyDirectorIndicator><HELPoverpaymentAmount currencyCode="AUD">100.0</HELPoverpaymentAmount><SFSSoverpaymentAmount currencyCode="AUD">0.0</SFSSoverpaymentAmount></EmployeeTaxArrangementPeriodTerms>

Taxation Rule Code



Payroll Processing

EmployeeTaxationRuleCode <EmployeeTaxationRuleCode> ● 0 No Taxation

● 1 No Tax Free Threshold

● 2 Tax Free Threshold Claimed

● 3 Non-Residents

● 4 Tax Scale 1 with Accumulated SFSS Debt

● 4A No TFN - Residents

● 4B No TFN - Nonresident

● 5 Full Medicare Levy Claimed

● 6 Half Medicare Levy Claimed

● 7 No Leave Loading

● 8 Flat Tax Percentage

● 9 Flat Tax Amount

● IS Senior Aus. Illness separated

● MC Sen. Aus. -Member of a couple

● SI Senior Australians - Single

Education Employee Tax Type Code


EducationEmployeeTaxTypeCode <EducationEmployeeTaxTypeCode> ● H HELP Contributions

● N No HELP/SFSS

● S SFSS Contribution

● X Both HELP and SFSS Contributor

Employee Taxation Exemption Method Code


EmployeeTaxationExemptionMethodCode <EmployeeTaxationExemptionMethodCode> ● CD Housekeeper NoDependent Child/Student

● CH Child Housekeeper/Housekeeper

● FB Spouse,No FTBpartB

● IR Invalid Relative

● PA Parent/Parent-in-law

● RO Rebate Other

● SC Spouse+Child/Student

● SO Sole Parent

● SP Spouse,Nodependant child

● SZ Special Zone


Code Example:CompensationComponentTaxationCategoryCode

<EmployeeTaxArrangementIncomeTaxWithholdingVariation actionCode="01"><ObjectNodeReference><ObjectID>00163E0120151EE094F296A387A71440</ObjectID><ObjectTypeCode>681</ObjectTypeCode><ObjectNodeTypeCode>22093</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-02-01</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><CompensationComponentTaxationCategoryCode>01</CompensationComponentTaxationCategoryCode><TaxRatePercent>10.0</TaxRatePercent></EmployeeTaxArrangementIncomeTaxWithholdingVariation>

ByD Field XML Tag Content

CompensationComponentTaxationCategoryCode <CompensationComponentTaxationCategoryCode> –

TFN Number


TFN <EmployeeTaxID schemeID> ● '000000000' No TFN

● '111111111' Applied for TFN

● '333333333' Under 18 TFN

● '444444444' Pension TFN

3.7 Work Agreement Information from Personnel File


Work Agreement <WorkAgreementTypeCode> Type: Text, Length: 11 = Permanent2 = Temporary3 = Executive4 = Trainee5 = Working Student6 = Retiree

Administrative Category <AdministrativeCategoryCode> Type: Text, Length: 11 = Hourly paid industrial Worker2 = Salaried Employee3 = Senior Executive4 = Monthly paid industrial Worker


Payroll Processing

3.8 Business Residence Assignment from Personnel File


Business Residence <PermanentEstablishmentID> Type: Text, Length: 80

3.9 Payroll Group Assignment from Personnel File


Employee ID at Payroll Provider <WorkAgreementItem><PayrollProviderID>

Type: Text, Length: 80

Payroll Group <PayrollGroupCode> Type: Text, Length: 4

3.10 Payment/Bank Information from Personnel FileAll data provided within the <MainPayment> XML tags area is specific to the main payment method for the employee.Each additional bank account is detailed within the <FurtherPaymentsPlan> tags.


Payment Method <PaymentFormCode> Type: Text, Length: 205 = Bank Transfer

Account Number <ID> Type: Text, Length: 35

Bank Code <RoutingID> Type: Text, Length: 35

3.11 Travel Expense InformationTravel expenses are not processed in payroll nor paid using payroll processing. Reimbursements of travel expensesto employees are made directly in Expense & Reimbursement Management (ERM). Also, the posting of theseexpenses to the General Ledger is performed completely in Financials. However, Payroll Processing receives travelexpense data that is relevant for an employee's tax calculation and reporting taxable (and tax-free) amounts peremployee. This data is outlined below:

For more information on expense reporting to Payroll Processing in ByDesign, see Expense ReportNotification to Payroll Processing [page 173].


Expense Report IDgeneratedautomatically in ERM

<ExpenseReportID> Type: Text, Length: 6

From(In Dates andLocations section)

<ExpenseReportStartDate> Type: Date, Format: YYYY-MM-DD

To(In Dates andLocations section)

<ExpenseReportEndDate> Type: Date, Format: YYYY-MM-DD

Calculated in ERM <PostingTransactionBasePostingDate> Type: Date, Format: YYYY-MM-DD


Calculated in ERM <Amount> Type: “EUR”

Derived in ERM <PayrollExpenseGroupCode> Type: Text, Length: 201 = Tax-exempt meals per diems02 = Taxable meals per diems03 = Meals per diems with flat-rate taxation by employee04 = Meals per diems with flat-rate taxation by employer05 = Tax-exempt accommodations per diems06 = Taxable accommodations per diems07 = Accommodations per diems with flat-rate taxationby employee08 = Accommodations per diems with flat-rate taxationby employer09 =Tax-exempt travel flat rates10 = Taxable travel flat rates11 = Travel flat rates with flat-rate taxation by employee12 = Travel flat rates with flat-rate taxation by employer13 = Tax-exempt per diems14 = Taxable per diems15 = Per diems with flat-rate taxation by employee16 = Per diems with flat-rate taxation by employer17 = Tax-exempt expense receipts18 = Taxable expense receipts19 = Expense receipts with flat-rate taxation by employee20 = Expense receipts with flat-rate taxation by employer

Type of Expense Report <Note> Type: Text

3.12 Recorded Time from Time FileEach date is passed in its own <EmployeeTimeCalendarValuatedTime> set. If the time recorded results in a payment,a <Payment actionCode> subset will exist for each compensation component.


Time Type[Derived from the time typecategory assigned within theTime Types with Time Accountsfine-tuning activity in BusinessConfiguration.]

<EmployeeTimeItemPayrollCategoryCode>

Type: Text, Length: 101 = Absence2 = Attendance

Payroll Time Type[As mapped in theMaintain Payroll Time Types For EmployeeTime Typesfine-tuning activity in BusinessConfiguration.]

<EmployeeTimeItemPayrollTypeCode>


Date[for which time was recorded]

<Date> Type: Date, Format: YYYY-MM-DD

Duration <HourQuantity> Type: Numeric, Format: 2 decimals


Payroll Processing

Compensation Component <BaseCompensationComponentTypeID>


For more information on these codes,refer to the table in theCompensation Components view.

Amount[As assigned to employee's compensationcomponent]

<BaseAmount> Type: Amount, Format: 2 decimals

Recurrence Frequency[As assigned to employee's compensationcomponent]

<BaseRecurrenceFrequencyCode>

Type: Text, Length: 23 = Hourly4 = Daily5 = Weekly6 = Monthly7 = Yearly8 = Bi-Weekly9 = Semi-Monthly10 = Four-Weekly11 = Quarterly12 = Semi-Yearly

Result Amount[hours multiplied by rate]

<ResultAmount> Type: Amount, Format: 2 decimals

Pay Type <CompensationComponentPayrollCategoryCode>


For more information on these codes,refer to the table in theCompensation Components view, clicking

Actionsand selecting Maintain Time Type Mapping.

3.13 Work Schedule from Time FileFor each payroll period, the system calculates the planned working time per day, based on the employee’s workschedule within his or her time profile. Each day is passed within its own<EmployeeTimeCalendarPlannedWorkingTime> set. Hourly employees also have a<EmployeeTimeCalendarAggregatedPlannedWorkingTimePerPayrollPeriod> set that provides total planned workhours per payroll period.


Date <Date> Type: Date,Format: YYYY-MM-DD

Duration[Manually entered or calculated based on Start Time and End Time]

<HourQuantity> Type: Numeric,Format: 2 decimals

Start Date/End Date (of payroll period)CHECK FIELD LABEL

<DatePeriod> or<PayrollDatePeriod><StartDate> or <EndDate>

Type: Date,Format: YYYY-MM-DD

Number of hours in the specified payroll period[calculated value]



Number of work days in the specified payroll period[calculated value]

<DayQuantity> Type: Numeric,Format: 2 decimals

3.14 Average Schedule from Time FileAll data provided within the <ValuatedAverageWorkingTime> tags is specific to the Average Values located in anemployee’s time profile. Each field is represented in its own <Rate> set. This information is only passed for salariedemployees.


Valid From/To <StartDate> or <EndDate> Type: Date, Format: YYYY-MM-DD

Daily Hours <DecimalValue> where <MeasureUnitCode> = HUR and<BaseMeasureUnitCode> = DAY

Type: Numeric, Format: 2decimals

Weekly Hours <DecimalValue> where <MeasureUnitCode> = HUR and<BaseMeasureUnitCode> = WEE


Monthly Hours <DecimalValue> where <MeasureUnitCode> = HUR and<BaseMeasureUnitCode> = MON

Numeric, Format: 2decimals

Annual Hours <DecimalValue> where <MeasureUnitCode> = HUR and<BaseMeasureUnitCode> = ANN


Days per Week <DecimalValue> where <MeasureUnitCode> = DAY and<BaseMeasureUnitCode> = WEE

Type: Numeric, Format:1decimal

Pay Period Average Hours[As calculated by the system]

<DecimalValue> for <PayPeriodWorkingTimeRate> Type: Numeric, Format: 2decimals

3.15 Time Account Payouts from Time FileAs a HR (Time) administrator, you can payout time account balances using an employee’s time file. Each paymentto an employee is passed within its own <EmployeeTimeCalendarTimeAccountPayout> set.


Posting On <Date> Type: Date, Format: YYYY-MM-DD

Quantity <Quantity> Type: Numeric, Format: 2 decimals

CompensationComponent

<BaseCompensationComponentTypeID> Type: Text, Length: 10

For more information on these codes,refer to the tablein the Compensation Components view.

Amount[as assigned toemployee’scompensationcomponent]



Payroll Processing

RecurrenceFrequency[as assigned toemployee’scompensationcomponent]

<BaseRecurrenceFrequencyCode> Type: Text, Length: 23 = Hourly4 = Daily5 = Weekly6 = Monthly7 = Yearly8 = Bi-Weekly9 = Semi-Monthly10 = Four-Weekly11 = Quarterly12 = Semi-Yearly

Total Amount[calculated by thesystem usingquantity multiplied bycompensationcomponent amount]


Pay Type <CompensationComponentPayrollCategoryCode> Type: Text, Length: 10

For more information on these codes,refer to the tableFor more information on these codes,refer to the table in theCompensation Components view,clicking Actionsand selecting Maintain Time TypeMapping.

3.16 Time Account Balance Updates from Time ProfileTime account transactions are located within an employee’s time file on the Time Account Balances tab. Each timeaccount transaction will have its own <EmployeeTimeAccountBalance> section within the XML file.


Posting Type <TypeCode> Type: Text, Length: 29 = Accrual10 = Deduction11 = Payout12 = Remaining Balance

Provider Time AccountType[No UI Field]

<EmployeeTimeAccountPayrollTypeCode> Type: Text, Length: 10

Maintained in the fine-tuning activityMaintain Payroll Time Account Types for TimeAccount Types,in Business Configuration.

Start Date <StartDate> for <IdentifyingPeriod> Type: Date, Format: YYYY-MM-DD

End Date <EndDate> for <IdentifyingPeriod> Type: Date, Format: YYYY-MM-DD


Quantity[recorded against TimeAccount]

<Quantity> Type: Numeric, Format: 2 decimals

3.17 Work Schedule PeriodWork schedule information is located within an employee’s time file on the Time Profile tab.


Valid From/To <StartDate> / <EndDate> Type: Date, Format: YYYY-MM-DD

Workweek <StartWeekdayCode> Type: Text, Length: 21 = Starting Monday 12:00 AM5 = Starting Friday 12:00 AM or 1 PM6 = Starting Saturday 12:00 AM7 = Starting Sunday 12:00 AM

Number of Days Reflected in the Employee’s Time Model <LengthQuantity> Type: Text, Length: 2

3.18 Compensation Components from Compensation FileCompensation components is located within an employee’s compensation file on the Compensation Details tab.Each compensation component is passed in its own<EmployeeCompensationAgreementItemCompensationComponentDetail> set.


Valid From/To <StartDate> / <EndDate> YYYY-MM-DD


<CompensationComponentTypeID> Type: Text, Length: 10





<CompensationComponentAmount> Type: Amount, Format: 2 decimals


Payroll Processing


<CompensationComponentRecurrenceFrequencyCode>


6.4.1.8 Payroll Processing Austria: Payroll XML File Specifications



SAP-delivered XSLT templates for Austria are available from FP3.5 onwards.





2.2 Delta Employee and Pay DataThe remainder of the XML file contains generic and employee-specific data for all employees, located between theXML tags <AT_EmployeePayrollInputCollection> and </AT_EmployeePayrollInputCollection>.In general, when the XML file is created by clicking Create Data File in the Payroll Processing Payroll Run view, onlythe delta payroll data are included in the file. That is, all new, changed or deleted employee or pay data entered sincethe creation of the file in the previous payroll period with an effective date falling within or prior to the current payperiod. There are a few exceptions to this rule:




2.2.1 Generic DataThe first section of data between the tags <AT_EmployeePayrollInputCollection> and </AT_EmployeePayrollInputCollection> contains generic data relevant for all employees included in the XML file. Thisgeneric data comprises:





● <AT_EmployeePayrollInput> : Provides generic data regarding payroll processing and simply repeats theinformation from section 2.2.1 of this document



Payroll Processing

Nationality <NationalityCountryCode> Type: Text, Length: 2For example, AT is passed for Austria.









Country Code <CountryCode> Type: Text, Length: 2For example, AT is passed for Austria










<EmployeeSocialInsuranceArrangementPeriodTerms actionCode="01"><ObjectNodeReference><ObjectID>00163E0114D91DDFBBAE40E7C11CBACD</ObjectID>


Payroll Processing

<ObjectTypeCode>719</ObjectTypeCode><ObjectNodeTypeCode>24109</ObjectNodeTypeCode></ObjectNodeReference><SocialInsuranceID>123456</SocialInsuranceID><ValidityPeriod><StartDate>0001-01-01</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod></EmployeeSocialInsuranceArrangementPeriodTerms>


ByDesignField

XML Tag Content

ProfessionalCategory

<WorkAgreementOccupationCategoryCode> Type: Text, Length:41 Worker10 Driver11 Representative12 Alp Personnel13 Aid Worker14 Executive Board Member15 CEO16 Shop Assistant17 Paid Student Nurse18 Unpaid Student Nurse19 Employee with Flat-Rate Special Payment2 Apprentice Worker20 Asylum Seeker3 Vacation Worker4 Employee5 Apprentice Employee6 Vacation Employee7 Vacation Intern8 Exempt from Pension Insurance9 Assistant


LegalRegistrationCode

<WorkAgreementStatutoryCategoryCode> 1 EFZG10 Law for working at home11 Vocational Training Law12 Employment contract with partial benfits13 Student Teacher Internship Law14 Legal Intern Law15 Dental Apprenticeship16 University Organization Law17 Military Service Law18 Non-Military Service19 Federal Law on the Study of Veterinarian2 Law for salaried employees20 Other laws3 Law for people employed by landowners4 Law for contract workers5 Law for journalists6 Law for actors 7 Law for agricultural work8 Law for caretakers9 Law for domestic help

PersonRelated toemployer

<PersonRelatedToEmployerTypeCode> Type: Text, Length:11 Not Related2 Married3 Related

Investment <RegulatoryComplianceInvestmentPercent="" actionCode="">

Type: Text, Length: Maximum Digits(16),MaximumFractions(6)


Family Data


Social Insurance ID Type: Text, Length: 20

Family Partner ID <FamilyMemberBusinessPartnerUUID> Type: Text, Length: 10

Family Member Name Read Only (User selects the ID first

Member Type <EmployeeSocialInsuranceFamilyMemberTypeCode> Type: Text, Length: 2

1. Child

2. Foster Child

3. Grandchild

4. Life Partner

5. Registered Partner

6. Spouse

E-Card Exclusion <ECardContributionExcludedIndicator> Type: Checkbox, Value: True/False


<EmployeeSocialInsuranceArrangementFamilyData actionCode = “01”><ObjectNodeReference>


Payroll Processing

<ObjectID>00163E0114D91DDFBBAE4DF8F18CBACE</ObjectID><ObjectTypeCode>719</ObjectTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2010-11-11</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><FamilyMemberBusinessPartnerUUID>00163e01-02e3-02dd-b8bd-b41e9510850d</FamilyMemberBusinessPartnerUUID><EmployeeSocialInsuranceFamilyMemberTypeCode>1</EmployeeSocialInsuranceFamilyMemberTypeCode><SocialInsuranceID>1254896344</SocialInsuranceID><ECardContributionExcludedIndicator>true</ECardContributionExcludedIndicator></EmployeeSocialInsuranceArrangementFamilyData>



ContributionGroup


● D4PU — Salaried Employees Older Than60


ByDesignField

XML Tag Content

TaxationCategory

<CompensationComponentTaxationCategoryCode> Type: Text, Length: 4 ● 1 = PER SI Basis Special

Payments

● 2 = PER exempt hours§68(2)

● 3 = PER cur.paymentswithin 1/6

● 4 = PER other paym. within1/6

● 5 = PER comsumedexemption §67

● 6 = PER exempt underExemption Limit §6

Amount <CompensationComponentTaxationCategoryAmountcurrencyCode> Type: “EUR”


TaxProcedure

<EmployeeTaxationMethodCode> Type: Text , Length : 20 = Tax Exempted1 = Unlimited Taxable2 = Limited Taxable3 = Temporary Taxable4 = Employee-Like Employment5 = Free ContractP = External Pensioner

TaxExemption

<EmployeeTaxationExemptionMethodCode> Type: Text , Length : 20 = NoA = Working AbroadE = Foreign InternshipG = Border CrosserW = Contract for Service

Exempt.dtREC 35

<ReducedEarningCapacityEmployeeTaxationBasisReductionLevelCode> Type: Text , Length : 2 ● 1.1 = Decrease of working

capacity 25% to 34%

● 1.2 = Decrease of workingcapacity 35 to 44%






● 1.8 = Decrease of workingcapacity from 95%

● 2.1 = Level 1->€14.25

● 2.2 = Level 2

● 2.3 = Level 3

● 2.4 = Level 4

● 2.5 = Level 5

● 2.6 = Level 6

● 2.7 = Level 7

● 3.1 = Not Applicable

● 3.2 = Applicable

● 4.E = Single ParentDeduction

● 4.V = Sole Wage Deduction

ReductionLevel

<EmployeeTaxationBasisReductionLevelCode> Type: Text , Length : 2E = Single Parent DeductionV = Sole Wage Deduction


Payroll Processing

TaxLiabilityType

<FamilyFundEmployeeTaxTypeCode> Type: Text , Length : 21 = Not applicable2 = Liable for taxes3 = Tax liability and Prof.Association Tax4 = Only Chamber of CommerceSurcharge


<EmployeeTaxArrangementPeriodTerms actionCode="01"><ObjectNodeReference><ObjectID>00163E0114D91DDFBBAE3CD404957ACD</ObjectID><ObjectTypeCode>719</ObjectTypeCode><ObjectNodeTypeCode>24122</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2010-11-02</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><EmployeeTaxationMethodCode>5</EmployeeTaxationMethodCode><EmployeeTaxationExemptionMethodCode>0</EmployeeTaxationExemptionMethodCode><MonthlyAdjustmentIndicator>true </MonthlyAdjustmentIndicator><ReducedEarningCapacityEmployeeTaxationBasisReductionLevelCode>2</ReducedEarningCapacityEmployeeTaxationBasisReductionLevelCode><AgriculturalWorkerEmployeeTaxationBasisReductionLevelCode>true</AgriculturalWorkerEmployeeTaxationBasisReductionLevelCode><PensionerEmployeeTaxationBasisReductionLevelCode>true</PensionerEmployeeTaxationBasisReductionLevelCode><SpecialTaxExemptionIndicator>true</SpecialTaxExemptionIndicator><ReducedEarningEmployeeTaxationBasisReductionAmount currencyCode="EUR">40.0</ReducedEarningEmployeeTaxationBasisReductionAmount><EmployeeTaxationExemptionAmount currencyCode="EUR">40.0</EmployeeTaxationExemptionAmount><EmployeeLumpSumExpensesAmount currencyCode="EUR">40.0</EmployeeLumpSumExpensesAmount><FamilyFundEmployeeTaxTypeCode>1</FamilyFundEmployeeTaxTypeCode><MunicipalityTaxRelevantIndicator>true</MunicipalityTaxRelevantIndicator><SoleWageEarner><EmployeeTaxationBasisReductionLevelCode>E</EmployeeTaxationBasisReductionLevelCode><DependantsNumberValue>8</DependantsNumberValue></SoleWageEarner></EmployeeTaxArrangementPeriodTerms>





















Payroll Processing




Payroll Time Type[As mapped in theMaintain Payroll Time Types ForEmployee Time Typesfine-tuning activity in BusinessConfiguration.]









Amount[As assigned to employee'scompensation component]


Recurrence Frequency[As assigned to employee'scompensation component]










Payroll Processing

Approved Leave TAT001 Vacation paidTAT002 Vacation unpaidTAT003 Ill w/ doctor's certificate (paid)TAT004 Ill w/o doctor's certificate (paid)TAT005 Ill (unpaid)TAT006 Occupational accidentTAT007 Accident en route to/from WorkTAT008 Long-term absence (paid)TAT009 Absence paidTAT010 Absence unpaidTAT011 Time off for OTTAT012 Time off for flextimeTAT013 Special leave grantedTAT014 Long-term absence (unpaid)



































For more information on these codes,refer to the tablein the CompensationComponents view.



Recurrence Frequency[as assigned toemployee’scompensationcomponent]


Total Amount[calculated by thesystem using quantitymultiplied bycompensationcomponent amount]



Payroll Processing


For more information on these codes,refer to the table CompensationComponents view, clicking Actionsand selecting Maintain Time TypeMapping.






Maintained in the fine-tuning activityMaintainPayroll Time Account Types for Time AccountTypes,in Business Configuration.


















For more information on these codes,refer to the table in theCompensation Components view,clicking Actionsand selecting Maintain Time TypeMapping.






6.4.1.9 Payroll Processing Canada: Payroll XML File Specifications



Payroll Processing





2.2 Delta Employee and Pay DataThe remainder of the XML file contains generic and employee-specific data for all employees, located between theXML tags <CA_EmployeePayrollInputCollection> and </CA_EmployeePayrollInputCollection>.In general, when the XML file is created by clicking Create Data File in the Payroll Processing Payroll Run view, onlythe delta payroll data are included in the file. That is, all new, changed or deleted employee or pay data entered sincethe creation of the file in the previous payroll period with an effective date falling within or prior to the current payperiod. There are a few exceptions to this rule:




2.2.1 Generic DataThe first section of data between the tags <CA_EmployeePayrollInputCollection> and </CA_EmployeePayrollInputCollection> contains generic data relevant for all employees included in the XML file. Thisgeneric data comprises:






● <CA_EmployeePayrollInput> : Provides generic data regarding payroll processing and simply repeats theinformation from section 2.2.1 of this document















Payroll Processing



Nationality <NationalityCountryCode> Type: Text, Length: 2For example, CA is passed for Canada.







3.3 Tax Data from Personnel File



Employment Jurisdiction <EmploymentJurisdictionRegionCode> Type: Text , Length : 2 ● AB-Alberta

● BC-British Columbia

● MB-Manitoba

● NB-New Brunswick

● NL-Newfoundland/Labrad.

● NS-Nova Scotia

● NT-Northwest Territory

● NU-Nunavut

● ON-Ontario

● PE-Prince Edward Island

● QC-Quebec

● SK-Saskatchewan

● YT-Yukon Territory

Province of Residence <EmployeeResidenceRegionCode> Type: Text , Length : 2 ● AB-Alberta


● MB-Manitoba



● NS-Nova Scotia


● NU-Nunavut

● ON-Ontario


● QC-Quebec

● SK-Saskatchewan


In the Personnel File UI screen for Canada the above two fields are mentioned as Jurisdiction Region and ResidenceRegion respectively.

Graphic 3: Tax Data from Personnel File

</InlineSourceCode>EmployeeTaxArrangementPeriodTerms actionCode="01"><ObjectNodeReference><ObjectID>00163E0120191EE08E9FA5159E3BD198ObjectID>00163E0120191EE08E9FA5159E3BD198</ObjectID><ObjectTypeCode>661</ObjectTypeCode><ObjectNodeTypeCode>21903</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>0001-01-01</StartDate>


Payroll Processing

<EndDate>9999-12-31</EndDate></ValidityPeriod><EmploymentJurisdictionRegionCode>BC</EmploymentJurisdictionRegionCode><EmployeeResidenceRegionCode>BC</EmployeeResidenceRegionCode></EmployeeTaxArrangementPeriodTerms> </InlineSourceCode>

3.3.1 Federal Tax


Total Non-Indexed Credits <BasisReductionTotalAmount currencyCode="CAD"> Type: “CAD”

Additional Tax <AdditionalTaxAmount currencyCode="CAD"> Type: “CAD”

Total Credits <TotalCreditsAmount currencyCode="CAD"> Type: “CAD”

Designated Area <DesignatedAreaAmount currencyCode="CAD"> Type: “CAD”

Estimated Remuneration <EstimatedRemunerationAmount currencyCode="CAD"> Type: “CAD”

Estimated Expenses <EstimatedExpensesAmount currencyCode="CAD"> Type: “CAD”

Labour-Sponsored Funds <LabourSponsoredFundsAmount currencyCode="CAD"> Type: “CAD”

Deductions <DeductionsAmount currencyCode="CAD"> Type: “CAD”

Credits <CreditsAmount currencyCode="CAD"> Type: “CAD”

Graphic 4: Federal Tax

<EmployeeTaxArrangementFederalTax actionCode="01"><ObjectNodeReference><ObjectID>00163E0120191EE08EB140E35445279F</ObjectID><ObjectTypeCode>661</ObjectTypeCode><ObjectNodeTypeCode>21899</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>0001-01-01</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><BasisReductionTotalAmount currencyCode="CAD">0.0</BasisReductionTotalAmount><AdditionalTaxAmount currencyCode="CAD">0.0</AdditionalTaxAmount><TotalCreditsAmount currencyCode="CAD">0.0</TotalCreditsAmount><DesignatedAreaAmount currencyCode="CAD">0.0</DesignatedAreaAmount><EstimatedRemunerationAmount currencyCode="CAD">0.0</EstimatedRemunerationAmount><EstimatedExpensesAmount currencyCode="CAD">0.0</EstimatedExpensesAmount><LabourSponsoredFundsAmount currencyCode="CAD">0.0</LabourSponsoredFundsAmount><DeductionsAmount currencyCode="CAD">0.0</DeductionsAmount><CreditsAmount currencyCode="CAD">0.0</CreditsAmount></EmployeeTaxArrangementFederalTax>


3.3.2 Provincial Tax


Province of Employment <EmploymentRegionCode> Type: Text , Length : 2 ● AB-Alberta


● MB-Manitoba



● NS-Nova Scotia


● NU-Nunavut

● ON-Ontario


● QC-Quebec

● SK-Saskatchewan


Total Non-Indexed <BasisReductionTotalAmount currencyCode="CAD"> Type: “CAD”

Additional Tax <AdditionalTaxAmount currencyCode="CAD"> Type: “CAD”

Total Credits <TotalCreditsAmount currencyCode="CAD"> Type: “CAD”

Other Deductions <OtherDeductionAmount currencyCode="CAD"> Type: “CAD”

Labour-SponsoredFunds

<LabourSponsoredFundsAmount currencyCode="CAD"> Type: “CAD”

Deductions <DeductionsAmount currencyCode="CAD"> Type: “CAD”

Credits <CreditsAmount currencyCode="CAD"> Type: “CAD”

Est. net commissions <EstimatedNetCommissionsAmountcurrencyCode="CAD"> Type: “CAD”

Married/Equivalent <MarriedIndicator>

No. of dependents under18

<NoOfDependentsNumberValue>

No. of dependents withdisability

<NoOfDependentsWithDisabilityNumberValue>

Graphic 5: Provincial Tax

<EmployeeTaxArrangementRegionalTax actionCode="01"employeeTaxArrangementRegionalTaxBasisReductionListCompleteTransmissionIndicator="false"employeeTaxArrangementRegionalTaxAdditionalTaxListCompleteTransmissionIndicator="false"><ObjectNodeReference><ObjectID>00163E0120191EE08EB140A26470479F</ObjectID><ObjectTypeCode>661</ObjectTypeCode><ObjectNodeTypeCode>21905</ObjectNodeTypeCode></ObjectNodeReference>


Payroll Processing

<ValidityPeriod><StartDate>0001-01-01</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><EmploymentRegionCode>BC</EmploymentRegionCode><BasisReductionTotalAmount currencyCode="CAD">0.0</BasisReductionTotalAmount><AdditionalTaxAmount currencyCode="CAD">0.0</AdditionalTaxAmount><TotalCreditsAmount currencyCode="CAD">0.0</TotalCreditsAmount><OtherDeductionAmount currencyCode="CAD">0.0</OtherDeductionAmount><LabourSponsoredFundsAmount currencyCode="CAD">0.0</LabourSponsoredFundsAmount><DeductionsAmount currencyCode="CAD">0.0</DeductionsAmount><CreditsAmount currencyCode="CAD">0.0</CreditsAmount><EstimatedNetCommissionsAmountcurrencyCode="CAD">0.0</EstimatedNetCommissionsAmountcurrencyCode><MarriedIndicator>true</MarriedIndicator><NoOfDependentsNumberValue>3</NoOfDependentsNumberValue><NoOfDependentsWithDisabilityNumberValue>2</NoOfDependentsWithDisabilityNumberValue></EmployeeTaxArrangementRegionalTax>

3.3.3 Additional TaxThe values for Tax Authority depend on the Province of Employment.



Tax Authority <EmployeeTaxTypeCode> Type: Text , Length : 2Province of Employment-AB

1. Canada Pension Plan

2. Workers Compensation Board

3. Employment Insurance

4. Federal Income Tax

5. Provincial Income Tax

Province of Employment-BC






Province of Employment-MB






6. Manitoba Health and Education Tax

Province of Employment-NB






Province of Employment-NL






6. Newfoundland Health and Postsecondary Ed

7. Newfoundland Municipal Poll Tax

8. St. John's School Tax

Province of Employment-NS






Province of Employment-NT






6. Northwest Territories Payroll Tax

Province of Employment-NU






6. Nunavut Payroll Tax

Province of Employment-ON






6. Ontario Employer Health Tax

7. Ontario Retail Sales Tax

Province of Employment-PE






Province of Employment-QC






6. Quebec Employment Standards Levy

7. Quebec Health Services Fund

8. Quebec Manpower Training

Province of Employment-SK






Province of Employment-YT







Payroll Processing

Taxation Rule <EmployeeTaxationRuleCode> Type: Text , Length : 2Tax Authority-1

● D-Disability Pension

● E-Exempt

● I-Irregular Method

● R-Retirement

● S-Self-employed

● T-Death of employee

Tax Authority-2 ● E-Exempt


● S-Self-employed


● N-Native

● S-Self-employed





Graphic 6: Additional Tax<EmployeeTaxArrangementRegionalTaxAdditionalTax actionCode="01"><ObjectNodeReference><ObjectID>00163E0120191EE08E9FA967D61B91CA</ObjectID><ObjectTypeCode>661</ObjectTypeCode><ObjectNodeTypeCode>21906</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-02-15</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><EmployeeTaxTypeCode>3</EmployeeTaxTypeCode><EmployeeTaxationRuleCode>2</EmployeeTaxationRuleCode></EmployeeTaxArrangementRegionalTaxAdditionalTax>





















Payroll Processing
























3.10 Work Schedule from Time FileFor each payroll period, the system calculates the planned working time per day, based on the employee’s workschedule within his or her time profile. Each day is passed within its own<EmployeeTimeCalendarPlannedWorkingTime> set. Hourly employees also have a


Payroll Processing

<EmployeeTimeCalendarAggregatedPlannedWorkingTimePerPayrollPeriod> set that provides total planned workhours per payroll period.














































Payroll Processing








6.4.1.10 Payroll Processing China: Payroll XML File Specifications




Payroll Processing



2.2 Delta Employee and Pay DataThe remainder of the XML file contains generic and employee-specific data for all employees, located between theXML tags <CN_EmployeePayrollInputCollection> and </CN_EmployeePayrollInputCollection>.In general, when the XML file is created by clicking Create Data File in the Payroll Processing Payroll Run view, onlythe delta payroll data are included in the file. That is, all new, changed or deleted employee or pay data entered sincethe creation of the file in the previous payroll period with an effective date falling within or prior to the current payperiod. There are a few exceptions to this rule:




2.2.1 Generic DataThe first section of data between the tags <CN_EmployeePayrollInputCollection> and </CN_EmployeePayrollInputCollection> contains generic data relevant for all employees included in the XML file. Thisgeneric data comprises:





● <CN_EmployeePayrollInput> : Provides generic data regarding payroll processing and simply repeats theinformation from section 2.2.1 of this document




● 01 - Create (record is newly added and was not previously sent) ● 02 - Change (record was previously sent and has now been updated) ● 03 - Delete (record previously deleted in ByDesign system) ● 04 - Save (create or change) ● 05 - Remove (delete if present) ● 06 - No action (check)














Payroll Processing


Additional values may be added by customers using theGeneral Business Partners fine- tuning activity in BusinessConfiguration.

Nationality <NationalityCountryCode> Type: Text, Length: 2For example, CN is passed for China.







ID Type <PartyIdentifierTypeCode></PartyIdentifierTypeCode>

FS0002 PassportHCM008 Personal ID – CNHCM023 Work permit number - CN

ID <BusinessPartnerID></BusinessPartnerID>



Country Code <CountryCode> Type: Text, Length: 2For example, CN is passed for China



State <RegionCode></RegionCode> 010 Beijing020 Shanghai030 Tianjin040 Nei Mongol050 Shanxi060 Hebei070 Liaoning080 Jilin090 Heilongjiang100 Jiangsu110 Anhui120 Shandong130 Zhejiang140 Jiangxi150 Fujian160 Hunan170 Hubei180 Henan190 Guangdong200 Hainan210 Guangxi220 Guizhou230 Sichuan240 Yunnan250 Shaanxi260 Gansu270 Ningxia280 Qinghai290 Xinjiang300 Xizang320 Chong Qing


District <DistrictName></DistrictName>



Previous Service Year <PreviousLengthOfServiceDuration></PreviousLengthOfServiceDuration>

3.4 Organizational Unit


Organizational Unit <CostCentreID><PermanentEstablishmentID>

Permanent Establishment ID is the business residence to which theemployee belongs.Cost Center ID is the cost center to which an employee belongs.



Payroll Processing

AdministrativeCategory

<AdministrativeCategoryCode> 1 — Hourly2 — Salaried Employee3 — Manager


3.4.1 Hire and Termination Date


Hire Date <StartDate> Type: Date, Format: YYYY-MM-DD

Termination Date <EndDate> Type: Date, Format: YYYY-MM-DD

Graphic 2: Joining and Leaving Date

<WorkAgreementItem actionCode="01"><ObjectNodeReference><ObjectID>00163E0126B91EE0A7ABA41F8E15156B</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24499</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-02-01</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><WorkAgreementTypeCode>1</WorkAgreementTypeCode><AdministrativeCategoryCode>3</AdministrativeCategoryCode>

3.5 Social Insurance Data

ByDesignField

XML Tag Content

ContributionType

<EmployeeSocialInsuranceContributionTypeCode></EmployeeSocialInsuranceContributionTypeCode>

1 - Pension Insurance2 - Unemployment Insurance3 - Medical Care Insurance4 - On the Job Injury5 - Maternity Insurance6 - Public Housing Fund

ContributionArea

<EmployeeRegionalSocialInsuranceRegulationsCode></EmployeeRegionalSocialInsuranceRegulationsCode>

1 - Beijing Area2 - Shanghai Area3 - Guangzhou Area4 - Rest of China

ChangeReason

<EmployeeSocialInsuranceContributionAccountChangeReasonCode></EmployeeSocialInsuranceContributionAccountChangeReasonCode>

1 - Open an Account2 - Transfer in3 - Transfer out4 - Freezing


Group <EmployeeSocialInsuranceContributionEmployeeGroupCode></EmployeeSocialInsuranceContributionEmployeeGroupCode>

1 - Internal Employee2 - Third Party Contractor

PaymentResponsible

<EmployeeSocialInsuranceContributionPayerTypeCode></EmployeeSocialInsuranceContributionPayerTypeCode>

1 - Employer2 - Employer and Employee3 - No one

Graphic 3: Social Insurance Data

<EmployeeSocialInsuranceArrangementPeriodTerms actionCode="01"><ObjectNodeReference><ObjectID>00163E012BC51EE0BBC79923D7222AF9</ObjectID><ObjectTypeCode>398</ObjectTypeCode><ObjectNodeTypeCode>18214</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-01-12</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><EmployeeSocialInsuranceContributionTypeCode>1</EmployeeSocialInsuranceContributionTypeCode><EmployeeRegionalSocialInsuranceRegulationsCode>2</EmployeeRegionalSocialInsuranceRegulationsCode><EmployeeSocialInsuranceContributionAccountChangeReasonCode>2</EmployeeSocialInsuranceContributionAccountChangeReasonCode><EmployeeSocialInsuranceContributionEmployeeGroupCode>2</EmployeeSocialInsuranceContributionEmployeeGroupCode><EmployeeSocialInsuranceContributionPayerTypeCode>1</EmployeeSocialInsuranceContributionPayerTypeCode></EmployeeSocialInsuranceArrangementPeriodTerms>






3.6.1 Inactive in PayrollIf an employee is set to Inactive in payroll, then an indicator is set to true for that employee in the XML file.


Inactive in Payroll <PayrollInactiveIndicator> Type: Text, Length: 80

Graphic 4: Inactive in Payroll

<PayrollGroupCode>CN01</PayrollGroupCode><PayrollInactiveIndicator>true</PayrollInactiveIndicator>


Payroll Processing






3.9 Regulatory Compliance Data from Personnel File

ByDesignField

XML Tag Content

File ID <PersonnelFileID></PersonnelFileID>

HoldingLocation

<PersonnelFileHolderCode></PersonnelFileHolderCode>

1 Employment Agency2 Talent Exchange Center3 Company4 Others

From/ToCategory

<PersonnelFileTransferStatusCode></PersonnelFileTransferStatusCode>

11 From same city/system12 From same city, different systems13 From other province14 From rural area15 From city16 From veteran17 From university graduate18 Laid-off21 To same city/system22 To same city, diffent system23 To other province31 Unemployed32 On training33 Temp of other company99 Others

File Category <PersonnelFileEmployerPossessionCode></PersonnelFileEmployerPossessionCode>

1 File Unavailable2 Original Copy3 Ectypal Copy4 Microfilm5 Original/Ectypal Copy, Film6 Original/Ectypal Copy7 Original Copy, Microfilm8 Ectypal Copy, Microfilm9 Others

Service Fee <ServiceFeeAmount currencyCode="CNY"></ServiceFeeAmount>

Paid ByEmployer

<EmployerPaysPersonnelFileFeeIndicator></EmployerPaysPersonnelFileFeeIndicator>


ProfessionalStatus Group

<OccupationCode></OccupationCode> 0001 Engineers0002 Economists0003 Accountants0004 Researchers0005 Academic staff

ProfessionalStatus

<ProfessionalStatusCode></ProfessionalStatusCode>

Professional Status Group = 000101 Senior engineer02 Engineer03 Assistant engineer04 TechnicianProfessional Status Group = 000201 Senior economist02 Economist03 Assistant economist04 Junior economistProfessional Status Group = 000301 Senior accountant02 Accountant03 Assistant accountant04 Junior accountantProfessional Status Group = 000401 Researcher02 Associate researcher03 Assistant researcher04 Research traineeProfessional Status Group = 000501 Professor02 Associate professor03 Lecturer04 Teaching assistant


Payroll Processing

Ethnic Group <PersonRaceEthnicityCode></PersonRaceEthnicityCode>

AC Achang ethnic groupBA Bai ethnic groupBL Blang ethnic groupBN Bonan ethnic groupBY Bouyei ethnic groupCS Korean ethnic groupDA Dai ethnic groupDE De'ang ethnic groupDO Dong ethnic groupDR Drung ethnic groupDU Daur ethnic groupDX Dongxiang ethnic groupEW Ewenki ethnic groupGI Jing ethnic groupGL Gelao ethnic groupGS Gaoshan ethnic groupHA Han ethnic groupHN Hani ethnic groupHU Hui ethnic groupHZ Hezhen ethnic groupJN Jino ethnic groupJP Jingpo ethnic groupKG Kirgiz ethnic groupKZ Kazak ethnic groupLB Lhoba ethnic groupLH Lahu ethnic groupLI Li ethnic groupLS Lisu ethnic groupMA Manchu ethnic groupMB Moinba ethnic groupMG Mengol ethnic groupMH Miao ethnic groupML Mulam ethnic groupMN Maonan ethnic groupNU Nu ethnic groupNX Naxi ethnic groupOR Oroqen ethnic groupPM Pumi ethnic groupQI Qiang ethnic groupRS Russian ethnic groupSH She ethnic groupSL Salar ethnic groupSU Shui ethnic groupTA Tajik ethnic groupTJ Tujia ethnic groupTT Tatar ethnic groupTU Tu ethnic groupUG Uygur ethnic groupUZ Ozbek ethnic groupVA Va ethnic groupXB Xibe ethnic groupYA Yao ethnic groupYG Yugur ethnic groupYI Yi ethnic groupZA Tibetan ethnic groupZH Zhuang ethnic group


PoliticalStatus<

<PoliticalPartyAffiliationTypeCode></PoliticalPartyAffiliationTypeCode>

1 Member of the Communist Party of the People's Republicof China2 Preparatory member of the Communist Party of thePeople's Republic of China3 Member of the China Communist Youth League4 Member of the Revolutionary Committee of the ChineseKuomingtang5 Member of the China Democratic League6 Member of the China Democratic National ConstructionAssociation7 Member of the China Association for PromotingDemocracy8 Member of the Chinese peasants' and Workers'Democracy9 Member of the China Zhi Gong Dang10 Member of the Jiu San Society11 Member of Taiwan Democratic Self-Government League12 Personage without party affiliation13 Common People

Graphic 6: Regulatory Compliance Data from Personnel File

<RegulatoryCompliance actionCode="01"><EmployeeProfessionalTitle><OccupationCode>0005</OccupationCode><ProfessionalStatusCode>02</ProfessionalStatusCode></EmployeeProfessionalTitle><EmployerPaysPersonnelFileFeeIndicator>true</EmployerPaysPersonnelFileFeeIndicator><ServiceFeeAmount currencyCode="CNY">20.0</ServiceFeeAmount><PersonnelFileTransferStatusCode>22</PersonnelFileTransferStatusCode><PersonnelFileEmployerPossessionCode>5</PersonnelFileEmployerPossessionCode><PersonnelFileHolderCode>3</PersonnelFileHolderCode><PersonnelFileID>123</PersonnelFileID><PersonRaceEthnicityCode>HA</PersonRaceEthnicityCode><PoliticalPartyAffiliationTypeCode>2</PoliticalPartyAffiliationTypeCode><ObjectNodeReference><ObjectID>00163E012BC91EE0A790CBAE967F658D</ObjectID><ObjectTypeCode>398</ObjectTypeCode><ObjectNodeTypeCode>18312</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2010-02-02</StartDate><EndDate>9999-12-31</EndDate><ValidityPeriod><RegulatoryCompliance>


Payroll Processing

3.12 Tax Data


Tax Area <EmployeeRegionalTaxRegulationsCode></mployeeRegionalTaxRegulationsCode>

1 - Beijing Area2 - Shanghai Area3 - Guangzhou Area4 - Rest of China

Employee Tax Type <EmployeeTaxExpatriateCategoryCode></EmployeeTaxExpatriateCategoryCode>

1 - Residents2 - Chinese working abroad3 - Foreigner4 - Foreigner in leading position5 - CASUAL Worker

Exempt Amount <TaxExemptionAmount currencyCode="CNY"></TaxExemptionAmount>

Tax Paid by Employer <TaxPaidByCompanyIndicator></TaxPaidByCompanyIndicator>

Tax Exempted <TaxExemptedIndicator></TaxExemptedIndicator>

Graphic 8: Tax Data

<EmployeeTaxArrangementPeriodTerms actionCode="01"><ObjectNodeReference><ObjectID>00163E012BC91EE0A791029CFBF4461D</ObjectID><ObjectTypeCode>398</ObjectTypeCode><ObjectNodeTypeCode>18216</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2010-02-02</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><EmployeeRegionalTaxRegulationsCode>1</EmployeeRegionalTaxRegulationsCode><EmployeeTaxExpatriateCategoryCode>2</EmployeeTaxExpatriateCategoryCode><TaxExemptionAmount currencyCode="CNY">4800.0</TaxExemptionAmount><TaxPaidByCompanyIndicator>true</TaxPaidByCompanyIndicator><TaxExemptedIndicator>true</TaxExemptedIndicator></EmployeeTaxArrangementPeriodTerms>















For more information on these codes, refer to thetable in the Compensation Components view.










For more information on these codes, refer to thetable in the Compensation Components view, clicking

Actions and selecting Maintain Time Type Mapping.


Payroll Processing

Approved Leave TIN 001 — Vacation PaidTIN 002 — Vacation UnpaidTIN 003 — Ill w/ doctor's certificate (paid)TIN 004 — Ill w/o doctor's certificate (paid)TIN 005 — Ill (unpaid)TIN 006 — Occupational accidentTIN 007 — Accident en route to/from workTIN 008 — Long-term absence (paid)TIN 009 — Absence paidTIN 010 — Absence unpaidTIN 011 — Time off for OTTIN 012 — Time off for flextimeTIN 013 — Special leave grantedTIN 014 — Long-term absence (unpaid)



































For more information on these codes,refer to the table in the CompensationComponents view.





Total Amount[calculated by thesystem using quantitymultiplied bycompensationcomponent amount]



Payroll Processing


For more information on these codes,refer to the table in the CompensationComponents view, clicking Actionsand selecting Maintain Time TypeMapping.






Maintained in the fine-tuning activity MaintainPayroll Time Account Types for Time AccountTypes, in Business Configuration.
















For more information on these codes,refer to the table in the CompensationComponents view.


For more information on these codes,refer to the table CompensationComponents view, clicking Actionsand selecting Maintain Time TypeMapping.






6.4.1.11 Payroll Processing France: Payroll XML File Specifications



Payroll Processing





2.2 Delta Employee and Pay DataThe remainder of the XML file contains generic and employee-specific data for all employees, located between theXML tags <FR_EmployeePayrollInputCollection> and </FR_EmployeePayrollInputCollection>.In general, when the XML file is created by clicking Create Data File in the Payroll Processing Payroll Run view, onlythe delta payroll data are included in the file. That is, all new, changed or deleted employee or pay data entered sincethe creation of the file in the previous payroll period with an effective date falling within or prior to the current payperiod. There are a few exceptions to this rule:




Administrative Category

Code Value

1 Hourly

2 Salaried Employee

3 Manager

4 Workman

5 Technician


6 Supervisor

7 VRP Exclusive

8 VRP Multiple

9 Paid Trainee

10 Non-Paid Trainee

11 Senior Manager

12 Top Manager

13 Freelance Journalist

14 Trainee Journalist

15 Permanent Journalist

16 Chairman

17 Managing Director

2.2.1 Generic DataThe first section of data between the tags <FR_EmployeePayrollInputCollection> and </FR_EmployeePayrollInputCollection> contains generic data relevant for all employees included in the XML file. Thisgeneric data comprises:





● <FR_EmployeePayrollInput> : Provides generic data regarding payroll processing and simply repeats theinformation from section 2.2.1 of this document



Payroll Processing


● 01 - Create (record is newly added and was not previously sent) ● 02 - Change (record was previously sent and has now been updated) ● 03 - Delete (record was previously deleted in ByDesign system) ● 04 - Save (create or change) ● 05 - Remove (delete if present) ● 06 - No action (check)
















Nationality <NationalityCountryCode> Type: Text, Length: 2For example, FR is passed for France.









Country Code <CountryCode> Type: Text, Length: 2For example, FR is passed for France







Payroll Processing

3.4 Disability Data from Personnel File


Disability Group <DisabledPersonGroupCode> Type: Text, Length: 41 Severely Disabled2 Disabled

Degree of Disability <PersonDisabilityPercent> Type: PercentEx: 15%

Graphic: Disability Data from Personnel File

<CountryCode>FR</CountryCode><Disability actionCode="01"><ObjectNodeReference><ObjectID>00163E012E131ED0A7C56BCB3E91F5D7</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24516</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-06-24</StartDate><EndDate>9999-12-31</EndDate><ValidityPeriod><DisabledPersonGroupCode>2</DisabledPersonGroupCode><PersonDisabilityPercent>10.0</PersonDisabilityPercent></Disability>




Permanent Establishment ID is the business residence to which theemployee belongs.Cost Center ID is the cost center to which the employee belongs.



1 — Hourly2 — Salaried Employee3 — Manager


3.5.1 Joining and Leaving Date


Joining Date <StartDate> Type: Date, Format: YYYY-MM-DD


Leaving Date <EndDate> Type: Date, Format: YYYY-MM-DD



3.6 Regulatory Compliance

Job Classification

ByDesignField

XML Tag Content

StatutoryCategory

<WorkAgreementStatutoryCategoryCode> 1 Permanent Contract2 CDD - Replacement3 CDD - On standby of recruitment4 CDD - On standby of suppression position5 CDD - Seasonal6 CDD - Activity increasing7 "Professional Transition" Contract8 Apprentice9 "Young in Company" Contract10 "Student Work" Contract11 "Insertion in Social Life" Contr.(CIVIS)12 "Initiative Employment" Contract13 "Accompaniment in Employment" Contract14 "Young People Employment" Contract15 "Future" Contract16 "Insertion" Contract (RMA)17 "Professionalisation" Contract18 "Qualification" Contract19 "Adaptation" Contract20 "Orientation" Contract21 Temporary (external)

OccupationCategory

<CompanyWorkAgreementOccupationCategoryCode> 1 Employee2 Worker3 Secretary


Payroll Processing


<WorkAgreementOccupationCategoryCode> 100X Self-employed farmers and stock breeders210X Self-employed craftsmen220X Self-employed traders and similarcategories231A Man. Dir. of large co. with 500 and moreemployees232A Man. Dir. of medium co. with 50 to 499employees233A Man. Dir of building and public workscompany with 10 to 49 employees233B Man. Dir. of industrial or freight companywith 10 to 49 employees233C Man. Dir. of commercial co. with 10 to 49employees233D Man. Dir. of service co. with 10 to 49employees311C Dentists311DPsychologists,psychoanalysts,psychotherapists(not physicians)311E Veterinarians312A Lawyers331A Civil service management staff(Government,local authorities,hospitals)332A Civil engineers and similar332B Local authority and hospital engineers333C Post office executives333D France Telecom administrative officers(public status)333E Other cat. A Civil admin. serv. and similarEEs (excl. Education,Heritage)333F Category A local auth.and pub. hospitaladmin.staff (excl. Education,Heritage)341A Associate and certificated secondaryeducation teachers341B Secondary education head teachers andinspectors342B Professors and lecturers342C Associate and certificated highereducation professors342D Temporary higher education teaching staff342F Public research managers and executives342G Public research design and researchengineers342H Recipients of public research grants343A Psychologists specialized in educationaland professional guidance344A Hospital physicians (no independentactivity)344B Salaried non-hospital physicians344C Medical,odontology and pharmaceuticalinterns344D Salaried pharmacists351A Librarians,archivists,curators and otherheritage executives352A Journalists (incl. chief editors)352B Literary authors,script and dialogue writers353A Newsp. dir.,press admin.,pub.Dir.(literature,music,audiovisual and multimedia)353B Directors,audiovisual and showprogramming and production managers353C Artistic and techno-artistic employees inaudiovisual and show production354A Plastics artists354B Musicians and singers354C Professional actors354E Professional dancers354F Circus acts and various show performers354G Art professors (outside schools)371A Administrative,financial,marketingexecutive officers in large companies372A Economic,financial and market researchexecutives372B Administrative and financial departmentsorganization and inspection executives372C Human resources and recruitmentexecutives372D Training executives372E Legal advisors372F Documentation and archiving supervisors(outside civil service)373A Finance or accounting departmentexecutives in large firms373B Other administrative departmentexecutives in large firms373C Finance or accounting departmentexecutives in SMEs373D Other administrative departmentexecutives in SMEs374A Retail store executives374B Product managers,purchasing agents andother marketing officers374C Marketing officers in large firms (excl. retailsector)374D Marketing officers in SMEs (excl. retailsector)375A Advertising executives375B Public relations and marketing executives376A Financial markets executives376B Banking transaction executives376C Banking sales executives376D Heads of establishment and managers inbanking376E Insurance technical department executives376F Technical department executives in socialsecurity bodies and similar categories376G Real estate executives377A Hotel and catering industry executives380A Technical managers of large firms381B Agriculture,fishing,water and forestrydesign and dev. engineers and exec.381C Agriculture,fishing,water and forestry prod.and exploitation engineers and exec382A Building and public works design engineersand executives382B Salaried architects382C Building and public worksengineers,building site supervisors and foremen(man.)382D Building and public works technical salesexecutives and representatives383A Electric and electronics design,researchand dev. engineers and executives383B Electric and electronic equipmentmanufacturing engineers and executives383C Prof. electric and electronic equipmenttech. sales representatives and exec.384A Metal working and mechanics design,R&Dengineers and executives384B Metal working and mechanicsmanufacturing engineers and executives384C Professional mechanical equipmenttechnical sales representatives and executives385A Processing des.,R&D eng. and exec. (agri-foods,chem.,metallurgy,heavy eq.)385B Processing engineers and exec. (agri-foods,chem.,metallurgy,heavy equipment)385C Processing technical sales representativesand executives (intermediate goods)386B Energy and water distribution design,R&Dengineers and executives386C Design,R&D eng. and exec. in other ind.(printing,flex.materials,furniture/wood)386D Energy and water distribution operationalmanagers and executives386E Manufacturing eng. and exec.in other ind.(printing,flexible mat.,furniture/wood)387A Producer purchasing and procurementengineers and executives387B Logistics,planning and schedulingengineers and executives387C Production method engineers andexecutives387D Quality control engineers and executives387E Servicing,maintenance and new worksengineers and executives387F Technical engineers and executives of theenvironment dept.388A IT design,R&D engineers and executives388B IT administration,maintenance,usersupport and services engineers and executives388C IT project leaders,IT managers388D IT and telecommunications technical salesrepresentatives and executives388E Engineers and managers specialized intelecommunications389A Transportation technical engineers andmanagers389B Civil aviation officers,navigating,technicaland sales staff389C Merchant navy officers,technical andnavigating staff421A Teachers421B Teacher-educator422A General secondary education teachers422B Vocational college teachers422C Secondary education contract teachers422D Senior education counsellor422E Monitors and teaching assistants ineducational institutions423A Driving school instructors423B Adult educators and continuing educationorganizers424A Sports supervisors andtrainers,professional sportspeople425A Sub-librarians,intermediate heritageexecutives431A Executive nurses and similar431B Psychiatric nurses431C Pediatric nurses431D Specialist nurses (other than psychiatricand pediatric nurses)431E Midwives431F General nurses432B Masseurs and physiotherapists432D Other reeducation specialists433A Medical techs433B Opticians and hearing prosthetists433C Other medical equipment specialists433D Dispensers434A Socio-education managers434B Social workers434C Social,home economics counsellors434D Specialized educators434E Educator-supervisors434F Specialized technical educators,workshopsupervisors434G Childcare workers435A Recreational and sociocultural centredirectors435B Recreational and sociocultural organizers441A Secular clergy441B Regular clergy451A Intermediate Post Office professions451B France Telecom intermediateadministrative professions (public status)451E Other cat. B Civil administrative servantsand similar (excl. Educ./Heritage)451G Local authority intermediate administrativeprofessions451H Intermediate administrative professions inhospitals461B Executive secretaries,assistants (non-management)461C Senior secretaries (non-management,excl.executive secretaries)461D Financial and accounting departmentsupervisors and staff461E Legal or human resources departmentadministrative supervisors and staff461F Administrative supervisors and staff inother administrative departments462A Small sales area managers462B Retail store operations supervisors462C Non-management purchasers,purchasingassistant462D Retail store salesorganizers,merchandisers (non-management)462E Other intermediate sales professions(except sales force)463A Sales techs,technical sales techs,ITrepresentatives463B Sales techs,tech.sales techs,capital andinterm.goods rep.,interind. sales rep.463C Sales techs,tech.sales techs,consumergoods rep. to businesses463D Sales techs,tech.sales techs,service rep. tobus. or prof.(excl.banking,ins.,IT)463E Sales techs,tech sales techs,rep. toindividuals (excl. banking,insurance,IT)464A Advertising,public relations assistants464B Interpreters,translators465A Graphic arts,fashion and decorationdesigners and technical assistants465B Technical assistants in live and audiovisualshow production465C Photographers466A Passenger transport and tourism sales andadministrative managers(non-executive)466B Transport of goods sales andadministrative supervisors (non-executive)466C Passenger and goods transport operationsupervisors (non-executive)467A Customer account managers467B Banking transaction clerks467C Intermediate technical and salesprofessions in insurance467D Intermediate technical professions insocial security bodies468A Maitre d'Hotel: restaurant and lounge468B Hotel managing supervisors: reception androoms471A Agriculture,water and forestry design techsand consultants471B Agriculture,water and forestry exploitationtechs and prod. supervisors472A Building and public works draughtsmen472B Surveyors,topologists472C Building and public works quantitysurveyors and various techs472D Government and local authorities publicworks techs473A Electrical,electromechanics andelectronics draughtsmen473B R&D and manufacturing method techs inelectrics,electromechanics and electronics473C Manufact.and quality control techs inelectrics,electromechanics and electronics474A Mechanical construction and metalworking draughtsmen474B R&D and manufacturing method techs inmechanical construction and metal working474C Manufacturing and quality control techs inmechanical const. and metal working475A R & D and production method techs inprocessing industries475B Production and quality control techs inprocessing industries476A Technical assistants,printing andpublishing techs476B Flexible materials,furniture and woodindustry techs477A Logistics,planning and scheduling techs477B Ind. eq.inst.and maint.techs(electrical,electromech.,mech.,excl.IT,telecoms)477C Non-ind. equipment installation andmaintenance techs(excl.IT and telecoms)477D Environmental and pollution treatmenttechs478A IT design and development techs478B IT operation and production techs478C IT installation,maintenance,user supportand services techs478D Telecommunications and networkcomputer techs479A Public research or university laboratorytechs479B Expert techs,various techs480A Agricultural,silvicultural foremen andsupervisory staff (non-management)480B Merchant navy and fishing vesselboatswains481A Foremen (non-management)481B Construction superintendent (non-management)482A Electrical and electronic equipmentmanufacturing supervisors483A Mechanical construction and metalworking supervisors484A Manufacturing supervisors: agri-foods,chemicals,plastics,pharmaceuticals484B Manufacturingsupervisors:metallurgy,heavy eq.and otherprocessing industries485A Energy,water and heating production anddistribution supervisors and techs485B Manufacturing supervisors in other ind.(printing,flexible mat.,furniture/wood)486B Electrical and electronic maintenance andinstallation supervisors486C Electromechanical maintenance andinstallation supervisors486D Mechanical maintenance and installationsupervisors486E General maintenance,inst.,new workssupervisors(excl.mech.,electromech.,electr.)487A Warehouse supervisors487B Sorting,packaging and dispatchingsupervisors and other mat.handling supervisors488A Catering supervisors: kitchen/production488B Catering supervisors: head ofestablishment521A Post office employees521B France Telecom personnel (public status)523B Govt. admin. assistants and similar (excl.Post Office and France Telecom)523C Local authority administrative assistants523D Admin. assistants in public hospitals524B Govt. admin. officers and similar (excl. PostOffice and France Telecom)524C Local authority admin. officers524D Admin. officers in public hospitals525A Primary school duty officers525B Duty officers in other educationalinstitutions525C Civil service duty officers (excl.schools,hospitals)525D Hospital duty officers526A Orderlies526B Dental,medical and veterinaryassistants,medical techs' assistants526C Nursery assistants526D Medical psychology assistants526E Ambulance officers533A Firefighters533B Foresters and rangers533C Heritage sites and public building guards534A Security guards and watchmen/women534B Armoured car guards,bodyguards,privateinvestigators and similar professions541B Qualified receptionists,ground hostessesand front desk clerks541C Non-qualified receptionists541D Switchboard operators,telephonists542A Secretaries542B Typists,stenographer typists (nosecretariat),data entry clerks543B Accountancy or financial departmentpersonnel (qualified)543C Accountancy or financial departmentpersonnel (unqualified)543E Human resources or legal departmentpersonnel (qualified)543F Company marketing department personnel(qualified) (excl. sales)543G Administrative personnel in other companydepartments (qualified)543H Administrative personnel (unqualified)544A IT personnel and operators545A Bank technical department administrativepersonnel545B Bank commercial department personnel545C Insurance technical department personnel545D Technical department personnel in socialsec. bodies and similar organizations546A Ticket inspectors (field staff)546B Tourist and travel transport commercialdepartment agents546C Administrative staff in goods transportoperations546D Flight attendants and stewards546E Other travel escorts (transport,tourism)551A Self-service staff in shops and warehouses552A Retail store cashiers553B Superstore salespersons553C Other non-specialized sales persons554A Grocery salespersons554B Furniture,decoration and home accessorysalespersons554C Household appliances,hardware and DIYstore salespersons554D Florist shop salespersons554E Clothing and sportswear salespersons554F Beauty prod.,luxury goods(excl.culturalgoods) and optical prod.salespersons554G Cultural goods salespersons(books,records,multimedia,artifacts)554H Tobacco and newspaper sellers554J Service station managers and attendants(employees or agents)555A Mail order sellers,telephone salespersons556A Capital goods and intermediate goodswholesalers561B Waiters,busboys,skilled waiters561C Waiters,busboys,unskilled waiters561D Kitchen hands,apprentice cooks andgeneral catering staff561E Hotel personnel: reception and lounge561F Room service attendents and general hotelstaff562A Manicurists,beauticians562B Hairdressers563A Parents' helpers,babysitters,fosterfamilies563B Domestic help,home helpers563C Servants and house cleaners in privatehomes564A Janitors and superintendents564B Service personnel (misc.)621A Carcassing and public works supervisors621B Skilled construction workers621C Skilled building machine operators inbuilding and public works621D Electrical and telecommunicationsinstallation workers in public works621E Other skilled workers in public works621F Skilled workers in public works(Government and local authority employees)621G Skilled undergr.miners and other skilledextr.ind.workers(quarrying,oil,gas,etc)622A Skilled automatic machine operators inelectrical and electronic production622C Skilled electrical cable assemblers622D Skilled electronic cablemen (prototype,jobwork,batch production)622E Other electronic cable assemblers622F Skilled reel hands622G Platform workers,skilled electrical orelectronic equipment testers623A Boilerm.,sheet-metal,skilledfoundry,skilled casting mach.op.,die-cast.mach.op.623B Skilled pipefitters623D Skilled welding machine operators623E Manual welders623F Skilled met.machining workers(job work orbatch production),skilled mould makers623G Skilled metal machining workers on othermachines (excl. mould makers)624B Assemblers,highly skilled mech. assemblyfitters(job work or batch production)624C Skilled mechanical assembly assemblers(mass production)624D Skilled metallic structure assemblers624E Skilled mechanical testing workers624F Skilled heat treatment metal workers624G Other skilled mechanics or fitters (orunknown specialization)625A Heavy inst.overseers in processingindustries:agri-foods,chem.,plastics,energy625B Skilled workers and skilled laboratorytechs:agri-foods,chem.,biology,pharm.625C Other skilled chemical and plastics workers(inc. pharmaceuticals)625D Meat processors625F Other op. working on machines or inst.:agri-food ind.(excl.meat processing)625G Other skilled prod.workers(not onmachines):agri-food ind.(excl.meat processing)625H Skilled workers in other industries(water,gas,energy,heating)626A Heavy inst.overseers in processingind.:metallurgy,glassworks,building materials626B Other skilled operators and workers:metallurgy,glassworks,building materials626C Logging and cardboard manufacturingheavy ind. operators and workers(skilled)627A Skilled textile and leather workers627B Skilled clothing cutters,other skilledclothing industry personnel627C Skilled leather product manufacturingworkers627D Sawmill workers,industrial carpenters andfurniture makers (skilled)627E Photo-engraving,photographic and cinemalaboratory workers627F Typesetting and printing machineop.,skilled book-,cardboard binders/finishers628A Skilled maintenance mechanics: industrialequipment628B Electromechanics,skilled maintenanceelectricians: industrial equipment628C Skilled manufacturing equipmentadjusters (metal working,mechanics)628D Skilled manufacturing equipmentadjusters (excl. metal working,mechanics)628E Skilled sanitation and waste treatmentworkers628F Skilled laboratory officers (excl.chemicals,health)628G Skilled industrial workers (misc.)631A Gardeners632A Skilled bricklayers632B Skilled stone workers632C Skilled wood carpenters632D Skilled construction carpenters632E Skilled roofers632F Skilled plumbers and heating engineers632G Skilled painting and wall coveringprofessionals632H Skilled carpeting and soft floor coveringlayers632J Skilled installation and insulation fitters632K Skilled general building maintenanceworkers633A Skilled craft electricians (incl. building)633B Skilled radio,television,home appliancesand electronic equipment servicemen633C Skilled electricians and electr. eng. formaint. and repairs:motor vehicles633D Skilled electricians and electr. eng. formaint. and upkeep:non ind. Eq.634A Skilled body repairmen634B Skilled ironwork fitters-machinists634C Skilled maintenance,upkeep and repairmechanics: motor vehicles634D Skilled maintenance and upkeepmechanics: non industrial equipment635A Skilled tailors,dressmakers and clothworkers (excl. clothing manufacture)636A Butchers (excl. meat industry)636B Pork butchers (excl. meat industry)636C Bakers,confectioners (excl. industrialbusinesses)636D Cooks and kitchen stewards637A Patternmakers(excl.metal),hand-mademould prod.,skilled man. Glass/pott. workers637B Artists637C Live and audiovisual show personnel andtechs637D Skilled craft workers (misc.)641A Heavy transport drivers641B Public transport road vehicle drivers642A Taxi drivers642B Private chauffeurs643A Deliverymen,messengers644A Household refuse collection lorry drivers651A Heavy hoisting engine drivers651B Heavy maneuvering engine drivers652A Skilled mat. handling workers,liftingmachine drivers,fork-lift truck operators652B Dockers653A Skilled warehousemen654B Skilled guided transport equipment drivers(excl. ski lifts)654C Skilled ski lift drivers655A Other skilled transport workers and agents(sedentary)656B Merchant navy sailors656C River shipping skippers,sailors andhelmsmen671A Govt. and local authority public worksworkers (unskilled)671C Public works and construction workers(unskilled)671D Miner helpers,unskilled extraction industryworkers672A Unskilled electrical and electronics workers673A Unskilled production workers (working bystock removal)673B Unskilled production workers (metalforming)673C Unskilled assembly,mechanical checkingand metal workers674A Unskilled production workers:chemicals,pharmaceuticals,plastics674B Unskilled meat processing productionworkers674C Other unskilled production workers: agri-foods industry674D Unskilled production workers:metallurgy,glassworks,pottery,buildingmaterials674E Unskilled production workers:logging,paper and cardboard box manufacturing675A Unskilled production workers intextiles,clothing,tannery and leather work675B Unskilled wood and furniture productionworkers675C Unskilled production workers inprinting,press and publishing676A Unskilled handlers676B Unskilled furniture removers (excl. removalvan drivers)676C Unskilled sorting,packaging and dispatchworkers676D Unskilled transport agents676E Unskilled industrial workers (misc.)681A Unskilled building carcassing workers681B Unskilled building finishings workers682A Ironwork fitters-machinists,mechanicalrepairmen (unskilled)683A Apprentice bakers,butchers,pork butchers684A Cleaners684B Unskilled sanitation and waste treatmentworkers685A Unskilled craft workers (misc.)691A Agricultural or forestry engine drivers691B Stock-breeding workers691C Market gardening and horticultural workers691D Vinyard and orchard workers691E Unspecialized agricultural workers691F Forestry and silviculture workers692A Fishermen and aquaculture workers


SocialSurvey

<SocialSurveyEmployeeQualificationEmployeeGroupCode> A ManagerB DirectorC InspectorD Employee




Graphic 3: Social Insurance ID from Personnel File

<EmployeeSocialInsuranceArrangementPeriodTerms actionCode="01"><ObjectNodeReference><ObjectID>00163E0114D91DDFBBAE40E7C11CBACD</ObjectID><ObjectTypeCode>719</ObjectTypeCode><ObjectNodeTypeCode>24109</ObjectNodeTypeCode></ObjectNodeReference><SocialInsuranceID>123456</SocialInsuranceID><ValidityPeriod><StartDate>0001-01-01</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod></EmployeeSocialInsuranceArrangementPeriodTerms>



Employee ID at Payroll Provider <WorkAgreementItem><PayollProviderID>



3.8.1 Inactive in PayrollIf an employee is set to Inactive in payroll, then an indicator is set to true for that employee.




<PayrollGroupCode>FR01</PayrollGroupCode><PayrollInactiveIndicator>true</PayrollInactiveIndicator>


Payroll Processing


ByDesignField

XML Tag Content











Work Agreement Item Complementary Contribution


EmployeeSocialInsuranceContributionTypeCode <EmployeeSocialInsuranceContributionTypeCode> 1. ASSEDICContributionUnemployment

2. URSSAFContributionIllness

3. IRCANTECContributionretirement

4. Public SectorContribution

5. ASSEDICContributionUnemploymentParis

6. URSSAFContributionIllness Paris

7. IRCANTECContributionretirementParis

8. Public SectorContribution 2

9. ASSEDICContributionUnemploymentAlsace

10. URSSAFContributionIllness Alsace

11. IRCANTECContributionretirementAlsace

Graphic 5: Work Agreement Item Complementary Contribution

<EmployeeSocialInsuranceArrangementComplementaryContribution actionCode="01"><ObjectNodeReference><ObjectID>00163E01222D1ED0A5E8BC0CDFDDDBC5</ObjectID><ObjectTypeCode>409</ObjectTypeCode><ObjectNodeTypeCode>18422</ObjectNodeTypeCode>></ObjectNodeReference>


Payroll Processing

<ValidityPeriod><StartDate>2010-01-09</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><BusinessPartnerUUID>00000000-0001-02dd-94ad-c506d810d3ff</BusinessPartnerUUID><BusinessPartnerInternalID>GCFR2197</BusinessPartnerInternalID><EmployeeSocialInsuranceContributionTypeCode>9</EmployeeSocialInsuranceContributionTypeCode></EmployeeSocialInsuranceArrangementComplementaryContribution>.

3.11 Work Agreement Item Contribution Model


SocialInsuranceTypeCode <SocialInsuranceTypeCode> 1. ASSEDIC (Unemployment)

2. URSSAF - Social SecurityOrganization

3. IRCANTEC

4. AGIRC (Managers RetirementOrganization)

5. GARP (UnemploymentInsurance)

6. Other SupplementaryRetirement Scheme

7. BTP (Holiday Fund)

8. Welfare

9. IRCANTEC (SupplementaryRetirement)

10. CNRACL (RetirementOrganization Fund)

11. FSPOEIE (Special Pension Fund)

EmployeeSocialInsuranceContributionModelCode

<EmployeeSocialInsuranceContributionModelCode>

For 1 ASSEDIC (Unemployment)

1. Model for ASSEDIC

For 2 URSSAF - Social SecurityOrganization

● 1 Model for URSSAF

● 5. Model for URSSAF Alsace/Moselle

● 6. Model for URSSAF Paris

For 3 IRCANTEC

1. Model for IRCANTEC

Graphic 6: Work Agreement Item Contribution Model

<EmployeeSocialInsuranceArrangementContributionModel actionCode="01"><ObjectNodeReference><ObjectID>00163E01222D1ED0A5E8BC0CDFDD5BC5</ObjectID>


<ObjectTypeCode>409</ObjectTypeCode><ObjectNodeTypeCode>18424</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2010-01-09</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><SocialInsuranceTypeCode>1</SocialInsuranceTypeCode><EmployeeSocialInsuranceContributionModelCode>3</EmployeeSocialInsuranceContributionModelCode></EmployeeSocialInsuranceArrangementContributionModel>

Graphic 7: Work Agreement Item Period Terms

</EmployeeSocialInsuranceArrangementPeriodTerms actionCode="01"><ObjectNodeReference><ObjectID>00163E01222D1ED0A5E8BC0CDFDE7BC5</ObjectID><ObjectTypeCode>409</ObjectTypeCode><ObjectNodeTypeCode>18426</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2010-01-09</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><ChildrenNumberValue>2</ChildrenNumberValue></EmployeeSocialInsuranceArrangementPeriodTerms>












Payroll Processing















Payroll Processing




6.4.1.12 Payroll Processing GB: Payroll XML File Specifications





2.2 Delta Employee and Pay DataThe remainder of the XML file contains generic and employee-specific data for all employees, located between theXML tags <GB_EmployeePayrollInputCollection> and </GB_EmployeePayrollInputCollection>.In general, when the XML file is created by clicking Create Data File in the Payroll Processing Payroll Run view, onlythe delta payroll data are included in the file. That is, all new, changed or deleted employee or pay data entered since


the creation of the file in the previous payroll period with an effective date falling within or prior to the current payperiod. There are a few exceptions to this rule:




2.2.1 Generic DataThe first section of data between the tags <GB_EmployeePayrollInputCollection> and </GB_EmployeePayrollInputCollection> contains generic data relevant for all employees included in the XML file. Thisgeneric data comprises:





● <GB_EmployeePayrollInput> : Provides generic data regarding payroll processing and simply repeats theinformation from section 2.2.1 of this document






Payroll Processing














Nationality <NationalityCountryCode> Type: Text, Length: 2For example, GB is passed for Great Britain.





Middle Name <MiddleName> Type: Text, Length: 40






Country Code <CountryCode> Type: Text, Length: 2For example, GB is passed for Great Britain








OrganizationalUnit

<CostCentreID><PermanentEstablishmentID>

Permanent Establishment ID is the business residence to which the employeebelongs. Cost Center ID is the cost center to which an employee belongs. End of thenote

Type: Text,Length: 40






Payroll Processing



3.5 Work Agreement


Administrative Category <AdministrativeCategoryCode> 1 Hourly2 Salaried Employee3 Manager

Work Agreement <WorkAgreementTypeCode> 1 Permanent2 Temporary3 Executive4 Trainee5 Working Student6 Retiree

Graphic 3: Work Agreement

<AdministrativeCategoryCode>3</AdministrativeCategoryCode><WorkAgreementTypeCode>1</WorkAgreementTypeCode>


3.6.1 Employee Social Insurance Contribution Calculation Method



NI Category <EmployeeSocialInsuranceContributionCalculationMethodCode> A Standard rate not contracted outB Reduced rate not contracted outC Employer onlyD COSRS: Standard rateE COSRS: Reduced rateF COMPS: Standard rateG COMPS: Reduced rateH COMPS: Mariners standard rateJ Deferment only not contracted outL COSRS: Deferment onlyN COSRS: Mariners standard rateR Mariners rate not contracted outS COMPS: Employer onlyX N.I. non applicable

Graphic 4: Employee Social Insurance Contribution Calculation Method

<EmployeeSocialInsuranceContributionCalculationMethodCode>C</EmployeeSocialInsuranceContributionCalculationMethodCode>

3.6.2 Certified Indicator


NI Category Held <CertifiedIndicator>

Graphic 5: Certified Indicator

<CertifiedIndicator>true</CertifiedIndicator>

3.6.3 Company Director Indicator


Company Director <CompanyDirectorIndicator>

Graphic 6: Company Director Indicator

<CompanyDirectorIndicator>true</CompanyDirectorIndicator>

3.6.4 Company Director Regular Payment Indicator


Regular Payments <CompanyDirectorPaymentRegularIndicator>

Graphic 7: Company Director Regular Payment Indicator

<CompanyDirectorPaymentRegularIndicator>true</CompanyDirectorPaymentRegularIndicator>


Payroll Processing

3.6.5 Employee Social Insurance Contribution Calculation Method


Pension Scheme <EmployeeSocialInsuranceContributionCalculationMethodCode> PS1 Pension Scheme 1PS2 Pension Scheme 2

Graphic 8: Employee Social Insurance Contribution Calculation Method

<EmployeeSocialInsuranceContributionCalculationMethodCode>PS1</EmployeeSocialInsuranceContributionCalculationMethodCode>

3.6.6 Lower Threshold Amount


Lower Threshold <LowerThresholdAmount currencyCode="GBP">

Graphic 10: Lower Threshold Amount

<LowerThresholdAmount currencyCode="GBP">100.0</LowerThresholdAmount>

3.6.7 Upper Threshold Amount


Upper Threshold <UpperThresholdAmount currencyCode="GBP">

Graphic 11: Upper Threshold Amount

<UpperThresholdAmount currencyCode="GBP">100.0</UpperThresholdAmount>

3.6.8 Employer Contribution Lower Band Rate Deviation Percent


Percentage Employer Lower Band <EmployerContributionLowerBandRateDeviationPercent>

Graphic 12: Employer Contribution Lower Band Rate Deviation Percent

<EmployerContributionLowerBandRateDeviationPercent>10.0</EmployerContributionLowerBandRateDeviationPercent>

3.6.9 Employer Contribution Medium Band Rate Deviation Percent


Percentage Employer Medium Band <EmployerContributionMediumBandRateDeviationPercent>


Graphic 13: Employer Contribution Medium Band Rate Deviation Percent

<EmployerContributionMediumBandRateDeviationPercent>20.0</EmployerContributionMediumBandRateDeviationPercent>

3.6.10 Employer Contribution Upper Band Rate Deviation Percent


Percentage Employer Upper Band <EmployerContributionUpperBandRateDeviationPercent>

Graphic 14: Employer Contribution Upper Band Rate Deviation Percent

<EmployerContributionUpperBandRateDeviationPercent>30.0</EmployerContributionUpperBandRateDeviationPercent>

3.6.11 Employer Contribution Lower Band Rate Deviation Amount


Flat Rate Employee LowerBand

<EmployeeContributionLowerBandRateDeviationAmount currencyCode="GBP">

Graphic 15: Employer Contribution Lower Band Rate Deviation Amount

<EmployeeContributionLowerBandRateDeviationAmount currencyCode="GBP">10.0</EmployeeContributionLowerBandRateDeviationAmount>

3.6.12 Employer Contribution Medium Band Rate Deviation Amount


Flat Rate Employee MediumBand

<EmployeeContributionMediumBandRateDeviationAmount currencyCode="GBP">

Graphic 16: Employer Contribution Medium Band Rate Deviation Amount

<EmployeeContributionMediumBandRateDeviationAmount currencyCode="GBP">20.0</EmployeeContributionMediumBandRateDeviationAmount>

3.6.13 Employer Contribution Upper Band Rate Deviation Amount


Flat Rate Employee UpperBand

<EmployeeContributionUpperBandRateDeviationAmount currencyCode="GBP">

Graphic 17: Employer Contribution Upper Band Rate Deviation Amount

<EmployeeContributionUpperBandRateDeviationAmount currencyCode="GBP">30.0</EmployeeContributionUpperBandRateDeviationAmount>


Payroll Processing

3.6.14 Employee Additional Contribution Amount


AVC Employee Flat rate <EmployeeAdditionalContributionAmount currencyCode="GBP">

Graphic 18: Employee Additional Contribution Amount

<EmployeeAdditionalContributionAmount currencyCode="GBP">10.0</EmployeeAdditionalContributionAmount>

3.6.15 Employer Free Standing Additional Contribution Amount


FSVAC Employer Flat Rate <EmployerFreeStandingAdditionalContributionAmount currencyCode="GBP">

Graphic 19: Employer Free Standing Additional Contribution Amount

<EmployerFreeStandingAdditionalContributionAmount currencyCode="GBP">10.0</EmployerFreeStandingAdditionalContributionAmount>

3.6.16 Employee Additional Contribution Percent


AVC Employee Percentage <EmployeeAdditionalContributionPercent>

Graphic 20: Employee Additional Contribution Percent

<EmployeeAdditionalContributionPercent>10.0</EmployeeAdditionalContributionPercent>

3.6.17 Employer Free Standing Additional Contribution Percent


FSVAC Employer Percentage <EmployerFreeStandingAdditionalContributionPercent>

Graphic 21: Employer Free Standing Additional Contribution Percent

<EmployerFreeStandingAdditionalContributionPercent>10.0</EmployerFreeStandingAdditionalContributionPercent>















3.9 Tax Data from Tax File

3.9.1 P45


Employee Taxation Method <EmployeeTaxationMethodID>

Tax Code <EmployeeTaxationBasisTypeCode> 1 — Cumulative2 — Week1/Month1

Tax Week <TaxPaymentWeekOrdinalNumberValue>

Tax Month <TaxPaymentMonthOrdinalNumberValue>

Taxable Pay <BaseTaxAmount>

Tax Paid <PaidTaxAmount>

Item 13 <RecalculatedPaidTaxAmount>

Item 13 Used in Payroll <RecalculatedPaidTaxAmountRelevanceIndicator>

Student Loan <StudentIndicator>

Date Left Previous Employment <EndDate>

Not Paid from Start Date to End of Tax Year <PaymentTaxableIndicator>

Previous PAYE Reference <EmployerReferenceTaxOfficeID>

Previous PAYE Reference <EmployerReferencePartyTaxID>

Graphic 22: Employee Taxation Method

<EmployeeTaxationMethodID>TX234</EmployeeTaxationMethodID>


Payroll Processing

Graphic 23: Employee Taxation Code

<EmployeeTaxationBasisTypeCode>1</EmployeeTaxationBasisTypeCode>

Graphic 24: Tax Payment Week Code

<TaxPaymentWeekOrdinalNumberValue>0</TaxPaymentWeekOrdinalNumberValue>

Graphic 25: Tax Payment Month Code

<TaxPaymentMonthOrdinalNumberValue>1</TaxPaymentMonthOrdinalNumberValue>

Graphic 26: Base Tax Amount

<BaseTaxAmount currencyCode="GBP">12000.0</BaseTaxAmount>

Graphic 27: Paid Tax Amount

<PaidTaxAmount currencyCode="GBP">1000.0</PaidTaxAmount>

Graphic 28: Recalculated Paid Tax Amount

<RecalculatedPaidTaxAmount currencyCode="GBP">100.0</RecalculatedPaidTaxAmount>

Graphic 29: Recalculated Tax Amount Relevance Indicator

<RecalculatedPaidTaxAmountRelevanceIndicator>true</RecalculatedPaidTaxAmountRelevanceIndicator>

Graphic 30: Student Loan

<StudentIndicator>true</StudentIndicator>

Graphic 31: End Date

<EndDate>2010-10-10</EndDate>

Graphic 32: Taxable Pay

<PaymentTaxableIndicator>true</PaymentTaxableIndicator>


Graphic 33: Employer Reference Tax Office ID

<EmployerReferenceTaxOfficeID>INLKN</EmployerReferenceTaxOfficeID>

Graphic 34: Employer Reference Tax Party ID

<EmployerReferencePartyTaxID>456</EmployerReferencePartyTaxID>

3.9.2 P46


Statement Selected A <StatementASignedIndicator>

Statement Selected B <StatementBSignedIndicator>

Statement Selected C <StatementCSignedIndicator>

Statement Selected D <StatementDSignedIndicator>

Graphic 35: Statement A Signed Indicator

<StatementASignedIndicator>true</StatementASignedIndicator>

Graphic 36: Statement B Signed Indicator

<StatementBSignedIndicator>true</StatementBSignedIndicator>

Graphic 37: Statement C Signed Indicator

<StatementCSignedIndicator>true</StatementCSignedIndicator>

Graphic 38: Statement D Signed Indicator

<StatementDSignedIndicator>true</StatementDSignedIndicator>

3.9.3 Tax Refund Withheld


Refunds Withheld <EmployeeTaxRefundWithholdingReasonCode> 1 — On Strike2 — On Suspension

Withheld Refund Action <EmployeeTaxRefundWithholdingSuspendedIndicator>


Payroll Processing

Graphic 39: Employee Tax Refund Withholding Reason

<EmployeeTaxRefundWithholdingReasonCode>1</EmployeeTaxRefundWithholdingReasonCode>

Graphic 40: Employee Tax Refund Withholding Suspended

<EmployeeTaxRefundWithholdingSuspendedIndicator>true</EmployeeTaxRefundWithholdingSuspendedIndicator>



























Payroll Processing




6.4.1.13 Payroll Processing Germany: Payroll XML File Specifications

1.0 OverviewWhen running file-based payroll processing with an outsourced payroll provider, you produce XML file datacomprising employee master data and payroll transaction data contained in a payroll snapshot. After downloadingthis file from the ByDesign system, you then transmit it to your payroll provider for processing. In default file-basedprocessing, when you create a new payroll data file, a standard XML output file is produced in the system. Thestandard XSLT conversion of the payroll data file is a SAP-proposed selection of the generated payroll data.This document provides an overview of the contents of this standard XML file. It explains the structure and the keyemployee and pay data contained within the file, including cross-references to the XML tags and explanations of theinput options (per field), where relevant. Many technical fields are not described, as they typically are not referencedby payroll providers.You can also use SAP-delivered XSLT templates to convert the XML payroll data to an Excel format. For customers,these templates are available from your SAP account manager or implementation project manager. For moreinformation on this process, see Adjust XSLT Conversion Rules [page 160].

SAP Employees and Partners can download these SAP-delivered XSLT templates directly from the SAPBusiness Center for On-Demand Solutions. After logging in, choose: SAP Business ByDesign thenCommunity, and click Wiki Info Exchange. Under Solution Scope Information, click ApplicationInformation and scroll down to find the topic Converting Payroll XML Data to Microsoft Excel . Choose yourByDesign Feature Pack to access a dedicated page for download including overview and prerequisitesinformation.




2.0 XML File StructureThe XML file that you download from the ByDesign system is divided into two main sections:


2.1 Header data2.2 Delta employee and pay data



Generic Graphic: Header data

Other technical data contained in the header are not illustrated in this example.

2.2 Delta Employee and Pay DataThe remainder of the XML file contains generic and employee-specific data for all employees, located between theXML tags <DE_EmployeePayrollInputCollection> and </DE_EmployeePayrollInputCollection>.In general, when the XML file is created by clicking Create Data File in the Payroll Processing Payroll Run view, onlythe delta payroll data are included in the file. That is, all new, changed or deleted employee or pay data entered since


Payroll Processing

the creation of the file in the previous payroll period with an effective date falling within or prior to the current payperiod. There are a few exceptions to this rule:




2.2.1 Generic DataThe first section of data between the tags <DE_EmployeePayrollInputCollection> and </DE_EmployeePayrollInputCollection> contains generic data relevant for all employees included in the XML file. Thisgeneric data comprises:



Graphic 1: Generic data<DE_EmployeePayrollInputCollection><PayrollProcessID>AB-1DE0092009</PayrollProcessID><PayrollProcessPayrollProviderID>AB-1_2009_09</PayrollProcessPayrollProviderID>

2.2.2 Employee-Specific DataEach employee’s new, changed or deleted data is located in a sub-section of the XML Tag<DE_EmployeePayrollInputCollection>, within the start and end XML tags <DE_EmployeePayrollInput> and </DE_EmployeePayrollInput>. The employee-specific data is comprised of two sub-sections: general data andindividual employee data.



● <DE_EmployeePayrollInput> : Provides generic data regarding payroll processing and simply repeats theinformation from section 2.2.1 of this document




● 01 - Create (record is newly added and was not previously sent) ● 02 - Update (record was previously sent and has now been updated) ● 03 - Delete (record previously deleted in ByDesign system) ● 04 - Save (create or change) ● 05 - Remove (delete if present) ● 06 - No action


Example 1Graphic 2: Initial entry of employee’s personal information

Example 2AGraphic 3: Delimitation of employee’s original last name


Payroll Processing

Example 2BGraphic 4: Addition of employee’s new last name


3.0 Employee-Specific Field MappingsData that is passed in the XML file for each employee is grouped into sections. The remainder of this documentprovides details for each of the data groups, including the location of the ByD field, the XML tag and the contentinformation. After each table is an example of how the data would appear in an XML file.




Graphic 5: Employee Identifiers from Personnel File



Payroll Processing







Additional values may be added by customersusing the General Business Partnersfine- tuning activity, within Business Configuration.

Nationality <NationalityCountryCode> Type: Text, Length: 2For example, DE is passed for Germany.


Additional values may be added by customersusing the General Business Partnersfine- tuning activity, within Business Configuration.




Nickname <NickName> Type: Text, Length: 40


Additional values may be addedby customers using theGeneral Business Partnersfine- tuning activity, within Business Configuration.


Graphic 6: Biographical data from Personnel File



Country Code <CountryCode> Type: Text, Length: 2For example, DE is passed for Germany






Graphic 7: Private contact data from Personnel File


Payroll Processing

3.4 Social Insurance Number from Personnel File


Social Insurance Number <SocialInsuranceID> Type: Text, Length: 12

Graphic 8: Social insurance number from Personnel File




Social InsuranceFund Number

<SocialInsuranceFundHeadOfficeID>


Health Insurance <HealthInsurance><EmployeeSocialInsuranceContributionTypeCode>

Type: Text, Length: 21 = Exempt From Insurance2 = General Contribution5 = Voluntary Insured10 = Flat Rate11 = Half Contribution12 = Flat Rate Employer

ContributionDistribution

<HealthInsurance><EmployeeSocialInsuranceContributionPayerTypeCode>

Type: Text, Length: 21 = Standard distribution between employer andemployee2 = Employer pays complete contribution3 = Employee pays complete contribution

Health InsuranceContributionAmount

<HealthInsurance><ContributionAmountCurrencyCode>

Type: “EUR”


Payroll Processing

PensionInsurance

<PensionInsurance><EmployeeSocialInsuranceContributionTypeCode>



<PensionInsurance><EmployeeSocialInsuranceContributionPayerTypeCode>


UnemploymentInsurance

<UnemploymentInsurance><EmployeeSocialInsuranceContributionTypeCode>



<UnemploymentInsurance><EmployeeSocialInsuranceContributionPayerTypeCode>


NursingInsurance

<NursingInsurance><EmployeeSocialInsuranceContributionTypeCode>



<NursingInsurance><EmployeeSocialInsuranceContributionPayerTypeCode>


NursingInsuranceContributionAmount

<NursingInsurance><ContributionAmountCurrencyCode>

Type: “EUR”

Social InsuranceCategory

<EmployeeSocialInsuranceContributionEmployeeGroupCode>

Type: Text, Length: 21 = Standard2 = Semi-retirement3 = Insignificantly employed4 = Casually employed5 = Disabled person6 = Voluntary social year


Activity Key[DEUEV]

<SocialInsuranceOccupationCode>

Type: Text, Length: 211 = Farmers12 = Semi-retirement21 = Insignificantly employed22 = Casually employed31 = Disabled person32 = Voluntary social year41 = Voluntary social year

These values are derived from theFederal Employment Agency circular:General Reporting Procedures forHealth, Nursing, Pension, andUnemployment Insurance(July 15, 1998, version 23.02.2005).The entire list is not reproduced hereas it contains 340 values.

ProfessionalStatus[DEUEV]

<SocialInsuranceProfessionalStatusCode>

Type: Text, Length: 20 = Full-time trainees (apprentices, trainees,placement students, interns)1 = Full-time workers not employed as skilledworkers2 = Full-time workers employed as skilledworkers3 = Full-time employees - master craftsmen,foremen (both wage and salary earners)4 = Full-time salaried employees (but not salariedmaster craftsmen or foremen)5 = Disabled employees in approved shelteredworkshops6 = Persons in youth welfare centers, vocationaltraining centers, or similar centers for disabledpersons7 = Full-time employees working in home officesor home-based businesses8 = Part-time employees with working week lessthan 18 hours, including persons in limitedemployment9 = Part-time employees with working week of 18hours or more, but not full-time


Payroll Processing

Education/Training[DEUEV]

<SocialInsuranceEducationCode>

Type: Text, Length: 21 = Elementary/lower secondary school,intermediate certificate or equivalent certificatewith no vocational education2 = Elementary/lower secondary school,intermediate certificate or equivalent certificatewith completed vocational education3 = Upper secondary school certificate (generalor specific matriculation standard) with novocational education completed4 = Upper secondary school certificate (generalor specific matriculation standard) withvocational education completed5 = University of Applied Sciences degree6 = Higher education/university degree7 = Education unknown, no details possible

Person Group[DEUEV]

<SocialInsuranceEmployeeGroupCode>

Type: Text, Length: 3101 = Employees liable for social insurance, withno special features102 = Trainees103 = Semi-retired employees104 = Workers in home-based businessesaccording to § 190 SGB VI (German SocialSecurity Code)105 = Unpaid trainees106 = Student trainees107 = Disabled persons in sheltered workshopsor similar facilities108 = Recipients of early retirement payment (§§200 SGB V and 191 SGB VI)109 = Low-income employees according to § 8sub-section 1 No.1 SGB IV110 = Short-term employees according to § 8sub-section 1 No.2 SGB IV111 = Youth welfare service, vocational trainingcenters or similar facilities112 = Family members working in agriculture113 = Part-time agricultural workers114 = Part-time agricultural workers (seasonalemployment)116 = Recipients of compensatory paymentaccording to FELEG118 = Persons in casual employment119 = Pensioners and welfare recipients exemptfrom insurance120 = Persons assumed to be employed

The following fields will only be visible if the Valid From date is on or after 01.12.2011

Function/Occupation

<GermanDataEntryAndTransferRegulation><SocialInsuranceOccupationCode>



Certificate <GermanDataEntryAndTransferRegulation><SocialInsuranceGeneralEducationCode>

Type: Text, Length: 21 - No School Leaving Certificate2 - Secondary School3 - Secondary School level 14 - Diploma from secondary school 9 - DegreeUnknown

VocationalTraining

<GermanDataEntryAndTransferRegulation><SocialInsuranceVocationalEducationCode>

Type: Text, Length: 21 = Elementary/lower secondary school,intermediate certificate or equivalent certificatewith no vocational education2 = Elementary/lower secondary school,intermediate certificate or equivalent certificatewith completed vocational education3 = Upper secondary school certificate (generalor specific matriculation standard) with novocational education completed4 = Upper secondary school certificate (generalor specific matriculation standard) withvocational education completed5 = University of Applied Sciences degree6 = Higher education/university degree7 = Education unknown, no details possible

Contract Form <GermanDataEntryAndTransferRegulation><SocialInsuranceWorkAgreementClassificationCode>

Type: Text, Length: 20 = Full-time trainees (apprentices, trainees,placement students, interns)1 = Full-time workers not employed as skilledworkers2 = Full-time workers employed as skilledworkers3 = Full-time employees - master craftsmen,foremen (both wage and salary earners)4 = Full-time salaried employees (but not salariedmaster craftsmen or foremen)5 = Disabled employees in approved shelteredworkshops6 = Persons in youth welfare centers, vocationaltraining centers, or similar centers for disabledpersons7 = Full-time employees working in home officesor home-based businesses8 = Part-time employees with working week lessthan 18 hours, including persons in limitedemployment9 = Part-time employees with working week of 18hours or more, but not full-time

<>Graphic 8A: Social insurance data from Personnel File


Payroll Processing



Tax Card Year <TaxCardYear > Type: Text, Length: 4 (year)

Municipality <IssuingMunicipalityCode> Type: Text, Length: 8 (numeric)

Tax Class <EmployeeIncomeTaxClassCode>

Type: Text, Length: 21 = Tax Class I2 = Tax Class II3 = Tax Class III4 = Tax Class IV5 = Tax Class V6 = Tax Class VI


Church Tax <EmployeeTaxationChurchCode> Type: Text, Length: 9– – = No church tax liabilityAK = Old catholicEV = ProtestantFA = Non-denomination AlzeyFB = Non-denominational regional congregation BadenFG = Non-denominational regional congregation PalatinateFM = Non-denominational congregation MainzFR = French-reformedFS = Non-denominational congregation OffenbachMainzIB = Israelite Religious Community BadenIL = Israelite RuralIS = IsraeliteIW = Israelite religious community WuerttembergJD = Jewish religion taxJH = Jewish religion taxJS = Jewish religion taxLT = LutheranRF = ReformedRK = Roman catholic

Annual Tax Exemption <PersonalAnnualTaxExemptAmount currencyCode>

Type: “EUR”

Monthly Tax Exemption <PersonalMonthlyTaxExemptAmount currencyCode>

Type: “EUR”

Income Tax Liability <IncomeTaxLiabilityCode> Type: Text, Length: 21 = Unlimited2 = Restricted3 = Flat-rate tax4 = Not liable

Graphic 9: Tax data from Personnel File


Payroll Processing





Graphic 10: Work agreement data from Personnel File





Graphic 11: Business residence assignment from Personnel File


Payroll Processing






Graphic 12: Payroll group assignment from Personnel File







Graphic 13: Payment/bank data from Personnel File


Payroll Processing

3.12 Travel Expense InformationTravel Expenses are not processed in payroll nor paid using Payroll Processing. Reimbursements of travel expensesto employees are made directly in Financials, within Expense & Reimbursement Management (ERM). Also the postingof these expenses to General Ledger is performed completely in Financials. However, Payroll Processing receivestravel expense data that is relevant for an employee's tax calculation and reporting taxable (and tax-free) amountsper employee. This data is outlined below:














Graphic 13A: Travel expense data from Expense & Reimbursement Management


Payroll Processing



Time Type[Derived from the time typecategory assigned within theTime Types with Time Accountsfine-tuning activity within BusinessConfiguration.]



Payroll Time Type[As mapped in theMaintain Payroll Time Types ForEmployee Time Typesfine-tuning activity within BusinessConfiguration.]





















Graphic 14: Recorded time from Time File


Payroll Processing



Date <Date> Type: Date, Format:YYYY-MM-DD

Duration[Manually entered or calculated based on Start Time and EndTime]


Start Date/End Date (of payroll period) <DatePeriod> or<PayrollDatePeriod> <StartDate>or <EndDate>

Type: Date, Format:YYYY-MM-DD






Graphic 15: Work schedule from Time File









Payroll Processing









Graphic 16: Average schedule from Time File

















Graphic 17: Time account payouts from Time File


Payroll Processing






Maintained in the fine-tuning activityMaintain Payroll Time Account Types for TimeAccount Types,within Business Configuration.






Graphic 18: Time account balance updates from Time Profile







Payroll Processing

Graphic 19: Work schedule period

3.19 Compensation Components from Compensation FileCompensation components are assigned within an employee’s compensation file on the Compensation Details tab.Each compensation component is passed in its own<EmployeeCompensationAgreementItemCompensationComponentDetail> set.


Valid From/To <StartDate> or <EndDate> YYYY-MM-DD


<CompensationComponentTypeID><CompensationComponentCategoryCode>

Type: Text, Length: 10 To decipher codes, referto the table in the Compensation Componentsview.Compensation category code for earnings is 1;for deductions is 2

Pay Type <CompensationComponentPayrollCategoryCode> Type: Text, Length: 10 To decipher codes, referto the table in the Compensation Componentsview, clicking Actions and selecting MaintainPay Type Mapping.


Amount (asassigned to theemployee’scompensationcomponent)


RecurrenceFrequency (asassigned toemployee'sCompensationComponent)



Percentage (asassigned toemployee'sCompensationComponent)

<CompensationComponentPercent> Type: Numeric, Format: 1 decimal

Graphic 20: Compensation components from Compensation File


Payroll Processing

6.4.1.14 Payroll Processing India: Payroll XML File Specifications

OverviewWhen running file-based payroll processing with an outsourced payroll provider, you produce XML file datacomprising employee master data and payroll transaction data contained in a payroll snapshot. After downloadingthis file from the ByDesign system, you then transmit it to your payroll provider for processing. In default file-basedprocessing, when you create a new payroll data file, a standard XML output file is produced in the system. Thestandard XSLT conversion of the payroll data file is a SAP-proposed selection of the generated payroll data.This document provides an overview of the contents of this standard XML file. It explains the structure and the keyemployee and pay data contained within the file, including cross-references to the XML tags and explanations of theinput options (per field), where relevant. Many technical fields are not described, as they typically are not referencedby payroll providers.





2.2 Delta Employee and Pay DataThe remainder of the XML file contains generic and employee-specific data for all employees, located between theXML tags <IN_EmployeePayrollInputCollection> and </IN_EmployeePayrollInputCollection>.In general, when the XML file is created by clicking Create Data File in the Payroll Processing Payroll Run view, onlythe delta payroll data are included in the file. That is, all new, changed or deleted employee or pay data entered sincethe creation of the file in the previous payroll period with an effective date falling within or prior to the current payperiod. There are a few exceptions to this rule:




2.2.1 Generic DataThe first section of data between the tags <IN_EmployeePayrollInputCollection> and </IN_EmployeePayrollInputCollection> contains generic data relevant for all employees included in the XML file. Thisgeneric data comprises:





● <IN_EmployeePayrollInput> : Provides generic data regarding payroll processing and simply repeats theinformation from section 2.2.1 of this document



Payroll Processing



Nationality <NationalityCountryCode> Type: Text, Length: 2For example, IN is passed for India.










Country Code <CountryCode> Type: Text, Length: 2For example, IN is passed for India







Payroll Processing

3.3.1 Workplace Address


Workplace Address <EmployeeWorkplaceAddressInformation>

<OrganisationAddress> Location Details

<WorkplaceAddress> Other Details

Graphic 2: Workplace Address

<EmployeeWorkplaceAddressInformation actionCode="01"><ObjectNodeReference><ObjectID>IN00163E01277C1EE0B8D43B0F7D7FFC3500163E01277C1EE0B8D45086771D7C5D</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24443</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-09-19</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><AddressUsage actionCode="01"><ObjectNodeReference><ObjectID>IN00163E01277C1EE0B8D43B0F7D7FFC3500163E01277C1EE0B8D45086771E7C5D</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24484</ObjectNodeTypeCode></ObjectNodeReference><AddressUsageCode>XXDE</AddressUsageCode><ValidityPeriod><StartDate>2011-09-19</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod></AddressUsage><OrganisationAddress><PhysicalAddress><CountryCode>IN</CountryCode><CountryName languageCode="EN">India</CountryName><RegionCode>30</RegionCode><RegionName>Delhi<RegionName><StreetPostalCode>110001</StreetPostalCode><CityName>New Delhi</CityName><StreetName>Connaught place</StreetName><HouseID>567</HouseID></PhysicalAddress>


</OrganisationAddress><WorkplaceAddress><PersonName><GivenName>INDIA</GivenName><FamilyName>CITY</FamilyName><NameFormatCountryCode>IN</NameFormatCountryCode></PersonName><Office><BuildingID>building1</BuildingID><RoomID>room1</RoomID></Office></WorkplaceAddress></EmployeeWorkplaceAddressInformation>

<EmployeeWorkplaceAddressInformation actionCode="01"><ObjectNodeReference><ObjectID>IN00163E0114E41ED0B1F6D6B31CFBA4E200163E0213361EE0B6F031708976BEAB</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24443</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-09-10</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><AddressUsage actionCode="01"><ObjectNodeReference><ObjectID>IN00163E0114E41ED0B1F6D6B31CFBA4E200163E0213361EE0B6F031708977BEAB</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24484</ObjectNodeTypeCode></ObjectNodeReference><AddressUsageCode>XXDE</AddressUsageCode><ValidityPeriod><StartDate>2011-09-10</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod></AddressUsage><OrganisationAddress><PhysicalAddress><CountryCode>IN</CountryCode><CountryName languageCode="EN">India</CountryName><StreetPostalCode>560066</StreetPostalCode><StreetName>Whitefield</StreetName><HouseID>138</HouseID>


Payroll Processing

</PhysicalAddress></OrganisationAddress><WorkplaceAddress><PersonName><FormOfAddressCode>0002</FormOfAddressCode><FormOfAddressName>Mr.</FormOfAddressName><GivenName>Persfile</GivenName><FamilyName>Changes</FamilyName><NameFormatCountryCode>IN</NameFormatCountryCode></PersonName><Office><BuildingID>RMZ</BuildingID><RoomID>03</RoomID></Office><Communication><Telephone><Number><SubscriberID>11111111</SubscriberID><CountryCode>IN</CountryCode><CountryDiallingCode>+91</CountryDiallingCode><CountryName languageCode="EN">India</CountryName></Number><NumberDefaultIndicator>true</NumberDefaultIndicator><NumberUsageDenialIndicator>false</NumberUsageDenialIndicator></Telephone><MobilePhone><Number><SubscriberID>222222</SubscriberID><CountryCode>IN</CountryCode><CountryDiallingCode>+91</CountryDiallingCode><CountryName languageCode="EN">India</CountryName></Number><SMSEnabledIndicator>true</SMSEnabledIndicator><NumberDefaultIndicator>true</NumberDefaultIndicator><NumberUsageDenialIndicator>false</NumberUsageDenialIndicator></MobilePhone><Facsimile><Number><SubscriberID>33333333</SubscriberID><CountryCode>IN</CountryCode><CountryDiallingCode>+91</CountryDiallingCode><CountryName languageCode="EN">India</CountryName>


<NumberDefaultIndicator>true</NumberDefaultIndicator><NumberUsageDenialIndicator>false</NumberUsageDenialIndicator></Facsimile><Email><URI>[email protected]</URI><URIDefaultIndicator>true</URIDefaultIndicator><URIUsageDenialIndicator>false</URIUsageDenialIndicator></Email></Communication></WorkplaceAddress></EmployeeWorkplaceAddressInformation>

In this document, a 'Region' is the equivalent of a State in India.




Permanent Establishment ID is the business residence to which theemployee belongs.Cost Center ID is the cost center to which an employee belongs.



1 — Hourly2 — Salaried Employee3 — Manager







<WorkAgreementItem actionCode="01"><ObjectNodeReference><ObjectID>00163E0126B91EE0A7ABA41F8E15156B</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24499</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-02-01</StartDate>


Payroll Processing

<EndDate>9999-12-31</EndDate></ValidityPeriod><WorkAgreementTypeCode>1</WorkAgreementTypeCode><AdministrativeCategoryCode>3</AdministrativeCategoryCode>


ByDesignField

XML Tag Content










3.5.1 ESI/Gratuity/Labor Welfare


Employee State Insurance Number <EmployeeSocialInsuranceID> Type: TextLength: 20

Employee State Insurance Dispensary <HospitalNameText> Type: TextLength: 40

Employee Contribution To Labor WelfareFund

Checking this box indicates that theemployee contributes to a LWF.

<LabourWelfareFundRelevanceIndicator> Type: CheckboxValue: True/False

Gratuity ID

Gratuity ID is a unique ID thatsignifies the gratuity contributiontowards an employee.

<GratuityEmployeeSocialInsuranceContributionAccountID> Type: TextLength: 20

Temporary Certificate Number <TemporaryEmployeeSocialInsuranceID> Type: TextLength: 20

Graphic 5: Social Insurance Period Terms

<EmployeeSocialInsuranceArrangementPeriodTerms actionCode="01"><ObjectNodeReference><ObjectID>00163E012E131ED0A7C4FA18E0BBB4C9</ObjectID><ObjectTypeCode>765</ObjectTypeCode<ObjectNodeTypeCode>24502</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-01-01</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><EmployeeSocialInsuranceID>1245</EmployeeSocialInsuranceID><TemporaryEmployeeSocialInsuranceID> 1245</TemporaryEmployeeSocialInsuranceID><HospitalNameText>1</HospitalNameText><LabourWelfareFundRelevanceIndicator>true</LabourWelfareFundRelevanceIndicator>


Payroll Processing

<GratuityEmployeeSocialInsuranceContributionAccountID>1241</GratuityEmployeeSocialInsuranceContributionAccountID></EmployeeSocialInsuranceArrangementPeriodTerms>

3.5.2 Pension Insurance


Pension Fund <PensionFund>

Pension Trust ID <BusinessPartnerUUID> Type: TextLength: 10Ex: GCIN2321

Pension Number <EmployeeSocialInsuranceContributionAccountID> Type: TextLength: 20Ex: AA/BBB/111111/999999

Gratuity ID <GratuityEmployeeSocialInsuranceContributionAccountID> Type: TextLength: 20

Employer ContributionTowards Pension Scheme

Checking this boxindicates that theemployer contributes toan employee's pensionscheme.

<EmployerPaymentIndicator> Type: CheckboxValue: True/False

Provident Fund <ProvidentFund>

Provident Fund Trust ID <BusinessPartnerUUID> Type: TextLength: 10Ex: GCIN2321

Provident Fund Number <EmployeeSocialInsuranceContributionAccountID> Type: TextLength: 20Ex: AB/ABC/213414/324241

Voluntary Provident FundContribution Amount

<AdditionalEmployeeContributionAmount> Type: AmountLength: 11.2Ex: 500.50

Voluntary Provident FundContribution Percent

<AdditionalEmployeeContributionPercent> Type: PercentEx: 30%

● The Voluntary Provident Fund Contribution Amount can be either an amount or a percentage, but notboth. An error message will occur if you try to enter both.

● Pension Number is the employee's Pension ID. ● Provident Fund Number is the employee's Provident Fund ID

Graphic 6: Pension Insurance

<EmployeeSocialInsuranceArrangementPensionInsurance actionCode="01"><ObjectNodeReference>


<ObjectID>00163E012E131ED0A7C4F2E1B5B8B4C7</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24500</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-01-01</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><PensionFund><BusinessPartnerUUID>00000000-0001-02dd-94ad-c5ea75fb943a</BusinessPartnerUUID><EmployeeSocialInsuranceContributionAccountID>AA/BBB/111111/999999</EmployeeSocialInsuranceContributionAccountID><EmployerPaymentIndicator>true</EmployerPaymentIndicator></PensionFund><ProvidentFund><BusinessPartnerUUID>00000000-0001-02dd-94ad-c5ea75fb943a</BusinessPartnerUUID><EmployeeSocialInsuranceContributionAccountID>AB/ABC/213414/324241</EmployeeSocialInsuranceContributionAccountID><AdditionalEmployeeContributionAmount currencyCode="INR">550.0</AdditionalEmployeeContributionAmount><AdditionalEmployeeContributionPercent>30.0</AdditionalEmployeeContributionPercent></ProvidentFund></EmployeeSocialInsuranceArrangementPensionInsurance>










<PayrollGroupCode>IN01</PayrollGroupCode><PayrollInactiveIndicator>true</PayrollInactiveIndicator>


Payroll Processing






The bank code will default to the relevant country. For India, it defaults to an Indian Financial System Code(IFSC) number. This can be configured in Liquidity Management WoC —> Bank Directory WoC.

3.8 Disability Data from Personnel File


Disability Group <DisabledPersonGroupCode> Type: Text, Length: 41 Severely Disabled2 Disabled

Degree of Disability <PersonDisabilityPercent> Type: PercentEx: 15%

Graphic 7: Disability Data from Personnel File

<CountryCode>IN</CountryCode><Disability actionCode="01"><ObjectNodeReference><ObjectID>00163E012E131ED0A7C56BCB3E91F5D7</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24516</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-06-24</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><DisabledPersonGroupCode>2</DisabledPersonGroupCode><PersonDisabilityPercent>10.0</PersonDisabilityPercent></Disability>

3.9 Tax Data from Tax File



PAN Number <EmployeeTaxID> Type: TextFormat: XXXXX99999Ex: ADXYZ12345

Graphic 8: Tax Data from Tax File

<EmployeeTaxArrangementPeriodTerms actionCode="01"><ObjectNodeReference><ObjectID>00163E012E131ED0A7C4E1B551769489</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24491</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-06-24</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><EmployeeTaxID schemeID="">ADXYZ12345</EmployeeTaxID></EmployeeTaxArrangementPeriodTerms>

3.10 Tax Arrangement

3.10.1 Employment Item Previous Employment Compensation Component


Number of leave travelallowance exempt

<LeaveTravelAllowanceNumberValue> Type: IntegerMinimum Value: 0Maximum Value: 99

LTA carried forward

Checking this boxindicates that theemployee's LTA iscarried forward.

<LeaveTravelAllowanceRelevanceIndicator> Type: CheckboxValue: True/False

Previous Employment, Typeof payment

<TaxationCategoryCode> Type: TextLength: 4

1. Leave Encashment Exemption

2. Gratuity Exemption

3. Voluntary Retirement SchemeExemption

4. Professional Tax

5. Income Tax Deducted

Previous Employment,Individual amount

<TaxationCategoryAmount> Type: AmountLength: 11.2


Payroll Processing

Income Tax Deducted

Professional Tax

Graphic 9: Employment Item Previous Employment Compensation Component

<EmployeeTaxArrangementPreviousEmployment actionCode="01"><ObjectNodeReference><ObjectID>00163E012E131ED0A7C4F0D2951034C6</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24494</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-01-01</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><LeaveTravelAllowanceNumberValue>5</LeaveTravelAllowanceNumberValue><LeaveTravelAllowanceRelevanceIndicator>true</LeaveTravelAllowanceRelevanceIndicator><EmploymentItemPreviousEmploymentCompensationComponent actionCode="01"><ObjectNodeReference><ObjectID>00163E012E131ED0A7C4F1E2A5DF34C6</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24495</ObjectNodeTypeCode></ObjectNodeReference><TaxationCategoryCode>1<TaxationCategoryCode><TaxationCategoryAmount currencyCode="INR">500.0</TaxationCategoryAmount currencyCode="INR"></EmploymentItemPreviousEmploymentCompensationComponent></EmployeeTaxArrangementPreviousEmployment>

3.10.2 Work Agreement Item Exemption Family Member


Type of exemption <EmployeeTaxationExemptionTypeCode> Type: Text, Length: 4

1. Medical Exemption

2. Child Hostel Exemption

3. Child Education Exemption

Amount <EmployeeTaxationExemptionAmount> Type: Amount, Length: 11.2

Graphic 10: Work Item Agreement Exemption Family Member

<EmployeeTaxArrangementExemption actionCode="01"><ObjectNodeReference><ObjectID>00163E0120191ED0A6E043BAC1DDBA39</ObjectID>


<ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24504</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2010-01-01</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><EmployeeTaxationExemptionTypeCode>1</EmployeeTaxationExemptionTypeCode><EmployeeTaxationExemptionAmount currencyCode="INR">10.0</EmployeeTaxationExemptionAmount></EmployeeTaxArrangementExemption>

3.10.2.1 Dependant Information


Dependant <EmployeeTaxArrangementExemptionFamilyMember>

ID Number <FamilyMemberBusinessPartnerID> Type: Text, Length: 40

Name <FamilyMemeberDependentName> Type: Text, Length: 40

Relationship <BusinessPartnerRelationshipCode> Type: Text, Length: 2 ● 01 Child

● 02 Spouse

● 03 Father

● 04 Mother

● 05 Guardian

● 06 Father-In-Law

● 07 Mother-In-Law

Graphic 11: Dependant Information

<EmployeeTaxArrangementExemptionFamilyMember actionCode="01"><ObjectNodeReference><ObjectID>00163E0114ED1ED0B6A11DC73FD746D9</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24505</ObjectNodeTypeCode></ObjectNodeReference><BusinessPartnerUUID>00163e01-14ea-1ed0-b3f9-78e2d8ffe7f1</BusinessPartnerUUID><FamilyMemberBusinessPartnerID>1000868</FamilyMemberBusinessPartnerID><BusinessPartnerRelationshipCode>01</BusinessPartnerRelationshipCode><FamilyMemeberDependentName>Dr. Mom Mother</FamilyMemeberDependentName></EmployeeTaxArrangementExemptionFamilyMember>

3.11 Investment



Payroll Processing

Consider actualInvestments/Contributions fortax

Checking thisbox means thesystem willuse the actualinvestmentamount. Notchecking thebox means, itwill used theproposedinvestmentamount.

<FixedIndicator> Type: CheckboxValue: True/False


Investment/Contributions

<EmployeeTaxationBasisReductionTypeCode> 1 Contract for a deferred annuity on life ofspecified persons2 Contribution Of ULIP Of LIC Mutual Fund3 Contribution to an ApprovedSuperannuation Fund4 Contribution To Any Pension Fund Set Up5 Contribution To Certain Pension Funds6 Contribution To Notified Annuity Plan Of LIC7 Contribution To Notified Mutual Fund8 Contribution to notified unit linkedinsurance plan of LIC Mutual Fund9 Contribution to provident fund as per PFAct,192510 Contribution To Public Provident Fund11 Contribution To Recognised ProvidentFund12 Contribution To Superannuation Fund13 Contribution To ULIP14 Contribution To ULIP Of UTI15 Deduction For Dependent With Disability16 Deduction For Dependent With SevereDisability17 Deduction For Self Disability18 Deduction For Self Severe Disability19 Deduction From Salary For A DeferredAnnuity20 Deduction In Respect Of Rent Paid21 Depst under Post Office SavingsBank(Cumulative Time Deposts) Rule195922 Donation For Scientific Or Rural Develop23 Donation To CRY24 Donation To PM's Relief Fund25 Interest on Certain Securities/Dividends26 Interest on Certain Securities/Dividends(incl. Govt Securities)27 Interest On NSC VIII Issue28 Medical Insurance Premium For Non-Senior29 Medical Insurance Premium (SeniorCitizen)30 Medical Treatment31 Medical Treatment For Senior Citizens32 Notified Term Deposits by CentralGovernment33 Payment Towards Life Insurance Policy34 Prof. Income From Foreign Sources35 Remuneration For Services Abroad36 Repayment of amount due to a companyor co-operative society37 Repayment of amount due to a selffinancing or other approved schemes38 Repayment Of Housing Loan39 Repayment of housing loan from approvedorganizations40 Repayment Of Interest On Loan For HigherEducation41 Royalty Income From Authorship42 Royalty On Patents43 Subscr. to notified Central Govmt Savingscertificate (NSC VIII issue)44 Subscription to approved equity shares ordebentures for business referred in Sec 80-IA(4) (Infrastructure)45 Subscription to approved equity shares ordebentures for business referred in Sec 80-IA(4) (Infrastructure)46 Subscription to approved mutual fund(Infrastructure)47 Subscription to approved mutual fundwhere capital is used for issues referred to inclause (i) of explanation to clause xix ofsubsection (2)48 Subscription to Central GovernmentSecurity or Deposit Scheme49 Subscription to constituted authority forhouse construction50 Subscription to deposit scheme of publicsector company for house construction51 Subscription to notified CentralGovernment security (NSS)52 Subscription To Notified Deposit Scheme53 Subscription To Notified Deposit Scheme54 Subscription To Notified Mutual Fund55 Subscription To Notified Pension Fund56 Subscription To Savings Certificates57 Subscription To Deposit Scheme Of Public58 Subscription To NABARD Bonds59 Term Deposits with scheduled banks forfixed periods not less than 5 years60 Tuition Fee - Child 161 Tuition Fee For Full Time Education62 Tuition Fee To Education Institution


Payroll Processing

ProposedInvestments andContributions

<PlannedInvestmentAmount> Type: AmountLength: 11.2

Actual Investmentsand Contributions

<FinalInvestmentAmount> Type: AmountLength: 11.2

House PropertyIncome

<WorkAgreementItemInvestmentHousePropIncome> 1 Self-Occupied/Deemed Self-Occupied2 Partly Let Out3 Wholly Let Out

When option 1 is selected, the only tagthat can be used is:<DeductionInterestAmountcurrencyCode="INR"> </DeductionInterestAmount>

Income from OtherSources

<WorkAgreementItemInvestmentOtherSourceIncome> 1 Business Profits2 Long Term Capital Gains (Normal Rate)3 Long Term Capital Gains (Special Rate)4 Short Term Capital Gains5 Income from Dividend6 Income from Interest7 Other Income8 TDS on Other Income

Graphic 12: Investment

<EmployeeTaxArrangementInvestment actionCode="01"><ObjectNodeReference><ObjectID>00163E012E131ED0A7C5778BF2BE760A</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24508</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-01-01</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><FixedIndicator>true</FixedIndicator><WorkAgreementItemInvestmentTaxReductionBasis actionCode="01"><ObjectNodeReference><ObjectID>00163E012E131ED0A7C5783B2D00360A</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24509</ObjectNodeTypeCode></ObjectNodeReference><EmployeeTaxationBasisReductionTypeCode>9</EmployeeTaxationBasisReductionTypeCode><PlannedInvestmentAmount currencyCode="INR">110.0</PlannedInvestmentAmount><FinalInvestmentAmount currencyCode="INR">110.0</FinalInvestmentAmount></WorkAgreementItemInvestmentTaxReductionBasis>


</EmployeeTaxArrangementInvestment>

Graphic 13: House Property Income

<WorkAgreementItemInvestmentHousePropIncome ActionCode="01"><ObjectNodeReference><ObjectID>00163E0286601ED198D3E1E604B72964</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>38048</ObjectNodeTypeCode></ObjectNodeReference><EmployeeHousePropertyIncomeTypeCode>2</EmployeeHousePropertyIncomeTypeCode><TDSOtherIncomeAmount currencyCode="INR">1000.0</TDSOtherIncomeAmount><DeductionInterestAmount currencyCode="INR">2000.0</DeductionInterestAmount><DeductionRepairsAmount currencyCode="INR">3000.0</DeductionRepairsAmount><DeductionOthersAmount currencyCode="INR">4000.0</DeductionOthersAmount><FinalLettableValueAmount currencyCode="INR">0.0</FinalLettableValueAmount></WorkAgreementItemInvestmentHousePropIncome>

Graphic 14: Income from Other Sources

<WorkAgreementItemInvestmentOtherSourceIncome ActionCode="01"><ObjectNodeReference><ObjectID>00163E0286601ED198D3EC9F98E1298C</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>38053</ObjectNodeTypeCode></ObjectNodeReference><EmployeeTaxationOtherSourcesIncomeTypeCode>2</EmployeeTaxationOtherSourcesIncomeTypeCode><Amount currencyCode="INR">3000.0</Amount></WorkAgreementItemInvestmentOtherSourceIncome>

3.12 House Rent Allowance


City Category <CityTaxationCategoryCode> Type: TextLength: 2

1. Metropolitan Area

2. Non Metropolitan Area

Rent Amount <HouseRentAmount> Type: AmountLength: 11.2

Eligible for Tax Exemption

Checking this box indicates that theemployee is eligible for tax exemptions.

<ExemptedIndicator> Type: CheckboxValue: True/False


Payroll Processing

Eligible for PTax

Checking this box indicates that theemployee is eligible for professional tax.

<ProfessionalTaxRelevanceIndicator> Type: CheckboxValue: True/False

Graphic 15: House Rent Allowance

<EmployeeTaxArrangemenPeriodTerms actionCode="01"><ObjectNodeReference><ObjectID>00163E0120191ED0A6E03DC89F283A26</ObjectID><ObjectTypeCode>765</ObjectTypeCode><ObjectNodeTypeCode>24512</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2010-01-01</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><CityTaxationCategoryCode>1</CityTaxationCategoryCode><HouseRentAmount currencyCode="INR">90.0</HouseRentAmount><ExemptedIndicator>true</ExemptedIndicator><ProfessionalTaxRelevanceIndicator>true</ProfessionalTaxRelevanceIndicator></EmployeeTaxArrangemenPeriodTerms>












Calculated in ERM <Amount> Type: “INR”















Payroll Processing













For more information on these codes,refer to the table in theCompensation Components view, clicking Actionsand selecting Maintain Time Type Mapping.

Approved Leave TIN 001 — Vacation PaidTIN 002 — Vacation UnpaidTIN 003 — Ill w/ doctor's certificate (paid)TIN 004 — Ill w/o doctor's certificate (paid)TIN 005 — Ill (unpaid)TIN 006 — Occupational accidentTIN 007 — Accident en route to/from workTIN 008 — Long-term absence (paid)TIN 009 — Absence paidTIN 010 — Absence unpaidTIN 011 — Time off for OTTIN 012 — Time off for flextimeTIN 013 — Special leave grantedTIN 014 — Long-term absence (unpaid)


































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6.4.1.15 Payroll Processing Switzerland: Payroll XML FileSpecifications







2.2 Delta Employee and Pay DataThe remainder of the XML file contains generic and employee-specific data for all employees, located between theXML tags <CH_EmployeePayrollInputCollection> and </CH_EmployeePayrollInputCollection>.In general, when the XML file is created by clicking Create Data File in the Payroll Processing Payroll Run view, onlythe delta payroll data are included in the file. That is, all new, changed or deleted employee or pay data entered sincethe creation of the file in the previous payroll period with an effective date falling within or prior to the current payperiod. There are a few exceptions to this rule:




2.2.1 Generic DataThe first section of data between the tags <CH_EmployeePayrollInputCollection> and </CH_EmployeePayrollInputCollection> contains generic data relevant for all employees included in the XML file. Thisgeneric data comprises:



Payroll Processing




● <CH_EmployeePayrollInput> : Provides generic data regarding payroll processing and simply repeats theinformation from section 2.2.1 of this document



















Nationality <NationalityCountryCode> Type: Text, Length: 2For example, CH is passed for Switzerland.









Country Code <CountryCode> Type: Text, Length: 2For example, CH is passed for Switzerland



Payroll Processing









<EmployeeSocialInsuranceArrangementPeriodTerms actionCode="01"><ObjectNodeReference><ObjectID>00163E0114D91DDFBBAE40E7C11CBACD</ObjectID><ObjectTypeCode>719</ObjectTypeCode><ObjectNodeTypeCode>24109</ObjectNodeTypeCode></ObjectNodeReference><SocialInsuranceID>123456</SocialInsuranceID><ValidityPeriod><StartDate>0001-01-01</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod></EmployeeSocialInsuranceArrangementPeriodTerms>


ByDesignField

XML Tag Content











Family Data



Payroll Processing

BusinessPartnerRelationshipRoleCode <BusinessPartnerRelationshipRoleCode> BUR004-0 IsMarried ToBUR021-2 Is Child Of

EmployeeSocialInsuranceFamilyMemberTypeCode <EmployeeSocialInsuranceFamilyMemberTypeCode>

Applicable only if “Ischild of”:

1. Own Child

2. AdoptedChild

3. Step Child

4. Foster Child

5. Sibling/Grandchild

FamilyIncomeSupplementTypeCode <FamilyIncomeSupplementTypeCode> Applicable only if “Ischild of” :

1. NoAllowance

2. Child Benefit

3. TrainingAllowance

4. HandicappedChildAllowance


<EmployeeSocialInsuranceArrangementFamilyData actionCode="01"><ObjectNodeReference><ObjectID>00163E012E131ED0A3B5090666D75098</ObjectID><ObjectTypeCode>722</ObjectTypeCode><ObjectNodeTypeCode>24303</ObjectNodeTypeCode></ObjectNodeReference.<ValidityPeriod><StartDate>2011-06-03</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><FamilyMemberBusinessPartnerUUID>00163e01-277c-1ed0-a387-b25c98e1a386</FamilyMemberBusinessPartnerUUID><EmployeeSocialInsuranceFamilyMemberTypeCode/><FamilyIncomeSupplementTypeCode/><FamilyMemberIncomeAmount currencyCode="CHF">0.0</FamilyMemberIncomeAmount><FamilyMemberBusinessPartnerID>1000713</FamilyMemberBusinessPartnerID><BusinessPartnerRelationshipRoleCode>BUR004-0</BusinessPartnerRelationshipRoleCode><WorkContractIndicator>true</WorkContractIndicator><CountryOfDependantCode>CH</CountryOfDependantCode>


<CantonOfDependantCode>NE</CantonOfDependantCode><EmployerName>Sap</EmployerName></EmployeeSocialInsuranceArrangementFamilyData><EmployeeSocialInsuranceArrangementFamilyData actionCode="01"><ObjectNodeReference><ObjectID>00163E012E131ED0A3B50C25B3E030CF</ObjectID><ObjectTypeCode>722</ObjectTypeCode><ObjectNodeTypeCode>24303</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-06-03</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><FamilyMemberBusinessPartnerUUID>00163e01-277c-1ee0-a382-35dd95d0b6bc</FamilyMemberBusinessPartnerUUID><EmployeeSocialInsuranceFamilyMemberTypeCode>4</EmployeeSocialInsuranceFamilyMemberTypeCode><FamilyIncomeSupplementTypeCode>2</FamilyIncomeSupplementTypeCode><FamilyMemberIncomeAmount currencyCode="CHF">12.0</FamilyMemberIncomeAmount><FamilyMemberBusinessPartnerID>1000711</FamilyMemberBusinessPartnerID><BusinessPartnerRelationshipRoleCode>BUR021-2</BusinessPartnerRelationshipRoleCode><CountryOfDependantCode>CH</CountryOfDependantCode><CantonOfDependantCode>JU</CantonOfDependantCode><AllowanceConfirmationDate>2011-06-22</AllowanceConfirmationDate><DependantSocialInsuranceID>12312312312</DependantSocialInsuranceID><DependentBirthDate>1981-06-01</DependentBirthDate></EmployeeSocialInsuranceArrangementFamilyData>



ContributionGroup


● 33 — Salaried Employees Older Than 60



MunicipalityCode <MunicipalityCode> Canton wise list of Muncipalities.


Payroll Processing

EmployeeTaxationSchemeCode <EmployeeTaxationSchemeCode> 1. Not liable for taxes

2. Liable for taxes with wage statement

3. Withholding tax (WH Tax)

4. WH Tax Cross border Commuter Germany

5. WH Tax Cross border Commuter France

6. WH Tax Cross border Commuter Italy

7. WH Tax Cross border Commuter Austria

8. Withholding tax for artists and so on

9. Withholding tax for pensioners

ResidencePermitTypeCode <ResidencePermitTypeCode> 0: SwissA: Seasonal ResidenceB: Permit BC: Permit CCI: permit CIF: Permit FG: Permit GL: Permit LN: Permit NS: Permit S


<EmployeeTaxArrangementPeriodTerms actionCode="01"><ObjectNodeReference><ObjectID>00163E012E131ED0A3B4FE0AF9463096</ObjectID><ObjectTypeCode>722</ObjectTypeCode><ObjectNodeTypeCode>24310</ObjectNodeTypeCode></ObjectNodeReference><ValidityPeriod><StartDate>2011-01-03</StartDate><EndDate>9999-12-31</EndDate></ValidityPeriod><MunicipalityCode>0002</MunicipalityCode><EmployeeTaxationSchemeCode>2</EmployeeTaxationSchemeCode><DeviationTaxAmount currencyCode="CHF">0.0</DeviationTaxAmount><TransportationPaidByCompanyIndicator>true</TransportationPaidByCompanyIndicator>

3.8 Work Agreement Contribution Information from Personnel File


WorkAccidentRiskCategoryCode <WorkAccidentRiskCategoryCode> A: ProductionZ: Office


InsuranceTypeCode <InsuranceTypeCode> 01: Risk02: Risk/Retirement03: ManagementInsurance

EmployeeSocialInsuranceContributionTypeCode <EmployeeSocialInsuranceContributionTypeCode> 1. AHV/ALV

2. UVG BU/NBU

3. UVGZ/UEBVoluntaryAccidentInsurance

4. KTG /PerdiemSicknessIndemnity


Payroll Processing

EmployeeSocialInsuranceContributionRuleCode <EmployeeSocialInsuranceContributionRuleCode> For 1 AHV/ALV

1. Exempt

2. NormalLiability

3. AHV/IV/EO w/oALV

4. AHV/IV/ALV w/oEO

5. AHV/IV w/o EO/ALV

6. ALV w/oAHV/IV/EO

7. Part TimeWage

For 2 UVG BU/NBU

1. Not liable

2. IA/NIAWithDeduction

3. IA/NIAWithoutDeduction

4. IA Liable

For 3 UVGZ/UEBVoluntaryAccidentInsurance

1. Not Liable

2. Liable

For 4 KTG /Perdiem SicknessIndemnity

1. Not Liable

2. Liable

Graphic 4: Work Agreement Contribution Information from Personnel File

<EmployeeSocialInsuranceArrangementWorkAgreementItemContribution actionCode="01"><ObjectNodeReference><ObjectID>00163E012E131ED0A3B5034CBB49B096</ObjectID><ObjectTypeCode>722</ObjectTypeCode><ObjectNodeTypeCode>24308</ObjectNodeTypeCode>


</ObjectNodeReference><ValidityPeriod><StartDate>0001-01-01</StartDate><EndDate>9999-12-31</EndDate.</ValidityPeriod><WorkAccidentRiskCategoryCode>Z</WorkAccidentRiskCategoryCode><WorkAgreementContributionPensionInsurance actionCode="01"><ObjectNodeReference><ObjectID>00163E012E131ED0A3B5063BBB94F096</ObjectID><ObjectTypeCode>722</ObjectTypeCode><ObjectNodeTypeCode>37170</ObjectNodeTypeCode></ObjectNodeReference><UUID>00163e01-2e13-1ed0-a3b5-21defde53104</UUID><SocialInsuranceBusinessPartnerUUID>00163e01-0774-02de-879d-dc4e52708047</SocialInsuranceBusinessPartnerUUID><SocialInsuranceBusinessPartnerID>1000284</SocialInsuranceBusinessPartnerID><InsuranceTypeCode>01</InsuranceTypeCode></WorkAgreementContributionPensionInsurance><WorkAgreementContributionPeriodTerm actionCode="01".<ObjectNodeReference.<ObjectID>00163E012E131ED0A3B5037E5AE43096</ObjectID><ObjectTypeCode>722</ObjectTypeCode><ObjectNodeTypeCode>37168</ObjectNodeTypeCode></ObjectNodeReference><UUID>00163e01-2e13-1ed0-a3b5-21defde5d104</UUID><EmployeeSocialInsuranceContributionTypeCode>4</EmployeeSocialInsuranceContributionTypeCode><EmployeeSocialInsuranceContributionRuleCode>1</EmployeeSocialInsuranceContributionRuleCode></WorkAgreementContributionPeriodTerm></EmployeeSocialInsuranceArrangementWorkAgreementItemContribution>










Payroll Processing















Payroll Processing




6.4.1.16 Payroll Processing US: Payroll XML File Specifications

1.0 OverviewWhen running file-based payroll processing with an outsourced payroll provider, you produce XML file datacomprising employee master data and payroll transaction data contained in a payroll snapshot. After downloadingthis file from the ByDesign system, you then transmit it to your payroll provider for processing. In default file-basedprocessing, when you create a new payroll data file, a standard XML output file is produced in the system. Thestandard XSLT conversion of the payroll data file is a SAP-proposed selection of the generated payroll data.This document provides an overview of the contents of this standard XML file. It explains the structure and the keyemployee and pay data contained within the file, including cross-references to the XML tags and explanations of theinput options (per field), where relevant. Many technical fields are not described, as they typically are not referencedby payroll providers.You can also use SAP-delivered XSLT templates to convert the XML payroll data to an Excel format. For customers,these templates are available from your SAP account manager or implementation project manager. For moreinformation on this process, see Adjust XSLT Conversion Rules [page 160].

SAP Employees and Partners can download these SAP-delivered XSLT templates directly from the SAPBusiness Center for On-Demand Solutions. After logging in, choose: SAP Business ByDesign thenCommunity, and click Wiki Info Exchange. Under Solution Scope Information, click ApplicationInformation and scroll down to find the topic Converting Payroll XML Data to Microsoft Excel . Choose yourByDesign Feature Pack to access a dedicated page for download including overview and prerequisitesinformation.




2.0 XML File StructureThe XML file that you download from the ByDesign system is divided into two main sections:


2.1 Header data2.2 Delta employee and pay data


● <ID> : System-generated unique file identifier ● <CreationDateTime> : File creation data

Header Data

Other technical data contained in the header are not illustrated in this example.

2.2 Delta Employee and Pay DataThe remainder of the XML file contains generic and employee-specific data for all employees, located between theXML tags <US_EmployeePayrollInputCollection> and </US_EmployeePayrollInputCollection>.In general, when the XML file is created by clicking Create Data File in the Payroll Processing Payroll Run view, onlythe delta data are included in the file. That is, all new, changed or deleted employee or pay data entered since the


Payroll Processing

creation of the file in the previous payroll period with an effective date falling within or prior to the current pay period.There are a few exceptions to this rule:

1. Certain fields are always passed for employees who are currently active in payroll: ● Employee ID ● Employee’s Payroll Provider ID ● Social Security Number ● Hire Date/Rehire Date ● Administrative Category ● Work Agreement



2.2.1 Generic DataThe first section of data between the tags <US_EmployeePayrollInputCollection> and </US_EmployeePayrollInputCollection> contains generic data relevant for all employees included in the XML file. Thisgeneric data is comprised of:



Graphic 1: Generic data


2.2.2 Employee-Specific DataEach employee’s new, changed or deleted data is located in a sub-section of the XML Tag<US_EmployeePayrollInputCollection>, within the start and end XML tags <US_EmployeePayrollInput> and </US_EmployeePayrollInput>. The employee-specific data is comprised of two sub-sections: general data andindividual employee data.


● <ObjectNodeReference> : This section contains system-generated ID’s and codes that are not relevant forthe purposes of deciphering the file

● <US_EmployeePayrollInput> : This section provides generic data regarding payroll processing and simplyrepeats the information from section 2.2.1 of this document



Payroll Processing


● 01 - Create (record is newly added and was not previously sent) ● 02 - Update (record was previously sent and has now been updated) ● 03 - Delete (record previously deleted in ByDesign system) ● 04 - Save (create or change) ● 05 - Remove (delete if present) ● 06 - No action


Example 1Graphic 2: Initial entry of an employee’s personal information

Example 2AGraphic 3: Delimitation of an employee’s original last name


Example 2BGraphic 4: Addition of an employee’s new last name


Payroll Processing

3.0 Employee-Specific Field MappingsData that is passed in the XML file for each employee is grouped into sections. The remainder of this documentprovides details for each of the data groups, including the location of the ByD field, the XML tag and the contentinformation. After each table is an example of how the data would appear in an XML file.




Social Security Number <SocialSecurityNumber> Type: Text, Length: 9 <no dashes>

Graphic 5: Employee identifiers from Personnel File









Payroll Processing


Additional values may beadded by customers usingthe General Business Partnersfine- tuning activity,within Business Configuration.

Nationality <NationalityCountryCode> Type: Text, Length: 2for example, US is passed for United States






Nickname <NickName> Type: Text, Length: 40

Academic Title <AcademicTitleCode> Type: Text, Length: 40001 = Dr.0002 = Prof.0003 = Prof. Dr.0004 = B.A.0005 = MBA0006 = Ph. D.


Graphic 6: Biographical data from Personnel File





Country <CountryCode> Type: Text, Length: 2 for example, US ispassed for United States

State Code <RegionCode> Type: Text, Length: 2

State <RegionName> Type: Text, Length: 80


P.O. Box Postal Code <POBoxPostalCode> Type: Text, Length: 5


Different City <AdditionalCityName> Type: Text, Length: 40

District <DistrictName> Type: Text, Length: 40


P.O. Box Country <POBoxCountryCode> Type: Text, Length: 2 for example, US ispassed for United States


Payroll Processing

P.O. Box Country Name <POBoxCountryCodeName> Type: Text, Length: 80

P.O. Box State <POBoxRegionName> Type: Text, Length: 80

P.O. Box City <POBoxCityName> Type: Text, Length: 40


Address Line 1 StreetPrefixName> Type: Text, Length: 40

Address Line 2 StreetPrefixName> Type: Text, Length: 40

Address Line 4 <StreetSuffixName> Type: Text, Length: 40

Address Line 5 <StreetSuffixName> Type: Text, Length: 40


C/O <CareOfName> Type: Text, Length: 40

Phone Information under <Telephone>: <CountryDiallingCode>+ <AreaID>+<SubscriberID>+ <ExtensionID>


Mobile Phone Information under <MobilePhone>:<CountryDiallingCode>+ <AreaID>+<SubscriberID>


E-Mail <URI> Type: Text, Length: unrestricted

Graphic 7: Private contact data from Personnel File



Payroll Processing

3.4 Federal Tax Authority Tax Data from Personnel File


Tax AuthorityName

<TaxAuthorityID> Type: Text, Length: 60 (Length will typically 3) FED =federal


Federal IncomeTax Override

<FederalIncomeEmployeeTaxationExemptionMethodCode>

Type: Text, Length: 11= Exempt (calculate neither tax nor taxable amounts)2 = No Tax (calculate taxable amount but no tax)4 = Modified Amount (the withholding form amountwas modified to match request received from the taxauthority)5 = Modified Percent (the withholding form percent wasmodified to match request received from the taxauthority)

Social SecurityOverride

<FederalSocialSecurityEmployeeTaxationExemptionMethodCode>

Type: Text, Length: 11= Exempt (calculate neither tax nor taxable amounts)2 = No Tax (calculate taxable amount but no tax)3 = No Taxable (calculate tax but no taxable amount)

Medicare Override <FederalMedicareEmployeeTaxationExemptionMethodCode>


UnemploymentOverride

<FederalUnemploymentTaxActEmployeeTaxationExemption MethodCode>


Covered byPension

<PensionPlanCoverageIncludedIndicator> Type: Text, Length: 5True = Indicator is setFalse = Indicator is not set

Graphic 8: Federal tax authority tax data from Personnel File


3.5 Federal Withholding Form Tax Data from Personnel File


Tax AuthorityName (forfederal)

<TaxAuthorityID> Type: Text, Length: 60 (Length will typically3) FED = federal


W-4 Filing Status <FederalEmployeeTaxationMaritalStatusCode Type: Text, Length: 21 = Single2 = Married3 = Married with single rate

W-4 TotalNumber ofAllowances

<FederalIncomeTaxExemptionNumberValue> Type: Numeric, Length: 2

W-4 AdditionalAmount Withheld

<FederalIncomeAdditionalWithholdingTaxAmount> Type: Amount, Format: 2 decimals


Payroll Processing

W-5 EICAdvancedPayment FilingStatus

<FederalEarnedIncomeCredit AdvancePaymentEmployeeTaxationMaritalStatusCode>

Type: Text, Length: 244 = Single, head of household or qualifiedwidow(er)45 = Married filing jointly, with spouse filinganother W-546 = Married filing jointly, without spousefiling another W-5

Graphic 9: Federal withholding form tax data from Personnel File

3.6 State Tax Authority Tax Data from Personnel File


Tax AuthorityName (for state)

<TaxAuthorityID> Type: Text, Length: 60 (Length will typically be2)



Work State <EmployeeWorkStateTaxAuthorityRoleIndicator> Type: Text, Length: 5True = Indicator is setFalse = Indicator is not set

Work StatePercentage

<StateWorkTaxAuthorityTimePercent> Type: Numeric, Format: 100.0

Residence State <EmployeeResidentStateTax AuthorityRoleIndicator> Type: Text, Length: 5True = Indicator is setFalse = Indicator is not set

UnemploymentInsurance State

<EmployeeStateUnemploymentInsuranceTaxAuthorityRoleIndicator>

Type: Text, Length: 5True = Indicator is setFalse = Indicator is not set

Primary <EmployeePrimaryWorkStateTaxAuthorityRoleIndicator>


State Income TaxOverride

<StateIncomeEmployeeTaxationExemptionMethodCode>

Type: Text, Length: 11 = Exempt (calculate neither tax nor taxableamounts)2 = No Tax (calculate taxable amount but no tax)4 = Modified Amount (the withholding formamount was modified to match requestreceived from the tax authority)5 = Modified Percent (the withholding formpercent was modified to match requestreceived from the tax authority)

WorkersCompensationOverride

<WorkersCompensationEmployeeTaxationExemptionMethodCode>

Type: Text, Length: 11= Exempt (calculate neither tax nor taxableamounts)2 = No Tax (calculate taxable amount but no tax)3 = No Taxable (calculate tax but no taxableamount)

StateUnemploymentOverride

<StateUnemploymentTaxActEmployeeTaxationExemption MethodCode>


State DisabilityOverride

<StateDisabilityInsuranceEmployeeTaxationExemptionMethodCode>


Graphic 10: State tax authority tax data from Personnel File


Payroll Processing

3.7 State Withholding Form Tax Data from Personnel File

ByDField

XML Tag Content

TaxAuthority Name(forstate)

<TaxAuthorityID>

Type: Text, Length: 60 (Length will typically be 2)

ValidFrom/To

<StartDate>or <EndDate>

Type: Date, Format: YYYY-MM-DD


StateFilingStatus

<StateEmployeeTaxationMaritalStatusCode>

Type: Text, Length: 21 = Single2 = Married3 = Married with single rate4 = Head of household5 = Married filing jointly6 = Married filing separately

For additional codes, referto the fine-tuning activityTax Regulations,sub-activity: Maintain Marital Status.

TotalNumberofAllowances

<StateIncomeWithholdingTaxExemptionNumberValue>

Type: Numeric, Length: 2

<StateIncomeWithholdingTaxExemptAmount>

Type: Amount, Format: 2 decimals (Used for MS)

AdditionalAmountWithheld

<StateIncomeAdditionalWithholdingTaxAmount>

Type: Amount, Format: 2 decimals

Personal TaxExemptNumber

<StateIncomeWithholdingPersonalTaxExemptionNumberValue>

Dependent TaxExemptNumber

<StateIncomeWithholdingDependentTaxExemptionNumberValue>

Reduced TaxAmount

<StateIncomeReducedWithholdingTaxAmount>

ArizonaIncomeTaxPercent

<ArizonaIncomeTaxWithholdingPercentCode>

Type: Text, Length: 11 = 0%2 = 10%3 = 19%4 = 23%5 = 25%6 = 31%7 = 37%


Payroll Processing

NewYorkCityResidentIndicator

<NewYorkCityResidentIndicator>


NewYorkCityIncomeTaxExemptNumber

<NewYorkCityIncomeWithholdingTaxExemptionNumberValue>

YonkersCityResidentIndicator

<YonkersCityResidentIndicator>

YonkersCityIncomeTaxExemptNumber

<YonkersCityIncomeWithholdingTaxExemptionNumberValue>

YonkersNon-Resident WorkTimePercent

<YonkersNonResidentWorkTimePercent>

PuertoRicoIncomeDeduction TaxExemptNumber

<PuertoRicoIncomeWithholdingDeductionTaxExemptionNumberValue>

Graphic 11: State withholding form tax data from Personnel File


3.8 Local Tax Authority Tax Data from Personnel File


TaxAuthorityName (forlocality)

<TaxAuthorityID> Type: Text, Length: 60

Valid From/To

<StartDate> or <EndDate> Type: Date, Format: YYYY-MM-DD

<EmployeeWorkLocalTaxAuthorityRoleIndicator

<LocalWorkTaxAuthorityTimePercent>

<EmployeeResidenceLocalTax AuthorityRoleIndicator>


Payroll Processing

<LocalIncomeEmployeeTaxationExemptionMethodCode>

Type: Text, Length: 11= Exempt (calculate neither tax nor taxableamounts)2 = No Tax (calculate taxable amount but no tax)4 = Modified Amount (the withholding formamount was modified to match request receivedfrom the tax authority)5 = Modified Percent (the withholding form percentwas modified to match request received from thetax authority)

Graphic 12: Local tax authority tax data from Personnel File

3.9 Local Withholding Form Tax Data from Personnel File


Tax Authority Name (ID for locality) <TaxAuthorityID> Type: Text, Length: 60



Resident Indicator <EmployeeWorkLocalTaxAuthorityRoleIndicator> Type: Text, Length: 5True = Indicator is setFalse = Indicator is not set

Additional Tax Amount <LocalIncomeAdditionalWithholdingTaxAmount> Type: Amount, Format: 2 decimals

Tax Work Time Percent <LocalIncomeTaxWorkTimePercent> Type: Numeric, Format: 100.0

Graphic 13: Local withholding form tax data from Personnel File

3.10 Work Agreement Information from Personnel FileThe work agreement within ByDesign drives an employee’s status. If the validity end date of the work agreement is12/31/9999, the employee is active. Any other date indicates an employee’s termination date.




Payroll Processing


Administrative Category <AdministrativeCategoryCode> Type: Text, Length: 11 = Hourly2 = Salaried Non-Exempt3 = Salaried Exempt

Graphic 14: Work agreement information from Personnel File




Valid From/To

<StartDate>or <EndDate>


BusinessResidence

<PermanentEstablishmentID>


Graphic 15: Business residence assignment from Personnel File

3.12 Cost Center Assignment from Personnel File



Organizational Unit <CostCentreID> Type: Text, Length: 80

Graphic 16: Cost center assignment from Personnel File


Payroll Processing



Employee IDat PayrollProvider

<WorkAgreementPayrollProviderID>


Valid From/To

<StartDate> or<EndDate>


Payroll Group <PayrollGroupCode>


Inactive inPayroll

<PayrollInactiveIndicator>


Graphic 17: Payroll group assignment from Personnel File


3.14 Payment/Bank Information from Personnel FileAll data provided in the <MainPayment> area is specific to the main payment method for the employee. Eachadditional bank account will have its own <FurtherPaymentsPlan> section.



Percentage <Percent> Type: Numeric, Format: 100.0

Amount <Amount> Type: Amount, Format: 2 decimals

Payment Method <PaymentFormCode> Type: Text, Length: 205 = Bank Transfer06 = Check


Account Type <TypeCode> Type: Text, Length: 203 = CheckingSG = SavingsDC = Debit Card

National Bank Code (Routing Number) <RoutingID> Type: Text, Length: 35


Payroll Processing

Graphic 18: Payment/bank information from Personnel File

3.15 Travel Expense InformationTravel Expenses are not processed in payroll nor paid using Payroll Processing. Reimbursements of travel expensesto employees are made directly in Financials, within Expense & Reimbursement Management (ERM). Also the postingof these expenses to General Ledger is performed completely in Financials. However, Payroll Processing receivestravel expense data that is relevant for an employee's tax calculation and reporting taxable (and tax-free) amountsper employee. This data is outlined below:




<ExpenseReportID> Type: Text, Length: ??










Graphic 19: Travel expense information from Expense & Reimbursement Management


Payroll Processing

3.16 Recorded Time from Time FileEach date is passed in its own <EmployeeTimeCalendarValuatedTime> set. If the time recorded results in payment,a <Payment actionCode> subset will exist for each compensation component.


Type of Time, derivedfrom the time typecategory assigned withinthe Time Types with TimeAccounts fine-tuningactivity

<EmployeeTimeItemPayrollCategoryCode> Type: Text, Length: 101 = Absence2 = Attendance

Payroll Time Type, asMapped in the MaintainPayroll Time Types ForEmployee Time Typesfine-tuning activity

<EmployeeTimeItemPayrollTypeCode> Type: Text, Length: 6

Date (for which time wasrecorded)





<BaseCompensationComponentTypeID> Type: Text, Length: 10To decipher codes, refer to the table in theCompensation Components view.

The compensation components arederived using the table in theCompensation Components view,clicking Actions and selectingMaintain Pay Type Mapping

Amount (as assigned tothe employee’scompensationcomponent)


Recurrence Frequency(as assigned toCompensationComponent)


Result Amount (hoursmultiplied by rate)


Pay Type <CompensationComponentPayrollCategoryCode> Type: Text, Length: 10To decipher codes, refer to the table in theCompensation Components view, clicking

Actions and selecting Maintain Pay TypeMapping. .

Graphic 20: Recorded time from Time File


Payroll Processing

3.17 Work Schedule from Time FileEach pay period the system will calculate the planned working time per day, based on the employee’s work schedulewithin his time profile. Each day is passed within its own <EmployeeTimeCalendarPlannedWorkingTime> set. Hourlyemployees also have a <EmployeeTimeCalendarAggregatedPlannedWorkingTimePerPayrollPeriod> set thatprovides total planned work hours per payroll period.


Date <Date> Type: Date, Format: YYYY-MM-DD

Duration (manually entered orcalculated based on Start Time andEnd Time

<HourQuantity> Type: Numeric, Format: 2 decimals

Start and End Date of Payroll Period <DatePeriod> or <PayrollDatePeriod><StartDate> or <EndDate>


Total Number of Hours in theSpecified Payroll Period

<HourQuantity> Type: Numeric, Format: 2 decimals

Number of work days in theSpecified Payroll Period

<DayQuantity> Type: Numeric, Format: 2 decimals


Graphic 21: Work schedule from Time File

3.18 Average Schedule from Time FileAll data provided in the <ValuatedAverageWorkingTime> area is specific to the Average Values located in anemployee’s time profile. Each field is represented in its own <Rate> set. This information is only passed for salariedemployees












Payroll Processing



Pay Period Average Hours(as calculated by system)


Graphic 22: Average schedule from Time File

3.19 Time Account Payouts from Time FileTime administrators have the ability to payout time account balances via an employee’s time file. Each payout ispassed within its own <EmployeeTimeCalendarTimeAccountPayout> set.







To decipher codes, refer to the table in theCompensation Components view.



RecurrenceFrequency (asassigned toCompensationComponent)


Total Amount(calculated by thesystem usingquantity multipliedby compensationcompenentamount)



To decipher codes, refer to the table in theCompensation Components view, clicking

Actions and selecting Maintain Pay TypeMapping.

Graphic 23: Time account payouts from Time File


Payroll Processing

3.20 Time Account Balance Updates from Time ProfileTime account transactions may be found within an employee’s time file on the Time Account Balances tab. Eachtime account transaction will have its own <EmployeeTimeAccountBalance> section.


Time Account Posting Type <TypeCode> Type: Text, Length: 29 = Accrual10 = Deduction11 = Payout12 = Remaining Balance

Payroll Time Account Type from the“Maintain Payroll Time Account Types forTime Account Types” fine-tuning activity


First Day of the Current Payroll Period <StartDate> for <IdentifyingPeriod> Type: Date, Format: YYYY-MM-DD

End Date of the Time Account <EndDate> for <IdentifyingPeriod> Type: Date, Format: YYYY-MM-DD

Quantity Recorded against Time Account <Quantity> Type: Numeric, Format: 2 decimals

Graphic 24: Time account balance Updates from Time Profile


3.21 Work Schedule PeriodWork schedule information may be found within an employee’s time file on the Time Profile tab.





Graphic 25: Work schedule period


Payroll Processing

3.22 Compensation Components from Compensation FileCompensation components are assigned within an employee’s compensation file on the Compensation Details tab.Each compensation component is passed in its own<EmployeeCompensationAgreementItemCompensationComponentDetail> set.


Valid From/To <StartDate> or <EndDate> YYYY-MM-DD


<CompensationComponentTypeID><CompensationComponentCategoryCode>

Type: Text, Length: 10 To decipher codes, referto the table in the Compensation Componentsview.Compensation category code for earnings is 1;for deductions is 2

Pay Type <CompensationComponentPayrollCategoryCode> Type: Text, Length: 10 To decipher codes, referto the table in the Compensation Componentsview, clicking Actions and selecting MaintainPay Type Mapping.




RecurrenceFrequency (asassigned toemployee'sCompensationComponent)



Percentage (asassigned toemployee'sCompensationComponent)

<CompensationComponentPercent> Type: Numeric, Format: 1 decimal

Graphic 26: Compensation components from Compensation File


Payroll Processing

6.4.2 Payroll Run Quick Guide

The Payroll Run view within the Payroll Processing work center allows you run payroll as an outsourced process, byhandling the individual payroll process steps which constitute the overall payroll run for a given payroll group. Usingthis view, you manage the entire payroll process and all interactions with the payroll provider. For example, in thisview you can create and review a payroll snapshot and create and download payroll data files to your desktop. Acolumn is provided in this view to indicate any currently invalid payroll processes. It is only visible when invalidprocesses exist in the system. Click Cleanup Invalid Payroll Processes to remove all invalid payroll processes fromthe system. As with the Invalid column, this button is only visible when invalid processes exist.The View Payroll Process Data option allows you to check the payroll snapshot data for the current payroll periodand correct any errors before transmission of this data to the payroll provider. The View Application Log option inthis view provides you with more details of each discreet payroll process step executed in the background.

Business Background


File-Based Payroll Processing with an Outsourced Payroll ProviderThe ByDesign system provides the payroll data used by an external payroll provider to run your payroll as anoutsourced process. The payroll data comprises both the employee master data and the pay data, such as hoursworked, one-time earnings or deductions and so on. For each payroll period, this data is submitted to the payrollprovider. In fact, only data that has changed since the last payroll run is transmitted to the provider. For example, ifthere is no change in employee or pay data for a payroll group comprising your salaried employees, then you do notneed to provide payroll data at all for this payroll group for the current payroll run.For more information, see File-Based Payroll Processing with an Outsourced Payroll Provider [page 152].

Payroll Process Data SubviewThis subview within the Payroll Processing Payroll Run view allows you to check the payroll snapshot data for thecurrent payroll period and correct any errors before transmission of this data to the payroll provider.For more information, see Payroll Process Data Subview [page 165].

Using the Payroll Application LogAs a payroll administrator, certain discrete steps of any payroll process you initiate are performed by the system inthe background. These are known as Mass Data Runs (MDRs): upon which the payroll process is based.For more information, see Using the Payroll Application Log [page 167].


Working with SnapshotsFor every payroll cycle you need to create a snapshot of the payroll data of each payroll group for which you want torun the payroll. The snapshot automatically gathers the relevant information of all employees included in the payrollgroup. The payroll run then is based on the status of the payroll data reflected in the snapshot.You can check the Snapshot Status of any employee’s payroll data record in the system and update a snapshot totake up the data changes you made correcting an employee’s files. You can also manually exclude or include anyrecord when you update a snapshot.For more information, see Working with Snapshots [page 163].

Payroll Processing Austria: Payroll XML File SpecificationsAs a payroll administrator using the SAP Business ByDesign (ByDesign) system, you can submit payroll data to yourexternal payroll provider using a file download process involving the creation of an XML file.This document provides an overview of the contents of this downloaded XML file. It explains the structure and thekey employee and pay data contained within the file, including cross-references to the XML tags and explanationsof the input options (per field), where relevant. Many technical fields are not described, as they typically are notreferenced by payroll providers.For more information, see Payroll Processing Austria: Payroll XML File Specifications [page 191]

Payroll Processing Germany: Payroll XML File SpecificationsAs a payroll administrator using the SAP Business ByDesign (ByDesign) system, you can submit payroll data to yourexternal payroll provider using a file download process involving the creation of an XML file.This document provides an overview of the contents of this downloaded XML file. It explains the structure and thekey employee and pay data contained within the file, including cross-references to the XML tags and explanationsof the input options (per field), where relevant. Many technical fields are not described, as they typically are notreferenced by payroll providers.For more information, see Payroll Processing Germany: Payroll XML File Specifications [page 275]

US Payroll Processing: Payroll XML File SpecificationsAs a payroll administrator using the SAP Business ByDesign (ByDesign) system, you can submit payroll data to yourexternal payroll provider using a file download process involving the creation of an XML file.This document provides an overview of the contents of the downloaded XML file. It explains the structure and thekey employee and pay data contained within the file, including cross-references to the XML tags and explanationsof the input options (per field), where relevant. Many technical fields are not described, as they typically are notreferenced by payroll providers.For more information, see US Payroll Processing: Payroll XML File Specifications [page 351]

Resolving Employee Data Errors in File-Based Payroll ProcessingAccuracy and completeness of employee data is a critical component of the overall payroll process in SAP BusinessByDesign. As ByDesign is the system of record for both employee master data and pay data, errors in this data mustbe resolved in the ByDesign system before the data is transmitted to the payroll provider. As the payrolladministrator, you can use the tools and business tasks provided within the Human Resources work centers to accessand correct employee data errors. This document provides more information on errors that may occur using file-based payroll processing and guidance on how you can address such errors.For more information, see Resolving Employee Data Errors in File-Based Payroll Processing [page 170].


Payroll Processing

Payroll Relevance of Time Recording MethodsAs part of the payroll process in ByDesign, payroll-relevant time data (employees' recorded time) is transferred fromthe Time Administration work center to Payroll Processing, and is included in the payroll snapshot. Recorded time(employee time-valuated data) included in the snapshot is based on an employee's time recording method andadministrative category.For more information, see Payroll Relevance of Time Recording Methods [page 109].

Transferring Payroll Results to AccountingAccounting-relevant payroll results generated from a payroll run at the payroll provider must be manually posted toAccounting in the ByDesign system. Within this process, the payroll administrator ensures that the AccountingDepartment receives data in the correct format for posting and at the required granularity. This document describeshow the journal entry posting data generated from the payroll results are handled by the payroll administrator,uploaded into the General Ledger (GL), and posted to named GL accounts in the General Ledger work center.

For more information, see Transferring Payroll Results to Accounting [page 175].

Posting Payroll Results Using Excel UploadAs a payroll administrator in ByDesign, you can use a SAP—delivered Microsoft Excel template to upload the resultsof a payroll run performed by your payroll provider into the ByDesign system and post these accounting—relevantpayroll results to the General Ledger. The template contains posting references that control the automatic postingof a document with any number of line items. You use a ByDesign add-in within the Microsoft Excel template to logon to your ByDesign system, load the data into the excel template, and post the payroll results to the appropriateGeneral Ledger account.

For more information, see Posting Payroll Results Using Excel Upload [page 150].

Expense Report Notification to Payroll ProcessingEmployees generate expenses as part of their daily work, some of which are reimbursed by the company. Somereimbursement payments made to employees (in lieu of expenses they personally incurred on behalf of thecompany) are subject to tax. Information on the expense payment calculation made in Expense & ReimbursementManagement (ERM) must be sent to Payroll Processing to ensure that all tax-relevant expense data is reported tothe appropriate tax authorities for the employee concerned, and the correct expense-related tax is deducted fromthe employee where necessary.The notification of payroll-relevant expense data made from ERM to Payroll Processing exists in two distinct forms:

● Notifying payroll processing about expense report settlement results ● Notifying payroll processing about the cancellation of expense report settlement results

For more information, see Expense Report Notification to Payroll Processing [page 173].

Business Scenario: Payroll ServicesThe business scenario Payroll Services is designed to efficiently support the payroll process with an external payrollsystem. Payroll Services combines the advantages of an internal payroll - transparency and monitoring andcontrolling – with the advantages of an outsourced payroll - lower costs, higher efficiency and lower risk of liability.In the BPO scenario of Payroll Services, the payroll provider takes care of tax calculations and remittance, and heinitiates the salary payments to employees which extremely reduces your administrative costs. has started.On the other hand, Payroll Services provides you with a preview of all payroll input data to validate and correct thedata when necessary, so that you have full control over the payroll before the payroll calculationFor more information, see Payroll Services.


Tasks

Create a Snapshot1. In the Payroll Run view, select the payroll group for which you want to create the

snapshot, then click Create Snapshot to open the Create Snapshot editor.2. Manually include or exclude employee records from the snapshot as required.

It is important to check the payroll group assignment for new employees,because this is the last possibility in the payroll process to change the payrollgroup assignment. A payroll group assignment can no longer be changed afterthe snapshot has been created.

3. Click Create Snapshot .

Result: The snapshot is created for all employees with status Included.

Confirm ReplicationIn the Payroll Run view, select a payroll group and click Confirm Replication to indicate if youhave replicated the payroll XML file to the external provider system.

Update a Snapshot

1. In the Payroll Run view, select the payroll group for which you want to update thesnapshot, then click Update Snapshot to open the update Snapshot editor.


By default, all employee payroll data records free from errors in the precedingsnapshot have the status Excluded. This is to ensure that error-free employeesfrom the initial snapshot are not affected by updating the snapshot. If you wishto update records for an error–free employee, you must manually includethese employee records for the update run.

3. Click Update Snapshot to recreate the payroll snapshot for all employee records withthe status Included.Result: The snapshot is updated and contains payroll data for all employee recordswith status Included.

Creating a Payroll XML Data FileAs part of outsourced payroll processing, you need to create a data file in the SAP BusinessByDesign system that can be transferred to your payroll provider.For information about this task, see here [page 393].

Close a Payroll PeriodIn the Payroll Run view, select the payroll group for which you want to close the period, thenclick Close Pay Period .

Once you have closed the payroll period, the payroll snapshot and files for thecurrent period are archived and can no longer be accessed. The system is now readyto process the next payroll period.


Payroll Processing

Cleanup Invalid Payroll ProcessesInvalid payroll processes may exist in your ByDesign system if you previously scoped payrollto run with 'automated data exchange', created some payroll processes using this automaticprocess and then later switched to 'manual file download' payroll processing. These invalidpayroll processes are highlighted in this view and must be removed. To do this, simply selectone invalid payroll process as indicated in the 'Invalid' column and click

Cleanup Invalid Payroll Processes . This action removes all invalid payroll processes and nofurther steps are required.

Export Business Data Using Microsoft Excel®You can export different types of data from the SAP Business ByDesign system to MicrosoftExcel.For more information about this task, see here.

6.4.3 Creating a Payroll XML Data File

OverviewAs part of file-based payroll processing with an outsourced payroll provider, you create a data file in the SAP BusinessByDesign system that can be transferred to your payroll provider who performs the actual payroll run on your behalf.In the Payroll Processing Payroll Run view, you create an XML file that comprises both the employee master dataand the pay data for the current payroll period, for each payroll group you wish to run.The payroll data file contains data that is valid or effective in the current payroll period, in addition to data changedsince the previous payroll period. The payroll data file therefore contains two distinct types of payroll data:

● Type 1 Data: changed since the previous data file (normally in the previous payroll period) was generated ● Type 2 Data: valid or effective in the payroll period for which the data file is being created

A monthly-paid employee will move to a new home address as of May 01. He informs the HR administratorof this change on April 09. This data is updated in the ByDesign system by the HR Administrator on April10, who ensures the new address data record is active from May 01 onwards. The current payroll periodis April, and a data file is created for this period. The April data file will include this changed address dataas the change occurred since the previous data file (for March) was created. This is an example of Type1 data. In addition, when the data file is created for the May payroll period, it will also include the updatedaddress as this data is effective from May 01 onwards. This is an example of Type 2 data.

This document describes the XML file creation and download process in the ByDesign system using the PayrollProcessing Payroll Run view. You can also perform these steps of the payroll process by completing the relevantpayroll run tasks assigned to you as the payroll administrator in the Payroll Processing Work view.For a complete overview of the file-based payroll process in ByDesign, see File-Based Payroll Processing with anOutsourced Payroll Provider [page 152].


Prerequisites



File-based payroll processing is activated in your solution configuration. To find this business option, go to theBusiness Configuration work center and choose the Implementation Projects view. Select your implementationproject and click Edit Project Scope . In the Scoping step of the project, ensure that Payroll is selected within HumanResources.In the Questions step, expand the Human Resources scoping element and select Payroll. Select Payroll Processingand Payroll Integration and answer the questions related to implementing file-based payroll in the country whereyour company operates.

Snapshot CreationYou have successfully created a snapshot for the payroll group concerned.

Procedure1. Start Data File Creation

Once you have successfully created a payroll group snapshot you need to create a data file that can betransmitted to the payroll provider. To initiate the data file creation in the Payroll Processing Payroll Run view,select the Payroll Group (Payroll Process Status is Snapshot Successfully Created) and click

Create Data File .2. Select Employees

In the Create Data File activity you can choose to exclude certain employees from the payroll data file. Youexclude an employee by selecting the employee in the list of employees and clicking Exclude . If the employeehas been excluded and you would like to include the employee in payroll data file, select the employee andclick Include .

When you exclude an employee from the XML data file, all records and data elements associatedwith the employee are also excluded. This means the file will not contain any information for theemployee and the payroll provider will not receive any updated information. However, the excludedemployee is still included in the forthcoming payroll run, which may mean payroll calculations aremade for the employee with outdated information.

3. Create Data FileAfter you have made any necessary adjustments to the employee list, click Create Data File . The systemindicates that the XML file creation process has started. Then close the Create Data File activity screen.


Payroll Processing

In the default file-based process, the ByDesign system generates a standard XML output filecomprising an SAP-proposed selection of employee master data and payroll transaction datacontained in the snapshot generated for the selected payroll group. However, by using XSLT conversiontemplates, you can adapt both the format and the contents of the payroll data output (target) file. Youare able to produce your payroll data file in an amended XML format or in an excel-based format,choosing to output only the payroll data required by your provider to run the payroll. The conversionof the standard XML output is performed automatically in the background based on rules contained inthe conversion templates you implement. For more information on working with these XSLT templates,see Adjust XSLT Conversion Rules [page 160].

4. Check for Errors (required only if data file creation is not successful)After data file creation is complete, the payroll process step Data File Created is displayed in the PayrollProcessing Payroll Run view for the payroll group you are currently processing. If you do not see this entry inthe Payroll Run view, it may signify there are errors in the data file creation process.

For more information on resolving employee payroll data file errors, see Resolving Employee DataErrors in File-Based Payroll Processing [page 170]. After you have made adjustments to correct theerrors, you will need to start back at Step 1 to make sure the file includes the correct information.

5. Download Data FileSelect the payroll data files created for your required payroll group in the Payroll Run view (Payroll ProcessStatus is Data File Created) and click Download Data File . For each output file you wish to download, selectthe file from the list, click Download and save it to your chosen location.

ResultThe payroll data file(s) (XML/excel-based) are now saved to a location from which they can be transmitted to yourpayroll provider for processing.

● Excel-based payroll data files are available only in a limited number of countries. ● The See Also section below contains links to documents providing country-specific explanations of the

structure and contents of the standard XML payroll data files.

See AlsoPayroll Processing Australia: Payroll XML File Specifications [page 177]Payroll Processing Austria: Payroll XML File Specifications [page 191]Payroll Processing Canada: Payroll XML File Specifications [page 206]Payroll Processing Germany: Payroll XML File Specifications [page 275]Payroll Processing US: Payroll XML File Specifications [page 351]


7 Resource Management

7.1 Resource Search View


7.1.1.1 Resource Search

OverviewIn the Resource Management Resource Search view, you can start your search for resources by entering certain keywords in the Find field. To refine the search, you have to open the advanced search section and enter search termsin the individual search fields.

FeaturesThe Resource Search function has the following features:

● Identify All Resources Participating in Certain ProjectsIf you have to staff a project, you might want to check for resources that have taken part in similar projects.To do so, in the Project ID field of the advanced search section enter the project IDs for those projects thatare similar to the project you need to staff. Participants of all projects specified are listed.

● Identify All Resources with a Specific Skills ProfileIn the Skills Details field of the advanced search section, enter all the skills for which you want to search, eachseparated by a space. You receive all resources that have those keywords maintained in the Skills Details fieldof the Resource Profile. If you want to search the attached resumes as well, you have to enter the samekeywords additionally in the Search Attachments field. Both search fields mentioned above support full-textsearch: you can search on all words entered in the Skills Details field of the Resource Profile as well as thecomplete attached documents can be searched. You can directly enter more than one keyword separated byspace into the search fields.

● Identify All Resources of a SupplierIf you want to staff a project with resources of a certain supplier, enter the supplier name in the Supplier fieldof the advanced search section. If you want to search for several suppliers, click More Options next to thefield.

● Identify All Resources with a Specific JobIf you need to staff a project with resources who have a certain job, enter the job name In the Job field of theadvanced search section. If you want to search for several jobs, click More Options next to the field.

● Identify All Resources Available as of a Certain DateIf you want to search for resources who are available on a certain date, for example, the date on which theproject you need to staff begins, enter this date in the Earliest Availability field of the advanced search section.The system displays all resources for whom no earliest availability information has been maintained and allresources whose earliest availability date falls before or on the date you entered. A search on the individual


Resource Management

weekly or monthly remaining availability (that is, a search for resources who are, for example, available fortwo days in a certain week) is not possible.

The More Options icon is not evaluated for this field.

● Search by RegionIf you want to search for resources in a specific region, enter the postal code of the region in the PostalCode field of the advanced search area. If the postal code in your country is region-oriented, you can also useparts of the postal code to search within a larger area of the region. Combinations of search conditions arepossible by using different search fields in parallel.

● Assign Resources to ProjectsYou can assign resources directly to your projects. For each resource you assign to a project, you can enterinformation such as the start and end date of the project assignment and the work committed. These threepieces of information are important because they are used to calculate the resource's availability. For thedefined time frame of the project assignment, the resource's availability is reduced by the amount ofcommitted work.

● Export Resource Lists to Microsoft Excel®You can export the resource list to Microsoft Excel to forward the returned resources to a project managerfor a staffing decision.

See AlsoResource Search Quick Guide [page 401]Working with Resource Profiles [page 405]

7.1.1.2 Working with the Availability Calendar

OverviewAs a Resource, Project, or Line Manager, the Availability Calendar provides you with a graphical overview of theproject commitments of selected employees in your company. The calendar allows you to analyze the availabilityand edit the project commitments of all resources staffed in projects, or available for project assignments. It alsoassists you in managing your key resources who are in greatest demand or already overbooked.As an employee assigned to projects in your company, you can also use the Availability Calendar to view the timeyou have already worked on the projects you are involved in, and edit your future commitments for currently ongoingprojects.

RelevanceIn your company, the Availability Calendar is relevant for all Line Managers, Resource Managers, Project Managers,and Resources (employees) who are (or can be) assigned to projects.

● Resource Manager: Uses the calendar to create supply/demand estimates, for staffing tasks, for finding andbrokering resources, and for editing future commitments to projects for these employees; also uses thecalendar to identify short and midterm capacity shortages, to display utilization of key resources that are inthe greatest demand or overbooked, and to ensure the highest utilization of resources as possible

SAP Business ByDesign February 2017Resource Management P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 397

● Line Manager: Uses the calendar to monitor the availability and utilization of his or her direct reports and editfuture commitments to projects for these employees

● Project Manager: Uses the calendar to manage projects in all respects – staffing, budget, resources, quality,and time-lines; also edits future commitments to projects for employees working on projects that he isresponsible for

● Employee: Uses the calendar to plan his/her project related work, monitor his/her utilization, and reducebench time; by editing the calendar, the employee can balance future project commitments and adjust his orher work levels to optimize utilization.

Prerequisites


You must have included the business packages Project Management and Time and Labor Management in your scopedBusiness ByDesign solution during Business Configuration to use the full functions offered by the AvailabilityCalendar. If you have scoped only one of these packages, the calendar is available, but with the following restrictions:

● If Time and Labor Management is not included in your solution, the calendar cannot display daily workschedules of employees, and employees' availability for any given day/date would be empty.

● If Project Management is not included in your solution, the calendar displays employees' availability but aResource Manager is not able to use the data in the calendar to assign employees to projects. In this situation,however, a Line Manager can still use the calendar to monitor the availability of his or her direct reports.

Features

Accessing the Availability CalendarThe Availability Calendar can be accessed from multiple contexts for the different roles:

● Resource Manager: Selects one or more resources (multi-selection possible) in the Resource Search view ofthe Resource Management work center and clicks Show Availability . The Availability Calendar shows theavailability and project commitments of all resources the Resource Manager has selected.

● Line Manager: Views the calendar by selecting My Team, under My Department in the Managing My Area workcenter. The calendar shows availability project commitments of all resources in his or her teams and displaysthe data according to employee name, team, or organizational unit. In this way, Line Managers can also viewresources from multiple organizational units for which they are responsible.

● Project Manager: Accesses the calendar in the Project Management work center, by choosing the Projectsview, selecting a project, clicking Edit and then choosing Team and Staffing. The calendar is then displayedby clicking Show Availability . In this case, the calendar shows the availability and project commitments of allresources in the selected project.

● Employee: Clicks My Availability in the Project Team work center to view and maintain his or her own availabilityand project commitments in this view of the calendar.

Resource Commitments: Availability Calendar Handlingtext

● Work actually performed in the project by the Resource and recorded on the Resource's timesheet. This isdisplay-only data and refers only to the past.


Resource Management

● Scheduled future commitments of Resources assigned to projects. These can be edited to ensure they reflectthe reality of the project.

Clicking Today displays the current day, week, or month and positions it on the left-side of the display, as the firstcolumn entry.Four key data elements are displayed in the calendar providing an overview of resource commitment for a specifiedproject:

Total Commitment: Total amount of hours/days allocated to the Resource for the projectScheduled Commitment: Sum of project hours scheduled for the Resource between today’s date andproject end dateTo Be Rescheduled: Remaining Commitment minus Scheduled Commitment. Any value not equal to zeroindicates the number of hours/days that require rescheduling. A minus value means that the number ofhours/days scheduled must be reduced, indicating for example, that the employee has worked morehours/days in the past than scheduled. A positive value shows that the number of hours/days scheduledmust be increased, indicating for example, that the employee has worked less hours/days in the past thatscheduled.The To Be Rescheduled data is only valid if the employee has completed his time recording. Missing timerecordings obviously distort the remaining commitments for the Resource, causing the To BeRescheduled figure to be unrealistically high.Remaining Commitment: Total Commitment minus the sum of work already performed in the project, asreported on the Resource’s time-sheet

The following examples illustrate how these figures are calculated:

Example 1: A Resource is allocated 120h to a given project. One week into the project he has worked andentered 20h hours on his time-sheet. Therefore:Total Commitment = 120hScheduled Commitment = 100hTo Be Rescheduled (Remaining Commitment – Scheduled Commitment) = 0hRemaining Commitment = 120 – 20 = 100h

Example 2: A Resource is allocated 120h to a project running for 4 weeks. For weeks 1 and 2 of the projecthe is scheduled to work 40h. For weeks 3 and 4, the commitment is 80h. After two weeks, he has workedand entered 60h on his time-sheet for this project. Therefore, at the end of week 2:Total Commitment = 120hScheduled Commitment = 80hTo Be Rescheduled (Remaining Commitment – Scheduled Commitment) = 60 - 80 = -20hRemaining Commitment = 120 – 60 = 60hIn this second example, the employee must reduce the scheduled commitment for the last 2 weeks by20 h to rebalance his overall commitment to this project.

Example 3: A Resource is allocated 100h to a project. At the half-way point of the project, the employeewas committed to have worked 50h. However, he has only worked (and entered on his time-sheet) 40h.Therefore:Total Commitment = 100hScheduled Commitment = 50hTo Be Rescheduled (Remaining Commitment – Scheduled Commitment) = 60 - 50 = 10Remaining Commitment = 60h


Editing Resource Commitments to ProjectsThe Resource Manager enters only two key data in his resources' Availability Calendars, both derived from the projectplan: the start/end date of the project assignment and the sum of the committed hours/days. The system thenautomatically distributes this initial commitment evenly over the project time-line. However, this linear distributionof project commitment across the committed project time-line may not be the situation in reality. The AvailabilityCalendar permits you as a Project/Resource/Line Manager or Resource (employee) to edit these initially lineardistributions of project commitments and manually create a non linear commitment distribution across the projecttime-line.Clicking Reset Commitment allows you to overwrite any remaining non linear commitments with linear commitmentsfor the (future) project period yet to be completed. This overwrite is non reversible.The following examples illustrate where a non linear distribution of commitment is required in the calendar:

● Before project commencement, handling of uneven commitment distribution:Project Lead and Resource (in alignment with Resource Manager and Line-Manager ) agree oncommitment on project on a total of 250 hours(h). It is already known that the employee works120h for specifications and 80h for test. The projects starts runs from 6th of June to 2ndSeptember. non linear commitment distributed in the Availability Calendar is as follows: 6th June– 1st July –> 120 Hrs Specification; 15th August – 26th August for 80h test

● Project has started, uneven distribution due to vacation:Resource wishes to take vacation in CW25 for a week (40h). The vacation is recorded and approvedin CW23, and is displayed in the calendar as 5 days of absence in CW25. The commitments duringthe Specification Phase (CW23–26) are distributed to take this vacation into account: commitmentin CW25 is reduced to zero and is increased in CW24 and CW26 by 15h.

● Project mid-point, handling delays:Resources are needed at a later or (earlier) point of time based on delays or shifts in the projectplan. For example, at the end of calendar week (CW) 32 it becomes clear that testing cannot startas scheduled and a delay of one week is required. Resource Manager/Resource/Project Managerredistributes the CW33–35 commitment in the Resource's calendar to accommodate this oneweek delay.

● Project mid-point, increase of commitment required:Resource confirms during CW26 that he or she requires an additional 3 person days (PDs) in CW27due to unforeseen problems in the project. As a result, the specification phase must be extendedinto CW27. The Project Manager negotiates with the Resource Manager/Line Manager and agreesan additional 3 PDs (24h) of commitment. The Resource Manager firstly increases the totalcommitment of the resource to the project by 3 days. The system then distributes this addedcommitment evenly across the remaining project period (between system date and end ofcommitments date). In a final step, the Project Manager (or Resource) edits the commitment inthe Resource's Availability Calendar and manually adds the three extra days in CW27.

Common Calendar ElementsThe view of the Availability Calendar varies depending on the role of the employee accessing it, and from where it isaccessed in the system. However, the following are common functions available in all views of the calendar for allroles:

● Monthly, weekly, and date range view options for selected resources ● Today option to jump to today's date in the calendar. Today's date is highlighted as the default when the

calendar is opened ● Resource availability shown in hours


Resource Management

● Monthly view with a previous and next month option (previous month option is disabled if the current monthis the chosen view)

● Days of the week are displayed alongside the calendar date ● Resource availability are displayed in hours ● Navigation possible from the calendar entry of a selected employee to that employee's Resource Factsheet. ● Percentage Utilization displayed for the selected time period ● Selection of a group of consecutive cells for a Resource. On selecting the cells, the Selection section of the

calendar shows the start and end dates of the selected period and the total availability of the Resource in theselected period. The Bookings section of the calendar provides details of the different project assignmentsof the user in this period (not in the employee view of calendar). Details of leave requests that are pendingapproval also appear in this detailed area for line managers.

● Selection of individual resources and viewing of project commitments for the entire month/view/chosendates.

● Navigation possible from the calendar to the factsheet of the project to which a selected employee is assigned.

This navigation is not available in the employee view of the calendar.

● Remaining Availability (Target Hours minus Commitments) displayed in each cell in the calendar, irrespectiveof the cell color. For the Overbooked category, where Commitments exceed Target Hours for the selectedResource, the cell value is negative

Managing My Area Calendar ViewIn addition to the common calendar elements as described above, the availability calendar view for the line managerin the Managing My Area work center provides additional functions similar to those available in the team calendar.A hierarchical view of organization units can be displayed, together with all the resources belonging to anorganizational unit. A flat list view of all employees (“By Team or “By Name” ) is also available, as in the other viewsof the calendar. Line Managers can also approve leave requests that are displayed in details area for every Resourcethat is selected in the calendar.

Calendar View in Employee Resource FactsheetThe Resource Factsheet contains an embedded version of the Availability Calendar for employees selected from theResource Profiles and Resource Search views. Managers can open the factsheet by clicking on the Employee ID inthe list of resources in these views.

See AlsoResource Search Quick Guide [page 401]

7.1.2 Resource Search Quick Guide

The Resource Search view allows you as Resource Manager to search for suitable resources (employees or serviceagents), who are available to staff projects within a given period. In conjunction with the Resource Profiles view, thesearch results provide detailed information about the remaining availability of resources for the following six calendarweeks, with additional six weeks in the hidden fields section. You can also view the Availability Calendar of selectedresources in this view and edit their future scheduled commitment to current projects.


Business Background

Resource SearchFor more information, see Resource Search [page 396].

Working with the Availability CalendarAs a Resource, Project, or Line Manager, the Availability Calendar provides you with a graphical overview of theproject commitments of selected employees in your company. The calendar allows you to analyze the availabilityand edit the project commitments of all resources staffed in projects, or available for project assignments. It alsoassists you in managing your key resources who are in greatest demand or already overbooked.As an employee assigned to projects in your company, you can also use the Availability Calendar to view the timeyou have already worked on the projects you are involved in, and edit your future commitments for currently ongoingprojects.For more information, see Working with the Availability Calendar [page 397].

Business Scenario: Resource ManagementThe Resource Management business scenario is designed to meet the basic needs of a resource manager in aprofessional services company. Key capabilities include integrated access to data of internal employees and externalservice contractors, including information on skills and availability, and information specific to Project and Time andLabor Management. The main focus of the application is on creating an integrated database of resources to enablethe resource manager to find the best candidates in terms of suitability and availability.For more information, see Resource Management.

Tasks

Search for a Suitable ResourceIn the Resource Search view, you can search for suitable resources to staff your projects.For information about this task, see here [page 404].

Maintain Commitments for a ResourceAs a resource manager you can maintain the work commitments for a resource across variousprojects. You can choose to delegate a resource to a project, for a committed number ofworking hours in a particular duration. This can be done for any number of projects for thatresource.Once you enter and save this information, the resource will be added to the participant list ofall the projects, with the commitments proposed by you.You can maintain the work commitments as follows:

1. Search for the resource you want to maintain commitments for. For more informationsee Search for a Suitable Resource [page 404].

2. Select the resource and click Maintain Commitments .3. In the screen that opens you can maintain information about the project, the start and

end date for working on the project, the number of hours the resource is committed towork on the project and the service used when assigning the resource to the project.

4. Click Save and Close to return to the Resource Search view


Resource Management

Search for a Document1. Enter a search term in the Find field and click Go

You can find documents using the Group By criteria. This option allows you toquickly display a list of documents sorted by various basic criteria, such as thefile type, as well as by keywords that you can define. You can create keywordsfor documents by editing the document properties.

When you enter a search term, the system searches both the document titlesand document content for the entered term and displays the results in the list.

2. To use the advanced search option, choose Advanced. You can enter search criteriasuch as the Author, Changed On (date), Document Language, or specific Keywords.

Newly uploaded documents are first processed by the system and cannot beimmediately found via the search function. This process takes approximatelyfive minutes.

Create a Service AgentIf you want to staff your project with an external resource that is not available in the systemyet, click the New Service Agent Common Task.

1. In the New Service Agent quick activity, enter the new service agent’s first name andlast name.

2. In the Supplier ID field, enter the ID of the company who will supply the service agent.3. Enter further information as required, for example Organizational Unit, Job,

Profession or Gender.4. Click Save and Close to save the new service agent’s details.

Work with the Availability CalendarSelect a Resource (or multiple Resources) and click Show Availability . The AvailabilityCalendar opens, where you can view the availability and project commitments for all selectedResources, and also edit future project commitments for these employees. See Working withthe Availability Calendar above, under Business Background for detailed information.

Determine Relevant ResourcesIn organizations such as Professional Service Providers, it is important for Resource Managersto be able to quickly identify all potential resources who are relevant for Resource Managementand who can, for example, be assigned to internal and external projects. This allows themanager to calculate supply, availability, and utilization more accurately. Using a CommonTask in this view, you can set particular jobs in your organization as not relevant in the contextof Resource Management, meaning all employees with this job assignment will not beconsidered in any reporting of actual or forecasted utilization, nor forecasted demand.Non-relevant jobs in a Professional Service Provider organization could be, for example,building maintenance, training positions or upper-level management.

Employees with jobs defined as not relevant for Resource Management can still beassigned to projects, but are excluded from any reporting on resource availability asdescribed above.


When you need to set particular jobs as not relevant for Resource Management, start theDetermine Relevant Resources common task.

1. On the Determine Relevant Resources screen, click Add Row then double-click<Add>. The Job dialog box opens.

2. Enter a job ID in the dialog box or select your job using the drop-down list and clickOK .

3. Click Save Draft to save a draft version of this list of non-relevant jobs in the system.The red icon (Rules are inactive) is shown.

4. Click Save and Activate to activate the list of non-relevant jobs in the system. The greenicon (Rules are active) is shown.All jobs listed and activated are now determined as not relevant for ResourceManagement in the system and are excluded from any future utilization reporting.

5. Click Close to return to the Overview view.

Export to Microsoft Excel®You can export different types of data from the SAP Business ByDesign system to MicrosoftExcel®.For more information about this task, see Export Business Data Using Microsoft Excel®.

7.1.3 Search for a Suitable Resource

OverviewIn the Resource Search view, you can search for suitable resources to staff your projects. The details below providean outline of this task.

PrerequisitesGo to the Resource Management work center or the Project Management work center and choose the ResourceSearch view.

Procedure1. To search for a suitable resource, enter search criteria such as:

● A particular skill ● Organizational information ● Name of the resource ● Project name

If necessary, click Advanced to apply additional search criteria.2. After selecting a resource from the returned list, click:

● View to display detailed information about the resource. ● Assign to Project to directly assign the resource to a certain project. To do so, you need to enter the

Project ID of the required project. Furthermore, you need to specify the Assignment Period by enteringthe required start and end date of the assignment. Finally, you need to enter the Committed Work,


Resource Management

either in working days or hours. This value indicates the time confirmed for the resource to work onthe selected project.

You can also export the resource list to Microsoft Excel® to forward the list, for example, to a requesting projectmanager via e-mail.

For more information about exporting data to Excel, see here.

ResultYou receive a list of potential candidates for project staffing purposes based on your search criteria.

7.2 Resource Profiles View


7.2.1.1 Working with Resource Profiles

OverviewThe Resource Profile view enables you to display and update the resource profiles of each resource. The editorprovides a central point of entry to all data for each resource that you need for resource management purposes. Inthe resource profile you can display and update the resource’s general data, availability, skills and attachments.

FeaturesIn detail, you can do the following:

● Display an Overview of a ResourceThe General view provides you with the overview information about a resource. This view differs for employeesand service agents, mainly regarding business contact data and cost rate information. In general, this viewdisplays all communication data, organizational data, and a list of all projects to which the resource was or isassigned. For employees, the main work agreement information from the Personnel Administration workcenter is provided as well. The cost rate information for employees is derived from the cost rates maintainedat the corresponding labor resource. For service agents, this information is derived form the latest purchaseorders through which they were purchased.

● Update Resource's Earliest AvailabilityThe Availability view allows you to display and update the earliest availability of a resource. In the ResourceAvailability subview you can display and monitor a resource's availability, broken down into overall workingdays, assignment to projects (derived from the committed days of a resource in the team and staffinginformation of a project), and (for employees only) absences per calendar week or month. The last line showsthe resulting remaining availability. You can scroll to past or future periods by clicking Previous and Next.To display details of the figures, you can access the Projects and Absences Overview subview (or in case ofservice agents the Projects Overview ) and drill down to the individual items regarding project assignmentand absences. Absence information is only available for employees.


● Update Resource's Skills DetailsThe Skills view enables you to enter information about the skills and qualifications of the resource. This fieldis a free text field. The information entered here is the main basis for resource search purposes.

● Store Notes or Other Relevant Information on a ResourceThe Notes view allows you to store communication memos or interaction information regarding the resource.However, unlike other fields, this information cannot be searched for in the Resource Search view. After savingthe profile, you cannot change this information.

● Display and Add Resource's DocumentsThe Attachments view allows you to display, add, or replace project-relevant documents related to a resource.This mainly includes resumes, certificates or images. The file content attached here can be searched as longas it is text-based. Usually, Adobe PDF, Microsoft Word®, and Microsoft Excel® are text-based formats whereasimages and facsimiles are binary-based. In general, for employees it is possible to navigate from the ResourceProfile editor to the corresponding personnel file, if the Personnel Administration work center is active andassigned to you. For service agents you can navigate to the service agent’s general data

See AlsoResource Search [page 396]

7.2.2 Resource Profiles Quick Guide

The Resource Profiles view within the Resource Management work center provides you with a list of all resources(employees or service agents) available in the system. You can choose between five different views of this list usingthe Show drop-down field in the search pane (for example, All Resources or Skills Details Created). When you selecta resource in the resource profiles work list, you can display this resource’s communication data, organizationaldata, and attachments in the Details section. Further search criteria are provided in the Advanced search section tosupport the daily work of a resource manager in searching the resource profiles.

Business Background

Working with Resource ProfilesThe Resource Profile view enables you to display and update the resource profiles of each resource. The editorprovides a central point of entry to all data for each resource that you need for resource management purposes. Inthe resource profile you can display and update the resource’s general data, availability, skills and attachments.For more information, see Working with Resource Profiles [page 405].

Business Scenario: Resource ManagementThe Resource Management business scenario is designed to meet the basic needs of a resource manager in aprofessional services company. Key capabilities include integrated access to data of internal employees and externalservice contractors, including information on skills and availability, and information specific to Project and Time andLabor Management. The main focus of the application is on creating an integrated database of resources to enablethe resource manager to find the best candidates in terms of suitability and availability.For more information, see Resource Management.


Resource Management

Tasks

Update a Resource ProfileIn the Resource Profiles view, you can update the resource profile of a resource including hisor her availability for a particular project and skills details.For information about this task, see here [page 408].

Create a Service AgentIf you want to staff your project with an external resource that is not available in the systemyet, click the New Service Agent Common Task.

1. In the New Service Agent quick activity, enter the new service agent’s first name andlast name.

2. In the Supplier ID field, enter the ID of the company who will supply the service agent.3. Enter further information as required, for example Organizational Unit, Job,

Profession or Gender.4. Click Save and Close to save the new service agent’s details.

Determine Relevant ResourcesIn organizations such as Professional Service Providers, it is important for Resource Managersto be able to quickly identify all potential resources who are relevant for Resource Managementand who can, for example, be assigned to internal and external projects. This allows themanager to calculate supply, availability, and utilization more accurately. Using a commontask in this view, you can set particular jobs in your organization as not relevant in the contextof Resource Management, meaning all employees with this job assignment will not beconsidered in any reporting of actual or forecasted utilization, nor forecasted demand.Non-relevant jobs in a Professional Service Provider organization could be, for example,building maintenance, training positions or upper-level management.

Employees with jobs defined as not relevant for Resource Management can still beassigned to projects, but are excluded from any reporting on resource availability asdescribed above.

When you need to set particular jobs as not relevant for Resource Management, start theDetermine Relevant Resources common task.

1. On the Determine Relevant Resources screen, click Add Row then double-click<Add>. The Job dialog box opens.

2. Enter a job ID in the dialog box or select your job using the drop-down list and clickOK .

3. Click Save Draft to save a draft version of this list of non-relevant jobs in the system.The red icon (Rules are inactive) is shown.

4. Click Save and Activate to activate the list of non-relevant jobs in the system. The greenicon (Rules are active) is shown.All jobs listed and activated are now determined as not relevant for ResourceManagement in the system and are excluded from any future utilization reporting.

5. Click Close to return to the Overview view.


Export to Microsoft Excel®You can export different types of data from the SAP Business ByDesign system to MicrosoftExcel.For information about this task, see Export Business Data Using Microsoft Excel.

7.2.3 Update a Resource Profile

OverviewIn the Resource Profiles view of the Resource Management work center, you can update the resource profile of aresource including his or her availability for a particular project and skills details. The details below provide an outlineof this task.

Procedure1. Select the resource whose profile you want to update, then click Edit and choose Resource Profile.2. Check and edit the resource’s availability, project assignments and absences.

● Select the Availability view and choose the Resource Availability subview. ● In the Resource Availability subview, click Previous and Next to display the assigned project days,

absences, and remaining availability of the resource over the selected periods. ● In the Earliest Availability field, enter the earliest date as of which the resource is available for a project.

For time periods before the earliest availability date, the remaining availability of the resource is nowset to zero.

● In the Projects and Absences Overview subview (in case of a service agent the Projects Overview ) youcan see a detailed overview of the project assignments and absences of the resource.

3. Check and update the resource's skills information and resumes. ● Choose the Skills tab and enter the resource's skills as free text in the Skills Details field. ● If you want to attach a resume, choose the Attachments tab and upload the resume document (with

corresponding document type) by clicking Add . If you want to replace an existing resume, clickReplace .

● Select a Document Type and enter a Comment if required.

It is possible to search across all recorded skills as well as in the attached resume using key words.

4. Choose the Notes tab and enter any important information regarding the resource, which you might want tostore for historical reasons. For example, notes based on telephone calls or meetings you had with thatresource.

ResultWhen you click Save , the resource profile is updated.


Resource Management

7.3 Reports View

7.3.1 Actual Utilization

OverviewThis report provides visualization into the past on actual utilization of resources relevant for Resource Management,within a set period of time. It compares the time confirmed to projects by relevant resources assigned within acompany or to a given reporting line unit, with the gross capacity (total target time) of these resources.Actual utilization is calculated by the following formula : (Actual Work + Absence ) / Gross Capacity, where:

● Actual Work represents the number of hours the resource has worked on identified projects in a specific timeperiod, where time recording has been performed for project work by the resource. Therefore, actual work isthe sum total of all time recordings performed for all projects by the resource within a specified time period.

● Absence includes all absences maintained by the resource. It does not include any scheduled holidays basedon the resource's Working Day Calendar.

● Gross Capacity is the sum total of all the planned working time of all days for which the report is requestedfor. Gross capacity includes all holidays as per the applicable time model, public holidays, and so on.

When this report is launched from the Resource Management or Corporate Performance work centers, it shows theactual utilization at an Organizational level. Launched from the Managing My Area work center, it shows the actualutilization percentage at the Organizational level where the manager is assigned.This report is relevant for the following roles:

● Corporate-Level Manager: requires regular updates on actual utilization. The focus is on idle time thatjeopardizes sales targets or shortages that either lead to postponements of projects, lost deals or theunnecessary hiring of externals.

● Line Manager: needs actual (cumulated) utilization data for all direct team reports in the past and utilizationdata for specifically selected employee. Focus for the line manager is on bench times, since it is his or herresponsibility to ensure full utilization of the team. The report in the Managing My Area work center is calledActual Utilization - My Area.

● Resource Manager: uses data from the report to update upper management. The report provides theResource Manager with information on the utilization of key resources: those resources that are in greatestdemand or overbooked.

This report is available in the Resource Management, Corporate Performance and Managing My Area workcenters only if both the business area Project Management and the business object ResourceManagement are included in your Business ByDesign scoped solution.Where Project Management and Resource Management are included in your ByDesign scoped solutionbut where the business package Time and Labor Management is not, then the Gross Capacity isdetermined from the Working Day Calendar maintained for a permanent establishment. The Working DayCalendar is maintained in Business Configuration, where an employee's (or an Org Unit's) working days,days off, and public holidays are defined


PrerequisitesTime and Labor Management must be in your scoped solution, as the report requires access to the daily workschedule of the employee. Furthermore, work schedules must be correctly maintained for all involved resourcesrelevant for Resource Management in your company, and project time confirmations must be completed by theseresources.

ViewsThe following views are available with this report:

● By Week: shows information on Actual Utilization of Resource-Management-relevant resources for the lastfour weeks

● By Month: provides information on Actual Utilization of Resource-Management-relevant resources for thelast three months

● By Details: displays information on Actual Utilization of Resource-Management-relevant resources for thelast three months in more detail, providing data derived from the following key figures: ○ Actual Utilization ○ Actual Work ○ Absence ○ Gross Capacity

Features

Analyzing the ReportAfter you have selected your Company, and Key Date the report initially displays the Reporting Line Units for theselected company, the calendar week/month, and Actual Utilization for the selected Key Date.

Key Date is a mandatory field providing a range selection.

You can also use the following additional key figures to filter and analyze the data provided by this report: ● Gross Capacity ● Absence ● Actual Work

Additional information is available for the following characteristics: ● Company ● Reporting Line Unit ● Cost Center ● Employee ● Calendar Year/Week ● Calendar Year/Month



Resource Management

Determination of Relevant ResourcesThis report only considers resources in your selected company that are considered as relevant for ResourceManagement. All employees assigned to jobs that are determined as non-relevant (using the common taskDetermine Relevant Resources, within the Resource Management work center) are not considered by the ActualUtilization report.

ValidationsRelevant only for time periods in the past. Key dates entered that lie in the future are rejected by the report.

NavigationClick the Employee ID of an individual employee in the report output and then click the small triangle icon that appearsto navigate to an employee's Contact Data Sheet (or Resource Management Factsheet if one exists for the selectedemployee).

PerformanceTo enhance report performance, limit the parameter selection to Company, Reporting Line Unit, and a Key DateRange of less than 3 months.

Access ContextThe report supports the Company access context for the Resource Manager. For the Line Manager, the reportsupports the access context Management.

See AlsoForecasted Utilization [page 411]Forecasted Demand [page 414]

7.3.2 Forecasted Utilization

OverviewThis report provides visualization into the future on projected utilization of resources relevant for ResourceManagement, within a set period of time. It compares the commitments derived from the team and staffing projectdata of relevant resources assigned within a company or a given reporting line unit, with the gross capacity (totaltarget time) of these resources.When this report is launched from the Resource Management or Corporate Performance work centers, it shows theforecasted utilization at an Organizational level. Launched from the Managing My Area work center, it shows theforecasted utilization percentage at the Organizational level where the manager is assigned.This report is relevant for the following roles:

● Corporate-Level Manager: requires regular updates on forecasted utilization. The focus is on idle time thatjeopardizes sales targets or shortages that either lead to postponements of projects, lost deals or theunnecessary hiring of externals.

● Line Manager: needs utilization data for all direct team reports in the future and utilization data for specificallyselected employees. Focus for the line manager is on bench times, since it is his or her responsibility to ensure


full utilization of the team. The report in the Managing My Area work center is called Forecasted Utilization -My Area.

● Resource Manager: uses data from the report to update upper management. The report provides theResource Manager with information on the utilization of key resources: those resources that are in greatestdemand or overbooked.

This report is available in the Resource Management, Corporate Performance and Managing My Area workcenters only if both the business area Project Management and the business object ResourceManagement are included in your Business ByDesign scoped solution.Where Project Management and Resource Management are included in your ByDesign scoped solutionbut where the business package Time and Labor Management is not, then the Gross Capacity isdetermined from the Working Day Calendar maintained for a permanent establishment. The Working DayCalendar is maintained in Business Configuration, where an employee's (or an Org Unit's) working days,days off, and public holidays are defined

PrerequisitesTime and Labor Management must be in your scoped solution, as the report requires access to the daily workschedule of the employee. Furthermore, work schedules must be correctly maintained for all involved resourcesrelevant for Resource Management in your company, and project time confirmations must be completed by theseresources.


● By Week: shows information on Forecasted Utilization of Resource-Management-relevant resources for thenext four weeks, starting with the current week

● By Month: provides information on Forecasted Utilization of Resource-Management-relevant resources forthe next three months, starting with the current month

● By Details: displays information on Forecasted Utilization of Resource-Management-relevant resources forthe next three months in more detail, providing data derived from the following key figures: ○ Forecasted Utilization ○ Scheduled Work ○ Absence ○ Gross Capacity

Features

Analyzing the ReportAfter you have selected your Company, and Key Date the report initially displays the Reporting Line Units for theselected company, the employee ID, employee name, Scheduled Work, Gross Capacity, and Forecasted Utilization.


You can also use the following additional key figures to filter and analyze the data provided by this report:


Resource Management

● Absence ● Scheduled Work

Additional information is available for the following characteristics: ● Company ● Reporting Line Unit ● Cost Center ● Employee ● Calendar Year/Week ● Calendar Year/Month


Calculating Forecast UtilizationThe forecast utilization is calculated using the equation (Scheduled work + Absences)/Gross capacity.

Determination of Relevant ResourcesThis report only considers resources in your selected company that are considered as relevant for ResourceManagement. All employees assigned to jobs that are determined as non-relevant (using the common taskDetermine Relevant Resources, within the Resource Management work center) are not considered by the ForecastedUtilization report.

ValidationsRelevant only for time periods in the future. Key dates entered that lie in the past are rejected by the report.

NavigationClick the Employee ID of an individual employee in the report output and then click the small triangle icon that appears.You can then choose to navigate either to the employee's contact data sheet or open the Forecasted Demand report.

PerformanceTo enhance report performance, limit the parameter selection to Company, Reporting Line Unit, and a Key DateRange of less than 3 months.

Access ContextThe report supports the Company access context for the Resource Manager. For the Line Manager, the reportsupports the access context Management.

See AlsoActual Utilization [page 409]Forecasted Demand [page 414]


7.3.3 Forecasted Demand

OverviewThis report provides visualization into the future on the demand for resources relevant for Resource Managementwithin a company or reporting line unit from given projects, within a set period of time. It shows the accumulated(absolute) commitments of these relevant resources to projects.This report is relevant for the following roles:

● Corporate-Level Manager: requires regular updates on forecasted demand and demand gaps. ● Resource Manager: uses data from the report to update upper management on forecasted demand and

demand gaps. He or she requires supply/demand estimates to identify short- and midterm capacityshortages.

This report is available in the Resource Management and Managing My Area work centers only if both thebusiness area Project Management and the business object Resource Management are included in yourBusiness ByDesign scoped solution.Where Project Management and Resource Management are included in your ByDesign scoped solutionbut where the business package Time and Labor Management is not, then the Gross Capacity isdetermined from the Working Day Calendar maintained for a permanent establishment. The Working DayCalendar is maintained in Business Configuration, where an employee's (or an Org Unit's) working days,days off, and public holidays are defined

PrerequisitesProjects exists with all the necessary details such as the different services that need to be executed or performedwithin the project, their quantity, and the duration to commit internal resources for specific periods of time toprojects.


● By Week: shows information on forecasted demand of Resource-Management-relevant resources for thenext four weeks, starting with the current week

● By Month: provides information on forecasted demand of Resource-Management-relevant resources for thenext three months, starting with the current month

Features

Analyzing the ReportAfter you have selected your Company, and Key Date the report initially displays the Reporting Line Units for theselected company, calendar month, and scheduled work for the selected key date.



Resource Management

You can also use the following additional key figure to filter and analyze the data provided by this report: ● Scheduled Work

Additional information is available for the following characteristics: ● Company ● Reporting Line Unit ● Project ● Employee ● Job ● Cost Center ● Product Category ● Service ● Calendar Year/Week ● Calendar Year/Month


Determination of ResourcesThis report only considers all internal and external resources in your selected company.

ValidationsRelevant only for time periods in the future. Key dates entered that lie in the past are rejected by the report.

NavigationClick the Employee ID of an individual employee in the report output and then click the small triangle icon that appearsto navigate to an employee's factsheet.

PerformanceTo enhance report performance, limit the parameter selection to Company, Reporting Line Unit, and a Key Daterange of less than 3 months.

Access ContextFor the Resource Manager, the report supports the Management and Company access contexts.

See AlsoForecasted Utilization [page 411]Actual Utilization [page 409]


8 Data Privacy Management


8.1.1 Data Privacy Management in Business ByDesign

OverviewData processing systems store master data or transactional data used to perform business processes and todocument them. In many cases, personal data of employees is involved. In many countries, the storage, disclosure,and removal of such personal data from data storage systems must be in accordance with statutory data protectionlaws. One requirement in many countries is that employee's personal data can only be stored if a clear businessreason for this data retention exists. Much data protection legislation proscribes fixed retention periods, definingfor how long data can be stored in data systems, after which it must be deleted. Only in certain cases can organizationsmake data anonymous, rather than completely remove it. In addition, legislation in many countries stipulates thatemployers must disclose the personal data stored on an individual, when that employee expressly requests this. TheData Privacy Management work center allows those responsible for data protection issues in an organization torespond to employee requests to disclose personal information and remove it.With the Data Privacy Management work center you can:

● Disclose personal data for employees who request this. ● Remove employee personal data based on complete work agreements that lie outside the retention period

of the country of employment. Complete work agreement refers to all dependent application-relevant datawithin an employee's work agreement, including time, compensation, expense report and payroll-relateddata. However, this deletion process is “all-or-nothing”, meaning that if some parts of an employee's workagreement data cannot be deleted for whatever reason, then nothing is deleted.

● Monitor and manage background data removal processes using an application log. ● Display log data detailing each access made by a Data Protection Officer or other authorized user to the

Disclose Employee Data and Remove Employee Data overview screens of a selected employee.

Obligation to Delete refers generally to the requirement of organizations to delete personal data held on itsemployees that is kept in an identifiable form, and retain this data for no longer than necessary. Wherespecified, organizations must delete all such personal data after the relevant data retention period haselapsed.

RelevanceRelevant if your organization wishes to disclose personal data or remove it, when requested to do so by specificemployees.

PrerequisitesThe required statutory retention periods have been maintained in the Fine-Tune phase of Business Configuration,in the fine-tuning activity: Data Retention Rule relevant for your country. You find this activity under Built-in Services


Data Privacy Management

and Support —> System Management —> Data Retention. It is not yet possible to define retention rules based onindividual/groups of data (for example, absence data). You can set only one retention period per country, which isindependent of any other characteristic.

Users with authorization to access the Data Privacy Management work center can perform all data privacyfunctions within this work center, including the disclosure and deletion of employee's personal data.Access to this work center is granted in the Application and User Management work center. You mustensure that only employees with authorization to disclose/delete personal data are granted access to theData Privacy Management work center. If your corporate group consists of more then one company, youcan set access to this work center at a company level. For example, you can assign one user with dataprivacy rights for the employees in one company, and assign a different user with these same rights fora separate company in your group.

FeaturesThere are a number of key features of Data Privacy Management in Business ByDesign. These are outlined below:

Employee Data Disclosure — Obligation to DiscloseA key principle in data privacy is the Obligation to Disclose. This is an obligation set in legislation in many countrieswhere data protection regulation has been adopted. An employee can request if personal data is held by his or heremployer and the employer must confirm whether such personal data exists or not. If yes, the employee can requesta description of the personal data held, and in some legal jurisdictions, why the data are being stored or processedand who the recipients of this data are, or have been. This requirement of a organization to supply information onpersonal data held for an employee is termed "Obligation to Disclose".

Employee Data Removal — Deletion on RequestThis second data privacy principle is a narrower form of the “Obligation to Delete” principle discussed above. Anemployee can request if personal data are held by the employing organization. If such data exists, the employee canrequest a description of this data and its removal from storage.

Data Protection RolesIn large organizations, employees with the designated role Data Protection Officer (for example) are responsiblethat data privacy principles are followed, and that the organization complies with all data privacy legislation in forcewithin the country (or countries) it operates. However, these tasks can be delegated to other authorized employees,for example, designated Human Resources administrators.

Work Center Data Privacy ManagementThe Data Privacy Management work center allows companies to fulfil the Obligation to Disclose and Deletion onRequest principles, and consists of three parts:

● Work center view: Personal Data DisclosureThis view allows those employees responsible for data protection to administer data disclosure for employeeswho request it.For more information see Personal Data Disclosure Quick Guide [page 418].

● Work center view: Personal Data RemovalIn this view, for the Employee role, administrators can remove complete work agreements when employeesrequest deletion of personal data from the ByDesign system.

SAP Business ByDesign February 2017Data Privacy Management P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 417

Where only the Employees and Service Agents business package is included in your scoped solution(only basic employee data are stored in the ByDesign system), this basic data can also be removed/anonymized in this view.

For more information see Personal Data Removal Quick Guide [page 422]. ● Common Task: Administer Data Removal Runs

Removal of employee work agreement data in the Data Privacy Management work center is performedautomatically in a separate background process. The Administer Data Removal Runs common task providesyou with an overview of planned, current and completed data removal runs, the ability to reschedule failedruns, mark runs as obsolete, and delete runs.For more information, see Working with the Administer Data Removal Runs View.

Authorization IssuesThe Data Privacy Management work center must only be available to authorized employees in your organization. Itis therefore strongly recommended this work center assignment should only be given to those employees directlyresponsible for data privacy issues in your organization.

AuditingThe system logs every access made by a Data Protection Officer or other authorized user to the Disclose EmployeeData and Remove Employee Data overview screens of a selected employee. This logging is provided to supportauditing of data protection actions in the system. For more information, see the respective View Quick Guides linkedabove in this document.

Employees, such as Data Protection Officers with responsibility for data protection have full access rights forthe Data Privacy Management work center. These access rights allow an authorized user to access personaldata for the selected employee in all Business ByDesign work centers where such data exists. Because of theability for an individual user to access large volumes of personal employee data across many work centers,the access log is provided to allow transparency and traceability of user access to personal data. The log doesnot contain detailed personal data, but rather a summary of the types of data accessed, by whom and when.Data Protection Officers (or other authorized users) can only access the employee information for employeesof those companies for which they possess the full access rights. This allows the creation of separate dataprotection officer roles in multiple companies within a corporate group.

8.2 Personal Data Disclosure View

8.2.1 Personal Data Disclosure Quick Guide

As a data privacy officer or authorized person with data protection responsibilities in your organization, the PersonalData Disclosure view within the Data Privacy Management work center supports you in meeting the data protectionObligation to Disclose principle by allowing you to display and disclose the personal data of employees whenrequested by the employee concerned. You can search for individual employees and navigate to an overview of allthe personal data stored for that employee in the system. From this overview, you can also navigate to the detailedrecords of the various types of personal data stored for the employee. You can also print a summary of the data todisclose.



Additionally, the system logs every access made by a Data Protection Officer or other authorized user to the DiscloseEmployee Data overview screen of a selected employee in this view. This logging is provided to support auditing ofdata protection actions in the system. On the initial screen in this view, select an employee and click

View Disclosure Log to open a log of all access instances to the selected employee's data disclosure overview record.The log has a unique ID and shows when the record was accessed and by whom.In this view you can access all personnel data of one employee from different application areas within BusinessByDesign, for instance, work agreement information, time account balances, compensation structure assignments,travel and expense reports, and so on. A summary of this application-specific personal data is available in theEmployee Data section in a hierarchical structure that groups the data and displays the number of individual recordswithin each data group. You can also navigate to the detailed employee records by clicking the links provided.The following application-specific data is displayed in this view, depending on your scoping decisions:

● Employee Personal Data: Biographical data, private contact data, payment information

Where no Human Resources applications are included in your scoped Business ByDesign solution, andwhere the Employees and Service Agents business package is included, only the employee personaldata held in the Business Partner work center is displayed.

● Identity Data: user and authorization details ● Work Agreement Data: employee personal data, Personnel File data, Time File data, Compensation File data,

payroll-related information (for example, tax and social insurance and pension records), and travel & expensedata

● Resource Profile Data: skills, earliest availability, notes, attachment data

Business Background

Data Privacy Management in Business ByDesignData processing systems store master data or transactional data used to perform business processes and todocument them. In many cases, personal data of employees is involved. In many countries, the storage, disclosure,and removal of such personal data from data storage systems must be in accordance with statutory data protectionlaws. One requirement in many countries is that employee's personal data can only be stored if a clear businessreason for this data retention exists. Much data protection legislation proscribes fixed retention periods, definingfor how long data can be stored in data systems, after which it must be deleted. Only in certain cases can organizationsmake data anonymous, rather than completely remove it. In addition, legislation in many countries stipulates thatemployers must disclose the personal data stored on an individual, when that employee expressly requests this. TheData Privacy Management work center allows those responsible for data protection issues in an organization torespond to employee requests to disclose personal information and remove it.For more information, see Data Privacy Management in Business ByDesign [page 416].

Automated Data Removal RunsRemoval of employee work agreement data in the Data Privacy Management work center is performed automaticallyin a separate background process. The Administer Data Removal Runs common task provides you with an overviewof planned, current and completed data removal runs, the ability to reschedule failed runs, mark runs as obsolete,and delete runs.

Service Agent Data DisclosureFor information on disclosure of service agents data see, Service Agent Data Disclosure [page 421]


Tasks

Disclose Employee Personal DataAs an administrator with responsibility for data protection issues, and when specificallyrequested by an employee, you can disclose the employee's data in the Personal DataDisclosure view. You can display a summary of all data associated with the employee that isstored in the ByDesign system and navigate to the detailed records for the various types ofinformation. You can also print the summary of the employee's to-be-disclosed data from thisview.For information about this task, see here [page 420].

8.2.2 Disclose Employee Personal Data

OverviewAs an administrator with responsibility for data protection issues, and when specifically requested by an employee,you can disclose the employee's data in the Personal Data Disclosure view of the Data Privacy Management workcenter. You can display a summary of all data associated with the employee that is stored in the ByDesign systemand navigate to the detailed records for the various types of information. You can also print the summary of theemployee's to-be-disclosed data from this view.

When an employee has a work agreement record assigned to another Company within your organization,you may not be authorized to display or disclose that data. This is due to the access restrictions appliedto this work center view. In this case, the system will display the following message:“Additional work agreements exist for this employee. They are not displayed as you do not have therequired authorization to access them.”In this situation, you must contact the administrator responsible for data privacy in the companyconcerned, who must disclose this data separately.

Procedure1. In the Data Privacy Management work center, open the Personal Data Disclosure view.2. To display an employee's data to disclose, select All Employees in the Show field. Enter the employee ID or

employee name in the Find field and click Go .3. Select the employee role from the list and click Disclose Data . The Disclose Employee Data overview screen

is opened.

Before the overview screen is loaded, a dialog box appears informing you that your access to this screenwill be logged. You must confirm this message if you wish to proceed.

4. For verification purposes, the employee's image, employee ID, or private address can be viewed to check thedata for the correct employee will be disclosed.

5. Click Expand all to view all individual employee records that are to be disclosed. Click the expand and collapsetriangle icons to view individual data record summaries for the employee.



6. Click the links for the individual records, for example Private Contact Data or Payment Information to navigateto the actual employee data record held in the ByDesign system.

The figure shown in the Records column represents the number of discreet data records (for example,Expense Reports) of the selected type assigned to the employee in the ByDesign system. Data ViewLimited indicates that data records exist and only a limited number of records can be displayed on thescreen at one time. A zero indicates that no records of this type exist for the selected employee.

7. For printing purposes, firstly export the overview data to Microsoft Excel® by clicking Export and choosingMicrosoft Excel. Then print the Excel file.

8. Click Close to return to the Personal Data Disclosure view.

ResultYou have successfully extracted a summary of all employee data required for disclosure to an employee who requestsit.

Your access to the data disclosure overview has been logged.

See AlsoRemove Employee Personal Data [page 424]

8.2.3 Service Agent Data Disclosure

OverviewAs a data privacy officer or an authorized person with data protection responsibilities you can disclose personal dataof service agents, when requested by the service agent concerned.In this view you can only see all personal data of a service agent. The summary of this application-specific personaldata is available in the Service Agent Data section in a hierarchical structure that groups the data and displays thenumber of individual records within each data group.

FeaturesIn the service agent view the summarized data that is relevant for the concerned service agent. The Service DataSelection the list of data associated with the service agent.

You can also navigate to the detailed employee records by clicking the links provided.. For example, ResourceProfile

You can access information on other documents by navigating to the respective work centers. The following tablegives you details about the various work centers, where you can display service agent information.The following table shows the list of work centers where the relevant document can be viewed:


Document Work Centers Views

Service Request Service Desk Service Request

Service Confirmation Service Order service confirmation

Resource Profile Resource Management Resource Profiles

Projects Project Management Projects

Time and Labor Management Project Team Project Team; Edit Timesheet subview

Shopping Carts Home Self Service Overview; Track myShopping Carts subview

Purchase Requests Purchase Requests and Orders Purchase Request

Purchase Orders Purchase Requests and Orders Purchase Order

Receipts and Returns Goods and Services Receipts Receipts and Returns

Invoices and Credit Memos Supplier Invoicing and Invoices andCredit Memo

Templates ( including Recurring Invoices) Supplier Invoicing and Recurring Invoice

Sales Lead New Business leads

Customer Contracts Service Entitlements contracts

Service Orders Service Orders Service Order Processing

Activities Account Management Activities

Opportunities New Business Opportunities

Sales Quotes New Business Sales Quotes

Sales Orders Sales Orders Sales Orders

Customer Returns Service Orders Returns

Customer Invoicing - Invoice Requestsand Recurring Invoice Templates

Customer Invoicing Invoice Requests and RecurringInvoice Templates

Customer Invoicing - Invoice Documents Customer Invoicing and InvoiceDocuments

8.3 Personal Data Removal View

8.3.1 Business Partner Data Removal Quick Guide

As a data privacy officer or authorized person with data protection responsibilities in your organization, whenspecifically requested by an employee, you can remove all work agreements (including all application-relateddependent data) assigned to the employee in the Personal Data Removal view within the Data PrivacyManagement work center. In this view, you can:

● Search for employees in the system and verify address and employee image data to ensure the correctidentification of the employee whose personal data is to be deleted



● Display a summary of all work agreements for a selected employee ● Verify for each work agreement if the data retention period is completed ● Select and mark single or multiple work agreements for removal, and trigger the removal process for these

agreements ● Print a summary of the employee's to-be-removed data

Once you have marked work agreements for removal and the removal process has been triggered, the remainderof the process is performed in the background by the system. You can view details on the status of these backgroundprocesses using an application log. For more information on background removal runs, see Automated Data RemovalRuns in the Business Background section of this document.Additionally, the system logs every data removal action performed in this view. This logging is provided to supportauditing of data protection actions in the system. Start the common task View Removal Log to view a log of all dataremoval instances executed for all employees in your company. The log has a unique ID, provides a short descriptionof the type of data removed and shows when the record was removed and by whom.

● Almost all personal data is completely removed from the system. However, the basic employee recordcannot be completely removed from the Business Partner work center. Here, the remaining employeedata is stored in an anonymous format in the system, where all personal data that could directly orindirectly identify the employee is anonymized in the remaining record.

● The Termination Date for the selected employee in this view is derived from the Valid To field of thebasic employee record in the Business Partner work center. If the termination date is set to Unlimited,you cannot remove the employee record from the system.

● If you remove all existing work agreements for a selected employee within your companies, theemployee record is anonymized in the system.

● You cannot mark employee data for deletion if the country in which employee works is notsupported in Data Privacy Management.

Authorized Access to Work Agreement DataYou can only view work agreement data in accordance with your Business ByDesign personal authorizations. If workagreements exist for a selected employee that cannot be displayed because of missing authorizations, aninformation message is displayed. You cannot display the related objects of the work agreements in this view.However, you can display the related work agreement objects in the Personal Data Disclosure view.Reduced Version of Employee Master DataIf Human Resources is not included in the scope of your Business ByDesign solution, but the Employees and ServiceAgents business package is, only employee personal data stored in the Business Partner work center is removed.After removal, an anonymized record for the employee remains in the system.Personal Data Removal from Third-Party SystemsIt is not possible to remove your employee's personal data stored in third party systems in this view. Examples ofsuch data are personal data stored in external payroll provider systems that form part of your organization's end-to-end business processes.

Business Background

Data Privacy Management in Business ByDesignData processing systems store master data or transactional data used to perform business processes and todocument them. In many cases, personal data of employees is involved. In many countries, the storage, disclosure,and removal of such personal data from data storage systems must be in accordance with statutory data protection


laws. One requirement in many countries is that employee's personal data can only be stored if a clear businessreason for this data retention exists. Much data protection legislation proscribes fixed retention periods, definingfor how long data can be stored in data systems, after which it must be deleted. Only in certain cases can organizationsmake data anonymous, rather than completely remove it. In addition, legislation in many countries stipulates thatemployers must disclose the personal data stored on an individual, when that employee expressly requests this. TheData Privacy Management work center allows those responsible for data protection issues in an organization torespond to employee requests to disclose personal information and remove it.For more information, see Data Privacy Management in Business ByDesign [page 416].

Automated Data Removal RunsRemoval of employee work agreement data in the Data Privacy Management work center is performed automaticallyin a separate background process. The Administer Data Removal Runs common task provides you with an overviewof planned, current and completed data removal runs, the ability to reschedule failed runs, mark runs as obsolete,and delete runs.For more information, see Working with the Administer Data Removal Runs View.

Service Agent Data ErasureFor more information on service agent data erasure see, Service Agent Data Erasure [page 426]

Tasks

Remove Employee Personal DataAs an administrator with responsibility for data protection issues, and when specificallyrequested by an employee, you can remove all work agreements (and associated data)assigned to one or more employees in the Personal Data Removal view. You can display asummary of all work agreements assigned to the employee stored in the ByDesign system,mark single or multiple work agreements, and trigger the deletion of these records. You canalso print the summary of the employee's to-be-deleted data from this view, if required.For information about this task, see here [page 424].

8.3.2 Remove Employee Personal Data

OverviewIt is now possible for you, as an administrator with responsibility for data protection issues, to delete the personaldata associated with both a single employee and multiple employees, on their request, at a time in the Personal DataRemoval view of the Data Privacy Management work center.The data associated with the employee would include, work agreements and availability calendars. The workagreement in turn will include documents related to payroll processing, time recording and expense reports. Thesedocuments are displayed in the data retention group hierarchy list. The first line item in this list is the employee. Eachdocument is associated with a check box. The checkbox for the employee is disabled by default.



● You can only remove work agreements (and associated application data) and availabilitycalendars, when the relevant retention period for this data is fully or partially completed

● If you remove all existing work agreements for a selected employee within your companies, theemployee record is anonymized in the system.

● When an employee has a work agreement record assigned to another Company within yourorganization, you may not be authorized to display or disclose that data. This is due to the accessrestrictions applied to this work center view. In this case, the system will display the followingmessage:“Additional work agreements exist for this employee. They are not displayed as you do not havethe required authorization to access them.”In this situation, you must contact the administrator responsible for data privacy in the companyconcerned, who must remove this work agreement data separately.

Prerequisites



The relevant data retention period for the country in which your company operates is activated in your solutionconfiguration. To find this activity, go to the Business Configuration work center and choose the ImplementationProjects view. Select your implementation project and click Open Activity List . Select the Fine-Tune phase, and fromwithin the Activity Group Built-in Services and Support, select Data Retention Rule from the activity list.

Country VersionYour country version of Business ByDesign must support Data Privacy Management.

Procedure1. In the Data Privacy Management work center, open the Personal Data Removal view.2. To display employee data for removal, select All Employees in the Show field. Enter the employee ID or

employee name in the Find field and click Go . If you need to delete the data for multiple employees, clickAdvanced . In the Employee ID field, click More Options . In the Employee ID dialog box that opens, enter the

employee IDs or employee names in the Value field and click Go .3. Select the employee roles from the list and click Remove Data . The Remove Employees Personal Data

overview screen is opened. The screen lists all work agreements and availability calendars that exist in thesystem for the selected employees in your company

4. In order to check employee details from the Remove Employees Personal Data screen, click on the individualemployee ID and these details will be displayed in a new screen.

5. Select the Marked for Deletion checkbox for each work agreement (and associated documents) andavailability calendars you wish to set for later removal from the system

6. If required, save a summary of the existing work agreements prior to removal by clicking Print and on thedialog screen maintain your required print output parameters (page, header/footer, and screen). Click

Print again to print a screenshot of this data, including all information contained in the Work Agreementssection.


7. Click Delete to trigger the removal of all work agreements, availability calendars and associated applicationdata marked for deletion from your system.

8. Confirm that you still wish to continue with this irreversible deletion of the selected record(s).

If you are removing the last remaining work agreement held for an employee, the system warnsyou that continuing with this process will remove the employee record from the ByDesign system.You must confirm you wish to continue with the removal or cancel it.

After clicking Delete for all records marked for deletion, the Marked for Deletion checkbox is disabled, whilethe remainder of the removal process is performed by the system in the background. After the deletionprocess is successfully completed, for the affected work agreements, the Marked for Deletion check box willbe disabled and Retention Period Completion status changes to No or No available data. The begin date forthese records will also change

9. Click Close to return to the Personal Data Removal screen.

ResultYou have successfully removed all work agreements (and associated application data) and availability calendarsfrom the system for the selected employee. You can verify this removal by starting the Administer Data RemovalRuns common task, and selecting Successful Removal Runs in the Show field.

Your access to the data removal overview has been logged.

See AlsoDisclose Employee Personal Data [page 420]

8.3.3 Service Agent Data Erasure

OverviewAs a data privacy officer or an authorized person with data protection responsibilities you can erase personal dataof service agents, when requested by the service agent concerned.

Prerequisites ● In the fine tuning phase of business configuration you have maintained the retention period for the group

Order Documents and Contracts. ● In the fine tuning phase of business configuration you have maintained the retention period for the group

Business Letters ● The required statutory retention periods has been maintained in the Fine-Tune phase of Business

Configuration, in the fine-tuning activity: Data Retention Rule relevant for your country. You find this activityunder Built-in Services and Support System Management Data Retention Data Retention for ServiceAgent . It is not yet possible to define retention rules based on individual/groups of data (for example,



absence data). You can set only one retention period per country, which is independent of any othercharacteristic.

Users with authorization to access the Data Privacy Management work center can perform all data privacyfunctions within this work center, including the disclosure and deletion of employee's personal data.Access to this work center is granted in the Application and User Management work center. You mustensure that only employees with authorization to disclose/delete personal data are granted access to theData Privacy Management work center. If your corporate group consists of more than one company, youcan set access to this work center at a company level. For example, you can assign one user with dataprivacy rights for the employees in one company, and assign a different user with these same rights fora separate company in your group.

FeaturesIn the Business Partner Data Removal view, you can remove the data of a service agent when requested. If there areany transactional documents that are associated with the service agent, who requested the removal, the personaldata of the service agent is erased but the associated documents as either erased or deleted from the system.

The retention period for the service agent should be completed. If the retention period of the respectivedocument is completed before the service agent retention period, the system will retain the document untilthe service agent retention period. After the completion of the service agent retention period you can manuallytrigger the erasure of the service agent.

The following table shows if a document will be deleted or if the name of the service agent will be removed. It alsoshows if the retention period of a document group is taken into consideration.

Affected Documents Data Erasure Method Considered RetentionPeriod

SAP Support Request Name of the service agent is erased

Service Request Name of the service agent is erased

Service Confirmation Name of the service agent is erased

Resource Profile Name of the service agent is erased

Projects Name of the service agent is erased

Time and Labor Management Name of the service agent is erased

Shopping Carts Name of the service agent is erased

Purchase Requests Name of the service agent is erased

Purchase Orders Name of the service agent is erased Order Documents &Contracts

Receipts and Returns Name of the service agent is erased

Invoices and Credit Memos Name of the service agent is erased

Templates (including Recurring Invoices) Name of the service agent is erased

Sales Lead Name of the service agent is erased

Customer Contracts Name of the service agent is erased Order Documents &Contracts


Service Orders Name of the service agent is erased Order Documents &Contracts

Activities Name of the service agent is erased Business Letters

Opportunities Name of the service agent is erased

Sales Quotes Name of the service agent is erased Order Documents &Contracts

Sales Orders Name of the service agent is erased Order Documents &Contracts

Customer Returns Name of the service agent is erased

Customer Invoicing - Invoice Requests and RecurringInvoice Templates

Name of the service agent is erased

Customer Invoicing - Invoice Documents Name of the service agent is erased

8.4 Document Data Removal View

8.4.1 Document Data Removal

About this documentAs a data privacy officer you can maintain document group and country specific retention periods to prepare theerasure of personal data in transaction documents after the corresponding retention period. The document dataremoval functionality allows the grouping of documents, retention period maintenance and erasure for twodocument groups.The required statutory retention periods have been maintained in Activities in Business Configuration, You canmaintain activities: Data Retention for Business Letters and Data Retention for Contracts and Order Documentsrelevant for your country.

Users with authorization to access the Data Privacy Management work center can perform all data privacyfunctions within this work center, including the disclosure and deletion of employee's personal data.Access to this work center is granted in the Application and User Management work center. You mustensure that only employees with authorization to disclose/delete personal data are granted access to theData Privacy Management work center. If your corporate group consists of more than one company, youcan set access to this work center at a company level. For example, you can assign one user with dataprivacy rights for the employees in one company, and assign a different user with these same rights fora separate company in your group.

The following table shows the document groups that can be grouped and set for erasure:Business Letters:

Affected Documents Erasure Method Considered Retention Period

Letter Delete Business Letters

Fax Delete Business Letters



E-mail Delete Business Letters

Order Documents and Contracts:

Affected Documents Erasure Method Considered Retention Period

Sales Order Erase name of service agent Order Documents & Contracts

Purchase Order Erase name of service agent Order Documents & Contracts

Service Order Erase name of service agent Order Documents & Contracts

Customer Contract Erase name of service agent Order Documents & Contracts

Customer Quote Erase name of service agent Order Documents & Contracts

Business Background

Data Privacy Management in Business ByDesignData processing systems store master data or transactional data used to perform business processes and todocument them. In many cases, personal data of employees is involved. In many countries, the storage, disclosure,and removal of such personal data from data storage systems must be in accordance with statutory data protectionlaws. One requirement in many countries is that employee's personal data can only be stored if a clear businessreason for this data retention exists. Much data protection legislation proscribes fixed retention periods, definingfor how long data can be stored in data systems, after which it must be deleted. Only in certain cases can organizationsmake data anonymous, rather than completely remove it. In addition, legislation in many countries stipulates thatemployers must disclose the personal data stored on an individual, when that employee expressly requests this. TheData Privacy Management work center allows those responsible for data protection issues in an organization torespond to employee requests to disclose personal information and remove it.For more information, see Data Privacy Management in Business ByDesign [page 416].

Automated Data Removal RunsRemoval of employee work agreement data in the Data Privacy Management work center is performed automaticallyin a separate background process. The Administer Data Removal Runs common task provides you with an overviewof planned, current and completed data removal runs, the ability to reschedule failed runs, mark runs as obsolete,and delete runs.For more information, see Working with the Administer Data Removal Runs View.

Tasks

Remove Document Data1. Navigate to the Document Data Removal view from the Data Privacy Management work center and to click

New.2. Enter a company ID

If a valid company ID is selected the Country is automatically populated.


3. Select the Category that needs to be removed.

You can choose one or both groups for removal.

4. Click Remove5. Confirm the deletion of the selected document group by clicking Yes.6. Click Close after you get a success message.

If the run is triggered successfully you can view the run ID under Retention Categories for Removal. Ifa run was not successful, you can check the status of the document in Administer Data Removal Runs.



9 Business Configuration: Fine-Tune

9.1 Personnel Administration

9.1.1 Configuration Guides

9.1.1.1 Working Time - Configuration Guide

In this configuration activity, you define the standard working times for each of the companies of your corporategroup. Standard working times are used to facilitate data entry and determine whether employees are full- or part-time employees. The standard working time of an employee (in hours) is visible during the hire process and in theemployee's Personnel File. Each standard working time comprises a company-wide definition differentiated by workagreement, administrative category, and country. You can define multiple standard working time sets for each ofyour companies within your corporate group, where one SWT set per company must be defined as the defaultstandard working time (SWT) set.In the initial Maintain Standard Working Times activity, you create (or select from existing) sets of standard workingtimes and assign them to groups of your employees, defining groups by work agreement, administrative category,and country. You also maintain a 'default' standard working time without selecting a work agreement oradministrative category. This default standard working time is then valid for all employees with work agreements oradministrative categories not already explicitly assigned to an existing SWT set.In an optional second activity, where more than one company exists in your corporate group, you determine whichsets of standard working times are valid for specific companies.To find this activity, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Open Activity List . Select the Fine-Tune phase, then select the WorkingTime activity from the activity list.

Tasks

Maintain Standard Working TimesIn this task you create sets of standard working times and apply them to your employees. Youalso create a 'default' standard working time which applies to all employees not assigned to aspecific standard working time set.

1. In the Sets of Standard Working Times section, firstly set the 'default' standard workingtime for your company. You can do this by selecting an existing SWT set and selectingthe Default checkbox. Alternatively, create your own default standard working time setby clicking Add Row and maintaining a code and description for the new set. Thenselect the Default checkbox for this set.

SAP Business ByDesign February 2017Business Configuration: Fine-Tune P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 431

● You select only one of your SWT sets as the default. Unless you specifyexceptions to this default, all employees in the company you areconfiguring will use this standard working time.

● When creating a new SWT set, the Code must begin with a Z.

2. Create all other required SWT sets as described in step 1, in the Sets of StandardWorking Times section.

3. In the Details section, for each of your newly-created standard working time sets,indicate for which employees this set applies to. Do this by selecting your required set,clicking Add Row and performing the following steps:1. Select the Work Agreement and Country using the drop-down lists. The drop-down

list for the Administrative Category is then activated.2. Select the required Administrative Category and then set the standard working

time in days, weeks or months, and its validity period using the Hours, Unit, ValidFrom, and Valid To fields, respectively.

Do not assign attributes to the default standard working time set in theDetails section. This default set is valid for all employees with workagreements or administrative categories not already explicitly assigned toanother existing standard working time set.

● Leaving one or more fields empty within the Details section means thatall possible values for these blank fields apply.

● Work Agreement: Describes the legally-binding agreement between anemployer and an employee outlining terms of employment, such asduration, compensation, and benefits. Work agreements includepermanent and temporary.

● Administrative Category: Describes the group to which an employeebelongs, for example, hourly or salaried-exempt.

4. Click Save and Close.

Result: You have now created your required standard working time sets for your employees,and maintained a default SWT set. You can now assign these sets to your companies in thesecond part of this configuration activity, as appropriate.

Assign Working Times to CompaniesIf required, you specify which sets of standard working times are valid for specific companieswithin your corporate group. This step is only relevant if you are defining standard workingtimes for more than one company.

1. Click Add Row and select your required Company using the drop-down list.2. In the Standard Working Time field, assign an existing standard working time set to your

selected company.

You can select more than one SWT set per company by clicking Add Row , re-selecting the company and assigning a different SWT set.

3. Repeat steps 1 and 2 for all companies for which you wish to assign SWT sets.


Business Configuration: Fine-Tune

4. Click Save and Close.

Result: The selected standard working times are now activated in the ByDesign system foryour chosen companies.


Your corporate group consists of two companies: ● Akron Heating employing administrative employees on fixed monthly

salaries and weekly-paid employees who work under a collective (Union)agreement. Salaried employees have a SWT of 40 hours per week, weeklypaid employees 37 hours per week.

● Akron Distribution Center, a sister company, also employing administrativeemployees on fixed monthly salaries and weekly-paid employees not subjectto a collective agreement. Salaried employees at the Akron DistributionCenter also have a SWT of 40 hours, whereas the SWT for the weekly-paidemployees is 38 hours per week.

Note: The standard working times set for salaried employees of 40 hours per weekis already created in the system.You want to set up SWT sets for all employee groups across the two companies inyour corporate group. You achieve this in a two-phase process:Phase 1: In the Maintain Standard Working Times activity:

1. In the Sets of Standard Working Times section, you first mark the existingstandard working times set for salaried employees (code DWT - Defaultworking time: SWT of 40 hours per week) as the default set.

2. You create a new SWT set for the weekly-paid Akron employees as follows:Code: Z1 / Description: Akron Heating weekly-paid employees

3. You now create a new SWT set for the weekly-paid Akron Distribution Centeremployees as follows:Code: Z2 / Description: Akron Distribution Center weekly-paidemployees

4. In the Sets of Standard Working Times section, you select SWT Z1, and in theDetails section you click Add Row and maintain the fields in this section asfollows:a. Work Agreement: Permanent

b. Country: DE

c. Administrative Category: Hourly-Paid Industrial Worker

d. Hours: 37 per Week

e. Valid From: use current system datef. Valid To: Unlimited

5. You then click Save .6. In the Sets of Standard Working Times section, you select SWT Z2, and in

the Details section you click Add Row and maintain the fields in this sectionas follows:a. Work Agreement: Permanent

b. Country: DE

c. Administrative Category: Hourly-Paid Industrial Worker

d. Hours: 38 per Week

e. Valid From: use current system datef. Valid To: Unlimited

7. You then click Save and Close .

Result: After completing phase 1, you have now assigned a default SWT set forsalaried employees in both companies and created two new SWT sets for yourweekly-paid employees at Akron Heating and at the Akron Distribution Centersubsidiary.Phase 2: In the Assign Working Times to Companies activity you specify whichstandard working time sets are activated in each company:

1. You create an entry in the table for Akron Heating, using the drop-down listto choose Company ID MDEC10000 and select the default SWT DWT -Default working time.

2. You create a second entry in the table for Akron Heating, using the drop-down list to choose Company ID MDEC10000 and select the SWT Z1 -Akron Heating weekly-paid employees.

3. You create an entry in the table for the Akron Distribution Center, using thedrop-down list to choose Company ID MDEC67200 and select the defaultSWT DWT - Default working time.

4. You create a second entry in the table for Akron Distribution Center, usingthe drop-down list to choose Company ID MDEC67200 and select the SWTZ2 - Akron Distribution Center employees.

5. You then click Save and Close .

Result: After completing phase 2, you have now assigned a default SWT set for eachof your companies and assigned two new SWT sets for your weekly-paid employeesin both companies.



9.1.1.2 Tax Regulations by Other Providers - US: Configuration Guide

In this configuration activity, you verify your existing US tax authority records, add new records, and maintain existingones. You can also add withholding forms to your existing US tax authority records and maintain the marital statuscodes required for US payroll processing.

To find this activity, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Open Activity List . Select the Fine-Tune phase, then select the TaxRegulations by Other Providers - US activity from the activity list.

PrerequisitesThe tax authorities you require for running payroll in the US already exist in your ByDesign system.

Use the Business Configuration activity Tax Authorities for Payroll - US to either run an initial load of US taxauthorities into your ByDesign system or enter your US tax authority records manually.To find this activity, go to the Business Configuration work center and choose the ImplementationProjects view. Select your implementation project and click Open Activity List . Select the Integrate andExtend phase, then select the Tax Authorities for Payroll - US activity from the activity list.For more information on adding your US tax authorities manually, see the Tax Authorities Quick Guide.

Business Background

US Tax Authorities for Payroll ProcessingFor more detailed information on working with US Tax authorities within the Personnel Administration work center,including how to correctly set up your US tax authorities for payroll processing, see the Authorities Quick Guide[page 42].

Integration with your US Payroll ProviderFor an overview of the integration between your ByDesign and your payroll provider's system necessary to run payrollin the US, see Integrating your ByDesign System with the Payroll Provider System (US) [page 149].

Tasks

Maintain Tax AuthoritiesClick Maintain Tax Authorities and verify that the Tax Authorities you require for US payrollprocessing are correctly entered in the system.You can also manually add new tax authority records here. A Tax Authority ID is required foreach new US tax authority record. This ID is the ID of the tax authority in your payroll providersystem, and provides a mapping between the tax authority record in your ByDesign systemand the provider payroll system. In your new US tax authority record, you can also:

● Enter additional information such as name, authority type, and tax authority number ● Add any required withholding forms


● Maintain the relevant marital statuses which apply to your new tax authority (requiredonly for federal and state tax authorities)

Create Withholding FormsClick Maintain Withholding Forms to create you own withholding forms, in addition to the SAP-delivered standard forms for US payroll processing.For more information on setting up a new withholding form and applying it to the relevant UStax authority, see here [page 436].

Maintain Marital Status Codes (Federal and State Tax Authorities)Click Maintain Marital Status to maintain the list of marital status codes you can apply to yourUS tax authorities.Many US tax authorities require notification of changes to marital status. Therefore, you mustensure this list contains all marital statuses required by the federal and state tax authoritiesinvolved in processing US payroll for your employees.

Confirm with your payroll provider which Codes must be used for the available maritalstatuses, as only the codes themselves are sent to the payroll provider as input fortax calculation.

Follow-On ActivitiesAfter Go-Live, you may subsequently need to assign a newly-hired or rehired employee to a local tax authority thatdoes not currently exist in your ByDesign system. You must use the Tax Regulations by Other Providers - US fine-tune activity along with work-center-based tasks to make this assignment.For more information, see Assign an Employee to a Newly-Created Local Tax Authority [page 44].

9.1.2 Configuration: Fine Tune Activities

9.1.2.1 Configuration: Setting Up Withholding Forms

OverviewYou may need to create you own withholding forms, in addition to the standard delivery of forms for US payrollprocessing supported by SAP. This document describes the procedure to create a new withholding form as aseparate document in Business Configuration and apply it to the relevant US tax authority.

Procedure1. In the Business Configuration work center, open the fine tuning activity Tax Regulations by Other Providers -

US and click the Maintain Withholding Forms link.2. Click Add Row and create a new withholding form in the system by maintaining a code for the form and

assigning a name, for example, Kansas K-4 .

3. In the Details section, select the relevant checkboxes to create the required entry fields on your newwithholding form and click Save and Close .



For example, when creating the Kansas K-4 state withholding form, select the followingcheckboxes:

● State Filing Status ● State Income Tax Exempt Indicator ● State Income Tax Exempt Number ● State Income Additional Tax Amount

4. You now must assign your newly-created form to the relevant US tax authority. To do this, click the MaintainTax Authorities link and select the tax authority to which you wish to assign the form.

5. Select Withholding Form , click Add Row and choose your newly-created form using the drop-down listcontaining all available withholding forms in the system. Then click Save .

6. Select Marital Status , click Add Row and add all the marital statuses required by the selected tax authorityfor tax processing. This step is optional depending on the requirements of your selected tax authority.Normally, you only need to maintain marital status for federal or state tax authorities.

For example, with the Kansas K-4 state withholding form, you must add the statuses Single (code1) and Married Filing Jointly (code 5) in this step.

7. Click Save and Close to save your settings and close the current screen.

ResultYou have now created a new withholding form in the system, assigned it to the relevant tax authority and wherenecessary, maintained the required marital statuses.

9.2 Time and Labor Management


9.2.1.1 Time Recording Integration Options

OverviewThe Time Recording business topic enables you to record your employees’ working time and absence data.Employees’ time data can be entered in the system decentrally by employees or their line managers using EmployeeSelf-Service and Employee Self-Service on Behalf, or centrally by the HR department. Working time can becategorized as confirmed productive time, special attendance, absence, break, availability duty, and bonus time.Recorded time data can be used as input for various downstream applications, such as Payroll and Projects.

Integration with ProjectsThe Time Recording business topic allows internal and external project team members, that is, employees andservice agents, to record their time worked on projects and project tasks to which they have been assigned. Thisinformation is automatically evaluated in Financials and Human Resources and updated in the project. This ensures


accurate monitoring of recorded work and related costs. Time data collected from all team members is consolidatedand available to the project manager, who can compare actual versus planned time, monitor progress and trends,and identify potential problems.

● Project Time Recording Without Personnel AdministrationYou can set up project time recording to enable employees and service agents to record time worked onprojects. From a user (work center) point of view, no HR expert needs to be involved in this scenario, so thatPersonnel Administration does not have to be in scope. From a Time and Labor Management solution pointof view, time recording can then only be done for services, not using time types. Recorded times must havea project task assigned and count as productive time in this scenario. In particular, it is not possible to recordleave using time types and time type categories. For this reason, both the time recording method optionsException Time and Positive Recording are deselected by default. There is no need for any fine-tuning activityin Time and Labor Management, other than the optional adaptation of the BTM (business task management)tasks related to the Employee Self-Service Time Sheet and its approval if required.Scoping DependenciesIf you scope the Time Recording business topic under the Project Management business area and you do notscope the Personnel Administration business package under the Human Resources business area, you cancreate lean employee data, assign the lean employees to organizational units in the Employees view of theBusiness Partner Data work center, and create a user for self-services. Then, when a project is staffed usingthe Project Management work center, these lean employees can be assigned to the project and project timerecording enabled for them.

● Project Time Recording with Personnel AdministrationIf you require other Time and Labor Management functions, such as Time Accounts or Work Schedules, orother functions from the Time Administration work center, you must have Personnel Administration in scopeso that you can hire employees. If lean employee data has been used before, employee data must be migrated.Scoping DependenciesYou should be aware of the following scoping dependencies: ○ If the Time Recording business topic under Project Management is selected, Personnel Administration

under Human Resources is not automatically selected. In addition, the Time Administration work centeris not available in this scope. Only Time and Labor Management and minimal business options that ensurethat the time sheet and project lead approval are selected automatically.

○ If a Time and Labor Management business topic is selected that requires the Time Administration workcenter (for example Time Accounts or Work Schedules), Personnel Administration is selectedautomatically.

○ Time and Labor Management requires either Project Time Recording or Personnel Administration toenable creation of employees for time recording purposes. Therefore, if Time and Labor Managementis selected without Project Time Recording, Personnel Administration is selected automatically.

Integration with PayrollThe country-specific business option Time Data for Payroll Calculation - Country enables customers to documentpayroll-related information, such as overtime or shift premiums, with their time data. If this option is selected, thePremium Pay fine tuning, which serves to enable recording of overtime or shift premiums, is loaded. If the option isdeselected, premium pay content and fine tuning is not loaded, so fine tuning is reduced.To be able to select the Time Data for Payroll Calculation - Country option, the Time Accounts business topic andTime Accounts - Country must be in your scope. These are the main use cases:

● Usage of the integrated payroll solution: If the customer wants to use the integrated Payroll solution, availableas the Payroll Usage - Country business option under the Payroll business package, the system assumes thatTime and Labor Management with time accounts and premium pay is or can be also used in this country. Inother words, at least from a scoping point of view, it is not possible to select the integrated Payroll Usage -



Country option without scoping Time and Labor Management and Time Data for Payroll Calculation -Country.

● No integrated payrollIf the integrated Payroll solution is not in scope, for example, if the Payroll business package is not in scopeor if the Payroll Usage - Country business option is not in scope for a given country, the Time Data for PayrollCalculation - Country option enables you to decide whether you still want to record employee times to transferthem manually to a 3rd party payroll system or not. ○ Usage of time data for payroll calculation, without using ByD payroll solution

It can make sense to use the SAP Business ByDesign Time and Labor Management solution to administerpayroll-related time data without using the integrated SAP Business ByDesign Payroll solution. Theintention is then to differentiate paid from unpaid leave and to record overtime or other working-time-related premium pay to serve a non-SAP Business ByDesign payroll calculation. In this case the customeris responsible for transferring the payment-related time and labor data to the payroll system. This isfrequently done manually, whereby some pay data may only be transferred in aggregated form, forexample, all overtime records summed up for the pay period and employee. In this case, Payroll Usage- Country under the Payroll package is deselected but the Time Data for Payroll Calculation - Countrybusiness option under Time and Labor Management is selected and Premium Pay fine tuning is loaded.

○ Usage of Time Accounts, but no payroll requirements, no premium payIn the previous release, if the Time Accounts business topic was in scope, the system also loaded pay-related fine tuning such as the premium pay codes for each country in scope. If the customer did notneed to document premium pay in the ByDesign solution and wanted to prevent Time Administrationusers from recording such overtime or other premium pay information, the SAP preconfigured contenthad to be deleted.From Release 2.0 on, the new business option can be deselected and no payroll-related fine-tuningactivities, such as the Premium Pay - Country content is loaded. This is supported by suitable defaultsduring scoping. If the Payroll business package is selected, the Time Account business topic is selectedby default (as in previous releases). If the Time Accounts business topic is selected, the Time Data forPayroll Calculation - Country is selected by default and Time Accounts - Country is selected automaticallyby a scoping constraint and may be deselected manually.

9.2.1.2 Scoping Prerequisites for Time Accounts – Country

OverviewBefore working through this configuration activity, you have:

● Included Time and Labor Management in scope and selected the Time Accounts business topic ● Decided on the Time Account - Country scope for each country if you have multiple countries in scope

If the Time Data for Payroll Calculation business option is selected for a country in scoping, the systemalso defaults the Time Accounts - Country business option.

● Decided upon different time account policies in scoping (for some countries, such as US) ● Determined the kinds of time accounts required to store balances for employees and considered the following

for each country and/or company in scope: ○ Legal regulations ○ Collective bargaining unit agreements ○ Company policies


● Where relevant, determined the rules that must be defined for each time account. Rules should be employee-independent, since deviations can be assigned at employee level. Take into account if different rules arenecessary to track different units (days versus hours) or period-end processing (carryover versus payout).

● Determined the policy for handling each leave type. For instance, may time off be requested before it isaccrued?

● Considered the reporting requirements of HR, payroll, or managers to easily track balances of time recorded.For instance, what balances does a payroll administrator need to regularly report for tax or workerscompensation purposes?

9.2.1.3 Scoping Prerequisites for Time Types

Overview


Before working through the fine-tuning activities in this configuration task, you have: ● Scoped the Time and Labor Management business package within Human Resources. ● Ensured that Time Recording is enabled in your solution configuration.

To find this business option, go to the Business Configuration work center and choose the ImplementationProjects view. Select your implementation project and click Edit Project Scope .In the Questions step, expand the Time and Labor Management scoping element, select Time Recording andanswer the questions related to time data for payroll calculation, time recording methods, and time capturingwith self-services.

● Scoped the Personnel Administration business package.

When Personnel Administration with the human resources hiring process is in scope, time types aremandatory for employee time recording. The system provides you with a sample set of suitable timetypes and related settings. You can either use these preconfigured time types or define your own timetypes based on this sample set.

● Determined whether you will use time accounts.This influences the scope of the time type sample set. When the Time Accounts business topic is in scope,Time Administration is typically used for payroll calculations (where the time data is either integrated withthe SAP Business ByDesign Payroll solution or is transferred manually to a third party payroll solution). Thesystem provides you with a set of time types suitable for payroll. In particular, paid and unpaid times can bedifferentiated. To review and enhance the preconfigured time types, use the optional activity Time Types —<Country>. To find this activity, go to the Business Configuration work center and choose the ImplementationProjects view. Select your implementation project and click Open Activity List . Select the Fine Tune phase,then select the Time Types — <Country> activity from the activity list. The specific time types and their settingsdepend on: ○ Whether you scoped only exception time recording and/or positive recording ○ Whether work schedules are used ○ What time accounts are used

● You have completed the Time Accounts mandatory fine-tuning activity if Time Accounts are in scope. To findthis activity, go to the Business Configuration work center and choose the Implementation Projects view.



Select your implementation project and click Open Activity List . Select the Fine Tune phase, then select theTime Accounts — <Country> activity from the activity list.

9.2.2 Configuration Guides

9.2.2.1 Time Types - <Country> – Configuration Guide

To find this activity, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Open Activity List . Select the Fine Tune phase, then select the TimeTypes — <Country> activity from the activity list.In this configuration task, you can check and adapt the predefined employee time types that are required for timerecording purposes, and for use with time accounts if you have scoped the Time Accounts business option as well.You can define collision rules to specify how the system should react when recorded employee times overlap. Inaddition, you can select time types to be available for certain time recording services, for example, for EmployeeSelf-Services.

PrerequisitesBefore working through the fine-tuning activities in this configuration task, ensure that the following prerequisiteshave been satisfied: Scoping Prerequisites for Time Types [page 440].

Business Background

Time TypesEmployee time types are used in the company to record the working times and the various types of leave from workof your employees or service agents.

Time Accounts

This topic is relevant if you scoped the Time Accounts business option.

Time accounts are used to collect and track employees’ working times and time off. You can set up the time typesyou want to use in your company and assign them the time accounts to which they will post. Where relevant, youcan specify a posting sequence from multiple accounts. For more information, see Time Accounts [page 52].

Time Recording ProfilesThe time recording profile enables companies to define different sets of time recording rules for employees whoseworking time needs to be handled differently, for example based on their administrative category (hourly or salaried)or on whether they have working time accounts. For more information, see Time Recording Profiles [page 78].


Approval Options for Time Types

This topic is relevant if you scoped the Approval business option.

The Approval business option enables your company to use system-based approval processes for time data. Formore information, see Approval Options [page 61].

Time Recording ServicesTime types are referenced when employee times are recorded using any of the available time recording services –Employee Self-Services, Self-Services on Behalf, or the Time Sheet in the Time Administration work center. For moreinformation, see Time Recording Services [page 62].

Time Recording Integration OptionsThe Time Recording business topic enables you to record your employees’ working time and absence data. Recordedtime data can be used as input for various downstream applications, such as Payroll and Projects. For moreinformation about these integration options, see Time Recording Integration Options [page 437].

Tasks

Tasks

Maintain Employee Time TypesIn this activity, you can check and adjust the default settings for time types, service activation,allowed reasons, and collision rules. You can also check and adjust the default settings for timeaccount postings and posting sequence rules. If the default settings do not meet yourrequirements, or if you want to display more detailed information about some of the settings,you can do so in the subactivities listed under Tasks in the Configuration Guide.Review and define settings for employee time types here [page 457].

Maintain Collision RulesIf you want to define your own collision rules because the default settings delivered do notmeet your requirements or if you want to display detailed information about the preconfiguredrules, you can do so in this activity. For more information, click here [page 456].

Activate for Time Recording ServicesIf you want to display an overview of which time types have been activated and deactivatedfor the different services (Leave Request, Time Sheet, Time Administration, Illness View) ordefine settings for all time types in one step, you can do so in this activity. For more information,click here [page 454].

Maintain Time Recording ProfileThe time recording profile enables you to define different sets of time recording rules foremployees whose working time needs to be handled differently, for example based on theiradministrative category (hourly or salaried) or on whether they have working time accounts.The time recording profile can then be assigned to individual employees in the time profile.



For more information about this task, click here [page 464].

Maintain Approval OptionsThis fine-tuning activity allows you to specify whether time types that indicate absence fromwork (that is, the categories leave, illness, special attendance, or vacation) should trigger anotification, an approval business task, or no notification to the employee’s manager, andwhether an additional review by the time administrator is required. Approval options can onlybe set up in this activity. For more information about this task, click here [page 455].

Maintain Time Account Posting Order

This task is relevant if you scoped the Time Accounts business option.

Certain business requirements may necessitate that a time type can be deducted frommultiple time accounts in a special sequence. For example, vacation time first deducts froma Vacation (deferred) account type and then from the balance of the Vacation (currentyear) account type. In this activity, you can set up a rule to specify the order in which deductionsare to occur by listing the time account types affected and giving each of them a priority. Oncedefined, the rule can be assigned to a time type in the Maintain Employee Time Types fine-tuning activity on the Special Posting Order tab.If you want to display details of the preconfigured rule in the standard system, or define a newposting order, you can do so in this activity. For more information about this task, click here

[page 462].

9.2.2.2 Time Accounts – <Country> – Configuration Guide

In this configuration task, you check and if required, adapt the predefined settings for time accounts and time accountrules.

This document contains details and instructions regarding configuration settings. Such settings arenormally performed by an administrator. If you do not have the required authorization, contact anadministrator.

To find this activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Fine-Tune phase, then select the activity from the activity list.

PrerequisitesBefore time accounts can be created and maintained for individual employees in the Time Administration workcenter, you must set up the different kinds of time accounts and related rules required in your company. Dependingon country and scoping, the system defaults a set of typical time account types and related time account rules. Youmust review the proposed setup and adjust it to your needs. For information about the detailed scoping prerequisites,see Scoping Prerequisites for Time Accounts — Country [page 439].




The Time Accounts business option is selected in your solution configuration. To find this business option, go to theBusiness Configuration work center and choose the Implementation Projects view. Select your implementationproject and click Edit Project Scope . In the Scoping step of the project, ensure that Time and Labor Managementisselected within Human Resources.In the Questions step, expand the Human Resources scoping element and select Time and Labor Management. SelectTime Accounts and answer the questions related to time accounts.You set up time accounts in the Maintain Time Account Types fine-tuning activity. These are later assigned toindividual employees in the runtime environment. To find this activity, go to the Business Configuration work centerand choose the Implementation Projects view. Select your implementation project and click Open Activity List . Selectthe Fine Tune phase, then select the Time Accounts —<Country> activity from the activity list.

Business Background

Time AccountsTime accounts are used to collect and track the different types of working time and leave from work recorded for orby your employees within a given time period, and to manage leave entitlements and periodic accruals. You can setup time accounts to facilitate compliance with statutory requirements, collective agreements or company policies.For more information, see Time Accounts [page 52].

Time Account RulesTime accounts can have rules appended that enable you to determine how the system should automatically calculatetime account balances, in particular perform periodic accruals and period-end processing. For more information,see Time Account Rules [page 57].

Working Time AccountsWorking time accounts are used to collect and manage time credits and deficits that result when the actual hoursworked by employees deviate from their planned working time as defined by the work schedule or from the averagedaily hours as defined in the time profile. They allow more flexible structuring of the daily working time of employeesand enable time in lieu compensation of shift durations that deviate from the employee's contractual agreement.For more information, see Working Time Accounts [page 55].

Tasks

Tasks

Maintain Time Account TypesYou can review and create the different kinds of time accounts that you want to use in yourcompany here [page 471].



Maintain Time Account RulesYou can review and create rules for time accounts to define the number of hours or days thatare accrued/posted automatically to the time account, when accrual/posting should occur,and how a remaining balance is handled at the end of the period here [page 471].

Example: Model a Leave PolicyThe following process flow explains the complete end-to-end process for modelling a typicalcustomer-specific leave policy in the SAP Business ByDesign system. For more information,see here [page 448].

Follow-On Activities ● The actual assignment of time account types to employees is performed in the runtime environment typically

as part of the hire process. For information about this, see the example task Assign a Vacation Time Account [page 83].

● A special category of time account type are ad hoc accounts. Ad hoc time accounts are non-rule-based quotatime accounts with freely definable values, which can be assigned manually to the employee on demand inthe Time File. Ad hoc time accounts are used when certain time account types, for example, time accountsfor tracking maternity or paternity leave entitlement, do not need to be created for employees regularly orautomatically, but on an ad hoc basis. For more information about this task, see Create a New Ad Hoc TimeAccount [page 85].

9.2.2.3 Premium Pay - <Country> – Configuration Guide

To find this activity, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Open Activity List . In the Fine Tune phase, select the Premium Pay —<Country> activity from the activity list. In this configuration task, you review and adapt the predefined settings forpremium pay types. In addition, you can set up premium pay rules, which enable you to bundle different constellationsof day categories for which premium pay is granted (for example for work on Sundays or public holidays).

Business Background

Premium PayPremium pay supplements the concept of time types with respect to how certain employee times are compensated.It enables you to specify deviating payment rates for specific working conditions, such as for night shift or overtime.Premium pay information can be specified when employee times are recorded. For more information, see PremiumPay [page 59].

Time Recording ProfilesIn the Time Recording Profile you can define rules for automatic overtime calculation with premium pay assignment,as well as other time recording rules for employees whose working time needs to be handled differently. For moreinformation , see Time Recording Profiles [page 78].


Time TypesEmployee time types are used in the company to record the working times and the various types of leave from workof your employees or service agents. You can assign premium pay to a time type to specify deviating payment ratesfor special working conditions. For more information, see Time Types [page 51].

Time AccountsTime accounts are used to collect and track employees’ working times and time off. When premium pay is banked,you must specify the time account type to which it is banked. For more information, see Time Accounts[page 52].

Integration with Payroll, Compensation, and Personnel AdministrationWhen an employee time is entered with a combination of a time type and a premium pay, the actual amount to bepaid out is determined by the Compensation and Payroll systems. If you use the integrated SAP Business ByDesignPayroll solution, this process is automated using the Compensation Component Type (CCT) Mapping function ofthe Compensation work center. For more information, see Integration of Payroll with Compensation, TimeAdministration, and Personnel Administration [page 13].

Tasks

Tasks

Maintain Premium Pay TypesThe system provides a preconfigured set of premium pay types and allocation methods percountry. You can review this sample set and, if required, set up your own premium pay codesin the Configuration: Maintain Premium Pay Types [page 450] fine-tuning activity.

Maintain Premium Pay RulesIf you want to create premium pay rules that bundle different constellations of premium payfor working on different day categories, you can do so in the Configuration: Maintain PremiumPay Rules [page 453] fine-tuning activity.

Follow-Up Activities ● You can assign a time type and a premium to an hourly rate and to a result compensation component, to

ensure that payment for time worked is processed correctly in payroll. For more information about this task,see Maintain Time Type Mapping [page 142].

● You can assign a time account and a premium to a hourly rate and to a result compensation component sothat the payout is correctly transferred to payroll. For more information about this task, see Maintain TimeAccount Type Mapping [page 141].

● You can assign compensation components to the provider-specific pay types so that the components arecorrectly transferred into the payroll system. For more information about this task, see Maintain Pay TypeMapping [page 140].



9.2.3 Configuration Guides: Examples

9.2.3.1 Example of Premium Pay Settings

OverviewAkron Heating Technologies, Inc. has overtime policies for both its part-time and full-time employees. Full-timeemployees typically work a 40-hour week. Any schedules falling below 40 hours are considered part-time. The twopolicies are explained below:

● Hours worked over 40 in a week are compensated monetarily, as well as with time off in lieu of the overtimeworked. Employees are compensated 150% for all overtime worked. The overtime hours worked are bankedand the employees are compensated with time off at a later date. Only the premium above the standard rateis paid out, which equates to 50% of their regular hourly rate.

● When part-time employees work overtime, the hours exceeding their contractual hours but falling below 40hours in the workweek are considered at standard rate with no extra bonus. Part-time employees can decidewith their manager whether such overtime hours should be paid out or banked as time in lieu. When part-timeemployees’ hours worked exceed 40 hours, the overtime is treated the same as for full-time employees.

Donna Markham, a time administrator at Akron Heating Technologies Inc., is responsible for maintaining the availabletypes of premium pay. Working time accounts are not used by Akron Heating Technologies. However, Donna alreadyset up the following time accounts while completing the Time Accounts and Time Types fine-tuning activities:

● Overtime (Time in Lieu) - quota time account with an annual recurrence ● Overtime Paid - statistical time account with an annual recurrence

She uses the Premium Pay fine-tuning activity.

Settings Explanation

Premium Pay Overtime - 1.5 - payout premium

Percentage (%) 150

Allocation Bank base; payout premium

Premium Pay Overtime - 2.0 - payout premium

Percentage (%) 200

Allocation Bank base; payout premium

Premium Pay Evening shift

Percentage (%) 110

Allocation Payout all

Premium Pay Overtime - 1.0

Percentage (%) 100

Allocation Bank all

The settings for the Details of Overtime - 1.5 - payout premium are explained below.



Time Account Type Time in Lieu for Overtime

Category Quota

Posting Factor 1

Valid From-To Go-live date -> High-date

Time Account Type Overtime

Category Statistical Account

Posting Factor 1


Time Account Type Weekly Overtime


Posting Factor 1


Time Account Type Overtime (Time in Lieu)


Posting Factor 1


See AlsoConfiguration: Premium Pay - <Country> [page 450]

9.2.3.2 Example: Model a Leave Policy

OverviewThe following process flow explains the complete end-to-end process for modelling a typical customer-specific leavepolicy in the SAP Business ByDesign system. Steps 1 – 6 are performed in the Business Configuration work centerusing the fine-tuning activities Maintain Time Account Types, Maintain Time Account Rules and Maintain EmployeeTime Types. Step 6 is performed in the Time Administration work center.

ExampleYour company has a leave policy in place designed to cater to the domestic and personal exigencies of employees.You want to model this leave policy in the system. You require:

● A time type Casual LeaveEmployees are entitled to take 5 days casual leave annually. Unused casual leave lapses at the end of eachyear.

● A time type Privilege Leave



Employees are entitled to take 12 days privilege leave annually. Unused leave can be carried over to the nextyear.

Procedure1. Go to the Business Configuration work center and choose the Implementation Projects view. Select your

implementation project and click Open Activity List . In the Fine Tune phase, open the activity Time Accounts— <Country>.

2. Create Customer-Specific Time AccountsClick Maintain Time Account Types and create the two new time account types to which your customer-specific time types will post, for example, Privilege Time and Casual Time. For more information, seeConfiguration: Maintain Time Account Types [page 471].

When setting up new time account types and time account rules, ensure that you check the Valid todates of all new settings. The default date is always the current date. You can overwrite this date asrequired.

3. Create Time Account RulesClick Maintain Time Account Rules and create the time account rules that apply to your new time accounttypes, including the accrual quantities and period-end processing rules. For more information, seeConfiguration: Maintain Time Account Rules [page 468].In particular, note the following points:

● For your Casual Leave time account type:1. On the Accrual Rule tab, in the Accrual Quantity field, select the Independent of Seniority or

Age indicator and Enter 5 in the Quantity field.

2. On the Period End Rules tab, select the posting type Set to zero to specify that unused casualleave expires at the end of the year.

● For your Privilege Leave time account type:1. On the Accrual Rule tab, in the Accrual Quantity field, select the Independent of Seniority or

Age indicator and enter 12 in the Quantity field.

2. On the Period End Rules tab, select the posting type Carry Forward to specify that unused privilegeleave should be carried forward at the end of the year.

4. Create Customer-Specific Time Types for LeaveIn the Business Configuration work center, go back to the Activity List in the Fine Tune phase and select TimeTypes — <Country>.

5. Click Maintain Employee Time Types to create two new time types for the leave types you require and configurethe relevant settings for service activation, time account posting and where relevant collision rules. For moreinformation, see Configuration: Maintain Employee Time Types [page 457]

Ensure that the time type category to which you assign the time types is enabled for the time recordingservices you require. Otherwise the time types will not be visible in the time recording service. You caneasily check this under Service Activation .

Result: You have completed configuration of the company leave policy. You now assign the relevant timeaccount types to employees, so that they can post time to them.

6. Assign Time Accounts to an EmployeeThis task is performed in the Time Administration work center. You can assign time accounts to employeesfrom one of the following views depending on whether you are processing a new hire or an existing employee:


● Time Administration Work Complete Time Data (Hire) Assign Time Accounts ● Time Administration Employees Edit Time Profile Time Account Rules

Navigate to the view from which you want to assign the time accounts and proceed as described in the sampletask Assign a Vacation Time Account [page 83].

If you assign the time account mid-year, you must manually assign the employee a pro rata leaveentitlement for the remainder of the current year in the Initial Balance field. The system does notautomatically calculate and assign a mid-year or mid-month accrual or entitlement.

ResultYou have created the required time types and time accounts and assigned them to employees for time recordingpurposes. You can view the results of postings to these time accounts by running the View Period Closure Resultstasks located in the Regular Tasks view .

9.2.4 Configuration: Fine Tune Activities

9.2.4.1 Configuration: Maintain Premium Pay Types

OverviewTo find this fine-tuning activity, go to the Business Configuration work center and choose the Implementation Projectsview. Select your implementation project and click Open Activity List . In the Fine Tune phase, select the PremiumPay — <Country> activity from the activity list.

PrerequisitesBefore working on the Maintain Premium Pay Type fine-tuning activity, you have:

● Selected Time and Labor Management and Personnel Administration within Human Resources in theScoping step of the project.

● Ensured that the Time Data for Payroll Calculation – <Country> business option is in scope. This isautomatically the case if integrated payroll processing with the Payroll business package and Payroll Usage– <Country> business option is in scope.

● Included the Time Accounts business option in your solution configuration. To find this business option, goto the Business Configuration work center and choose the Implementation Projects view. Select yourimplementation project and click Edit Project Scope .

● Completed the Time Accounts – <Country> fine-tuning activities. You set up time accounts in the MaintainTime Account Types fine-tuning activity. These are later assigned to individual employees in the runtimeenvironment. To find this activity, go to the Business Configuration work center and choose theImplementation Projects view. Select your implementation project and click Open Activity List . Select theFine Tune phase, then select the Time Accounts — <Country> activity from the activity list.

● Completed the Time Types – <Country> fine-tuning activities. To find this activity, go to the BusinessConfiguration work center and choose the Implementation Projects view. Select your implementation project



and click Open Activity List . Select the Fine Tune phase, then select the Time Types — <Country> activityfrom the activity list.

● Analyzed the special working conditions in your company that require special payment, and considered thepayment rules for these. For example: ○ Is additional premium pay, time off in lieu or some other combination necessary? ○ What percentage of the time is banked in a time account or paid? ○ If time is banked, which time accounts are used as time in lieu quota accounts to store time off to be

taken at a later date?

Click here [page 447] to see sample entries for premium pay settings.

Procedure1. In the Business Configuration work center, choose the Implementation Projects view. Select your

implementation project and click Open Activity List . Select the Fine Tune phase, then select the Premium Pay— <Country> activity from the activity list.

2. To review the predelivered premium pay types or create new premium pay types, click Maintain Premium PayType.

3. If you require a new premium pay type, click Add Row and under Code enter a code for the new premiumpay that begins with Z.

4. Enter a descriptive name for the premium pay, indicating a special working situation that is compensatedeither at payment rates that deviate from employee’s standard pay or payment that is additional to this.

This description is displayed when employee times are recorded in the Time Sheet. It supplements thetime type and is used for compensation component mapping.

5. Enter the percentage at which the employee's standard payment rate should be multiplied. For example, ifthe premium is Overtime - 1.5 (payout all), enter 150 as the percentage.

Percentage information is not transferred to payroll. Currently the percentage is only used in thecontext of banking time. The percentage, together with the allocation method, defines the amount tobe banked. Payroll only receives the time type/premium pay combination and the working time as itwas recorded (not multiplied by the percentage). The deviation from the standard payment rate hasto be taken care of by the compensation component type mapping.You cannot change the percentage value retroactively if a premium pay is already in use (for example,recorded with an employee time).

6. Under Allocation, specify how the premium is handled with respect to payout or time account allocation. Ifyou select a method with bank, then make sure that you assign a time account in the details section. Thefollowing allocation options are available:

● Bank Premium, Payout Base — Use to pay out the base time recorded and bank the premium in a timeaccount

● Bank Base, Payout Premium — Use to bank the time recorded in a time account and pay out thepremium

● Bank All — Use to bank the time recorded and the premium in a time account ● Payout All — Use to payout the base and premium time recorded. If the selected premium pay is

intended to be used for paying out a remaining leave balance, select the allocation Payout All.


7. The Regular Time indicator is relevant if working time accounts are used to compare the scheduled workingtime of an employee against the time actually worked. The system calculates the time credited and posts itto the working time account.Note the following points about the Regular Time indicator:

● If you want the system to automatically credit employee times recorded with premium pay to theemployee’s working time account, select this indicator. (You do not have to specifically assign theworking time account type at this point.)

● No information is sent to payroll for salaried employees who record time with a premium pay that isflagged with this indicator.

● If you do not select this indicator, recorded times with this premium do not post to the working timeaccount but are classified as overtime and appear on the Time Sheet under Overtime.

● Do not select this indicator if the premium pay is intended to be used for automatically generatedovertime, based on rules which are set up in the fine-tuning activity Maintain Time Recording Profile.For more information about overtime rules, see Time Recording Profiles [page 78].

● If you use the allocation method to determine that time is posted to a quota or statistical time account,do not select this indicator.

8. Specify a validity period to restrict the start and end of the validity of a premium pay. This would be necessary,for example, if changes in collective agreements, legal regulations or business practices require that apremium pay only be used after or not be used before a specific point in time.

9. On the Assign Time Account Types tab:a. Assign the premium pay to a time account to which the recorded hours of the premium will post.

This is typically a quota time account but can also be a statistical time account, for example,a statistical time account Overtime Hours used to count and track the duration of employeetimes classified as overtime.If the allocation method of the recorded premium pay specifies that hours are to be bankedand compensated with time in lieu, select the quota time account used to capture the timeoff in lieu that will be deducted at a later date.

b. The Category is automatically defaulted to the category of the selected time account type. Note thefollowing: ● Quota time accounts can capture time in lieu of pay, since they allow deductions by absence times. ● Statistical time accounts can be used as counters, for example, to summarize premium pay-

related key figures, such as the total number of hours rated as overtime.c. The posting factor is system-calculated as follows:

● For quota time accounts, it is the premium pay percentage. ● For statistical time accounts, the posting factor is always 1.

d. If you need to set a time restriction on the set of time accounts to which employee times with a specialpremium pay can post, specify a validity period.

10. If you need to restrict the admissibility of the selected premium pay type based on the employees'administrative category, select the relevant checkboxes on the Allowed Administrative Category tab.

ResultYou have reviewed the existing premium pay types or created new premium pay types. You can now assign theseto premium pay rules in the fine-tuning activity Maintain Premium Pay Rules and record them together with a timetype in the Time Sheet.



See AlsoConfiguration: Maintain Premium Pay Rules [page 453]Working Time Accounts [page 55]Time Accounts [page 52]

9.2.4.2 Configuration: Maintain Premium Pay Rules

OverviewTo find this activity, go to the Business Configuration Implementation Projects view. Select yourimplementation project and click Open Activity List . In the Fine Tune phase, select the Premium Pay — <Country>activity from the activity list and click Maintain Premium Pay Rule.Premium pay rules bundle different constellations of day categories for which premium pay is granted (for examplefor work on Sundays or public holidays). In this fine-tuning activity, you can create premium pay rules, which areused for automatic calculation of overtime premiums for employees. You then assign these rules to time recordingprofiles, which are in turn assigned to individual employees. A rule consists of a code, a descriptive text, a validityperiod, a set of day-based conditions, and a premium pay.

Procedure1. In the Premium Pay Rules section, enter a code and a descriptive name for the new rule.2. Specify a validity period for the lifecycle of the premium pay rule.3. Under Details, specify the validity period of the conditions and premium pay assignment which you define for

the rule.4. On the Conditions tab, you can flag the combinations of day categories as required.

● If you flag both Saturday and No Holiday, then an employee who works on a Saturday thatis not a public holiday, is paid at the specified premium pay.

● If you flag only Sunday and nothing else, then the condition for payment of a premium isfulfilled if an employee works on a Sunday.

5. On the Premium Rule tab, select the premium pay at which work is compensated when these conditions arefulfilled.

6. Save the new rule.

Follow-Up ActivitiesYou can assign the premium pay rule to a time recording profile, which is in turn assigned to individual employees.You do this in the fine-tuning activity Maintain Time Recording Profile. For more information, see Configuration:Maintain Time Recording Profile [page 464].

See AlsoConfiguration: Maintain Premium Pay Types [page 450]


9.2.4.3 Configuration: Activate for Time Recording Services

Prerequisites


To find this activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Fine-Tune phase, then select the activity from the activity list.Before working on this fine-tuning activity, you have:

● Included Time and Labor Management and Personnel Administration in scope ● Completed the Maintain Employee Time Types fine-tuning activity

To find this activity, go to the Business Configuration work center and choose the Implementation Projectsview. Select your implementation project and click Open Activity List . Select the Fine Tune phase, then selectthe Time Types — <Country> activity from the activity list.

● Considered which leave types should be available to employees and managers in the employee's time sheet ● Considered which time types of the categories Vacation, Illness or Leave should be available within leave

requests. ● Decided whether time administrators should be able to record all of the available time types in the Time

Administration work center.

While the time administrator usually has access to all types of employee times, there are some specificcases when a deactivation of certain time types makes sense. For example, if a new time type is requireddue to a legal requirement or new company policy, it can be created and deployed immediately, butactivated only at a later date. Some of the sample time types that have been provided by default in thesystem may not be needed yet. Instead of deleting them, these can be deactivated in the MaintainEmployee Time Types fine-tuning activity by entering a Valid To date of 01/01/0001. You can preventdisplay of inactive time types by listing them in the deactivated column in this fine-tuning activity.

Procedure1. In the Business Configuration work center, open the Time Types – <Country> fine-tuning activity, and click

Activate for Time Recording Services.2. On each of the time recording service tabs, the Activated Time Types table lists the time types that will be

available for editing. To remove an item from the list, select a time type and click the arrow.3. The Deactivated Time Types table lists all time types that will not be available for editing. To activate an item

for the service, select a time type and click the arrow.

Time types that are only activated for time administration and not for the ESS Time Sheet are visibleas read-only in ESS for information purposes. Time types of the category Premium Pay are not visiblein the Time Sheet.



See AlsoConfiguration: Maintain Employee Time Types [page 457]Time Recording Services [page 62]

9.2.4.4 Configuration: Maintain Approval Options

PrerequisitesBefore working on this fine-tuning activity, you have:

● Included Time and Labor Management and Personnel Administration in scope, and answered the detailedscoping questions regarding leave request approval. Based on your scoping decisions, the information is thendefaulted in the Maintain Approval Options fine-tuning activity.

● Completed the fine-tuning activities: ○ Maintain Employee Time Types ○ Activate for Time Recording Services

To find these activities, go to the Business Configuration work center and choose the ImplementationProjects view. Select your implementation project and click Open Activity List . Select the Fine Tunephase, then select the Time Types — <Country> activity from the activity list.

● For each leave time type, considered whether line manager approval is required. This would involve the linemanager completing a business task in his inbox. Only after formal approval is the leave record shown withapproved status.

● Considered whether the time administrator should receive notification of the time type recorded. Usually thiswould only be required for illness requiring further detailing by HR experts.

● For each time type that does not require line manager approval, considered whether line managernotification is required. This makes sense if rejections of leave requests entered in the system are rare becausemanagers discuss leave with their team members or sign paper forms for leave before the leave requests areentered into the system. The manager only has to intervene to deny approval.

Procedure1. In the Business Configuration work center, open the Time Types – <Country> fine-tuning activity and click

Maintain Approval Options.2. For each time type listed, select the required approval option:

● Approval from Line Manager RequiredAn approval task is sent to the line manager’s Managing My Area work center. The line manager mustformally approve or reject the request in order to change the leave request status from In Approval toApproved or Rejected. The employee is notified about the approval result for each leave request.

● Send Notification to Line ManagerA notification is sent to the line manager’s inbox in the Home work center. The status of the request isimmediately set to Approved. No action is required by the line manager except in the rare case thathe wants to reject the leave request. This option makes sense for types of leave that typically wouldnot be rejected, for example, short-term illness notifications, or in cases where employees andmanagers discuss leave periods before the leave request is entered into the system and rejections aretherefore are very rare.


● No Approval RequiredNeither a task nor a notification is triggered. The status is automatically set to Approved.

3. Select the Review by Administrator indicator if you want the time administrator to receive a task when timeis recorded against the time type.

4. Save your entries.

See AlsoConfiguration: Maintain Employee Time Types [page 457]Configuration: Activate for Time Recording Services [page 454]Approval Options [page 61]

9.2.4.5 Configuration: Maintain Collision Rules

OverviewA collision rule groups time types that are treated in the same way when an overlap occurs between recordedemployee times and defines how the system should handle the collision. For example, an employee is scheduled fortraining and then calls in sick. The collision rule defines that the sick leave takes priority over the training. If thestandard collision rules delivered do not meet your requirements, you can define new rules in this activity.

Prerequisites


To find this activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Fine-Tune phase, then select the activity from the activity list.Before working on the Maintain Collision Rules fine-tuning activity, you have:

● Determined which time types take priority when conflicting time types are recorded. For instance: ○ An illness record is entered that overlaps with a planned vacation. ○ An existing illness record collides with a newly entered illness record.

● Considered the possible system reactions when time types collide. For example: ○ Should an error be raised or just a warning? ○ Should the time type with the weaker category be removed?

● Considered the situation if an employee time collides with a time type of the same collision grouping. This isof special interest if partial day employee times with clock times are entered in the system.



Breaks are only seen as overlapping with other times if they are recorded with clock times. They do notrequire a collision rule since their handling in case of overlap is hard coded as follows:

● Unpaid breaks: If a recorded actual time (whether productive time, special attendance or anyabsence) overlaps with an unpaid break (whether from the work schedule or an unpaid breakrecorded as actual employee time), the system calculates the employee time minus the break.

● Paid actual breaks: If paid breaks recorded as actual times overlap with productive times, theoverlap is cut out of the break.


Maintain Collision Rules. The Employee Time Types screen appears.2. Select a collision rule in the Available Collision Rules table or define a new collision rule by entering a code that

begins with Z and a descriptive name for the collision rule.3. In the Details table, check the details of the rule or define a new rule as follows:

a. Select the Automatically Remove checkbox if you want the system to automatically remove theoverlapping time of the weaker collision rule.

b. From the Weaker Collision Rule dropdown list, select the rule for which the system raises a messagewhen a collision of time types occurs. Note that colliding time types can also belong to the samecollision group.

c. From the Send Message dropdown list, select the type of the message to be raised when employeetimes overlap: error, warning, or information. An error message will prevent the last entered employeetime being saved.

d. Save your entries.

9.2.4.6 Configuration: Maintain Employee Time Types

OverviewIn this activity, you can check and adjust the default settings for time types, service activation, allowed reasons, andcollision rules. You can also check and adjust the default settings for time account postings and posting sequencerules. If the default settings do not meet your requirements, or if you want to display more detailed information aboutsome of the settings, you can do so in the subactivities listed under Tasks in the Configuration Guide.

Prerequisites


To find this activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Fine-Tune phase, then select the activity from the activity list.Before working through the Maintain Employee Time Types fine-tuning activity, you have:

● Performed the required Scoping Prerequisites for Time Types [page 440].


● Determined the different time types that must be available to employees, service agents, managers or timeadministrators for time recording based on the following considerations: ○ Statutory regulations, collective bargaining unit agreements, and company policies ○ Business processes for human resources, payroll, internal projects, and procurement of third party

service agents ● Determined whether time recording is exception-based or whether all times worked and time off are recorded

(positive) ● Determined whether one time type can be used in combination with assigned reasons (for instance, one time

type Special Leave allowing reasons such as Birth of Child, Bereavement, Marriage or Moving/Relocation)


Maintain Employee Time Types.2. Check and, if required, enhance the employee time type settings in the table below. To maintain your own

settings, click Add Row and maintain settings as described in the table:

Employee Time Types


Code Code assigned to the time type. All new codes must begin with Z.

Time Type Describes the different types of working times and leave from work that you need to distinguish inyour company, such as Vacation, Actual Hours Worked, Education. This description is displayedwhen employee times or leave requests are entered using the Time Recording view, the ESS LeaveRequest or the ESS Time Sheet.




Time TypeCategory

Classification of time types by category, which is referenced by the Time Administration work centeror by analytics to group or filter employee times or to perform certain time balance calculations. Theavailable categories are:

● Productive Time – used for all types of productive work the employee performs for his normaljob

● Special Attendance – used to record specific work situations that count as work, althoughthe employee does not perform his usual productive work, for example, education, courseinstructor, business trip, and home office

● Vacation – used for the different types of leave from work that count as vacation time

● Illness – used for absence from work that counts as illness, both paid and unpaid. The TimeAdministration work center offers a special application for illness administration.

● Leave (also called Absence) – used for the different types of leave from work that cannot beclassified as vacation or illness, such as paid-time off, special leave situations, or militaryservice

● Break – used for time recorded as paid or unpaid break

● Availability – used for time specifying the availability or non-availability of an employee inaddition to information that can be derived from his/her work schedule, leave or other non-availability times. On-call duty, for example, can change the employee's availability. In somesolutions, for example Resource Management, it is important to be able to specify the(non-)availability of employees independently from the Time and Labor Management workschedules or to explicitly overrule those values.

● Premium Paid Time – used for premium paid time that needs to be recorded in addition to,or separately from, the employee times of the other categories, for example shift premium,dirty work bonus.

● Paid Holiday Time – reserved for the time type xx0200 Paid Holiday which is used toautomatically trigger a payout for hourly employees with paid holiday. As a precondition fora payout via payroll, the time type Paid Holiday must be mapped to a compensationcomponent type for hourly payment using the Maintain Time Type Mapping function in theCompensation work center. The system automatically generates paid holiday hoursaccording to the planned working time defined in the employee’s work schedule. The timeadministrator can manually overwrite these hours by recording an employee time with timetype xx0200.

● Special Working Time Specifications – used for the time types Flextime Bandwidth and CoreTime.



Relevance forWorkSchedules

Some time types are used when you define reusable time models and individual work schedules. Thetime types to which you assign a category in the Relevance for Work Schedules field are the onlytime types that are offered for selection in the Time Models view when you create time models. Theyare used as the basis for calculating the employee's target working hours. The choices of time typecategory are as follows:

● Productive Time – used to define time spent working. This must be assigned to at least onetime type.

● Paid Break – used to define time spent on a paid break. This assignment is optional. The nettarget hours are calculated based on Productive Time from the work schedule plus non-overlapping paid break.

● Unpaid Break – used to define time spent on an unpaid break. This assignment is optional.The net target hours are calculated based on Productive Time from the work schedule minusoverlapping unpaid break. Note that breaks defined with duration only are considered as non-overlapping with the productive time.

● Flextime Bandwidth – certain flextime schedules specify the earliest permitted daily startingtime and the latest permitted daily finishing time during which work is possible, coveringmore than just the target or average hours.

● Core Time – used to define time periods when employees must be present at work

● Not Applicable or blank – used if a time type is not required when setting up time models

Unpaid Time types can be classified as unpaid. For the time being, the main impact of this is: ● If you use working time accounts, the Unpaid indicator prevents an employee being awarded

time credits for unpaid time. If the working time account is calculated based on the dailyaverage time (defined in Time Account Rules, Time Credit), absences of the categoryVacation or absences that are marked as Unpaid are valuated with the daily average hoursso that there is no time credit on the day of leave. Time types of the category SpecialAttendance that are marked as Unpaid, for example travel time unpaid, do not count as actualworking time to be credited to the working time account. Furthermore, (non-overlapping)recorded breaks are also considered as credited working time only if their type is not markedas unpaid.

The Unpaid indicator does not have any relevance for payroll. Payment or nonpayment of agiven time type depends on the premium pay assignment maintained in Time Type Mappingin Compensation.

Valid From/To The Valid From field is defaulted to the current date. The time type is available in the system as ofthis date. Consider whether you need to change this date, for example, to match the validity date ofthe time account to which this time type will post or the go-live date. Alternatively, you might needto restrict the validity period of a time type, for example, if:

● A new time type is introduced for a collective agreement and cannot be used before a specificpoint in time.

● A time type is currently not used at all, but may be relevant in future; rather than deleting thetime type, you could enter a valid to date of 01/01/0001.

If a time type is already used in employee times or in compensation component type (CCT)mapping, you can only change its validity period if the new validity period still covers thevalidity of these employee times or CCT mapping.

3. On the Service Activation tab, you can see which time recording services have been activated for a selectedtime type. If required, you can deactivate a time recording service for a specific time type.



Alternatively, you can display an overview of all activated and deactivated time types for each of the servicesin scope and make any required changes there. You do this in the Configuration: Activate for Time RecordingServices [page 454] fine-tuning activity on the previous screen.

a. Select a time type in the table above to display the services available by default for the time type.b. Deselect the checkbox beside a service if you want to deactivate it for the selected time type.

Time types that are only activated for the time administrator and not for Employee Self-Services(ESS) are visible as read-only in ESS for information purposes.

4. On the Allowed Reasons tab, you can assign reasons to time types, which are then available for a timeadministrator to record against absences in an employee's time file. One time type can have multiple differentreasons allowed.

a. Select a time type in the table, for example, Special Leave.b. To enter a new reason, click Add Row and enter a code that begins with Z.

c. Enter a descriptive text for the allowed reason, such as Birth of Child, Bereavement, or Marriage.

If a reason code is already used (for example, recorded with an employee time), you cannot delete thisreason code.

5. On the Collision Rule tab, you can see whether there is a collision rule assigned to a selected time type. Youcan select a different collision from the drop-down list if required. The system defaults common collision rules.By default, the system differentiates sick leave from other absences, since sick leave typically invalidatesother types of absences, such as vacation.If you need to define a new rule or check the details of an existing rule, you must do so in the Configuration:Maintain Collision Rules [page 456] fine-tuning activity on the previous screen.

6. Note: The Time Account Posting tab is only relevant if you scoped the Time Accounts business option.When time is recorded against a time type, the time is typically tracked in one or more time accounts toaccurately record cumulative balances. On the Time Account Posting tab, review the existing settings or definenew posting details for selected time types:

a. The Time Account Type field displays the time account type to which the selected time type can post.Click Add Row to specify an additional time account type. For example, paid time off should bechecked against and deducted from a leave entitlement time account type and should be counted byvarious statistical time accounts such as Absence (paid), Absence (allover) and Actual Hours.

b. Select the relevant posting type. Some options are: ● Deduction – typically used if a time type decreases a leave entitlement. The posting type

Deduction leads to a negative posting value. ● Accrual – standard posting type used to increase a time account balance, typically used if a time

type cumulates to a statistical account such as overtime or paid absences.

These and other posting types, such as entitlement, payout, and manual adjustment are used in thecontext of time account rules or in the Time Administration work center when time balanceadjustments are entered.

c. In the Valid From/To fields, specify the validity period, that is, the period of time for which the selectedtime type can post against the time account.


If you want to maintain both the Time Account Posting tab and the Special Posting Order tab forthe same time type, you must ensure that the time type is not mistakenly mapped to one timeaccount type twice. A duplicate mapping will result in an error. To check this, you must do thefollowing: Open the fine-tuning activity Maintain Time Account Posting Order on the Time Types -<Country> factsheet. There you can see which time account types have been assigned in theposting rule and ensure that the time account type you have assigned to the time type on the TimeAccount Posting tab is not listed there.

7. If a time type posts against multiple time accounts in a special sequence (for example, vacation time firstdeducts from vacation deferred and then deducts from the vacation balance of the current year), you mustset up a posting order on the Special Posting Order tab. The possible settings are explained below.

Check whether the standard settings delivered meet your requirements. You do so in the Configuration:Maintain Time Account Posting Order [page 462] fine-tuning activity on the previous screen.

a. Review or specify the posting order for a selected time type.b. In the Valid From/To fields, specify the validity period, that is, the period of time during which posting

order applies to the time type.

9.2.4.7 Configuration: Maintain Time Account Posting Order

OverviewIn this fine-tuning activity, you can set up a rule to specify the sequence in which deductions are to be made fromtime accounts, for example, if you want to specify that vacation time should first deduct from a Vacation(deferred) account and then from the balance of the Vacation (current year) account. You do this by listing the timeaccount types affected and assigning each of them a priority. Once defined, the rule can be associated with a timetype in the Maintain Employee Time Types fine-tuning activity on the Special Posting Order tab.

Prerequisites


To find this activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Fine-Tune phase, then select the activity from the activity list.Before working on this fine-tuning activity, you have:

● Included Time and Labor Management and Personnel Administration in scope. ● Included the Time Accounts business topic in scope.

To find this business option, go to the Business Configuration work center and choose the ImplementationProjects view. Select your implementation project and click Edit Project Scope . In the Scoping step of theproject, ensure that Time and Labor Management is selected within Human Resources.

● Completed the Time Accounts - <Country> fine-tuning activity.



To find this activity, go to the Business Configuration work center and choose the Implementation Projectsview. Select your implementation project and click Open Activity List . Select the Fine Tune phase, then selectthe Time Accounts —<Country> activity from the activity list.

● Identified whether similar types of time accounts are in use, such as Vacation (deferred) and Vacation (currentyear) and decided which time types should be deducted from these time accounts. If a time type needs to bededucted from multiple time account types in a special order, you have prioritized the deduction procedure.


Maintain Time Account Posting Order.2. Click Add Row and enter a code for the posting order rule. New codes must begin with Z.

3. Under Posting Order, enter a descriptive text for the posting order rule.

The more intuitive your descriptive text is, the easier it is for the user to select a rule when assigningrules to time types in the Maintain Employee Time Types fine-tuning activity. For example, it is usefulto mention the priority and the related time accounts in the description of the posting order.

4. In the second table, you define the details of a select posting order by listing time accounts types and theirpriority. A typical posting order would apply to no more than two or three time account types with priorities1, 2 and 3 assigned.

a. For the selected posting order rule, select one of the available time account types to which you wantto assign the highest priority.

b. Under Priority, specify the highest priority.c. Repeat this procedure for all other time account types required.

There may be situations where the same priority is assigned to different time account types.For instance, if different time account types with similar meaning are used for differentorganizational areas or groups of employees.

Example

Code Posting Order

POFR01 1st Leave for Disabled Persons; 2nd Vacation

Priority Time Account Type

01 Leave for Disabled Person

02 Vacation

02 Vacation (Deferred)

03 Vacation (Current Year)


9.2.4.8 Configuration: Maintain Time Recording Profile

OverviewTo find this activity, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Open Activity List . Go to the Fine Tune phase and select the Time Types— <Country> activity from the activity list. On the Time Types — <Country> overview screen, click Maintain TimeRecording Profile.In this activity, you can define time recording profiles, which include rules for:

● Automatic minimum break deductions based on working time durations ● Automatic overtime calculation and premium pay generation ● Enablement of a self-service for employees to edit their own time punch data

PrerequisitesIf you want to assign premium pay rules to a time recording profile (in step 5), you must first set up premium payrules in the corresponding fine-tuning activity. To find this activity, go to the Fine Tune phase and select the PremiumPay — <Country> activity from the activity list. On the overview screen, click Maintain Premium Pay Rules.

Procedure1. Under Time Recording Profiles, create a new profile by clicking Add Row .

a. Enter a code of maximum 6 characters that starts with Z and a descriptive name for the profile.

b. Specify the validity period and save the profile.2. On the Working Time Rules tab, specify the minimum break rules that apply to the time recording profile.

If your employees are required by law or company policy to take a break after working a certainnumber of hours, you can specify that a break is automatically deducted after a specified numberof hours has been worked. For example, German law requires certain employees to take a 30-minute break after six hours' work or a 45-minute break after nine hours' work.

a. Click Add Row and, if required, change the defaulted validity period of the working time rules.b. Select the Minimum Break Deduction checkbox.c. In the Minimum Break Time table, click Add Row .d. Select or enter the number of working hours after which a break is mandatory, and specify the duration

of the break.e. Select one of the indicators Full Break Deduction or Partial Break Deduction as required.

● Select Full if you want to specify that the full break is deducted once the employee has workedthe specified time, even if the deduction would result in the working time falling below the specifiedthreshold. For example, if the actual working time was 6 hours and 10 minutes, after a full breakdeduction of 30 minutes, the working time would only be 5 hours and 40 minutes.

● Select Partial if you want to specify that the actual break deduction should be limited to thatportion of working time that lies above the working time threshold if the actual working time wouldfall below the threshold as a result of the deduction. In the example above, only 10 minutes wouldbe deducted if the actual working time was 6 hours and 10 minutes.



3. On the Overtime Rules tab, you specify daily and periodic thresholds above which working time is regardedas overtime. You specify different premium pay rates that will be automatically generated for overtime hoursworked in excess of these thresholds. Furthermore, you can specify which absence types may be credited asworking time for the overtime calculation.

a. Click Add Row and enter the validity period of the new overtime rules.b. On the Overtime Threshold tab under Daily Threshold, select one of the indicators None or Daily.c. Select Daily if you want to define the hours above which daily working time is regarded as overtime.

For example, if you select Fixed Value and enter 9 Hours, this means that daily hours worked above 9hours are compensated at the specified premium pay rate.

d. Complete the Threshold Value field to indicate what option is used as the basis of the threshold. Optionsare fixed value, planned working time according to the employee's work schedule or average dailyhours as stored in the employee's time file.

e. Select a premium pay to specify how overtime is compensated.f. Under Daily Overtime in Excess, you can specify a different rate of premium pay from the rate defined

for daily overtime in step c. You would do this, for example, if you want to specify that the first 2 hoursof overtime are paid at one premium and hours worked in excess of this are paid at a different rate,which may be higher or lower than the first rate.

g. Under Periodic Threshold, select one of the indicators None, Weekly or Monthly.h. If you select Weekly, complete the Threshold Value field to indicate what option is used as the basis of

the threshold. Options are fixed value, planned working time, average weekly hours, working daysmultiplied by fixed value, and working days multiplied by daily average hours.

i. If you select Monthly, the Threshold Value options are fixed value, planned working time, working daysmultiplied by fixed value, and working days multiplied by daily average hours.

j. Select a premium pay to specify how overtime is compensated.k. Under Periodic Overtime in Excess, (the same as for Daily Overtime in Excess), you can specify a

different rate of premium pay from the rate defined for periodic overtime in the previous step. Forexample, if you enter Periodic Overtime 8 hours, you specify that the first 8 hours of weekly or monthlyovertime are compensated at the first premium pay specified under Periodic Threshold, and that hoursworked in excess of 8 are compensated at a different premium pay rate, which may be higher or lowerthan the first rate.

4. On the Credited Absences tab, specify which absence types are allowed to be counted in the credited workingtime calculation.

You have defined a weekly overtime threshold of 45 hours. The employee is on vacation for twodays (16 hours) and works 30 hours for the rest of the week. If the Vacation absence type is flaggedas credited for overtime, 16 hours are added to the working time, resulting in a total of 46 hours.Hence one hour overtime is calculated. If the Vacation absence type is not flagged as credited forovertime, the working time is 30 hours and no overtime is calculated.

5. On the Premium Rules tab, you assign premium pay rules to this time recording profile. These are rules forautomatic premium pay calculation, defining which special working conditions are compensated at whichpremium pay types. For example, work on Sundays is compensated at premium pay 1.50%.

6. On the ESS Edit Time Punches tab, you can enable an employee self-service to allow employees to edit theirown time recording data that has been punched externally. In addition, you can specify how many days in thepast this data can be edited, and whether such retroactive changes are subject to approval by the timeadministrator.Select the required indicators, enter the number of days for which retroactive editing is allowed, and saveyour entries.


Result and Follow-Up ActivitiesYou have created a time recording profile, which you can assign to individual employees in one of the following ways:

● To existing employees in their time file: Time Administration Employees Time Profile Basic Data tab.

● To new employees when you create their time file: Time Administration Work Complete Time Data(Hire) Enter Basic Data step.

Example 1The overtime rules defined for a company, where standard working time is 40 hours a week and 8 hours a day, areas follows:

● Weekly Threshold for Overtime is 45 hours = hours worked above 45 are compensated at premium pay 1.25% ● Weekly Overtime Threshold in Excess is 6 hours = the first 6 hours are compensated at the above rate of

1.25%, hours worked over this are compensated at premium pay 1.50%

Automatic Overtime Calculation

Day Monday TuesdayWednesday Thursday Friday Explanation

HoursWorked

11 11 11 11 CreditedAbsence 8

● Overtime calculation based on 52 hoursin total

HoursCountedforCalculating WeeklyThreshold

11 hoursworkingtime

22 hoursworkingtime

33 hoursworkingtime

44 hoursworkingtime

44 hoursplus 8hourscreditedabsence =52 hours

● 6 hours over the weekly threshold of 45are credited as overtime andcompensated at 1.25%.

HoursCountedforCalculating WeeklyThresholdin Excess

- - - - 1 hour ● 1 hour over the additional weeklythreshold of 6 is credited as overtime andcompensated at 1.50%.

Example 2 ● Daily Overtime Threshold is 9 hours = daily hours worked above 9 are compensated at premium pay 1.25% ● Weekly Threshold for Overtime is 44 hours = weekly hours worked above 44 are compensated at premium

pay 1.40%; daily overtime hours already compensated are not included in this calculation ● Weekly Overtime Threshold in Excess is 6 hours = the first 6 hours are compensated at the above rate of

1.40%, hours worked over this are compensated at premium pay 1.50%



Automatic Overtime Calculation


HoursWorked

11 11 11 11 9 ● Overtime calculation based on 53 hoursworking time in total

HoursOvertimeBased onDaily DailyThreshold= 9

2 2 2 2 - ● 8 hours daily overtime are compensatedat 1.25%

HoursCountedforCalculating WeeklyThreshold

● Calculationbasedon9hoursbecause 2hoursovertimearealreadycompensated

● 9hours


● 18hours


● 27hours


● 36hours

● Calculationbasedon9hours

● 45hours

● 1 hour over the weekly threshold of 44 iscredited as overtime and compensated at1.40%.

● Hours already credited in the dailyovertime are not included in thecalculation.



HoursCountedforCalculating WeeklyThresholdin Excess

- - - - - ● No hours over the additional weeklythreshold

See AlsoTime Recording Profiles [page 78]Premium Pay — <Country> [page 59]

9.2.4.9 Configuration: Maintain Time Account Rules

OverviewIn this fine-tuning activity, you define rules that enable the system to automatically calculate time account balancesand to perform periodic accruals and period-end processing. If your company has several different policies for timeaccounts, for example, for different organizational units, employee categories, or part-time versus full-timeemployees, you may need to define more than one rule for the same time account type. For example, a companymay have different vacation entitlements for bargaining unit employees and non-bargaining unit employees.Depending on country and scoping, the system defaults a sample set of typical time account types and related timeaccount rules. Since the actual accrual values, seniority or age ranges, and dates for accrual or period-end processingvary from company to company, you must create your own time account rules based on these sample settings.

Prerequisites


● The Time Accounts — <Country> business option is enabled in your solution configuration. To find thisbusiness option, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Edit Project Scope . In the Scoping step of the project, ensurethat Time and Labor Management is selected within Human Resources.

● In the Questions step, expand the Human Resources scoping element, select Time Accounts and answer thequestions related to Time Accounts.

Additionally, before working on this fine-tuning activity, you have: ● Completed the Maintain Time Account Types fine-tuning activity.

For more information, see Configuration: Maintain Time Account Types [page 471]. ● Identified the quota time accounts that require an accrual rule. ● Identified which time accounts require a period-end processing rule (that is, a regular scheduled check and

adjustment of the remaining time account balance). ● Identified how time credit is calculated for working time accounts if you use them.



For more information, see Working Time Accounts [page 55].

Procedure1. In the Business Configuration work center, open the Time Accounts – <Country> fine-tuning activity and click

Maintain Time Account Rules.The Time Account Types screen appears, where you can review existing time account rules and add new rules.

2. Define New Time Account Rulesa. Click Add Row and select the time account type to which the rule applies.

Rules only apply to the time account categories recurring or permanent, not to ad hoc accounts.b. Under Code, specify a code for the time account rule.

It is recommended to use the prefix Z for new codes. The prefix SAP is not allowed for new codes.c. Under Time Account Rule, enter a brief descriptive text for the time account rule.

It is recommended that you provide some detail in the description, such as the employeegroup to which the rule applies. The description should be intuitive enough to enable the timeadministrator to choose the applicable time account rule when assigning the appropriatetime account types to the employee’s time profile during the time hire process.To understand how the system setup works, refer to the content of the sample rules.

3. Specify Validity DetailsThe detailed content of a time account rule can be restricted to specific validity periods. This might benecessary, for example, if a policy has changed due to a new collective agreement and the old policy must bedelimited.If you need to specify new settings, delimit the validity of the former definition and start the validity of the newdefinition with the next day.

a. Under Valid From, enter the date as of which the time account rule is valid.b. Under Valid To, enter the date up to which the time account rule is valid.

4. Specify Accrual Rulesa. Under Accrual Date, select an accrual date. This is a recurring day or date on which the accrual quantity

is determined and posted to the employee's time account. For instance, an annual entitlement can bemade available at the beginning of each calendar year, or a regularly occurring accrual may occur atthe beginning or end of a month or bi-weekly pay period.

b. Under Posting Type, select the posting type. Postings are displayed and differentiated by posting typein the Employees view on the Time Account Balances tab. ● Select Entitlement to specify a quota for a period, which is made available in the full amount at

once, usually at the beginning of the period. ● Select Accrual to specify a regularly occurring balance increase done in smaller rates, often per

pay period.

The posting type Accrual is also used when the system updates the balance of statisticaltime accounts and working time accounts, although this is not done with a fixed periodicity.

c. Under Accrual Quantity specify the method to be used by the system to determine the accrual orentitlement quantity. ● Select Depending on Seniority if you want to specify that the accrual quantity should be based on

the employee’s hire date. You set up accrual values depending on seniority ranges or age asdescribed in step 5.


● Select Depending on Age if you want to specify that the accrual quantity should be based on theemployee’s birth date.

● Select Independent of Seniority or Age if you want to specify that the calculation is the same foreveryone, regardless of seniority or age.

d. Under Seniority/Age Reached Within Year specify whether the employee's age or seniority for the nextrange can be reached within the year or whether it must be reached by the accrual date. ● Deselect this checkbox if you want the system to take the employee’s age or seniority on the

accrual date. ● Select this checkbox if you want the system to take the current calendar year when determining

the highest age or seniority of the employee and, based on this, determine the amount to whichthe employee is entitled on the accrual date. For example, the annual entitlement for the year2010 is determined on January 1st, 2010 based on the seniority or age the employee will reach in2010.

e. Stop Accrual at Upper Balance LimitSelect this checkbox if you want to set an upper limit on the overall time account balance. Usually thisis only relevant in case of ongoing periodical accruals. If you select this option, you define the upperbalance limit in the table below together with the accrual rate. Accrual stops when this limit is reached.Such a cutoff point is indicated in the Employee view, on the Time Account Balances tab by showingan accrual posting with less than the standard accrual quantity.

5. Define Seniority / Age Ranges ● If the accrual quantity depends on seniority or age, you must complete the table with the respective

ranges on the Accrual Rule tab. Possible settings in the table are explained below.

Typical consecutive ranges would be a range from 0 to 1 year and then a range from 2 to 5years. If an employee receives 15 days’ vacation before the first year anniversary is reached,and then 20 days’ annual vacation from the first anniversary through the third, the first linewould have a range of 0 – 11 months and the second line a range of 1 – 3 years. Whendetermining the range, take into account whether it must be reached already at the start ofthe calendar year or can be reached within the year, as described in step 3d.

a. Under Sequence No. assign sequential numbers to the ranges you define.b. Under From / To, define ranges in years or months for the seniority or age calculation.c. Under Unit, specify the time unit in months or years that specifies seniority or age ranges.d. Under Quantity, specify the number of days or hours that should be accrued to an employee’s

time account for each range specified.

When you enter this value, take into account the accrual date used. For instance, if apolicy states 15 days’ vacation a year, but the rule indicates a monthly accrual, the 15days must be translated into a monthly rate.

e. Under Unit, specify the time unit for the accrual quantity, typically hours or days. This is the unitthat is assigned to the time account type in the Maintain Time Account Type fine-tuning activity.

● If the accrual quantity is independent of seniority or age, the following possible settings are relevantfor the Accrual Rule tab:a. Under Quantity, specify the number of days or hours to accrue to an employee's time accountsb. Under Unit, specify the unit of the accrual quantity. This is the unit assigned to the time account

type in the Maintain Time Account Types fine-tuning activity.6. Specify Period End Rules



On this tab, define period end rules to enable the system to regularly check and process (forfeit, carryover tothe next period, or payout) the remaining balance of a time account. Period end rules are evaluated on theregularly occurring period end processing date.

a. If you want to trigger period processing prior to the end of a pay period, select Trigger Before ProcessingDate (in Days).

b. If you want to delay the payout of a time account by some days after the period end processing date,typically to delay the payout until the next payroll run, select Postpone Payout By (in Days).

Automated payout only works if you have scoped integrated payroll processing by selecting thePayroll business package.

c. If the remaining balance of a working time account is to be paid out, you must select the posting typePayout and specify a premium pay code in the Premium Pay field.The premium pay code determines the percentage and subsequently the payment rate, which candeviate from the standard payment rates. You set up suitable types of premium pay and the relatedpercentages in the Premium Pay – Country fine-tuning activity. To pay out the remaining balance of atime account, use a premium pay with allocation method Payout All.

d. Under Posting Type, specify how the remaining balance is to be processed. Options are: Carry Forward,Set to Zero, Transfer, and Payout.

e. Under Quantity (only for the posting types Payout, Carry Forward or Transfer), specify the amount ofthe time account’s unused balance to which the rule applies.

f. Under Target Account Type (for the posting type Transfer), specify the time account type to which thetransfer is posted.

g. Under Value, specify the number of days or hours applicable.

ResultYou have reviewed and edited the time account rules relevant for your company. These enable the system toautomatically calculate time account balances and to perform periodic accruals and period-end processing.

See AlsoConfiguration: Maintain Time Account Types [page 471]Configuration: Premium Pay — <Country> [page 450]

9.2.4.10 Configuration: Maintain Time Account Types

OverviewTime accounts are used to collect and track employees’ working times and time off. In this fine-tuning activity, youreview the time account types and settings delivered in the standard system and, if required, create your own timeaccount types.


Prerequisites

Configuration SettingsThe Time Accounts business option must be enabled in your solution configuration. To find this business option, goto the Business Configuration work center and choose the Implementation Projects view. Select your implementationproject and click Edit Project Scope . In the Scoping step of the project, ensure that Time and Labor Management isselected within Human Resources.In the Questions step, expand the Human Resources scoping element, select Times Accounts and answer thequestions related to time accounts,.specifying whether you track:

● All types of paid leave from work in one overall paid time off account per employee ● All types of paid leave from work in one overall paid time off account per employee, but in addition, also use

other quota accounts ● Vacation and paid sick leave in separate time accounts

Procedure1. In the Business Configuration work center, open the Time Accounts – <Country> fine-tuning activity and click

Maintain Time Account Types.The Time Account Types screen appears, displaying the set of time account types delivered in the standardsystem.

2. The set of quota time account types that are offered for selection depends on your scoping selections. Reviewthe list of Available Time Account Types and check whether they meet your requirements.

The standard delivery includes three time account types for vacation, as well as others. If you usethe time account types delivered in the standard, you should take note of the recommendations inthe table below.

Best Practices for Using Time Account Types Delivered in the Standard

Time AccountType / Code Creation Recommendation and Handling

Vacation —xx0010(xx stands forthe countrycode)

Recurring — bookableto March 31 offollowing year

● Use this time account type alone, not in combination with xx0011 orXX0012.

● A new instance of the account type is created on 01/01/ of thefollowing year.

● The balance remaining in the old account is carried over to newaccount on March 31 of following year.



Time AccountType / Code Creation Recommendation and Handling

Vacation(current year)— xx0011

Permanent ● Use xx0011 in combination with x0012.

● Use, for example, if you explicitly want to see how remaining vacationis accumulated.

● Both account types exist permanently.

● The balance remaining in the current year's account is carried overto the previous year's account at the end of each calendar year.

● The new balance entered in the current year's account is based onaccrual/entitlement rules, for example, 30 days leave entitlementfor the full year.

Vacation(previous year)— xx0012

Permanent

3. If you require additional time account types, add them to the table as follows:a. Click Add Row .b. Under Code, enter a code for the new time account type that begins with Z and contains no more than

6 characters.c. Under Time Account Type, enter a descriptive name for the time account type, for example Vacation,

Productive Hours or Overtime Hours. This will be displayed in the employee’s time profile.d. Under Category, select the relevant time account category, depending on your requirements. Time

account categories classify time accounts according to how their balances are handled as follows: ● Quota time accounts are used to collect and manage time balances, which are increased by rule-

based entitlements or accruals and decreased by absences. You can track the remaining balanceof a quota time account on the Time Account Balances tab in the employee's time file. TheTaken column there shows how many days of an entitlement or accrual have already been taken.You should assign this time account category if you want to track this information.

● Statistical time accounts are typically used as counters, for example, to summarize time-relatedkey figures, such as the total number of hours rated as overtime or as leave per employee andcalendar year. Statistical accounts can be used for reporting purposes and to enable the timeadministrator to keep track of the employee's overtime or leave situation.The Taken column is not filled for statistical time accounts since the main function of suchaccounts is to document how many days have been recorded. This information is reflected in thebalance. It makes little sense to show the remaining balance of a statistical account since nodeductions occur.

● Working time accounts are used to store the working time balances that result when the actualhours worked (including certain types of leave from work and permitted excess time) deviatefrom either the daily average hours as specified in the employee's time profile or the daily targethours of the employee’s work schedule. The difference is posted to the working time account asa time credit or deficit. For more information, see Working Time Accounts [page 55].

e. Under Unit, select the unit of measure in which time account postings and balances are to be calculated: ● Hours can display up to two decimal places in the employee’s time profile, allowing manual

adjustments by HR with up to two decimal places. ● Days can contain no decimals and do not allow posting of manual adjustments containing

decimals.f. Under Creation, specify how often time accounts are created, that is, whether only one, permanent

time account is created for the complete lifecycle, or whether new instances are created periodically. ● Select Recurring if you want the system to automatically create the employee’s time account and

its balance regularly, based on the recurrence specified in the next column. Recurring timeaccounts logically have a limited start and end date during which postings are allowed.


● Select Permanent if there should be exactly one such time account created once for the wholetime profile validity and no renewal.

● Select Ad hoc if you want to enable time administrators to create quota time accounts manuallyon demand in the employee’s time file on the Time Account Balances tab. For more information,see Create a New Ad Hoc Time Account [page 85].

g. (Only relevant for recurring time accounts.) Under Recurrence, specify the recurrence period. Theoptions available are country-specific.

● Calendar Year – the balance calculation restarts annually, on January 1st. ● Semimonthly Pay Period – the balance resets twice a month, on the 15th and last

day of the month. ● Biweekly – 1 Pay-Period, Start [Day of Week] – the balance will reset any two weeks,

on the day specified in the first week of the pay period. ● Monthly – the balance will reset monthly, on the last day of the month.

h. In the Valid From/To fields, specify the validity period of the time account type.The Valid From field is defaulted to the current date. The time account is available in the system as ofthis date. Consider whether you need to change this date, for example, to match the validity date ofthe time type that will post to this time account or the time account rules that apply. Alternatively, youmight want to restrict the validity period for time accounts. This would be necessary, for example,when a new time account is introduced for a new collective agreement and cannot be used before aspecific point in time. Additionally, you can delimit time accounts that are temporarily not in use byentering a valid to date of 01/01/0001.

If the time account type is already in use, that is, assigned to an employee or used within compensationcomponent mapping, you can only reduce its validity period or change other attributes if the reducedvalidity period still covers the validity of its usages.

4. In the Details table, define the attributes of each time account type. Select a time account type in the tableabove and specify the following:

a. Under Bookable From, enter the validity start of the account. This is the start of the time period duringwhich employee time data can be posted to a time account.This only applies to recurring time account types. For ad hoc accounts, the time administrator definesthe bookable from / to period when manually creating the account.

b. Under Bookable To, enter the validity end of the time account. Examples are: ● Unlimited – Allows employees to post time against each year’s time account until there is no

balance remaining. Select this option if there is no limit as to when an employee must use thebalance of a time account.

This option can make sense for permanent time accounts but not for recurring timeaccounts. For a recurring time account, specify a date rule for a limited date correspondingto the recurrence period you have defined.

● End of March of the Following Year – Allows employees to use current year time account balancesthrough March of the following year. This is most commonly used for time accounts with arecurrence of calendar year.

c. Under Check Limit, specify system behavior if the balance of a time account would fall below a certainlimit when leave is deducted.



When leave is entered that will deduct from a time account, the system can check whether theremaining balance would fall below a minimum limit. This check is performed when time is recordedin the Employee Self-Service and the Time Administration work centers. Options are: ● Fixed limit

Select this option if you want to specify a minimum number of days or hours that a time accountbalance is not allowed to fall below. You must then specify the required limit in the next columnunder Minimum Balance Limit as described in step d.

● Consider future accrualsSelect this option if you want the system to accept negative balances as long as they are coveredby future accruals. This makes sense for time accounts that are accrued on a regularly recurringbasis, for example, per pay period. You specify the accrual itself in the Maintain Time AccountRules fine-tuning activity. All future postings to the employee’s time account will be considered.In other words, instead of checking the time account balance on the day of the deduction posting,the total balance is checked against the limit, typically zero. In the case of permanent accounts,future postings are only considered up to the next period-end processing date or until the end ofthe calendar year if no date is specified.

● No limitSelect this option if the limit does not need to be checked. The system then shows the value 0,but this value is not evaluated.

d. If you selected Fixed Limit, specify the required limit under Minimum Balance Limit. The unitautomatically matches that of the time account. If the time account balance is not allowed to becomenegative, define the fixed limit zero.

A minimum balance limit does not apply to statistical accounts.

e. Valid From/ToThe Valid From field is defaulted to the current date. You can overwrite this date as required.You can restrict the validity of the booking period for postings or the minimum balance limit. If youneed to specify new values, delimit the validity of the old definition and start the validity of the newdefinition with the next day.

ResultYou have reviewed and edited the time account types relevant for your company. You can now define rules thatenable the system to automatically calculate time account balances and to perform periodic accruals and period-end processing. For more information, see Configuration: Maintain Time Account Rules [page 468].

See AlsoTime Account Rules [page 57]Time Accounts [page 52]


9.3 Payroll Processing

9.3.1 Business Configuration: Provider Pay Types

Provider Pay Types are required in your payroll provider's system for payroll calculation. They are used to map yourcompensation components to the pay types used in the provider payroll system.In this activity you adapt the list of pre-delivered pay types and ensure that it corresponds to the pay types used byyour provider. The result of this activity is that you have created a list in your ByDesign system of the provider paytypes you need for processing payroll for your employees.

You must only include those pay types that correspond to active compensation components in yourByDesign system. Do not attempt to fill this list with the whole range of pay types available in the providersystem.

There is a second step in this process that you must perform after Business Configuration is completed toensure correct payroll processing by your provider. In the Compensation Compensation Components view,you must also map your existing compensation components to the provider pay types you have defined inthis activity. For more information on this task, see Maintain Pay Type Mapping [page 140].

SettingsThe Payroll Group Settings table contains details on maintaining provider pay types in this activity:

Payroll Group Settings

Setting Explanation

Code Enter a unique identifier for the provider pay type

Description Add a description to help you easily identify individual pay types

Gross Relevant Select this checkbox to ensure the pay type is included in the employee's gross pay calculation by yourprovider

Only those pay types set as gross-relevant will be displayed in the payroll snapshot in the ProcessPayroll Data Subview.

See AlsoPayroll Process Data Subview [page 165]Working with Snapshots [page 163]

9.3.2 Business Configuration: Payroll Groups

Payroll Groups are used to group employees within one company whose payroll is processed at the same time.



SettingsThe controls and possible settings in this fine-tuning activity are explained below.

Payroll Group Settings

Setting Explanation Task

Code A unique identifier for the payroll group Enter a code

Description Describes the payroll group, for example, hourly or salaried Enter a description for the payroll group

Frequency Describes the pay frequency, for example, bi-weekly, semi-monthly, or monthly

Select one of the predefined pay frequencies


10 Business Configuration: Integrate andExtend

10.1 Configuration: Compensation Components: Other Providers -Germany

Overview

This document contains details and instructions regarding configuration settings. Such settings are normallyperformed by an administrator. If you do not have the required authorization, contact your administrator.

To find this activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Integrate and Extend phase, then select the activity from the activitylist.If you want to migrate employee compensation data (compensation component assignment) into the system, youmust first review the list of pre-configured compensation components and adjust them (or add new ones) asrequired. Compensation components are system-specific pay types, divided into earnings and deductions, that arerequired for remuneration purposes. You must ensure that all relevant compensation components are availablebefore you start the data migration. You review the list of pre-configured compensation components in theCompensation Components view. For more information, see Compensation Components Quick Guide [page 136].

10.2 Configuration: Compensation Components: Other Providers -US

Overview


To find this activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Integrate and Extend phase, then select the activity from the activitylist.If you want to migrate employee compensation data (compensation component assignment) into the system, youmust first review the list of pre-configured compensation components and adjust them (or add new ones) asrequired. Compensation components are system-specific pay types, divided into earnings and deductions, that arerequired for remuneration purposes. You must ensure that all relevant compensation components are availablebefore you start the data migration. You review the list of pre-configured compensation components in theCompensation Components view. For more information, see Compensation Components Quick Guide [page 136].


Business Configuration: Integrate and Extend

10.3 Configuration: Create and Maintain Payroll Periods

Overview


To find this activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Integrate and Extend phase, then select the activity from the activitylist.Before you can migrate any legacy payroll data, you must firstly create your required payroll periods in the ByDesignsystem. In the Payroll Processing Regular Tasks view, you can add, maintain, or delete payroll periods.

See AlsoQuick Guide for Regular Tasks (in Payroll processing) [page 157]

10.4 Configuration: Compensation Structures

Overview


To find this activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Integrate and Extend phase, then select the activity from the activitylist.If you want to migrate legacy employee compensation data (compensation structure assignment) into the ByDesignsystem, you should first set up the relevant compensation structures and pay grades. You perform these activitiesin the Compensation Compensation Structures view.

See AlsoCompensation Structures View Quick Guide

10.5 Configuration: Employee Work Distribution

Overview


SAP Business ByDesign February 2017Business Configuration: Integrate and Extend P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 479

To find this activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Integrate and Extend phase, then select the activity from the activitylist.Using employee work distribution, you can manage the distribution of work within your organization. You can creatework distribution rules that allow the system to determine the employee responsible for specific businessdocuments. Depending on the work category, the system directs the business document to the determinedemployee, or provides the employee as a proposal in the relevant business document.You can either specify the employee work distribution here during configuration or you can specify them later in thesystem. For more information, see Employee Work Distribution Quick Guide.

● Using employee work distribution, you can define approvers for financial processes. We recommendmaintaining these approvers when configuring your solution. For more information about setting upapprovals, see Setting Up Approvals.

● There is no relation in the system between organizational and employee work distribution. Each ismaintained separately and has no influence on each other. This is reflected in the work categories;different work categories are supplied in the system.

10.6 Configuration: Payroll Start Period

Overview


To find this activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Integrate and Extend phase, then select the activity from the activitylist.Before migrating payroll data, you must firstly set the current (starting) payroll period in the ByDesign system.You do this in the Payroll Processing Regular Tasks view, using the Set Current Payroll Period link. Use the OpenSelection Dialog icon to search for the Process ID. Click Go to list all available payroll periods and select a payrollperiod as the current period.

See AlsoQuick Guide for Regular Tasks (in Payroll Processing) [page 157]

10.7 Configuration: Social Insurance Head Office - Germany

Overview



Business Configuration: Integrate and Extend

To find this activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Integrate and Extend phase, then select the activity from the activitylist.If you want to create social insurance fund head office information in the system, you have two options in the Integrateand Extend phase of Business Configuration:Run an initial load of German social Insurance fundsYou can run an initial load to migrate information about the head offices of the health insurance funds in Germany.This allows you to load all head offices at once.Manually maintain individual social insurance fund officesAlternatively, you can manually maintain individual social insurance fund head office data. After go-live, you can alsomaintain social insurance fund data in the Authorities view of the Personnel Administration work center.

The branch offices of health insurance funds cannot be loaded. Therefore, you need to manually maintainbranch office data relevant for your company.

See AlsoAuthorities View Quick Guide [page 42]

SAP Business ByDesign February 2017Business Configuration: Integrate and Extend P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 481

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