END USER GUIDE FOR HR TO HIRE AN EMPLOYEE AND RUN A PAYROLL FOR THE EMPLOYEES.

USER MANUAL - SAP HR The first step in the HR is Hiring an Employee, secondly maintenance of the hired employee,thirdly relieving action and lastly running the payroll. 1. Hiring of an Employee Enter - TCODE (Transaction Code pa40)Menu Path:Human Resource Personnel Management Administration HR Master Data Personnel Action:Select Action Type Hiring and then press F8 (Execute) 1

Mention the Start date (Date of Joining and To Date to be 31.12.1999) Organization AssignmentTo Check whether the position already exists or a new one has to be created kindly follow thebelow stepsType Tcode: PPOM_OLD 2

Right Click and Select the Organizational Unit as already created and enter

Check by right clicking the particular unit and see whether there is a position with the samename already available (for the new employee who is getting hired) if so Press F7 and Assignthe holder. Else, Select a Department & Press F8 to create a Position.

Mention the Position in Abbreviation and Full description and save the same a new position will be created and seen in the Log Tree. Once the position is created you can assign the holder in Action Info type 0000 or in the 0001 [org assignment]. o Personnel Area : 1BAN o Employee Group: 1 (Active) or (9) External Employee. Or Any o Employee Subgroup : Subgroup accordingly Eg: 01-Manager C03 -Executive10 -Traniee13 -Manager D18 Workmen Press Cltr+S (Record gets created) 6

2. The next screen is Personal Data Information

All the boxes that have a tick mark are mandatory columns that needs to be filled and if anyother information is available could also be entered and then save the entry by pressingCltr+S.

3. Create Organizational Assignment

AssignmentKindly check and enter the following boxes Subarea : Eg: 1BAN,1GUR,1PUN etc., as it is already createdPay.area : Eg: CS.CD,CW etc., and save the entry by pressing Cltr+S.Next:Click on: 1 Permanent Address and enter The screen display as create Address

4. Create Address

The Address should be entered and again ticked box is a mandatory column. Press Cltr+S tosave the entry.

5. Create Planned Working Time

Kindly checkWork Schedule rule : GENSHIFTTime Mgmt Status : 9 -Time Evaluation of planned times (Full time employee/Part timeEmployee) and enter 3 times all the information will comeEmployment Percent: 100Daily Working hours : 8.5Weekly working hours 42.50Monthly working Hrs 184.17Annual Working hours 2210Weekl y workdays 5 / for workmen 6 days a weekThese information is already updated in the system but just have a check by seeing the startdate. And press enter you will get the details check the details and enter - Press Cltr+S tosave the entry 10 Kindly checkWork Schedule rule : GENSHIFTTime Mgmt Status : 9 -Time Evaluation of planned times (Full time employee/Part timeEmployee) and enter 3 times all the information will comeEmployment Percent: 100Daily Working hours : 8.5Weekly working hours 42.50Monthly working Hrs 184.17Annual Working hours 2210Weekl y workdays 5 / for workmen 6 days a weekThese information is already updated in the system but just have a check by seeing the startdate. And press enter you will get the details check the details and enter - Press Cltr+S tosave the entry 10

6. Create Basic Pay Please mention Group as EE (as per the position) and Level as per the grade and then pressenter you get the below screen wherein few wage types already prop and the information hasto be entered.

The Wage Types which are mandatory to be entered 1000 : BASIC SALARY 1040 : SPECIAL ALLOCANCE 1200 : MEDICAL ALLOWANCE 1020 : HOUSE RENT ALLOWANCE 1030 : CONVEYANCE ALLOWANCE(Wage Types 1020,1030 will be asked for once the Income Tax Info types are entered e.g.Info types 581 & 583 respectively) If these entries are made even though they are notautomatically displayed these particulars break up are taken twice (Doubly accounted for salary). 7. Create Bank Details

In Case the person has to be given cheque with the Bank Name and Account Number entriesfor Bank Key and Bank Account has to be made and Payment method to be selected as P(Bank Transfer) Else, leave the Bank Key and Bank Account blank and Method to be selected( ) Cash Payment, Else, if the employee is getting through cheque payment select as C Note: Bank Key has been created for few banks, if a new bank has be added go to SM30and enter ZBANK_DETAILS and press maintain and enter the Bank Name, Branch Name andBank MIRC Code.After necessary information save the entry by pressing Cltr+S

8. Create the Contract Element:

The default screen will appear and start date and end date and other personal details of employee, in the contractual regulations you can choose either permanent, Trainee, Longterm temporary, or external contractors and in the periods as per your company rule if 6months select 6 months or 3 months and press CtrlS and save the next screen displayscreate monitoring of tasks the task of expiry of probation, here you can mention thereminder date before the expiry of the contract, Eg: one week before (25.08.2008) the belowscreen will appear press CtrlS and save the screen

This above screen can be ignored and exist the screen by Pressing F12

These above steps completes the Hiring Action and the employee hired is assigned anemployee number.

After hiring an employee the next action is maintaining the Employee. To get into thisactivity the Tcode to be mentioned is PA 30.Give the Personnel Number of the employee hired

Now the Income Tax related Infotypes have to be entered and are mandatory (Kindly collectthe Income Tax Declaration Sheet from the Employees before and so that these entries canbe done before running the payroll). These infotypes have to entered under the head DirectSelection * InfotypeDetails of Infotype (580-588) Kindly enter the following infotypes and Press F5 to create(These are all one time enteries) 580: Previous Employment Tax Details ( If a person has joined the organization inbetween a Financial Year and has the Tax deducted details from his earlier employer andwants the same to be considered in our company and merged for IT Calculation the samehas to be entered) 581 Housing (HRA/CLA/COA) and is applicable if a person has declared payment of House Rent the amount has to be entered in the box Rent Amount

AmountEnter some amount and press Ctrl S it will take you to the screen infotype 008 to enter theHRA amt and save the IT 0008

For Bangalore employee PF Trust id is VDO1, and for Gurgaon is VDO 2 and enter thepension number tick the pension contribution box and save the screen 588 : Other Statutory DeductionsSelect Sty: 0003 (Professional Tax) Tick the Eligible for P Tax0002 (Labour Welfare Fund Only once in a year in the month of Dec)0001 (ESI (Employees' State Insurance)

The next step is to run the payroll and check for correctness of the salaries of eachemployee the procedure for the same is as follows :Go to Tcode : pa03

pa03 Enter the payroll area of the unit for which the pay is to be run and press F6 and then you see a screen

The steps to go about is 1. Release for Payroll 2. Release for Correction 3. Check Payroll Results 4. Exit Payroll Point 1. As mentioned above is when the salary has to be run for a particular unit and checked 2. Any corrections to be made in the data entered for an employee . 3. Payroll results can be checked 4. Exit Payroll is the last step wherein after the final live run of payroll is done the data of salary for the particular and previous months cannot be altered. So we need to be careful by exiting a payroll . However, coordinators will be only doing the test run.

Finally, once the Release for payroll is selected save and go back to the main screen andmention the Tcode as PC00_M40_CALC

In the Payroll Driver screen the entries to be made are Payroll area Current Period (In the beginning of the Financial Year i.e., for the month of April 2008) The count of months in SAP is taken from 1-12 (April March) so after the 1st month we need to select other period and mention 2, 3 etc., followed by the year. (For e.g., 03 2008) for the month of June 2008) Payroll Area under the head Selection to be mentioned . Under General Program Control Schema to be mentioned as ZN00 Test Run should be ticked while checking the Unit Wise payroll of any particular month. Remuneration Statement parameters: Leave it as default No remun. statement Then Execute (Press F8)

You get the above screen wherein a selected units payroll log is displayed.After checking all the output, and run the live payroll run. With the above step the payrun is complete.Use T Code: ZPAYSLIP to take the salary slip for all the employees.After the successful run of the payroll the next step is posting payroll processUse the T code PC00_M99_CIPE

First run in the simulation run and check the document error free message .Click on document overview and note the document no. and back to the screen and remove the s and enter P for live posting