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Productive Payroll Process

Payroll Process in Brief .................................................................................... 1 Time Evaluation Run ........................................................................................ 3 Payroll Exception Report.................................................................................. 4 Payroll Simulation............................................................................................. 6 Productive Payroll Cycle .................................................................................. 8 Release Payroll ..................................................................................... 8 Start Payroll ........................................................................................... 8 Check Results .......................................................................................10 Corrections ............................................................................................10 Exit Payroll.............................................................................................11 Bank Transfer...................................................................................................12 Pre-Program DME .................................................................................12 DME ......................................................................................................14 DME Management.................................................................................16 Print Check ............................................................................................18 Restarting Check Process due to Program Abort.............................................20 Print Check Register ........................................................................................21 Reconciliation Report .......................................................................................22 TIAA Interface ..................................................................................................24 Fidelity Interface...............................................................................................25 Check Distribution Report ................................................................................26 Remuneration Statement .................................................................................27 Batch Processing of the Payroll Run ................................................................28 Advice Spool Sort ZPRPR015..........................................................................29 Reformat ACH File ...........................................................................................30

CMU PAYROLL PROCESS in BRIEF


Send email Run time eval: HR > Time mgt > Admin > Time eval > time acctng > get variant (UB TIME EVAL or US TIME EVAL),change date; execute in background; when completed check for and fix errors Run error report: (SE38, program ZPRPH011, execute, get variant (PAYROLL ERRORS), change pay period and date, execute in background. When finished, have infotype 128 errors corrected. Run payroll simulation in batch mode: System > Services > Reporting; program RPCSC000, get variant (UB PYRL SIM or US PYRL SIM), change dates and text, execute in background, when completed check for and fix rejected employees Release payroll: HR> Pay > Amer > USA > Pay Acctg > Release pay Start final payroll in batch mode:, System > Services > Reporting; program RPCSC000, get variant (UB PRYL RUN or US PYRL RUN), execute in background Check for rejected employees: HR> Pay > Amer > USA > Tools > Pay contr record, enter pay area, display, click on incorrect persons icon, if not empty, correct and rerun final person for the corrected rejected employees only. Have MIS run FICO posting process in simulation mode (separate procedures). The document must have been simulated with no errors or rejects before pre-DME is run. Run pre-DME: HR> Pay > Amer > USA > Pay Acctg > Bank trf > Pre-prog DME, get variant (PRE_DME_UB or PRE_DME_US), execute in background; change printer to ADVC Note JOB# when finished ___________. Note Spool# when finished __________. Run ZPRPR015 to sort spool in address order and eliminate zero net advices Run DME: HR> Pay > Amer > USA > Pay Acctg > Bank trf > Create DME, get variant (DME US), enter job# as ident feature, change file name, execute in background Run ACH conversion program: SE38 > program ZPXPR001, execute, enter file name from DME, execute in background Print checks: HR> Pay > Amer > USA > Pay Acctg > Bank trf > Print checks, get variant (HR PAYROLL CKS), enter job# as ident feature, execute in background
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Print check register: Acctg > Fin acctg > AP > Environ > Check info > Display > Check register, get variant (PAYROLL CHECKS), execute in background Run error report again: (SE38, program ZPRPH011, execute, get variant (PAYROLL ERRORS), change pay period and date, execute in background Run reconciliation report by totals: HR> Pay > Amer > USA > Period-independent > Payroll supplement > Reconciliation, get variant (BEST-UB TOTAL or BEST-US TOTAL), execute in background

Run reconciliation report by individual: HR> Pay > Amer > USA > Periodindependent > Payroll supplement > Reconciliation , get variant (BEST-UB INDIV or BEST-US INDIV), execute in background

Run TIAA Interface: Hr >Customer functions > Payroll > Payroll Interface > TIAA (UB or US), get variant (UB or US), change dates, execute in background The output file is then saved to a disk.

Run Fidelity Interface: Hr >Customer functions > Payroll > Payroll Interface > FID, get variant (UB or US), change dates, execute in background The output file is then saved to a disk.

Call computer services to have checks and remuns printed. Check to make sure checks are numbered right (no jams, etc.) Renumber checks if necessary (Acctg > FA > AP > environ > Check info > change > renumber) Run check distribution program: SE38 > ZPRPR002, execute, get variant (UB PR T BEST), change date, execute in background, print when finished. Run new check register if needed: (see above procedures) Exit Payroll: HR> Pay > Amer > USA > Pay Acctg > Exit payroll Have MIS run final FICO posting process in productive mode (see separate procedures).

Send email

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Time Evaluation Run - RPTIME00


Once time entry is complete, the Time Evaluation Process can be performed. This batch process further evaluates the information that is entered into the Time Management system (with the exception of the Student/Temporary entry), updates leave accruals, and produces error reports based on the Evaluation run. The Student/Temporary entry is not evaluated at this point, because the type of transaction used for this group of employees is evaluated in Payroll rather than in Time Management. Use the following menu path: Menu Path: Human Resources > Time Management > Administration > Time Evaluation > Time Accounting Transaction Code: PT60

Select the variant UB Time Eval or US Time Eval. Execute in background Fields: Evaluation Schema ZM04 always for CMU Time statement variant leave blank for CMU Display variant log leave blank for CMU. Forced Recalculation as of date - used only in cases where we have already performed time evaluation on employees, and changes to the system dictate that we re-evaluate
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these employees. An example of these changes could be table or rule changes that affect groups of employees that have already been evaluated. Evaluation up to - the last day of the period we are processing. Program options radio button - allows us to set the display log on, run the program in test mode or stop time eval at a certain point. We can use this to test new situations for certain employees without updating the system.

Once the Evaluation run is complete, check the spool for errors. All errors should be corrected, and then time evaluation must be performed again on those employees.

PAYROLL EXCEPTION REPORT - ZPRPH011


After time evaluation has been completed, run the payroll exception report. This report checks through payroll results for exceptional circumstances. Menu path: SE38 > ZPRPH011

Select the variant Payroll Errors Execute in background. Or fill in selection criteria fields only as follows: Payroll area Ub or Us depending on which time eval has just been run Payroll period pay period that is being run
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Next period begin date beginning date of the next payroll period; used to check that there are not any future dated entries on it2010. UB or US retro date the oldest date CMU wants to allow retroactivity for this payroll area; those employees with earlier retro dates will be printed on this report Minimum wage currently $5.15 Execute in background Report will be in the spool. Print and review for any needed corrections before running payroll.

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Payroll Accounting SIMULATION


Payroll Simulation is used to evaluate individual employees payroll results. Also, we will perform a Simulation of the entire payroll before producing Payroll Results. This gives us the ability to calculate all information for each employee exactly as they would be calculated during a Productive Payroll Run, without actually updating balances. These test results can be reviewed, and adjustments can be made easily prior to starting the actual run. Menu Path: Human Resources > Payroll accounting > America > USA > Payroll accounting > Simulation Transaction Code: PC00_M10_CALC_SIMU or PC10 > Payroll > Simulation Or SE38 > RPCSC000 to run in batch mode (see separate procedures) The screen to enter a payroll simulation looks exactly like the front screen of an actual run. The following screen appears:

Select the variant: UB PYRL SIM or US PYRL SIM


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To run a retro simulation and see the remuneration for all affected pay periods use variants RETRO SIM US or RETRO SIM UB The information that must be provided is:
Payroll Area (enter in two places) - US for Semi-Monthly or UB for Bi-Weekly Period - current indicator, or other (must enter period and year as 06 1999) Personnel Number - only if running individual employee; leave blank to select all employees Schema - Z000 always for CMU Display log check only if want to see all calculations; DO NOT check if running all employees Display variant Rem.statement PAYHIST-US or PAYHIST-UB for a single remun statement. To see all retro remun statements, use variant RETRO US or RETRO UB.

WARNING - If you leave this field blank you will NOT see the remuneration statement after simulation! SIMULATION IN FOREGROUND FOR ONE EMPLOYEE Select enter to verify the information, then execute. When the payroll run has finished, click on the Form icon to see the remuneration statement. SIMULATION IN BACKGROUND FOR ALL EMPLOYEES When running payroll simulation for all employees prior to the actual payroll run, enter a range of employees to select (i.e. 3000-5000), select Program, Execute in background. Run for all employee ranges. Once payroll has finished, check the spool file using transaction SP01 for errors. Three spool files are created. The first is header information, the second is the remuneration statements and the third spool is a log containing all the selection information as well as any error messages and a listing of all the rejected employees. Correct all errors prior to running the actual payroll. NOTE: Payroll simulation can only be run in test mode. To produce an on demand regular check for an employee, use the Off Cycle Workbench, reason code 50.

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Payroll Accounting - PRODUCTIVE PAYROLL CYCLE


There are five separate parts (not including the Simulation Phase) to the Productive Payroll Run: release payroll, start payroll, check results, corrections and exit payroll. These must be done in order. The other menu paths are not accessible until the proper step has been executed.

NOTE: Prior to starting the payroll cycle, you must have run Time Evaluation and then Payroll Simulation for the correct pay area and period.
All five steps are found under the following menu path: Menu Path: Human Resources > Payroll accounting > America > USA > Payroll accounting Transaction Code: PC00_M10 > Payroll accounting or PC10 > Payroll

Release payroll Menu Path: Human Resources > Payroll accounting > America > USA > Payroll accounting > Release payroll Transaction Code: PC00_M10 > Payroll accounting > Release payroll or PC10 > Payroll > Release payroll When you click on Release payroll, if you have already entered a pay area (UB or US) in the system, you are prompted with a pop-up box asking if you wish to release the payroll period. Check to make sure you are releasing the proper payroll period. If you wish to release the other pay area (US instead of UB), you need to go to Tools > Payroll control record, and display the payroll area you wish to change. Green arrow back and then proceed to Payroll accounting > Release payroll. Once you indicate yes, the System increases the period number in the payroll control record by 1 and payroll has been released. The next step is now allowed.

Start payroll The Start phase is the calculation phase of the payroll run. During this step, all employees that are in the cycle being run are locked from updating current or past information. During a payroll run, you may update future information, or display current or past information only. Menu Path: Human Resources > Payroll accounting > America > USA > Payroll accounting > Start payroll Transaction Code: PC00_M10_CALC USA > Payroll accounting > Start payroll or PC10 > Payroll > Start payroll Or SE38 > RPCSC000 to run in batch mode (see separate procedures)

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Select the variant: UB PYRL RUN or US PYRL RUN The following parameters must be filled in:
Payroll Area (enter in two places) - US for Semi-Monthly or UB for Bi-Weekly Period - current indicator, or other (must enter period and year as 06 1999) Personnel Number - only if running individual employee; leave blank to select all employees Schema - Z000 always for CMU Display log check only if want to see all calculations; DO NOT check if running all employees Display variant Rem.statement PAYHIST-US or PAYHIST-UB for a single remun statement.

NOTE: The Test run (no update) indicator must not be flagged because otherwise the system will not store the results.

Choose Program > Execute in background Run this payroll process several times using a range of payroll personnel numbers so that, in case of a spool error, the entire payroll process will not have to be run again. For example, first run personnel numbers 3000-5000, then 5001 7000, etc.. If a payroll job is cancelled (use SM37 to check the runs), rerun that group of employees.
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Check the spool file for each payroll run by using transaction SM37 once the job is finished. A process log will be displayed in each spool. Check the bottom of the log for the number of personnel numbers that have been rejected or not selected because they are locked. As you scroll through the log, the rejected personnel numbers and the error message will be highlighted in red If personnel numbers are rejected, you must not exit the payroll program. Instead, you must check the payroll results (see next step) and correct master data and time data for the appropriate personnel numbers where necessary.

Check results Menu Path: Human Resources > Payroll accounting > America > USA > Payroll accounting > Check results Transaction Code: PC00_M10 > Payroll accounting > Check results Or PC10 > Payroll > check results This step simply puts the payroll control record in Check payroll result mode. The rejected employees are now listed in matchcode W and the employees are flagged in the Payroll Correction field in the Payroll Status infotype (0003).. To access the Matchcode W list use menu path: Tools > Payroll control record > UB or US. Then click enter and select the rejected employees icon . If there are errors, you can proceed to the Corrections Phase. If there are no errors, (which should be the case most often since the errors should have been corrected during the payroll simulation step) you can skip the Corrections Phase, and move directly on to the Exit Phase.

Corrections Menu Path: Human Resources > Payroll accounting > America > USA > Payroll accounting > Corrections Transaction Code: PC00_M10 > Payroll accounting > Corrections Or PC10 > Payroll > Corrections In the Correction Phase, the system unlocks employees so that changes may be made to their Master Data to facilitate a clean run for the employee. After payroll has been run, if errors occur, this step must take place Make all corrections to master data/ infotypes by using the menu path: Environment > Master Data > Maintain. NOTE: If the problem cannot be corrected in a timely manner, lock this employee from the payroll process and run an ODR for this employee after the correction has taken place. When all the errors have been corrected, you must repeat the first two steps of the payroll cycle (Release payroll & Start payroll) for the corrected employees only. Repeat this step until payroll accounting has been performed for all personnel numbers and Matchcode W is empty.

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Exit payroll Menu Path: Human Resources > Payroll accounting > America > USA > Payroll accounting > Exit payroll Transaction Code: PC00_M10 > Payroll accounting > Exit payroll or PC10 > Payroll > Exit payroll NOTE: CMU will not exit payroll until after all other processes have been completed: Pre-DME, DME, Print Checks, Check Register, Wage type statement for bank transfer, Payroll journal, TIAA file, FID file, Check disbursements, Printing of remuns etc.. NOTE: You can only exit payroll when Matchcode W (Tools > payroll control record > UB or US > Incorrect person icon) contains no personnel numbers except those personnel numbers that were locked during the correction phase. They will still appear in matchcode W. Once all errors have been corrected during the productive payroll process, you are ready to Exit the payroll. This allows updates to now take place for any period of time for the employees. It unlocks and updates the employees payroll results for the period being run. Note: You can only end payroll accounting when the payroll has run successfully for all personnel numbers in the selected payroll accounting area. This means that payroll accounting is finished for all of the personnel numbers in the payroll accounting area, including the rejected personnel numbers, and the payroll period is complete. After the Exit Phase is complete, the results from the run are completely updated.

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Payroll Accounting - BANK TRANSFER


Data Medium Exchange (DME) is the method used to transfer employee direct deposits to their personal bank accounts via the Automated Clearing House (ACH). First, you create a file that contains all transfer data for the employees selected. With this file, you create a transfer medium for performing a data medium exchange with a bank, appropriate transfer forms or printed checks. In the SAP System, the work steps Create transfer file and Create data medium are linked procedures within a single payment run which must follow one directly after the other.

Test Transfer This is the pre-notification process used when a bank record on Infotype 0009 is changed. CMU currently does not use the pre-notification in handling bank transfers.

Bank Transfer: Pre-Program DME In this step you are creating the file which contains all transfer data for the employees selected. This includes all relevant data from the Bank Transactions (BT) cluster within the payroll results. Most relevant is the payment method (T = Bank Transfer; C = Check) and the amount of net pay stored in technical wage type /559 Bank transfer. Pre-program DME (RPCDTCU0) must be ran in order to prepare for RFFOUS_T (bank transfer) and RFFOUS_C (check printing). To insure all customizing is being utilized, the Additional Data section should appear as in the example below. MENU PATH: Human resources > Payroll accounting > America > USA > Payroll accounting > Bank transfer > Pre-program DME Transaction code: PC00_M10_CDTC Or Transaction code: SE38 Program: RPCDTCU0

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Select the variant: PRE_DME_UB or PRE_DME_US The following fields must be entered (see example above):
Payroll Area: UB or US Current period or other period if necessary Payroll Area (again): UB or US Payment method: check ( C) or bank transfer (T) or the range of C to T. Use the range of C to T for CMU. Set flag for transfers: check box

Additional Data
Special Run use this field if you are sending special checks, ODRs or adjustment checks to the bank in a separate file. CMU does not run pre-DME on special checks. Wage type - If necessary, specify the wage types you want to transfer during this payment run. If you do not make an entry in this field, all of the wage types pertaining to all of the selected employees are transferred. CMU will always transfer all of the wage types; leave this blank Test click this button for a test run only; the file will not be created Set flag for transfers If this parameter is set with a flag, a number will appear in the check number field in payroll history for a transfer. This also enters a date and time of the transfer in the BT cluster of payroll results. Repeat run: If Pre-DME needs to be reran, you must check the BT cluster for the group you want to rerun and enter the date and time of the last run. Note: All entries processed in a run will have the same date and time. Payroll form and Payroll form for check - parameters for remuneration statement creation. Use the variant defaults for both fields: ZFCK/AF/ /J/1/B/ /

Select Execute in Background Following is the last page of the spool results of a PRE-DME that has been run:
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The program run date and an identification feature appear beneath the log header. Please make a note of them both. These will be needed in the work step Create DME. NOTE: If a payment run is repeated after the program was canceled, you must still fill the fields Date/time of repeat run to identify the payment run that needs to be repeated. The field Flagged records only must not be marked. If the program is canceled, this ensures that records are selected for the repeat run which coincide with the specified date and time as well as records for which no transfer time has been stored. Resort the spool file created in the Pre-DME process using program ZPRPR015 (see page 29). Notify Foust Hall of the spool file to be printed. Bank Transfer: Create DME The creation of the DME (date medium exchange) is the bank transfer file in ACH format to electronically transfer to the CMU sending bank MENU PATH: Human resources > Payroll accounting > America > USA > Payroll accounting > Bank transfer > Create DME Transaction code: PC00_M10_FFOT Or Transaction code: SE38 Program: RFFOUS_T

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Select the variant: DME US The following parameters need to be filled in:
Program run date and identification feature - In the previous step, you created a file that was then saved under a program run date and identification feature. Use the same program run date and identification feature in these fields to access the file you created or use the drop down menu to select the appropriate file. Paying company code CMU Sending company code CMU Payment methods T (for bank transfer) Standard Entry Class Code Leave blank unless defining special ACH format. Payment method supplement Leave blank for bank transfers House Bank NBDDT Account MAIN Currency Key & Payment Document No. Leave blank

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Print Control Check only the Data Medium Exchange and Print payment summary fields. Fill in the Printer parameters only for the Data medium exchange and Print payment summary options Output control - change file name to be the correct pay period; accept all other defaults

NOTES: If you click on Print immediately and do not specify a printer, these files must be released individually for printing or be written to the spool. Once the program has been executed, the system queries each print order on an individual basis. If you set the parameter Data medium exchange, an overview of all the files created for the data medium exchange is displayed once printing is complete. These files can be identified by DME file (TemSe) and a code for the bank that received the payment. Execute in Background Result: the file is created under the directory HR_SAP_OUT and two spool files are produced. One spool file contains the DME Accompanying sheet and the other file contains the employee names and amounts, sorted by bank. It also recaps the number of transfers as well as the total amount to be transferred on the last page. Part of the last page of the spool file follows:

DME Management DME Control This option can be used to check on the status of a DME record, view the actual record layout of the ACH file, or reprint the payment summary. MENU PATH: Human resources > Payroll accounting > America > USA > Payroll accounting > Bank transfer > Pre-program DME Transaction code: FDTA

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The following parameters must be entered: Run date and identification for DME file you wish to access Click either Pmt run or Proposal run Click Data medium (transfer to external) Click Data medium w/o acct stmt Execute

Select the correct file, then select the eyeglass icon. The DME file will be displayed.

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Bank Transfer: Print Check The Print Check program (RFFOUS_C) automatically calculates the number of checks that need to be created, assigns consecutive check numbers according to the lot provided and prints the checks. It utilizes the same work file created during the preprogram DME step except it selects records marked with a payment method of CCheck. MENU PATH: Human resources > Payroll accounting > America > USA > Payroll accounting > Bank transfer > Print checks Transaction code: PC00_M10_FFOC Or Transaction code: SE38 Program: RFFOUS_C

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Select the variant: HR PAYROLL CKS The following parameters need to be filled in:
Program run date and identification feature - In the pre-DME step, you created a file that was then saved under a program run date and identification feature. Use the same program run date and identification feature in these fields to access the file you created or use the drop down menu to select the appropriate file. Paying company code CMU Sending company code CMU Payment methods C (check) Payment method supplement Leave blank for checks House Bank FOA Account PYRL Check lot number - 3 Currency Key & Payment Document No. Leave blank Print Control Check all three boxes and enter HRCK as the printer for all three. Do NOT click on parameter Print immediately unless you are printing an individual check only. Alternative check form Z110_HR_CHCK (SAPscript layout set) Accept all other defaults

Select execute in Background Spool file is created

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Restarting Check Print Process Due to Program Abort The normal sequence to print the Payroll checks is to run the Pre-DME step, then the DME step, followed by the Print Check step. If you have a problem running the Print Check step, and the program does not complete normally (i.e. I/O Spool error), use the following steps to correct the action: 1. Delete the check information that has been updated thus far in the run. Even though the program did not complete and there is no spool to look at, the system has been updating check numbers all along. You can verify this by looking at the check register for payroll checks produced today. To delete the check information that has already been updated use the following: Menu path: Accounting > Financial Accounting > Accounts Payable > Environment > Check Information > Delete > For Payment Run

You will need to fill in the House Bank, Account ID and Program run date that was used in the print check program. Also check the box for Production Run. If you do not check the Production Run box, it does not actually delete the check information that is out there in the system.
2. Restart the check print program, but do not use the Restart options. Run it as you

normally do.

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PRINT CHECK REGISTER


The check register should be printed sometime after the checks have been printed and before changes are allowed to payroll results (i.e. before exiting payroll). Use the following menu path: Menu path: Accounting > Financial Accounting > Accounts Payable > Environment > Check Information > Display > Check register Transaction Code: FCHN

Select variant: Payroll checks Enter date of checks Execute in background Or enter the following information in the appropriate fields: Paying company code always CMU House bank FOA Account ID PYRL Date of issue date of payroll checks Execute in background

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RECONCILIATION REPORT
The RECONCILIATION report is used to be able to reconcile certain external payments, among other things. It can be run for all wage types or only selected wage types. Always run this program twice for the specified wage types after printing the check register and before exiting payroll once with total evaluation only and once with individual evaluation. Menu path: Human Resources > Payroll Accounting > America > USA > Periodindependent > Payroll supplement > Reconciliation Program Code: RPCPRRU0

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Select variant: BestUB Total or Best-US Total. Run once as is with the variant, then run again using variants Best-UB Indiv or Best-US Indiv. Execute in background. Or fill in the following fields: 1. Payroll Area(Required): US for Semimonthly payrolls, or UB for biweekly payrolls. 2. Period: Choose current period to run the period that the payroll control record has set as the current 3. Payroll Area(Required): Refer to Item 1. 4. Employee and employer tax: default to C 5. Wage Type: You may choose a certain wage type, or range of wage types, or if you leave it blank it will display all the wage types associated with the payroll you are displaying. 6. Totals view of payroll results: Check this the first time this report is ran; only the totals of each Wage Type are displayed. 7. Detailed/Totals view: EE data: click this the second time this report is ran (along with Totals view); creates individual lines of data for each wage type and each person evaluated. 8. Reportable fields: Move personnel number only to chosen fields to sort by personnel number Execute in background.

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TIAA/CREF Interface Procedures This interface program produces a file called ZPIPH011.TXT and a hard copy report which shows the TIAA/CREF contribution amounts by employee. To run the TIAA/CREF interface program use the following menu path: Human Resources Customer Function PYRL Interfaces TIAA/CREF

Get Variant - Select either UB or US, depending upon pay period for which you are running. The variant indicates the dates for Other Period and the payroll area for which you are running at the top of the screen. You need to fill in the Other Period dates which correspond to the pay period you are running. At the bottom of the screen, there are dates to be filled in for the UB pay period and check date, and the US pay period and check date. You need dates in all of these fields regardless of whether you are running US or UB. The program will only select the payroll area you have selected at the top of the screen even though you have both sets of dates at the bottom. You also have the file name of the output file at the bottom of the screen. TO RUN THE PROGRAM: After entering the correct dates select Program > Execute in background This brings you to background print parameters Select the appropriate printer on which you want the report to print Save Youll see a message at the bottom of the screen Background job was scheduled for program ZPIPH011 The programs creates the following file located in the designated network drive (according to your selection screen) Note this location is also printed on your report: FOR UB and US: //SAPDATA/HR_SAP_OUT$/ZPIPH011.TXT

You may modify the name on the selection screen to reflect either US or US and the pay date. (similar to what you do for other jobs) REPORT OUTPUT: The program produces several reports for UB and US. The UB run will produce a report for college code M1880 and 13020. The US will produce reports for M1880 and x8910. Both runs will produce a summary report for totals of the entire run. The totals of the report should match the summary of the Wage Type Statement for that pay period. However, if there is retroactivity noted on the Wage Type Statement, you will need to adjust the amount on the file by the retro amount manually. This manual intervention is because the amount going to TIAA needs to be a net effect of all the retro with no negative amounts going forward to TIAA.
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Fidelity Interface
This interface produces an extract called ZPIPH002 and a hard copy report which shows the Fidelity contribution amounts by employee. To run the Fidelity interface program use the following menu path: Menu Path: Human resources > Customer functions > Payroll > Pyrl Interfaces > Fidelity Transaction code: SE38 > Enter ZPIPH002 Select a variant - either UB or US, depending upon pay period for which you are running. Change the dates in Other period to be the pay period dates of the pay period you are running. After entering the correct dates select Program > Execute in background

The program creates the following two files located on the mainframe in the designated network drive: FOR UB: FOR US: //SAPDATA/HR_SAP_OUT$/ZPIPH002-UB //SAPDATA/HR_SAP_OUT$/ZPIPH002-US

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CHECK DISTRIBUTION REPORT


This program produces a check distribution report. It is sorted by check distribution number and name. It will page break on check distribution number. A summary and an error report will also be produced. The error report will contain anyone who did not have either a bank transfer or a check. Menu path: SE38 > ZPRPR002

Select variant: US DISB LIST or UB PR T BEST depending on the pay area you are running. Check date change the date to be the date of the checks you just ran Check print dates change the dates to be the dates you ran checks for this period Execute in background.

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REMUNERATION STATEMENT
The remuneration statement is used to view the actual pay stub or pay check that an employee has already received. This is most used to see what happened in a prior pay period during retro calculation. Menu Path: Human Resources > Payroll accounting > America > USA > Payroll accounting > Remuneration statement Transaction Code: PC00_M10_CEDT or PC10 > Payroll > Remuneration statement The following screen appears:

Select the variant: PAYHIST-US or PAYHIST-UB for a single remun statement. To see all retro remun statements, use variant RETRO US or RETRO UB. The information that must be provided is:
Payroll Area (enter in two places) - US for Semi-Monthly or UB for Bi-Weekly Period - current indicator, or other (must enter period and year as 06 1999) Personnel Number enter individual employee number Form name ZFCK (always for CMU) Print current period AF Print retroactive runs leave blank for regular statement; enter X for retro statement Layout of retroactive runs enter J for regular statement; enter D for retro statement Sort retroactive runs 1 Output language - B

Execute

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Batch Processing of the Payroll Run Program: RPCSC000


This program should be used when running payroll simulation or the actual payroll for an entire payroll area in background. This program divides the number of employees to be ran into equal parts, either by the number of batches or by the number of employees. Menu Path: System Services Reporting Enter the program name RPCSC000

Enter 5 in the number of jobs field. Choose the proper variant UB PYRL SIM or US PYRL SIM for simulation and US PYRL RUN or UB PYRL RUN for productive payroll. You can check the variant by clicking on the Change icon. Change the Short Title of Job line. Select: Program Execute in Background

Deselect Print Immediately, and Delete after Print, and click on Save. This program will create five spools and a program log named what the Short Title is, followed by: No 00001 through No 00005.

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Change this to reflect the

ADVICE SPOOL SORT ZPRPR015


Once the spool file for advices has been created in the Pre-DME Process, program ZPRPR015 must be executed. This program will sort the spool file by campus address. It MUST be run in the background and the print size MUST be changed to 65x132 for this program to execute properly. Menu Path: System Services Reporting Enter the program name ZPRPR015 Execute:

Enter the spool file number that was created during the Pre-DME process. Select Program, then execute in background.

Deselect Print immed and Delete after print.

MUST change size to x_65_132

Save. When spool file is created, notify Foust Hall for printing of Advices.

Reformat ACH File ZPXPR001


The purpose of this program is to reformat the ACH file into the required format prior to sending. Part of this process includes reading the R/3 database to obtain the SSN for the employee records. In order to productive-payroll 29 08/01/00

obtain the SSN, the program uses the employee name and their account number to find the appropriate employee in SAP matching to IT009, then once it finds a match, obtains the SSN from IT002 for the file. There is a possibility of two reports coming out of this program. The first is a summary report. The second is an error report. Both will be shown later in this document. To run the program, use the following path:

System Services Reporting Enter program name ZPBXPR001


Execute the report (or F8 key) Once you hit the execute key, you will see the following selection screen:

There are two parameters. The first is the ACH File created out of the payroll run; the second is the output file you will be creating with this run. Once you have filled in the parameters, execute the program in the background. As mentioned previously, there are up to two reports that will be provided with the output. The first is the summary report. It appears as follows:

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Top records tell you how many records were read from the input file, and how many were written out to the output file. They should ALWAYS be equal!

The bottom tells you how many of the records written are employee records (excludes the header and trailer records in the count). The last line tells you how many records did not find a matching SSN to apply to the file.

The report displays two different types of information. The first set of information relates to the input ACH file. In this example, it tells you that it has read 1530 records from your input file. Next, it tells you that it wrote out 1530 records to your reformatted file. These totals should ALWAYS be equal. The next two lines tell you how many employee records were written out to your file. This count excludes the header and trailer records in the file. The last line tells you how many records the program could not find a matching SSN in SAP. There are two reasons that the program does not find a match: 1. The name on the ACH file does not match the name on IT009 (if it exists there). If there is no name on IT009, the program then looks to the formatted name appearing on IT001. It is possible the employee has changed their name after the ACH file was originally created. To correct, you should manually update the SSN in the ACH file prior to sending. 2. The program also tries to match the account number from the ACH file to the account numbers housed on IT009. If the program does not find a match, it will not be able to obtain the SSN. In this situation, the employee may have had an update to their IT009 after the ACH file was created. Again, manually fill in the SSN in the ACH file prior to sending. The following is an example of the error report:

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Either the ACH File Name does not find a name match in SAP on IT009 or on the formatted name on IT001 or the Account number on the ACH file could not find an Account number match on IT009 in SAP.
Verify the name and account numbers in the ACH file compared to SAP to obtain the correct SSN.

The report will also give you a total count at the bottom for the number of employees it could not obtain SSN for. This total should match the total on the summary report.

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