PY3141 Umoja Payroll Master Data Maintenance

PY3141 Umoja Payroll Master Data Maintenance 1

Agenda Course Introduction Module 1: Umoja Payroll Overview Module 2: Master Data Module 3: Advance Recovery Module 4: Advance Payment Module 5: Recurring Payments/ Deductions and Additional Payment Course Summary Course Assessment Course Survey 2

Course Overview The purpose of the Umoja Payroll Master Data Maintenance course is to provide all the system information to maintain the Payroll process. Prerequisite Review You should have completed the following prerequisite courses: NA101 - Umoja Overview MD102 - Umoja Master Data and Coding Block Overview SS210 - Umoja HCM Navigation Course Duration: 3 hours 3

Course Objectives After completing this course, you will be able to: Identify the different types of Master Data relevant for Payroll advances Create, modify and manage recurring payments, deductions and additional payments. 4

HCM High Level Flow Diagram 5

Agenda Course Introduction Module 1: Umoja Payroll Overview Module 2: Master Data Module 3: Advance Recovery Module 4: Advance Payment Module 5: Recurring Payments/ Deductions and Additional Payment Course Summary Course Assessment Course Survey 6

Module 1 Objectives After completing this module, you will be able to: Describe Master Data Maintenance processing Identify key terms Define roles and responsibilities Review major changes from Umoja implementation (As-Is/To-Be). 7

Key Terminology: General Terms Key Term Umoja ECC Master Data ESS MSS Description It is the main Umoja back-end system comprised of various modules. ECC stands for Enterprise Central Component. This term refers to data stored and managed centrally for the entire organization which is key to the business and is used over several functional areas. In Organizational Management, the Master Data main elements include objects and infotypes. Stands for Employee Self-Service. Self-service is the front end tool used to provide access to end-users that need role and process based access to the system. Self-service technology is web-based, allowing a large number of users to access the system without the installation or technology requirements to support the client software used by power and super users in the system. Stands for Manager Self-Service, the self-service where end users with manager role can access to information and perform routine tasks that will automatically trigger actions into the back-end system or send notifications. 8

Key Terminology: General Terms Key Term Workflow Mass Upload Description Sequence of operations automated that an event will take. A workflow step can be directed towards a specific user or a transfer to a manager. Workflow is consist of either approvals or notifications. Approvals will pause the event work flow until the time in which the Manager approves or rejects that specific operation. Notifications, if chosen for the activity, will inform via email the person(s) involved, and then the event will move to the next step in the workflow. Mass Upload System connected with Umoja System. 9

Key Terminology: Payroll Terms Key Term Payroll Area Off-cycle Wage type Claim Write Off Description Employees who have the same payroll schedule. Payments to be made that are not ran during the regular payroll period process. These are usually special payments that cannot wait to be run with the normal schedule or corrections to the regular payroll. This is an object in Payroll and Personnel Administration which stores amounts or time units which are used to calculate pay and deductions, store results, and determine statistics. It separates amounts and time units for various business processes. It enables the system to process amounts and time units in different ways during the payroll run. This is an amount that an employee owes an employer due to an overpayment. The procedure in which a recognized overpayment to an employee will not be collected from the employee. The amount must be properly assigned in the payroll results and general ledger postings. 10

Key Terminology: Payroll Terms Lock Key Term Description The locking of end user access to add or change HR Data during payroll run. When results of a payroll run needs to be written to the payroll database, the HR master data will be flagged by the payroll area control record setting that changes affecting the current payroll period cannot be made. 11

Key Terminology: Personnel Administration Terms Key Term Cost Distribution / Cost Assignment Personnel Area & Personnel Subarea Employee Group & Employee Subgroup Description Costs incurred by an organizational object are usually written to the cost center directly assigned to the object (master cost center) or the cost center inherited by the object from a superior object. Umoja will use the Personnel Area to identify each country where the UN Secretariat has operations. Personnel Subarea will be used to identify each duty station within a particular country. Umoja will use the Employee Group to identify, at a high level, the main type of relationship a person has with the organization, especially as the relationship with the organization changes. For example, a UN Police non-staff member is hired to become a Professional staff member, the Employee Group would change. Employee Subgroup will further breakdown and identify, within the Employee Group, the different types of relationship and/or status of employment a person has with the organization. 12

Roles & Responsibilities The following Umoja Enterprise roles are involved in the Master Data Maintenance process: Payroll Master Data Maintenance Payroll Administrator The main role in the Payroll Maintenance process Identifies and processes relevant overpayments. Creates, modifies and checks Earnings/Deductions payment per employee. Maintains all payroll wage types in the following Infotypes: IT 0003 Payroll Status IT 0014/0015 Recurring and One time Payments/Deductions IT 0045 Loans IT 0267 Off-Cycle IT 0416 Time Quota Compensation IT 0713 Termination Maintains the same wage types as the Payroll Master Data Maintenance role plus additional wage types such as, Advances, Recoveries and Adjustments Runs payroll simulation Checks payroll results Displays the payroll status Generates Remuneration Statement Executes the Auto-lock program in test mode Performs Preliminary DME - test mode Performs posting to Finance - Test mode 13

Payroll Master Data Maintenance : This process covers the update of the deductions to be taken from the net pay of staff members and non staff paid through payroll. These deductions are very diverse in nature, could be one time deductions or recurrent deductions and could be updated by various methods. The process also covers the update of ad-hoc reimbursements/payments to staff members. Most of the adjustments are deductions but there could also be payments or reimbursements. Some of the adjustments are recurring (e.g. every month for a fixed period) others are one time adjustments. 14

Payroll Master Data Maintenance The main update scenarios are: Voluntary deduction for payment to a third party through ESS if available or through a form (e.g. deduction for the staff benevolent fund, deduction for the staff union). Deductions initiated by HR or payroll administrator (e.g. deductions for child support). Deductions loaded from a file (e.g. telephone deductions, garage fees deductions). Ad hoc reimbursements / payments updated by the payroll administrator (generally for very small amounts). Recoveries of advances: Set up in A/P (e.g. travel advance) Receivable set up in A/R. In this scenario, payroll post processing will automatically update the advance or the receivable based on what was actually deducted. Integration between Payroll and A/P & A/R will be completed through manual extract to excel with manual upload. 15

Current Challenges & Benefits of Umoja Challenge Umoja Solution Benefit In IMIS there are different local instances. The implementation of the Umoja solution brings only one global integrated payroll system. Today, there are duplication process in the different HR areas. In Umoja there will be a greater integration, and no more duplication of HR, Payroll, Accounting and Disbursement processes. There are delays in having the nonstaff or staff members on payroll upon HR transfer. There is no need for the transfer of HR data through scripts between IMIS duty stations and therefore no more delay in having the staff member on payroll upon transfer or assignment. 16

Benefits The benefits of the Payroll Master Data Maintenance are: Provide an integrated payroll environment: Global, Regional or Local. Streamlined update of the Payroll system according to new requirements. Simplified advance, additional and recurring payment process. Global reporting will be possible from the Central location. 17

Touch Points The Umoja system is an integrated system and most of its modules are integrated with each other to complete a process. Touch points refer to these integration points across Umoja modules, processes and activities. Personnel Administration Identification of staff to include in payroll processes Core Master Data Payroll includes HR master data records with effective dates within the payroll period being processed Organization Management Define position and Job for payroll computation. Define cost distribution at the position level for PY posting Payroll Time Management Flag staff with negative time reporting that require Payroll to default hours to be paid For positive time reporting, reports hours and time types to be recorded Reports Absence balances on remuneration statement Override cost center / expense objects Entitlements The payroll schema (with NPO and EVE) will compute payments and contributions for the applicable entitlements Benefits Administration Define staff enrollment for deductions and contributions 18

Module 1 Summary The key points covered in this module are: Master Data Maintenance processing Key payroll terms Roles and responsibilities Major changes from Umoja implementation (As-Is/To-Be). 19

Agenda Course Introduction Module 1: Umoja Payroll Overview Module 2: Master Data Module 3: Advance Recovery Module 4: Advance Payment Module 5: Recurring Payments/ Deductions and Additional Payment Course Summary Course Assessment Course Survey 20

Module 2 Objectives After completing this module, you will be able to: List the elements that constitute the Payroll Master Data Maintenance. Describe Payroll main Objects and Infotypes. 21

Key Terminology Key Term Object Position (S) Person (P) Cost Center (K) Description Individual representation of each element in the organization. All objects characteristics are maintained in infotypes and are linked together using different relationships to form a network that has the flexibility to perform Human Resources planning, forecasting and reporting. In Organizational Management, a position is a specific slot within the organization that a person is assigned to. Each position is unique and is assigned to an organizational unit. All the position characteristics are stored in a series of infotypes. Persons are objects that hold positions within the organizational structure. Any other additional information for persons is maintained in Personnel Administration. This is an external object from Controlling which represents a clear origin of costs. The association of cost centers with organizational objects determines the posting of expenditures related to each organizational object. 22

Key Terminology Key Term Infotype Description An infotype is an information unit used to maintain master data related to Umoja. An infotype has data entry fields that are classified as mandatory or optional. When an employee record is updated, old data is automatically timedelimited, and each record is provided with a validity period. Some infotypes may be further categorized to different groups known as subtypes, which are based on themes. 23

Introduction to Master Data Every organization runs on data and a set of processes. As the level of information increases over time, data becomes complex and difficult to manage. If data is not stored and maintained properly, it leads to significant losses in productivity across the organization. Thus, it is extremely critical for the United Nations to create a centralized data source. In Umoja. This centralized data is called Master Data. 24

Payroll Infotypes Key components of Payroll data objects in Umoja are described by the following infotypes: PY Basic Infotypes IT0008 Basic Pay IT0009 Bank Details IT0016 Contract Elements PY Master Data Maintenance Infotypes IT0014 Recurring Payments/Deductions IT0015 Additional Payments IT0045 Loans (Salary Advance) IT0267 Additional Off-cycle Payments 25

Payroll Infotype 0014 Recurring Payments and Deductions Description IT0014 Recurring Payments and Deductions: The main purpose of this infotype is to allow the creation and maintenance of the payroll recurring payments and deductions. The system allows specification of the frequency at which these payments or deductions take place. The system requires the following specifications to be able to execute the payments/deductions: Wage type: Amount or Number/Unit (according to the wage type). The system checks the combination entered. Currency The system automatically suggests the currency according to the employee s Duty Station. However, it is possible modify this value. Note: The available wage types assigned for recurring payments and deductions are listed in the match code search. Click the match code search button to view the options. 26

Payroll Infotype 0014 Recurring Payments and Deductions Description IT0014 Recurring Payments and Deductions: The main purpose of this infotype is to allow the creation and maintenance of the payroll recurring payments and deductions. The system allows specification of the frequency at which these payments or deductions take place. The system requires the following specifications to be able to execute the payment: First payment period and interval in periods or first payment date and interval/unit. The system automatically determines when the subsequent payments are to be made. But it is possible to modify. Note: The available wage types assigned for recurring payments and deductions are listed in the match code search. Click the match code search button to view the options. 27

Payroll Infotype 0014 Recurring Payments and Deductions Description IT0014 Recurring Payments and Deductions: The main purpose of this infotype is to allow the creation and maintenance of the payroll recurring payments and deductions. The system allows specification of the frequency at which these payments or deductions take place. 1 Header: This area contains all the information about Personal Administration which are not modifiable. The period applied to Recurring Payments and Deductions can not be issued beyond the contract expiry date. 1 28

Payroll Infotype 0014 Recurring Payments and Deductions Description IT0014 Recurring Payments and Deductions: The main purpose of this infotype is to allow the creation and maintenance of the payroll recurring payments and deductions. The system allows specification of the frequency at which these payments or deductions take place. 2 Recurring Payments/Deductions: This area contains the main information about the payment or deduction. Wage Type: Type of deduction/payment for the employee per pay period. Amount: Amount of deduction or payment. Number/Unit: Number or unit of deduction or payment. Reason for Change: Reason for the deduction or payment. 2 29

Payroll Infotype 0014 Recurring Payments and Deductions Description IT0014 Recurring Payments and Deductions: The main purpose of this infotype is to allow the creation and maintenance of the payroll recurring payments and deductions. The system allows specification of the frequency at which these payments or deductions take place. 3 Payment Dates: This area contains the information about period and date. 1st Payment Period (Month): In the First payment period field, you can enter the first period in which the recurring payment or deduction will be made. 1st Payment Date: Enter the first payment date. This date defines the payroll period in which the recurring payment or deduction will made for the first time. In Interval in periods, enter the number of periods that should lie between two consecutive payments. 3 30

Payroll Infotype 0014 Recurring Payments and Deductions Description IT0014 Recurring Payments and Deductions: The main purpose of this infotype is to allow the creation and maintenance of the payroll recurring payments and deductions. The system allows specification of the frequency at which these payments or deductions take place. 3 Payment Dates: This area contain the information about period and date. Interval/unit: This field together with the Unit field defines the interval between recurring payments and deductions. 3 31

Payroll Infotype 0014 Recurring Payments and Deductions Description IT0014 Recurring Payments and Deductions: The main purpose of this infotype is to allow the creation and maintenance of the payroll recurring payments and deductions. The system allows specification of the frequency at which these payments or deductions take place. 4 Additional Fields: Exception Log Number: (EIC Number) EIC number identification for the additional payment. Required field to complete the additional payment. Note: For a step by step guide of Recurring Payments and deductions, please go to Recurring Payments/deductions module. 4 32

Payroll Infotype 0015 Additional Payments Description IT0015 Additional Payments: The main purpose of this infotype is to allow the creation and maintenance of additional payments. This infotype is mainly used for one time payment/deduction. Additional payments constitute additional wage elements which are not usually accounted for in every payroll period. The system requires the following specifications to be able to execute the payment/deduction: Wage type: Amount or Number/Unit (according to the wage type). The system checks the combination entered. Currency The system automatically suggests the currency according to the employee s company code. However, it is possible to modify this value. Note: The available wage types assigned for one-time payments are listed in the match code search. Click the match code search button to view the options. 33

Payroll Infotype 0015 Additional Payments Description IT0015 Additional Payments: The main purpose of this infotype is to allow the creation and maintenance of additional payments. This infotype is mainly used for one time payment/deduction. Additional payments constitute additional wage elements which are not usually accounted for in every payroll period. Date of origin: The system automatically proposes the last day of the current payroll period. However, it is possible to modify this default value. Note: The available wage types assigned for one-time payments are listed in the match code search. Click the match code search button to view the options. 34

Payroll Infotype 0015 Additional Payments Description IT0015 Additional Payments: The main purpose of this infotype is to allow the creation and maintenance of additional payments. This infotype is mainly used for one time payment/deduction. Additional payments constitute additional wage elements which are not usually accounted for in every payroll period. Header: 1 1 This area contains all the information about Personal Administration which are not modifiable. The period applied to Additional Payments and Deductions can not be issued beyond the contract expiry date. 35

Payroll Infotype 0015 Additional Payments Description IT0015 Additional Payments: The main purpose of this infotype is to allow the creation and maintenance of additional payments. This infotype is mainly used for one time payment/deduction. Additional payments constitute additional wage elements which are not usually accounted for in every payroll period. 2 Additional Payments: This area contains the main information about the payment or deduction. Wage Type: Type of deduction/payment for the employee per pay period. Amount: Amount of deduction or payment. Number/Unit: Number of unit of deduction or payment. 2 36

Payroll Infotype 0015 Additional Payments Description IT0015 Additional Payments: The main purpose of this infotype is to allow the creation and maintenance of additional payments. This infotype is mainly used for one time payment/deduction. Additional payments constitute additional wage elements which are not usually accounted for in every payroll period. 2 Additional Payments: This area contains the main information about the payment or deduction. Date of Origin: The date the information was entered into the infotype. Default Date: Date of origin payment. Reason for Change: Reason for the deduction or payment. 2 37

Payroll Infotype 0015 Additional Payments Description IT0015 Additional Payments: The main purpose of this infotype is to allow the creation and maintenance of additional payments. This infotype is mainly used for one time payment/deduction. Additional payments constitute additional wage elements which are not usually accounted for in every payroll period. 3 Additional Fields: Exception Log Number: (EIC Number) EIC number identification for the additional payment. Required field to complete the additional payment. Note: For a step by step guide of Recurring Payments and deductions, please go to Additional Payments/deductions 3 38

Payroll Infotype 0045 Loans (Advance) Description IT0045 Loans (Advance): The main purpose of this infotype is to allow the creation, administration and perform of payroll advances for the different employees at the UN. 1 Header: This area contains all the information about Personal Administration. A Start date and End date is needed to create an Advance. However, the system automatically limits the validity period after the details of the record are created. 1 Note: You can change abbreviations and descriptions at a later time by editing object infotype records. However, you can not change an object s validity period in this manner. This must be done using the delimit option. 39

Payroll Infotype 0045 Loans (Advance) Description IT0045 Loans (Advance): The main purpose of this infotype is to allow the creation, administration and perform of payroll advances for the different employees at the UN. 2 Loan Identification: The advance types are stored as subtypes and every advance created gets a sequential number. The combination of advance type and sequential number makes it possible for the system to uniquely identify every advance. This makes possible to create several advances of the same type for an employee. 2 40

Payroll Infotype 0045 Loans (Advance) Description IT0045 Loans (Advance): The main purpose of this infotype is to allow the creation, administration and perform of payroll advances for the different employees at the UN. 3 Loan Identification: The fields that this area contain are: Loan Type: the actual options to select are: 0010 Salary Advance 0020 Travel Advance (TV) 0040 Rental Advance 0090 Education Grant Advance - CONV Sequence Number: Assigned internally within SAP Used to separate multiple loans of same loan type External reference no: Open field to add some references. 3 41

Payroll Infotype 0045 Loans (Advance) Description IT0045 Loans (Advance): The main purpose of this infotype is to allow the creation, administration and perform of payroll advances for the different employees at the UN. 3 Main Data: This area contains all the information about advance type. The advance infotype maintains 3 tabs of master data: Basic Data Conditions Payments 3 Note: However, payments and special repayments that were entered after the last payroll run are not taken into consideration in the advance balance. 42

Payroll Infotype 0045 Loans (Advance) Description IT0045 Loans (Advance): The main purpose of this infotype is to allow the creation, administration and perform of payroll advances for the different employees at the UN. 4 Basic Data Tab : In the Advance infotype (0045), this area contain all the basic data for a UN Advance. For example, the approval date and amount of the advance. The system also displays the advance balance. This data must correspond with all the advance infotype records. 4 43

Payroll Infotype 0045 Loans (Advance) Description IT0045 Loans (Advance): The main purpose of this infotype is to allow the creation, administration and perform of payroll advances for the different employees at the UN. 4 Basic Data Tab: The fields that this area contain are: Loan amount granted: Amount which is approved for loan/advance to the staff member. This is a required field. Loan amount paid: Generated after payroll processing is completed Total amount staff member has paid towards recovery of loan/advance Includes recovery payments made through payroll processing and recovery payments made outside of payroll process 4 44

Payroll Infotype 0045 Loans (Advance) Description IT0045 Loans (Advance): The main purpose of this infotype is to allow the creation, administration and perform of payroll advances for the different employees at the UN. 4 Basic Data Tab: The fields that this area contain are: Loan Balance: Net of amounts loaned/advanced to staff members less recoveries of loan/advance Balance is as of last payroll process As of Date Effective date of loan balance 4 45

Payroll Infotype 0045 Loans (Advance) Description IT0045 Loans (Advance): The main purpose of this infotype is to allow the creation, administration and perform of payroll advances for the different employees at the UN. 5 Conditions Tab: This area determines the repayment installment amount and the start date of the repayments. 5 46

Payroll Infotype 0045 Loans (Advance) Description IT0045 Loans (Advance): The main purpose of this infotype is to allow the creation, administration and perform of payroll advances for the different employees at the UN. 5 Conditions: The fields that this area contain are: Loan Conditions: For UN, always use Monthly Repayment Interest Rate For UN, this field will be blank Repayment Start: Enter any date within the month that first recovery payment is to be deducted from staff members payroll Repayment Installment: Enter the amount that should be deducted from each monthly payroll until full loan/advance amount has been recovered. 5 47

Payroll Infotype 0045 Loans (Advance) Description IT0045 Loans (Advance): The main purpose of this infotype is to allow the creation, administration and perform of payroll advances for the different employees at the UN. 6 Payments: This area contain all the payments that are made by UN or employee with regard to the advance. This includes outgoing payments, repayments and other payments. Subsequent changes to payments that have already been settled trigger retroactive accounting in Payroll. Note: You can change abbreviations and descriptions at a later time by editing object infotype records. However, you cannot change an object s validity period in this manner. This must be done using the delimit option. 6 48

Payroll Infotype 0045 Loans (Advance) Description IT0045 Loans (Advance): The main purpose of this infotype is to allow the creation, administration and perform of payroll advances for the different employees at the UN. 6 Payments: The fields that this area contain are: Loan Payment (external) This is the amount advanced to staff member This advance is made to staff member outside of the payroll process Loan Payment (payroll) This is the amount advanced to staff member This advance is made to staff member through the payroll process Is included as payroll advance to staff member based on effective date 6 49

Payroll Infotype 0045 Loans (Advance) Description IT0045 Loans (Advance): The main purpose of this infotype is to allow the creation, administration and perform of payroll advances for the different employees at the UN. 6 Payments: The fields that this area contain are: Special (additional) repayment (external) This is the amount that staff member has repaid to UN for recovery of advance This recovery is made to UN outside of the payroll process Special (additional) repayment (thru PY) This is amount of one-time additional recovery from staff member This recovery is made through the payroll process This recovery is in addition to the recurring monthly recovery. 6 50

Payroll Infotype 0267 Additional Off-cycle Payment. Description IT0267 Additional Off-Cycle Payment: The main purpose of this infotype is to allow the creation and maintenance of additional off-cycle payroll payments such as Salary advances and Travel advances which are not issued through regular payroll. The system requires the following specifications to be able to execute the payment: Important fields for Off-cycle PY process are: Off-Cycle Reason Payroll Type Payroll Identifier Payment Date of the off-cycle payroll 51

Payroll Infotype 0267 Additional Off-cycle Payment. Description IT0267 Additional Off-Cycle Payment: The main purpose of this infotype is to allow the creation and maintenance of additional off-cycle payroll payments such as Salary advances and Travel advances which are not issued through regular payroll. 1 Header: This area contains all the information about Personal Administration which are not modifiable. Off-cycle payments can not be issued beyond the contract expiry date. 1 52

Payroll Infotype 0267 Additional Off-cycle Payment. Description IT0267 Additional Off-Cycle Payment: The main purpose of this infotype is to allow the creation and maintenance of additional off-cycle payroll payments such as Salary advances and Travel advances which are not issued through regular payroll. 2 Additional Off-cycle Payments: The fields that this area contain are: Wage type Amount or Number/Unit (according to the wage type). The system checks the combination entered. Amount Currency Amount of payment. The system automatically generates the currency according to the employee s Duty Station. However, it is possible to modify this value. 2 53

Payroll Infotype 0267 Additional Off-cycle Payment. Description IT0267 Additional Off-Cycle Payment: The main purpose of this infotype is to allow the creation and maintenance of additional off-cycle payroll payments such as Salary advances and Travel advances which are not issued through regular payroll. 2 Additional Off-cycle Payments: The fields that this area contain are: Number/Unit Number of unit of payment. Payment Date: Enter the date that recovery payment is to be deducted from staff members off-cycle payroll. Reason for Change: Reason for payment or for master data change 2 54

Payroll Infotype 0267 Additional Off-cycle Payment. Description IT0267 Additional Off-Cycle Payment: The main purpose of this infotype is to allow the creation and maintenance of additional off-cycle payroll payments such as Salary advances and Travel advances which are not issued through regular payroll. 2 Additional Off-cycle Payments: The fields that this area contain are: Off-cycle reason: Specify the reason for off-cycle payment, which is not mandatory. Payroll Identifier: Indicator used to distinguish between different off-cycle payroll runs created on the same day. 2 55

Payroll Infotype 0267 Additional Off-cycle Payment. Description IT0267 Additional Off-Cycle Payment: The main purpose of this infotype is to allow the creation and maintenance of additional off-cycle payroll payments such as Salary advances and Travel advances which are not issued through regular payroll. 2 Additional Off-cycle Payments: The fields that this area contain are: Payroll type: Feature used by the system to recognize which of the following payroll runs should be executed: Payroll run for bonus payments or absences (type A) Correction run due to a change in master data (type B) Payroll run for payments from the Payroll Results Adjustment infotype (0221) (type C) Payroll run for supplemental payments within function Multiple Checks in One Cycle (type S) 2 Note: For a step by step guide of Additional Off-cycle payment, please go to Salary Advance (Off-cycle). 56

Module 2 Summary The key points covered in this module are: Elements that constitute the Payroll Master Data Maintenance Payroll main Objects and Infotypes 57

Agenda Course Introduction Module 1: Umoja Payroll Overview Module 2: Master Data Module 3: Advance Recovery Module 4: Advance Payment Module 5: Recurring Payments/ Deductions and Additional Payment Course Summary Course Assessment Course Survey 58

Module 3 Objectives After completing this module, you will be able to: Explain correction and master data maintenance concepts Identify and confirm advance recoveries Check all the personal Advance of a Non-Staff and Staff member Create an Advance recovery manual process 59

Salary Advance HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Recovery Display Recovery HR Executive office will start a request process to create an Advance Salary. PY Master Data Maintenance starts the process. The monthly advance payment process for the PY Master Data Maintenance role will be: Check the advance report. Introduce new recoveries or change recovery payment amounts. Payroll will discount from the total salary amount all the advance payments per employee. Staff members and HR Assistants will have access to execute the Planned Recoveries Report (ESS). 60

Salary Advance : Advance HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery The advance process is completed by Umoja in two ways: Master Data Maintenance (PA30) IT0045 Loans: For normal payroll advance. IT0267 Additional Off-Cycle Payments: For off-cycle advance, external payments. Automatic: Mass advance upload process: IT0045 Loans (Advance) IT0267 Additional Off-Cycle Payments (Off-cycle advance, External payments) 61

Salary Advance: Options Prerequisites for the Salary Advance process (IT 0045 IT0267): Staff Member or Non-Staff Member should be in the system and has an Index Number assigned. Staff Member or Non-Staff Member should have complete information in the following infotypes: IT0000 Actions IT0001 Organizational Assignment IT0006 Addresses IT0007 Planned Working Time IT0008 Basic Pay IT0009 Bank Details 62

Salary Advance: Steps The step to review all the Payroll Master Data information of an employee is: 1. 1 Enter the transaction (t-code) in the SAP Menu: a) PA20 to display the staff and non-staff members advance information. b) PA30 to create, modify or cancel staff and non-staff members advance data. 1 63

Salary Advance: Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery The steps to review the Advance and the advance payments of a Staff / Non-Staff member are: Enter PA20 in the Command field 1 Click to continue 2 HR Maintain Data screen is displayed. 3 64

Salary Advance: Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery Display Salary advance: 1. 4 Enter the Personnel No 2. 5 Select the Payroll Data tab to access to the Payroll infotypes. 3. 6 Enter the appropriate dates in the Period 4. 7 Enter Infotype: 0045 Loan (Advance) 1. 8 Subtype: Select Advance type: 0010 Salary Advance 0020 Travel Advance (TV) 0040 Rental Advance 0060 Overpayment 0080 Tax Overpayment 5. 9 Click to review Advance information 9 4 5 6 7 8 65

Salary Advance: Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery The steps to create an Advance are as follows: 1 Enter PA30 in the Command field 2 Click to continue 3 HR Maintain Data screen is displayed. 66

Salary Advance: Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery Salary advance (Recovery): 1. 4 Enter the Personnel No 2. 5 Select the Payroll Data tab to access to the Payroll infotypes. 3. 6 Enter the appropriate dates in the Period 4. 7 Enter Infotype: 0045 Loan (Advance) 1. 8 Subtype: Select Advance type: 0010 Salary Advance 0020 Travel Advance (TV) 0040 Rental Advance 5. 9 Click to create an Advance 9 4 5 6 7 8 67

Salary Advance: Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery 10 3. Sequence Number 11 4. Enter the total amount 12 5. Enter the currency 12 13 6. 5 Enter the Date requested 10 13 11 5 12 Note: The system generates a Sequence Number per Loan type associate to the staff member. 68

Salary Advance: Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery 14 5. Click on Condition Tab 15 6. Advance Condition: There are only one selection available : Monthly Repayment 16 7. Repayment Start: This is the starting date for the recovery. If the repayment is going to be delayed for a while, it is possible to change the start date. 15 14 16 69

Salary Advance: Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery 17 7. Enter the payment amount per month: Amount that the staff member should regularly pay to complete the advance. 18 7. Payment currency. 17 18 70

Salary Advance: Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery 8. 1 Click on Payment Tab. 9. Payment: 2 Date is the Payment date. Kinds of payment: Payments: For advance recovery payments. Special Repayment: For no regular advance recovery. Special Advance Repayments are optional and they create an extra recovery payment 2 10 71

Salary Advance: Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery 8. 2 Payment: Payment : Payroll cycle. Off-cycle: When this process is chosen, it creates IT0267 Additional Off-cycle Payment. External: Cash. 2 Note: To start the advance calculation in Payroll, the Payment tab must be completed with any of the Payment Type: Advance Payment. 72

Salary Advance: Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery Note: A B C Increase the advance Create a recovery type: Special Repayment Cancel the recovery Delete the recovery with Lock recovery with Modify the recovery A. Copy B. Modify C. Delete Modify the actual amount with 73

Salary Advance: Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery Finally when the PY Lead or runs the Payroll the repayment will be discounted from the total advance. (This action is not a PY Master Data Maintenance role action) Transaction Code: PC00_MUN_CALC 74

Salary Advance: Change recovery payment amount HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery Case: Change recovery payment amount per month 75

Salary Advance: Change recovery payment amount per month HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery To modify the month recovery payment amount in a current Advance, it is necessary to create a copy of the actual Infotype record. 1. 1 Enter the Personnel No 2. 2 Select the Payroll Data tab to access to the Payroll infotypes. 3. 3 Enter the appropriate dates in the Period 4. 4 Enter the Infotype: 0045 Loan (Advance) 1. 5 Select the Subtype. 5. 6 Click to review Advance information 1 6 2 3 4 5 76

Salary Advance: Change recovery payment amount per month HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery 1. 7 Select the entry that needs modification. 2. 8 Click Copy 8 7 77

Salary Advance: Change recovery payment amount per month HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery 1. 7 Go to the Condition Tab and complete with the new information. 2. 8 Change the Repayment Instl. Amount for the new one. 3. 9 Modify the Start Date. This will be the start date for the new Monthly repayment amount. 10 4. Click to save. 9 7 8 78

Salary Advance: Change recovery payment amount per month HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery Finally, the new entry is created with a different monthly payment. Note: The end data in the first row is close to the day before the new entry. After the new entry the final End date changes due to the fact that the repayment will take more to be completed than before. 79

Salary Advance: Different payment options HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery Different payment options. 80

Salary Advance: Different payment options HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery Payment types: Advance Payments (Recoveries): An advance recovery must be processed prior to the payment. Special Advance repayments: Special Advance Repayments are optional and they create an extra recovery payment. 81

Salary Advance: Change recovery payment amount per month HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery Finally, the new entry is created with a different monthly payment. Note: The end data in the first row is close to the day before the new entry. After the new entry the final End date changes due to the fact that the repayment will take more to be completed than before. 82

Salary Advance: Change recovery payment amount per month HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery Finally, the new entry is created with a different monthly payment. Note: The end data in the first row is close to the day before the new entry. After the new entry the final End date changes due to the fact that the repayment will take more to be completed than before. 83

Salary Advance: Calculate End Date HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery Calculate End Date Enter the total payment and click Calculate End Date to generate an end date in the Infotype. It will be the end payment date. 84

Salary Advance: Advance Payment and Special payment HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery Example of Payment types: Advance payment (Payroll). Advance payment + Special repayment. Note: When Payment is added in the infotype, the End data\e changes to the date the total amount is recovered. If a Special payment is added, the End date will be sooner as recalculated by the system. 85

Salary Advance: Advance Payment (Off-Cycle) HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery Payments type: Payment (Off-cycle): If the payment or repayment is Offcycle, once the advance payment or repayment is saved, then the system will automatically re-direct to: IT0267 Additional Off-Cycle Payment. 86

HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery Delete recovery. 87

Salary Advance: Delete recovery HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance Payment Payroll Discount Display Recovery To delete an Advance recovery, it is necessary to delete two infotype records: First, the record of IT0078 (Loan Payments) Second, the record of IT0045 (Loan) To delete, select the specific record and click to delete. 88

Module 3 Summary The key points covered in this module are: Correction and master data maintenance concepts Identification and confirmation of advance recoveries Checking of all the personal Advance of a Non-Staff and Staff member Creation of an Advance recovery manual process 89

Agenda Course Introduction Module 1: Umoja Payroll Overview Module 2: Master Data Module 3: Advance Recovery Module 4: Advance Payment Module 5: Recurring Payments/ Deductions and Additional Payment Course Summary Course Assessment Course Survey 90

Module 4 Objectives After completing this module, you will be able to: Explain correction and master data maintenance concepts. Identify and confirm advance payments. Create an Advance payment process. 91

Salary Advance (Off-cycle): Payment Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance (Off-cycle) Off-cycle Payroll Payment Display Recovery Salary Advance (Off-cycle): Steps 92

Salary Advance (Off-cycle): Payment Steps The step to review all the Payroll Master Data information of an employee is: 1. 1 Enter the transaction (t-code) in the SAP Menu: a) PA20 to display the staff and non-staff members off-cycle advance information. b) PA30 to create, modify or cancel staff and non-staff members off-cycle advance data. 1 93

Salary Advance (Off-cycle): Payment Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance (Off-cycle) Off-cycle Payroll Payment Display Recovery The steps to create or maintain the off-cycle Advances and recovery schedules are: 1 Enter PA30 in the Command field. 2 Click to Continue. 3 HR Maintain Data screen is displayed. 94

Salary Advance (Off-cycle): Payment Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance (Off-cycle) Off-cycle Payroll Payment Display Recovery Salary Advance (Off-cycle): 1. 1 Enter the Personnel No. 2. 2 Select the Payroll Data tab to access to the Payroll infotypes, if necessary. 3. 3 Enter the appropriate dates in the Period. 4. 4 Enter the Infotype: 0267 Additional Off-cycle Payment. 1. 5 Subtype: Select the appropriate subtype. 5. 6 Click to create an Advance. 6 1 2 3 4 5 95

Salary Advance (Off-cycle): Payment Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance (Off-cycle) Off-cycle Payroll Payment Display Recovery 1. 7 Wage type is the Subtype of the infotype. 3. 8 Enter the amount and currency of payment. 4. 9 Payment Date: This is the date of the recovery. The payment date is modifiable up to the off-cycle payroll run date. 7 8 9 96

Salary Advance (Off-cycle): Payment Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance (Off-cycle) Off-cycle Payroll Payment Display Recovery 10 1. Select an Off-cycle reason. 11 2. Select the Payroll Type. 12 1. Click to create an Advance. 10 11 97

Salary Advance (Off-cycle): Payment Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance (Off-cycle Off-cycle Payroll Payment Display Recovery 1. 1 Enter the transaction (t-code) in the SAP Menu: a) PUOC_UN to generate an off-cycle payment. 1 98

Salary Advance (Off-cycle): Payment Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance (Off-cycle Off-cycle Payroll Payment Display Recovery The steps to generate off-cycle payment for recoveries advance are: 1 Enter PUOC_UN in the command field to generate an off-cycle payment. 1 2 Click to Continue. 3 Off-cycle Workbench screen is displayed. 3 99

Salary Advance (Off-cycle): Payment Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance (Off-cycle Off-cycle Payroll Payment Display Recovery 1. Enter the Personnel No. 3 2. 4 Select the Payroll tab to generate the off-cycle payment. 3 4 100

Salary Advance (Off-cycle): Payment Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance (Off-cycle Off-cycle Payroll Payment Display Recovery 4 1. Enter the correct Off-cycle reason. 2. 5 Enter the correct Payment Date. 1. 6 Check the payment information. 2. 7 Start the off-cycle payroll process for the employee. 4 5 7 6 101

Salary Advance (Off-cycle): Payment Steps HR Executive Office PY Master Data Maintenance PY Administrator Staff Member / Non-Staff Member Salary Advance Request Advance (Off-cycle Off-cycle Payroll Payment Display Recovery 8 1. Check the payment results generated. 2. 9 If the results are correct, click Save to process the payment. 8 9 102

Simulation Activities Throughout this training, users will have the opportunity to conduct activities in the form of simulations. Simulations are interactive recordings of the Umoja system used to help facilitate a hands on learning experience. The simulation links are provided on the corresponding activity slides. Users can access simulations in three different modes: Show me: Users view a video of an entire transaction being conducted. Let s do it together: Users will be prompted to input data at key points during the transaction (recommended). Try it: Users can complete an entire transaction on their own, with no additional instructions provided. 103

Activity 1 Transaction Name: Maintain HR Master Data Transaction Code: PA30 Scenario: Create an Advance Salary with off-cycle payment. Link to the uperform simulation: Advance Salary 104

Module 4 Summary The key points covered in this module are: Correction and master data maintenance concepts Identification and confirmation of advance payments Creation of an Advance payment process 105

Agenda Course Introduction Module 1: Umoja Payroll Overview Module 2: Master Data Module 3: Advance Recovery Module 4: Advance Payment Module 5: Recurring Payments/ Deductions and Additional Payment Course Summary Course Assessment Course Survey 106

Module 5 Objectives After completing this module, you will be able to: Explain correction and master data maintenance concepts Identify and confirm recurring payments/deduction and additional payments Check all the recurring payments/deduction and additional payments of a Non- Staff and Staff member Create a recurring payments/deduction and additional payments manual process 107

Payroll Master Data Maintenance The step to review all the Payroll Master Data information of an employee is: 1. 1 Enter the transaction (t-code) in the SAP Menu: a) PA20 to display the staff and non-staff members recurring payments/deductions or additional payment information. b) PA30 to create, modify or cancel staff and non-staff members recurring payments/deductions or additional payment data. 1 108

Recurring Payments/Deductions: Steps PY Master Data Maintenance PY Administrator Recurring Payments or Deduction Payroll Payment The steps to review the recurring payments/deductions of a Staff / Non-Staff member are: 1 Enter PA20 in the Command field 2 Click to Continue 3 HR Maintain Data screen is displayed. 109

Recurring Payments/Deductions: Steps PY Master Data Maintenance PY Administrator Recurring Payments or Deduction Payroll Payment Display Recurring payments/deductions: 1. 4 Enter the Personnel No 2. 5 Select the Payroll Data tab to access to the Payroll infotypes. 1. 6 Enter the appropriate dates in the Period 2. 7 Enter the Infotype: 0014 Recurring Payments /Deduction 1. 8 Subtype: Select Recurring Payments / Deduction type 3. 9 Click to review recurring payment/deduction information 4 9 5 6 7 8 110

Recurring Payments/Deductions: Steps PY Master Data Maintenance PY Administrator Recurring Payments or Deduction Payroll Payment The steps to create an recurring payment/deduction are as follows: 1 Enter PA30 in the Command field 2 Click to Continue 3 HR Maintain Data screen is displayed. 111

Recurring Payments/Deductions: Steps PY Master Data Maintenance PY Administrator Recurring Payments or Deduction Payroll Payment recurring payment/deduction: 1. 4 Enter the Personnel No 2. 5 Select the Payroll Data tab to access to the Payroll infotypes. 3. 6 Enter the appropriate dates in the Period 4. 7 Enter Infotype: 0014 Recurring Payments /Deduction 1. 8 Subtype: Select Recurring Payments / Deduction type 9 2. Click to create a recurring payment/deduction 9 4 5 6 7 8 112

Recurring Payments/Deductions: Steps PY Master Data Maintenance PY Administrator Recurring Payments or Deduction Payroll Payment 10 1. Enter amount and currency. In case of a Number or unit, complete the field under the amount. 10 4 113

Recurring Payments/Deductions: Steps PY Master Data Maintenance PY Administrator Recurring Payments or Deduction Payroll Payment 11 1. Enter the payment date. Start date of payment Start period of payment Interval in periods 12 2. Enter Exception Log Number EIC. All the payments or deductions must have an approval number. This number is recorded in the infotype record. HR Executive Office generates the EIC 13 3. Finally, save the record 11 12 114

Additional Payment: Steps PY Master Data Maintenance PY Administrator Additional Payment Payroll Payment additional payment: 1. 4 Enter the Personnel No 2. 5 Select the Payroll Data tab to access to the Payroll infotypes. 3. 6 Enter the appropriate dates in the Period 4. 7 Enter the Infotype: 0015 Additional Payments 1. 8 Subtype: Select Additional Payments type 2. Click to create additional payment 9 9 4 5 6 7 8 115

Additional Payment: Steps PY Master Data Maintenance PY Administrator Additional Payment Payroll Payment 10 1. Enter amount and currency. In case of Number or unit, complete the field under the amount area. 10 4 116

Additional Payment: Steps PY Master Data Maintenance PY Administrator Additional Payment Payroll Payment 11 1. Enter Exception Log Number EIC. All the payments or deductions must have an approval number. This number is recorded in the infotype record. HR Executive Office generates the EIC 12 2. Finally, save the record 11 117

Activity 3 Transaction Name: Maintain HR Master Data Transaction Code: PA40 Scenario: Create a recurring payment / deduction. Create an additional payment. Link to the uperform simulation: Recurring payment / deduction. Additional payment. 118

Module 5 Summary The key points covered in this module are: Correction and master data maintenance concepts Identification and confirmation of recurring payments/deduction and additional payments Checking of all the recurring payments/deduction and additional payments of a Non-Staff and Staff member. Creation of a recurring payments/deduction and additional payments manual process 119

Agenda Course Introduction Module 1: Umoja Payroll Overview Module 2: Master Data Module 3: Advance Recovery Module 4: Advance Payment Module 5: Recurring Payments/ Deductions and Additional Payment Course Summary Course Assessment Course Survey 120

Course Summary The key points covered in this course are: Identification of the different types of Master Data relevant for Payroll ing advances Creation, modification and management of recurring payments, deductions and additional payments 121

Agenda Course Introduction Module 1: Umoja Payroll Overview Module 2: Master Data Module 3: Advance Recovery Module 4: Advance Payment Module 5: Recurring Payments/ Deductions and Additional Payment Course Summary Course Assessment Course Survey 122

Course Assessment Now that you have completed all the modules in this course, you can test your knowledge by completing the Course Assessment. To receive credit for completing this course, you must pass this assessment with a minimum score of 90%. To complete the assessment you must return to the Learning Management System: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click the Start link of the course assessment 5. Click the Submit button once you have completed the assessment 123

Agenda Course Introduction Module 1: Umoja Payroll Overview Module 2: Master Data Module 3: Advance Recovery Module 4: Advance Payment Module 5: Recurring Payments/ Deductions and Additional Payment Course Summary Course Assessment Course Survey 124

Course Survey Your feedback is important to the continuous improvement of our training program. Please complete the evaluation for this course using the following steps: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click the Start link of the course survey 5. Click the Submit button once you have completed the course survey 125

Congratulations! You have successfully completed the PY Master Data Maintenance course. 126