Integrating Negative Time and Payroll
Normally any employee’s time data (esp Absence or Attendance) is processed in Time Evaluation. After accomplishing, Time Evaluation will automatically send these results into Payroll. Payroll driver will use these time information to compute employee’s salary. It’s standard SAP process. However, if using Negative Time Management and don’t have Time Evaluation (Time Schema), how can system calculate employee’s salary whenever employee raised leave request ( the absence can be Paid or Unpaid)? In Payroll schema, SAP support this case and it’s also standard SAP process
It’s be done by configuration. In SAP system, all absent list are stored and carefully specify which kind of absence is Paid or which one is Unpaid. Whenever employee raise a absence request, it’ll automatically impact information in Payroll schema.
As I am using standard Payroll Schema (X000 – International Personnel Calc. Schema for RPCALCX0 (International)), so I go directly configuration and will explain how is run. I don’t create new requirement by myself as usual. If you are clear these configuration, you can build a new one by yourself and fit your customer’s expectation. Now let’s start with steps below:
1. I have some Absence Types and configure Payment Data as below:
Using T-code SM30 / SM31 with Table View V_554S_G ( actually the table view is all contained in T554S, but I would like to specific one, so I just input *554S* and find many views, after that choosing Absence: Payment Data).
2. What’s the meaning of 01, 02 assigned to my Absence Types? ( only 2 Absence Type 1000 – Paid Leave & 1040 Leave Without pay will be used in the document).
Go to view V_T554C and input corresponding country grouping:
01 means Paid Leave, 02 otherwise is Unpaid Leave. So when employee raises Absence Type 1000, he has full salary, but Leave Without pay his salary will be deducted.
Now double click for every line, you can see the core configuration here:
with 01 – Paid Leave
with 02 – Unpaid Leave
Before going to testing, I will explain to you how SAP process it in Payroll Schema. If you have look at Relationship Time Evaluation and Payroll and understand, so don’t need to re-read this part again In Payroll Schema X000, sub-schema XAL9 will processing /801 in PCR XPPF, more detail it’s PCR
XPP1. Please look at picture below, I copied when running payroll with display log mode:
Their meaning are: (it’s SAP standard, you can find them by pressing F1 key or T-Code PDSY).
TSSOLL: Planned working time measured in working hours
TSAUxx : Unpaid absence measured in working hours => TSAU** (all kind of Unpaid absences, In my case I can change TSAU11, it’s still correct , because Counting class for absences with 02 – Unpaid Leave above it 11 )
TSDIVI : Total working time measured in working hours.
That’s all steps we need to configure
I have 1 employee with working time in Aug-2012 as below: 31 calendar days but only 22 working days (Thu & Fri are day off). So 31 – 9 = 22 working days.
1. Raise 1 Paid Leave in Aug-2012
Running Payroll in Aug-2012 and his basic salary in IT8 is 1000. And in this period he still gets full salary 1000 displayed in payslip
2. Raise 1 Leave Without pay in Aug-2012
Running Payroll and his employee is deducted:
It’s simple standard solution to link directly time data into Payroll schema. With easy or not complicated requirements, step by step configuration above will support you to implement customer’s expectations in SAP system.
Hope it’s useful!
Thanks for the document. This is very useful. It has brought new insight in to Time Management.
Really Brilliant Woddy
Madhave: you will be perfect in Time Management soon 😉 Just investigate and modify PCR and testing much 😉
Your documents are really useful for understanding schema & PCRs.
I request you to kindly write more blogs and articles on Time & Payroll Schema & PCRs.
I'm a regular follower of your posts. They are really informative and well explained.
Thanks Madhav! Hope you can control schema and pcr soon 😉
Yes I will arrange time to publicize more documents 🙂
Good Job Done Woody.
Dear Woody Nguyen,
Good document you shared keep on rocking.....!
Hi Vijay and Leelamohan,
Thanks for your comments.
I did everything you mentioned above but now nothing is coming in my salary slip. 🙁
You did some wrong or not fully configuration correctly. Don't say did EVERYTHING, as for sure you are missing some things. And a lot of info I didn't mentioned there, because the part must be clear first before controlling Payroll 😀
Maybe employee's work schedule has problem, or you have no idea about payroll schema structure & how to modify pcr. Or you are not familiar with payslip configuration.
Check carefully every step in configuration, you can find where you are missing soon.
Awesome one. really you showed a gateway in payroll. But my kind request,since you are master in payroll. would share more documents from the basic. taking standard schema and explaining the IT0008, 14, 15 , calculation how it gets processed etc?. you have showed us very good path in time. excepting the same in Payroll too.
Done already Sir I've mentioned in another documents Useful documents for Schema & PCR configuration part PY.
Of course some parts are very simple so it wastes time and is not necessary to document, as they are very simple. Just open schema and pressing F1 key or T-code PDSY, SAP provided all vital documents already or inside some SAP books. Alternative option, you can look for in SCN, some basic questions and had been answered already.
1st understand payroll schema structure, clear some key functions PIT, ACTION, IF, ect. Operations and PCR. You will control it soon.
thanks for your input. sure i will do more R&D on this , and please continue sharing the blogs which are really awesome and helpful for us.
Great blog! Very informative and helpful. Really helped me better understand the schema and positive negative time.
I am quite new to SAP HCM, hope you wouldn't mind I am asking a silly question.
Each month has different number of working days, 23, 22, 21, 20, 19 depend on if there are public holidays. So when employee take unpaid leaves, depend on the month, they will receive slightly different pays. See examples below. So even though employee take 2 days LWOP in Feb and another 2 days LWOP in Mar, he/she will receive different amounts.
Would most company accept this differences and are able to explain to employees why their pay is slightly different?
We had a manager wanting the LWOP unpaid salary to be exactly the same x number of days unpaid for every month.
You request is quite simply to be done in SAP.
1. configure your basic salary is not deducted by Absences.
2. Create new wage type to record Absence Deduction = Basic (e.g.) x number days of absence / constant.
The constant will be same for every month => so the deduction will be same if you one leave 2 days on Feb or Mar.
The requirement is very common: ee gets salary basing on total working day a month, if working days is not the same => rate for each day is not same.
All my customers (around 10 companies) share the same policy 😀
Hope you can control it soon.
1. configure your basic salary is not deducted by Absences.
I am referring to unpaid leave only (LWOP - Leave without pay). No issues with paid leave. Unpaid leave needs to be deducted from salary
We use ave monthly hours as the constant which is 164.67 hours per month. for partial month unpaid leave, a constant would work.
Problem is where here is a longer month, for example 172 hours actual/164.67 = employee took a full month unpaid leave, he/she would have a negative salary, a claim will be created.
For a shorter month, for example 152 hours, employee took full month unpaid leave, because 152 is less than the constant 164.67, employee will be paid for salary even tho he did not work.
It is unpaid leave that we are having issues with.
Would you be able to shed some light? Thanks again.
Thanks Woody for sharing