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Introduction

An Off-cycle workbench in SAP is a user interface that facilitates us to carry out off-cycle payroll and reversals. Off-cycle payroll runs are used to make payments to the employees outside the regular payroll run.  Unlike Regular payroll run, there is no fixed date to execute an off-cycle workbench. Off-cycle payment and be viewed via Results table and can be posted to G/L accounts.

It is recommended to use off-cycle workbench if executing for a single employee. Otherwise, it’s better to use the payroll driver (using Off-cycle reason) if intended to run for mass employees.

Note: The default payment method through off-cycle workbench is cheque and through payroll driver, it is bank transfer.

Off-cycle workbench a different component altogether and doesn’t affect regular payroll as such. However, off-cycle postings need to be done separately by using correct payroll type and payment date in postings and identifier, if used.

Example: If the current payroll period is from 01.04.2015 and 30.04.2015, and the pay date is 25.04.2015, then off-cycle payroll runs can be executed between 26.04.2015 and the date when the Payroll Control Record is released for the next payroll run.

Off-cycle payroll can be run for the following Reasons (not exhaustive):

  • Bonus payment
  • Correction Payment/ Late adjustments
  • Advance leaves
  • Late hire/ Retro termination, etc.
  • On demand/ Advance Salary

Advantages of running of an Off-cycle workbench

  • Off-cycle payroll run lets us adjust for all erroneous payroll
  • Bonus payment for a special occasion can be given to the employees in the mid of a payroll cycle. 
  • It allows us to carry out an immediate correction run
  • Payroll for several periods in advance. For ex, an employee is leaving  the company
  • Individual Off-cycle Payment Run can be run
  • Mass Off-cycle Payment Run

Prerequisites for running an off-cycle workbench:

  • The Payroll Control Record needs to be in the Exit Payroll stage
  • The off cycle run must be executed after the pay date of the regular payroll run.

Additional Off-cycle Payments Infotype(IT 0267):

This is the infotype in which additional wage details can be stored that are only used once or irregularly for off-cycle payroll. However, this infotype is not available in all countries.

IMG Navigation:

Activities like off-cycle reasons, setting up of variants etc. can be configured via following IMG path:

SPRO > Payroll > Payroll: Country > Off-cycle Activities

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Procedural Steps

Taking an example of Late Adjustment scenario to execute Off-cycle Workbench.

Scenario: Payroll had been successfully run and posted for a given employee (Payroll Country: Australia). Once the pay-period is exited, there is a payment adjustment (retroactive) done in IT-0015 for the employee in the exited pay period. So we run an off-cycle workbench to pay the late adjustment amount to the employee.

A. Successful regular Payroll run for a given pay period: 01.02.2015 to 28.02.2015. Payroll results available in RT table and effectively posted to Financial Accounting.

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B. Change the Payroll Control Record to Exit Payroll stage for the given pay period via transaction PA03

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C. Maintain a retroactive payment for the employee in IT-0015 for the exited pay-period via transaction PA30.

/wp-content/uploads/2015/04/4_691260.png

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D. Go to Off-cycle Payroll Workbench using Transaction PUOC_XX (where ‘XX’ denotes the country grouping to which the employee      belongs).

          For ex, If an employee is from India (Country Grouping: 40), the Transaction used is ‘PUOC_40’. Similarly, for Great Britain-           08, Australia- 13, New Zealand- 43 etc.

/wp-content/uploads/2015/04/6_691271.png

The first tab above shows the history of the payroll runs for the employee. Columns above represent the following:

  • Payment Date: This field contains the payment date for the payroll run.
  • Payment Reversed: This field shows up an icon when there is a payment reversed for the employee
  • Payment Replaced: This field shows up an icon when there is a payment replaced for the employee
  • Payment Information: Bank Transfer/Cheque information- Date, A/C no. etc.
  • Payment Method: Payment through Bank Transfer/Cheque/Cash etc.
  • Payment Number: The payment can either be made via cheque or by bank transfer. The content of this field displays the payment
    number and depends on the payment type.
  • Reason: Reason for Off-cycle payroll
  • Amount

E. Go to the next tab—‘Payroll’ /wp-content/uploads/2015/04/7_691273.png. Mention the payment date and select the off-cycle reason.

/wp-content/uploads/2015/04/8_691274.png

The EMD value refers to the Earliest Master Data change which can also be found in IT-003.

F. Run off-cycle payroll for the employee by clicking on ‘Start payroll’ button /wp-content/uploads/2015/04/1_691251.png

/wp-content/uploads/2015/04/2_691252.png

G. The late adjustment amount is appropriately calculated as above. Make sure the payroll run has been saved in order to be
updated in the results table. /wp-content/uploads/2015/04/3_691259.png

H. This can be generated in pay-slip and the results table. Use transaction PC_PAYRESULT.

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Emphasizing on the last two rows as below:

/wp-content/uploads/2015/04/5_691261.png

The first row denotes the regular payroll run during which the Off-cycle payroll has occurred.

The second row denotes the off-cycle payroll run.

  • Highlighted in red box and green box represent reason for off-cycle payroll—For period and In period respectively. In the screenshot above, this field for is blank for the first row (regular payroll); and has a value in the second row (offcycle payroll). 9001 is the customer specific reason code—can be maintained via table V_T52OCR.
  • Highlighted in blue box and white box represent Payroll type—For period and In period respectively. Here are the following options:
    • Blank: Regular Payroll
    • A: Payroll run for bonus payments or absences
    • B: Correction run due to a change in master data
    • C: Payroll run for payments from the Payroll Results Adjustment infotype (0221)
    • S: Payroll run for supplemental payments within function Multiple Checks in One Cycle
  • Highlighted in black box and yellow box represent Payroll identifier —For period and In period respectively. It is used to distinguish between different off-cycle payroll runs created on the same day.
  • The last column in the table (no highlight) represents Archiving Group that contains all global information for archiving HR accounting data

I. This can be further posted to G/L accounts for the employee.

Replace Payments

A payment is replaced in case:

  • An employee didn’t receive his payment through bank transfer.
  • The issued cheque is unusable by the employee.

Reverse Payment

Payroll results can be reversed for both regular and off-cycle run. The system reverses all payments that belong to the particular payroll run.

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9 Comments

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  1. ashok kumar

    Hi Mona,

      Very interesting and  Good Explanation and Nice documentation too.. Thanks for sharing such a informative Doc.

    Ashok

    (0) 
  2. Priya Gupta

    How can i do Mass employees payment for Regular Payroll on demand for employees I dont see any Regular Payroll Demand Payment Type reason to choose for executing payslip please help me out on this

    (0) 

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