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IDP – SAP SuccessFactors Employee Central: Managing Payroll Relevant Data Changes

This blog will provide an overview of the Implementation Design Principles(IDP) document – SAP SuccessFactors Employee Central: Managing Payroll Relevant Data Changes.

The IDP provides guidance on how to set up SAP SuccessFactors Employee Central for considering restrictions on payroll-relevant master data changes in a way that the necessary checks occur already during data input in Employee Central rather than during replication to payroll systems.

Introduction

When Employee Central is the system of record for employee data, it will replicate data and data changes to connected payroll systems. The payroll systems such as Employee Central Payroll or  SAP ERP HCM Payroll accept payroll-relevant master data changes with certain restrictions. Independent of the payroll system used, some common requirements to controlling the payroll-relevant data changes exist. These requirements translate into restrictions as to how and when payroll-relevant data can be changed in Employee Central.

It is important that Employee Central is set up with the same level of detail as the connected payroll system(s) when it comes to payroll-relevant data change restrictions. If this is not the case, Employee Central will accept and store master data changes which will be later rejected by the payroll system. These rejections will only become visible to IT users who are monitoring the replication interfaces. The data correction in Employee Central (by HR Admins) will for such cases result in ongoing operational overheads.

Now that we understand the restrictions on data changes have to be in place within Employee Central, the first step to realize is to have the payroll calendar information available in Employee Central and ensure it always stays in sync. This data will form the basis for applying the restrictions on data changes such as:

  • Ability to prevent certain master data changes to occur before the Pay Group “earliest date for retro-calculation”
  • Ability to prevent specific master data fields to be changed on dates other than 1st day of the payroll period.
  • Ability to prevent certain master data changes to occur before employee specific “earliest date for retro-calculation”.
  • Ability to restrict employee transfers to a different Pay Group for already accounted periods.
  • Ability to replicate certain master data changes during “payroll correction” period.

Pay Calendar Sync

Payroll administrators can use program PAOCF_EC_PAY_CALENDAR_INFO (Export Payroll Calendar Dates) in SAP ERP HCM system or program RP_HRSFEC_PAY_CALENDAR_INFO (Export dates for Employee Central Pay Calendar) in SAP SuccessFactors Employee Central Payroll system to download the pay calendar details, in a format which is compatible(.csv) for Employee Central Pay Calendar foundation object.

Downloaded calendar details (Employee Central compatible formatting may be required)

This file can then be loaded into Employee Central Pay Calendar-Pay Period object via “Import and Export Data”:

The results of the import can be seen in transaction Manage Data by accessing the Pay Calendar details

For third party payroll systems, the pay calendar details need to be extracted with native tools and transformed into Employee Central compatible data file to be able to perform the data import shown above.

Lastly, the payroll admin should ensure any changes done to the pay period dates in the payroll system should also be transitioned to Employee Central Pay Calendar object.

For the solutions of the other requirements (restrictions) mentioned above, refer to the IDP document here.

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