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of 26 NSW Department of Education How Do I Guide | SAP Employee Level Salary Cost Report Version 2.0 February 2019

SAP Employee Level Salary Cost Report – How Do I Guide

Introduction This guide provides information for schools about the SAP Employee Level Salary Cost Report (SAP ELSCR), including:

• What information it contains and how it can be used • How the SAP ELSCR relates to other SAP reports. • Key points to note • Filters and columns available • Information about key fields and • Glossary of terms

The guide assumes the user has a working knowledge of SAP.

Where relevant, links are provided to related guides and information to assist users to fill knowledge gaps.

Each of the examples provided start at the report’s default view and then step through the filters available to display the information required.

Important Notes Re WBS IO cost allocations:

• If the WBS/IO Payroll Coding Solution is used to reallocate staffing costs, the reallocations will appear in the SAP ELSCR report.

• Alternatively, the SAP ELSCR can be used to identify staffing costs to manually journal the reallocations to WBS or IOs. Note: Journal entries are not displayed in the SAP ELSCR

• Refer to Appendix 1 for a diagram that illustrates the key difference in Journaling V WBS IO – Payroll Coding Solution.

The SAP ELSCR report is similar to the Employee Level Salary Cost Report (ELSCR) that sources its information from the legacy systems PEPS and CEPS. Due to the different data sources the two reports present salary cost information using different fields (columns).

For schools that have one or more employee/s that transitioned to SAP in a different Release to the rest of the school, a review of both reports is necessary to ensure all employees are captured. It may be necessary to run the respective reports for the entire


year. For example, a Release 4 school has an employee that also works in a Release 3 school. That employee would have transitioned to SAP HR in Release 3. Therefore the Release 4 School will need to run both the ELSCR and the SAP ELSCR. To understand the differences refer to the document What's Changing - Employee Level Salary Cost Report to SAP Employee Level Salary Cost Report located on the HR Payroll Program Training intranet page.

Note: for privacy, in screenshots the school name, employee name and ID have been changed or masked.

Audience For privacy reasons access to this report is restricted to the following staff designations in schools: Principal, Assistant Principal, Deputy Principal, Executive Principal, School Administrative Manager and Business Manager.

Business Considerations

The SAP ELSCR is one of a suite of reports available in SAP to help schools manage its operations: • It combines information from several sources in SAP including timesheets, payroll, finance and the WBS/IO Coding Solution • It provides details on staffing costs charged to schools at individual employee level - for the selected period.

Using various filters and columns, the report can be customised to view specific information. For more information refer to the section Using Filters and Columns, later in this guide.

What you can use the SAP ELSCR for?

The SAP ELSCR can be used for several functions, here are some examples

• Ensuring that your school has been charged correctly for staff working in the school in the selected period • To view cost allocations entered via the WBS IO Payroll Coding Solution • Identifying costs to be reallocated manually via a Standard Journal to a Work Breakdown Structure (WBS), an Internal Order

(IO) or a different cost centre. • To view casual staff costs that have Reason Codes (Premium ID) entered in a casual employee's timesheet. • Viewing staffing costs by Employee group such as casuals, permanent or temporary • Viewing staffing costs for leave taken (Absence Types). For example FACS leave.

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• Default view: When the report is run, the default view displays values for the previous calendar month. For example, if you run the report on 25 September 2018, it displays values for the month of August 2018. How to change the date range is covered in this guide

• Standard costs: Costs are calculated at standard cost for permanent and temporary staff. However, temporary staff employed using school and community source funds and casuals are charged at actual costs

o For more information refer to the Local Schools Local Decisions intranet page on Standard Cost.

• Accrual accounting: SAP uses accrual accounting to record costs in the month they occur. Accrual entries are system generated after the second payroll period each month. The accrual entries are reversed on the 1st of the following month:

o When identifying costs to be journaled, this must be done after the final payroll period for the month has been processed to ensure the accruals are included in the cost

o For example, the second payroll period (PP) in August 2018 (PP 04/2018) ended on Thursday, 23 August 2018. SAP created an accrual entry for the period 24-31 August 2018. On 1 September 2018 a reversal entry was created

o The column ‘SAP Document Type’ can be added to the report, to display document type ‘PA’ that shows the value of the accrual entry and the reversal entry. Both entries are posted on 1st of each month.

• Accounting notation: The report uses accounting notation i.e. a credit value is displayed in brackets ( )

Tasks This guide includes information on the following tasks and related material: SAP Employee Level Salary Cost Report – How Do I Guide .......................................................................................................... 1 Using Filters and Columns ............................................................................................................................................................ 5 How do I Change the Report Period? .......................................................................................................................................... 10 How do I Check if My School has been Charged Correctly for Salary Costs? ................................................................................ 13 How do I View WBS and IO Allocations (Entered in the WBS IO Payroll Coding Solution)? .......................................................... 15 How do I Identify Employee Salary Costs to Journal Cost Allocations to WBS and IOs ................................................................. 18 How do I Identify Employees with a Reason Code (Premium ID) ................................................................................................. 21 Appendix 1 | Cost Allocations Options - Journaling v WBS IO Payroll Coding Solution ................................................................ 24 Glossary (Source: Schools Finance intranet) ............................................................................................................................... 25

https://education.nsw.gov.au/local-schools-local-decisions/resource-allocation-model/standard-cost


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Accessing the SAP Employee Level Salary Cost Report

Click SAP PORTAL (NEW) from the Staff Portal

Click the Reports tab

Click SAP Employee Level Salary Cost Report.

This is the default view for this report.

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9999999 DOE, JANE 0000 Smart PS


Using Filters and Columns

Filters and columns are used to display specific information in your report. Examples of commonly used filters are highlighted below • Absence Types: Displays leave types for permanent staff. Previously (in PERS) the Expenditure Type showed Sick leave, Hours Type showed Leave and

higher duty values • Effective Payroll Date: Displays the individual daily costs by permanent and temporary employees (equivalent of the Document date in the ELSCR).

o ** Currently the report does not display individual daily costs for casual employees. A change request is underway to make this enhancement. • Employee Surname, First name: Displays details for one or more selected employee/s • Employee Group: Categorises employees into groups that have similarities in conditions and working patterns. Examples: C = Casual, P = Permanent • Order: Displays cost allocations to internal orders entered via the WBS IO Payroll Coding Solution • Premium ID (Reason code): Displays the selected premium IDs provided that a reason code is entered into a casual’s timesheet or a temporary

employee’s additional hours timesheet • WBS Element: Displays cost allocations to WBS elements entered via the WBS IO Payroll Coding Solution


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Adding and Removing Columns When you add or remove a column, the positioning is important as it affects the sorting and sub-totalling.

• The column on the far left is the first level of sorting and provides a grand total, for example the school code. • The next column/s to the right provides another level of sorting and sub-totalling, for example Employee Number.

In this example, we will add the Absence Type to the right of School Code. Note the change in the way the report sub-totals.

Click the Filters button in the options panel in the top right of the screen.

Click and drag the Absence Type filter into the report, until the solid black line appears then release mouse.

In this example, Absence Type is positioned to the right of the School Code column.

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0000 SMART PS 9999999 DOE, JANE

9999989 MITCHELL, SALLY

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The Absence Type column has altered the presentation of the report. It displays all employees based on the type of absence.

Suppressing Display of Weekend Dates A recommended setting option for SAP ELSCR is to suppress (not display) weekend dates. This is a one-off setting change.

i In this example, 1/9/2018 is a Saturday that we suppress. 1

Click Settings

9999995 LEWIS, TOM

9999989 MITCHELL, SALLY

9999999 DOE, JANE 0000 SMART PS

0000 Smart PS 9999999 DOE, JANE i

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Select the Data Provider tab

Untick the “Key Figures” As Group Apply Zero Suppression Only if All Elements Are 0 (on right side of the screen).

Click the drop down arrow for Apply Suppression to Rows

Select Active: Remove Row When Totals= 0

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Click Apply.

The report will recalculate

Click X to close settings

The report will now not display weekend dates.

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How do I Change the Report Period?

When the SAP ELSCR is run, the default view displays employee level details of salary costs, sub-totalled by employee for the previous calendar month.

For example, if you run the report on 28 August 2018, it displays values for the month of July 2018.

This is the default view for Smart Public School. In this example, the report is run on 28 September 2018 so it defaults to August 2018. In the following steps, we will change the report period to the month of September 2018.

Click Show Variable Entry Screen.

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1 Click Filters to open the filters panel.

1 0000 SMART PS 9999999 DOE, JANE

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3 Click the Calendar month match code box.

4 Select the From date match code box

5 Select the Calendar year / month. In this example Sep 2018 is selected.

3 6 Select the To date match code box

7 Select the Calendar year / month.

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8 8 Select OK.

NSW Department of Education How Do I Guide | SAP Employee Level Salary Cost Report Version 2.0 11 February 2019 of 26


The Calendar Month /Year has been changed.

Select OK and the report will be updated.

The report has been updated with figures for the month of September 2018.

i DOE, JANE 9999999 0000 SMART PS

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10 Click the X to close the Filters panel.

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1 Click the Filters button.

1 0000 SMART PS 9999999 DOE, JANE

How do I Check if My School has been Charged Correctly for Salary Costs?

The SAP ELSCR is designed to provide detailed salary related information charged to your school at individual employee level. The default view of the report provides many of the columns you will need to confirm that the school has been charged correctly. However you may add or remove columns as required and also utilise filters to focus on specific parts of your business.

In this example, we will check who has been charged to the school by Employee Group.

The default view is for September 2018 since the report in run in October 2018.


Click and drag the Employee Group filter into the report- to the right of the School Code column.

The report will recalculate and automatically sort and sub-total by employee group. You can then proceed to check each employee to ensure the school has been correctly charged.

Click the arrows at the bottom of the page to go to the end of the report for the grand total of costs charged to the school for the period.

9999992 CLAMPETT, JED

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9999993 WESTWOOD, CLINT

9999994 DREAM, JAMES

9999990 RIDGE, SUE

0000 Smart PS

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How do I View WBS and IO Allocations (Entered in the WBS IO Payroll Coding Solution)?

The SAP ELSCR can display cost allocations to WBS and IOs, providing that the allocation were entered into the WBS IO Payroll Coding Solution for the selected period.

Note: You can check when a WBS IO allocation was made or changed by viewing the WBS IO Allocation Change History report in MSS or SDS.

In this example, the default view is for August 2018. We will firstly view all WBS allocations, then focus on a single WBS and view casual employees charged to WBS RSP/000051-17 RAM Aboriginal Background.

Click the Filters button in the options panel.

Click and drag the WBS Element filter into the report – to the right of Payscale Area Position

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0000 Smart PS

9999990 RIDGE, SUE

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The report will recalculate and display WBS allocations by employee.

9999993 WESTWOOD, CLINT

9999994 DREAM, JAMES

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To select a single WBS Element:

Click the WBS Element filter drop down arrow and select Edit.

Select the WBS Element/s. In this example, RSP/000051-17 is selected

Click Add

Click OK.

The report will recalculate and display results for the WBS Element.

To select a single Employee Group:

Click the Employee Group filter drop down arrow and select C Casual.

The report will recalculate.

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_Smart PS 000051-17

_Smart PS 000051-17

_Smart PS 000051-17

5 _Smart PS 000051-17

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The report will recalculate to display only casual employees that have been allocated to WBS RSP/000051-17 RAM Aboriginal Background, for the month of August 2018.

Note: If you cannot see a WBS allocation that you expected to see:

1. Confirm that you have selected the correct period 2. Check that the allocation/s was entered correctly into the WBS IO Coding Solution by the cut off for that payroll period. [Go to MSS or SDS>WBSIO>

WBS IO Allocation Change History report] 3. If the allocations were not entered in time or the incorrect WBS IO was entered, a Standard Journal entry is required to make the cost allocation to

the WBSIO. Refer to the next section How do I Identify Employee Salary Costs to Journal WBS and IO Cost Allocations 4. If the allocations were entered correctly on time and they cannot be displayed in the SAP ELSCR, contact EDConnect on 1300 32 32 32.

Click and drag the Employee Group filter into the report – to the right of Payscale Area Position.

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0000 SMART PS 9999999 DOE, JANE Smart PS

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9999988 JONES, JAMES Smart PS

9999985 DEE, MILLY Smart PS

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How do I Identify Employee Salary Costs to Journal Cost Allocations to WBS and IOs

Schools have the ability to allocate salary costs directly to an internal order or WBS by the use of the WBS IO Payroll Coding Solution. When this solution is not utilised by the school and salary costs need to be allocated against a WBS or an internal order, a standard journal will need to be processed.

The processing of these journals will ensure the WBS and internal order balances are reflected correctly within the SAP reporting. This is particularly important for Funded Programs (WBS) as these year end balances become the opening balance for the new financial year.

For instructions on preparing a journal entry, refer to the SAP Payroll HR Program intranet site, WBS IO Resources - document: Journaling Salaries for Staff Aligned to a Funded Program (WBS) Or Activity (IO) in SAP HR (2018).

Journaling salary cost allocations to a WBS or IO is only necessary if:

• The costs were not allocated using the WBS IO Payroll Coding Solution (In MSS or SDS)* or • You are correcting an error in a cost allocation that was made in a prior payroll period.

* Note: The WBS IO Payroll Coding Solution does not allow cost allocations to prior payroll periods. If you missed the cut off to enter cost allocations for a payroll period, you will need to process a journal to record the cost allocations manually.

This example, starts with the default view for the month of August 2018.

We want to identify the cost of a specific permanent employee, Tom Lewis, to create a journal to transfer the cost to WBS RSP/000051-17 RAM Aboriginal Background.


Click Employee Surname drop down arrow and select Edit.

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Select the Employee name you are looking for.

Click Add

Click OK


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LEWIS, TOM

LEWIS, TOM

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Click and drag the following filters into the report - in the following order. The report will recalculate after each column is added:

Employee Group - to the right of Employee Surname, First Name

SAP Document Type (optional) – to the right of Employee Group, if you wish to identify Payroll Postings (PY) from Accrual Postings (PA)

• The report uses accounting notation i.e. a credit value is displayed in brackets ( ) • For more information about accrual accounting, refer to the earlier section ‘Business Considerations - What you need to be aware of? (Key points)’

The report displays sub-totals for each SAP Document Type.

In this example, the total salary cost for this employee for the month is to be reallocated. Therefore, the amount to be journaled is the bottom Result = $6624.08 as it includes the payroll amounts plus the accrual amount.

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9999995 LEWIS, TOM 0000 Smart PS

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How do I Identify Employees with a Reason Code (Premium ID)

In the SAP ELSCR report, the ‘Premium ID’ column displays the ‘reason code’ providing that one is entered during the casual timesheet entry process.

A reason code may be useful for reporting purposes to record why a casual was employed. For example, to report all casuals employed on behalf of third parties such as NESA or to track the number of days a casual was required to replace employees on sick leave.

In this example, the school is interested in identifying the number of days a casual has been employed due to sick leave, FACS or carer’s leave relief costs.

The reason codes/premium IDs are: 1042 Sick leave – Teaching and 1046 Sick leave SASS, GA, FA.

Note: Premium ID 9999 indicates a reason code has not been assigned.

The example, starts with the default view for the month of September 2018.


Click Employee Surname drop down arrow and select Edit.

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Select the Premium ID/s (reason code/s) required. In this example, 1042 and 1046 are selected

Click Add

Click OK


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Click and drag the following filters into the report columns, in the following order. The report will recalculate after each column is added:

Employee Group to the right of Employee Surname, First Name

Premium Text– to the right of Premium ID

The report displays sub-totals for each Employee and Premium ID for the selected period. The Hours Paid Day column, displays sub-totals for each payroll period.

As noted previously, this report is currently being modified to display specific days/hours worked by casual staff.

9999997 MAC, MARY

9999999 DOE, JANE

7 6 9999998 COPPER, ALICE 0000 Smart PS

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Appendix 1 | Cost Allocations Options - Journaling v WBS IO Payroll Coding Solution


Glossary (Source: Schools Finance intranet)

Term Description

Accrual Accounting Records transactions when they happen. That is, revenue is recorded when it is earned, not when cash is received, and expenses are recorded when they are incurred, not when they are paid. SAP Finance records transactions under the accrual accounting method.

Cost Centre The purpose of a cost centre is to enable budget accountability and allow schools to have visibility of transactions for reporting in a particular area of responsibility e.g. administration, maths.

General Ledger Account

The general ledger (GL) account classifies the nature and type of transactions. GL accounts represent assets, liabilities, revenue and expenditure required for financial statements.

Internal Order (IO) Internal orders are used for identifying and managing ongoing costs within a cost centre where there is a requirement for further granularity of information e.g. local activities/excursions, third party funding and school operated projects

Examples of internal orders are excursions, local activities, local funding, third party funding.

There are two types of internal orders:

● statistical internal orders: allows the tracking of revenue and expenditure against particular excursions/activities.

● real internal orders: used for collecting money on behalf of a third party e.g. Charity.

WBS Element Work Breakdown Structure Element – A SAP field allowing reporting and distribution of project related costs and revenues e.g. Operation (recurrent) - RDP, RSP; Capital – CSA, CSP.

Work Breakdown Structure (WBS)

The complete set of phases, activities and tasks required to undertake a project and meet customer expected outcomes. Specific costs related to a project to be input allowing for the expected outcomes.

There is one Program Work Breakdown Structure per program. This document depicts the total scope of the solution needed to achieve the program's objectives.

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Document History and Version Control Table

Version

Purpose / Change

Author

Authorised by

Approval Date

1.0

New How Do I Guide

John Deefholts, LMBR Training Team

Director – HR Payroll, Business Change

October 2018

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