USER MANUAL - SAP HRThe first step in the HR is Hiring an Employee, secondly maintenance of the hired employee, thirdly relieving action and lastly running the payroll.

1. Hiring of an Employee

Enter - TCODE (Transaction Code pa40)

Menu Path: Human Resource → Personnel Management → Administration → HR Master Data → Personnel Action:

Select Action Type – Hiring and then press F8 (Execute)

1

Mention the Start date (Date of Joining and To Date to be 31.12.1999) Organization Assignment

To Check whether the position already exists or a new one has to be created kindly follow the below steps

Type Tcode: PPOM_OLD

2

Right Click and Select the Organizational Unit as already created and enter

3

Check by right clicking the particular unit and see whether there is a position with the same name already available (for the new employee who is getting hired) if so Press F7 and Assign the holder. Else, Select a Department & Press F8 to create a Position.

4

5

Select Position

Mention the Position in Abbreviation and Full description and save the same a new position will be created and seen in the Log Tree. Once the position is created you can assign the holder in Action Info type 0000 or in the 0001 [org assignment].

o Personnel Area : 1BANo Employee Group: 1 (Active) or (9) External Employee. Or Any

o Employee Subgroup : Subgroup accordingly Eg: 01-Manager C 03 -Executive 10 -Traniee 13 -Manager D 18 - Workmen

Press Cltr+S (Record gets created)

6

2. The next screen is Personal Data Information

All the boxes that have a tick mark are mandatory columns that needs to be filled and if any other information is available could also be entered and then save the entry by pressing Cltr+S.

7

3. Create Organizational Assignment

Kindly check and enter the following boxesSubarea : Eg: 1BAN,1GUR,1PUN etc., as it is already createdPay.area : Eg: CS.CD,CW etc., and save the entry by pressing Cltr+S.

Next:Click on: 1 Permanent Address and enter The screen display as create Address

8

4. Create Address

The Address should be entered and again ticked box is a mandatory column. Press Cltr+S to save the entry.

9

5. Create Planned Working Time

Kindly check Work Schedule rule : GENSHIFTTime Mgmt Status : 9 -Time Evaluation of planned times (Full time employee/Part time

Employee) and enter 3 times all the information will come Employment Percent: 100Daily Working hours : 8.5 Weekly working hours 42.50Monthly working Hrs 184.17Annual Working hours 2210Weekly workdays 5 / for workmen 6 days a week

These information is already updated in the system but just have a check by seeing the start date. And press enter you will get the details check the details and enter - Press Cltr+S to save the entry

10

6. Create Basic Pay

Please mention Group as EE (as per the position) and Level as per the grade and then press enter you get the below screen wherein few wage types already prop and the information has to be entered.

The Wage Types which are mandatory to be entered 1000 : BASIC SALARY 1040 : SPECIAL ALLOCANCE 1200 : MEDICAL ALLOWANCE 1020 : HOUSE RENT ALLOWANCE 1030 : CONVEYANCE ALLOWANCE

(Wage Types 1020,1030 will be asked for once the Income Tax Info types are entered e.g. Info types 581 & 583 respectively) If these entries are made even though they are not automatically displayed these particulars break up are taken twice (Doubly accounted for salary).

11

7. Create Bank Details

In Case the person has to be given cheque with the Bank Name and Account Number entries for Bank Key and Bank Account has to be made and Payment method to be selected as P (Bank Transfer) Else, leave the Bank Key and Bank Account blank and Method to be selected ( ) Cash Payment, Else, if the employee is getting through cheque payment select as C

Note: Bank Key has been created for few banks, if a new bank has be added → go to SM30 and enter ZBANK_DETAILS and press maintain and enter the Bank Name, Branch Name and Bank MIRC Code.

After necessary information save the entry by pressing Cltr+S

12

8. Create the Contract Element:

The default screen will appear and start date and end date and other personal details of employee, in the contractual regulations you can choose either permanent, Trainee, Long term temporary, or external contractors and in the periods as per your company rule if 6 months select 6 months or 3 months and press Ctrl…S and save the next screen displays create monitoring of tasks – the task of expiry of probation, here you can mention the reminder date before the expiry of the contract, Eg: one week before (25.08.2008) the below screen will appear press Ctrl…S and save the screen

13

9. Create Absence Quotas

This above screen can be ignored and exist the screen by Pressing F12

14

These above steps completes the Hiring Action and the employee hired is assigned an employee number.

After hiring an employee the next action is maintaining the Employee. To get into this activity the Tcode to be mentioned is PA 30.

Give the Personnel Number of the employee hired

Now the Income Tax related Infotypes have to be entered and are mandatory (Kindly collect the Income Tax Declaration Sheet from the Employees before and so that these entries can be done before running the payroll). These infotypes have to entered under the head Direct Selection * Infotype

Details of Infotype (580-588) Kindly enter the following infotypes and Press F5 to create (These are all one time enteries)

580: Previous Employment Tax Details ( If a person has joined the organization in between a Financial Year and has the Tax deducted details from his earlier employer and wants the same to be considered in our company and merged for IT Calculation the same has to be entered)

15

581 – Housing (HRA/CLA/COA) and is applicable if a person has declared payment of House Rent the amount has to be entered in the box Rent Amount

Enter some amount and press Ctrl S it will take you to the screen infotype 008 to enter the HRA amt and save the IT 0008

16

IT 582 : Medical Allowance and Sty as MDA

Allowed Exemption Amount to be entered as 15000/- and save the entry

17

583 : Car & Conveyance

Select Conveyance Type as No Vehicle and save the entry, if the employee is applicable.

584 : Income from Other Sources Sty (sub type to be selected) 0001 : House Property (If a person has declared Housing Loan details)

18

0002 : Other Sources (In case of any other income)

Interest Limit for Housing Loan is standard Rs.1500000/- whereas the Housing Loan Repayment should be entered under deduction details for the amount given by the employee.

19

585 : Deductions under section 80

If the employee contribution is their mention amount for the respective field and Save the infotype.

586 : Investments under section 80C to be entered and saved

20

Enter the amount which were it pertains to the employee respectively and save the screen.

587 : PF Contribution

21

For Bangalore employee PF Trust id is VDO1, and for Gurgaon is VDO 2 and enter the pension number tick the pension contribution box and save the screen

588 : Other Statutory DeductionsSelect Sty: 0003 (Professional Tax) – Tick the Eligible for P Tax 0002 (Labour Welfare Fund Only once in a year in the month of Dec)

0001 (ESI (Employees' State Insurance)

22

If eligible for professional tax maintain other wise not to be maintained.

Press Ctrl…. S and save the screen

23

Contribution applies to the employee tick the contribution to LWF.

Press Ctrl…. S and save the screen

24

Enter the ESI no……… Press Ctrl…. S and save the screen

Note: that entry of Infotype 0021(Family Member/Dependents) is entered so that the a person availing the Children Education exemption is correctly taken for IT exemptions

25

Sty to be selected is 2 (Child)

26

Enter the mandatory columns like Start Date (That should be the Start of Financial Year date 01.04.2008), Child No., First Name, Last Name, and Date of Birth and on completion save the entries.

This completes the pa30 action.

27

Relieving an Employee

Go to main Screen and enter the (Tcode pa40) mention the Personnel No. of the person to be relieved and the Action Type to be selected is Leaving

Press F8 (Execute)

28

Next Screen is Copy Action

Mention the date of Relief (i.e. Date of Leaving) in the Start Date and save the entry.

29

The next step is to run the payroll and check for correctness of the salaries of each employee the procedure for the same is as follows :

Go to Tcode : pa03

Enter the payroll area of the unit for which the pay is to be run and press F6 and then you see a screen

30

The steps to go about is

1. Release for Payroll2. Release for Correction3. Check Payroll Results4. Exit Payroll

Point 1. As mentioned above is when the salary has to be run for a particular unit and checked

Point 2. Any corrections to be made in the data entered for an employee.

Point 3. Payroll results can be checked

Point 4. Exit Payroll is the last step wherein after the final live run of payroll is done the data of salary for the particular and previous months cannot be altered. So we need to be careful by exiting a payroll.

However, coordinators will be only doing the test run.

31

Finally, once the Release for payroll is selected save and go back to the main screen and mention the Tcode as PC00_M40_CALC

In the Payroll Driver screen the entries to be made are Payroll area Current Period (In the beginning of the Financial Year i.e., for the month of April 2008)The count of months in SAP is taken from 1-12 (April – March) so after the 1st month we need to select other period and mention 2, 3 etc., followed by the year. (For e.g., 03 2008) for the month of June 2008)

Payroll Area under the head Selection to be mentioned.

Under General Program ControlSchema to be mentioned as ZN00Test Run should be ticked while checking the Unit Wise payroll of any particular month.Remuneration Statement parameters:Leave it as default – No remun. statementThen Execute (Press F8)

32

You get the above screen wherein a selected unit’s payroll log is displayed.After checking all the output, and run the live payroll run.

With the above step the payrun is complete.

Use T Code: ZPAYSLIP to take the salary slip for all the employees.

After the successful run of the payroll the next step is posting payroll process

Use the T code PC00_M99_CIPE.

33

First run in the simulation run and check the document error free message. Click on document overview and note the document no. and back to the screen and remove the s and enter P for live posting

34

35

1st Step

36

37

2nd Step

1st step Flag the Live Posting run and Post it

2nd Step Post Document

38

General

Icons and their description

Icons Description

Continue Enter

Save

Back

Exit

Cancel

Date and preview period

Goto

Create

Copy

Change

Display

Delimit info type

Schedule

Delete

Maintain overview

In descending order

In ascending order

One level up

Expand node

Collapse node

Display evaluation path

39

Icons Description

Column configuration

Display periods

Display <-> Change

Refresh

Unrelated objects

Icon list/Legend

Insert line

Delete line

Replace

Move…

Change sequence

Transaction Codes List for taking Reports:

1. PC00_M40_PFY → Provident Fund 2. PC00_M40_F16 → FORM 16 Income tax3. PC00_M40_F24 → Form 214. PC00_M40_F217 → Form 2175. PC00_M40_GRY → Gratuity 6. PC00_M40_PTX → Professional Tax 7. PC00_M40_ESIF → Employee State Insurance8. PC00_M40_LWF → Labour Welfare Fund9. PC00_M99_CWTR → Wage type report10. PC00_M99_CLSTR → Pay result.(RT table)

Development Reports:

1. ZPAYSLIP → Pay slip2. ZHR_CASH → Cash Report 3. ZHR_CASH_CHEQUE → Cash Report 4. ZHR_CHEQUE → Cheque Payment Report 5. ZHR_DELETING_PERSONNEL → Recording For Deleting Personnel Number 6. ZHR_ECS → HR_PY: ZHR_ECS ( Bank Transfer)7. ZHR_SAL_REG → Salary Register 8. ZTAX → Income Tax Report.

40

41