Objective
After completing this lesson, you will be able to run an ad-hoc off-cycle process.
Requirements for Running an Ad Hoc Off-Cycle Process
Running an Ad Hoc Off-Cycle Payroll Process
Outside of the regular payroll cycle, payroll departments are faced with requirements for special processes, such as bonuses, one-off payments, reversing the payroll results, etc.
To meet these business needs, SAP provides the functionality of Off-cycle.
- This functionality allows payroll teams to run payroll for bonuses, one-time payments, or advance payments.
- The functionality can also be used to run the correction payroll run after master data changes have been completed.
- This allows businesses the possibility to make a payment to employees outside of the planned payroll and provides full traceability.
The My Off-Cycles User interface
The payroll manager can run off-cycle processes using the My Off-Cycles user interface. Some of the covered scope of functionality within the My Off-Cycles tab are the following use cases:
- Individual bonus payments
- Correction payroll when changes have been made to the employee master data
- Vacation payment
- Regular pay period on demand
If any of the above-mentioned use cases are applicable, a separate process is created for planned off-cycle and the subsequent ad hoc off-cycle process.
- Payroll process managers use the My Off-Cycles application to create ad hoc off-cycle requests on a single-employee basis or run a planned off-cycle process that selects all the relevant employees for the off-cycle process.
- A successfully created ad hoc request includes an off-cycle payroll run and registration to the subsequent ad hoc off-cycle process. Multiple requests can be registered to the same upcoming ad hoc off-cycle process.
- The process is deemed to be complete only when the subsequent activities to the ad hoc off-cycle payroll process, such as Create Posting Documents (Off-Cycle), Release Posting Document (Off-Cycle), and Transfer Posting Document (Off-Cycle), are complete.
Configuration Requirements
Run an Ad Hoc Off-Cycle Process for Employees Who Require Retroactive Pay Part 1
Emily Clark, in her role as payroll process manager, needs to start an ad hoc off-cycle process to pay a spot bonus.
Running an Ad Hoc Off-Cycle Process for Employees Who Require Retroactive Pay Part 1
Run an Ad Hoc Off-Cycle Process for Employees Who Require Retroactive Pay Part 2
After the payroll period for January of the current year is closed, Emily Clark realizes that the payment for employee Mark Brown ## (ECP-EMP-##) is not correct. It missed an additional payment. This requires an ad hoc off-cycle process for employees who require retroactive payment.
Running an Ad Hoc Off-Cycle Process for Employees Who Require Retroactive Pay Part 2
Run a Planned Off-Cycle Process for an Employee Part 1
Emily Clark, in her role as payroll process manager, would like to start a planned off-cycle process to pay a spot bonus.
Running a Planned Off-Cycle Process for an Employee Part 1
Run a Planned Off-Cycle Process for an Employee Part 2
After the payroll period for January of the current year is closed, Emily Clark has to pay an additional payment for employees Mark Brown (ECP-EMP-##) and Phil Rosee (EMP-EE-##). This requires a planned Off-Cycle Payroll Run.
Running a Planned Off-Cycle Process for an Employee Part 2
Run a Planned Off-Cycle Process for an Employee Part 3 (optional)
Once the Planned Off-Cycle Process is completed, a Payroll Process for Subsequent activities, such as posting and generating a bank file, can be created and executed.
Steps
On the Employee Central (EC) Home Page, open Payroll and Manage Processes. Create a new Planned Off-Cycle Posting and Bank Filing Process for the payroll area with the name Z## HR812 7 Planned Off-Cycle Payroll Posting and Bank Filing based on the process Z## HR812 5 Planned Off-Cycle Payroll Process.
Use the data from the following table when creating a process:
| Field Name | Value |
|---|
| Process Type | Choose +. Select Z## 7 Off-cycle Payroll Posting and Bank Filing from the list |
| Name | Z## HR812: 7 Planned Off-Cycle Payroll Posting and Bank Filing |
| Parent Off-Cycle Process | Choose Z## HR812: 5 Productive planned off-cycle payroll from the pick list |
| Payroll Area | ECP Monthly Pay ## (filled automatically) |
| Off-cycle reason | Bonus Payment (0001) (filled automatically) |
Off-cycle payroll payment date and Pay ID | The second Monday of February of the current year (filled automatically) Z (filled automatically) |
To save your entries, choose Validate and Save.
On the My Processes tab, Emily now checks in Upcoming Off-Cycle processes if the new process has been added. She also wants to check the details of the new process.
Choose the My Processes tab.
To check if the new process has been added, choose Upcoming Off-Cycle processes. The new process is listed as Z## HR812 7 Planned Off-Cycle Payroll Posting and Bank Filing.
To run the process, choose Start process.
You can find process Z## HR812 7 Planned Off-Cycle Payroll Posting and Bank Filing in the Active process tab. You can review details about process steps, such as the following:
- Create Posting Documents (Off-Cycle)
- Release Posting Documents (Off-Cycle)
- Transfer Posting Documents (Off-Cycle)
- Create Pre-DME file (Off-Cycle)
- Create DME file (Off-Cycle)
- Send DME file
