Managing Payroll Alerts

Payroll managers will be alerted to things that will cause payroll errors or policy deviations that need to be looked into. Some examples of this include the following:

• Missing Address or Bank account
• Pay Variance over 10% from previous Period
• Retro Payment over $5,000
• Employees with Gross pay over threshold amount ($10,000)

The Payroll managers can investigate the policies that caused alerts.

The Payroll Manager can review issues related to specific compliance violations.

Finally, the Payroll manager can identify employees with issues and compliance violations.

Payroll managers can assign alerts to the administrators on their team using the My Processes user interface.

Payroll administrators, payroll managers, and users can claim currently unassigned alerts using the Unassigned Alerts user interface.

If desired, Teams may be created for this purpose as well. Each team includes a team lead who delegates people to alerts associated only with that team (e.g., Payroll Canada is only assigned to payroll users on the Canada team).

Once an alert has been assigned, the payroll administrator can access it using the My Alerts user interface. Every payroll alert has detailed information to provide background on the alert so the payroll administrator has the information needed to make an informed decision.

The payroll alert detailed view should also provide detailed information showing the payroll results, including what they consist of. This will help the payroll administrator determine if action is required.

Every payroll alert should come with a Solution. This will be how the administrator can fix the issue if it needs to be resolved. For example, if an employee's payments exceed the threshold value (more than $10,000), the payroll administrator needs to review the employee's pay components and verify the correct amount.

When the administrator clicks on the solution, they should be taken exactly where they need to go to resolve it. In the case of an employee who is receiving more than $10,000, this should be on their profile.

The administrator can then navigate to their bonus and change as needed.

Once the change is made, this will automatically be reflected in Payroll.

For some payroll alerts, there is nothing to fix or resolve. It may be something the payroll team needed to be alerted to, but it turned out to be correct after investigation. For example, if someone has a payment of more than $10,000 and it turns out that they have a negotiated bonus, then this is not something that requires fixing, and it is correct.

The payroll administrator must provide the reason why the alert isn't an issue and that its status is marked as resolved without any changes.

When production payroll is being run, employees can change payroll data, but they will not be replicated over to Payroll. As an exception to this rule, if a payroll administrator is assigned a payroll alert and is specified as someone who can maintain data during payroll, these changes will be included in the payroll run.

This is set up in the SAP SuccessFactors Employee Central Payroll (ECP) system in transaction code PYC_ADM_TRANSACTION.

The SAP SuccessFactors payroll engine is extremely powerful and capable of nearly any customer requirement. Regardless of organizations' complex rules or union agreements, the SAP SuccessFactors system can handle them. Organizations need to determine.

The main tool for configuring payroll is the Payroll Schema.

Examples of payroll calculations

Examples of typical payroll tasks:

• Payment Models allow the organization to have deductions come out at a pre-defined scheduled interval (e.g., union dues that automatically come out in the last pay period of each month)
• Individual Goals and Limits allow organizations to set up specific amounts (e.g., an employee can contribute $50 per pay period to the United Way up until $250 is collected)
• Limits on deductions allow organizations to set specific limits on a single or group of pay components (e.g., all contributions should not exceed $100 in a month and $500 in a calendar year)
• Percentage-Based Deductions - What is the base to calculate the percentage-based deduction? Which pay component counts towards it? (e.g., 401K)
• Arrears Recovery (e.g., an employee owes the company $2,000 due to overpayment)

After payroll is run, employees can view their pay statements. The pay statement is configurable in the Employee Central Payroll (ECP) system.

Key values can be shown in Employee Central such as the following:

• Total Gross
• Total Net Payment
• Total Employee Taxes

Leveraging its generative AI capabilities, Joule aims to understand your requests, retrieve information, and complete your tasks in a conversational way. Integrating Joule with SAP SuccessFactors Employee Central Payroll allows employees to easily access their pay statement data, such as a pay statement summary that includes the pay date, payout amount, and gross amount. They can also access the pay statement as a PDF and any payment history from active employment. Using natural language, users can ask Joule to display payment information or pay statements for a specific date, month, or year.

Configuration Requirements and Role-Based Permission Prerequisites can be found via link: View Pay Statements with Joule | SAP Help Portal

How It Looks

With the integration of SAP SuccessFactors and Microsoft 365, a View My Pay Statement Quick Action is available for users to view their payroll information in Microsoft Teams.