Navigating to Payroll-Specific Information

An important part of paying employees correctly is having the appropriate pay components available in the system for HR & Payroll to use on employee data. Examples of pay components are the following:

• Base Salary – Main Payment
• Spot Bonus – One Time payment
• Cost of Living Adjustment – Recurring
• Medical Deduction – Recurring

A different pay component is needed for different types of payments.

An important part of paying employees is putting employees into pay groups that determine the frequency and dates of payroll. Some organizations pay all their employees on the same payroll and frequency (e.g., Monthly), whereas others split it based on factors (e.g., Hourly in one run and Salary in another run).

In SAP SuccessFactors, the employee's pay group is within Compensation Information in the Employment Information section of the Employee File.

After an employee has been hired into SAP SuccessFactors Employee Central, they will automatically be replicated in SAP SuccessFactors Employee Central Payroll.

To see this information, navigate to the Data Replication Monitor.

SAP SuccessFactors Employee Central Payroll keeps track of data changes to allow Payroll to create/verify/update payroll-specific data. These changes are shown to Payroll via a Home page tile called Complete Payroll Tasks. The three types of data changes tracked include:

• New Hire
• Address Change
• Terminations

You can also find the Complete Payroll Tasks in your To-Do list by clicking the notification icon in the upper right corner of the SAP SuccessFactors Home page.

Choose the specific employee and enter payroll-relevant information on the Complete Payroll Tasks page. This page lists the employees and the relevant infotypes required to complete the process, which depends on the selected payroll task type and configuration.

Previously, it was not possible to save filter selections on the Complete Payroll Tasks page. You had to choose the required filters each time you accessed the page. With the 2H 2025 update, the system saves your filter selections. This change reduces the time and effort needed for your tasks.

This feature utilizes the variant management functionality, which allows you to save your filter selections within the My Views dialog box on the Complete Payroll Tasks page. You can also edit, rename, and delete the saved filter selections if required.

After employees are hired into the system, the employee information specific to Payroll is grouped into its own section on the Employee Profile called Payroll Data.

This will include many country specifics and key information, such as the employee's Payroll Status and the ability to view pay statements.

The fields that are shown in the Complete Payroll Task tile and the Payroll Information on the Employee Profile are configurable using the setup called Payroll Unified Configuration. This is unique for each country.

Alumni access enables former employees to continue using the system after they leave the company. You can now create self-service links that are only accessible to alumni users. Business rules set the eligibility and duration of this and can be customized or revoked manually.

The employee with the alumni role can access and use the employee self-service features on both the Payroll Information screen and the Payroll Information card in the Full Profile.

This feature benefits HR and payroll administrators by minimizing their administrative tasks and lowering costs associated with handling terminated employees. This feature also benefits alumni employees by providing them with seamless access to their systems and RBPs after they have completed their initial employment with the company.

Key Capabilities

• Alumni users receive an activation e-mail and use an identity-authentication method to sign in.
• Access to payroll and tax-related documents (e.g., pay statements, W-2 or superannuation forms) via the People Profile "Payroll" tab.
• Configurable expiration of alumni access: the system can alert users before termination of access.

Business Benefits

• Reduces HR and payroll back-office queries from former employees seeking historical documents.
• Enhances employer brand by supporting alumni access to their own records.

Considerations

• Determine how long alumni access should remain active, and implement expiry or purge rules accordingly.
• Ensure that only permitted data is visible or downloadable in the alumni portal, to comply with privacy and retention regulations.
• Coordinate with IT/security teams for external user management, license considerations, and account lifecycle.

The Employee Access to their Inactive Employment Data resembles Alumni access ; however, it is essential to understand that it addresses a different use case. The employee is not terminated – they are still working within the company, so they have active employment. However, the employee has also had inactive employment, for example, an international transfer from the US to Germany on October 1st. So the employee now has active jobs in Germany and inactive employment in the US. The internal transfer was maintained through the creation of a new employment opportunity.

Previously, employees couldn't access inactive employees, but now, with the 2H 2025 Release, this is possible. The employee can access, for example, their former employment profile or review pay statements from their US employment.

This innovation is not only payroll-specific – the employee can also access other non-payroll data related to their inactive employment. However, we had a critical aspect – access to pay statements for inactive employees. As a Role-Based Permissions (RBP) administrator, you can now enable employees to access data from inactive employment records. A User Status field has been added to the Grant Access step of the role assignment creation process. This new field allows administrators to specify whether the role applies to active or inactive employees.

Key Capabilities

• Employees can switch between active and inactive employment profiles to view legacy data.

• Inactive employment information (e.g., pay statements) can be accessed when relevant.
• Historical employment data remains available for reference, audit, or internal processes such as rehiring.

Business Benefits

• Provides continuity of information across employment episodes
• Reduces lost visibility when an employee changes roles, leaves and returns, or holds multiple employment records.
• Enhances HR reporting and employee self-service by giving richer context to employment history.

Considerations

• Ensure that inactive data access complies with data privacy and retention policies.
• Define which parts of the inactive employment should be visible to avoid unnecessary exposure or confusion.
• Users should be educated on how to use the employment switcher and understand which record they are viewing

Pay Groups:

• Determine payroll frequency and dates for employees.

• Configured within the Compensation Information section of the Employee File.

Employee Data Replication:

• Automatic replication of hired employees from SAP SuccessFactors Employee Central to Employee Central Payroll.

• Monitor replication via the Data Replication Monitor.

Complete Payroll Tasks:

• Track data changes for payroll processing (New Hire, Address Change, Terminations).

• Accessible via Home page tile or To-Do list.

• Enter payroll-relevant information on the Complete Payroll Tasks page.

Payroll Information:

• Grouped into the Payroll Data section on the Employee Profile.

• Includes country-specific information and key details like Payroll Status and pay statements.

Configuration:

• Fields in the Complete Payroll Task tile and Payroll Information are configurable using Payroll Unified Configuration.

• Configuration is unique for each country.