Using the Salary Sheet

Objectives

After completing this lesson, you will be able to:

  • Display all visible fields in a salary sheet
  • Configure salary rules
  • Configure salary and raise proration
  • Promote employees by configuring the Job Selector

Salary Sheet Fields

The salary sheet displays all fields you have configured to be visible under the Design worksheet.

In the XML, these fields are listed under the comp-field-definition element.

The Employee Information section of the worksheet shows the integration with Employee Profile. This part is also made static for scrolling purposes.

  • The widget gives access to compensation profile, custom views, promote tool when configured.
  • There is a notes icon for additional text space.

The Performance Management integration is visible on the Review Rating field.

Standard Salary Fields

Here are some of the standard fields which are commonly used in salary planning. For the full list, please refer to Implementing Compensation Guide on the SAP Help Portal.

Standard Aggregate Fields

Aggregates are fields that calculate a total between multiple standard fields. When using aggregate fields, pay special attention to the components.

Examples:

  • Total Increase field = All increase fields (including Lump Sum).
  • Total Raise field = Promotion + Merit + Adjustment + Adjustment2.
  • Final Salary field = Current Salary + Total Raise.
  • Total Comp field = Final Salary + Lump Sum.

Salary Rules

The element comp-salary-rule is optional. When specified, it controls threshold limits on the Final Salary and Final Pay.

Comp-Salary-Rule

The Final Salary and Final Pay can be controlled by setting a percentage limit on either the compa-ratio or Position in Range. Final compa-ratio and Position in Range (Range Penetration) percentages are calculated based on Final Salary or Final Pay, where:

  • Final Salary = Current Salary + Promotion + Merit + Adjustment + Adjustment2.
  • Final Pay = Final Salary + Lumpsum

One use case for the salary rule is for system to be configured such that when employees reach the top of their salary range (100% of Position in Range), the excess can be transferred to lump sum. This is called Lumpsum split, which is quite common in North America. Let's take a look at an example:

Example

Employee A is at Pay grade 7, 20000(min), 25000(mid) and 30000(max), has a currentSal of 29000, his compa-ratio is 116% and Position in Range of 90%. If salary-rule is configured to be triggered at 100% range penetration, then any recommendation to merit of more than 1000 will be moved to lumpsum.

Configure Salary Rule

Salary rules can be configured in XML or in the Admin Center. To configure salary rules in the Admin Center, go to Plan SetupDesign WorksheetDefine Standard Validation RulesAdd new Salary Rule.

Note
  • When salary rule is used for merit: If the promotion, adjustment, and adjustment2 fields are 0, and the newly entered merit amount/percentage will cause either the compa-ratio or range-penetration to exceed the threshold, then perform the action specified by the actionOnExceed attribute.
  • Salary rule used for Lumpsum and Lumpsum 2 is triggered when the threshold is NOT met. It really should be called actionOnBelow or Action Trigger: Below.

Proration

Employers typically prorate salary increases for those employees hired since the last focal review date. This practice provides newer employees with a proportionate increase amount compared with other employees.

Proration Overview

Other possible scenarios include, but are not limited to:

  • Employees who have been hired within the last 60 days of the current review period should not receive a merit increase (they should not have a budgeted amount).

  • Employees who receive a salary increase within the review period should be prorated as of the date they received the increase. For example, if the review period is 4/1/2016 to 3/31/2017 and an employee was promoted on 12/31/2016, the salary increase should be prorated to the last three months since the promotion.

  • The company converts employees from anniversary date to focal point increases. The last increase for an employee was 15 months ago. Employee will receive a catch up increase and will qualify for more than 100% proration.

Types of Proration and Calculation Methods

There are two types of proration:

  • Salary proration
    • This is the leading practice

    • Used in conjunction with guidelines

    • Typically applied to merit

  • Raise proration
    • Not commonly used.

The main difference between salary and raise proration is that salary proration can be applied to each salary component, which means merit can be configured to be prorated, while adjustments are not. Raise proration on the other hand is applied to the total salary increase (merit + promotions + adjustments).

There are two methods for calculating proration:

  • Date Based
  • Percentage/Import

Salary Proration

With salary proration, the system calculates prorated guidelines. The planners then recommend amounts that fall within those prorated guidelines. This is the most commonly configured proration method. The system can be configured for the guidelines to show the prorated amount, and to apply the prorated amount to budgets.

With this method, the increase amount that planners enter needs to fall within the prorated guidelines. The example below shows 50% proration.

Example Salary Proration: Proration = 50%

 Without ProrationWith Salary Proration
Merit increase guideline4 – 6 %2 – 3%
Planner enters increase amount2,0001,000
Total increase2,0001,000 (based on planner entry)

Salary Proration Configuration

Salary proration is configured in Compensation Home.

  1. Open the compensation plan, Plan SetupSettings.
  2. Select Enable Salary Proration.
  3. In the Prorate based on setting, choose between Date and Percentage.
    • If Percentage: Enter percentages (in whole numbers) in the SALARY_PRORATING column of the user data file.
    • If Date: Enter proration start/end dates and designate if the proration should be based off the hire date or dates indicated in the user data file.

Date-Based Proration

With date-based proration, customers specify the start and end dates of the compensation planning period and the start date and end date of the employee in the role.

Example: Review period is 1/1/2017 to 12/31/2017 or 365 days

First NameLast NameSALARY_PRORATING_START_DATESALARY_PRORATING_END_DATEProration Calculation
AnitaAlvarez1/1/201712/31/2017365/365 or 100%
BettyBrown5/10/201712/31/2017236/365 or 64.66%
KatharineHepburn1/1/201712/31/2017365/365 or 100%
StanleyDohan1/1/201712/31/2017365/365 or 100%
DeborahReynolds6/12/201712/31/2017203/365 or 55.62%
GeneKelly10/31/201612/31/2017427/365 or 116.99%
  • The system counts the number of eligible days of the employee and compares it to the number of days in the planning period.
  • This feature does not support cases where the employee starts and stops work multiple times in the same compensation period.
  • Where there are a lot of exceptions (multiple start and stop dates), an external calculation will be required and import method will likely be used.

Percentage Import Proration

Calculate percentage outside of SAP SuccessFactors Compensation.

With imported proration (also known as imported proration percentage), customers calculate the percentage outside of the system and import it using the user data file.

Raise Proration

Raise proration is not applied to the guidelines – the system displays the normal guidelines for the increase. The planners then enter their recommended amount of increase based on a full term of service and the system applies proration to the total increase.

  • Raise proration will prorate the total increase (merit+promotion+ extra +extra2).

  • To only prorate merit, use salary proration.

Looking at the example below for Richard Maxx, note these recommended amounts: Merit – $5,835.38 and Extra – $2,334.15.

The total increase should have been $8,169.53

But because Richard Maxx was prorated at 75%, the total pay increase was adjusted accordingly.

Raise Proration Configuration

Raise proration is configured directly in the Form Template XML editor.

From a high level, configuration involves the following steps:

  1. Set attribute includeRaiseProrating="true".
  2. Search the XML for the proration-calc element.
  3. Set the useFor attribute to "raise".
  4. Define how proration percentage is determined:
    • To define date-based proration, enter start and end dates in XML, then use raise prorating start and end dates in the user data file to upload employee dates.

      Code snippet
      <proration-calc useFor="raise">
                  <date-proration-calc reviewStartDate="2017-01-01" reviewEndDate="2017-12-31" canExceedReviewPeriod="true">
                    <no-rounding/>
      Expand
    • To define imported proration, add the import-proration attribute. Employee percentages are uploaded in the Raise Prorating column in the user data file.

      Code snippet
      <proration-calc useFor="raise">
                <import-proration-calc/>
                  </proration-calc>
      Expand
  5. Reload the XML.

Job Selector

The Job Selector is also known as the Promotion Tool or the Promotion Selector.

Overview

  • It allows the user to promote employees to a new job by selecting from a menu of job families, job roles, job codes, and salary grades.

  • It results in the population of a set of fields in the user data that represents the new job.

  • The Job Selector feature, when used in SAP SuccessFactors Compensation, relies on two sets of data from the Admin menu:

    • The first is Families and Roles, found by using Action Search and searching for Manage Job roles.
    • The second is Job Code and Pay Grade Mapping tables, which are found inCompensation Home in the Actions for all plans tab.
  • Once the Job Selector is configured and enabled, a promote link is available from the Actions button. The Job Selector is also accessible from the compensation profile.

Using the Job Selector

From here, it is a simple process to select:

  • Job family
  • Job role
  • Job code
  • Salary grade

Select Done to finalize.

Job Families, Job Roles, and Job Codes

Note the following important integration information:

  • Because job families and roles are used in other SAP SuccessFactors solutions, keep in mind that coordination between solutions might be necessary.
  • If other SAP SuccessFactors solutions have already been implemented by the customer, and the SAP SuccessFactors Compensation solution is not the first one, it is likely that the job families have already been set up. Therefore, be sure to check existing systems thoroughly before setting up any job families or job roles.

Establishing Job Families, Job Roles, and Job Codes

The first step is establishing job families, job roles and job codes.

  • Job families are used to broadly define job categories in the company which are used to group associated job roles.
    • Examples: Executives and Information Technology
  • Job roles are titles that describe a designation held by an employee within the company, and job roles, specific to a group, are bundled together under a single job family.
    • Examples: Director and Database Administrator
  • A job code is a naming convention used to identify a job role within your company.
    • Examples: CEO and TM

Creating Job Families and Job Roles in Admin Center

Creating a small number of families and roles can be done quickly using the Admin Center:

  • Navigate to Company SettingsManage Job Roles.
  • To define a family, select Add New Family.
  • To define roles, select the family name to which you want to assign the roles.

When using the Admin Center, job codes are created when creating roles.

Note
Creating families and roles can be done either through the Admin Center or by loading a CSV file into the system. For more detailed configuration steps, refer to the SAP SuccessFactors Compensation Implementation Guide.

Creating Job Families and Job Roles with a .CSV File

For larger numbers of families and roles, it might be faster to create and import a .CSV file using the following parameters:

  • Column A designates if the row is a family or a role
  • Column B is the family name
  • Column C is the role title
  • Column D can be used for a role description
  • Column E can be used for job code

Note in the figure above that the header row (row 1) is provided here for clarification and is not necessary in the actual .CSV file.

To create by importing a .CSV file, you must do the following:

  1. Navigate to Admin CenterCompany SettingsImport Job Roles.
  2. Browse for and select the file.
  3. Select options.

Job Selector Configuration

In order for the customer to use the Job Selector, three items need to be configured first:

  • Families and roles must be set up.
  • A job code and pay grade mapping table needs to be created and imported into the system (discussed in unit 2).
  • Job Selector must be enabled via XML code: includeJobSelector="true"

finalJobFieldsReloadable Attribute

To make sure promotions entered in HRMS are reflected in the worksheets, set the attribute finalJobFieldsReloadable in the comp-job-selector element to "true".

When set to "true", final job family, final job role, final job code and final pay grade become reloadable fields. If a promotion is processed in the system of record, it will display in the final job code fields once mass update is run.

Previously, promotions entered in HRMS did not update the worksheet final job code fields. Now, with flag enabled, promotions entered in HRMS update the worksheet's final job code fields.

Log in to track your progress & complete quizzes