Maintaining additional payroll data

Objectives

After completing this lesson, you will be able to:

  • Complete payroll tasks based on an event, such as hiring or promotion.
  • Maintain specific payroll information by using infotype mash-ups.

Describing the use of payroll unified configuration

The end-to-end payroll process

The end-to-end payroll process is a simple, integrated, and transparent process to help a payroll admin efficiently navigate in Employee Central. There are several events during the employee life cycle, such as hiring, promotion, transfer, and termination that require the creation or change of the payroll relevant data. There is certain net payroll relevant data that is not stored in Employee Central but is stored in infotypes in the Employee Central Payroll system.

Infotypes

Infotypes must be maintained before payroll can run successfully. Each country/region has different sets of infotypes that you must maintain for the successful payroll run.

The Payroll Tasks quick card

The standard system is configured to generate these as tasks for payroll administrators. To increase efficiency, these tasks are displayed on a quick card called Payroll Tasks on the home page. The payroll administrator can navigate to this quick card on the homepage and select the relevant employee to complete the mandatory infotypes. Based on the configuration, all relevant infotypes will be available for the payroll administrator to complete the tasks.

Note

The standard system is set in a way that all payroll task objects with an Open or In Process status are displayed on the quick card. If there are no open payroll tasks, the Complete Payroll Tasks quick card isn’t displayed on the home page.

However, you can access the page whenever you want. To do so, go to the admin center and search for Complete Payroll Tasks. You can sort the list of employees based on Effective Date, Employment Name, and Task Type in ascending or descending order using the sorting arrow. When you click through each employee, you can view the following information: Manager, Initiated By Event, Task Description, Status, and Effective from.

Complete tasks based on a hire

Emily Clark is an administrator for Employee Central Payroll. To complete payroll tasks for a new hire, she accesses Employee Central. Emily wants to add all payroll related information to newly hired employees, which is mandatory for payroll process execution.

Note

This exercise is based on a scenario which is common for the USA. The infotypes that are configured here are required, or at least they are useful.

Completing tasks based on a hire

Using infotype mash-ups

The Requirement of Maintaining Additional Payroll-Relevant Data for an Employee

As stated earlier, for payroll to run correctly in Employee Central Payroll, the HR/payroll administrator needs to maintain additional payroll-relevant data for an employee. Some data, such as tax data, is required in order to process the payroll runs. Other data, such as loans, garnishment, or additional tax details, are not mandatory for a successful payroll run. If relevant for the employee, this data will have an impact on the payroll result.

There are business use cases when these infotypes need to be maintained even though they are not related to a specific employee life cycle event. An example could be maintaining Garnishment for an employee.

Infotype Mash-Up

This information is maintained via Infotype mash-up. The maintenance of payroll-specific data is done directly in Employee Central Payroll infotypes. These infotype screens are integrated into the Employee Central system, also called mash-ups, and are accessed via Employee Files in Employee Central. Data maintained via infotype mash-up screen is saved directly in Employee Central Payroll.

Note

A user requires permissions in Employee Central as well as infotype specific permission in Employee Central Payroll to be able to maintain the data using either of the two methods mentioned here.

Maintain payroll information with infotype mash-ups

For employee Mark Brown ##, a new garnishment is added by Emily Clark. This is done with mashups.

Note

In this example, the mashups are specific for the USA.

In Employee Central (EC), Emily has to insert the garnishment order, infotype 0195, for Mark Brown ##. She chooses the New button, enters all mandatory information, and saves the infotype.

Maintaining payroll information with infotype mash-up

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