Running Payroll Processes

Monitoring processes are executed before the production payroll run so that you can detect issues with master data and payroll processing as early as possible. This way, a production payroll can be run later with fewer issues.

There are two types of monitoring processes, monitoring process and team monitoring process. The only difference is team monitoring assigns the alerts to a team based on the predefined criteria whereas in the simple monitoring process, alerts need to be manually assigned by a payroll manager.

The payroll process manager monitors the resolution of the alerts by teams in Process Management. And the team lead monitors the resolution of the alerts by individual payroll administrators in Team Management.

Typical process steps involved in this process are the following:

• Executing test payroll run
• Executing test run for posting to finance
• Executing policies and compliance checks (raising alerts)
• Assigning alerts and monitoring the resolution of alerts
• Review of drill down KPIs

Note

Notable Enhancement - As of 1H 2023, there is a Step category in the object type Action which allows you to define the links to be displayed in steps. These Step links will be visible in the Action section of the step tab in My Processes when the step is In Process. This enables companies to provide additional information about a step based on business needs.

Production processes are executed after the monitoring or team monitoring payroll process. The monitoring or team monitoring payroll has been run to detect issues with master data and payroll processing as early as possible so that a production payroll can be run with fewer issues.

The production payroll steps are the following:

• Open payroll (release payroll control record for payroll)
• Run payroll
• Simulate posting
• Do compliance checks and validations
• Assign alerts for resolution

After completing a production payroll process, the Remuneration Statement becomes available to employees for viewing.

In a production payroll, alerts are not assigned automatically to the team. Payroll process managers should assign the alerts manually.

Continued integration of SAP SuccessFactors with Microsoft 365 includes an option to View My Pay Statement directly from Microsoft Teams from the release 2H2023. This is an additional option to the existing one that allows users to navigate to the Payroll Information section of their Employee File

In Teams, users can find quick action from the main menu of the SAP SuccessFactors message extension. Users can check basic payroll information such as payout amount, gross amount, and pay date. The options Payment Details and Pay History take users to their SAP SuccessFactors system to check details.

Detailed information regarding configuration and permission requirements for View My Pay Statement with Microsoft Teams can be found via the link New "View My Pay Statement" Action Available in Action Search | SAP Help Portal

How it looks:

In the 1H 2025 release, the Full Profile of the latest People Profile has been enhanced, including a new category called Payroll, which features two new cards: Pay Statement and Payroll Information.

Pay Statements card allows the user to view key payroll metrics for a specific employee, such as gross amount, net amount, payment date, etc. Depending on the employee's role-based permissions, the card displays up to four recent payroll statements directly for employees or by an administrator on behalf of the employee.

Payroll Information card allows the user to view all payroll-related information for a specific employee, either directly for the employee or by an administrator on behalf of the employee. The card displays all configured links to employees directly or to an administrator on behalf of the employee, depending on the employee's role-based permissions. All links open in a new tab.

Proxy access allows one person (the "proxy") to access another person's account (the "account owner") and act on their behalf. Since the 1H 2025 release the relevant proxy rights for the latest People Profile enable the proxy, among other things, to access all cards under the Payroll category in Full Profile, excluding the account holder's Full Profile Payroll cards

A new Payroll category and cards are available in the latest People Profile in the SAP SuccessFactors mobile apps.

Leveraging its generative AI capabilities, Joule aims to understand your requests, retrieve information, and complete your tasks in a conversational way. Integration Joule with SAP SuccessFactors Employee Central Payroll allows employees to easily access their pay statement data such as a pay statement summary including the pay date, payout amount, and gross amount. They can also directly 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 certain date, month, or year.

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

In the release 1H 2025, users can utilize Joule to receive explanations regarding their most recent pay statement or to compare it with previous pay statements.They can ask Joule for clarification on terms or amounts shown on their pay statements. Depending on whether the wage type is included in the relevant document, the explanations may include wage type names or information from the payroll results.

Since the 1H2025 release, user can use Joule, SAP's AI copilot, in SAP SuccessFactors Mobile apps.

In the release 1H 2025, former employees, referred to as alumni, can view and download their pay statements as part of the alumni experience.

The alumni experience allows former employees assigned to the new alumni role to access the system after their employment has ended. In the Payroll tab, alumni can view and download pay statements, payroll and tax-related documents, and compliance-related information.

This feature was developed to provide alumni with easy access to their pay statements and payroll information following their departure from the company.