In this section, you learn how SAP SuccessFactors EC Payroll allows payroll managers and administrators to process payroll using the Payroll Control Center.
Payroll managers have a process for pre-payroll activities before running a live production payroll. As delivered by SAP SuccessFactors, the pre-payroll activities have the following steps and are run from the "My Processes" user interface.
- Create Test Payroll Data
- Test payroll results are created to be used for KPIs and Payroll Alerts.
- Initiate Policies
- Predefined payroll alerts are checked against test payroll data.
- KPI information is filled from test payroll data.
- Monitoring
- The payroll manager is given a user interface to view payroll alerts identified and KPI data.
Payroll managers have a process for pre-payroll activities before running a live production payroll. As delivered by SAP SuccessFactors, the pre-payroll activities have the following steps and are run from the "My Processes" user interface.
- Start Payroll
- Payroll relevant data changes are locked.
- Run Payroll
- Payroll data is created in the system.
- Posting Simulation
- A simulation is run for posting payroll data to Financial Accounting (FI).
- Initiate Policies
- Predefined payroll alerts are checked against real payroll data.
- KPI information is filled from real payroll data.
- Monitoring
- The payroll manager is given a user interface to view payroll alerts identified and KPI data.
- End Payroll
- Payroll is marked as completed and payroll relevant changes are unlocked.
Payroll managers can be shown Key Performance Indicator (KPI)/Statistical data about their payroll process in the form of tiles during prepayroll, production payroll, and mass off cycle processes.
Some examples include the following:
- Total Gross Pay with a comparison between the previous period.
- Total Net Pay with a comparison between the previous period.
- Total Employee and Employer taxes with a comparison between the previous period.
Payroll managers are alerted to things that cause payroll errors or policy deviations that must be looked into. Some examples include the following:
- Missing address or bank account.
- Pay Variance over 10% from previous period.
- Retro Payment over $5,000.
Payroll managers can assign alerts to the administrators on their team using the "My Processes" user interface.
Payroll administrators, managers and users can claim alerts that are currently unassigned using the "Unassigned Alerts" user interface.
If desired, Teams can be created for this purpose as well. Each team consists of a team lead who delegates the team to alerts associated only to that team. For example, Payroll Canada is only assigned to payroll users on the Canada team.
Once an alert has been assigned, it can be accessed by the payroll administrator using the "My Alerts" user interface. Every payroll alert comes with detailed information to provide background on the alert so the payroll administrator has the information needed to make an informed decision about the alert. For example, if we have an alert for pay variance over 10% from the previous period, then the alert can provide information on what the different amounts are so the payroll administrator can determine if it is an appropriate amount.
The Payroll Alert Detailed View can also provide detailed information showing the payroll results including what they consist of. This helps the payroll administrator determine if action is required.
Every payroll alert can come with a "Solution". This is how the administrator can fix the issue if it must be resolved. For example, if someone has a pay variance of 10% then it can be fixed by reducing the value to an amount under the 10% threshold.
When the payroll administrator selects the solution, they will be taken exactly where they must go to resolve it. In the case of an employee who is receiving pay over 10% from a previous period, this will be their profile.
The administrator can then navigate to their bonus and make a change as needed.
Once the change is made, it is automatically reflected in payroll.
For some payroll alerts, there is nothing to be fixed or resolved. It is something the payroll team needed to be alerted to, but after investigation it turned out to be correct. For example, if someone has a pay variance over 10% and it turns out that they have a negotiated bonus, then it is not something that required fixing - it is correct.
We can track different reasons for why this is correct and use them in marking.
When the 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 they are specified as someone who can maintain data during payroll, then these changes are included in the payroll run.
It is set up in the ECP system in transaction code PYC_ADM_TRANSACTION.
The SAP SuccessFactors SAP SuccessFactors Payroll system can handle it. Organizations must determine their requirements.
After the payroll is run, employees can view their pay statement. The pay statement is configurable in the ECP system.
Key values can be shown in EC such as the following:
- Total Gross.
- Total Net Payment.
- Total Employee Taxes.
Innovation Update
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.