Changing the Payroll Status 

Use

The Payroll Status (0003) infotype contains data that controls an employee’s payroll runs and time evaluations. This infotype is generally edited by the system only and is automatically created when an employee is hired. The system automatically updates infotype 0003 Payroll Status when the payroll is run, time is evaluated, or changes are made to the payroll past for the employee.

You should only change data stored in the Payroll Status (0003) infotype in special cases, as these changes affect the employee’s payroll and/or retroactive accounting. If you want to make such changes, make sure you understand exactly how the payroll system (especially retroactive accounting) works. Read the corresponding section in the PY - Payroll documentation.

Features

Payroll and Retroactive Accounting

When processing master data, you will only have to make changes to the Payroll Status infotype (0003) in exceptional circumstances in order to enter specific payroll or time management data for individual employees. You can maintain the fields under the Payroll/Retroactive Accounting header for payroll.

A great deal of caution is needed when changing an employee’s payroll status. The following examples, which describe how to process the Payroll Status infotype (0003), represent exceptional circumstances, that is, instances when it is a good idea to make such changes.

Earliest Personal Retroactive Accounting Date

The Earl.pers.RA date (Earliest personal retroactive accounting date) field enables you to determine the date up to which retroactive accounting is possible for the employee.

You can only change the employee’s master data up to and including this earliest personal retroactive accounting date. If you try to change data in the payroll past for a date that occurs before the earliest personal retroactive accounting date, the system displays an error message.

Usually, you do not define the earliest personal retroactive accounting date for an individual employee in the Payroll Status infotype. Instead, you define the earliest personal retroactive accounting date for an entire Payroll Area using the Payroll Control Record. If the earliest retroactive accounting period in the payroll control record does not match the earliest personal retroactive accounting date in the Payroll Status infotype, the system uses the later date as the earliest retroactive accounting date.

Your employee, Fred Miller, belongs to the payroll accounting area X2. The earliest retroactive accounting period in the payroll control record for this payroll area is 01 1998.

In the Payroll Status infotype (0003), you enter March 1, 1998 as the earliest personal retroactive accounting date for Mr Miller.

In this example, the system sets the employee’s earliest personal retroactive accounting date as March 1, 1998. You can only make changes in Mr Miller’s payroll past up to and including March 1, 1998.

Accounted to:

The Run payroll up to field enables you to determine the date up to which the payroll will run for an employee. You will need to make an entry in this field if you want to perform payroll for an employee who has left the company.

Usually, you continue running the payroll for an employee who has left the enterprise to ensure that he or she is still remunerated after the work relationship has ended. Please note the following:

 

Your employee, Fred Miller, leaves the enterprise on December 31, 1998. Therefore, you run the Leaving personnel action type for this employee for December 31, 1998. As a result, as of 01.01.1999, Mr Miller will no longer be included in payroll because as of this date he no longer belongs to the company.

However, there is a clause in Mr Miller’s contract that states that he cannot take up another position until at least 6 months after the end of the work relationship. Although Mr. Miller has left the enterprise, he still receives monthly payments of $3,000 for this period. To make sure that Mr Miller is included in payroll despite the fact that he has left the company, you must maintain the date accordingly in the field Accounted to in the infotype Payroll Status (0003).

To ensure that this payment of $3000 is paid, you must enter this amount as a recurring payment in the Recurring Payments and Deductions infotype (0014).

In this example, you must enter 30.06.1999 in the Run payroll up to field in Payroll Status infotype (0003). Mr. Miller is then included in payroll up to and including, but not after this date.

In the Recurring Payments and Deductions infotype (0014), you must enter a wage type for Mr. Miller for $3,000. Enter 01.01.1999 until 30.06.1999 as the validity period.

See also:

Leaving The Enterprise

Do not process after

In the field Do not process after, you specify the final date after which payroll is no longer run for an employee.

As of 15.09.98, you do not want the payroll to run for your employee, Fred Miller. In this example, you must enter 14.09.98 in the Do not account after field.

This means that although Mr Miller has not left the company and can still receive continued pay, he will not be selected by the payroll driver as of September 15, 1998.

If you have used the field Do not process after to exclude the employee from payroll accounting, this employee will also not be selected if a HR master data change triggers retroactive accounting.

Accounted to

Payroll is usually started for a payroll period by entering a payroll area. Assuming that the payroll runs smoothly, all of the employees assigned to the specified payroll area are selected and included in the payroll run. In the payroll control record, the status is then set to Exit payroll for this payroll area. The current payroll period for this payroll group is then updated.

In addition to this, the date will be noted in the Payroll Status infotype (0003) in the field Accounted to. This date specifies the date up to which payroll accounting has been run for the employee. After each successful payroll run, this date is updated. This date corresponds to the last day of the payroll period for which the payroll has been run for the employee.

You must not change the Accounted to date in your live system. You can only change the Accounted to date in a test system for test purposes.

If you want to repeat a payroll run for an employee for a particular period in a test system and for test purposes, you can reset the Accounted to date. This enables you to run the employee’s payroll again for the period in question, despite the fact that the payroll has already run successfully for this period according to the payroll control record.

Earliest Change to Master Data

If an employee's payroll relevant data has been changed, the system stores the earliest date from which the HR master data change is valid in the Earliest MD change field (earliest master data change).

A new payroll must be run to take into account the change to the HR master data. According to the payroll control record's status, a retroactive payroll will be triggered automatically or the current payroll will automatically be repeated.

Personnel Number Locked

You can use the Pers.no.locked (personnel number locked) indicator to exclude an employee from payroll. It is a good idea to lock a personnel number for payroll, if the employee has been rejected by a payroll run due to an error in his/her master or time data.

Payroll Correction

The Payroll Correction indicator is set by the system if payroll relevant data has been changed in the correction phase or if an employee is not accounted for during a payroll run because of an error in their master data or time data. The personnel numbers of employees rejected by the payroll program are written to Payroll Correction Run Search Help based on the Payroll correction indicator. If you want to remove the rejected employee from Payroll Correction Run search help, you can deactivate the employee's Payroll correction indicator.

An error in Fred Miller’s master and time data causes him to be rejected by the payroll program. Mr. Miller’s personnel number is written to the Payroll Correction Run search help. As a result, you cannot set the payroll status to Exit payroll, because Payroll Correction Run search help is not empty. At this point, you would normally set the status to Released for correction, correct the master and time data, and run the payroll again. Instead of this, you want to end payroll first and correct the error in Mr Miller’s HR master data at a later date.

To do this, you deselect the Payroll correction indicator and set the status of the payroll control record to Exit payroll. At a later date, you correct the error in Mr. Miller’s HR master data and run the payroll for this period once again.

 

Time Evaluation and Retroactive Accounting

The system stores information within the framework of Time Evaluation. This information controls the employee's time evaluation.

Earliest Possible Retroactive Accounting Date in Time Evaluation

The Earl.pers.RA date (Earliest personal retroactive accounting date in time evaluation) field enables you to determine the date up to which retroactive accounting for time evaluation and pair formation is possible for the employee.

Retroactive Accounting Date for Time Evaluation

At the start of every time evaluation, the Time Evaluation Report (RPTIME00) determines the period that is to be evaluated for each employee.

In the standard system, the last date of the evaluation is the date on which the time evaluation was performed. Various factors determine the first date of the evaluation. For instance, you can specify the date in the report selection screen. However, two dates stored in the system are essential for determining the first evaluation date.

If the PDC recalculation date is determined on the basis of an error in time evaluation, the PDC error indicator is set.

The system uses the earliest of the two recalculation dates. In certain circumstances, changes to the PDC recalculation date are ignored by the system.

Retroactive Accounting of the Personal Calendar

The Personal calendar from field contains the date as of which the employee’s personal calendar is generated.

This date only affects national versions of the calendar that can be generated by special reports. This date does not affect recalculations of the personal calendar in the international version.

PDC Error Indicator

If the report RPTIME00 comes across an error for an employee, the system automatically sets the PDC error indicator.

The system also simultaneously writes the employee's personnel number to the PDC Error Indicator Search Help. You can use this search help to subsequently select and re-evaluate the personnel number that was not evaluated by the report RPTIME00.

The system automatically resets the PDC error indicator for all the personnel numbers that are successfully re-evaluated.