Change 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 processed by the system only and is automatically created when an employee is hired. The infotype is updated when the following system actions are performed:

·        Payroll is run

·        Time is evaluated

·        Changes are made to employee data that affect the employee’s payroll past.

A great deal of caution is needed when changing an employee’s payroll status so as not to jeopardize a complete and correct payroll and time evaluation.

Consequently, only change the Payroll Status infotype (0003) in special cases. If you want to make such changes, make sure you understand exactly how the payroll system (especially retroactive accounting) and time evaluation work.

For more information, see

·         Retroactive Accounting (Payroll)

·         Retroactive Accounting Recognition – Determining the First Day to Be Evaluated (Time Evaluation)

Features

Payroll and Retroactive Accounting

When processing HR 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 evaluation data for individual employees.

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/Retroactive Accounting Limit

This field enables you to determine the date up to which retroactive accounting is possible for the employee. You can only change the employee’s payroll-relevant HR master data up to and including this date.

Usually, you do not define this date for an individual employee in the Payroll Status infotype. Instead, you it 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 retroactive accounting limit in the Payroll Status infotype, the system uses the later date as the retroactive accounting limit.

Your employee, Marcus Adams, belongs to payroll area X2. The earliest retroactive accounting period in the payroll control record for this payroll accounting area is 01 2004.

In the Payroll Status (infotype (0003), you enter March 1, 2004 as the earliest personal retroactive accounting date for Marcus Adams.

In this example, the system sets the employee’s retroactive accounting limit as March 1, 2004. You can only make changes in Marcus Adam’s payroll past up to and including March 1, 2004.

Accounted to:

This 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:

§         An employee’s basic payments will not be paid (Basic Pay (0008)), even if you have entered a date in the Accounted to field in the Payroll Status infotype (0003) that is after the leaving date.

§         If you still want to pay an employee after he or she has left the enterprise and the work relationship has ended, you must enter the payment data in the Recurring Payments and Deductions (0014) infotype or Additional Payments (0015) infotype.

Your employee, Saskia de Leuww, leaves the enterprise on December 31, 2003. Therefore, you perform the Leaving personnel action type for this employee for December 31, 2003. As a result, as of January 1, 2004, Saskia de Leuww will no longer be included in payroll accounting because as of this date she no longer belongs to the company.

However, there is a clause in Saskia de Leuww’s contract that states that she cannot take up another position until at least 6 months after the end of the work relationship. Saskia de Leuww still receives monthly payments of EUR 1,500 for this period from the company. To make sure that Saskia de Leuww is included in payroll accounting for this period despite the fact that she has left the company, enter the date 30.06.2004 in the Accounted to field in the Payroll Status infotype (0003). Saskia de Leuww is then included in payroll accounting up to and including, but not after this date.

To ensure that this payment of EUR 1,500 is paid, you must enter this amount as a recurring payment in the Recurring Payments and Deductions infotype (0014). Enter 01.01.2004 until 30.06.2004 as the validity period.

Do not account after

This field enables you to specify the date after which an employee is generally excluded from payroll.

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

As of January 15, 2004, you do not want the payroll to run for your employee, Gerd Schmidt. In this example, you must enter 14.09.2004in the Do not account after field.

This means that although Gert Schmidt has not left the company and can still receive continued pay, he will not be selected by the payroll driver as of January 15, 2004.

Accounted to

You usually run payroll accounting for a payroll period by entering a payroll area. You then set the status Exit payroll for this payroll area in the payroll control record. The current payroll period for this payroll accounting group is then updated.

In addition to this, the system updates the date up to which payroll accounting has been run for the employee in the Accounted to field in the Payroll Status infotype (0003). 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 production 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 this field.

A new payroll must be run to take into account the change to the HR master data. Depending on the payroll control record's status, the system triggers a retroactive payroll or repeats the current payroll.

Personnel Number Locked

You can use this indicator to exclude an employee from payroll accounting. It is a good idea to exclude an employee the system would reject during a payroll run due to known errors in his/her master or time data.

Payroll Correction

The system sets this indicator in the following cases:

·        An error in an employee’s master and time data causes him/her to be rejected in a payroll run.

·        Changes were made to payroll-relevant data in the correction phase.

The personnel numbers of employees rejected by the payroll program are written to the Payroll Correction Run Search Help based on this indicator. If you want to remove the rejected employee from this search help, you deselect the indicator for the employee in question.

An error in Suzanne Werner’s master and time data causes her to be rejected by the payroll program. Suzanne Werner’s personnel number is written to the Payroll Correction Run search help. As a result, you cannot complete the payroll run, i.e. set the payroll status to Exit payroll, because the Payroll Correction Run search help is not empty.

At this point, you would normally set the status for the payroll to Released for correction, to correct the master and time data, and then run the payroll again for the employees concerned. Instead of this, you want to end payroll first and correct the error in Suzanne Werner’s HR master data at a later date.

To do this, you deselect the Payroll correction indicator in the Payroll Status infotype (0003), and set the status of the payroll control record to Exit payroll. At a later date, you correct the error in Suzanne Werner’s HR master data and run the payroll for this period once again.

 

Time Evaluation and Retroactive Accounting

Earliest Possible Retroactive Accounting Date/Retroactive Accounting Limit in Time Evaluation

This field enables you to determine a retroactive accounting limit 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 run, the time evaluation program uses this date to determine the date from which it is to carry out time evaluation for the employee. For more information, see Retroactive Accounting Recognition – Determining the First Day to Be Evaluated.

The time evaluation program may have saved another date from pair formation that is earlier than this retroactive accounting date in the Payroll Status infotype (0003). The program may therefore ignore the entry you made in this field in order to ensure a complete time evaluation.

Retroactive Accounting of the Personal Calendar

This 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

The Time Evaluation program sets this indicator for an employee if it encounters an error and cannot correctly perform the evaluation through to the desired date.

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 numbers that were rejected by the Time Evaluation program.

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