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 Process HR Master Data in the Payroll Past

Use

Changes made to an employee’s infotype records affect the employee’s payroll to some extent. If you change data that affects the payroll for a period for which the payroll has already run, retroactive accounting must be performed for this employee and for the period concerned.

Example Example

An employee’s Basic Pay (infotype 0008) is increased from EUR 1,750 to EUR 1,850 from April 1, 2004. However, the payroll has already run for this employee for the period up to May 31, 2004. If you change the basic pay record, the system performs retroactive accounting when the next payroll runs for this employee. This ensures that the increase in basic pay, effective as of April 1, 2004, is taken into account retroactively.

End of the example.

Prerequisites

In Customizing for Personnel Administration, you can set up the infotypes and how they are relevant in retroactive accounting for Payroll and Time Management .

The following possibilities are available:

  • an infotype is generally relevant for retroactive accounting

  • an infotype’s fields are relevant for retroactive accounting

  • an infotype is relevant for retroactive accounting on the wage type level

For more information on retroactive accounting relevancy, see the Implementation Guide (IMG) for Personnel Management under Start of the navigation path Personnel Administration Next navigation step Customizing Procedures Next navigation step Infotypes Next navigation step Define Fields Relevant for Retroactive Accounting End of the navigation path .

SAP delivers the infotypes with the appropriate settings for retroactive accounting. In the standard system, changes to the following infotype data records generally initiate retroactive accounting:

Features

The retroactive accounting date is the date as of which retroactive accounting is performed for an employee. If you trigger retroactive accounting when maintaining payroll-relevant data, the system will automatically determine the retroactive accounting date.

The way in which the retroactive accounting date is calculated depends on the following functions that are used in HR master data maintenance:

  • If you create or copy an infotype record, the start date of the added infotype record is used as the retroactive accounting date.

  • If you delete an infotype record, the start of the deleted record will be used as the retroactive accounting date.

  • If you change an infotype record, three distinctions are made with regards to creating the retroactive accounting date:

    • You change the data part of an infotype record that is relevant to retroactive accounting.

      This triggers a retroactive accounting run as of the validity begin date of the current infotype record.

    • You change the validity begin date.

      If the new start date is earlier than the original start date, then the new start date is used as the retroactive accounting date.

      If the new start date is later than the original start date, the original start date will be used as the retroactive accounting date.

    • You change the end date of the validity period.

      If the new end date is later than the original end date, the day after the old end date of the changed infotype record is used as the retroactive accounting date.

      If the new end date is earlier than the original end date, the new end date is used as the retroactive accounting date.

      Note Note

      End of the note.
      • There are two ways to change the end date. You can either change the end date for the infotype using the Change function, or proceed as described in Delimit the End Date of Payroll-Relevant Infotype Records .It is much easier to use the Change function.

      • You cannot use the Change function to maintain the end dates of infotype records that have time constraint 1 (for example, infotype 0008 Basic Pay ).

If you want to check the date as of which retroactive accounting is performed for an employee, display the Payroll Status infotype (0003) for this employee. If the period for which the changes were made is earlier than the date of the last payroll accounting run, then the entry in the Earliest Master Data Change Since Last Payroll Run field will be the date as of which retroactive accounting will be repeated for this employee.

For more information on retroactive accounting, see Retroactive Accounting in the documentation for the Payroll Accounting component.