Reference Personnel Number

If an employee has more than one work relationship within the enterprise, a personnel number is assigned to him or her for each of these work relationships. These personnel numbers are known as reference personnel numbers. The Reference Personnel Numbers infotype (0031) establishes a link between all of an employee’s personnel numbers.

If you want to run payroll for all of an employee’s reference personnel numbers, you run a multiple payroll.

You cannot use the standard payroll driver for a multiple payroll. If a payroll area contains at least one employee who has more than one personnel number, you have to use the Payroll Driver <country> program (RPCALC*M) to start payroll for the entire payroll area.

In Payroll Switzerland you use the RPCALCCM program to run payroll for employees with a concurrent employment contract .

In the Reference Personnel Number Priority infotype (0121) you determine the sequence in which an employee’s reference personnel numbers are processed in the multiple payroll run. You do this by specifying a priority for each of the employee’s reference personnel numbers. The personnel number with the highest priority will be sent to payroll accounting first. You have to define a priority for all personnel numbers for which payroll is to run or for which a retroactive accounting or forced retroactive accounting run is possible.

Reference numbers for which you do not define a priority are not taken into account by payroll.

Once the priority sequence for the reference personnel numbers is established, you cannot modify it. If a new reference personnel number is created, append this number to the established sequence.

Note the following prerequisites to the processing of this infotype:

All reference personnel numbers must be in the same payroll area.

All reference personnel numbers must belong to the same legal person.

The validity start date of the infotype record must match the start date of a payroll period.

For each reference personnel number for which you want to specify a priority, a record of the following infotypes must exist for at least one day during the validity period of the infotype record:

Actions (0000)

Organizational Assignment (0001)

Main Personnel Number

You can also select a main personnel number from the reference personnel numbers. This can be useful, if:

Only certain payroll steps are to be carried out for a reference personnel number during payroll.

Reporting programs are to depict one of the personnel numbers separately and characterize this work relationship as the main work relationship.

You can only define one of the reference personnel numbers in the current priority as the main personnel number.

Reference Personnel Number Infotype

If you want to create a record for the Reference Personnel Number Priority infotype (0121), a record for the Reference Personnel Numbers infotype (0031) has to exist for the employee.

Payroll

When multiple payroll is run, the record for the Reference Personnel Number Priority infotype (0121) that is valid in payroll period concerned is read. This infotype record must contain all the reference personnel numbers that are relevant to payroll in the payroll period concerned. The overall payroll period can include several payroll periods. If the infotype record contains reference personnel numbers that are not relevant for payroll, then these will not be sent to payroll.

Retroactive Accounting

To determine the retroactive accounting date, multiple payroll compares the relevant records for the Payroll Status infotype (0003) of the reference personnel numbers. It carries out retroactive accounting for all of the personnel numbers specified in the Reference Personnel Number Priority infotype (0121) back to the earliest retroactive accounting date that is stored in one of the records for the Payroll Status infotype (0003).

An employee has the reference personnel numbers 1045, 2010 and 2020. For these personnel numbers, the following retroactive accounting date is specified in the Payroll Status infotype (0003) respectively:

1045: June 15

2010: May 3

2020: May 20

In this case, payroll carries out retroactive accounting for all of the personnel numbers back to May 3.

If you create a subsequent record for an infotype record, payroll can then only carry out retroactive accounting for all of the specified reference personnel numbers back to the validity start date of the new infotype record. Retroactive accounting back to the period of the previous record is no longer possible.

An employee has the reference personnel numbers 1045, 2010 and 2020. You create an infotype record with the following priority sequence on February 1:

2010

2020

1045

The work relationship for personnel number 2020 comes to an end on December 31. You therefore create a new infotype record with the following priority sequence on January 1:

2010

1045

As a result, payroll carries out retroactive accounting for these two personnel numbers only as far back as January 1.