1. Payroll Auditing and Error Corrections

2. Payroll Auditing and Corrections
Purpose
Understand key concepts : Payroll errors, Time errors, Master Data errors, Payroll Services Delivery Model (PSDM).
Understand the process for correcting errors in the standard Payroll cycle.
Learn tools for identifying and correcting errors.
Understand and explain common errors
Payroll Errors – missing infotypes, missing positions, being in the wrong payroll area, missing cost centres, missing bank info, etc
Time Errors – Work Schedules (biggest error infotype 7), quota related errors, missing vacation service date
Master Data Errors – Found in the Master Data Completeness check
Correct errors based on the spool file findings
Identifying errors transaction code SP01 - PT60 (Time Evaluation), PT_ERL00 (Time Eval Message Display)

3. Payroll Auditing and Corrections
Key Concepts
Master Data, Time, and Payroll errors.
Iterative (Repetitive) Processes
Accessing Spool files (SP01)
Interpreting Spool File Errors
Match Code W
Business Process - Off Cycle Procedure
Iterative Process – CATA, Time Eval (Nightly)
Match code W – Indicator that identifies employees for whom payroll has been run and errors produced were identified and corrected. The process must be run repetitively until all errors are cleared otherwise an employee will be locked during payroll processing. (INFOTYPE 3) This is a payroll services process.
Business Process surrounding Off Cycle

4. Payroll Auditing and Corrections
MODULE1 - The Payroll Service Delivery Model for the “Standard” Payroll Cycle:

5. MODULE1 - The Payroll Service Delivery Model for the “Standard” Payroll Cycle:
OBJECTIVES ….
Describe the functions/activities to be performed for each step in the bi-weekly payroll cycle
Review the timing/sequence in which each function/activity will be performed
Display the result(s) each function/activity will generate when performed
Identify the stakeholder(s) who will be responsible for the performance of each function/activity.

6. “Standard” Payroll Cycle Service Delivery Model
1. Record attendance and absences (‘A&A’)
2. Upload A&A to SAP, identify and correct errors
3. Run CATA Transfer to HR, retrieve spoolfiles, interpret
and correct errors, and Run Time Evaluation, identify and correct errors
4A. Run Pre-Payroll Audit Reports, identify and correct errors. 4B Master Data
Completeness Check
12. Run FI/CO REAL &
identify and correct errors
15. Print and distribute cheques
16. Print and distribute Pay Advices
Future “Standard” Payroll Cycle
11. Send tape to the bank
9. Run FI/CO, Third Party
Remittance, Pre-DME Simulation
and Match Code W REAL Payroll,
13. Run Third Party Remittance
REAL and identify and correct errors
14. Release Third Party Remittance
documents to Financials
10. Run Pre-DME and DME REAL
and identify and correct errors
8. Run Payroll REAL again along with Time
Evaluation and CATA, identify and correct errors
(this is an iterative process which may occur several times)
7. Run FI/CO, Third Party Remittance and
Pre-DME Simulation and identify and correct errors
6. Run Pay REAL, followed by CATA and Time Evaluation
5. Run Payroll Simulation, identify and correct errors
Pre-Payroll
Post-Payroll

7. Payroll Auditing and Corrections
MODULE 2 - Transaction SP01

8. MODULE 2 - Transaction SP01
OBJECTIVES ….
Provide an overview of the transaction SP01
Review the spool files that will be created during payroll cycle
Demonstrate Spool File
Exercise opening spool files

9. SP01
Transaction SP01 Output Controller: Spool Request Selection Screen
Ensure that the User name is correct and the from and to dates are correct for the period you wish to review jobs for. The default are your User Name and the current date .

10. Spool Files
This is a screen shot of all Company Codes and Payroll Areas. Your authorization will only allow you to see your particular company code.

11. MODULE 2 - Transaction SP01
Exercise- Using SP01
See BPP SP01

12. MODULE 2 - Transaction SP01 -Authorizations
Process step
Userid
Spool title
Role
CATA/CAT6
BATCH_ID
*CAT*
Time admin
Time Evaluation
*TIME*
Payroll simulation
*PAY*SIM*
Payroll
Master data compl. Check
*MASTER*
Pre-payroll audit report
*PRE*PAY*
Payroll production full run
*PAY*FULL*
Payroll production match code W
*PAY*MATCH*
FICO posting simulation
*FICO*SIM*
3PR posting simulation
*3PR*SIM*
DME bank check simulation
*DME*SIM*
These are the SAP jobs that will be run during the payroll cycle. The created by field is where you enter the batch_id

13. MODULE 3 - Time Entry and Transfer to HR
OBJECTIVES ….
Provide an overview of the process for entering absences and attendances through CAT2, Web GUI, and Time sheet upload and through PA Actions
CATA Transfer to HR and error correction
Time Evaluation and Error Correction
Identify Roles and Responsibilities
For school boards entering time via the various tools, reviewing the spools, and making the corrections in a timely manner.
Payroll Services is responsible for running the jobs which in turn creates the spools

14. “Standard” Payroll Cycle Service Delivery Model
Payroll Function/Activity
Functional Responsibility
Step #1 & 2.Record attendance and absences (A&A) via upload, CAT2, PA Actions
Begin entering time DAY 1 of the payroll cycle to day 5 of the payroll cycle
Time Clerks (Site and Board Office)
Time Administrators(Board Office)
HR Administrators (PA40 Actions)
Attendance & absences recorded for each employee (positive and exception paid employees)
Master Data changes

15. “Standard” Payroll Cycle Service Delivery Model
Transaction CAT2 - Cross Application Time Sheet (CATS) is a tool used to perform the entry of time attendance and absence data
Attendance & absences recorded for each employee (positive and exception paid employees) will be stored here whether they were entered directly in CAT2, using Web GUI or via the Timesheet Upload
Absences entered using PA40 Actions will be made directly into HR

16. “Standard” Payroll Cycle Service Delivery Model
Payroll Function/Activity
Functional Responsibility
Step #3. CATA – Transfer of CATS entries to HR and
Run Time Evaluation
Day 1-11
Centralized with DOF, Payroll Services Division with School Boards also performing the function on an individual, as required basis
CATA
Transfers attendance and absence data from CATS to HR
New entries, corrections and deletions are all transferred to HR so that CATS and HR are always in sync
Time Evaluation
Generates attendance and absence payroll earning codes
Generates errors for escalation, analysis, and resolution
Time Eval will be run by Company code and Payroll Area
Can be run for individual employees by board.
Review Time Eval Errors

17. “Standard” Payroll Cycle Service Delivery Model
CAT2 Entry
Enter
Time
Data
Transfer
CATA
CATA – Transfer from CATS to HR
After the time data has been entered in CATS it needs to be transferred to HR Time Management. This is done in an automatic process that will run nightly in a batch. This can also be done manually by the time administrator role.
CATA will be run by Company code and Payroll Area

18. “Standard” Payroll Cycle Service Delivery Model
CATA Errors (sample – the attendance is colliding with an absence that already exists in HR)
Initial Transfer – All new or changed (edited) entries
Repeat Transfer – Entries that could not be transferred during the initial transfer that are being re-sent now that HR Master Data has been corrected

19. Standard” Payroll Cycle Service Delivery Model
Time Evaluation
Review Time Eval Errors (sample – employee was rejected because of a work schedule error. Time evaluation must be run with the log on for this employee to see exactly why the error occurred) This will have to be communicated to the time administrator. Remember, this is for the rejected entries.
Time Evaluation immediately stops for an employee when it reaches an error. It will move onto the next employee.
Time Evaluation errors are “stackable”. Just because you fix an error one day does not mean that when Time Evaluation resumes for an employee it will not encounter another error for that same day or on a future day.

20. Standard” Payroll Cycle Service Delivery Model
Time evaluation could not be processed on the employee because their HR Master data was still being edited by an end user, therefore payroll processing for that employee was ceased.

21. MODULE 4a - Pre-Payroll Audit Report
OBJECTIVES ….
Provide an overview of the process for running the Pre Payroll Audit Report
Identify the spool files generated by this report
Review information contained in spool
Identify Roles and Responsibilities
For school boards reviewing the spools, and making the corrections in a timely manner.
Payroll Services is responsible for running the jobs which in turn creates the spools

22. Standard” Payroll Cycle Service Delivery Model
Payroll Function/Activity
Functional Responsibility
Step #4A. Run Pre-Payroll Audit Reports
Day 1 and 10
Centralized report generation with DOF, Payroll Services Division
Decentralized to School Boards for report review, analysis, and error correction
Identifies employees who have had time entry or actions processed. This will give you the opportunity to identify possible errors on an individual. This streamlines the error escalation, analysis, and resolution process
Auditing and analysis tool

23. Pre-Payroll Audit Report
Transaction code: ZRHRPY006
Creates the following reports:
Retro-changes to HR master data - Audit
Future-changes to HR master data - Audit
Time entries overwritten - Audit
Employees with incomplete time evaluation results - Audit
Excluded employees (Locked Employees) – Information that will indicate that these EE’s are excluded from payroll
Number of employees for retro-active accounting by date – Information to indicate how big you payroll will be
Employees changed payroll area within the payroll period – Information to avoid complicated situation
When is it run?
It will be run as one of the first steps in the payroll cycle, and just before starting the payroll execution cycle

24. Pre-Payroll Audit Report
Report 1- Retro-changes to HR master data
Spool file Name
PY_CCXX_PAXX_PRE_PAYROLL_AUDIT_RETRO_CHGS_TO_MD_RPT
List the master data that has been added, changed or deleted retro-actively. These changes will automatically cause a retro calculation.

25. Report 1-Retro Changes to Master Data
This report lists the master data that has been added, changed or deleted retro-actively. These changes will automatically cause a retro calculation. The report shows the employee identification, the Info Type, the date/user of the change and the fields with their values that have been changed

26. Pre-Payroll Audit Report
Report 2- Future-changes to HR master data
Spoolfile Name
PY_CCXX_PAXX_PRE_PAYROLL_AUDIT_FUTURE_CHGS_TO_MD_RPT
List the master data that has been added, changed or deleted for future payroll executions.

27. Report 2.Future changes to HR Master data
This report lists the master data that has been added, changed or deleted for future payroll executions. The report shows the employee identification, the Info Type, the date/user of the change and the fields with their values that have been changed

28. Pre-Payroll Audit Report
Report 3- Time entries overwritten
Spool file Name
PY_CCXX_PAXX_PRE_PAYROLL_AUDIT_TIME_ENTRIES_OVERWRITTEN_RPT
List the time data that has been added or changed during the selected period.

29. Report 3- Time Entries Overwritten
This report lists the time data that has been added or changed during the selected period. The report shows the employee identification, the Info Type, the date/user of the change and the fields with their values that have been changed

30. Pre-Payroll Audit Report
Report 4- Employees with incomplete time evaluation results
Spoolfile Name
PY_CCXX_PAXX_PRE_PAYROLL_AUDIT_TIME_EVAL_INCOMPLETE_RPT
List the employees that either had an error executing time evaluation or don’t have up-to-date time evaluation results.