Personnel Administration Training Manual (End User)

Project i-SMARTS
Training Guide
Personnel Administration Course
Personnel Administration
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+ ',,* P!A&A www-"rasa-com
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Ta&le of Contents
#n(oty"es ------------------------------------------------------------------------------------------ /
Con0entions 1sed in this &ystem !e(erence 2uide---------------------------------------------/ Prere3uisites------------------------------------------------------------------------------------------------4 Target 2rou"------------------------------------------------------------------------------------------------4 Course O jecti0es-----------------------------------------------------------------------------------------4
Course Ma"--------------------------------------------------------------------------------------- * Cha"ter 5 6 #n(oty"es ----------------------------------------------------------------------- 5,

Personnel Administration------------------------------------------------------------------------------5,
Conce"ts used in Personnel Administration---------------------------------------------------------------55 Terms and Conce"ts----------------------------------------------------------------------------------------------.) Business !ules-----------------------------------------------------------------------------------------------------7, !oles and !es"onsi ilities--------------------------------------------------------------------------------------7,
Payroll O0er0iew-----------------------------------------------------------------------------------------75
Terms and Conce"ts Payroll-----------------------------------------------------------------------------------7. Business !ules-----------------------------------------------------------------------------------------------------7/ !oles and !es"onsi ilities--------------------------------------------------------------------------------------74
Cha"ter ' 6 #n(oty"es------------------------------------------------------------------------ 7*

Maintain Te8t----------------------------------------------------------------------------------------------)9 #n(oty"es used in P!A&A------------------------------------------------------------------------------)4
Cha"ter .6 #n(oty"es ------------------------------------------------------------------------ 95 Cha"ter 7 6 #n(oty"es ----------------------------------------------------------------------- /.

$is"lay #n(oty"e ,,,5 Organisational Assignments----------------------------------------/. Create #n(oty"e ,,,5 6 Organisational Assignments------------------------------------------/9 Change #n(oty"e ,,,5 6 Organisational Assignments----------------------------------------//
Cha"ter ) 6 #n(oty"es ----------------------------------------------------------------------- 4'

Business !ules on Master $ata----------------------------------------------------------------------4' $is"lay #n(oty"e ,,,' Personal $ata-----------------------------------------------------------4' Create #n(oty"e ,,,' Personal $ata-----------------------------------------------------------4. Change #n(oty"e ,,,' Personal $ata-----------------------------------------------------------47
Cha"ter 9 6 #n(oty"es ----------------------------------------------------------------------- 44

Payroll:!etroacti0e Accounting ;ields-------------------------------------------------------------*, Time <0aluation and !etroacti0e Accounting ;ields-------------------------------------------*'
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Cha"ter 4 6 #n(oty"es ----------------------------------------------------------------------- */

Change #n(oty"e ,,,/ Planned =orking Time-----------------------------------------------**
Cha"ter * #n(oty"es ----------------------------------------------------------------------- 5,7 Cha"ter 5,6 #n(oty"es -------------------------------------------------------------------- 5,* Cha"ter 55 #n(oty"e 55 6 <8ternal trans(ers----------------------------------------557 Cha"ter 5' 6 #n(oty"es ------------------------------------------------------------------- 554 Cha"ter 5. 6 #n(oty"es ------------------------------------------------------------------- 5'' Cha"ter 576 #n(oty"es -------------------------------------------------------------------- 5'9
;i8ed Term <m"loyees and Tem" Contracts---------------------------------------------------5.'
Cha"ter 5) 6 #n(oty"es ------------------------------------------------------------------- 5.) Cha"ter 59 6 #n(oty"es ------------------------------------------------------------------- 57,

Change:Create an <mergency Contact !ecord-----------------------------------------------57'
Cha"ter 5/ 6 #n(oty"es ------------------------------------------------------------------- 577 Cha"ter 54 6 #n(oty"es ------------------------------------------------------------------- 59,

Create Cost $istri ution------------------------------------------------------------------------------59' Create Cost $istri ution------------------------------------------------------------------------------59)
Cha"ter 5* 6 #n(oty"es ------------------------------------------------------------------- 594 Cha"ter ', 6 #n(oty"es ------------------------------------------------------------------- 5/' Cha"ter '5 #n(oty"e )/ Mem ershi" ;ees----------------------------------------5// Cha"ter '' #n(oty"e // Additional Personal $ata------------------------------54' Cha"ter '. 6 #n(oty"es ------------------------------------------------------------------- 549 Cha"ter '7 #n(oty"e ,57* Ta8es &A------------------------------------------5*5 Cha"ter ') #n(oty"e ,5), &ocial #nsurance &A------------------------------5*) Cha"ter '9 6 #n(oty"es ------------------------------------------------------------------- ',,
Trans(er <m"loyee $ata-----------------------------------------------------------------------------',7 <m"loyee <8istence check--------------------------------------------------------------------------',) Action Ty"es > !easons------------------------------------------------------------------------------',4 Personnel Actions <ngagement and Com"lete <ngagement---------------------------',4 Com"lete <ngagement?------------------------------------------------------------------------------'5,
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Personnel Action 6 !e6<ngagement---------------------------------------------------------------'55 Personnel Action 6 Organisational !e6Assignment ------------------------------------------'55 !e6Assignment within the &ame &ite------------------------------------------------------------'5. Personnel Action 6 Termination--------------------------------------------------------------------'5. Personnel Action Com"lete Termination------------------------------------------------------'5) Personnel Action 6 Bursar @ire---------------------------------------------------------------------'5) Personnel Action 6 <8t Bursar Org !eassignment--------------------------------------------'5) Personnel Action <8t Bursar termination-----------------------------------------------------'59 Change <ntry $ate------------------------------------------------------------------------------------'59 $elete Personnel $ata--------------------------------------------------------------------------------'',
Cha"ter '/ 6 #n(oty"es ------------------------------------------------------------------- ''*

The &outh A(rican Payroll $ri0er screen is dis"layed---------------------------------------'., Com"lete the (ollowing instructions?-------------------------------------------------------------'.' Com"lete the (ollowing instructions?-------------------------------------------------------------'.. The &outh A(rican Payroll $ri0er screen is dis"layed---------------------------------------'.) Com"lete the (ollowing instructions?-------------------------------------------------------------'.4 The $is"lay Aog Tree screen is dis"layed-------------------------------------------------------'.4 The Aayout &et $is"lay screen is dis"layed----------------------------------------------------'.* Com"lete the (ollowing instructions?-------------------------------------------------------------'.* The Aayout &et $is"lay screen is dis"layed----------------------------------------------------'75
Cha"ter '46 Accessing !e"orts---------------------------------------------------------'77

Personnel ;ile-------------------------------------------------------------------------------------------'77 --------------------------------------------------------------------------------------------------------------'79 ;le8i le <m"loyee $ata------------------------------------------------------------------------------'7/ --------------------------------------------------------------------------------------------------------------'74 <m"loyee Aist------------------------------------------------------------------------------------------'74 #n(oty"e O0er0iew (or <m"loyee------------------------------------------------------------------'7* Aogged Changes #n #n(oty"e $ata ---------------------------------------------------------------')'
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(nfot#pes
This Aearner 2uide is intended to su""lement (acilitated training- #t "ro0ides in(ormation on? Prere3uisite skills and knowledge re3uired (or the course Terms and conce"ts s"eci(ic to the "rocess and transactions Business rules a""lica le to the "rocess !ele0ant usiness "rocesses A ste" y ste" guide through the rele0ant system transactions
C$
$!er!ie.
V) T($ S
*S)D
T+(S
S,ST)M R)-)R)
C)
G*(D)
The O0er0iew icon indicates that a conte8t o0er0iew to the in(ormation co0ered in the section will e "ro0idedThe Menu Path icon indicates that the menu "ath that is used to access the s"eci(ic transaction will e dis"layedThe &ystem !esult icon indicates that the system result o( the transaction details will e dis"layedThe #nstructions icon indicates that a ste"6 y6ste" e8"lanation o( how to "er(orm a transaction is descri edThe Take Note icon draws attention to "articularly im"ortant in(ormation related to that transactionThe Consolidation icon indicates the end o( a section and o jecti0es co0ered-
Menu Pat/
S#stem Result Pat/ (nstruction Result Take ote Result Consolidation Result
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PR)R)Q*(S(T)S
The skills and knowledge that are re3uired are? Com"uter Aiteracy &AP !. O0er0iew and Na0igation
TARG)T GR$*P
Payroll Administrators @! Administrators
$uration? . days
C$*RS) $"0)CT(V)S
At the end o( this courseB you will e a le to? $escri e the o0erall "ur"ose o( the Personnel and Payroll Administration (unction in P!A&A #denti(y the rele0ant usiness "rocess that relates to the Personnel and Payroll Administration (unction $escri e the Terms and Conce"ts that relate to the Personnel and Payroll Administration "rocess
Com"lete rele0ant system transactions that relate to the Personnel and Payroll Administration "rocess
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Course Map
The course ma" will "ro0ide you with a high le0el o0er0iew o( where you are at the eginning o( e0ery cha"ter-
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C/apter 1 - (nfot#pes
P)RS$
$!er!ie.
)2
ADM(
(STRAT($
#n(oty"es are units o( in(ormation in the system- #n &APB the in(ormation units used to enter master dataB are called #n(oty"es- !ecording <m"loyee data (or administrati0eB time recording and "ayroll "ur"oses is o( "rimary im"ortance (or master data administration in @!#n(oty"es are used to grou" related data (ields together- To the userB #n(oty"es a""ear as data screens- They contain a whole series o( in(ormation- ;or e8am"leB last nameB (irst name and date o( irth that are entered in data (ields$ata (ields concerning the same or similar su ject matterB are com ined into data grou"s or in(ormation units&u ty"es are used to su di0ide #n(oty"e records- They su di0ide #n(oty"e data y su ject matterB which makes it easier (or you to access and manage in(ormationB or to assign di((erent control (eatures Csuch as time constraintsD to di((erent su ty"es- Eou can also create se"arate histories (or each su ty"ePersonnel Administration CPAD is a &AP a""lication com"onent that allows you to manage all "ersonnel administration tasks- #t also relie0es you (rom daily administrati0e routine tasks- PA in0ol0es administrating em"loyee data commonly re(erred to as Master $ata- PA allows you to "er(orm all tasks when managing em"loyee dataB e-g-? @iring Organisational Management reassignment Termination Maintain all data CCreateB ChangeB $is"layB $elimitD
The master data ca"tured in PA can e integrated with the (ollowing @uman Ca"ital Management C@CMD su 6modules?
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Recruitment A""licant data is trans(erred (rom !ecruitment to PA a(ter hiringOrganisational Management New em"loyees are automatically incor"orated into the organisational structure o( the com"any through PA when they are assigned into a "osition Time Management Basic Time Management in(ormation is entered 0ia PA- Automatic checks with master data in(ormation ca"tured 0ia PA are done y the system to 0eri(y <m"loyee in(ormationTraining and )!ents <m"loyees can e ooked as attendees or as instructors on the system when you use the master data ca"tured in PA-
C$
C)PTS *S)D (
P)RS$
(
)2
ADM(
(STRAT($
STR*CT*R)S
+*MA
R)S$*RC)S 3+R4
The task o( a @uman !esources Management &ystem is to de"ict organisational hierarchies and relationshi"s etween em"loyees and to ena le you to store and manage em"loyee data-
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$rganisational Structure of t/e compan#

Example of Organisational Structure
Position A "osition is the indi0idual em"loyee assignment or "lacement in a com"any C(or e8am"leB @! secretaryB and (inancial clerkD- A "osition is an organisational grou"ing o( work that can e "er(ormed y one "erson- By creating "ositions and then creating relationshi"s among the "ositionsB you identi(y the authority structure or chain o( command at your com"any$rganisational *nit An organisational unit re"resents any ty"e o( organisational entity (ound within a com"anyB e-g- di0isionsB de"artment or s"ecial "roject teams- Organisational units are one o( the o jects that make u" organisational "lans when related with one another- The hierarchical interrelations that e8ist etween the organisational units de"ict the organisational structure o( the com"any-
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)
1. 2. 3.
T)RPR(S)
STR*CT*R)
The <nter"rise &tructure consists o( the (ollowing com"onents? Com"any Code Personnel Area > Personnel &u 6Area <m"loyee 2rou" > <m"loyee &u 62rou"
C$MPA
C$D)S
=ithin a client the com"any code re"resents the highest le0el o( the com"any structure- #t re(ers to a legal entity and is also used in the (ollowing modules? Controlling ;inancial Accounting Materials Management &ales and $istri ution
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The (ollowing Com"any Codes are used in P!A&A? Com"any Code Com"any Code $escri"tion 5,,, ',,, .,,, 7,,, ),,, P!A&A #nclude Prasa @ead O((ice Metrorail #ntersite Auto"a8 &hosholoFa Meyl
P)RS$
)2
AR)A % P)RS$
)2
S*"-AR)A
Personnel areas di0ide a com"any code into su 6unitsB normally ased on geogra"hical di0isions such as "lantsB regions or de"artmentsThe "ersonnel area has the (ollowing (unctions? #t is used to generate de(ault 0alues (or data entry- ;or e8am"leB an <m"loyee "ayroll area#t is a selection criterion (or re"orting The "ersonnel area constitutes an authorisation check unit
Personnel su 6areas are su di0isions o( the "ersonnel area- Organisational control o( the main @! su 6areasB namely the "ay scale and wage ty"e structures and work schedule "lanningB takes "lace at the "ersonnel su 6area le0elThe "ersonnel su 6area is only used in Personnel Administration- The grou"ings linked to the "ersonnel su 6area determine which entries (rom the su se3uent screen are allowed (or an <m"loyee o( a "articular com"any code:"ersonnel area2rou"ings are used (or 0alidation o( master and time data- 2rou"ings are also used to check the 0alidity o( data that you enter-
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The (ollowing Personnel Areas > &u 6Areas are used in P!A&A 2rou" o( Com"anies these are re(lected "er Com"any Code? Com"any P!A&A 5,,, PA Personnel Area Te8t P&u area P-su area te8t 55,, 2C<O6O((ice 5'5, <O6Board 5'', <O6C<OGs O((ice 5'., <O6Com"&ecret5'7, <O6#nternal Aud 5,,, P!A&A @O 5'), <O6Mrk>Comms 5'9, <O6ParlmentAias 5'4, <O6&takeh-Mng5'*, <O6&BP 4*,, 2rou" &AM 5'), <O6Mrk>Comms 2rou" Cor"orate 5',, A((airs '.5, CA6Cor"-A((airs .7,, ;#6Cor"orate ;i .755 ;#6!egi-;inance .75' ;#6Adm 5.,, 2rou" ;inance .7)7 ;#6M#& /45, P!6Commercial 7),, @!6Cor" 7)55 @!6Transact-Mng 7)5' @!6<! 7)5. @!6<=P 7)5) @!6Bene(its-Mng 7)'' @!6Trans(m-Mng7)'. @!6@!#& 7)') @!6ProjectO((ic 7).5 @!6#nt&take!ela 2rou" @uman 7)75 @!6O>$ 57,, Ca"ital Management 7)7' @!6!ecr>&elect7)7. @!6Tactical Mng 7)77 @!6Talent Mng7)7) @!6Trn->$e07))5 @!6Admin )9,, #CT6Cor"orate 9/5, A!6Com"l>O"9/7, A!6Aegal&er0/45, P!6Commercial 5),, 2rou" #n(ormation )9,, #CT62B#
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PA
Personnel Area Te8t Management
59,,
2rou" Aegal > !isk Management 2rou" &u""ly Chain Management &trategic Asset Management
5/,,
54,,
P&u area )99, )9/, 9/,, 9/5, 9/7, 9/), 9/9, /4,, /4., 5'), 7))5 /4., 4*,,
P-su area te8t #CT6O"sT#M& #CT6!esHnwMngA!6Cor"orate A!6Com"l>O"A!6Aegal&er0A!6!iskMngA!6&ec->Protect P!62rou" P!6&u""lyChain <O6Mrk>Comms @!6Admin P!6&u""lyChain 2rou" &AM
Com"any Metrorail ',,, PA Personnel Area Te8t ',,, Metrorail @O
P&u area 5'5, 5'', 5'*, '.5, .7.7 .77) .7)5 .7)' .7)7 7)5' 7)5. 7)57 7)'' 7)'. 7)') 7).5 7)75 7)7' 7)77 7)7) 7))9 )95, )9', )9., )97, )9), 9/5, 9/.,
P-su area te8t <O6Board <O6C<OGs O((ice <O6&BP CA6Cor"-A((airs ;#6&trat-Ast Mn ;#6Treasury ;#6Mng-Acct;#6BudgetMng;#6M#& @!6<! @!6<=P @!6Payroll @!6Trans(m-Mng@!6@!#& @!6ProjectO((ic @!6#nt&take!ela @!6O>$ @!6!ecr>&elect@!6Talent Mng@!6Trn->$e0@!6Admin#CT #CT6BPM>Adm#CT6Hnowl-Mng#CT6M#& #CT6Netw-:AAN A!6Com"l>O"A!6Aeg>!isk#ns-
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PA
Personnel Area Te8t
'55,
Metrorail <C<A
P&u area 9/7, 9/), 9/9, /45, /4', <;,, <;7, ;2/, 5'), .75' .7'5 .77' .777 .7)' 7)5' 7)5. 7)57 7)5) 7)'' 7)'. 7).5 7)75 7)7' 7)77 7)7) 7))5 )95, )97, )9), )99, 9/5, 9/., 9/7, 9/), 9/9, /45, /4', /4.5 5'A, AB5, AB', AB., AB7, AB45
P-su area te8t A!6Aegal&er0A!6!iskMngA!6&ec->Protect P!6Commercial P!6Com"liance #;6<lectrical #;6Perway !&6&tratNet$e0<O6Mrk>Comms ;#6Adm ;#6!e0- Acc;#6Cash Mng;#6Creditors:$e ;#6BudgetMng@!6<! @!6<=P @!6Payroll @!6Bene(its-Mng @!6Trans(m-Mng@!6@!#& @!6#nt&take!ela @!6O>$ @!6!ecr>&elect@!6Talent Mng@!6Trn->$e0@!6Admin #CT #CT6M#& #CT6Netw-:AAN #CT6O"sT#M& A!6Com"l>O"A!6Aeg>!isk#nsA!6Aegal&er0A!6!iskMngA!6&ec->Protect P!6Commercial P!6Com"liance P!6&u""lyChain <O6!egional-Mng C&6Client C&6Ticket&ales C&6&"ecial&ales C&6Buggage C&6Admin
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PA
Personnel Area Te8t
'5',
Metrorail <CP<
'.5,
Metrorail 2PN
P&u area $<,, $<5, $<', $<., $<7, <;,, <;5, <;., <;7, <;), ;25, ;2', ;27, 2@5, @#5, @#7, @#/, JH', .7). 9/9, AB5, AB', AB45 $<5, $<', 5'', 5'), 5'/5 .75' .7'5 .7'' .775 .77' .7)' 7)5' 7)5. 7)57 7)75 7)7' 7)7) 7))5 )95, )9), )99, 9/),
P-su area te8t TO6!ail &a(ety TO6Train Admin TO6Train Contro TO6TrnTra(ContTO6EardO"s #;6<lectrical #;6;acilities #;6#MM& #;6Perway #;6&ignals !&6Admin&u"!&6Con(ig- O((i !&6Outside &er0 !&6$e(ects-<lec !&6Back6&ho" !&6Maint- O"s!&6!e"air#tems!&6$e(ects-Tech ;#6&ystem A!6&ec->Protect C&6Client C&6Ticket&ales C&6Admin TO6Train Admin TO6Train Contro <O6C<OGs O((ice <O6Mrk>Comms <O6PMO ;#6Adm ;#6!e0- Acc;#6;are!e0;#6;in-Accounts ;#6Cash Mng;#6BudgetMng@!6<! @!6<=P @!6Payroll @!6O>$ @!6!ecr>&elect@!6Trn->$e0@!6Admin #CT #CT6Netw-:AAN #CT6O"sT#M& A!6!iskMng-
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PA
Personnel Area Te8t
'.',
Metrorail 2P&
P&u area 9/9, /4., 4*5, AB', AB9, AB/5 $<5, $<', $<., $<7, <;,, <;5, <;7, <;), <;9, ;25, ;2), ;29, 2@', @#5, @#', #J5, #J., JH., 5'), 5'*, '.5, '.', .75' .7'5 .775 .77' .777 .7)' 7)5' 7)5. 7)57 7)59 7)75 7)7' 7)77 7)7) 7))5 )95,
P-su area te8t A!6&ec->Protect P!6&u""lyChain &M6!g-Mrk>Com C&6Ticket&ales C&6Ticket%eri( <O6HAM TO6Train Admin TO6Train Contro TO6TrnTra(ContTO6EardO"s #;6<lectrical #;6;acilities #;6Perway #;6&ignals #;6Admin !&6Admin&u"!&6Plan>Aogist!&6Production !&6<lectrical !&6Back6&ho" !&6Car=agMain!&6Coach Cleani !&6;aults 6$e(e !&6Tch-<ng-Adm <O6Mrk>Comms <O6&BP CA6Cor"-A((airs CA6;leet Mng;#6Adm ;#6!e0- Acc;#6;in-Accounts ;#6Cash Mng;#6Creditors:$e ;#6BudgetMng@!6<! @!6<=P @!6Ben(-Payroll @!6<=P6!"ool @!6O>$ @!6!ecr>&elect@!6Talent Mng@!6Trn->$e0@!6Admin #CT
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PA
Personnel Area Te8t
'75,
Metrorail HIN
P&u area )9', )97, )9), 9/,, 9/., 9/7, 9/), 9/9, /4., 5'A, 5'B5 AB5, AB', AB), AB9, AB45 BC5, BC), BC9, $<,, $<5, $<', $<., $<7, <;,, <;5, <;7, <;), <;9, <;/, <;4, ;25, ;2), 2@5, 2@', @#5, @#', @#), @#9, #J5, #J., #J7, JH5, JH., 5'),
P-su area te8t #CT6BPM>Adm#CT6M#& #CT6Netw-:AAN A!6Cor"orate A!6Aeg>!isk#nsA!6Aegal&er0A!6!iskMngA!6&ec->Protect P!6&u""lyChain <O6!egional-Mng <O6!2-O((-Admin C&6Client C&6Ticket&ales C&6<nroute MngC&6Ticket%eri( C&6Admin C&&6#ns"ectorC&&6Cust-Care C&&6@ealth&a(et TO6!ail &a(ety TO6Train Admin TO6Train Contro TO6TrnTra(ContTO6EardO"s #;6<lectrical #;6;acilities #;6Perway #;6&ignals #;6Admin #;6&u""ortPl #;6Projects !&6Admin&u"!&6Plan>Aogist!&6$e(ects-<lec !&6<lectrical !&6Back6&ho" !&6Car=agMain!&6Maint-&u"!&6Progr-=ork !&6CoachClean!&6;aults$e(ect !&6;ull &heddin !&6Tch-<ng-&er0 !&6Tch-<ng-Adm <O6Mrk>Comms
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PA
Personnel Area Te8t
P&u area 5'*, '.5, .75' .7'5 .7'' .775 .77' .777 .7)' .7). 7)5' 7)5. 7)57 7)59 7)'' 7)'. 7).5 7)75 7)7' 7)77 7)7) 7))5 )95, )9', )97, )9), )99, 9/,, 9/5, 9/', 9/., 9/7, 9/), 9/9, /45, /4', /4., 5'A, AB5, AB', AB., AB7, AB9, AB/5
P-su area te8t <O6&BP CA6Cor"-A((airs ;#6Adm ;#6!e0- Acc;#6;are!e0;#6;in-Accounts ;#6Cash Mng;#6Creditors:$e ;#6BudgetMng;#6&ystem @!6<! @!6<=P @!6Payroll @!6<=P6!"ool @!6Trans(m-Mng@!6@!#& @!6#nt&take!ela @!6O>$ @!6!ecr>&elect@!6Talent Mng@!6Trn->$e0@!6Admin #CT #CT6BPM>Adm#CT6M#& #CT6Netw-:AAN #CT6O"sT#M& A!6Cor"orate A!6Com"l>O"A!62r"Aegal!isk A!6Aeg>!isk#nsA!6Aegal&er0A!6!iskMngA!6&ec->Protect P!6Commercial P!6Com"liance P!6&u""lyChain <O6!egional-Mng C&6Client C&6Ticket&ales C&6&"ecial&ales C&6Baggage C&6Ticket%eri( C&6Admin
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PA
Personnel Area Te8t
'*5,
Metrorail =CP
P&u area AB45 BC5, C$'. $<,, $<5, $<', $<., $<7, <;,, <;5, <;., <;7, <;), <;9, ;25, ;2', ;2., ;27, ;2), 2@5, 2@', @#5, @#., @#7, @#), @#/, #J5, #J', JH', JH., 5'), 5'*, '.5, .755 .75' .7'5 .775 .77' .7)5 .7)' .7). 7)55 7)5' 7)5. 7)57
P-su area te8t C&6Admin C&&6#ns"ectorP$6Pr"!esearch TO6!ail &a(ety TO6Train Admin TO6Train Contro TO6TrnTra(ContTO6EardO"s #;6<lectrical #;6;acilities #;6#MM& #;6Perway #;6&ignals #;6Admin !&6Admin&u"!&6Con(ig- O((i !&6Materials Mn !&6Outside &er0 !&6Plan>Aogist!&6$e(ects-<lec !&6<lectrical !&6Back6&ho" !&6#nterm&hed !&6Maint- O"s!&6Maint-&u"!&6!e"air#tems!&6Coach Cleani !&6Com"- &er0ic !&6Tch-$e(ects !&6Tch-<ng-Adm <O6Mrk>Comms <O6&BP CA6Cor"-A((airs ;#6!egi-;inance ;#6Adm ;#6!e0- Acc;#6;in-Accounts ;#6Cash Mng;#6Mng-Acct;#6BudgetMng;#6&ystem @!6Transact-Mng @!6<! @!6<=P @!6Payroll
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PA
Personnel Area Te8t
P&u area 7)59 7)'' 7)'. 7).5 7)75 7)7' 7)77 7)7) 7))5 7)95 )95, )97, )9), )99, )945 9/5, 9/., 9/7, 9/), 9/9, /45, /4', /4., 5'B5 AB5, AB', AB., AB7, AB9, AB/5 AB45 BC5, BC), $<,, $<5, $<', $<., $<7, <;,, <;5, <;., <;7, <;), <;9,
P-su area te8t @!6<=P6!"ool @!6Trans(m-Mng@!6@!#& @!6#nt&take!ela @!6O>$ @!6!ecr>&elect@!6Talent Mng@!6Trn->$e0@!6Admin @!6!eg-Mng#CT #CT6M#& #CT6Netw-:AAN #CT6O"sT#M& #CT-!eg-Mng A!6Com"l>O"A!6Aeg>!isk#nsA!6Aegal&er0A!6!iskMngA!6&ec->Protect P!6Commercial P!6Com"liance P!6&u""lyChain <O6!2-O((-Admin C&6Client C&6Ticket&ales C&6&"ecial&ales C&6Baggage C&6Ticket%eri( C&6Admin C&6Admin C&&6#ns"ectorC&&6Cust-Care TO6!ail &a(ety TO6Train Admin TO6Train Contro TO6TrnTra(ContTO6EardO"s #;6<lectrical #;6;acilities #;6#MM& #;6Perway #;6&ignals #;6Admin
Page '. o( ')*
PA
Personnel Area Te8t
P&u area <;/, <;4, ;25, ;2', ;2., ;27, ;2), 2@5, 2@', @#5, @#', @#7, @#), @#9, @#/, #J5, #J', #J., #J7, JH', JH.,
P-su area te8t #;6&u""ortPl #;6Projects !&6Admin&u"!&6Con(ig- O((i !&6Materials Mn !&6Outside &er0 !&6Plan>Aogist!&6$e(ects-<lec !&6<lectrical !&6Back6&ho" !&6Car=agMain!&6Maint- O"s!&6Maint-&u"!&6Progr-=ork !&6!e"air#tems!&6Coach Cleani !&6Com"-&er0ice !&6;ault$e(ects !&6;ull &heddin !&6Tch-$e(ects !&6Tch-<ng-Adm
Com"any #ntersite 6 .,,, PA Personnel Area Te8t
.,,,
#ntersite @O
P&u area 5'5, 5'., 5'7, 5'), .755 .75' .775 .77. .777 .77) .7)5 .7)' 7)55 )95, 9/', 9/7, 9/9, /4., C$,5 C$5' C$75
P-su area te8t <O6Board <O6Com"&ecret<O6#nternal Aud <O6Mrk>Comms ;#6!egi-;inance ;#6Adm ;#6;in-Accounts ;#6Acct-!ec;#6Creditors:$e ;#6Treasury ;#6Mng-Acct;#6BudgetMng@!6Transact-Mng #CT A!62r"Aegal!isk A!6Aegal&er0A!6&ec->Protect P!6&u""lyChain P$6PrjPro"-$e0P$6;acil-<stMng P$6!<AM
Page '7 o( ')*
PA .55,
Personnel Area Te8t #ntersite <C<A
..5,
#ntersite 2PN
..',
#ntersite 2P&
.75,
#ntersite HIN
.*5,
#ntersite =C
P&u area .7)5 .7)) C$,5 C$5' .7'' .775 .777 .7)5 /4., 5'B5 C$,5 C$5' .7'5 .775 .77' .77. .777 .7)5 /4., 5'B5 C$,5 C$5' .77' .777 .7)5 )95, 5'B5 C$,5 C$5' .75' .77' .777 .7)5 /4., C$,5 C$5'
P-su area te8t ;#6Mng-Acct;#6Treasury P$6PrjPro"-$e0P$6;acil-<stMng ;#6;are!e0;#6;in-Accounts ;#6Creditors:$e ;#6Mng-AcctP!6&u""lyChain <O6!2-O((-Admin P$6PrjPro"-$e0P$6;acil-<stMng ;#6!e0- Acc;#6;in-Accounts ;#6Cash Mng;#6Acct-!ec;#6Creditors:$e ;#6Mng-AcctP!6&u""lyChain <O6!2-O((-Admin P$6PrjPro"-$e0P$6;acil-<stMng ;#6Cash Mng;#6Creditors:$e ;#6Mng-Acct#CT <O6!2-O((-Admin P$6PrjPro"-$e0P$6;acil-<stMng ;#6Adm ;#6Cash Mng;#6Creditors:$e ;#6Mng-AcctP!6&u""lyChain P$6PrjPro"-$e0P$6;acil-<stMng
Com"any Auto"a8 7,,, PA Personnel Area Te8t P&u area P-su area te8t 7,,, Auto"a8 @O 5'5, <O6Board 5'', <O6C<OGs O((ice .7'5 ;#6!e0- Acc.7.5 ;#6Asset Mng.775 ;#6;in-Accounts
Page ') o( ')*
PA
7.5,
7.',
775, 7)5, 795, 7*5,
Personnel Area Te8t P&u area P-su area te8t .7)' ;#6BudgetMng7)5' @!6<! 7)5. @!6<=P 7)57 @!6Payroll 7)'. @!6@!#& 7)7' @!6!ecr>&elect7)7) @!6Trn->$e0)95, #CT )97, #CT6M#& )9), #CT6Netw-:AAN )99, #CT6O"sT#M& 9/5, A!6Com"l>O"9/', A!62r"Aegal!isk 9/., A!6Aeg>!isk#ns9/7, A!6Aegal&er09/9, A!6&ec->Protect *1)' Bus6Tick-&ales AB5, C&6Client .7'5 ;#6!e0- Acc*A55 Bus6$ri0ers *1', Bus6;leetContro *1., Bus6Augg-ContrAuto"a8 2PN *17, Bus6O"s Admin *1)5 Bus6O"s Control *1)' Bus6Tick-&ales *19, Bus6&tewards .7'5 ;#6!e0- Acc*A55 Bus6$ri0ers *1', Bus6;leetContro Auto"a8 2P& *1., Bus6Augg-Contr*17, Bus6O"s Admin *1)5 Bus6O"s Control *1)' Bus6Tick-&ales .7'5 ;#6!e0- AccAuto"a8 HIN *1)' Bus6Tick-&ales .7'5 ;#6!e0- AccAuto"a8 AMP *1)' Bus6Tick-&ales .7'5 ;#6!e0- AccAuto"a8 MP *1)' Bus6Tick-&ales Auto"a8 =CP .7'5 ;#6!e0- Acc*A55 Bus6$ri0ers *1', Bus6;leetContro *1., Bus6Augg-Contr*17, Bus6O"s Admin *1)5 Bus6O"s Control
Page '9 o( ')*
PA
Personnel Area Te8t P&u area P-su area te8t *1)' Bus6Tick-&ales *19, Bus6&tewards
Com"any &hosholoFa Meyl ),,, PA Personnel Area Te8t P&u area 5'), .75' .7). 7)5' 7)57 7)7) 7))5 9/7, 9/), ),,, &hosholoFa Meyl @O /4., 5'B5 AB5, AB), AB45 $<5, <;5, ;25, ;2), #J5, .75' AB5, AB), &hosholoFa Meyl )55, AB45 <C<A $<5, $<', #J5, .75' 7)57 AB5, &hosholoFa Meyl )5', AB), <CP< AB45 $<', #J5, )'5, &hosholoFa Meyl ;&P .75' 7)57 9/7, AB5, AB7, AB),
P-su area te8t <O6Mrk>Comms ;#6Adm ;#6&ystem @!6<! @!6Payroll @!6Trn->$e0@!6Admin A!6Aegal&er0A!6!iskMngP!6&u""lyChain <O6!2-O((-Admin C&6Client-CallC C&6<nroute MngC&6Admin TO6Train Admin #;6;acilities !&6Admin&u"!&6Plan>Aogist!&6Coach Cleani ;#6Adm C&6Client-CallC C&6<nroute MngC&6Admin TO6Train Admin TO6Train Contro !&6Coach Cleani ;#6Adm @!6Ben(-Payroll C&6Client-CallC C&6<nroute MngC&6Admin TO6Train Contro !&6Coach Cleani ;#6Adm @!6Ben(-Payroll A!6Aegal&er0C&6Client-CallC C&6Baggage C&6<nroute Mng-
Page '/ o( ')*
PA
Personnel Area Te8t
).5, &hosholoFa Meyl 2PN
).',
&hosholoFa Meyl 2P& 6 Central
)75, &hosholoFa Meyl HIN
))5, &hosholoFa Meyl AMP
)95, &hosholoFa Meyl MP
P&u area AB9, AB45 $<5, $<', #J5, 7)57 9/7, AB5, AB7, AB), AB9, AB45 $<5, $<', ;25, #J5, .75' .77' 7)57 9/7, /4., AB5, AB7, AB), AB9, AB45 $<5, $<', $<7, ;25, #J5, AB5, AB7, AB), AB45 $<5, $<', #J5, AB5, AB), AB45 $<', #J5, AB5, AB),
P-su area te8t C&6Ticket%eri( C&6Admin TO6Train Admin TO6Train Contro !&6Coach Cleani @!6Ben(-Payroll A!6Aegal&er0C&6Client-CallC C&6Baggage C&6<nroute MngC&6Ticket%eri( C&6Admin TO6Train Admin TO6Train Contro !&6Admin&u"!&6Coach Cleani ;#6Adm ;#6Cash Mng@!6Ben(-Payroll A!6Aegal&er0P!6&u""lyChain C&6Client-CallC C&6Baggage C&6<nroute MngC&6Ticket%eri( C&6Admin TO6Train Admin TO6Train Contro TO6EardO"s !&6Admin&u"!&6Coach Cleani C&6Client-CallC C&6Baggage C&6<nroute MngC&6Admin TO6Train Admin TO6Train Contro !&6Coach Cleani C&6Client-CallC C&6<nroute MngC&6Admin TO6Train Contro !&6Coach Cleani C&6Client-CallC C&6<nroute Mng-
Page '4 o( ')*
PA
Personnel Area Te8t
)/5, &hosholoFa Meyl NC
)45, &hosholoFa Meyl N=
)*5, &hosholoFa Meyl =CP
P&u area AB9, AB45 $<', #J5, .75' 7)57 AB5, AB), AB45 $<', #J5, AB5, AB), AB45 $<', #J5, .75' 7)57 /4., AB5, AB7, AB), AB9, AB45 $<5, $<', $<7, ;25, #J5,
P-su area te8t C&6Ticket%eri( C&6Admin TO6Train Contro !&6Coach Cleani ;#6Adm @!6Ben(-Payroll C&6Client-CallC C&6<nroute MngC&6Admin TO6Train Contro !&6Coach Cleani C&6Client-CallC C&6<nroute MngC&6Admin TO6Train Contro !&6Coach Cleani ;#6Adm @!6Ben(-Payroll P!6&u""lyChain C&6Client-CallC C&6Baggage C&6<nroute MngC&6Ticket%eri( C&6Admin TO6Train Admin TO6Train Contro TO6EardO"s !&6Admin&u"!&6Coach Cleani
Take ote Result
Personnel areas and &u 6areas is not created in &AP with a start date- All new re3uirements will e re3uested through Central Organisational Management-
Page '* o( ')*
)MP2$,)) GR$*P % S*"-GR$*P

<m"loyee grou"s re"resent a "rimary su di0ision o( "ersonnel in P!A&A- An <m"loyee grou" de(ines the e8tent to which its <m"loyees "lace their la our at the dis"osal o( the enter"riseThe <m"loyee grou" has the (ollowing organisational (unctions? <m"loyee grou"s allow you to generate data entry de(ault 0alues- ;or e8am"leB the "ayroll accounting area or an <m"loyeeGs asic "ays<m"loyee grou"s ser0e as selection criteria (or re"orting <m"loyee grou"s constitute an authorisation check unit
)mplo#ee su&groups su&di!ide )mplo#ee groups5 All o( the control (eatures (or the "ersonnel structure are de(ined at the <m"loyee su grou" le0el- The most im"ortant control (eatures are as (ollows? The standardisation or di((erentiation o( how an <m"loyee is dealt with (or a "ersonnel calculation rule when you use the grou"ing o( <m"loyee su grou"s- ;or e8am"leB the decision whether an <m"loyeeGs remuneration is calculated on a monthly or hourly asis when you use this grou"ingThe determination o( which wage ty"es are "ermissi le (or which <m"loyee su grou"s The eligi ility o( "ay scale grou"s can e restricted- This ensures that only certain "ay scale grou"s are 0alid (or s"eci(ic <m"loyee su grou"s The determination o( which work schedules are "ermissi le (or which <m"loyee su grou"s The setting u" o( a""raisal criteria de"endent on <m"loyee su grou" use the <m"loyee su grou" grou"ing The <m"loyee su grou" ena les you to de(ine data entry de(ault 0alues- ;or e8am"leB (or the "ayroll area or an <m"loyeeGs asic "ayThe <m"loyee su grou" is a selection criterion (or e0aluations <m"loyee su grou"s are an authorisation check unit
The (ollowing <m"loyee 2rou"s are used y P!A&AGs 2rou" o( Com"anies- These are a""lica le to all Com"anies?
Page ., o( ')*
)6Code
)mplo#ee Group
)mplo#ee Group Description The hourly paid contractor is paid on an hourly rate according to the number of actual hours spend in the business of the company. These Hourly Paid Contractors are paid once a month on the last day of the month. The Labour Broker has an agreement with PRA A to supply workforce if and when re!uired. These Labour Broker employees will be maintained on AP HC". This will enable proper #inancial reconsolidation as the time of these workers will be captured and maintained on AP. $f the Labour Broker Company does not ha%e a $R&' for ta( purposes these employees will then be maintained on AP Payroll for the Legal )bligation PRA A has to AR . The monthly paid contractor earns a fi(ed amount per salary*month for ser%ices rendered to the company. These "onthly Paid Contractors are paid once a month on the last day of the month. This is a group that represents employees that is not employed on either a permanent or fi(ed term contract. This is typically employees like bursars+ where the term of employment can %ary according to many different factors. A PRA A ,mployee who is seconded from another PRA A company. The econdee will still be paid by their home company. A Permanent ,mployee can be defined as a person employed by the company where the employment contract has no defined end date other than a compulsory retirement age. The relationship between the employer and employee is deemed a permanent or open*ended relationship. These ,mployees are paid on a "onthly basis on the -.th of each month.
-TC7 +ourl#
2a&our "roker
-TC7 Mont/l#
on Pa#roll
P-Secondee $ut
Permanent
Page .5 o( ')*
)6Code
)mplo#ee Group
)mplo#ee Group Description The employees that are in this group are no longer acti%ely in%ol%ed in the running of the business of the company. They are declared medically unfit to continue their normal responsibilities and are no longer paid by the company+ but is paid from insurance until retirement date. A PRA A ,mployee who is seconded from another PRA A company. The econdee will still be paid by their home company but will be known as a econdee $n the econd Company
Risk Pool
P-Secondee (n
The (ollowing <m"loyee &u 62rou"s are used y P!A&A 2rou" o( Com"aniesThey are used in each Com"any in P!A&A?
)6Co de )mplo#ee Group 5 5, 55 @ ;TC= @ourly 5' 5. ', '5 Aa our Broker ;TC= Monthly /, /5 5, 55 5' 5. ', '5 ., ))S6Code Board Mem ers <8ecuti0e Management &enior Management Manager Asst Management Junior O((icial ) $ay Junior O((icial 9 $ay Aa our Broker Casual Aa our Broker PE <8ecuti0e Management &enior Management Manager Asst Management Junior O((icial ) $ay Junior O((icial 9 $ay Aearnershi" "usiness mappings 5,55,'5,.5,7 5,9 5,* 95, The !est o( em"loyees
A M
The !est o( em"loyees The !est o( em"loyees 5,5B5,'B5,.B5, 7 5,9 5,* 95, The !est o( em"loyees
Page .' o( ')*
)6Co de
)mplo#ee Group 75 7' ), 9,
))S6Code %P!A&Ation &tudent Bursary Contract A""rentice Commission =orker <86Bursars <8ecuti0e Management &enior Management Manager Asst Management Junior O((icial ) $ay Junior O((icial 9 $ay <8ecuti0e Management &enior Management Manager Asst Management Junior O((icial ) $ay Junior O((icial 9 $ay <8ecuti0e Management &enior Management Manager Asst Management Junior O((icial ) $ay Junior O((icial 9 $ay <8ecuti0e Management &enior Management Manager Asst Management Junior O((icial ) $ay Junior O((icial 9
"usiness mappings
Non Payroll
7, 5, 55
The !est o( em"loyees 5,5B5,'B5,.B5, 7 5,9 5,* 95, The !est o( em"loyees 5,5B5,'B5,.B5, 7 5,9 5,* 95, The !est o( em"loyees
P6&econdee Out
5' 5. ', '5 5, 55
Permanent
5' 5. ', '5 5, 55
5,5B5,'B5,.B5, 7 5,9 5,* 95, The !est o( em"loyees 5,5B5,'B5,.B5, 7 5,9 5,* 95, The !est o( em"loyees
!isk Pool
5' 5. ', '5
&
P6&econdee #n
5, 55 5' 5. ', '5
Page .. o( ')*
)6Co de
)mplo#ee Group
))S6Code $ay
"usiness mappings
Page .7 o( ')*
T)RMS
A D
C$
C)PTS
Page .) o( ')*
Terms'Consepts #n(oty"e
/escription
,mployee data must be entered+ managed and stored in the AP system. /ata is entered and stored in $nfotypes. $nfotypes are used to group related data fields together. $nfotypes ha%e names and 0*digit keys. $t pro%ides information with a structure facilitates data entry and enables you to store data for specific periods. The create function allows you to create new data. A new record is created while retaining any pre%ious record. The $nfotype history is generated when you define the %alidity periods. The change function enables you to correct an e(isting record without creating a new record. The old record is o%erwritten by this function. 1hen an $nfotype record is changed+ its history is not updated. This functionality will be used when you want to correct an error or when you want to complete missing information. The copy function creates new $nfotype records+ and as a result+ the $nfotype history is updated. 1ith this+ unlike the create function2 data is not entered on an empty screen+ but on a screen that contains the current data. 3ou can o%erwrite these %alues. This function allows you to display e(isting records. $ndi%idual records or lists of pre%ious records can be displayed. 3ou cannot update or change data when you use the display function.
Create ;unction
Change ;unction
Co"y ;unction
$is"lay
Page .9 o( ')*
Terms'Consepts $elimit ;unction
/escription
The delimit function is used when the data is no longer rele%ant for the selected period. History is retained. The delete function enables you to delete an e(isting incorrect record. History is not retained. Basic personnel procedures within data administration+ such as engaging ,mployees+ are represented by a separate personnel action. ,ach personnel action contains the $nfotypes for which data must be entered with regards to the action in !uestion and are displayed se!uentially for you to process. $f you make changes to the personnel data of an $nfotype which has a link to data of the second $nfotype+ the AP system automatically displays the second $nfotype. These dynamic actions are triggered automatically and guarantee consistent data retention at all times. Reporting plays an important role in human resources data. There are numerous standard reports a%ailable for you to be able to e%aluate the multitude of data managed in your organisation. 1hen you update an $nfotype+ old data is not lost but remains a%ailable for historical e%aluation. The system records a specific period of %alidity for each $nfotype. This enables the system to store more than one $nfotype record at the same time. This means that the time relationships between $nfotype records must be defined.
$elete
Personnel Actions
$ynamic Actions
!e"orts
Time Constraints
Page ./ o( ')*
Terms'Consepts
/escription
Time Constraint 1
#or the entire time that the ,mployee works at the organisation+ e(actly one %alid $nfotype record must e(ist. The %alidity periods of the indi%idual records must not o%erlap. $f a new record is created+ the system automatically uses the start date of the new record as the delimitation date of the old record. 4aps are only allowed between the ,mployee5s entry date and the start date of the first record. #or e(ample+ an ,mployee should always ha%e a personal data record. 6ot more than one %alid record can e(ist at any one time. Records with constraint - must not o%erlap. $f a new record is created+ the system automatically delimits the pre%ious record. #or e(ample+ an ,mployee cannot ha%e more than one $T'''7 8 Basic Pay record. Any number of %alid records can e(ist at any one time. The indi%idual records do not conflict with each other. #or e(ample+ family member9 dependents. As an ,mployee may ha%e a record for three children which need three records of the same type.
Time Constraint 8
Time Constraint 9
Page .4 o( ')*
MA(
T) A C)
-*
CT($ A2(T,
Maintenance T#pe CR)AT)
(con
Purpose 1sed to add a new record to the #n(oty"e1sed to correct an e8isting record in the #n(oty"e 1sed to 0iew an e8isting record in the #n(oty"e 1sed to co"y an e8isting record o( the #n(oty"e to create a new record and to create history1sed to end Csto"D an old record in an #n(oty"e to maintain historical data$elete an erroneous record (or the #n(oty"e-
ote @istory is maintained-
C+A G)
A history record is not created when using the C@AN2< (unction$ata cannot e changed when using the $#&PAAE (unction<((ecti0e date must e changed-
D(SP2A,
C$P,
D)2(M(T
A record may e delimited manually using C!<AT< or automatically y &AP using COPET@<!< #& NO 1N$O ;1NCT#ONJJ
D)2)T)
Page .* o( ')*
Maintenance T#pe $V)RV()7
(con
Purpose
ote
1sed to list all records The list utton is also o( a "articular known as the O0er0iew #n(oty"e utton
"*S(
)SS
R*2)S
P$S(T($
A 0alid "osition is always re3uired (or all <m"loyees on the system There will only e one "osition "er <m"loyee There(ore when you engage or re6assign <m"loyeesB a "osition is always re3uired-
)MP2$,))
*M")R -$R
2(-)
This will ecome "ossi le on an integrated &AP @! system <m"loyees mo0ing etween P!A&A 2rou" o( Com"anies within the same &AP @! system will kee" the same <m"loyee num erAll em"loyees will e allocated a new &AP em"loyee num er which will e an eight C4D character code starting with a two e-g-',,,,,,,- All "re0ious legacy em"loyee num ers will e stored on &AP #n(otye" ,,.' 6 !e(erence-
R$2)S
A D
R)SP$
S("(2(T()S
+R ADM(

(STRAT$R
Maintenance o( @! asic data and s"eci(ic "ayroll data Processing o( actions- ;or e8am"leB <ngagement-
P, ADM(

(STRAT$R
Maintenance o( <m"loyee "ayroll data Processing o( actions- ;or e8am"leB Com"lete <ngagement and Termination-
Page 7, o( ')*
PA,R$22 $V)RV()7
$!er!ie.
The Payroll com"onent o( &AP is used to run "ayroll (or all em"loyees in line with &outh A(rican legal and usiness re3uirementsThe Payroll com"onent is integrated into the Personnel Administration and Time Management modules- The Payroll com"onent uses data (rom these other @! areas to calculate statutory and non6statutory gross and net remuneration (or <m"loyees- These "ayments and deductions are included in an <m"loyeeGs remuneration calculation using wage ty"esPayroll "rocessing consists o( the (ollowing (unctionsTa8ation Allowances and $eductions &alary "ackaging CTraining module on its ownD Aea0e "rocessing Aea0e "ro0isioning Month6end accruals ;inancial "ostings CTraining module on it ownD Terminations !e"orting CTraining module on its ownD <nd6o(6Eear "rocessing CTraining module on its ownD Bank trans(ers CTraining module on its ownD
Page 75 o( ')*
Term:Conce"t
/escription Payroll accounting is com"rised o( the (ollowing Personnel Administration work "rocesses?The generation o( "ayroll results Producing remuneration statements C"aysli"sD Bank trans(ers and che3ue "aymentsPayroll accounting also includes the (ollowing su se3uent acti0ities? Transfer of payroll results to accounting.
Payroll Accounting
!emuneration
The remuneration elements (or an <m"loyee are (ormed (rom indi0idual wage and salary ty"es that are used during a "ayroll "eriod- Payments such as asic "ayB 0arious onuses and gratuities are included in the remuneration calculation- $eductions can e made (or items such as a 1nionsB 2arnisheesB Parking or similar ene(its- $i((erent (actors determine whether such ene(its increase or reduce the ta8a le income- This is determined y country6s"eci(ic regulations andB in some countriesB the "hiloso"hy o( the com"anyAn <m"loyeeKs remuneration consists o( all wage ty"es calculated during a "ayroll "eriod%oluntary and statutory deductionsB such as ta8 and &ocial #nsurance contri utionsB are taken (rom the calculation to determine the "ayment amount- $i((erent gross 0aluesB (or e8am"leB total gross amount and gross ta8 amountB are used to calculate the deductions- ;or this reasonB di((erent totals are (ormed during the "ayroll runB and these totals are used (or su se3uent "rocessing2rou"s o( <m"loyees who are "aid on the same date and ha0e the same "ayment (re3uencyThe Payroll Control !ecord? $etermines the current "ayroll "eriod and "ayroll "astAocks time and master data changes during a "ayroll run$etermines the earliest date that changes can e made that a((ect "ayrollThe "ayroll run consists o( the (ollowing ste"sReleasing the payroll. $n this step+ you select a payroll area and increment it to the ne(t pay period. ,mployee records are locked for master data and time changes affecting past or the present pay as they will accuracy of +affect ',,* the P!A&A www-"rasa-com payroll results. Changes to future pay periods can still be made. Run the payroll and check whether the payroll
&tatutory and %oluntary $eductions
Payroll Area
Payroll Contol !ecord
Page 7' o( ')*
The Payroll
T)RMS
A D
C$
C)PTS
PA,R$22
Page 7. o( ')*
Term:Conce"t #n(oty"es
/escription <m"loyee data must e enteredB managed and stored in the &AP system- $ata is entered and stored in in(oty"es- #n(oty"es are used to grou" related data (ields together- #n(oty"es ha0e names and 76digit keys- #t "ro0ides in(ormation with a structureB (acilitates data entry and ena les you to store data (or s"eci(ic "eriods#n order to conduct the monthly "ayroll "rocessB 0arious Payroll Administration (unctions needs to e "er(ormed "rior to the e8ecution o( the PayrollB includingB the (ollowing? Basic Pay changes :$nfotype '''7 8 Basic alary+ ; 1ork chedule :$nfotype '''.; ocial $nsurance :"edical aid and Pension fund :$nfotype '<='; Recurring payments and deductions :$nfotype ''<0; Additional payments and deductions :$nfotype ''<=; ,mployee Remuneration $nfo :$nfotype -'<'; Ta(ation :$nfotype '<0>; Bank :$nfotype '''>; )ff cycle payments :$nfotype '-?. 8Bonus Payments;
Page 77 o( ')*
Term:Conce"t
/escription All transactions with &AP are date dri0en Cstart date and end dateDB e8ce"t once6o(( earnings and deductions which only ha0e a date o( origin Cstart dateD- All transactions will initially ha0e an end date o( .5:5':****- ;or e8am"leB i( an em"loyee decides to increase the amount o( their Car allowanceB the current Car allowance record is co"ied and the start date changed to re(lect the date (rom which the higher deduction amount a""lies- e-g- ,5 March ',,*- &AP will automatically delimit Cend dateD the "re0ious transaction to '4 ;e ruary ',,*- #( a "ayroll simulation is now run (or MarchB the Car Allowance will e at the higher rate- &hould a simulation e run (or ;e ruaryB it will show the allowance at the lower rateTest run o( the "ayroll used to check the "ayroll "rior to running a li0e runChanges to an <m"loyeeGs "ayroll data (or a "ast "ay "eriod will trigger a retroacti0e "ayroll calculation- $uring a retroacti0e runB the system recalculates the <m"loyeeGs "ay (or the a((ected "eriods and com"ares the (igures calculated originally- The di((erence in net "ay is calculated and "aid or deducted in the current "eriod &e"arate amount and time units used (or calculating an <m"loyeeGs "ay or (or determining statistics- =age ty"es se"arate amounts and time units (or di((erent "ur"osesB (or e8am"leB ase salaryB union (ees and ta8ation-
Transaction $ates
Payroll &imulation
!etroacti0e !uns
=age Ty"es
Page 7) o( ')*
Page 79 o( ')*
"*S(
)SS
R*2)S
)RAT($
)MP2$,)) R)M*
3AC:AG) D)TA(24
#n(ormation relating to an <m"loyeeGs remuneration is stored in the Basic Pay in(oty"e- The most common details that are stored are? Base &alary Car Allowance
Changes during the em"loyment o( the <m"loyee are recorded (rom the 0alidity date o( the change to kee" a date e((ecti0e history on the system-
S$C(A2 ( S*RA C$ TR("*T($
C)
3M)D(A2
A(D
% P)
S($
'PR$V(D)
T -* D
As "art o( their em"loyment contractB an <m"loyee must join a Medical or Pension (und- The <m"loyee and <m"loyer contri utions will e calculated according to the terms o( em"loyment and (und rules=here the <m"loyee has elected to contri ute to the (undB the <m"loyeeGs "ortion o( the contri ution is deducted (rom the <m"loyeeGs salary-
R)C*RR(
PA,M)
TS A D
D)D*CT($
There are certain allowances that ha0e to e "aid to an <m"loyee e0ery "ay "eriod which are not "art o( the <m"loyeeGs salary "ackageB as well as certain deductions that ha0e to e deducted (rom the <m"loyeeGs salary-
AD+$C PA,M)
TS A D
D)D*CT($
Adhoc "ayments or deductions must e entered "rior to "aying the <m"loyee-
)MP2$,)) R)M*
)RAT($
-$
The num er o( hours or days is entered and "ayroll automatically calculates the "ayment according to the terms o( em"loyment (or the <m"loyee#( an <m"loyee works additional hours:daysB these times need to e recorded in order (or the <m"loyee to e "aid-
Page 7/ o( ')*
"A
D)TA(2S
The <m"loyee must e "aid 0ia electronic ank trans(er-
C$ST D(STR("*T($
The <m"loyeeGs costs can e allocated cost centres di((erent (rom the cost centre assigned to their "osition-
TA;)S
AegallyB all <m"loyees must e assigned a 0alid ta8ation code-
R$2)S
A D
R)SP$
S("(2(T()S
P, ADM(

(STRAT$R
Maintenance o( <m"loyee "ayroll data Process "ayroll &imulation
Page 74 o( ')*
$!er!ie.
#n(oty"es are units o( in(ormation in the system- #n &APB the in(ormation units used to enter <m"loyee Master $ata are called #n(oty"es- !ecording <m"loyee data (or administrati0eB Time !ecording and Payroll "ur"oses is o( "rimary im"ortance (or master data administration in @CM#n(oty"es are used to grou" related data (ields together- This in(ormation will a""ear as data screens to the users- They contain a whole series o( in(ormation<-g- last nameB date o( irthB known as etc- $ata (ields concerning the same or similar su ject matter are com ined into data grou"s or in(ormation units&u ty"es are used to su di0ide #n(oty"e records- They su di0ide #n(oty"e data y su ject matter which makes it easier (or you access and manage in(ormationB or to assign di((erent control (eatures Csuch as time contraintsD to di((erent su ty"es- Eou can also create se"arate histories (or each su ty"e-
Menu Pat/
<nsure that the &AP <asy Access screen is dis"layed&elect @uman !esources Personnel Management Administration @! Master $ata PA., Maintain @! Master $ata O! <nter transaction code PA., in the Command (ield and click on the utton<nter
Page 7* o( ')*
Maintain +R Master Data
The Maintain HR Master Data screen is displayed.
(nstruction Result
Com"lete the (ollowing instructions? Button:;ield $escri"tion Personnel No,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers.
Page ), o( ')*
Personnel um&er 314
The Personnel Number (1) screen is displayed.
(nstruction Result
Com"lete the (ollowing instructions? Button:;ield $escri"tion Aast name ;irst name ,nter the Last Name of the ,mployee. ,nter the First Name of the ,mployee.
Page )5 o( ')*
Personnel um&er 314
(nstruction Result
Com"lete the (ollowing instructions? Button:;ield $escri"tion Click on the Start Search button.
Page )' o( ')*
Personnel um&er 314
Com"lete the (ollowing instructions?

(nstruction Result
Button:;ield
$escri"tion Click on the o!y button..
Page ). o( ')*
Page )7 o( ')*
Maintain +R Master Data
The Maintain HR Master Data screen is displayed.
(nstruction Result
Com"lete the (ollowing instructions? Button:;ield $escri"tion #n(oty"e Te8t #n(oty"e &u ty"e elect the rele%ant "n#oty!e by clicking in the block ne(t to the $nfotype. ,nter the rele%ant number or click on the Possible Entries button to display a list of $nfotypes. ,nter the rele%ant number or click on the Possible Entries button to display a list of subtypes.
Page )) o( ')*
This field is dependent on the infoytpe selected.
SAP (C$
S
$escri"tion Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information /isplay the $nfotype information Copy the $nfotype information.
Button:;ield
MA(
$!er!ie.
TA(
T);T
Most #n(oty"es allow the user to create LTe8tM when entering master data (or indi0idual #n(oty"e records- This can e used to ca"ture any additional in(ormation that may e rele0ant to that "articular record#t should e noted that this NTe8tM is a note only (unction and does not (eed into the (unctionality o( the #n(oty"e- &AP can only e8tract limited characters (or Query Manager re"orting- The te8t is not logged in the audit log- The te8t can e co"ied and "asted into Microso(t a""lications such as =ordTo maintain te8tB the user must e in the NcreateM or NchangeM (unction within the #n(oty"e-
Page )9 o( ')*
Menu Pat/
A(ter creating:changing the #n(oty"e recordB on the Menu BarB select <dit Maintain Te8t-
Te<t
The $e%t screen is displayed.
This is a (ree te8t (ield (or entry o( any rele0ant data&a0e the te8t and then sa0e the #n(oty"e record-
Page )/ o( ')*
-$T,P)S *S)D (
Actions
PRASA
Button:;ield $escri"tion
==== ===1 ===8 ===9 ===> ===? ===@ ===A ==11 ==1B ==1C ==1> ==1A ==81 ==8B ==8? ==98 ==B1 ==C? ==?? =1=C =1BA =1C=
)rg. Assignment Personal /ata Payroll tatus
Addresses Planned 1orking Time Basic Pay Bank /etails ,(ternal Transfers Recurring Payments9/eductions Additional Payments Contract ,lements "onitoring of Tasks #amily9Related Person Aualifications Cost /istribution $nternal /ata /ate pecifications
"embership #ees Additional Personal /ata Communication Ta(es * A A
ocial $nsurance
Page )4 o( ')*
Page )* o( ')*
Eou are now a le to?

Consolidation Result
$escri e and "rocess rele0ant #n(oty"es $escri e the 0arious #n(oty"es used in P!A&A
Page 9, o( ')*
C/apter 9- (nfot#pes
$!er!ie.
#n(oty"e ,,,, ActionsB "ro0ides an o0er0iew o( all the Actions "er(ormed on <m"loyee data- #t is used to record s"eci(ic actions and dates o( signi(icant e0ents in the <m"loyeeGs career within the com"any- This is use(ul when tracking an <m"loyeeGs mo0ement within the com"anyPersonnel actions are asic tasks that you "er(orm when you manage <m"loyee data- These tasks include engaging <m"loyeesB "er(orming organisational reassignmentsB and ensuring that the correct data is entered in the system when <m"loyees lea0e the com"any=hen you "er(orm essential "ersonnel administration tasksB such as engaging a new <m"loyeeB you must enter a wide 0ariety o( data in the system- This entails "rocessing a series o( #n(oty"es- These asic tasks are grou"ed together to (orm se"arate Personnel Actions<ach "ersonnel action contains the #n(oty"es that you must maintain to "er(orm the task at hand- The #n(oty"es are retrie0ed in succession so that you can maintain them- This ensures that you enter all o( the in(ormation re3uired (or each "ersonnel action ty"eNew Personnel Actions should always e created using transaction PA7,- !e(er to Training 2uide ActionsThis cha"ter details how to maintain #n(oty"e ,,,,-
Menu Pat/
<nsure that the &AP <asy Access screen is dis"layed&elect @uman !esources Personnel Management Administration @! Master $ata PA., Maintain @! Master $ata O! <nter transaction code PA., in the Command (ield and click on the utton<nter
Page 95 o( ')*
(nstruction Result
Com"lete the (ollowing instructions? Button:;ield $escri"tion Personnel Num er #n(oty"e ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter '''' 8 Actions. Click on the List button to display all actions for the employee.
Page 9' o( ')*
Actions
The List Actions screen is displayed.
Page 9. o( ')*
Page 97 o( ')*
Page 9) o( ')*
(nstruction Result
Com"lete the (ollowing instructions? Button:;ield $escri"tion Click on the Selection button to highlight the rele%ant record Click on the rele%ant option to either@ Change the $nfotype information. 6ote@ the only data that can be changed in this $nfotype is the Reason #or Action /isplay the $nfotype information
Page 99 o( ')*
Actions
The
han&e Actions screen is displayed.
Page 9/ o( ')*
(nstruction Result
Com"lete the (ollowing instructions? Button:;ield $escri"tion ,nter the rele%ant number or click on the Possible Entries button to display a list of action reasons. This field displays the reason for the specific action and is a mandatory field. Click on Sa'e to sa%e the change.
!eason (or Action
Take ote Result
To change any other details on an e8isting actionB The <8ecute #n(o 2rou" utton must e selected- This will "resent all #n(oty"es attached to that Action which will ensure the user changes all rele0ant #n(oty"es-
;rom the Maintain Master $ata screenB com"lete the (ollowing instructions?
(nstruction Result
Button:;ield Personnel Num er #n(oty"e
$escri"tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter '''' 8 Actions. Click on the List button to display all actions for the employee.
Page 94 o( ')*
Actions
The List Actions screen is displayed.
Com"lete the (ollowing instructions? Button:;ield $escri"tion

(nstruction Result
Click on the Selection button to highlight the rele%ant record Click on the han&e button.
Page 9* o( ')*
Actions
The
han&e Actions screen is displayed.
(nstruction Result
Com"lete the (ollowing instructions? Button:;ield $escri"tion elect the ,(ecute $nfo 4roup button. This initiates the Binfo groupC attached to the action type and action reason. %alidate As each $nfotype is displayed+ ensure all $nfotypes that are re!uired to be updated are changed and are sa%ed.
Page /, o( ')*
Page /5 o( ')*
#n #n(oty"e ,,,5B i( there are 0alues in the Personnel AreaB <m"loyee 2rou" and <m"loyee &u grou" (ieldsB you are a le to re"lace these 0aluesB automaticallyB with the in(ormation ca"tured against the "osition- This can e achie0ed when you? $elete the 0alues in the (ield <nter the "osition num er Click on the )nter utton
The 0alues linked to the "osition will de(ault-

$escri e and "rocess #n(oty"e ,,,, 6 Actions
Page /' o( ')*
Cha"ter B - (nfot#pes
$!er!ie.
The Organisational Assignment C#T,,,5D #n(oty"e deals with the incor"oration o( the <m"loyee in the Organisational &tructure and the Personnel &tructureThe Organisational Assignment C#T,,,5D #n(oty"e has the time constraint 5B which indicates that an #n(oty"e data record must e8ist in the system at all times as o( the date on which the <m"loyee is hiredThis data is 0ery im"ortant (or the authorisation and control o( "ayrollTo create a new Organisational always use transaction PA7,- !e(er to Training 2uide ActionsThis cha"ter details how to dis"layB create and change an #n(oty"e ,,,5 record-
D(SP2A, (
-$T,P)
===1 D $RGA
(SAT($ A2
ASS(G
M) TS
Menu Pat/
<nsure that the &AP <asy Access screen is dis"layed&elect @uman !esources Personnel Management Administration @! Master $ata PA', $is"lay @! Master $ata O! <nter transaction code PA', in the Command (ield and click on the utton<nter
(nstruction
Complete t/e follo.ing instructionsE Button:;ield $escri"tion Personnel Num er #n(oty"e Period ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter '''< 8 )rganisational Assignment Click on the all button to ensure all records are displayed or enter a date ran&e( Click on the )'er'ie* button to display all actions for the employee.
Result
Page /. o( ')*
2ist $rganisatio nal Assignment s
The List )rganisational Assignments screen is displayed.
(nstruction
Com"lete the (ollowing instructions? Button:;ield $escri"tion Click on the Selection button to highlight the rele%ant record Click on the choose button to display the record
Result
Page /7 o( ')*
Displa# $rganisatio nal Assignment
The /isplay )rganisational Assignment screen is displayed.
(nstruction
Com"lete the (ollowing instructions? Button:;ield $escri"tion Click on the bac+ button to e(it the record
Result
Page /) o( ')*
CR)AT) (
$!er!ie.
-$T,P)
===1 - $RGA
(SAT($ A2
ASS(G
M) TS
This #n(oty"e is created as "art o( a "ersonnel action

(nstruction
Result
<nter"rise &tructure
The data in the following fields@ CoCode :company code;+ PersArea :personnel area; and CostCent :cost center; default from $nfotype ''''. Click on the Possible Entries display a list of possible entries. button to
&u area
&elect the rele0ant &u area Personnel &tructure The data in the following fields@ ,, group :,mployee group; and ,, subgroup :,mployee subgroup; fields default from the $nfotype ''''. These %alues cannot be o%erwritten. Click on the Possible Entries display a list of possible entries. button to
Payr-area
The list o( "ossi le entries will e restricted y the "ersonnel areaB em"loyee grou" and em"loyee su grou"Click on the Dro! Do*n List button to display a list of possible entries.
Contract
Page /9 o( ')*
Button:;ield
$escri"tion
&elect the rele0ant Contract Organisationa l Plan Administrator This information defaults from $T'''' 8 Actions and cannot be changed when creating $T'''<. Click on the Possible Entries display a list of possible entries. button to
&elect the rele0ant Time or Payroll Administrator This is the address where the employee5s payslip will be forwarded. Pay"oint Click on the Possible Entries display a list of possible entries. &elect the rele0ant Pay"ointClick on Sa'e to sa%e the record. button to
C+A
$!er!ie.
G)
-$T,P)
===1 - $RGA
(SAT($ A2
ASS(G
M) TS
This #n(oty"e can e either maintained directly or maintained 0ia an N<8ecute #n(ogrou"sM action- !e(er to Cha"ter . (or instructions on e8ecuting #n(ogrou"s-
<nsure that the &AP <asy Access screen is dis"layedMenu Pat/
&elect @uman !esources Personnel Management Administration @! Master $ata PA., Maintain @! Master $ata O! <nter transaction code PA., in the Command (ield and click on the utton<nter
Page // o( ')*
(nstruction
Com"lete the (ollowing instructions? Button:;ield $escri"tion Personnel Num er #n(oty"e ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter '''< 8 )rganiDational Assignment. Click on the chan&e button.
Result
Page /4 o( ')*
$rganiFatio nal Assignment
The Change )rganiDational Assignment screen is displayed.
Page /* o( ')*
(nstruction
Com"lete the (ollowing instructions? Button:;ield $escri"tion The data in the following fields@ CoCode :company code;+ PersArea :personnel area; and CostCent :cost center; default from $nfotype '''' and cannot be changed in $T'''<. $f you want to edit these fields+ you must run the rele%ant organiDational re*assignment action. Click on the Possible ,ntries a list of possible entries. button to display
Result
<nter"rise &tructure
&u area
elect the rele%ant
ubarea.
Personnel &tructure
The data in the following fields@ ,, group :,mployee group; and ,, subgroup :,mployee subgroup; fields default from the $nfotype ''''. These %alues cannot be o%erwritten. 3ou can only change these %alues when you carry out a personnel action. Click on the Possible ,ntries a list of possible entries. button to display
Payr-area
The list of possible entries will be restricted by the personnel area+ employee group and employee subgroup. Contract field can be changed+ but would normally be changed as part of a personnel re* assignment action. Click on the /rop /own List list of possible entries. button to display a
Contract
Page 4, o( ')*
Button:;ield
$escri"tion
elect the rele%ant Contract Organisation al Plan Administrato r This information defaults from $T'''' 8 Actions and cannot be changed. Click on the Possible Entries display a list of possible entries. button to
&elect the rele0ant Time or Payroll Administrator This is the address where the employee5s payslip will be forwarded. Pay"oint Click on the Possible ,ntries a list of possible entries. elect the rele%ant Pay point. Click on Sa'e to sa%e the record. button to display

$is"lay an #n(oty"e ,,,5 record Create an #n(oty"e ,,,5 record Change an #n(oty"e ,,,5 record
Page 45 o( ')*
C/apter C - (nfot#pes
$!er!ie.
#n(oty"e ,,,' Personal $ataB is used to record asic "ersonal in(ormation a out the <m"loyee- ;or e8am"leB names and date o( irthThe Personal $ata C#T,,,'D #n(oty"e has the time constraint 5B which indicates that an #n(oty"e data record must e8ist in the system at all times as o( the date on which the <m"loyee was hiredThe 0alidity start (or the (irst record o( the Personal $ata C#T,,,'D #n(oty"e is determined y the <m"loyeeGs date o( irthThis cha"ter details how to dis"layB create and change an #n(oty"e ,,,' record-
"*S(

)SS
R*2)S
MAST)R DATA
The (ollowing Business !ules is a""lica le when ca"turing <m"loyee Master $ataAast Names and ;irst Names will e all in ca"s 5st Aetter rest lower caseNo (ull sto" or s"aces etween the #nitials All #nitials to e in Ca"s All Aast names with %an $erO will e ca"tured as such-
D(SP2A, (
-$T,P)
===8 D P)RS$
A2
DATA
Menu Pat/
<nsure that the &AP <asy Access screen is dis"layed&elect @uman !esources Personnel Management Administration @! Master $ata PA', Maintain @! Master $ata O! <nter transaction code PA', in the Command (ield and click on the utton<nter

(nstruction
Result
Personnel Num er #n(oty"e Period
,nter the rele%ant number or click on the Possible ,ntries button to display a list of personnel numbers. ,nter '''- 8 Personal /ata. Click on the all button to ensure all records are
Page 4' o( ')*
Button:;ield
$escri"tion displayed or enter a date ran&e( Click on the )'er'ie* button to display all actions for the employee.
$!er!ie. Personal Data
The )'er'ie* Personal Data screen is displayed.
CR)AT) (
$!er!ie.
-$T,P)
===8 D P)RS$
A2
DATA
(nstruction
Com"lete the (ollowing instructions? Button:;ield $escri"tion Click on the Dro! Do*n List possible entries. ;OA button to display a list of
Result
elect the rele%ant Form o# Address( Aast Name This defaults in from the data entered on the employee
Page 4. o( ')*
Button:;ield
$escri"tion e(istence check.
Birth Name ;irst Name #nitials Middle Name
,nter if different to last name This defaults in from the data entered on the employee e(istence check. ,nter the employee5s initials ,nter the employee5s middle name. ,nter the ,mployee5s nic+name or first name.
Nickname
This should be the preferred name of the employee and will appear on all AP records. This defaults in from the data entered on the employee e(istence check. This will default depending on the #)A chosen@
Birth date 2ender
C+A
$!er!ie.
G)
-$T,P)
===8 D P)RS$
A2
DATA
1se this guide to change em"loyee "ersonal data=hen an em"loyee changes their "ersonal data 6 (or e8am"le to a married nameB the current #T,,,' record is re3uired to e changed
<nsure that the &AP <asy Access screen is dis"layed&elect @uman !esources Personnel Management Administration @! Master $ata PA., Maintain @! Master $ata O!
(nstruction
Result
<nter transaction code PA., in the Command (ield and click on the utton-
<nter
Menu Pat/
Com"lete the (ollowing instructions? Button:;ield $escri"tion Personnel Num er ,nter the rele%ant number or click on the Possible ,ntries button to display a list of personnel numbers.
Page 47 o( ')*
#n(oty"e
,nter '''- 8 Personal /ata. Click on the chan&e button.
Page 4) o( ')*
Personal Data
The
han&e Personal Data screen is displayed.
Change one or more o( the (ollowing? ;ield &election:$escri"tion ;OA elect the rele%ant Form o# Address for the ,mployee.
Aast Name ;irst Name Birth Name #nitials
,nter the ,mployee5s Surname. ,nter the ,mployee5s ,irth Name-s or First Name. ,nter the ,mployee5s ,irth Name. ,nter the ,mployee5s "nitials(
Page 49 o( ')*
;ield Nickname Birth $ate 2ender
&election:$escri"tion ,nter the ,mployee5s Nic+name or first name. ,nter the ,mployee5s Date o# ,irth( elect the ,mployee5s .ender(

$escri e and "rocess #n(oty"e ,,,' Personal $ata
Page 4/ o( ')*
C/apter > - (nfot#pes

The Payroll &tatus #n(oty"e C#T,,,.D is u"dated y the system$!er!ie.
The Payroll &tatus #n(oty"e C#T,,,.D contains data that controls an em"loyeeGs "ayroll runs and time e0aluations- This #n(oty"e is generally "rocessed y the system only and is automatically created when an em"loyee is hired- The #n(oty"e is u"dated when the (ollowing system actions are "er(ormed? Payroll is run Time is e0aluated Changes are made to em"loyee data that a((ect the em"loyeeGs "ayroll "ast-
A great deal o( caution is needed when changing an em"loyeeGs "ayroll status so as not to jeo"ardiFe a com"lete and correct "ayroll and time e0aluationTake ote
Conse3uentlyB only change the Payroll &tatus #n(oty"e C,,,.D in e8ce"tional circumstances in order to enter s"eci(ic "ayroll or time e0aluation data (or indi0idual em"loyees#( you want to make such changesB make sure you understand e8actly how the "ayroll system Ces"ecially retroacti0e accountingD and time e0aluation work-
<nsure that the SAP )as# Access screen is dis"layedMenu Pat/
&elect @uman !esources Personnel Management Administration @! Master $ata PA9= D Maintain +R Master Data $R <nter transaction code PA9= in the Command (ield and click on the utton)nter
Complete t/e follo.ing instructionsE

(nstruction
"utton'-ield Personnel
Descri!tion ,nter the rele%ant number or click on the
Page 44 o( ')*
"utton'-ield um&er (nfot#pe
Descri!tion Possible Entries personnel numbers. button to display a list of
,nter ///0 1 Payroll Status( Click on the rele%ant option to either@ Change the $nfotype information /isplay the $nfotype information
C/ange Pa#roll Status
The
han&e Payroll Status screen is displayed.
Page 4* o( ')*
PA,R$22'R)TR$ACT(V) ACC$*
T( G
-()2DS
)arliest pers5 RA $ate C<arliest Personal !etroacti0e Accounting $ate:!etroacti0e Accounting AimitD This (ield ena les you to determine the date u" to which retroacti0e accounting is "ossi le (or the em"loyee- Eou can only change the em"loyeeGs "ayroll6rele0ant @! master data u" to and including this date1suallyB you do not de(ine this date (or an indi0idual em"loyee in the Payroll &tatus #n(oty"e- #nsteadB you de(ine it (or an entire Payroll Area using the "ayroll control record- #( the earliest retroacti0e accounting "eriod in the "ayroll control record does not match the retroacti0e accounting limit in the Payroll &tatus #n(oty"eB the system uses the later date as the retroacti0e accounting limitAccounted to This (ield is maintained y the system- A(ter the "ayroll is run and the "ayroll status in the Payroll Control record is set to N<8itMB this (ield on #n(oty"e ,,,. is u"dated to the last day o( the "ay "eriodA(ter each success(ul "ayroll runB this date is u"dated- This date corres"onds to the last day o( the "ayroll "eriod (or which the "ayroll has een run (or the em"loyeeRun Pa#roll up to This (ield ena les you to determine the date u" to which the "ayroll will run (or an em"loyee- Eou will need to make an entry in this (ield i( you want to "er(orm "ayroll (or an em"loyee who has le(t the com"any1suallyB you continue running the "ayroll (or an em"loyee who has le(t the enter"rise to ensure that he or she is still remunerated a(ter the work relationshi" has ended- Please note the (ollowing? An em"loyeeGs asic "ayments C#T,,,4D will not e "aidB e0en i( you ha0e entered a date in the Accounted to (ield in the Payroll tatus #n(oty"e C,,,.D that is a(ter the lea0ing date#( you still want to "ay an em"loyee a(ter he or she has le(t the com"any and the work relationshi" has endedB you must enter the "ayment data in #n(oty"e ,,57 !ecurring Payments and $eductions or #n(oty"e ,,5) Additional Payments
Page *, o( ')*
)arliest MD C/ange #( an em"loyeeKs "ayroll rele0ant data has een changedB the system stores the earliest date (rom which the @! master data change is 0alid in this (ieldA new "ayroll must e run to take into account the change to the @! master data- $e"ending on the "ayroll control recordKs statusB the system triggers a retroacti0e "ayroll or re"eats the current "ayrollDo not account after This (ield ena les you to s"eci(y the date a(ter which an em"loyee is generally e8cluded (rom "ayroll#( you ha0e used the /o not account after (ield to e8clude the em"loyee (rom "ayroll accountingB this em"loyee will also not e selected i( a @! master data change triggers retroacti0e accountingPersonnel um&er 2ocked (ndicator
This indicator is used to e8clude an em"loyee (rom "ayroll accounting- #t is a good idea to e8clude an em"loyee the system would reject during a "ayroll run due to known errors in his:her master or time data- This will then allow the "ayroll to run (or the alance o( the em"loyees in that "ayroll areaPa#roll Correction (ndicator The system sets this indicator in the (ollowing cases? An error in an em"loyeeGs master and time data causes him:her to e rejected in a "ayroll run Changes were made to "ayroll6rele0ant data in the correction "haseThe "ersonnel num ers o( em"loyees rejected y the "ayroll "rogram are written to the Payroll Correction !un &earch @el" ased on this indicator#( you want to remo0e the rejected em"loyee (rom this search hel"B you deselect the indicator (or the em"loyee in 3uestion .
#or e(ample+ an error in <m"loyee 5'.Gs master and time data causes her to e rejected y the "ayroll "rogram- The "ersonnel num er is written to the Payroll Correction Run search hel"- As a resultB you cannot com"lete the "ayroll runB i-eset the "ayroll status to ,(it payroll+ ecause the Payroll Correction Run search hel" is not em"ty-
Page *5 o( ')*
At this "ointB you would normally set the status (or the "ayroll to Released for correction+ to correct the master and time dataB and then run the "ayroll again (or the em"loyees concerned- #nstead o( thisB you want to end "ayroll (irst and correct the error in <m"loyee 5'.s @! master data at a later dateTo do thisB you deselect the Payroll correction indicator in the Payroll &tatus #n(oty"e C,,,.DB and set the status o( the "ayroll control record to Exit payroll- At a later dateB you correct the error in <m"loyee 5'.Gs @! master data and run the "ayroll (or this "eriod once again
T(M) )VA2*AT($
A D
R)TR$ACT(V) ACC$*
T( G
-()2DS
)arliest Pers Rec Date C<arliest Possi le !etroacti0e Accounting $ate:!etroacti0e Accounting Aimit in Time <0aluationD This (ield ena les you to determine a retroacti0e accounting limit u" to which retroacti0e accounting (or time e0aluation and is "ossi le (or the em"loyeePDC Recalculation At the start o( e0ery runB the time e0aluation "rogram uses this date to determine the date (rom which it is to carry out time e0aluation (or the em"loyee- A change to an em"loyeeGs Master $ata which dated "rior to the last date time e0aluation has run will change the date in this (ield-Retroacti!e Accounting of t/e Personal Calendar This (ield contains the date as o( which the em"loyeeGs "ersonal calendar is generatedPDC )rror (ndicator The Time ,%aluation "rogram sets this indicator (or an em"loyee i( it encounters an error and cannot correctly "er(orm the e0aluation through to the desired dateThe system also simultaneously writes the em"loyeeKs "ersonnel num er to the P$C <rror #ndicator &earch @el" Eou can use this search hel" to su se3uently select and re6e0aluate the "ersonnel num ers that were rejected y the Time ,%aluation "rogramThe system automatically resets the P/C error indicator (or all the "ersonnel num ers that are success(ully re6e0aluated-
Page *' o( ')*

Consolidation
$escri e and "rocess #n(oty"e ,,,. Payroll &tatus
Page *. o( ')*
C/apter ? - (nfot#pes
$!er!ie.
The Addresses C#T,,,9D #n(oty"e stores address details o( an <m"loyee and can include su ty"es with di((erent addresses- ;or e8am"leB "ostal and home addressesThe Addresses C#T,,,9D #n(oty"e has the time constraint 9B which indicates that a num er o( 0alid records can e8ist in the system at any one time-

(nstruction "utton'-ield Personnel um&er (nfot#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter ///2 1 Addresses(
Su&t#pe
,nter the rele%ant number or click on the Possible Entries button to display a list of subtypes.
Page *7 o( ')*
"utton'-ield
Descri!tion
Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information /isplay the $nfotype information Copy the $nfotype information.
#t is a glo al re3uirement that Aocal !esidential Address and Postal Address are maintained e0en i( they are oth the sameTake ote
Addresses
The
han&e Addresses screen is displayed.
Page *) o( ')*

(nstruction Take ote
-ield Street and +ouse o
Selection3Descri!tion ,nter the House Number and then the Street Name.
Take ote
&treet address must e ca"tured as (ollows?
&treet name num er PO Bo8 then num er
Post o((ice o8 address must e ca"tured as (ollows? o All em"loyee contact num ers .ill not e ca"tured on #T,,,9 ut will e ca"tured on #T,5,)-

Consolidation
$escri e and "rocess #n(oty"e ,,,9 Addresses
Page *9 o( ')*
C/apter @ - (nfot#pes
$!er!ie.
#n(oty"e ,,,/ Planned working timeB allows you to de(ine when and where an <m"loyee works within a com"any on a daily asis- =hen you assign a work schedule ruleB you ensure that the system can determine the <m"loyeeKs "ersonal "lanned working time-

$!er!ie.
Create Planned 7orking Time
The
reate Planned 4or+in& $ime screen is displayed.
Page */ o( ')*
Page *4 o( ')*

(nstruction "utton'-ield 7ork sc/edule rule Descri!tion Click on the Possible Entries list of work schedule rules. button to display a
The 4or+ Schedule Rule is used to calculate the ,mployeeEs personal planned working time. Time Management status 7orking 7eek This will default to Time ,%aluation of Planned Times and should not be changed
Click on the Dro! Do*n List list of possible entries.
button to display a
elect the rele%ant 1
Rule..
Click on Sa'e to sa%e the record.
C+A
$!er!ie.
G)
-$T,P)
===? D P2A
)D
7$R:(
T(M)
=here an em"loyee changes work schedules a new record must e created- This will maintain the history o( the em"loyeeGs work schedule as well as ensuring the correct time ty"es are generated (or "ayroll at any gi0en "oint in timeThe only time an #T,,,/ should e changed is where the record was created in error-
Page ** o( ')*

(nstruction "utton'-ield Personnel um&er Period (nfot#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter the start date of the new work schedule. ,nter ///5 1 Planned 4or+in& $ime Click on the reate button.
Page 5,, o( ')*
Create Planned 7orking Time
The
reate Planned 4or+in& $ime screen is displayed.

(nstruction "utton'-ield 7ork sc/edule rule Descri!tion Click on the Possible Entries list of work schedule rules. button to display a
The 4or+ Schedule Rule is used to calculate the ,mployeeEs personal planned working time. Time This will default to Time ,%aluation of Planned Times
Page 5,5 o( ')*
Management status
and should not be changed
Page 5,' o( ')*
"utton'-ield 7orking 7eek
Descri!tion Click on the Dro! Do*n List list of possible entries. button to display a
elect the rele%ant 1
Rule.
Click on Sa'e to sa%e the record.
Take ote
#( the new work schedule results in a change to the em"loyeeGs working hoursB an #n(oty"e ,,,4 record must also e created (rom the same date as the monthly working hours are recorded on the =ork hours:"eriod (ield in #n(oty"e ,,,4 Basic Pay and used during "ay calculations;ields in the Nworking timeM area de(ault (rom the work schedule rule=hen a new #T,,,/ record is createdB a message is dis"layed record was delimitedindicating the "re0ious

Consolidation
$escri e and "rocess #n(oty"e ,,,/ Planned =orking Time
Page 5,. o( ')*
C/apter A (nfot#pes
$!er!ie.
#n(oty"e ,,,4 Basic Pay is used to store an <m"loyeeGs asic "ayB as well as the grade and other salary in(ormationEou can "rocess the #n(oty"e on its own or during a "ersonnel action- =hen an <m"loyee lea0es a com"any you are not "ermitted to delimit the Basic Pay C#T,,,4D #n(oty"e- Basic "ayroll data must remain in the system- This is the only way to ensure the accuracy o( any retroacti0e accounting runs that need to e "er(ormed-
Complete t/e follo.ing instructions

(nstruction "utton'-ield Personnel um&er (nfot#pe Su&t#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter ///6 1 ,asic Pay( /efaults to / 1 ,asic ontract.
Page 5,7 o( ')*
"asic Pa#
The
reate ,asic Pay screen is displayed.

(nstruction -ield Reason Selection3Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of reasons.
Page 5,) o( ')*
-ield
Selection3Descri!tion
PS t#pe
,nter the rele%ant number or click on the Possible Entries button to display a list of pay scale types. This field defines the Pay Scale rele%ant on the ,mployee.
PS area
,nter the rele%ant number or click on the Possible Entries button to display a list of pay scale areas. A Pay Scale Area defines the pay scale groups and le%els for each pay scale type.
Page 5,9 o( ')*
-ield PS group and le!el
Selection3Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of pay scale groups and le%els. A Pay Scale .rou! is di%ided into se%eral pay scale le%els.
Capacit# util5 le!el
The capacity utilisation le%el defines which percentage of standard time an ,mployee works. The default %alue is determined by the Planned 1orking Time :$T'''.; $nfotype. PRA A ha%e a standard rule that e%ery position has to ha%e a <''F occupancy rate. $n other words+ only one person can occupy a position at any gi%en time. This field shows how many hours the ,mployee works in one payroll period. The default %alue is determined by the Planned 1orking Time :$T'''.; $nfotype. The basic salary and fi(ed allowance wage types for an ,mployee are captured on the Basic Pay :$T'''7; $nfotype. This is also used for the structuring of the package of the ,mployee.
7ork /ours 'period
7age t#pes

Consolidation
$escri e and "rocess #n(oty"e ,,,4 Basic Pay
Page 5,/ o( ')*
Page 5,4 o( ')*
C/apter 1=- (nfot#pes

#n(oty"e ,,,* Bank $etails stores the <m"loyeeGs "ersonal ank details$!er!ie.
The Bank $etails C#T,,,9D #n(oty"e has the time constraint 9B which indicates that a num er o( 0alid records can e8ist in the system at any one time-

(nstruction "utton'-ield Personnel um&er (nfot#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter ///7 1 ,an+ Details Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information /isplay the $nfotype information Copy the $nfotype information.
Page 5,* o( ')*
Page 55, o( ')*
"ank Details The
reate ,an+ Details screen is displayed.
Page 555 o( ')*

(nstruction -ield Selection3Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of bank detail types. The bank details type will default to / 1 Main ,an+. 6o changes are necessary. ,nter the Name of the account holder. The payee field will default the ,mployee5s first name and second name from $T'''- * Personal /ata. Howe%er+ the payee and the ,mployee do not ha%e to be identical. elect the rele%ant ,an+ ountry.
"ank details t#pe
Pa#ee
"ank countr#
The bank key is the B B number. "ank ke# ,nter the rele%ant number or click on the Possible Entries button to display a list of branch codes. This field records the account number under which the account is managed at the bank. <nter a re(erence i( re3uired <nter the P (or +R Pa#roll Vendor Pa#ment
"ank account num&er Reference Pa#ment met/od
Take ote
Care should e taken when creating Bank $etails records as more than one record can e8ist in the system at any one time- There(ore the "re0ious record will not automatically e delimited and must e done manuallyBank trans(ers cannot e retros"ecti0ely a""liedP hence the start date should always re(lect the start o( the current or a (uture "ay "eriod-
Page 55' o( ')*

Consolidation
$escri e and "rocess #n(oty"e ,,,* Bank $etails
Page 55. o( ')*
C/apter 11 (nfot#pe 11 - )<ternal transfers

$!er!ie.
#n(oty"e ,,55 Ca"turing o( all 2arnisheeB &A!& 2arnishee and Maintenance Orders-

(nstruction "utton'-ield Personnel um&er (nfot#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter //11 1 E%ternal $rans#ers( Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information /isplay the $nfotype information Copy the $nfotype information.
Page 557 o( ')*
Garnis/ee $rder
The .arnishee )rder screen is displayed.

(nstruction "utton'-ield Task T#pe Descri!tion elect the rele%ant $as+ $y!e(

(nstruction "utton'-ield Start Date Processing (ndicator Descri!tion $ndicates the date when the payment for the 4arnishee+ ars 4arnishee and9or "aintenance )rder deductions should start. elect the rele%ant wage type@
Page 55) o( ')*
Payee keys there is a dro" down menu to select the di((erent attorneys?
4arnishee order :1age type ?'''; 8 Payee key is always starting with a 4. Comments Maintenance order C=age ty"e 9,,.D Payee keys is always starting with an M&A!& 2arnishee order C=age ty"e 9,,9D Payee keys is always starting with a &-
Take ote
The user is usually re3uired to change or create this dataAll the 2arnisheeB &A!& 2arnishee and Maintenance orders must ha0e a re(erence num er ca"tured=age ty"es 9,,, and 9,,9 Amount (ield is where the re"ayment amount is ca"tured and the Num er:1nit (ield is where the alance o( the 2arnishee order is ca"tured Csee screen dum"s on "re0ious "ageD=age ty"e 9,,. Amount (ield is where the re"ayment amount is ca"tured- Nothing needs to e ca"tured in the num er (ieldThe attorneysG details will e "ulled through to this #n(oty"e once the Payee key has een selected (rom the dro" down menu-

Consolidation
$escri e and "rocess #n(oty"e ,,55 <8ternal Trans(ers
Page 559 o( ')*
Page 55/ o( ')*
$!er!ie.
#n(oty"e ,,57 !ecurring Payments:$eductions is used to record any allowance and deduction that needs to e "aid to or deducted (rom an <m"loyeeGs salary on a regular asisThese "ayments or deductions are usually the same e0ery "ay "eriod (or a "eriod longer than one "ay "eriod- !ecurring "ayments are "ayments that are e8ecuted e0ery "ay "eriod (or the same amountB until the end dateThere are certain allowances that ha0e to e "aid to an <m"loyee e0ery "ay "eriod which are not "art o( the <m"loyees salary "ackage- There also may e certain deductions that has to e deducted (rom the <m"loyees salary-
Page 554 o( ')*

(nstruction "utton'-ield Personnel um&er (nfot#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter //18 1 Recurrin& Payments3Deductions( Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information /isplay the $nfotype information Copy the $nfotype information.
Page 55* o( ')*
Recurring Pa#ments' Deductions
The
reate Recurrin& Payments3Deductions screen is displayed.

(nstruction -ield Start To 7age T#pe Selection3Descri!tion ,nter the Start Date of the recurring payment9deduction. ,nter the End Date of the recurring payment9deduction. ,nter the rele%ant number or click on the Possible Entries button to display a list of wage types.
Page 5', o( ')*
Amount um&er'unit
,nter the Amount for the recurring payment9deduction. ,nter the Number and specified unit. #or e(ample+ kilometre.
The wage ty"e range has een set u" as (ollows?

Take ote
Allowances start with N5M or N'M $eductions start with N)MB N9M B N/M or N*M
<ither an amount or a num er:unit or nothing must e entered- This will de"end on the wage ty"e chosen<rror messages that may a""ear when 0alidating the record? #ncorrect "ayments or deductions Check the e((ecti0e date o( the record $o not enter an amount (or the wage ty"e as "ayroll will automatically make the calculation $o not enter a num er (or the wage ty"e as "ayroll will automatically make the calculation Amount not allowed (or wage ty"e
Num er not allowed (or wage ty"e

Consolidation
$escri e and "rocess #n(oty"e ,,57 !ecurring Payments:$eductions
Page 5'5 o( ')*
$!er!ie.
=hen there are adhoc "ayments or deductions that need to e "rocessed 0ia the "ayrollB #n(oty"e ,,5) Additional Payments is used (or this "ur"oseAdhoc "ayments or deductions must e entered into the "ayroll "rior to "aying the <m"loyeeAdditional "ayments are "ayments that are e8ecuted (or one "ay "eriod only-

(nstruction "utton'-ield Personnel um&er (nfot#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter //19 1 Additional Payments( Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information /isplay the $nfotype information Copy the $nfotype information.
Page 5'' o( ')*
Additional Pa#ments
The
reate Additional Payments screen is displayed.

(nstruction -ield 7age T#pe Selection3Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of wage types.
Page 5'. o( ')*
-ield
Selection3Descri!tion
Amount um&er'unit
,nter the Amount for the additional payment. ,nter the Number and specified unit. #or e(ample+ hours. ,nter the Start Date of the additional payment. This is normally the last day of the payroll period or last acti%e day+ if the ,mployee is terminated. /o not enter information in this field as the AP system has not been configured to make use of this field. This is a free te(t field. /o not enter information in this field.
Date of origin
Default date Assignment num&er Reason for c/ange
Page 5'7 o( ')*
Take
ote
<ither an amount or a num er:unit or nothing must e entered- This is ased on how the system is con(igured- <rror messages that a""ear when 0alidating the record? Payments or deductions not a""earing on the "aysli" Check the e((ecti0e date o( the record Aea0e the amount (ield lank and the "ayroll will automatically make the calculations Aea0e the num er:unit (ield lank and the "ayroll will automatically make the calculations Amount not allowed
Num er:unit not allowed

Consolidation
$escri e and "rocess #n(oty"e ,,5) Additional "ayments
Page 5') o( ')*
C/apter 1B- (nfot#pes

$!er!ie.
#n(oty"e ,,59 Contract <lements is used to store in(ormation (or contract <m"loyeesB #t is used to monitor contract "eriod end dates (or ;i8ed Term em"loyees C;TC=DB BursarsB and is created as re3uiredB ased on the Action and <m"loyee su 6grou" used<8tension to a contract should always e maintained using a PA7, Action- !e(er to Actions (or detailsThe screens that are dis"layed (or u"dating will 0ary de"ending on com inations o( the a o0e <m"loyee 2rou"s and <m"loyee &u 2rou"s-

(nstruction "utton'-ield Personnel um&er (nfot#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter ///12 1 ontract Elements(
Page 5'9 o( ')*
Page 5'/ o( ')*
Contract )lements
The
reate
ontract Elements screen is displayed.
Page 5'4 o( ')*
Page 5'* o( ')*

(nstruction -ield Start Contract T#pe Selection3Descri!tion ,nter the Start Date of the contract. elect the rele%ant ontract $y!e(
The contract type classifies a contract of ,mployment according to its intended %alidity period.
Valid *ntil
,nter the End Date of the contact. ,nter the Duration for continued pay in e%ent of sickness and click on the Possible Entries button to display a list of possible entries that defines the duration entered. ,nter the Duration for the sick pay supplement period and click on the Possible Entries button to display a list of possible entries that defines the duration entered. ,nter the Duration for probation period and click on the Possible Entries button to display a list of possible entries that defines the duration entered ,nter the rele%ant number or click on the Possible Entries button to display a list of ,mployer notice period. ,nter the rele%ant number or click on the Possible Entries button to display a list of ,mployee notice period.
Continued Pa#
Sick Pa# Supplement
Pro&ationar# Period
)R otice Period
)) otice Period
Page 5., o( ')*
-ield 7ork Permit
Selection3Descri!tion ,nter the date on which the ,mployeeEs 4or+ Permit E%!ires(
Take
ote
A dynamic action will create an #T,,5* Monitoring o( Tasks record (or the end date o( the contract when creating the (ollowing su ty"es? I7 I) I/ I4 I* IA ;i8ed Term Contract =orker Casual #nternshi" A""rentice Trainee <8t Bursar
Page 5.5 o( ')*
Some e<ample are &elo.E
-(;)D T)RM )MP2$,))S

Contract )lements
A D
T)MP C$
TRACTS
The
han&e
ontract Elements screen is displayed.
Page 5.' o( ')*
Page 5.. o( ')*

Consolidation
$escri e and "rocess #n(oty"e ,,59 Contract <lement
Page 5.7 o( ')*
C/apter 1C - (nfot#pes
$!er!ie.
#n(oty"e ,,5* Monitoring o( Tasks is used to monitor date in(ormation- ;or e8am"leB an e8"iry o( a work contract- #t is used to create reminders (or tasks that must e actioned in the (uture- Most #n(oty"e ,,5* tasks are created automatically ased on the creation o( 0arious #n(oty"es- ;or e8am"leB #T,,59 Contract <lements-

(nstruction "utton'-ield Personnel um&er (nfot#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter //17 1 Monitorin& o# $as+s( Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information /isplay the $nfotype information Copy the $nfotype information.
Page 5.) o( ')*
Page 5.9 o( ')*
Monitoring of Tasks
The
han&e Monitorin& o# $as+s screen is displayed.

(nstruction "utton'-ield Task T#pe Descri!tion elect the rele%ant $as+ $y!e(
The (ollowing tasks are usedTake ote
Page 5./ o( ')*
Task T#pe'Te<t =A )<pir# Temp5 Contract
Reminder dis!layed *- months
Detail Reminder 8 created based on end date of contract :$T ''<?;
4or+#lo* "nitiated
Page 5.4 o( ')*

(nstruction "utton'-ield Date of Task Descri!tion $ndicates the date of the task. #or e(ample+ work permit e(pires on '<.'..-''?. elect the rele%ant option. Processing (ndicator
Reminder Date Comments
The reminder date for all tasks default depending on the task type selected. #ree te(t field. ,nter any additional information that needs to be noted.
Take ote
The user is not usually re3uired to change or create this dataA standard re"ort is run to check which tasks are due- This re"ort is called the Automated $ate Monitoring re"ort- ;or in(ormation on running the $ate Monitoring !e"ort re(er to PA Aearning 2uide !e"orting #( there is insu((icient s"ace (or the commentsB more te8t can e added y using <dit Maintain Te8t on the menu arThe NcommentsM or Nte8tM do not a""ear on the Task Monitoring re"ort-

Consolidation
$escri e and "rocess #n(oty"e ,,5* Monitoring o( Tasks
Page 5.* o( ')*
C/apter 1> - (nfot#pes

$!er!ie.
#n(oty"e ,,'5 ;amily Mem er:$e"endents is used to ca"ture (amily mem er and de"endant in(ormation-

(nstruction "utton'-ield Personnel um&er (nfot#pe Su&t#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter //:1 1 Family Member3De!endents. ,nter the rele%ant number or click on the Possible Entries button to and select Emer&ency ontact
Page 57, o( ')*
"utton'-ield
Descri!tion Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information /isplay the $nfotype information Copy the $nfotype information.
Page 575 o( ')*
C+A
G)'CR)AT) A
The
)M)RG)
C,
C$
TACT
R)C$RD
-amil# Mem&er' Dependents
han&e Family Member3De!endents screen is displayed.

(nstruction "utton'-ield -amil# Mem&er Descri!tion /efaults to the rele%ant subtype selected. 1hen a specific family member is selected+ additional selections can be made. ,nter the Surname of the family member. The employees surname will default here. Change this if the surname is not the same. ,nter the First Name of the family member. ,nter the "nitials of the family member. Refer to Address type :$nfotype '''?; for contact details
2ast -irst
ame ame
(nitials )mergenc# Address
Page 57' o( ')*

Consolidation
$escri e and "rocess #n(oty"e ,,'5 ;amily Mem er: $e"endents (or a? o <mergency Contact
Page 57. o( ')*
C/apter 1? - (nfot#pes
$!er!ie.
#n(oty"e ,,'7 Quali(ications is used to ca"ture 3uali(ication in(ormation- This allows a com"any to identi(y and record the 3ualitiesB knowledgeB skillsB education and other com"etencies ac3uired y <m"loyees- All these 3uali(ications are contained in the 3uali(ications catalogue<m"loyees who ha0e e8isting 3uali(ications when hired will ha0e their 3uali(ications recorded using this #n(oty"eQuali(ications ac3uired during em"loyment with P!A&A will e maintained 0ia the learning solution "rocess using a s"eci(ic transaction-

(nstruction "utton'-ield Personnel um&er (nfot#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter //:8 ; <uali#ications. Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information
Page 577 o( ')*
/isplay the $nfotype information Copy the $nfotype information.
PersonE C/ange Profile
The Person=
han&e Pro#ile screen is displayed.

(nstruction "utton'-ield Descri!tion Click on the reate button to add a new !ualification.
Page 57) o( ')*
Qualification
The <uali#ication dialog bo( is displayed.

(nstruction "utton'-ield Descri!tion Click on the Structure Search button search for a possible !ualification.
C/oose Qualification
The
hoose <uali#ication screen is displayed.

(nstruction
Page 579 o( ')*
"utton'-ield
Descri!tion Click on the E%!and button to find the rele%ant !ualification.
Page 57/ o( ')*
The

(nstruction "utton'-ield Descri!tion elect the <uali#ication check bo( ne(t to the rele%ant !ualification.
Page 574 o( ')*
The

(nstruction "utton'-ield Descri!tion Click on the ontinue (Enter) button to proceed.
Page 57* o( ')*
Page 5), o( ')*
The Person=
Page 5)5 o( ')*
Page 5)' o( ')*

(nstruction "utton'-ield (nstitution Descri!tion ,nter the "nstitution where the !ualification was obtained.
Page 5). o( ')*
Page 5)7 o( ')*
The Person=
Page 5)) o( ')*
Page 5)9 o( ')*

(nstruction "utton'-ield Start Date Descri!tion ,nter the Date that the !ualification was obtained.
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The Person=
Page 5)4 o( ')*

(nstruction "utton'-ield +ig/ Descri!tion elect this option ne(t to the !ualification which is the highest !ualification achie%ed. Click on the Sa'e button to sa%e your entries.

Consolidation
$escri e and "rocess #n(oty"e ,,'7 Quali(ications $escri e and "rocess #n(oty"e ,,'7 Quali(ications
Page 5)* o( ')*
C/apter 1@ - (nfot#pes
$!er!ie.
#n(oty"e ,,'/ allows the user to o0erride the em"loyeeGs cost centre and:or com"any code- The em"loyeeGs com"any code and cost centre will normally de(ault (rom the "osition num erP the em"loyee is assigned to in #T,,,5- =hen Cost $istri ution is assigned to an em"loyeeB it will su"ersede the Cost Center assignment o( the "osition-
Com"lete the (ollowing instructions

(nstruction
"utton'-ield Descri!tion Personnel um&er (nfot#pe Period ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter //:: 1 ost Distribution(
,nter the rele%ant Period the o%er*ride applies to Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information /isplay the $nfotype information
Page 59, o( ')*
Copy the $nfotype information.
Page 595 o( ')*
CR)AT) C$ST D(STR("*T($

Cost Distri&ution
The
reate
ost Distribution screen is displayed.
Page 59' o( ')*
Page 59. o( ')*

(nstruction "utton'-ield Compan# Code Cost Centre Pct Descri!tion ,nter the om!any is re!uired. ,nter the re!uired. ost ode if an alternate company code
entre if an alternate cost centre is
,nter the rele%ant Percenta&e of the employee5s time to be costed to the alternate Company Code and9or Cost Centre. Click Enter to %alidate the changes..
Page 597 o( ')*
CR)AT) C$ST D(STR("*T($

Cost Distri&ution
The
reate
ost Distribution screen is displayed.
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Page 599 o( ')*

Take ote
Only the "ercentage that is eing o0er6written is re3uired to e entered A(ter 0alidating the recordB the in(ormation message that indicates the em"loyeeGs record has een s"lit-

Consolidation
$escri e and "rocess #n(oty"e ,,'/ Cost $istri ution-
Page 59/ o( ')*
C/apter 1A - (nfot#pes
#n(oty"e ,,.' #nternal $ata is used to ca"ture the (ollowing?
$!er!ie.
Pre0ious "ersonnel num er C(rom P!A&A 2rou" o( Com"anies AegaciesD i( a""lica le Physical Aocation

(nstruction "utton'-ield Personnel um&er (nfot#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter //0: 1 "nternal Data( Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information /isplay the $nfotype information Copy the $nfotype information.
Page 594 o( ')*
Page 59* o( ')*
(nternal Data
The
han&e "nternal Data screen is displayed.
Page 5/, o( ')*

(nstruction "utton'-ield Pre!5 Personnel o Descri!tion ,nter the Pre'ious Personnel No( for the ,mployee. This will be the employee5s pre%ious number.

Consolidation
$escri e and "rocess #n(oty"e ,,.' #nternal $ata
Page 5/5 o( ')*
C/apter 8= - (nfot#pes
$!er!ie.
#n(oty"e ,,75 $ate &"eci(ications is used to store signi(icant dates that may e di((erent (rom the hiring date- !e"orts can then e run to e0aluate an entry date that cannot e deri0ed (rom the organisational assignment history ut is stored in the #n(oty"e date s"eci(ications- ;or e8am"leB Technical $ate o( <ntry- This #n(oty"e is dynamically created u"on engagement and is re3uired to e checked and sa0ed when dis"layed during the "ersonnel action- Additional #T,,75 records are created dynamically (or certain "ersonnel reassignments and again they are re3uired to e checked and sa0ed-

(nstruction "utton'-ield Personnel um&er (nfot#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter //81 1 Date S!eci#ications( Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information /isplay the $nfotype information
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Copy the $nfotype information.
Page 5/. o( ')*
Date Specificatio ns
The
han&e Date S!eci#ications screen is displayed.

(nstruction "utton'-ield Date T#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of data types.
Page 5/7 o( ')*
Take
ote
Aisted elow are the mandatory date ty"es re3uired glo allyDate T#pe 3Mandator#4 De#inition /ate the ,mployee was first engaged in the company. This date will be created on an ,ngagement action and will not change.
=1
Technical /ate of ,ntry
=>
/ate when the ick Cycle starts
This will reflect the date of the employees lea%e cycle when it starts
Take ote
The date in $ate Ty"e ,9 &ick Aea0e Cycle is used y the system to generate sick lea0e accrual on the a""ro"riate dateThe (ollowing actions will dynamically create #T,,75 dates? 5 9 P5 Techn- $ate o( <ntry &ick Cycle $ate Pension;und &tart
The date ty"es created will e de"endant on actions and action reason codes-
Page 5/) o( ')*

Consolidation
$escri e and "rocess #n(oty"e ,,75 $ate &"eci(ications
Page 5/9 o( ')*
C/apter 81 D (nfot#pe C? Mem&ers/ip -ees

#n(oty"e ,,)/ All mem ershi"s "aid 0ia the com"any (or mem ershi"s y its em"loyees can e ca"tured on this #n(oty"e- Only the 1nion Mem ershi"s (or Prasa: Metrorail: &hosholoFa Meyl: #ntersite and Auto"a8 are ca"tured on this #n(oty"e-
$!er!ie.
Page 5// o( ')*

(nstruction "utton'-ield Personnel um&er (nfot#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter //95 1 Membershi! Fees( Click on the rele%ant option to either@
Page 5/4 o( ')*
Create the $nfotype information Change the $nfotype information /isplay the $nfotype information Copy the $nfotype information.
Mem&ers/ip -ees *nions
The Membershi! Fees ; >nions screen is displayed.

(nstruction "utton'-ield Descri!tion
Page 5/* o( ')*
Task T#pe
elect the rele%ant $as+ $y!e(
Page 54, o( ')*

(nstruction "utton'-ield Start Date Descri!tion $ndicates the date when the payment for the Gnion deductions should start. &elect the rele0ant Mem er ty"e?
Processing (ndicator
elect the rele%ant wage type@
Comments
=age ty"es are linked to the mem er ty"e-
Take ote
The user is usually re3uired to change or create this dataNo amount needs to e ca"tured (or this #n(oty"eCa"ture the Mem ershi" num er in the Mem ershi" num er (ield

Consolidation
$escri e and "rocess #n(oty"e ,,)/ Mem ershi" ;ees
Page 545 o( ')*
C/apter 88 D (nfot#pe ?? Additional Personal Data

$!er!ie.
#n(oty"e ,,// Additional Personal $ata is used to record em"loyee <thnical Origin and the $isa ility indicator resided on this #n(oty"e as wellThis #n(oty"e must e maintained in order to ena le "ro"er <m"loyment e3uity !e"orts-

(nstruction "utton'-ield Personnel um&er (nfot#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter 55 1 Additional Personal Data
Page 54' o( ')*

(nstruction
"utton'-ield Descri!tion Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information /isplay the $nfotype information Copy the $nfotype information.
Additional Personal Data
The Additional Personal Data screen is displayed.
Page 54. o( ')*

(nstruction "utton'-ield )t/nic origin Descri!tion /efaults from the subtype selected.
Page 547 o( ')*
Disa&ilit#
$f the employee has a disability+ tick the radio button.
Additional Personal Data
The Additional Personal Data screen is displayed.

Consolidation
$escri e and "rocess #n(oty"e ,,// Additional Personal $ata
Page 54) o( ')*
#n(oty"e ,5,) Communication is used to record em"loyee contact in(ormation$!er!ie.

(nstruction "utton'-ield Personnel um&er (nfot#pe Su&t#pe Descri!tion ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter /1/9 ; ommunication(
,nter the rele%ant number or click on the Possible Entries button to display a list of subtypes.
Page 549 o( ')*
Take ote
&u ty"e ,,,5 &ystem 1se Name- This su ty"e is re3uired (or <&&:M&& and &AP system access&u ty"e ,,5. This is an P!A&A s"eci(ic su ty"e to record the em"loyeeGs "ersonal email address-

(nstruction "utton'-ield Descri!tion Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information /isplay the $nfotype information Copy the $nfotype information.
Page 54/ o( ')*
Communication
The
han&e
ommunication screen is displayed.

(nstruction
"utton'-ield Descri!tion
Page 544 o( ')*
T#pe (D'num&er
/efaults from the subtype selected. ,nter the %alue of the communication type. Click on the Ne%t Record button to %iew the ne(t record captured.
Communication
The
han&e
ommunication screen is displayed.
Take ote
All em"loyee contact num ers will e ca"tured on #T,5,) Communication-
Aisted elow are the mandatory communication ty"es re3uired glo ally?
ommunication $y!es
===1
ystem Gser 6ame : 3*6A",;
Page 54* o( ')*

Consolidation
$escri e and "rocess #n(oty"e ,5,) 6 Communication
Page 5*, o( ')*
C/apter 8B D (nfot#pe =1BA D Ta<es D SA

$!er!ie.
#n(oty"e ,57* 6 Ta8es &A is used to ca"ture an em"loyeeGs ta8 re(erence num er and indicate nature o( ta8 "erson-

(nstruction
"utton'-ield Descri!tion Personnel um&er (nfot#pe ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter /187 1 $a%es SA( Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information /isplay the $nfotype information Copy the $nfotype information.
Page 5*5 o( ')*
Ta<es SA
The $a%es SA screen is displayed.

(nstruction
"utton'-ield Task T#pe
Descri!tion elect the rele%ant $as+ $y!e(
Page 5*' o( ')*

(nstruction
"utton'-ield Descri!tion Start Date Reference o $ndicates the date when the employee was hired9 start of ta( year if hired prior to the ta( years start date. <m"loyees ta8 re(erence num er $ro" down to select the nature o( "ersonB will de(ault to indi0idualB ut can e changed? ature of person
$ro" down to select the ta8 "rocedureB will de(ault to 9B e8ce"t (or Auto"a8B which will de(ault to 5? Ta< procedure
Comments
=age ty"es are linked to the mem er ty"e-
Take ote
The user is usually re3uired to change or create this data-
The #n(oty"e is a "rere3uisite to run "ayrollThe in(ormation ca"tured in the #n(oty"e will e used (or #!P)Gs
Page 5*. o( ')*

Consolidation
$escri e and "rocess #n(oty"e ,57* Ta8es &A
Page 5*7 o( ')*
C/apter 8C D (nfot#pe =1C= D Social (nsurance SA

$!er!ie.
#n(oty"e ,5), 6 &ocial #nsurance &A is used to ca"ture an em"loyeeGs Medical aidB !etirement and 1#; in(ormation-

(nstruction
"utton'-ield Descri!tion Personnel um&er (nfot#pe ,nter the rele%ant number or click on the Possible Entries button to display a list of personnel numbers. ,nter /19/ 1 Social "nsurance( Click on the rele%ant option to either@ Create the $nfotype information Change the $nfotype information /isplay the $nfotype information Copy the $nfotype information.
Page 5*) o( ')*
Page 5*9 o( ')*
Social (nsurances
The Social "nsurances screen is displayed.

(nstruction
"utton'-ield Task T#pe
Descri!tion elect the rele%ant $as+ $y!e(
Page 5*/ o( ')*

(nstruction
"utton'-ield Descri!tion Start Date $ndicates the date when the employee started with the medical aid and pension9pro%ident fund contributions. Com"any dro" down select the medical aid?
Medical aid ta&
$e"endant on a o0e selection the (unds in the ne8t dro"down will only e a""lica le to that medical aidB (or e8am"le Bonitas?
Com"any dro" down select the "ension:"ro0ident (und?
Retirement ta&
$e"endant on a o0e selection the (unds in the ne8t dro"down will only e a""lica le to that "ension:"ro0ident (undB (or e8am"le $B ;und?
*(- Ta&
$e(ault to contri ution 5
Page 5*4 o( ')*
Comments
This will e created (rom hire date-
The user is usually re3uired to change or create this dataThe #n(oty"e is a "rere3uisite to run "ayrollEou are now a le to?
Take
ote
Consolidation
$escri e and "rocess #n(oty"e ,5), &ocial #nsurances
Page 5** o( ')*
C/apter 8> - (nfot#pes

$!er!ie.
Personnel Actions ha0e een de(ined (or the most common @! "rocesses<m"loyeeGs data is entered and stored in #n(oty"es and s"eci(ic #n(oty"es are grou"ed together to re"resent a Personnel ActionEach Personnel Action allows a predefined suite of data screens - Infotypes to be presented to the user for maintenance in a pre-determined sequence. In this way, Infotypes are not missed and the user saves time by not having to access each Infotype individually- Even if all the data is not available when processing the Personnel Action, the action can still be performed and individual Infotypes can be skipped whilst still in the personnel action and created at a later time. he action can also be interrupted at any time and restarted at a more appropriate point in time he system creates a relevant record in the Actions Infotype - !!!! when a Personnel Action is processed.
&elect @uman !esources Personnel Management Administration @! Master $ata PAB= D Personnel Actions $R <nter transaction code PAB= in the Command (ield and click on the utton)nter
Page ',, o( ')*
Page ',5 o( ')*
Personnel Actions
The Personnel Actions screen is displayed.
Page ',' o( ')*
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TRA
$!er!ie.
S-)R
)MP2$,)) DATA
Be(ore the em"loyee gets engaged into the &AP system hisQher Master $ata needs to e trans(er (rom !ecruitment to Personnel Administration-

(nstruction
"utton'-ield
Personnel -rom Personnel Actions o5
Descri!tion
Lea%e this field blank. ,nter the Start Date of the engagement. elect the rele%ant personnel action by clicking in the block ne(t to the personnel action. Click on the E%ecute button to proceed.
Direct Data Transfer
The Direct Data $rans#er screen is displayed.

(nstruction
Applicant Searc/ Applcant o5 Click on the Drop Do.n icon and Applicants 6ame ,nter the Surname and Name o# A!!licant elect the correct
Page ',7 o( ')*
Click on the Start Search button to proceed.
)MP2$,)) );(ST)
$!er!ie.
C) C+)C:
=hen a new <m"loyee is engaged on the &AP systemB a 0alidation will e done to 0eri(y i( the <m"loyee e8ists on the system-

(nstruction
"utton'-ield
Personnel -rom Personnel Actions o5
Descri!tion
Lea%e this field blank as the system will create a personnel number. ,nter the Start Date of the engagement. elect the rele%ant personnel action by clicking in the block ne(t to the personnel action. Click on the E%ecute button to proceed.
Page ',) o( ')*
)mplo#ee )<istence C/eck
The Em!loyee E%istence
hec+ screen is displayed.
oteE T/e (5D5 um&er and "irt/ Date pulls t/roug/ from Recruitment5 T/is /as to &e !erified if it is t/e correct information5 (f t/e (5D5num&er and date of &irt/ is incorrect Recruitment /as to correct it and t/e data /as to &e Transferred again5

(nstruction
"utton'-ield Descri!tion Click on the proceed. ontinue (Enter) button to
#( similar in(ormation already e8ists in the systemB the <m"loyee <8istence Check screenB with all the <m"loyeeGs current in(ormationB will e dis"layedTake ote
Page ',9 o( ')*
)mplo#ee )<istence C/eck
The Em!loyee E%istence
hec+ screen is displayed.

(nstruction
"utton'-ield
Descri!tion Click on the Select Em!loyee button.
(nformation
The "n#ormation dialog bo( is displayed.

(nstruction
Page ',/ o( ')*
"utton'-ield
Descri!tion Click on the ontinue (Enter) button to proceed.
Take
ote
&hould the <m"loyee e8ist on the system and the <m"loyee is acti0eB the system will "rom"t you to choose another actionS/ould t/e )mplo#ee not &e acti!e 3.it/dra.n4G t/e s#stem .ill prompt t/e user to do a Re-)ngagement action-
ACT($ P)RS$
T,P)S % R)AS$
)2
S GAG)M) T A D
ACT($
D)
C$MP2)T) )
GAG)M) T
$!er!ie.
The L<ngagementG action is used to hire new (ull6time and "art6time <m"loyees that are "aid through &AP "ayroll- This action will e used when a success(ul candidate has acce"ted an o((er and the start date is agreed u"on-
An <m"loyee num er will e generated- The <m"loyeeGs system status will e set to LActi0eGAs there is a segregation o( dutiesB there is a s"lit res"onsi ility with <ngagements
@! is res"onsi le (or the initial <ngagement o( <m"loyees- This includes the ca"turing o( asic <m"loyee in(ormationB e8cluding PE in(ormationPayroll is res"onsi le (or Lcom"letingG the <ngagement y ca"turing all "ayroll rele0ant data<ngagement Com"lete <ngagement
To cater (or thisB two actions were created?
Page ',4 o( ')*
Page ',* o( ')*
Action )ngagement
Action Reason 01 02 03 0! 0& 0( 0) VPRASAnt Position Group Transfer Fixed-Term Emplo ee Expatriate "#$% Trainee'Apprentice Appointment Secondee *ountr Re-Assi+nment *omplete En+a+ement *omplete P, -ata
Complete )ngagement
01 01
C$MP2)T) )
GAG)M) TE
=1 - Complete )ngagement This Action reason is used y Payroll sta(( to enter the "ayroll details (or an em"loyee (ollowing a new engagement=8 - Complete P, Data This Action reason is used y the Nrecei0ingM country to "rocess the em"loyeeGs PE data (ollowing an Administrator "rocessing a Personnel ActionTake note o( the (ollowing s"eci(ics
Take ote
T/e H Complete )ngagement is used also used to complete t/e H-TC7 )ngagementI Action5
Page '5, o( ')*
P)RS$
$!er!ie.
)2
ACT($
- R)-)
GAG)M) T
The L!e6<ntryG action is used to re6engage an e86<m"loyee:;i8ed Term <m"loyee The e8isting <m"loyee num er must e used- The <m"loyeeGs system status will change (rom L=ithdrawnG to LActi0eG-
Action Re'< )ngagement ''& '0 '? '7
Action Reason Hacant Position ,mployment ,!uity ProIect Related ,(ternal Bursar Permanent To Temporary Temporary to Permanent
A Termination and a !e6<ngagement cannot e "rocessed on consecuti0e days-
P)RS$
$!er!ie.
)2
ACT($
- $RGA
(SAT($ A2
R)-ASS(G
M) T
This Action is used to mo0e an em"loyee (rom one "osition to anotherB or to change <m"loyee &u 6grou" details where re3uired- This action includes trans(ersB "romotions and e8"atriation-
Page '55 o( ')*
Action
Action Reason Cross Transfer ,mployee ub*4roup Change
$rganisational '< Re'Assignment '& '0 '= '? '. '7 '> <' <<
Cost Centre Change Company restructuring Position Change Position Change :Promotion; Position Change :/emotion; Change to Package Temporary to Permanent !ede"loyment Alternati%e /uties
Page '5' o( ')*
R)-ASS(G
M) T 7(T+(
T+)
SAM) S(T)
<m"loyees can e "romotedB trans(erred or re6assigned to other "ositions within the same siteThe LOrg- !e6AssignmentG action is used to mo0e an <m"loyee (rom one "osition to another or to change <m"loyee6su 6grou" details where re3uiredThis includes Trans(ersB Promotions and other <m"loyee su 6grou" changesThe e8isting <m"loyee num er must e used- No change to the <m"loyeeGs system status-
P)RS$
$!er!ie.
)2
ACT($
- T)RM(
AT($
The LTerminationG action is used to terminate the (ollowing ty"es o( em"loyee engagements (rom the system? Contractors Permanent <m"loyees The e8isting <m"loyee num er must e used- The <m"loyeeGs system status changes to? L=ithdrawnGThe <m"loyee is automatically mo0ed into the de(ault "osition L********G-
Page '5. o( ')*
Action
Action Reason '< ''& '0 '= Resignation /ismissal Retrenchment Holuntary Retrenchment Hol ,arl Ret #orced Retrenchment #orced Retrenchment ,arl Retirement /eceased "edical Retirement ,arly Retirement 6ormal Retirement Abscondment 1ork Permit 6on Renewable /id not assume duty -0 Resignation Resignation with 6otice pay /ismissal with 6otice pay Transfer out to 4roup /ismissal "edical $ncapacity
Termination
'? '. '7 '> <' << <<& <= <. <7 -0 -?
Take
ote
Take note o( the (ollowing when e8iting an <m"loyee (rom the system- The Administrator start with the initial NT<!M#NAT#ONM action a =ork(low will e triggered in(orming the Payroll Administrators to com"lete the second "art o( the Termination NCom"lete TerminationM
Page '57 o( ')*
T/e Termination date captured on t/e HTerminationI action s/ould &e t/e 2AST 7$R:( G DA, of t/e applica&le emplo#ee5
P)RS$
$!er!ie.
)2
ACT($
D C$MP2)T) T)RM(
AT($
The LCom"lete TerminationG action is used to com"lete PAE!OAA data (or Contractors as well Permanent <m"loyees The e8isting <m"loyee num er must e used-
Take
ote
Take note o( the (ollowing that the same action NCom"lete TerminationM is used when com"leting Permanent Termination as well as ;TC= Termination
P)RS$
$!er!ie.
)2
ACT($
- "*RSAR +(R)
The LBursar @ireG action is an <AM re3uirementAn <m"loyee num er will e generated y &AP- The <m"loyeeGs system status will e set to LActi0eG-
Action "ursar '< )ngagement
Action Reason Bursar Awarded
P)RS$
$!er!ie.
)2
ACT($
- );T "*RSAR $RG R)ASS(G
M) T
The Bursar Org !eassignment action is used to re6assign an e8isting Bursar em"loyee-
Action "ursar $rg '< Reassignment ''?
Action Reason Hacation 1ork top 1ork Bursar to Perm
Page '5) o( ')*
=1 - 7orking "ursar =here a (ull time Bursar is "er(orming 0P!A&Ation workB a PA7, reassignment action is re3uired- This action is "er(ormed to reassign the ursar and su se3uently create a work schedule rule and "ay records (or the Bursar-
P)RS$
$!er!ie.
)2
ACT($
D );T "*RSAR
T)RM( AT($
This Personnel Action is used to terminate the Bursar should the contract e terminated-
Take note o( the (ollowing s"eci(ics when you ca"ture any actions?
Take ote
#n(oty"es to e maintained will di((er ased on the action reason and the <m"loyee su 6grou"
C+A
$!er!ie.
G)
TR,
DAT)
This transaction is used to change the entry ChireD date an em"loyee- This would e used where an em"loyee or contractor has een hired in ad0ance o( their actual "hysical commencement to allow scheduling o( induction courses or where a change to the start date is re3uired ecause the em"loyee or contractor did not commence on the e8"ected date-
<nter transaction code PAB1 in the Command (ield and click on the utton-
)nter
Page '59 o( ')*
C/ange )ntr#'2ea!i ng Date
The
han&e Entry3Lea'in& Date screen is displayed.

(nstruction
"utton'-ield Descri!tion Personnel um&er ,nter the ,mployee5s Personnel Number( Click on the proceed. ontinue (Enter) button to
Page '5/ o( ')*
C/ange )ntr#'2ea!i ng Date
The
han&e Entry3Lea'in& Date screen is displayed.

(nstruction
"utton'-ield Descri!tion Click on the E%ecute button to proceed.
Page '54 o( ')*
C/ange Actions
The
han&e Action screen is displayed.

(nstruction
Page '5* o( ')*
Start
Change the Start date of the Action Record Click on Sa'e to sa%e the record
D)2)T) P)RS$
$!er!ie.
)2
DATA
This transaction is used to delete all @! data entered (or an em"loyee- This would only e used where a "ersonnel num er has een created in error and there are no "ayroll results=hen the data has een deleted the "ersonnel num er is a0aila le to e used againThe transaction will only e a0aila le to the @! Administrator !ole-
<nsure that the SAP )as# Access screen is dis"layed

Menu Pat/
<nter transaction code P*== in the Command (ield and click on the utton-
)nter
Page '', o( ')*
Delete Personnel Data
The Delete Personnel Data screen is displayed.

(nstruction
"utton'-ield Descri!tion Personnel um&er ,nter the ,mployee5s Personnel Number( Click on the E%ecute button to proceed.
Page ''5 o( ')*
Delete Personnel data

(nstruction
"utton'-ield Descri!tion Gsing the selection button+ highlight all the
Page ''' o( ')*
"n#oty!es to be deleted( Click on the Delete button to proceed.
Page ''. o( ')*
Page ''7 o( ')*
Page '') o( ')*

(nstruction
"utton'-ield Descri!tion Click on ?es to confirm Click on the Delete button to proceed.
Page ''9 o( ')*
The Delete Personnel Data screen is displayed with confirmation message of deletion
Page ''/ o( ')*
Take
ote
The /elete personnel number (unction is not suita le (or deleting indi0idual #n(oty"e records (or a "ersonnel num er ecause this (unction does not take the #n(oty"es time constraint into considerationB nor does it consider whether deleting the #n(oty"e will a((ect "ayroll-

Consolidatio n

#nitiate rele0ant actions in Personnel Administration #denti(y the actions that are rele0ant in P!A&A !estart and com"lete an interru"ted "ersonnel action Change the start date o( an em"loyee $elete "ersonnel data
Page ''4 o( ')*
C/apter 8? - (nfot#pes
$!er!ie.
A simulation "ayroll run is "er(ormed "rimarily (or "ayroll 3ueries and to determine the e((ect o( an adjustment- #n the normal "rocessB a simulation "ayroll is run "rior to releasing and starting a "ayroll run in order to check the "ayroll results- This may e run (or any "eriod and is a use(ul tool to assess the e((ects o( rule or data changes made to the "ayrollAs "ayroll results are not u"datedB "ayroll simulations can e run (or a selection o( "ersonnel num ers at any time during the "ay "eriod and can e run as many times as re3uiredB!emuneration statements can e generated during the simulation "ayroll run-
&elect @uman !esources Payroll A(rica &outh A(rica Payroll PC==6M196CA2C6S(M* - Simulation $R <nter transaction code PC==6M196CA2C6S(M* in the Command (ield and click on the )nter utton-
Page ''* o( ')*
T+) S$*T+ A-R(CA

Sout/ African Pa#roll Dri!er
PA,R$22 DR(V)R
SCR))
(S D(SP2A,)D5
Page '., o( ')*
Page '.5 o( ')*
C$MP2)T)
T+) -$22$7( G ( STR*CT($ SE
(nstruction
,nter the rele%ant number or click on the Possible Entries button to display a list of payroll areas.
Payroll Area
Payroll Period Personnel Number
elect the rele%ant Payroll Period( $f re!uired+ enter the rele%ant personnel number or click on the Possible Entries button to display a list of personnel numbers.
Take
ote
This (ield must e le(t lank i( a &imulation Payroll !un is to e run (or all <m"loyees within the selected Payroll Area-
Page '.' o( ')*
"utton'-ield Descri!tion Payroll Area ,nter the rele%ant number or click on the Possible Entries button to display a list of payroll areas.
C$MP2)T)
T+) -$22$7( G ( STR*CT($ SE
"utton'-ield Descri!tion The outh African payroll schema will default in the following field and must not be changed. &chema I,,, elect this option if the payroll log entries are to be displayed. isplay !og 6ote@ This should not be flagged if running a simulation for more than one employee as it will be system time consuming. Any errors will still be displayed an error log.
Schema
Page '.. o( ')*
isplay "ariant #emuneration Statement
elect this option to Dis!lay a Remuneration Statement.:Payslip; ,nter @PRA or click on the Possible Entries button and choose JPRA from the list of possible entries.
Page '.7 o( ')*
T+) S$*T+ A-R(CA

Sout/ African Pa#roll Dri!er
PA,R$22 DR(V)R
SCR))
(S D(SP2A,)D5
Page '.) o( ')*
Page '.9 o( ')*
Page './ o( ')*
C$MP2)T)
(nstruction
T+) -$22$7( G ( STR*CT($ SE

Descri!tion Click on the E%ecute button to e(ecute the imulation Payroll.
"utton'-ield
T+) D(SP2A, 2$G TR))
SCR))
(S D(SP2A,)D5
#( you ha0e selected the $is"lay Aog o"tionB the $is"lay Aog Tree screen will e dis"layed (irst- Click on the &tatement utton to 0iew the !emuneration
Page '.4 o( ')*
T+) 2A,$*T S)T D(SP2A,

Displa# 2og Tree
SCR))
(S D(SP2A,)D5
C$MP2)T)
T+) -$22$7( G ( STR*CT($ SE

Descri!tion Click on the Scroll Do*n button to %iew the remainder of the payslip.
"utton'-ield
(nstruction
Page '.* o( ')*
Page '7, o( ')*
T+) 2A,$*T S)T D(SP2A,

2a#out Set Displa#
SCR))
(S D(SP2A,)D5
Page '75 o( ')*
Page '7' o( ')*
Consolidation
Eou are now a le to? "imulate a Payroll #un
Page '7. o( ')*
C/apter 8@- Accessing Reports

$!er!ie.
The data that is created through transactions on &AP is stored in a central data ase- The real 0alue o( these data records is unlocked when they are com ined according to s"eci(ic criteria into re"ortsAll the @! modules ha0e standard re"orts associated with them- The #n(ormation &ystem (older o( the s"eci(ic module you are working in contains the re"orts associated with that moduleCustomised re"orts are re"orts that ha0e een de0elo"ed to meet s"eci(ic needs o( P!A&A- These start with the letter NIMBelow are some common PA re"ort transactions
&ee &AP O0er0iew and Na0igation Aearning 2uide cha"ter 5, (or details on how to run re"orts-
P)RS$
)2
-(2)
$is"lays all PA #n(oty"esB screen y screenB e8isting (or an indi0idual em"loyee$!er!ie.
$is"lays the current 0alid record in #n(oty"e Actions C,,,,D (irst and then the ne(t record utton can e used to scroll through all #n(oty"e records To dis"lay a list o( all 0alid #n(oty"e records (or an #n(oty"e and its su ty"esB choose )%er%iew. #( you want to dis"lay one o( the #n(oty"e records in this listB select the re3uired #n(oty"e record and choose /isplayCan only e run y "ersonnel num erB other selection criterion is not a0aila le-
<nsure that the &AP <asy Access screen is dis"layed<nter transaction code PA5, in the Command (ield and click on the utton<nter
Page '77 o( ')*
Personnel -ile
The Personnel File screen is displayed.
Out"ut
Page '7) o( ')*
Page '79 o( ')*
-2);("2) )MP2$,)) DATA

$!er!ie.
The out"ut o( this transaction is a re"ort- The selection (ields are PA data (ieldsCan e run (or multi"le em"loyees using a range o( selection criteria such as organisational unitB "ayroll area and em"loyee grou"The Additional $ata (ield selection is where the user selects what data is re3uired to e dis"layed in the re"ort such as last nameB (irst nameB address-
Menu Pat/
<nsure that the &AP <asy Access screen is dis"layed<nter transaction code &RA@!R95,59.9' in the Command (ield and click on the <nter utton-
-le<i&le )mplo#ee Data
The #le(ible ,mployee /ata screen is displayed.
Page '7/ o( ')*
Out"ut
Out"ut will de"end on (ield selection-
)MP2$,)) 2(ST
$!er!ie.
1ser is a le to make (urther selections to s"eci(y criteria such as organisational unitB "ayroll areaThe re"ort out"ut is limited to re"orting on nameB nationality and new em"loyees
Menu Pat/
<nsure that the &AP <asy Access screen is dis"layed<nter transaction code &RA@!R95,59.9* in the Command (ield and click on the <nter utton-
Page '74 o( ')*
)mplo#ee 2ist
The Em!loyee List screen is displayed.
(
$!er!ie.
-$T,P)
$V)RV()7
-$R
)MP2$,))
$is"lays all PA #n(oty"es e8isting (or an indi0idual em"loyee y "eriodCan only e run y "ersonnel num er1ser can de(ine #n(oty"es to e re"orted-
<nsure that the &AP <asy Access screen is dis"layedMenu Pat/
Page '7* o( ')*
<nter transaction code &RA@!R95,5)7/5 in the Command (ield and click on the <nter utton-
(nfot#pe $!er!ie. for )mplo#ee
The $nfotype )%er%iew for ,mployee screen is displayed.
Out"ut $is"lays in a menu tree y #n(oty"e- #ncludes last modi(ied date and y whom$etails o( indi0idual records can e 0iewed y dou le clicking-
Page '), o( ')*
Page ')5 o( ')*
2$GG)D C+A
G)S
-$T,P)
DATA
$!er!ie.
The "ur"ose o( this transaction is to re"ort on Aogged Changes in #n(oty"e $ataThis means that the re"ort will dis"lay documents that were created with the creation o( an #n(oty"e log- #n other wordsB dis"layed data shows the e8act changes that ha0e occurred in an #n(oty"e-
<nsure that the &AP <asy Access screen is dis"layed<nter transaction code &RA@!R95,59.4, in the Command (ield and click on the
Menu Pat/
<nter utton-
2ogged C/anges in (nfot#pe Data
The Logged Changes in $nfotype /ata screen is displayed.
Page ')' o( ')*
(nstruction Result
Com"lete the (ollowing instructions? Button:;ield $escri"tion elect the rele%ant Lon& $erm Documents button. elect the Master Data radio button for transaction class. Personnel Num er #n(oty"e Changed On Changed By $e(ault Currency ,nter the Personnel 6umber:s; ,nter the "n#oty!e ,nter the Date or /ate Range. #ailing to do so will result in a run time error. ,nter the System >ser name Choose @AR from the drop down list. Chose )utput in ALH &ort Order Chose the ort )rder for displaying the report output
Page '). o( ')*

(nstruction Result Pat/
Click on the E%ecute button.
Page ')7 o( ')*

@ighlight <ntry
Highlight the entry that is of interest
Page ')) o( ')*
Page ')9 o( ')*

$ou le Click
/ouble click on the highlighted entry to display further details of the record.
Page ')/ o( ')*
Take ote Result Pat/
Note that the to" window in the detailed out"ut re"ort shows who changed the #n(oty"e and when- The in(ormation in the ottom window shows the old and new (ield in(ormation-
Page ')4 o( ')*
Page ')* o( ')*

Personnel Administration Training Manual (End User)

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Personnel Administration Training Manual (End User)

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Project i-SMARTS

Personnel Administration Course

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+ ',,* P!A&A www-"rasa-com

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Course Ma"--------------------------------------------------------------------------------------- * Cha"ter 5 6 #n(oty"es ----------------------------------------------------------------------- 5,

Cha"ter ' 6 #n(oty"es------------------------------------------------------------------------ 7*

Cha"ter .6 #n(oty"es ------------------------------------------------------------------------ 95 Cha"ter 7 6 #n(oty"es ----------------------------------------------------------------------- /.

Cha"ter ) 6 #n(oty"es ----------------------------------------------------------------------- 4'

Cha"ter 9 6 #n(oty"es ----------------------------------------------------------------------- 44

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Cha"ter 4 6 #n(oty"es ----------------------------------------------------------------------- */

Cha"ter 5) 6 #n(oty"es ------------------------------------------------------------------- 5.) Cha"ter 59 6 #n(oty"es ------------------------------------------------------------------- 57,

Cha"ter 5/ 6 #n(oty"es ------------------------------------------------------------------- 577 Cha"ter 54 6 #n(oty"es ------------------------------------------------------------------- 59,

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Cha"ter '/ 6 #n(oty"es ------------------------------------------------------------------- ''*

Cha"ter '46 Accessing !e"orts---------------------------------------------------------'77

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$rganisational Structure of t/e compan#

Page 5' o( ')*

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Personnel Area Te8t Management

Com"any Metrorail ',,, PA Personnel Area Te8t ',,, Metrorail @O

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Personnel Area Te8t

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Personnel Area Te8t

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Personnel Area Te8t

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Personnel Area Te8t

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Personnel Area Te8t

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Personnel Area Te8t

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Personnel Area Te8t

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Personnel Area Te8t

Com"any #ntersite 6 .,,, PA Personnel Area Te8t

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Personnel Area Te8t #ntersite <C<A

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775, 7)5, 795, 7*5,

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)MP2$,)) GR$P % S"-GR$*P

S$C(A2 ( SRA C$ TR("T($