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PROJECT IDENTIFICATION
Project Name Project Location Project Type
LLH Hospital Dubai Implementation
SAP Service Partner(s) Program Manager (Service Partner) Project Manager (Service Partner)
iMED SOLUTIONS Mr. Ajay Prasad Ms. Elena Gremaud
Introduction..................................................................................................................................... 4
Confidentiality Statement............................................................................................................ 4
Payroll............................................................................................................................................. 5
Basic Pay....................................................................................................................................... 10
Additional Payments/Deductions................................................................................................... 11
Loans............................................................................................................................................ 13
Overtime....................................................................................................................................... 13
Gratuity Calculation...................................................................................................................... 14
HR-FI Integration........................................................................................................................... 16
Remuneration Statement.............................................................................................................. 17
Conversions................................................................................................................................ 19
Interfaces................................................................................................................................... 19
Enhancements........................................................................................................................... 19
Reports....................................................................................................................................... 19
Forms......................................................................................................................................... 21
Impacted Procedures................................................................................................................. 23
Introduction
Confidentiality Statement
This document contains information that is proprietary and confidential to Medeor 24X7 Dubai Hospital, which
shall not be disclosed outside, transmitted, or duplicated, used in whole or in part for any purpose other than its
intended purpose. Any use or disclosure in whole or in part of this information without express or written
permission of Medeor 24X7 Dubai Hospital is prohibited.
Any other company and product names mentioned are used for identification purposes only, and may be
trademarks of their respective owners.
This scenario describes the typical processes to process payroll for employees using data from SAP Personnel
Administration, Benefits, and Time Administration. The payroll process covers the steps from running payroll to
printing employee checks and pay stubs.
Payroll
In order to improve HR Business Operations, processes, establish a rigorous control over HR & Payroll
functions, Medeor 24X7 Dubai Hospitals has invited iMed Solutions to implement SAP ERP HCM solution.
The Scope of the implementation includes the following SAP HCM Sub Modules
Organizational Management
Recruitment
Personnel Administration
Time Management
Payroll
SAP Payroll module in integration with Personnel administration is used to map the payroll processes. This will
be used to provide standard processes to maintain employee master data and all other relevant data. The
system calculates the gross and net pay, which comprises the individual payments & deductions that are
calculated during a payroll period, and received by an employee. These payments and deductions are included
in calculation of remuneration using different wage types. The payroll driver accesses different wage types
during the payroll run.
SAP Payroll process will take into account, the statutory deductions and filing the requisite returns, SAP Payroll
will also take into account, the posting of employee salary data into finance accounts. Recording employee
data for administrative, time recording and payroll purposes is for primary importance for master data
maintenance in HR.
Actions (0000)
This infotype is to be maintained carrying out any HR Processes like Hiring, Transfer, Promotion, Separation,
etc.
The earliest date to from when the changes in master data have been affective.
The earliest date from which retroactive payroll should take place.
The latest date after which payroll is not to be run for the employee.
Salary Details are stored in 0008 infotype; many components of payments are depended on base salary of the
employee.
Details of payment mode and the details of the employee bank to which salary is to be transferred will be
stored here in this infotype.
This infotype stores the details of the periodic payments & deductions that are either to be paid/ deducted from
the employees salary.
This infotype stores the details of the irregular payments & deductions that are to be paid or deducted from the
employees salary.
This infotype stores the details of the off cycle payments such as Annual Leave Payment, Full and Final
Settlement, Leave Encashment, Loans, etc.
Exit Payroll
For a payroll run the payroll has to be released. Once the payroll is released, all the master data is locked. The
payroll is run and the status is changed to check payroll results. At this point of time also the master data is
locked. After completion of checking, if any modification arises the status is to be changed to release for
corrections. After successful completion of the payroll run the exit for payroll is activated for subsequent
activities of payroll.
Any changes for master data after closing payroll for the month is considered as Retroactive changes and will
be accounted in next payroll month.
Please find the below diagram that explains you the Payroll flow in SAP.
It locks the master data during the payroll run to prevent changes from being made.
It locks master data during payroll run to prevent changes from being made. The lock is set for past
payroll and current one.
The Below Payroll areas being considered for the Medeor 24X7 Dubai Hospital Implementation
In this step you can set up your enterprise's pay scale types. The Basic Pay infotype 0008 is derived from the
pay scale type. Here you can specify the collective agreement maintained for your industry.
The Pay scale area is used along with the Pay Scale type to represent region based differentiation in Salary
Heads.
The wage type can represent a payment or a deduction. Wage types are divided into two main groups.
Primary wage types also referred to as dialog wage type because users can enter them into Infotypes.
SAP uses the wage type group concept to group wages that have similar characteristics with regard to payroll
accounting.
In the system pay scale groups are identified by using a certain naming convention. i.e., it is the combination of
Employee Group Code & Employee Sub Group Code
Basic Pay
The below wage types are included in the Basic Pay (0008) infotype. The breakup of the below components
are based on the formula provided by the Medeor 24X7 Dubai Hospital and the same has been asked to be
incorporated in the SAP System when user enters the monthly salary in the Basic pay (0008) infotype, the
below wage types display as per the below table.
The above wage components are what an employee is going to get every month as a part of his
regular salary.
As per the client requirement, it was finalized that all the payments in addition to the regular salary components
would be paid to the employee as an off cycle payment, hence all the payment types would be defined in the
Off cycle Wage type group. All the deductions which are deducted from the employee on a periodical basis
would be maintained in this infotype and these would be deducted from the regular payroll run.
Recurring Deductions
HRA Deductions
Other Deductions
*The above deductions are deducted through the regular payroll*
Additional Payments/Deductions
Any payment or deduction that is not paid to the employee on a periodical basis will be present in this wage
type group.
As per the client requirement, it was decided that all the wage types except wage types present in the Basic
Pay wage type group would be considered as an Off Cycle payment. All the deductions regular and irregular
would be deducted from the employees regular payroll run.
As per the client requirement, it was decided that all the payment wage types in addition to the regular salary
would be run through Off Cycle mode.
The below list of payments will be considered in the Off-cycle wage type group.
Loans
As per the Client requirement, Medeor 24X7 Dubai Hospital provides the employee Loans subject to approval
from the concerned authorities, these loans are recovered from the employee either through his regular salary
Realization in SAP
In SAP, we do have a separate infotype called as Loans (0045) to achieve the above said requirement, where
in an authorized person either from the HR or Finance dept. will be given required authorizations to book the
loan after the loan has been approved by the required authorities. The users also have the option to skip a
particular months loan repayment under special circumstances
Overtime
Any work done by the employee over and above his working times with the proper approvals from their unit
managers is considered to be approved overtime and this amount of time can be compensated as per the UAE
Labor law.
Realization in SAP
The actual timings are captured from the time recording system and using a BDC program these time events
are uploaded into the SAP R/3.The timings swiped by the respective employees In and Out are compared
with the normal shift timings, which an employee is supposed to work and all the overtimes will be again
compared with the OT Approval sheet which the Unit managers and HR Dept. receives, based on that the Unit
managers will only approve the overtime and send it for the next level of approval.
RICEF considerations
In the standard system there is no provision to make the Overtime Approval Process, So we have to make
necessary custom development in the system to do the same. It is going to be a three level approval process;
OT Approval Program
In Order to approve the Overtime of an Employee, the Head of the Dept. would have an exclusive access to a
transaction code from where the overtime can be either approved or rejected based on the number of extra
hours an employee has worked during the defined period.
Once the HoD has approved the number of extra hours to be compensated, the second level of approval is
required from HR Dept. before being sent to the Finance for the Final Approval.
The HR Dept. would have the history of the actual timings and also the timings changed by the HoD. The HR
Dept. would have an option to edit the approved hours (if they wish to change), otherwise they can approve the
timings and it would be sent to the Finance Dept. for the Third level approval
The Final Approval will be with the Finance Dept. and they will have the complete history of the changes done
by HoD and HR Dept. and once they approve the third level, the Overtime amount as per the slabs will be
stored in the Additional Payments (0015) infotype and will be considered for the payroll processing in the
defined period.
Gratuity Calculation
In Medeor 24X7 Dubai Hospital Implementation, the Gratuity calculation is completely based on UAE Labor
law, as per the client requirements the gratuity provisions needs to be accumulated and posted to specified G/L
Accounts. These provisions are posted to their respective G/L accounts
Business Requirement:
The Employees in the Medeor 24X7 Dubai Hospital may be internally transferred from one of their group
companies and it is a mandatory requirement that those benefits are to be transferred to the new company.
Realization in SAP:
When evaluating the gratuity of an employee, the system will by default take into consideration the joining date
of the employee in the current organization, but in order to fulfill the client requirements of transferring the
previous company benefits to the current organization, the HR users should store the joining date of this
employee in the Medeor 24X7 Dubai Hospital group in Date Specification (0041) infotype. This date will be
taken into consideration when system is processing the Full and Final settlement and calculate the gratuity
based on the joining date of the employee in the LLH Group,
RICEF considerations
NA
Gratuity Calculation
The mode of payment would be an Off cycle payment and there would be various parameters that would be
taken into consideration while processing the Full and Final Settlement of the employee. The amount of
gratuity that needs to be paid to the employee would be derived from the custom program proposed to develop
to fulfill the client requirement. This amount would be defaulted against the Gratuity wage type in the Full and
Final settlement.
RICEF considerations
The Full and Final settlement would be done using an Off Cycle payroll considering all the above parameters.
At the end of the Settlement process, the user would be able to generate an Off Cycle Remuneration
Statement.
IMED SOLUTIONS FZ LLC Private & Confidential Page 15
HR-FI Integration
SAP offers a full HCM and Payroll package integration into Finance. Once the HR Dept. completes the payroll
process and moves the control record to the EXIT Mode, the pay results will have to be posted to Finance
either individually or for a complete payroll area. We do have an option to do a simulation run before the live
postings. Once the live postings are completed, the system generates a unique posting Document number for
the posting run.
Below are the G/L Accounts that has been provided by Medeor 24X7 Dubai Hospital to incorporate in the
system.
Remuneration Statement
SAP Standard Pay slip & Off Cycle Remuneration Statement
Realization in SAP
To be able to print the pay slip and trigger an email after the postings are completed.
RICEF considerations
The method used for data migration is Batch Data Collection (BDC)
Conversions
Res # Conversion Description
01 BDC to upload Recurring Payments and Deductions
Interfaces
None Identified
Res # Interface Name Interface Description
Enhancements
None Identified
Res # Enhancement Name Enhancement Description
Forms
Res # Report Name Report Description
1. Pay slip Generation Generating Pay slips and
sending it to their emails.
Impacted Procedures
None identified
Department Description
Assumptions
None identified
Document History
AUTHORS & PARTICIPANTS
Role Name
REVISION HISTORY
Document
Date Document Revision Description Author
Version
20.10.2014 0 Original Document Shirish Reddy T
Business Process
Mr. Ashish
Owner