SAP Payroll Process

February September 2011

SAP Payroll
SAP

Payroll, Time and Benefits is the last phase of the ERP Project It will Go Live in October, 2011 Once Payroll goes Live you will be entering your Payroll in SAP All Payroll, Time and Benefits information will be entered and displayed in the SAP System

Payroll Process How It Works

Locations

Time Entry/Approval Run Reports as needed

Locations

SAP

Highly Integrated Validates HR and FI Information with Payroll Data Time & Payroll Process Runs Daily Simulations Generates Discrepancy Reports

Bi-Weekly Payroll Process

Resolve Discrepancies and Perform Checks and Balances
SAP Time & Payroll Process

Resolve Discrepancies & Perform Checks and Balances

HR/Budget/Payroll/ Accounting/Locations

Employee Short-Term Leave Request

Short-Term Leave are Sick, Personal and Vacation Requests

Non-School Site Employees - will have access to entering Short-Term Leave in SAP at the discretion of
their administrator

Sick and Personal days entered through the Employee Self Service (ESS) tab will be posted directly on the Payroll Time Reporting Screen Vacation request entered through the Employee Self Service (ESS) tab will be routed to the administrator for approval

School-Site Employees - will not have access to entering Short-Term Leave at this time

Print Daily Payroll Attendance Sheets (Sign-in Sheets) for Pay Period (as needed) Enter absences for Full-Time Instructional, NonInstructional, and Substitutes (May be done daily/weekly) Enter hours worked for Hourly employees (Must be done weekly) Enter Overtime hours worked by a full-time employees Enter and Deduct OPT Days (School Sites) Enter and Deduct Comp Time

Time Specialist Responsibilities

PARS

PARS vs. SAP Payroll

SAP

By Payroll Period 1. Print Daily Payroll Attendance Sheets (Payroll Attendance Sign-in Sheets) Daily Activities 1. Track Employee Absences (Sub Locator/Designated Attendance person) 2. Collect Application for Leave Forms Bi-Weekly Activities

By Payroll Period 1. Print Daily Payroll Attendance Sheets (Payroll Attendance Sign-in Sheets) Daily Activities 1. Track Employee Absences 2. Collect Application for Leave Form 3. View Display Working Times Report to verify/reconcile full-time employee absences 4. Correct/Adjust Payroll Time Reporting Entries as needed Weekly 1. Payroll Time Recording Screen (Enter absences and time for Hourly) Biweekly Activities

1. Collect Daily Payroll Attendance Sheets 2. PARS System - Enter All Absences for FullTime and hours for Part-Time staff members for Pay Period during the designated allotted time 3. Print Working Roster 4. Review/Compare/Verify the Sign-In Roster and PARS Online Screen 5. Print Final Roster 6. Notify Administrator that Payroll is Ready to be approved

1. Enter/Review/Compare/Verify with the Daily Payroll Attendance Sheet (Sign-in Roster) with the Maintain Time Reporting Screen and make any adjustment if necessary 2. Print Payroll Attendance Final Roster 3. Notify Administrator of Payroll Attendance Final Payroll Roster for Approval 4. Have Administrator sign Payroll Attendance Final Payroll Roster

Activities in PARS can only be performed Tuesday-Friday, SAP frees you from these constraints! SAP allows you the flexibility to report absences daily online

Reports
Display
To

Display
Use

view the number of accrued (earned) and taken Sick Days, Personal Days, and Comp Time by each employee to verify and reconcile full-time employee absences Payroll Roster that has to be printed and signed by administrator

Absence Quota

Working Times

Payroll
Final

Attendance Roster

Payroll Approval Process

Administrators will go to Payroll Attendance Roster Screen to approve payroll If no changes need to be made they will go ahead and approve the payroll using the Payroll Attendance Roster screen If corrections need to be made, Time Specialist will correct and print updated Final Payroll Attendance Roster for Administrator Schedule for payroll processing is not changing

Administrators must approve the payroll by 2:00 p.m. on the Friday after the end of the payroll cycle If not the Administrator will have to go the Payroll Office at the District

Accessing Help Within SAP

The

Help functionality is context-sensitive Context-sensitive help will allow you to access help files specific to the task that you are performing in Payroll Each Help topic explains a specific task or feature of Payroll

Need Additional Help?

Todays

materials are available in the M-DCPS Employee Portal ERP SAP Information Click the SAP Weekly Showcase and select the Payroll Tab for help and training resources Submit a Heat Self Service ticket

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New SAP Pay Statement

A

web site is being created for all employees to view a sample of the new SAP Pay Statement vs current M-DCPS pay statement All employees will be required to certify that they have viewed and understand the new pay statement and the process on how to access it This process will be done on-line similar to the Acceptable Use Policy Administrators will have a report which indicate which employee(s) have not completed the process

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