Payroll Overview
Agenda
Lesson
Time
One: Payroll Overview
Two: Maintain Payroll Data
Payroll Overview
2
Payroll Overview
Lesson Objectives
At the end of this lesson, participants will be able to:
 Describe the Perpetual Calendar and All Days Paid
payroll design elements.
 Highlight the key changes on the new pay statement.
 Explain and calculate the Year Round Pay Option.
Payroll Overview
4
Key Terminology
CATS
Cross Application Time Sheets – enter attendance and
absence transactions into SAP for either a single or
multiple employees on a single screen for the entire
payroll period.
KRONOS/
COMPASS
External time keeping systems from which time will be
imported into SAP.
Retro or Adj.
(Adjustments)
An adjustment made to an employee’s pay for a prior
pay period. This term will eliminate ‘Difference from pre’
from the pay statement.
Perpetual
Calendar
A continuing calendar that crosses over fiscal years
without interruption and is not tied to the school
calendar. Each Perpetual Calendar pay period consists
of 14 calendar days/10 weekdays (starting on Mondays
and ending on Sundays) and is paid on the Friday after
the pay period ends.
Payroll Overview
5
Key Terminology
Manager Self
Service (MSS)
Workplace for administrators to approve absence
requests for vacation and sick personal time, time entries,
and personnel actions.
Employee Self
Service (ESS)
Workplace for employees to view personal information,
request changes, and submit absence requests for
vacation and sick personal reasons to manager for
approval.
Business
Intelligence (BI)
Repository of SAP information for the purpose of
reporting.
Salaried Employee Contracted salaried employee with a work schedule rule
assigned. Example – Teacher, Principal, Office Manager
Hourly Employee
w/Work Schedule
Contracted hourly employee with a work schedule rule
assigned. Example – Custodian, Cafeteria Worker
‘True’ Hourly
Employee
Non-contract employee with no assigned work schedule.
Example – Substitute Teacher, Temporary Worker
Payroll Overview
6
Key Payroll Changes Affecting the District
Significant Payroll Design Changes
 Perpetual Calendar
 “All Days Paid” Concept
Major Enhancements
 Easier-to-understand pay statements
 “Difference from Pre” eliminated and replaced with distinct line
items and a “Retro” column
 Set biweekly pay dates
 Sick and Vacation leave summary updated on pay statement on perday period basis
 TSA deductions can either be a fixed amount or percentage of salary
 Up to five direct deposit financial institutions on one pay statement
Payroll Overview
7
Perpetual Calendar
 Standard biweekly pay dates, every other Friday, after the
pay period ends, unless Friday is a bank holiday in which
case payment will be distributed the day before
 Standard 14-day pay periods, which start on Mondays &
end on Sundays
 Perpetual Calendar crosses fiscal years and is not tied to
the school calendar
 Pay dates set for years to come
 Does not change the number of pay periods for the
various calendars
Payroll Overview
8
All Days Paid Concept
 Annual contract salary is not changing, but is being redistributed to
prevent paying employees in advance.
 Affects only contract salaried employees.
 All days between first and last day of contract, excluding weekends,
are considered to be “Paid Days,” (including paid days, paid holidays,
unpaid holidays, etc.).
 Salary will be distributed among all “Paid Days” to provide equal
paychecks for employees, except for first and last paychecks.
 Annual Contract Salary, hourly rate for additional positions, and sick
leave payout will not be affected.
Payroll Overview
9
Work Days versus Paid Days
FACTS
SEPTEMBER 2007
S
M
T
W
Th
F
S
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
Unpaid Holiday
4 days worked in
each of weeks 1 & 2
5 days worked in
each of weeks 3 & 4
Payroll Overview
20 paid days in the month
18 work days in the month
Employee paid $3,000 per month
$3,000/18 days = $166.67 per work day
$3,000/20 days = $150 per paid day
Week
Salary based
Salary based
Ended
on work days
on paid days
9/7
$666.68
$750
-$83.32
9/14
$666.68
$750
-$166.64
9/21
$833.32
$750
-$83.32
9/28
$833.32
$750
$0.00
$3,000.00
$3,000
$0.00
10
Difference
Work Days versus Paid Days –
Standard 196-day Calendar for 2007-08
Work Days
Additional days between first
and last days worked*
Paid Days
196
FACTS
18
$32,700 Annual Salary
196 Work Days
214 Paid Days
214
*Equals days unpaid: 9/13/07,
11/23/07, 12/24/07 thru 12/28/07,
12/31/07, 1/02/08 thru 1/04/08,
1/20/08, 3/21/08, 3/31/08 thru 4/04/08
Salary
Days
Daily
Rate
$32,700
196
$166.84
7.5
$22.24
Work Days
$32,700
214
$152.80
7.5
$20.37
Paid Days
Payroll Overview
Hrs
Hourly
Rate
11
What does this mean?
Starting 2008-09 school year, the first and last paychecks
for contract salaried employees (except for those on the
240+ day calendars) will be for only the actual days worked
in the payroll period.
Payroll Overview
12
Sample First Pay Date Information in School Year 2008-09
August 2008
S
M
T
W
T
F
S
1
2
3
4
5
6
7
8
9
10
11
13
14
15
16
17
18
⌂
12
19
20
21
22
23
24
25
26
27
28
29
30
31
1
2
3
4
5
⌂
Est. School Start
Date 8-18-08
Start/End of pay
period
Employee reports
to work
Employee receives
check
 Pay period begins on August 4 and ends on August 17
 The 196-day employee starts work on August 11 (estimated)
 The employee is paid on August 22 for five days and September 5 for
ten days
Payroll Overview
13
Pay Statement – New Look!
Detail on the pay statement will include:
 Absence type and hours taken in the pay period shown as part of the
Earnings Summary
 Incentives paid shown as separate line items
 Position numbers and corresponding hourly rates
 Under the Leave Summary show: Earned, Fiscal YTD Used and
Balance
 Leave balances to be updated by pay period, in fractions (i.e., for Sick
Leave, half day accruals based on your work schedule)
Eliminated from the pay statement:
 “Difference from Pre” – instead provide a “Retro” or “Adj.” column for
each type of pay (primary, secondary, supplements…)
 “EQ Adjustments”
Payroll Overview
14
Pay Statement – New Look!
Breaks out Pre & Post Tax Deductions
Itemizes Primary and
Secondary Positions
Leave balances will
be updated every
pay period
Replaces
“difference
from pre”
Displays amount(s) of your
direct deposit(s) and direct
deposit institution(s)
Payroll Overview
15
Taxes an employee pays
on life insurance premium
Year Round Pay Option

Year Round Pay (YRP) Option  pre-tax calculation

Per IRS regulations (IRS Code Section 409A):
 YRP selection is optional and must be made Annually prior to the first day
of the contract calendar
 No changes can be made during the year; YRP option cannot be
cancelled mid-year
 Early payouts will occur only for retirement, early termination, and Board
approved leave; no hardship payouts are allowed

Amount is system-calculated
 Biweekly pays are calculated on gross Base Salary only
 Payments for Supplements, additional hours or positions and Longevity
payout are not included in the calculation for the Year Round Pay Option
summer checks

Amounts are fixed for the duration of the year

Health insurances, voluntary insurances (cancer, life, pre-paid legal, etc.),
union dues, United Way, and other similar deductions will not be deducted
from Year Round Pay Option summer checks

Taxes, garnishments, and TSAs will be deducted from Year Round Pay Option
summer checks
Payroll Overview
16
Year Round Pay Option Calculation
Year Round Pay Completed Worksheet
Check Date
8.22.08
33681
Williams, Will
Per#
196
/
Contr Days
196
$31.93877
Employee Name
214
Contr Hrly Rate
=
ADP Days
/
Contr Days
261
YRP Days
0.91589
ADP factor
=
0.75096
YRP Factor
7.50
196
Wk Sch Rule
Contr Days
x $31.93877 = $29.25233 x
Contr Hrly Rate
ADP Hrly Rate
$23.98467 x
x $31.93877
x Contr Hrly Rate
YRP Hrly Rate
214
261
ADP Days
YRP Days
5.00
x
PP # of Days
5.00
PP # of Days
7.50
Wk Sch Rule
x
7.50
Wk Sch Rule
YRP Deduction
ADP--All Days Paid
YRP--Year Round Pay
PP--Pay Period
WSR--Wk Sch Rule
Payroll Overview
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5.00
PP # of Days
= $ 1,096.96
PP Gross Amt
$
899.43
PP Gross Amt
$
197.54
Lesson Summary
Congratulations! You should now be able to:
 Describe the Perpetual Calendar and All Days Paid
payroll design elements.
 Highlight the key changes on the new pay statement.
 Explain and calculate the Year Round Pay Option.
Payroll Overview
18
Questions?
Payroll Overview
19
Agenda
Lesson
Time
One: Payroll Overview
Two: Maintain Payroll Data
Payroll Overview
20
Maintain Payroll Data
Lesson Objectives
At the end of this lesson, participants will be able to:
 Create and change employee data using multiple
PA30 infotypes.
 Describe your role in the time entry process
(transactions CAT2 and CAT3).
Payroll Overview
22
Common Payroll Infotypes
Infotype 0003
Payroll Status
Infotype 0009
Bank Details
Infotype 0014
Recurring
Payments/Deductions
Infotype 0015
Additional Payments
Infotype 0103
Bond Purchases
Infotype 0104
Bond Denominations
Infotype 0169
Savings Plans (TSAs)
Infotype 0194
Garnishment Document
Infotype 0195
Garnishment Order
Infotype 0207
Resident Tax
Infotype 0210
W4/W5 Withholdings
Payroll Overview
Infotype 0234
Additional Withholding
Information
Infotype 0235
Other Taxes (Override
Withholding)
Infotype 0236
DISPLAY ONLY! Display Credit
Plans
Infotype 0267
Special Payments
Infotype 0416
Time Quota Compensation
Infotype 2001
DISPLAY ONLY! Absences
Infotype 2002
DISPLAY ONLY! Attendances
Infotype 2006
Quotas
Infotype 2012
Quota Adjustments
23
PA20: Displaying Payroll Data
 Transaction PA20 allows for viewing of employee data.
 When viewing employee records through this transaction,
other users may also view the same employee record at
the same time.
 Changes to employee data cannot be made using this
transaction.
 All payroll related infotypes may be viewed using this
transaction, security permitting.
Payroll Overview
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Object Manager
2
1
3
4
5
6
Payroll Overview
25
Object Manager
Payroll Overview
26
PA20: Display HR Master Data
6
1
2
3
4
5
Payroll Overview
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PA30: Maintain HR Master Data
 This transaction gives you access to infotypes where
employee payroll data can be updated and changed.
 When accessing an employee record, this record is
locked from all other users preventing them from viewing
or changing the record.
 Any personal information changed on one infotype will
automatically be updated in all other infotypes.
 Some employee information can only be delimited, not
changed or deleted.
Payroll Overview
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PA30: Maintain HR Master Data
6
1
2
4
3
5
Payroll Overview
29
Infotype 0003: Payroll Status
Payroll Overview
30
Infotype 0009: Bank Details (for Primary Bank)
3
1
2
Payroll Overview
31
Infotype 0009: Bank Details (for Secondary/Other
Bank)
3
1
2
Payroll Overview
32
Infotype 0014: Recurring Payments/Deductions
4
1
2
3
Payroll Overview
33
Infotype 0015: Additional Payments
2
1
Payroll Overview
34
Infotype 0103: Bond Purchases
Payroll Overview
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Infotype 0104: Bond Denominations
Payroll Overview
36
Infotype 0169: Savings Plans (TSAs)
Payroll Overview
37
Infotype 0207: Resident Tax
Payroll Overview
38
Infotype 0210: W4/W5 Withholdings
Payroll Overview
39
Infotype 0234: Additional Withholding Information
3
1
2
Payroll Overview
40
Infotype 0235: Other Taxes
1
Payroll Overview
41
Infotype 0236: Display Credit Plans
Payroll Overview
42
Infotype 0267: Additional Off-Cycle Payments
8
1
2
4
5
6
7
Payroll Overview
43
3
Infotype 0416: Time Quota Compensation
2
1
Payroll Overview
44
Infotype 2001: Absences
1
2
Payroll Overview
45
Infotype 2002: Attendances
1
2
Payroll Overview
46
Infotype 2006: Quotas
2
1
Payroll Overview
47
Infotype 2012: Time Transfer Specifications
3
1
2
Payroll Overview
48
Time Recording Process
Start
Payroll
Contact
KRONOS/
COMPASS
Enters/
Updates Time
via CAT2
Time
Imported into
CAT2
Administrator
Reviews Time
in MSS
Approve
Payroll Dept
Employee
Processes
Payroll
Receives
Payment
Finish
Payroll Overview
49
CAT2: Record Working Times
Options for entering time in CAT2:
 No Cost Override – time entered will be charged to the standard
budget for the employee’s primary position
 Cost Override – time entered will be charged to a different budget
than the standard budget for the employee’s primary position
(reclassification)
 Secondary Position – time entered for the employee’s secondary
position/assignment
Payroll Overview
50
CAT2: Record Working Times
Payroll Overview
51
CAT3: Display Working Times
Payroll Overview
52
MSS Time Approval
From the Portal:
 Click Manager Self-Service
 Click Team
 Click Approve Time Sheet Data
 Click Review
 Review time entered and click Save
Payroll Overview
53
Lesson Summary
Congratulations! You should now be able to:
 Change employee data (excluding time entry) using
multiple PA30 infotypes.
 Understand create and display time sheet entries
(transactions CAT2 and CAT3).
Payroll Overview
54
Questions?
Payroll Overview
55