HCM COURSE 1

BSNL

USER MANUAL: PAYROLL

Version:
1.0

04/01/2011

Contents
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I. SAP Basics............................................................................................................ 4
A. SAP Icon on Monitor....................................................................................... 5
B. Log On Window.............................................................................................. 6
C. Logging on to System.......................................................................................7
D. Access further links........................................................................................... 7
E. Layout of SAP Easy Access Screen....................................................................8
F. Menu Bar on SAP Window..............................................................................9
G. Field Help: F1 and F4.......................................................................................10
II. SAP Payroll Basics.............................................................................................. 12
A. Key Definitions................................................................................................ 13
B. Wage type under each Infotype......................................................................15
C. IMPORTANT. Transaction Codes.......................................................................26
D. Stages in Payroll Control Record.....................................................................26
IV. Master Data Maintenance............................................................................... 30
V. Simulation of Payroll........................................................................................... 42
VI. Running Live Payroll........................................................................................ 48
A. Running Payroll............................................................................................... 49
B. Forced Retro Run............................................................................................. 55
C. Check list before running the live Payroll........................................................57
D. Deputation out recoveries...............................................................................58
E. Income tax, Professional tax and EPF deduction.............................................70
F. Suspension Payroll.......................................................................................... 78
G. Factoring......................................................................................................... 93
H. CLA&COA........................................................................................................ 99
I. Direct recruitee: deduction of GPF,Pension contribution, Leave Salary.........107
J. Unabsorbed Employee: Deduction of GPF, Pension Contribution and Leave
Salary.................................................................................................................. 122
K. Absorbed Employee: Deduction of GPF, Pension Contribution and Leave Salary
138
L. Transport Allowance...................................................................................... 152
M. HRA............................................................................................................ 161

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VII. Offcycle Payroll............................................................................................. 169
VIII. Payroll Cluster............................................................................................... 173
IX. Posting of Payroll........................................................................................... 177
X. Payslip generation & Printing...........................................................................186
A. Viewing it on R/3........................................................................................... 187
B. Payslip Viewing by Employee (Through ESS).................................................189
XI. Income tax form generation & Statutory payment to government agencies.
192
A. Form 16......................................................................................................... 193
B. Chalan Mapping............................................................................................ 198
C. Form 24q....................................................................................................... 208
D. Provident Fund Reports India......................................................................214
E. Program for Annual pension reports..............................................................218
F. Program for Annual PF reports......................................................................226
G. Program for Provind Fund reports..................................................................233
H. Program for PF Reports(Exempted Trust - India)...........................................239

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I. SAP Basics

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A. SAP Icon on Monitor.

To open Logon Window :

Double click on the Toolbar SAPlogon on above Screen.

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B. Log On Window

In this window, SAP Logon which has been configured by the System Head can be seen.

Double click on the relevant logon OR Select the relevant logon and click on Log On

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C. Logging on to System.....

The asterisks in the password box cannot be deleted just overwrite in the box.

D. Access further links.....

You can expand and collapse menus in the workplace menu by choosing the dropdown arrows
to the left of the menu items.

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To open an application in the workplace menu:

Double-click its node, or

Choose Enter, or

Select and click Execute

E. Layout of SAP Easy Access Screen

System Messages appear in the status bar.

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F. Menu Bar on SAP Window

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G. Field Help: F1 and F4.....

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i. F1 Help
The F1 key to display an explanation of fields, menus, function and messages.

The F1 help also displays technical information on the relevant field.

ii. F4 Help
The F4 key to display possible input values.

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II. SAP Payroll Basics

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A. Key Definitions

i. Personnel Area (PA)

Personnel Area is a subunit of the Company Code and connects HR directly to FI/CO.
Representation of large divisions or separate geographical areas of a companys structure.

For example PAs in BSNL are the circles (Territorial and Non Territorial)

ii. Personnel Sub-area (PSA)

Personnel Sub area represents a further division of the Personnel Area.

This field defines the location of the employee, e.g. SSAs etc

iii. Employee Group (EG)

This field defines the type of employment. E.g. Unabsorbed, Absorbed, Deputation In, BSNL
Recruitee.

iv. Employee Subgroup (ESG)

This field defines the Cadre of the employee. E.g. Group A, B, C, D, Industrial Worker and
Trainee

v. Personnel Number
They are nothing but Employee Numbers which are of eight character numeric fields. In case
of BSNL, the existing employee numbers will be same in SAP (One digit would be removed).
For new hiring, system will generate number automatically.

vi. Payroll Area

A payroll accounting area (which is often abbreviated to payroll area) is an area containing all
the employees for whom the payroll runs at the same time.

vii. Pay scale Type

Pay Scale type determines the pay scale structure applicable for the employees in a particular
Company or location (PA) or payroll area. Following are the pay scale types in BSNL

CDA, CDS, IDA, IDS

viii. Pay scale area

A pay scale area is a special area in which a collective agreement is valid.

In BSNL following are the pay scale area: Remote, Border, Tribal, Rest of India and Hill Area.

ix. Pay scale group

A pay scale group is a criterion where different pay slabs are maintained.

x. Cost Center

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Cost Center in SAP is a unit within a company that is used to track where costs occurred within
the Organization.

xi. Infotype (IT)

A group of information stored in logical data fields.

xii. Subtypes: Subtypes are subdivisions or special variants of infotypes.

Example: Infotype for Address IT0021 has different subtypes for different Family/Related Person
that can be stored.

xiii. Wage type (WT)

Classification of wage payment or deduction is called as Wage Types.

xiv. Company Code

Company Code is an Organizational unit, which represents a business organization according
to the requirements of commercial law in a particular country.

xv. Business Area

Business Area is an Organizational unit that represents a separate area of operations or
responsibilities in a business organization.

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B. Wage type under each Infotype

T512Z

Wage payment or deduction in the normal course is effected through the normal wage types.

0008 Basic Pay

Wage
Type WageType Text
/TPA Total Package
1BAP Basic Pay
1BND Band Pay-CDS
Company leased
1CLA accom
Company owned
1COA accom
1DA1 IDA-DA
1DA2 IDS-DA
1DA3 CDA-DA
1DA4 CDS-DA
1DPY Dearness Pay
1DTA Diet allowance
1GRP Grade Pay
1HRA HRA
NPA (Non Practicing
1NPA Allow
1PPY Personal pay
Professional
1PUA Upgradation
Stagnation
1SI1 Increment - 1
Stagnation
1SI2
Increment 2

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Stagnation
1SI3 Increment - 3
Subsistence
1SUB Allowance
1TRA Transport Allow

0014- Recurring Payments/Deductions

Wage
Type Wagetype Text
1ADH BSNL adhoc
1AHR Additional HRA
1BA1 SCA-BA-Rs.1100
1BA2 SCA-BA-Rs.1050
1BA3 SCA-BA-Rs.750
1BA4 SCA-BA-Rs.300
1BA5 SCA-BA-Rs.200
1BC1 SCA-BC-Rs.7000
1BC2 SCA-BC-Rs.300
1BRD Board allowance
1CCA CCA (CCA equivalent Amt)
1CHA Cash handling allowance
1CMA Cycle Maintenance allowan
1CON Conveyance allowance
1DEP Deputation allowance
1FPA Family planning allowane
1HA1 SCA-HA-Rs.7000
1HA2 SCA-HA-Rs.300
1HQA Head Quarter allownace
1NDA Night Duty Allow
1OSA Outstation allowance
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1POS Position allowance
1PPH Hindi Personal pay
1RL1 SCA-RL-Rs.1100
1RL2 SCA-RL-Rs.1050
1RL3 SCA-RL-Rs.750
1RL4 SCA-RL-Rs.300
1RL5 SCA-RL-Rs.200
1RUA Rural area
1SDA Special duty allowance
1SDI Island(Special duty)
1SPA Special allowance
1TIA Training Allowance
1WAA Washing Allowance
3ELC Electricity
3GAR garage recovery
3LES Lease rent
3OAD Other Advance Deduction
3QLF License Fee for Quarter
3WCH Water charges
0015- Additional Payments

Wage
Type Wagetype Text
1EGR Gratuity recieved
1LEA EL Encashment (Normal)
1LES EL Encashment (End of Ser
1LTC LTCClaim
1MED Medical Allowance
1OAD Other Advance
1OTA Overtime
2ADH Manual Arr.BSNL adhoc
2AHR Additional HRA
2BA1 Manual Arr.SCA-BA1-Rs.110
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2BA2 Manual Arr.SCA-BA2-Rs.105
2BA3 Manual Arr.SCA-BA3-Rs.750
2BA4 Manual Arr.SCA-BA4-Rs.300
2BA5 Manual Arr.SCA-BA5-Rs.200
2BAP Manual Arr.Basic Pay
2BC1 Manual Arr.SCA-BC1-Rs.700
2BC2 Manual Arr.SCA-BC2-Rs.300
2BND Manual Arr.Band Pay-CDS
2CCA Manual Arr.CCA (City Comp
2CHA Cash handling allowance
2CMA Manual Arr.Cycle Maintena
2CON Manual Arr.Conveyance all
2DA1 IDA-DA
2DA2 Manual Arr.CDS-DA
2DA3 Manual Arr.CDA-DA
2DA4 CDS-DA
2DEP Manual Arr.Deputation all
2DPY Manual Arr.Dearness Pay
2DTA Manual Arr.Diet allowance
2ENT Manual Arr.Ent.Allowaance
2FPA Manual Arr.Family plannin
2GRP Manual Arr.Grade Pay
2HA1 Manual Arr.SCA-HA1-Rs.700
2HA2 Manual Arr.SCA-HA2-Rs.300
2HQA Manual Arr.Head Quarter a
2HRA Manual Arr.HRA
2LEA Manual Arr.EL Encashment
2MED Manual Arr.Medical Allowa
2NDA Manual Arr.Night Duty All
2NPA Manual Arr.NPA (Non Pract
2OSA Manual Arr.Outsation allo
2OTA Manual Arr.Overtime
2POS Manual Arr.Position allow
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2PPH Manual Arr.Hindi Personal
2PPY Manual Arr.Personal pay
2PUA Manual Arr.Professional U
2RL1 Manual Arr.SCA-BA1-Rs.110
2RL2 Manual Arr.SCA-BA2-Rs.105
2RL3 Manual Arr.SCA-BA3-Rs.750
2RL4 Manual Arr.SCA-RL4-Rs.300
2RL5 Manual Arr.SCA-RL5-Rs.200
2RUA Manual Arr.Rural area
2SCC Spl Allow. for Children
2SDA Manual Arr.Special duty a
2SDI Island(Special duty)
2SI1 Manual Arr.Stagnation I
2SI2 Manual Arr.Stagnation 2
2SI3 Manual Arr.Stagnation 3
2SPA Manual Arr.Special allowa
2TIA Manual Arr Training Allow
2TRA Transport Allow
2WAA Manual Arr.Washing Allowa
3ELA EL Advance Recovery
3LTA LTC Advance Recovery
3MIS Misc Deduction
3PEN Penal Interest
3PNO Penal Charges-Others
3PVR Pers Vehicle recovery
3TAD BSNL Travel Adv Recovery
4BEN Manual Arr.Benevalent fun
4CGH Manual Arr.CGHS
4ELC Manual Arr.Electricity
4LES Manual Arr.Lease rent
4PEN Manual Arr.Penal Interest
4PNO Manual Arr. Penal Charges
4TAD Manul.Arr. TAAdv Recovery
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4WCH Manual Arr.Water charges
7EHC Employee Health Checkup
7GPF GPF Subsciption
7LIN Dummy For EL Process
7LVS Leave Sal Adv-Dummy
7OFF Dummy for I/W Supplementa
900L PenLeg Int._ HBA_BSNL
903L PenLeg Int._ HBA_DOT
904L PenLeg Int._ HBA_MTNL
9900 Dummy WT for OT
9HB0 Legacy Int. HBA_BSNL
9HB3 Legacy Int. HBA_DOT
9HB4 Legacy Int. HBA_MTNL
MLIN Avg sal pre-instln
MVT1 Voluntary Tax

0057- Membership Fees

Wage
Type Wagetype Text
3BEN Benevalent fund
3CGE CGEGIS
3CGH CGHS
3CLB Club Subsccription
3CRT Court attachment
3GIS CGIS
3GPF GPF Subsciption
3GSL GSLIS
3LIC LIC
3MOU MOU Bank Loan
3PLI PLI (Postal life insuranc
3PMF PM relief fund
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3PRD PORD
3SOC Society deduction
Subsistance
3SUD adjustment
3UNS Union Subscription
3WFL Welfare Loan
3WLF Welfare Fund
4EPF Manual Arr.EPF
Manual Arr.garage
4GAR recover
Manual Arr.GPF
4GPR advance re
Manual Arr.GPF
4GPS Subsciptio
Manual Arr.GSLIS adv
4GSA rec
Manual Arr.GSLIS adv
4GSB bal
Manual Arr.Misc
4MIS Deduction
Manual Arr.Professional
4PTX T
Manual Arr.Pers Vehicle
4PVR r
6GPF Arr.GPF Subsciption
7GPF GPF Subsciption
7GSL GSLIS
M80D Sec 80D(Mediclaim)
Perm. Disabled:
M80U sec80(u)
MHLP Housing Loan Principal
MLIC LIC premium
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3BEN Benevalent fund
3CGE CGEGIS
3CGH CGHS
0267- Additional Off-Cycle Payments

Wage
Type Wagetype Text
Broadband
1BBD Reimbursement
Briefcase
1BRF Reimbursement
1CAR CAR Loan
1COM COMP Loan
1CYC CYCLE Loan
1DIS Distress Advance
1DRV Driving Charges Reimb.
Executive Health
1EHC Checkup
1ELA EL Encashment Advance
Electricity
1ELC Reimbursement
1ETR Entertainment Reimb.
1FAN Fan Advance Loan
1FES Festival Advance
1FUL Fuel reimbursement
1GPF GPF Non-Refundable
1GPR GPF Refundable
Mobile Bill
1GSM reimbursement
1HBA HBA Loan
1IER Med.Reimb.(Indoor)
Med.Reimb.(Indoor-No-
1INT Tax)
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1LEA EL Encashment (Normal)
EL Encashment (End of
1LES Ser
1LTA LTC Advance
1LVS Leave Salary Advance
1MER Medical Reimb/Advance
Med. Reimb.
1MNT (NonTaxable)
1MOB Mobile handset Reimb.
Newspaper & Magazine
1NMA Reim
1OAD Other Advance
1PLI Bonus/PLI
1RMD Medical Reimbursement
1RST Fixed Phone Bill Reimb.
Stitching Charges
1SCH Reimb.
1SPC Spl Allow (Commuted)
1TRF Transfer Pay Advance
1TWL Towel Reimbursement
1WAR Warm Clothing Loan
2FUA Furnishing allowance
2PLI Bonus/PLI
Manual Arr.Medical
2RMD Reimbu
Stitching Charges
2SCH Reimb.
Employee Health
7EHC Checkup

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Indirect Valuation Wage Type

In the following wage types indirect valuation rules have been set up. User does not have to
enter the amount in these wage types. The amount is automatically calculated by the system
once the record is created.

WageTy
pe No. Wage Type Text
CSAL 1 Planned remuneration
CSAL 2 Planned remuneration
3CGH 1 CGHS
NPA (Non Practicing
1NPA 2 Allow
Company owned
1COA 1 accom
1DA1 1 IDA-DA
1DA2 1 IDS-DA
1DA3 1 CDA-DA
1DA4 1 CDS-DA
1DA4 2 CDS-DA
1DPY 1 Dearness Pay
1HRA 1 HRA
1HRA 2 HRA
1HRA 3 HRA
1HRA 4 HRA
1HRA 5 HRA
1NDA 1 Night Duty Allow
NPA (Non Practicing
1NPA 1 Allow
NPA (Non Practicing
1NPA 2 Allow
Professional
1PUA 1 Upgradation
Professional
1PUA 2 Upgradation
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Professional
1PUA 3 Upgradation
1SDI 1 Island(Special duty)
Skill Upgradation
1SUA 1 Allowan
Skill Upgradation
1SUA 2 Allowan
Skill Upgradation
1SUA 3 Allowan
Subsistence
1SUB 1 Allowance
Subsistence
1SUB 2 Allowance
Subsistence
1SUB 3 Allowance
Subsistence
1SUB 4 Allowance
Subsistence
1SUB 5 Allowance
Subsistence
1SUB 6 Allowance
Subsistence
1SUB 7 Allowance
Subsistence
1SUB 8 Allowance
1TRA 1 Transport Allow
1TRA 2 Transport Allow
3CGH 1 CGHS

Nomenclature of Wage Types:

1- Earning

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2 - Manual arrears earning
3 - System Deductions
4 - Manual Arrear Deductions
5. - System retro earning
6 - System retro deductions
7 - Dummy Wage types
9. - Loan wage types

C. IMPORTANT. Transaction Codes

T. Code Applicability
PC00_M99_PA03_RELEA Control Record Release
PC00_M99_PA03_C
ORR payroll correction
PC00_M99_PA03_E
ND payroll exit
PA30 Maintain Master Data
PC00_M40_CALC_SI
MU payroll simulation
PC00_M40_CALC Running live payroll
PA03 control record
PC00_M40_CLSTR Payroll result
PC00_M99_CIPE Posting to accounting
PC00_M40_CEDT Remuneration Statements
PC00_M40_F16 Form 16
PC00_M40_CMAP Challan Mapping
PC00_M40_F24Q Form 24 Q

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PC00_M40_EPF PF Reports India
PC00_M40_PNY Annual Pension reports
PC00_M40_PFY Annual PF Reports
PC00_M40_PFE Provident fund Reports (Form 12A,10)
PC00_M40_EPN PF Reports(Exempted Trust - India)

D. Stages in Payroll Control Record

I. RELEASE
Transaction Code: PC00_M99_PA03_RELEA

Menu Path: Human Resources Payroll Asia/PacificIndiaPayroll Accounting

Person Responsible: Payroll Administrator

1. Following screen will appear

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2. Released for the payroll option is used to change the payroll period to the current month.

3. Released for payroll does not allow you to make any changes to the
master/Transaction data

II. PAYROLL CORRECTION

Transaction Code: PC00_M99_PA03_CORR

Menu Path: Human Resources Payroll Asia/Pacific India Payroll Accounting

Person Responsible Payroll Administrator

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1. Released for the correction option is used to make the master/Transaction data correction

2. If the Results are found satisfactory then repeat Released for Payroll.

3. Now you can exit the payroll for going to the next month (Payroll period)

III. EXIT PAYROLL

Transaction Code: PC00_M99_PA03_END (Exit)

Menu Path: Human ResourcesPayroll Asia/Pacific India Payroll Accounting

Person Responsible: Payroll Administrator

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NOTE: Error handling while Exiting Payroll Record

On exit payroll, in some cases where an employee has been locked but changes have
been carried out for the employee master record, the system does not allow to exit the payroll
record. The reason being that for such employees the payroll status is in correction mode.
Hence, for such employees those employees payroll status to be modified to normal case and
tick on payroll in correction mode in IT0003 to be removed.

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IV. Master Data Maintenance

Maintaining Basic Pay details for an employee (Info type 0008)

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a) Log into the system using your SAP User ID and Password.

b) In the SAP Easy Access screen in the Command Task enter PA30 and press Enter.

c) The following screen will appear

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d) Click on create

d) The following screen would appear

Next increase: 01.08.2011 (Date of Next Increment (DNI). The first time entry is done manually. Once the first increment has
happened, the date automatically is set to the next date of increment, i.e. 1 year hence. If this date is not maintained, increment
wont take place for the particular employee. )

Under Pay Scale enter:

1) Type: DA / DS / IA / IS (for selecting other value, place cursor in the field and click F4)

2) Area: A4(for selecting other value, place cursor in the field and click F4)

3)Group: CDA-A1 or any other specific for your case. (for selecting other value, place cursor in the field and click F4)

e) Enter the values and press Enter

The following message appears

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f) Press Enter Again. The following message appears

g) Press Enter again. The following message appears

h) Click on Save

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Maintaining Recurring Payment/ Deductions details for an emp (Info type 0014)

e) Log into the system using your SAP User ID and Password.

f) In the SAP Easy Access screen in the Command Task enter PA30 and press Enter.

g) The following screen will appear

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Enter the Personnel no. of employee for whom Basic Pay details needs to be maintained.
Press Enter

In the Direct selection section, enter Infotype: 0014

d) Click on create

h) The following screen would appear

Under Recurring Payment/ Deductions section

1) Wage Type: IDEP
2) Amount: 15000

e) Press Enter. The following message appears

a) Click on Save

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Maintaining Additional Pay details for an employee (Info type 0015)

i) Log into the system using your SAP User ID and Password.

j) In the SAP Easy Access screen in the Command Task enter PA30 and press Enter.

k) The following screen will appear

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Enter the Personnel no. of employee for whom Basic Pay details needs to be maintained.
Press Enter

In the Direct selection section, enter Infotype: 0015

Sty: 1GSM

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d) Click on create e)

l) The following screen would appear

Enter:
Amount: 1000 INR

Date of origin: 31.07.2010 (The date when the amount would be disbursed to the
employee)

Click on Save

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Maintaining Membership details for an employee (Info type 0057)

m) Log into the system using your SAP User ID and Password.
n) In the SAP Easy Access screen in the Command Task enter PA30 and press Enter.

o) The following screen will appear

In the
Enter the Personnel no. of employee for whom Basic Pay details needs to be maintained.
Direct
Press Enter
selection
section,
enter
Infotype: 0057

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d) Click on create

p) The following screen would appear

Under Payment data section

1) Member type: (Select from drop down) BSNL-LIC
2) Wage Type: 3LIC
3) Membership fees: 6000 INR

Under Payee section

1) Payee key: LIC

e) Press Enter. The following message appears

f) Click on Save

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Maintaining Off-cycle payment details for an employee (Info type 0267)

q) Log into the system using your SAP User ID and Password.

r) In the SAP Easy Access screen in the Command Task enter PA30 and press Enter.

s) The following screen will appear

Enter the Personnel no. of employee for whom Basic Pay details needs to be maintained.
Press Enter
In the Direct selection section, enter Infotype: 0267

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d) Click on create

t) The following screen would appear

Enter the following values:

Under Additional Off-Cycle Payments
1) Wage Type: 1ELC
2) Amount: 1250 INR
3) Payment date: 30.04.2011 (Enter the date on which off-cycle needs to be done
to the employee)
4) Off-cycle reas.: 0003
e) Press Enter. The following message appears

f) Click on Save

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