ESS Configuration

1India PayrollESS Reimbursement/Claims - Configuration

Biraju Rajyaguru, GSS India Payroll TeamDilip Patidar, GSS India Public Sector & ESS TeamChatur B Patil, GSS India Public Sector & ESS TeamJanuary - 2009

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1. Configuration Scope

2. Configuration: Eligibility and Tax Code

3. Configuration: ESS- Reimbursement Type Settings

4. Configuration: ESS- Basic Settings

5. Configuration: ESS-LTC Settings

6. Configuration: ESS- BADIs

7. Configuration: ESS-Features

Agenda

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Reimbursements/ClaimsConfiguration Scope

Eligibility and Tax Code ESS Related configuration

The above screenshot shows the navigation path for configuration under Payroll India in theIMG

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6. Configuration: ESS- BaDIs


Agenda

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Maintain Pay Scale Group & Levels

INVAL A

ConfigurationEligibility

This configuration has 2 fundamental purposes?To populate possible values of Pay Scale group and Pay Scale level for a given Pay

Scale Type and Pay Scale Area and?To Indirectly evaluate the wagetype amount if an employee belongs to the specified

Organizational details on a given date

The amount specified here matches to INVAL A type of Indirect valuation

While the same Wage Type is available to more than 1 Payscale grouping of Allowance,different amounts might be applicable to each and these can be distinguished here

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Maintain valuation of Base Wage Types

INVALB, C and D


This Configuration is to be used for INVAL B, C & D.

In the first column we must specify module name as PRZNT

If a wagetypes is dependent on more than one wagetype then they should be associated witha sequence of wagetypes with a running number.

The resultant wagetype can be configured as different percentage of different wagetypes

Unlike the wage types that are evaluated through INVAL A, where a wage type can havedifferent values for different AlGrps, here a wage type can have a single relationship for allthe AlGrps that it is applicable to. However, the value for an AlGrp or for an employee canvary depending on the value taken by the Base Wage Type for the AlGrp or for theemployee

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Maintain Valuation rules based on slabs

For INVAL D


This table defines the valuation basis for a wage type that has the characteristic of INVAL D. Ifthe wagetype as per slabs need to be calculated as percentages of other wagetypes thenthis step along with the previous one needs to be configured. If it is just a fixed amount thenthis step is enough

A basic slab ID can have different slabs and amount of a wagetype can be valuated differentlyfor them. Possible configuration can set up something like:

Children Hostel allowance as 25% of (Basic) + 1000 if employees Basic Salary is b/w INR 5000 to 8000

and as 500 INR if employees basic salary is below 5000.The upper limit of the slabs of basic salary are defined here.

For each sequence number i.e. for a range of basic salary, the dependent WT can be furtherevaluated based on the INVAL A / B / C module variant.

For each slab, the RAP amount is defined which is? the fixed amount for INVAL A,? the fixed amount to be added to the percentage for INVAL B or? the limit to be imposed for INVAL C

Further, for each slab, the multiplication factor (%) is defined where the module variant used isINVAL B or INVAL C.

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Calculate Eligibility for RAPs


This step is used for INVAL B, C and D.

The complete usage of this step are?To decide whether Indirectly evaluated Wage type is associated with Amount, Number or

Both eligibility?To relate to Basic slab (as described in the previous step) for INVAL D?To provide amount (fixed or maximum based on the need) for INVAL B & C?To Specify the rounding off for Number type of wagetype?To specify whether it is an Allowance, Reimbursement, hard furnishing etc.

Only if the RAP Indicator of the wage type has been specified here as Reimbursement can it beprocessed through the Claims Process whereby balances can be maintained and the amount of eachclaim checked against the balance available

?To specify the validity period?To decide whether Micro Criteria are to be looked for? In case a wage type provides a benefit in kind (Briefcase Allowance) then the number of

times the wage is eligible is captured here

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Maintain Extra Eligibility Criteria for RAPs


The multiplication factor can be decided based on the value of above mentioned field

If the data is not enough then one can call a report based on the need (See the marked andcommented part of the feature). This program then can return the multiplication factor

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Define Tax Codes? Tax Codes defines the

treatment of exemption

? Reimbursement (Claims) Typesare also identified through TaxCodes

? SAP delivered Tax Codes areS*

ConfigurationTax Codes

A Tax code should be created with some text describing the type of wagetype it is going torepresent. This at customer place has to be created in Customer name range, which for thistable is Y * and Z*(i.e. the tax code at customer site can start with character Y or Z. Note:Normally a customer name range is defined in view TRESC which can be viewed intransaction SM30

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Assign Tax Code limits to wage types

ConfigurationTax Code

For an ALGRP, only 1 wage type can be associated with a tax code

?Tax Type: Tax exemptions are to be defined as either Rule Based or Limit Based. A wagetype like HRA is flagged as 'Tax exemption is rule based', as in case of HRA the tax exemptiondepends on the data pertaining to an Individual, whereas Conveyance allowance is flagged as'Tax exemption is limit based', as this has tax exemption based on a fixed limit specified by theIncome Tax law.

?Frequency / Exempt Lt : Applicable in case of Tax Type being Limit Based. Frequencydefines the frequency of the exemption limit.

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Specify eligibility of individual employee, different from the group level eligibility

ConfigurationEligibility of individual employee (IT 0589)

?Tax Type: Tax exemptions are to be defined as either Rule Based or Limit Based. A wagetype like HRA is flagged as 'Tax exemption is rule based', as in case of HRA the tax exemptiondepends on the data pertaining to an Individual, whereas Conveyance allowance is flagged as'Tax exemption is limit based', as this has tax exemption based on a fixed limit specified by theIncome Tax law.

?Frequency / Exempt Lt : Applicable in case of Tax Type being Limit Based. Frequencydefines the frequency of the exemption limit.

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Maintain Salary Year and Period End Treatment of RAP

ConfigurationTax Code

? Defines treatment of Claimon end of Tax Frequency

? Carry forward treatment? Wage Type in case of Pay

and tax

? Defined at ALGRP TaxCode level

?CalType: Use Table/View V_T54C2 for defining Calendar Types other than that provided instandard.

?C/F Period: The carry forward period denotes the multiples of the calendar period that thereimbursement is eligible for

?Pay and Tax Wage Type: If as per company laws the reimbursements, if not used are to bepaid and taxed, then the pay and tax wagetype for the particular reimbursement is to bepopulated

These rules are to be set for a validity period.

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User Exit: Determine Carry

Forward dates

? This Exit is provided to change the

Carry forward date , which would

be arrived as per the configuration

in previous step

? A set of employee related dates

are passed to this exit

? This can be also used to stop the

carry forward

Configuration

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Reimbursements/ClaimsConfiguration Contd

? User Exit: EXIT_SAPLHRPADINA1_005,in the enhancement HRINRAP4

? Purpose: To customize eligibility criteria foremployee claims

? Overrides the eligibility values calculated bythe system with customized values

? The function moduleHR_IN_CALC_ELIG_EXIT calls this userexit in the Reimbursement for EmployeesTransaction (PCOO_M40_REMP).

Determine Eligibility for Claims

? Add In: HR_IN_CLAIMS_PAYMENT

? Purpose: To save data processed intocustomized tables/infotypes and to retrievethis stored information

? Method for Save Processed Data:GET_CLAIMS_TAB

? Method to Retrieve Saved Data:GET_RETR_TAB

? Transaction: Reimbursement forEmployees (PCOO_M40_REMP)

Save and Retrieve Claims Data

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Modify Structure to Capture Additional Claims Information

? The activity as suggested in the note is not directly callable

? This talks about enhancing structure for Capture of Company specific data during

processing of Claims

? The base structure is already defined and needs to be expanded for the fields

needed


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Create sub-screens in Claims Disbursement Module

? This is to capture the details in interactive mode

? A screen in a module needs to be created (Calling of this screen can be configured in

next Customizing step)

? Typically Fields as defined in previous step (part of customer include structure of

structure PINCL ) should be used

? These additional details can be for verification, storage or both


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User Exit: Save and Print Claims additional

information

? Customer Exits EXIT_SAPLHRPA DINA1 _008 /

_009 is provided in Enhancement HRINRAP3

? This exit receives employee specific additional data

(if and as configured in the previous step) along with

the usual data

? This can be used for saving the data in customer

specific tables/info types and can be printed as part

of the Claims payment output results

? This can also be used to stop the processing for any

particular claim


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Determine Sub-screen number for Claims information


The screen Created in the previous step gets assigned for a particular additional data basedon the output the feature. The feature can decide the outcome by questioning the selectedfields in the structure as shown.

The feature should return Module name and screen name separated by a / (slash)

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Agenda

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Reimbursement Type SettingsReimbursement Characteristics

Following are applicable for LTC only:

? Allow Application

? Allow Encashment

? Allow Application Cancellation

Claim: Incase the process demands that the employee makes his own expense and laterclaims it from the employer.

Advance: Incase the process demands that the employee takes an advance, spends it andmakes a later claim against the advance from the employer. Claim against advance isautomatically activated once the advance is activated.

Application: : Incase the process demands that the employee takes a permission, and makesa claim against the permission from the employer. Claim against application isautomatically activated once the application is activated. There is no money involved in caseof an application.

Encashment: When an employee opts to encash instead of utilizing amount/ quota.

The administrator recorded on this screen is restricted only to mailing.

Could be used for future case if necessary.

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Reimbursement Type SettingsReimbursement Characteristics

WageTypes forPayment

Payment Required: Incase a payment needs to be made, this needs to be activated.

Payment on Actual expenses incurred: If activated, the claim amount is not checked againstany eligibility. Reimbursement type balance is blank.

The wage type and the infotype sub types relevant for payment either off cycle or regular areconfigured here.

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Reimbursement Type SettingsMapping Payment Mode to Loan Payment

Here for every request type, the payment mode is mapped to the loan subtype.

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Reimbursement Type SettingsMaintain Off Cycle Days

In this IMG activity, define the day on which you intend to run the off-cycle payroll.

The system uses the off-cycle payroll date to update infotype records for approved requests.

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Reimbursement Type SettingsRequest Type Characteristics

The above self-explanatory slide, shows the effect of customizing on the screen rendering inthe claims application.

Fixed multiple lines field when chosen, the employee will not be able to add or delete any ofthe multiple lines. The data for these multiple lines should be pre rendered using the BAdI.

The F1 help could be used to understand this better.

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Reimbursement Type SettingsVisibility of Dependent Details

The visibility of the dependants in the claims request application can be defined by the aboveconfiguration where visibility can be controlled for both employee and approver.

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Agenda

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Basic SettingsCustomize Header Fields

Header field data configuration: The type of fields, its label, its tool tip, default value, privilegesof the field can be configured here.

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Basic SettingsCustomize Values for Header Fields

Incase the header fields are Drop down from customizing or F4 from customizing, thevalue set can be configured in this table.

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Basic SettingsCustomize Multiple Line Fields

Line item fields can be added as required as shown in the above configuration.

The type of fields, its label, its tool tip, default value, privileges of the field can be configuredhere for multiple line.

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Basic SettingsDrop Down Values for Multiple Line Item

Incase the multiple line fields are Drop down from customizing or F4 from customizing, thevalue set can be configured in this table.

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Basic SettingsPDF File Format for Request Type

The print functionality uses the pdf form to print the request details.

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Basic SettingsDeclaration Text Customizing

The terms and conditions that the employee needs to accept are to be maintained as a dialogtext in the documents and these documents have to be linked to the reimbursement andrequest type in the customizing shown above.

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Basic SettingsMail Customizing

This is the configuration of the mail set up depending on the status of the request.

The email address is picked up from the infotype 105 subtype 0010.

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Basic SettingsPrivileges Group

In this IMG activity, you define the privilege group and assign privilege(s) to the privilegegroup.

A privilege group can have the privilege of performing the following actions on a request:

?Change the claimed amount

?Change tax exempted amount

?Change payment mode

You assign privileges group to an approver group. All the approvers belonging to an approvergroup can perform actions based on the privilege group assigned to their approver group.

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Agenda

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LTC CharacteristicsLTC Schemes

The above screenshot shows the LTC Scheme Customizing screen.

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LTC CharacteristicsMap LTC Scheme with ALGRP

This shows the mapping of LTC Schemes with the Allowance Grouping. This is required sothat an employee is eligible for any of the LTC Schemes.

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Agenda

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BAdIs

? Determines the approver of arequest

? Returns:? Approvers Ee number to

whom the system shouldsend request

? Approvers group? Privileges are derived from

configuration? This is a mandatory BAdI? If not implemented, system

assumes the request asapproved

? BAdI :HRPBSIN_NEXT_APPROVER

Determine Approver andApprover Group

? Defines customer specificchecks

? These checks are in additionto the standard checks

? The standard checks can besuppressed through this Add-In

? BAdI :HRPBSIN_VALIDATE_REQUEST

Define Additional Checks

? Enables filtering of dependantsbased on company specificrules

? Filtering can be defined at:? Reimbursement Type (e.g.

LTC)? Request Type (e.g. Claim)? Scheme Type (e.g. Home

Town)? Rules such as Dependent

Children above age 18 ormarried not eligible.

? BAdI :HRPBSIN_MODIFY_DEPENDENTS

Modify DependentDetails

The above screen shows the various BAdIs available.

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BAdIs Contd

? Enables you to maintainmultiple records for thepayment Infotypes:? Additional Payments (IT15)? Additional Off-Cycle

Payments (IT 267)? In R/3, the INPS: HINUINFU

(Infotype Update Report)updates one record for thepayment Infotypes

? This BAdI will support multiplerecords for updation

? BAdI:HRPBSIN_INFOTYPE_SPLITS

Split Payment ITRecords

? Enables:? Addition of the number of

multiple lines that thesystem should display

? Default of field values forthese lines based on: Reimbursement Type Request Type Scheme Code(for LTC)

? BAdI :HRPBSIN_FILL_REQUEST_DATA

Fill RequestData

? Enables additional customerspecific database update forapproved results

? This facilitates databaseupdates over and above thestandard infotype update

? BAdI :HRPBSIN_COMPLETE_UPDATE

Perform Add. DatabaseUpdate

Split Payment IT Records: Incase we would want to add multiple wage types, this BAdI is tobe used.

Fill Request Data: Incase of fixed multiple line or any kind of pre rendering required, thisBAdI can be used.

Perform Add DB Update: Incase we would want to update any other tables, apart from theregular infotypes, this BAdI can be used.

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Agenda

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Features

? Returns a Date Type thatdetermines the off-cyclepayment date

? Return Values:? Request Creation Date? Request Approved Date? System date

? Default Value:? Request Approved Date

40ACO

? Returns a Date Type thatdetermines the date for regularpayroll payments for approvedrequests

? Return Values:? Request Creation Date? Request Approved Date? System date

? Default Value:? Request Approved Date

40ACR

? Determines certain genericsettings and LTC specificsettings.

40ACS

Please refer to the feature documentation for further details.

Feature 40ACO:

By default, this feature returns the date type as Request Approved Date. Example: Considerthat you have maintained, for approved requests of

reimbursement type SMED, the off-cycle payment should happen on a weekly basis onMonday. Also you have maintained the return type of this

feature as Request Approved Date.

In such a case, for an approved request R1 of reimbursement type SMED, the system, readsthe return value of this feature and uses Request

Approved Date as basis to calculate the next Monday on which the system should make offcycle payments.

Feature 40ACS

This feature determines the generic settings and LTC specific settings. The feature returnsthe following values:

? For generic settings:? 001: This is the height of print pop-up? 002: This is the width of print pop-up? 003: This is the height of attachment pop-up

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Thank you!

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