Payroll - Leading Practice Definitions

SAP SuccessFactors Process Library

SAP
September, 2019

CUSTOMER
 Payroll
Leading Practice Definitions

• Manage Payroll Through Payroll Control Center

• Leverage SuccessFactors Data in Employee Central Payroll
• Use Payroll Tasks in Employee Central to Maintain Data in Employee Central Payroll
• Perform Pre-Payroll Checks Continuously During the Payroll Period
• Track Payroll Processing KPIs During Payroll Runs
• Don’t Stop Core HR Data Updates During the Productive Payroll Run
• Correct Data During Productive Payroll Run Without Changing the Payroll Control Record
• Provide Payroll Related Documents to Employees for Online Consumption

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Manage Payroll Through Payroll Control Center
Leading Practice Definition

Description Prerequisites
• Manage payroll effectively by using the next generation of • Payroll Control Center configured (payroll
payroll processing automation. processes, policies, KPIs, etc.).
• Empower your payroll managers to manage payroll easily • Configuration of de-clustered payroll results.
through configurable payroll processes (e.g. One-Click
Monitoring, Three-Click Production Payroll, etc.).
• Assign and track validation errors quickly to Payroll
Administrators od HR Administrators.
• Track payroll progress by utilizing validation rules as well as
payroll key performance indicators. Benefits/Outcome
• Handle payroll processes in Employee Central Payroll through
• Simplifies and optimizes the entire end-to-
SuccessFactors “look and feel” user interface.
end payroll process.
• Use payroll control center to manage processes beyond payroll
• Provides real-time payroll monitoring.
run only – i.e. productive posting to finance and bank transfers.
• Powerful engine for validation rules can
support implementation of various checks
(e.g. gross pay, net pay, taxation, etc.).
• Helps Payroll Administrators and HR
Administrators to solve issues more
effectively and efficiently.
Out of Scope
• Mobile access

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Leverage SuccessFactors Data in Employee Central Payroll
Leading Practice Definition

Description Prerequisites
• Define and map payroll relevant data elements between • Replication Monitor Implemented
Employee Central and Employee Central Payroll. • Field mapping between Employee Central
• By using integrated attract-to-hire process it is possible to and Employee Central Payroll defined
reuse data created in Position Management, Recruiting,
Onboarding and Employee Central automatically in Employee
Central Payroll.
• For example pay components are defined during the offer
process in Recruiting, transferred during hiring into
Employee Central and then automatically replicated to Benefits/Outcome
Employee Central Payroll and used in payroll processing.
• Automatic replication of data between
• Through point-to-point integration managed through
Employee Central and Employee Central
Replication Monitor it is possible to transfer data from
Payroll
Employee Central to Employee Central Payroll in real time and
• End-to-end integrated Attract-to-Hire process
track any problem which could occur during the replication.
stretched to Employee Central Payroll

Out of Scope
• n/a

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Use Payroll Tasks in Employee Central to Maintain Data in Employee Central Payroll
Leading Practice Definition

Description
• Using the Payroll Tasks tile on the SuccessFactors Home page • Configured the Mashups (Infotypes).
Payroll Administrators are easily notified about the tasks they
need to do to finalize data entry in Employee Central Payroll.
• Payroll relevant data which needs to be completed before the
payroll run differs from country to country and it is possible to
configure this per each country.
• When payroll administrator accesses Payroll Tasks, they can
easily see the list of relevant employees and all the mashups
that are needed be filled with payroll relevant data.
• After the data entry is done, payroll administrators mark the
task as “Done” to remove it from the list of pending tasks.
Out of Scope
• n/a
Prerequisites
• Subscribe Employee Central Payroll to
Intelligent services events.
Benefits/Outcome
• Manage relevant tasks in Employee Central
Payroll directly from SuccessFactors Home
page.
• Easily notify payroll administrators about
actions needed to ensure data completeness.
• Avoiding manual process (for example via e-
mail, Excel-list, etc.) for informing Payroll.
Administrator to complete the data entry in
Employee Central Payroll.
• Ensuring that data entry in Employee Central
Payroll is not missed.

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Perform Pre-Payroll Checks Continuously During the Payroll Period
Leading Practice Definition

Description Prerequisites
• Move away from batch-style processing to a continuous payroll • Payroll Control Center
process, with real-time monitoring of payroll exceptions. • Configuration of de-clustered payroll results
• Perform payroll data quality checks regularly during the payroll
period to remove intensive data corrections after the payroll
cut-off date.
• Run test payroll runs on a daily base and utilize capabilities of
Payroll Control Center to identify and resolve most of the
payroll issues, which traditionally arise during the productive
payroll run. Benefits/Outcome
• Stimulate data correction at source (e.g. Employee Central)
• Early identification of invalid data and payroll
and by data owners (e.g. employees and managers).
processing issues.
• With Employee Central Payroll it is possible to store test
• Leaves enough time for fixing data at the
payroll results in de-clustered tables and run payroll related
“source” either by employees or managers
analytics on top of it.
• Reduces amount of workload for payroll
• Continuously analyze test payroll results and identify possible
managers, payroll administrators and HR
exceptions versus previous payroll periods.
administrators during the productive payroll
run

Out of Scope
• Not applicable

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Track Payroll Processing KPIs During Payroll Runs
Leading Practice Definition

Description Prerequisites
• Track configurable KPIs which can cover all organizational, • Payroll Control Center
employee and payroll relevant information throughout the
payroll period.
• Payroll Processing (pre-payroll) KPIs provide the information
about the payroll run and are intended to replace audit reports
or variants of standard payroll reports, such as the payroll
reconciliation report or payroll journal. KPIs are automatically
displayed (data pushed) to the payroll manager without having
to request it via reports (data pull). Benefits/Outcome
• It is possible to build any KPIs according to business needs, for
• Continuous insight into the outcome of payroll
example comparison of current period vs. previous period for
runs.
net payments, total taxes, gross payment amounts, etc. In
• Easy way of identifying payroll results parts
case needed, it is possible to have deeper analysis, such as
which need special attention.
hourly vs. salary, or country-relevant statistics.
• No need to run multiple reports to have a
• It is also possible to receive automatic updates on key
good overview of payroll run outcome.
statistics & alerts as system activities occur in real time.

Out of Scope
• Not applicable

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Don’t Stop Core HR Data Updates During the Productive Payroll Run
Leading Practice Definition

Description Prerequisites
• By using Employee Central Payroll, business transactions in • Point to point (PTP) replication and
Employee Central are not stopped after the payroll cut-off date replication monitor set up
(during the productive payroll run).
• Employees, mangers and HR Administrators can work on their
processes normally during the whole payroll period, without
impacting the productive payroll runs.
• During the productive payroll run Core HR data replication from
Employee Central to Employee Central Payroll is paused and
all data changes are queued. Benefits/Outcome
• After the Productive payroll run is exited, all queued data
• Core HR processes are not impacted by
changes from Employee Central are pushed to Employee
productive payroll runs.
Central Payroll
• During the productive payroll run it is possible
• If needed, during the productive payroll run it is possible to pull
to pull data on demand from Employee
data from Employee Central for a specific employee through
Central.
Replication Monitor.

Out of Scope
• n/a

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Correct Data During Productive Payroll Run Without Changing the Payroll Control Record
Leading Practice Definition

Description
• Ideally all payroll issues should be resolved during pre-payroll
processes. In case an error is noticed during the the productive
payroll run it is necessary to fix payroll errors in a timely and
efficient manner.
• To improve efficiency, payroll administrators have the option to
correct data in Employee Central Payroll Infotypes during the
productive payroll run, without changing Payroll Control Record
to “Correction” status.
• By proper assignment of payroll alerts to dedicated payroll
administrators, it is possible to fix payroll data problems directly
from payroll alerts.
Prerequisites
• Specified users need to be defined as data
processors in Employee Central Payroll and
alert needs to be assigned to them in Payroll
Control Center.
Benefits/Outcome
• Fast and simple process of correcting payroll
data during the productive payroll run.
• Data changes done without impacting the
Payroll Control Record.

Out of Scope
• n/a

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Provide Payroll Related Documents to Employees for Online Consumption
Leading Practice Definition

Description Prerequisites
• Deliver payroll statements to your employees online through • Payroll results accessible in the form of a pay
their Employee Profile or as a Mobile Pay Statement. statement (or specific payroll report) from
• Control when payroll statements are released to employees Employee Central.
(e.g. after the payroll period is closed or on pay date).
• Other payroll relevant documents can also be made available
online on the Employee Profile. For example: tax statements,
year-end reports, etc.

Benefits/Outcome
• Employees can view their pay statement and
other payroll related documents at any time,
anywhere.
• Reduced administrative work for Payroll
Managers and Payroll Administrators
because printing of pay statements is not
necessary.

Out of Scope
• n/a

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