sap hr definitions

7/29/2019 Sap Hr Definitions

1/13

Human Resources/ Payroll Terms in SAP

1. Absenc e Types2. Actions3. Additional Payments4. Attenda nce Types5. CATS Profiles6. Deductions7. Deferred Pay8. Earnings Statem ent9. Emp loyee Group10.Emp loyee Infotypes11.Employee Subgroup12.Flex Spending Ac c ounts13.Garnishments14.Health Plans15.Insuranc e Plans16.Job 17.Misc ellaneous Plans18.Orga nizationa l Unit19.Overtime Compensation20.Pay roll Area 21.Period Work Sc hed ule22.Personnel Area23.Personnel Subarea 24.Position25.

Public Holiday Calendar

26.Quota Types27.Saving s Bonds28.Savings Plans29.Time in Lieu30.Time Ma nagem ent Status31.Work Day Sched ule32.Work Sc hedule Rule33.Work Shifts


2/13

1

Current Termino logy: Earnings Cod e

SAP Terminology: Absenc e Types

SAP Definition: Ab senc e Type s a re used to indica te p eriod s during a n emp loyee 'sp lanned wo rk time in which the em p loyee is not w orking fo r the

organiza tion, either on-prem ises or off-site. Exam ples of Ab senc e

Type s include illness, vac a tion, and bereavem ent.

Module(s): TM

2

Current Termino logy: N/ A

SAP Terminology: ActionsSAP Definition: In the standard system , different types of emp loyee d a ta a re stored

in individua l infotyp es. Ra ther than ac c essing ea c h infotyp e

individua lly and entering da ta into the m, the system c an group

tog ethe r the m ost imp ortant infotypes into pe rsonne l ac tions and

lea d the user throug h p roc essing emp loyee data .

Module(s): PA

3

Current Termino logy: Add itiona l Payme nts

SAP Terminology: Additional Payments

SAP Definition: At times the University emp loyees a re p a id an add itiona l wa ge for

duties outside of the ir norma l assignment responsibilities. These

payments ma y be ente red as one -time or rec urring payments using

a wa ge type reflec tive o f the servic e p rovided (i.e., aw ard, long -

term d isab ility (LTD), uniform a llow anc e, ince ntive p ay, etc ).

Module(s): PY


3/13

4

Current Termino logy: Earnings Cod e

SAP Terminology: Attenda nce Types

SAP Definition: Attend anc e Types a re used to indica te p eriod s of a n em p loyee'sworking t ime, eithe r on c om pany prem ises or off-site. Examp les a re

Regula r Hours, Ove rtime Hours, Pa id Trave l Hours, Training , etc .

Attendanc e Types a re Pa id Hours, but no t nec essa rily at the

em ployee's standard ra te. For examp le, Overtime Hours ma y be

pa id a t 1.5 time s the sta nd ard ra te o r highe r. If there a re limits as to

the total t ime to w hich an e mp loyee m ay c harge a spe c ific

Attendanc e Type , suc h as an employee w ho is a lso a stud ent a nd

has a limita tion on the tota l hours tha t he or she ma y wo rk in a

sc hoo l yea r, then Q uota s ma y be e stab lished to limit the amo unt of

hours in a spec ified p eriod of time.

Module(s): TM

5

Current Termino logy: Pay Period Time Sheet

SAP Terminology: CATS Profile

SAP Definition: The Cross Ap p lic a tion Time Sheet (CATS) is the SAP-rec ommend ed

me tho d for entering time into the SAP system so tha t it will be

p roc essed fo r Payroll. However, CATS, as its na me imp lies, may

serve m ultip le purposes (Cross Ap p lic a tion).

Module(s): TM

6

Current Termino logy: Deductions

SAP Terminology: Deductions

SAP Definition: Within the Payroll Module, a w age type

(earning/deduction/benefit deduction codes) represents each

ded uction that is ac tive on an em ployee s rec ord. Individual

wa ge type s have c harac teristics tha t dete rmine their p roc essing b y

payroll. For de duc tion p roc essing, these c ha rac teristics c an

include the am ount to be d ed ucted , the freq uency at w hich the

ded uc tion should be ta ken, as we ll as a rrea rs p roc essing a nd limits

on de duc tions.

Module(s): PY


4/13

7Current Termino logy: N/ A

SAP Terminology: Deferred PaySAP Definition: SAP p rov ides func tiona lity to a dminister payroll for employee s who

wo rk less than twelve (12) months, but w ho ha ve the ir pay sprea d

over a tw elve (12) mo nth p eriod . SAP ac c omp lishes this by using

three sep arate w age types: Ea rned Sa lary, Pa id Sa lary, and

Holdb ac k. At any time d uring the yea r, the University ca n

de termine how m uch ea ch em ployee ha s ea rned, how much ha s

been p aid a nd how muc h is still ow ed to the em ployee.

Module(s): PY

8Current Termino logy: Earnings Sta tement

SAP Terminology: Earnings Statem ent

SAP Definition: SAP has a three -step p roc ess to p rod uc e c hec ks and d irec t

dep osits for earnings. The first step is to run the Pre-Prog ram DME

(Data Med ium Exc hange). The University c an then extrac t a

c a talog of p ayme nt data from the emp loyee s pa yroll results,

espec ially from ta b le BT (Bank Tab le results), whic h c onta ins

payment information. The p ayment da ta tha t is extrac ted is used

by the pa yment med ium p rog rams in Financ ia l Ac c ounting (FI) toc rea te the p ayment m ed iums.

Module(s): PY

9

Current Termino logy: Not App lic ab le

SAP Terminology: Emp loyee Group

SAP Definition: Emp loyee Group s a re used to c lassify em ployees in general terms

in the R/ 3 system . Emp loyee g roup s a llow defa ult da ta to begene ra ted for pa yroll ac c ount ing , serve as selec tion c riteria for

rep orting , and c onstitute a n a uthoriza tion c hec k. The University has

ident ified 12 Emp loyee Group s.

Module(s): All

Example(s): Sta ff, Stud ent , Fac ulty, Retiree


5/13

10

Current Termino logy: M Sc ree n

SAP Terminology: Emp loyee Infotypes

SAP Definition: SAP p rovides the a bility to c ap ture emp loyee data by use o f

infotyp es. The SAP definition of infotypes is a sc reen, co nta ining a

log ic al grouping of related em ployee d ata . There are over 300

d ifferent infotype s that c an be used to reco rd em ployee

information.

Module(s): PA

SAP Example(s): Infotype 0002 Personal Data FRS Example(s): HRS Sc reen 11

11


SAP Terminology: Employee Subgroup

SAP Definition: Emp loyee Sub group s a re sub d ivisions of Emp loyee Groups.

Emp loyee Subgroup s subd ivide Emp loyee Group s ac c ording to the

em ployee s sta tus. The University ha s determined the need for 36

Emp loyee Sub groups.

Module(s): All

SAP Example(s): Exemp t Mo nthly, Non-exempt 37.5 hour, Work-stud y Stud ent,

Fellowship


6/13

12

Current Termino logy: Flexible Spend ing Ac c ounts

SAP Terminology: Flexible Spe nding Ac counts

SAP Definition: The Benefits Mo dule w ithin SAP R/ 3 p rov ides func tiona lity to

administe r Flexib le Spend ing Ac c ounts (FSA). Flexible Spend ing

ac c ounts allow emp loyees to set a side p re-tax inc om e to c over

antic ipa ted med ic al or dep end ent c a re expe nses. Within SAP,

param eters ma y be set on minimum and ma ximum c ontribution

limits and em ployer contributions.

Module(s): BN

13

Current Termino logy: Court Order Ded uction

SAP Terminology: Garnishments

SAP Definition: SAP p rov ides the c apab ility to fully p roc ess garnishments.

Ga rnishme nts result in a d ed uc tion from em ployees p ayche c ks

and a rem ittanc e to the va rious vend ors ea c h pa y period .

Module(s) PY

14

Current Termino logy: Hea lth Plans

SAP Terminology: Health Plans

SAP Definition: The Benefits Mo dule w ithin SAP provides func tiona lity to administer

Hea lth Plans. Different types of hea lth p lans (Med ica l, Denta l, and

Vision) a re c onfigured a s p lan types. For eac h plan typ e, there ca n

be m any hea lth plans and op tions.

Module(s): BN


7/13

15

Current Termino logy: Life Insuranc e Plans

SAP Terminology: Insuranc e Plans

SAP Definition: The Benefits Module w ithin SAP p rovides the func tiona lity to

administer Insuranc e Plans. Within the Benefits Module, different

type s of insuranc e p lans a re d efined . Plans with autom atic

enrollme nt a re estab lished . The o p tions tha t a re a va ilab le within

ea c h plan a re d efined as we ll as ma ximum a nd minimum

c ove rage a mo unts, sa la ry fac tors, and round ing rules.

Module(s): BN

16

Current Termino logy: Job

SAP Terminology: Job

SAP Definition: A job is a ge neral c lassifica tion of d uties tha t must be p erforme d .

Jobs a re d efined as single p ositions or g roups of p ositions tha t ho ld

the same c ha rac teristics. Job s should b e c rea ted on the basis of

similar at tribute s. These a ttributes inc lude EEO c lassific a tions,

Exem pt a nd Non-Exemp t Sta tus, Pay Grad es, and simila r work

duties. By crea ting these a ttributes a t the level of Job , a ll positions

a ttac hed to the job will "inherit" the a bo ve-mentioned a ttributes.

Module(s): OM

17

Current Termino logy: Misc ellane ous Plans

SAP Terminology: Misc ellaneous Plans

SAP Definition: The Benefits Mo dule w ithin SAP R/ 3 p rov ides func tiona lity to

administer Misc ellaneous Plans. Any p lan tha t doe s not fall into

hea lth plan , insuranc e p lan, and savings p lan ca teg ories wo uld b e

include d in the Misc ellaneo us Plan ca teg ory (for exam ple, Hom e

and Auto insuranc e). Configuration ma y include parame ters suc h

as Emp loyee a nd Emp loyer c ost, Emp loyee and Emp loye r

c ontributions, pre-tax or po st-tax sta tus, co verag e a va ilab le,

vesting rules, and op tions.

Module(s): BN


8/13

18

Current Termino logy: Department

SAP Terminology: Orga nizationa l UnitSAP Definition: An o rganiza tiona l unit is the p rima ry ob jec t in an o rga niza tiona l

p lan. It rep resents any type o f organiza tiona l entity designa ted to

perform a spec ified set of func tions within a c om pany. For

exam p le, orga nizat iona l units ma y be used to rep resent

subsidiaries, d ivisions, dep artments, groups or spec ial p rojec t

tea ms. By crea ting orga niza tional units, and then identifying the

relationships betw ee n the m, the orga niza tiona l struc ture is

ident ified a t UK. An unlimited numb er of orga niza tiona l units ma y

be c rea ted for a p lan. The units do not nec essarily need to have a

sep ara te c ost c ente r designa tion. The o nly c riterion is tha t the

University see s an a rea as a c learly iden tifiab le ent ity.

Module(s): OM

19

Current Termino logy: Overtime Com pe nsa tion

SAP Terminology: Overtime Compensation

SAP Definition: Overtime is time wo rked in a ddition to an emp loyee's planned

working time as de fined in the em ployee's c ontrac t, co llec tive

agreeme nt, or by leg a l reg ulations. Seve ra l c riteria m ay b e used in

dete rmining Overtime . For exam ple, an em ployee's tota l wo rking

time for a g iven p eriod (weekly) may be used for the basis of

determining Overtime.

Module(s): TM

20

Current Termino logy: Bi-we ekly/M onthly

SAP Terminology: Pay roll Area

SAP Definition: The Payroll Area is used to g roup em ployees with the same payroll

c yc le and to dete rmine payroll period s. The p ayroll a rea a lso

defines the freq uenc y with which an emp loyee is pa id. The

University has dete rmined tha t tw o payroll areas will be req uired :

monthly and biwee kly.

Module(s): PY


9/13

21

Current Termino logy: Pay Periods

SAP Terminology: Period Work Sc hed uleSAP Definition: Onc e Work Days have be en d efined , they are grouped into a

seve n-da y cyc le to form a Work Wee k. Work Weeks ma y then b e

group ed to c rea te a Period Work Sc hed ule. A Period Work

Sc hed ule may co nsist of a single Work Week rep ea ted ea c h week

or a series of sep ara te Work Weeks rep ea ted a t som e set inte rva l.

Module(s): TM

22


SAP Terminology: Personnel Area

SAP Definition: A Personne l Area is a spec ific entity within the Personnel

Ad ministration struc ture. It is a subunit of the organization. Eac h

Personnel Area must b e unique and assigne d to o ne c om pa ny

c od e. Personnel a rea s a re used for rep orting purposes, va lida ting

authoriza tions, setting up p lanned wo rking times, and gene ra ting

default informa tion in em ployee ma ster rec ords and pa y rec ords.

Module(s): All

Example(s): Main C ampus, Extension , Hosp ita l, STEPS

23


SAP Terminology: Personnel Subarea

SAP Definition: Personne l Sub area s a re sub d ivisions of the Personne l Area .

Personne l Suba rea s a re used to desc ribe the pub lic ho lida y

c alendars, the p ayroll struc tures, and the time ma nag em ent

struc tures. Personne l sub a reas c an also b e sub d ivisions of the

personne l area b y funct ion (i.e., huma n resource s, financ e). Ifem ployees in d ifferent loc a tions have different holida y c alendars

bec ause the c ountry, sta te o r othe r entity has req uired this, eac h

loc a tion w ill be in a different Personne l Subarea .

Module(s): All

Example(s): Regular Full-time, Regular Part-time, Tem porary Full-time , WEPP


10/13

24

Current Termino logy: Position

SAP Terminology: Position

SAP Definition: Positions desc ribe individua l employee p lac em ents or assignme nts

in the University, suc h a s Sta ff Sup port Assoc iate, Custod ial Worker,

or Stud ent Affa irs Officer. Positions belong to a n orga niza tiona l unit

and are occ upied by emp loyees.

Module(s): OM

25

Current Termino logy: N/ ASAP Terminology: Public Holiday Calendar

SAP Definition: SAP defines the Pub lic Holiday Ca lend ar as a c om bination of a n

annua l ca lenda r and a list of a ll pub lic holidays in a yea r. The

public holida y c a lend a r gives an overview of a ll working days and

days off for a c a lend a r year. It c an b e c rea ted to c over a va lidity

period of several years, and different areas of the University may

have different c a lend a rs or rules reg ard ing the use o f holidays.

Module(s): TM

26Current Termino logy: Vac a tion and Tem porary Disab ility Lea ve Ba lanc es

SAP Terminology: Quota Types

SAP Definition: Quota Types are used to regulate/ monitor the am ount o f time that

an e mp loyee ma y cha rge for c ertain Absenc e or Attendanc e

Type s. The reg ula tion of a quota ma y be esta b lished so tha t when

the d efined amount of hours have be en utilized , no further cha rge s

ag ainst the Quota ma y be ma de . Conversely, a Quota ma y be

estab lished such tha t an emp loyee m ay exceed the aw arded tota

hours by som e spec ified amo unt befo re a ny further charges a rerefused.

Module(s): TM


11/13

27

Current Termino logy: Savings Bond s

SAP Terminology: Saving s Bonds

SAP Definition: SAP savings bond func tion a llow s the University to p roc ess thepurchase o f U.S. savings bonds for emp loyees. Ded uc tions a re

taken from an e mp loyee s che ck until the a c crued d ed uction

amount is eq ual to or excee ds the purcha se p ric e of the bo nd. At

tha t point, a bond purc hase is trigge red . SAP keep s trac k of three

wa ge type s in payroll for the savings bond purc hase p roc ess:

de duc tion a mount, number of bo nds purc hased and the

rem a ining ba lanc e. The savings bond purc hase func tion doe s not

supp ort retroa c tive p ayroll as de duc tions c an not b e refunded

onc e a bo nd is purc hased .

Module(s): PY

28

Current Termino logy: Ret irem ent Plans

SAP Terminology: Savings Plans

SAP Definition: SAP doe s not p rovide a c a teg ory for Retirem ent Plans . How eve r,

the retirem ent p lans c an be c onfigured und er the Saving Plans

c a tegory in the system. The c urren t ret irem ent p lans will be

administe red a s saving p lans (e.g., 401(a), 403(b ), 457). Elig ibility

rules for ret irem ent p lans c an be set to ensure tha t only eligible

employees are enrolled.

Module(s): BN

29

Current Termino logy: Comp Overtime

SAP Terminology: Time in Lieu

SAP Definition: Time in lieu of o vertime is norma lly pa id time off a s c om pensation

for Overtime instea d of paying the ac tual remuneration a mount.

This ma y be used where limits to an emp loyee 's ea rnings a re ac onc ern or where the impac t of premium time ag ainst a

dep artment's bud ge t ma y be an issue.

Module(s): TM


12/13

30

Current Termino logy: Mo nth ly Exce ption Bi-Weekly Hourly

SAP Terminology: Time Ma nagem ent Status

SAP Definition: Time Ma nagem ent Sta tus refe rs to the me thod by which a n

employee's time is processed when it is sent to Payroll for Gross Pay

c a lcula tion. There a re tw o me thods for this p roc ess. The first is

Positive Time b y which a n em p loyee m ust submit a time shee t o r

other doc ument w hic h deta ils the hours to be c om pe nsate d a nd

the Ea rnings Co de fo r the respec tive hours. Fa iling to enter any

time for an em ployee w ill result in the emp loyee no t having a ny

Gross Pay fo r the Payroll Period .

Module(s): TM

31Current Termino logy: Hosp ita l Work Day Sc hedule

Ca mp us Not Applic ab le

SAP Terminology: Work Day Sched ule

SAP Definition: An emp loyee's Work Sc hed ule is c om prised of seve ra l comp one nts

(Work Day, Period Work Sc hedule, and the Work Sc hedule Rule).

The first c om pone nt, the Work Day, ma y be a set p eriod , suc h as

8:00 AM to 5:00 PM, and c onta in both w orking and non-wo rking

period s of time. Working times ma y inc lude p a id b rea ks as we ll as

"wo rk time ". Non-wo rking time m ay inc lude unp a id period s suc h a slunch o r a m ore gene ric "mea l". The Work Day ma y also c ove r

"shift" work for those em ployees who are sc hed uled to wo rk

eve nings, nights and / or wee kends.

Module(s): TM

32

Current Termino logy: N/ A

SAP Terminology: Work Sc hedule Rule

SAP Definition: The Work Sc hed ule Rule b rings tog ethe r the c om pone nts of t he

Holiday Ca lend ar with the Period Work Sc hed ule and a llow s for

further refinement of work schedules.

Module(s): PY


13/13

33

Current Termino logy: Work Shifts

SAP Terminology: Work Shifts

SAP Definition: Work Shifts a re an ide ntifica tion of the times during w hich an

em ployee is sc hed uled to wo rk. Similar to a Work Day Sc hed ule,

Work Shifts a re further de fined by any spec ial trea tme nt o f the time

ente red for an em p loyee a ssigned to tha t "Shift". For exam ple, an

em ployee assigned to a non-d aylight-hour shift on M-F (2nd or

Evening Shift, 3rd or Night Shift, etc .) may ea rn an extra a mo unt o f

mo ney for working tha t Work Shift. Simila rly, em ployee s who w ork a

"Weekend Shift" ma y be c om pe nsate d for the inconvenience of

wo rking the weekend b y being p aid for a num be r of hours more

tha n they ac tua lly wo rked (worked 24 and g et pa id for 30). Thisextra c om pensation o r extra hours is often refe rred to as Shift

Differentia l. Note tha t und er this definition, Day Shift is still a "Work

Shift", but ha s no spec ial trea tment for extra pay or extra hours.

Module(s): TM

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