PUBLIC

Payroll
Process Diagrams

SAP SuccessFactors process library

November 2023
Table of contents
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MHR-50 Payroll

MHR-50-10 Pre Payroll

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MHR-50-10-10 Initiate Payroll Period
Documentation: This process refers to the tasks required for initiating payroll periods. There will first be tasks
related to closing the previous period. This is a pre-requisite before the new payroll is initiated. Then the
current payroll calendar has to be checked and key dates communicated.

Business Area: Payroll and Reimbursement

Business Capability: Payroll Management
Solution Capability: Payroll Management (SuccessFactors)

Purpose:

• This process represents activities which are necessary to ensure alignment of all relevant parties which
can impact (or be impacted by) the payroll cycle.
• Revise dates defined in Payroll Calendar (for example: dates for importing data from external sources,
payroll cut-off date, payment date, posting date, planned off-cycle payroll runs, payment dates for off-
cycle runs, posting dates for off-cycle payroll runs, etc.).
• Communicate dates from Payroll Calendar with relevant parties in the organization (HR Administrators
and optionally other parties as well).

Prerequisites:

• Annual payroll calendar defined

• Payroll communication channels defined

Success Criteria:

• Relevant organization parties informed about payroll dynamics for the following payroll period

Start and End Events

Event Name Element type Responsible

Payroll Closed Start Event Payroll Manager

Payroll Period Initiated End Event Payroll Manager

Process Roles

Name Description

Payroll Manager Manages and organizes all payroll functions (e.g. executing payroll runs, assigning payroll
alerts, tracking payroll alerts, generating and distributing payroll reports, posting payroll, etc).
Familiar with a variety of the local payroll concepts, practices, and procedures.

Input/Output Documents

Name Description

Payroll Calendar The Payroll Calendar defines every payroll run which need to be processed within certain
payroll period. Payroll calendar can also include information about all activities and timeline
 Name Description
during payroll run - e.g. payroll cut-off date, productive payroll run date, payslip generation
date, payment date, posting date, payroll reporting deadline, etc.

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MHR-50-10-20 Manage Master Data For Payroll
Documentation: This process refers to creating and maintaining the master data in Employee Central first
before being replicated onto Payroll. After it is replicated certain other payroll or country specific data be
maintained (e.g. Tax or Social Insurance) in payroll.

Business Area: Payroll and Reimbursement

Business Capability: Payroll Management
Solution Capability: Payroll Management (SuccessFactors)

Purpose:

• Through Replication Monitor to track Point-to-Point replication of employee master data from the HRIS
system (Employee Central) to the Payroll system (Employee Central Payroll).
• In case replication monitor reports errors, request data correction by HR administrator for
affected employees. Employee master data should be fixed in Employee Central and replicated again
to Employee Central Payroll.
• Leverage Payroll Tasks functionality in Employee Central, to easily notify payroll administrators of tasks
which need to be done in Employee Central Payroll system - to complete data entry, which is needed to
run payroll.

Prerequisites:

• Employee Master Data entered/changed in HRIS

Success Criteria:

• Employee Master Data replicated from Employee Central to Employee Central Payroll
• If any error occurred during the replication, it is corrected in Employee Central and picked up by
another replication loop

Start and End Events

Event Name Element type Responsible

(Re-) Hiring Event Created in HRIS Start Event Payroll Administrator

Employee Terminated Start Event Payroll Administrator

Employee Transferred Start Event Payroll Administrator

Personal Data Updated Start Event Payroll Administrator

Employment Data Updated Start Event Payroll Administrator

Salary Adjustment Completed Start Event Payroll Administrator

Master Data for Payroll Updated End Event Payroll Administrator

Process Roles
 Name Description

Payroll Administrator Administers payroll-related employee master data (e.g. tax data) and payroll-period relevant
data entries (e.g. specific pay components). Supports payroll runs by fixing payroll-related
alerts. Typically reports to a payroll manager.

Input/Output Documents

Name Description

Address Information Allows the recording of multiple Address Type and details.

Allowances and Deductions Ad-hoc or regular payments or deductions

Biographical Information Biographical information portlet which captures the personal information that does not change
like Date of Birth & Employee ID.

Compensation Information Compensation portlet which contains a group of data elements that covers overall information
about the compensation details of the employee.

Country-Specific Payroll Data This could be statutory data e.g. Income Tax or Social insurance fields or regulatory data e.g.
Pensions band

Dependents Dependents portlet which allows the recording of dependents of the employee and
associated contact details

Employee Master Data Typically used to denote: Title, Names, Address, Bank Details. But could extend to: e.g. Family
details, Age, Gender, Tel. no, Email, Co. Property etc.

Employment Details Employment Details portlet which contains data related to employment such as Hire date,
Original start date, as well as termination information.

Job Information Job information porlet which contains information related to the employee's job (ie: contract
information, probation, etc) as well as the job changes of the employee.

National ID Information National ID portlet that allows recording or multiple National ID types and numbers.

One Time Payment One Time Payment Portlet is where one time payments can be made for employees such as
one time bonus or recognition payments and the associated amounts and date paid is
recorded.

Organization Information Organization Information portlet contains information about where the employee belongs in
the organization and is part of the Job Information data element.

Payment Information Payment Information portlet which allows the recording of Bank Account information for the
employee.

Personal Information Personal Information portlet which contains data about the employee that can change over
time like Marital Status, Gender, Name etc.

Tax and Social Insurance Tax and Social Insurance related data. E.g. Tax code, Tax Rate, Social Ins. Category

Work Eligibility Work permit information portlet which allows recording of multiple permit types, numbers and
expiry date.

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MHR-50-10-30 Import External Data For Payroll
Documentation: This process refers to importing and loading data from external sources after the cut-off date
from the previous payroll has been reached. Examples of this could be:

• Time data
• Benefits data
• Attendance data
• etc:

Business Area: Payroll and Reimbursement

Business Capability: Payroll Management
Solution Capability: Payroll Management (SuccessFactors)

Purpose:

• To import payroll relevant data from external systems.

• Analyze import log and in case of errors notify source system administrator about reported problems.
• Preferably, if payroll cycle dynamic allows it, data should be corrected in source system, and
then imported again through the interface to Employee Central Payroll system.

Prerequisites:

• Payroll relevant data entered in external systems

Success Criteria:

• Data successfully imported into Employee Central Payroll

• In case error occurred during the import, data should be corrected in the source system

Start and End Events

Event Name Element type Responsible

Payroll Cut-Off Date Reached Start Timer Event Payroll Manager

Periodically During Payroll Period Start Timer Event Payroll Manager

External Data Imported End Event Payroll Manager

Process Roles

Name Description

Payroll Manager Manages and organizes all payroll functions (e.g. executing payroll runs, assigning payroll
alerts, tracking payroll alerts, generating and distributing payroll reports, posting payroll, etc).
Familiar with a variety of the local payroll concepts, practices, and procedures.

Source System Administrator Administers data in external 3rd party systems, which are sources of certain employee data
(e.g. benefits management system, time management system, etc.).
Input/Output Documents

Name Description

Allowances and Deductions Ad-hoc or regular payments or deductions

Benefits Data Similar to Allowances and Deductions but whereas B&A would only store Pay Component and amount, Benefit Data would be
additional details. e.g. Band and/or Category

Country-Specific Payroll Data This could be statutory data e.g. Income Tax or Social insurance fields or regulatory data e.g.
Pensions band

Import Log This would show the

status (e.g. success, failure or otherwise) of every row of data being

uploaded. A failure is usually accompanied by the failure reason

Other Payroll Data Would typically be data such as ID numbers to 3rd party software

Time and Attendance Data Attendance or Absences Type, Start/End Times, or Duration and Dates

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MHR-50-10-40 Check Payroll Data Quality
Documentation: This process refers to the tasks related to checking the payroll data quality. This usually
takes the form of executing mock-runs. This includes:

• Executing payroll run

• Validating payroll run against policies
• Checking whether alerts exist
• And assigning them to administrators to resolve
• Running post payroll simulations such as for payment or posting

Business Area: Payroll and Reimbursement

Business Capability: Payroll Management
Solution Capability: Payroll Management (SuccessFactors)

Purpose:

• Continuously create test payroll results based on current payroll data from Employee Central
and Employee Central payroll.
• Test payroll results are stored in de-clustered tables, so it is possible to run different kinds of payroll
analytics on top of it. For example, track configurable KPIs which can cover all organizational, employee
and payroll relevant information.
• The system validates payroll results against policies (e.g. master data, calculations, payroll exceptions)
and assigns them to target processors (individual roles or teams).
• Monitoring is started after the validations and then it’s possible to track progress of solving
payroll related alerts.
• This process occurs multiple times randomly during the payroll period, all until it is necessary to start
productive payroll run.

Prerequisites:

• Previous payroll period needs to be closed

• Productive payroll run must not be started

Success Criteria:

• Payroll data timely checked, corrected, and ready for productive payroll run

Start and End Events

Event Name Element type Responsible

Periodically During Payroll Period Start Timer Event Payroll Manager

Payroll Alerts Assigned End Event Payroll Manager

Process Roles
 Name Description

Payroll Manager Manages and organizes all payroll functions (e.g. executing payroll runs, assigning payroll
alerts, tracking payroll alerts, generating and distributing payroll reports, posting payroll, etc).
Familiar with a variety of the local payroll concepts, practices, and procedures.

Input/Output Documents

Name Description

Allowances and Deductions Ad-hoc or regular payments or deductions

Benefits Data Similar to Allowances and Deductions but whereas B&A would only store Pay Component and amount, Benefit Data would be
additional details. e.g. Band and/or Category

Country-Specific Payroll Data This could be statutory data e.g. Income Tax or Social insurance fields or regulatory data e.g.
Pensions band

Employee Master Data Typically used to denote: Title, Names, Address, Bank Details. But could extend to: e.g. Family
details, Age, Gender, Tel. no, Email, Co. Property etc.

Payroll Alert The outcome of payroll results validation against payroll policies. Alerts are signals for payroll
managers that some payroll results need to checked either by HR Administrator or Payroll
Administrator.

Payroll Policies A set of rules (e.g. master data validation, calculations check, payroll exceptions, etc.)
against which payroll results are checked.

Payroll Protocol A log which has all information about a single payroll processing run. Payroll protocol displays
how certain payroll schema has been processed and what were the inputs/outputs of payroll
schema rules. Payroll results are not stored in payroll protocol. Payroll results are stored in
payroll cluster and payroll protocol is not saved after leaving payroll processing transaction.

Payroll Results The results for Payroll are stored in cluster tables, that is, the transparent tables are
compressed to form a binary string. The cluster tables PCL1 and PCL2 store these binary
strings (RAW format). This type of data storage does not allow the results of the payroll to be
accessed directly from the database layer.

Payroll Test Results Test payroll results are the outcome of test payroll runs and are stored by using "declustering
mechanism". It involves the creation of simple transparent database tables in addition to the
standard non transparent cluster database tables, and stores the existing cluster data as well
as synchronously updating these transparent tables. This allows processing or retrieving
payroll results by using complex SQL queries and by performing aggregations on these results
right at the database layer.

Tax and Social Insurance Tax and Social

Insurance related data. E.g. Tax code, Tax Rate, Social Ins. Category

Time and Attendance Data Attendance or Absences Type, Start/End Times, or Duration and Dates

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MHR-50-10-40-10 Assign Payroll Alert
Documentation: This process refers to assigning alerts. This includes:

• Determining the type of alert

• Assigning the alert to the appropriate resource. This could for example be:
- To a HR administrator
- A Payroll administrator
- Or to a team or team member that specialises in a type of alert

Business Area: Payroll and Reimbursement

Business Capability: Payroll Management
Solution Capability: Payroll Management (SuccessFactors)

Purpose:

• If payroll alerts haven‘t been assigned automatically to target processors, Payroll Manager needs to
assign them manually. Depending on the type of alert it is assigned either to HR Administrator (for Core
HR Data) or Payroll Administrator (for Payroll Data).
• Payroll alerts which are indicating problems with data from external systems (e.g. external Benefits
Management system) are usually assigned to Payroll Administrators.
• This Process is applicable to both test payroll runs or productive payroll runs (regular or off-cycle).

Prerequisites:

• Test or Productive Payroll Run (regular or off-cycle) have generated payroll alerts

Success Criteria:

• Payroll alerts successfully assigned to target processors – either specific roles or teams.

Start and End Events

Event Name Element type Responsible

Unassigned Payroll Alert Found Start Event Payroll Manager

Core HR Data Alert Assigned End Event Payroll Manager

Payroll Data Alert Assigned End Event Payroll Manager

Process Roles

Name Description

Payroll Manager Manages and organizes all payroll functions (e.g. executing payroll runs, assigning payroll
alerts, tracking payroll alerts, generating and distributing payroll reports, posting payroll, etc).
Familiar with a variety of the local payroll concepts, practices, and procedures.

Input/Output Documents
 Name Description

Payroll Alert The outcome of payroll results validation against payroll policies. Alerts are signals for payroll
managers that some payroll results need to checked either by HR Administrator or Payroll
Administrator.

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MHR-50-10-50 Process Core HR Data Alert
Documentation: This process refers to tasks associated with processing HR data alerts including:

• Assessing whether the alert requires a data change

• If so assessing what type of data change
• Assessing whether the employee, manager or administrator needs to update
• And ensuring if necessary that data replication subsequently occurs

Business Area: Payroll and Reimbursement

Business Capability: Payroll Management
Solution Capability: Payroll Management (SuccessFactors)

Purpose:

• Assess the alert and evaluate if raised alert requires data changes or not.
• In case the alert does not require data changes, it is possible to close the alert.
• In case it is necessary to change the data, either Employee or Manager should do data updates. After the
data is corrected at source, P2P replication transfers changes to Employee Central Payroll
automatically.
• In case the corrections in Employee Central are done during the productive payroll run, then
data replication to Employee Central Payroll needs to be manually triggered for affected employees.
• After the alert was processed, HR Administrator can provide comment about the resolution and close
the alert so that Payroll Manager can see updated status of the alert.

Prerequisites:

• Payroll alerts raised during test or productive payroll run

• Payroll alerts assigned to HR Administrator

Success Criteria:

• Correct data entered in Employee Central and replicated to Employee Central Payroll
• Payroll alert closed

Start and End Events

Event Name Element type Responsible

Core HR Data Alert Assigned Start Event HR Administrator

Core HR Data Alert Processed End Event HR Administrator

Process Roles

Name Description

Employee Works under a contract of employment to perform certain activities for which they usually
receive compensation.

HR Administrator Administers transactional activities and provides support to employees, line managers and HR
Business Partners related to Core HR topics. For example: updates employee master data,
 Name Description
verifies and approves relevant HR data entries done by employees or managers, generates
and stores documents, etc.

Line Manager Manages a team of employees and/or line managers. Direct supervisor of the employee,
having people management and budget responsibilities. Can be on all levels of the
organization.

Input/Output Documents

Name Description

Address Information Allows the recording of multiple Address Type and details.

Allowances and Deductions Ad-hoc or regular payments or deductions

Biographical Information Biographical information portlet which captures the personal information that does not change
like Date of Birth & Employee ID.

Compensation Information Compensation portlet which contains a group of data elements that covers overall information
about the compensation details of the employee.

Dependents Dependents portlet which allows the recording of dependents of the employee and
associated contact details

Employee Master Data Typically used to denote: Title, Names, Address, Bank Details. But could ext end to: e.g. Family
details, Age, Gender, Tel. no, Email, Co. Property etc.

Employment Details Employment Details portlet which contains data related to employment such as Hire date,
Original start date, as well as termination information.

Job Information Job information portlet which contains information related to the employee's job (i.e.: contract
information, probation, etc.) as well as the job changes of the employee.

National ID Information National ID portlet that allows recording or multiple National ID types and numbers.

One Time Payment One Time Payment Portlet is where one time payments can be made for employees such as
one time bonus or recognition payments and the associated amounts and date paid is
recorded.

Organization Information Organization Information portlet contains information about where the employee belongs in
the organization and is part of the Job Information data element.

Payment Information Payment Information portlet which allows the recording of Bank Account information for the
employee.

Payroll Alert The outcome of payroll results validation against payroll policies. Alerts are signals for payroll
managers that some payroll results need to checked either by HR Administrator or Payroll
Administrator.

Personal Information Personal Information portlet which contains data about the employee that can change over
time like Marital Status, Gender, Name etc.

Work Eligibility Work permit information portlet which allows recording of multiple permit types, numbers and
expiry date.

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MHR-50-10-60 Process Payroll Data Alert
Documentation: This process refers to tasks associated with processing payroll alerts including:

• Assessing whether the alert requires a payroll data change

• If so align with employee and/or manager
• Align with source system administrator if necessary
• And correcting payroll data if necessary

Business Area: Payroll and Reimbursement

Business Capability: Payroll Management
Solution Capability: Payroll Management (SuccessFactors)

Purpose:

• Assess the alert and evaluate if raised alert requires data changes or not.
• In case the alert does not require data changes, alert can be closed.
• In case it is necessary to change data, Payroll Administrator needs to first align with Employee and
Manager to understand what is the right data and then check where the data needs to be changed. In
case it is necessary to change data in external systems (e.g. Benefits Management system) it is necessary
to align with source system administrator and then initiate changes in Employee Central Payroll.
• After the alert was processed, Payroll Administrator can provide comment about the resolution and
close the alert so that Payroll Manager can see updated status of the alert.

Prerequisites:

• Payroll alerts raised during test or productive payroll run

• Payroll alerts assigned to Payroll Administrator

Success Criteria:

• Correct data entered into Employee Central Payroll System or other dedicated Source system and ready
for another payroll run
• Payroll alert closed

Start and End Events

Event Name Element type Responsible

Payroll Data Alert Assigned Start Event Payroll Administrator

Payroll Data Alert Processed End Event Payroll Administrator

Process Roles

Name Description

Payroll Administrator Administers payroll-related employee master data (e.g. tax data) and payroll-period relevant
data entries (e.g. specific pay components). Supports payroll runs by fixing payroll-related
alerts. Typically reports to a payroll manager.
Input/Output Documents

Name Description

Allowances and Deductions Ad-hoc or regular payments or deductions

Country-Specific Payroll Data This could be statutory data e.g. Income Tax or Social insurance fields or regulatory data e.g.
Pensions band

Payroll Alert The outcome of payroll results validation against payroll policies. Alerts are signals for payroll
managers that some payroll results need to checked either by HR Administrator or Payroll
Administrator.

Tax and Social Insurance Tax and Social Insurance related data. E.g. Tax code, Tax Rate, Social Ins. Category

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MHR-50-20 Run Payroll
MHR-50-20-10 Run Payroll
Documentation: This process refers to the tasks related to executing gross to net payroll calculations. This
includes:

• Executing payroll run

• Validating payroll run against policies
• Checking whether alerts exist
• And assigning them to administrators to resolve
• Running post payroll simulations (e.g. payment or posting)

Business Area: Payroll and Reimbursement

Business Capability: Payroll Management
Solution Capability: Payroll Management (SuccessFactors)

Purpose:

• Regular payroll run is used to calculate employee's basic remuneration, special payments,
overtime payments, bonuses, etc. that must take effect for specific period.
• Payroll results generated during productive payroll run can be validated against policies and in case
there are alerts which need to be processed, they can be fixed the same way as for test payroll runs.
• After payroll results are good, different simulations need to be run (e.g. posting simulation,
payment simulation, country specific simulations, etc.) to ensure complete payroll results correctness.
• After all the simulations are successful, payroll is closed and subsequent processes like payments
and reporting are triggered.
• Off-Cycle payroll run is used to process special one-time payments such as bonuses, advance
payments, reversing payroll results, etc., which can take place outside of the regular payroll cycle.
• The process for off-cycle payroll run is the same as for regular run, except that it is not controlled by
payroll control record.

Prerequisites:

• All relevant information imported (employee data, time data, benefits, etc.)
• Payroll Data Quality Checked
• Payroll Cut-Off Date is reached

Success Criteria:

• Payroll run successful and without errors

• Off-Cycle Payroll run successful and without errors
• Payments processed
• Payroll Control Record closed successfully

Start and End Events

Event Name Element type Responsible

Payroll Cut-Off Date Reached Start Timer Event Payroll Manager

Payroll Closed End Event Payroll Manager

Process Roles
 Name Description

Payroll Manager Manages and organizes all payroll functions (e.g. executing payroll runs, assigning payroll
alerts, tracking payroll alerts, generating and distributing payroll reports, posting payroll, etc).
Familiar with a variety of the local payroll concepts, practices, and procedures.

Input/Output Documents

Name Description

Allowances and Deductions Ad-hoc or regular payments or deductions

Benefits Data Similar to Allowances and Deductions but whereas B&A would only store Pay Component and amount, Benefit Data would be
additional details. e.g. Band and/or Category

Country-Specific Payroll Data This could be statutory data e.g. Income Tax or Social insurance fields or regulatory data e.g.
Pensions band

Employee Master Data Typically used to denote: Title, Names, Address, Bank Details. But could extend to: e.g. Family
details, Age, Gender, Tel. no, Email, Co. Property etc.

Payroll Alert The outcome of payroll results validation against payroll policies. Alerts are signals for payroll
managers that some payroll results need to checked either by HR Administrator or Payroll
Administrator.

Payroll Control Record The Payroll Control Record defines the current payroll period and payroll past for retroactive
accounting. It locks the Employee Central Payroll Master Data against changes during
a payroll run, which applies for the payroll past and payroll present.

Payroll Policies A set of rules (e.g. master data validation, calculations check, payroll exceptions, etc. )
against which payroll results are checked.

Payroll Protocol A log which has all information about a single payroll processing run. Payroll protocol displays
how certain payroll schema has been processed and what were the inputs/outputs of payroll
schema rules. Payroll results are not stored in payroll protocol. Payroll results are stored in
payroll cluster and payroll protocol is not saved after leaving payroll processing transaction.

Payroll Results The results for Payroll are stored in cluster tables, that is, the transparent tables are
compressed to form a binary string. The cluster tables PCL1 and PCL2 store these binary
strings (RAW format). This type of data storage does not allow the results of the payroll to be
accessed directly from the database layer.

Tax and Social Insurance Tax and Social

Insurance related data. E.g. Tax code, Tax Rate, Social Ins. Category

Time and Attendance Data Attendance or Absences Type, Start/End Times, or Duration and Dates

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MHR-50-20-20 Run Off-Cycle Payroll
Documentation: This process refers to the tasks related to executing gross to net payroll calculations. This
includes:

• Executing payroll run

• Validating payroll run against policies
• Checking whether alerts exist
• And assigning them to administrators to resolve
• Running post payroll simulations (e.g. payment or posting)

Business Area: Payroll and Reimbursement

Business Capability: Payroll Management
Solution Capability: Payroll Management (SuccessFactors)

Purpose:

• Regular payroll run is used to calculate employee's basic remuneration, special payments,
overtime payments, bonuses, etc. that must take effect for specific period.
• Payroll results generated during productive payroll run can be validated against policies and in case
there are alerts which need to be processed, they can be fixed the same way as for test payroll runs.
• After payroll results are good, different simulations need to be run (e.g. posting simulation,
payment simulation, country specific simulations, etc.) to ensure complete payroll results correctness.
• After all the simulations are successful, payroll is closed and subsequent processes like payments
and reporting are triggered.
• Off-Cycle payroll run is used to process special one-time payments such as bonuses, advance
payments, reversing payroll results, etc., which can take place outside of the regular payroll cycle.
• The process for off-cycle payroll run is the same as for regular run, except that it is not controlled by
payroll control record.

Prerequisites:

• All relevant information imported (employee data, time data, benefits, etc.)
• Payroll Data Quality Checked
• Payroll Cut-Off Date is reached

Success Criteria:

• Payroll run successful and without errors

• Off-Cycle Payroll run successful and without errors
• Payments processed
• Payroll Control Record closed successfully

Start and End Events

Event Name Element type Responsible

Need for Off-Cycle Payroll Run Occurred Start Event Payroll Manager

Payroll Closed End Event Payroll Manager

Process Roles
 Name Description

Payroll Manager Manages and organizes all payroll functions (e.g. executing payroll runs, assigning payroll
alerts, tracking payroll alerts, generating and distributing payroll reports, posting payroll, etc).
Familiar with a variety of the local payroll concepts, practices, and procedures.

Input/Output Documents

Name Description

Allowances and Deductions Ad-hoc or regular payments or deductions

Benefits Data Similar to Allowances and Deductions but whereas B&A would only store Pay Component and amount, Benefit Data would be
additional details. e.g. Band and/or Category

Country-Specific Payroll Data This could be statutory data e.g. Income Tax or Social insurance fields or regulatory data e.g.
Pensions band

Employee Master Data Typically used to denote: Title, Names, Address, Bank Details. But could extend to: e.g. Family
details, Age, Gender, Tel. no, Email, Co. Property etc.

Payroll Alert The outcome of payroll results validation against payroll policies. Alerts are signals for payroll
managers that some payroll results need to checked either by HR Administrator or Payroll
Administrator.

Payroll Policies A set of rules (e.g. master data validation, calculations check, payroll exceptions, etc. )
against which payroll results are checked.

Payroll Protocol A log which has all information about a single payroll processing run. Payroll protocol displays
how certain payroll schema has been processed and what were the inputs/outputs of payroll
schema rules. Payroll results are not stored in payroll protocol. Payroll results are stored in
payroll cluster and payroll protocol is not saved after leaving payroll processing transaction.

Payroll Results The results for Payroll are stored in cluster tables, that is, the transparent tables are
compressed to form a binary string. The cluster tables PCL1 and PCL2 store these binary
strings (RAW format). This type of data storage does not allow the results of the payroll to be
accessed directly from the database layer.

Tax and Social Insurance Tax and Social

Insurance related data. E.g. Tax code, Tax Rate, Social Ins. Category

Time and Attendance Data Attendance or Absences Type, Start/End Times, or Duration and Dates

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MHR-50-30 Post Payroll
MHR-50-30-10 Execute Payroll Payments
Documentation: This process refers to executing the tasks related to making payments after gross to net
payroll has been executed. Such as:

• Generating payment files

• And sending payment files to bank or payment portal

Business Area: Payroll and Reimbursement

Business Capability: Payroll Management
Solution Capability: Payroll Management (SuccessFactors)

Purpose:

• After the productive payroll run is completed, payments processing can be initiated. Payroll Manager
needs to generate payment files and ensure that appropriate documents are imported into payment
systems. When the payment documents are created, payment documents are posted in finance system.
• Payment documents can be imported into payment systems manually or automatically.
• Payment approval is usually done in 3rd party payment system by using „4 eyes approval principle“.
• After the payments are processed, the result of transaction should be reviewed. In case there were
problems with payments, corrective payments are most often done directly in payments system (e-
banking or similar).
• At the end of the process finance team needs to check balance of posting documents to verify that
amounts generated in EC Payroll correspond to amounts processed by payment system.

Prerequisites:

• Payroll results from regular payroll run or off-cycle payroll run are available
• Payment simulations were successful

Success Criteria:

• Payments successfully processed in e-banking system.

• Correct payment amounts transferred to relevant parties (employees, tax authorities, pension funds,
3rd party authorities, etc.).

Start and End Events

Event Name Element type Responsible

Payroll Closed Start Event Payroll Manager

Off-Cycle Payroll Finished Start Event Payroll Manager

Manual Payments Finished End Event Payroll Manager

Payments Finished End Event Finance and Controlling

Process Roles
 Name Description

Finance and Controlling Manages company's finances through planing, organizing, auditing, and controlling activities.

Payroll Manager Manages and organizes all payroll functions (e.g. executing payroll runs, assigning payroll
alerts, tracking payroll alerts, generating and distributing payroll reports, posting payroll, etc).
Familiar with a variety of the local payroll concepts, practices, and procedures.

Input/Output Documents

Name Description

Payment Files The file generated

and sent to the bank to pay employees

Payments - Transparent Table Entries The files generated

after each payroll execution that would contain pay calculations and wage types

for each payroll period

Payroll Results The results for Payroll are stored in cluster tables, that is, the transparent tables are
compressed to form a binary string. The cluster tables PCL1 and PCL2 store these binary
strings (RAW format). This type of data storage does not allow the results of the payroll to be
accessed directly from the database layer.

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MHR-50-30-20 Execute Payroll Postings
Documentation: This process refers to executing the tasks related to posting payroll to finance. Such as:

• Running the posting to finance report

• Notifying finance of this
• And releasing the posting run

Business Area: Payroll and Reimbursement

Business Capability: Payroll Management
Solution Capability: Payroll Management (SuccessFactors)

Purpose:

• After the productive payroll run is completed, posting processing can be initiated.
• Payroll Manager generates posting documents in Employee Central Payroll system and releases them to
finance system (General Ledger). In case of running payroll for multiple company codes in a single
payroll run, it is possible to have multiple people which are releasing posting results for each company
code. As part of document release action, posting documents are automatically transferred to target
finance systems.
• In case there were problems with transferring posting documents, Payroll Manager needs to align with
person responsible from Finance and Controlling.

Prerequisites:

• Payroll results from regular payroll run or off-cycle payroll run are available
• Posting simulations were successful

Success Criteria:

• Posting documents successfully transferred to Finance system.

Start and End Events

Event Name Element type Responsible

Payroll Closed Start Event Payroll Manager

Off-Cycle Payroll Finished Start Event Payroll Manager

Payroll Postings Completed End Event Payroll Manager

Process Roles

Name Description

Payroll Manager Manages and organizes all payroll functions (e.g. executing payroll runs, assigning payroll
alerts, tracking payroll alerts, generating and distributing payroll reports, posting payroll, etc).
Familiar with a variety of the local payroll concepts, practices, and procedures.

Input/Output Documents
 Name Description

Payroll Results The results for Payroll are stored in cluster tables, that is, the transparent tables are
compressed to form a binary string. The cluster tables PCL1 and PCL2 store these binary
strings (RAW format). This type of data storage does not allow the results of the payroll to be
accessed directly from the database layer.

Posting Documents Payroll results are posted to finance systems (General Ledger) via posting documents and
documents serve as proof of a business transaction. Posting documents can be built only from
productive payroll run and payroll results stored in payroll cluster.

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MHR-50-30-30 Execute Payroll Reporting
Documentation: This process refers to the running of certain reports which can only be executed after the
gross to net payroll has been executed. Reports such as:

• Cost Center reports

• Payslips
• Running periodic legal or 3rd party reports
• Sending the legal or 3rd party reports to government or the appropriate authorities
• Sharing reports or forms internally

Business Area: Payroll and Reimbursement

Business Capability: Payroll Management
Solution Capability: Payroll Management (SuccessFactors)

Purpose:

• After every payroll run (regular or off-cycle) employees have the possibility to view
corresponding payslip. When payroll run is finalized, and payslips released (e.g. on payment date)
employees can automatically access payslip through dedicated portlet in Employee Central either as
PDF payslip in embedded screen, or as the mobile pay statement.
• Line Managers can run Cost Centre reports to analyse payroll results for various target groups
of employees (depending on provided authorizations).
• In parallel, Payroll Managers can generate and share Country Specific Legal reports, 3rd Party Authorities
reports or Company Specific (internal) reports. In case of Country Specific or 3rd Party Authorities
reports, it is possible to share them automatically via direct integration between EC Payroll and external
systems.
• Country specific payroll reporting can significantly vary in scope and number of needed reports.

Prerequisites:

• Payroll results from regular payroll run or off-cycle payroll run are available

Success Criteria:

• Payslips available to employees

• Reports shared with relevant parties
• Line Managers have access to Cost Center reports

Start and End Events

Event Name Element type Responsible

Payroll Closed Start Event Payroll Manager

Off-Cycle Payroll Finished Start Event Payroll Manager

Manager's Reporting Finished End Event Line Manager

Payslip Checked End Event Employee

Payroll Reporting Completed End Event Payroll Manager

Process Roles

Name Description

Employee Works under a contract of employment to perform certain activities for which they usually
receive compensation.

Line Manager Manages a team of employees and/or line managers. Direct supervisor of the employee,
having people management and budget responsibilities. Can be on all levels of the
organization.

Payroll Manager Manages and organizes all payroll functions (e.g. executing payroll runs, assigning payroll
alerts, tracking payroll alerts, generating and distributing payroll reports, posting payroll, etc).
Familiar with a variety of the local payroll concepts, practices, and procedures.

Input/Output Documents

Name Description

3rd Party Authorities Reports Reports sent to 3rd parties. Would typically exclude reports sent to the tax authorities. e.g.
Pensions

Country-Specific Legal Reports Similar to 3rd Party Reports. Could be Race or Gender reports

Internal Payroll Reports Reports that are

typically run after a payroll run. Examples of this are Wage Type Report,

Exception Report and Cost Report

Payroll Results The results for Payroll are stored in cluster tables, that is, the transparent tables are
compressed to form a binary string. The cluster tables PCL1 and PCL2 store these binary
strings (RAW format). This type of data storage does not allow the results of the payroll to be
accessed directly from the database layer.

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MHR-50-40 Periodical Activities
MHR-50-40-10 Perform Year-End Activities
Documentation: This process refers to the end of year payroll activities. Such as:

• Producing & publishing payroll calendars

• Running annual or end of year legal reports
• Sending the legal reports to the government authority
• Publishing annual reports or forms on employees

Business Area: Payroll and Reimbursement

Business Capability: Payroll Management
Solution Capability: Payroll Management (SuccessFactors)

Purpose:

• At the end of the year Payroll Manager produces and publishes payroll calendar for the next year.
• Payroll manager can also generate and share annual Country Specific Legal reports.
• 3rd Party Authorities reports or Company Specific (internal) reports. In case of Country Specific or
3rd Party Authorities, it is possible to access their personal annual payroll reports via dedicated portlet
in Employee Central.
• After all relevant reports are shared with dedicated target audience, Payroll Manager can initiate country
specific year-end activities like Tax Code Uplift (UK), etc.

Prerequisites:

• Line Managers have access to Cost Center reports

Success Criteria:

• Payroll calendar for next year successfully produced and published

• Annual payroll reports shared with relevant parties

Start and End Events

Event Name Element type Responsible

Payroll Closed Start Event Payroll Manager

Off-Cycle Payroll Finished Start Event Payroll Manager

Year End Reports Checked End Event Employee

Year End Activities Completed End Event Payroll Manager

Process Roles

Name Description

Employee Works under a contract of employment to perform certain activities for which they usually
receive compensation.
 Name Description

Payroll Manager Manages and organizes all payroll functions (e.g. executing payroll runs, assigning payroll
alerts, tracking payroll alerts, generating and distributing payroll reports, posting payroll, etc).
Familiar with a variety of the local payroll concepts, practices, and procedures.

Input/Output Documents

Name Description

Annual 3rd Party Authorities Reports Similar to 3rd Party Authorities Reports but which are sent annually

Annual Country Specific Legal Reports Similar to Country-Specific Legal Reports but sent annually e.g. Benefits Reports

Annual Internal Payroll Reports Similar to Internal Payroll Reports but run annually

Payroll Calendar The Payroll Calendar defines every payroll run which need to be processed within certain
payroll period. Payroll calendar can also include information about all activities and timeline
during payroll run - e.g. payroll cut-off date, productive payroll run date, payslip generation
date, payment date, posting date, payroll reporting deadline, etc.

Payroll Results The results for Payroll are stored in cluster tables, that is, the transparent tables are
compressed to form a binary string. The cluster tables PCL1 and PCL2 store these binary
strings (RAW format). This type of data storage does not allow the results of the payroll to be
accessed directly from the database layer.

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