Human Resources/Payroll Terms in SAP

1. Absence Types 2. Actions 3. Additional Payments 4. Attendance Types 5. CATS Profiles 6. Deductions 7. Deferred Pay 8. Earnings Statement 9. Employee Group 10. Employee Infotypes 11. Employee Subgroup 12. Flex Spending Accounts 13. Garnishments 14. Health Plans 15. Insurance Plans 16. Job 17. Miscellaneous Plans 18. Organizational Unit 19. Overtime Compensation 20. Payroll Area 21. Period Work Schedule 22. Personnel Area 23. Personnel Subarea 24. Position 25. Public Holiday Calendar 26. Quota Types 27. Savings Bonds 28. Savings Plans 29. Time in Lieu 30. Time Management Status 31. Work Day Schedule 32. Work Schedule Rule 33. Work Shifts

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Current Terminology: SAP Terminology: SAP Definition: Earnings Code Absence Types Absence Types are used to indicate periods during an employee's planned work time in which the employee is not working for the organization, either on-premises or off-site. Examples of Absence Types include illness, vacation, and bereavement. TM

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Current Terminology: SAP Terminology: SAP Definition: N/A Actions In the standard system, different types of employee data are stored in individual infotypes. Rather than accessing each infotype individually and entering data into them, the system can group together the most important infotypes into personnel actions and lead the user through processing employee data. PA

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Current Terminology: SAP Terminology: SAP Definition: Additional Payments Additional Payments At times the University employees are paid an additional wage for duties outside of their normal assignment responsibilities. These payments may be entered as one-time or recurring payments using a wage type reflective of the service provided (i.e., award, longterm disability (LTD), uniform allowance, incentive pay, etc). PY

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Current Terminology: SAP Terminology: SAP Definition: Earnings Code Attendance Types Attendance Types are used to indicate periods of an employee's working time, either on company premises or off-site. Examples are Regular Hours, Overtime Hours, Paid Travel Hours, Training, etc. Attendance Types are Paid Hours, but not necessarily at the employee's standard rate. For example, Overtime Hours may be paid at 1.5 times the standard rate or higher. If there are limits as to the total time to which an employee may charge a specific Attendance Type, such as an employee who is also a student and has a limitation on the total hours that he or she may work in a school year, then Quotas may be established to limit the amount of hours in a specified period of time. TM

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Current Terminology: SAP Terminology: SAP Definition: Pay Period Time Sheet CATS Profile The Cross Application Time Sheet (CATS) is the SAP-recommended method for entering time into the SAP system so that it will be processed for Payroll. However, CATS, as its name implies, may serve multiple purposes (Cross Application). TM

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Current Terminology: SAP Terminology: SAP Definition: Deductions Deductions Within the Payroll Module, a wage type (earning/deduction/benefit deduction codes) represents each deduction that is active on an employees record. Individual wage types have characteristics that determine their processing by payroll. For deduction processing, these characteristics can include the amount to be deducted, the frequency at which the deduction should be taken, as well as arrears processing and limits on deductions. PY

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Current Terminology: SAP Terminology: SAP Definition: N/A Deferred Pay SAP provides functionality to administer payroll for employees who work less than twelve (12) months, but who have their pay spread over a twelve (12) month period. SAP accomplishes this by using three separate wage types: Earned Salary, Paid Salary, and Holdback. At any time during the year, the University can determine how much each employee has earned, how much has been paid and how much is still owed to the employee. PY

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Current Terminology: SAP Terminology: SAP Definition: Earnings Statement Earnings Statement SAP has a three-step process to produce checks and direct deposits for earnings. The first step is to run the Pre-Program DME (Data Medium Exchange). The University can then extract a catalog of payment data from the employees payroll results, especially from table BT (Bank Table results), which contains payment information. The payment data that is extracted is used by the payment medium programs in Financial Accounting (FI) to create the payment mediums. PY

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Current Terminology: SAP Terminology: SAP Definition: Not Applicable Employee Group Employee Groups are used to classify employees in general terms in the R/3 system. Employee groups allow default data to be generated for payroll accounting, serve as selection criteria for reporting, and constitute an authorization check. The University has identified 12 Employee Groups. All Staff, Student, Faculty, Retiree

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Current Terminology: SAP Terminology: SAP Definition: M Screen Employee Infotypes SAP provides the ability to capture employee data by use of infotypes. The SAP definition of infotypes is a screen, containing a logical grouping of related employee data. There are over 300 different infotypes that can be used to record employee information. PA Infotype 0002 Personal Data HRS Screen 11

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Current Terminology: SAP Terminology: SAP Definition: Not Applicable Employee Subgroup Employee Subgroups are subdivisions of Employee Groups. Employee Subgroups subdivide Employee Groups according to the employees status. The University has determined the need for 36 Employee Subgroups. All Exempt Monthly, Non-exempt 37.5 hour, Work-study Student, Fellowship

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Current Terminology: SAP Terminology: SAP Definition: Flexible Spending Accounts Flexible Spending Accounts The Benefits Module within SAP R/3 provides functionality to administer Flexible Spending Accounts (FSA). Flexible Spending accounts allow employees to set aside pre-tax income to cover anticipated medical or dependent care expenses. Within SAP, parameters may be set on minimum and maximum contribution limits and employer contributions. BN

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Current Terminology: SAP Terminology: SAP Definition: Court Order Deduction Garnishments SAP provides the capability to fully process garnishments. Garnishments result in a deduction from employees paychecks and a remittance to the various vendors each pay period. PY

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Current Terminology: SAP Terminology: SAP Definition: Health Plans Health Plans The Benefits Module within SAP provides functionality to administer Health Plans. Different types of health plans (Medical, Dental, and Vision) are configured as plan types. For each plan type, there can be many health plans and options. BN

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Current Terminology: SAP Terminology: SAP Definition: Life Insurance Plans Insurance Plans The Benefits Module within SAP provides the functionality to administer Insurance Plans. Within the Benefits Module, different types of insurance plans are defined. Plans with automatic enrollment are established. The options that are available within each plan are defined as well as maximum and minimum coverage amounts, salary factors, and rounding rules. BN

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Current Terminology: SAP Terminology: SAP Definition: Job Job A job is a general classification of duties that must be performed. Jobs are defined as single positions or groups of positions that hold the same characteristics. Jobs should be created on the basis of similar attributes. These attributes include EEO classifications, Exempt and Non-Exempt Status, Pay Grades, and similar work duties. By creating these attributes at the level of Job, all positions attached to the job will "inherit" the above-mentioned attributes. OM

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Current Terminology: SAP Terminology: SAP Definition: Miscellaneous Plans Miscellaneous Plans The Benefits Module within SAP R/3 provides functionality to administer Miscellaneous Plans. Any plan that does not fall into health plan, insurance plan, and savings plan categories would be included in the Miscellaneous Plan category (for example, Home and Auto insurance). Configuration may include parameters such as Employee and Employer cost, Employee and Employer contributions, pre-tax or post-tax status, coverage available, vesting rules, and options. BN

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Current Terminology: SAP Terminology: SAP Definition: Department Organizational Unit An organizational unit is the primary object in an organizational plan. It represents any type of organizational entity designated to perform a specified set of functions within a company. For example, organizational units may be used to represent subsidiaries, divisions, departments, groups or special project teams. By creating organizational units, and then identifying the relationships between them, the organizational structure is identified at UK. An unlimited number of organizational units may be created for a plan. The units do not necessarily need to have a separate cost center designation. The only criterion is that the University sees an area as a clearly identifiable entity. OM

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Current Terminology: SAP Terminology: SAP Definition: Overtime Compensation Overtime Compensation Overtime is time worked in addition to an employee's planned working time as defined in the employee's contract, collective agreement, or by legal regulations. Several criteria may be used in determining Overtime. For example, an employee's total working time for a given period (weekly) may be used for the basis of determining Overtime. TM

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Current Terminology: SAP Terminology: SAP Definition: Bi-weekly/Monthly Payroll Area The Payroll Area is used to group employees with the same payroll cycle and to determine payroll periods. The payroll area also defines the frequency with which an employee is paid. The University has determined that two payroll areas will be required: monthly and biweekly. PY

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Current Terminology: SAP Terminology: SAP Definition: Pay Periods Period Work Schedule Once Work Days have been defined, they are grouped into a seven-day cycle to form a Work Week. Work Weeks may then be grouped to create a Period Work Schedule. A Period Work Schedule may consist of a single Work Week repeated each week or a series of separate Work Weeks repeated at some set interval. TM

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Current Terminology: SAP Terminology: SAP Definition: Not Applicable Personnel Area A Personnel Area is a specific entity within the Personnel Administration structure. It is a subunit of the organization. Each Personnel Area must be unique and assigned to one company code. Personnel areas are used for reporting purposes, validating authorizations, setting up planned working times, and generating default information in employee master records and pay records. All Main Campus, Extension, Hospital, STEPS

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Current Terminology: SAP Terminology: SAP Definition: Not Applicable Personnel Subarea Personnel Subareas are subdivisions of the Personnel Area. Personnel Subareas are used to describe the public holiday calendars, the payroll structures, and the time management structures. Personnel subareas can also be subdivisions of the personnel area by function (i.e., human resources, finance). If employees in different locations have different holiday calendars because the country, state or other entity has required this, each location will be in a different Personnel Subarea. All Regular Full-time, Regular Part-time, Temporary Full-time, WEPP

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Current Terminology: SAP Terminology: SAP Definition: Position Position Positions describe individual employee placements or assignments in the University, such as Staff Support Associate, Custodial Worker, or Student Affairs Officer. Positions belong to an organizational unit and are occupied by employees. OM

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Current Terminology: SAP Terminology: SAP Definition: N/A Public Holiday Calendar SAP defines the Public Holiday Calendar as a combination of an annual calendar and a list of all public holidays in a year. The public holiday calendar gives an overview of all working days and days off for a calendar year. It can be created to cover a validity period of several years, and different areas of the University may have different calendars or rules regarding the use of holidays. TM

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Current Terminology: SAP Terminology: SAP Definition: Vacation and Temporary Disability Leave Balances Quota Types Quota Types are used to regulate/monitor the amount of time that an employee may charge for certain Absence or Attendance Types. The regulation of a quota may be established so that when the defined amount of hours have been utilized, no further charges against the Quota may be made. Conversely, a Quota may be established such that an employee may exceed the awarded total hours by some specified amount before any further charges are refused. TM

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Current Terminology: SAP Terminology: SAP Definition: Savings Bonds Savings Bonds SAP savings bond function allows the University to process the purchase of U.S. savings bonds for employees. Deductions are taken from an employees check until the accrued deduction amount is equal to or exceeds the purchase price of the bond. At that point, a bond purchase is triggered. SAP keeps track of three wage types in payroll for the savings bond purchase process: deduction amount, number of bonds purchased and the remaining balance. The savings bond purchase function does not support retroactive payroll as deductions can not be refunded once a bond is purchased. PY

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Current Terminology: SAP Terminology: SAP Definition: Retirement Plans Savings Plans SAP does not provide a category for Retirement Plans. However, the retirement plans can be configured under the Saving Plans category in the system. The current retirement plans will be administered as saving plans (e.g., 401(a), 403(b), 457). Eligibility rules for retirement plans can be set to ensure that only eligible employees are enrolled. BN

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Current Terminology: SAP Terminology: SAP Definition: Comp Overtime Time in Lieu Time in lieu of overtime is normally paid time off as compensation for Overtime instead of paying the actual remuneration amount. This may be used where limits to an employee's earnings are a concern or where the impact of premium time against a department's budget may be an issue. TM

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Current Terminology: SAP Terminology: SAP Definition: Monthly Exception Bi-Weekly Hourly Time Management Status Time Management Status refers to the method by which an employee's time is processed when it is sent to Payroll for Gross Pay calculation. There are two methods for this process. The first is Positive Time by which an employee must submit a time sheet or other document which details the hours to be compensated and the Earnings Code for the respective hours. Failing to enter any time for an employee will result in the employee not having any Gross Pay for the Payroll Period. TM

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Current Terminology: SAP Terminology: SAP Definition: Hospital Work Day Schedule Campus Not Applicable Work Day Schedule An employee's Work Schedule is comprised of several components (Work Day, Period Work Schedule, and the Work Schedule Rule). The first component, the Work Day, may be a set period, such as 8:00 AM to 5:00 PM, and contain both working and non-working periods of time. Working times may include paid breaks as well as "work time". Non-working time may include unpaid periods such as lunch or a more generic "meal". The Work Day may also cover "shift" work for those employees who are scheduled to work evenings, nights and/or weekends. TM

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Current Terminology: SAP Terminology: SAP Definition: N/A Work Schedule Rule The Work Schedule Rule brings together the components of the Holiday Calendar with the Period Work Schedule and allows for further refinement of work schedules. PY

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Current Terminology: SAP Terminology: SAP Definition: Work Shifts Work Shifts Work Shifts are an identification of the times during which an employee is scheduled to work. Similar to a Work Day Schedule, Work Shifts are further defined by any special treatment of the time entered for an employee assigned to that "Shift". For example, an employee assigned to a non-daylight-hour shift on M-F (2nd or Evening Shift, 3rd or Night Shift, etc.) may earn an extra amount of money for working that Work Shift. Similarly, employees who work a "Weekend Shift" may be compensated for the inconvenience of working the weekend by being paid for a number of hours more than they actually worked (worked 24 and get paid for 30). This extra compensation or extra hours is often referred to as Shift Differential. Note that under this definition, Day Shift is still a "Work Shift", but has no special treatment for extra pay or extra hours. TM

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