Daimler Chrysler Real Time Sap HR Blue Print

Human Resources
Business Blueprint
FOCUS @ DCRTI
Facilitate Optimize Communicate Unify with SAP @
DCRTI
SAP HR
Implementation
Version: 1.0
________________ ______________________ ____________________

BBP Sign Off Date Signature Customer Signature Consulting
Project Manager-DCRTI SAP HR Consultant PwC India
1
Created by Raj Kumar Nammi Created on 28/09/2005 Version: 1.0
Table of Contents
PROCESS DOCUMENTATION...........................................................................................................................................3
0.1 PERSONNEL AREAS AND PERSONNEL SUB-AREAS ................................................................................................................4
0.2 EMPLOYEE GROUPS AND SUB-GROUPS..............................................................................................................................5
1 ORGANISATION STRUCTURE........................................................................................................................................8
1.1 ORGANISATIONAL UNIT..................................................................................................................................................8
1.2 JOBS............................................................................................................................................................................9
1.3 POSITIONS..................................................................................................................................................................10
1.4 REPORTING STRUCTURE ...............................................................................................................................................13
1.5 INTEGRATION..............................................................................................................................................................13
1.6 PLAN VERSIONS...........................................................................................................................................................14
2 PERSONNEL ADMINISTRATION - MASTER DATA MAPPING...........................................................................14
2.1 HIRING / JOINING ACTIVITIES (FOR NEW RECRUITS).........................................................................................................14
2.2 EXTENSION OF CONTRACT.............................................................................................................................................20
2.3 MANAGE TRANSFERS, SECONDMENTS AND DEPUTATIONS..................................................................................................21
2.4 MANAGE SEPARATIONS................................................................................................................................................24
2.5 EMPLOYEE MASTER DATA..............................................................................................................................................27
7. PERSONNEL TIME MANAGEMENT......................................................................................................................30
7.1 TIME MANAGEMENT ..................................................................................................................................................31
7.2 PERSONNEL TIME PLANNING......................................................................................................................................33
7.3 PERSONNEL TIME RECORDING....................................................................................................................................38
8. PAYROLL INDIA.......................................................................................................................................................40
8.1 PAYROLL - INDIA PROCESS FLOW.................................................................................................................................40
8.2 DCRTI PAYROLL INPUTS FOR PAYROLL PROCESSING ....................................................................................................44
8.3 PAYROLL INTEGRATION WITH FICO.............................................................................................................................58
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Business Blue Print: DCRTI - SAP HR implementation
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Process Documentation
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1. Enterprise Structure
0.1 Personnel Areas and Personnel Sub-areas

0.1.1 Personnel Areas
Personnel Areas represent a subdivision of the company code, applicable to employees. They perform the
following functions:
enables the generation of default values for data entry (eg determination of payroll accounting areas);
acts as a selection criterion for reporting; and
acts as a unit in authorisation checks.
Although a Personnel Area can only belong to one company code, they are further divided into Personnel
Subareas.
Personnel Area in SAP will represent the circle to which the employee belongs. As DCRTI is functional from one
geographical location, only one personnel area is defined.
S.No. Personnel Area Text Personnel Area Code

1. DaimlerChrysler - Bangalore DCBL
The Personnel area will be linked to the Company Code DCRT and assigned to country grouping 40 (India).
Codification logic
The personnel area codification would follow the logic of : First 2 Place holders referring to the Company Code
ie. DC and the second 2 place holders indicate the location of the personnel area i.e, BL so the total code
will be DCBL. Coming to the Personnel Sub Area codification there is no specific logic maintained, the name
of the each functional department is considered as the Personnel subarea Thus it would be possible to identify
from the code itself which company the particular Personnel Area is assigned to. Similarly in the case of
personnel sub area, unique identification is made possible through the code itself.
0.1.1.1 Personnel Subareas

Personnel subareas are a subdivision of the personnel area. Personnel Subareas are used in personnel
administration, personnel time management, and payroll accounting in SAP. Personnel subareas are grouped to
form further subgroups based on work schedule planning, holiday calendar, absence counting, professional tax
computation etc.
A list of Personnel Areas and their corresponding Personnel Sub Areas are given here under.
S.No Personnel Area Personnel Subarea Personnel Subarea Text

PROJ Projects
1 DCBL TLES Tools and Embedded Solutions
PLMS Project life cycle management Solutions
VENG Vehicle Engineering
QATY Quality
EPSL Enterprise Solutions
BSER Business services
INSO Intelligent Systems
CADM CAD / CAM
FICO Finance & Controlling
HRMS Human Resources
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SYAD System administration

FACS Facilities
TRVL Travel
CURL Customer Relations
ICMT Inter Cultural Management
VMGT Vendor management
MDOF MDs Office
Comments
The actual physical location is required to be recorded since the personnel subareas are mapped to a state for
the purpose of professional tax computation. Hence in case of employees who are in Bangalore they will be
mapped to state Karnataka for professional tax purposes.
The holiday calendar in SAP is mapped to the personnel area and hence personnel subareas need to be defined
at a level which represents the actual physical location. So employees of Bangalore can be mapped to holiday
calendar of DCRTI.
0.2 Employee Groups and Sub-groups

Employee Groups (EG) and Subgroups (ESG) are primarily used to classify employees into discrete groupings
to streamline processing, data entry and report selection by enabling validation, default values and authorisation
checks. ESGs are attached to one or more EGs.
The specific organizational functions of the Employee Group include:
Generation of default values for data entry, for example, for the payroll accounting area or an employee's
basic pay.
Selection criterion for reporting.
Act as an authorization check unit.
The following Employee groups will be defined in system.
0.2.1.1 Employee Groups
Definition
Code Description
E Employees All Probationers and confirmed probationers

(or) employees who are on regular rolls
C Employees Under Taken for specific position. Most cases there
Limited Period are a time limit. The contract is between the
Contract individual and the Company. They are on
payroll of DCRTI
F Company Consultant Contract between DCRTI and a professional
service firm. Time/Work done to be traced for
individuals assigned by the professional
services firm/ individual. But not on Payrolls of
DCRTI
X Expat Regular Expatriates who are recruited as regular
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employees.
N Expat Contract Expatriates who are engaged on contracts.
O Overseas employee DCRTI employees working outside of India.
T Trainee Employee who is recruited as a trainee,

employment terms other than probationers or
regular apply eg. GET/MT
S Students Interns who are on stipend for a limited period
with out any allowances
A ATG Employees from DCAG working in DCRT on
contract basis. Payroll is run for from DCAG
only and not from DCBL
I ITP International Training Program
0.2.1.2 Employee Subgroups
Employee Groups are further divided into Employee Subgroups (ESG) which controls the following key
functions:
The most important control features are as follows:
You can standardize or differentiate how an employee is dealt with for a personnel calculation rule using
the grouping of employee subgroups. For example, you can control whether an employees
remuneration is calculated on a monthly or hourly basis using this grouping.
You determine which wage types are permissible for which employee subgroups using the employee
subgroup grouping for the primary wage types.
You determine which work schedules are permissible for which employee subgroups using the
employee subgroup grouping for the work schedule.
The employee subgroup is a selection criterion for reports.
Employee subgroups are an authorization check unit.
The following employee subgroups will be defined in the system
Employee group Employee Subgroup Text of ES
E,C,F,X,N,O,T,S,A, I L0 L0
L1 L1
L2 L2
L3 L3
L4 L4
L5 L5
LS LS
ST STUDENTS
DR DRIVERS
Role Mapping
Span of
Level Knowledge Role Interaction/Influence Control Education Exp
Level 0 Limited to Fresher from the campus, Interaction with Nil BE / MCA 0 - 1 Year
Concepts, work is assigned based on immediate supervisor
theories and the qualification/project
principles. work in academics.
He/she will be in learning
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phase
Level 1 Limited to Works on routine Has limited influence Nil BE /

Concepts, assignments that require on the group working. MCA / ME
theories and following standard Interaction is limited
principles. procedures and practices. mainly to peers and
Learning how Receives close guidance immediate
to use the and detailed instructions supervisors
same in active on work, prioritisation.
business Works under close 1-3
situations supervision. Years
Level 2 Has greater Works on routine Interacts closely with Nil BE /
depth of assignments that require his peer and MCA / ME
knowledge on following standard supervisors
implementing procedures and practices. influences group
concepts on Starts getting exposed to decisions based on
active problems with slight personal experiences.
business complexity. Handles his May provide need
situations. Has assignment more based guidance to
developed independently. Starts Level 1 on day to day
knowledge on coming up with solutions functioning. May
his specific to routine problems which Interact with
work area he presents to his customers 2-5
supervisor Years
Level 3 Has thorough Is involved in designing May have people 1 to 2 BE /
knowledge of solutions for moderately responsibility. Has an People ME
his work area / complex problems. Plans active role in the /MCA /Ph.
domain. Is his day to day work project while decision D
exposed to the independently, has little making, for which he
macro picture supervision in the same. has accountability.
of his/her Follows standard Take part in
division/SBU. operating procedures for processes that impact
the same. The end the whole group like
deliverable is reviewed staffing, resourcing.
May interact with
4-7
customers
Years
Level 4 Is exposed to Designs solutions for Manages a team of 3 to 6 BE /
the macro complex problems for the people. Is responsible People ME
picture of the team. Plans the day to for the deliverable of /MCA /Ph.
organisation day work of the team, and the team and D
and uses that is responsible for the interacts with all other
knowledge overall deliveries of the internal and external
increasingly in same. Will function as a agencies with which
his functioning Project Manager the team has an
interlinkage.
Responsible for
Project . Reports to
Program Manager/ 5 - 10
HOD Years
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Level 5 Is exposed to May be responsible for Manages a team of 5 to 10 BE /

the macro multiple projects. Designs people. Is responsible People ME
picture of the solutions for complex for the deliverable of /MCA /Ph.
organisation problems for the team and the team and D
and uses that also represents the interacts with all other
knowledge various taskforce. Plans internal and external
increasingly in the day to day work of the agencies with which
his functioning. team, and is responsible the team has an
May also for the overall deliveries of interlinkage. Might
exposed to the same and supports have revenue
one or two Business Heads on responsibilities for the
domains strategic decisions. specific team.
Responsible for
Project. Reports to > 10
HOD Years
LS Thorough Provides solutions to a Overall responsibility Around 30 BE /
knowledge of wide range of complex for the function and ME
his function, its problems. Manages the business. /MCA /Ph.
role and multiple projects. Contributes to the D
position in the Responsible for overall Business
overall deliveries for the business Development, focus
business group and also on business
model. Relies responsible for strategic strategies and the
on experience business decisions. process
to arrive at Reviews policies, Development. Has
future courses processes and SOPs for close interaction with
of action. Part his group and initiates other departments/
of the change. divisions and is the
Leadership driver for overall
team business plan for his
Division. Interacts
with the customers > 13
extensively Years
Organisation Structure
1.1 Organisational Unit
The organisation structure is constructed using objects Org unit, job and position. HR organisation units are
logical groupings of employees and often reflect either a geographical or functional view of the organisation. In
case of DCRTI organisation units will be typically set up to reflect a hierarchy of functions / sub-functions &
positions within a geographical framework.
Eg. Representative Organisation Structure
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1.2 Jobs
Jobs are a higher level classification of the positions within the enterprise. For example, the job Account
Executive may be linked to several positions, all of which might be regarded by the organisation as Account
Executives (eg Account Executive SBI, Account Executive LIC etc).
The first level listing and defining of jobs based on the current system.
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Job Code Job Text

MD Managing Director
HOD Head of the dept
SCI Scientist
MGR Managers
TL Tech Lead / Team Lead / Project Lead
EGR Engineer
EXE Executives
CONS Consultant
ADMN Administrators
STUD Students
1.3 Positions
Positions are the specific occurrences of a particular job. Typically, there is a one-to-one relationship between
employees and positions although it is possible to link more than one employee to one position (eg additional
responsibilities). Position to organisation units -to-organisation unit link indicates organisational hierarchy.
Positions are understood as being equivalent to designations at DCRTI. In case of change in designations,
positions will be updated in SAP.
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Till such time the positions are more clearly defined the following convention will be used to indicate position in
SAP.
No of
S.no Job Position Employees LEVEL
MANAGING
1 DIRECTOR MANAGING DIRECTOR LS
HEAD OF THE HEAD OF THE DEPARTMENT - ENTERPRISE SOLUTIONS

2 DEPARTMENT AND BUSINESS SERVICES LS
3 HEAD OF THE DEPARTMENT - PLM SOLUTIONS LS
HEAD OF THE DEPARTMENT - FINANCE AND BUSINESS
4 ADMINISTRATION LS
5 HEAD OF THE DEPARTMENT - INTELLIGENT SYSTEMS LS
HEAD OF THE DEPARTMENT - VEHICLE ENGINEERING
6 AND QUALITY LS
7 HEAD OF THE DEPARTMENT - CAD / CAM LS
HEAD OF THE DEPARTMENT - TOOLS AND EMBEDDED
8 SOLUTIONS L5
9 FINANCE CONTROLER LS
10 SCIENTIST PRINCIPAL SCIENTIST - INTELLIGENT SYSTEMS L5

SENIOR RESEARCH SCIENTIST - INTELLIGENT
11 SYSTEMS L4
12 RESEARCH SCIENTIST - INTELLIGENT SYSTEMS L3
13 MANAGER PROGRAM MANAGER - CAD / CAM L5

14 PROJECT MANAGER - PROJECTS L5
15 KEY ACCOUNT MANAGER - CRIM L4
16 MANAGER - VEHICLE ENGINEERING L4
17 PROJECT MANAGER - PLM SOLUTIONS L4
18 MANAGER - HUMAN RESOURCES L4
19 PROGRAM MANAGER - VEHICLE ENGINEERING L5
20 ASSISTANT MANAGER - FINANCE L3
21 PROGRAM MANAGER - PLM SOLUTIONS L5
22 MARKETING MANAGER - CRIM L3
SENIOR DELIVERY MANAGER - ENTERPRISE
23 SOLUTIONS AND BUSINESS SERVICES L5
DELIVERY MANAGER - ENTERPRISE SOLUTIONS AND
24 BUSINESS SERVICES L4
25 PROJECT MANAGER - PMO L3
26 PROJECT MANAGER - SAP L3
TECHNICAL LEAD - ENTERPRISE SOLUTIONS AND

27 LEAD BUSINESS SERVICES L3
28 TECHNICAL LEAD - PLM SOLUTIONS L3
29 TECHNICAL LEAD - VEHICLE ENGINEERING L3
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30 TECHNICAL LEAD - CAD / CAM L3

31 PROGRAM LEADER - QUALITY L3
32 TEAM LEAD - QUALITY L3
TEST LEAD - ENTERPRISE SOLUTIONS AND BUSINESS

33 SERVICES L2
34 ENGINEERS SENIOR RESIDENT ENGINEER LS

35 SENIOR SOFTWARE ENGINEER - PLM SOLUTIONS L2
36 SENIOR ENGINEER - CAD / CAM L2
SENIOR RESEARCH ENGINEER - INTELLIGENT
37 SYSTEMS L2
SENIOR TEST ENGINEER - ENTERPRISE SOLUTIONS
38 AND BUSINESS SERVICES L2
SOFTWARE ENGINEER - ENTERPRISE SOLUTIONS AND
39 BUSINESS SERVICES L1
SOFTWARE ENGINEER - TOOLS AND EMBEDDED
40 SOLUTIONS L1
41 ENGINEER - CAD / CAM L1
SENIOR SOFTWARE ANALYST - ENTERPRISE
43 SOFTWARE ENGINEER - PLM SOLUTIONS L1
44 SENIOR SOFTWARE ENGINEER - PROJECTS L2
45 SENIOR ENGINEER - VEHICLE ENGINEERING L1
46 ENGINEER - QUALITY L1
SENIOR SOFTWARE ENGINEER - ENTERPRISE
48 TRAINEE ENGINEER - VEHILCE ENGINEERING L1
49 RESEARCH ENGINEER - INTELLIGENT SYSTEMS L1
50 ENGINEER - VEHICLE ENGINEERING L1
51 TRAINEE ENGINEER - PLM SOLUTIONS L1
52 EXECUTIVES EXECUTIVE ASSISTANT - MD'S OFFICE L3

53 EXECUTIVE - HUMAN RESOURCES L1
54 EXECUTIVE - ACCOUNTS L1
55 EXECUTIVE - TRAVEL L1
56 EXECUTIVE - FRONT OFFICE L1
EXECUTIVE - FINANCE AND BUSINESS
57 ADMINISTRATION L1
58 EXECUTIVE - FACILITIES L1
59 EXECUTIVE - SUPPLIER MANAGEMENT L1
60 CO-ORDINATOR FACILITIES L0
61 PROJECT ASSISTANT L1
62 CONSULTANT SENIOR CONSULTANT - MD'S OFFICE L5
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IT SECURITY CONSULTANT - ENTERPRISE SOLUTIONS

63 AND BUSINESS SERVICES L1
SENIOR IT SECURITY CONSULTANT - ENTERPRISE
65 TRAINEE CONSULTANT - PLM SOLUTIONS L1
66 NETWEAVER CONSULTANT - SAP L2
SYSTEM
67 ADMINISTRATOR SENIOR SYSTEM ADMINISTRATOR L2
68 SYSTEM ADMINISTRATOR L1
69 STUDENTS
Multiple Assignments
In those cases where the employees are assigned to multiple positions the field staffing percentage will be
used to define the percentage of time the employee devotes to each position. The primary position of the
employee for the purpose of reporting structure and reports will be the position which is associated with an
action in IT 0000 & IT 0001.
1.4 Reporting Structure

Reporting structure will be defined by creating a relationship between one position to another. This will be done
using the relationship
Relationship Inverse relationship

A002 reports to B002 is line supervisor of
The standard reporting structure in SAP will be used to capture the Administrative reporting as workflow
applications like leave, travel expenses use the reporting structure to determine the chief position.
The functional reporting structure will be captured using the relationship
Relationship Inverse relationship

A005 is subordinate to B005 is line supervisor of
Core Team will be trained on Multiple reporting (matrix reporting and dual reporting)
1.5 Integration
Organisational Management forms the basis for the entire Personnel Planning and Development (PD)
application. The administration of structural data (ie objects and their reciprocal relationships with each other)
facilitates the analysis and reporting of the organisation and provides the foundation for authorisations
functionality. The PD module of SAP will be integrated with PA module using the switch PLOGI ORGA.
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Group Sem. Abbr. Value Abbr. Description

PLOGI ORGA X Integration switch: Organisational Management/HR
1.6 Plan versions
It is possible to define multiple version of organisation plan using plan versions. However at any point of time
there can be only one active plan version. Plan version 01 will be set as the active plan version using the switch
Group Sem. Abbr. Value Abbr. Description

PLOGI PLOGI 01 Integration plan version / Active plan version
Personnel Administration - Master data Mapping
Personnel administration includes all the activities to be done during the life cycle of an
employee.
At DCRTI following activities are performed
Hiring
Change in designation
Refer to annexure)
2.1 Hiring / Joining Activities (for New recruits)
3.1.1 Scope of the Process

Brief definition of the process. Mention start & end points of this process.
Joining of a person
This document covers all joining formalities of a new recruit viz. Filling of Statutory / Non-statutory forms like PF
New Account / Transfer Form, Investment Declaration form, Insurance and Hospitalization Coverage Form,
Form for accommodation, vehicle, phone connection, email, workstation and forms for any other entitlement,
allotment of Employee Code No. and issuance of ID card.
Start after acceptance from candidates along with joining data

End placement in his/her department/function
3.1.1.1 Complete HR related formalities
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Inputs
1. Medical fitness report (from the designated clinics/dispensaries/doctors)
2. List of new recruits from the recruiters.
3. Interview Assessment Form, Bio-data along with expected date and joining location, Personal History Form
4. Acknowledged copy of offer letter
5. Copies of Qualification and experience certificates
6. Photographs
7. Relieving letter
8. Proof of salary from the former employer
9. Any other documents information as per joining checklist.
Process
1. On receipt of fitness report and upon the employee reporting for joining a personal file for the new employee
is created for maintaining all his records.
2. HR personnel to welcome the new recruit and guide to the right location to move with further joining
formalities.
3. Issue of formal appointment letter with details of the salary structure and getting acknowledgement of the
same.
4. HR will guide the new recruit to provide the declarations on elements of his salary based flexible pay
structure.
5. Following forms are filled by the new recruit :
PF New Account / Transfer Form, Investment Declaration form, Insurance and Hospitalization Coverage
Form, Bank Account Opening form, Joining Report, Form for accommodation, vehicle, phone connection,
white goods form, mobile phone, email, PC, workstation, temporary visiting card and temporary ID card form
and workstation (wherever applicable), Gratuity Form.(Reference, joining checklist)
6. Ensure that the new recruit has filled all information correctly.
7. Provide the joining kit to the new employee containing all the forms, Welcome letter, Leave card, Holiday list,
Employee handbook, and minimal stationary need
8. Enter / update employee details in master database
9. Allot Employee Code number
10. Issue ID Card
11. Issue - Insurance Card wherever applicable.
12. Validate copies of the submitted academic and other testimonials with originals.
13. Update the checklist which ensures that the new recruit has completed all joining formalities
14. Intimate the concerned Line Manager about joining of the new recruit.
15. Get joining report signed by concerned Line Manager, Issue joining circular as per standard format.
16. Update the list of attendees for the next batch of induction program.
17. Send details of the new recruits to the accounts department i.e. Emp Code No., Salary details
18. Send relevant forms to respective departments like administration, Insurance agency, accounts department,
IT department etc.
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Outputs
1. EC Number and ID card
2. Updated employee personal file consisting of correctly filled forms and copies of valid certificates
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3. Joining report
4. Hard copies of all joining and administration related forms signed and filed.
3.1.1.2 Complete Administration related formalities (HR Commercial to do)
Inputs
1. Completed forms from HR for Workplace (Cabin, Cubicle & Workstation) PC, email ID, Phone (extension
no.), Mobile phone, Vehicle, Shifting of household goods, arrangement for guesthouse / permanent
accommodation, school admission requirements for kids of new recruit (wherever applicable)
Process -
1. Send forms for IT requirements to IT department for PC, email account and internet connectivity.
2. Coordinate with Real Estate agents and facilitate getting accommodation for the new recruit as per the
entitlement.
3. Coordinate with Vehicle agency for facilitating the new recruit to get the vehicle as per his / her eligibility.
4. Facilitate shifting of goods, in case the new recruit is from other outstation location.
5. Book and provide, guest house facility till the permanent accommodation is finalised.
6. Provide list of important telephone numbers / city road maps and important establishments (wherever
required and applicable)
7. Coordinate with schools wherever required to facilitate school admission of the kids of the new recruit.
8. Coordinate with vendors for facilitating procurement of white goods, if required and applicable
9. Follow-up with various external agencies and internal departments where completed forms / formal letters
were sent and ensure that all the required assistance and facilities reach the new employee on time.
Output-
1. New employee provided with all administration assistance as per eligibility and terms and conditions
mentioned in appointment letter and getting his acknowledgement for the same.
2. Passing on all the forms and acknowledgments to HR department to be filed in their personal file.
3. All company assets allocated to the employee as per eligibility-(eg: Car, House, Laptop, Mobile phone etc)
3.1.1.3 Complete Payroll related formalities
Inputs
1. Appointment letter with salary details and employee Code number, if any
2. Letters - a) for take-over of liabilities with the previous employer, b) joining bonus, c) notice pay etc
3. Details of liabilities and proof of discharge of same
Process
1. Obtain bank account details from employee
2. Prepare and send salary and other inputs to payroll
3. Prepare and execute DPN, undertaking and agreement for joining bonus and liabilities take-over, mentioning
repayment terms, if any
4. Process payment to employee for joining bonus and other liabilities taken over
Outputs
1. Documents for liabilities
2. Details to payroll
3. Cheque to employee or salary credited to bank account
4. documents through mail merge
MIS Reports Required:

Report Requirements are specified separately.
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Description of functional deficits
Points where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process
areas have to be mentioned here
Enhancement to Offer letter; Recording of offer details; Description of professional/club memberships, capturing
percentage score/CGPA of applicant in the course of study.
Capturing parameters such as Function,Subfunction and Level
Joining check list
Approaches to covering functional deficits

Address real or perceived gaps in system functions including workarounds, user exits, ABAP, etc. This should be
the best high level solution. If a fix is not evident, the impact on the AcceleratedSAP customer and project must
be clear so the team can decide how best to proceed.
Infotype 0057 will be modified to record membership related data. (W)
The field Other Allowances in IT 0021 can be used to flag whether a family member is dependent or
not for the purposes of hospitalisation coverage - One additional check box to be added to this infotype
as covered (E)
New Infotype to record the items in joining check list (E with PM01)
System configuration considerations

Address any issues of importance to the AcceleratedSAP customer as they pertain to the configuration of the
system. No need for exhaustive detail but is sure to address any issues that were raised during the review
sessions.
Link Employee Number to Applicant Number
In case the employee is an applicant, record the applicant number in the infotype 139, this will be used
to track the status of the joining checklist.
Employee number range

Infotype 19 will have a sub type called end of expatriate assignment
Infotype 19 monitoring of task subtype end of probation should be invoked through dynamic
action
Employee numbers will be a 5 digit system generated number.
The option of number range will be used to differentiate between various types of employees. The following
number range will be defined for personnel numbers.
No From To Current number External

1 10000 49999
2 50000 59999
3 60000 69999
4 70000 79999
5 80000 89999
Number Range Employee Group
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1 Current DCRTI employees

2 Contractors / Consultants
3 Students
4 Professional Service
5 Others Staff
Brief definition of the process. Mention start & end points of this process
This document covers the activities of conducting pre-confirmation appraisals and confirming the probationers.
Start List of probationers who are completing initial probation period / extended probation period in next one
month
End Issuance of Confirmation / Extension / Termination letters
Covers only Core Employees of DCRTI
Inputs
1. List of probationers due for confirmation SAP
2. Pre confirmation Appraisal forms (EX - available in PD)
Process
1. Respective Line Manager fills up appraisal form and recommends confirmation / extension / termination
(EX)
2. On receipt of approval, HR will issue confirmation letter. (SAP mail merge)
3. If not approved, HR will issue extension / termination letter. (SAP mail merge)
4. Send inputs to payroll from confirmation dates SAP T code PA30
Outputs
1. Confirmation / Extension / Termination letters (SAP mail merge)
MIS Reports Required

Report Requirements are specified separately



sessions.
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Create an appraisal model Confirmation appraisal with the final rating as Confirmed / extend
confirmation and termination of service.
For employees who need to be confirmed an action called Confirmation will be defined and the
employee group of the employee will be changed from Probationer to Regular employee.
In case of probation based on the probation period entered in IT 16, a program will compute the date of
expiry of probation and update the date of expiry of probation in IT 19.
Date monitoring report will be run to get a list of employees due for confirmation within the next month or
given period
2.2 Extension of Contract
This document covers the activities of conducting pre-contract expiry assessment for Contract Staff.
Start Identifying consultants who are completing initial contract period / extended contract period in next one
month
End Issuance of Extension / Termination letters
Inputs
1. List of consultants due for extension (SAP)
2. Pre expiry consultant assessment forms (EX Available in PD)
3. Contract terms (SAP)
Process
1. Respective Line Manager fills up assessment form and recommends extension / termination. (EX
Available in PD)
2. In case the Line Manager recommends that a particular Contract Staff should be extended before expiry of
contract period, for outstanding performance or any other business requirement, he can recommend the
same. (EX)
3. The assessment goes to respective HR who forward the same to approving authorities with
recommendation for their approval (EX)
4. On receipt of approval, HR will issue extension letter. (mail mege)
5. Send inputs to payroll new contract period is updated in payroll or termination of contract is updated. (SAP
PA30/PA40)
Outputs
1. Extension letter / termination letter (mail merge)
2. Payroll input (SAP report)

Report requirements are specified separately.

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Address any issues of importance to the AcceleratedSAP customer as they pertain to the configuration of
the system. No need for exhaustive detail but is sure to address any issues that were raised during the
review sessions.
Renewal of Contract
Infotype 16 to record contract with the consultants
An appraisal model Contract Staff Assessment l will be defined with the final rating as Renew
contract
An action called Renewal of Contract will be defined and the reason for extension will be recorded in
reason field of action. The date up to which the contract has been extended to be recorded in IT 19
under task type Expiry of Contract.
Date monitoring report to be run to get a list of employees whose contracts are expiring within the next
month or a given period.
2.3 Manage Transfers, Secondments and Deputations
Brief definition of the process. Mention start & end points of this process
This document covers processes relating to transfer, secondments and deputations.
Definitions:
Transfers:
Type 1. Reassignment from one department to another within DCRTI Example PLM to EPSBS
3.6.1.0 Manage Transfers
3.6.1.1 Organise Inter-location & inter-company transfers
3.6.1.1A Organise Inter-location transfers (Type 1)
Inputs
How will the request be managed in SAP? (Ex)

1. Personal request duly approved by Circle Head/Group Head
2. Manpower planning and resultant key gaps / key overlaps
3. Job rotation plans
4. New Business Plans or contingencies
Process External
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1. Based on validated inputs seek approval from Relieving Circle Head/Group Head Will this be thru SAP?
2. Identify replacement if need be External
3. Seek confirmation from Receiving circle Head/Group Head and finalise date of transfer External
4. Brief employee about entitlements / responsibilities at time of transfer External
5. Arrange pre-transfer visit (only in cases of business requirement based transfer) External
6. HR-Commercial to assist in Closure of House lease and deposit return, Handover of Res. Telephone, Mobile
(SIM), Cabin/Cubicle, any location specific items (like keys, ID cards etc), and packing and movement of
goods. External
7. Complete Transfer-out checklist and clearance at Relieving location from HR, HR- Commercial, Admin,
Library, IT, Line Manager, Circle Head etc. Will this be thru SAP?
8. To Complete Transfer-in checklist at receiving location. Will this be thru SAP?
Outputs Thru SAP
1. Approvals.
2. Transfer order
3. Clearance certificate duly filled up
4. Movement order
5. Transfer checklist
3.6.1.1B Organise inter-company transfers (Type 2 & 3)
Inputs
How will the request be managed in SAP? External
1. Management Decision
2. Personal Request.
3. Job rotation plans
4. New Business Plans or contingencies
5. Manpower planning and resultant key gaps / key overlaps
Process
1. Relieving Company Head to approve based on management decision or personal related request SAP?
2. Group President Management Services Division will approve all transfers into DCRTI (be it type 1 or type
2)
3. Relieving Company HR to confirm with receiving company HR on absorption and date for the same.
Receiving companys confirmation would be subject to acceptance of the transferee of the receiving
companys service norms, proposed role and compensation refitment. External
4. Relieving Company HR to initiate replacement and handover process as need be and finalise date for
transfer External
5. Relieving company to initiate transfer checklist process and clearance formalities External
6. To forward file and compensation details for refitment, to Receiving Company HR External
7. Receiving Company HR to finalise refitment of salary and entitlements as per their considerations/norms
and forward letter to Transferee through Relieving Company HR and receive acceptance. External
8. Based on acceptance, Receiving Company HR confirms to Relieving Company to transfer the employee.
External
9. Relieving company to record transfer of employee SAP?
Outputs
Same as above
3.6.1.3 Manage Deputations
Inputs How will the request be managed in SAP?
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Special requests of manpower for temporary periods > 29 days and less than 6 months
Process
1. Requesting Circle Head / Group Head raises requirement with job profiles and sends to relevant Locations
External?
2. Relevant Location/Group HR, based on request, identifies employees to be released. External?
3. Obtain approval of Circle Head/Group Head External?
4. Prepare and issue deputation order, specifying deputation period, R&R, allowances. SAP?
5. Employee details are updated and intimated to payroll. SAP?
6. Based on commitments made in deputation order, receiving site organises logistics and facilities. External?
7. The receiving site maintains and sends deputees attendance records to the parent site for processing
salary. SAP?
8. Deputee raises deputation allowance claims which are processed and disbursed by the parent location. The
receiving location certifies any recoveries and sends to parent location for recovery through payroll. SAP?
9. If required, deputation period is extended based on requirement of receiving site. External?
10. Prepare & issue deputation extension letter. SAP?
11. On completion of deputation the receiving site releases the deputee by preparing and issuing the deputation
release order. External?
12. Employee status to be changed in SAP
Outputs SAP?
1. Deputation order
2. Deputation extension letter
3. Deputation release letter

Reports have been specified separately

areas have to be mentioned here.
Deputation order
Deputation extension letter
Deputation release letter
Secondment order
Secondment extension letter
Secondment release letter
Transfer order

sessions.
The status of the employee will be recorded in the contract field in IT 0001 as seconded / transferred /
deputed.
The date up to which the deputation has been extended will be recorded in IT 19 (Date Monitoring)
under the task type extension of deputation
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In case of employees who are transferred between group companies will be first separated from their
parent company and then rehired into DCRTI with a new personnel number. Those employees who are
on secondment / on deputation to DCRTI will continue to retain their old personnel number (parent
company) and will move into DCRTI by means of a Secondment action / deputation action in the
system .
2.4 Manage Separations
Separation for employees stationed in Bangalore

Separation for employees stationed outside Bangalore (on transfers / deputation)
Diff action types

Brief definition of the process. Mention start & end points of this process.
This document covers all modes of separation of an employee from the Company. It includes resignation,
retirement, termination, abandonment and death.
Start The process starts with receiving information of separation of the employee through any source
End The process ends with completion of the full and final settlement
3.7.1.1 Process Resignation
Inputs
1. Resignation letter (External)
Process
1. HR will begin resignation acceptance process (Will it be SAP or external?)
2. Employee will obtain clearance from all concerned sections. SAP
3. Organise & conduct Exit Interview by Functional Head & HR SAP + External long text possible thru
devlopment
4. Stop salary advise for last month of work SAP
5. Acceptance date of resignation and resignation date as separate subtypes of infotype 0019
Outputs SAP
1. Clearance Certificate.
2. Accepted and Approved resignation letter
3. Exit interview feedback.
4. Stop salary advise to accounts
3.7.1.2 Process Retirement / Extension
Inputs
List of employees due for retirement in next 6 months.
Process
1. Generate list of employees due for retirement in next 6 months. SAP
2. Concerned Sectional Head will initiate the process by forwarding approved extension request to
concerned HR with extension. (Ex)
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3. For retirement, HR informs the Accounts dept for settlement of PF/ Gratuity/ Superannuation. SAP
PA40
4. If approved for extension, extension letter on the same terms and conditions is issued (for a proposed
period). SAP mail merge
Outputs SAP
1. Clearance Certificate / checklist approved by HoD/departments (Dev)
2. Approval note for retirement / extension. (mail merge)
3. Exit interview feedback. (Dev)
4. Extension letter
3.7.1.3 Process Termination SAP
Input
1. Finding and recommendation arising out of a disciplinary procedure conducted against an employee
4. Recommendation for termination
Process
1. HR will Issue termination letter mail merge

2. Employee to obtain clearance from all concerned sections dev
3. Stop salary advise to accounts PA40
Output
1. Termination letter
2. Clearance certificate
3. Information to Accounts to Stop Salary
4. Input to Accounts/ HR Commercial to initiate F&F
3.7.1.4 Process Abandonement

Input
1. Information from concerned head of absence without authorisation for more than a pre defined number
of days External
2. Concurrence from HOD Repeat of above
Process
1. Stop Salary advise to accounts SAP
2. With concurrence of HOD, send standard warning letter to absconding employee asking him to resume
duty by a specified date SAP
3. Send 2 reminders immediately after the specified date lapses. SAP
4. Send final letter intimating the employee of Managements decision of striking his name off from the
muster. SAP
5. Obtain approval for termination from the respective head. SAP/External?
6. Prepare and send termination letter. SAP
7. HR will obtain clearance from all concerned section. SAP
Output SAP
1. Warning letters
2. Managements approval for termination. (External)
3. Termination letter.
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4. Stop Salary processing

5. Clearance certificate
3.7.1.5 Process cases of Death (as reason for separation)

Input
1. Intimation of death of an employee (External)
Process
1. HR will prepare and circulate notice for condolence meeting (External)
2. HR will obtain clearance from all concerned sections SAP
3. HR will put up note for waiver of outstanding dues loans, consumer durables, etc as per policy SAP
4. Intimate insurance dept. to initiate claim formalities. Coordinate with insurance dept. for settlement
(External)
Output
1. Condolence Circular (External)
2. Clearance certificate SAP
3. Managements approved note for waivers. (External)
3.7.1.6 Process Full and Final settlement (for resignation, retirement, termination, abandonment,
death)
Input
1. Respective Policies, leave encashments, LTA, Gratuity, any legal agreements (ex) SAP
2. Clearance certificates duly filled up SAP (dev)
3. Management approval of waivers viz., Loans, Notice pay etc External
4. Inputs for leave, attendance, absence, etc. SAP
5. Accepted resignation letter (External)/ approved termination letter SAP / superannuation letter SAP /
Death notification (External)
Process
1. On receipt of completed clearance certificate, HR will send intimation to Payroll for preparation of full
and final settlement. SAP PA40
2. If net payable to employee, receive cheque from payroll / bank transfer and Accounts/ HR commercial
hand over to employee along with working sheet. SAP FI process
3. Intimate legal department to initiate recovery process, if any. SAP FI process
4. After the employee settles his dues, issue relieving letter and service certificate (latter not given for
termination). SAP mail merge
Outputs SAP
1. Payroll intimation.
2. Release letter
3. F&F working sheet
4. Information on recoveries from employee & letter with the same respect
5. Service certificate
6. Information on PF/Superannaution/gratuity details
7. Form 16

Report Requirements are specified separately
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Points where integrations are required with other functions (say Admin/Payroll/Finance etc) and other
process areas have to be mentioned here.
Formats, check list, Release letter, Termination Letter, Clearance Certificate

Address any issues of importance to the AcceleratedSAP customer as they pertain to the configuration of
the system. No need for exhaustive detail but is sure to address any issues that were raised during the
review sessions.
A separation action with the appropriate reason code such as

Death/Retirement/Termination/Resignation will be defined in the system. The list of assets given
to the employee will be maintained in Infotype 40 Objects on Loan. A customised report based
on this will act as a checklist for releasing the Clearance Certificate.
The actual process of Full & Final settlement will be addressed in payroll module.
Also, a report based on IT 41 (date specification) will be run. For this; a date type called last
working day will be maintained. Once the separation notice (resignation/ dismissal) is obtained.
Based on this report a stop salary advice will be sent to payroll.
2.5 Employee master data

2.5.1 Code legend
DM Direct mapping
RN Required but not supported
Field Description Mapping SAP Infotype SAP Field Remarks

code
First Name DM IT0002 First Name
Last Name DM IT0002 Last Name
Initials DM IT0002 Known As
Gender DM IT0002 Gender

Form of Address DM IT0002 Form of Address Form of Address will have Dr.
/Mr./Ms./Sh. Smt. Etc
along with Col. , Gen. Etc
Date of Birth DM IT0002 Date of Birth
City of Birth DM IT0002 Birth Place
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code
Country of Birth DM IT0002 Country of Birth
State of birth DM IT0002 State

Nationality DM IT0002 Nationality
Marital Status DM IT0002 Mar.Status Single/Married/Engaged
Marriage Date DM IT0002 Since

Blood Group DM IT0028 Blood Group Additional groups to be
added
Height DM IT0028 Height
Weight DM IT0028 Weight
Tested for fitness DM IT0028 Mapped to Y/N
examination date in
combination with
Result
Address (Present/ DM IT0006 Address (Present/
Permanent / Emergency/
Emergency) Permanent )
Emergency Contact DM IT0006 Emergency Contact Use the C/O Field

Person
Resident Status DM IT0581 Residence
Telephone No. (Resi DM IT0006 Telephone No.

/ PP)
Another Res. Tel. DM IT0006 Telephone No. Second res. Tel No.
No.
Mobile No. DM IT0105 Mobile
email id DM IT0105 email Personal/Official
Vehicle (Owned DM IT0583 Car & Conveyance Comp. Owned/Own/No.

/Co's) Vehicle/OYCS
Passport Number DM IT 0094 ID Type 0001
PAN No. DM IT0185 Personal Ids
Challenge Details DM IT0004
Challenge Details DM IT0004
Residency Status DM IT0094 Expat/NRI/Citizen
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code
Religion DM IT0002 Religious

Denomination
Employee Code DM IT0002 Personnel No.
Number
SBU DM IT0001 Will be a part of org

structure
Cadre DM IT 0008 Payscale group
Circle DM IT 0001 Personnel Area
City DM IT 0001 Personnel Sub Area
Bldg DM IT 0001 Payslip Location
Type DM IT 0001 Employee Group
Sub-Type DM IT 0001 Employee Sub group Based on leave entitlements this

will be
classified as T1 - T20
National / City DM IT1016 Subtype in authorities Attached as a position
Resource & resources characteristic
Date of Joining DM IT0000 Date of Hiring
Employment Status DM IT0000 Employment Status Active/Inactive/Withdrawn
Job DM IT0001 Job Highest aggregation of positions

Eg. Executive will be a job and
Sales Executive - HR is a position
Administrator DM IT0001 Administrator (Group

(Group, Person & Person & Payroll
Payroll Area) Area),
Intercom Number DM IT0105
Cabin/cubicle/Workst DM IT0032 Room No & extension

ation number number
Disciplinary Action DM Grievance To record details of

Infotype disciplinary actions,
either as a action or
as a new
infotype
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code
Previous DM IT0023 Previous Employment Relevance % field has to be added

Employment * Industry to capture subjective assessment
* Organisation name * Location of relevance at the time of
* Industry * Job interview, considering type of orgn,
* Location * Duration exposure, etc. & mapping to
* Designation * Org Name position requirements
* Duration
Qualification RN IT0022 Education/Training To capture percentage, score,

(Degree, Dip, Post class, CGPA or Ranking.
Graduate, Doctorate,
MBA, Certificate,
Professional)
* Stream
* Main Subjects
* Year of Passing
* Institute
* Percentage
Competencies DM IT0024 Qualification Group
(broad)
Skills (Elements) DM IT0024 Qualifications
Proficiency levels DM IT0024 Proficiency Levels

Members Name DM IT0021 Family Details
Relationship type DM IT0021 Family Details
Dependency DM IT0021 New field Use the Other Allowances field .

Text to be changed.
Date of Birth DM IT0021 Family Details
Occupation DM IT0021 Family Details
Applicant Number DM IT0139 Employee Applicant Store the Applicant number of the
Number employee here
7. Personnel Time Management
It is been decided to implement the negative time management with manual entry,
hence the section pertaining to attendance is irrelevant
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7.1 Time Management
Time management functionality allows you to record and evaluate time management data according to the
company's rules and policies.
Times are recorded by way of swipe card (Employee id card) at DCRTI office premises as per the working
hours defined. The manual swiping will record- Time in and Time out of every employee and shows their
presence in the company.
The Requirement / Expectations from the Time management module are :
To be able to record the attendances and absences of Employee.
To record Overtime of Employee
Should give details of Attendances & Absences occurred in the month
7.1.1a Functional Descriptions:
Employees attendances are recorded against their Working Schedules. These work schedules have
employees Period Work Schedules which is again combination of Daily Work Schedules.
The Time Management has various quotas against which an absence or attendance types are recorded
and subsequently these are deducted from the quota entitlements.
After deductions the remaining entitlements are displayed at employee level.
These attendance and absences are used as an input for Payroll processing.
7.1.1b As per the Business Requirement of DCRTI the Time Management will be carried in
Three different ways:
a) Negative Time recording capture Loss of Pay will be done manually by HR in IT 2001 on receiving
information from respective HODs to use in Payroll processing.
b) Positive Time recording for the HR administration via Interface with the current Cyrus attendance
management system. Normal Attendance types will be uploaded into IT 2002.
c) CATS (Cross Application Time Sheets) for recording the project based time. (Absences and
special attendances). These absences and special attendances will need to be approved and then
transferred to IT absences and attendances respectively. Entries (Absences and special
attendances) in CATS will be made by the employees themselves.
It has to be investigated and confirmed if the timesheet (CAT2) will validate if an employee
is exceeding his normal entitlement of particular type of leave. On this depends the design
of Point C.
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A custom report need to be designed for reconciling attendances and absences for an
employee for a particular day. The rational for this report is to provide information to the
HODs & the HR that a person who has no attendance on a particular day had applied for
the leave and has a corresponding entry in the absence IT for the day. ( ABAP
requirement)
7.1.2 Functions and Events
The Work Schedule is an essential element of Human Resources. Human Resources data is an extension
of information entered in a work schedule. The Work Schedule component optimizes SAP Human
Resources and saves the user valuable time when defining the working time model for your enterprise.
The work schedule is the information medium for all employees who work on time-based schedules. It also
contains a detailed overview of all working times. In addition to setting up working times and break times,
you can use the work schedule for scheduling and monitoring the organization and coordination of all
divisions in your enterprise.
The definition of an individual employee's planned working time is essential in SAP Time Management.
Planned working time is created in the Human Resources (HR) component using a work schedule that is
based on Period Work Schedules. The period work schedule, in turn, is based on a fixed pattern of Daily
Work Schedules with Break Schedules assigned to each daily work schedule.
The public holiday calendar is used in numerous SAP applications, and also plays an important role in the
Human Resources (HR) component.
The public holiday calendar:
Affects the definition of the organizational structure of your enterprise

Plays a central role in the scheduling process as well in generating monthly work schedules
Is important for Payroll
Proposed List of Holidays for the Year 2005
S.N. DATE DAY HOLIDAY

1 Jan 14 Friday Makara Sankranthi
2 Jan 26 Wednesday Republic Day
3 Mar 25 Friday Good Friday
4 Apr 14 Thursday Ugadi
5 Aug 15 Monday Independence Day
6 Aug 26 Friday Krishna Janmashtami
7 Sep 07 Wednesday Ganesha Chaturthi
8 Oct 13 Thursday Vijayadasami
9 Oct 31 Monday Naraka Chaturdashi/Diwali
10 1-Nov Tuesday Karnataka Rajyotsava day
Proposed List of Optional Holidays for the Year 2005
S.N. DATE DAY HOLIDAY
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1 Jan 21 Friday Bakrid

2 Mar 08 Tuesday Mahashivaratri
3 Aug 19 Friday Varamahalakshmi Vratham
4 Sep 15 Thursday Tiru Onam
5 Oct 12 Wednesday Mahanavami/Ayudha Pooja
6 Nov 02 Wednesday Balipadyami
7 Nov 04 Friday Ramzan
DCRTI is giving 12 holidays in every year out of which10 days are public holidays (National
holidays + festivals) and 2 are optional holidays which left to the choice of the employees from the
list of above mentioned 7 optional holidays list.
All attendances, absences and overtime are created as quotas against which the respective attendance,
absence, overtimes are recorded and these inputs are deducted upon their usage.
This way the system monitors any deviations and if found can be easily tracked.
The concept of Time Constraints and Collisions will help to guard the sanctity of the data keyed in.
7.2 Personnel time planning

7.2.1 The following are maintained when we implement Time Management
7.2.1.1 Daily Work Schedules
The daily work schedule determines the structure of working times in your enterprise at the daily level. You
can also define actual normal working conditions and those that differ from externally or internally
determined daily working times. In this way, you set up working times defined for specific employees.
The planned working time specified in a daily work schedule is the basis for payment calculation of actual
working times that are relevant for payroll, as well as the valuation of attendances and absences.
The daily work schedule, along with break schedules comprise the working times for a particular day. You
can base the daily work schedule on such working time models as flextime by defining the following:
Core times
Tolerances
Compensation times
7.2.1.2 Period Work Schedules
The period work schedule consists of a defined sequence of daily work schedules. The period work
schedule reflects a work pattern that is repeated after a defined period of time. You can create the period
work schedule in the following ways:
On a daily basis
On a weekly basis
On a monthly basis
On an annual basis
7.2.1.3 Work Break Schedules
You define the break rules in the work schedule for any particular working day and assign them to a
personnel subarea grouping for work schedules. This grouping enables you to assign a break schedule to
as many of the grouping's daily work schedules as you want, achieving maximum flexibility in combining all
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elements of the daily work schedule.
7.2.1.4 Work Schedule Rules
You specify in the work schedule rule which period work schedule is to be used when and on which day of
the period for the work schedule to be generated. Examples of Work Schedule Rules:
Flextime
Early, late or night shifts
Flexible working time
and so on
The period work schedule is assigned to the work schedule rule. The pattern of the daily work schedules is
specified in the period work schedule.
7.2.1.5 Factory Calendar
7.2.1.6 Planned Working Time
In this infotype, you define when and where an employee works within your enterprise on a daily basis.
By assigning a work schedule rule in the Planned working time infotype (0007), you ensure that the system
can determine the employee's personal planned working time. You can change the planned working time
determined by the system to suit your requirements. For example, you can use an existing full-time work
schedule rule as the basis for defining a special provision for a part-time employee. The planned working
time defined for the full-time employee is reduced to the percentage the part-time employee must work.
7.2.1.7 Absence Quotas
You use this infotype to manage time accounts that represent employees' absence entitlements or time
credits. The time accounts contain a particular number of days or hours, during which time employees are
permitted to be off work.
You can use the infotype to manage the following time accounts, for example:
Employees' annual leave

Time in lieu accounts, containing hours of overtime for which employees are permitted to claim
time in lieu
Entitlements to paid absences in the case of illness
7.2.1.8 Attendance Quotas
You use this infotype to manage time accounts that represent employees' attendance approvals.
Employees' working times affect costs. You can therefore use the Attendance Quotas infotype (2007) to
specify how many hours an employee is permitted to work, and at what times. The SAP System monitors
how these time accounts are accrued and deducted.
You can use the infotype to manage the following time accounts, for example:
Approvals for an employee to use a set number of days each year for further training
Approvals for an employee to work a set number of overtime hours at set times over a set period
7.2.1.9 Employee Remuneration Information
You can use the Employee remuneration info infotype (2010) to enter wage types manually and specify
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information directly for Payroll.
These wage types are not generated automatically in payroll. Use infotype 2010 to enter wage data that
has been calculated manually, such as premiums, bonuses for difficult working conditions or other special
wage types.
You can adjust the wage types and subtypes of this infotype to your individual requirements in the
Customizing system. Here, you can define, for example:

The wage types that can be used here
The fields in which data cen be entered
Whether additional information can be entered for Accounting and Logistics
Whether a wage type can be used once or several times per payroll period.
7.2.1.10 Absences
Absences are times when employees are not at work. Employees are absent if their planned working time,
as stipulated in their work schedules, is not fully worked. Types of absences include:
Leave
Illness
Health spa
Lateness
7.2.1.11 Attendance
You can use the Attendances infotype (2002) to store special attendances for employees.
In the Human Resources (HR) component, you can record attendances that define or add to an employee's
monthly work schedule. A typical attendance is a business trip. The employee is not at his or her normal
workplace, but nonetheless is still working for the enterprise.
Attendances are divided into attendance types. Attendance types are subtypes of the Attendances infotype
(2002).
7.2.1.12 Overtime
You can use the Infotype Additional payments (0015) to compensate the use of Overtime to enter the cost
of overtime. Over time wage type is created to capture the amount of over time as an additional pay
component and involved in the regular pay calculations.
7.2.1.13 Special Organizational Considerations
Calculation of attendance for only 30 days of a month.
DCRTI have a defined schedule between 9 am to 6 pm with half an hour break between 12:00 pm
to 2:00 pm.
DCRTI working times : General Shift 9 AM 6 PM ( Flexible)

First Shift 6:30 15:00
Second shift 14:30 23:00
Working hours 9 am to 6 pm with half an hour lunch break. Office is open on public holidays
wherein employees can work according to the project need.
Maternity Leave 12 weeks, Paternity Leave 3 days, Paid Leave 30 days and Optional
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Holidays 2 days.
In case of a vacation 31st should be treated as off. In case an employee is absent on 31st it should
be treated as working day and absence should be recorded.
A work around is needed for considering 31st of a month to be counted as day off while on
vacation.
Time constraints need to be looked so that records of either attendance or absence exist at the
same time.
An employee is supposed to work for 40 hrs a week of 5 working days which includes 2 weekly off.
Substitution: There is a concept of substitution. If an employee substitutes for another(Position
Substitution) the substituted person will not compensated monetarily but the person who is
substituted will be treated absent for the said period.
7.2.2 Accrual and deduction of absence quotas
Absence quotas can be recorded manually, proposed by the SAP System, or accrued automatically. An
employee can claim an absence quota by
Requesting an absence such as leave
In this case, you record an absence in the Absences infotype (2001). The absence is deducted
from the quota.
Requesting remuneration for the times
In this case, you record a compensation. The compensation is deducted from the quota.
When an employee claims time from a quota, the SAP System deducts the requested time from the quota
until it is used up. The quota can only be deducted further if the Customizing settings stipulate that the
quota can also be deducted up to a particular negative number.
7.2.3 Absence quota type
Absence quotas with an identical content, such as leave, are grouped into an absence quota type in
Customizing. Absence quota types are subtypes of the Absence Quotas infotype (2006). Time accounts
are managed in hours or days (Unit field), according to the absence quota type of the quota from which the
absence is deducted.
7.2.4 Validity and deduction period
Absence quotas are only valid for a particular validity period, for example, the leave year or the month in
which overtime hours were worked. The deduction period stipulates when a quota can be deducted. The
deduction period need not be the same as the validity period.
Employees in your enterprise receive an annual leave entitlement of 20 days. The corresponding absence
quota has a validity period of one year. for example, January 1, 2005 to December 31, 2005. The quota
has a deduction period from January 1, 2005 to March 31, 2006, that is, employees can take leave up to
three months after the end of the leave year.
7.2.5 Recording absences
When you enter an absence with quota deduction or quota compensation, the SAP System checks the
existing quotas. The absence record or compensation can only be saved if the employee has sufficient
quota.
7.2.6 Operational Considerations:
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The quota accumulations vary according to the type of contract, experience & grade.
Also collisions should be set so that either absences or attendances should not be over written.
When you enter a new record, the system carries out a check to ensure that there are no existing
records for that particular employee and time period.
It is not possible, for example, to enter an absence record if there is already an attendance record
in the system for the same employee and time period.
When you customize the system, you can determine the system reaction if time data records
collide. There are four possible reactions:
An employee is on Leave from Monday to Friday, but is required to interrupt the vacation and
return to work on Wednesday.
System reaction: 1
When you enter this data for the attendance type Attendance hours, the system draws your
attention to the fact that a leave record already exists for the period. The leave record is
automatically delimited if you proceed to save the attendance record.
You try to enter a Substitution record for an employee who is on leave.
System reaction: 2
The system does not allow this particular constellation, as it is not logical to assign a substitution to
an employee who is not at work. An error message is displayed and the system rejects the record.
You try to enter substitution data for an employee who already has an overtime record for the
same day.
System reaction: 3
This combination is permitted. Overtime and substitution records are not mutually exclusive. The
substitution may involve the employee working different hours from normal, however. If this is the
case, it may be that the new working time coincides with the period in which the employee is
authorized to work overtime.
It is therefore preferable that the system draws your attention to the collision so that you can check
your entries.
An employee is assigned to work a substitution, which involves longer hours than usual. You try to
record the absence quota Time off for overtime.
System reaction: 4
This constellation is allowed, since substitutions and absence quotas are not mutually exclusive.
There is no time correlation between these two subtypes. The system therefore accepts the
absence quota without drawing your attention to the existing substitution record
Changes to existing Organization: Only deviations will be captured instead of all the statuses of an
employee during a month.
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Description of Improvements: Lot of time saved in entry of attendances & absences.
7.3 Personnel time recording

In "Personnel time specifications administration", different types of attendances and absences are
identified. Here you determine how these types are entered into the system.
Employees time is divided into Attendance & Absences. Employees going on any kind of leave other than
sick & bereavement leave in advance to their respective Heads and get them sanctioned. This information
is recorded by the Time office.
All the entitlements of an employee are given at the time of joining, out of which all are one time
entitlements but for Vacation & Sick Leave.
These have to be grouped in such a way at any point of time the system should help the organization know
the remaining entitlements.
In SAP Quotas are maintained against which entitlements get deducted upon their usage.
These quotas have a max and a min numbers by way of which the system controls the number beyond
which an employee cannot use and thereby allowing the system to calculate the loss in pay. It's a purely
control mechanism.
7.3.1 The Various Quotas are:
Definitions of Functions and Events

Account status Meaning
Specifies an employee's total entitlement to an absence entitlement for

Entitlement a particular period, for example, leave/year or compensation
hours/month.
Remainder Specifies the available entitlement for which the employee can still
deduct absences or have compensated
Specifies the portion of the entitlement for which absences have been
recorded, for past or future dates. Note:
Requested In the Employee Self-Service application Leave Request, the
Requested field specifies the portion of the entitlement for which
absences or compensation has been recorded for future dates.
Compensated Specifies the portion of the entitlement that has already been
compensated.
7.3.2.1 Accrual and deduction of Attendance quotas
You record attendance quotas manually for an individual employee, or using fast data entry for a group of
employees. When an employee uses an approval, the SAP System deducts the time worked from the
account.
7.3.2.2 Attendance quota type
Attendance quotas with an identical content, such as overtime approvals, are grouped into an attendance
quota type in Customizing. Attendance quota types are subtypes of the Attendance Quotas infotype (2007).
Time accounts are managed in hours or days (Unit field), according to the attendance quota type of the
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quota from which the attendance is deducted.
7.3.2.3 Validity period
Each attendance quota is valid for a particular period. After the validity period has expired, attendances can
no longer be deducted from the quota.
7.3.2.4 Time intervals for attendance quotas
You can also set up attendance quotas for specific clock times. This allows you to assign quotas that can
only be deducted at a particular time of day.
Your employees have approval to work overtime from 5:30 p.m. to 7:30 p.m. in July. They are not permitted
to work more than 20 hours of overtime in that month, however.
7.3.2.5 Deduction of attendance quotas
The following attendances can be deducted from attendance quotas:
Working times recorded in the Attendances infotype (2002)
When you enter an attendance type with quota deduction, the system checks the existing quotas. The
attendance record can only be saved if the employee has sufficient quota. The system automatically
updates the amount of quota used.
.
Working times originating from employees time postings
Time evaluation is able to recognize from the employee's time postings whether he or she worked longer
one day. It is able to check whether the employee has an appropriate overtime approval.
Attendances are deducted from the attendance quota until the quota is used up. Depending on your
Customizing settings, an absence quota can also be deducted into negative numbers.
You can also use this infotype to create a general overtime approval for an employee. You do this by
creating an attendance quota of zero hours. In this case, the attendance quota must be deducted
automatically be time evaluation.
7.3.2.6 Functional considerations
At any point of time the total number of hours to be counted is 172 hrs for Payment of full monthly
Salary.
The system validates the daily working rate for putting in a required 8 hours. The input of working
times validates against the rate arrived at for 1 hour one day and helping in paying exactly for the
presence of an employee in the company.
As there is no concept of 1/2 attendance or absence, this kind of entry helps in reducing
unnecessary wastage of time.
To make this work effectively, all counting rules and deduction rules need to be configured. These
accrual & deductions are based on the length of service, grade.
7.3.3 Counting of personnel time specifications
7.3.3.1 Introduction
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This process group defines the counting processes for those absences and attendances, the results of
which are expressed in days and hours. These values can be used to create a deduction for specific
accounts which have been associated with the employee. Additionally, these values can have an effect on
the employee's pay.
The values that are derived out of attendance & absence are used as an input for Payroll. An
employee on an average should work for 172 hrs including Paid Days Off (Saturdays & Sundays).
7.3.3.2 Counting Rules criteria
A) The following criteria can affect your counting rules:

o Day criteria (Weekday, kind of holiday, kind of day)
o Work schedule based criteria (kind of daily work schedule, kind of period work schedule,
conditions based on planned working hours).
Every employee is expected to put in 172 hrs every month basing on their work schedules. Saturdays &
Sundays are weekly off for DCRTI.
B) There is concept of Half Day Absence or Half day Attendance. The counting rule is applicable for the
entire day. Every employee whose absence is recorded for 4 hours is treated as half day absence.
C) Attendance is counted in hours where as absence is counted in days.
8. Payroll India
The Payroll System should calculate the gross salary and the deductions and the net salary of an
employee. The SAP HR Payroll India component must be implemented in cooperation with project teams
implementing other areas of SAP Human Resources (HR), in particular SAP HR Personnel Administration.
SAP HR Payroll India offers a number of standard reports used in payroll, superannuation, leave, advance
payments and taxation.
8.1 Payroll - India Process Flow

When you access Payroll, the payroll driver calls the accompanying payroll schema, which consists of a
sequence of functions. For each activity, the individual functions import data from internal tables and payroll
relevant files.
Payroll performed as follows:
1. The system updates the databases and imports the master data relevant to payroll.
2. If Off-Cycle Payroll is to take place, the system deletes the internal table IT.
3. The system imports the last payroll result.
4. The system calculates the gross wage and considers the shift schedule, shift change
compensation, and valuation bases. Any master data relevant to payroll is included in the
calculation at this point.
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5. The system calculates the partial period factors, lump sums and salary elements, and cumulates
the gross results.
6. The system calculates the net remuneration and performs retroactive accounting if specific master
data has been changed in previous payroll periods.
The status of the Payroll Control Record is automatically updated with every step that is carried out
during payroll.
1. You release one or several Payroll Areas for payroll.
The system increases the period number in the payroll control record of the respective payroll area
by 1. You cannot change the master and time data for the personnel numbers belonging to this
payroll area if it affects the payroll past or present. Changes affecting the future are still possible.
2. You run payroll.
The system calls up a country-specific payroll program. It determines the current payroll period
from the payroll control record and performs payroll using the values you entered in the payroll
program.
In general, you do not carry out these steps on-line but rather as a background job.
3. You check whether payroll has run correctly, or determine where errors have occurred.
If the payroll has run with errors, the system displays error messages indicating where the errors
have occurred. If desired, you can obtain a detailed payroll log. However, we recommend that you
only create a payroll log if you simulate the payroll run.
If necessary, you can set the status of the payroll to Check Payroll Results during this phase. This
way you make sure that no changes are made to payroll-relevant data which could affect the
payroll past or present. In addition, the payroll area in question is locked for payroll. However,
during this phase you can simulate the payroll for individual employees to understand exactly how
the errors originated, by means of the payroll log.
If you want to carry out a spot check on the payroll results after a successful payroll run, there is a
report available which reads the stored payroll results. The report allows each employee to see the
contents of all internal tables containing payroll results. This allows you to check all partial results
for a payroll run. In this way you can determine whether the system ran the payroll in accordance
with your expectations, for example, for an employee for whom you made complex changes to the
master data.
4. You correct master or time data for personnel numbers which contain errors, and which the payroll
program could not process.
During the payroll run, the System flags the Payroll Correction field in the Payroll Status infotype
(0003) for all rejected personnel numbers. When you correct master or time data for a personnel
number, this field is also flagged. These personnel numbers are grouped together in a list under
Matchcode W (Payroll Correction Run). In a payroll correction run, that is a payroll run with
matchcode W, payroll only takes place for the corrected personnel numbers.
5. You release payroll again.
The payroll period does not change.
6. You perform a payroll correction run.
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If there are a lot of employees stored in Matchcode W (Payroll Correction Run), you carry out this
step as a background job in the same way that you carried out the Start Payroll step. If you only
have to run payroll again for a few employees, you can carry out this step on-line.
7. You simulate the posting to Accounting.
Under certain circumstances errors can occur, which mean you must change the payroll-relevant
master and time data again. If, for example, a cost center was entered for some employees and it
has been deleted in the interim, the system will note this as an error during the posting simulation.
Then set the payroll status to Release for Correction once again, and correct the master data for
the employees in question. This will cause these personnel numbers to be automatically stored in
Matchcode W (Payroll Correction Run). Next, carry out another payroll correction run and simulate
the posting to Accounting again.
8. You exit payroll. The personnel numbers for the payroll area can be processed again.
You can only exit payroll when the payroll has run successfully for all personnel numbers in the
selected payroll area. This means that payroll is finished for all of the personnel numbers in the
payroll area, including the rejected personnel numbers, and the payroll period is complete.
In addition to the standard payroll functions, the payroll processing for India also comprises the following
country-specific functions:
Indirect Evaluation Exemption on Medical Insurance
Basic Increments Exemption on Child Education Allowance
Dearness Allowance Exemption on Child Hostel Allowance
Housing Exemption on Other Allowances and

Reimbursements
Car and Conveyance
Exemption on Leave Encashment
Long Term Reimbursements
Exemption on Voluntary Retirement
Claims Scheme
Bonus Previous Employment Tax Details
Income Tax Professional Tax
Section 80 Provident Fund
Section 88 Employee State Insurance
Section 89(1) Labour Welfare Fund
Third Party Deductions Nominations
Income from Other Sources Minimum Net Pay
Tax on Arrears Recovery of Rounding off Amounts
Exemptions Loans Enhancement
Exemption on Leave Travel Allowance One Day Salary Deduction
Exemption on Medical Reimbursements Mid Year Go Live
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Termination Work Bench
Gratuity
Superannuation
Form 24
Form 16
Form 217(A)
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SAP HR Payroll India supports retroactive accounting. This function automatically recalculates payroll in the
event of changes to master data and time data in periods for which payroll has already been completed.
During Payroll the master data for the personnel numbers to be included in the payroll run can not be changed
for the past or present, for example.
You should not perform payroll, when master data is being processed for the personnel numbers for which
payroll should be run.
8.2 DCRTI Payroll Inputs for Payroll Processing
8.2.1 Pay (income) Components and their Characteristics

For All
Employees EARNINGS - Wage Types WT Code Frequency
Basic 1000 Monthly
Basic Arrears 1001 Monthly
House Rent Allowance 1002 Monthly
House Rent Allowance Arrears 1003 Monthly
Conveyance Allowance 1004 Monthly
Conveyance Allowance Arrears 1005 Monthly
Leave Encashment 1006 Monthly
Shift Allowance 1007 Monthly
Over Time Allowance 1008 Monthly
Additional allowance 1009 Monthly
Travel allowance 1010 Monthly
Performance based pay 1011 Monthly
Relocation Expenses 1012 Monthly
Joining Bonus 1013 Monthly
Referral Bonus 1014
Student Stipend 1015 Monthly
Student Stipend Arrears 1016
Notice Pay Reimbursement 1017 Monthly
Retainer fee 1018 Monthly
Retainer fee arrears 1019 Monthly
Performance based retainer fee 1020
Service Tax on retainer fee 1021
Interest subsidy on housing loan 1022
Leave Travel Allowance 1023
Medical reimbursement 1024
Technical Book Reimbursement 1025
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Technical Training Reimbursement 1026

Membership Fee Reimbursement 1027
Telephone Expenses Reimbursement 1028
Car Lease Rentals Reimbursement 1029
Computer Rental Reimbursement 1030
Children Education Allowance 1031
Accommodation Perquisite 1032
Other Perquisite 1033
Other allowance 1034
Non Taxable other allowance 1035
Fixed allowance 1036
Fixed allowance arrears 1037
Petrol Reimbursement 1038
Vehicle maintenance Reimbursement 1039
Club membership fee 1040
Special Allowance 1041

Communication Expenses 1042
Total Monthly Salary Monthly
Performance Based Pay Annual
Direct
Consultants DEDUCTION Wage Types WT Code Frequency
Deductions
For All
Employees DEDUCTION Wage Types WT Code Frequency
Provident Fund- TRUST 2000 Monthly
Provident fund RPFC 2001 Monthly
Voluntary Provident Fund 2002 Monthly
Income Tax 2003 Monthly
TDS on retainer fee 2004 Monthly
Courier charges 2005 Monthly
Telephone charges 2006 Monthly
Housing Loan Recovery 2007 Monthly 8.2.2
Security deposit loan recovery 2008 Monthly Deduction
Lunch recovery 2009 Monthly Components &
salary advance 2010 Monthly their
Personal Loan Principal Recovery 2011 Monthly Characteristics
Personal Loan Interest Recovery 2012 Monthly
Professional Tax 2013 Monthly Deduction
priorities: O
Parents insurance Premium 2014
Optional ;
Notice Pay Recovery 2015
M
Joining Bonus Recovery 2016 Mandatory
Relocation Allowance Recovery 2017
Travel settlement recovery 2018
LABOUR WELFARE FUND 2019
Others 2020
TDS 2021 Monthly
Postage and Courier Charges 45
TOTAL DEDUCTIONS Monthly

FOCUS @ DCRTI
For Example: Specify whether this component is paid as when required or paid for some period of time
Recurring R: Bus Recovery will there for that employee until he is in a particular set up
Additional A: Uniform recovery will be done once in a year or so.
Prioritize the deduction component to consider while running payroll (Note: Do this with Alphabet)
Recurring (R) / (A) Deduction

Component Deduction Characteristic
Additional Payment Priority
Lunch recovery Lunch recovery from Employees Rs.100 per month
R O
Provident Fund- TRUST Provident fund for Trust
R M
Provident fund RPFC Provident fund for RPFC
R O
Voluntary Provident Fund Voluntary contribution towards PF trust
R M
Income Tax TDS on salary income
R M
TDS on retainer fee TDS on retainer fee paid to Direct Consultants
R O
Courier charges Courier charges recovery from employees for
R O personal courier
Telephone charges Telephone charges recovery from employees for

R O personal Telephone calls
Housing Loan Recovery Housing loan taken by employees from HDFC

R O and the deduction of EMI is routed through
employee's salary
Security deposit loan recovery towards house deposit loan paid to
recovery R O employees/consultant as per HR policy
salary advance R O Salary advance paid to employee /Consultants
Personal Loan Principal Recovery towards principal loan amount of
Recovery R M personal loan from Canara Bank as per HR policy
Personal Loan Interest Paid by Company towards interest portion amount
Recovery of personal loan from Canara Bank as per HR
policy
Professional Tax R O towards professional tax as per law
Parents insurance Recovery towards parents insurance premium paid

Premium R O by company on behalf of employee
Notice Pay Recovery Notice pay recovery on the basis notice period
A M
Joining Bonus Recovery Recovered if the employees does not serve the
A M minimum time frame
Relocation Allowance Recovered if the employees does not serve the
Recovery A M minimum time frame
Travel settlement recovery
A O
Labour welfare fund Both Contributions paid by Company
A M
Others
A O
8.2.3. Derived Component Characteristics - Income or Deduction Component which depends on other
components
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DESCRIPTION %
PF 12% of Basic
Gratuity 4.81% of Basic
HRA 40% of Basic

No. of days of leave / 30 * last
Leave Encashment
drawn basic
% of total fixed pay (Monthly Salary
Performance Based Pay + Retirals)* Performance Appraisal
%
No. of days of notice period
Notice pay
deficit / 30 * last drawn basic
DCRTI - Performance based pay based on the level of the
employee
L0 10%
L1 15%
L2 15%
L3 20%
L4 25%
L5 30%
LS 30%
8.2.4 Components Tax Characteristics - Salary Components and their Tax Properties
Tax
Exempt Fully No
Salary Components ion Taxed Subject Max Of Tax
Basic Yes
Basic Arrears Yes
Actual HRA received or
Actual rent paid or rent paid
in excess of 10% of basic
House Rent Allowance Yes salary which ever is less
Actual HRA received or
Actual rent paid or rent paid
in excess of 10% of basic
House Rent Allowance Arrears Yes salary which ever is less
Conveyance Allowance Yes Rs 800 per month
Conveyance Allowance Arrears Yes Rs 800 per month
Leave Encashment Yes
Shift Allowance Yes
Over Time Allowance Yes
Additional allowance Yes
Travel allowance Yes
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Performance based pay Yes

Relocation Expenses Yes
Joining Bonus Yes
Referral Bonus Yes
No
Student Stipend TAX
No
Student Stipend Arrears TAX
Notice Pay Reimbursement Yes
Retainer fee Yes As per the Income Tax Act
Retainer fee arrears
Performance based retainer
fee Yes As per the Income Tax Act
No
Service Tax on retainer fee TAX
Interest subsidy on housing
loan Yes
Leave Travel Allowance Subject to FBT
Subject to FBT upto Rs. No
Medical reimbursement 15,000 TAX
No
Technical Book Reimbursement TAX
Technical Training No
Reimbursement TAX
Membership Fee No
Reimbursement TAX
Telephone Expenses
Reimbursement
Car Lease Rentals No
Reimbursement Subject to FBT TAX
Computer Rental No
Reimbursement TAX
Children Education Allowance
Accommodation Perquisite As per the Income Tax Act
Other Perquisite
Other allowance Yes
No
Non Taxable other allowance TAX
No
Fixed allowance TAX
No
Fixed allowance arrears TAX
No
Petrol Reimbursement TAX
Vehicle maintenance No
Reimbursement TAX
Club membership fee Yes
Note: Car Lease rental is to be paid to the lessor and should not include in the salary of employees.
8.2.5 Pay Components Eligibility for Grades
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Salary Components Pay Component Eligibility - GRADE WISE

Levels L1 L2 L3 L4 L5 LS CONSULTANT STUDENT
Basic Y Y Y Y Y Y N N
Basic Arrears Y Y Y Y Y Y N N
House Rent Allowance Y Y Y Y Y Y N N
House Rent Allowance
Arrears Y Y Y Y Y Y N N
Conveyance Allowance Y Y Y Y Y Y N N
Conveyance Allowance
Arrears Y Y Y Y Y Y N N
Leave Encashment Y Y Y Y Y Y Y N
Shift Allowance Y Y Y N N N Y N
Over Time Allowance Y N N N N N N N
Additional allowance Y Y Y Y Y Y Y N
Travel allowance Y Y Y Y Y Y Y N
Performance based pay Y Y Y Y Y Y N N
Relocation Expeneses Y YY Y Y Y Y Y N
Joining Bonus Y Y Y Y Y Y Y N
Referral Bonus Y Y Y Y Y Y Y N
Student Stipend N N N N N N N Y
Student Stipend Arrears N N N N N N N Y
Notice Pay Reimbursement Y Y Y Y Y Y Y N
Retainer fee N N N N N N Y N
Retainer fee arrears N N N N N N Y N
Performance based retainer
fee N N N N N N Y N
Service Tax on retainer fee N N N N N N Y N
Interest subsidy on housing
loan Y Y Y Y Y Y Y N
Leave Travel Allowance Y Y Y Y Y Y N N
Medical reimbursement Y Y Y Y Y Y N N
Technical Book
Reimbursement Y Y Y Y Y Y N N
Technical Training
Membership Fee
Telephone Expenses
Car Lease Rentals
Reimbursement N N Y Y Y N N N
Computer Rental
Children Education
Allowance Y Y Y Y Y Y N N
Accommodation Perquisite Y Y Y Y Y Y N N
Other Perquisite Y Y Y Y Y Y N N
Other allowance Y Y Y Y Y Y Y N
Non Taxable other
allowance Y Y Y Y Y Y Y N
Fixed allowance Y Y Y Y Y Y Y N
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Fixed allowance arrears Y Y Y Y Y Y Y N

Petrol Reimbursement N N N N Y Y N N
Vehicle maintenance
Reimbursement N N N N Y Y N N
Club membership fee N N N N N Y N N
Total Monthly Salary
Performance Based Pay

(Annual)
Deduction Components Deduction Component Eligibility - GRADE WISE

Lunch recovery Y Y Y Y Y Y Y N
Provident Fund- TRUST Y Y Y Y Y Y N N
Provident fund RPFC Y Y Y Y Y Y N N
Voluntary Provident Fund Y Y Y Y Y Y N N
Income Tax Y Y Y Y Y Y N N
TDS on retainer fee N N N N N N Y N
Courier charges Y Y Y Y Y Y Y N
Telephone charges Y Y Y Y Y Y Y N
Housing Loan Recovery Y Y Y Y Y Y Y N
Secutiy deposit loan
recovery Y Y Y Y Y Y Y N
salary advance Y Y Y Y Y Y Y N
Personal Loan Prinicipal
Recovery Y Y Y Y Y Y Y N
Personal Loan Interest
Recovery N N N N N N N N
Professional Tax Y Y Y Y Y Y N N
Parents insurance Premium Y Y Y Y Y Y Y N
Notice Pay Recovery Y Y Y Y Y Y Y N
Joining Bonus Recovery Y Y Y Y Y Y Y N
Relocation Allowance
Recovery Y Y Y Y Y Y Y N
Travel settlement recovery Y Y Y Y Y Y Y N
LABOUR WELFARE FUND N N N N N N N N
Others Y Y Y Y Y Y Y N
8.2.6 Deduction Components Eligibility for Grades
GRADES Direct
L1 L2 L3 L4 L5 ET MD consultant
EE-EPF
RECOVERY 12% 12% 12% 12% 12% 12% 12%
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12% or 12% or 12% or 12% or 12% or 12% or 12% or

percentage percentage percentage percentage percentage percentage percentage
VPF specified specified specified by specified by specified by specified by specified by
by the by the the the the the the
Employee Employee Employee Employee Employee Employee Employee
which ever which ever which ever which ever which ever which ever which ever
is less is less is less is less is less is less is less
If Gross Income Between: 0 to 2999 PT is - Nil

3000 to 4999 PT is - Rs.30
PT 5000 to 7999 PT is - Rs.60
8000 to 9999 PT is - Rs.100
10000 to 14999 PT is - Rs. 150
and 15000 and above PT is Rs.200
Lunch Rs.100 per Rs.100 per Rs.100 per Rs.100 per Rs.100 per Rs.100 per Rs.100 per Rs.100 per
recovery month per month per month per month per month per month per month per month per
employee employee employee employee employee employee employee employee
Income As per As per As per As per As per As per As per

Tax Income Income Income Tax Income Tax Income Tax Income Tax Income Tax As per Income
Tax Act Tax Act Act Act Act Act Act Tax Act
TDS on
retainer
As per Income
fee Tax Act
Courier
charges
On actual On actual On actual On actual On actual On actual On actual On actual
recovery
basis basis basis basis basis basis basis basis
Telephone On actual On actual On actual On actual On actual On actual On actual On actual
charges basis basis basis basis basis basis basis basis
Housing
Loan On actual On actual On actual On actual On actual On actual On actual On actual
recovery basis basis basis basis basis basis basis basis
Security As per HR
deposit Policy As per HR As per HR As per HR As per HR As per HR As per HR As per HR
loan Attach Policy Policy Policy Policy Policy Policy Policy
recovery here
Salary On actual On actual On actual On actual On actual On actual On actual On actual
advance basis basis basis basis basis basis basis basis
Personal
Loan
Principal On actual On actual On actual On actual On actual On actual On actual On actual
Recovery basis basis basis basis basis basis basis basis
Personal Paid by Paid by Paid by Paid by Paid by Paid by Paid by Paid by
Loan Company Company Company Company Company Company Company on Company on
Interest on actual on actual on actual on actual on actual on actual actual basis actual basis
basis basis basis basis basis basis
Recovery
Parents
insurance
On actual On actual On actual On actual On actual On actual On actual On actual
Premium
basis basis basis basis basis basis basis basis
Notice pay On actual On actual On actual On actual On actual On actual On actual On actual
recovery basis basis basis basis basis basis basis basis
Note: Salary Advance:- In case of any special request from employees then the deduction is happened
as per the Approval of request otherwise current month itself the full amount deducted.
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Note: Personal Loan Principal Recovery:- The deduction as per the statement from the Canara Bank .
The amount towards Principal come under this and amount towards interest should come as perquisite
and it is not deducting from the Employees
8.2.7 Loan Eligibility for Grades' - Type of Loans, its Characteristics and Eligibilities
Loans & Advances Loan Component Eligibility - GRADE WISE
L1 L2 L3 L4 L5 LS Consultants
Security Deposit Loan
Y Y Y Y Y Y Y
Recovery
Personal Loan Y Y Y Y Y Y Y
Salary Advance Y Y Y Y Y Y Y
Special Loan Y Y Y Y Y Y Y
8.2.8 Pay Scale Structure - Monthly Pay components and their Amounts according to the Employee
Grade, Location and Level
8.2.9 Claims & Reimbursements'- Monthly Claims and their eligibility with frequency (Example:
Medical)
CLAIMS AND REIMBURSEMENTS
SNo. Claims Description with Condition Eligibility
Medical expenses claim from TTK
health care services P Ltd for
1 Insurance claim employees. On actual basis
Reimbursement of official food
2 Food expenses expenses On actual basis
Reimbursement of fuel
/maintenance expenses for the For L5 Rs 50000 P.A and LS Rs. 70000
3 Petrol/Diesel expenses vehicles P.A
Reimbursement of official travel
4 Travel expenses expenses On actual basis
) Kit Allowance is paid to the employee /
direct consultant as under:
An allowance of Rs. 10,000/- will be
reimbursed for employee/ direct consultant
traveling for the first time.
An allowance of Rs. 4,000/- will be
reimbursed to the employee/ direct
consultant on their 5th travel or for traveling
5 Kit allowance towards employees travel to abroad abroad after 2 years, whichever is earlier.
Reimbursement of team lunch for
6 Team Lunch each department As per HR policy
Rs.15,000 for transportation of personal
effects and Rs.750 or Rs.1250 against
accommodation for unmarried and married
Relocation expenses - Reimbursement of relocation to respectively. Rs.750 or Rs.1250 against food
7 India employees/consultants for unmarried and married respectively
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USD 3000 for transportation of personal

effects and Rs.750 or Rs.1250 against
accommodation for unmarried and married
Relocation expenses - Reimbursement of relocation to respectively. Rs.750 or Rs.1250 against food
8 Abroad employees/consultants for unmarried and married respectively
Actual expenditure incurred on mandatory
expenses such as tuition fees, registration
fees etc. would be reimbursed by the
Company.
All other costs (like books, travel costs etc)
shall be borne by the employee.
The reimbursed cost cannot be claimed
against the Flexible Benefit Package
Eligible person would be entitled to claim
Reimbursement of German the reimbursement of the course only after
9 Training staff language programs successful completion of the program.
the reimbursement of the course only after
successful completion of the program.
The amount reimbursed to an individual
shall be to subject to a maximum of 85% of
the expenditure incurred on mandatory
fees etc.
All incidental expenses (like books, travel
costs etc) shall be borne by the employee.
Reimbursement of Certification The reimbursed cost cannot be claimed
10 Training staff programs / short term courses against the Flexible Benefit Package
the reimbursement of the course only after
successful completion of the program.
The amount reimbursed to an individual
shall be to subject to a maximum of 50% of
the expenditure incurred on mandatory
fees etc.
The reimbursement of the above should
not exceed Rs. 50,000/- per program.
All other costs (like books, travel costs etc)
shall be borne by the employee.
Reimbursement of distance learning The reimbursed cost cannot be claimed
11 Training staff programs against the Flexible Benefit Package
Credit card As per HR policy regarding credit card
12 reimbursement reimbursement
13 Gift and complements if it is official expenses On actual basis
other General
14 reimbursement if it is official expenses On actual basis
15
16
17
8.2.10 PF Details' - Provident Fund Trust and its characteristics

PROVIDENT FUND DETAILS
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Provident VPF Calculation Employer PF Pension

Provident Pension Pension
SNo. Fund Condition (Anybody Calculation Calculation
Fund Trust Trust Number
Number can get it deducted) Condition Condition
All employees
are members of 12% or Rate
Trust. Direct specified by
consultants are Same as employees
not considered employee whichever is less on
1 for PF No. their Basic 12% on Basic Nil Nil
Drivers are
considered
under 8.33 % on
2 Government PF KN/24117 12% on Basic Rs.6500
8.2.11 Absences (Loss of Pay)

ABSENCES
Sno. Absence Type No. of days

1 Consolidated Leaves 30
2 Paternity leave 3
3 Maternity leave 84
4 Loss of Pay Actual
8.2.12 Over-Time
Infotype -Additional payments (0015) will be used to compensate the use of Overtime infotype to enter the cost
of overtime. Over time wage type is created to capture the amount of over time as an additional pay component
and involved in the regular pay calculations.
8.2.13 Payment Frequency & Class Salary Payment frequency and their Pay dates according to the
Employee Grade
Payroll Run Dates & Payment Dates
For All Grades

Payroll run date 3 days before last working day of the month
Payment date One day before last working day of the month
8.2.14 Off-Cycle - Any Payment in between the Payment frequency (Example: Month)
OFF CYCLE PERIODS & COMPONENTS
Off-Cycle Components Frequency of Calculation Frequency of Payment Payment Date
Settlement on resignation Depend on the date of Depend on the date of Depend on the date
(Attach the annexure) resignation resignation of resignation
To be considered as
Non salary reimbursement Business expenses.
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FOCUS @ DCRTI
Note: Off cycle components means the components which you pay other than normal payroll period
8.2.15 Termination Component & Process - Final Settlement Process and their components respective
to Employee group
TERMINATION COMPENSATION AND PROCESS

Final Settlement
Sno. Description
Components
All Components with pro-rata basis needs to be considered

SALARY FOR THE NUMBER OF DAYS WORKED DURING THE LAST WORKING
1 SALARY
MONTH
2 LEAVE ENCASHMENT LEAVE BALANCE - NOTICE PERIOD RECOVERY*MONTHLY SALARY
HOUSING LOAN INTEREST

3 SUBSIDY
HOUSING LOAN INTEREST SUBSIDY TO BE PAID ON PRORATA BASIS
PERFORMANCE BASED PAY ON PRORATA BASIS BASED ON THE RATINGS

4 PERFORMANCE BASED PAY
FROM THE SUPERVISOR
5 LOAN RECOVERY CANARA BANK LOAN RECOVERY
6 NOTICE PAY RECOVERY NOTICE PAY RECOVERY IN CASE APPLICABLE
7 OTHER RECOVERIES OTHER RECOVERIES IF APPLICABLE
Retainer Fee FOR THE NUMBER OF DAYS WORKED DURING THE LAST
8 Retainer Fee
WORKING MONTH
PERFORMANCE BASED Retainer Fee ON PRORATA BASIS BASED ON THE
9 Performance based retainer Fee
RATINGS FROM THE SUPERVISOR
8.2.16 Statutory reports - All Monthly and Annual Statutory Reports

Sno. Report Description Frequency Link for Sample
1 Form 16 Salary and allowances Annually

2 Form 12BA Perquisites Annually
3 Form 24 Annual return ?? Annually
4 Form 24Q For Salaries Quarterly
Professional tax Monthly and Monthly /
5 annual return Annually
6 Form 16A Annually
7 Form 26 and Form 27 Annual return ?? Annually
8 Form 26Q and Form 27Q Other than Salaries Quarterly
8.2.17 Company Specific Reports - Like Income Components and Deduction component report
Sno. Report Description Frequency Link for Sample

1 RPFC monthly contribution Monthly To be check
statement with UCS
regarding the
various reports
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FOCUS @ DCRTI
and procedures
for the same
To be check
with CCMS
PF trust transfer statement for Both regarding the
2 processed and excluded employees Monthly same
No of employees onsite and
offshore segregating Technical and
non technical including students,
3 trainees and consultants Monthly
Break up of each components
stating the variance from the
4 previous month Monthly
Department wise / component wise
5 pay statement Monthly
6 E-payroll to existing database? Monthly
7 HR Monthly Report Monthly

Average employees / direct
8 consultant report as on month end Monthly
Man Power Projections for the
9 Quarter Monthly
10 Additions for the Month Monthly
11 Deletions for the Month Monthly
12 Confirmations for the Month Monthly
13 Contract Extensions for the Month Monthly

8.2.18 Bank Transfer Reports - All Bank Statement Reports specified by the bank for Salary Transfer
Sno. Report Description Link for Sample

1 HDFC Bank transfer statement
2 Citi Bank Transfer statement
Deutsche bank transfer
3 statement
4 Cash payment statement For stipend to students
For employee who does not have bank
5 Cheque payment statement account
8.2.19 GL Account mappings' All Salary Components corresponding GL Accounts
GENREAL LEDGER ACCOUNT MAPPINGS

Credit
GL Account (C) / Debit
Sno Pay Component Number Description (D)
1 Basic 311001 Dr
2 Basic Arrears 311001 Dr
3 HRA 312001 Dr
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FOCUS @ DCRTI
4 HRA Arrears 312001 Dr

5 Conveyance allowance 312002 Dr
6 Conveyance allowance arrears 312002 Dr
7 Leave encashment 311006 Dr
8 Extra working allowance (shift allowance) 311006 Dr
9 Additional allowance 312003 Dr
10 Travel allowance 312008 Dr
11 Performance incentive 311004 Dr
12 Joining Bonus 311005 Dr
13 Recruitment incentive 347003 Dr
14 Students stipend 311010 Dr
15 Notice pay allowance 311007 Dr
Retainer fee (to be check with abhilasha and
Raj . In chart of account we are showing two GL
like consultancy charges direct consultants and Dr
Technical consultancy charges direct 331002 &
16 consultants) 330006
17 Performance based retainer fee 311004 Dr
331002 & Dr
18 Service Tax on retainer fee 330006
19 Interest subsidy 312010 Dr
20 LTA 312015 Dr
21 Medical reimbursement 312014 Dr
22 Technical book staff 347006 Dr
23 Technical training staff 321001 Dr
24 Membership staff 347011 Dr
Car lease rental staff (Regarding the FBT to be
check with Abhilasha as the FBT amount is born Dr
25 by the employee) 323001
26 Computer rental staff 323005 Dr
27 Children Education allowance staff 312013 Dr
28 Lunch recovery 315002 Cr
29 Employees contribution to PF Trust 232006 Cr
30 Employees contribution to RPFC 232005
31 Employees contribution to VPF 232006 Cr
32 Income Tax 233003 Cr
33 TDS on retainer fee 233009 Cr
34 Courier charges recovery 332007 Cr
Telephone charges (Telephone charges mobile
and landline are separate account in Chart of
account whether same has to be maintained in 332001 & Cr
35 HR module) 332002
36 HDFC Loan 232011 Cr
37 Security deposit loan recovery 132302 Cr
38 salary advance 132303 Cr
39 Canara Bank loan recovery 232009 Cr
40 Professional Tax 233002 Cr
41 Parents insurance Premium 325003 Cr
Notice pay recovery (can recovery and payment
put under one account or separate account in Cr
42 chart of account) 311007
43 Employers contribution to PF Trust 314001
44 Employers contribution to RPFC 314002
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45 Employers contribution to Pension scheme 314003

46 PF admin charges 314004
Flexible allowance (This is with regard to
the amount transferred to Buffer in each
47 month from the FBP amount) 312004
48
49
50
8.2.20 Cost Center mapping Department wise Accounts
S No Cost Center Name Description

1 100100-100149 Tech: VE Tech: Vehicle Engineering
2 100150-100199 Tech: PLM Tech: Product Life Cycle Management
3 100200-100249 Tech: CAD/CAM Tech: CAD/CAM
4 100250-100299 Tech: EPSBS Tech: Enterprise Product Service & Business Service
5 100300-100349 Tech: TES Tech: Tools Embedded System
6 100350-100399 Tech: ISG Tech: Intelligent Systems Group
7 100400-100449 Tech: CMMi Tech: CMMi
8 100450-100499 Tech: COBIT Tech: COBIT
9 100500-100549 Tech: Prj Rite source Tech: Prj Rite source
10 100550-100599 Tech: Quality External Tech: Quality External
11 100600-100649 Tech: EDC Tech: European Data Center
12 200100-200149 FBA Finance Business & Administration
13 200150-200199 HRF Human Resources & Facility
14 200200-200249 MD's office MD's Office
15 200250-200299 Quality Internal Quality Internal
16 200300-200349 CRIM CRIM
8.3 Payroll Integration with FICO

Perform the relevant postings in the Accounting components
Various components of the R/3 system interact when posting to Accounting:
Payroll (PY)
The Payroll component creates payroll results for each payroll period. To do so, wage Types with different
business purposes are created. They are created according to tax, social insurance law, industrial law, pay scale
and operative points of view.
Financial Accounting (FI)
Financial Accounting illustrates all business transactions in the enterprise using postings to the relevant
accounts. Posting to Accounting provides the necessary data for the following components in Financial
Accounting:
General Ledger Accounting (FI-GL)
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FOCUS @ DCRTI
Accounts Payable (FI-AP)

Accounts Receivable (FI-AR)
Special Ledger (FI-SL)
Funds Management (FI-FM)
Cost Accounting (CO)
Cost Accounting provides information on the relationship between costs and activities within the enterprise. To
do so, costs are either assigned to a cost center or to another account assignment object. The posting to
Accounting component usually posts to the following account assignment objects:
Cost center
Order
It is also possible to post to the following account assignment objects:

Cost object
Work breakdown structure element
Network number
Activity number
Sales order
Item in sales order
Scope of the function
You can use the Accounting interface (AC interface) to directly post the documents created to the
Accounting components.
You can simulate posting runs before the end of the payroll run. In this way, you can check if the payroll
results are also correct from the point of view of posting to Accounting.
You can access information on the creation and processing of posting runs at any time using status
management and the history.
By selecting the payroll results, you prevent them from being evaluated twice. This also lets you check if
payroll results were missed out during reporting.
With the help of layouts, which you can configure to your individual needs (for example, totals formation,
sorting, filtering), you can check posting documents efficiently.
The summarized line items can be traced back to the payroll result for a personnel number at any time.
This function is protected by authorizations.
The data created can be archived.
You can provide data for Personnel Cost Planning
You have checked or made the following settings in agreement with Accounting .
Setting up the payment methods

Setting up the house banks and house bank accounts
Defining the Sending Banks
Defining the paying company code
Assigning the text key for the payment transaction to transfer wage types
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FOCUS @ DCRTI
Special Organizational Considerations
A clear distinction between all the employee grades should be made so as to no confusion in deduction
related to Tax, Loans, Savings, Premiums etc.. can be eliminated.
A comprehensive Payroll solution which can be used apart from reports for Compensation Management
Modules, Personnel Cost Planning based on actual Payroll results.
System Configuration Considerations: Deductions, symbolic accounts and corresponding GL

accounts need to be maintained and which are being charted out.
60

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Human Resources

________________ ______________________ ____________________

0.1 Personnel Areas and Personnel Sub-areas

S.No. Personnel Area Text Personnel Area Code

0.1.1.1 Personnel Subareas

S.No Personnel Area Personnel Subarea Personnel Subarea Text

SYAD System administration

0.2 Employee Groups and Sub-groups

The specific organizational functions of the Employee Group include:

Selection criterion for reporting.

Act as an authorization check unit.

The following Employee groups will be defined in system.

0.2.1.1 Employee Groups

E Employees All Probationers and confirmed probationers

O Overseas employee DCRTI employees working outside of India.

T Trainee Employee who is recruited as a trainee,

0.2.1.2 Employee Subgroups

The following employee subgroups will be defined in the system

Employee group Employee Subgroup Text of ES

Level 1 Limited to Works on routine Has limited influence Nil BE /

Level 5 Is exposed to May be responsible for Manages a team of 5 to 10 BE /

Eg. Representative Organisation Structure

Job Code Job Text

HEAD OF THE HEAD OF THE DEPARTMENT - ENTERPRISE SOLUTIONS

10 SCIENTIST PRINCIPAL SCIENTIST - INTELLIGENT SYSTEMS L5

13 MANAGER PROGRAM MANAGER - CAD / CAM L5

26 PROJECT MANAGER - SAP L3

TECHNICAL LEAD - ENTERPRISE SOLUTIONS AND

30 TECHNICAL LEAD - CAD / CAM L3

TEST LEAD - ENTERPRISE SOLUTIONS AND BUSINESS

34 ENGINEERS SENIOR RESIDENT ENGINEER LS

52 EXECUTIVES EXECUTIVE ASSISTANT - MD'S OFFICE L3

62 CONSULTANT SENIOR CONSULTANT - MD'S OFFICE L5

IT SECURITY CONSULTANT - ENTERPRISE SOLUTIONS

1.4 Reporting Structure

Relationship Inverse relationship

The functional reporting structure will be captured using the relationship

Relationship Inverse relationship

Group Sem. Abbr. Value Abbr. Description

1.6 Plan versions

Group Sem. Abbr. Value Abbr. Description

Personnel Administration - Master data Mapping

At DCRTI following activities are performed

2.1 Hiring / Joining Activities (for New recruits)

3.1.1 Scope of the Process

Start after acceptance from candidates along with joining data

3.1.1.1 Complete HR related formalities

3.1.1.2 Complete Administration related formalities (HR Commercial to do)

3.1.1.3 Complete Payroll related formalities

MIS Reports Required:

Description of functional deficits

Capturing parameters such as Function,Subfunction and Level

Joining check list

Approaches to covering functional deficits

System configuration considerations

Link Employee Number to Applicant Number

Employee number range

Employee numbers will be a 5 digit system generated number.

No From To Current number External

Number Range Employee Group

1 Current DCRTI employees

3.4.1 Scope of the Process

MIS Reports Required

______