Of all the audit checks that you could perform, there are a couple that really are key – and critical to payroll success.
In fact, I’m actually working with a client that’s recently gone live now. These audit checks were not put in place prior to go‑live, and now there’s a scramble to put them in.
One of them is checking a report that will go out and check for missing infotypes. If an employee is missing certain infotypes when they get into running the payroll, they’ll bomb out. For example, if you’ve had any experience with missing Infotype 9, which is the payment method, direct deposit or a check, you know that can cause some problems – especially when you discover this only after going through the entire process.
For any infotype check, you have to identify which ones are important to your company. Once you verify that everybody has their infotype, you might even want to go in to look for specific fields. If you’ve created any custom infotypes or custom fields on existing infotypes that you need as part of your payroll process, your report can look for those specifics. I like to verify there are no employees missing a cost center using the Flexible Employee Data report, tcode S_AHR_61016362. Key date is set to Today and for Selection I set it to look for blank cost center in Infotype 0001.
I also always like to check something very basic: Making sure that no employees are locked right before I run payroll. If you run your payroll late at night, you’re probably OK. But run it during the day on Monday or Tuesday, like a lot of companies do, and HR might lock an employee incorrectly, because they forgot that you’re running payroll. There’s a standard SAP report, tcode PC00_M44_UCPL, that you can run to avoid employees being locked.
There are other reports or audits that you can run. You might want to check and see, for example, do you have Infotype 8s, basic pay, that have numbers or dollar amounts that don’t make any sense?
If your employees are typically paid less than so many dollars per hour, show me any employees that are set up to have more than that. This way, you’ll be able to avoid the problem of employees who are set up as hourly, but were given a salary rate – so then you’re paying them $200,000 or $300,000 in a weekly payroll.
These — “Is everything there that I expect to be there? Is anybody locking the employee records? Do my employees make within a certain salary range?” — are just some of the basic checks that should clear up many errors you might encounter.