When entering time for employees, sometimes questions arise that can be answered by looking up more information about an employee in SAP. Employee information is found in the SAP transaction “Display HR Master Data.” Tips for searching for an employee in SAP can be found in the Find an Employee in SAP section of Introduction to HR Data in SAP. The SAP infotypes that store payroll related information for an employee are listed below. For each infotype, the individual data components with which a time coordinator should be familiar are identified.
When referring to pay, each employee falls into one of two categories based on their position: Biweekly (BW) or Monthly (MO).
Biweekly - BW
Biweekly employees are paid by the hour, receive a paycheck every two weeks, and are nonexempt, which means they are eligible for overtime. The biweekly work week is Friday through Thursday (specifically 11:01pm Thursday – 11pm the following Thursday). The biweekly pay period is two work weeks and is paid two weeks in arrears every other Thursday. In general, biweekly employees are on positive time reporting* which means their hours must be entered into SAP to be paid. Biweekly leave-eligible employees must account for all hours based on their FTE with time worked or leave.
Monthly - MO
Monthly employees are paid an agreed upon salary monthly, and are exempt, which means they are not eligible for overtime. The monthly pay period is the first day of the month through the last day of the month and is paid on the last working day of the current month. In general, monthly employees are on negative time reporting* which means they are automatically paid their salary each month based on their SAP Work Schedule Rule (IT0007) without having to enter their hours into SAP. Leave, however, must be entered for absences.
*An employee's Time Management Status in SAP IT0007 will confirm if they are on positive or negative time reporting; Time eval (act) = Positive and Time eval (plan) = Negative