SpinifexIT

Your Easy Single Touch Payroll Just Got Better
Your Easy Single Touch Payroll Just Got Better 810 356 SpinifexIT

You asked, we delivered!

Many of our new and existing customers have started using Easy STP, our powerful reporting and reconciliation solution for the Australian Single Touch Payroll requirement which went live last October, to streamline their own single touch payroll reporting process.

We’re now in the process of releasing an improved and updated version of Easy STP which includes new features and functionalities based on our customers’ initial feedback and suggestions. This new version includes several new reports, small changes to existing reconciliation reports, and two of the most top requested features which I’d be glad to share with you on the update below.

Easy Single Touch Payroll February 2019 updates

Pre-reconcile Your Single Touch Payroll Using Test Run Results

The Challenge: One of the challenges that we have seen with customers reconciling their Single Touch Payroll solution has been related to the timing of this reconciliation.

The recommended approach from SAP is to produce the STP Submit Event file afterexiting Payroll. This essentially means that until you exit Payroll, there is no physical data held inside of SAP to reconcile back to the Payroll Results tables.

The workaround would be to either set the STP functionality to be able to run prior to exiting pay (Not recommended by SAP), or to run the STP reports in Test mode, then download the results into a local excel file for reconciliation. The option of downloading to a local file would mean a much more complex process to run pre-reconciliation.

We have had many customers ask about how they can follow SAP’s recommended approach but still reconcile their STP prior to exiting payroll. This would give the opportunity to fix any major concerns before even running Bank Files or Finance Postings.

Our Solution: The good news is that SpinifexIT has been able to address this business process by building into our Easy STP solution the ability to include the Test Run results into the reconciliation reports.


Enter Easy STP’s Test Run Mode

Essentially, this means that as soon as you have run the Payroll Run and have Payroll Results, you can now use our existing reports to reconcile to the Single Touch Payroll Test run values.

With this new feature, Easy STP will be able to simplify your Single Touch Payroll reconciliation process by triggering a call to the SAP program to calculate the STP figures and reconcile their values. This new process eliminates the cumbersome (and often error-prone) process of downloading STP reports in Test Mode and then addressing issues before exiting payroll.

Bonus Functionality – Reporting on the STP Submit Event Logs

Another improvement we’re adding into Easy STP is the ability to report on the logs produced when normally running the SAP Single Touch Payroll – Generate Reporting Data transaction. This gives you better options to report and distribute these details out to your internal teams for faster resolution.

View Log reports in Easy Single Touch Payroll
View Log reports in Easy Single Touch Payroll

For more information on the Easy STP Solution, please check out the resources below:

  1. Meet Easy STP – Watch our Webinar and see SpinifexIT’s Single Touch Payroll solution in action. If you have any questions about this session or if you’d like to request a separate demonstration for you and your team, email us at [email protected].
  2. Single Touch Payroll is Nearly Here for SAP Payroll – a handy blog post that summarizes the Single Touch Payroll Process and how SpinifexIT’s Easy STP solution can help optimize this
  3. Are You Ready For SAP’s STP Deployment – What are the required steps that you need to take to prepare for the STP roll out? Read the blog to learn more
  4. Reconciling Single Touch Payroll – Published 1 day before SAP’s STP roll out. I’m sharing some considerations during Go Live and how our Easy STP solution fits in the process.

Visit our booth at Mastering SAP HR & Payroll in Sydney on March 19 – 20, 2019

We will be sharing information about our booth number so you can easily find us, but for now, we’re inviting you to #ComeSeeSpinifexIT next month. We’d be very excited to show you our Easy STP solution in action during the exhibit.

Spinifexit for employee central
How to get the most out of Employee Central?
How to get the most out of Employee Central? 1024 512 SpinifexIT

During the last few months of 2018, we have had the opportunity to check in and reconnect with some of our customers to see how they are using our solutions and where else can we add value.
One of the questions often raised while discussing the possibility of moving to Employee Central Payroll (ECP) was, “Do we still need add-on solutions when we have Employee Central Payroll?”

most-common-question-about-employee-central

As a solutions provider and having over a decade in the development and implementation business within the SAP HCM area, we believe that the answer is yes, and I’d be happy to explain in my blog why this is so.

Developing flexible software solutions for SAP

The Employee Central Payroll solution, whilst being a new cloud-based deployment option, has the same underlying architecture as the core SAP Payroll solution. The key difference between On-Premise and ECP is that the Employee Data is maintained via Employee Central. 

The ECP solution though, has been designed with better options for integration with SuccessFactors Employee Central. This helps to accelerate and improve the implementation of Payroll.

SpinifexIT’s SAP-certified solutions can add further value and help companies maximise their existing investments by providing easy-to-use solutions that can also be deployed into the Employee Central Environment.

SpinifexIT has been providing software add-on solutions to SAP On-Premise for over 15 years. With thousands of deployments of our software products, SpinifexIT is the team to look to before spending time and effort in many of the common processes around Payroll. Our solutions can run in both on-premise, cloud and hybrid setups, giving our customers a huge advantage.

What is it like to move to Employee Central?

Moving to Employee Central can be a complex process. It involves the full data migration process (check out Brendon’s blog to learn more about this), integrating to SAP and potentially changing your existing Payroll solution and configuration, rebuilding your reports and interfaces, adding your custom functionalities, acing your parallel runs, and finally, setting up your BAU processes which includes Employee communication and support. All these with a usually thin and inflexible timeframe. I go through this in detail here.

Using Employee Central Payroll

Employee Central Payroll has many common processes you see within most payroll solutions. These run normally around a weekly, fortnightly or monthly process. Like many payrolls, this revolves around data input for the payroll, validation of data and pre-checks, running payroll and verification of results, and then often creation of reports and interfaces. On top of these items are often additional items such as queries from employees on their pay, adhoc reports and requests for information, and even throughout the year, various adhoc reconciliation activities such as Year-End, or even just Month-end processes.

SAP have recently introduced the Payroll Control Center solution, which puts a lot of control around many of these processes.

The HCM environment is quite a complex environment and as many of these processes are dependent upon the specific customers requirements- many of these need to be setup specifically for the customer which may involve manual processes such as Excel Spreadsheets or the development of custom reports.

So how can SpinifexIT solutions help?

spinifexit-solutions-for-successfactors-employee-central

SpinifexIT’s easy-to-use solutions can help companies who have implemented Employee Central Payroll to…

  • Streamline the creation, automation and distribution of their Reports and interfaces without the need for a technical guru. It’s straight forward, point-and-click, drag-and-drop features not only allows you to easily recreate your existing reports, but also build new ones in no time.
  • Vastly reduce the implementation time of your Payroll Control Center and use additional functionality which includes drilling down into payroll results, linking of reports into the Payroll Control Center and allowing the user to setup their own exception rules with no technical knowledge
  • Securely copy and scramble Employee Payroll data to make Payroll testing activities more efficient
  • Reconcile per-pay and year-end payroll information in compliance with local legislation
  • Easily address pay-related questions and issues and troubleshoot on the fly
  • Create and distribute full employee lifecycle documents which include Total Compensation / Rewards statements, Salary Breakdowns, Overpayment Details, Benefit Letters, and more

But do we really need all of these?

spinifexit-results-optimising-hcm-payroll-employeecentral

Many SAP customers go without any additional software in their system and they can still run their payroll department with the base solutions that SAP provides. It will work just fine.

However, for companies who want to get the most out of Employee Central Payroll without investing additional time, cost and effort, our solutions can help you in terms of maximising what you currently have while optimising your existing processes.

Aside from these time, effort and cost savings, our solutions can also help companies keep their data and results more accurate and improve their employee services and communication.

The above gives some high level areas that might be able to be streamlined in your SAP Payroll Environment. These are relevant for ECP and also for On-Premise customers though. If you would like more details about some of these areas, you can read more in the following blogs:

If you have any questions in this area, feel free to reach out to me by replying to this post, or send our team an e-mail at [email protected].

Spinifexit at mastering SAP HR and payroll 2019
Mastering SAP HR & Payroll | March 19-20, 2019
Mastering SAP HR & Payroll | March 19-20, 2019 810 450 SpinifexIT

Meet SpinifexIT’s SAP HCM and SAP Payroll Experts at the Mastering SAP HR & Payroll Conference on March 19-20, 2019 in Sydney!

SpinifexIT will be joining this year’s Mastering SAP HR & Payroll Conference for the third time in a row. We’re looking forward to sharing our exciting new solutions updates which help organisation from around the world to:

  • Optimise their existing HR & Payroll end-to-end processes which includes HCM document generation, reporting and payroll reconciliation
  • Improve risk mitigation & compliance
  • Maximise their existing SAP HCM and SuccessFactors investments while future-proofing their systems and processes
  • Take advantage of real-time data-driven analytics to make better business decisions.

We’re inviting you to drop by our booth so we can catch up and talk about how we can work together to solve your top HCM and Payroll puzzles.

Ask us about our Simple but Powerful Single Touch Payroll Solution

Many of our new and existing customers have started using Easy STP, our powerful reporting and reconciliation solution for the Australian Single Touch Payroll requirement which went live last October, to streamline their own single touch payroll reporting process. We’re now in the process of releasing an improved and updated version of Easy STP which includes new features and functionalities based on our customers’ initial feedback and suggestions. This new version includes several new reports, small changes to existing reconciliation reports, and two of the most top requested features which we’d be glad to share with you on the conference.

SpinifexIT’s Easy Single Touch Payroll Resources

View the latest news about Easy STP, the go-to solution for Australian Single Touch Payroll Reconciliation 

  1. Meet Easy STP – Watch our Webinar and see SpinifexIT’s Single Touch Payroll solution in action. If you have any questions about this session or if you’d like to request a separate demonstration for you and your team, email us at [email protected].
  2. Single Touch Payroll is Nearly Here for SAP Payroll – a handy blog post that summarizes the Single Touch Payroll Process and how SpinifexIT’s Easy STP solution can help optimize this
  3. Are You Ready For SAP’s STP Deployment – What are the required steps that you need to take to prepare for the STP roll out? Read the blog to learn more
  4. Reconciling Single Touch Payroll – Published 1 day before SAP’s STP roll out. I’m sharing some considerations during Go Live and how our Easy STP solution fits in the process.
  5. Your go-to solution for Australian Single Touch Payroll Reconciliation Just Got Better – We’ve implemented two major features for Easy STP. Find out how these new functionalities can make your STP process so much simpler.

Meet Our Team

Spinifexit Blair Ross close up

Blair Ross

Neil Young

Kim Rawlings

Sam Kanti

SpinifexIT at HR Innovations SAP Insider
HR Innovations 2019 | March 19-21, 2019
HR Innovations 2019 | March 19-21, 2019 810 450 SpinifexIT

Meet SpinifexIT’s SAP HCM and SAP Payroll Experts at the SAP Innovations 2019 conference on March 19-21, 2019 in Las Vegas!

Discover how you can optimize and maximize your current SAP investments by applying the best tips and tricks straight from the industry experts. Find out how our SpinifexIT solutions for SAP HCM and Payroll, especially the Payroll Control Center Accelerator, can enable you to reduce your end-to-end payroll’s processing time while reducing error-related risks.

Visit us at booth # 1360

Connect with Stephen:

Discover how SpinifexIT’s Payroll Control Center’s Rapid Deployment Solution can bring great value to your company and your Payroll Team

Stephen Gallo will share how effective our Payroll Control Center Rapid Deployment Solution (RDS) is. Stephen is our Product Architect for SpinifexIT North America and has a more than a decade of SAP and SuccessFactors expertise.

Payroll Control Center (PCC) is SAP’s payroll processing platform for both SAP HCM Payroll and Employee Central Payroll (ECP). It simplifies the end-to-end payroll process by providing system support for checking your master data and payroll-relevant data before or after payroll runs. PCC comes with a Rapid Deployment Solution (RDS) which accelerates implementation by providing pre-delivered checks and KPI’s developed in ABAP to optimize payroll processing, efficiency and accuracy.

SpinifexIT’s PCC Integration is an add-on solution that further accelerates SAP PCC implementation by as much as 85% by providing pre-delivered, customizable checks and policies with minimal effort and without any need for ABAP coding.

Furthermore, user-defined validation reports can be seamlessly integrated to allow for a quick resolution of potential policy issues which otherwise may have taken time and effort for investigation. This high level of flexibility and ease of use allow our customers and implementation partners to maximize any SAP PCC investment.

Join the session to learn more about SpinifexIT’s Payroll Control Center Rapid Deployment Solution and click here to see it in action.

What’s in store?

Aside from preparing a comprehensive Payroll Control Center presentation for you, dropping by our booth will also enable you to…

Get the chance to bring home a brand new IPAD Mini 4 on the last day of the conference

Learn more about our solutions and book a FREE Discovery Meeting and Demo on the same day

More information about our offered solutions

Download these resources for your easy reference

Easy Reporter Express Pack

Start using the top HR and Payroll Reports by Easy Reporter fast!

Payroll Control Center RDS

Learn more about our PCC-compatible solution.

Watch: Strato Document Generation In Action

Get a taste of the cloud! Find out more about our Cloud-based document generation solution and future solutions platform.

Watch: See Our Web Reporting Solution in Action

The video will be available after our live webinar on March 14th 2019.

Meet Our Team

Spinifexit Stephen Gallo at Successconnect

Stephen Gallo

Linda Bankhead Spinifexit Successconnect

Linda Bankhead

tracy

Tracy Byler

Spinifexit Kris Burke at Successconnect

Kris Burke

SpinifexIT webinar meet Easy STP
Webinar: Meet Easy STP – A Single Touch Payroll solution by SpinifexIT | December 14, 2018
Webinar: Meet Easy STP – A Single Touch Payroll solution by SpinifexIT | December 14, 2018 1024 512 SpinifexIT

We’re inviting you to join our FREE webinar about our newest solution for Australian Payroll Reconciliation and Single Touch Payroll, Easy STP. The webinar will go live this Friday, December 14, 2018 at 2:00 PM AEDT. Our SpinifexIT Consulting Team Member Tony Vitelli will discuss the following topics in this 20-minute session:

    • What is the STP process and how Easy STP can add some value
    • What is Easy STP and how it can help expedite your full payroll process
    • How Easy STP can help you stay compliant with the ATO
    • What kind of documents can you produce with Easy STP
  • See Easy STP in action (live demo)

Please click here to register and reserve a slot.

If you cannot make it to the webinar due to schedule conflicts,  you can still register to receive a copy of the session within 48 hours. The session will also be posted on our Customer Care Portal under the Easy STP section in Zendesk.

If you have any additional questions before or during the webinar, please send us your inquiries at [email protected].

SpinifexIT Australia Team

[email protected]

SpinifexIT Happy new year it is
Happy New Year! Or Is It…
Happy New Year! Or Is It… 1024 512 SpinifexIT

It’s a familiar refrain in payroll departments across North America — year-end payroll processing is just no fun! So why does it have to be so difficult?  In this article, we will explore the common headaches, and how to nip them in the bud – targeting those organizations that run SAP payroll systems.

To start the conversation, I will first provide some pointers regarding wage type configuration.  If you create new wage types during the year and then do not realize until year-end that you did not configure the taxation correctly, well that can be a big problem.  Or perhaps it’s not a new wage type that’s the issue, but existing ones because a tax authority has changed regulations and you needed to change your configuration accordingly…but failed to do so.  

The second item concerns issues with your Tax Calculations – those scenarios where taxes are not computing correctly, and you end up with out-of-balance cases or taxes stopping at the wrong ceilings.  These are all things that you want to catch during the year, right away, not at year-end.

The third topic we will discuss is Employee Master Data – for example, ensuring new employees have supplied valid social security or social insurance numbers, or that employees who moved during the year have gone through the appropriate steps to have their addresses updated.

And finally, those year-end manual adjustments; items like noncash benefits that need added to employee YTD taxable amounts, either using infotype 221 or maybe just by making entries directly into SAP’s US Tax Reporter module.

So now let’s take a deeper dive into each of those areas.  

Wage Type Configuration

Whoever in your organization that is responsible for creating wage types – which might be you – is no doubt very familiar with table T512W.  Cumulations, evaluation classes, and processing classes are all a part of that configuration – and I have listed below for you the processing classes that have an impact on how wage types are taxed (in the US) plus a couple of cumulation classes to be aware of. So, at a minimum, I would suggest your wage type configuration script include these items.

    • PC 64 Alternate Formula indicator
    • PC 65 415 limit category
    • PC 67 Work Tax Proration
    • PC 68 Payment type for tax calculation
    • PC 69 Taxable/nontaxable contribution
    • PC 70 Work Tax Proration (salaried)
    • PC 71 Wage Type Tax Classification (This one is critical)
    • Cumulation /102 (401k wages)
    • Cumulation /114 BSI Base Wages

For Canadian payrolls, the specifics are a little different; below are the tax-related wage type configuration items I suggest staying on top of:

    • PC 52 Cumulation into gross WTs for Workers Compensation
    • PC 65 Definition of Earnings subject to Health Tax
    • PC 69 Definition of Workers Compensation assessable earnings
    • PC 72 Derivation of GST and other sales tax for income tax
    • PC 84 Definition of PPIP Insurable Earnings
    • Taxable Wage Cumulation WTs:  /102, /103, 104, 105, /112, /113, /118, /119, /120, /121, /122, /130, /131, /132, /140, /141, /142, /152, /153, /154, /158, /160, /161, /162, /163, /164,

I would also propose that whatever mechanism you use to request a configuration transport be moved through the landscape, that it require the attachment of a test matrix.  Even well-qualified super users doing the config should be required to test their changes before implementing into production.

Along with that, I recommend some sort of signature approval be required.  This may mean something different to you as compared to other organizations, depending on how your SAP support teams are structured, but there should be some individual required to review and provide signoff.

Finally – perform regression testing for any changes made – do not fall into the trap of just testing for the expected changes.  And when I say regression testing, here is what I mean:  Run your payroll process prior to the change, followed by a report with the pertinent results, then apply the changes; followed by repeating the process so you can compare before and after results.  And make sure your regression test population – if not a full employee population – contains a good cross-section of different employee types, work schedules, and tax authorities.

For my final recommendation regarding wage type configuration – we all understand that sometimes you need to adjust configuration due to outside forces – like a tax authority creating a new regulation regarding certain types of employee payments.  To keep on top of any changes like that which could affect your configuration, here are a few suggestions:

  1. Maintain a membership in organizations such as the American Payroll Association or the similar Canada Payroll Association.  That will give you access to website announcements regarding tax reg changes, plus the opportunity to attend both local and national chapter conferences.
  2. Another way to keep up is to subscribe to any mailing lists deployed by various tax authorities, which will allow you to have information pushed out to you instead of needing to remember to go check for updated info all on your own.
  3. And last — periodically reviewing your configuration in the system is always a good idea.  Reviewing your SAP US Tax Model configuration (tables T5ute/y/m) in addition to the wage type configuration I mentioned above, just every so often, is a good idea to make sure nothing has slipped by you.

Tax Calculations

In this area, there are a few periodic audits I would suggest doing, throughout the year, starting with a review of your Social Security, Medicare, FUTA & SUTA tax results (for the US) and the Canadian counterparts of CPP/QPP/EI/QPIP/PPIP.  For instance, compare the Employee Withholding and Employer match amounts to see if they are in sync; plus perform tests to determine if the actual tax amounts recorded equal the taxable wages multiplied by their respective rates.

In addition to these checks, don’t forget to verify the accurate calculation of the additional US Medicare surtax for those people earning over $200K per year, and confirm that all taxes with ceilings (e.g. CPP/QPP/EI, US Social Security, US FUTA/SUTA) are stopping at the appropriate maximums for the year.

And finally – there are two tables that are maintained in SAP regarding US State Unemployment rates and ceilings – those being tables BTXRATE and T5UTX, plus the same data is entered directly into the BSI software application.  You will want to make sure and verify that the values in all those places are in sync with each other.  From a Canadian perspective, constants used in the tax calculations are stored in tables T511K and T5KTC (as updated every year by SAP via HRSPs) – be sure to confirm your system has been updated timely every year.

Some more best practices to head off tax calculation issues are  – if you use SAP’s Tax Reporter module for generating US forms such as W2’s, 941’s, and Unemployment reports you should be generating test runs for these forms, on a monthly or quarterly basis, and when you do, always check the log that is produced for any errors or warning messages. I also suggest you periodically perform “three way” reconciliations between Tax Reporter, general ledger postings, and payroll cluster results.  

In a similar manner, you can run the Canadian T4 program, RPCYERK0, multiple times during the year in ‘test’ mode, confirming results and watching for error messages and employee rejections.  

Employee Master Data

Moving to Employee Master Data, let’s cover some of the best practices you should be following as you perform some audits.

First off, audit those employees claiming tax exemption – perhaps even contacting those employees to verify the data is correct

Next, I would suggest auditing resident, work, and unemployment tax authorities – info types 207, 208 and 209 for the US, and info types 461, 462, 463, 464 for Canada – in a few different ways:

  1. Compared to the employee’s address (SAP info type 6)
  2. Compared to other system data that might indicate location, like perhaps personnel area or cost center
  3. Compare the values across the info types to each other – obviously there are legitimate reasons as to why for some organizations they do not have to agree – but know what would make sense for your employee population and look for that.

And finally – audit the SSN/SIN’s found on info type 2, to make sure all employees have valid numbers.

Taking it a step further – extend your audit process to include contacting your employees to have them validate the data you have on them, such as SSN/SIN, addresses, tax exempt statuses. And of course, include in your notifications the instructions for getting any incorrect data corrected – and if employees can correct it themselves via an ESS portal, all the better!

Manual Adjustments

The last topic mentioned in our opening discussion was Manual Adjustments.  I have a few best practices to share, starting with…. JUST DON’T DO THEM 😊

But since that’s probably not feasible…..do incorporate as many adjustments you can into your regular payrolls to minimize the number of off-cycles that are necessary, and reconcile the info type 221’s that get created versus the ones picked up and actually processed in payroll – make sure there aren’t any yearend adjustments entered but not pushed all the way through.

As much as possible, I strongly recommend you work with your stake holders to limit the need for these adjustments – good luck with that, right?  But if you can convince the business units to adopt practices that are payroll process friendly, it will relieve some of the headache for you.

Here’s one example of a business practice you can influence – consider using fiscal year cutoffs rather than calendar years when possible, to alleviate having all the work come down at year end.  For example, I used to work at a company where the employees all had the use of a company vehicle. Those employees had to log any personal use of the car and provide that data to us annually so that an imputed value could be computed and added to their payroll results.  Company policy set the year for those accumulations to be Dec 1 through Nov 30 – giving the payroll department time to record the adjustments during December, instead of a last-minute rush in January.

And finally, if you use US Tax Reporter, you know there is an option to directly enter in adjustments, via manual table entries, forcing adjustments onto the forms – like W2’s – without ever flowing through either master data or payroll calculation.  It’s a great tool and has its uses – but I would suggest doing so sparingly and keep your documentation to justify the entries made and provide an audit trail.

So where does SpinifexIT come in?

Now that we have walked through some of the biggest yearend challenges and offered up some suggestions for meeting those challenges, I of course want to introduce you to a Spinifex product that was built to handle these issues very efficiently.  That product is called Easy Balance and we have both a US and a Canadian version.  


Easy Balance is basically a suite of reports specifically geared towards payroll tax audits and validations.

For example, Easy Balance includes reports that audit for undesired negative results, like for instance in tax amounts, which will result in an error when running your W2’s or T4’s.  Easy Balance reports deliver results at a high level as well as including the ability to drill down into specific numbers, to easily locate what exactly is creating an issue. Other functionality delivered by EB allows you to validate the configuration of your wage types, in terms of how their taxability has been set up, addressing those wage type concerns mentioned earlier in this discussion.

Easy Balance Functions can be categorized under these four major topics –

  1. Validation of tax-related configuration
  2. Pre-delivered exception reports – for example, whose fica wage, multiplied by .062, does NOT equal the tax withheld?  Or, for Canada, employees whose province for health tax purposes does not agree with their province of employment.
  3. Reconciliation between US Tax Reporter, Payroll results, and even the General Ledger postings
  4. Correspondence, like the Address/SSN verification just mentioned, as well as documents explaining US W2 results to the employees

Regardless of your reporting tool of choice, the suggestions we have mentioned today – as implemented at check points all throughout the year – will hopefully ease some of the year-end stress experienced by your payroll department.  And if you would like to utilize a reporting tool built especially for these needs, my final recommendation is that you check out Easy Balance!

Your SpinifexIT representative will be happy to demonstrate the features of the product as part of a no-cost demonstration, so that you can see for yourself what we can do to help you have a “Happy New Year”.


Spinifexit blog reconciling single touch payroll
Reconciling Single Touch Payroll
Reconciling Single Touch Payroll 1024 512 SpinifexIT

Reconciliation Considerations

Over the last 15 years, one of my key roles included working with customers in relationship to the Payment Summary process, and in particular, the reconciliation and additional reporting of their Payment Summary data. Just about every SAP customer has had a process to validate the Payment Summary figures. Most of them do this at year end but a large portion of our customers also reconcile on a per pay period basis.

With Single Touch Payroll, you may ask the question of whether there is still a need for Reconciliation, and how you should do this.

The short answer is Yes, there is still the need for Reconciliation to be done.

As the STP solution is still based on Wagetype Configuration and Employee Data (Very similar to Payment Summaries) and given that there is now the need for Transmission to the ATO on a weekly basis, there is still the need for Reconciliation.

To understand this need, the following declaration is part of the new STP process, and as you can see, there is the need to declare that the data is correct prior to transmitting this through to the ATO. 


Most customers I have worked with over the years would be reluctant to just sign off the transmission file without any sort of validation. 

A simple example of what could go wrong is that if a wagetype is not flagged for STP, then it will not be reported to the ATO. Without some form of Reconciliation this can go unnoticed.

The following will give you some areas of reconciliation that we believe will be required:

I Go Live

Initially, during Go Live, there is the need to validate the STP Process. This is not only to check that the support packs have been loaded correctly, it also finds out if your configuration is completely setup and if this process works with your own employee data. 

Some of the areas that you would want to have validation checks are as follows:

  • Verify the STP Mid Year Go Live conversion of the existing Payroll Results over to the new Clusters
  • Validate that the Payroll Run is calculating and updating the STP Cluster tables correctly
  • Check that the STP Reporting process that takes the payroll cluster information (From the new ACRT, SETP and SABN tables) and creates the data for transmission to the ATO

The best approach I can suggest is to ensure that your Payment Summary Reconciliation is up to date so you can compare the original Payment Summary values to the STP values (in the STP tables). NOTE: This is not a 1 to 1 mapping, but should give you an indication that the STP configuration and calculations are correct.

II Normal Pay Runs

Once you have gone live, you would want to have a process to check your STP figures back to what the employee has been paid. Keep in mind that even if everything balances at Go Live, during the normal year, there can be new configuration put into your system, new wagetypes used during payroll, and new scenarios too. (eg. You may have a retrospective pay over the last 2 years that might not report correctly)

Much like Payment Summaries, when customers need to print the final year statements, there is the need to verify the figures in the STP file. It is so easy to miss a wagetype, have a wagetype that is configured to be included in the wrong STP catagory or not flagged for inclusion in STP reporting.

In order to reconcile, most customers have a process where they want to validate the Payments made to the Employee at leave match to what is reported during the STP processing.

Some examples of the reconciliation process include:

Verifying the STP Figures

  • Identifying wagetypes that are paid to the employee (running wagetype reporter is a common process to get these)
  • Mapping these to the STP payments calculated – You might download the STP report data to an excel file
  • Including STP Override values

This is quite a manual process however, as there is the need to keep registers of what wagetypes have been paid to the employee, and build up an extensive Excel Spreadsheet or create other processes.

Either way you reconcile, it is important to have a method to verify your STP figures and of course, the simpler you can make it, the less overhead to you on a per pay period process.

The following items are some things I would recommend when looking to create a reconciliation process.

  1. Think about the aim here and ensure you are following a smart repeatable process
  2. Keep in mind that you need to do this for every pay period so try to make it an easy process
  3. Consider all of your payroll areas and their various frequencies
  4. Remember, employees might transfer payroll areas so make sure your process will cater for this
  5. If you have multiple ABN’s then ensure your process considers this
  6. Ensure that you include terminated employees
  7. Decide on whether you will include the ability to override figures and include this in your process

This is an area that SpinifexIT has worked in for many years, and as part of the new STP solution, we have altered our Easy Payment Summary Reconciliation Solution to also cater for STP.


Meet Easy STP

Some of the areas our Easy STP solution supports include:

  • Configuration Validation – Check the STP Wagetype Configuration and Report ABN Configuration
  • Pre Checking of Master Data – Checks against the employee to ensure data is correct prior to creating STP file
  • Reconciliation Reports – Reconciliation reports for go live (Checking of the STP conversion) and also ongoing Pay by Pay Reconciliation Reports
  • Reporting on STP – Further reports are delivered to report the STP and help reconcile across the entire company
  • Analysis of STP values – Reporting at Employee level with drill down into how the STP values are calculated and from where (Includes overrides)

Existing Easy Payment Summaries customers will receive our Easy STP solution as part of the normal upgrade of our solutions.

Summary

SAP’s STP solution will be released on the 11th October 2018. Now is the time for you to start to plan for your solution’s upgrade and implementation Whilst as a SAP customer, you do have a deferral until May of 2019, we would not recommend waiting too long as there will be quite a lot of work to do.

As part of this preparation, we recommend that you discuss with SAP the option to use their SAP Cloud Platform Integration and also ensure that you involve your technical teams in regards to the SAP HR Support pack upgrade.

For many customers, this also is a large project as upgrading the HR Support packs can take in much new functionality on top of the STP solution, so testing can be quite extensive to ensure that there is no impact on your production payroll.

I will continue to create blogs such as this during the next 6 months. Please visit our STP page on the SpinifexIT website to keep updated with any relevant information.

SpinifexIT blog Are you ready for saps stp deployment
Are you ready for SAP’s STP Deployment?
Are you ready for SAP’s STP Deployment? 1024 512 SpinifexIT

In my previous blog, I’ve shared some of my views about SAP’s Single Touch Payroll (STP) solution and some considerations to keep in mind whilst implementing it to your existing payroll process.

For today’s entry, I will share some technical details for SAP’s STP solution which includes its minimum system requirements, configuration and implementation.

Easy STP

SAP have been talking about the upcoming STP solution and its system requirements in the past 12 months, and now that it’s almost here, it is confirmed that customers are indeed required to be on a minimum SAP HR Support Pack Level in order to load up this new solution.

For customers who are a long way behind on their SAP version, now is the time to start planning for this work. The table below gives you a guide on the minimum level you need to be in based on your existing SAP release. In all cases, the May 10th sync point is the minimum HR level requirement.

Additional Requirements

SAP is delivering the STP solution to their customers as part of their normal upgrade process. However, this is not the complete solution as does not include the ability to physically transmit the file to the ATO via a secure encrypted process.

In order to meet this requirement, additional functionality will be required. SAP’s recommended approach is to use their SAP Cloud Platform Integration (SCPI) solution. You may learn more about SCPI and check out their standard pricing here.  However SAP have agreed on special pricing to enable customers to quickly migrate to STP.  You should speak to your sales representative or partner to discuss this further.

While the ATO does not require the use of SCPI, organisations are expected to comply with its requirement: transmissions and communication should be secure and encrypted following the EbMS3/AS4 protocol. Should you decide to take up SCPI, you will likely need a Test and Production SCPI system as the minimum requirement.

Easy STP

As you can see, the few steps listed above can quickly start to be a larger project. For most customers, this will involve preparing for the following requirements:

Development Environment

The development environment is where you will initially install the system upgrades and configure the new STP solution. The following gives you some high-level guidelines of what will need to be done here.

  • Upgrade system to minimum HR Support levels
  • Install STP solution.  NOTE: If you upgrade the system to the latest HRSP level, then you will not need to install a separate STP update
  • Modify your Schemas, Wagetypes, ABN Details and Setup connections to the SAP Cloud Platform Integration solution
  • Development Unit Testing of the above
  • Test Migration of Clusters to create new STP data
  • Testing of the Payroll runs
  • Testing of the STP Data Creation Reports
  • Once happy with the solution, plan to migrate these changes to Test

Test Environment

The Test environment is where you can test the STP solution with more up to date employee data. It would be a good idea to factor in a copy of your production environment prior to commencing this project so that you can test the entire process including the payroll results conversion on your recent (2019) data. Otherwise, you may be needing to create test data to simulate what will occur in production.

  • Copy the production system or Clone data from production (If you have a tool to do this)
  • Upgrade the environment to the latest support packs (As per development)
  • Import configuration transports
  • Conversion of the payroll clusters
  • Test the STP file creation process
  • Setup of the SAP Cloud Platform Integration solution and liking this to test
  • Test the encrypted transmission to the ATO
  • Test the execution of Payroll runs
  • Retest the STP file creation
  • Retest the transmission to the ATO

Production – Go Live

Once everything is completely tested, you will then have the option to go live with STP.  This will often be done across a weekend as there is the need to upgrade the SAP environment, convert the payroll clusters and perform some additional testing. During go live, you will have steps such as the following:

  • Upgrade the environment to the latest support packs
  • Import Configuration Transports
  • Convert the Payroll Clusters to be ready for STP
  • Perform Additional Testing

The remaining steps then will be part of your normal payroll process.  For example: Next payroll run, you will create the first STP file for transmission to the ATO and transmit it.  

Easy STP

Upgrading your HR Support packs as well as configuring and testing STP may not be a huge change but it will involve some time and effort to complete. Planning ahead is vital to streamline this process. As part of this preparation, we recommend that you also look into the following key activities:

  • Review and modify your payroll business process
  • Plan for your STP project’s resource with consideration to variables such as configuration, data validation, testing reporting, and finalisation
  • Check your SAP HR support pack level and planning for the upgrade if required
  • Explore and finalise your file transmission options:
  • SAP Cloud Platform Integration (SCPI) is the easiest option
  • You can also explore the services provided by your clearing house such as Click Super and Plum
  • Find out more about ATO compliant gateways

Upgrading the HR Support Packs can also bring in a lot of new functionality on top of the STP solution. This may also require more extensive testing to ensure that there will be no impact on your production payroll.

So, here’s Part 2 of my 3-part blog series. Once again, if you’d like to view Part 1, click hereWe’re publishing Part 3 next week, where I’ll talk about the importance of STP reconciliation and how SpinifexIT’s Easy STP solution can make this process faster, better & easier.

Are you a current Easy Payment Summaries user?

We’ve got great news for you! You can avail of our Easy STP upgrade for absolutely NO COST! Our Easy STP solution will be available after October 11, 2018 once SAP releases their STP solution. E-mail us at [email protected] or message our support team through our Customer Care Portal to learn more about the update.

Easy STP
SAP payroll cloud document generation Spinifexit
Webinar: A Taste Of The Cloud Featuring Strato by SpinifexIT | November 29, 2018
Webinar: A Taste Of The Cloud Featuring Strato by SpinifexIT | November 29, 2018 1024 512 SpinifexIT

Discover how SpinifexIT solutions can help On-Premise SAP Customers prepare to move to SuccessFactors and improve their day to day communications and overall employee satisfaction while enabling an easier transition to the cloud.

This webinar will be hosted by Stephen Gallo, our Product Architect from SpinifexIT North America. Stephen will give a brief description and demonstration of our cloud-based on-demand document generation solution, Strato. Strato is built for both on-premise and cloud environments and offers a seamless user experience for users who are using both or either environment.

This webinar is highly recommended for: 

  • Organizations who are using SAP HCM on-premise and are looking for ways to improve their document distribution and employee communication processes
  • Organizations using both SuccessFactors Employee Central but still with On-Premise Payroll (hybrid) who are looking for ways to easily bridge the gap between their cloud and on-premise solutions by being able to generate data from both sources without the need for external downloads, manual efforts, third-party software, or interface files.
  • Organizations who are looking for solutions to help them create and automate the distribution of key employee documents like Letters of Employment, Claims, and Total Compensation Statements
  • SuccessFactors customers who are looking for a robust document generation solution that can easily combine data from across multiple SF modules, including ECP (Payroll)

This webinar is FREE for everyone.

Click here to register and reserve your slot.

Event Details

Date: Thursday, November 29, 2018

Time: 2:00 PM – 3:00 PM EST

Hosts: Kris Burke & Stephen Gallo

Spinifexit 2018.r3 release
Limited Release Coming Soon: 2018.R3!
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Improve your on-premise to cloud transition processes with SpinifexIT’s 2018.R3

Our third solutions update for this year goes live on November 19, 2018. This release will be available for a few pre-identified customers first before its full public release. 

Easy Reporter Updates

IMPROVING SUCCESSFACTORS INTEGRATION

Connect to SuccessFactors systems via SAP Cloud Integration.

Include new Time Off Reporting Fields within Employee Central to include Time Off Absences, Leave Balances, Attendance records and more

NEW FEATURES TO ENSURE GDPR COMPLIANCE

Report on SAP system logs (most requested!) to read access logs and transactions run by users

WEB REPORTING ENHANCEMENTS

Reporting performance with regards to loading reports using the Web Reporter has been improved with more features added to the Additional Selection tab.

A new capability to add Data Input Fields to a report or document selection screen under the tab “Report Parameters” has also been added. *** Performance improvements, additional parameters (2nd paragraph) details can follow

Payroll Control Center Integrated Solution

ENHANCED USABILITY

A new option to call SuccessFactors Employee Central when investigating errors has been added. This can be accessed within the Payroll Error Solution screen.

The new enhancements to be delivered will also enable Easy Reporter reports to be linked into the payroll processing functionality. The results of these reports can also be stored for future references

Strato

NEW FEATURES TO COVER MORE SUCCESSFACTORS MODULES

A new option to call SuccessFactors Employee Central when investigating errors has been added. This can be accessed within the Payroll Error Solution screen.

The new enhancements to be delivered will also enable Easy Reporter reports to be linked into the payroll processing functionality. The results of these reports can also be stored for future references

ADDITIONAL CUSTOM DATA SOURCE

You can now upload CSV files to be used as a catalogue while creating new documents or new fields.

Easy Single Touch

ADDITIONAL CUSTOM DATA SOURCE

Along with the new STP Solution from SAP, we’re releasing Easy STP at NO COST to all existing Easy Payment Summaries customers. Learn more about Easy STP here.

Easy Clone

MAJOR ENHANCEMENTS FOR CLONING SUCCESSFACTORS DATA

7 shiny new updates are in place to make Employee Central data cloning and scrambling a breeze. This includes new scramble rules and customisation options, the option to include data retrieval for non-key fields, and some additional Admin options to keep this process fool-proof.

Additional Resources

Visit our Customer Care Portal

View the complete set of release notes and updates by signing up, if you haven’t yet.

Join our webinars

We will be hosting two webinars for 2018.R2 on the following schedules:
ANZ/APAC: TBD
US/EU: December 6, 2018.

FAQ

NOTE: 2018.R3 will be released incrementally, first to a select group of customers, prior to a full public release.

How can I update?

Two ways. You can e-mail us at [email protected] and ask for an upgrade, or file a ticket using our Customer Care Portal. If you’re using one of our on-premise products, the update will be in the form of a transport. If you’re using Strato, the update will be included the next time you log in.

I’m using an old version. should i update to the latest one?

Of course. You can do a one time big time update rather than updating to the next version after yours. It’s easier and more practical that way.

How many versions do you support?

SpinifexIT supports three active solution versions. If you’re still on 2017.R2, an upgrade is in order.

What benefits do i enjoy when i upgrade to 2018.r3

We’ve enumerated the top requested enhancements only, but we’re really delivering over 50 new features and enhancements.  You can also view our public release notes by visiting our customer care portal. 

I want to learn more about your solutions

Great! We highly recommend that you browse our solutions section, and if you have any questions about these, don’t hesitate to send us the note using the form on the page’s footer. We can arrange for a quick call and demo. You can also e-mail us straight at [email protected]