What was the starting point?
Salary advance, business advance, expense and leave requests were collected through scattered methods, and approvals and finance postings were tracked manually. Payroll was calculated in SAP HCM; however, the deductions flowing from payroll to finance and employee expenses required separate reconciliation between two teams.
How were the self-service processes set up?
An employee and manager self-service (ESS/MSS) structure was set up so that leave requests, salary advances, installment advances and expense processes could be initiated and approved through the portal. Expense screens, expense types, expense codes and cost center selections were developed to fit the company's way of working, and forms were designed for approver notifications and advance documents.
After go-live, screens, approval workflows and role menus were improved step by step based on user feedback. Employee data and user definitions were loaded into the system through mass data uploads.
What was done on the payroll and finance side?
A program was developed to bring finance-side deductions into payroll and process them, and approved expenses were transferred to finance. Infotypes for company assets and enforcement proceedings were developed, and a new design was prepared for wage garnishment deductions. The merger of SGK (Social Security Institution) and withholding tax declarations, incentive adjustments, the severance pay ceiling, auto-enrollment private pension (BES) reports and payslip updates were addressed within payroll. New companies joining the group and the payroll-finance integration of the fleet services company were also added to the same structure.
What happened after the project?
After the project was completed, IKSAP provided support for payroll summaries, accounting posting errors, authorization definitions, public holiday and parameter updates, and approval workflow issues in the portal. New fields were added to management reports such as the employee turnover report.
Assessment
In self-service projects, finalizing the process design during the conceptual phase prevents a constant stream of new requests after go-live. For processes that touch finance, such as advances and expenses, bringing the payroll and finance teams together in the same test plan permanently reduces the reconciliation workload.
Frequently Asked Questions
Which requests were managed through the portal?
Leave requests, salary advances, installment advances, business advances and expense requests, each with manager approval.
How were payroll and finance integrated?
A program was developed to bring finance-side deductions into payroll, and approved expenses were transferred to finance; payroll accounting postings were also supported by this structure.
Which regulatory topics were built into payroll?
The merger of SGK and withholding tax declarations, incentive adjustments, the severance pay ceiling, enforcement deductions and auto-enrollment private pension (BES).